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<p class="MsoNormal"><o:p> </o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">Good afternoon,
</span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><o:p> </o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">Each of us, as members of Washington’s community and technical college system, is entrusted to administer financial aid and other programs as responsible stewards.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">We
must ensure segregation of duties is practiced using Item Type Security. It is important that only staff members with the proper authority can award or post items to an account.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="color:#2F5496"><o:p> </o:p></span></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496">Why it matters</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">Segregation of duties is required so that no one individual has sole control over both awarding and refunding.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">Such
practices violate several federal, state, and accounting requirements, creating a fraud risk liability, and opening the college to findings by State or Federal Auditors.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="color:#2F5496"><o:p> </o:p></span></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496">Background</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">Item Type access was not restricted. This meant that staff could post charges for tuition and federal aid; thus, bypassing the financial aid systems.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">After
Item Type Security was implemented, staff access was limited. For example, Student Financials staff should no longer be able to Quick Post Financial Aid or Tuition Waivers.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="color:#2F5496"><o:p> </o:p></span></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496">What’s the concern?</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">Now that colleges can assign Item Type security, we’re finding that staff are being granted security which puts their college at risk for an audit finding or
fraud.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="color:#2F5496"><o:p> </o:p></span></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496">Where does my college stand?</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">The Local Security Administrators should have the latest report and can work with SBCTC to get in alignment.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="color:#2F5496"><o:p> </o:p></span></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496">What can Local Security Administrators (LSAs) do?</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:black">By Sept. 11, 2023, each LSA should review Item Type access for their college. </span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:black"> </span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:black"> </span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">The
</span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><a href="https://ctclinkreferencecenter.ctclink.us/m/96102/l/1651022-item-type-security" target="_blank"><span class="normaltextrun">Item Type Security Reports</span></a><span class="normaltextrun">
are used to review item type access to keep up with all changes to ctcLink.</span><span class="eop"> </span><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="color:#1F3763"><o:p> </o:p></span></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#1F3763">Learn more </span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#1F3763"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">To view the
</span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><a href="https://sbctc.instructure.com/courses/2056628/pages/item-type-security?module_item_id=69908374" target="_blank"><span class="normaltextrun">Student Financials (SF)
Item Type Security, Feb. 16, 2023 - Canvas video</span></a><span class="normaltextrun">, register for the
</span><a href="file:///C:/Users/alanser/Downloads/%E2%80%A2%09https:/www.sbctc.edu/colleges-staff/it-support/ctclink/ctclink-training-registration#worksessions" target="_blank"><span class="normaltextrun">ctcLink Work Sessions series</span></a><span class="normaltextrun">.</span><span class="eop"> </span><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="color:#2F5496"><o:p> </o:p></span></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496">What happens if our college does not comply?</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:black">The SBCTC teams
</span></span><span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">conduct periodic audits. If staff members are out of compliance related to Item Types, the audit findings will be delivered to the appropriate leaders.</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"> </span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="color:#2F5496"><o:p> </o:p></span></span></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496">Questions?</span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#2F5496"> </span></span><o:p></o:p></p>
<p class="paragraph" style="margin:0in;margin-bottom:.0001pt;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">We are here to help! Please contact our
<span style="color:black">Student Financials or Security team.</span></span></span><span class="eop"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:black"> </span></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p></o:p></span></p>
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<span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif">Thank you,
<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><!--[if gte vml 1]><v:shapetype id="_x0000_t75" coordsize="21600,21600" o:spt="75" o:preferrelative="t" path="m@4@5l@4@11@9@11@9@5xe" filled="f" stroked="f">
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Bundy <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#1F3864;mso-ligatures:none">Director of ctcLink PeopleSoft Customer Support<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#0070C0;mso-ligatures:none"><a href="mailto:dbundy@sbctc.edu"><span style="color:#0070C0">dbundy@sbctc.edu</span></a></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#1F497D;mso-ligatures:none">
</span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#003764;mso-ligatures:none">• o: 360-704-1028 • c: 360-619-8960
</span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#0070C0;mso-ligatures:none"><a href="https://www.sbctc.edu/"><span style="color:#0070C0">sbctc.edu</span></a></span><span style="font-size:12.0pt;font-family:"Segoe UI Light",sans-serif;color:#4472C4;mso-ligatures:none">
</span><span style="color:#4472C4;mso-ligatures:none"><o:p></o:p></span></p>
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