ctcLink Reference CenterCampus Community 3C's -Checklists, Communications and Comments 11Sending Missing National ID (SSN) Communications (1098-T) 11f

Sending Missing National ID (SSN) Communications (1098-T) 11f

Purpose: Use this document as a reference for how to identify students with a missing National ID in ctcLink.

Audience: Student Records

Assign the Communication to the Students

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

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.
Find an Existing Value - Run Control ID
  1. Click the Population Selection box in Process 3Cs and No in Process Joint Records.
3C Engine Parameters tab
  1. In the Event Selection, enter
    1. Academic Institution: Input or Look Up
    2. Administrative Function: Use STRM for this process
    3. Event ID: Use MISSNATID for this process
  1. In the  Population Selection section, select PS QUERY.
    1. CTC_SR_MIS_NATID_CAR_POPSEL - This query pulls students with the A01 service indicator and NSSN Reason code assigned and prompts by career.  The query excludes student groups SINT, SINC, SDOC.
    2. CTC_SR_MIS_NATID_POPSEL - This query pulls students with 1098T eligible charges during the term range but does not exclude populations such as International students.
    3. CTC_SR_MIS_NATID_WA220_POPSEL - This query will pull all students with a missing SSN and allow prompts by institution, career and term range.  However this query does not exclude populations such as International students.
    4. CTC_SR_MNID_POPSEL - This query will pull all students with a missing SSN and allow prompts by institution, career and term range.  This query excludes students with an active SINT-International Student service indicator.   

Please note that when running this query by term range the "To" term should be the current term to pick up students enrolled in the maximum term.

  1. Click Edit Prompts link.
    1. Institution: Input or Look Up
    2. From Term and To Term: Input or Look Up
    3. Career: Input or Look Up (If using query with Career only)
  1. User may select Preview Selection Results to preview results.
  2. Click on the Manage Duplicate Assignment tab.
  3. If you do not want this communication to go to students that have already received this communication, confirm the Check Duplicate Communication box is checked.
    1. Variable Data: Select Match if you want the duplicate communication process to only consider it a duplicate communication if the variable data matches
    2. Communication Status: Completed -Prevents assignment when the communication matches a previously assigned communication for which the status is completed.
  4. In this case you do not need to check the Check Duplicate Checklist box.
  5. Click the Run button.
  1. Confirm the check the box for 3C ENGINE. Click the OK button.
  2. Click the Process Monitor link.
  1. Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted”.
  1. You can confirm the the assign of the communication codes on students by going to the communication screen for some of the students you identified on the Preview Selected results step above:
    1. Main Menu > Campus Community>Communications> Person Communications>Communications Management
  2. As shown below the communication is assigned but the email has not been sent until Communication Generation is completed as per below.

Sending Communications

Navigation:  Campus Community > Communications > Communication Generation

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.
Find an Existing Value and Add a New Value tabs
  1. In the ID Selection section, select Population Selection.
    1. Selection Tool: PS Query
  2. Query Name: Select CTC_SR_MIS_NID_COMM_GEN
Selection Parameters tab
  1. Click Edit Prompts and enter the Institution and Letter Code. Click the OK button.
Query Prompts page
  1. User may select Preview Selection Results to preview results.
Selection Parameters tab - Preview Selection Results
  1. Enter the Letter Code or use the search icon.
Selection Parameters - Letter Code Selection
  1. Click Use Default Template in the No Matching Template Found section.
  2. Select Email as the Communication Method Usage.
No Matching Template Found, Communication Language Usage, Commmuncation Method Usage sections
  1. Click on the Process Parameters tab.
Process Parameters tab
  1. Select drop down options for Address, Address Name, Salutation and Extra Name in the Personal Communication Usage section.
Personal Communication Usage section
  1. Enter the intended *From Date and *To Date in the Communication Date Range Selection. These dates must cover the range for your 3C Engine run date.
Process Parameters - Communications Date Range Selection section

12. Input Org Communication Usage.

Process Parameters tab - Org Communication Usage section
  1. Verify Produce Communication and Complete Communication selections are checked in the Missing Critical Data section IF you want to see the generated communication on the student's page.  This will complete the communication but if the communication is not successfully sent it will show a Send error.  Use the query identified in the last tip below to review errors.
Process Parameters tab - Missing Critical Data section
  1. Click on the Email Parameters tab or link.
Email Parameters tab
  1. Enter Email Parameters.
Email Parameters tab
  1. Click the Run button.
  2. Verify the Process is selected.
  3. Click the OK button.
Process Scheduler Request - Process List section
  1. Click the Process Monitor link.
  1. Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted”. User may click the Refresh button while Run Status is “Processing” as needed. 
Process List section
  1. You can confirm the the assign of the communication codes on students by going to the communication screen for some of the students you identified on the Preview Selected results step above.
    1. Main Menu > Campus Community>Communications> Person Communications>Communications Management
  2. If the communication is completed the Communication Completed Checkbox will be marked and a date will be displayed, if the process is unsuccessful the Unsuccessful Outcome box will be check and a reason will be displayed.
Person Communication tab - Communication Outcome section

To pull a report of emails sent by Institution, date range and letter code you can pull the following query:

CTC_COMMUNICATION_LIST_BY_DATE

When reviewing this query please note the row labeled "Unsuccessful". If this row displays a value of "Y", the communication was not sent to the student.  The row labeled Outcome Reason will give you a code with the reason that the communication was not successful. The following codes are possible on email communications

C-Missing Critical Data

E-Invalid Email Address

S-Email Send Error

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