[ctcLinkfinaidsupport] New Item Type Request Process & Form

[Ana Ybarra]

From: Brandon Reed
Sent: Monday, September 11, 2023 4:43 PM
To: ctclinksme_stufin at lists.ctc.edu<mailto:ctclinksme_stufin at lists.ctc.edu>; bar at lists.ctc.edu<mailto:bar at lists.ctc.edu>
Cc: Dani Bundy <dbundy at sbctc.edu<mailto:dbundy at sbctc.edu>>
Subject: New Item Type Request Process & Form
Importance: High

Hello everyone,

This message is intended for those who submit or authorize ctcLink item types.

The State Board Student Financials Team needed to recreate the Item Type Request Form to accommodate several updates.  Starting today (now) the PDF version of the Item Type Request Form is no longer available.

To request a new (or edit/update) item type, please follow the below updated steps:

  1.  Initial ticket request
     *   College staff members submit a ticket in Solar Winds requesting either edits to or the creation of a new item type(s.) In the subject field, enter either "New Item Type(s)" or "Edit to existing Item Type" and if necessary, the count of item types.  Use the Solar Winds Request type of ctcLink Support > Student Financials > SF: Item Types.
  2.  Solar Winds auto reply with form to submitter.
     *   Solar Winds will immediately auto reply with instructions & a linked spreadsheet to complete (no longer PDF.) The spreadsheet should be completed, saved, and attached to a new client note.
     *   The auto reply has also been updated to include a link to the Understanding Item Types QRG<https://ctclinkreferencecenter.ctclink.us/m/96102/l/1168675-understanding-item-types>.  There, you will find the procedure and a recorded video with detailed explanation of the spreadsheet.
  3.  Item type approver
     *   If the ticket submitter is not the approver/signer, the approver/signer MUST post a client note in ticket indicating approval or being okay, "good to go" with item type request and all information contained within.
     *   For new or edits to financial aid item type(s,) the financial aid authorizer/signer will also need to review the ticket information and add a client note to the ticket as approved.
  4.  Item type to be processed.
     *   SF & FA Staff validate approver note and proceed with item type build process.

Please let us know if you have any questions or concerns about the new form via SFSUPPORT at SBCTC.EDU<mailto:SFSUPPORT at SBCTC.EDU>.
-SF

[Title: SBCTC logo - Description: Compass]Brandon Reed
Associate Dir. Campus Solutions - Student Financials
Washington State Board for Community and Technical Colleges
breed at sbctc.edu<mailto:breed at sbctc.edu>




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