ctclink timeline

ctcLink timeline

As GRC prepares to transition to ctcLink, we are mapping out changes to current processes. Continue to follow this Road Map as we make sure everything is working as intended before processing enrollments and other transactions in ctcLink.

  • September 17 - Last day for budget transfers, entering operating budgets, and grant; Last day for revenue and expense transfers
  • September 20 - Last day to have all hire paperwork for new, permanent employees submitted
  • September 23 - Last day to have all hire paperwork for work study employees submitted
  • October 1 - 22 - Department Closures to work on ctcLink implementation operations
    • Office of the Registrar​
    • Financial Aid​
    • Cashiering ​
    • International Programs (Admissions & Business) ​
    • Disability Support Services (partial)​
    • Veterans Services (partial)​
    • Benefits Services​
    • Grants & Contracts ​
    • Accounts Receivable​
    • Budget Office​
    • Accounts Payable​
    • Human Resources Main Office​
    • Payroll​
    • Travel​
    • Procurement​
  • October 11 - GRC and Deployment Group 5-A Go-Live in ctcLink!
  • October 11 - ctcLink proect team activates accounts
  • October 13 - Employees activate ctcLink accounts, employees should:
    • ALL employees will need to activate their ctcLink account in the Live system, even if those who have been involved in Production. Those who are involved in Production will need to activate their accounts in the live system on October 11. All other users should activate their accounts on October 13
    • Employees will review personal information in ctcLink to confirm information is accurate.
    • Employees will submit their payroll information for Oct 1 – Oct 15 pay period. Employees need to submit their Leave and Time by 3:00pm to Supervisor.
    • Supervisors will need to approve their employees Absent Leave requests and Payable Time worked for all their employees before close of business Friday 5 p.m. Oct 15.
  • October 15 - all employees start using ctcLink to enter their time and leave for the October 1 -  October 15 pay period
  • October 25 - Students activate ctcLink accounts
  • Novemebr 1 - New hires resume
  • November 9 - Winter registration open for returning students
  • November 22 - Winter registration open for new students

  • October 6, 13, and 15 - Faculty training: Getting Started in ctcLink | Learn more & Zoom info (GatorNet)
  • October 27, 29, and November 1 - Faculty training: Advsing in ctcLink | Learn more & Zoom info (GatorNet)
  • November 8 – Currently enrolled & returning Veteran & Workforce student registration begins
  • November 9 – Currently enrolled & returning student registration begins
  • November 15 – New Veteran & Workforce student registration begins
  • November 22 – New student registration begin
  • November 22 and 29, December 1 and 3 - Faculty Training: End of Term and Grading in ctcLink | Learn more & Zoom info (GatorNet)

  • September 24 - Last day for the follow student services:
    • Last day to do admissions in legacy
    • Last day to add/drop courses in legacy
    • 100% tuition refund period ends
    • Last day to pay tuition in legacy
    • Financial aid must be finalized in legacy
  • September 29 - Last day for the follow student services:
    • Last day to process refunds in legacy
    • Last day for FA refunds in legacy
  • October 1 - 22 - Department Closures to work on ctcLink implementation operations
    • Office of the Registrar​
    • Financial Aid​
    • Cashiering ​
    • International Programs (Admissions & Business) ​
      Disability Support Services (partial)​
    • Veterans Services (partial)​
    • Benefits Services​
  • October 25 - Students are invited to activate their new ctcLink accounts
  • ​November 8 – Currently enrolled & returning Veteran & Workforce student registration begins
  • November 9 – Currently enrolled & returning student registration begins
  • November 15 – New Veteran & Workforce student registration begins
  • November 22 – New student registration begin

Occasionally, ctcLink service is disrupted as work is done to enhance or upgrade the system or to bring additional community and technical colleges on to ctclink.

  • Notice of Service Disruptions in October and November Due to ctcLink System Conversion
    At eight colleges — Bellevue College, Bellingham Technical College, Big Bend Community College, Everett Community College, Grays Harbor College, Green River College, Skagit Valley College, Whatcom Community College — DG5 is the largest ctcLink deployment group yet.

These colleges will convert to ctcLink over three weekends in October and November. ctcLink will be offline for all ctcLink colleges, including Green River College, during each conversion weekend. We will want to take these outages into account when planning for Fall Quarter activities and Winter Quarter 2022 registration timelines.

    • Thursday, October 21, 2021, 9 p.m. – Friday, October 22, 2021, 4 a.m.
      SBCTC will be performing bio-demo conversion in support of the DG5B conversion weekend.
      • The Campus Solutions and Human Capital Management pillars will be unavailable during the maintenance period.
      • The Portal and Finance pillars will remain online during the maintenance period.
      • Canvas will not be impacted.
    • Friday, October 22, 2021, 3 p.m. – Monday, October 25, 2021, 7 a.m.
      SBCTC will be performing DG5B Weekend Conversion activities.
      • The entire ctcLink environment will remain offline during the Weekend Conversions dates above.
      • Users who attempt to login will be redirected to an outage page during the maintenance period.
      • Canvas will not be impacted.
    • Thursday, Nov. 4, 9 p.m. until Friday, Nov. 5, 4 a.m.
    • Friday, Nov. 5 at 3 p.m. until Monday, Nov. 8 at 8 a.m.

The following dates and times are planned for that work:

  • Saturday, Dec. 11, 2021, 7 am to 1 pm - HCM Image 40
  • Saturday, Dec. 11, 2021, 7 am to 1 pm - FS Image 41
  • Saturday, Dec. 18, 2021, 7 am to 1 pm - CS Image 23

 

ctcLink Timeline & Roadmap

Updated: Aug. 27, 2021

 
 
 
 
 
August - October

Employee Training

8/16/21

10/31/21

September 1 – November 5

Purchasing Restrictions

8/30/21

  • P-Card purchasing must be complete by 8/30 with the last day for new charges to post being 8/31. Any transactions that post on 9/1 or later will be denied.

9/17/21

  • Last day to submit travel expense reports.
  • Last day for submission of travel advance requests.
  • Last day for Purchasing dept. to receive approved requisitions.
  • Last day to submit quotes and bids.
  • Last day to submit Invoice Attached, Check Enclosed, and A19 documents.

10/1/21

  • Last day to submit Invoice for payment on open Purchase Orders​
 
 
 
 
 
 
 
 
 
 
September 6

Holiday

9/6/21

  • College closed for Labor Day.
  • September 17-October 18

New Employees

9/17/21 - 10/17/21

  • No new hires entered to ensure employee data in legacy sytem is migrated to ctcLink

9/20/21

  • Last day to have all hire paperwork for new, permanent employees submitted.

9/23/21

  • Last day to have all hire paperwork for work study employees submitted.

9/28/21

  • Last day for employees to submit personal changes (banking information, W-4, any deductions updates, etc).

10/18/21

  • Begin entering new employees and new jobs into ctcLink.

11/1/21

  • New hires resume.
 
 
 
 
 
 
 
 
 
 
June – November

Student Transition Planning

9/20/21

  • Student last day to request transfer in credit to have processed in Legacy.
  • Last day for approved grade changes to be applied for prior quarters. Grade changes after 9/20/21 will be made in ctcLink after go live.

9/24/21

  • Last day to register and pay for classes, submit payments for fees and process any other customer transactions. Transactions must be completed by 11:59 p.m.
  • Last day to student submission admissions applications in Legacy.
  • No Fall quarter class changes in legacy.
  • 100% refund of tuition and fees period.

9/24/21 - 10/11/21

  • Suspension of online orientation student load

9/25/21

  • Read only access to Degree Audit, instructor briefcase, Ed Planner, STAR, PASS, and other state and Green River support systemssupported ancillary systems.

9/25/21 - 10/1/21

  • 40% refund period process in ctcLink.

9/27/21 - 10/25/21

  • Suspension of transfer in credit, funding updates, and requests for official transcripts.

9/30/21

  • Last day for financial aid disbursements.
  • Last day to process already submitted student admissions applications in Legacy.

10/1/21 – 10/25/21

  • No financial aid disbursements.
  • Manual adds to CANVAS

10/1/21 – 11/1/21

  • Suspension of non-pay drops.

10/2/21

  • Last day for any/all data entry in Legacy System

10/11/21

  • Change to current student and GRC employees SID to EMPLIDs.

10/25/21

  • ctcLink training sessions for students.

11/4/21 – 11/8/21

  • All activities in ctcLink suspended due to Group C conversion and Go-Live.
August 31-October 25

Closing the Books

9/30/21

  • Payroll due, submitted and approved by supervisors. Hard deadline; no paycheck adjustments until after Go-Live.

10/1/21 – 10/25/21

  • Payroll and Human Resources assistance closed.
  • Most enrollment and financial aid student services will be manually tracked. Services may be delayed during this time.
  • Suspension of request for official transcripts.

10/7/21

  • Legacy environment shut down at noon and set to read-only environment.

10/26/21

  • Resume partial availability of Payroll and Human Resources assistance (AD Builidng under construction, Payroll moving week of 10/26/21-10/30/21.
 
 
 
 
 
 
 
 
 
 
October

Live on ctcLink Peoplesoft

10/11/21

  • GRC Go-Live.
  • Change to current student and GRC employees SID to EMPLIDs

10/12/21

  • Business Services activities will resume.
  • Begin entering transactions that were tracked manually.
  • Begin processing new purchases through ctcLink.
October 13

Timesheets in ctcLink

10/13/21

  • All part-time hourly and student employees will begin submitting electronic timesheets through ctcLink Employee Self-Service.
  • All classified employees will begin submitting electronic time and labor through ctcLink Employee Self-Service.
  • All employees will begin submitting electronic absence (leave) requests through ctcLink Employee Self-Service.
 
 
 
 
 
 
 
 
 
 
October 25

Bring Students Online

10/11/21

  • Change to current student and GRC employees SID to EMPLIDs

10/25/21

  • Begin helping students activate their accounts in ctcLink and prepare for winter quarter registration.

10/25/21

  • ctcLink training sessions for students
November

Student Registration in ctcLink

11/9/21

  • Current student registration begins.

11/21/21

  • Winter registration open for new students.
 
 
 
 
 
 
 
 
 
 
November 11

Holiday

11/11/21

  • College closed for Veterans Day.