College Services Schedule in prep for ctcLink Build and Launch

Hello Campus Community,

As we head into our final stages of ctcLink building and launch, ET has approved a revised services schedule as follows to allow departments ample time to complete assigned tasks and training. This schedule will go into effect on December 1, 2021.

  1. Services that are heavily impacted by ctcLink will be closed for all services on Fridays (both in person and remote to all clients, both external and internal). Services falling in this category include Enrollment Services, Financial Aid, and Financial Services. Exception: Even heavily impacted offices will remain open on Friday, January 7 and 14 due to increased student traffic prior to deadlines.
  2. Student services that are not heavily impacted by ctcLink will continue to provide services remotely only on Fridays. This would include services such as Advising, SAS, Veterans, IE, etc. The rationale for this is to reduce confusion and inconsistencies as students attempt to access services.
  3. In addition to the Friday closures, offices heavily impacted by ctcLink will have limited staffing between the hours of 9-11 a.m. on Wednesdays as indicated below to allow additional time for completing assignments.

*Exceptions to Friday closure: January 7 and 14, 2022

**All services, both remote and in-person, unavailable to external and internal clients

Note: There may need to be occasional reduction or cancellation of services in addition to the above times to accommodate training and other emergent needs. These interruptions will be communicated ahead of time to students and campus

If you have questions regarding the schedule change, please contact your department supervisor.

The new way to get technical support: our redesigned Support Center

In preparation for ctcLink, TSS, eLearning, Communications & Marketing, and others have worked together to create a new way to get Technical Support at Shoreline: support.shoreline.edu.

Things to know

  • The college website will now direct students and employees to support.shoreline.edu instead of to our email addresses or phone numbers for eLearning and TSS
  • The new support site lets you search for answers to your own question so you can find help immediately without waiting to hear from a staff member
  • In the lower right-hand corner is an Answer Bot that answers your questions in a friendly chat format and learns over time to provide better answers

If your question is not answered by any of our dozens of articles you can submit a request using the Submit a Request button at the top of the page or in the Answer Bot.

We’re just getting started

We are activating the new Support Center now so that we can build on it as we prepare for ctcLink go-live. We are continuing to add and improve our help articles and we are interested in your feedback on what works and what doesn’t, and what you would like to see added. Please try our Support Center next time you need technical help and let us know what can be improved at Support Center Feedback – Formstack.


We Have A ctcLink Go-Live Date!

Dear Faculty and Staff, 

I am contacting you with some important and exciting updates regarding ctcLink. 

I want to share that the statewide ctcLink Steering Committee approved the go-live weekends for the nine schools in our group. Shoreline is now scheduled to go-live on ctcLink on February 28, 2022. This will mark an important milestone as the College continues to review our systems and processes to improve the student experience. 

Over the past two years, the ctcLink Project Team has worked with over 120 Subject Matter Experts from across campus to begin the process of replacing our aging HP software with a modern and mobile-friendly statewide information system to support our student, human resource, and financial needs. Students, faculty, and staff will benefit from having 24/7 access to the tools and resources they need, as well as the efficiencies that will come with the new system. 

As I take over the role of Executive Sponsor, I want to personally thank everyone who has been involved in the project thus far for their countless hours of time and effort, as well as their colleagues who have been supportive as they complete this important work. 

Throughout the fall, we will be providing you with regular updates regarding the project, sharing more information about system features and benefits, as well as information about important dates, training and resources to support you through this transition. 

For more information, please visit the ctcLink website or email the project team at ctcLink@shoreline.edu

Sincerely,  

Phillip J. King 

Acting President 

The ctcLink, Summer 2021 Issue

Summer 2021 Issue

Welcome to The ctcLink, Shoreline’s ctcLink newsletter!  Our goal is to keep you informed or “linked” into the project and provide resources to support you as we move from our aging HP software to the modern and more mobile-friendly statewide Enterprise Resource Planning (ERP) system called PeopleSoft.

As always please reach out to us at ctcLink@shoreline.edu with your questions or feedback.


Where Are We Now?

Beginning June 15th, many of our colleagues across the college will participate in Data Validation Workshop sessions, following up on the Business Process Fit Gap sessions and Configuration homework. This is the crucial work to ensure that our data will be coming over correctly from HP to ctcLink and it is also our first chance to get practice with the new system.

Data validation is vital to ensure our data is clean, correct and useful.


Supporting Students, Faculty and Staff

Over the summer, with the help of Amy Kinsel and Amy Rovner, we will be planning out timely and focused training to ensure that we are all ready to use the new system in early 2022.

As a reminder, here are some new features and benefits ctcLink has to offer:

In ctcLink students will have 24/7 access to an online student center for registration, financial aid, tuition, contacting instructors and advisors, viewing grades, tracking their academic goals and more!

For most faculty ctcLink will mean new online tools that will help you manage classes and rosters as well as your experience as an employee. Once ctcLink is implemented, faculty will be able to do the following:

  • Use My Schedule to view all classes which are assigned to you.
  • View and print Class Roster.
  • Use Grade Roster—where you will see what program a student is enrolled in and assign grades.

ctcLink is a modern, consistent way for Students, Faculty and Staff to manage student records, enrollment reports, grades, class rosters, scheduling information, tuition and financial aid processes, accounting, state and federal reports, as well as share and complete college business across the state.


Learn the Language

Employee Self-Service (ESS)

Every employee will have access to a service center that allows them to view or change their own personal data.

Processes available to an employee in self service include viewing your paycheck, changing your mailing address, entering time, submitting travel & expenses, viewing a W-2, and more!

Manager Self-Service (MSS)

In ctcLink, all supervisors will have a MSS referring to the set of processes that allow them to look up, make changes to, or approve certain employee information.

Both ESS and MSS will be available 24 hours a day from anywhere in real-time.


Organizational Change Management (OCM)

We are well aware that ctcLink is one of many changes happening on campus. It is important to remember that we all handle transitions differently and that there are many tools to support you along the way. Over the last year and a half, individuals across campus became certified as Change Practitioners through the Prosci Organization. Here is a good framework to help put our change into perspective. We would challenge you to talk about the changes that are happening with others and feel free to reach out to the ctcLink team if you have questions.

Change Is a Process
Extracts from article by Tim Creasey, Prosci

[…] The Current State – how things are done today. It is the collection of processes, behaviors, tools, technologies, organizational structures and job roles that constitute how work is done. The Current State defines who we are. It may not be working great, but it is familiar and comfortable because we know what to expect. The Current State is where we have been successful and where we know how we will be
measured and evaluated. Above all else, the Current State is known.

The Transition State– tends to be messy and chaotic. It is unpredictable and constantly in flux. The Transition State is often emotionally charged, with emotions ranging from despair and anxiety to anger, fear or relief. During the Transition State, productivity predictably declines. The Transition State requires us to accept new perspectives and learn new ways of behaving, while still keeping up our day-to-day efforts. The Transition State is challenging.

The Future State– is where we are trying to get to. It is often not fully defined and can actually shift while we are trudging through the Transition State. The Future State is supposed to be better than the Current State in terms of performance. The Future State can often be worrisome. Above all else, the Future State is unknown. […]

Change Management is focused on managing the employees’ transition to the Future State at both the individual level and organizational level to achieve the required business results.

Link to full article

If you are interested in talking more about change, the 5-Minute Change Management Book Club will return this fall. Take 5 minutes to read an article about change and let’s have a good discussion!


Get Involved

  • News & Updates
  • Resources
  • Learn more
  • Project Resources
  • SBCTC documents
  • ctcLink Connect
  • Self enroll in courses
  • Start with PS Fundamentals 9.2

We welcome your questions and concerns, and can be reached by emailing ctcLink@shoreline.edu


Upcoming Events

  • The 5-Minute Change Management Book Club will return this fall!
  • Stay tuned for more updates about ctcLink via DAAG!

ctcLink Change Management Book Club

Image of a Whale and Dolphin courtesy of Rick Torben

The 5-Minute Change Management Book Club is Back!

It has been a long year for many of us, with changes coming both personally and professionally. As we wrap up the academic year, we wanted to offer an opportunity for you to reflect and share your thoughts.

This time, we offer two brief (5-10 minute) articles for you to think about. One gives a high level look at change at work and the other is more personal. Choose what speaks to you. As usual, topics are not limited to ctcLink.

If you’re interested in joining the discussion, please click the “sign up” button below to choose your date or reach out at ctclink@shoreline.edu.

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