[ctcLinkfinaidsupport] New Duplicate EMPLID Service Indicator (SDI) Assignment Jobset Coming March 13

Fri Mar 7 08:12:57 PST 2025

Good afternoon, everyone.

On Thursday, March 13, we will be updating our internal duplicate EMPLID<https://ctclinkreferencecenter.ctclink.us/m/96101/l/1404792-duplicate-emplids-for-same-person> process to include automating the copying of the SDI service indicator placed by SBCTC CS Core Support staff to all colleges. This new automated jobset will keep SDI service indicators synchronized across the colleges.

Which service indicators are included?

The only service indicator included in this new jobset is the existing SDI (SBCTC Use Only: Duplicate) service indicator. The SDI service indicator has been in use for years, and it is manually assigned by SBCTC CS Core Support staff to retiring EMPLIDs when a duplicate EMPLID has been reported by a college and is used to prevent data changes on the retiring EMPLID while the ticket is being processed.

SDI service indicators are manually assigned by SBCTC CS Core Support to all colleges that the student is directly associated with; the jobset then copies this service indicator across all colleges to prevent new activity under the EMPLID at other institutions.

What does the SDI service indicator do?

The SDI service indicator is configured in the same way for all colleges. It is not configured to display to students. It includes all functionally possible impacts:

  *   All enrollment activity (enrollments, drops, swaps, etc.) is blocked
  *   Enrollment verifications cannot be requested
  *   Changes cannot be made to grades
  *   Transcripts cannot be generated.
  *   Financial Aid impacts prevent disbursement, packaging, and refunds
  *   Student Financial impacts prevent refunds, payment plans, checks, and Self Service payments

Changes have not been made to how the SDI service indicator has been configured for the colleges. The only change is that it will now be assigned automatically for all 33 colleges to retiring EMPLIDs.

Can I/ should I make changes to how the SDI service indicator has been configured?

No. The SDI service indicator is managed exclusively by SBCTC. Do not make changes to the SDI service indicator configuration.

Will the service impacts of an SDI indicator affect all colleges?

Yes, since SDI indicators will now be copied to all colleges, the service indicator impacts will apply to all colleges. This is to ensure that data associated with a retiring EMPLID is not changed. As always, the SDI service indicator is assigned to retiring EMPLIDs by SBCTC CS Core Support staff; the SDI service indicator should never be assigned or removed by a college staff person. Colleges should continue to direct their students to use the kept (retained) EMPLID moving forward, which will not have an SDI service indicator.

How can I tell the difference between an indicator placed manually by CS Core Support staff and one copied by the new jobset?

  *   In ctcLink navigate to Campus Community > Service Indicators > Person > Manage Service Indicators
  *   Search for the student
  *   Click on the link for the service indicator you are reviewing
  *   Toward the bottom of this Service Indicator Data page, you will find a Comments section and the User ID that placed the indicator. For indicators copied from another college, the User ID will be JOBS_CS_CORE and the Comments section will include the following note: "This EMPLID has been identified as a duplicate EMPLID. To ensure data integrity, do not add additional data to or perform additional transactions with this EMPLID. Please submit a ticket to the SBCTC CS Core Support team if you have any questions."

How will this impact the student experience?

Preventing data changes and new activity is essential to duplicate EMPLID clean up, so no adjustments have been made to how the SDI service indicator functions. This means, as usual, that students will be unable to perform most CS enrollment, financial aid, or student financial transactions under EMPLIDs with the SDI service indicator. Students will receive the usual error messages<https://ctclinkreferencecenter.ctclink.us/m/79558/l/1010255-self-service-enrollment-messages> when an Self Service transaction is blocked by the SDI service indicator.

Will this have any impact on local business processes? (Will I be expected to do something different or new?)

This has no impact on local college business processes. You may now notice more SDI service indicators while reviewing retiring student records. SDI service indicators are assigned by SBCTC CS Core Support staff only; colleges should not assign SDI service indicators nor release or override an SDI service indicator that has been assigned. As always, please report duplicate EMPLIDs to SBCTC CS Core Support. All data movement will be overseen by SBCTC Support teams.

Where can I find more information about how duplicate EMPLIDs are reported and processed?

  *   Duplicate EMPLIDs for Same Person<https://ctclinkreferencecenter.ctclink.us/m/96101/l/1404792-duplicate-emplids-for-same-person> QRG

Please reach out to the CS Support team if you have questions about this new jobset.

Best,

[Title: SBCTC logo - Description: Compass]
Marissa Baker
Functional Analyst - Campus Solutions
Washington State Board for Community and Technical Colleges
mbaker at sbctc.edu<mailto:mbaker at sbctc.edu>

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