ctcLink Project Update Articulation and Transfer Council April 16, 2015 Catherine Kwong, ctcLink Functional Analyst

2 Today’s Topics FirstLink Go-Live Update Updated Schedule, including waves Transfer Students in PeopleSoft PeopleSoft Transcript CEMLI’s Spotlight – Early Alert Training Update

3 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

4 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.

5 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 review. They will be discussed in more detail following FirstLink go-live

6 Transfer Students in PeopleSoft view of academic records Sharing academic records Transferring academic records Transferring non-traditional learning credit Statewide reciprocity Official transcript 6

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. Course history Unofficial transcript Advisement reports that have been run Financial Aid Information To Do List 7

8 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. Program and plan Course history Term summary (classes, credit earned, GPA) Unofficial transcript Advisement reports that have been run at another ctcLink college. Enrollment 8

9 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

10 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)

11 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

12 PeopleSoft Transcript PeopleSoft Transcript will print the following records: –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

13 CEMLI C = Conversion E = Extension M = Modification L = Localization (not used) I = Interface

14 Early Alert 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.

15 Early Alert – on Advisor Center

16 Early Alert in Grade Roster (Faculty Center)

17 Early Alert Issue Categories 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.

18 ctcLink Training Update Recent activities Transferred training activities from project to ERP support team. Assessed training environments, processes and CEMLIs impacting future training delivery Identified refresher training needs for FirstLink colleges Current activities Develop training schedule for first time and refresher training for FirstLink colleges Hire permanent training manager Future activities Develop long-term training strategy for wave implementations and ongoing support Develop a train the trainer program Collaborate with SBCTC eLearning and Open Education department to create a digital learning environment

19 Training Website 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.

20 Be Connected, Stay Informed ctcLink.sbctc.edu  College Resources ctcLink Collaboration “365” site –Login instructions on College Resources webpageCollege Resources Open ctcLink SME listservs –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: mailman-index.aspx#subscribeTo join a listhttp:// mailman-index.aspx#subscribe Follow the ctcLinkblog: ctclink.wordpress.com

21 Follow the ctcLink Blog: ctclink.wordpress.com Website: ctclink.sbctc.edu