Academic Standing, Honors Emails 21t

Purpose:  Use this document as a reference to email Honors, Probation and Dismissal communications in ctcLink.

Audience: Student Records

Queue a Job Process for Sending Communications

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

  1. Click Add a New Value.  Enter the intended Run Control ID and click Add.
Add a New Value tab
  1. Click the Population Selection box in Process 3Cs section and No in Process Joint Records section.
Add a New Value tab
  1. Enter the Academic Institution, Administrative Function and Event ID fields in the Event Section.
Event Selection

a.  GEN – Honors

i.  RADHNLTR

b.  SPRG – Dismissal

i.  RADDISLT

c.  STRM – Academic Standing

i.  RWARNLR - Warning

ii.  RPRBLTR - Probation

iii.  RFINSULTR - Suspension

iv.  RVPLTR – VP Letter

v.  RPRSLTR – President Letter

  1. Select a Selection Tool.
Populaton Selection
  1. Enter or look up a Query Name.

a.  CTC_SR_POPSEL_HONORS – Honors

b.  CTC_SR_POPSEL_DISMISSAL – Dismissal

c.  CTC_SR_POPSEL_ACAD_STAND – Academic Standing

Population Selection
  1. Click Edit Prompts to enter Academic Institution, Date Recvd and Term.
Population Selection
Query Prompts
  1. User may select Preview Selection Results to preview results.
Population Selection
  1. Click on the Manage Duplicate Assignment tab.
3C Engine Parameters
  1. De-Select the Check Duplicate Communication and Check Duplicate Checklist boxes.
Duplicate Communication Check
  1. Click Run.
  2. User may set up a future time/date to run the process.
Process Scheduler Request
  1. Check the box for 3C Engine and click Ok.
Process Scheduler Request
OK button
  1. Click the Process Monitor link.
Manage Duplicate Assignment

Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted”.

Process List tab

Sending Communications

Navigation:  Campus > Community Communications > Communication Generation

  1. Click Add a New Value.  Enter the intended Run Control ID and click Add.
Add a New Value tab
  1. Select the ID Selection
ID Selection
  1. Select the Selection Tool and Query Name then click Edit Prompts. Enter the Letter
ID Selection
  1. Enter the Letter Code. Then click Edit Prompts and reenter the Letter.

a.  Academic Honors

b.  Academic Standing Warning

c.  Academic Standing Probation

d.  Academic Standing Suspension

e.  Academic Standing Final Suspension

f.  Academic Dismissal

g.  Academic Post Dismissal

ID Selection
Query Prompts
  1. Select Method in the Communication Method Usage section\
Communication Method Usage section
  1. Click the Process Parameters tab and enter the Address, Address Name, Salutation and Extra Name.
Process Parameters
  1. Select the Org Recipient and Contact Name in the Org Communication Usage section.
Person Communication Usage
  1. Verify Produce Communication and Complete Communication are not checked. If checked, uncheck the boxes.
Missing Critical Data
  1. Click the Email Parameters tab and complete the *From and *Subject sections and click Run.
Email Parameters
  1. User may adjust the Run Date and Run Time at least 15 minutes after the 3C Engine Run Date and Run Time.  Verify the intended process is selected and click Ok.
Process Scheduler Request
  1. Click the Process Monitor link.
Selection Parameters
  1. Locate the Process Instance and verify the Run Status as “Success” and the Distribution Status is “Posted”.
View Process Request For
  1. Process Complete.

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