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<p class="MsoTitle"><a name="_Hlk161822851">SBCTC-ITD Memorandum<o:p></o:p></a></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk161822851">Date: June 7, 2024<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk161822851">From: Dani Bundy, Director of ctcLink PeopleSoft Customer Support<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk161822851">To: Washington state community and technical colleges leaders, commissions, councils, ctcLink users<o:p></o:p></span></p>
<span style="mso-bookmark:_Hlk161822851"></span>
<p class="MsoNormal">Subj: ctcLink Onboarding Training Manuals & Staff Training Participation Application go live<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Good morning, colleagues: <o:p></o:p></p>
<p class="MsoNormal">We are pleased to announce the ctcLink Customer Support Training team has created two important tools to assist colleges with employee onboarding and tracking ctcLink training participation activities:<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l1 level1 lfo1">
Employee Onboarding Training Manuals <o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo1">Staff Training Participation Application<o:p></o:p></li></ul>
<p class="MsoNormal"><i>Be on the lookout for open Q&A sessions on the Onboarding Manuals and the Staff Training Participation Application later in the summer.<o:p></o:p></i></p>
<p class="MsoNormal">These new tools respond to multiple recommendations and requests: <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l0 level1 lfo2">
Aligns with recommendations set forth in WACTC’s 2023 ctcLink Improvement Plan to help employees better understand which learning opportunities and trainings they need to do their work in ctcLink.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l0 level1 lfo2">
Addresses a recent State Auditor's Office (SAO) finding that employees need to participate in more training and learning opportunities to better understand the ctcLink system.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l0 level1 lfo2">
Provides training onboarding and tracking management tools which ctcLink College Leaders (Points of Contact), subject matter experts, and supervisors have expressed a need for since go-live.<o:p></o:p></li></ul>
<h1>Onboarding Training Manuals <o:p></o:p></h1>
<p class="MsoNormal">Onboarding Training Manuals will assist new college staff in their training journey through ctcLink (PeopleSoft). Although learning a new software system can be challenging, we expect these documents will provide new staff with the information
needed to locate, understand, and participate in the various training and learning opportunities available from the Washington State Board for Community and Technical Colleges (SBCTC). <o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in">Each manual is divided into sections highlighting specific topics and information necessary to become more comfortable with our ctcLink system. Section topics may include: <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l4 level1 lfo3">
Onboarding checklist <o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l4 level1 lfo3">
Welcome to ctcLink Training <o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l4 level1 lfo3">
Each pillar’s place in ctcLink <o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l4 level1 lfo3">
Prerequisite ctcLink courses <o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l4 level1 lfo3">
Role-based training content and requirements (i.e., required and recommended ctcLink self-paced training courses) <o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l4 level1 lfo3">
Additional onboarding resources<o:p></o:p></li></ul>
<h2>How to use the onboarding manuals<o:p></o:p></h2>
<p class="MsoNormal">The <a href="https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/c/433473" target="_blank">
Onboarding Training Manuals</a> can be found in the ctcLink Reference Center “Intro to ctcLink” section. Onboarding manuals are available for Finance users, Human Capital Management users, Financial Aid users, and General staff: <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNoSpacing" style="mso-list:l2 level1 lfo4"><a href="https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1806193-general-staff-onboarding-training-manual" target="_blank">General Staff Onboarding Training Manual</a> <o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l2 level1 lfo4"><a href="https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1806188-finance-onboarding-training-manual" target="_blank">Finance Onboarding Training Manual</a> <o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l2 level1 lfo4"><a href="https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1806199-financial-aid-onboarding-training-manual" target="_blank">Financial Aid Onboarding Training Manual</a> <o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l2 level1 lfo4"><a href="https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1805955-human-capital-management-onboarding-training-manual" target="_blank">Human Capital Management Onboarding Training Manual</a> <o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-top:12.0pt"><i>Manuals for Campus Solutions and Student Financials users will be available in July 2024. <o:p></o:p></i></p>
<p class="MsoNormal">The intent is for supervisors to work with staff to provide clarity around staff roles and functions of their job based on the onboarding manual. <o:p></o:p></p>
<p class="MsoNormal">To enhance understanding of the ctcLink system, each ctcLink module lists required and recommended self-paced ctcLink Canvas training courses which directly align to roles and functions performed at the colleges. For example, each staff
member is required to complete general prerequisite courses to introduce them to the ctcLink system. <o:p></o:p></p>
<p class="MsoNormal">The included checklist allows supervisors to identify which required and recommended courses should be completed by each staff member. Additional training resources are provided to assist new staff in their onboarding activities. <o:p></o:p></p>
<h1><span class="normaltextrun"><span style="font-size:20.0pt;color:#003764">ctcLink Staff Training Participation Application</span></span><span class="eop"><span style="font-size:20.0pt;color:#003764"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h1>
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The colleges have experienced an increased need to track online training course completion and progress for members of their staff. SBCTC has created a web-based application which will display training course completion information extracted from Canvas. <b>This
application will go live Monday, June 10, 2024. </b><o:p></o:p></p>
<h2>Phase 1 Initial Launch <o:p></o:p></h2>
<p class="MsoNormal">Users will be able to view their own course completion information, as well as course completion information for any staff within their chain of supervision. <o:p></o:p></p>
<p class="MsoNormal">Security roles will be dynamically assigned to all active users in the system to access their own training data, and the training data of any staff in the user’s supervisory hierarchy. Depending on the security role, staff can search for
active or inactive employees training data by a variety of means including employee ID, supervisor name, employee first or last name, department, or training course title. <o:p></o:p></p>
<p class="MsoNormal">An elevated ctcLink security role, which will provide users with college-level training data, will be assigned to college designated Points of Contact (ctcLink College Leaders). For ongoing role-level access, the individual local security
administrators (LSAs) will have the ability to update access for maintenance purposes.<o:p></o:p></p>
<p class="MsoNormal">Phase 1 of the <a href="https://stafftrainingparticipation.ctc.edu/" target="_blank">
<span style="font-family:"Aptos",sans-serif">ctcLink Staff Training Participation Application</span></a> will go live
<b>Monday, June 10, 2024</b>. <o:p></o:p></p>
<p class="MsoNormal">Please see the <a href="https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1806429-ctclink-staff-training-participation-application" target="_blank">
<span style="font-family:"Aptos",sans-serif">ctcLink Staff Training Participation Application quick reference guide</span></a> (QRG) for step-by-step user instructions.
<o:p></o:p></p>
<h2>Phase 2 Checklist Implementation<o:p></o:p></h2>
<p class="MsoNormal">The integration of checklists to assign required and recommended ctcLink Canvas course training is under development. <o:p></o:p></p>
<p class="MsoNormal">The Onboarding Checklist available in the Onboarding Training Manuals will soon be replaced with a built-in, automated version. Supervisors will have access to assign and track ctcLink course completions through the checklist feature of
the application. <o:p></o:p></p>
<p class="MsoNormal">This Phase 2 checklist enhancement has moved out of the planning stage and into the development phase with anticipated delivery of the new feature late July to early August 2024. <span style="font-size:12.0pt"><o:p></o:p></span></p>
<h2>Phase 3 Instructor-Led Training (ILT) <o:p></o:p></h2>
<p class="MsoNormal">The ability to track staff participation in Instructor-Led Training (ILT) learning opportunity sessions is in the early planning stages. Anticipated delivery for the ILT participation functionality is December 2024. <o:p></o:p></p>
<p class="MsoNormal">The ctcLink Training and Support teams look forward to partnering with the colleges and SBCTC agency staff to provide enhanced onboarding and training experiences for new employees. <o:p></o:p></p>
<p class="MsoNormal">Please reach out if you have questions or concerns. <span style="font-size:12.0pt"><o:p></o:p></span></p>
<p class="MsoNormal">Thank you, <o:p></o:p></p>
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</v:shapetype><v:shape id="Picture_x0020_2" o:spid="_x0000_s1026" type="#_x0000_t75" alt="Compass" style='position:absolute;margin-left:0;margin-top:0;width:45pt;height:84.3pt;z-index:251661312;visibility:visible;mso-wrap-style:square;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:9pt;mso-wrap-distance-top:0;mso-wrap-distance-right:9pt;mso-wrap-distance-bottom:0;mso-position-horizontal:absolute;mso-position-horizontal-relative:text;mso-position-vertical:absolute;mso-position-vertical-relative:text;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page'>
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</v:shape><![endif]--><![if !vml]><img width="60" height="113" style="width:.625in;height:1.1736in" src="cid:image003.jpg@01DAB8B3.AB98B720" align="left" hspace="12" alt="Compass" v:shapes="Picture_x0020_2"><![endif]>Dani
Bundy <o:p></o:p></p>
<p class="MsoNoSpacing">Director of ctcLink PeopleSoft Customer Support<o:p></o:p></p>
<p class="MsoNoSpacing"><a href="mailto:dbundy@sbctc.edu"><span style="font-family:"Aptos",sans-serif">dbundy@sbctc.edu</span></a> • o: 360-704-1028 • c: 360-619-8960<o:p></o:p></p>
<p class="MsoNoSpacing"><a href="https://www.sbctc.edu/"><span style="font-family:"Aptos",sans-serif">sbctc.edu</span></a>
<o:p></o:p></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
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<li class="MsoListParagraph" style="margin-left:-.25in;mso-add-space:auto;mso-list:l3 level1 lfo5">
<b>Please DO NOT REPLY to SBCTC-IT Mail regarding this e-mail</b>. SBCTC-IT Mail is an unmonitored mailbox, and your message will not be received. <o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-bottom:6.0pt;mso-margin-bottom-alt:6.0pt;mso-margin-top-alt:0in;margin-left:-.25in;mso-add-space:auto;mso-list:l3 level1 lfo5">
<b>Message Received Only Once When Sent to Multiple Mail Lists</b>: A message sent to multiple lists is received only once by members using Microsoft Exchange Server and MS-Outlook. For example, if a systemwide message is sent to 30 lists, and you are a member
of 10 of those lists, you will receive the message only once rather than 10 times. <o:p></o:p></li></ul>
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