ctcLink Reference CenterFinancial Aid Managing 3C's 11Generating Batch Communications (Financial Aid) 11f

Generating Batch Communications (Financial Aid) 11f

Purpose: Use this document as a reference for how to generate batch communications in ctcLink.

Audience: FA Counselor/Technician

Generate Batch Communication

Navigation: Main Menu > Campus Community > 3C Engine > Run 3C Engine

  1. Enter a new or use an existing Run Control ID.
  2. Click the Population Select check box in the Process 3Cs section.
  3. Enter the following data in the Event Selection fields:
    1. Academic Institution = appropriate Institution
    2. Administrative Function = FINA (or FINT)
    3. Event ID = select appropriate communication
  4. Click the Selection Tool drop-down menu and select PS Query.
  5. Click the Query Name lookup icon and select the corresponding query for the notification chosen.
3C Engine Parameters
  1. Click the Edit Prompts link and enter the following data:
    1. Institution
    2. Aid Year
    3. Letter - Letter Code

Note: Letter Code should correspond with selected Event ID

  1. Click the OK button.
Query Prompts
  1. Click Preview Selection Results link.
Population Selection
  1. Identify a student to validate from the Preview Selection Results section.
Preview Selection Results
  1. Click the Run button.
  2. Click the OK button.
  3. Click the Process Monitor link.
  4. Ensure that the process has achieved Success and Posted on the Process Monitor page.
Process List tab

Validate Letter Assignment

Go to the View Financial Aid Status page to validate the letter was posted.

Navigation:  Main Menu > Financial Aid > View Financial Aid Status

  1. Click the Search button.
  2. Enter the following data:
    1. Student ID -  noted from the Preview Selection Results
    2. Academic Institution
    3. Aid Year
  3. Verify the letter has been assigned to the student.
Financial Aid Status
  1. Process Complete.

Sending Communications

Navigation:  Main Menu > Campus Community > Communications > Communication Generation

Selection Parameters

  1. Enter New or use existing Run Control ID.
  2. ID Selection  = All Person IDs
  3. Letter Code = Choose the letter code from the previous steps.
  4. Communication Method Usage – Method = E-Mail

Process Parameters

Person Communication Usage Section:

  1. Address = FA Email and Postal Address
  2. Address Name = FA Student Name
  3. Salutation = FA Student Name
  4. Extra Name = FA Student Name

Communication Date Range Selection

  1. From Date– Select desired date.
  2. To Date– Select current date.
Process Parameters tab

Email Parameters

  1. From = Enter the desired email addressed used by the institution.
  2. Subject = Enter a subject line for the email communication.
  3. Reply to = Enter the desired email addressed used by the institution.
  4. Sender = Enter the desired email addressed used by the institution.
  5. Bounce to = Enter the desired email addressed used by the institution.
  6. Click the Run button.
Email Paramaters tab
  1. Choose SCC_COMMGEN from the Process Scheduler Request.
  2. Click the OK button.
Process Scheduler Request

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