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<div class="WordSection1">
<h1><span class="normaltextrun">SBCTC-ITD MEMORANDUM</span><o:p></o:p></h1>
<p class="MsoNormal"><span class="normaltextrun"><span style="color:black">Date:</span></span><span class="tabchar"><span style="color:black">
</span></span><span class="normaltextrun"><span style="color:black">September 18, 2023<b> </b></span></span><span class="eop"><span style="color:black"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="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:black">From: </span></span><span class="tabchar"><span style="color:black">
</span></span><span class="normaltextrun"><span style="color:black">Grant Rodeheaver</span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="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:black">Subject: Student-Facing Legacy Transcript Application Decision</span></span><span class="eop"><span style="color:black"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="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:black">Dear college community:</span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="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">I hope this message finds you well. When we first developed the Legacy Transcript application back in 2019, we aimed to provide a self-service environment where former, non-ctcLink students could access their unofficial transcripts
with ease.</span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun">However, as the digital landscape evolved, so did the security threats. The need to secure our app with multi-factor authentication (MFA) added new layers of complexity. A couple of these technical challenges
include:</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
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<li class="MsoNoSpacing" style="mso-list:l2 level1 lfo3;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<span class="normaltextrun">The necessity to set up Okta multi-factor authentication; a challenge considering not all colleges have fully implemented Okta yet.</span><span class="eop"> </span><o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l2 level1 lfo3;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<span class="normaltextrun">Additional technical complexities which need to be addressed.</span><span class="eop"> </span><o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-top:12.0pt;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">In light of these challenges, <i>we've decided to limit access to the Legacy Transcript application to college staff only.</i> This means access will be restricted to a specific range of known IP addresses, making the application
invisible to the public. This step is crucial in reducing exposure to sensitive data like Personally Identifiable Information (PII) and protecting it from potential threats.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun">We understand this may create an additional burden on both former students and college staff. Before the new Legacy Transcript application was launched, colleges had been handling the need for unofficial transcripts
in various ways. Only a few colleges were still using the now-deactivated HP-UX Student Kiosk.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="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">We encourage each college to find a model that works best for them. This could include online forms and Legacy student-ID lookup tools that expedite requests. Here are a few examples you might find helpful:</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<ul style="margin-top:0in;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible" type="disc">
<li class="MsoNoSpacing" style="mso-list:l0 level1 lfo6;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://forms.bellevuecollege.edu/studentcentral/request-unofficial-transcripts-enrollment-prior-to-fall-quarter-2015/?_gl=1*u7kxoy*_ga*MTkzNDY1MTkyMC4xNjk0NTQ3MjA5*_ga_D205WT30XL*MTY5NDU0NzIwOS4xLjEuMTY5NDU0NzIzMy4zNi4wLjA" target="_blank"><span class="normaltextrun">Bellevue
College</span></a><span class="normaltextrun"> </span><span class="eop"> </span><o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l0 level1 lfo6;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.cptc.edu/enrollment-services/transcripts" target="_blank"><span class="normaltextrun">Clover Park Technical College</span></a><span class="normaltextrun"> </span><span class="eop"> </span><o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l0 level1 lfo6;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.everettcc.edu/enrollment/transcripts/requesting-transcript-evcc" target="_blank"><span class="normaltextrun">Everett Community College</span></a><span class="normaltextrun"> </span><span class="eop"> </span><o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l0 level1 lfo6;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.greenriver.edu/otr/transcripts/" target="_blank"><span class="normaltextrun">Green River College</span></a><span class="normaltextrun"> </span><span class="eop"> </span><o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l0 level1 lfo6;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://spscc.edu/services-support/transcripts" target="_blank"><span class="normaltextrun">South Puget Sound Community College</span></a><span class="normaltextrun"> </span><span class="eop"> </span><o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l0 level1 lfo6;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.tacomacc.edu/academics-programs/academic-support/enrollmentservices/studentrecords/transcript-request" target="_blank"><span class="normaltextrun">Tacoma Community College</span></a><span class="normaltextrun"> </span><span class="eop"> </span><o:p></o:p></li><li class="MsoNoSpacing" style="mso-list:l0 level1 lfo6;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.whatcom.edu/current-students/entry-enrollment-services/transcript-requests" target="_blank"><span class="normaltextrun">Whatcom Community College</span></a><span class="normaltextrun"> </span><span class="eop"> </span><span class="eop"><o:p></o:p></span></li></ul>
<h2><span class="eop">Additional information for college staff</span><span style="font-size:11.0pt"><o:p></o:p></span></h2>
<p class="MsoNormal"><span class="normaltextrun"><span style="font-family:"Franklin Gothic Medium",sans-serif">Please remember the HP-UX Student Kiosk for unofficial transcripts was disabled on Aug. 31, 2023.</span> Be sure to update any local processes and
remove links from your college's Transcript web pages to avoid error messages for former students.</span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun">The </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="https://www.sbctc.edu/colleges-staff/it-support/legacy-applications/legacy-transcript-project/" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Franklin Gothic Book",sans-serif">Legacy
Transcript</span></span></a></span><span class="normaltextrun"><span style="color:black">
</span>application is designed to deliver historical student information not converted into ctcLink during the colleges' migration to PeopleSoft. If any Legacy transcripts require significant updates (like degree information or bio/demo changes), staff users
will need to import the transcript into ctcLink and make changes there.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun">You can find instructions for the Manual Conversion of Legacy Records at the ctcLink Reference Center and additional resources and FAQs on the Legacy Transcript web page.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l3 level1 lfo9">
<a href="https://ctclinkreferencecenter.ctclink.us/m/79558/l/1526930-manual-conversion-of-legacy-records" target="_blank"><span class="normaltextrun">Manual Conversion of Legacy Records instructions</span></a><span class="eop"><span style="color:black"> </span></span><o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:0in;margin-left:0in;mso-list:l3 level1 lfo9;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.sbctc.edu/colleges-staff/it-support/legacy-applications/legacy-transcript-project/" target="_blank"><span class="normaltextrun">Legacy Transcript</span></a><span class="normaltextrun">. </span><span class="eop"> </span><o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-top:12.0pt"><span class="normaltextrun">If you have any questions or concerns, please don't hesitate to reach out to me or
</span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="mailto:rgartner@sbctc.edu" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Franklin Gothic Book",sans-serif">Ray Gartner</span></span></a></span><span class="normaltextrun"><span style="color:#0563C1">.
</span>We're here to help.</span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun">Thank you for your understanding and cooperation.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<div>
<p class="MsoNormal" style="margin-bottom:0in"><span style="mso-ligatures:none">Best regards,<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in"><span style="mso-ligatures:none">-Grant<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in"><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;mso-line-height-alt:10.55pt;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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</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:84pt;z-index:251659264;visibility:visible;mso-wrap-style:square;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:4.5pt;mso-wrap-distance-top:0;mso-wrap-distance-right:4.5pt;mso-wrap-distance-bottom:0;mso-position-horizontal:left;mso-position-horizontal-relative:text;mso-position-vertical:absolute;mso-position-vertical-relative:line;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page' o:allowoverlap="f">
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</v:shape><![endif]--><![if !vml]><img width="60" height="112" style="width:.625in;height:1.1666in" src="cid:image001.jpg@01D9EA41.C422D050" align="left" hspace="6" alt="Compass" v:shapes="Picture_x0020_2"><![endif]><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764;mso-ligatures:none">Grant
Rodeheaver</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;mso-line-height-alt:10.55pt;text-autospace:none">
<span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764;mso-ligatures:none">Deputy Executive Director / CIO, IT Division</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;line-height:10.55pt;text-autospace:none">
<span style="font-size:10.0pt;color:#003764;mso-ligatures:none">Washington State Board for Community and Technical Colleges</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in;mso-line-height-alt:10.55pt;text-autospace:none">
<span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="mailto:grodeheaver@sbctc.edu">grodeheaver@sbctc.edu</a></span><span style="font-size:10.0pt;color:#003561;mso-ligatures:none">
</span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">• o: 360-704-3939 • c: 360-280-4733</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in"><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://www.sbctc.edu/"><span style="font-size:10.0pt;color:blue">sbctc.edu</span></a></span><span style="font-size:10.0pt;color:#003561;mso-ligatures:none">
</span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">• Twitter:
</span><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://twitter.com/SBCTCWashington"><span style="font-size:10.0pt;color:blue">@SBCTCWashington</span></a></span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">
• Facebook: </span><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://www.facebook.com/wasbctc/"><span style="font-size:10.0pt;color:blue">@WASBCTC</span></a></span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in"><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"> <o:p></o:p></span></p>
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<p class="paragraph" style="margin:0in;vertical-align:baseline"><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p> </o:p></span></p>
<p class="paragraph" style="margin:0in;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"><b>Please DO NOT REPLY to SBCTC-IT Mail regarding this e-mail. SBCTC-IT Mail is an unmonitored mailbox, and your message will not be received. </b></span><span class="eop"><span style="font-family:"Franklin Gothic Book",sans-serif"><o:p></o:p></span></span></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline"><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p> </o:p></span></p>
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<span class="normaltextrun"><b>Message Received Only Once When Sent to Multiple Mail Lists</b>: A message sent to multiple lists is received only
<b>once </b>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.
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