Employee Onboarding and Offboarding �Task Force Recommendations: Part 1 

College-led Process Alignment Task Force for Employee Onboarding & Offboarding (EO&O) 

�Presented to ctcLink College Collaboration Group (cCCG) �April 8, 2026

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EO&O Task Force Membership Roles

25 + representatives from colleges & SBCTC agency

• 15 college representatives
• Small, medium, large, multi-campus, district 
• Technical college representation
• Colleges fully using the system
• Colleges not fully using the system
• Roles including Local Security Administrators, Human Resources, Training
• 8 SBCTC representatives
• Roles include Application Security, Functional Analyst-HCM, ctcLink Training 
• 3 Supporting Roles
• PAW Leadership
• Notes & Logistics

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EO&O Task Force Members

• Subject Matter Experts
• Andrea Britten, Pierce
• Annie Vo, Seattle Colleges
• Claire Jordan, Tacoma
• Dawnell Schroeder, Green River
• Ebony Jackson, Renton Technical
• Erica Jesberger, Columbia Basin
• Erika Bockmann, Walla Walla
• Jack Foerster, Edmonds
• Jane Benson, Whatcom
• Joy Anglesey, Centralia
• Marah Selves, Lake Washington
• Rose Madison, Everett
• Rosemary Darrough, Highline
• Shayne Wong, Clover Park
• Will Peters, South Puget Sound

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• Task Force Lead 
• Sindie Howland, Everett
• SBCTC Representatives
• Sheila Sloan, Application Security
• Laurel Anderson, Application Security
• Agnieszka Pederson, HCM
• Linda Mellot, HCM
• Gretchen Fulmer, ctcLink Training
• Jerry Lambert, ctcLink Training
• Carmen McKenzie, Data Services 
• Ivy Brent, Data Services  
• cCCG/Paw Liaisons
• Dani Rider, SBCTC
• Wright Harrison, Green River
• Terye Senderhauf, Peninsula

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Benefits of Process Alignment 

• Improved Process Efficiency
• Identifies "best practice" workflows 
• Standardizes across the consortium
• Better College Staff Experience
• For daily users, provides consistency and clarity
• For infrequent users, provides guidance and documentation
• Targeted Training Materials
• Training can be universal and include more detail
• The "why" and "when" are global when the process is the same for all colleges
• More Reliable Reporting 
• Better collection practices minimize "dirty data" and improves accuracy
• The resulting reports and analytics are comparable across colleges

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• Simplified Auditing & Compliance
• Streamlines
• Makes regional and government compliance simpler and quicker
• Shared Support Efficiency
• Faster troubleshooting
• Higher 'first-call' resolution
• Fewer configurations to document and support
• Better system maintenance
• Oracle updates can be tested and implemented more rapidly
• Simple universal knowledge base articles and scripts can apply to every college
• Less custom coding to update
• Single process flows can be easily validated 

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Task Force Objectives & Responsibility 

• Develop a "Best Practice" model for all colleges in the system
• Establish recommendations based on ctcLink guiding principles 
• Understand ctcLink functionality and ctcLink system requirements before considering enhancement requests 
• Ensure each process has a tailored best practice framework to promote adoption and alignment

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ctcLink Guiding Principles that apply to Process Alignment 

• Enhancement Requests (ERs) seeking ctcLink customizations must be considered only as meets the following conditions:
• The ER is mandated by a statutory requirement business case (approved by governance) that benefit the system as a whole, or an overriding majority of colleges.
• The ER does not adversely delay Oracle releases and/or updates due to excessive retroactive code updates.
• The ctcLink system is the system of record. System Enhancement Requests that seek to replicate information and processes of ctcLink are discouraged.
• Processes and procedures may not need to be identical on each campus; however, processes and procedures must be sufficiently similar to remain within the common academic and business services framework of the community and technical college system.

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Scope of Work: Employee Onboarding  

• Employee Onboarding HR Steps
• HR notifies other departments of employee hiring -  
• HR Establishes Person/Job Data/Time & Labor
• Benefit Setup
• Payroll Setup
• Leave Setup
• Faculty Setup (CS)
• Employee Onboarding Training
• Manager Training
• General Employee Onboarding 
• ctcLink Pillar-Specific Employee Onboarding

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• Employee Onboarding Security Steps
• Establishing an Employee's Security User Profile
• Adjustments to a User Profile for Additional Access
• Who Decides Elevated Access Needs?
• Multi-College Employees: Confirm "Other College" Access
• HCM Pillar Access Setup
• Campus Solutions Access Setup
• Faculty Access Setup
• Finance Pillar Access Setup
• Employee Onboarding Finance Setup (Finance Staff)

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Scope of Work: Employee Transition  

Transition: Onboarding/Offboarding due to Internal Position Change 

• HR Transition Processes
• Training Transition Processes
• Security Transition Processes
• Update to Finance, if needed

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Scope of Work: Employee Offboarding  

• HR Offboarding Processes
• Manager Notifies HR of Employee's Termination/Resignation
• HR Notifies the other departments of employee's separation
• HR Proceeds with Termination Steps in ctcLink

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• Security Offboarding Processes
• Determine if special handling category
• Active Job at Other College(s) - Partial Security Reduction
• No Other Active Jobs - Full Separation

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Progress Report - April 2026

• Received Task Force nominations
• Selected Task Force members
• October 29, 2025: Held Kickoff
• Defined Scope of Work​
• Sent out Bright Spots Survey
• Gathered College SME contact list​
• Established two meetings per week
• Identified EO&O processes
• Presentations
• February 11, 2026: Initial Progress Report to cCCG
• March 26, 2026: Progress Report to college presidents at WACTC-Tech

• 29 Processes to Review
• Human Resources (11)
• Security (14)
• Training (4)
• Recommendation Status
• Under Evaluation by EO&O Task Force (20+)
• Research in progress by SBCTC Analysts (4)
• Enhancement Requests (6)
• Out for Task Force vote (14)
• Final – ready to present to cCCG (4)

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EOO Progress Dashboard

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Recommendation HR 1.1: �Salaried Employee Start Date

Recommendation 

Salaried employees start date should be on the 1st or 16th of the month.

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Rationale

• The 1st and 16th is highly recommended for salaried employees by SBCTC due to the issues a mid-period hire will cause in payroll and absence management.  
• The system will prorate payroll which is difficult for employees to understand. 
• An employee is not eligible for benefits for the month unless they start on the 1st of that month. 
• New Employee Onboarding/HR orientations can be grouped together for efficiency on the 1st and 16th (or first working day if 1st or 16th land on a weekend).

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Recommendation HR 1.2: �Perform Search/Match

�Recommendation 

Search/Match should be performed for anyone that needs to have a record in HCM.

Rationale

• This step of using the Search/Match function prevents duplicate employee IDs from being created and helps keep records clean and accurate.
• Duplicate IDs create a higher risks of errors when the IDs need to be merged or deleted.
• Decreases unexpected delays in processes, including payroll and security.  
• Eliminates employee frustration and fears of not receiving pay in a timely manner.
• At ctcLink implementation, this was the recommended practice during initial training from state board.

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Recommendation HR 1.3: �Enforce New Hire Paperwork Due Date

�Recommendation

All required paperwork to establish a new employee in HCM must be turned in to Human Resources no later than 5 business days before start date.

Rationale

• Having an enforced deadline mitigates last minute paperwork
• Provides time for  necessary technology, workstation, etc. to be set up prior to employee starting
• Last minute hiring requests are difficult to process due to the complexity of adding job records .
• Employees feel seen and important enough to have what they need when they start.
• Sets up employees for success in their job.

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Recommendation Security 1.1: �Security Role Review 

�Recommendation

"Data Access Approvers" are responsible for reviewing and approving ctcLink security roles for every position that uses the system.

A review is required to ensure roles remain adequate, consistent, and appropriate for the position. Careful attention should be made when reviewing PII access, starting with the lowest level needed to complete job duties. 

Reviews are needed in the following situations:

• When an employee’s ctcLink job duties change and require the addition or removal of security access.
• When a vacant position is being reopened and the job duties have changed from the previous version of the position.

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Rationale

• A "Data Access Approver" at each college may be called something different like Pillar Lead or Data Steward but all colleges are required to have someone reviewing an approving ctcLink security roles other than their LSAs.   
• Reduces risk of employee having too much access or too little access
• Ensures consistency and enables accurate tracking of employee access.
• Streamlines the training process. Ensures new employees have the access they need from the beginning.
• It directly aligns with the work that has been done by SBCTC for security templates.

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Questions

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Next Steps

• Send questions or feedback to showland@everettcc.edu
• The Task Force will continue to evaluate Employee Onboarding & Offboarding processes and make best practice recommendations

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