Graduation Status Letters 21v

Purpose: Use this document as a reference for sending graduation status communications in ctcLink.

Audience: Graduation Evaluators

Queue a Job Process for Sending Communications

  1. Search for an existing Run Control ID or Add a New Value if this is the first time running this process.
3C Engine - Find an Existing Value tab
3C Engine - Add a New Value tab
  1. In the Process 3Cs section, check the Population Selection box. In the Process Joint Records section, select No.
3C Engine Parameters tab
  1. Complete the Event Selection and Population Selection sections.
    1. Academic Institution
    2. Administrative Function: see table below
    3. Event ID: see table below
    4. Selection Tool: select PS Query
    5. Query Name: see table below
Administrative Function
Event ID
PS Query
SPRG - Student Program
RAPYDLTR - Apply for Degree Notice
CTC_SR_POPSEL_ELIG_BLANK
STRM - Student Term
RAPRDLTR - Approved Degree Notice
CTC_SR_POPSEL_ELIG_APPROVED
RAWDDLTR - Degree Awarded Notice
CTC_SR_POPSEL_ELIG_AWARDED
RDENDLTR - Degree Denied Notice
CTC_SR_POPSEL_ELIG_DENIED
Event Selection section
  1. In the Population Selection section, click Edit Prompts and enter the following:
    1. Academic Institution
    2. Career
    3. Term
    4. Click the OK button.
Query Prompts
  1. If desired, click Preview Selection Results to review students selected by the query.
Preview Selection Results Link
  1. Click on the Manage Duplicate Assignment tab.
Manange Duplicate Assignment tab
  1. Confirm the Check Duplicate Communication box is unchecked. If not, uncheck the box.
Manange Duplicate Assignment tab - Check Duplicate Communication
  1. Click the Run button.
Manange Duplicate Assignment tab - Run button
  1. Ensure 3C Engine box is checked then click the OK button.
Process Scheduler Request Page
  1. Click the Process Monitor link.
3C Engine Parameters tab - Process Monitor
  1. Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted.”
Process List tab - Run Status

Sending Communications

  1. Search for the Run Control ID created above.
Communication Generation - Find an Existing Value tab
  1. Complete the Selection Parameters Tab.
    1. ID Selection: select All Person IDs
    2. Letter Code
    3. No Matching Template Found: select Use Default Template
    4. Communication Method Usage: change to E-Mail
Selection Parameters tab
  1. Click the Process Parameters tab.
Process Parameters tab
  1. Complete the Person Communication Usage section:
    1. Address: select Student Email
    2. Address Name: select Full Name-Pri,Prf,Leg
    3. Salutation: select Full Name-Pri,Prf,Leg
    4. Extra Name: select Full Name-Pri,Prf,Leg
    5. *OPTIONAL: Check the Use Preferred Email Address to send this communication to the student’s preferred email address.
Usage Tables
  1. Enter the intended *From Date and *To Date in the Communication Date Range Selection. These dates must match your 3C Engine run date.
Communication Processing Dates
  1. Verify the Produce Communication and Complete Communication boxes are unchecked in the Missing Critical Data section. If boxes are checked, uncheck them.
Missing Critical Data
  1. Click the Email Parameters tab.
Email Parameters tab
  1. Complete the Email Parameters tab.
    1. *From: enter the email address of the person or entity that is sending the email
    2. *Subject: enter the email subject for this communication
    3. OPTIONAL: enter a Reply to or Bounce to email address if different than the *From email
Email Parameters page
  1. Click the Run button.
Email Parameters tab - Run button
  1.  Ensure the SCC_COMMGEN box is checked then click the OK button.
Process Scheduler Request page
  1. Click the Process Monitor link.
Process Monitor link
  1. Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted.”
Process List - Run Status

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