Search Results
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UAT CE.001 SEVIS Reporting (ONLY Green River and Everett Testing) [Sprint 2] (Project Archive)
Student and Exchange Visitor Information System (SEVIS) is a system maintained by the U.S. Department of Homeland Security that holds data on international students and exchange visitors and their dependents. PeopleSoft SEVIS functionality allows colleges to collect data for initial SEVIS student creation and monitor changes that need to be reported over the student’s academic career. It is designed to be used in conjunction with the SEVIS batch file transfer system (outside of PeopleSoft). College staff responsible for maintaining student SEVIS information will need to ensure that international student data in PeopleSoft complies with SEVIS standards before producing I-20 requests and selecting alerts to include in the batch report. The PeopleSoft SEVIS export process produces an XML file that can be uploaded to SEVIS through their batch interface. After the batch is processed by SEVIS, a transaction log file will be available to be retrieved and imported back into PeopleSoft to sync the two systems. -
Understanding FWL Contract Templates
Purpose: Use this document as a reference for how to understand the FWL Contracts Layout and relationship to FWL contracts in ctcLink. Audience: Class Scheduling Staff, HR/Payroll Staff -
WCG Eligibility Lock (Batch)
Updated on: Sep 25, 2024
Purpose: Use this document as a reference to run a batch process to lock the WCG eligibility pages once WCG Populate/Update and WCG Calculate process has been run in ctcLink. Audience: Financial Aid staff responsible for managing the Washington College Grant program. -
CC.006.1 Admissions (Project Archive)
Applicants can enter the PeopleSoft system using different paths. If the person record is already established in PeopleSoft, the admissions process can be used to update the Person Record or else it creates the Person Record and establishes a User ID for the new applicant. Most students will use the Online Admissions Application Portal (OAAP) to apply for admissions. Based on questions entered as the applicant applies to establish the type of student they are (general admissions, Running Start, Basic Education), different types of data are gathered which can include: Applicant biographical and contact information, applicant program of interest, admit term, citizenship, prior education data, emergency contact data, residency data, etc. After the applicant submits their application, the system runs a search process to determine if their person record exists in the system and either updates or creates the user. If a possible match is identified but not clear, the application can go to a suspense table for the colleges to evaluate prior to matching to an existing user profile or creating the new user record. This application suspense process is important to prevent duplicate records being entered from the Online Admissions Application Portal. Another path for admissions is a manual process. This is used for paper applications or in some cases for applicant populations that can’t apply online, for example, Department of Correction applicants. The process allows colleges to manually create the person record and the application in one process called Application Entry. Once applications have been entered; they will need to go through Matriculation, which establishes their student program record in PeopleSoft. Creating the student program in PeopleSoft is essential for many downstream processes such as activation for a term, enrollment appointments, financial aid processing, enrollment, and eventually program completion. Applicants will also need to add or validate residency information as residency has a downstream impact on tuition calculation. The final step in the admissions process is sending admissions letters to students, communicating with them that they have a student profile established, giving them the next steps toward enrollment. Occasionally, Continuing Education students also need to be manually entered, these students can bypass the typical admissions processes and be entered directly with a Student profile using a process called Quick Admit. Quick admit is only used in cases where an application record is not needed prior to establishing a student program record and can only be used once for each student career. To use this UAT guide, first review the business process flow diagram below, which outlines the various steps to complete the test activities. Note that the business process flow diagram has distinct places where one can start testing this process. Using the diagram, follow the arrows to execute each applicable step. Use the Quick Reference Guide (QRGs) links, also below, to find the instructions for each step. The Quick Reference Guides are numbered to match each box on the flow diagram to assist testers with following the flow of the business process. Once testing is complete for each box on the flow diagram, click the Next Step (Tier 2) linkin the High-Level UAT Frameworksection to access the next UAT Guide, if applicable. -
CF.003.1 Admissions (Project Archive)
Applicants can enter the PeopleSoft system using different paths. If the person record is already established in PeopleSoft, the admissions process can be used to update the Person Record or else it creates the Person Record and establishes a User ID for the new applicant. Most students will use the Online Admissions Application Portal (OAAP) to apply for admissions. Based on questions entered as the applicant applies to establish the type of student they are (general admissions, Running Start, Basic Education), different types of data are gathered which can include: Applicant biographical and contact information, applicant program of interest, admit term, citizenship, prior education data, emergency contact data, residency data, etc. After the applicant submits their application, the system runs a search process to determine if their person record exists in the system and either updates or creates the user. If a possible match is identified but not clear, the application can go to a suspense table for the colleges to evaluate prior to matching to an existing user profile or creating the new user record. This application suspense process is important to prevent duplicate records being entered from the Online Admissions Application Portal. Another path for admissions is a manual process. This is used for paper applications or in some cases for applicant populations that can’t apply online, for example, Department of Correction applicants. The process allows colleges to manually create the person record and the application in one process called Application Entry. Once applications have been entered; they will need to go through Matriculation, which establishes their student program record in PeopleSoft. Creating the student program in PeopleSoft is essential for many downstream processes such as activation for a term, enrollment appointments, financial aid processing, enrollment, and eventually program completion. Applicants will also need to add or validate residency information as residency has a downstream impact on tuition calculation. The final step in the admissions process is sending admissions letters to students, communicating with them that they have a student profile established, giving them the next steps toward enrollment. Occasionally, Continuing Education students also need to be manually entered, these students can bypass the typical admissions processes and be entered directly with a Student profile using a process called Quick Admit. Quick admit is only used in cases where an application record is not needed prior to establishing a student program record and can only be used once for each student career. To use this UAT guide, first review the business process flow diagram below, which outlines the various steps to complete the test activities. Note that the business process flow diagram has distinct places where one can start testing this process. Using the diagram, follow the arrows to execute each applicable step. Use the Quick Reference Guide (QRGs) links, also below, to find the instructions for each step. The Quick Reference Guides are numbered to match each box on the flow diagram to assist testers with following the flow of the business process. Once testing is complete for each box on the flow diagram, click the Next Step (Tier 2) linkin the High-Level UAT Frameworksection to access the next UAT Guide, if applicable. -
9.2 Managing Deposit Configurations
Purpose: Use this document as a reference for how to manage deposit configurations within Student Financials in ctcLink. Audience: Student Financials staff. -
Maintaining Fiscal Period Summary (Optional)
Purpose: Use this document as a reference for maintaining fiscal period summary in ctcLink. Audience: Settlement Manager, GL Accountant. -
9.2 Communications - Using the Letter Generation Process
Updated on: Jan 16, 2024
Purpose: Use this document as a reference for using the letter generation process in ctcLink. Audience: College staff responsible for creating student communications -
9.2 Performing a Partial Payment Unpost
Purpose: To perform a partial payment unpost using ctcLink. Audience: Accounts Receivable staff. -
CC.004.3 Grade Lapse (Project Archive)
The Grade Lapse process is used to automatically revert Incomplete grades into failing grades. This process also updates the student's transcript, quarterly GPA, and cumulative GPA. Please note that converted enrollments are not configured to lapse, so this process cannot be used until after your college is live. However, you can follow the directions below to change existing grades for a sample set of students to ‘I’ grades in order to test this process in UAT. The information below is intended to provide colleges guidance on performing a User Acceptance Test on this business process. The business process shown in the flow diagrams below may be only part of what is needed to complete an end-to-end test of a full business cycle. Coordination with other colleagues at your college in advance of commencing testing is key to success. In the same way that it doesn't take a single individual to operate the business of running a college it will require coordination across departments to successfully test a business flow from beginning to end.
