[LIBRARYDIR] SYSTEMWIDE MESSAGE: ctcLink Onboarding Training Manuals & Staff Training Participation Application
SBCTC-IT Mail
itmail at sbctc.edu
Fri Jun 7 08:21:19 PDT 2024
SBCTC-ITD Memorandum
Date: June 7, 2024
From: Dani Bundy, Director of ctcLink PeopleSoft Customer Support
To: Washington state community and technical colleges leaders, commissions, councils, ctcLink users
Subj: ctcLink Onboarding Training Manuals & Staff Training Participation Application go live
Good morning, colleagues:
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:
* Employee Onboarding Training Manuals
* Staff Training Participation Application
Be on the lookout for open Q&A sessions on the Onboarding Manuals and the Staff Training Participation Application later in the summer.
These new tools respond to multiple recommendations and requests:
* 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.
* 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.
* 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.
Onboarding Training Manuals
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).
Each manual is divided into sections highlighting specific topics and information necessary to become more comfortable with our ctcLink system. Section topics may include:
* Onboarding checklist
* Welcome to ctcLink Training
* Each pillar's place in ctcLink
* Prerequisite ctcLink courses
* Role-based training content and requirements (i.e., required and recommended ctcLink self-paced training courses)
* Additional onboarding resources
How to use the onboarding manuals
The Onboarding Training Manuals<https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/c/433473> 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:
* General Staff Onboarding Training Manual<https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1806193-general-staff-onboarding-training-manual>
* Finance Onboarding Training Manual<https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1806188-finance-onboarding-training-manual>
* Financial Aid Onboarding Training Manual<https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1806199-financial-aid-onboarding-training-manual>
* Human Capital Management Onboarding Training Manual<https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1805955-human-capital-management-onboarding-training-manual>
Manuals for Campus Solutions and Student Financials users will be available in July 2024.
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.
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.
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.
ctcLink Staff Training Participation Application
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. This application will go live Monday, June 10, 2024.
Phase 1 Initial Launch
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.
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.
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.
Phase 1 of the ctcLink Staff Training Participation Application<https://stafftrainingparticipation.ctc.edu/> will go live Monday, June 10, 2024.
Please see the ctcLink Staff Training Participation Application quick reference guide<https://ctclinkreferencecenter.ctclink.us/m/intro_to_ctclink/l/1806429-ctclink-staff-training-participation-application> (QRG) for step-by-step user instructions.
Phase 2 Checklist Implementation
The integration of checklists to assign required and recommended ctcLink Canvas course training is under development.
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.
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.
Phase 3 Instructor-Led Training (ILT)
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.
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.
Please reach out if you have questions or concerns.
Thank you,
[Compass]Dani Bundy
Director of ctcLink PeopleSoft Customer Support
dbundy at sbctc.edu<mailto:dbundy at sbctc.edu> * o: 360-704-1028 * c: 360-619-8960
sbctc.edu<https://www.sbctc.edu/>
________________________________
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