ctcLink: Updates & How to Get Help

Dear Faculty and Staff Colleagues, 

The ctcLink Project has a new Executive Sponsor – me!   

It’s been almost a year since Shoreline’s ctcLink Go Live date of February 28, 2022, and I want to recognize the hard work of so many dedicated staff and faculty who have gotten the College to this point with ctcLink. 

One year out, we are still in the “stabilization” phase of this project and have many issues to work through. Don’t worry – that is expected with such a large campus-wide (and statewide) project. Please hang in there; this project is a marathon, not a sprint, and we are making meaningful progress.  Continued training will be provided (including one today for all administrators at Shoreline).

As you encounter issues, please follow these steps: 

1.       Look for an answer in the Shoreline Support Center.    

2.       Ask friends for help: 

a.       Start with your supervisor and unit colleagues, who are most familiar with the processes in your department.  

b.       Ask statewide colleagues in your ctcLink area (sign up for state mailing lists here).    

3.      Get live help @ https://shoreline.edu/zoomroom Monday-Friday 9:00am-1:00pm & 2:00pm-4:30pm. 

4.      Submit a request for help at the Shoreline Support Center or email Support@shoreline.edu

Those help requests/tickets are tracked in a ticketing software called TeamDynamix and are resolved by a team of ctcLink Business Analysts, who will be coming out to department meetings soon so you can put faces to names

Finally, ctcLink has a new Project Manager: Ann Garnsey-Harter, Associate VP-Planning, Institutional Effectiveness, & Project Management. 

ctcLink training and support group phptp

We have come so far from our first ctcLink training sessions back in 2019! 

Thanks, 

Jack Kahn 

President 

ctcLink Executive Sponsor  

From D. Bryant, Payroll Manager: READ ME | CLASSIFIED EMPLOYEES AND MANAGERS | TIMESHEETS – {early leave submission required}

IMPORTANT – MUST READ – New information listed

All Employees:

   Absences:

  • Absences for the pay period 1/1-1/15 must be completed by 5pm on 01/12/2023
  • Supervisors must approve absences by 10am on 01/13/2023
    • When submitting the following leave types please send an email to payroll@shoreline.edu
      • Shared Leave
      • Leave without Pay

Classified and Hourly/Student Employees: 

   Timesheets:

  • Timesheets must be completed by the end of your shift on the last working day of the pay period, but no later than 01/15/2023.
  • Supervisor must approve timesheets no later than 10am on the day after the pay period ends, 01/17/2023

Hourly/Student: When submitting your timesheet, please read the information below.

  • Please be sure to use the correct Time Reporting Code for your position
    • HRY for non-student hourly employees
    • STU for student hourly employees enrolled in 6 or more credits
    • STF for student hourly employees enrolled in less than 6 credits
    • FWS for federal work-study students
    • SWS for state work-study students

Classified: When submitting your timesheet, please read the information below.

  • Did you take leave during this last pay period?  Be sure to adjust your REG hours on your timesheet to reflect what hours you worked and were on leave.
  • Make sure each week equals your work schedule; 100% employee, then you should have a minimum of 40 hours posted between REG and any leave, 75% employee, then you should have a minimum of 30 hours posted between REG and any leave.  This includes any Leave without Pay posted.
  • Overtime to be charged to a budget other than the employees normal budget, please email the  combo code (not the chart string) to payroll@shoreline.edu.
  • Did you work overtime and take leave in the same week?  Please email payroll@shoreline.edu until further notice.

Faculty: Please be sure to submit your sick leave through the absence management system, by the date listed above. You do not need to submit a timesheet.

Admin Exempt: Please be sure to submit your leave through the absence management system, by the date listed above. You do not need to submit a timesheet.

Delene Bryant
Payroll Manager
HR & Employee Relations

Welcome our New ctcLink Faculty Lead

Introducing our new Shoreline ctcLink Faculty Lead, Heather Munsell. Heather has been working with ctcLink since the third deployment group went live in early 2020. Heather is available to assist faculty with using and navigating in ctcLink. 

Since 2014, Heather has been a Communication Studies instructor at Shoreline. She is now a Priority Associate faculty member teaching primarily public speaking and she also started the Public Speaking Center at Shoreline in 2015. Before joining Shoreline she taught at Montana State University-Billings. In addition to Shoreline, Heather often teaches communication classes at other north Seattle area schools.

Heather is excited to help other faculty use ctcLink more efficiently. She can be reached at support@shoreline.edu.

Heather Munsell photo

ctcLink Survey Results Summary 

The purpose of the ctcLink survey is to understand user needs and identify opportunities for improvement.  In July 2022, 146 responded: 41% classified staff, 26% Exempt staff, and 25% faculty, 5% hourly.

Respondents were actual users of ctcLink (52% reported using ctcLink multiple times a day; 77% reported several times per week or more). 

Results show that individuals are adapting to ctcLink, but they perceive that other areas are not. Users look to local colleagues for support more than other resources. Some users articulate concern about support and want clear, relevant, and timely responses.  

All results can be found here. Please click to begin a download of a read-only excel file.

President Kahn and ET are working together to prioritize and implement the Strategies for Success. President Kahn will speak to these strategies and updates in weekly all-staff emails and video updates, as they progress.

survey results infographic

From Payroll Manager D. Bryant: READ ME | CLASSIFIED EMPLOYEES AND MANAGERS | HOLIDAY PAY

IMPORTANT – MUST READ

This is a gentle yet important notification. 

Absence requests and approval, Leave Without Pay requests and approval, Shared Leave requests and approval, and time reporting and approval need to be submitted by 5pm – Wednesday, June 15th, 2022.

Timesheets for the 6/1-6/15 pay period will be locked at noon on Thursday, June 16th;  this means you will no longer be able to submit a timesheet for this pay period after NOON on June 16th.

  • When submitting a Leave Without Pay or Shared Leave request, please also notify the payroll office  Delene Bryant Ext. 4515  or the benefits office Lisa Patterson Ext. 4510
  • Working overtime, and the hours need to be reported to a different combo code (budget) than your main job?  Please email dbryant@shoreline.edu.
  • An email will be sent when timesheets are re-opened for entering your time for the 5/16-5/31 pay period.

Compliance with this schedule will assure timely and accurate leave processing and pay for you.

Please remember, pay periods run from the first day of the month through the 15th day of the month and from the 16th day of the month through the last day of the month.  The due date for absence reporting and approvals, Leave Without Pay requests and approvals, Shared Leave requests and approvals and time reporting and approvals is noted above.

Reminders:

  1. Classified Staff: No comp time can be earned during the month of June, if you worked overtime you will be paid overtime.
  2. Classified Staff: You must use your comp time before vacation.  Check your balances.
  3. Classified Staff: If you have comp time accrued, please be sure to use it by June 30th.  Any time still accrued and not used on June 30th will be paid out to you on 7/10.
  4. Hourly/Student Staff:  Be sure to log your hours on a daily basis to avoid missing the cut-off for hours worked during a pay period.  If you do not submit your timesheet on time, you will need to submit a paper time sheet to payroll@shoreline.edu payment for the past pay period may be delayed to the next pay period.
  5. Supervisors:  Will you be on vacation, be sure to set up a delegation as soon as possible to ensure your employee timesheets can be approved in a timely manner.  These delegations should be set up for the beginning of the pay period and ending at the end of a pay period.  See the QRG

Please me know if you have questions.

Delene Bryant
Payroll Manager
HR & Employee Relations

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