ctcLink Learning Opportunities & Support Roundup: Nov. 5, 2025

To plan further ahead or find the latest learning opportunities, as well as notices of cancellation or schedule changes:

• See the complete calendar at the ctcLink Training & Learning Opportunities Registration page or
• The SBCTC meetings and events calendar (apply ctcLink Learning Opportunities filters).  

Learn about how to register, badging opportunities, and more at the Professional & Personal Development Workshops page.

Registering for the workshops is easy!

1. Visit the SBCTC meetings and events calendar
2. Filter by "CTC Professional Development » Personal & Professional Development Suite"
3. Click "Sign up" button to enroll

Process Alignment Workgroup seeks Employee Onboarding & Offboarding “Bright Spots”

Process Alignment Workgroup: College-driven, Agency-supported, Leadership-endorsed

The Process Alignment Workgroup (PAW) Employee Onboarding & Offboarding (EO&O) Task Force members have begun their work toward aligning our system’s 34 colleges in common employee onboarding and offboarding practices.

To help inform their efforts as they review processes in the weeks ahead, the PAW EO&O task force welcomes input from college staff involved in employee onboarding and offboarding activities on their campuses — including HR team members, other HCM users, such as supervisors, instruction office staff, training personnel, ctcLink security, and others involved in these processes.

What’s good?

“Bright Spots” highlight the good stuff, so others can learn from your successes and feel more confident about making improvements.

Submit your thoughts at the Bright Spots Survey: Employee Onboarding & Offboarding today!

Please focus on any aspects of your college's ctcLink Employee Onboarding & Offboarding processes that work well and could be adopted by other colleges.

Get involved

For nominees not selected to participate on the task force and other interested stakeholders, the task force will engage with all subject matter experts (SMEs) for input and review. They encourage everyone to get involved however they can.

A systemwide EO&O SME list is being collected to encourage collaborative communication and participation systemwide. cCCG Co-chair Pat Daniels created the PAW: Employee Onboarding Offboarding College SME Contact List - Google Sheet to gather this information and sent a communication to the ctcLink College Collaboration group on Tuesday, Nov. 4.

What is PAW?

The Process Alignment Workgroup (PAW) is a systemwide, college-led volunteer effort formed at the behest of WACTC presidents to create common ctcLink business processes in the three ctcLink pillars (Campus Solutions, Human Capital Management, and Finance). 

PAW efforts are supported by SBCTC project management office and ctcLink team members, but no additional state or college funds or resources are available to offset these efforts. 

Learn more about PAW Activities

• Process Alignment Workgroup (PAW) Project Overview
• Process Alignment Task Forces
• Employee Onboarding/Offboarding Task Force Resources

Contact

Please reach out if you have any questions or concerns about the Process Alignment Workgroup activities:

• Please reach out to Sindie Howland, Associate Director for Change Management & Process Improvement at Everett Community College, if you have any questions about the Employee Onboarding & Offboarding Process Alignment Task Force.
• Contact Jason Hetterle, PAW Team Lead, Director of Technology & Enterprise Solutions, Wenatchee Valley College, if you have any questions or concerns about the Process Alignment Workgroup activities in general.

Employee Onboarding and Offboarding Task Force Launched

The ctcLink Process Alignment Workgroup (PAW) was heartened to see the systemwide enthusiasm and willingness to be part of the second PAW task force, focused on Employee Onboarding and Offboarding. Thirty-six nominees were considered for 15 positions to work on behalf of all 34 community and technical colleges. 

Sindie Howland, Associate Director for Change Management & Process Improvement at Everett Community and ctcLink College Leader, is the Employee Onboarding and Offboarding Task force Lead and will head up this effort, along with PAW college volunteers and SBCTC IT/ctcLink staff support. 

Employee Onboarding and Offboarding Task Force members

• Centralia College, Joy Anglesey, VP of Human Resources & Equity 
• Clover Park Technical College, Shayne Wong, Assistant Director for Human Resources 
• Columbia Basin College, Erica Jesberger, Business Analyst (Campus Solutions Pillar) 
• Edmonds College, Jack Foerster, Campus Solutions Business Analyst, Local Security Administrator (LSA) 
• Everett Community College, Rose Madison, IT Business Analyst, Security Lead 
• Green River College, Dawnell Schroeder, HCM System Analyst and HR Operations Manager 
• Highline College, Rosemary Darrough, Business Systems Analyst HR and LSA 
• Lake Washington Institute of Technology, Marah Selves, Manager Instructional Services 
• Pierce College District, Andrea Britten, HR - Training & Wellness Consultant 
• Renton Technical College, Ebony Jackson, Associate Director of Operations Compensation/Leave Administration (HR) 
• Seattle Colleges District, Annie Vo, HR & Payroll System Specialist - Human Resources 
• South Puget Sound Community College, Will Peters, HR Generalist 
• Tacoma Community College, Claire Jordan, HR Specialist/Reporting/Hiring 
• Walla Walla Community College, Erika Bockmann, Registrar 
• Whatcom Community College, Jane Benson, HR Consultant 3 - Recruiting 

What’s next for Employee Onboarding & Offboarding? 

Now that the EO&O Task Force has completed its initial orientation meeting, the group will meet weekly, over the next 15 weeks (allowing for 12 weekly meetings due to Thanksgiving and Christmas-to-New-Year blackout periods).

One of its first tasks will be reviewing the Draft Scope of Work to focus the task force’s efforts during a short timeframe.

Then the group will move on to address process consistency and productivity by assessing the standard business practices and evaluating all Bright Spots highlighted by campus input for incorporation into a more efficient process.

The SBCTC Project Management Office has compiled an Employee Onboarding and Offboarding processes Quick Reference Guide which will evolve over time.

Travel & Expense Process Alignment: Tools and Training Ready for Use

The inaugural process alignment task force focused on travel and expense processes.

The recommendations and best practices for alignment have now been built into revised reference and training materials and are ready for systemwide use.

Explore the Travel and Expenses Training Resources, including:

• Self-Paced Travel & Expense Training Courses
• Travel & Expense Learning Opportunities
  • Instructor-led sessions designed for staff who have successfully completed the self-paced Travel & Expense Canvas course trainings. Sessions are delivered on a cyclical basis — monthly, quarterly, or yearly — with the goal of strengthening participant skillsets.
• Fluid vs. Classic
  • Recommendations and guidance.
• Reference Center Resources
  • Includes detailed user guides and step-by-step instructions for creating, submitting, approval, and managing travel authorizations, cash advances, and expense reports, as well as delegation workflows, troubleshooting errors, budget exceptions, and administrative maintenance tasks.

Cross-Pillar FA-SF Training: Award Adjustments and the FARP/FARC Process Refresher

Tuesday, Nov. 18, 2025,  9- 10:30 a.m., Learn more and join the session

This Cross-Pillar Training Session is an intermediate training session on how to perform award adjustments, getting those adjusted awards over to the Customer Accounts, and getting the Customer Accounts corrected for any needed adjustments.

Audience:  FA Staff responsible for adjusting awarded aid & SF Staff responsible for correcting Customer Accounts

Objectives

• FA - Understand how to make award adjustments
  • Adjustments for re-calcs
  • Adjustments for R2T4
• FA - Understand options on getting adjustments over to Customer Accounts
  • Batch Authorization and Disbursement
  • Manual Authorization and Disbursement
  • Tips and Tricks for each option
• FA/SF - Understand options for blocking FA refunds due to withdrawals
• SF - Understand the FARP/FARC Process and how to do it
  • When and why to reverse it

Session Trainers: Kelly Forsberg, ctcLink Functional Trainer (FA) & Pauline Smith, ctcLink Functional Trainer (SF).

Are You Receiving ctcLinkAlerts?

SBCTC uses the ctcLinkAlerts eList to send notices about planned downtime for system updates, production alerts, urgent issues, and any unplanned downtime.

Each college maintains a local ctcLinkAlerts email distribution list (e.g., ctclinkalerts@columbiabasin.edu, ctcLinkAlerts@spscc.edu) which your ctcLink College Leader maintains as needed.

These college lists, not individuals, are subscribed to ctcLinkAlerts@lists.ctc.edu.

Each college chooses who to include, but typically colleges include their local ctcLink leadership, local ctcLink committee or task force members, key subject matter experts, IT, Help Desk, and PIO.

Restock Your Resiliency Toolkit

Take a moment to take care of yourself! Professional and Personal Development Suite workshops are open to all Washington state community and technical college employees, whether faculty, staff, or exempt.

This series of soft-skill workshops was initially developed to support SBCTC IT staff. Once the workshops were discovered on the agency calendar by other SBCTC and college employees, they asked if they, too, might participate on a case-by-case basis.

Learn more about how to register, badging opportunities, college requests for group training, and more at the Professional & Personal Development Workshops page.

The workshops are cross-linked from the SBCTC Professional Development page and the ctcLink Training & Learning Opportunities page.

Questions? Reach out to Corinne Taylor, Professional/Personal Development Trainer.

Upcoming offerings

How to Check the Status of an Enhancement Request

The ctcLink Customer Services Teams have documented all Enhancement Request (ER) forms submitted.

The ctcLink Enhancement Request Status lists are updated the first and third Wednesday of each month to align with the ctcLink Working Group calendar.

You can see where each Enhancement Request is in the governance review process, approval status, and/or any other actions taken in a couple of different views.

High-Level Summary At-a-Glance

The Full Enhancement Request List is sorted by status.

CS Core Updates

HEUG Community Discussion: Ghost & Fraudulent Applications

Monday, Nov. 17, 9-10 a.m. (PST), Sign up to attend

Join the Admissions and Campus Community groups as we discuss ghost applications, and ways to combat fraudulent data. Set up your HEUG account to access resources and the discussion.

Presented by Rachael Daniel, University of Wisconsin-Milwaukee, and Dustin Gerstenfield, MassBay Community College.

Campus Solutions (CS) Core Pillar Support Web Page

Visit the Campus Solutions (CS) Core pillar support web page at ctcLink Support for all things CS Core-related:

• ctcLink Reference Center Quick Links
• ctcLink Onboarding Training Manual
• Learning Opportunities & Training
• Lists and groups
• Pillar newsletter
• Oracle and PeopleSoft resources

Running Start Series

SBCTC Dual Credit presents monthly virtual sessions for college Running Start staff. Each session includes SBCTC/OSPI updates and time for Running Start college staff to come together and connect. Participants cover a wide range of topics, including Campus Solutions - Student Financials.

The presentation portion is recorded and posted to the SBCTC Dual Credit YouTube playlist.

Feel free to contact Stephanie Rock, SBCTC Student Services & K12 Alignment Policy Associate, with any questions.

CS Core Learning Opportunities

CS Core Training

CS Core Trainings, a valuable learning opportunity, are held on the third Wednesday of every month from 8:30 a.m. to 10 a.m. The dates may change, and notifications will be sent in advance. The CS Core training alternates between refreshers and different process approaches. We highly value your participation and welcome all end-users to attend these training courses. You can find details about upcoming meetings on the SBCTC Calendar, CS Core Weeklyish COREspondence, and CS Core listserv. Please visit the QRG Campus Solutions Learning Opportunities Recordings for a list of previous recordings.

Academic Advisement Report (AAR) "Ask and Build" Workshop

Thursday, Nov. 13, 2025, 9 a.m. – 4 p.m., Learn more and join the session

This collaborative session will be driven entirely by your questions and issues, big or small!

To help us prepare, we encourage you to submit your questions in advance by Thursday, Nov. 7, to CS Support. You're also welcome to bring questions on the day of the session; however, please note we'll address them in the order received and will prioritize those submitted ahead of time.

Workshop schedule

• 9 a.m. to 12 p.m.: Q&A Support
• 12 to 1 p.m.: Break
• 1 to 4 p.m.: Q&A Support Continued

This is a working session, so come ready to participate! If everyone attends just to observe, the session may be very short and quiet. There will be no formal presentation, but Karen Erickson, Senior Functional Analyst - Campus Solutions, will be available to assist with your questions in real time.

Contact CS Support.

CS Core Training: Preventing NSC Errors: Using Queries to Validate Student Data

Wednesday, Nov. 19, 2025, 8:30 – 10 a.m., Learn more and join the session

Avoid mistakes before they occur! Join us for a targeted training session on how to use critical PeopleSoft queries to identify and fix data issues that can affect National Student Clearinghouse (NSC) reporting. These proactive measures are vital to ensure accurate and timely reporting.

In this session, we'll review the following topics:

• Run and interpret NSC error-prevention queries
• Fix student record errors that could cause reporting issues
• Incorporate query checks into your standard NSC reporting process

Module(s): Student Records

Primary Audience: Staff responsible for Student Records and NSC Reporting

Related QRGs: Reducing Errors Before Generating the NSC Report

CS Core Training: Understanding Post Enrollment Requirement Checking (PERC) in PeopleSoft

Wednesday, Dec. 3, 2025, 8:30 – 10 a.m., Learn more and join the session

PERC determines whether students have completed the enrollment requirements for a class. The process generates the Enrollment Requirement Roster page in PeopleSoft, providing the Post-Enrollment Requirement Status for each enrolled student. Staff can use this status field to guide decision-making about next steps.

We’ll also review how to handle situations where students must be dropped—whether individually through the Enrollment Requirement Roster or in batch processing.

Primary Audience: Student Records

Related QRGs: PERC: Running the Post Enrollment Requirement (PERC) Process, PERC: Enrollment Requirement Rosters, PERC: Dropping Students Who Do Not Meet Enrollment Requirements

Questions? Contact facilitator/trainer, Tanjagay Martin.

CS Core Work Sessions

Campus Solutions (CS) Core Work Sessions, open to ALL end users, are generally held the first Thursday of each month, from 1 to 3 p.m., but may be offered on an alternative schedule (e.g., to accommodate holidays).

The CS Functional Support team facilitates, alternating between functional team delivered content and college user delivered content with functional team support. Each meeting includes time for colleges to ask questions about other topics or service tickets.

CS Core Work Sessions features

• Include community engagement within each session (rather than having a formal, predetermined college panel). When possible, we will post the anticipated questions ahead of time so that you can be prepared.
• Dedicate at least the last half hour (2:30 to p.m.) to Open Q&A.
• If the scheduled session ends early and all related questions have been answered, Open Q&A will begin (i.e., it may begin earlier than 2:30 but will begin no later than 2:30 p.m.)

Find details on the SBCTC Calendar and in the CS Core Weeklyish COREspondence (sent on Fridays to the CSSupport listserv).

Core Sessions: College System & SBCTC Calendar

Coming up next!

Join us for CS Core Work Session: Drop it like it’s Hot: Drop Action Reasons, Term Withdrawal and the Adjustment Calendar on Thursday, Nov. 20.

It’s critical that Enrollment Services and Student Financials staff work together, know how they impact each other and can speak a bit of each other’s language.

Enrollment records contain the enrollment (add and drop) information, but that is not what controls how much, or if, a student is refunded. The enrollment action reason simply communicates which refund schedule should be applied.

Refund schedules are defined in the Adjustment Calendar, which is in the Student Financials module. In other words, whether the student really gets the 40%, 60% or 100% refund or a goose egg is dependent upon your setup in your Adjustment Calendar.

We’ll demonstrate how this is true not only for individual drops but also Term Withdrawals (drops for non-payment). This session does not address Student Financials Adjustment Calendars or refund configuration.

Presenter/Facilitator: Maria Sultan, SBCTC

Questions? Contact CS Core Support.

Finance Pillar Support Web Page

Visit the Finance (FIN) pillar support web page at ctcLink Support for all things FIN-related:

• ctcLink Reference Center Quick Links
• ctcLink Onboarding Training Manual
• Learning Opportunities & Training
• Lists and groups
• Oracle and PeopleSoft resources

FIN Learning Opportunities

Travel and Expenses Q&A & Mini Training

Recurring every last Monday of the month, 11 a.m. to noon, join us for a collaborative, interactive and troubleshooting drop-in support session on everything Travel and Expenses. This session may be partially recorded.

• 11 – 11:30 a.m. Training: The first half of the meeting is typically a short training focused on a particular topic/process in Travel and Expenses. This portion of the meeting is usually recorded. The recording and associated QRGs are posted to the ctcLink Pillar Work Session Information Canvas Course. End-users are welcome to listen in and learn something new.
• 11:30 a.m. - 12 p.m., Q&A: Second half of the meeting will not be recorded. Please come with your questions or issues and be ready to share your screen.

This open time is for college end users to collaborate with functional support and other Travel and Expense staff/supervisors to troubleshoot issues, discuss workflow or process questions, and/or even share your screen. Some examples of topics:

• Canceling EX Payments
• Initial Setup and the Importance of updating Expenses Profiles
• Applying Cash Advances to an Expense Report
• Cash Advance Reconciliation
• On & Off-boarding Employees for Expenses
• Why your Approved Expense Report Won't Stage for Payment

Module: Expenses / Travel & Expense

Primary Audience: Staff, Travelers, Travel Admins/Staff

Related QRGs: FIN - Expenses section of the ctcLink Reference Center

Prerequisite Courses: EX100, EX101 and/or EX102

Contact Alec Risk, ctcLink Functional Trainer.

FIN Work Session: Grants/Projects Mini Training and Open Q&A

Recurring every second Monday of the month at 11 a.m. join the ctcLink Finance Customer Support team for a collaborative, interactive, training and troubleshooting drop-in session on everything Grants/Projects.

• 11 – 11:15 a.m., Training: First part of the meeting will be a Mini Training and will be recorded. End users are welcome to listen in and learn something new.
• 11:15 a.m. – 12 p.m., Q&A- Second half of the meeting will not be recorded. This open time is for college end users to collaborate with Functional Support and other Grant/Project Staff to troubleshoot issues, discuss workflow or process questions, and/or ready to share your screen. Some examples of topics:
  • Grant Billing
  • Modify Grant Award or Capital Project Budgets
  • Amending Awards
  • Project-related Budget/Commitment Control Errors
  • Grant-related Combo Codes
  • Grant-related Item Types

You are invited to drop in with any questions related to grants and projects at the open Q&A sessions.

Need help with setting up FY25 grants? Feel free to reach out to Michele Rockwell, MSML, ctcLink Finance Functional Analyst.

Questions? See the contact information listed in the event calendar listings below.

Finance College Users Production Support Meetings

Meetings are held every Tuesday, from 2 to 3 p.m.

These sessions are open to ALL Finance (FIN) end users. The ctcLink Finance Customer Support team provides updates on Service Tickets, PeopleSoft enhancements, and open forum time to ask questions or request future topics.

The ctcLink Finance Subject Matter Experts list received a calendar invitation to Upcoming Finance Users Production Support meetings.

Didn’t get the invitation? Reach out to Shon Dicks-Schlesinger, Associate Director of Finance Functional Support.

Monthly Student Finance/General Ledger SF/GL Open Forum

Every second Wednesday, 2 to 3 p.m., the SBCTC Business Operations Accounting team invites you to bring your questions (and solutions) to share during this open forum meeting space for all things Student Financials/General Ledger (SF/GL) related.

There is no formal agenda as we welcome all questions about everything from item types and second journal sets to waivers, queries, or internal cash reconciliation.

See the SBCTC meetings and events calendar and look for ctcLink Accounting Team: SF/GL Open Forum Meeting.

 Accounts Receivable (AR) and Billing (BI) Open Q&A

Every other Thursday, these recurring Accounts Receivable and Billing work sessions aim to provide accounting support and guidance regarding, but not limited to, the various reconciliation topics and processes.

Bring your AR and BI questions and get functional support or listen-in and collaborate with your community college peers.

The recorded sessions will be posted to the ctcLink Learning Opportunities Information Canvas Course located under Modules > Finance Learning Opportunities > Accounts Receivable and Billing Work Sessions.

Module(s): FIN [AR and BI]

Primary Audience: Accounts Receivable and Billing Staff

Related QRG: FIN - Accounts Receivable, FIN - Billing

ctcLink Accounting Team Presents

Every first and third Thursday, these recurring work sessions aim to provide accounting support and guidance regarding, but not limited to, the various reconciliation topics and processes. Each session covers a specific topic(s) and then moves to open Q&A.

FIN Work Session: Asset Management Q&A

Every second Thursday from 11 a.m. to noon (except where noted) join the ctcLink Finance Customer Support team for a collaborative, interactive and troubleshooting drop-in session on all things Asset Management.

• 11 – 11:30 a.m., Training: Come learn or share something new.
• 11:30 a.m. - 12 p.m., Q&A: Please come with your questions or issues and be ready to share your screen.

Some examples of topics:

• Tagging Active Assets
• Excel to CI Asset Upload
• Processing issues
• General questions

FA Support Updates

FA Weeklyish Bulletin

Trying to recall that important thing you read in the ctcLink Financial Aid listserv FA Weeklyish Bulletin? Don’t miss a thing! Revisit past editions in the FA Weeklyish Bulletin Archive at the ctcLink Reference Center.

Financial Aid (FA) Pillar Support Web Page

Visit the Financial Aid (FA) pillar support web page at ctcLink Support for all things FA-related:

• ctcLink Reference Center Quick Links
• ctcLink Onboarding Training Manual
• Learning Opportunities & Training
• Lists and groups
• Pillar newsletter
• Oracle and PeopleSoft resources

FA Learning Opportunities

Gear up for a fresh batch of financial aiding training and work sessions. Contact Kelly Forsberg, ctcLink Functional Trainer (Financial Aid), if you have any questions

2026/2027 Aid Year Rollover (AYRO) Prep

Thursday, Nov. 6, 2025, 1- 2 p.m., Learn more and join the session

Primary Audience:  Staff responsible for preparing for 2025/2026 Aid Year Rollover

Join us in a FA Work Session on how to prepare for AYRO. Each college’s attendance is important as potential decisions or later needed decisions may be required. This work session will include the review docs and checklist processes.

This session will be recorded.  The presentation slide deck and other relevant materials will be attached to this invite prior to the session delivery. 

Presenter: Jed Lara, Functional Analyst (Financial Aid)

Cross-Pillar FA-SF Training: Award Adjustments and the FARP/FARC Process Refresher

Tuesday, Nov. 18, 2025,  9- 10:30 a.m., Learn more and join the session

This Cross-Pillar Training Session is an intermediate training session on how to perform award adjustments, getting those adjusted awards over to the Customer Accounts, and getting the Customer Accounts corrected for any needed adjustments.

Audience:  FA Staff responsible for adjusting awarded aid & SF Staff responsible for correcting Customer Accounts

Objectives

• FA - Understand how to make award adjustments
  • Adjustments for re-calcs
  • Adjustments for R2T4
• FA - Understand options on getting adjustments over to Customer Accounts
  • Batch Authorization and Disbursement
  • Manual Authorization and Disbursement
  • Tips and Tricks for each option
• FA/SF - Understand options for blocking FA refunds due to withdrawals
• SF - Understand the FARP/FARC Process and how to do it
  • When and why to reverse it

Session Trainers: Kelly Forsberg, ctcLink Functional Trainer (FA) & Pauline Smith, ctcLink Functional Trainer (SF).

HCM Support Updates

HCM Monthly Newsletter

Subscribe to the ctcLinkSME-HCM list to receive the latest edition of the HCM Monthly Roundup, featuring HCM hot topics, training, and how-to tips.

To subscribe

• Visit ctcLinkSME-HCM – Human Capital Management (HCM) and follow the screen prompts.
• Contact: HCM Customer Support

Human Capital Management (HCM) Pillar Support Web Page

Visit the Human Capital Management (HCM) pillar support web page at ctcLink Support for all things HCM-related:

• ctcLink Reference Center Quick Links
• ctcLink Onboarding Training Manual
• Learning Opportunities & Training
• Lists and groups
• Pillar newsletter
• Oracle and PeopleSoft resources

HCM Learning Opportunities

HCM Work Session: Save the Date - Topic TBD

Wednesday, Nov. 12, 2025, 1 p.m., Learn more and join the session

Stay in-the-know and connect with your colleagues as you explore HCM features and functions. Topic to be announced soon.

SF Updates

SF Training & Work Sessions Survey

All Student Financials end-users and BAR members are encouraged to share their experiences and suggestions regarding current SF training resources and learning opportunities.

Complete the SF Training & Learning Opportunities Survey 2025 by Sunday, Nov. 16, 2025, 5 p.m. 

This survey is designed to gather valuable feedback on the use and effectiveness of the Student Financials Reference Center (QRGs), Canvas training courses, and Training and Work Sessions.

Your voice matters! Your input is essential to ensure that SF training tools are relevant, accessible, and impactful.

SF Work Session Volunteers Wanted!

Have you mastered a global process that could benefit your fellow SF counterparts?

Do you have a Student Finance topic you're passionate about? We'd love for you to share your insights with your peers and showcase your expertise! Partner with the SF team (don’t worry—you won’t be presenting alone!) to lead a work session and share your favorite tips and tricks with fellow SF users.

Interested? Please reach out to Pauline Smith, SBCTC Student Financials Functional Trainer, or Brandon Reed, Associate Director of Student Financials, with your topic ideas.

SF Resource Updates

Canvas

The Pillar Work Session info is now ctcLink Learning Opportunities Information. We have made some helpful updates and you will now find all training and work sessions listed in one area (they are also still listed in respective courses). If you do not have access to this useful resource you can register on the ctcLink Training & Learning Opportunities page.

QRG Updates

SF QRGs gather no moss! Check out the most recent updates and additions.

• Financial Aid Refund Adjustments - Updated file mapping information.
• Term Rollover Checklist - Added CPL info under term default.
• 1098-T Prior Year Processing - Updated SBCTC processing/College review and added a new College cleanup section.
• Post and Review a Student Payment - Added additional security roles needed
• SFRA Translated: now available on the Student Financial Responsibility Agreement QRG. Translated to Arabic, Dari, French, Korean, Russian, Spanish, Ukrainian, Vietnamese, and Chinese. Available under Resources > Communication Templates & Agreement Verbiage.
• Create or Copy Payment Plan: Information regarding setting up the SF Institution Set was updated; colleges will need to submit a ticket to SF support for any changes.
• Tuition Calculation After Enrollment Cancellation: Updated information regarding using the correct Run Control ID.
• Post and Review Student Payment: Updated images and video to reflect ER274 receipt updates.
• SFRA Updated 3C Engine steps to include information for both SFRA Letters, added "Signed SFRA Communication” example wording, added BEdA process example.

Student Financials (SF) Pillar Support Web Page

Visit the Student Financials (SF) pillar support web page at ctcLink Support for all things SF-related:

• ctcLink Reference Center Quick Links
• ctcLink Onboarding Training Manual
• Learning Opportunities & Training
• Lists and groups
• SF DL Blast Pillar newsletter
• Oracle and PeopleSoft resources
• Student Financials (SF) Resources QRGincluding:
  • Resources that fall outside of other SF QRG main categories
  • ctcLink Training Recordings Archives

SF DL Blast Newsletter

See previous editions of the Student Financials Distribution List Blast: SF DL Blasts.

Subscribe to the ctcLinkSME_StuFin list to receive the latest editions of the SF DL (Student Financials Distribution List) Blast featuring SF hot topics, training tips, and tricks.

SF Learning Opportunities

Please feel free to reach out to SFSupport@sbctc.edu if you have any questions or need further clarification.

• The Student Financials Learning Opportunities Recordings QRG is a comprehensive list of all previous SF-related recordings.
• Previous SF DL Blasts can be found within Student Financials Resources.

NEW! SF Drop-in Session: Student Collections

Friday, Nov. 7, 2025, 9-10 a.m., Learn more and join the session

Following the recent Student Collections presentation at Budget, Accounting and Reporting (BAR) Council, we’re hosting an open session to answer your questions and provide clarity on the collections process. Bring your questions, ideas, and join the conversation!

• Session Facilitators: SBCTC SF Support Team and Pauline Smith, ctcLink Functional Trainer (SF)
• Audience: SF Staff processing student collections

2025 1098-T Processing Update

Below is a list of training, resource links, and special considerations for this year's 1098-T processing. As in previous years, SBCTC will offer both in-depth training and drop-in sessions, and will continue to update and use the Business Processing Guide.

You can also find the below sessions and links in the 2025 1098-T Business Processing Guide QRG.

2025 1098-T Business Processing Guide

The guide has been updated since last year to include special considerations for this year and edits to help process through this difficult task

2025 Special Considerations

Please see Appendix 1 in the guide for additional detail.

Issue - ER999 and Citizenship Status

• Beginning with calendar year 2025, SBCTC recommends selecting the Override Citizenship validation within college batch processing. See the Generate 1098-T QRG for details and options for processing.

Issue - Prior Year 1098-Ts

When activity to a prior calendar year takes place, and a prior year 1098-T has not already been generated, it causes an inaccurate current year 1098-T.

Monthly Student Finance/General Ledger SF/GL Open Forum

Every second Wednesday, 2 to 3 p.m., the SBCTC Business Operations Accounting team invites you to bring your questions (and solutions) to share during this open forum meeting space for all things Student Financials/General Ledger (SF/GL) related.

There is no formal agenda as we welcome all questions about everything from item types and second journal sets to waivers, queries, or internal cash reconciliation.

See the SBCTC meetings and events calendar and look for ctcLink Accounting Team: SF/GL Open Forum Meeting.

Cross-Pillar FA-SF Training: Award Adjustments and the FARP/FARC Process Refresher

Tuesday, Nov. 18, 2025,  9- 10:30 a.m., Learn more and join the session

This Cross-Pillar Training Session is an intermediate training session on how to perform award adjustments, getting those adjusted awards over to the Customer Accounts, and getting the Customer Accounts corrected for any needed adjustments.

Audience:  FA Staff responsible for adjusting awarded aid & SF Staff responsible for correcting Customer Accounts

Objectives

• FA - Understand how to make award adjustments
  • Adjustments for re-calcs
  • Adjustments for R2T4
• FA - Understand options on getting adjustments over to Customer Accounts
  • Batch Authorization and Disbursement
  • Manual Authorization and Disbursement
  • Tips and Tricks for each option
• FA/SF - Understand options for blocking FA refunds due to withdrawals
• SF - Understand the FARP/FARC Process and how to do it
  • When and why to reverse it

Session Trainers: Kelly Forsberg, ctcLink Functional Trainer (FA) & Pauline Smith, ctcLink Functional Trainer (SF).

Query Developer Learning Opportunities

ctcLink PeopleSoft Query 302 Migrations Course

The PeopleSoft Query 302 Migrations course is now available for on-demand training through Canvas.

This course provides query developers with the comprehensive knowledge and practical skills needed to successfully migrate queries in the ctcLink PeopleSoft environment. Participants will learn the standards, conventions, and best practices required for query development and migration from Production College Development (PCD) to Production (PRD).

How to register

• Visit the ctcLink Training Registration Pageand click on the hyperlink for the ctcLink Training Registration Form.
• Enter your college and email address and click “Verify My Account”
• Scroll to the section “Designated Query Developer Training” and select the box(es) next to the class(es) for which you would like to register.
• Scroll to the bottom of the page and click the “Sign me up” button.

If you have any questions, reach out to Paula McDaniel, SBCTC Data Analytics Learning and Education Instructor.

How to Enroll in Self-Paced Query Developer Courses

It’s easy to enroll in Query Developer Courses.

• Visit the ctcLink Training Registrationpage,
• Select the class(es) from the Designated Query Developer Training section,
• Follow the sign-up process.

More for PeopleSoft Query Developers

Find more ctcLink PeopleSoft Query Development resources including forms, documentation, and tools at the ctcLink PeopleSoft Reporting web page.

ctcLink Accessibility Monthly Open Forum

The ctcLink Accessibility monthly forums engage Washington's community and technical college system in discussions around ctcLink accessibility and technology. We aim to improve communication and transparency while providing space for productive and solution-focused dialog. Our main objective is to deliver accessible technology for all our students, staff, and the larger community.

Join us! Meetings are held on the second Tuesday of each month, 11 a.m. to noon.

The November meeting is cancelled due to the Veterans Day holiday.

Please join us for the next ctcLink Accessibility Open Forum on Tuesday, Dec. 9, 2025, at 11 a.m.  All are welcome to attend via Zoom.

• Participants are encouraged to submit ideas for future meetings via an online form.
• Zoom meeting link: ctcLink Accessibility Open Forum 2025 and beyond

In case you missed a meeting, please see materials from past Open Forums.

Keeping the Lights On

In a ctcLink world populated with acronyms and mysterious jargon, the Application Services teams are the “pillar behind the pillars” for Washington’s community and technical colleges 24/7 by supporting ctcLink pillars, systemwide IT applications, environments, accessibility improvements, testing, and managing the network data load behind-the-scenes.

While you may never meet them directly or understand what they do, they support you every single day.