Overview of Working Group

Purpose: This guide is intended to provide an overview of the first layer of ctcLink program governance, Working Group:

  • How the group originally formed
  • What the scope of responsibilities are for the group
  • How the group makes decisions and their voting protocols
  • How Enhancement Requests reach the Working Group
  • How Working Group decisions are appealed
  • What decisions has the Working Group made since inception
  • What the group's new charter looks like

Audience: All ctcLink system users

Current Working Group Structure
Working Group Membership

The Working Group membership changed from 6 college members with 2 alternates and 5 State Board votes, shared by joint votes across project and production support teams to instead be 9 college voting members with no alternates and 6 State Board votes.  Those 9 voting college members represent the breadth of subject matter area expertise in categories such as; Finance, HR/Payroll, Campus Solutions, Financial Aid, Finance/Student Financials, Data and Reporting, Accessibility, Data and Reporting, IT/Security.

ctcLink Working Group Member Roster

Working Group Scope of Responsibilities

ctcLink Working Group Members represent the interests of all colleges, not limited to a specific organization, and are responsible for eliciting input from subject matter experts and varying points of view in order to make informed and equitable decisions.

The ctcLink Working Group provides guidance to the overall operations of ctcLink and ensures that decisions are made in a timely and efficient manner related to ctcLink issues and proposals that have been escalated to the Working Group. The issues and proposals escalated to the Working Group usually involve solutions that could not be resolved by the SBCTC and/or have a ctcLink system-wide impact.

Thus, individually, the Working Group members should:

  • Attend all scheduled meetings;
    • If an individual member is regularly unable to participate in scheduled meetings, it may become necessary to identify a replacement for those who cannot attend consistently.
    • If needed, action will be taken based on recommendation of the co-chairs and a vote by the full committee.
  • Review available materials if provided before meetings, and be prepared to discuss and vote;
  • Work to develop collaborative decisions;
  • Participate in sub-committees as necessary.

In practice, this means the members:

  • Make decisions within the Working Group’s Scope of Authority;
  • Coordinate with Data Governance Committee on state and federal reporting and other system-wide solutions;
  • Provide oversight on changes to configurations;
  • Identify and help mitigate risks;
  • Provide oversight and feedback for elements of projects related to training, communications, Organizational Change Management (OCM), and global configurations;
  • Prepare escalated decision packages regarding functionality or changes to the implementation schedule for review and decision by the ctcLink Steering Committee;
  • Prepare completed decision packages for communication to stakeholders and for filing in the issue and decision log.
Working Group Meeting Materials

Upcoming meeting materials will include agenda and any presentation decks/information submitted prior to meeting. *Minutes will be posted upon approval at the following meeting which includes all presentation materials.

Working Group Meeting Materials: 2023

March 1, 2023 - Canceled

February 15, 2023 - Canceled

Working Group Meeting Materials: 2022

June 2022 - No Meetings

May 25, 2022 - Meeting Canceled

April 2022 - No Meetings- Final Deployment

February 2022 - No Meetings- Deployment Activities

January 19, 2022 - Meeting Canceled

Working Group Meeting Materials: 2021

December 2021 - No Meetings

November 2021 - No Meetings

October 27, 2021