ctcLink Training Recording Archives

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1	CS Core Training Recordings Explore topics or refresh your memory with previously recorded ctcLink Training Recordings. Recordings are located in corresponding Canvas courses. Register for the course(s) at the ctcLink Training Registration page. If you have not registered, you will receive an access denied message. Visit the ctcLink Training and Support Activities calendar for future training sessions. The captions provided with these recordings were auto generated. If additional assistance is needed to receive an increased level of access, please contact tmartin@sbctc.edu.
2	Session Title	Module	Date	Session Description	Session Objectives	Primary Audience	Canvas Course(s)	Recording Link	Related QRGs

3	Student Program Plan Stacking	CS Core	8/1/2022	Upon matriculation, the student record is available on the Student Program/Plan page. Student Program/Plan is a component that compiles and tracks a student's program, plan, sub plans, and other information. Program changes (program changes, plan changes, data changes, discontinued, leave of absence, etc.) occur throughout the program's completion. This meeting intends to walk through various program plan stacking scenarios.	- Enrollment exists on the wrong career number - When to add a new career number - Term Activation - When a student has completed the program and certificates	Maintainers of Student Program Plan Stacks	SR102 Beginning of Term	Student Program Plan Stacking Training Session Recording	Maintain Student Program/Plan Stacks Fix Enrollment Attached to the Wrong Program Adding a Student Program/Plan Stack After Admission into a Career Move an Admit Term after Matriculation Move an Admit Term after Matriculation Video
4	Graduation Processing	CS Core	8/16/2022	In our last training session, we reviewed the program plan stack and how it's the pulse of the student's record. The stack's status determines if term activation and enrollment can attach to the student. As a student progresses, more effective-dated rows are added, forming a "stack." In this context, the program plan stack is where graduation information is recorded upon program completion. The ctcLink Student Homepage is a one-stop shop for a student's self-service academic needs. The Academic Progress tile is where the student views the program(s) and term(s) that they are eligible to apply for graduation. After submitting their online graduation application for graduation, the student receives a successful submission system confirmation. This meeting intends to walk through the Graduation Processing functionality in ctcLink.	- Program Action Reasons - Academic Calendar - Term Calendar 4 tab - Graduation Processing - Submitting an online Graduation Application (Student Experience) - Canvas Course: SR106 Credential Management End of Term	Graduation Processors	SR106 Credential Management End of Term	Graduation Processing Training Session Recording	Using Graduation Processing to Update Checkout Status Recording a Graduation Application
5	Enrollment Cancellation	CS Core/SF	8/30/2022	If students don't pay their tuition and fees in full or make other payment arrangements by the final tuition payment deadline, it could result in the cancellation of classes. The Enrollment Cancellation process identifies students when they are past due on their tuition payments. Students' tuition and fees are calculated based on the classes they are officially enrolled in and do not include waitlisted courses. As a result of the enrollment cancellation process, a student selected and dropped is also dropped from all waitlist classes simultaneously. Similarly, students also enroll in classes they don’t intend to take and should not rely on enrollment cancellation to drop them from those classes. Nonetheless, enrollment cancellation processes drop students who enroll in classes they aren't interested in. This meeting intends to walk through the Enrollment Cancellation functionality in ctcLink.	- Student Groups - Service Indicators - Academic Calendar/ Billing Due Calendar/ Adjustment Calendar - Report Only/ Report For Real - Making a Student Eligible for Enrollment after Enrollment Cancellation - Automated - Tuition Calculation after Enrollment Cancellation	Records and Enrollment Staff and Student Financials	SR103 Enrollment SF100 Tuition Calculation	Enrollment Cancellation Recording (1 hr 39 mins 22 sec)	Enrollment Cancellation - Drop for Non-Payment Enrollment Cancellation Population (aka Drop for Non-Payment)
6	The Best Way to Prevent and Deal with Duplicates	CS Core	9/12/2022	When adding an individual to PeopleSoft, we always begin with Search/Match with the intent to prevent a duplicate entry and not create a new EMPLID. PeopleSoft's Search/Match process checks existing data to see if the person you want to add already exists in the system for several reasons: -They are an active employee -They are or were a student at your college -They are a student at another ctcLink college Duplicate IDs occur when an individual's new bio demo information in PeopleSoft slightly differs from the existing (original) data. For example, there is a warning when adding an application, which the user sometimes overrides. Considering this, we will review ways to avoid duplicates and what to do when they're created.	- Performing Search/Match - Adding data to an existing EMPLID - Verifying data on the Add/Update a Person page - Submitting a CS Support Ticket	Student Services Staff	CC100 Campus Community	The Best Way to Prevent and Deal with Duplicates	-Using Add/Update a Person -Run a Search Match
7	Advisor Center and Other Tools	CS Core	10/10/2022	Student success and degree completion are dependent on effective and timely advising. The Advisor Center is central in ctcLink to access advisee academic information, advisement reports, and tools.	-Advisor Center -Advising Notes -Student Alert -Assigning an Advisor – Individually and by Batch -What to do when offboarding an advisor	Advisors	-CA100 Advisor Self-Service - All -AA100 Academic Advisement Rules	Advisor Center and Other Tools	-9.2 CS - Academic Advisement -Student Alert
8	Enrollment Appointments	CS Core	11/2/2022	We will cover the Student Program Plan Discontinuation process. The term activation batch job runs more efficiently with fewer active program/plan stacks and fewer term-activated students' tuition calculations. Additionally, it prevents accidental term activations. Develop criteria for when a student must reapply to your institution and submit a ticket to discontinue ineligible students. Next, we will walk through Batch Term Activating students. Students must be term activated before enrolling; the local business process will determine how many previous terms you want to include. Then, we’ll create Student Appointment Blocks using Student Groups and Cumulative Units. Student Blocks are a One-Time Setup. Once you’ve established your Student Appointment Blocks, you don’t need to recreate them every term. After creating Student Appointment Blocks, we’ll set dates and times on the Appointment Table. Finally, we’ll Assign Appointments in Batch.	Student Program Plan Discontinuation Batch Term Activation Enrollment Appointments Define Student Appointment Blocks Create the Enrollment Appointment Table Assign Enrollment Appointments in Batch	Staff Responsible for Assigning Enrollment Appointments	SR102 Beginning of Term	Enrollment Appointments (1 hr 48 mins 34 sec)	-Student Program Plan Discontinuation -Running Batch Term Activation -Enrollment Appointment Process
9	Cross-Pillar (FA-CS-SF) Just-in-Time Training Session: Veteran Benefit Processing	CS Core	11/29/2022	This Just In Time Training Session walks through the basic steps involved for veterans' benefit processing in ctcLink.	-How to code for in-state tuition for Veteran's Choice Act -Types of Veteran Tuition Discounts -100% State Tuition Waiver for Dependents of Veterans -How to track Veteran students at different phases -Verifying enrollment in ctcLink for VA Certification process -Using query to track enrollment changes and student group	Staff responsible for processing Veterans Education benefits, waivers, and vet student groups in ctclink	CS: SR107 Special Populations	Veteran Benefit Processing	Veterans Benefit Reporting
10	Faculty Center	CS Core	11/30/2022	Our faculty members ensure that our students receive the most current knowledge possible. Faculty Center is one feature in PeopleSoft that allows instructors to manage their classes. This function lets faculty view their teaching schedule and class rosters, enter grades in the grade roster, and approve grade rosters when completed.	-Viewing Class Schedule -Class Roster -Grade Roster -Enter and Approve Grades	Faculty	CS: CF100 Faculty Self-Service - All	Faculty Center Recording	Faculty Self-Service
11	Communications-- Update a Letter Template	CS Core	12/14/2022	Our desire to serve students motivates us every day. Various communication methods are employed to establish a connection with the student population. PeopleSoft performs several communication tasks, including creating, assigning, updating, and generating emails.	-Updating a Letter Template -Adding Merge Fields to a Letter Template	Staff Responsible for Communications	CS: CC201 3C's Communications - Set Up	Communications-Update a Letter Template	9.2 Communications - Updating a Letter Template with and without Merge Fields 9.2 Edit an Existing Letter Template
12	Term Withdrawals	CS Core	1/17/2023	The Term Withdrawal process captures the dates students withdraw from all their classes to zero units for National Student Clearing House reporting and student financial aid processing. Note that this does not include students who have withdrawn from only some of their classes in a term.	-Identify Students -Withdrawal Reasons -Know the Adjust and Withdrawal Reasons configured for your College	Records Staff	SR102 Beginning of Term Processes	Term Withdrawal	9.2 Processing Term Withdrawals 9.2 Processing Term Withdrawals to Recognize 100% Refunds
13	CS Core Drop-In Q & A Training Session: Communications	CS Core	2/1/2023	The purpose of this Q&A session is to follow up on the Communications training Session held on December 14th, 2022.	-Q&A	Staff Responsible for Communications	CS: CC201 3C's Communications - Set Up	N/A	9.2 Communications - Updating a Letter Template with and without Merge Fields 9.2 Edit an Existing Letter Template
14	CS Core Training: Message Center - Set Up Enrolled from Waitlist Message Center Recurrence	CS Core	3/1/2023	PeopleSoft does not automatically notify students when they are enrolled off the waitlist. Students must keep track of their schedules. In order to view their position on a waitlist, students must select the Show Waitlisted Classes checkbox. It is possible for staff to locate students using the Student Services Center, Faculty Center, Advisor Center, or the Class Roster. Learn how to create a waitlist notification message that informs students they have been enrolled from the waitlist.	-Running the Waitlist -Send Messages	Staff Responsible for Communications	CS: CC201 3C's Communications - Set Up	Set Up Enrolled from Waitlist Message Center Recurrence	9.2 Set Up Enrolled from Waitlist Message Center Recurrence
15	CS Core Training: Selective Admission - Tools for Managing Admissions	CS Core	3/15/2023	Some colleges offer programs of study with selective admissions. These programs of study have specific admission requirements depending on a college's business practices. Accordingly, these admission requirements may include an application fee, standardized testing, a letter of recommendation, coursework, and/or an essay component.	Upload Documents Checklists Comments Advising Notes	Staff responsible for selective admissions	CS: RA101 Admissions	Selective Admissions	-9.2 Identifying and Downloading Uploads Documents -Managing and Setting Up Checklists (chapter) Managing and Setting Up Comments (chapter) 9.2 Entering Advising Notes in Advisor Center
16	CS Core Training: Transfer Credit Rules	CS Core	4/18/2023	Transfer credit rules streamline the credential evaluation process to reduce the turnaround time for evaluating college transcripts and posting transfer credit. Transfer credit rules tell PeopleSoft which courses are equivalent at your institution. Course Credits-Automated is the mechanism used to fetch courses from the External Education page, and with transfer credit rules in place, it minimizes key strokes, and saves time.	Create Course Equivalency for a Subject Area Attach equivalency to a rule Attach the rule to each program Test your rule	Transfer Credit Rule Builders	SR105 Credential Management - Evaluations & Transfer Credit	Transfer Credit Rules	Transfer Credit Chapter
17	CS Core Training: Student Attributes	CS Core	5/1/2023	Student Program/Plan is a component that compiles and tracks a student's program, plan, sub-plans, student attributes, and other information throughout the program's completion. Manually assigning a student attribute and attribute value signifies a student's participation in a given program for reporting purposes.	Identifying the actively enrolled program stack Properly effective dating Verifying Student Groups assigned Available queries for reviewing students Timelines for proper coding Programs that need Student Groups assigned without Student Attributes Review the business process for Mass Assigning and Inactivating Student Groups	Staff Responsible for Assigning Student Attributes	SR107 Manage Special Population	Student Attributes	9.2 Managing Student Attributes 9.2 QARS Reports (Fluid)
18	CS Core/ SF Training: Which Flavor of Waiver	CS/ SF Core	6/26/2023	College staff determines who should receive a mandatory or optional tuition waiver and why. Further, when a waiver has criteria attached, certain variables and/or values being present will assign the waiver via tuition calculation to a student. This meeting aims to review waivers' features, advantages, and benefits related to Student Groups and Equation Variables.	Student Groups and Equation Variables Mandatory vs. Optional Waivers Batching capabilities Tips, tips, tips	Staff responsible for assigning waivers	CC100 Campus Community	Which Flavor of Waiver	Campus Community Tuition Calculation
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