ctcLink Learning Opportunities & Support Roundup: Sept. 30, 2026

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

 

Next Process Alignment Finance Topic

All designated college ctcLink College Leaders (Points of Contact) were asked to consult with their colleges’ Finance subject matter experts (SMEs) to identify their top three priorities for the next statewide Process Alignment Task Force by Friday, Sept. 25.

Nearly every college responded to the survey seeking the next topic for the Process Alignment Workgroup 

What is process alignment?

Process alignment involves creating common, agreed-upon business processes that align with our system's goals and strategies to ensure ctcLink system processes are consistent and efficient. 

Overall vote totals (ranked)

What’s next? 

• PAW Leadership and SBCTC Support teams will meet to review and finalize the choice. 
• After the topic is selected, the Process Alignment Workgroup (PAW) will make a formal, systemwide announcement.
• PAW will work to recruit Task Force members and designate a Task Force lead

Learn more about the PAW Project

Visit Process Alignment Selection at the ctcLink Reference Center to learn more.

Reach out to 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.

ctcLink Server Maintenance: Saturday, Oct. 3

Saturday, Oct. 3, 2026, 6 – 7:30 a.m.

SBCTC will perform server maintenance during this maintenance window. The entire ctcLink production environment (all pillars) will remain offline during the maintenance window.

• The HighPoint Campus Experience (HCX) mobile site and app will be unavailable.
• The Online Admissions Application Portal (OAAP) will be unavailable.
• The integration between CampusCE and ctcLink will be unavailable. Following completion of the maintenance activities, colleges will need to resubmit any unprocessed orders received during the downtime. 
• Users logging into ctcLink will be directed to an offline notice with links to college Canvas sites.
• Canvas will not be impacted.

PCD Refresh and Your Queries: Get Ready!

The PCD (Production College Development) environment will be refreshed from PRD on Monday, Oct. 5, 2026. Beginning Friday, Oct. 2, at noon, PCD will not be available for query development until after the PCD is refreshed.

What you need to do

Make sure any PCD queries you want to keep begin with the prefix DEV_ unless you have submitted a ticket requesting backup of queries that will be used for BI Publisher, Pivot Grid, or nVision reports.

Standard Queries

Any queries in PCD that do not begin with DEV_ will be deleted.

• This applies to all standard Public and Private queries.
• SBCTC will perform a query backup for in-progress queries (private and public) that meet the DEV_ naming convention.
• This backup will NOT be done by folder. This means if a query is in the DEVELOPMENT folder but doesn’t begin with DEV_ it will be overwritten and lost.

BI Publisher, Pivot Grid, and nVision Queries

Any query used in a BI Publisher, Pivot Grid, or nVision report DOES NOT have to follow the DEV_ protocol as it is very time-consuming to change them back when they are ready to migrate.

Instead, please submit a Service Desk ticket under Data Services – Reporting – Other with the title “PCD Refresh Backup Request.”  Provide the name of the query being developed for use in one of the advanced reporting tools in the request.  These queries will be individually backed up on an as-needed basis.

What to expect

• The queries in the backup will be imported back to PCD after the refresh is complete and a notice is received from Application Services.
• Data Services will send a message to you once our work is complete.
• Please do not log back into PCD after Friday, Oct. 2, at noon but wait until you receive a notification from Data Services.

Remember! Naming convention for queries

• Being developed in PCD: MUST begin with the prefix DEV_
• Used for training in PCD: MUST begin with QXX_TRAIN
• Being developed for use in BI Publisher, Pivot Grid, or nVision reports in PCD: MUST begin with the appropriate convention based on the reporting tool being used. Do not follow the DEV_ convention. Request must be sent to Data Services via Service Desk ticket.

Why you need to do it

Queries that do not follow this naming convention will not be backed up and will be lost.

New SBCTC Data Classification Framework Announced

The systemwide Data Governance Committee released the recently-approved new SBCTC Data Classification Framework to the college system on Monday, Sept. 21, 2026.

Consistent application of these classifications will help strengthen data governance practices and support compliance with FERPA, GLBA, Washington State regulations, and SBCTC policy requirements.

Data Classification Framework Resources

Two new resources are now available to support colleges and SBCTC staff in consistently classifying and protecting institutional data.

• SBCTC Data Classifications Workbook: Serves as the operational reference for determining the classification of specific ctcLink records and fields.
• SBCTC Data Classifications Guidelines: Provides the overarching framework, definitions, classification criteria, and handling requirements.

Colleges are asked to please review these materials and begin incorporating them into your data-related activities, including reporting, data requests, system integrations, data extracts, and information-sharing initiatives.

Together, these resources provide guidance on:

• The four SBCTC data classification categories
• How to classify student, employee, and financial data
• ctcLink field-level data classifications
• Appropriate handling, storage, transmission, and sharing requirements based on data classification
• Decision trees and reference materials to support consistent classification decisions

Primary outcomes of this work

• Reclassified citizenship information from Category 3 to Category 4
  • Starting October 14, 2026, this reclassification will require staff who need access to citizenship data will need to be assigned the following ctcLink role by their Local Security Administrator (LSA):
    • CS Pillar
      • ZD_DS_QRY_ADM_VISA_HIGHSENS
      • ZD_DS_QRY_CC_VISA_HIGHSENS
      • ZD_DS_QRY_FA_VISA_HIGHSENS
      • ZD_DS_QRY_HR_VISA_HIGHSENS
    • HCM Pillar
      • ZD_DS_QRY_BENEFIT_VISA_HI_SENS
      • ZD_DS_QRY_HRCORE_VISA_HI_SENS
      • ZD_DS_QRY_PAY_VISA_HIGH_SENS
      • ZD_DS_QRY_TAL_MGMT_VISA_HISENS
    • Please find attached an excel file that includes a listing of queries that include citizenship information that will require one of the above roles to view.
  • Work is underway to mask citizenship information on the pages within ctcLink.  More information to follow.
  • Work is also underway to use query masking for queries that include personal data records.  More information to follow.
• Developed a Limited Directory Information policy (3.30.20) to designate student EMPLID and email as directory information for the purpose of communicating with students or between CTC staff.
• Created a guidelines document that combines state and federal data handling requirements by data classification

Questions?

See the ctcLink Data Usage and Privacy page for more information or reach out to Carmen McKenzie, SBCTC Director of Data Services.

New to ctcLink or Ready to Upskill? Make a ctcLink Training Plan

The ctcLink Customer Support Training team developed tools to assist colleges with employee onboarding in response to recommendations and requests.

Although learning a new software system can be challenging, these documents provide new staff with the information needed to locate, understand, and participate in the various training and learning opportunities available from the Washington State Board for Community and Technical Colleges (SBCTC). 

• The Staff Training Participation (STP) application helps supervisors track ctcLink Canvas course training progress for staff and assign ctcLink Canvas courses for staff enrollment. Learn more about the Staff Training Participation Application
• Onboarding Training Manuals assist new college staff in their training journey through ctcLink (PeopleSoft). Learn more about the ctcLink Onboarding Training Manuals

About the Onboarding Training Manuals 

Onboarding Training Manuals can be found in the ctcLink Reference Center “Welcome to ctcLink – Start Here” section. Manuals are available for users in all PeopleSoft pillars, as well as for general staff:

• General Staff Onboarding Training Manual
• Campus Solutions Core Onboarding Training Manual
• Finance Onboarding Training Manual
• Financial Aid Onboarding Training Manual
• Human Capital Management Onboarding Training Manual
• Student Financials Onboarding Training Manual

Each manual is divided into sections highlighting specific topics and information necessary to become more comfortable with our ctcLink system. Section topics may include: 

• Onboarding checklist 
• Welcome to ctcLink Training 
• Each pillar’s place in ctcLink 
• Prerequisite ctcLink courses 
• Role-based training content and requirements (i.e., required and recommended ctcLink self-paced training courses) 
• Additional onboarding resources

How to use the onboarding manuals

The intent is for supervisors to work with staff to provide clarity around staff roles and functions of their job based on the onboarding manual. 

• Each ctcLink module lists required and recommended self-paced ctcLink Canvas training courses which directly align to roles and functions performed at the colleges. For example, each staff member is required to complete general prerequisite courses to introduce them to the ctcLink system.
• The checklist included allows supervisors to identify which required and recommended courses should be completed by each staff member. Additional training resources are provided to assist new staff in their onboarding activities. 

The ctcLink Training and Support teams look forward to partnering with the colleges and SBCTC agency staff to provide enhanced onboarding and training experiences for new and current employees. 

Please reach out to ctcLink Training Management if you have questions or concerns. 

Get Connected: Join ctcLink Support eLists

ctcLink Customer Support sends updates, outage notices, changes to configuration, training and workshop opportunities, global and cross-pillar communications to colleges via Mailman eLists (often referred to as listservs, which is a registered trademark).

College subject matter experts (SMEs), PeopleSoft users/stakeholders can use the lists to ask their college peers questions about how they do things in ctcLink, best practices, local training plans, and more. 

When you join, do NOT select the Digest option or you might miss out on time-sensitive messages.

Find your lists

• ctcLink Support eLists – Lists geared toward ctcLink end-users, including reporting, queries, and dataLink.
• In addition, each ctcLink pillar area suggests related lists to join under their “Get Connected to” menus.
  • Campus Solutions (CS) Core
  • Financial Aid (FA)
  • Finance (FIN)
  • Human Capital Management (HCM)
  • Student Financials (SF)
• Mailman eLists – See the complete list of Mailman lists available to the community and technical colleges.

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 some time 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.

Since piloting outside participation and receiving positive feedback and requests, we sought agency leadership and support to work across SBCTC departments to present to a systemwide audience. 

2026 Offerings

Professional Development Suite

• Effective Communication Strategies 
• Generational & Learning Preferences - NEW 
• Leadership 
• Presentation Tips & Tricks - NEW 
• Teams/Team Bonding 
• Time Management 
• Top Tier Customer Experience 

Personal Development Suite 

• Emotional Quotient (EQ)
• Managing Stress Part 1
• Managing Stress Part 2
• Mental Health: Awareness & Support
• Mind Frame: Turn Negative Thoughts into Positive Actions
• Psychological Safety in the Workplace
• Vicarious Trauma
• Work/Life Balance 

Teaming Suite 

• Effective Communication Strategies
• Psychological Safety in the Workplace
• Teams/Team Bonding

Learn More and Sign up

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.

Enhancement Request Update

To date, 341 Enhancement Requests (ERs) have been submitted since 2018. Of these, 295 Enhancements (or 87%) have been dispatched:

• 257 Deployed
• 38 Canceled: Enhancement Requests (ERs) are canceled if they are no longer needed or if they pertain to local configuration rather than system-wide implementation.

Underway and upcoming ER work

• In-Flight – 11: Defining requirements (6), Design and development (4), Testing  (1)
• Next Up – 9
• Future Work – 26

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

Campus Solutions Image 38 and HighPoint HCX 26.2 Upgrade: Maintenance, Resources and Q&A Sessions

SBCTC will deploy Campus Solutions (CS) Image 38 and HighPoint Campus Experience (HCX/mobile) 26.2 in production on Saturday, October 10, 2026, from 5 a.m. to 4 p.m. The upgrade includes functional and accessibility updates, followed by a Course and Class Full Build expected to finish Sunday evening, October 11.

Review the Campus Solutions Image 38 Overview, HighPoint Campus Experience HCX 26.2 Overview, and Campus Solutions Image 38 Accessibility Overview for details and related QRGs. Updated QRGs are expected before October 10.

Maintenance impacts

During the maintenance window:

• Campus Solutions, Admissions (OAAP), HCX mobile pages and the CampusCE integration will be unavailable.
• The Portal, Finance and Human Capital Management will remain online, and Canvas will not be affected.
• Course Catalog, Class Search and Enroll will be unavailable to staff and students while the Full Build runs.

After Campus Solutions returns to service, students may use HCX/mobile to enroll until the Full Build is complete. No college action is required.

Optional Q&A sessions

SBCTC will host two optional, recorded sessions for users who want to learn more about the changes or ask questions:

• Session 1: Wednesday, Oct. 7, 2026, 9–10:30 a.m. | Join Session
• Session 2: Thursday, Oct. 8, 2026, 2–3:30 p.m. | Join Session

Questions?

Reach out to the CS Core Support Team.

Temporary Freeze on HCX Configuration Changes through Oct. 10

To support the upcoming HCX 26.2 upgrade and ensure accurate college setup throughout the testing process, a temporary freeze on HCX configuration changes will be in effect from September 17 through the completion of upgrade activities on Saturday, October 10.

If you have a high-priority request during this period, please submit a SolarWinds ticket including all relevant details. We will evaluate such requests on a case-by-case basis.

What is HCX?

HighPoint Campus Experience (HCX) is a third-party mobile interface integrated with the Campus Solutions (CS) pillar. It provides an alternative user experience, allowing students to access their information more easily via a mobile browser or the ctcLink mobile app, rather than the traditional ctcLink Student Homepage.

What’s not affected by this HCX freeze

• No impact to HCM or Finance pillars
• No impact to Financial Aid or Student Financials
• No impact to Canvas, CampusCE, or OAAP
• No impact to other CS Core configuration requests or ticket processing

We appreciate your understanding as we work to ensure a smooth and successful upgrade.

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

CS Core Learning Opportunities

You can find details about upcoming CS Training and Work Sessions on the SBCTC Calendar, CS Core Weeklyish COREspondence, and CS Core eList.

For a list of previous recordings, please visit the Campus Solutions Learning Opportunities Recordings QRG.

FIN Updates

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.

Michele Rockwell, MSML, ctcLink Finance Functional Analyst, facilitates.

• 11 – 11:30 a.m., Training: First half of the meeting will typically be a short training focused on a particular topic/process in Grants and Projects. This portion of the meeting is usually recorded. The recording will be posted to the ctcLink Learning Opportunities Information Canvas Course.
• 11:30 a.m. – 12 p.m., Q&A: Second half of the meeting will not be recorded. You are invited to drop in with any questions related to grants and projects at the open Q&A sessions. This open time is for college end-users to collaborate with functional support and other Grants and Projects staff/supervisors to troubleshoot issues, discuss workflow or process questions, and/or even 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

Related QRG: FIN - Grants/Contracts section of the ctcLink Reference Center

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

Finance College Users Production Support Meetings

Meetings are held every other 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.

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

Held 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

FIN Work Session: Asset Management Workshop and 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

ctcLink Accounting Team: SBCTC Finance

Every third Thursday, this recurring work sessions aim to provide Accounting support and guidance regarding, but not limited to, the various reconciliation topics and processes. We will cover a specific topic(s) and then move to open Q&A.

FA Support Updates

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 Weeklyish Bulletin

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

FA Learning Opportunities

FA Training: Pell Processing Fundamentals

Tuesday, Oct. 13, 2026, 9-10 a.m., Learn more and join the session

This FA Training Session for new FA Staff and staff needing a refresher on Pell Processing in ctcLink is a fundamental review on the Pell Processing steps to outbound and inbound files to COD and to review running Pell reports and queries used to track Pell records in ctcLink.

Objectives

Participants will understand:

• How to originate Pell records in ctcLink
• How to read the Manage Pell Payment page
• Steps to outbound and inbound Pell records to COD
• Available queries used to track inbound/outbound files that may be missing from ctcLink
• Reports used to track Pell originations and disbursements
• General timeline of when to inbound and outbound Pell records to COD

FA Training: Loan Processing Fundamentals

Tuesday, Oct. 20, 2026, 9-10 a.m., Learn more and join the session

This FA Training Session for new FA Staff and staff needing a refresher on Loan Processing in ctcLink is a fundamental review on the loan origination steps in ctcLink, how to outbound and inbound COD files, and how to run reports and queries used to track loan records in ctcLink.

Objectives

Participants will understand:

• Steps in the loan origination process
• How to read the Manage Direct Loan application page in ctcLink
• Steps to outbound loan records to COD
• Steps in inbound loan records to COD
• Available queries used to track inbound/outbound files that may be missing from ctclink
• Reports used to track loan originations and disbursements
• General timeline of when to inbound and outbound loan records to COD

FA Work Session: Mass Aid Cancellation Part 1 | Readiness & Scenario Review

Thursday, October 29, 2026, 1 to 2 p.m., Join the Webex session

New Financial Aid staff and staff supervisors! Don your bravest face, pack your pumpkin-spiced provisions, and get ready to treat yourself to Mass Aid Cancellation.

Session Info

Join Debbie Englehardt, ctcLink Senior Functional Analyst (FA), and Kelly Forsberg, ctcLink Functional Trainer (FA),  for a work session focused on preparing for Mass Aid Cancellation. We'll review Packaging Plan readiness, work through key setup, and discuss a variety of cancellation scenarios to help you feel confident before running the process. Session demos and any colleges testing the process will be occur in PCD.

 We’ll cover

• A walk through of the new Mass Aid Cancellation Guide we will introduce at the session
• Getting ready by Creating the Mass Cancel Packaging Plan in PCD
• A review of scenarios of students to be picked up in the process
  • Scenario 1 – Mass Aid Year Cancellation for students who never rolled into the next term
  • Scenario 2 – Mass Aid Year Cancellation for breaks in enrollment

FA Work Session: Mass Aid Cancellation Part 2 | Processing & Troubleshooting

Thursday, Nov. 5, 2026, 1 to 3 p.m., Join the Webex session

Financial Aid Awarding staff!  You are invited to Join Kelly Forsberg, ctcLink Functional Trainer (FA), and Debbie Englehardt, ctcLink Senior Functional Analyst (FA), in this Part 2 follow-up session. 

We will demo the Mass Aid Cancellation process from start to finish and review common errors, troubleshooting strategies, and tips for resolving potential issues using the Mass Aid Cancellation guide. Session demos and any colleges testing the process will occur in PCD.

This session will be recorded.   

FA Drop-In Support Sessions

Need help troubleshooting or want to learn something new? Join these casual drop-in sessions to connect with colleagues, share insights, and solve challenges together.

System Update: HCM Notification Privacy Changes in Production (PRD)

Effective Sept. 28, 2026, a system update was deployed to the Production (PRD) environment to enhance employee data privacy across all Absence Management, Time and Labor, and Fluid Delegation notifications.

In alignment with updated data privacy guidelines, employee Name and EMPLID will no longer be displayed together within system notifications. Moving forward, these notifications will only include the EMPL ID.

Key Details of the Change

• Impacted Modules: Absence Management, Time and Labor, and Fluid Delegation.
• Environment: Production (PRD).
• Effective Date: 9/28/2026
• Summary of Update: Notification templates and automated emails have been updated to display EMPL ID only.

Work in Progress

Please note that we are currently working on updating all remaining HCM notifications (including Manager Self Service and Employee Self Service notifications) and will send out a follow-up communication once those updates are complete and deployed.

No action is required from college administrators or end users at this time. If you observe any unexpected behavior or notification display issues following this update, please submit a ticket through the standard customer support channels.

HCM Users Group Fall 2026 Quarter Meeting

Thursday, Oct. 8, and Friday, Oct. 9 (half day), 2026

Hosted by Bates Technical College - South Campus, In-person and online

Visit the Human Capital Management (HCM) Users Group page for all the details.

Questions?

Contact Rachel R. Russell, HCM Users Group Chair.

HCM Users Group Monthly Virtual Meet-Up

Tuesday, Nov. 10, 9-10 a.m., via Zoom at HCM Users Group Monthly Virtual meeting

Join us for open format discussions concerning best practices and procedures for all HCM Users.

Questions? Contact Rachel Russell, HCM Users Group Chair.

HCM Support Updates

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

Refresh your HCMemory

HCM Work Sessions are recorded and stored in the ctcLink Learning Opportunities Information Canvas course (formerly Pillar Work Session Info) for future reference.

More about how to access the Training Recordings Archive.

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

HCM Learning Opportunities

HCM Work Sessions

Recurring every other Wednesday, 1 to 3 p.m. (except where noted), HCM Work Sessions offer deeper dives into PeopleSoft functionality, focusing on skills enhancement in specific HCM functions (e.g., payroll, benefits, manager self-service).

Visit the Schedule of Human Capital Management pillar calendar for the latest offerings.

Find past trainings and sessions at ctcLink Pillar Work Session Information

SF Support Updates

Student Financials (SF) Pillar Support Web Page

Visit the Student Financials (SF) 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

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 editions of SF Connect can be found within Student Financials Resources.

SF Work Sessions

Typically held on the FOURTH Monday of each month from 1 to 3 p.m. and occasionally on Thursdays, the Student Financials Functional team delivers content focused on a particular topic/process within the Student Financials pillar area.

This is also time for college end-users to collaborate with functional support and other Student Financials staff/supervisors to troubleshoot issues, discuss workflow or process questions and/or share your screen.

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.

SF Work Session: WWSFD (What Would Student Financials Do?) Communications Series

Join this new two-part series and jump into SF Communications with a fresh lens. Please come prepared with questions—we look forward to interactive discussions about 3Cs Communications and Message Center.

Primary Audience: Student Financials Staff

Related QRGs: SF - Collections

Presenter/Facilitator: Pauline Smith, ctcLink SF Functional Trainer and SF Team

SF Work Session: 2026 1098-T Kick-off

Monday, Oct. 26, 2026 1:30 p.m., Learn more and join the session

Student Financials staff processing 1098-Ts are invited to join this session. Topics will include:

• Total Process Overview
• 1098-T BPG showcase
• Year session overview
• Website Updates (how to view online, name change, address change etc.)
• Communications (review letter templates, think about sending out)

Related QRGs: SF 1098-Ts

Presenter/Facilitators: Amy Lanser, SF Functional Analyst, and Pauline Smith, SF Functional Trainer

PCD Refresh and Your Queries: Get Ready!

The PCD (Production College Development) environment will be refreshed from PRD on Monday, Oct. 5, 2026. Beginning Friday, Oct. 2, at noon, PCD will not be available for query development until after the PCD is refreshed.

What you need to do

Make sure any PCD queries you want to keep begin with the prefix DEV_ unless you have submitted a ticket requesting backup of queries that will be used for BI Publisher, Pivot Grid, or nVision reports.

Standard Queries

Any queries in PCD that do not begin with DEV_ will be deleted.

• This applies to all standard Public and Private queries.
• SBCTC will perform a query backup for in-progress queries (private and public) that meet the DEV_ naming convention.
• This backup will NOT be done by folder. This means if a query is in the DEVELOPMENT folder but doesn’t begin with DEV_ it will be overwritten and lost.

BI Publisher, Pivot Grid, and nVision Queries

Any query used in a BI Publisher, Pivot Grid, or nVision report DOES NOT have to follow the DEV_ protocol as it is very time-consuming to change them back when they are ready to migrate.

Instead, please submit a Service Desk ticket under Data Services – Reporting – Other with the title “PCD Refresh Backup Request.”  Provide the name of the query being developed for use in one of the advanced reporting tools in the request.  These queries will be individually backed up on an as-needed basis.

What to expect

• The queries in the backup will be imported back to PCD after the refresh is complete and a notice is received from Application Services.
• Data Services will send a message to you once our work is complete.
• Please do not log back into PCD after Friday, Oct. 2, at noon but wait until you receive a notification from Data Services.

Remember! Naming convention for queries

• Being developed in PCD: MUST begin with the prefix DEV_
• Used for training in PCD: MUST begin with QXX_TRAIN
• Being developed for use in BI Publisher, Pivot Grid, or nVision reports in PCD: MUST begin with the appropriate convention based on the reporting tool being used. Do not follow the DEV_ convention. Request must be sent to Data Services via Service Desk ticket.

Why you need to do it

Queries that do not follow this naming convention will not be backed up and will be lost.

Query Developer Learning Opportunities

Step Up your Query Game

Instructor-led query-related training has been updated for the rest of 2026 in the ctcLink Training Calendar.

To clear filter settings, select None. Then select ctcLink Learning Opportunities > Reporting Training.  Click “Sign Up” to enroll.

Learn more about the Designated Query Developer Training series and start your journey to becoming your college’s very own query guru! Or query wizard, if you prefer. Or maestro. Maybe a goddess, crackerjack, wizard, or maven. It’s up to you!

Query Fundamentals Lab

Every Monday, 10-11 a.m., Join the Webex session

Query fundamentals labs are held weekly giving all Query Developers the chance to practice their query development skills. Different topics/skills are covered each week. Past lab exercises and recordings are available in Canvas.

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 to 11:30 a.m.

Please join us for the next ctcLink Accessibility Open Forum on Tuesday, Oct. 13, 2026, 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 2026 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.