Key Dates & Timeline
Departments across Shoreline are busy preparing for our move to ctcLink in February. As part of this transition, there are several milestones and deadlines affecting numerous departments. Please review the information below to be aware of the changes and impacts.
|Jan 19||Last day to make P-Card purchases, budget transfers & enter operating budgets and grants into FMS|
|Jan 24||FAFSA/WASFA - It is recommended that students complete their FAFSA/WASFA application by January 24 to ensure those students who are eligible for financial aid receive their money before the conversion. If students miss this deadline, they can still complete these applications and they will be processed after Shoreline is converted to the new system.|
|Jan 26||Purchase Requisition Deadline, last day to submit IPVs & invoices to Accounts Payable for payment - This means you must complete the arranging and approving of purchases before January 26 or your purchase will be delayed until at least the middle of March. Technology purchases and some others require previous approval, so be sure to allow enough time for purchases that must be made before March. Online purchasing requisitions will open in ctcLink beginning Monday, March 14.|
|Feb 1||ctcLink Dry Run Conversion Validation - The big test of the full ctcLink conversion process will begin on Tuesday, February
1. It will be a SBCTC-led activity to confirm that our student, employee, and financial
data will convert successfully.
Human Resources, Enrollment Services, Financial Aid, and Financial Services to close at noon.
|Feb 4||Last day for HR to hire new employees in HP|
|Feb 4||Students must submit all required/requested document/s by February 4 to ensure they can be processed before conversion. If students miss this deadline, they can still submit their document/s and they will be processed after the conversion.|
|Feb 7||Last day to submit Invoice Attached, Check Enclosed, and A19 documents - Payments for documents after February 7 will be processed after March 14 pending completion of data validation post-go live.|
|Feb 8||Last day to submit Winter Quarter COVID Assistance Emergency Aid applications to have funds disbursed by February 16. Any COVID Assistance Emergency Aid applications received from February 9-March 13 will be disbursed after March 14.|
|Feb 9 - Mar 13||Emergency Aid requested between these dates will be processed through the Shoreline Foundation. Click here to learn more|
|Feb 11||Last Day for payroll changes (Update direct deposit, W4, etc.)|
|Feb 14||Last Call for Cashiering Transactions - Monday, February 14 is the final day for any cashiering transactions (excluding Financial Aid). Cashiering will reopen to students on Monday, March 14 pending completion of data validation post-go live.|
|Feb 14||Last day to submit graduation applications. Processing of applications will begin mid-March.|
|Feb 14||(4:30 pm): Legacy Web Admissions portals close. New application portal to open on March 14|
|Feb 15||(10:00 am): Last timesheet submission in TLR for Feb 1-15 time period - Timesheets for Feb 16-28 will be submitted in ctcLink after go-live. More information on this to come.|
|Feb 16||Last day for Student Refunds, Financial Aid & COVID Assistance Emergency Aid, and Scholarship monies to be disbursed.|
|Feb 18||Grade changes and enrollment transactions after this date will be processed in mid-March. Request for W (Withdrawal) grades after this date will be processed mid-March.|
|Feb 23||(4:30 pm): Final Day to Change Data in Legacy/HP System - Wednesday, February 23 is the last day staff will be able to make changes to the legacy SMS / FMS / PPMS environments.|
|Feb 27||(Sunday) Go-Live Conversion Test - Key staff will access ctcLink Sunday afternoon to confirm that the conversion has been successful.|
|Feb 28 - Mar 13||Deployment Period - Payroll, Accounting, College Business Offices, Enrollment & Registration, Admissions, and Financial Aid Offices are closed to the public. Staff who submit timecards will need to enter time for February 16-28. More information will be provided as we near this time frame.|
Where are we now?
Go Live – February 28, 2022
Both prior to and after go-live we will be there to support you, providing resources, trainings and answering your questions.
Post-Go-Live testing and troubleshooting - Spring 2022
Our Go-Live date is just the beginning. We have a 90-day plan post-go live that includes ongoing training as well as ongoing testing and troubleshooting as we aim for project stabilization. Stabilization usually takes a minimum of 9 months and is followed by continuous process improvement.