Demonstration for Faculty - · PDF file• Request reissue of W-2 form ... college’s gateway and school-specific info\൲mation ... to Self-Service > Time Reporting > Report Time
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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.
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
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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.
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 emailed to you at go-live, along with instructions to access ctcLink
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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.
Gateway If you are associated with more than one school
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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.
Gateway
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This is the Gateway. The content will be manage 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, and advisor. (ESS) is Employee Self Service.
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.
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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
Faculty center – my schedule
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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.
Faculty center – my schedule – class detail
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Here is more detail about Art 112 class.
Faculty center – class roster
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You can initiate an email contact for one or more students in your class from this page. In this example, the first three students do not have email addresses on file, so Notify is not an option. You can filter your list by Enrolled, Dropped, or Withdrew.
Faculty center – grade roster
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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.
Advisor center – my advisees
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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.
Advisor center – student center
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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).
Advisor center – general info
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The General Information tab in Advisor Center is another place to see information about a student, including holds (Service Indicators).
Advisor center – more general info
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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.
Advisor center – transfer credit
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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).
Advisor center – academics
WA220 – Tacoma Community College
UGRD - Academic
ACADM – Academic
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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.
Advisor center – academics
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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.
Search - Search for classes
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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.
Search - Search for classes
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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.
Search – browse course catalog
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If you click on the Course Title, you will see the full catalog description.
Search – faculty search
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You can search to find the class schedule for other faculty.
Absence management • Requesting or reporting time off
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To report or request time off, navigate from the 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.
Absence management • Requesting or reporting time off
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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).
Additional information • CtcLink training materials website
– https://training.ctclink.sbctc.edu/
• Using UPK
Expand until you get to a topic (paper icon instead of book icon)
Read concept information Try It! and Print It! modes are most helpful
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Training materials, including links to UPK, Quick Reference Guides, and other information will be available on the ctcLink Training Materials website.
