ctcLink Updates

This page collects updates on the ctcLink implementation and transition at Seattle Colleges. Check back regularly for the latest information.

Click on any dated update accordion to see that information.

On July 31, the State Board made changes to the login process for ctcLink to provide better security and user-friendly password reset options. The ctcLink portal link address and basic functions have not changed, and you will continue to use your current ctcLink ID and password.

A new website, myaccount.ctclink.us, allows you to set up your login security options to require an extra step to verify your identity each time you login to ctcLink on a different device. This is called Multi-Factor Authentication (MFA).

Setting Up New Security and MFA Information
Note: this applies mainly to returning students. If you are a new student who activated your ctcLink account after July 31, 2021, you have already completed this as part of the activation process and do not need to complete it again.

Returning students, you will want to set up your new security options soon. You may do this at any time at myaccount.ctclink.us. You will need your ctcLink ID and password. You will want to set your account's new security settings by Friday, October 1, 2021. If you don't, on that date you will be prompted and required to complete the setup before you can login to ctcLink.

After you enter your ctcLink ID and password at myaccount.ctclink.us, you will see a list of optional security settings (see the image below). You do not need to activate all of these, but you may. We recommend you activate at least two. Click the "Setup" button to activate any of the settings listed. Watch a short video about these new options.

security options menu

Once you've set up your security settings, whenever you come to myaccount.ctclink.us you will see the "Password Settings" tile, which you may click to reset any security settings, or you may click on the ctcLink tile to go directly to ctcLink. See the image below.

password and ctcLink tiles screen capture

 

Additional ctcLink resources are available at seattlecolleges.edu/ctclink/ctclink-students/ctclink-resources-students.

Students Required to Report Vaccination Status by Nov. 1 

If you get questions from students about Governor Inslee’s vaccine mandate, please refer them to www.seattlecolleges.edu/coronavirus/covid-19-vaccination-requirement.

Since ctcLink is the mode by which students will report, we are including the instructions for students here.

From the website:

Requirements
All students are required to report their vaccination status or file for an exemption by Nov. 1, 2021. Students who do not register their vaccination status or claim an exemption by Nov. 1, may be unable to register for Winter Quarter 2022 classes.

Report Your Vaccination Status
You can report your status now using ctcLink.

  1. Login to ctclink at https://gateway.ctclink.us.
  2. Select your student homepage from the menu in ctcLink.
  3. Select the Immunization Attestation tile, enter your information, and hit the submit button.

Note: If the Immunization Attestation tile does not appear, clear the web browser cache, close the browser, and then reopen the browser. Or login to ctcLink in a different web browser, such as Chrome or Firefox, to see if that fixes the issue. Contact the IT Help Desk if you encounter problems.
 


Reminders and Tips 

Upcoming Planned Service Outage
An upcoming statewide planned service outage for ctcLink is scheduled for Saturday, September 18, 2021, from 7 a.m. to 1 p.m. The Campus Solutions and Human Capital management pillars will be offline while SBCTC staff perform Bio-Demo conversion for DG6 colleges and apply a PUM package for CS Image 22.

  • The Campus Solutions and Human Capital Management pillars will be unavailable during the maintenance period.
  • The Portal and Finance pillars will remain online during the maintenance period.
  • Admissions (OAAP) and HighPoint Mobile HCX pages will be unavailable during the maintenance period.
  • Integration between Campus CE and ctcLink will be unavailable during the maintenance period.
  • Canvas and Starfish will not be affected, as they are separate systems.

Registration Tips as We Approach the Start of Fall Quarter
As a reminder, if you get questions from students related to registration for Fall Quarter, guidance is available. Faculty and staff members who would like to be more knowledgeable about the student experience in ctcLink so they can be helpful to students during the registration process are encouraged to visit the following web pages:

Reminder: Set Up New Security and Multi-Factor Authentication (MFA) by October 1 If You Haven’t Already
On July 31, 2021, the State Board made changes to the login process for ctcLink to provide better security and user-friendly password reset options. The ctcLink portal link address, https://ptprd.ctclink.us/psp/ptprd/?cmd=login or https://gateway.ctclink.us, and basic functions have not changed, and you will continue to use your current ctcLink ID and password.

A new website, https://myaccount.ctclink.us, allows you to set up your login security options to require an extra step to verify your identity each time you login to ctclink on a different device. This is called Multi-Factor Authentication (MFA).

If you haven’t already done so, you will want to set up your new security options before Friday, October 1. You may do this at any time at https://myaccount.ctclink.us. You will need your ctcLink ID and password. If you do not complete this by October 1, you will be prompted immediately when you log in to ctcLink on or after that date.

Note: new students and employees who activated their ctcLink account after July 31, 2021, have already completed this as part of the activation process and do not need to complete it again.

After you enter your ctcLink ID and password, you will see a list of optional security settings. You do not need to activate all of these, but you may. We recommend you activate at least two. Click the “Setup” button to activate any of the settings listed. Watch a short video about these new options.

Once you’ve set up your security settings, whenever you come to https://myaccount.ctclink.us you will see the “Password Settings” tile, which you may click to reset any security settings, or you may click on the ctcLink tile to go directly to ctcLink.

A reminder of this will be sent to students next week.

Training

Finance Processes and Training
The twice monthly review and training of the purchasing process is starting up again. The content includes requisitions, receiving, document status, budgets, and delegations. The schedule and link to the signup sheet is located at Finance Processes and Training SharePoint site.

ctcLink Statewide System News

Notice of Service Disruptions in October and November Due to ctcLink System Conversion
At eight colleges — Bellevue College, Bellingham Technical College, Big Bend Community College, Everett Community College, Grays Harbor College, Green River College, Skagit Valley College, Whatcom Community College — DG5 is the largest ctcLink deployment group yet.

These colleges will convert to ctcLink over three weekends in October and November. ctcLink will be offline for all ctcLink colleges during each conversion weekend. We will want to take these outages into account when planning for Fall Quarter activities and Winter Quarter 2022 registration timelines.

  • Oct. 8-11, 2021: Group DG5-A – Grays Harbor College, Green River College, Skagit Valley College
  • Oct. 22-25, 2021: Group DG5-B – Bellingham Technical College, Big Bend Community College and Whatcom Community College  
  • Nov. 5-8, 2021: Group DG5-C – Bellevue College, Everett Community College


ctcLink Connect Offers Statewide UpdatesctcLink Connect, an online news site, offers news and updates on the rollout of ctcLink to community and technical colleges across the state. It helps readers stay up-to-date with ctcLink project news and activities. Learn more at www.sbctc.edu/blogs/ctclink-connect.

From the August 20, 2021 entry “ctcLink Project in Spotlight at State IT Meeting”
www.sbctc.edu/blogs/ctclink-connect/2021/2021-08-20.aspx:

Jan Yoshiwara, SBCTC Executive Director, said she takes her role as ctcLink executive sponsor very seriously. “We made a decision as a college system to implement PeopleSoft, with all 34 colleges and SBCTC using the same system,” she said. “This means more standardized business processes and data definitions across the colleges.”


      Helpful Links and Resources (updated)

      Thank You and All the Best to Daniel Cordas 

      Daniel Cordas, who served as executive director for ctcLink and student success technology, has announced he will not be returning to Seattle Colleges after his parental leave as originally planned. I want to take a moment to offer sincere thanks for his leadership and adept project management that led up to and through our ctcLink launch earlier this year. I hope you will join me in wishing him nothing but success and happiness.

      Looking forward, I have begun a conversation with the ctcLink Steering Committee to discuss how to move forward and what our needs are and will be related to the ctcLink project coordinator role in which Daniel served. I have also been reaching out to our statewide colleagues for their input and have begun soliciting feedback from our ctcLink team members.

      In the meantime, I’ll continue to do my best to facilitate the project and work with the ctcLink team to keep us moving forward and working to integrate and optimize ctcLink across our colleges.

      Kurt Buttleman, Vice Chancellor of Academic and Student Success 
       


      Reminders and Tips 

      Upcoming Planned Service Outage 

      An upcoming statewide planned service outage for ctcLink is scheduled for Saturday, September 18, 2021, from 7 a.m. to 1 p.m. The purpose is for a software update to CS Image 22.  

      • The Campus Solutions (CS) pillar will be down.  
      • Student self-service processes and mobile web pages, including registration and class schedule information, will be unavailable.  
      • The Online Admissions Application Portal (OAAP) also will be unavailable.  
      • The Finance and Human Capital Management pillars will remain online during the outage period.   
      • Canvas and Starfish will not be affected, as they are separate systems. 
         

      Training  

      Finance Approval Delegation

      On Friday, September 3, at noon, the Delegations Tile found within the Finance Pillar will be updated so that you can delegate not only travel approvals, but also AP voucher, AR invoice, and Purchase Requisition approvals too. Everyone who currently has an approval role for any of these modules should have the Delegations Tile on their Employee Self Service homepage.

      If you see this tile, then before going on vacation or taking leave, please create a delegation request to give another person the authority to approve documents on your behalf while you are absent. In order to successfully delegate your approvals, the person you delegate to must have the same approval role(s) as you. The person you delegate to must accept your delegation in order for the delegation to take effect. 

      For additional information, including instructions for setting up, reviewing, and accepting delegations, please see the QRGs which can be found at http://ctclinkreferencecenter.ctclink.us/m/104211.

      Please note: If you access ctcLink through mobile view, the Delegations Tile will not be available.

      If someone forgets to set up a delegation request, we can submit a ticket to have the delegation request entered or managed on their behalf.  Please contact ctcLinksecurity with the name of the person needing to delegate their approvals, who should be approving on their behalf and the date range for the delegation.

      Finance Processes and Training

      The twice monthly review and training of the purchasing process is starting up again on Thursday, September 9.  The content includes requisitions, receiving, document status, budgets, and delegations.  The schedule and link to the signup sheet is located at Finance Processes and Training SharePoint site.
       

      ctcLink Statewide System News

      ctcLink Connect Offers Statewide Updates

      ctcLink Connect, an online news site, offers news and updates on the rollout of ctcLink to community and technical colleges across the state. It helps readers stay up-to-date with ctcLink project news and activities. Learn more at www.sbctc.edu/blogs/ctclink-connect.

      On the ctcLink Connect site a July 14 post, ctcLink Support Scales Up to Serve Colleges, highlights plans to offer additional support. Key passage:

      Jan Yoshiwara, Washington State Board for Community and Technical Colleges Executive Director, described the need for a robust support organization, “We are moving from a home-grown Legacy system — where the colleges have been able to customize it themselves with their own programmers and IT staff — to a system that is a commercial product that the State Board IT staff manages on behalf of the colleges.” 

      While colleges have local ctcLink configurations and security settings they control, some changes that individual colleges want require direct ctcLink Support. 

      “Colleges will have less ability to customize to their own individual needs and preferences,” Yoshiwara explained. “If they have challenges using the system or pulling data to meet local needs, they are more dependent on ctcLink Support to help solve problems.” 

      The new funding will allow the support model to be fully implemented. SBCTC reviewed past practices and what has worked well to inform this expanded ctcLink support organizational structure and capacity. The agency plans to evaluate staffing levels and structure after it has been in place one full year.

       


          Helpful Links and Resources (updated)

           

          Reminders and Tips 

          Upcoming Planned Service Outage 

          An upcoming statewide planned service outage for ctcLink is scheduled for Saturday, August 21, 2021, from 6 a.m. to 7 p.m. The purpose is for course catalog conversion in support of Deployment Group 6 (DG6). 

          • The Campus Solutions (CS) pillar will be down, and faculty grading will be unavailable during this outage. 

          • Student self-service processes and mobile web pages, including registration and class schedule information, will be unavailable. 

          • The Online Admissions Application Portal (OAAP) also will be unavailable. 

          • The Finance and Human Capital Management pillars will remain online during the outage period.  

          • Canvas and Starfish will not be affected, as they are separate systems. 

          Faculty Resources Website 

          With grading for Summer Quarter approaching, faculty members are reminded of the resources available on the ctcLink Training and Resources for Faculty web page. This page contains videos and step-by-step help guides on Grade Roster and entering grades, among other topics. 

          Setting up New Security Options in ctcLink 

          The State Board recently made changes to the login process for ctcLink to provide better security and user-friendly password reset options. The ctcLink portal link addresses have not changed, and you will continue to use your current ctcLink ID and password.  

          You will want to set up your new security options soon at https://myaccount.ctclink.us. You will need your ctcLink ID and password. Watch a short video about these new options

          Note: we’ve recently received a few help desk calls from students in Southeast Asian countries experiencing login issues since we’ve converted to this new security system. We are working with the state board in trouble shooting this issue. If you hear more of this issue, please let us know. 

          Training

          Finance Processes and Training  

          Training materials and process information are available for the following topics through a Finance Processes and Training SharePoint site

          1. Year End Closing Processes 
          2. Purchasing Requisition Training 
          3. Procurement Card (P-Card) Training (Video) 
          4. Item Types Information and Request Process  
          5. Combo Code Information and Request Process 

          Listservs Available for Support and Informational Resources 

          The following listservs offer information and perspectives on specific areas of interest. Click on the links to subscribe. 

          • ctcLink News – Subscribe to the ctcLink Connect blog  

          • ctcLink Mobile – Information about mobile upgrades, fixes, downtimes 

          • ctcLinkCSSupport – Campus Solutions (CS) – Academic Advisement, Campus Community, Campus Self-Service, Financial Aid, Recruiting and Admissions, Student Financials, Student Records 

          • ctcLinkSME_FIN – Finance (FIN) – Accounts Payable, Accounts Receivable, Billing, Commitment Control, Expenses, Financials, General 

          • ctcLinkFinAidSupport – Financial Aid (FA) – Assessing Eligibility, Authorizing/Disbursing Aid, Awarding and Packaging/Repackaging, Direct Loans, Disbursement, Federal Applications, Pell, Perkins, Return of Title IV Funds, Satisfactory Academic Progress, Self-Service, Work-Study 

          • ctcLinkSME_StuFin – Student Financials (SF) – Billing, Cashiering, Collections, Fee & Tuition Calculation, General Ledger Interaction, Payment Plans, Refunds, Student Receivables, Tax Forms 

          • ctcLinkSME-HCM – Human Capital Management (HCM) – Absence Management, Benefits, Payroll, Employee Self-Service, Faculty Workload, Manager Self-Service, Talent Acquisition Management - Recruiting, Time and Labor, Workforce Administration 

          • ctcLinkSME-rpt – General Reporting – Reporting tools and functionality, query training and development (note: if you completed the first query training course you are already subscribed) 

          • ctcLink-Coding – General Coding 

          • ctcLink-Security  – ctcLink Security 

          • ctcLink-OAAP – Online Admissions Application Portal Admins 

          ctcLink Statewide System News 

          ctcLink Connect Offers Statewide Updates 

          ctcLink Connect, an online news site, offers news and updates on the rollout of ctcLink to community and technical colleges across the state. It helps readers stay up-to-date with ctcLink project news and activities. Learn more at www.sbctc.edu/blogs/ctclink-connect.


              Helpful Links and Resources (updated)

              Faculty Colleagues, 

              An upcoming statewide planned service outage for ctcLink is scheduled for Saturday, August 21, 2021, from 6 a.m. to 7 p.m. The purpose is for course catalog conversion in support of Deployment Group 6 (DG6). 

              • The Campus Solutions (CS) pillar will be down, and faculty grading will be unavailable during this outage
              • Student self-service processes and mobile web pages, including registration and class schedule information, will be unavailable during the outage. 
              • The Online Admissions Application Portal (OAAP) also will be unavailable during this time. 
              • The Finance and Human Capital Management pillars will remain online during the outage period.  
              • Canvas and Starfish will not be affected, as they are separate systems. 

              ctcLink Deployment Team   

              Reminders and Tips 

              The Student Experience in ctcLink 

              Faculty and staff who would like to be more knowledgeable about the student experience in ctcLink are encouraged to visit the ctcLink Resources for Students page and the Registration Tips for ctcLink page. These web pages feature step-by-step help guides for ctcLink functions. Reviewing these resources and becoming familiar with the student experience will allow you to be helpful to students who may ask you about these processes. 

              Faculty Resources Website 

              With grading for Summer Quarter approaching, faculty members are reminded of the resources available on the ctcLink Training and Resources for Faculty web page. This page contains videos and step-by-step help guides on Grade Roster and entering grades, among other topics. 

              Setting up New Security Options in ctcLink 

              On July 31, the State Board made changes to the login process for ctcLink to provide better security and user-friendly password reset options. 

              Note: The ctcLink portal link addresses (https://gateway.ctclink.us/ and https://prd.ctclink.us/psp/ptprd/?cmd=login) have not changed, and you will continue to use your current ctcLink ID and password.  

              A new website, https://myaccount.ctclink.us, allows you to set up your login security options to require an extra step to verify your identity each time you login to ctclink on a different device. This is called Multi-Factor Authentication (MFA). 

              Although you do not need to take any action immediately, you will want to set up your new security options soon. You may do this at any time at https://myaccount.ctclink.us. You will need your ctcLink ID and password.  

              Once you enter your ctcLink ID and password, you will see a list of optional security settings. You do not need to activate all of these, but you may. Watch a short video about these new options

              Training 

              Finance Processes and Training  

              Training materials and process information are available for the following topics through a Finance Processes and Training SharePoint site

              1. Year End Closing Processes 
              2. Purchasing Requisition Training 
              3. Procurement Card (P-Card) Training (Video) 
              4. Item Types Information and Request Process  
              5. Combo Code Information and Request Process 

              Campus Solutions User Trainings 

              Click HERE for the complete list of CS User Trainings and for WebEx information. 

              • Thursday, August 19, 1:00 p.m. - 3:00 p.m. – The Perks of PERC 

              ctcLink Statewide System News 

              Go-Live and Service Outage Dates Set for 2022 

              Go live dates to launch ctcLink for Deployment Group 6 (DG6) have been set for 2022.  

              • DG6-A – Monday, Feb. 28, 2022: Lake Washington Institute of Technology, Renton Technical College, Shoreline Community College 
              • DG6-B – Monday, April 25, 2022: Clover Park Technical College, Columbia Basin College, Walla Walla Community College 
              • DG6-C – Monday, May 9, 2022: Bates Technical College, South Puget Sound Community College, Yakima Valley College 

              “Go-live weekends” begin on Friday afternoon and include a Sunday validation session in preparation for Monday go-live. During these weekends ctcLink will be offline for all colleges live on ctcLink. Colleges should consider these conversion weekends and go-live dates when planning for their registration cycles. ctcLink Service Outages for DG6 Go-Live: 

              • Friday afternoon, Feb. 25, 2022 to Monday morning, Feb. 28, 2022 
              • Friday afternoon, April 22, 2022 to Monday morning, April 25, 2022 
              • Friday afternoon, May 6, 2022 to Monday morning, May 9, 2022 

              Messages to Students 

              The following message was sent to students via email on Thursday, August 5. 

              Setting up new security options in ctcLink

              The State Board recently made changes to the login process for ctcLink to provide better security and user-friendly password reset options.

              The ctcLink portal link address and basic functions have not changed, and you will continue to use your current ctcLink ID and password.

              A new website, https://myaccount.ctclink.us, allows you to set up your login security options to require an extra step to verify your identity each time you login to ctclink on a different device. This is called Multi-Factor Authentication (MFA).

              Setting Up New Security and MFA Information  

              Although you do not need to take any action immediately, you will want to set up your new security options soon. You may do this at any time at https://myaccount.ctclink.us. You will need your ctcLink ID and password.  

              Once you enter your ctcLink ID and password, you will see a list of optional security settings (see the image below). You do not need to activate all of these, but you may. We recommend you activate at least two. Click the “Setup” button to activate any of the settings listed. Watch a short video about these new options.

              security options menu

              Once you’ve set up your security settings, whenever you come to https://myaccount.ctclink.us you will see the “Password Settings” tile, which you may click to reset any security settings, or you may click on the ctcLink tile to go directly to ctcLink. See the image below.

              password and ctcLink tiles screen capture

              You will need to set your account’s new security settings by Friday, October 1, 2021. If you don’t, on that date you will be prompted and required to complete the setup before you can login to ctcLink.
               


                  Helpful Links and Resources (updated)

                  The State Board recently made changes to the login process for ctcLink to provide better security and user-friendly password reset options.

                  The ctcLink portal link address and basic functions have not changed, and you will continue to use your current ctcLink ID and password.

                  A new website, https://myaccount.ctclink.us, allows you to set up your login security options to require an extra step to verify your identity each time you login to ctclink on a different device. This is called Multi-Factor Authentication (MFA).

                  Setting Up New Security and MFA Information  

                  Although you do not need to take any action immediately, you will want to set up your new security options soon. You may do this at any time at https://myaccount.ctclink.us. You will need your ctcLink ID and password.  

                  Once you enter your ctcLink ID and password, you will see a list of optional security settings (see the image below). You do not need to activate all of these, but you may. We recommend you activate at least two. Click the “Setup” button to activate any of the settings listed. Watch a short video about these new options.

                  security options menu

                  Once you’ve set up your security settings, whenever you come to https://myaccount.ctclink.us you will see the “Password Settings” tile, which you may click to reset any security settings, or you may click on the ctcLink tile to go directly to ctcLink. See the image below.

                  password and ctcLink tiles screen capture

                  You will need to set your account’s new security settings by Friday, October 1, 2021. If you don’t, on that date you will be prompted and required to complete the setup before you can login to ctcLink.

                  Additional ctcLink resources for students are available at www.seattlecolleges.edu/ctclink/ctclink-students/ctclink-resources-students.

                  An update to ctcLink on July 31 will bring added security to the system. Please read the section below titled New Security Options Coming to ctcLink July 31 for more information. 


                  Reminders and Tips 

                  Upcoming Planned Service Outages 

                  • Saturday, July 31, 2021, 7 a.m. to 1 p.m. - OKTA Identity Management Implementation 
                    • The entire ctcLink environment will remain offline during the update. 
                    • A notification of the outage will appear on the login page. 
                    • The admissions tool (OAAP) as well as mobile webpages will be offline for the duration of the maintenance period. 
                    • Canvas and Starfish will not be impacted, as they are different systems.  

                  Recent and Upcoming Enhancements

                  New Security Options Coming to ctcLink July 31 
                  At the end of this month, the ctcLink Login process will be upgraded to provide better security and user-friendly self-service password-reset options. This upgrade will be made during a scheduled ctcLink downtime on Saturday, July 31, from 7 a.m. to 1 p.m. After the upgrade, all users—including students, faculty, and staff—will want to set up new password recovery options. 

                  The ctcLink portal link address and basic functions will not change, and users will continue to use their current ctcLink ID and password, but the new ctcLink login portal will change the way you reset your password. These updates and related changes are being made at all colleges in Washington that are using ctcLink. 

                  Setting Up New Security and Recovery Information 
                  From August 1 to September 30, 2021, you will have the opportunity to set your new security and recovery options (such as email, text, voice call, security questions) any time at https://myaccount.ctclink.us/ (link not active until July 31 at 1 p.m.). You will need your ctcLink ID and password to make changes. Although you do not need to take any action immediately, you will want to set this up soon so you have it completed before the deadline date. 

                       Watch a short video about these new options. 

                  You will need to set your new account recovery options by Friday, October 1, 2021. If you don’t, on that date you will be prompted and required to complete the setup before you can login again. 

                  Note: new ctcLink users (anyone activating accounts after July 31, 2021) will be automatically prompted to set up their ctcLink account security preferences at the same time they activate their new ctcLink accounts. (Refer to Okta - Activating Your ctcLink Account). 

                  “How To” Quick Reference Guides 

                  Note: this information is also being shared with students. 

                  Training 

                  Finance Processes and Training  

                  Training materials and process information are available for the following topics through a Finance Processes and Training SharePoint site

                  1. Year End Closing Processes 
                  2. Purchasing Requisition Training 
                  3. Procurement Card (P-Card) Training (Video) 
                  4. Item Types Information and Request Process  
                  5. Combo Code Information and Request Process 

                  Campus Solutions User Trainings 

                  Click HERE for the complete list of CS User Trainings and for WebEx information. 

                  • Thursday, August 5, 1:00 p.m. - 3:00 p.m. – Manual Student Record Conversion 
                  • Thursday, August 19, 1:00 p.m. - 3:00 p.m. – The Perks of PERC 

                  Updated Campus Solutions List of Issues 

                  We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                  The current list is at scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.


                      Helpful Links and Resources (updated)

                      After four months of using ctcLink in our day-to-day work, it’s important to note we’ve also recently gone through two upgrades successfully. On June 19, the mobile app for students was upgraded to Highpoint Campus Experience (HCX), and on June 30, Seattle Colleges transitioned to the SBCTC’s new Online Admissions Application Portal (OAAP). Both upgrades improve the overall student experience.

                      These upgrades signify a continuous cycle of improvement as we move forward in a phase of stabilization and optimization. They also mean we continue to work to keep up with these changes. Thanks to everyone working to learn and master the ctcLink system. We know it’s been a huge change with persisting struggles along the way, but we also know that everyone is offering their best efforts to serve our students and peers.

                      We appreciate your continued patience and understanding regarding end-of-fiscal-year reporting and budgeting. The leadership and staff in our Finance Offices are working long hours as they use the ctcLink system for the first time to close out the year. Like everyone, they are learning their way around the new system and its different processes. Thank you.


                      Reminders and Tips 

                      Upcoming Planned Service Outages 

                      • Saturday, July 17, 2021, 7 a.m. to 1 p.m. - SBCTC will be deploying an update for PeopleTools and Elastic Search for all pillars. 
                        • The entire ctcLink environment will remain offline during the update. 
                        • A notification of the outage will appear on the login page. 
                        • The admissions tool (OAAP) as well as mobile webpages will be offline for the duration of the maintenance period. 
                        • Canvas and Starfish will not be impacted, as they are different systems.  
                      • Saturday, July 31, 2021, 7 a.m. to 1 p.m. - OKTA Identity Management Implementation

                      Employee Problems Viewing Class Schedule 
                      We continue hearing a few reports that staff members may have problems viewing the class schedule when also logged into the ctcLink employee interface. Some continue to receive the message “You are not authorized for this page.” The State Board is aware of the issue. We do not believe students are experiencing it. If you encounter this issue, try closing your ctcLink session and viewing the class schedule in a new browser window. Another option is to access your ctcLink employee session in one browser (Chrome, for example) and the class schedule in another browser (Firefox, for example). 

                      Updated Help Guides About Highpoint Campus Experience (HCX) Mobile Interface Are Available for Students 
                      The ctcLink Resources for Students web page has added updated help guides (both web sliders and linked PDFs) that reflect the new look and layout of the HCX mobile interface. Refer to the headings Class Schedule and Navigating ctcLink Mobile (HCX). 

                      Registration Tips for ctcLink Web Page Updated 
                      The Registration Tips for ctcLink web page has been updated to reflect the new search filter options, look, and layout of the HCX mobile interface. Staff and faculty who work on registration with students are encouraged to review the page. Tips include:

                      • Do I really need a permission number for every class?
                      • Make sure to select the appropriate academic term.
                      • You must be logged in to enroll in a class or add a class to your Shopping Cart or Planner.
                      • Use "Subject Begins with:" to include Common Course Numbered (CCN) classes in your search.
                      • About the “Show Open Classes Only” box.
                      • Your search layout depends on the size of your screen.

                      Q&A about ctcLink Issues and Functionality
                      Several faculty and staff have shared questions and concerns about the functionality of ctcLink. If faculty, staff, or students you work with have additional concerns, please do all that you can to get specific information on the issue and share that with college student services professionals or ctcLink team members. 

                      Recent and Upcoming Enhancements

                      Successful Transition to Online Admissions Application Portal (OAAP)
                      Seattle Colleges transitioned to the new SBCTC OAAP on Wednesday, June 30. 

                      Training 

                      Finance Processes and Training  

                      Training materials and process information are available for the following topics through a Finance Processes and Training SharePoint site

                      1. Year End Closing Processes 
                      2. Purchasing Requisition Training 
                      3. Procurement Card (P-Card) Training (Video) 
                      4. Item Types Information and Request Process  
                      5. Combo Code Information and Request Process 

                      Campus Solutions User Trainings 

                      Click HERE for the complete list of CS User Trainings and for WebEx information. 

                      • Thursday, July 15, 1:00 p.m. - 3:00 p.m. – BioDemo Management 
                      • Thursday, August 5, 1:00 p.m. - 3:00 p.m. – Manual Student Record Conversion 
                      • Thursday, August 19, 1:00 p.m. - 3:00 p.m. – The Perks of PERC 

                      Updated Campus Solutions List of Issues 

                      We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                      The current list is at scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.


                          Helpful Links and Resources (updated)

                          We’ve made it nearly to the end of Spring Quarter, and we continue to see refinement and progress in ctcLink while dealing with some challenges.  

                          Last weekend the ctcLink mobile interface and the class search and schedule were upgraded to HighPoint Campus Experience (HCX). This update offers: 

                          • improved accessibility, including improved screen reader functionality 
                          • expanded class search filtering in the class schedule that addresses some of the issues students encountered previously 
                          • a more modern design and less cluttered interface 
                          • standardized tiles across all ctcLink colleges 

                          Our ctcLink team is working to update our online help guides to align with the new look and feel. 

                          Next week, Seattle Colleges will also move to an improved and enhanced Online Admissions Application Portal (OAAP). This will improve the admissions experience for prospective students. Learn more about both of these in the Recent and Upcoming Enhancements section below. 


                          Reminders and Tips 

                          Q&A about ctcLink Issues and Functionality 

                          Several faculty and staff have shared questions and concerns about the functionality of ctcLink. Following are some recent questions and answers.  

                          Q: In the online class schedule, fully online classes have the phrase about meeting times listed as: TBA. What is being done about this? 

                          A: We are unable to change the Meets: TBA to anything else. It is set by Oracle, the vendor of PeopleSoft. 

                          Q: Why aren’t faculty able to write and post instructor notes about classes with the ctcLink system?  

                          A: PeopleSoft’s settings do not allow for this level of security setting refinement at this time. 

                          Q: Some students are having a hard time finding classes due to the way the system parses common course numbered (CCN) classes from other classes. What is being done to address this? 

                          A: The recent upgrade of the class schedule with the launch of HighPoint Campus Experience or HCX (see the item in the Recent and Upcoming Enhancements section below) has expanded class search filtering to search by subject in a way that allows searching for both CCN classes and classes without CCN designation. Our ctcLink team is working on help guides to show students how to use the filters to find the classes they want and need. 

                          Q: Why can’t we just ask the State Board to tell the ctcLink vendor to make the changes we need immediately? 

                          A: Many of these are issues that colleges in the previous deployment groups have discovered as well. Since this is a statewide project involving all 34 of Washington’s community and technical colleges (with only half, 17, currently transitioned to ctcLink), addressing many of these issues will have to wait until all colleges are on ctcLink. With limited staff and resources, the statewide priority is to get the remaining 17 colleges launched onto ctcLink before any major revisions and changes are made. 

                          Q: I’m hearing from students that they are having issues with paying by credit card. What is being done to fix that?   

                          A: We recently (this week) resolved one such issue that was impacting tuition and fee charges for all Apprenticeship students. We believe the State Board has engineered a fix for this situation which staff are now implementing. We are also aware of another issue related to credit card payments with specific browsers and we continue to troubleshoot this with State Board staff and other colleges that have converted to ctcLink. If you engage with a student describing this, feel free to share this information with them: www.seattlecolleges.edu/ctclink/ctclink-students/tips-making-payments-ctclink. 

                          Additional Questions or Concerns 

                          If you or students you work with have additional concerns, please do all that you can to get specific information on the issue and share that with college student services professionals or ctcLink team members. 

                           

                          Upcoming Planned Service Outages 

                          • Saturday, July 17, 2021, 7 a.m. to 1 p.m. - PeopleTools & Elastic Search Upgrade 

                          Recent and Upcoming Enhancements 

                          ctcLink Mobile App Updates to HighPoint Campus Experience (HCX) 

                          ctcLink’s mobile app, HighPoint, was successfully updated to HighPoint Campus Experience (HCX) on Saturday, June 19. This update offers improved accessibility, expanded class search filtering in the class schedule, a more modern design and less cluttered interface, and standardized tiles across all ctcLink colleges. The vast majority of functionality remains the same with a fresh, new look, but there are some minor changes. The desktop/browser version of ctcLink remains the same. 

                          The State Board is working with the vendor to get the updated mobile application through the approval process with both Google and Apple so it appears in their app stores soon. Due to COVID-19, there has been a significant impact on their ability to approve new and updated applications. At this time the State Board does not have a specific timeline of when the app will be available. As soon as the application is available in the respective app stores, students will be notified.  

                          Until then, users will be directed to access the web-based mobile application through a screen that appears when they access the current version of the app. (See the image below.) 

                          Links to our colleges' mobile websites used by the HCX app: 

                          Staff members are working to update the step-by-step help guides under the “Navigating ctclink Mobile (HighPoint HCX)” heading on the ctcLink Resources for Students web page.  

                          Note, there are still some refinements being made in the class schedule related to search functions for students. Additionally, we have heard reports that staff members may have problems viewing the class schedule when also logged into the employee ctcLink interface. The State Board is troubleshooting this. If you encounter this issue, try closing your ctcLink session and viewing the class schedule in a new browser window. We do not believe students are experiencing this issue. 
                           

                          OAA to OAAP Transition June 29 and 30 

                          It’s official. Thanks to the hard work of all involved, the Online Admissions Application Portal (OAAP) is scheduled to go live for DG4 colleges—including North, Central, and South—on Wednesday, June 30. Enrollment and admissions staff at each college are preparing for this transition. 

                          • The current, old online admissions app (OAA) will shut down at 5 p.m. on Tuesday, June 29.  
                          • The new online admissions application portal (OAAP) will be brought online by 10 a.m. on Wednesday, June 30. 
                          • Note, access to any online admissions app is planned to be unavailable to students and staff between 5 p.m. on Tuesday, June 29, and 10 a.m. Wednesday, June 30
                          • The local college admins for OAAP will receive additional instructions on June 29. 
                          • Three one-hour sessions for questions will be offered from June 30 to July 2. Derreck Pressley, ctcLink Campus Solutions pillar lead, will send out meeting invitations for these info sessions to appropriate staff. 

                          Training 

                          Finance Processes and Training  

                          Training materials and process information are available for the following topics through a Finance Processes and Training SharePoint site

                          1. Year End Closing Processes 
                          2. Purchasing Requisition Training 
                          3. Procurement Card (P-Card) Training (Video) 
                          4. Item Types Information and Request Process  
                          5. Combo Code Information and Request Process 

                          Campus Solutions User Trainings 

                          Click HERE for the complete list of CS User Trainings and for WebEx information. 

                          • Thursday, July 15, 1:00 p.m. - 3:00 p.m. – BioDemo Management 
                          • Thursday, August 5, 1:00 p.m. - 3:00 p.m. – Manual Student Record Conversion 
                          • Thursday, August 19, 1:00 p.m. - 3:00 p.m. – The Perks of PERC 

                          Updated Campus Solutions List of Issues 

                          We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                          The current list is at scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.


                              Helpful Links and Resources (updated)

                              Stabilization / Optimization:  

                              As we use ctcLink for our day-to-day work, we continue to discover areas where we may need to work with the State Board to refine a process. With a system designed to serve all 34 community and technical colleges in the state, it’s not surprising that there might be some differences in processes or even some very specific or unique needs.  

                              When encountering these situations, staff have been quick to contact our ctcLink deployment team to strategize next steps. This may involve submitting a ticket to the SBCTC’s ctcLink Team, contacting peers at other institutions to see how they approached it, or developing a short-term workaround until a better solution can be found.  

                              One important thing to keep in mind is that we want to approach these situations from a districtwide standpoint. Since all three of our colleges are using the same system, we encourage everyone to reach out to their counterparts at North, Central, and South to discuss how we might solve any issues with a consistent and shared solution. This not only helps standardize the process, but also helps nurture the relationships we have with our peers and contributes to cross-training staff across the district.  

                              We appreciate everyone’s continued hard work and collaboration on getting us to where we are today. We are making progress and gaining both confidence and experience with this new system. 


                              Reminders and Tips 

                              Employee Self-Service Tutorials and Help Resources

                              Faculty and staff are reminded that there two web pages devoted to ctcLink help (please take a minute to bookmark these pages): 

                              • In ctcLink How Will I... ?
                                This page was designed to help guide employees in completing some essential tasks based on your role and department. It contains step-by-step help and resource links for topics like: 
                                • Changing or updating employee information 
                                • Employee time and leave reporting 
                                • Manager self-service 
                                • Finance, accounting, and purchasing 
                              • ctcLink Training and Resources for Faculty 
                                Faculty peers at Seattle Colleges have developed a series of video tutorials along with supporting reference documents and guides that offer more in-depth, specific training on the course management features of ctcLink (Faculty Center, MySchedule, Class Roster, Grade Roster, and more).

                              Upcoming Enhancements 

                              ctcLink’s Update to HighPoint Mobile HCX on June 19 
                              ctcLink’s mobile app, HighPoint, will update to HighPoint Campus Experience (HCX) on Saturday, June 19. This update offers:  

                              • improved accessibility  
                              • expanded class search filtering in the class schedule  
                              • a more modern design and less cluttered interface  
                              • standardized tiles across all ctcLink colleges  

                              The vast majority of functionality will remain the same with a fresh, new look, but there will be some minor changes. The desktop/browser version of ctcLink will remain unchanged. 

                              Staff members are working to update the step-by-step help guides under the “Navigating ctclink Mobile (HighPoint)” heading on the ctcLink Resources for Students web page by the June 19 launch date, and communication to students is in development. 

                              New Online Admissions Application Portal (OAAP) 
                              ctcLink is moving to a new admissions portal (OAAP) for students with the design based on lessons learned from the current portal in use since launch. It features significantly improved student usability and accessibility. OAAP was launched for DG2 and DG3 colleges in February. 

                              Schedule for Seattle Colleges: 

                              • June 30 – Seattle Colleges plans to start using the new OAAP for student admissions 

                              To learn more, enroll in the Admissions 101 Canvas course, which has been updated for OAAP.

                              Training  

                              Finance Processes and Training 

                              Message from Accounts Payable 

                              If you have an invoice that needs to be paid, please email it to Accounts Payable at SCCDAP@Seattlecolleges.edu.  

                              If you haven’t been in the office in a long time and you are not certain who is checking mail for your office, please consider checking your work mail for invoices and send them to Accounts Payable ASAP. 

                              Purchasing Requisitions Training 

                              The Finance team is offering "Requisitions, Receiving and a Little Bit of Budgets," a training session that walks through common issues with purchasing in ctcLink. To sign up, access the Signup Spreadsheet and add your name to the Tab for the date you would like to attend. 

                              Please take these Canvas training sessions in advance: 

                              The current schedule is: 

                              • Thursday, June 24, 1 p.m. - 2:30 p.m. 

                              PCard Reconciliation, Reallocation, and Use Tax Training 

                              Watch a training session on PCard reconciliation. Watch the training on Panopto

                              Campus Solutions User Trainings 

                              Click HERE for the complete list of CS User Trainings and for WebEx information. 

                              • Thursday, June 17, 1:00 p.m. - 3:00 p.m. – Enrollment Cancellation (aka Drop for Non-Payment) 
                              • Thursday, July 1, 1:00 p.m. - 3:00 p.m. – BI Publisher Basics 
                              • Thursday, July 15, 1:00 p.m. - 3:00 p.m. – BioDemo Management 
                              • Thursday, August 5, 1:00 p.m. - 3:00 p.m. – Manual Student Record Conversion 
                              • Thursday, August 19, 1:00 p.m. - 3:00 p.m. – The Perks of PERC 

                              Updated Campus Solutions List of Issues 

                              We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                              The current list is at scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.

                              Messages to Students

                              The following message was sent to students on Thursday, June 3. Similar information is posted on each college’s CANVAS notifications section. A follow-up about the new HCX interface will be sent next Wednesday, June 16.

                              We hope your quarter is going well. Following is an update about what’s new and what’s coming up this month for ctcLink.

                              New Registration Tips Web Page

                              A new web page offers important tips to help you when you register for classes in ctcLink. Keep these four tips in mind: 

                              • Do I really need a permission number for every class? No, not for every class.
                              • Make sure to select the appropriate academic term.
                              • Remember to include Common Course Numbered (CCN) classes in your search to see all available classes.
                              • Don't forget to uncheck the “See Open Classes Only” box.

                              Get the details at the Registration Tips for ctcLink web page.

                              ctcLink’s Update to HighPoint Mobile HCX on Saturday, June 19 

                              ctcLink’s mobile app and the mobile-friendly interface used to view the class schedule, HighPoint, will update to HighPoint Campus Experience (HCX) on Saturday, June 19. A related outage of services will occur that day from 6 a.m. to noon.

                              This update offers:

                              • improved accessibility
                              • expanded class search filtering in the class schedule
                              • a more modern design and less cluttered interface
                              • standardized tiles across all ctcLink colleges

                              The vast majority of functionality will remain the same with a fresh, new look, but there will be some minor changes. The desktop/browser version of ctcLink will remain the same.

                              If you use the current HighPoint mobile app, you may receive a prompt to update the app, or you may want to go to the app store after June 19 to get the updated app.

                              Staff members are working to update the step-by-step help guides under the “Navigating ctclink Mobile (HighPoint)” heading on the ctcLink Resources for Students web page by the June 19 launch date.
                               


                                  Helpful Links and Resources (updated)

                                  We hope your quarter is going well. Following is an update about what’s new and what’s coming up this month for ctcLink.

                                  New Registration Tips Web Page

                                  A new web page offers important tips to help you when you register for classes in ctcLink. Keep these four tips in mind: 

                                  • Do I really need a permission number for every class? No, not for every class.
                                  • Make sure to select the appropriate academic term.
                                  • Remember to include Common Course Numbered (CCN) classes in your search to see all available classes.
                                  • Don't forget to uncheck the “See Open Classes Only” box.

                                  Get the details at the Registration Tips for ctcLink web page.

                                  Planned Maintenance Outage on Saturday, June 5

                                  There will be a planned outage of ctcLink on Saturday, June 5, from 7 a.m. to 4 p.m. for maintenance.

                                  • ctcLink mobile web pages and student services, including the class schedule, will be unavailable during the outage period.
                                  • Canvas and Starfish will not be affected as they are separate systems.

                                  ctcLink’s Update to HighPoint Mobile HCX on Saturday, June 19 

                                  ctcLink’s mobile app and the mobile-friendly interface used to view the class schedule, HighPoint, will update to HighPoint Campus Experience (HCX) on Saturday, June 19. A related outage of services will occur that day from 6 a.m. to noon.

                                  This update offers:

                                  • improved accessibility
                                  • expanded class search filtering in the class schedule
                                  • a more modern design and less cluttered interface
                                  • standardized tiles across all ctcLink colleges

                                  The vast majority of functionality will remain the same with a fresh, new look, but there will be some minor changes. The desktop/browser version of ctcLink will remain the same.

                                  If you use the current HighPoint mobile app, you may receive a prompt to update the app, or you may want to go to the app store after June 19 to get the updated app.

                                  Staff members are working to update the step-by-step help guides under the “Navigating ctclink Mobile (HighPoint)” heading on the ctcLink Resources for Students web page by the June 19 launch date.

                                  Summer and Fall Quarter registration has begun. So far, the phones are ringing more than usual with ctcLink issues or concerns but not quite “off the hook” as they were during our conversion. Staff will continue to “knock on wood” and work to support students in the registration process. As we all continue to become more familiar and comfortable with ctcLink, things are becoming more predictable.

                                  We knew moving to a new student and employee data system would be a formidable task. Large changes like this are always challenging. Staff and faculty across Seattle Colleges have worked together and collaborated to address issues in ways like never before. The end result is a stronger organization and a greater sense of appreciation for what everyone contributes to their work.

                                  Thank you all for continuing to approach this transition with such professionalism and care for our students. 


                                  Reminders and Tips 

                                  Planned Outage on Saturday, May 29 
                                  SBCTC will be applying software patches to ctcLink on Saturday, May 29, from 6 a.m. to 1 p.m. The entire ctcLink system will be offline from 6 to 8 a.m.   

                                  • The Human Capital management pillar will remain offline for the duration of the maintenance period. 
                                  • The Campus Solutions and Finance pillars will be offline during the first two hours of the maintenance period. 
                                  • Admission tools (OAA and OAAP) as well as mobile webpages will be offline during the first two hours of the maintenance period. 
                                  • Canvas and Starfish will not be impacted, as they are separate systems. 

                                  Planned Outage on Saturday, June 5 
                                  A planned maintenance outage for some ctcLink functions will take place on Saturday, June 5, from 7 a.m. to 4 p.m. 

                                  • The Finance pillar will remain online for the duration of the maintenance period. 
                                  • The Campus Solutions and Human Capital Management pillars will be offline during the maintenance period. ctcLink mobile web pages, including the class schedule, will be unavailable. 
                                  • Admission tools (OAA and OAAP) as well as mobile webpages will be offline during the maintenance period. 
                                  • Canvas and Starfish will not be impacted, as they are separate systems. 

                                  When Students Want to View Their Unofficial Transcripts 
                                  Students have reported that once they view their unofficial transcript in ctcLink, it doesn’t seem to update with new grades or information. Students need to submit a new request to see updated transcript information. They also have the option to view all unofficial transcript reports they have requested in the past. Refer to Step 9 in the help guide View/Print Your Unofficial Transcript, which is linked on the ctcLink Resources for Students web page

                                  Upcoming Enhancements 

                                  ctcLink’s Update to HighPoint Mobile HCX on June 19 
                                  ctcLink’s mobile app, HighPoint, will update to HighPoint Campus Experience (HCX) on June 19, 2021. This update offers improved accessibility, a more modern design, a less cluttered interface, and standardized tiles across all ctcLink colleges. The vast majority of functionality will remain the same with a fresh, new look, but there will be some minor changes. The desktop/browser version of ctcLink will remain the same. 

                                  Staff members are working to update the step-by-step help guides under the “Navigating ctclink Mobile (HighPoint)” heading on the ctcLink Resources for Students web page by the June 19 launch date, and communication to students is in development. 

                                  New Online Admissions Application Portal (OAAP) 
                                  ctcLink is moving to a new admissions portal (OAAP) for students with the design based on lessons learned from the current portal in use since launch. It features significantly improved student usability and accessibility. OAAP was launched for DG2 and DG3 colleges in February. 

                                  Schedule for Seattle Colleges: 

                                  • June 7–10 – Seattle Colleges Training and Testing  
                                  • June 30 – Seattle Colleges to start using the new OAAP for student admissions 

                                  To learn more, enroll in the Admissions 101 Canvas course, which has been updated for OAAP.

                                  Training  

                                  Finance Processes and Training 

                                  Message from Accounts Payable 

                                  If you have an invoice that needs to be paid, please email it to Accounts Payable at SCCDAP@Seattlecolleges.edu.  

                                  If you haven’t been in the office in a long time and you are not certain who is checking mail for your office, please consider checking your work mail for invoices and send them to Accounts Payable ASAP. 

                                  Purchasing Requisitions Training 

                                  The Finance team is offering "Requisitions, Receiving and a Little Bit of Budgets," a training session that walks through common issues with purchasing in ctcLink. To sign up, access the Signup Spreadsheet and add your name to the Tab for the date you would like to attend. 

                                  Please take these Canvas training sessions in advance: 

                                  The current schedule is: 

                                  • Thursday, June 10, 1 p.m. - 2:30 p.m. 
                                  • Thursday, June 24, 1 p.m. - 2:30 p.m. 

                                  PCard Reconciliation, Reallocation, and Use Tax Training 

                                  Watch a training session on PCard reconciliation. Watch the training on Panopto

                                  Campus Solutions User Trainings 

                                  Click HERE for the complete list of CS User Trainings and for WebEx information. 

                                  • Friday, June 4, 1:00 p.m. - 3:00 p.m. – Enrollment Methods 
                                  • Thursday, June 17, 1:00 p.m. - 3:00 p.m. – Enrollment Cancellation (aka Drop for Non-Payment) 
                                  • Thursday, July 1, 1:00 p.m. - 3:00 p.m. – BI Publisher Basics 
                                  • Thursday, July 15, 1:00 p.m. - 3:00 p.m. – BioDemo Management 
                                  • Thursday, August 5, 1:00 p.m. - 3:00 p.m. – Manual Student Record Conversion 
                                  • Thursday, August 19, 1:00 p.m. - 3:00 p.m. – The Perks of PERC 

                                  Updated Campus Solutions List of Issues 

                                  We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                                  The current list is at scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.
                                   


                                      Helpful Links and Resources (updated)

                                      As we start registration for Summer and Fall Quarters, we are using the experience we have gained with the new ctcLink system to avoid many of the challenges we had in the Spring,

                                      We’ve gone through the process, and we can now better anticipate questions. We know how we can help students, and we have workarounds and solutions for situations that have caused issues. We can be confident this registration period will go more smoothly. As with any entirely new system, it has taken time for us to ascend the learning curve and with each registration period, we will gain confidence and a comfort level much like we had with our legacy systems.Thanks to everyone for staying the course and working to master ctcLink. This experience continues to highlight just how much the faculty and staff of Seattle Colleges care about our students.


                                      Here’s what is happening with ctcLink

                                      Finance Processes and Training

                                      Message from Accounts Payable
                                      If you have an invoice that needs to be paid, please email it to Accounts Payable at SCCDAP@Seattlecolleges.edu.  

                                      If you haven’t been in the office in a long time and you are not certain who is checking mail for your office, please consider checking your work mail for invoices and send them to Accounts Payable ASAP.
                                       

                                      Purchasing Requisitions Training
                                      The Finance team is offering "Requisitions, Receiving and a Little Bit of Budgets," a training session that walks through common issues with purchasing in ctcLink. To sign up, access the Signup Spreadsheet and add your name to the Tab for the date you would like to attend.

                                      Please take these Canvas training sessions in advance: 

                                      The current schedule is: 

                                      • Thursday, May 27, 1 p.m. - 2:30 p.m. 
                                      • Thursday, June 10, 1 p.m. - 2:30 p.m. 
                                      • Thursday, June 24, 1 p.m. - 2:30 p.m. 
                                         

                                      PCard Reconciliation, Reallocation, and Use Tax Training 
                                      Watch a training session on PCard reconciliation. Watch the training on Panopto.
                                       

                                      New “How to” Web Page: Reporting Time Worked by Student Employees
                                      A new web page, Reporting Time Worked by Student Employees, allows student employees and workstudy supervisors to direct students to a single web page devoted to that topic. The page includes step-by-step instructions (also translated into multiple languages) on how to report time worked in ctcLink. The new page is part of the ctcLink for Students section and appears as a menu item. It is also linked from the ctcLink Resources for Students web page.
                                       

                                      ctcLink Screen Reader Mode
                                      In late March 2021, SBCTC reported the screen reader mode checkbox functionality at the ctcLink login page was not working as intended and provided instructions for users to enable screen reader mode in the different ctcLink pillars.

                                      To make these instructions easier to find, SBCTC is replacing the Enable Screen Reader Mode checkbox at the ctcLink login page with a link to the Enable Screen Reader instructions. This update went live Thursday, May 13, 2021.
                                       

                                      Check Your Signature Block
                                      Everyone is reminded to check their email signature block to verify any notes about ctcLink are current. It is easy to forget to update this information, and some suggested text about ctcLink mentioned specific dates for launch that we have long since passed. Below is updated text for your consideration. 

                                      Please note: Seattle Colleges has moved to a new data and financial system called ctcLink. There may be some service delays as we continue to learn how to use and navigate this new system. We appreciate your patience. 
                                       

                                      Employee Self-Service Demystified: Who can see my personal information in ctcLink? 
                                      In ctcLink, we can access our own personal information (name, address, emergency contacts, salary, benefits, and more) in one central location. Not only can you see your personal information, you can also update and manage some of it yourself.

                                      Because this “self-service” feature does not exist in the Legacy system, many people are surprised after their colleges go live at how easy it is to see and manage this information online. For some, that surprise turns to concern: “If I can see my personal information online, can others see it too?”

                                      The answer is no. Other people cannot see your self-service page or click on the tiles within to see your personal information. You are the only one with access to that view. Learn more
                                       

                                      Updated Campus Solutions List of Issues 
                                      We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                                      The current list is at scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.

                                      Recent Email to Students
                                      The following email was sent to all currently registered students on Thursday, May 13.

                                      Students,

                                      Registration for Summer and Fall Quarters begins for returning students on Monday, May 17.

                                      This will be our second registration period using ctcLink, and everyone—including staff—will have more familiarity with the process. Additionally, the issues students encountered last time have been addressed. Our hope is registration will go more smoothly for everyone.

                                      Do I really need a permission number for every class?  
                                      There is some confusion about when students need to request permission numbers (formerly known as entry codes) because the Permission Number Box automatically appears on the registration page.

                                      You do not need a permission number for every class. We encourage you to go through the process to register for your courses, and if you need a permission number, the system will inform you after you click the Enroll Butto

                                      Permission Numbers screen capture from ctcLink

                                      Course permission numbers will be available when registration opens and can be obtained at your college in the same way they were previously available.

                                      For more information, visit the registration website for your college:

                                      Additional information and registration tips are available on the ctcLink for Students web page.
                                       


                                          Helpful Links and Resources (updated)

                                          Registration for Summer and Fall Quarters begins for returning students on Monday, May 17. 

                                          This will be our second registration period using ctcLink, and everyone—including staff—will have more familiarity with the process. Additionally, the issues students encountered last time have been addressed. Our hope is registration will go more smoothly for everyone. 

                                          Do I really need a permission number for every class? 

                                          There is some confusion about when students need to request permission numbers (formerly known as entry codes) because the Permission Number Box automatically appears on the registration page.  

                                          You do not need a permission number for every class. We encourage you to go through the process to register for your courses, and if you need a permission number, the system will inform you after you click the Enroll Button.

                                          Permission Numbers screen capture from ctcLink

                                          Course permission numbers (formerly known as entry codes) will be available when registration opens and can be obtained at your college in the same way they were previously available. For more information, visit the registration website for your college:  

                                          Additional information and registration tips are available on the ctcLink for Students web page.

                                          As we prepare to enter the month of May, we continue to make progress in the adoption of ctcLink into our daily work. We are now fully part of a larger technology ecosystem. When we conduct or take part in training, plan for additional changes, look forward to upgrades and new implementations, we are doing it collectively with peers from across the state. See below for details on some of these upcoming changes and refinements. 


                                          Here’s what is happening with ctcLink

                                          Upcoming SBCTC Work Sessions

                                          Friday, April 30, 1:00-3:00 p.m.

                                          Friday, May 7, 1:00-2:00 p.m. 


                                          Finance Processes and Training 

                                          Purchasing Requisitions Training 
                                          The Finance team is offering "Requisitions, Receiving and a Little Bit of Budgets," a training session that walks through common issues with purchasing in ctcLink. To sign up, access the Signup Spreadsheet and add your name to the Tab for the date you would like to attend.

                                          The current schedule is: 

                                          • Thursday, May 13, 1 p.m. - 2:30 p.m. 
                                          • Thursday, May 27, 1 p.m. - 2:30 p.m. 
                                          • Thursday, June 10, 1 p.m. - 2:30 p.m. 
                                          • Thursday, June 24, 1 p.m. - 2:30 p.m. 

                                          PCard Reconciliation, Reallocation, and Use Tax Training 
                                          We have recorded a training session that walks through PCard reconciliation. This training is led by Miguel Gatmaytan, from Seattle Colleges Purchasing. Watch the training on Panopto.


                                          Updated Campus Solutions List of Issues
                                          We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                                          The current list is at scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.
                                           

                                          Planned ctcLink Outage on Saturday, May 8 
                                          A planned outage for some ctcLink functions will take place on Saturday, May 8, from 4:00 am to 11:45 p.m. The Campus Solutions Pillar will be offline while the State Board performs Course Catalog Conversion in support of Deployment Group 5 (DG5). 

                                          Admissions tools (OAA, OAAP), Campus CE, and ctcLink mobile web pages will be unavailable during the outage period. 

                                          The Finance and Human Capital Management pillars will remain online during the outage period. 

                                          Canvas will not be impacted.
                                           

                                          Upcoming: Online Admissions Application Portal
                                          ctcLink is moving to a new admissions portal (OAAP) for students. It is designed based on lessons learned from the current portal we’ve been using since launch. OAAP was launched for the DG2 and DG3 colleges in February, and will bring improved student usability and accessibility, modern look and feel. The current schedule for our adoption is below:

                                          • June 7–10: Seattle Colleges Training and Testing
                                          • June 30: Seattle Colleges to start using new OAAP for student admissions

                                          You can preview the student experience here: http://ctclinkreferencecenter.ctclink.us/m/79544/l/1345092-9-2-new-oaap-submitting-an-admissions-application-flc-dg2-dg3-only.
                                           

                                          Notice of Service Disruptions in October and November Due to ctcLink System Conversion
                                          At eight colleges — Bellevue College, Bellingham Technical College, Big Bend Community College, Everett Community College, Grays Harbor College, Green River College, Skagit Valley College, Whatcom Community College — DG5 is the largest ctcLink deployment group yet.

                                          These colleges will convert to ctcLink over three weekends in October and November. ctcLink will be offline for all ctcLink colleges during each conversion weekend. We will want to take these outages into account when planning for Fall Quarter activities and Winter Quarter 2022 registration timelines.

                                          • Oct. 8-11, 2021: Group DG5-A – Grays Harbor College, Green River College, Skagit Valley College 
                                          • Oct. 22-25, 2021: Group DG5-B – Bellingham Technical College, Big Bend Community College and Whatcom Community College 
                                          • Nov. 5-8, 2021: Group DG5-C – Bellevue College, Everett Community College
                                             

                                            Helpful Links and Resources (updated)

                                            We are nearing the two-month mark using ctcLink in our day-to-day work setting. We’ve overcome the steep learning curve, or at least reached a point where it has leveled off. We’ve become more accustomed to our new systems and have a better understanding of its benefits and its quirks. While everyone continues to work hard, many of us are reaching a place where we feel we can take a breath.

                                            As we enter this new phase where things have begun to level off, this email news update will move from a weekly publication to every other week moving forward. Our next edition will be April 30.

                                            I hope that everyone gets a chance to enjoy the spring weather this weekend. Since it’s been easy to blame ctcLink for lots of things the last few months (some deservedly so), I’m going to give it full credit for bringing us this beautiful weekend. Even the ctcLink system itself needs a kudo now and then to keep it going!

                                            Kurt R. Buttleman, Ed.D. 
                                            Vice Chancellor for Academic & Student Success  
                                            Seattle Colleges


                                            Here’s what is happening with ctcLink

                                            Upcoming SBCTC Work Sessions

                                            Friday, April 16, 1:00-3:00 p.m.

                                            Friday, April 30, 1:00-2:00 p.m. 

                                            Friday, May 7, 1:00-2:00 p.m.

                                            Updated Campus Solutions List of Issues 
                                            We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                                            The current list is at: scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.

                                            Library Integration with ctcLink 
                                            Student and employee records are now being loaded into the libraries’ computer system (Alma-Primo) every day at 4 am. There is a one-day delay between when student and employee accounts are updated in ctcLink and when accounts are updated in the library system. For questions about getting help with your library account, contact:  

                                            ctcLink Training and Resources for Faculty
                                            Faculty are reminded of the resources available to them on the ctcLink Training and Resources for Faculty web page. This includes information on using the Class Roster and Waitlist functions. A number of videos and accompanying PDF help guides are posted on that site for reference

                                            New ctcLink Web Pages for Students
                                            We continue to refine our communications and web pages in response to faculty and student feedback.  
                                            The following new web pages have been added and linked from the ctcLink for Students web page: 


                                            Helpful Links and Resources (updated)

                                            As we near the end of a long first week of our first quarter with ctcLink, Daniel and I had the opportunity to share a status update with the Seattle Colleges Board of Trustees at their meeting on Thursday (4/8). They expressed appreciation for the work that has been done to get the system to its current state of “stability.” In the discussion, it was acknowledged that this conversion is likely the largest thing Seattle Colleges has undertaken in our 50+ year history. And while we continue to discover new issues, everyone has risen to the occasion to do their best to serve our students during this time of unprecedented change and uncertainty.

                                            A healthy organization is one that allows itself to evolve, grow, and learn over time as a project like ctcLink starts to mature. Although we’re all exhausted and still troubleshooting at the moment, it’s starting to feel like we’re getting to the point where we can see opportunities with the new system not too far off in the distance.

                                            We want to encourage staff at our colleges to get into the habit of reaching out to their counterpart colleagues at North, Central, and South as resources and troubleshooters. Since we are now using the same system across Seattle Colleges, we have a greater depth of expertise to help solve problems and address issues. Thank you to the many staff in offices across the district who are already doing this.

                                            Kurt R. Buttleman, Ed.D. 
                                            Vice Chancellor for Academic & Student Success  
                                            Seattle Colleges


                                            Here’s what is happening with ctcLink

                                            Finance Purchasing Training
                                            Our Seattle Colleges Finance team will hold ongoing purchasing training every other week. Dates, times, and a sign-up form are available online.

                                            Updated Campus Solutions list of issues
                                            We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                                            The current list is at: scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.

                                            Zoom Information and Q&A Sessions for Students
                                            Zoom information sessions are available for students April 5-9 and 12-16. These sessions are held twice a day starting at 10 am and 1 pm. Each session covers account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access is the same for each session: https://zoom.us/j/98254832405.

                                            ctcLink Training and Resources for Faculty
                                            Faculty are reminded of the resources available to them on the ctcLink Training and Resources for Faculty web page. This includes information on using the Class Roster and Waitlist functions. A number of videos and accompanying PDF help guides are posted on that site for reference.

                                            ctcLink for Students Web Pages
                                            We continue to refine our communications and web pages in response to faculty and student feedback.  
                                            The following new web pages have been added and linked from the ctcLink for Students web page: 


                                            Helpful Links and Resources

                                            We begin Spring Quarter on Monday, April 5. The start of a new quarter is another first for us in ctcLink, and we will certainly discover new things in ctcLink as we move forward. The good news is that everyone is learning the system and gaining skills and confidence.

                                            Some students have been experiencing problems trying to pay tuition and fees through credit card transactions. We have been working with the State Board (and our DG4 colleagues at Highline, Edmonds, Wenatchee Valley, and Centralia, who are experiencing similar issues) to make some changes that we are hopeful will address the bulk of the credit card payment issues. Staff continue to monitor the situation.

                                            Because of this, Seattle Colleges has decided to extend the tuition payment deadline to Monday, April 12.

                                            Enrollment continues to build for Spring. Over the past 15 days, FTES have grown an average of 5.25 percent each day.  As we start the quarter, we’ll inevitably see some drops and some shifting, but we remain hopeful for continued enrollment growth as the quarter begins and more enrollments are entered into the system.

                                            If you haven’t recently expressed appreciation for the heroic work being done by our student services and instructional support staff, please take a moment to send them a virtual hug or two. They’ve been learning the new ctcLink system while helping students, and their efforts are making a difference for our community.
                                             


                                            Here’s what is happening with ctcLink

                                            Updated Campus Solutions list of issues
                                            We keep a regularly updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                                            The current list is at: scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.

                                            Zoom Information and Q&A Sessions for Students
                                            Zoom information sessions are available for students April 5-9 and 12-16. These sessions are held twice a day starting at 10 am and 1 pm. Each session covers account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access is the same for each session: https://zoom.us/j/98254832405.
                                             
                                            Advisor Assignments, ctcLink, and Starfish
                                            Student’s advisor assignments are now fully updated in ctcLink, connecting advisors to assigned groups of students. We have also integrated ctcLink data with Starfish, and newly admitted students are able to log into Starfish with their MySeattleColleges information and make appointments with advising and other student services.

                                            Summer Quarter Classes
                                            Class sections for Summer Quarter now show to students in the ctcLink class schedule. Much thanks to all the instruction folks who have and are continuing to work hard on the Summer and Fall schedules.

                                            Review the Most Recent Student Email
                                            Today, Friday, April 2, the following email was sent to students enrolled for Spring Quarter. Similar messaging will appear on the Canvas pages for each college next week.

                                            Subject line: Tuition payment deadline extended

                                            Students, 

                                            Welcome to Spring Quarter.  

                                            Seattle Colleges is extending the tuition payment deadline to Monday, April 12. The extension is in response to issues with credit card transactions. As we make progress and resolve issues, we encourage you to review the tips below and keep trying to pay. 

                                            Payment Tips 

                                            If You Need Help 

                                            Thank you for your patience and persistence throughout our transition to ctcLink. 

                                            ctclink Deployment Team 

                                             

                                            Helpful Links and Resources

                                            Students, 

                                            Welcome to Spring Quarter.  

                                            Seattle Colleges is extending the tuition payment deadline to Monday, April 12. The extension is in response to issues with credit card transactions. As we make progress and resolve issues, we encourage you to review the tips below and keep trying to pay. 

                                            Payment Tips 

                                            If You Need Help 

                                            Thank you for your patience and persistence throughout our transition to ctcLink. 

                                            ctclink Deployment Team 

                                            As we surpass the one-month mark with ctcLink and look ahead to Spring Break for students next week, we wanted to step back and reflect on a few significant accomplishments and the ongoing work.

                                            • Spring Enrollment: Supporting students for Spring enrollment remains the top priority for all of us. Everyone is giving their best to troubleshoot and address issues in order to support students and help them activate their accounts and register for classes.
                                              • Students are navigating the system issues and have proven to be resilient and determined.
                                              • This past week we had more than 5,000 new class enrollments, and we remain cautiously optimistic that this trend will continue and accelerate in the coming week.
                                              • We continue to prioritize and address issues directly impacting students.
                                            • Winter Quarter Closeout: Instructors have been grading all week. Thanks to our faculty leads for their work in developing instructional videos and help guides. Here’s some of the feedback we’ve received from faculty on the ctcLink grading tools:
                                              • “Using the faculty grading pages worked perfectly.  Much simpler than ‘instructor briefcase.’”
                                              • “I watched your short video for faculty on how to enter grades and it totally reduced my stress. I submitted grades with ease today.”
                                            • Summer and Fall Quarter Preparations: Instruction teams are working hard on preparing for Summer and Fall Quarters. With ctcLink, there is a state-wide date for when a new quarter’s classes become visible to students.
                                              • Summer Quarter: The Summer schedule will become visible to students on April 1. Changes will continue to be made up to the start of enrollment.
                                              • Fall Quarter: We are hiding the Fall class schedule sections from students until May 1 as we continue to gather information on the future impact of COVID-19 to determine how to best serve students in the fall. A big thank you to the instruction staff who are working to make sure these sections are hidden until May 1. This may seem like a small thing to some, but it’s a lot of work and will go a long way to ensure we provide maximum access / more options for our historically underserved students.
                                            • Payroll: Our second payroll in ctcLink ran successfully. People are getting paid and the process is running more smoothly each time.
                                               
                                            • Finance & Operations: In college and district finance and purchasing offices, new purchasing requisitions are being created, contracts are getting setup, and bills are getting paid.
                                               
                                            • Communications: We are now focusing our student communications efforts on students who have not yet enrolled for Spring. We continue to refine our communications and web pages in response to faculty and student feedback.

                                            We offer special and sincere thanks to all staff members for their dedication and hard work putting in long hours and late nights to ensure our new processes are working. This transition has shown that we are at our best when we work together and remain focused on students.
                                             


                                              Updated Campus Solutions list of issues
                                              We’re working to keep an updated list of known issues with the Campus Solutions ctcLink pillar that potentially impact students directly, and list the items that have been resolved.

                                              The current list is at: scedu.sharepoint.com/sites/CTCLink/SitePages/Student-Facing-Issues.aspx.
                                               

                                              Review the Most Recent Student Email
                                              On Thursday, March 25, the following email was sent to currently enrolled students who have not yet registered for Spring Quarter classes.

                                              As Winter Quarter ends, everyone now is looking ahead to Spring Quarter. If you haven't yet, we encourage you to activate your ctcLink account so you can register for Spring Quarter classes and continue making progress toward your academic goals

                                              Activate Your ctcLink Account

                                              • Go to gateway.ctclink.us and select "First Time User" to get started.
                                              • Watch this how-to video: youtu.be/2ksyfQM2IlY.
                                              • See the ctcLink Resources for Students web page for step-by-step instructions. You will get your ctcLink ID during the account activation process.
                                              • Note: you only need to activate your account once. Be sure to write down your new ctcLink ID number when you get it and keep it in a safe place. You will need it to login to ctcLink and to register for Spring Quarter classes.

                                              If You Need Help

                                              Assistance and Support at Your College

                                              Thank you for your patience throughout our transition to ctcLink as our new data and student self-service system.
                                               


                                              Helpful Links and Resources

                                              As Winter Quarter ends, everyone now is looking ahead to Spring Quarter. If you haven't yet, we encourage you to activate your ctcLink account so you can register for Spring Quarter classes and continue making progress toward your academic goals

                                              Activate Your ctcLink Account

                                              • Go to gateway.ctclink.us and select "First Time User" to get started.
                                              • Watch this how-to video: youtu.be/2ksyfQM2IlY.
                                              • See the ctcLink Resources for Students web page for step-by-step instructions. You will get your ctcLink ID during the account activation process.
                                              • Note: you only need to activate your account once. Be sure to write down your new ctcLink ID number when you get it and keep it in a safe place. You will need it to login to ctcLink and to register for Spring Quarter classes.

                                              If You Need Help

                                              Assistance and Support at Your College

                                              Thank you for your patience throughout our transition to ctcLink as our new data and student self-service system.

                                              Dear Faculty Colleagues, 

                                              As we approach the end of Winter Quarter 2021, you will be using ctcLink’s Grade Roster for the first time to enter and submit final grades. To support you in these efforts, our faculty leads have compiled resources for your use.

                                              What is Grade Roster?
                                              Grade Roster replaces Instructor Briefcase, which is no longer in use. The Grade Roster page in ctcLink’s Faculty Center application enables instructors to submit end-of-quarter final course grades. You should see the Grade Roster icon  Icon

Description automatically generated with low confidence next to each course name on your My Schedule page.

                                              Available Resources
                                              An instructional video about Grade Roster and an accompanying PDF document (Entering Grades), as well as a list of Frequently Asked Questions (FAQs) and answers, are available on the ctcLink Training and Resources for Faculty web page

                                              Grades are due for submission on Monday, March 29. Refer to the email from your college’s registrar for specifics. Recommendation: Since this is the first time you will use Grade Roster in ctcLink, we encourage you to give yourself ample time to complete the grading process and to submit grades well before the deadline.

                                              Reminder about Course Evaluations
                                              Please remind your students that course evaluations are accessible through the MyNorthMyCentral, and MySouth web portals. They are not available through ctcLink. Students receive an email with instructions on how to complete course evaluations, and they use their MySeattleColleges credentials (firstname.lastname@seattlecolleges.edu) to login.

                                              If you have questions about using Faculty Center, the Grade Roster, or the grading process, please email your ctcLink Faculty Lead. If you have any technical issues or questions related to ctcLink, please direct those to the IT Helpdesk.

                                              Thanks go to the following faculty members for creating these resources: 

                                              ctcLink Deployment Team 

                                              As we near the one-month mark with ctcLink, we continue to learn, refine, and troubleshoot the system. The State Board and its technology partners have been responsive when problems have arisen, and our staff members are becoming more adept at identifying issues and solutions as well.

                                              We are working together and learning together. We are also gaining a stronger appreciation of the value of collaboration and process alignment across the district.

                                              At ctcLink go-live we knew it was just the beginning, and we are working through a number of firsts: first payroll, first student registration period, and soon, first grading period and end of term. With each first, we learn more about how our new system works and how to work with it. It’s a continuing process.

                                              What comes shining through this whole transition is the level of care for and dedication to our students each of you brings to your work every day. Thank you, again, for your hard work, patience, and resilience.


                                                Here’s what is happening with ctcLink next week, March 22-26, 2021

                                                Instructor-Led Training 
                                                SBCTC has been adding additional Instructor-led training sessions to the online training schedule. Please take a glance at the training schedule to see the updates.

                                                Tuesday, March 23

                                                • Finance – Travel & Expense, Admin/Approvers
                                                   

                                                NelNet Payment Plan Services Now Available for All Students
                                                NelNet payment plan services are now available within ctcLink for students at North Seattle College and South Seattle College. This means that all students across Seattle Colleges—North, Central, and South—may now link their ctcLink and NelNet accounts to set up payment plans.
                                                 

                                                Tuition Payment Deadline Changed from March 22 to April 5
                                                The tuition payment deadline for Spring Quarter 2021 has been changed from March 22 to April 5. This change was made to accommodate time lost due to payment issues experienced with ctcLink earlier this week. The State Board and their ctcLink technology partners are addressing tuition payment issues, and students continue to use ctcLink to pay.
                                                 

                                                Spring Quarter Enrollment
                                                Students continue to enroll for Spring Quarter. Many programs that enroll students directly have been slower to enroll due to the change in systems. Instructional leadership is monitoring the situation to ensure maximum student access.
                                                 

                                                ctcLink Training and Resources for Faculty
                                                Faculty will be using ctcLink’s Grade Roster for the first time to enter and submit final grades for Winter Quarter. Grade Roster replaces Instructor Briefcase, which is no longer in use. To support faculty in these efforts, our faculty leads have compiled a number of resources. An instructional video about Grade Roster and an accompanying PDF document (Entering Grades), as well as a list of Frequently Asked Questions (FAQs) and answers, are available on the ctcLink Training and Resources for Faculty web page.
                                                 

                                                In ctcLink How Will I... ?
                                                We’ve developed a web page with employee self-service tutorials and help resources. Topics range from updating your personal employee information to time and leave reporting. Visit the web page for step-by-step tutorials and guides.

                                                Please note: step-by-step guides (PDFs) are available in multiple languages for the following: 

                                                • Activating Your Account 
                                                • Reporting Time Worked - Hourly and Student Employees 
                                                • Reporting Time Worked - Classified Employees 
                                                   

                                                Preview the Next Student Email 
                                                The following email will be sent to currently enrolled students today, Friday, March 19. The same information will be posted on college Canvas sites next week. 

                                                Subject Line: Tuition deadline changed to April 5 

                                                First, thank you for your patience. The State Board and their ctcLink technology partners are addressing tuition payment issues. If you have encountered payment issues using ctcLink, we encourage you to try and pay again. For more information, please refer to the ctcLink Resources for Students web page.

                                                Tuition Payment Deadline Changed to Monday, April 5
                                                To accommodate the lost time, we have changed the tuition due date from March 22 to April 5 for all students enrolled for Spring Quarter. Please make sure you have paid by that date so you are not dropped from your classes. We hope this helps you as you make plans for Spring Quarter.

                                                NelNet Payment Plan Services Now Available for All Students
                                                NelNet payment plan services are now available within ctcLink for students at North Seattle College and South Seattle College. This means that all students across Seattle Colleges-North, Central, and South-may now link their ctcLink and NelNet accounts to set up payment plans.

                                                We apologize for the inconvenience and frustration these issues have caused.


                                                Helpful Links and Resources

                                                First, thank you for your patience. The State Board and their ctcLink technology partners are addressing tuition payment issues. If you have encountered payment issues using ctcLink, we encourage you to try and pay again. For more information, please refer to the ctcLink Resources for Students web page.

                                                Tuition Payment Deadline Changed to Monday, April 5
                                                To accommodate the lost time, we have changed the tuition due date from March 22 to April 5 for all students enrolled for Spring Quarter. Please make sure you have paid by that date so you are not dropped from your classes. We hope this helps you as you make plans for Spring Quarter.

                                                NelNet Payment Plan Services Now Available for All Students
                                                NelNet payment plan services are now available within ctcLink for students at North Seattle College and South Seattle College. This means that all students across Seattle Colleges-North, Central, and South-may now link their ctcLink and NelNet accounts to set up payment plans.

                                                We apologize for the inconvenience and frustration these issues have caused.

                                                Students,

                                                We are aware that some of you are unable to pay tuition in our new ctcLink system. We are working with the State Board to fix this problem and will notify you when it has been corrected.

                                                Additionally, the tuition payment deadline for Spring Quarter 2021 has been changed from March 15 to March 22. We hope this change makes it easier for you during this transition.

                                                We apologize for the inconvenience.

                                                ctcLink Deployment Team

                                                We are still waiting for NelNet payment plan services to be made available within ctcLink for students at North Seattle College and South Seattle College.

                                                Our goal was to have NelNet payment plan services fully integrated to ctcLink by today, but that integration is taking much longer than expected due to factors outside of our control. We hope to have the NelNet integration in place for students soon.

                                                Because of this delay, we wanted to let you know that the deans of enrollment at North and South will allow at least three full days to set up NelNet payment plans and accounts once this service is available in ctcLink before removing students from classes for non-payment. We will notify you as soon as NelNet is available for your use.

                                                Additionally, the tuition payment deadline for Spring Quarter 2021 has been changed from March 15 to March 22. We hope this change makes it easier for you during this transition to ctcLink.

                                                We apologize for the inconvenience.

                                                Thank you, again, for your patience and positive attitude during our transition to ctcLink. We hope you are feeling comfortable with the new system and that you are finding the answers to any questions you have. 

                                                If you haven’t yet, we strongly encourage you to activate your ctcLink account. You need to activate your ctcLink account to register for Spring Quarter classes. 

                                                If You Need Help 
                                                Our IT HelpDesk continues to offer support addressing technical issues, answering questions, and making referrals regarding ctcLink, and, as always, our various student services offices will do their best to assist you if you have questions.  

                                                Moving forward, we want to remind you of two ongoing reference and self-service resources: 

                                                A Mobile App Is Available
                                                One exciting feature of ctcLink is an app you can use on your mobile devices. Search the app store (iPhone) or play store (Android) on your mobile device for “ctcLink” to download and install this free app today. After you activate your ctcLink account, you’ll be able to access ctcLink directly through your mobile device using this app. Note: You must activate your ctcLink account before using the mobile app or its web-based version. 

                                                Roughly three weeks ago Seattle Colleges went live with our new ctcLink system after years of planning and preparation. To say these three weeks have been busy is an understatement.

                                                However, because of everyone’s patience, collaboration, and dedication, we’ve been able to identify and address issues as they have arisen. We’ve also had the help and support of our SBCTC partners and of peers from across the state’s community and technical college system.

                                                Each day our staff and faculty members are becoming more familiar with the intricacies, quirks, and benefits of ctcLink. Our students are adjusting to the new system and registering for classes for Spring Quarter. We anticipated a tidal wave of questions and requests for help, and we were not surprised when we encountered just that. But even now the surge is passing, and we are slowly adjusting to using the new system.

                                                Let’s take a moment to catch our breath and appreciate what we’ve been through in the past 20 days as well as the preceding months that were spent in preparation. Let’s recognize our accomplishments and continue to do our best.

                                                Achievements since Go-Live

                                                • 8,946 students have activated their ctcLink accounts since 3/1 (as of 3/10).
                                                • We’ve counted 12,880 student enrollments for Spring Quarter between 3/3 and 3/10.
                                                • Credit Card processing is set up and running for each college’s cashiering office.
                                                • Financial Aid offices are beginning to disburse additional Winter Quarter aid.
                                                • Our first payroll in ctcLink ran 3/4, and employees were paid 3/10.
                                                • General Ledger imbalances have been identified, and we are working with SBCTC to correct them.
                                                • Business Offices processes like purchasing are starting to happen.
                                                   

                                                Here’s what is happening with ctcLink next week, March 15-19, 2021.

                                                Instructor-Led Training
                                                SBCTC has been adding additional Instructor-led training sessions to the online training schedule. Please take a glance at the training schedule to see the updates.

                                                Tuesday, March 16

                                                • Finance – Commitment Control

                                                Thursday, March 18

                                                • Finance – Grants/Contracts Billing
                                                   

                                                ctcLink Work Sessions 
                                                Looking for additional information about a specific process in ctcLink? Explore ctcLink Work Sessions.

                                                Work Sessions are SBCTC-hosted sessions to provide updates, and additional training on specific topics. This is also a forum for ctcLink users to share discoveries, issues, quirks, best practices, questions, business process options and whatever else might come up.

                                                To enroll in the ctcLink Work Session Canvas Course course:

                                                • Go to the Implementation: End User Training Registration form to sign up.
                                                • Enter your institution and college email address have been entered into the form and verify your account.
                                                • The ctcLink Work Session course will become available in the list of displayed course options.
                                                • Navigate to the bottom of the page, select the Sign Me Up! button, and the course will be available in your Canvas course list.

                                                Work Session topics include:

                                                • Campus Solutions: Online Admissions end-to-end, Class Scheduling, Enrollment Requirements
                                                • Student Financials: Insights into Item Types, Refunds
                                                • Finance: Commitment Control, Sub Module Reconciliation
                                                   

                                                In ctcLink How Will I... ? 
                                                We’ve developed a web page with employee self-service tutorials and help resources. Topics range from updating your personal employee information to time and leave reporting. Please visit the web page for step-by-step tutorials and guides.
                                                 

                                                Preview the Next Student Email 
                                                The following email will be sent to currently enrolled students on Monday, March 15. An abbreviated version will be posted on college Canvas sites.

                                                Students, 

                                                Thank you, again, for your patience and positive attitude during our transition to ctcLink. We hope you are feeling comfortable with the new system and that you are finding the answers to any questions you have. 

                                                If you haven’t yet, we strongly encourage you to activate your ctcLink account. You need to activate your ctcLink account to register for Spring Quarter classes. 

                                                If You Need Help 
                                                Our IT HelpDesk continues to offer support addressing technical issues, answering questions, and making referrals regarding ctcLink, and, as always, our various student services offices will do their best to assist you if you have questions.  

                                                Moving forward, we want to remind you of two ongoing reference and self-service resources: 

                                                A Mobile App Is Available
                                                One exciting feature of ctcLink is an app you can use on your mobile devices. Search the app store (iPhone) or play store (Android) on your mobile device for “ctcLink” to download and install this free app today. After you activate your ctcLink account, you’ll be able to access ctcLink directly through your mobile device using this app. Note: You must activate your ctcLink account before using the mobile app or its web-based version. 

                                                ctcLink Deployment Team 

                                                 


                                                Helpful Links and Resources

                                                This email serves as a reminder of some of the resources available to you as we are making the transition to ctcLink, our new data, registration, and financial system. We appreciate your patience as we all learn to use ctcLink together.

                                                ctcLink Help Is Available 
                                                We encourage you to seek help if you have questions, encounter problems, or need additional information. 

                                                • Zoom information sessions are available March 8, 9, 10, 11, and 12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797
                                                • If you encounter problems activating your account, contact the IT HelpDesk
                                                • For step-by-step help guides and tutorials, visit the ctcLink Resources for Students web page
                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page


                                                Spring Quarter Registration Using ctcLink  
                                                Registration for Spring Quarter is now open for all students using the new ctcLink system. Step-by-step enrollment help guides and tutorials are available at the ctcLink Resources for Students web page. And feel free to attend any of the Zoom information sessions mentioned above. Note: Continuing Education students will register as they have been, using learnatnorth.org, learnatcentral.org, and learnatsouth.org.


                                                Tuition Due Date Changed to March 22  
                                                The tuition payment deadline for Spring Quarter 2021 has been changed from March 15 to March 22. We hope this change makes it easier for you during this transition to ctcLink.


                                                View Unofficial Transcripts in Legacy Systems  
                                                You can still view your unofficial transcript in our legacy systems using your old SID and PIN.

                                                CENTRAL: wts.seattlecolleges.edu/seacen/waci002.html
                                                NORTH: wts.seattlecolleges.edu/seanor/waci002.html 
                                                SOUTH: wts.seattlecolleges.edu/seasou/waci002.html   
                                                  

                                                Financial Aid 
                                                Your Winter and Spring Quarter financial aid information will continue to be accessed through your college’s Financial Aid Portal.

                                                NORTH:  northseattle.edu/financial-aid  
                                                CENTRAL:  seattlecentral.edu/enrollment-and-funding/financial-aid-and-funding/financial-aid/financial-aid-portal  
                                                SOUTH:  southseattle.edu/financial-aid/financial-aid-portal  


                                                2020 1098-T Forms  
                                                Student 1098-T forms are not available in ctcLink. You can go to our Education Tax Credit website to learn more and to access your 2020 and past 1098-T forms.


                                                A Mobile App Is Available  
                                                One exciting feature of ctcLink is an app you can use on your mobile devices. Search the app store (iPhone) or play store (Android) on your mobile device for “ctcLink” to download and install this free app today. After you activate your ctcLink account, you’ll be able to access ctcLink directly through your mobile device using this app. Note: You must activate your ctcLink account before using the mobile app or its web-based version.

                                                Students,

                                                First and foremost, thank you for your patience and positive attitude during what has been a major transition.

                                                There has been, and continues to be, a large volume of questions and inquiries about using the new ctcLink system.
                                                We are responding to each request as quickly as possible.

                                                Considering some unforeseen issues with the system, we have moved the tuition deadline from March 15 to March 22.

                                                Please note that our ability to respond over the weekend is limited, but we'll be fully engaged on Monday morning,
                                                March 8.

                                                We encourage you to attend our information and Q&A sessions offered on Zoom March 8-12, twice daily starting at 10 am and 1 pm. We also encourage you to continue to reference the ctcLink Resources for Students web page.

                                                Again, thanks for your grace and understanding,

                                                Seattle Colleges

                                                We are nearing the end of the first week of ctcLink use by students and the second week by staff and faculty. As with any new system, we’ve encountered issues and challenges—some of which have been out of our control.  

                                                The important thing is that everyone has approached these issues and challenges with a collaborative, problem-solving attitude, and we are making progress. Thousands of students are activating their accounts and registering successfully. Questions are being answered. Thousands are using our ctcLink web pages for reference and resources. People are becoming more familiar with the new ctcLink environment. And issues are being successfully addressed. 

                                                Tremendous thanks to everyone directly supporting our students and those behind the scenes, especially our IT Helpdesk staff working with students to help them make the transition. Keep doing what you are doing. Your dedication, professionalism, and resilience make us proud. 


                                                Here’s what is happening with ctcLink next week, March 8-12, 2021. 


                                                New student registration starts on Monday, March 8.
                                                 

                                                Instructor-Led Training
                                                SBCTC has been adding additional Instructor-led training sessions to the online training schedule. Please take a glance at the training schedule to see the updates. 

                                                Monday, March 8 

                                                • Finance – Commitment Control: Budget Errors 

                                                Tuesday, March 9 

                                                • Finance – General Ledger: Month End Closing 

                                                Friday, March 12 

                                                • Finance – Grants/Contracts 

                                                Keep Using FMSQuery:  FMSQuery remains your best current source for your current budget, expenditures, and revenue information. In addition to participating in the trainings above, finance teams are working on uploading budget planning amounts over the next few weeks. We expect the finance budget data to be fully uploaded into ctcLink by the end of March.
                                                 

                                                Manager Self-Service Training, March 11, 10 a.m. to noon 

                                                Tuition Due Date Changed to March 22  
                                                The student tuition payment deadline for Spring Quarter 2021 has been changed from March 15 to March 22. 
                                                 

                                                Zoom Information and Q&A Sessions for Students 
                                                Zoom information sessions are available for students today, March 5, and March 8, 9, 10, 11, and 12. These sessions are held twice a day starting at 10 am and 1 pm. Each session covers account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access is the same for each session: zoom.us/j/91827975797.

                                                 
                                                2020 1098-T Forms  
                                                Student 1098-T forms are not available in ctcLink. Students may go to our Education Tax Credit website to learn more and to access their 2020 and past 1098-T forms.
                                                 

                                                Students May View Unofficial Transcripts in Legacy 
                                                Students can still see their unofficial transcript in legacy (HP) using their old SID and PIN. 

                                                CENTRAL:  https://wts.seattlecolleges.edu/seacen/waci002.html
                                                NORTH:     https://wts.seattlecolleges.edu/seanor/waci002.html 
                                                SOUTH:     https://wts.seattlecolleges.edu/seasou/waci002.html 
                                                 

                                                In ctcLink How Will I... ? 
                                                We’ve developed a web page with employee self-service tutorials and help resources. Topics range from updating your personal employee information to time and leave reporting. Please visit the web page for step-by-step tutorials and guides.
                                                 

                                                Preview the Next Student Email 
                                                The following email will be sent to currently enrolled students on Monday, March 8. An abbreviated version will be posted on college Canvas sites.

                                                Students,

                                                This email serves as a reminder of some of the resources available to you as we are making the transition to ctcLink, our new data, registration, and financial system. We appreciate your patience as we all learn to use ctcLink together.

                                                ctcLink Help Is Available 
                                                We encourage you to seek help if you have questions, encounter problems, or need additional information. 

                                                • Zoom information sessions are available March 8, 9, 10, 11, and 12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797
                                                • If you encounter problems activating your account, contact the IT HelpDesk
                                                • For step-by-step help guides and tutorials, visit the ctcLink Resources for Students web page
                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page


                                                Spring Quarter Registration Using ctcLink  
                                                Registration for Spring Quarter is now open for all students using the new ctcLink system. Step-by-step enrollment help guides and tutorials are available at the ctcLink Resources for Students web page. And feel free to attend any of the Zoom information sessions mentioned above. Note: Continuing Education students will register as they have been, using learnatnorth.org, learnatcentral.org, and learnatsouth.org.


                                                Tuition Due Date Changed to March 22  
                                                The tuition payment deadline for Spring Quarter 2021 has been changed from March 15 to March 22. We hope this change makes it easier for you during this transition to ctcLink.


                                                View Unofficial Transcripts in Legacy Systems  
                                                You can still view your unofficial transcript in our legacy systems using your old SID and PIN.

                                                CENTRAL: wts.seattlecolleges.edu/seacen/waci002.html
                                                NORTH: wts.seattlecolleges.edu/seanor/waci002.html 
                                                SOUTH: wts.seattlecolleges.edu/seasou/waci002.html   
                                                  

                                                Financial Aid 
                                                Your Winter and Spring Quarter financial aid information will continue to be accessed through your college’s Financial Aid Portal.

                                                NORTH:  northseattle.edu/financial-aid  
                                                CENTRAL:  seattlecentral.edu/enrollment-and-funding/financial-aid-and-funding/financial-aid/financial-aid-portal  
                                                SOUTH:  southseattle.edu/financial-aid/financial-aid-portal  


                                                2020 1098-T Forms  
                                                Student 1098-T forms are not available in ctcLink. You can go to our Education Tax Credit website to learn more and to access your 2020 and past 1098-T forms.


                                                A Mobile App Is Available  
                                                One exciting feature of ctcLink is an app you can use on your mobile devices. Search the app store (iPhone) or play store (Android) on your mobile device for “ctcLink” to download and install this free app today. After you activate your ctcLink account, you’ll be able to access ctcLink directly through your mobile device using this app. Note: You must activate your ctcLink account before using the mobile app or its web-based version.

                                                 


                                                Helpful Links and Resources

                                                We hope you are feeling more comfortable using the new ctcLink system. As with any new system, there are some things to refine and work out. We appreciate your patience as we address those issues and as we all learn to use ctcLink together.

                                                Following is some additional information about our transition.
                                                 

                                                Tuition and Fee Charges Available Friday, March 5
                                                If you enrolled in classes yesterday, March 3, or you enroll today, March 4, you will not immediately see your tuition and fees owed in the system due to an additional delay. Please check back on Friday, March 5. We are hopeful the information will be available in the system then. We apologize for the inconvenience and any confusion.
                                                 

                                                Tuition Due Date Changed to March 22 
                                                The tuition payment deadline for Spring Quarter 2021 has been changed from March 15 to March 22. We hope this change makes it easier for you during this transition to ctcLink.
                                                 

                                                2020 1098-T Forms 
                                                Student 1098-T forms are not in ctcLink. You can go to our Education Tax Credit website to learn more and to access your 2020 and past 1098-T forms. 
                                                 

                                                Help Is Available
                                                We encourage you to seek help if you have questions, encounter problems, or need additional information. The following resources are available to you:

                                                • If you have trouble activating your ctcLink account, contact the IT HelpDesk
                                                   
                                                • Zoom information sessions are available March 4-5 and March 8-12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797
                                                   
                                                • For step-by-step help guides and tutorials, including how to enroll in a class, visit the ctcLink Resources for Students web page
                                                   
                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page

                                                 

                                                Here are today’s ctcLink updates and resources, including critical information about student enrollment and student tuition.

                                                Updates


                                                Student Tuition and Fees Update:

                                                • Student Tuition and Fees: Students will not see their tuition and fee charges for Spring quarter in ctcLink today. Our cashiering and finance teams are working with SBCTC to finalize the tuition and fee setup for Spring Quarter, and the student tuition calculation will be activated this evening, March 4, and visible to students tomorrow, Friday, March 5.
                                                • Tuition Payment Deadline: The districtwide ctcLink Steering Committee has been meeting regularly to address ctcLink issues as they arise. We know these unexpected delays in the ability of students to make payments have been frustrating for many students. For Spring Quarter, we are extending the posted tuition deadline from March 15 to March 22.
                                                • NelNet Payment Plans: The NelNet payment plan service is not available for students today. We hope to have the NelNet integration in place for students to use by Friday, March 5.
                                                   

                                                Class Schedule and Enrollment: General student enrollment opened yesterday for students. Thank you to everyone across Seattle Colleges for your assistance and help working with students to activate their ctcLink accounts and get enrolled for Spring Quarter.  

                                                Student Ed Plans: Students are still able to access their Ed Plans on the MyNorth / MySouth / MyCentral sites. The class schedule, registration, and business functions have shifted to ctcLink Student Self-Service, but Ed Plans will continue to live on these sites. Students will now login to the MyCollege sites with their MySeattleColleges username and password.

                                                Resources


                                                Find your own ctcLink ID (Updated): Our IT team has created an easy tool to help students, staff, and faculty recover their ctcLink ID. This tool also shows the student’s name as it appears in ctcLink to assist students in ctcLink account activation.

                                                ctcLink Budget Numbers / Chart Strings: You can see how your previous budget number has converted into a new ctcLink budget number by using our Budget Crosswalk Spreadsheet.
                                                 

                                                Online Class Schedule: For more information on the Class Schedule, here’s a quick guide.
                                                 

                                                Earnings History and TLR: Historical earnings history information for employees can still be retrieved from the TLR system, accessed at https://tlr.seattlecolleges.edu/. Timesheets can no longer be submitted or approved in TLR, but the historical information will remain there.   
                                                 

                                                2020 1098-T Forms: Student 1098-T forms are not in ctcLink. Students can go to our Education Tax Credit website to learn more and to access historical 1098-T forms.

                                                Seattle Colleges is currently transitioning between information systems, and we have started enrollment and registration for Spring Quarter using the new ctcLink system.

                                                First Step: Activate Your ctcLink Account

                                                You must activate your ctcLink account before registering for Spring Quarter classes. If you haven't yet, activate your ctcLink account nowWhen you receive your new ctcLink ID number, be sure to write it down and keep it in a safe place.

                                                If you forget your ctcLink ID after you activate your account, you can retrieve your credentials by entering your SID and PIN at tools.seattlecolleges.edu/Initialize/mycredential_bySID.
                                                 

                                                Tuition and Fee Charges

                                                For students who enroll today, March 3, you will not immediately see your tuition and fees owed in the system due to a statewide conversion issue. Charges for classes enrolled in today, March 3, will be updated tonight and will be available for you to pay online beginning tomorrow, March 4. We apologize for the inconvenience.
                                                 

                                                NelNet Payment Plans

                                                Seattle Colleges is working on finalizing the NelNet Payment Plan process for Spring Quarter, and we are delayed in that setup. Students will be able to set up a payment plan beginning Friday, March 5.
                                                 

                                                Registration

                                                Read the Browse and Search for Classes Help Guide. This will help you become more familiar with the new registration system. Tutorials and step-by-step guides about how to enroll in a class and do other things using ctcLink are available on the ctcLink Resources for Students web page.

                                                Note: Course permission numbers (formerly known as entry codes) can be obtained at your college in the same way they were previously available.
                                                 

                                                Help Is Available

                                                • If you encounter problems activating your account, contact the IT HelpDesk.
                                                   
                                                • Zoom information sessions are available March 1-5 and 8-12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797.
                                                   
                                                • For step-by-step help guides and tutorials, visit the ctcLink Resources for Students web page.
                                                   
                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page.

                                                ctcLink is big change for everyone. Don't hesitate to reach out for help, and we ask for your patience as we learn to use ctcLink together.

                                                Here are today’s ctcLink Updates and Resources, including critical information about student enrollment and student tuition.

                                                Updates

                                                Class Schedule and Enrollment: General student enrollment opened today for returning students. Some students with priority registration began enrolling yesterday.

                                                Student Tuition and Payment

                                                • Student Tuition and Fees: Student who enroll today will not immediately see their tuition and fees for the quarter, and will not be able to pay directly today. Our cashiering and finance teams are working with SBCTC to finalize the tuition and fee setup for Spring quarter, and the student tuition calculation will be activated this evening, March 3.
                                                • NelNet Payment Plans: The NelNet payment plan service will not be immediately available to students today. Our goal was to have the NelNet payment plan service fully integrated to ctcLink by today, but that integration has gone slower than expected. We hope to have the NelNet integration in place for students to use by Friday, March 5.

                                                Canvas login stays the same for students through Winter Quarter: Current students can continue to use their SID and PIN number when logging into Canvas until Spring Quarter. Beginning Spring Quarter, returning and newly admitted students will use their ctcLink ID and password to access Canvas.

                                                Student Ed Plans: Students are still able to access their Ed Plans on the MyNorth / MySouth / MyCentral sites. The class schedule, registration, and business functions have shifted to ctcLink Student Self-Service, but Ed Plans will continue to live on these sites. Students will now login to the MyCollege sites with their MySeattleColleges username and password.
                                                 

                                                Resources

                                                Find your own ctcLink ID (Updated): Our IT team has created an easy tool to help students, staff, and faculty recover their ctcLink ID. This tool also shows the student’s name in ctcLink to assist students in ctcLink account activation.

                                                ctcLink Budget Numbers / Chart Strings: You can see how your previous budget number has converted into a new ctcLink budget number by using our Budget Crosswalk Spreadsheet.

                                                Online Class Schedule: For more information on the Class Schedule, here’s a quick guide.
                                                 

                                                Review the Student Email Message of March 2

                                                An email was sent to all students on Tuesday, March 2 covering registration, tips for using the new class schedule, financial aid, and help available to them for the transition to ctcLink. Read the full email message at the ctcLink Updates web page.
                                                 

                                                Talking to Students about ctcLink 

                                                Below is information you can use or reference when talking to students about ctcLink.
                                                 
                                                The most important things that students need to know are: 

                                                1. The way students register, pay, and update personal information is changing. Students will now do all of these things in one system, ctcLink. 

                                                2. Students who self-register MUST activate their ctcLink account to register for Spring Quarter. 

                                                • Students who normally enroll through a specific person or program (such as Running Start) will continue to do so.

                                                3. Students can now begin activating their account.

                                                4. Canvas access: Students can still use their SID and PIN numbers to login. Students can use their ctcLink ID and password to login to Canvas in Spring Quarter. 

                                                5. Students will use their ctcLink ID and password to create or reset their MySeattleColleges password

                                                 
                                                What are your ctcLink credentials and MySeattleColleges credentials? 

                                                The ctcLink ID and password are student’s WA State community and technical college credentials. The ctcLink ID means that if students take classes at more than one community college in WA, they can use the same login information to access student account at all schools.  It means students now have one account for all the schools they attend and can view transcripts, pay for classes, and take care of business in one place. 

                                                The MySeattleColleges username and password (your firstname.lastname@seattlecolleges.edu and associated password) give students access to the technology tools at Seattle Colleges: Outlook, Office 365, MyNorth/Central/South, campus wi-fi, computer labs (on campus and remote access), and Starfish. 

                                                Help is available. 

                                                Change can be difficult, but we've been working to make sure there are resources for students to help with this transition.   

                                                • If you encounter problems activating your account, contact the IT HelpDesk.

                                                • for step-by-step help guides and tutorials, visit the ctcLink Resources for Students web page.

                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page.

                                                • Zoom information sessions are available March 1-5 and 8-12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797.

                                                Thank you everyone for your continued patience and support.

                                                Now that ctcLink is live, we want to offer you a few tips on registering for Spring quarter and where to find financial aid information. 

                                                Registration

                                                • You must activate your ctcLink account before registering for Spring Quarter classes. If you haven’t yet, activate your ctcLink account now. When you receive your new ctcLink ID number, be sure to write it down and keep it in a safe place. If you forget your ctcLink ID after you activate your account, you can retrieve your credentials by entering your SID and PIN at tools.seattlecolleges.edu/Initialize/mycredential_bySID.
                                                   
                                                • You are encouraged to carefully read the Browse and Search for Classes Help Guide. This will help you become more familiar with the new registration system.
                                                   
                                                • Course permission numbers (formerly known as entry codes) will be available when registration opens and can be obtained at your college in the same way they were previously available.
                                                   
                                                • Tutorials and step-by-step guides about how to enroll in a class and do other things using ctcLink are available on the ctcLink Resources for Students web page. Some quick tips are below.
                                                   

                                                Quick Tips for Using the New Class Schedule
                                                Following are three important things to note when using the new class schedule.

                                                Make sure to select Spring 2021 in the term dropdown menu to see Spring Quarter classes. It defaults to our current quarter, so you may see Winter 2021. (Refer to Step 4 in the Help Guide.)

                                                arrow pointing at term dropdown from web screen capture


                                                Common Course Numbered (CCN) classes are listed as a separate subject. You will want to search for classes in both subjects to see all your options. (Refer to Step 5 in the Help Guide.)

                                                arrow pointing at "Chemistry" and "Chemistry (CCN)" from web screen capture


                                                Make sure to uncheck the “See Open Classes Only” box so you can see all classes, including those that may be closed. (Refer to Step 11 in the Help Guide.)

                                                arrow pointing at "See Open Classes Only" checkbox from web screen capture


                                                Financial Aid
                                                Your Winter and Spring Quarter financial aid information will continue to be accessed through your college’s Financial Aid Portal. You will use your MySeattleColleges login.

                                                Help Is Available
                                                You won’t be alone as you begin using ctcLink. IT staff will be on standby to assist with technical issues. Online help and support—both self-service tutorials and Zoom meetings will be available.

                                                • If you encounter problems activating your account, contact the IT HelpDesk.
                                                • Zoom information sessions are available March 1-5 and 8-12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797.
                                                • For step-by-step help guides and tutorials, visit the ctcLink Resources for Students web page.
                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page.

                                                ctcLink is big change for all of us. Don’t hesitate to reach out for help, and we ask for your patience as we learn to use ctcLink together. 

                                                We are now in our second week using ctcLink, and we want to share several resources, updates, and additional information for students.

                                                Resources

                                                 
                                                Updates

                                                • Student Ed Plans: Students are still able to access their Ed Plans on the MyNorth / MySouth / MyCentral sites. The class schedule, registration, and business functions have shifted to ctcLink Student Self-Service, but Ed Plans will continue to live on these sites. Students will now login to the MyCollege sites with their MySeattleColleges username and password.
                                                • Online Class Schedule: As students are using the online class schedule, the default quarter displayed is still Winter 2021 – unfortunately, this is not something we’re able to change. We appreciate everyone’s assistance in guiding students and employee users to change the quarter to Spring 2021 before searching for Spring classes. For more information on the Class Schedule, here’s a quick guide.
                                                • Canvas login stays the same for students through Winter Quarter: Current students can continue to use their SID and PIN number when logging into Canvas until Spring Quarter. Beginning Spring Quarter, returning and newly admitted students will use their ctcLink ID and password to access Canvas. 

                                                 
                                                Talking to Students about ctcLink 
                                                Below is information you can use or reference when talking to students about ctcLink.
                                                 
                                                The most important things that students need to know are: 

                                                1. The way students register, pay, and update personal information is changing. Students will now do all of these things in one system, ctcLink. 

                                                2. Students who self-register MUST activate their ctcLink account to register for Spring Quarter. 

                                                • Students who normally enroll through a specific person or program (such as Running Start) will continue to do so.

                                                3. Students can now begin activating their account.

                                                4. Canvas access: Students can still use their SID and PIN numbers to login. Students can use their ctcLink ID and password to login to Canvas in Spring Quarter. 

                                                5. Students will use their ctcLink ID and password to create or reset their MySeattleColleges password

                                                 
                                                What are your ctcLink credentials and MySeattleColleges credentials? 

                                                The ctcLink ID and password are student’s WA State community and technical college credentials. The ctcLink ID means that if students take classes at more than one community college in WA, they can use the same login information to access student account at all schools.  It means students now have one account for all the schools they attend and can view transcripts, pay for classes, and take care of business in one place. 

                                                The MySeattleColleges username and password (your firstname.lastname@seattlecolleges.edu and associated password) give students access to the technology tools at Seattle Colleges: Outlook, Office 365, MyNorth/Central/South, campus wi-fi, computer labs (on campus and remote access), and Starfish. 

                                                Help is available. 

                                                Change can be difficult, but we've been working to make sure there are resources for students to help with this transition.   

                                                • If you encounter problems activating your account, contact the IT HelpDesk.

                                                • for step-by-step help guides and tutorials, visit the ctcLink Resources for Students web page.

                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page.

                                                • Zoom information sessions are available March 1-5 and 8-12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797.

                                                Thank you everyone for your continued patience and support.

                                                Last week faculty and staff began using ctcLink. Now it’s your turn. As of today, Monday, March 1, you have access to this new tool to help you manage your college information and business.

                                                We know moving to ctcLink is a big change for you. Don’t hesitate to ask for help, but please be patient. There is a large amount of new information, and everyone is learning this new system—including faculty and staff.

                                                First Step: Activate Your ctcLink Account
                                                To activate your new ctcLink account complete the following steps.
                                                video and step-by-step help guide are available at the ctcLink Resources for Students web page.
                                                 

                                                1. Go to the Students web page for your college: North | Central | South.

                                                1. Click on the ctcLink icon to get to the ctcLink login screen.

                                                        screen shot of icons on student pages with ctcLink icon circled 

                                                1. Click “First Time User?” at the lower right of the ctcLink login screen.
                                                  Note: if you already have a ctcLink ID from another Washington community or technical college or you have activated your ctcLink account, you do not need to click “First Time User?”.

                                                1. Enter the information as requested and click Submit.

                                                1. Choose three security questions by clicking on the dropdown menus.

                                                1. Answer your security questions.
                                                  Note: Answers are not case sensitive. Write your answers down or take a screen shot to help you remember them.  

                                                1. Create your password and confirm it. Then, click Submit. 

                                                1. Your account is now activated. After you write down your ctcLink ID number, click OK.
                                                  Note: You will receive your new ctcLink ID number (called an EMPLID in the system).
                                                  Be sure to write down your new ctcLink ID number when you get it and keep it in a safe place. If you forget your new ctcLink ID number, refer to this help guide.

                                                1. Click Close. For security purposes, make sure to close your browser before logging in to ctcLink.

                                                1. Now you can login to ctcLink and get started.
                                                   

                                                You Will Have Help
                                                You won’t be alone as you start using ctcLink. IT staff will be on standby to assist with technical issues. Online help and support—both self-service tutorials and Zoom meetings will be available.

                                                • If you encounter problems activating your account, contact the IT HelpDesk.

                                                • for step-by-step help guides and tutorials, visit the ctcLink Resources for Students web page.

                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page.

                                                • Zoom information sessions are available March 1-5 and 8-12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797.
                                                   

                                                Spring Quarter Registration Begins March 3 Using ctcLink
                                                On Wednesday, March 3, registration for Spring Quarter begins for returning students using the new ctcLink system. Step-by-step enrollment help guides and tutorials are available at the ctcLink Resources for Students web page. And feel free to attend any of the Zoom information sessions mentioned above. Note: Continuing Education students will register as they have been, using learnatnorth.org, learnatcentral.org, and learnatsouth.org.
                                                 

                                                A Mobile App Is Available
                                                One exciting feature of ctcLink is an app you can use on your mobile devices. Search the app store (iPhone) or play store (Android) on your mobile device for “ctcLink” to download and install this free app today. After you activate your ctcLink account, you’ll be able to access ctcLink directly through your mobile device using this app. Note: You must activate your ctcLink account before using the mobile app or its web-based version.

                                                We’re nearing the end of our first week using our new ctcLink system. This has been the culmination of years of work preparing and training for go-live. Now that it’s here, everyone is troubleshooting, exploring, and becoming more familiar with ctcLink.

                                                The good news is that things appear to be working correctly overall. Where there are issues, they are being reported and addressed with our SBCTC partners. We appreciate how everyone has approached this transition with patience and a generous attitude focused on problem-solving. We hope you see the potential in ctcLink and how it is a step forward even if it is different than our legacy systems.

                                                The next big step will be on Monday, March 1, when our students begin activating their accounts and preparing for registration, which also begins next week. Thanks go to everyone involved in the preparations for bringing our students on board. We know this week has been challenging, exhilarating, and maybe a bit draining. Please take some time this weekend to recharge as the novelty of the new system and the initial adrenaline rush begins to wane. It will be important to approach next week with our best positive energy in order to help our students make the transition to ctcLink.

                                                The unicorn has landed. Now we need to learn how to ride. 🦄 

                                                Thanks! Kurt & Daniel
                                                 

                                                *ctcLink To Do List* 

                                                • Hourly and Student Employee Timesheets for time worked since 2/16 needs to be submitted and approved by the end of the day TODAY (2/26).
                                                  • Visit the Drop-In Time & Leave Support Zoom between 10 am and noon today (2/26) with any last-minute questions.
                                                • Go beyond the Tiles: Not all the tools in ctcLink have their own Tile. Some need to be reached through the NavBar. Please use a quick-reference-guide to check the navigation path before requesting a security change. 

                                                Here’s what is happening with ctcLink next week, March 1-5, 2021.

                                                Instructor-Led Training
                                                SBCTC has been adding additional Instructor-led training sessions to the online training schedule. Please take a glance at the training schedule to see the updates.

                                                Tuesday, March 2

                                                • CS – End of Term & Graduation, Transfer Credits

                                                Wednesday, March 3

                                                • Finance – Grants, Verifying/Activating Grant Awards

                                                Thursday, March 4

                                                • CS – Curriculum Management, Class Scheduling


                                                In ctcLink How Will I... ?
                                                We’ve developed a web page with employee self-service tutorials and help resources. Topics range from updating your personal employee information to time and leave reporting. Please visit the web page for step-by-step tutorials and guides.

                                                Archive of Emails, Updates, and Messages about ctcLink
                                                Reminder: the various emails, updates, and messages about ctcLink are archived on the ctcLink Updates web page (Note: you are currently on that web page). Messages to students are also included. If you want to make sure you haven’t missed something or you don’t want to go searching through your email, this web page may be helpful to you.

                                                Preview the Next Student Email
                                                The following email will be sent to currently enrolled students on Monday, March 1. An abbreviated version will be posted on college Canvas sites and will be sent to students who are active in Starfish.

                                                Students, 

                                                Last week faculty and staff began using ctcLink. Now it’s your turn. As of today, Monday, March 1, you have access to this new tool to help you manage your college information and business. 

                                                We know moving to ctcLink is a big change for you. Don’t hesitate to ask for help, but please be patient. There is a large amount of new information, and everyone is learning this new system—including faculty and staff. 

                                                First Step: Activate Your ctcLink Account  
                                                To activate your new ctcLink account complete the following steps. 
                                                video and step-by-step help guide are available at the ctcLink Resources for Students web page
                                                 

                                                1. Go to the Students web page for your college: North | Central | South

                                                1. Click on the ctcLink icon to get to the ctcLink login screen. 

                                                        screen shot of icons on student pages with ctcLink icon circled 

                                                1. Click “First Time User?” at the lower right of the ctcLink login screen.  
                                                  Note: if you already have a ctcLink ID from another Washington community or technical college or you have activated your ctcLink account, you do not need to click “First Time User?”. 

                                                1. Enter the information as requested and click Submit. 

                                                1. Choose three security questions by clicking on the dropdown menus. 

                                                1. Answer your security questions.  
                                                  Note: Answers are not case sensitive. Write your answers down or take a screen shot to help you remember them.  

                                                1. Create your password and confirm it. Then, click Submit. 

                                                1. Your account is now activated. After you write down your ctcLink ID number, click OK.
                                                  Note: You will receive your new ctcLink ID number (called an EMPLID in the system).
                                                  Be sure to write down your new ctcLink ID number when you get it and keep it in a safe place. If you forget your new ctcLink ID number, refer to this help guide.

                                                1. Click Close. For security purposes, make sure to close your browser before logging in to ctcLink. 

                                                1. Now you can login to ctcLink and get started. 
                                                   

                                                You Will Have Help 
                                                You won’t be alone as you start using ctcLink. IT staff will be on standby to assist with technical issues. Online help and support—both self-service tutorials and Zoom meetings will be available. 

                                                • If you encounter problems activating your account, contact the IT HelpDesk

                                                • for step-by-step help guides and tutorials, visit the ctcLink Resources for Students web page.  

                                                • Find answers to common questions at the Frequently Asked Questions (FAQs) for students page

                                                • Zoom information sessions are available March 1-5 and 8-12. These sessions are held twice a day starting at 10 am and 1 pm. Each session will cover account activation, enrollment and registration, and standard payment options using ctcLink. The sessions include a 45-minute presentation and 45 minutes for Q&A. Zoom access will be the same for each session: zoom.us/j/91827975797
                                                   

                                                Spring Quarter Registration Begins March 3 Using ctcLink 
                                                On Wednesday, March 3, registration for Spring Quarter begins for returning students using the new ctcLink system. Step-by-step enrollment help guides and tutorials are available at the ctcLink Resources for Students web page. And feel free to attend any of the Zoom information sessions mentioned above. Note: Continuing Education students will register as they have been, using learnatnorth.org, learnatcentral.org, and learnatsouth.org. 
                                                 

                                                A Mobile App Is Available 
                                                One exciting feature of ctcLink is an app you can use on your mobile devices. Search the app store (iPhone) or play store (Android) on your mobile device for “ctcLink” to download and install this free app today. After you activate your ctcLink account, you’ll be able to access ctcLink directly through your mobile device using this app. Note: You must activate your ctcLink account before using the mobile app or its web-based version.  

                                                ctcLink Deployment Team 

                                                 


                                                Helpful Links and Resources

                                                As we spring into our 4th day in ctcLink, here are several employee Time & Leave updates and additional information about Finance processes.

                                                Employee & Supervisor Time & Leave Info

                                                Open Time & Leave Drop-In Help
                                                In addition to the scheduled ctcLink Time & Leave training sessions, we also have an open drop-in help session each day from 10 am – noon via Zoom. The drop-in sessions are listed on the full Time & Leave training schedule.

                                                Classified employees & supervisors: Sudden Comp Time Balances? As part of the conversion process to bring over classified employee comp time balances, the comp time hours will all show as accrued on this first classified timesheet. This will not result in additional pay. The HR & Payroll team is sending additional communication directly to the impacted employees.

                                                Updating Personal Information
                                                We want to encourage employees to review and update their preferred contact information in ctcLink. This includes preferred emails and preferred phone numbers, and emergency contact information. How to information is available online.

                                                *Reminder: Time worked for Hourly, Student Employee, and Classified employees since 2/16 needs to be submitted and approved by the end of the day tomorrow.

                                                Budget Info and Finance Processes

                                                Keep Using FMSQuery: The February accounting month was closed in the FMS system. FMSQuery remains your best current source of information for your current budget, expenditures, and revenue information. (Sidenote: FMSQuery information is being retained, and archived, and will not disappear).

                                                Credit Cards:  Credit Card use can fully resume on March 1. If it can wait until Monday, please wait until Monday.

                                                • Credit Card Holders: If you are a credit card holder, please stay tuned for information from Finance and Purchasing staff on February credit card reconciliation during the first week of March. If you are a credit card holder and haven’t completed the PU103 Procurement Card training in Canvas, please do so.
                                                • Purchasing Requisitions: Your support to wait on Purchasing Requisitions until March 8 is much appreciated. There are two training sessions scheduled March 8 & 9 to support use of the online Purchasing Requisition in ctcLink.
                                                  • March 8 (1-4pm)
                                                  • March 9 (9am – noon)
                                                • Please email Emily Kiely directly to RSVP so we can ensure your Purchasing Permissions are in place before the training session.

                                                Interested in ctcLink Budget Information?

                                                • Please see the Finance Budget Number training and the linked budget crosswalk tool. The crosswalk tool will let you lookup a legacy budget number and see the new ctcLink chartstring.
                                                • Budgets? When we converted Finance data into ctcLink, we converted expenses, revenues, and other transaction data. Budget planning data (the permanent budget field in FMSQuery for example) is not converted over as part of this process. Finance teams are working on uploading those budget planning amounts over the next few weeks. We expect the finance budget data to be fully uploaded into ctcLink by the end of March.
                                                • We are also working on developing easy to use reporting tools to replace the functionality in FMSQuery.

                                                Staff across the colleges are working intensely on critical activities for getting out our first payroll in ctcLink, and getting ready to resume normal financial activities. If it’s not a critical need, we continue to appreciate your patience over the next few weeks.
                                                 

                                                To keep you informed during ctcLink deployment week, we’re sending a daily email that provides updates, offers resources, and answers frequently asked questions.  

                                                Faculty Account Activation
                                                We invite faculty members to activate their ctcLink account.

                                                Verify Your Courses in ctcLink
                                                Faculty members, once you have activated your account, you are encouraged to verify your courses in ctcLink. If you do not see a course you are expecting to see attached to your name, please contact your division office.
                                                 

                                                When Activating Your ctcLink Account
                                                The ctcLink login icon is located on the Employees web page for each college (North | Central | South).

                                                ctcLink icons from the Employee pages at North, Central, and South

                                                You may also login to ctcLink using the “Employee Login for ctcLink” button on the district Employees page or directly at gateway.ctclink.us or ptprd.ctclink.us/psp/ptprd.
                                                 

                                                Attention: Employees Who Have Activated Their Accounts
                                                We want to make sure you’ve activated your account in the ctcLink “production environment” and not the test environment used prior to our February 22 go-live. Please verify that by logging in using the links in the section above (When Activating Your ctcLink Account). If you activated your ctcLink account in the User Acceptance Testing (UAT) environment, you need to reactivate at one of the links in the section above. 
                                                 

                                                ctcLink Email and Junk Mail Folders
                                                Initially with the deployment of ctcLink at Seattle Colleges, emails generated from ctcLink were ending up in recipients’ junk mail folders. IT staff have worked with SBCTC to rectify this situation. As of roughly 3 pm on Tuesday, February 23, new ctclink emails are being delivered to inboxes correctly. Emails that were delivered to junk mail prior to that time will remain in junk mail and need to be manually moved to inbox if desired.
                                                 

                                                Student Employees May Activate Their Accounts Now
                                                Supervisors of student employees are asked to encourage their student workers to activate their ctcLink account this week. They will want to submit any time worked between 2/16 and 2/28 so that they can get paid in the next payroll. The account activation process is the same for student employees as all employees. Step-by-step instructions are available on the ctcLink Resources for Students page.

                                                Note: Student employees who activate their accounts this week as employees also see (and activate) their student self-service. All other students will be invited to activate their ctcLink account starting Monday, March 1.

                                                This email is to provide several updates, resources, and answers to a few frequently asked questions. We will send out a similar ctcLink update email each day this week.

                                                Open Time & Leave Drop-In Help
                                                In addition to the scheduled ctcLink Time & Leave training sessions, we also have an open drop-in help session each day from 10am – noon via Zoom. The drop-in sessions are listed on the full Time & Leave training schedule.

                                                Employee Emergency Contact Information & Personal Information
                                                A few employees have noticed their current emergency contact information is not in ctcLink. Previously, that information was stored locally at the college and department level, and not entered into our central employee data. Please take this opportunity to update your emergency contact information.

                                                How to update your personal information in ctcLink:

                                                Other First Week Resources:

                                                • Update: Student Data Crosswalks: Our page describing how some of our student data has transformed in ctcLink has been updated with the final ‘Go Live’ crosswalks.
                                                • Update: Legacy – ctcLink Budget Crosswalk: The crosswalk tool that shows how a particular legacy budget string (like 149-086-AB17) has been converted to ctcLink (149-11200-086) has been updated with our final Go-Live information.

                                                Permissions & Security

                                                ERP Support Sessions
                                                Staff across many departments are working in all-day training sessions this week with the SBCTC support team. We appreciate everyone's patience as our enrollment, advising, admissions, payroll and HR, financial aid, finance, and cashiering offices continue their all-day work with SBCTC.

                                                Student Employees
                                                For purposes of ctcLink account activation, please encourage student employees to activate their ctcLink account this week and submit any time worked between 2/16 and 2/28 so that they can get paid in the next payroll. The account activation process is the same for student employees as all employees. Note: Student employees who activate their accounts this week as employees also see (and activate) their student self-service.

                                                One Last Thing
                                                If you forgot your ctcLink ID number, here are the instructions for recovering it.

                                                Thanks everyone!

                                                Daniel Cordas
                                                Executive Director, ctcLink & Student Success Technology

                                                Colleagues,

                                                We have launched ctcLink successfully. This is a major step for Seattle Colleges and the beginning of a process that will be filled with learning and mastering this new system. There are many to thank, but we will leave that for another message.

                                                At the moment we need employees to focus on activating their ctcLink accounts. We’ve developed a staggered approach for activating ctcLink user accounts. This is to avoid overwhelming our new system and to allow IT staff to focus on assisting specific groups with any technical issues that arise.

                                                Note: those who activated accounts in test environments prior to ctcLink go-live must reactivate. Your ctcLink ID (EMPLID) will be the same as you used in the test environment.

                                                Dates to Activate ctcLink Accounts
                                                 

                                                Staff members are invited to activate their ctcLink accounts beginning Monday, February 22 and after.  

                                                In an effort to allow front line staff to make sure they get their issues resolved promptly, Faculty are invited to activate their ctcLink accounts beginning Wednesday, February 24 and after.

                                                Students are invited to activate their ctcLink accounts beginning Monday, March 1, and that entire week.

                                                If you encounter technical problems while trying to activate your account, please contact the IT Helpdesk.

                                                ctcLink icons have been added to the employee pages at each college (North, Central, South). A button to the ctcLink gateway has also been added to the district Employees web page. You may also access the ctcLink gateway directly at https://gateway.ctclink.us.

                                                We wish you all a smooth transition to our new ctcLink system and the best as we work together to support each other and serve our students.

                                                Kurt Buttleman
                                                and
                                                Daniel Cordas 

                                                This week faculty and staff in departments across Seattle Colleges are working with our new ctcLink system. They are settling in and getting ready to serve students and other employees. They are focused on becoming more familiar with ctcLink and checking to make sure information has transferred correctly. Many college offices will be closed this week to prepare to serve and support you on March 1, when you will begin using ctcLink.   

                                                Learn More about ctcLink Now 
                                                Now is the time to start learning more about how to use ctcLink if you haven’t already. 

                                                Begin Using ctcLink March 1 
                                                On Monday, March 1, you will begin using ctcLink. Online help and support—both self-service tutorials and online zoom meetings—will be available. IT staff will be on standby to assist with technical issues. Please do not attempt to activate your account before March 1. 

                                                • We encourage you to start with online tutorials and step-by-step help guides available at the ctcLink Resources for Students web page
                                                • Online training sessions for students will include information about account activation, enrollment, and payment. Sessions will be offered twice a day March 1-5 and 8-12 starting at 10 am and 1 pm. 
                                                • The IT HelpDesk will offer LiveChat and phone support for account activation, browser, and access issues.
                                                   

                                                Spring Quarter Registration Begins March 3 Using ctcLink 
                                                On Wednesday, March 3, registration for Spring Quarter begins for returning students using the new ctcLink system.  

                                                • Quick tips for using the new class schedule (NorthCentralSouth): 
                                                  • Review the help guide: How to Browse and Search for Classes.  
                                                  • Common Course Numbered (CCN) classes are listed as a separate subject. You will want to search for classes in both subjects. (See Step 5 in the guide). 
                                                  • Make sure to uncheck the “See Open Classes Only” box so you can see all classes, including those that may be closed. (See Step 11 in the guide).
                                                     
                                                • Course permission numbers (formerly known as entry codes) will be available when registration opens and can be obtained at your college in the same way they were previously available.
                                                   
                                                • Remember, online tutorials and step-by-step help guides on how to enroll in classes are available at the ctcLink Resources for Students web page.
                                                   
                                                • ctcLink Student Info sessions that cover account activation, enrollment, and payment steps will be held twice a day March 1-5 and 8-12 starting at 10 am and 1 pm. Click here for schedule and access information (scroll to ctcLink Info Sessions for Students on Zoom).
                                                   
                                                • Note: Continuing Education students will register as they have been using learnatnorth.org, learnatcentral.org, and learnatsouth.org.
                                                   

                                                A Mobile App Is Available 
                                                One exciting feature of ctcLink is an app you can use on your mobile devices. Search the app store (iPhone) or play store (Android) on your mobile device for “ctcLink” to download and install this free app today. Note: You must activate your ctcLink account before using the mobile app or its web-based version. Please see the account activation instructions at the ctcLink Resources for Students web page and for more information about the app. After you activate your ctcLink account on March 1, you’ll be able to access ctcLink directly through your mobile device using the app.  

                                                We know moving to ctcLink is a big change for everyone. Please be patient as we learn this new system together. 

                                                _____ 

                                                What to Expect During the Transition to ctcLink at Seattle Colleges 

                                                • Many college offices will be closed or have limited hours from February 15 to March 1 to focus on the transition. This includes Admissions, Advising, Business Offices, Cashiering, Enrollment and Registration, Financial Aid Offices, and Payroll. 
                                                   
                                                • You still have access to your coursework in Canvas. You also have access to email and Office365, Starfish, library systems, and remote access to computer labs. 
                                                   
                                                • On Monday, March 1, you may begin using ctcLink.  
                                                • Online training sessions for students will be offered twice daily March 1-5 and 8-12 starting at 10 am and 1 pm. 
                                                   
                                                • Registration for Spring Quarter begins Wednesday, March 3 for returning students using ctcLink.  
                                                  • Learn how to enroll in a class at the ctcLink Resources for Students web page
                                                  • Note: Continuing Education students will register as they have been using learnatnorth.org, learnatcentral.org, and learnatsouth.org. 
                                                     
                                                • Registration for Spring Quarter begins Monday, March 8 for new students using ctcLink. 
                                                   
                                                • Learn how to use ctcLink with step-by-step guides and tutorials at the ctcLink Resources for Students web page.
                                                   
                                                • A mobile app is available for ctcLink. Search for “ctcLink” and download it at your mobile app store.  
                                                  • You must activate your ctcLink account before using the mobile app or its web-based version. 

                                                Our Seattle Colleges ctcLink Team is anticipating going live on February 22, 2021. We appreciate everyone’s patience and understanding as staff members start learning the intricacies of the new system. We’ll all be new employees on Monday learning our jobs in real time!  

                                                The unicorn blessing is about to march OVER us! 🦄 

                                                Countdown to Go-Live: TWO DAYS! 


                                                Here’s what is happening with ctcLink next week, February 15-19, 2021.
                                                 

                                                Employee Self-Service Training Dates & Drop-In Support Hours 
                                                We have worked with the HR team to set a schedule of employee self-service training dates with a focus on Time Reporting and Leave Requests. Training is broken into three separate types of sessions – Faculty, Exempt, and Classified+ Hourly. Please click here to view the full schedule (and Zoom link)

                                                Classified & Hourly 

                                                • Saturday, February 20 at 2 p.m. *intent is to be flexible for those who are regularly scheduled on weekends. 
                                                • Tuesday, February 23 at 10 a.m., 4 p.m., and 7 p.m. 
                                                • Thursday, February 25 at 10 a.m., 4 p.m., and 7 p.m. 

                                                Faculty 

                                                • Wednesday, February 24 at 10 a.m., 4 p.m., and 7 p.m. 

                                                Exempt 

                                                • Saturday, February 20 at 2 p.m. 
                                                • Monday, February 22 at 9 a.m. and 2 p.m. 
                                                • Friday, February 26 at 9 a.m. and 2 p.m. 

                                                Drop-In Hours 

                                                • Monday, February 22 - 26, 10 a.m.-noon 
                                                   

                                                Instructor-Led Training 
                                                SBCTC has been adding additional Instructor-led training sessions to the online training schedule. Please take a glance at the training schedule to see the updates. 


                                                In ctcLink How Will I... ? 
                                                We’ve developed a web page with employee self-service tutorials and help resources. Topics range from updating your personal employee information to time and leave reporting. Please visit the web page for step-by-step tutorials and guides. 


                                                Dates to Activate ctcLink Accounts 
                                                We’ve developed a staggered approach for activating ctcLink user accounts. This is to avoid overwhelming our new system and to allow IT staff to focus on assisting specific groups with any technical issues that arise during deployment. Note: those who activated accounts in test environments prior to ctcLink go-live, must reactivate on Monday, February 22. Your ctcLink ID (EMPLID) will be the same. 

                                                Videos Added to Resources Page 
                                                Video recordings of the ctcLink update and Q&A zoom sessions held on February 5 and February 12 have been added to the ctcLink Resources page. The sessions are hosted by Kurt Buttleman, Executive Sponsor and Vice-Chancellor for Academic and Student Success and Daniel Cordas, ctcLink Project Director for Seattle Colleges.  
                                                 

                                                Preview the Next Student Email 
                                                The following email will be sent to currently enrolled students on Monday, February 22. An abbreviated version will post on college Canvas sites. 

                                                Students, 

                                                This week faculty and staff in departments across Seattle Colleges are working with our new ctcLink system. They are settling in and getting ready to serve students and other employees. They are focused on becoming more familiar with ctcLink and checking to make sure information has transferred correctly. Many college offices will be closed this week to prepare to serve and support you on March 1, when you will begin using ctcLink.   

                                                Learn More about ctcLink Now 
                                                Now is the time to start learning more about how to use ctcLink if you haven’t already. 

                                                Begin Using ctcLink March 1 
                                                On Monday, March 1, you will begin using ctcLink. Online help and support—both self-service tutorials and online zoom meetings—will be available. IT staff will be on standby to assist with technical issues. Please do not attempt to activate your account before March 1. 

                                                • We encourage you to start with online tutorials and step-by-step help guides available at the ctcLink Resources for Students web page
                                                • Online training sessions for students will include information about account activation, enrollment, and payment. Sessions will be offered twice a day March 1-5 and 8-12 starting at 10 am and 1 pm. 
                                                • The IT HelpDesk will offer LiveChat and phone support for account activation, browser, and access issues.
                                                   

                                                Spring Quarter Registration Begins March 3 Using ctcLink 
                                                On Wednesday, March 3, registration for Spring Quarter begins for returning students using the new ctcLink system.  

                                                • Quick tips for using the new class schedule (NorthCentralSouth): 
                                                  • Review the help guide: How to Browse and Search for Classes.  
                                                  • Common Course Numbered (CCN) classes are listed as a separate subject. You will want to search for classes in both subjects. (See Step 5 in the guide). 
                                                  • Make sure to uncheck the “See Open Classes Only” box so you can see all classes, including those that may be closed. (See Step 11 in the guide).
                                                     
                                                • Course permission numbers (formerly known as entry codes) will be available when registration opens and can be obtained at your college in the same way they were previously available.
                                                   
                                                • Remember, online tutorials and step-by-step help guides on how to enroll in classes are available at the ctcLink Resources for Students web page.
                                                   
                                                • ctcLink Student Info sessions that cover account activation, enrollment, and payment steps will be held twice a day March 1-5 and 8-12 starting at 10 am and 1 pm. Click here for schedule and access information (scroll to ctcLink Info Sessions for Students on Zoom).
                                                   
                                                • Note: Continuing Education students will register as they have been using learnatnorth.org, learnatcentral.org, and learnatsouth.org.

                                                   

                                                A Mobile App Is Available 
                                                One exciting feature of ctcLink is an app you can use on your mobile devices. Search the app store (iPhone) or play store (Android) on your mobile device for “ctcLink” to download and install this free app today. Note: You must activate your ctcLink account before using the mobile app or its web-based version. Please see the account activation instructions at the ctcLink Resources for Students web page and for more information about the app. After you activate your ctcLink account on March 1, you’ll be able to access ctcLink directly through your mobile device using the app.  

                                                We know moving to ctcLink is a big change for everyone. Please be patient as we learn this new system together. 

                                                ctcLink Deployment Team 

                                                _____ 

                                                 

                                                What to Expect During the Transition to ctcLink at Seattle Colleges 

                                                • Many college offices will be closed or have limited hours from February 15 to March 1 to focus on the transition. This includes Admissions, Advising, Business Offices, Cashiering, Enrollment and Registration, Financial Aid Offices, and Payroll. 
                                                   
                                                • You still have access to your coursework in Canvas. You also have access to email and Office365, Starfish, library systems, and remote access to computer labs. 
                                                   
                                                • On Monday, March 1, you may begin using ctcLink.  
                                                • Online training sessions for students will be offered twice daily March 1-5 and 8-12 starting at 10 am and 1 pm. 
                                                   
                                                • Registration for Spring Quarter begins Wednesday, March 3 for returning students using ctcLink.  
                                                  • Learn how to enroll in a class at the ctcLink Resources for Students web page
                                                  • Note: Continuing Education students will register as they have been using learnatnorth.org, learnatcentral.org, and learnatsouth.org. 
                                                     
                                                • Registration for Spring Quarter begins Monday, March 8 for new students using ctcLink. 
                                                   
                                                • Learn how to use ctcLink with step-by-step guides and tutorials at the ctcLink Resources for Students web page.
                                                   
                                                • A mobile app is available for ctcLink. Search for “ctcLink” and download it at your mobile app store.  
                                                  • You must activate your ctcLink account before using the mobile app or its web-based version. 

                                                 


                                                Helpful Links and Resources

                                                Dear Colleagues,

                                                The transition to ctcLink has begun. This email provides information about important next steps in Seattle Colleges’ move to ctcLink over the new few weeks as well as details on “how to” and support information for go live.

                                                I encourage you to refer to our ctcLink Go-Live and Support Plan with employee and student support information, as well as instructions for account activation. (This plan is also linked on our ctcLink Resources webpage.)

                                                Personal note: Thank you to everyone who has stuck with us through this journey. February 22 marks the beginning of the next chapter as we all truly begin to learn the new system, find new ways of doing our work, and discover ctcLink’s quirks. We are making this change together, and will need to continue to rely on each other for grace, patience, and support.

                                                This Week: February 16 - 19

                                                Tuesday, February 16 – Payroll administrative processing occurs early.

                                                • TLR is now set to inquiry only (users will be unable to submit or approve timecards). Employees will be able to see their historical timesheets within TLR.

                                                Wednesday, February 17

                                                • ctcLink Production Accounts “lock” at 5 pm: ctcLink production accounts (the temporary 060_Cordas accounts) for class schedulers and enrollment staff are locked.
                                                • FMS: Last day for any data entry into the legacy Financial Management System (FMS). February accounting month end runs overnight. Limited FMS access will be available Thursday morning.
                                                • Admissions: Last day to approve any web admissions applications in SMS to have them brought over into ctcLink.

                                                Thursday February 18 – SBCTC will set all our SMS, FMS, and PPMS access screens to inquiry only. SBCTC’s ctcLink team begins converting our data into ctcLink.

                                                Friday, February 19 – Websites that currently require SID/PIN to login are moving to MySeattleColleges authentication. This includes our student portals (MyNorth, MyCentral, MySouth), the library EZProxy service, and inquiry-only historical access to TLR. MySeattleColleges login has already been added as an option to our employee portal, inside.seattlecolleges.edu, to smooth the transition.

                                                • Legacy SMS/FMS/PPMS Access: Staff regain view-only access to the legacy systems.

                                                Next Week: February 22 - 26

                                                Once we ‘go live,’ we will have two major focus points: getting timesheets in for our first ctcLink payroll and preparing for the start of Spring quarter enrollment.

                                                Monday, February 22 at 8 am – Go live: Seattle Colleges begins using ctcLink.

                                                Tuesday, February 23

                                                • Classified, hourly, and student employees: make sure you’ve activated your account, and have a plan for submitting timesheets by Friday, February 26.
                                                • Managers: check in with your classified, hourly, and student employees regarding account activation and timesheets.

                                                Wednesday, February 24 

                                                Friday, February 26 – Timesheets are due for Feb. 16 – 28 for classified, hourly, and student workers. Any leave requests for this period are also due for all employees.

                                                What else will be happening this week? Departments across Seattle Colleges will be logging into ctcLink production, settling in, and getting ready to serve students and other employees. HR will be refining recruitment and hiring processes. Purchasing will be recreating about 300 blanket purchase orders. Enrollment will be setting up enrollment appointments for Spring Quarter. Cashiering and business office teams will be working on getting tuition and fee processes all set for Spring Quarter enrollment to start.

                                                Week of March 1 - 5

                                                Monday, March 1Students are invited to begin activating their accounts.

                                                Tuesday, March 2 – Enrollment opens for priority registration.

                                                Wednesday, March 3 – Enrollment opens for returning students.

                                                Week of March 8 - 12

                                                Monday, March 8

                                                • Enrollment opens for new students.
                                                • HR: Recruiting and hiring processes begin to startup in ctcLink. Stay tuned for additional information from your HR team.
                                                • Purchasing: Employees can begin submitting new purchase requisitions in ctcLink.

                                                Daniel Cordas
                                                Executive Director, ctcLink & Student Success Technology

                                                We are beginning the transition to ctcLink. Many college offices will be closed until Monday, March 1 to focus on this change. Please be aware that you will not have access to your student records until March 1. We know this is inconvenient, but it is necessary so we can make the change to ctcLink successfully. 
                                                 
                                                You still have access to your coursework in Canvas. You also have access to email and Office365, Starfish, library systems, and remote access to computer labs.  
                                                 
                                                Please Start Learning about ctcLink Now 
                                                We encourage you to start learning more about how to use ctcLink by visiting the ctcLink Resources for Students web page. For information about important dates, refer to the Key Dates for Students section of the ctcLink for Students webpage. We also have a Frequently Asked Questions (FAQs) for students page to help you find answers to some common questions. 
                                                 
                                                You Will Have Help 
                                                On Monday, March 1, you will begin to use ctcLink. You’ll receive more information over the next few weeks to help prepare for this change. IT staff will be on standby to assist with technical issues. Online help and support—both self-service tutorials and zoom meetings will also be available. Watch your email for details. 
                                                 
                                                You Will Receive a New Student ID Number 
                                                To activate your new ctcLink account in March, you will enter your existing SID to receive your new ctcLink identification number (called an EMPLID in the system). Be sure to write down your new ID number when you get it and keep it in a safe place. With this you will have one ID number to access your information across Seattle Colleges as well as across the Washington community and technical college system. Your ID and records will follow you within the community and technical college system. 
                                                 
                                                Look for an important email on March 1 with more details. Until then, take two minutes to watch a short video on how to activate your account. Watch it a few times to have a good starting level of preparation. 
                                                 
                                                Registration Begins March 3 Using ctcLink 
                                                On Wednesday, March 3, registration for Spring Quarter will begin for returning students using the new ctcLink system. (Note: Continuing Education students will register using learnatnorth.org, learnatcentral.org, and learnatsouth.org as they have been.) We will be there to offer help and support as you get comfortable using ctcLink to register.  
                                                 
                                                We hope you have had a chance to begin reviewing the new class schedule as you plan for Spring Quarter: 

                                                If you have questions, take advantage of our help guide: Searching and Browsing Classes
                                                 
                                                Please be patient as we work together to learn this new system. ctcLink’s new tools and features will help us better serve you. 

                                                Our Seattle Colleges ctcLink Team is busy preparing to go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch. The unicorn blessing continues to march towards us! 🦄 

                                                Please Be Patient and Generous 
                                                As we begin our big move to ctcLink, please keep in mind patience and generosity are important. Many people have been working to prepare for this launch for many, many months. It is an intricate project that touches nearly all of our systems in one way or another. We all want this transition to be easy and flawless. There is a great deal of pressure to have it work perfectly and to know every answer on day one. With a project this large and all-encompassing that doesn’t always happen. We may encounter problems or glitches, and we may not immediately know all the answers. Please be patient and generous with yourself and others as we all learn to use ctcLink together.

                                                Countdown to Go-Live: 9 Days


                                                Here’s what is happening with ctcLink next week, February 15-19, 2021.

                                                Employee Self-Service Training Dates 
                                                We have worked with the HR team to set a schedule of employee self-service training dates with a focus on Time Reporting and Leave Requests. Training is broken into three separate types of sessions – Faculty, Exempt, and Classified+ Hourly. Sessions will be offered on Feb. 12, 16-20, 22-26. Calendar invites were sent on Tuesday, 2/2. If you did not receive the invites, please click here to view the full schedule (and Zoom link) and add the training sessions to your calendar. 

                                                Classified & Hourly 

                                                • February 16 at 10 a.m., 4 p.m., and 7 p.m. 
                                                • February 18 at 10 a.m., 4 p.m., and 7 p.m. 
                                                • February 20 at 2 p.m. *intent is to be flexible for those who are regularly scheduled on weekends

                                                Faculty 

                                                • February 17 at 10 a.m., 4 p.m., and 7 p.m. 

                                                Exempt 

                                                • February 19 at 10 a.m., and 4 p.m. 
                                                • February 20 at 2 p.m. 

                                                Instructor-Led Training 
                                                SBCTC has been adding additional Instructor-led training sessions to the online training schedule. Please take a glance at the training schedule to see the updates. 

                                                Dates to Activate ctcLink Accounts 
                                                We’ve developed a staggered approach for activating ctcLink user accounts. This is to avoid overwhelming our new system and to allow IT staff to focus on assisting specific groups with any technical issues that arise during deployment.  

                                                • Staff members will be invited to activate their ctcLink accounts beginning Monday, February 22, Tuesday, February 23, and after. 
                                                • Faculty will be invited to activate their ctcLink accounts beginning Wednesday, February 24, Thursday, February 25, and after. 
                                                • Students will be invited to activate their ctcLink accounts beginning Monday, March 1, and that entire week. 

                                                Faculty Resources Now Available 
                                                To support faculty as they learn how to use ctcLink, a group from across Seattle Colleges has developed a series of video tutorials and supporting reference documents. These resources are in-depth, step-by-step tutorials and guides to the course management tools that will replace Instructor Briefcase (IBC). 

                                                These tutorials and guides are available now on a new web page, ctcLink Training and Resources for Faculty. There is also an additional informational web page ctcLink for Faculty

                                                Full credit for developing these online resources and websites goes to: 

                                                Updating Website Links 
                                                The Seattle Colleges web team and communications teams at each college are working collaboratively to identify, address, and update web page links affected by our move to ctcLink. This group will do their best to plan for and manage updating these changes, but we ask for your patience as this will be a process and may take some time. If you identify a link that appears to be broken or that goes to an incorrect URL, please complete a help desk ticket or email webteam.central@seattlecolleges.edu

                                                Preview the Next Student Email 
                                                The following email will be sent to currently enrolled students on Tuesday, February 16. An abbreviated version will post on college Canvas sites. 

                                                Students, 

                                                We are beginning the transition to ctcLink. Many college offices will be closed until Monday, March 1 to focus on this change. Please be aware that you will not have access to your student records until March 1. We know this is inconvenient, but it is necessary so we can make the change to ctcLink successfully. 

                                                You still have access to your coursework in Canvas. You also have access to email and Office365, Starfish, library systems, and remote access to computer labs.  

                                                Please Start Learning about ctcLink Now 

                                                We encourage you to start learning more about how to use ctcLink by visiting the ctcLink Resources for Students web page. For information about important dates, refer to the Key Dates for Students section of the ctcLink for Students webpage. We also have a Frequently Asked Questions (FAQs) for students page to help you find answers to some common questions. 

                                                You Will Have Help 

                                                On Monday, March 1, you will begin to use ctcLink. You’ll receive more information over the next few weeks to help prepare for this change. IT staff will be on standby to assist with technical issues. Online help and support—both self-service tutorials and zoom meetings will also be available. Watch your email for details. 

                                                You Will Receive a New Student ID Number 

                                                To activate your new ctcLink account in March, you will enter your existing SID to receive your new ctcLink identification number (called an EMPLID in the system). Be sure to write down your new ID number when you get it and keep it in a safe place. With this you will have one ID number to access your information across Seattle Colleges as well as across the Washington community and technical college system. Your ID and records will follow you within the community and technical college system. 

                                                Look for an important email on March 1 with more details. Until then, take two minutes to watch a short video on how to activate your account. Watch it a few times to have a good starting level of preparation. 

                                                Registration Begins March 3 Using ctcLink 

                                                On Wednesday, March 3, registration for Spring Quarter will begin for returning students using the new ctcLink system. (Note: Continuing Education students will register using learnatnorth.org, learnatcentral.org, and learnatsouth.org as they have been.) We will be there to offer help and support as you get comfortable using ctcLink to register.  

                                                We hope you have had a chance to begin reviewing the new class schedule as you plan for Spring Quarter: 

                                                North - https://wa063.ctclink.us/app/catalog/classSearch/2213/
                                                Central - https://wa062.ctclink.us/app/catalog/classSearch/2213/
                                                South - https://wa064.ctclink.us/app/catalog/classSearch/2213/

                                                If you have questions, take advantage of our help guide: Searching and Browsing Classes

                                                Please be patient as we work together to learn this new system. ctcLink’s new tools and features will help us better serve you.  

                                                ctcLink Deployment Team 

                                                 

                                                Helpful Links and Resources

                                                Faculty Colleagues,

                                                As you know, Seattle Colleges will move to our new districtwide student, employee, and business enterprise data system this month. ctcLink is the new system replacing our antiquated, decades-old legacy systems.

                                                The transition to ctcLink is a major undertaking. The major benefit will be the integration of data systems—both across our district and with the Washington state community and technical college system.

                                                We know this is a big change for everyone. We all will be learning to navigate and use this new system together along with our students.

                                                To support you as you learn this new system, a small group of your faculty peers has developed a series of video tutorials and supporting reference documents. These resources are in-depth, step-by-step guides on the course management tools that will replace your current tool, Instructor Briefcase (IBC).

                                                These tutorials and guides are available to you now on a new web page, ctcLink Training and Resources for Faculty. I encourage you to visit and bookmark it for your reference along with the informational web page ctcLink for Faculty.

                                                Full credit for developing these websites and online resources goes to this talented team:

                                                Anytime a large, complex organization like ours makes a big change to its core systems it can be challenging, intimidating, and a bit frustrating or even scary. Thank you for your patience and open-mindedness as we all begin working in this new system while giving our best to serve students.

                                                Sincerely,

                                                Kurt R. Buttleman, Ed.D.
                                                Vice Chancellor for Academic & Student Success
                                                Seattle Colleges

                                                The process of moving from our current student data, finance, and business systems to the new ctcLink system will begin soon. To make the transition, we need to shut down our current systems and transfer the data. This means you will not have access to your records and some services for a period of time in February. We apologize for this inconvenience, but it is necessary.  

                                                Access to Student Records Paused February 12 to March 1 
                                                Please be aware that you will not have access to your student records online in MyNorth, MyCentral, or MySouth from Friday, February 12, to Monday, March 1. These records include information about your student accounts, financial balances, class registration, enrollment, and transcripts. If you need this information, please access it online before Thursday, February 11, at 4:30 pm. You will have access to your student records again beginning on March 1 in ctcLink. 

                                                Other Services Paused During ctcLink Transition 
                                                Please note the following dates when other services will be paused for the ctcLink transition. 

                                                • Many college offices will be closed or have limited hours from February 15 to March 1 to focus on the transition. This includes Admissions, Advising, Business Offices, Cashiering, Enrollment and Registration, Financial Aid Offices, and Payroll.  
                                                • Financial aid and scholarship disbursements will not occur between February 8 and March 1.   
                                                • The last day for cashiering transactions in business offices at all colleges is Wednesday, February 10, before 4:30 pm.  

                                                Services That Will Remain Open and Accessible 
                                                Your coursework in Canvas will not be interrupted. You will also have access to email and Office365, Starfish, library systems, and remote access to computer labs. 

                                                Changes in Login and Authentication Begin February 22 
                                                How you login to your student portal — MyNorth, MyCentral, and MySouth — will change as we move to ctcLink. Beginning Monday, February 22, you will use your MySeattleColleges login information instead of your SID/PIN to access your student portal and many other apps.  

                                                *Note: Your MySeattleColleges login is the same login information you use with Microsoft Office365 and Outlook email (typically firstname.lastname@seattlecolleges.edu and associated password). 

                                                Most of the services—like the class schedule, registration, student records and personal information, and business functions—are moving to ctcLink from MyNorth, MyCentral, and MySouth, but your student portal will be available during the transition and after. 

                                                ctcLink Opens for Student Use March 1 - Start Learning Now 

                                                • On Monday, March 1, you will be asked to activate your new account in ctcLink. Once activated, it will provide access to your student records and information in ctcLink. Watch your email for details on how to do that.  
                                                • Curious about how you’ll activate your ctcLink account beginning March 1? You can visit the ctcLink Resources for Students web page to start learning today about how you will use ctcLink. 

                                                Keep watching for important announcements, especially in your email and Canvas. Please make it a priority to read messages about ctcLink and take any actions you are asked to complete. 

                                                We are excited to bring these new tools and features to you. 

                                                Our Seattle Colleges ctcLink Team is busy preparing to go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                Countdown to Go-Live: 16 Days


                                                Here’s what is happening with ctcLink next week, February 8-12, 2021.
                                                 

                                                Employee Self-Service Training Dates
                                                We have worked with the HR team to set a schedule of employee self-service training dates with a focus on Time Reporting & Leave Requests. The trainings are broken into three separate types of sessions – Faculty, Exempt, and Classified+ Hourly. Sessions will be offered on Feb. 12, 16-20, 22-26. Calendar invites were sent on Tuesday, 2/2. If you did not receive the invites, please click here to view the full schedule (and Zoom link) and add the training sessions to your calendar.

                                                As we get closer and closer to our transition to the new ctcLink system, we want to thank all employees who are participating in training for Go Live on February 22. We’ve heard some concerns from faculty about completing the training and have done all that we can to ensure the training is as concise and painless as training on checking waitlists, entering grades and personal time and leave can be. To clarify, the training time for faculty will not be compensated as those tasks are part of the professional obligations of all current and future faculty professionals.

                                                Friday, February 12

                                                • Upcoming training (first offering in a series): Employee Self-Service with Focus on Exempt Time Reporting & Leave Requests

                                                Instructor-Led Training 
                                                SBCTC has been adding additional Instructor-led Training sessions to the online training schedule. Please take a glance at the training schedule to see the updates.

                                                Staff Training and Report
                                                Employees and managers are encouraged to review the ctcLink Training webpage, and check that you’re completing the right training.

                                                • All employees should complete the online Employee Self-Service training. We’ll be offering additional live training on Employee Self-Service (see item above) as we get closer to launch, and the online Canvas course provides a solid foundation for learning the new system.
                                                • All supervisors need to complete the Manager Self-Service training.
                                                • If you buy things with Purchase Requisitions, please complete PU100 Purchasing: Requisitions.
                                                • If you buy things with a Seattle Colleges Credit Card, please complete PU103 Purchasing: P-Card.

                                                Looking for information on staff progress through the online ctcLink training courses? The Weekly Training Report can now be accessed online.

                                                New Look for Spring Class Schedule
                                                The new Spring 2021 class schedule is now available online. Many sincere thanks to all who have worked to build this schedule over the past six months.

                                                You'll notice a new look and some changes to how it works as you view the class schedule in ctcLink.

                                                If you have questions, take advantage of our help guide: Searching and Browsing Classes.

                                                Encourage Students to Start Learning About ctcLink Now 
                                                On Monday, March 1, students will be asked to activate their new account in ctcLink. Once activated, it will provide access to their student records and information in ctcLink. Details about how to do that will be sent by email. Faculty and staff can encourage students to start learning about ctcLink now. A number of tutorials, guides, and resources are available now on the ctcLink Resources for Students web page.

                                                Changes to Inside.SeattleColleges Login Authentication on February 22  
                                                With our transition to ctcLink there will also be changes in login authentication. Beginning Monday, February 22, employees will use their mySeattleColleges (also known as EAD) login information instead of their SID/PIN to access the Seattle Colleges employee portal, inside.seattlecolleges.edu. Your mySeattleColleges login information is typically your “firstname.lastname@seattlecolleges.edu” and associated password. This is the same login information you use with Microsoft Office365 and Outlook email.

                                                Preview the Next Student Email
                                                The following email will be sent to currently enrolled students on Monday, February 8. An abbreviated version will post on college Canvas sites on Tuesday, February 9.

                                                Students, 

                                                The process of moving from our current student data, finance, and business systems to the new ctcLink system will begin soon. To make the transition, we need to shut down our current systems and transfer the data. This means you will not have access to your records and some services for a period of time in February. We apologize for this inconvenience, but it is necessary.  

                                                Access to Student Records Paused February 12 to March 1 
                                                Please be aware that you will not have access to your student records online in MyNorth, MyCentral, or MySouth from Friday, February 12, to Monday, March 1. These records include information about your student accounts, financial balances, class registration, enrollment, and transcripts. If you need this information, please access it online before Thursday, February 11, at 4:30 pm. You will have access to your student records again beginning on March 1 in ctcLink. 

                                                Other Services Paused During ctcLink Transition 
                                                Please note the following dates when other services will be paused for the ctcLink transition. 

                                                • Many college offices will be closed or have limited hours from February 15 to March 1 to focus on the transition. This includes Admissions, Advising, Business Offices, Cashiering, Enrollment and Registration, Financial Aid Offices, and Payroll.  
                                                • Financial aid and scholarship disbursements will not occur between February 8 and March 1.   
                                                • The last day for cashiering transactions in business offices at all colleges is Wednesday, February 10, before 4:30 pm.  

                                                Services That Will Remain Open and Accessible 
                                                Your coursework in Canvas will not be interrupted. You will also have access to email and Office365, Starfish, library systems, and remote access to computer labs. 

                                                Changes in Login and Authentication Begin February 22 
                                                How you login to your student portal — MyNorth, MyCentral, and MySouth — will change as we move to ctcLink. Beginning Monday, February 22, you will use your MySeattleColleges login information instead of your SID/PIN to access your student portal and many other apps.  

                                                *Note: Your MySeattleColleges login is the same login information you use with Microsoft Office365 and Outlook email (typically firstname.lastname@seattlecolleges.edu and associated password). 

                                                Most of the services—like the class schedule, registration, student records and personal information, and business functions—are moving to ctcLink from MyNorth, MyCentral, and MySouth, but your student portal will be available during the transition and after. 

                                                ctcLink Opens for Student Use March 1 - Start Learning Now 

                                                • On Monday, March 1, you will be asked to activate your new account in ctcLink. Once activated, it will provide access to your student records and information in ctcLink. Watch your email for details on how to do that.  
                                                • Curious about how you’ll activate your ctcLink account beginning March 1? You can visit the ctcLink Resources for Students web page to start learning today about how you will use ctcLink. 

                                                Keep watching for important announcements, especially in your email and Canvas. Please make it a priority to read messages about ctcLink and take any actions you are asked to complete. 

                                                We are excited to bring these new tools and features to you. 

                                                ctcLink Deployment Team 


                                                Helpful Links and Resources

                                                Colleagues,

                                                We are counting down to an important change to our aging enterprise resource planning (ERP) systems, our student data, employee, and business systems.  On February 22, we will move to a new ERP system called ctcLink.

                                                We Need Your Patience and Generosity

                                                This will be a big change for everyone, and our students, faculty, and staff will be learning ctcLink together. As we adapt to our new systems, I ask for your patience and grace, as well as your open mind and generous attitude. Many other colleges across the state have already made the transition successfully, and we will too.

                                                Resources Will Be Available to Help with the Transition

                                                Keep in mind, you won’t be alone as we make this move. Teams of faculty and staff are working on training sessions, video tutorials, and support documents to help everyone make the transition and learn to use ctcLink. They want to make it as easy as possible for all users. Help will be available, just keep watching for important ctcLink announcements.

                                                Stay Informed

                                                The transition will affect the way we conduct day-to-day business. Please make it a priority to stay informed. If you haven’t been following closely, a good place to start is the ctcLink website: seattlecolleges.edu/ctclink. Dr. Kurt Buttleman sends weekly email updates about ctcLink every Friday, and I encourage you to read them.

                                                Important Dates

                                                Following are important dates and notes about the transition. Watch your email for specific details.

                                                • From February 15 to March 1, many of our offices and data systems will be closed to prepare for the change and test and verify our new systems. This includes Admissions, Advising, Business Offices, Cashiering, Enrollment and Registration, Financial Aid Offices, and Payroll.
                                                   
                                                • “Go live” is set for Monday, February 22. During the week of February 22-26, employees will be asked to activate their new ctcLink account.
                                                   
                                                • The new ctcLink system will open for student use on Monday, March 1. Students will be asked to activate their new ctcLink account and receive their new student ID.
                                                   
                                                • On Wednesday, March 3, registration for Spring Quarter begins for returning students using the new ctcLink system. New students will begin registration on March 8. (Note: Continuing Education students will still register using learnatnorth.org, learnatcentral.org, and learnatsouth.org.)
                                                   
                                                • Students and faculty will have access to Canvas for all their coursework during this time. Everyone will continue to have access to email and Office365, 25Live, Starfish, Azorus CRM, and our library systems as well.

                                                A Change Two Years in the Making

                                                Many people—faculty, staff, and administrators—across Seattle Colleges have spent the last two years working to prepare for this change, with more joining in those preparations over the past several months. There are so many to thank, starting with Daniel Cordas, who serves as the Project Director, and Kurt Buttleman, Vice Chancellor for Academic and Student Success, who serves as the executive sponsor. The members of our ctcLink Project Team also deserve a great deal of credit for their leadership and work. And I want to thank everyone who has spent time on training, planning, and implementing this change.

                                                Our move to ctcLink will change things, but I know your dedication to help our students achieve their educational goals remains firm. I am confident that, with the resilience and ability to adapt you’ve all demonstrated over the past year, we will have a successful switch-over in the end.

                                                Many thanks for your understanding and support.

                                                Shouan Pan, Chancellor
                                                Seattle Colleges

                                                Tomorrow, 2/2, you will receive multiple invites from the ctcLink projects calendar for ctcLink Employee Self-Service Training. Sending multiple invites was the most convenient way to share these sessions with you all.

                                                We have worked with the HR team to set a schedule of employee self-service training dates with a focus on Time Reporting and Leave Requests using ctcLink. The trainings are broken into different sessions focusing on employee types: Faculty, Exempt, and Classified & Hourly.

                                                Please find a time and accept the invite that works for your schedule. You do not need to attend each training, but you are welcome to attend multiple repeat sessions if you want the extra support. 

                                                20 days until go-live.

                                                ctcLink Team

                                                We're changing our systems and online tools to better serve you. Later this month Seattle Colleges will launch a new and improved technology and data system called ctcLink. These improvements will make the way you access your information more user-friendly with more self-service and mobile-friendly features available.

                                                Many systems, like registration, will be changing. To learn more about these changes, refer to the ctcLink for Students website at seattlecolleges.edu/ctclink/ctclink-students.

                                                What can you expect during the transition?

                                                New Look for Spring Class Schedule
                                                Start planning your next quarter with the new Spring 2021 class schedule, available on Tuesday, February 2. You'll notice a new look and some changes to how it works as you view the class schedule in ctcLink. We hope these improvements will assist you. If you have questions, take advantage of our help guide, Searching and Browsing Classes, and get ready to register starting March 3.

                                                Pause in Services During Transition 
                                                Preparing for ctcLink will mean a pause in many current services, and several college offices will be closed from February 15 until March 1. This is necessary to prepare for the changeover of data systems and to test and verify our new systems. We know this is inconvenient, but we ask for your patience during this time. It is extremely important to make sure the data in the new system is accurate.

                                                Offices and services affected include:

                                                • Admissions 
                                                • Advising  
                                                • Business Offices and Cashiering 
                                                • Enrollment and Registration 
                                                • Financial Aid  
                                                • Payroll and Human Resources 
                                                • You will not have access to your student accounts and information in MyCentral, MyNorth, or MySouth, during this time.

                                                You will still have access to: 

                                                • Coursework on Canvas 
                                                • Email and Office365 
                                                • Starfish 
                                                • Remote access to computer labs 

                                                 
                                                Important Dates 
                                                Following are important dates and notes about the change to ctcLink. Watch your email for details.

                                                • From February 15 to March 1, many of our offices and data systems will be closed to prepare for this change and test and verify our new systems.
                                                   
                                                • If all goes well, on Monday, March 1, the new ctcLink system will open for your use. You’ll be asked to activate your new ctcLink account and receive your new student ID. Watch your email for details.
                                                   
                                                • On Wednesday, March 3, registration for Spring Quarter will begin using the new system. Watch your email for details. (Note: Continuing Education students will still register using learnatnorth.org, learnatcentral.org, and learnatsouth.org.)

                                                We’re excited to bring these new tools and features to you to help make your college experience more user-friendly and serve you better.

                                                Our Seattle Colleges ctcLink Team is busy preparing to go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                As we get closer and closer to "Go Live" on February 22, we are getting more and more questions about what folks should be reading to stay informed and to be prepared. In short, READ THIS and follow up on the items below that pertain directly to you and your work. And, if you don’t want to read this, go to the ctcLink website for an hour or so and look around. It’s really a useful source of information.  

                                                Countdown to Go-Live: 23 Days


                                                ctcLink Districtwide Update and Demonstration, Friday, Feb. 5, 11:00 a.m. to Noon 
                                                Join the ctclink team to view a demonstration of the system and get your final questions answered. If you have specific questions, please send them to Daniel Cordas in advance. 

                                                Instructor-Led Training 
                                                SBCTC has been adding additional Instructor-led Training sessions to the online training schedule. Please take a glance at the training schedule to see the updates.  

                                                • Tuesday, February 2 
                                                  Admissions – Campus Solutions 
                                                   
                                                • Thursday, February 4 
                                                  Beginning of Term Processes – Campus Solutions – QARS, Program/Plan, NSC Errors 

                                                Employee Self-Service Training Dates 
                                                We have worked with the HR team to set a schedule of employee self-service training dates with a focus on Time Reporting & Leave Requests. The trainings are broken into three separate types of sessions – Faculty, Exempt, and Classified+ Hourly. Sessions will be offered on Feb. 12, 16-20, 22-26. Click here to view the full schedule (and Zoom link)

                                                Staff Training and Report 
                                                Employees and managers are encouraged to review the ctcLink Training webpage, and check that you’re completing the right training. 

                                                • All employees should complete the online Employee Self-Service training. We’ll be offering additional live training on Employee Self-Service (see item above) as we get closer to launch, and the online Canvas course provides a solid foundation for learning the new system.  
                                                • All supervisors need to complete the Manager Self-Service training. 
                                                • If you buy things with Purchase Requisitions, please complete PU100 Purchasing: Requisitions
                                                • If you buy things with a Seattle Colleges Credit Card, please complete PU103 Purchasing: P-Card

                                                Looking for information on staff progress through the online ctcLink training courses? The Weekly Training Report can now be accessed online. 

                                                ctcLink User Resources and Tutorials Under Development 
                                                Resources are currently in development for specific ctcLink user audiences. Resources—including video tutorials, slide shows, and step-by-step help documents—will be available soon, with some ready for use now. 

                                                Communication with External Groups about ctcLink – Vendors, Area Schools, Civic and Program Partners 
                                                We’ve prepared messages employees across Seattle Colleges may use with external groups regarding our move to ctcLink and associated service disruptions. District Communications will share messages with our contacts at Seattle Public Schools and the city of Seattle. Feel free to customize and share with your contacts as needed.  We also created a note you can add to your email signature to reinforce the same information. For your easy reference, these messages, are available online on the ctcLink Resources webpage: seattlecolleges.edu/ctclink/resources

                                                New Look for Spring Class Schedule 
                                                Plans call for the Spring Quarter 2021 class schedule to be available on February 2 through each college’s website. You'll notice a new look and some changes to how it works as you view the class schedule in ctcLink. We’ve developed a help guide for students: Searching and Browsing Classes. Registration will also look different when it begins on March 3 using our new ctcLink system. Details coming soon.

                                                Changes in Login Authentication Coming 
                                                With our transition to ctcLink there will be changes in login authentication. Beginning Monday, February 22, employees will use EAD login information—“your.name@seattlecolleges.edu” and associated password—instead of SID/PIN to access the Seattle Colleges employee portal inside.seattlecolleges.edu. The EAD login is the same login information you use with Microsoft Office365 and Outlook email. 

                                                Preview Our Next Student Email 
                                                The following email will be sent to currently enrolled students on Monday, February 1. 


                                                Email Subject Line: important ctcLink information – what to expect as we prepare for ctcLink “go-live”

                                                We're changing our systems and online tools to better serve you. Later this month Seattle Colleges will launch a new and improved technology and data system called ctcLink. These improvements will make the way you access your information more user-friendly with more self-service and mobile-friendly features available.

                                                Many systems, like registration, will be changing. To learn more about these changes, refer to the ctcLink for Students website at seattlecolleges.edu/ctclink/ctclink-students.

                                                What can you expect during the transition?

                                                New Look for Spring Class Schedule
                                                Start planning your next quarter with the new Spring 2021 class schedule, available on Tuesday, February 2. You'll notice a new look and some changes to how it works as you view the class schedule in ctcLink. We hope these improvements will assist you. If you have questions, take advantage of our help guide, Searching and Browsing Classes, and get ready to register starting March 3.

                                                Pause in Services During Transition 
                                                Preparing for ctcLink will mean a pause in many current services, and several college offices will be closed from February 15 until March 1. This is necessary to prepare for the changeover of data systems and to test and verify our new systems. We know this is inconvenient, but we ask for your patience during this time. It is extremely important to make sure the data in the new system is accurate.

                                                Offices and services affected include:

                                                • Admissions 
                                                • Advising  
                                                • Business Offices and Cashiering 
                                                • Enrollment and Registration 
                                                • Financial Aid  
                                                • Payroll and Human Resources 
                                                • You will not have access to your student accounts and information in MyCentral, MyNorth, or MySouth, during this time.

                                                You will still have access to: 

                                                • Coursework on Canvas 
                                                • Email and Office365 
                                                • Starfish 
                                                • Remote access to computer labs 

                                                 
                                                Important Dates 
                                                Following are important dates and notes about the change to ctcLink. Watch your email for details.

                                                • From February 15 to March 1, many of our offices and data systems will be closed to prepare for this change and test and verify our new systems.
                                                   
                                                • If all goes well, on Monday, March 1, the new ctcLink system will open for your use. You’ll be asked to activate your new ctcLink account and receive your new student ID. Watch your email for details.
                                                   
                                                • On Wednesday, March 3, registration for Spring Quarter will begin using the new system. Watch your email for details. (Note: Continuing Education students will still register using learnatnorth.org, learnatcentral.org, and learnatsouth.org.)

                                                We’re excited to bring these new tools and features to you to help make your college experience more user-friendly and serve you better.


                                                Seattle Colleges (DG4-B) Going Live with ctcLink on February 22 

                                                From Chirsty Campbell – Statewide ctcLink Project Director, dated January 26, 2021 
                                                 
                                                The ctcLink Steering Committee met today with the Seattle Colleges’ project manager and leadership to discuss readiness for a Feb. 22, 2021 ctcLink go-live for all three colleges and the district office.

                                                After reviewing the readiness results, the ctcLink Steering Committee unanimously approved DG4-B go-live for Feb. 22, 2021.

                                                With all Seattle Colleges and SBCTC teams working remotely due to the pandemic, staying on schedule and preparing for go-live might have seemed like an impossible task.  Instead, everyone joined forces – virtually – and accomplished all of the go-live preparation activities. In particular, the teamwork and support from the DG4-A partners made all the difference.

                                                For this incredible feat, I would like to acknowledge the extraordinary leadership of Seattle Colleges project manager, Daniel Cordas. Managing such a large project across three colleges and a district office is no easy task. But, with his leadership and the hard work and resiliency of the Seattle ctcLink teams, they worked together to make it happen.

                                                Also, to be commended is the consistent guidance of the Seattle Colleges’ executive sponsor, Dr. Kurt Buttleman, and the ongoing leadership and support of the colleges’ chancellor and presidents—Dr.  Pan, Seattle Colleges Chancellor; Dr. Crawford, North Seattle College President-Interim; Dr. Edwards Lange, Seattle Central College President; and Dr. Rimando-Chareunsap, South Seattle College President.

                                                I would also like to thank the SBCTC ctcLink teams for consistently providing stellar support and keeping the project moving forward, even in these extremely trying times. I am honored to be a part of this successful and tremendous effort.
                                                 


                                                Helpful Links and Resources

                                                Students,

                                                When we move to our new data system, ctcLink, starting on Monday, February 22, the changes will make the way you access your Seattle Colleges information more user-friendly. Your experience will be more comprehensive and consistent whether you are attending Central, North, or South.

                                                The preparation for and transition to ctcLink will affect the services you’ll be able to access. During the time we change systems, access to your current student account and a number of student services will be unavailable. We’ve made every effort to minimize the impact on students, but this is necessary to make sure everything is accurate and running smoothly as we move from the old system to the new system.

                                                NOTE: You will still have full access to your coursework in Canvas.
                                                Canvas will NOT be interrupted by our transition to ctcLink.

                                                Following are important dates for you to keep in mind. Mark these on your calendars.

                                                Funding Disbursements Paused Between February 8 and March 1
                                                Due to the transition to ctcLink, financial aid, scholarships, Workforce and other fund disbursements will not occur between February 8 and March 1. Financial aid application processing and funding disbursements will resume after Monday, March 1.

                                                Cashiering Transactions Paused Between February 11 and March 1
                                                The last day for student and department cashiering transactions in business offices at all colleges is Wednesday, February 10 until 4:30 pm. Cashiering services will begin again on Monday, March 1 using the new ctcLink system.  

                                                Access to Your Online Student Account and Records Paused from February 15 to March 1
                                                Please be aware that you will not have access to your student account and records using our current systems, MyCentral, MyNorth, or MySouth, from Monday, February 15, until Monday, March 1. This two-week period is required to transfer our current data systems into ctcLink and ensure the information is intact and accurate. You will still have access to Canvas, Office365, Starfish, and remote access to computer labs.

                                                Various Student Services Will Not Be Available February 22 to March 1
                                                Several offices will be closed Monday, February 22 through Friday, February 26 to focus on the transition and ensure the data transfer was successful. They include Cashiering, Admissions, Business Offices, Enrollment & Registration, Financial Aid Offices, and Payroll at each of our colleges. These offices will reopen on Monday, March 1.

                                                While we understand moving to a new system will limit service temporarily, we hope you will be patient with everyone as we all learn to work with ctcLink together. We will keep you informed of the things you’ll need to do as well as other important details about this transition, including resources, tutorials, and information sessions to help you navigate and use ctcLink. Please continue to watch for the important emails you receive about ctcLink and read them.

                                                As always, if you want more information, refer to the ctcLink for Students website at www.seattlecolleges.edu/ctclink/ctclink-students

                                                Our Seattle Colleges ctcLink Team is busy preparing to go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                As we approach Go-Live and begin final preparations for the change, please prioritize ctcLink in your staff meetings and other discussions.  Now’s a great time to anticipate what final preparations you and your teams need to make before February 22 and to address remaining questions or concerns.

                                                Countdown to Go-Live: 30 Days


                                                Q&A: What’s staying the same?

                                                1. Will faculty, staff, and students still have a MySeattleColleges login (Email + password) to access email, MyDesk, computers on campus, and Office 365?
                                                  Yes. The MySeattleColleges login used by students, faculty and staff will stay the same. MySeattleColleges authentication will be also begin to be used more frequently on our webpages to replace SID/PIN authentication.
                                                   
                                                2. Does logging in to Canvas change?
                                                  Students, faculty and staff will continue to use Canvas. Faculty and staff will continue to use their current login. Students can also continue using their SID to login to ctcLink. New students without a SID will only use their EMPLID to access Canvas.
                                                   
                                                3. Are PeoplePages going away?
                                                  No. Our Web Services team is working hard to connect our PeoplePages to ctcLink data, and we  fully  plan to continue PeoplePages.
                                                   
                                                4. Is the Enrollment Dashboard on Inside.SeattleColleges.edu going away?
                                                  No. Our Web Services team is working hard to connect ctcLink data to the Enrollment Dashboard.  There may be a few weeks in which the Enrollment Dashboard data is static, as Web Services works on  the integration.
                                                   
                                                5. What about Starfish?
                                                  Student, staff, and faculty will continue to use Starfish without interruption. The student class and enrollment data will be static temporarily while the IT team switches from our legacy systems to ctcLink.

                                                Instructor-Led Training
                                                SBCTC has been adding additional Instructor-led Training sessions to the online training schedule. Please take a glance at the training schedule to see the updates. These new sessions include:

                                                • Student services, admissions, and class scheduling
                                                • Grant management and finance

                                                Staff Training and Report 
                                                We want to encourage employees and managers to review the ctcLink Training webpage, and check that you’re completing the right training.

                                                • All employees should complete the online Employee Self-Service training. We’ll be offering additional live training on Employee Self-Service as we get closer to launch, and the online Canvas course provides a solid foundation for learning the new system.
                                                • All supervisors need to complete the Manager Self-Service training.
                                                • If you buy things with Purchase Requisitions, please complete PU100 Purchasing: Requisitions.
                                                • If you buy things with a Seattle Colleges Credit Card, please complete PU103 Purchasing: P-Card.

                                                Looking for information on staff progress through the online ctcLink training courses? The Weekly Training Report can now be accessed online.

                                                Student Communications
                                                As we approach our ctcLink go-live date of February 22, student communications efforts are ramping up.  Following are a few ways to keep up with what is being communicated to students.

                                                • On Fridays, employees receive Weekly ctcLink, an email update to all employees (you are reading it now). You can preview the email about ctcLink that will be sent to students for the next week.
                                                   
                                                • On our ctcLink website, all messages sent to students are posted and archived on the ctcLink for Students webpage and the ctcLink Updates webpage (this page), which also archives all messages to employees.
                                                   
                                                • We are using the Canvas pages (CentralNorthSouth) for each college to keep students informed. Each week we update the notifications that appear when students log on to Canvas. The messages there reinforce the student email for that week.

                                                We hope you find these helpful as we all work to prepare for our move to ctcLink. If you have questions about specific dates related to the ctcLink transition, visit our Key Dates, Events, and Timeline webpage.

                                                🦄Preview Our Next Student Email🦄
                                                The following email will be sent to currently enrolled students on Monday, January 25.

                                                Email Subject Line: ctcLink important information - services affected during transition in February

                                                Students,

                                                When we move to our new data system, ctcLink, starting on Monday, February 22, the changes will make the way you access your Seattle Colleges information more user-friendly. Your experience will be more comprehensive and consistent whether you are attending Central, North, or South.

                                                The preparation for and transition to ctcLink will affect the services you’ll be able to access. During the time we change systems, access to your current student account and a number of student services will be unavailable. We’ve made every effort to minimize the impact on students, but this is necessary to make sure everything is accurate and running smoothly as we move from the old system to the new system.

                                                NOTE: You will still have full access to your coursework in Canvas.
                                                Canvas will NOT be interrupted by our transition to ctcLink.

                                                Following are important dates for you to keep in mind. Mark these on your calendars.

                                                Funding Disbursements Paused Between February 8 and March 1
                                                Due to the transition to ctcLink, financial aid, scholarships, Workforce and other fund disbursements will not occur between February 8 and March 1. Financial aid application processing and funding disbursements will resume after Monday, March 1.

                                                Cashiering Transactions Paused Between February 11 and March 1
                                                The last day for student and department cashiering transactions in business offices at all colleges is Wednesday, February 10 until 4:30 pm. Cashiering services will begin again on Monday, March 1 using the new ctcLink system.  

                                                Access to Your Online Student Account and Records Paused from February 15 to March 1
                                                Please be aware that you will not have access to your student account and records using our current systems, MyCentral, MyNorth, or MySouth, from Monday, February 15, until Monday, March 1. This two-week period is required to transfer our current data systems into ctcLink and ensure the information is intact and accurate. You will still have access to Canvas, Office365, Starfish, and remote access to computer labs.

                                                Various Student Services Will Not Be Available February 22 to March 1
                                                Several offices will be closed Monday, February 22 through Friday, February 26 to focus on the transition and ensure the data transfer was successful. They include Cashiering, Admissions, Business Offices, Enrollment & Registration, Financial Aid Offices, and Payroll at each of our colleges. These offices will reopen on Monday, March 1.

                                                While we understand moving to a new system will limit service temporarily, we hope you will be patient with everyone as we all learn to work with ctcLink together. We will keep you informed of the things you’ll need to do as well as other important details about this transition, including resources, tutorials, and information sessions to help you navigate and use ctcLink. Please continue to watch for the important emails you receive about ctcLink and read them.

                                                As always, if you want more information, refer to the ctcLink for Students website at www.seattlecolleges.edu/ctclink/ctclink-students


                                                Helpful Links and Resources

                                                This quarter, Seattle Colleges – Central, North, and South – will change our student technology and data systems to ctcLink, which will replace MyCentral, MyNorth, and MySouth. While we’ve all grown accustomed to our current system, it uses outdated technology that doesn’t offer the integrated online services you need. Our new system, ctcLink, offers many services online in a mobile-friendly way.

                                                This email is the first in a series of emails you will receive with information about our move to ctcLink. We ask you to please pay close attention to information in these emails, as this transition will affect every student attending Seattle Colleges.

                                                Following are important upcoming dates for you to keep in mind.

                                                • Spring Quarter Schedule Available Online Monday, February 1
                                                  As we look ahead, be aware that the Spring Quarter class schedule will be available to preview online for your planning purposes on Monday, February 1.
                                                   
                                                • Funding Disbursements Will Not Occur Between February 8 and March 1
                                                  Due to the transition to ctcLink, financial aid and scholarship disbursements will not occur between February 8 and March 1, 2021.  Financial aid applications and funding disbursements will begin processing again after Monday, March 1.
                                                   
                                                • Cashiering Transactions Unavailable Between February 11 and March 1
                                                  The last day for student and department cashiering transactions in business offices at all colleges is Wednesday, February 10 until 4:30 pm. Cashiering services will begin again on Monday, March 1 using the new ctcLink system.
                                                   
                                                • Registration Begins for Continuing Students on Wednesday, March 3
                                                  You will be using the new ctcLink system to register for classes beginning on Wednesday, March 3. We will have videos and other online resources to help guide you through the new registration process using ctcLink. We’ll send you information about that in mid-February as we get closer to registration.

                                                  Note to Continuing Education Students: Students taking a Continuing Education class should continue to register directly with us at learnatnorth.orglearnatcentral.org, and learnatsouth.org.

                                                Keep Watching Your Email for More Important Information
                                                Look for regular email updates as we get closer to our “go live” date of Monday, February 22, 2021. 

                                                We’ll work to keep you informed of the things you’ll need to do and the important dates when services may not be available due to the transition. We’ll also let you know about online information sessions we’re planning that will help answer questions and guide you through the transition to ctcLink.

                                                While we understand moving to a new system may cause some frustration at first, we hope you will be patient with everyone as we learn this system together.

                                                As always, if you want more information, refer to the ctcLink for Students website at www.seattlecolleges.edu/ctclink/ctclink-students.

                                                Our Seattle Colleges ctcLink Team is busy preparing to go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                Countdown to Go-Live: 37 Days


                                                Get Started with Running PSQuery
                                                Do you need to run occasional reports for your job? ctcLink has a built-in tool to query data called “PS Query”. You can get started learning how to run queries by going to ctcLink PeopleSoft Query Reporting and enrolling directly in the course.

                                                Introduction to ctcLink Budget Numbers 
                                                We’ve put together an introductory training on the new ctcLink budget numbers. If you work with our current budget numbers to purchase goods or pay employees, you’ll want to take a look. 

                                                Instructor-Led Training 
                                                SBCTC has been adding additional Instructor-led Training sessions to the online training schedule. Please take a glance at the training schedule to see the updates. These new sessions include: 

                                                • Student services, admissions, and class scheduling 
                                                • Grant management and finance 

                                                Staff Training and Report 
                                                We want to encourage employees and managers to review the ctcLink Training webpage, and check that you’re completing the right training. 

                                                • All employees should complete the online Employee Self-Service training. We’ll be offering additional live training on Employee Self-Service as we get closer to launch, and the online Canvas course provides a solid foundation for learning the new system.  
                                                • All supervisors need to complete the Manager Self-Service training. 
                                                • If you buy things with Purchase Requisitions, please complete PU100 Purchasing: Requisitions. 
                                                • If you buy things with a Seattle Colleges Credit Card, please complete PU103 Purchasing: P-Card. 

                                                Looking for information on staff progress through the online ctcLink training courses? The Weekly Training Report can now be accessed online. 

                                                Preview Student Communications 
                                                Starting Tuesday, January 19, a weekly email update will be sent to students. We’ll offer that email here for faculty and staff to preview. That way you’ll know what is being communicated to our students. 

                                                Planned Student Email – Tuesday, January 19, 2021 

                                                This quarter, Seattle Colleges – Central, North, and South – will change our student technology and data systems to ctcLink, which will replace MyCentral, MyNorth, and MySouth. While we’ve all grown accustomed to our current system, it uses outdated technology that doesn’t offer the integrated online services you need. Our new system, ctcLink, offers many services online in a mobile-friendly way.  

                                                This email is the first in a series of emails you will receive with information about our move to ctcLink. We ask you to please pay close attention to information in these emails, as this transition will affect every student attending Seattle Colleges. Following are important upcoming dates for you to keep in mind. 

                                                Spring Quarter Schedule Available Online Monday, February 1 
                                                As we look ahead, be aware that the Spring Quarter class schedule will be available to preview online for your planning purposes on Monday, February 1.  

                                                Funding Disbursements Will Not Occur Between February 8 and March 1 
                                                Due to the transition to ctcLink, financial aid and scholarship disbursements will not occur between February 8 and March 1, 2021.  Financial aid applications and funding disbursements will begin processing again after Monday, March 1. 

                                                Cashiering Transactions Unavailable Between February 11 and March 1 
                                                The last day for student and department cashiering transactions in business offices at all colleges is Wednesday, February 10 until 4:30 pm. Cashiering services will begin again on Monday, March 1 using the new ctcLink system. 

                                                Registration Begins for Continuing Students on Wednesday, March 3 
                                                You will be using the new ctcLink system to register for classes beginning on Wednesday, March 3. We will have videos and other online resources to help guide you through the new registration process using ctcLink. We’ll send you information about that in mid-February as we get closer to registration. 

                                                Keep Watching Your Email for More Important Information 

                                                Look for regular email updates as we get closer to our “go live” date of Monday, February 22, 2021. 

                                                We’ll work to keep you informed of the things you’ll need to do and the important dates when services may not be available due to the transition. We’ll also let you know about online information sessions we’re planning that will help answer questions and guide you through the transition to ctcLink. 

                                                While we understand moving to a new system may cause some frustration at first, we hope you will be patient with everyone as we learn this system together.  

                                                As always, if you want more information, refer to the ctcLink for Students website at www.seattlecolleges.edu/ctclink/ctclink-students.  

                                                ctcLink Deployment Team


                                                ctcLink PeopleSoft Customer Support Listservs 
                                                ctcLink Customer Support has developed eMailman eLists  (aka Listservs) to communicate with subject matter experts (SMEs) and PeopleSoft users. These lists ae used to send out updates, announce intermittent module/functionality outages, changes to configuration, training and workshop opportunities, and more. List subscribers can also ask their peers questions such as: How do you do this? What are some best practices?   

                                                The lists are not intended for Service Desk, support, or questions about system issues. Staff should use submit tickets to the ServiceDesk following the Tier Support plan for those issues.  

                                                Who should join these lists? 

                                                • We strongly encourage anyone live on ctcLink, especially those using FIN, HCM, and CS pillars. Additionally, staff who participate in coding, security, and reporting are encouraged to join. 
                                                • Only Washington state community and technical college system .edu domain addresses will be approved for subscription. 

                                                Click to subscribe based on your role or area of interest 

                                                These listservs are being shared with current staff. They may also be shared with staff who are on-boarded later. 


                                                Helpful Links and Resources

                                                Our Seattle Colleges ctcLink Team is busy preparing to go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                We want to encourage employees and managers to review the ctcLink Training webpage, and check that you’re completing the right training.

                                                • All employees should complete the online Employee Self-Service training. We’ll be offering additional live training on Employee Self-Service as we get closer to launch, and the online Canvas course provides a solid foundation for learning the new system.  
                                                • All supervisors need to complete the Manager Self-Service training. 
                                                • If you buy things with Purchase Requisitions, please complete PU100 Purchasing: Requisitions.
                                                • If you buy things with a Seattle Colleges Credit Card, please complete PU103 Purchasing: P-Card.

                                                Stay tuned for updates for other instructor led trainings specific to Seattle Colleges’ process, but please do start to familiarize yourself with the system through these basic offerings.

                                                Countdown to Go-Live: 44 Days (that’s 29 working days!)


                                                Instructor-Led Training 
                                                SBCTC has been adding additional Instructor-led Training sessions to the online training schedule. Please take a glance at the training schedule to see the updates. These new sessions include:

                                                • Student services, admissions, and class scheduling
                                                • Grant management and finance

                                                Monday, January 11

                                                • Financial Aid – Dual Processing

                                                Staff Training Reports
                                                Looking for information on staff progress through the online ctcLink training courses? The Weekly Training Report can now be accessed online.

                                                Updated Key Dates Web Page
                                                The Key Dates, Events, and Timeline page on the ctcLink website has been updated with information on important dates related to the deployment of ctcLink and services that may be affected. We encourage you to review the information on the page. More information will be forthcoming on a regular basis throughout and after “go live” on February 22. 

                                                Deployment Lead at North
                                                Deployment leads help coordinate activities at each college leading up to and after go-live. Brian Palmer has agreed to serve in this capacity at North Seattle College. He joins deployment leads AK Sterling at Central and Alison Pugh at South.

                                                Under Development: Focused ctcLink Resources for Faculty
                                                ctcLink resources for Seattle Colleges faculty are currently under development. A small team is working on a focused set of ctcLink videos and supporting documents tuned specifically to the needs of faculty as the following instructional tools and their functionality will be replaced by ctcLink or, in one case, Starfish.   

                                                • Instructor Briefcase Grade Roster → ctcLink
                                                • Instructor Briefcase Class Roster → ctcLink
                                                • Instructor Briefcase Student Contact Info → Starfish
                                                • Degree Audit → ctcLink
                                                • MyNorth/MyCentral/MySouth → ctcLink
                                                • Note: Canvas, Starfish, and 25Live will remain in use in conjunction with ctcLink.

                                                The plan is to make these videos and supporting resources available to faculty by mid-February of 2021. Below is a sneak peek of one of the videos: ctcLink Resources for Faculty: Introduction and Overview.
                                                 

                                                 

                                                Helpful Links and Resources

                                                Our Seattle Colleges ctcLink Team is busy preparing to go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch. 

                                                Our campuses and offices will be closed December 21-25 and Friday, January 1. Take this time to relax, unplug, and recharge.

                                                Availability of staff and service may be limited December 28-31 as ctcLink preparations and testing continue. Thanks to everyone who is working hard during this time.

                                                We offer our sincere thanks to everyone who has spent time preparing for ctcLink this past year. It will be a big step forward and a significant change. There may be a few bumps along the way, and some adjustments will likely need to be made, but working together we’ll make it through. In the end, we’ll have a more integrated system offering several benefits. 

                                                Look for the next edition of the ctcLink Weekly Update on Friday, January 8.

                                                Countdown to Go-Live: 65 Days


                                                Updated Training Dates  
                                                SBCTC has been adding additional Instructor-led Training sessions to the online training schedule. Please take a glance at the training schedule to see the updates. These new sessions include: 

                                                • Student services, admissions, and class scheduling 
                                                • Grant management and finance 


                                                For Faculty 
                                                Following is some concise information about ctcLink you can communicate to students. You may want to consider including this in your course syllabi or other materials for Winter Quarter.

                                                The Move to ctcLink in February and March 2021 
                                                Seattle Colleges (North, Central, and South) will move to a new system for student data, registration, and self-service called ctcLink starting on February 22, 2021. More information about which systems will be affected will be provided via email as the launch date nears. The move to ctcLink will help you better manage your entire college experience 24/7 from your mobile device, laptop, or home computer. 

                                                ctcLink WILL REPLACE MyNorth, MyCentral, and MySouth 
                                                The MyNorth / MyCentral / MySouth sites allow students to register for classes and perform other types of student self-service. Most of this functionality will be replaced by ctcLink Student Self-Service. You will use ctcLink to register for Spring Quarter classes starting on March 3, 2021. 

                                                The following online tools ARE NOT GOING AWAY. You will continue to use both systems along with ctcLink once it goes live. 

                                                • Canvas (Central | North | South), the learning management system for online courses 
                                                • Starfish, the advising and student success platform used by student services departments, students, and faculty

                                                To learn more, go to the ctcLink for Students web page at seattlecolleges.edu/ctclink/ctclink-students.


                                                Helpful Links and Resources

                                                Two months to ctcLink "Go Live” on February 22, 2021


                                                Important Dates Related to ctcLink Deployment
                                                Departments across Seattle Colleges are busy preparing for our move to ctcLink in February. As part of this transition, there are several milestones and deadlines affecting numerous departments. Please review the information below to be aware of the changes and impacts.


                                                Academic Calendar
                                                Because our shift to ctcLink falls in the middle of our previously scheduled enrollment period for Spring Quarter, we needed to change the academic calendar. Per previous communications, registration for Spring Quarter 2021 classes will begin Wednesday, March 3 for returning students, and Monday, March 8 for new students. Start and end dates of Spring Quarter remain unchanged. Spring Quarter begins Monday, April 5, 2021, and ends Friday, June 18.


                                                Financial Aid Processing
                                                The move to ctcLink will have a major impact on financial aid (FA) processing for next year. Normally, our Financial Aid departments try to process FA applications for the next academic year as early as possible (and earlier than neighboring colleges). However, because the FA application data in our legacy systems will not accurately convert to ctcLink, SBCTC recommends that our FA departments wait to process applications until March 2021 (after our ctcLink deployment), so that we can have a clean set of Financial Aid records for the coming year.

                                                Financial Aid, scholarship, and emergency funding disbursements will not occur between February 8 and March 1, 2021.


                                                Admissions Processing
                                                ctcLink will impact admissions processing at each college. As many of you know, applicants generally apply online through SBCTC’s web admissions portal, and then our college admissions teams download those students into our Student Management System (SMS). Only applicants whose information has been downloaded into our SMS system will convert into ctcLink. Admissions teams will be working hard in January and February to download and process all our applicants, including this year’s Seattle Promise applicants, before the deadline. To ensure we are successful in converting all student applicants, we will close the web admissions portals on Friday, February 12.


                                                Accounting in February
                                                Because we switch from our old systems to ctcLink in mid-February, we need to end February for accounting purposes on Wednesday, February 17, which means processing all existing transactions much earlier than normal. To allow our cashiering, business office, and accounting to close out the month early, we need to stop student and department cashiering transactions on February 10.

                                                Please contact your college’s business office if you have any concerns or if you are expecting any significant cashiering transactions between February 10 and March 1.


                                                Payroll in February
                                                As you know, we process two payrolls each month: one covering the 1st to the 15th, and one from the 16th to the end of the month. In February we will need to process the first payroll earlier than usual. Please be prepared to submit TLR cards on Friday, February 12. Our HR and Payroll teams will provide additional instructions as we get closer to February.


                                                ctcLink for Faculty and Students
                                                The ctcLink website has information about how both students and faculty will use ctcLink, and those sites are being updated regularly. Our ctcLink faculty leads are planning to begin providing focused ctcLink training beginning January 25, so that the information is timely to faculty. We also have begun informing students of the change, with email messages and website content on student pages. The ctcLink communications team will share more comprehensive plans in January.


                                                Other Important Dates
                                                Following are additional dates involved with and affected by our transition to ctcLink in February.

                                                December 2020

                                                • December 31: Purchase Requisition Deadline. This day is the deadline to submit new purchase requisitions to have them processed prior to our deployment in February. Online purchasing requisitions will open in ctcLink beginning Monday, March 8.

                                                January 2021

                                                • January 15: Last Call for new eForms and Job Requisitions. To ensure final transactions are entered for the ctcLink cutover, Friday, January 15 is the last day to initiate an eForm or to start a position requisition in NeoGov.
                                                • January 28: ctcLink Dry Run Conversion Validation. The big test of the full ctcLink conversion process will begin on Thursday, January 28. It will be a SBCTC-led activity to confirm that our student, employee, and financial data will convert successfully.

                                                February 2021

                                                • February 10: Last Call for Cashiering and Financial Aid Transactions. Wednesday, February 10 is the final day for any cashiering transactions and for any Financial Aid disbursements. Cashiering will reopen to students on Monday, March 1. While our cashiering offices will convert to ctcLink on February 22, their focus that first week will be on ensuring that student accounts have converted successfully.
                                                • February 11 (4:30 pm): Last day for Winter quarter enrollment / registration changes.
                                                • February 12 (4:30 pm): Legacy Web Admissions portals close.
                                                • February 17 (4:30 pm): Final Day to Change Data in Legacy/HP System. Wednesday, February 17 is the last day staff will be able to make changes to the legacy SMS / FMS / PPMS environments.
                                                • February 21 (Sunday): Go-Live Conversion Test. Key staff will access ctcLink Sunday afternoon to confirm that the conversion has been successful.
                                                • February 22-26: Deployment Week. Payroll, Accounting, College Business Offices, Enrollment & Registration, Admissions, and Financial Aid Offices are closed to the public. All staff will need to activate their ctcLink accounts. More information will be provided as we near this time frame.

                                                March 2021

                                                • March 1: We will invite students to activate their ctcLink accounts beginning Monday, March 1. Our website admissions links will update to point to the ctcLink online application portal.
                                                • March 3: Spring Quarter enrollment begins in ctcLink for returning students on Wednesday, March 3.
                                                • March 8: Spring Quarter enrollment begins in ctcLink for new students on Monday, March 8.
                                                • March 15: Spring Quarter tuition deadline.

                                                Please note: more information will be provided as we near deployment. Check our website for additional information: seattlecolleges.edu/ctclink.

                                                Our Seattle Colleges ctcLink Team is busy preparing to go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                It’s certainly been a year of change—much of it dealing with and adapting to things for which we’ve had limited control (we’re looking at you, COVID-19). This has directly affected how we’ve been able to continue our work preparing for the transition to ctcLink. We want to acknowledge everyone’s resilience and efforts in adjusting to these changes while continuing to forge ahead. Keep up the excellent work and thank you!

                                                Countdown to Go-Live: 72 Days


                                                Here’s what is happening with ctcLink next week, December 14-18, 2020.

                                                User Acceptance Testing (UAT) 
                                                UAT is a part of our system testing and brings together a small number of staff to work through basic system tests. All Pillar UAT Sprint #2 activities began Dec. 1, and include testing for payroll, accounting, advising, financial aid and more.

                                                Financial Aid, HCM, and Student Financials Instructor Led Training (ILT) 
                                                Now that you’ve completed your ctcLink Canvas courses, we encourage you to review the schedule of instructor led training and add appropriate training events to your calendar.

                                                Tuesday, December 15

                                                • Financial Aid – FA/SF Reconciliation, State/Federal Reporting
                                                • Human Capital Management – Payroll – Paysheets
                                                • Student Financials – Collections

                                                Thursday, December 17

                                                • Finance & Student Financials Round Table – SF to GL, Understanding SF to FIN handoff, Second Journal Sets, Month End Close Activities
                                                • Financial Aid – Dual Processing

                                                Coming Up Next Month
                                                Our final pre-deployment Data Validation activity is scheduled for January 28, 2021. 

                                                Staff Training Reports
                                                Looking for information on staff progress through the online ctcLink training courses? The  Weekly Training Report can now be accessed online.

                                                Increasing General Student Awareness
                                                Banners encouraging students to learn more about ctcLink have been added to the student pages at each of our colleges. The banners link to the ctcLink for Students web page.

                                                A Note on ctcLink Training for Faculty
                                                Training for faculty is currently in development. A small team is working on a focused set of ctcLink presentations tuned to the needs of our faculty. The plan is to make these training materials available to faculty in the last week of January 2021.


                                                Helpful Links and Resources

                                                Our Seattle Colleges ctcLink Team is busy preparing for go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                We are working hard to finish the first set of User Testing (Sprint 1). Sprint 1 focuses on the start of many of our big processes: student admissions & enrollment, employee hiring, and purchasing, etc. Sprint 2 has just started and focuses on the end of these processes: grading, degree completion, payroll, and general ledger accounting.

                                                Countdown to Go-Live: 79 Days


                                                Here’s what is happening with ctcLink next week, December 7-11, 2020.

                                                ALL MANAGERS, if you’re interested in attending the Employee/Manager Self-Service Instructor Led Training Session, please mark your calendar for Tuesday, December 8, 9:00-10:00 am.

                                                User Acceptance Testing (UAT) 
                                                UAT is a part of our system testing and brings together a small number of staff to work through basic system tests.

                                                • All Pillar UAT Sprint #2 began Dec. 1, and includes testing for payroll, accounting, advising, financial aid and more.

                                                Financial Aid, HCM, and Student Financials Instructor Led Training (ILT)
                                                Now that you’ve completed your ctcLink Canvas courses, we encourage you to review the schedule of instructor led training and add appropriate training events to your calendar.

                                                Tuesday, December 8

                                                • Financial Aid – Awarding & SAP
                                                • Human Capital Management (HCM) and ALL MANAGERS – Employee/Manager Self-Service, Manager Delegations/Approvals
                                                • Student Financials – Refunds, Batch Refund Processing, Reverse/Cancel Refunds, Queries

                                                Wednesday, December 9

                                                • Financial Aid – Pell & Loan Processing

                                                Thursday, December 10

                                                • Finance – Purchasing – Requisitions, Purchase Orders, P-Cards
                                                • Financial Aid – Authoring & Distributing Financial Aid
                                                • HCM – Time & Labor, Job Setup
                                                • Student Financials – Payment Plans & Third Party Contracts

                                                Transfer Credit Workshop – Dec. 7-9 all day
                                                Staff training on building Transfer Credit Rules. Please contact Derreck Pressley with any questions.

                                                Coming Up Next Month

                                                • Our final pre-deployment Data Validation activity is scheduled for January 28, 2021.

                                                Staff Training Reports
                                                Looking for information on staff progress through the online ctcLink training courses? The ​xlsx icon Weekly Training Report can now be accessed online.

                                                A Note on ctcLink Training for Faculty
                                                Training for faculty is currently in development. A small team is working on a focused set of ctcLink presentations tuned to the needs of our faculty. The plan is to provide these training materials to faculty in the last week of January 2021.


                                                Helpful Links and Resources

                                                Our Seattle Colleges ctcLink Team is busy preparing for go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                The ctcLink Team hopes everyone is able to take a break from ctcLink work over the long weekend! 

                                                Countdown to Go-Live: 88 Days


                                                Here’s what is happening with ctcLink next week, November 30-December 4, 2020.

                                                User Acceptance Testing (UAT)

                                                User Acceptance Testing (UAT) is a part of our system testing and brings together a small number of staff to work through basic system tests.

                                                • Campus Solutions UAT Sprint #1 – through Nov. 30
                                                • All Pillar UAT Sprint #2 starts Dec. 1, and includes testing for payroll, accounting, advising, financial aid and more. 

                                                Financial Aid, HCM, and Student Financials Instructor Led Training (ILT) 

                                                Now that you’ve completed your ctcLink Canvas courses, we encourage you to review the schedule of instructor led training and add appropriate training events to your calendar. 

                                                Tuesday, December 1 

                                                • Finance – Grants, Cost Collection 
                                                • Financial Aid – ISIR Processing 
                                                • Human Capital Management (HCM) – HR Core / TAM, Hire an Employee & Terminate an Employee / Offboarding 
                                                • Student Financials – Tuition Calculation, Customer Accounts, Waivers, Calculate/Enrollment Cancellation, Waive Tuition, Queries 

                                                Wednesday, December 2 

                                                • Financial Aid – Managing 3C’s 

                                                Thursday, December 3 

                                                • Financial Aid – FA Application Processing 
                                                • HCM – Faculty Workload (FWL), Paylines – Payline Flow Pain Points, Multiple Combo Codes Pain Points  
                                                • Student Financials – Cashiering, Day in the Life, Balancing, Queries 

                                                Academic Advising Report (AAR) – Dec. 1-4 all day 

                                                • Staff training on building AARs (degree requirements). Please contact Derreck Pressley with any questions. 

                                                Coming Up...

                                                • ALL MANAGERS, if you’re interested in attending the Employee/Manager Self-Service Instructor Led Training Session, please mark your calendar for Tuesday, December 8, 9:00-10:00 am.  
                                                • Our final pre-deployment Data Validation activity is scheduled for Thursday, January 28, 2021.

                                                Staff Training Reports

                                                Looking for information on staff progress through the online ctcLink training courses? The Weekly Training Report is now available online.

                                                A Note on ctcLink Training for Faculty
                                                Training for faculty is currently in development. A small team is working on a focused set of ctcLink presentations tuned to the needs of our faculty. The plan is to provide these training materials to faculty in mid-January 2021.


                                                Helpful Links and Resources

                                                We hope your classes are going well. As you plan ahead, we want to make you aware of a significant change coming in February. On February 22, 2021, Seattle Colleges (Central, North, and South) will move to a new system for student registration and self-service called ctcLink. 

                                                ctcLink will provide a set of mobile-friendly tools for you to manage your college business online. It will allow you to:

                                                • View or update your student information and manage personal contact info.
                                                • Register for classes, add, and drop.
                                                • Pay tuition and fees and handle financial aid processes.
                                                • View your grades, track academic goals, and apply for graduation.
                                                • Contact your instructors or advisor.

                                                Staff Now Training and Testing
                                                College staff members are now building the new system, training, verifying data, and testing to ensure it is ready to use. You may notice a slowdown in responsiveness, processing information, or day-to-day activities in some offices and services over the coming months and up to “go live.” 

                                                We ask for your patience as our staff are working in our current system and the new ctcLink environment. We will do our best to meet your needs during the transition. 

                                                More Details in the New Year 
                                                In January and February, as we get closer to the go live date of February 22, you'll receive more information. For now, we simply want you to be aware of this upcoming change. If you want to learn more, go to our student ctclink webpage:

                                                        www.seattlecolleges.edu/ctclink/ctclink-students

                                                We’ve also developed a one-page document that has a general overview of the project and what you can expect. That document is available on the website and by following this link.

                                                We are excited about the improvements ctcLink will bring to your experience at Seattle Colleges. All the best to you for the rest of the quarter.

                                                ctcLink Deployment Team

                                                Three months to ctcLink "Go Live” on February 22, 2021

                                                Project activities for the next months are available online.  View the PDF.


                                                ctcLink is a big change. Thank you for your work and dedication moving toward that change.

                                                Anytime a large, complex organization makes a big change to its core systems—like Seattle Colleges is making with our move to ctcLink—it can be challenging, intimidating, and a bit frustrating or even scary.

                                                Will everything work correctly? How will it be different? Will I be able to do the things I need to do? Who will be there to help me? These are common, normal questions we have that reflect common, normal feelings of people dealing with change.

                                                At some point early on, it is likely we will encounter something that doesn’t quite work or meet our expectations. The reason for all our training, preparation, and testing is to minimize the things that don’t work properly. It also gives people the tools to operate in the new system with confidence and deal with issues that arise. We will continue to train, test, and prepare right up until we go live on Feb. 22, 2021 and even after that.

                                                There are many beneficial and helpful aspects of the new system. It will allow us to do things we haven’t been able to do. There may also be things that this new system doesn’t do quite as well as the old system—or maybe that’s only until we become comfortable with the new system and lean how to do those things in it. In the end, it will be different, and there will be people to help throughout this entire process.

                                                Our college leaders acknowledge the amount of work this entails, and they offer their thanks for the time and dedication you’ve given to training, preparation, and testing. We know it is a big change, and it’s been a lot of work getting to this point, with much left ahead. Thank you for your patience and your resilience as you continue to train and begin working in this new system—all while still giving your best to serve our students.;

                                                We know you are working hard, overcoming challenges, learning new things, and making progress. Thank you, sincerely.

                                                Kurt Buttleman, Vice Chancellor for Academic and Student Success and ctcLink Executive Sponsor
                                                   and
                                                Daniel Cordas, ctcLink Project Director


                                                New Weekly Training Update Sent via Email on Fridays

                                                As our Seattle Colleges ctcLink Team continues to prepare for go live on February 22, 2021, we’ve developed a new weekly training update. The Weekly Update is sent every Friday to all employees via email by Vice Chancellor for Academic and Student Success and ctcLink Executive Sponsor Kurt Buttleman. Its purpose is to keep everyone informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. 

                                                These updates are also archived on the ctcLink Updates web page, along with the ctcLink Monthly Newsletter and other related information.


                                                Student Information About Upcoming ctcLink Launch

                                                We’ve begun informing students of the impending launch and transition to ctcLink. This week currently enrolled students will receive their first official email notification about the February launch of ctcLink. The message provides the “go live” date as well as a link to a newly developed web page, ctcLink for Students. That page will be updated regularly and will serve as a central clearinghouse for information about ctcLink for students, including important dates and instructions for students.


                                                “ctcLink for Faculty” Web Page Updated

                                                We’ve updated the ctcLink for Faculty page, providing information tailored to faculty. It includes a good overview of which current systems will be replaced by ctcLink and which will continue to be used. 

                                                A small team of faculty is working on a focused set of ctcLink training presentations tuned to the needs of all faculty. Once those materials are finalized in mid-January, they will be posted on this web page as well.

                                                Our faculty leads are an integral part of that team. They are:

                                                • Robert Natoli – Faculty Lead - Central
                                                • Bill Holt – Faculty Lead - North
                                                • Doug Rupik – Faculty Lead - South

                                                The ctcLink website will continue to be updated regularly. Visit to stay informed and learn what’s new.


                                                ctcLink Open Office Hours Set for Fridays at Central and South

                                                Staff members serving as deployment leads at Central and South have established “Open Office Hours” using Zoom for employees with questions about ctcLink. The goal is to answer questions and to help support employees through the ctcLink transition. 

                                                Central ctcLink Open Office Hours: Fridays, Dec. 4, 11, 18, from 10 a.m. to Noon
                                                Led by AK Sterling, college deployment lead
                                                Zoom: zoom.us/j/96534108643?pwd=MWkrcHEzUWVDSThPbEI5Q3prbUNuUT09 

                                                South ctcLink Open Office Hours: Fridays, Dec. 4, 11, 18, from 10 a.m. to Noon
                                                Led by Alison Pugh, college deployment lead
                                                Zoom: zoom.us/j/92040852098?pwd=ZC9rS3NRZGRrVndHZFp2VjJVMlVyZz09 

                                                Note: efforts to identify a deployment lead at North continue.


                                                What Everyone Should Know about ctcLink

                                                • ctcLink is the name for the PeopleSoft Enterprise Resource Planning (ERP) project for the Washington Community and Technical College System. 
                                                • It is a major statewide project to upgrade the information systems at all 34 community and technical colleges. 
                                                • ctcLink integrates internal and external management of information across an entire organization—in our case, across Seattle Colleges and the state's community and technical college system. 
                                                • Once deployed, ctcLink will give students, faculty, and staff anytime, anywhere access to a modern, efficient way of doing their college business.
                                                • Seattle Colleges – North, Central, and South – will deploy ctcLink or “go live” starting February 22, 2021.
                                                • Our normal operations will be impacted as many staff members train, test, and prepare for launch. Your patience is appreciated.

                                                Learn more.

                                                Seattle Colleges ctcLink website: www.seattlecolleges.edu/ctclink


                                                Our Seattle Colleges ctcLink Team is busy preparing for go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                Daniel and I are so appreciative of everyone’s hard work and patience these last few weeks. While testing has not been all unicorns and rainbows and we’ve encountered some challenges, we remain hopeful that we’re making good progress. Please try to find some time over the short break next week to “de-link” from ctcLink. It’s an exhausting time and taking a break is important.

                                                -- Kurt R. Buttleman, Vice Chancellor for Academic & Student Success, Seattle Colleges

                                                Countdown to Go-Live: 93 Days

                                                Here’s what is happening with ctcLink next week, November 23-25, 2020.

                                                User Acceptance Testing (UAT)

                                                User Acceptance Testing (UAT) is a part of our system testing and brings together a small number of staff to work through basic system tests.

                                                • Campus Solutions UAT Sprint #1 – through Nov. 30
                                                • Finance UAT Sprint #1 – through Nov. 30
                                                • HCM UAT Sprint #1 – through Nov. 30

                                                November 26-27 - enjoy your time off!

                                                Coming Up Next Month

                                                Now that you’ve completed your ctcLink Canvas courses, we want to encourage you to look that the schedule of instructor led training and add select appropriate training events to your calendar.

                                                • Financial Aid, HCM, and Student Financials Instructor Led Training (ILT) Workshops – starts Dec. 1
                                                • Academic Advising Report (AAR) Workshop – Dec. 1-4
                                                • Transfer Credit Workshop – Dec. 7-9
                                                • Spring #2 User Testing will start for all pillars on 12/1

                                                Staff Training Reports

                                                Looking for information on staff progress through the online ctcLink training courses? The Weekly Training Report is now available online.

                                                A Note on ctcLink Training for Faculty
                                                Training for faculty is currently in development. A small team is working on a focused set of ctcLink presentations tuned to the needs of our faculty. The plan is to provide these training materials to faculty in mid-January 2021.


                                                Helpful Links and Resources

                                                Our Seattle Colleges ctcLink Team is busy preparing for go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                A very special thank you to all staff members directly engaged in this work for their endless patience as numerous challenges with technology and permissions hampered some of our testing efforts this week. I’m grateful we’re uncovering these issues now rather than when we are “live” with the new system. We remain hopeful and continue to make incremental progress on our activities leading up to “going live” with the new system. Thank you! 

                                                -- Kurt R. Buttleman, Vice Chancellor for Academic & Student Success, Seattle Colleges

                                                Countdown to Go-Live: 100 Days

                                                Here’s what is happening with ctcLink next week, November 16-20, 2020.

                                                Key Concept End User Trainingclick link for full schedule and WebEx links
                                                These are online instructor-led training sessions to support staff who have completed their online training.

                                                Tuesday, November 17

                                                • Campus Solutions – Grading
                                                • Finance (FSCM)  / Student Financials – Manage Third Party Contracts
                                                • Financial Aid – Reconciliation to Reporting

                                                Wednesday, November 18

                                                • Finance – Procurement Card
                                                • Student Financials / Financial Aid – Manage Refunds
                                                • Financial Aid – Run and Post FA Disbursements – Disbursing

                                                Thursday, November 19

                                                • Finance – General Ledger, Queries
                                                • Student Financials / Financial Aid – Manage Refunds
                                                • Student Financials – Manage Collections

                                                User Acceptance Testing (UAT)
                                                User Acceptance Testing (UAT) is a part of our system testing and brings together a small number of staff to work through basic system tests.

                                                • Campus Solutions UAT Sprint #1 – through Nov. 30
                                                • Finance UAT Sprint #1 – through Nov. 30
                                                • HCM UAT Sprint #1 – through Nov. 30

                                                Coming Up Next Month

                                                • Financial Aid, HCM, and Student Financials Instructor Led Training (ILT) Workshops – start Dec. 1
                                                • Academic Advising Report (AAR) Workshop – Dec. 1-4
                                                • Transfer Credit Workshop – Dec. 7-9
                                                • Spring #2 User Testing will start for all pillars on 12/1

                                                Staff Training Reports
                                                Looking for information on staff progress through the online ctcLink training courses? The weekly training report can now be accessed online.

                                                A Note on ctcLink Training for Faculty
                                                Training for faculty is currently in development. A small team is working on a focused set of ctcLink presentations tuned to the needs of our faculty. The plan is to provide these training materials to faculty in mid-January 2021.


                                                Helpful Links and Resources

                                                Our Seattle Colleges ctcLink Team is busy preparing for go live on February 22, 2021. The intent of this Weekly Update is to keep you informed of the projects, testing, and training sessions your colleagues are working on in the upcoming week. We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.

                                                Daniel Cordas and I have been in countless meetings in these last few weeks with staff and college leadership. It’s abundantly clear that the efforts of staff are much appreciated, and we’re all looking forward to the new system furthering student success. 
                                                -- Kurt R. Buttleman, Vice Chancellor for Academic & Student Success, Seattle Colleges

                                                Countdown to Go-Live: 107 Days

                                                Here’s what is happening with ctcLink next week, November 9-13, 2020.

                                                Key Concept End User Trainingclick link for full schedule and WebEx links
                                                These are online instructor-led training sessions to support staff who have completed their online training.

                                                Tuesday, November 10

                                                • Enrollment – Campus Solutions / Student Financials, Enrollment Cancellation
                                                • Travel – Finance (FSCM) Create/Maintain Travel Authorization, Create Expense Report, Create/Maintain Cash Advance, Process/Maintain Payment – Travel and Expense
                                                • Financial Aid – Receive and Process FA Applications – Application Processing/Awarding
                                                • Payroll – HSM Create/Process Paysheets – Paysheets

                                                Thursday, November 12

                                                • Enrollment – Transfer Credit Campus Solutions
                                                • Accounting – Finance/Student Financials Transactions to GL – SF to GL (Balance/Recon)
                                                • Financial Aid – Run and Post FA Disbursements – Disbursing

                                                User Acceptance Testing (UAT)
                                                User Acceptance Testing (UAT) is a part of our system testing and brings together a small number of staff to work through basic system tests.

                                                • Campus Solutions UAT Sprint #1 – through Nov. 30
                                                • Finance UAT Sprint #1 – through Nov. 19
                                                • HCM UAT Sprint #1 – through Nov. 19

                                                Coming Up Next Month

                                                • Financial Aid, HCM, and Student Financials Instructor Led Training (ILT) Workshops – starts Dec. 1
                                                • Academic Advising Report (AAR) Workshop – Dec. 1-4
                                                • Transfer Credit Workshop – Dec. 7-9

                                                A Note on ctcLink Training for Faculty
                                                Training for faculty is currently in development. A small team is working on a focused set of ctcLink presentations tuned to the needs of our faculty. The plan is to provide these training materials to faculty in mid-January 2021.


                                                Helpful Links and Resources

                                                Below is the weekly report of our ctcLink online training activities. This continues to be a very long list of completed trainings, which is fantastic.

                                                Thank you to everyone who has set aside time for training, and helped your teams schedule their own training as well.

                                                  Sept. 28 Oct. 6 Oct. 19 Nov. 3
                                                Courses in Progress: 536 604 767 817
                                                Courses Completed: 951 1288 1603 1889

                                                Timeline

                                                Next Steps

                                                Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

                                                • The courses folks need to complete are listed here based on job role and area of work.
                                                • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
                                                • If you think an employee is missing from the report, please let Daniel Cordas know.
                                                • Online, Instructor-Led training: Staff who have completed most of their ctcLink Canvas courses can join online, live, instructor-led training. Refer to the schedule of sessions online.

                                                Not Sure?

                                                If you are unsure which ctcLink courses are right for you and your team, reach out to Daniel Cordas, and together you can chat and create a custom list for you and your team.

                                                Four months to ctcLink "Go Live” on February 22, 2021

                                                Project activities for the next months are available online.  View the PDF.


                                                Thank You...

                                                The ctcLink team and our college and district leaders offer sincere thanks to all of you for your dedication and persistence in working to complete the required online training in Canvas. To date, employees have completed more than 1,600 ctcLink courses with an additional 700 courses in progress.

                                                ...and a Reminder to Place Priority on Completing Online ctcLink Training by November 20

                                                Help ensure a smooth transition to ctcLink by completing the online training in Canvas. The ctcLink website's Training page lists courses for you arranged by employee category and job function. A common core of courses is set for employees in each job category; additional courses are recommended for employees in specific functions/roles. The goal is to complete this training by November 20 to stay on track and be prepared for subsequent training and system testing. Additional guided training will be offered online in December.

                                                Important Notes:

                                                • Most employees will access the training via the Canvas account associated with their college. 
                                                  Canvas logins: North | Central | South. Some employees have Canvas accounts associated with one of our colleges that is not their current workplace or they may have multiple Canvas accounts.
                                                  If you encounter any issues, contact eLearning at your current college: North | Central | South.
                                                • Supervisors are provided reports of which employees have completed which courses. If you are unsure which courses you should complete, check with your supervisor.

                                                Anticipated Staff/Workflow Impacts in October and November

                                                Beginning October 26 and continuing through November, staff in several departments will be involved in User Acceptance Testing (UAT) and Cycle 4 Data Validation. This will affect staff members’ ability to complete their normal day-to-day work, and a slowdown in current business processes and functions should be expected. We ask you for your patience and understanding as these staff members complete this important step in the implementation process.

                                                The following are the departments and staff working on UAT and data validation:

                                                • Admissions, registration, and enrollment teams – Testing admissions and enrollment processes in UAT sprint #1
                                                • Financial aid staff – UAT sprint #1
                                                • College business officers, finance managers, accounting, cashiering – UAT sprint #1
                                                • HR and payroll teams – testing hiring and employees change processes in UAT sprint #1
                                                • Many administrative staff – helping test travel and purchasing processes in UAT sprint #1
                                                • Instruction staff – building our winter and spring quarter class sections in PeopleSoft

                                                A schedule of UAT activities is available online.

                                                What is UAT?

                                                User Acceptance Testing (UAT) is an opportunity for ctcLink users to test how the upgraded system will work by performing regular business functions from beginning to end in a test environment. UAT is organized into “sprints” where the focus is testing on specific business processes for a short period of time. These business processes span across different departments and involve employees at each level. Users are asked to test the system with their own scenarios representing the various business conditions and situations that occur as they go about their daily work. 

                                                Why is UAT Important?

                                                The goals of UAT are to verify data, identify and resolve system issues that affect business functionality prior to go-live, establish user confidence in the system, and develop system experts within these departments. Think of it as our simulation testing before launch. If it all goes right, when it’s time to countdown, we’ll be ready. 


                                                ctcLink Overview Video Now Available

                                                “ctcLink at Seattle Colleges - Five Months to Go,” presented at Engage 2020, the annual Seattle Colleges convocation event on September 23, is now available on the ctcLink Resources web page (and below). Led by ctcLink Project Director Daniel Cordas, this information session provides an overview of the next stages of deployment, including training, that will lead up to go-live on February 22, 2021.


                                                ctcLink Website Updates

                                                Visit the ctcLink website to check out these new items:

                                                • We’ve added a countdown clock. With just over 120 calendar days (and just under 90 working days) until we go live on February 22, 2021, there’s still plenty to do in preparation.
                                                • The page Key Dates, Events, and Timeline has been updated to include:
                                                  - the scheduled dates for multi-day production workshops with SBCTC staff
                                                  - the calendar of User Acceptance Testing (UAT) and End User Training sessions for various groups
                                                • We’re also updating the Info for Students page to let students know what’s coming and how ctcLink will help them better manage their overall student experience.

                                                The ctcLink website will continue to be updated regularly. Visit to stay informed and learn what’s new.


                                                Continued Work on Winter and Spring Schedules in ctcLink

                                                One of the biggest tasks ahead of our deployment is building the Winter and Spring Quarter class schedules (courses, class sections, and fees). Staff across Seattle Colleges are deeply engaged in this work, from STEM programs, Continuing Education, BTS, and a dozen other areas of our colleges. We appreciate their work and dedication.

                                                Our ctcLink class schedule team now includes:

                                                • Jennifer Awe
                                                • Mark Baumann
                                                • Barbara Ceiga
                                                • Star Conrad
                                                • Farideh Faraz
                                                • Alexis Fein
                                                • Kjrstin Fitch
                                                • Aimee Goodwin
                                                • Cody Hiatt
                                                • Lolita Khachaturova
                                                • Emily Kiely
                                                • Jane Koelle
                                                • Tiffani Koyano
                                                • Barbara Krompholz
                                                • Trung Le
                                                • Helen Lee
                                                • Marianne Legg
                                                • Nancy Leverton
                                                • Sandy Long
                                                • Roberta Lord
                                                • Jennifer Lowe
                                                • Mary Lynch
                                                • Soroush Maleki
                                                • Melissa Matthews
                                                • Marilyn McCamey
                                                • Betsy McConnell-Gutierrez
                                                • Chris McCurdy
                                                • Melanie Meligro
                                                • Khin Naing
                                                • Terri Plischke
                                                • Alison Pugh
                                                • Karita Randall
                                                • Kathy Reistad
                                                • Sally Romero Vincero
                                                • Veronica Rojas-Valdez
                                                • Robert Romine
                                                • Marcia Shaw
                                                • Pauline Simons
                                                • Michele Slaughter
                                                • Semhar Tekeste
                                                • Lina Tjok
                                                • Thuy Dung Thi Tran
                                                • Susan Tsoglin
                                                • Vladimir Vilkevich
                                                • Jan Wessman
                                                • Ann Witt
                                                • Teresa Yamada
                                                • Dennis Yasukochi

                                                What Everyone Should Know about ctcLink

                                                • ctcLink is the name for the PeopleSoft Enterprise Resource Planning (ERP) project for the Washington Community and Technical College System.
                                                • It is a major statewide project to upgrade the information systems at all 34 community and technical colleges.
                                                • ctcLink integrates internal and external management of information across an entire organization—in our case, across Seattle Colleges and the state's community and technical college system.
                                                • Once deployed, ctcLink will give students, faculty, and staff anytime, anywhere access to a modern, efficient way of doing their college business.
                                                • Seattle Colleges – North, Central, and South – will deploy ctcLink or “go live” starting February 22, 2021.
                                                • To date, the initial work, setup, and data testing have gone well. Things will accelerate in the final months up to deployment. Our normal operations will be impacted as many staff members train, test, and prepare for launch. Your patience is appreciated.

                                                Learn more.


                                                ctcLink and the Upcoming Holiday Season

                                                Staff members have asked about planning vacation time to avoid impacting ctcLink work activities. There are no ctcLink project activities planned during the following dates:

                                                • November 23 - 27
                                                • December 21 – 25

                                                Below is the weekly report of ctcLink online training. This is getting to be a rather long list of completed trainings, which is fantastic.

                                                Thanks to everyone who has set aside time for training and helped your teams schedule their own training as well.

                                                  Sept. 14 Sept. 28 Oct. 6 Oct. 19
                                                Courses in Progress: 398 536 604 767
                                                Courses Completed: 577 951 1288 1603

                                                Timeline

                                                Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

                                                • The courses folks need to complete are listed here based on job role and area of work.
                                                • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
                                                • If you think an employee is missing from the report, please let Daniel Cordas know.

                                                Not Sure?

                                                If you are unsure which ctcLink courses are right for you and your team, reach out to Daniel Cordas, and together you can chat and create a custom list for your team.

                                                Below is the weekly report of ctcLink online training. Once again a lot of work and learning has been done to prepare for ctcLink and our testing activities next month.

                                                Thanks to everyone who has set aside time for training and helped your teams schedule their own training as well.

                                                  Sept. 14 Sept. 21 Sept. 28 Oct. 6
                                                Courses in Progress: 398 428 536 604
                                                Courses Completed: 577 721 951 1288

                                                Timeline

                                                • User Acceptance Testers who have not yet completed all their courses should continue working on their training to complete as much as possible before testing walkthrough sessions begin next week.
                                                • All staff need to complete their trainings by November 20.

                                                Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

                                                • The courses folks need to complete are listed here based on job role and area of work. We recently added specific sections for Executives and Executive/Administrative Assistant roles.
                                                • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
                                                • If you think an employee is missing from the report, please let Daniel Cordas know.

                                                Below is the weekly report of ctcLink online training. The report demonstrates that a ton of work and learning is being done to prepare for ctcLink and our testing activities next month.

                                                Thanks to everyone who has set aside time for training and helped your teams schedule their own training as well.

                                                  Sept. 8 Sept. 14 Sept. 21 Sept. 28
                                                Courses in Progress: 343 398 428 536
                                                Courses Completed: 469 577 721 951

                                                Timeline

                                                • User Acceptance Testers need to complete their courses by October 1.
                                                • All staff need to complete their training by November 20.

                                                Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

                                                • The courses folks need to complete are listed here based on job role and area of work.
                                                • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
                                                • If you think an employee is missing from the report, please let Daniel Cordas know.

                                                Below is the weekly report of ctcLink online trainings. Thank you to everyone who has set aside specific days for training and helped schedule time for your teams to complete their training as well. Daniel Cordas will follow up with a few teams this week where we’re seeing gaps in training participation.

                                                  Sept. 1 Sept. 8 Sept. 14 Sept. 21
                                                Courses in Progress: 296 343 398 428
                                                Courses Completed: 339 469 577 721

                                                The detailed training completion report has been sent to supervisors via email by Daniel Cordas. The following timelines remain.

                                                • User Acceptance Testers need to complete their courses by September 28.
                                                • All staff need to complete their training by November 20.

                                                Supervisors, please review the training report sent via email, and check on the status of the staff who report directly to you.

                                                • The courses folks need to complete are listed here based on job role and area of work.
                                                • When reviewing the training completions, if the current grade is higher than the final grade, the course has not yet been completed and is still in progress. ‘Courses in Progress’ are those where at least one quiz has been submitted.
                                                • If you think an employee is missing from the report, please let Daniel Cordas know.

                                                Five months to ctcLink “Go Live” on February 22, 2021

                                                A listing of launch preparations to be completed from September through December is available online.View the PDF.


                                                Background Information about ctcLink Everyone Should Know

                                                • ctcLink is the name for the PeopleSoft Enterprise Resource Planning (ERP) project for the Washington Community and Technical College System.
                                                • It is a major statewide project to upgrade the information systems at all 34 community and technical colleges.
                                                • ctcLink integrates internal and external management of information across an entire organization—in our case, across Seattle Colleges and the state's community and technical college system.
                                                • Once deployed, ctcLink will give students, faculty, and staff anytime, anywhere access to a modern, efficient way of doing their college business.
                                                • Seattle Colleges – North, Central, and South – will deploy ctcLink or “go live” starting February 22, 2021.
                                                • To date, the initial work, setup, and data testing have gone well. Things will accelerate in the final months up to deployment. Our normal operations will be impacted as many staff members train, test, and prepare for launch. Your patience is appreciated.

                                                Learn more.


                                                Action Needed: Complete Your ctcLink Training Courses before November 20

                                                Start and continue building the knowledge and skills you’ll need by completing the associated training for your job responsibilities. A common core of courses is available for all employees. Additional courses are recommended for employees in specific functions or roles.

                                                Find links and descriptions of the courses you need to complete on the ctcLink Training page. Carve out a few hours a week as your schedule allows; start, pause, and continue with training as you are able.

                                                Your preparations and training are essential our success.

                                                Important Notes:

                                                • The courses are self-paced, and longer courses allow you to pause at certain points and continue the training at a later time so you do not need to complete the course all in one sitting.
                                                • Most employees will access the training via the Canvas account associated with their college.
                                                • Some employees have Canvas accounts associated with one of our colleges that is not their current workplace or they may have multiple Canvas accounts. If you encounter any issues, contact eLearning at your current college:
                                                  North | Central | South.
                                                • Supervisors are provided reports of which employees have completed which courses.
                                                • Staff members participating in User Acceptance Testing need to complete their courses by September 28.
                                                • All online Canvas courses will need to be completed by the end of November.
                                                • Additional guided training will be offered online in December.

                                                Data validation chart showing 3 of 5 cycles completedCycle 3 Validation Completed

                                                We have just completed the third in a series of five data conversion cycles. Data conversion cycles are an important step in ensuring deployment goes as smoothly as possible. The cycles identify potential database issues and verify data accuracy.

                                                This cycle we encountered very few issues. We also had a higher number of staff directly accessing ctcLink and validating than the previous two cycles.

                                                Thank you to all the advisors, cashiers, records and enrollment staff, accounting and finance staff, HR and payroll staff, and everyone who supported this effort.


                                                Class Schedule Production Workshop Completed

                                                Twenty-six instruction staff from across Seattle Colleges completed training September 8-11 on building and maintaining classes and schedules in ctcLink, culminating in the building of a class schedule for winter quarter 2021. Staff will continue to update the winter quarter 2021 class schedule in both SMS and PeopleSoft as part of the transition to ctcLink.

                                                Participants from North included Chris McCurdy, Farideh Faraz, Nancy Leverton, Roberta Lord, Vladimir Vilkevich, Jan Wessman, Star Conrad, Marianne Legg, and Jeannette U.

                                                From Central, attendees included Alexis Fein, Karita Randall, Melissa Matthews, Susan Tsoglin, Semhar Tekeste, Barbara Ceiga, Kjrstin Fitch, Jennifer Lowe, Michele Slaughter, Lina Tjok, and Marilyn McCamey.

                                                South attendees included Jennifer Awe, Aimee Goodwin, Kathy Reistad, Khin Naing, Mary Lynch, Sally Romero Vincero, Betsy McConnell-Gutierrez, Sandy Long, Teresa Yamada, Ann Witt, Jane Koelle, Barbara Krompholz, Veronica Rojas-Valdez, and Alison Pugh.

                                                Mark Baumann and Emily Kiely attended from the District Office.


                                                College ctcLink Leads

                                                Deployment Leads and Faculty Leads are being identified for each college to coordinate activities leading up to and after go-live and to assist faculty in the transition from legacy faculty tools to ctcLink faculty self-service.

                                                College Deployment Leads

                                                • Central – AK Sterling
                                                • South – Alison Pugh
                                                • North – TBD

                                                Faculty Leads

                                                • Central – TBD
                                                • South – Doug Rupik
                                                • North – Bill Holt

                                                Looking Forward to the Good Things ctcLink will Offer

                                                We all need reminders about the benefits we’ll enjoy when our transition to ctcLink is complete. Here’s a list of what we can expect with ctcLink.

                                                1. ctcLink will feature consistent data, tools, and systems at all community and technical colleges across Washington and will offer:

                                                • Shared functional and system expertise across our district – staff members in similar positions can serve as resources for peers
                                                • More efficiency in daily work tasks for many employees who work in student services, instructional support, and administration
                                                • A new website and improved employee experience
                                                • A universal ctcLink ID for employees and students at all community and technical colleges across Washington that replaces our current SIDs and allows one login to access personal information

                                                2. General employee applications like Time and Leave Reporting (TLR) and Earnings History will be replaced by new applications. This means you will log in with your ctcLink ID to report leave, view your earnings, etc. In addition, once ctcLink launches, employees will be able to:

                                                • Access self-service tools to manage personal information and other college business online
                                                • Use an online, integrated suite of financial tools and create automated approval workflow processes for purchasing, travel authorizations, expense reimbursements, and more
                                                • View student information 24/7

                                                3. In addition to the applications above, for most faculty members, moving to ctcLink will mean new web tools that will help them better manage their classes, and these tools will be the same at all our colleges. Once ctcLink goes live, faculty will be able to:

                                                • Use My Schedule to view all their classes
                                                • View and print class roster
                                                • Send email messages to a group of students or individually from the class roster
                                                • View final exam schedule
                                                • Grade roster – view what program a student is enrolled in and assign grades

                                                4. ctcLink will allow students to:

                                                • Register for classes from their mobile device
                                                • View student information 24/7 as well as register for classes and pay tuition at any time
                                                • Register for specific courses that apply to remaining program requirements
                                                • Apply for admissions, register for classes, communicate with financial aid, check grades, and request transcripts under one login

                                                ctcLink and the Upcoming Holiday Season

                                                Staff members have asked about planning vacation time to avoid impacting ctcLink work activities. There are no ctcLink project activities planned during the following dates:

                                                • November 23 - 27
                                                • December 21 – 25

                                                Seattle Colleges ctcLink website: seattlecolleges.edu/ctclink

                                                Seattle Colleges Colleagues,

                                                As you know, in addition to our regular day-to-day work, the next several months will be devoted to preparation for the deployment of ctcLink in February of 2021. ctcLink will integrate the management of information across Seattle Colleges and the state's community and technical college system. Once deployed, ctcLink will give students, faculty, and staff anytime, anywhere access to a modern, efficient way of doing their college business. Learn more.

                                                ctcLink Online Training Courses

                                                Most employees, especially those working with student records, financial data, and our information systems, will use ctcLink. ctcLink will be a significant change from our current systems and requires training. Online courses are available, and completing these courses is a critical step toward our successful implementation in February. Now is an excellent time to complete this online training. Keep in mind completion of these online courses is required before participation in instructor-led remote training that will begin in December.

                                                Information on the ctcLink Training page was recently added, and the page was updated to group the recommended online courses by employee type and function/role. The goal is to make it easier for employees to know which training they should complete in Canvas.

                                                Courses are arranged by four different employee categories including student services; finance and administrative; HR and payroll; and instructional (including faculty). A common core of courses is suggested for all employees in each category. Additional courses are recommended for employees in specific functions/roles.

                                                Visit the ctcLink Training page to review and enroll in the courses. This is an excellent time to complete the training if you haven’t already, and these courses can be repeated later if you want a refresher.

                                                To get started:

                                                1. Go to the ctcLink Training Page
                                                2. Look for the employee area that best fits your job (instruction staff, accounting, etc.)
                                                3. Review the courses and use the “Click to Enroll” link
                                                4. Validate your Canvas account on the SBCTC enrollment page. Contact eLearning at your college if you encounter any issues or have any questions.
                                                5. Select your courses and enroll.
                                                6. Access your Canvas account and take each course.
                                                7. Tell all your friends.

                                                Deadlines

                                                • Employees are generally required to complete their online training courses by November 20, so that they can participate in instructor-led remote training.
                                                • If you are participating in User Acceptance Testing, you will need to complete your courses by September 28.
                                                • If you are not sure about User Acceptance Testing or which courses to take, ask your supervisor.

                                                ctcLink "Go Live” Set for February 22, 2021 
                                                In mid-July the SBCTC confirmed Seattle Colleges will deploy ctcLink starting on February 22, 2021 as part of Deployment Group 4. Central, North, and South will deploy as a group at the same time. Project activities for the next three months are available online. View the PDF.


                                                A Brief Overview of ctcLink

                                                ctcLink is the name for the PeopleSoft Enterprise Resource Planning (ERP) project for the Washington Community and Technical College System. It is a major statewide project to upgrade the information systems at all 34 community and technical colleges. PeopleSoft is an ERP system that integrates internal and external management of information across an entire organization—in our case, across Seattle Colleges and the state's community and technical college system. Once deployed, ctcLink will give students, faculty, and staff anytime, anywhere access to a modern, efficient way of doing their college business. Learn more.


                                                Seattle Colleges ctcLink Website Updates 
                                                Several updates have been made to the districtwide ctcLink website at seattlecolleges.edu/ctclink.

                                                • A new ctcLink Updates page (this page) collects and archives all updates on the ctcLink implementation at Seattle Colleges. Check back regularly for the latest information.
                                                • The confirmed deployment date has been added to the Timeline page.
                                                • New information is available on suggested training courses for various employee types and functions on the Training page (see next item for details).

                                                Reminder to Complete Online ctcLink Training Courses
                                                Information on the ctcLink Training page was recently added and the page was updated to group the recommended online courses by employee type and function/role. The goal is to make it easier for employees to know which training they should complete in Canvas.

                                                Courses are arranged by four different employee categories including student services; finance and administrative; HR and payroll; and instructional (including faculty). A common core of courses is suggested for all employees in each category; additional courses are recommended for employees in specific functions/roles.

                                                Visit the Training page to review and enroll in the courses. This is an excellent time to complete the training if you haven’t already.


                                                Cycle 3 Validation Begins in August

                                                In ctcLink implementation, data conversion and validation refer to the process of loading data from the existing legacy systems to PeopleSoft. The conversion process involves identifying the data that must be brought to the new system, mapping the data to PeopleSoft fields, translating old codes into PeopleSoft codes, and finally loading the clean, compatible data into PeopleSoft.

                                                In August we will begin the third in a series of five data conversion cycles. These data conversion cycles are an important step in ensuring deployment goes as smoothly as possible as they identify any potential database issues and verify data accuracy. Please note, employees in the following areas will be heavily involved with data validation as a major priority during these dates.

                                                Heavily Impacted Employees:

                                                • Registration and Enrollment, Financial Aid – August 24 through September 9
                                                • Cashiering, Business Offices, Accounting – August 25 through September 9
                                                • HR & Payroll – August 25 through September 9
                                                • Instruction Schedulers and Division Staff – course catalog review and cleanup – August 10 through September 4

                                                System Information Updates

                                                ctcLink continues to refine and improve the experience for users across a number of areas. Recently, upgrades were made in two areas.

                                                • Accessibility changes for ctcLink’s Login Page, Forgot Your Password, and First Time User pages include greater compatibility with screen readers and addressing contrast issues to ensure compliance with WCAG 2.1. Learn more.
                                                • The functionality that allows students to provide Sexual Orientation and Gender Identity (SOGI) information is now available in ctcLink Campus Solutions. Learn more.
                                                  • Students will be able to add or modify this information through a new Personal Details page under the Profile section on their ctcLink Student Homepage. (Authorized staff will be able to add or update this data for students on the Add/Update a Person page.)
                                                  • SBCTC will work internally this summer to develop a new biographic data collection page for employees, and SOGI data functionality will be added to the ctcLink employee self-service module to provide employees the same functionality now available to students.

                                                ctcLink Communications Committee Formed, Leads Being Identified

                                                A new ctcLink Communications Committee has been formed and recently began meeting to develop an internal communications plan regarding deployment information to students and employees. Leads are being identified at each of our colleges, and the communications director for each college is being looped into planning and proposed activities. This committee will help develop and direct related information and communications to students, faculty, and staff.

                                                As part of ramping up for deployment, Andrew Svec of the district communications team will take the lead on ctcLink communications. Contact Andrew with suggestions and questions about ctcLink communications.

                                                Additionally, deployment leads are being identified for each of our colleges to coordinate activities leading up to and after go-live and to assist faculty in the transition from legacy faculty tools to ctcLink faculty self-service.


                                                ctcLink and the Upcoming Holiday Season

                                                Staff members have asked about planning vacation time to avoid impacting ctcLink work activities. There are no ctcLink project activities planned during the following dates:

                                                • November 23 - 27
                                                • December 21 – 25

                                                Our ctcLink implementation teams across Seattle Colleges have stayed strong and focused during a very, very busy June. Employees from across our colleges and district office attended 15 ctcLink workshops, completed dozens of configuration assignments, and reviewed thousands of records in our first full data validation cycle.

                                                A Note of Thanks
                                                We are deeply grateful to all the folks across Seattle Colleges whose hard work has made progress on ctcLink possible. Thank you to our budget and cashiering offices, accounting, our payroll and HR teams, enrollment/registration/admissions teams, our dedicated student validation squad, our financial aid departments, advising teams, staff from IT and IR, and the many instructional staff who have worked hard to configure our data and validate the converted information.

                                                Selecting a Deployment Date in February 2021
                                                We continue to move forward towards our February 2021 deployment date. Recently, the state-wide ctcLink Steering Committee, on which Dr. Kurt Buttleman represents Seattle Colleges, approved two dates to split Deployment Group 4 (Seattle Colleges’ deployment group). One group of colleges will deploy February 8, and the other will deploy February 22. We've just learned Seattle Colleges (Central, North, South) will deploy as a group on February 22, 2021. We will hold a practice dry run conversion in January to prepare.

                                                June & July (so far) Achievements

                                                • Cycle 2 validation completed, with the review of more than a thousand employee data sets, 400 courses, 700 classes, and thousands of student records. The review of student and employee data went very well, and most of the identified issues have already been resolved. 
                                                • 129 configuration assignments completed for Financial Aid, Student Financials, and Campus Solutions

                                                The Next 90 Days of ctcLink
                                                Follow the link to a PowerPoint (pdf version) that breaks down the project activities for the remainder of July, August and September. Highlights include:

                                                • Security Permissions work throughout the summer
                                                • August Cycle 3 data validation – August 21 to September 8
                                                • Course Catalog Workshop dates in August
                                                • Class Schedule build dates in September

                                                Action Items:

                                                1. Review the schedule and activities on that PowerPoint (pdf version) and consider the impact to your staffing and scheduling.
                                                2. Prioritize ctcLink activities and carve out time to complete homework to ensure deadlines are met. 
                                                3. Set ctcLink as a standing agenda item at your regular team meetings to discuss assignments, questions or concerns (and relay info back to our team if needed).
                                                4. And, as always, contact Daniel Cordas with your questions and suggestions. We are in this together for the better.

                                                Seattle Colleges ctcLink Project Status Reports
                                                Our ctcLink Project team files a status report with SBCTC every other week. These files are all hosted on our ctcLink Sharepoint site. The most recent version is available online.
                                                 
                                                Questions & Contacts

                                                Seattle Colleges continues to make strong progress on ctcLink configuration and preparation activities, and we remain focused on our scheduled February 2021 deployment date.

                                                This month’s very big achievement is completing all the required configuration files to move forward with Cycle 2 conversion. This is a huge milestone for our colleges, and is the first test conversion of all our student, employee, and financial data. Much thanks to all the staff across Seattle Colleges who contributed to this work.

                                                The Next 90 Days of ctcLink
                                                Follow the link to a PowerPoint (pdf version) with the breakdown of the project activities for the next 90 days. Highlights include:

                                                • June Business Process Fit Gap session schedule
                                                • June Cycle 2 data validation details
                                                • Cycle 3 data validation – revised dates
                                                • Course Catalog Workshop dates in August – new
                                                • Security Permissions kick-off in July – new

                                                Action Items

                                                • Review the schedule and activities on that PowerPoint (pdf version) and consider the impact to your staffing and scheduling.
                                                • Prioritize ctcLink activities and carve out time to complete homework to ensure deadlines are met. For the ‘Local configuration’ homework in June, we will be on tight timelines to complete these assignments.
                                                • Set ctcLink as a standing agenda item at your regular team meetings to discuss assignments, questions or concerns (and relay info back to our team if needed).
                                                • And, as always, contact contact Daniel Cordas with your questions and suggestions. We are in this together for the better.


                                                More ctcLink Go-Live News

                                                In state-wide news, Deployment Group 3B which includes Pierce, Peninsula, and Cascadia colleges went Live with ctcLink beginning May 11. Read more about it at the SBCTC website.

                                                This snippet is from the SBCTC’s blog post:

                                                Choi Halladay, Pierce College Vice President of Administrative Services, ctcLink Executive Sponsor, and state-wide ctcLink Steering Committee Chair, offered his perspective on the significance of moving forward with ctcLink:

                                                “Since I started working in the SBCTC system in 1994, we have had so many failed attempts at moving the colleges to a new ERP system: Buzzeo, Silverline, ASAP, ASAP II, Rehost, Lift+Shift, and now ctcLink. All were attempts at a new ERP or a reaction to failing to move to a new ERP.

                                                But 26 years later, in 2020, we are here. I activated my account in the ctcLink production environment this morning and submitted a leave request. To butcher the eloquence of Neil Armstrong: "That's one small step for an employee; one giant leap for SBCTC.” – Choi Halladay

                                                Note: Choi Halladay will join Seattle Colleges in mid-July as our next Vice Chancellor of Finance and Operations, and we look forward to benefitting from his experience with ctcLink.

                                                Seattle Colleges ctcLink Project Status Reports
                                                Our ctcLink Project team files a status report with SBCTC every other week. These files are all hosted on our ctcLink Sharepoint site. The most recent version is available online.
                                                 
                                                Questions & Contacts