ctcLink Weekly Updates 02/01/22

February 1, 2022 by Leave a Comment

Hi Campus Community, 

As we enter the final steps for implementation of the integrated ctcLink system, please take a moment to review the following important updates and milestones we have achieved.    

Updates:  

  • The ctcLink team is looking for Volunteers who can assist students, faculty, or staff with basic ctcLink, campus service, or spring registration prep questions. Such volunteers are key to the success and launch of ctcLink. If you are interested in participating as a volunteer, please complete this volunteer survey or reach out to support@shoreline.edu.  
  • Winter 2022 in-person on-campus service hours are available Monday – Thursday, 8am to 5pm.  Additional information and exceptions for specific areas can be found on the Campus Hours of Operations webpage.  

Training Sessions: 

We invite you to participate in an ongoing variety of ctcLink training sessions. If you missed our Kickoff to Go Live sessions in January, you can view them and their slide decks on our ctcLink SharePoint site. Up next: 

Topic: Advising Functions in ctcLink 

Audience: Faculty, General & Intl Advisor Training 

Date: February 11, 2022 

Time: 1:00-3:00pm 

Zoom Link: https://us02web.zoom.us/j/85473550222 

Key Dates and Timelines  

(Click here to view all important dates)  

  • February 4: Last day for HR to hire new employees in HP.     
  • February 4: Current financial aid students must submit all required/requested documents by today to ensure they can be processed before conversion. If students miss this deadline, they can still submit their document/s and they will be processed after the conversion.   
  • February 8: Last day to submit Winter Quarter COVID Assistance Emergency Aid applications to have funds disbursed by February 16th.  Any COVID Assistance Emergency Aid applications received from February 9th – March 13th, will be disbursed after March 14th, 2022.  
  • February 9- March 13: Emergency Aid requested between these dates will be processed through the Shoreline Foundation. Click here for more information about accessing aid.  

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.   

Countdown to Go-Live: 26 Days    

If you have questions, please visit https://www.shoreline.edu/ctclink/ or email support@shoreline.edu. 

Filed Under: Announcements Tagged With:

ctcLink Weekly Updates 01/25/22

January 25, 2022 by Leave a Comment

Hi Campus Community,

While we’ve all grown accustomed to our current system, it uses outdated technology that doesn’t offer the integrated online services we need to be successful moving forward.  As we enter the final steps for implementation of the integrated ctcLink system implantation, please see below for important updates and milestones achieved.   

REMINDER  

Training sessions are designed for faculty and staff who have not yet been involved in the ctcLink project by providing general information about the project, the timeline, and available support mechanisms. The sessions will also cover additional ctcLink user training available for Faculty and for Staff/Admin at the College. 

1/28/22 1:00 pm – 3:00 pm All Campus Kickoff III      

Staff, Faculty (in-person and recorded)      

Overview of the project, timeline, new support center/web, Level 1 Faculty training/ Level 1 Staff training      

https://us02web.zoom.us/j/88994603141

Key Dates and Timelines (Click here to view all important dates) 

  • January 26th: Purchase Requisition Deadline last day to submit IPVs & invoices to Accounts Payable for payment.  This means you must complete the arranging and approving of purchases before January 26 or your purchase will be delayed until at least the middle of March. Technology purchases and some others require previous approval, so be sure to allow enough time for purchases that must be made before March.  Online purchasing requisitions will open in cTcLink beginning Monday, March 14.   
  • February 1st: cTcLink Dry Run Conversion Validation. The big test of the full cTcLink conversion process will begin on Tuesday, February 1, 2022. It will be a SBCTC-led activity to confirm that our student, employee, and financial data will convert successfully. Human Resources, Enrollment Services, Financial Aid, and Financial Services to close at Noon.  
  • February 4th: Last day for HR to hire new employees in HP.    
  • February 4th: Students must submit all financial aid required/requested documents by today to ensure they can be processed before conversion. If students miss this deadline, they can still submit their document/s and they will be processed after the conversion.  
  • February 8th: Last day to submit Winter Quarter COVID Assistance Emergency Aid applications to have funds disbursed by February 16th.  Any COVID Assistance Emergency Aid applications received from February 9th – March 13th, will be disbursed after March 14th, 2022. 
  • February 9th– March 13th: Emergency Aid requested between these dates will be processed through the Shoreline Foundation. Click here for more information about accessing aid. 

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.  

Countdown to Go-Live: 33 Days   

If you have questions, please visit https://www.shoreline.edu/ctclink/ or email ctclink@shoreline.edu  

Filed Under: Announcements Tagged With: ,

ctcLink Weekly Update 01/18/22

January 18, 2022 by Leave a Comment

Welcome to the next ctcLink update! We appreciate everyone’s patience and understanding as staff members prepare for the ctcLink launch.  
 

REMINDER 

We are pleased to invite you to attend one of our January ctcLink All Campus Kickoff to GoLive Sessions! These sessions are designed for faculty and staff who have not been heavily involved in the ctcLink project. Attending a session is highly recommended, but not required.  Choose the one that fits your schedule the best and you can ignore the others. The first part of each session will provide general information about the project, the timeline, and available support. The second part will be specific training sessions for Faculty and for Staff/Admin.  

1/21/22 10:30-12:30 pm All Campus Kickoff II    

Staff, Faculty (in-person and recorded)     

Overview of the project, timeline, new support center/web, Level 1 Faculty training/ Level 1 Staff training     

https://us02web.zoom.us/j/82166990032

1/28/22 1:00 pm – 3:00 pm All Campus Kickoff III     

Staff, Faculty (in-person and recorded)     

Overview of the project, timeline, new support center/web, Level 1 Faculty training/ Level 1 Staff training     

https://us02web.zoom.us/j/82166990032

NEW 

Updated Key Dates  

The ctcLink website has been updated with important dates related to the deployment of ctcLink and services that may be affected. We encourage you to review the important date information on the ctcLink web page.

Jan 24- FAFSA/WASFA – It is recommended that students complete their FAFSA/WASFA application by January 24 to ensure those students who are eligible for financial aid receive their money before the conversion. If students miss this deadline, they can still complete these applications and they will be processed after Shoreline is converted to the new system. 

Jan 26- Purchase Requisition Deadline, last day to submit IPVs & invoices to Accounts Payable for payment – This means you must complete the arranging,and approving of purchases before January 26 or your purchase will be delayed until at least the middle of March. Technology purchases and some others require previous approval, so be sure to allow enough time for purchases that must be made before March. Online purchasing requisitions will open in ctcLink beginning Monday, March 14. 

Under Development:  

Self-paced ctcLink essentials training materials for both Faculty & Staff are almost complete in Canvas! You will be added to these OPTIONAL training courses later this week. These are OPTIONAL and are provided as another way for you to access ctcLink training content. 

Countdown to Go-Live: 40 Days  

If you have questions, please visit https://www.shoreline.edu/ctclink/ or email ctclink@shoreline.edu 

Filed Under: Announcements Tagged With: ,

Important Dates Related to cTcLink Deployment

January 12, 2022 by Leave a Comment

The importance of this message is that we need you to be aware that many key systems will be shut down for over a month as we transition to cTcLink. Please see the deadlines below and visit the Key Dates, Events, and Timeline page on the cTcLink website for a more comprehensive list. 

January 2022 

  • January 19: Last day to make P-Card purchases, budget transfers & enter operating budgets and grants into FMS.  
  • January 24: FAFSA/WASFA-It is recommended that students complete their FAFSA/WASFA application by today to ensure those students who are eligible for financial aid receive their money before the conversion. If students missed this deadline, they can still complete these applications and they will be processed after we convert to the new system. 
  • January 26: Purchase Requisition Deadline last day to submit IPVs & invoices to Accounts Payable for payment.  This means you must complete the arranging and approving of purchases before January 26 or your purchase will be delayed until at least the middle of March. Technology purchases and some others require previous approval, so be sure to allow enough time for purchases that must be made before March.  Online purchasing requisitions will open in cTcLink beginning Monday, March 14. 

February 2022 

·         February 2: cTcLink Dry Run Conversion Validation. The big test of the full cTcLink conversion process will begin on Wednesday, February 2. It will be a SBCTC-led activity to confirm that our student, employee, and financial data will convert successfully. Enrollment Services, Financial Aid and Financial Services to close at Noon.

·         February 4: Last day for HR to hire new employees in HP.  

·         February 4: Students must submit all required/requested document/s by today to ensure they can be processed before conversion. If students missed this deadline, they could still submit their document/s and they will be processed after the conversion. 

·         February 7: Last day to submit Invoice Attached, Check Enclosed, and A19 documents. Payments for documents after February 7 will be processed after March 14 pending completion of data validation post-go live. 

·         February 8: Last day to submit Winter Quarter COVID Assistance Emergency Aid applications to have funds disbursed by February 16.  Any COVID Assistance Emergency Aid applications received from February 9 -March 13, will be disbursed after March 14. 

·         February 11: Last Day for payroll changes. Update direct deposit, W4, etc.

·         February 14: Last Call for Cashiering Transactions. Wednesday, February 14 is the final day for any cashiering transactions (excluding Financial Aid). Cashiering will reopen to students on Monday, March 14 pending completion of data validation post-go live.   

·         February 14: Last day to submit graduation applications. Will begin processing mid-March. 

·         February 14 (4:30 pm): Legacy Web Admissions portals close. New application portal to open on March 14. 

·         February 15 (10:00 am): Last timesheet submission in TLR for Feb 1-15 time period. Timesheets for Feb 16-28 will be submitted in cTcLink after go-live.  More information on this to come. 

·         February 16 – Last day for Student Refunds, Financial Aid & COVID Assistance Emergency Aid, and Scholarship monies to be disbursed.   

·         February 18 – Grade changes and enrollment transactions after this date will be processed in mid-March.  Request for W grades after this date will be processed mid-March.

·         February 23 (4:30 pm): Final Day to Change Data in Legacy/HP System. Wednesday, February 23rd is the last day staff will be able to make changes to the legacy SMS / FMS / PPMS environments. 

·         February 27 (Sunday): Go-Live Conversion Test. Key staff will access cTcLink Sunday afternoon to confirm that the conversion has been successful. 

·         February 28- March 13: Deployment Period. Payroll, Accounting, College Business Offices, Enrollment & Registration, Admissions, and Financial Aid are closed to the public. Staff who submit timecards will need to enter time for February 16-28.  More information will be provided as we near this time frame. 

In addition to the above message, please note that we will also send updates relating to critical dates for each week.  Lastly, there may be confusion about change of processes – for staff and for students – and we are also building a network of support to respond to your questions during this transition period.  Please contact ctcLink@shoreline.edu if you have questions about this update. Shoreline staff are responding to this email daily.

Filed Under: Announcements, Staff Messages Tagged With:

ctcLink Weekly Update: January 4th, 2022

January 4, 2022 by Leave a Comment

Hi Campus Community,

Our Shoreline Community College ctcLink Team is busy preparing for GO LIVE on February 28, 2022. 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 also want to thank those who have worked to keep our timeline on track.   
  
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, financial aid application processing, and purchasing, etc. Sprint 2 will start mid to late January. and focuses on the end of these processes: grading, degree completion, payroll, and general ledger accounting, financial aid packaging, awarding, disbursement and reconciliation.  
  

We are excited to be able to offer two opportunities to kick off your training: (This training is being offered on two different dates, so you will only need to attend one.  You will be invited if you are to attend the below training sessions) 

1/13/2022 1:00 – 3:00 pm All Campus Kickoff I 

Staff, Faculty (in-person and recorded)   

Overview of the project, timeline, new support center/web, Level 1 Faculty training/ Level 1 Staff training   

https://us02web.zoom.us/j/85952609338

1/21/2021 10:30 – 1 2:30 pm All Campus Kickoff II  (You will be invited if you are to attend the below training sessions) 

Staff, Faculty (in-person and recorded)   

Overview of the project, timeline, new support center/web, Level 1 Faculty training/ Level 1 Staff training   

https://us02web.zoom.us/j/82166990032

  
Countdown to Go-Live: 54 Days  

Thank you,

Crystal Berry crystal.berry@shoreline.edu

Filed Under: Announcements Tagged With: ,
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