Communications Listen & Learn

Purpose: Remediation WebEx Listen & Learn session for Communications

Audience: All College Staff

Communications Meeting Information

Gap Analysis (Listen & Learn)

Topic: Communications

Meeting Date/Time: March 16, 2017 2:00 - 3:00pm

Meeting Facilitator: Amy MacNeill

Meeting Information: Communications WebEx Recording

Meeting Attendees:

  • WA171: Glenda Dashiell, Registrar’s Office
  • WA172: Rena Tinnell, Financial Aid
  • WA220: Karen Erickson, Enrollment Services

Meeting Objectives

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap.  

Key CS Modules Involved

  • Student Records
  • Admissions
  • Student Financials

Meeting Notes and Decisions

Training, Configuration and Support

  • WA171: Need full training on 3Cs, Message Center, and HighPoint; currently using third party (Mail Chimp) to send mass emails but would like to eliminate cost; has been working with Jill but would like on-site 3Cs on loading letters and sending; are identifying 3 individuals for editing and setting up 3Cs but want to train 15-20 staff on how to send; would like full day editing training and half day sending
  • WA172: Currently using a purchased product, do not have staff resources to dedicate to learning 3Cs; want to use Message Center, have decided as a college (admissions and registration) not to use 3Cs to send letters
  • WA220:  2-3 person setup training (full day), 6 person running 3Cs training (half day)

3Cs or Message Center?

  • WA171: Interested in using both 3Cs and Message Center; were told by district office that they would not be using Message Center; have begun updating their letters; have a ticket request re: FERPA letter
  • WA172: Really like Message Center and want to use it; had concerns about FERPA compliance
  • WA220: Want to use both and are interested and ready to use Message Center; have priority list of messages they want to send out; have a ticket request re: Enrolled from Waitlist

Work Around

  • WA171:  Queries w/mail merge, 3Cs, Mail Chimp
  • WA172:  Using purchased product
  • WA220:  Querying for emails then using Outlook

Ability to Change Letters

  • WA171:  Want to be self-sufficient in being able to edit own letters


  • WA171: Receiving errors that messages are undeliverable and are being blacklisted with the workaround solution

Meeting Action Items and Follow Up

Training, Configuration, and Support

  • Colleges need to send training expectations by 3/30
  • Solution Design document will include the following:
    • Course Outline for 4 hour training on how to run existing communications
    • Course Outline for 6 hour training on how to create new communications
    • Course Outline for 4 hour training on how to create Message Center communications
    • Will produce document that compares the two tools (Message Center vs Com Gen)
    • Configuration recommendations for communication context and categories
    • Address security issues
    • Email strategies to avoid blacklisting

Related Concerns or Issues not in Critical Issues Lists or Remediation Tickets

  • None

Topics and Associated Remediation Tickets


Ticket # Requirement ID Requirement Description Assoc. Topic
20984 RA114-Communications Configure and generate multiple automated communications to prospects, applicants and awards based on configurable business rules and user-defined criteria.
21049 RA116-Communications Process all communications in real time or in batch.
20977 RA113-Communications Track and store all inbound and outbound prospect, applicant and awards communications.
20911 RA115-Communications Personalize all prospect, applicant and awards communications.
20916 RA117-Communications Support future-dating of all prospect and applicant communications.
21192 RA122-Communications Provide information flow and communication with transfer applicants based on user-defined criteria
20975 RA120-Communications Customize and generate admission decision letters, by college, based on user defined dialogue and timelines.
20850 RA121-Communications Allow customized comments, specific to the applicant, to be added/inserted into admission decision letters and maintained in applicant record.
20858 RA38-Application Processing Auto-generate letters of decision with variable dialogue based on user-defined criteria (e.g., multiple admissions letters to single applicant).
21059 SR18-Advising Communicate/ broadcast advising syllabus based on user-defined criteria (e.g., point in time, independent of program of study).
21140 SR163-Communication Send mass email and text message communication to user-defined groups (e.g., student, faculty, class, students in discipline).  Email must have the ability to include system related data as well as plain text


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