Overview
Account Activation
Activate your ctcLink Account
When you activate your account, you will be assigned a ctcLink ID number (called EMPLID in the new system) and you will need to create a password. Be sure to write down your new number when you get it and keep it in a safe place.
You can locate your new EMPLID here: ctcLink User ID (EMPLID) Lookup
If you activated your account and did not write down your new ctcLink ID, see the recovery instructions in this section of tutorials.
Account Activation Q&A
Q: How will I get my new ctcLink ID number?
A: For faculty or returning students, you get your new ctcLink ID number (called EMPLID in the system) when you activate your ctcLink account. Be sure to write down your new number when you get it and keep it in a safe place. You can locate your new EMPLID here: Find your ctcLink EMPLID
Q: Will the ctcLink ID number replace my SID?
A: Yes, if you previously had a SID your ctcLink ID number replaces your old SID.
Q: Will my ctcLink password be the same as my Yakima Valley College network login?
A: While this is a possibility for the future, right now employees and students should anticipate having a unique password for the ctcLink system. To log in, use your ctcLink ID number (EMPLID) and a password. The EMPLID replaces your SID.
Q: What if I already have a ctcLink ID number from another college?
A: If you have already received a ctcLink ID number from another college, you do not need to activate your account or receive a new number. The ctcLink ID number you already have is what you will use.
Q: What if I’m an instructor and also a student or staff member?
A: The “applications” you will see in your ctcLink access correspond to your roles at Yakima Valley College. Important note: the contact information you enter through the “Personal Details” tile in Employee Self Service will override the contact information you enter through the “Profile” tile in Student Self Service.
Q: Will new employees be active in ctcLink before their first day?
A: Human Resources do most of the set-up for new employees before their first day, but employees themselves must enter key pieces of information (including selecting a password and setting security questions) to activate their ctcLink accounts. For most employees, account activation will occur during the first day on the job.
Advisor Center
Faculty Center
Class Roster and Waitlist
Class Roster Q&A
Q: After looking at a class roster, how do I return to my course list?
A: On the left-side vertical navigation bar, click the “My Schedule” page link. This will take you back to your course list.
Q: Is it possible to print my class roster?
A: Yes. Scroll to the bottom of your class roster screen then scroll to the far right side. Click the “Printer-friendly Version” link.
Q: Students have withdrawn from my current course but I don’t see a “W” next to their name on my course roster. How do I know if a student withdrew during the quarter?
A: In the Faculty Center application on the My Schedule page, click on the Access Gradebook icon. It is the second icon from the left of the icons list next to each class title name. NOTE: It will become the third icon from the left when Grade Rosters are available.
On the Gradebook page, click on “Requirement Designation” which is the fourth item to the right of “Go To”, just below the class information box. This will show a different view of your roster and should have a “W” shown for any students who have withdrawn.
Q: When registering for classes, my students are being prompted for entry and/or permission codes. Are these available in ctcLink?
A: No. Contact your division office about instructions for receiving entry codes.
Q: May I add an overload student to my course in ctcLink?
A: No. Contact your division office or the registrar about instructions for adding overload students to your courses.
Q: What happened to my course(s) item numbers? They look very different in ctcLink.
A: The previous course item number is now called “Class Number” and is five digits in length. NOTE: Please always include your Class Number when asking for assistance with a class or grade roster issue.
Communicating with Students
Communicating with Students Q&A
Q: Can students send messages from ctcLink to their instructors?
A: No. Students can receive messages in their Student Message Center tile from other college departments like admissions, registration, and financial aid. However, students are unable to send messages from this tile. NOTE: Faculty may send messages to students from the Faculty Center Course Roster page, but these messages are sent to the student’s email accounts, not their ctcLink account.
Contract Info
Grade Roster
Grade Roster Q&A
Q: I see an “Access Gradebook” icon next to my Class Name. Is this a Grade Roster?
A: No. Gradebook allows faculty to grade course assignments. YVC is not using this option. Faculty will continue using Canvas to manage course assignments. You will use Grade Roster to enter and submit end-of-quarter grades.
Q: Am I able to enter and save “draft” grades before they are ready for final submission?
A: Yes. After entering your draft grades, you click “Save” then proceed to the “Action Approval Status” field dropdown box & make sure “Not Reviewed” is selected. If it isn’t, select it, then click “Save” again. When ready to submit your grades, you’ll change the “Not Reviewed” option to “Approve”, then “Save” once more. This action will then post your grades to the Registrar.
Q: How do I change a student’s grade after I have entered final grades, approved them for the course, and saved?
A: Faculty are unable to change grades on a roster with an “Approved” status displaying (in the Action Approval Status field) after they have been saved. However, you can change the status to “Not Reviewed” to change grades, then change the status to “Approved” once more and click Save before the grade post-process runs.
Q: How do I know my grades were successfully approved and submitted?
A: You can verify if grades were successfully approved by navigating to the Grade Roster; the Grade Roster Action Approval Status field will state “Approved. If the roster has been posted, you will see the word “Posted” next to the Approval Status field.
Q: I’m missing students from my Grade Roster. Where are their names?
A: There are only 20 students listed per page. If you have more than 20 students on your Grade Roster, you must click the little arrow in the upper right-hand corner of the grade roster to get to the “next page”.
Q: I see I could post a “Transcript Note”. What information may I enter?
A: DO NOT ENTER ANYTHING IF YOU SEE THIS OPTION. It should already be disabled. It literally posts these notes directly on the student’s official transcript. If allowed to enter anything in this field, the Registrar must manually remove it.
Q: Will I submit a Grade Change request in the Grade Roster?
A: No. This option is currently disabled. Please email registration@yvcc.edu for a grade change.
Q: How can I review any “I” Incomplete grades or “Y” Ongoing grades I issued from previous quarters?
A: In the Faculty Center application on the My Schedule page, click the Change Term button and select a previous quarter. Next to one of your course names, click on the Access Gradebook icon. It is the second icon from the left of the icons list next to each class title name. NOTE: It will be the third icon from the left when Grade Rosters are available.
On the Gradebook page, click on “Requirement Designation” which is the 4th item to the right of the “Go To” row, just below the class information box. This will show a different view of your roster and will have an “I” or “Y” grade for any students who received one.
Q: What happened to my course(s) item numbers? They look very different in ctcLink.
A: The previous course item number is now called “Class Number” and is five digits in length. NOTE: Please always include your Class Number when asking for assistance with a class or grade roster issue.
Instruction – Class Capacity
My Schedule
My Schedule Q&A
Q: After viewing the “View My Weekly Teaching Schedule”, how do I edit or update it?
A: The View Weekly Teaching Schedule page is based on information supplied by your division office scheduler. Faculty are unable to edit the Weekly Teaching Schedule page. However, if a course scheduling change is implemented by your division, your Weekly Teaching Schedule page will be updated.