1. Demonstration for Faculty
PeopleSoft Campus Solutions
Overview of ctcLink
Faculty Self-Service
Advisor Self-Service
Absence Requests
The purpose of this presentation is to provide faculty enough information about ctcLink to be able to access information and perform necessary tasks prior to more detailed training in the fall.
Please note that some of the screenshots shown are from a demonstration PeopleSoft environment and do not represent WACTC data. CtcLink may have different data, options, and configuration.

2. In ctcLink, you will be able to…
Access class rosters
Contact students or groups of students
Enter grades
Access the course catalog and schedule of classes
View advisee information
Generate degree audits
Update your personal information
Request or report time off
View leave balances
View and manage payroll information
Request reissue of W-2 form
Update W-4 information
View benefit information
Submit travel authorizations and expense reports
Donate leave
Training for all of these transactions will be available in the fall. We will offer demonstrations, instructor-led courses, and make self-paced materials available online.

3. Getting Started User ID will replace your SID or EID
Every person in the system has a User ID, including students
Each person has one and only one User ID
Your User ID and password will be ed to you at go-live, along with instructions to access ctcLink
If you are associated with more than one college, you will have one User ID (after the other college is on ctcLink). If you have more than one role, such as faculty and student, you will have just one User ID.
When we get close to go-live you will receive a link to log in and your User ID and temporary password.

4. If you are associated with more than one school
Gateway
If you are associated with more than one school
If you are associated with more than one college or district, you will choose which college’s gateway and school-specific information you see. If you are associated with only one college, you will not see this page.

5. Gateway
This is the Gateway. The content will be managed by each school and by each user. The links you have available on the left depend on your role and security. This example shows someone who is a student, faculty, advisor, and accesses the finance pillar. (ESS) is Employee Self Service.

6. Navigation basics Main Menu Search Favorites
Security will limit the number of menu options you will have. Your menu will be much simpler than this example.
This is the main menu. Though you will get to the places you visit most through Gateway, but if you click Home, you will come to this page. This screenshot is not a realistic menu; no one will have this many menu options.
Please note the search box above the menu options.
On the top right, is the Universal Navigation Header, where you can navigate back here, add a page to your Favorites, or sign out of PeopleSoft.
To get to Faculty Center from the main menu, click Self Service > Faculty Center > My Schedule

7. Faculty center – my schedule
My Schedule is a good place to start to access Faculty Center, which has information for your courses; Advisor Center, where you can access information about students; and Search, where you can browse the course catalog and class schedule.
The link to View Personal Data Summary, also enables you to update your personal data.
The grid with the red arrow above the Room column will enable you to download your teaching schedule into Excel.
The first columns are links to the class roster and grade roster for that class. The grade may not be available at the beginning of the quarter.
If you click on the Class link in the schedule grid, you will see details about that class (next slide).

8. Faculty center – my schedule – class detail
Here is more detail for the Art 112 class.

9. Faculty center – class roster
You can initiate an contact for one or more students in your class from this page. In this example, the first three students do not have addresses on file, so Notify is not an option.
You can filter your list by Enrolled, Dropped, or Withdrew.

10. Faculty center – grade roster
After you enter your students’ grades, Save, and then change the status to Approved and Save again.
Download will export your grade sheet to Excel.
Last date of attendance will be part of this page, but is not shown in this example.

11. Advisor center – my advisees
Your assigned advisees will show on this page, but you can access information about other students, by clicking the View Data For Other Students button.
To go to the Student Center for that student, click View Student Details.

12. Advisor center – student center
The Student Center tab enables you to see exactly what a student sees when they log in to ctcLink themselves.
From this page, you can access Transcripts and the student’s Academic Requirements (degree audit), among other information.

13. Advisor center – general info
The General Information tab in Advisor Center is another place to see information about a student, including holds (Service Indicators).

14. Advisor center – more general info
This a continuation from the previous slide. It shows more information that is on the General Information tab in the Advisor Center.
Notice that in the Names section, a student can have a preferred name in addition to their primary name!
Few people will see the Edit Personal Data buttons. You will see them only if your security is set to be able to edit that informtion.

15. Advisor center – transfer credit
Examples of Test Credits include credit for AP or IB classes.
Examples of Other Credits might include prior learning.
Certain classes from the legacy system will show up as transfer, even if they are from your campus. This was to deal with a problem converting classes in legacy that didn’t have a corresponding course (some independent study classes, for example).

16. Advisor center – academics
WA220 – Tacoma Community College
UGRD - Academic
The Academics tab in the Advisor Center shows an overall picture of a student’s academic goals and status.
Requirement Term is the catalog year that the student enrolled in the program.
With PeopleSoft, students will be able to be in more than one program.
ACADM – Academic

17. Advisor center – academics
This is a continuation of the Advisor Center Academic tab.
Information from any WACTCs that a student attended will be included, once that school is on ctcLink.

18. Search - Search for classes
The Search tab helps you find a course in the catalog. You will see only courses for your district.
If you expand Additional Search Criteria, you will have more search options, as shown on the next slide.

19. Search - Search for classes
By expanding the Additional Search Criteria, you will have more options.
The search is very literal. If you select Monday – Friday, will not return classes that meet Monday through Thursday.

20. Search – browse course catalog
If you click on the Course Title, you will see the full catalog description.

21. Search – faculty search
You can search to find the class schedule for other faculty.

22. Requesting or reporting time off
Absence management
Requesting or reporting time off
To report or request time off, navigate from the HCM Main Menu to Self-Service > Time Reporting > Report Time > Absence Request. Notice this navigation path is displayed as breadcrumbs at the top of the screen. You can click on any of the steps to navigate from there. Breadcrumbs are a common navigation tool in PeopleSoft.
Absence Names available to you will depend on your job. If you have more than one job, you will be prompted to choose a job before this screen.
Once you choose an Absence Name, you will have additional options. See the next slide.

23. Requesting or reporting time off
Absence management
Requesting or reporting time off
Note that fields with an asterisk are required.
You can either enter an end date or duration, and let PeopleSoft calculate the other.
Submit sends the request to your supervisor.
You will get a notification when it is approved, denied, or pushed back (for instance if there is an error or missing information).

24. Additional information
CtcLink training materials website
Using UPK
Training materials, including links to UPK, Quick Reference Guides, and other information will be available on the ctcLink Training Materials website.
Try It! and Print It! modes are most helpful
Read concept information
Expand until you get to a topic (paper icon instead of book icon)

25. What’s next?
Legacy systems, including SMS, will retire and ctcLink will go live late August
Additional faculty and advisor training will be available when you return in the fall