9.2 Sending Missing National ID (SSN) Communications (1098-T)

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

Audience: Student Records

The below process steps are ONLY intended for Tacoma, Clark, Spokane, and Spokane Falls.

A different student SSN request QRG is available for the remaining ctcLink institutions and can be found HERE.

Assign the Communication to the Students

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

  1. The 3C Engine run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Search.
3C Engine Add a New Vallue tab
  1. The 3C Engine Parameters tab displays.
  2. Select the Population Selection checkbox.  Please wait a moment while the page re-displays.
  3. Select the Process Joint Records radio button = "No".
  1. Enter Academic Institution.
  2. Select Administrative Function = "STRM".
  3. Select Event ID = "MISSNATID".
  1. Select Selection Tool = "PS Query".
  2. Select Query Name from one of the following:
    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.  This 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_MNID_POPSEL - This query will pull all students with a missing SSN and prompts by institution, career and term range.  This query excludes students with an active SINT-International Student student group. Includes enrolled and dropped students.   
    4. CTC_SR_MIS_NATID_CAR_POP_ASN - This query pulls student with a missing SSN and prompts by institution, career and term range. This query excludes student groups SINT, SINC, SDOC and students with an ASN service indicator.
  3. Select Edit Prompts.

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.

3C Engine Parameters tab
  1. The Query Prompts window displays.
  2. Enter Institution.
  3. Enter From Term.
  4. Enter To Term.
  5. Enter Career.
  6. Select OK.
Query Prompts window
  1. The Query Prompts window disappears.
  2. You may select Preview Selection Results to preview results.
  3. Select the Manage Duplicate Assignment tab.
3C Engine Parameters tab
  1. The Manage Duplicate Assignment tab displays.
  2. 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.
  3. Variable Data: Select "Match" if you want the duplicate communication process to only consider it a duplicate communication if the variable data matches.
  4. Communication Status: "Completed" -Prevents assignment when the communication matches a previously assigned communication for which the status is completed.
  5. In this case you do not need to check the Check Duplicate Checklist box.
  6. Select Run.  Refer to the Process Scheduling QRG for instructions.
Manage Duplication Assignment tab
  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:

Navigation:  NavBar > Navigator > Campus Community > Communications > Person Communications > Communication Management

 

  1. As shown below the communication is assigned but the email has not been sent until Communication Generation is completed as per below.
Person Communication tab

Sending Communications

Navigation:  NavBar > Navigator > Campus Community > Communications > Communication Generation

  1. The Communication Generation run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Communication Generation Add a New Value tab
  1. The Selection Parameters tab displays.
  2. Select ID Selection = "Population Selection".
  3. Select Selection Tool = "PS Query".
  4. Select Query Name = "CTC_SR_MIS_NID_COMM_GEN".
  5. Select Edit Prompts.
Selection Parameters tab
  1. The Query Prompts window displays.
  2. Enter Institution.
  3. Enter Letter Code.
  4. Select OK.
Query Prompts window
  1. The Query Prompts window disappears.
  2. Enter Letter Code.
  3. You may select Preview Selection Results to preview results.
  1. Select No Matching Template Found = "Use Default Template".
  2. Set Communication Method Usage Method = "E-Mail".
  3. Select the Process Parameters tab.
Selection Parmeters tab
  1. The Process Parameters tab displays.
  2. Select Address.
  3. Select Address Name.
  4. Select Salutation.
  5. Select Extra Name.
  1. Enter  *From Date and *To These dates must cover the range for your 3C Engine run date.
  1. Select Org Recipient.
  2. Select Contact Name.
  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.
  2. Select the Email Parameters tab.
Process Parameters tab
  1. The Email Parameters tab displays.
  2. Enter From.
  3. Enter Subject.
  4. Enter Reply To.
  5. Enter Sender.
  6. Enter Bounce to.
  7. Select Run.  Refer to the Process Scheduling QRG for instructions.
Email Parameters tab
  1. You can confirm the assignment of the communication codes to students by going to the communication screen for some of the students you identified on the Preview Selected results step above:

Navigation:  NavBar > Navigator > Campus Community > Communications > Person Communications > Communications Management

 

  1. If the communication is completed the Communication Completed checkbox will be checked and a date will be displayed, if the process is unsuccessful the Unsuccessful Outcome checkbox will be checked and a reason will be displayed.
Person Communication tab

To produce a report of emails sent by institution, date range and letter code you can execute 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 reason that the communication was not successful. The following reasons are possible on email communications

Missing Critical Data

Invalid Email Address

Email Send Error

  1. Sample of CTC_COMMUNICATION_LIST_BY_DATE Query:
CTC Communication List By Date Query smple
  1. Process complete.

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