ctcLink Project Update
Articulation and Transfer Council
April 16, 2015
Catherine Kwong, ctcLink Functional Analyst
Today’s Topics
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FirstLink Go-Live Update
Updated Schedule, including waves
Transfer Students in PeopleSoft
PeopleSoft Transcript
CEMLI’s Spotlight – Early Alert
Training Update
FirstLink Go-Live Update
• Readiness Scorecard revealed
outstanding items
• Resulted in a “no go” decision for Feb 23
launch date
• Thorough analysis of remaining activities
has been completed
• New firstLink go-live date of August 24,
2015 has been announced
• Projected Wave 1 go-live date is
August 2016
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Process for selecting the go-live date
• Leadership team met to identify outstanding items needed for
successful go-live.
• Met with ctcLink core team and FirstLink colleges to review those
items and identify any new ones.
• Developed detailed effort estimates and assigned resources
(people) required to complete each activity.
• Developed/Updated the comprehensive project plan for discussion,
verification and commitment with ctcLink and FirstLink colleges.
• The updated Project Plan is the tool used to track progress.
• Weekly meetings with the core team, college project management,
and functional teams to report on progress.
• Readiness Scorecard will continue to assess our “go live” status.
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ctcLink Project Schedule
• FirstLink – August 24, 2015
• Wave 1 – August 2016 (exact day TBD)
– Clark, Columbia Basin, Grays Harbor, Green River, Lower Columbia,
Peninsula Pierce District
• Wave 2 – Option 1: May 2017; Option 2: Aug 2017
– Big Bend, Cascadia, Clover Park, Edmonds, Highline, Lake Washington
Olympic, Renton, SBCTC, Seattle Colleges, Shoreline
• Wave 3 – Option 1: Feb 2018; Option 2: Aug 2018
– Bates, Bellevue, Bellingham, Centralia, Everett, Skagit Valley, South
Puget Sound, Walla Walla, Wenatchee Valley, Whatcom, Yakima Valley
Note: Waves 2 and 3 go-live date options are tentative and still under
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review. They will be discussed in more detail following FirstLink go-live
Transfer Students in PeopleSoft
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3600 view of academic records
Sharing academic records
Transferring academic records
Transferring non-traditional learning credit
Statewide reciprocity
Official transcript
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3600 view of academic records
• Student Center
– All colleges share a single instance
– ctcLink colleges are considered as internal
institutions.
– Students have a “global” view of certain records
for all colleges they are interacting with.
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Course history
Unofficial transcript
Advisement reports that have been run
Financial Aid Information
To Do List
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Sharing academic records
• Advisor Center and Student Services Center
– Some information is 'Global' (shared) and other
information is 'Local‘ (institution specific)
– Advisors and staff can view certain academic
records of all colleges student attended.
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Program and plan
Course history
Term summary (classes, credit earned, GPA)
Unofficial transcript
Advisement reports that have been run at another
ctcLink college.
• Enrollment
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Transferring academic records
• Internal institution and “global” records
• Academic records “move” with students
– Shared Test Results page storing student test scores,
e.g. COMPASS, Accuplacer, AP, IB. etc.
– Fetching student’s transcript records electronically
without transcript submission
– Individual colleges set up their rules for accepting test
results and course credits
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Transferring Non-Traditional Learning Credit
• Test Credits Model for Credit by Testing
• AP, IB, CLEP, DSST, Cambridge A Level
• Other Credits Model for Prior Experiential Learning
– Portfolio Review
– HS21+ Portfolio Review
• Class enrollment for Course Challenges
– Credit by exam
• Transfer Credit Model for Extra-Institutional Learning
– Individual industry certifications
– Occupational Crosswalks
– American Council on Education (ACE)
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Statewide Reciprocity
• Test placement reciprocity
– Student Milestones
– Zero credit equivalent course (in Other Credit Model)
• CTC Inter-College Reciprocity Policy (Transfer
Distribution Courses and Areas)
– Student Exception on Academic Advisement report.
– Transfer equivalency rules
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PeopleSoft Transcript
• PeopleSoft Transcript will print the following
records:
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Enrollment
Courses in progress
Term statistics and cumulative statistics
Transfer credit summary (number of credit accepted
and name of the sending school)
– Test Credits details (test type and equivalency)
– Other Credits details (credit type and equivalency)
– CCN notation for common numbered courses
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CEMLI
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C = Conversion
E = Extension
M = Modification
L = Localization (not used)
I = Interface
Early Alert
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• Classroom behavior and performance can be a
warning sign of a student’s ability to persist to
successful completion of a course, or even a
degree program.
• Instructors and advisors will have the ability to
flag a student via self-service each term based
on global categories.
• This flag will serve as an early alert to college
administrators who can triage the issue via
workflow to determine if an intervention with the
student is necessary.
Early Alert – on Advisor Center
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Early Alert in Grade Roster (Faculty Center)
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Early Alert Issue Categories
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Class Attendance/Tardiness
Low grades on exams, quizzes, assignments
Incomplete/missing assignments
Poor class participation or inattentiveness
Known or unknown external factors
Other
Users will be allowed to make notes on each
issue reported.
ctcLink Training Update
Recent activities
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Transferred training activities from project to ERP support team.
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Assessed training environments, processes and CEMLIs impacting future training
delivery
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Identified refresher training needs for FirstLink colleges
Current activities
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Develop training schedule for first time and refresher training for FirstLink colleges
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Hire permanent training manager
Future activities
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Develop long-term training strategy for wave implementations and ongoing support
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Develop a train the trainer program
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Collaborate with SBCTC eLearning and Open Education department to create a
digital learning environment
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Training Website
https://training.ctclink.sbctc.edu
• This site will be reorganized for end-user ease of use. For example,
a “For Students” tab will be added to the menu on the left.
• Tools on this site available for all colleges now.
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Be Connected, Stay Informed
• ctcLink.sbctc.edu  College Resources
• ctcLink Collaboration “365” site
– Login instructions on College Resources webpage
• Open ctcLink SME listservs
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Campus Solutions – ctclinksme-cs
Finance – ctclinksme_fin
Financial Aid – ctclinksme-finaid
Human Capital Management – ctclinksme-hcm
Technical –ctclinksme_tech
Reporting – ctclinksme_rpt
To join a list: http://www.sbctc.edu/docs/collegeaccess/it/_mmailman-index.aspx#subscribe
• Follow the ctcLinkblog: ctclink.wordpress.com
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Askctclink@sbctc.edu
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Website: ctclink.sbctc.edu