Request Missing Student National ID (SSN) Communications

Purpose: Utilize this article to assist you with requesting TIN/missing SSN from students.

Audience: Student Records; 1098-T Staff; Student Financials Staff; Finance Staff.

You must have at least one of these local college managed security roles:

  • ZD SACR SF All Config
  • ZZ SACR SF Bill Col Tax Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Use this as reference for sending out student 1098-T TIN (Taxpayer Identification Number) requests. These steps assume a letter template has been created.

The following process steps describe how to send out two methods of communication for the student TIN (SS #'s) requests.

When preparing to run these processes, BE SURE to review the communication to determine if any dates, text, or policies have changed which should be reflected within the communication.

Below, we begin with the process of sending all students an email request and then we follow that up with a printed/mailed letter asking for their SS#'s for students with inactive/missing e-mail addresses.

To update the Student's SSN, work with your Enrollment Staff.

To update a Student's Address, work with your Enrollment Staff and/or refer to the Update Address Information QRG.

New for 2024, the SF Support Team has created institution specific 3C Communication setup for 1098-T Electronic Consent Invites and Missing SSN Letters. These institution specific codes will prevent the prior years' issue of colleges sending out letters to students from different institutions. The previous global setup will still be available but continues to have the risk of mistakenly including students from other colleges. Please submit a ticket asking for these new codes to be “turned on” if you are interested.

1. Assign the Communication to the Students - 3C Engine

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Campus Community > Communications > Run 3C Engine

  1. The 3C Engine Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  3. The 3C Engine Parameters tab displays.
  4. Under the Process 3C's section, select the Population Selection checkbox.
  5. Under the Process Joint Records section, ensure the No Joint Processing checkbox is selected.
  6. In the Event Selection section, enter or search for the:
    1. Academic Institution
    2. Administrative Function = GEN
    3. Event ID = B_GBL_B03 (GBL SF Missing SSN Email)
  7. Under the Population Selection section:
    1. Select the Selection Tool drop-down and select PS Query.
    2. Search or enter the Query Name CTC_SF_PS_3C_SSN_TIN
    3. Select the Edit Prompts hyperlink and the Query Prompts window displays.
      1. Enter the Business Unit.
      2. Select the Limit - Not sent Ltr this year checkbox.
      3. Ensure B03 is entered in the Letter Checking if sent checkbox.
      4. Select the OK button and the 3C Engine Parameters tab displays.
  8. You may select Preview Selection Results hyperlink to preview results.
3C Process Parameters tab with Population selection checkbox checked, Administrative Function field filled with GEN, Event ID field populated with B_GBL_B03, and Query Name populated with CTC_SF_PS_3C_SSIN_TIN
  1. Select the Manage Duplicate Assignment tab and the Manage Duplicate Assignment tab displays. This tab has two sections: Duplicate Communication Check and Duplicate Checklist Check.
  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. It is located under the Duplicate Communication Check section.
    1. Select the Variable Data drop-down and select Match if you want the duplicate communication process to only consider it a duplicate communication if the variable data matches.
    2. Leave the Communication Status blank. This will prevent the assignment of duplicate letters.
  3. Ensure the Check Duplicate Checklist checkbox is de-selected located under the Duplicate Checklist Check section.
  4. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  5. Section complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Run 3C for Missing Student SSN. This link will open in a new tab/window.

2. Run Communication Generation (E-mail first)

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Campus Community > Communications > Communication Generation

  1. The 3C Engine Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
Selection Parameters Tab
  1. The Selection Parameters tab displays.
  2. Under the ID Selection section, select Population Selection from the ID Selection drop-down.
  3. Under the Population Selection section:
    1. Select the Selection Tool drop-down and choose PS Query.
    2. Enter or search for the Query Name CTC_SF_PS_COMGEN_LIMIT
    3. Select the Edit Prompts hyperlink and enter the: 
      1. Institution: WAxxx
      2. Limit to: (encouraged to be a high number, ex: 5000+)
      3. Letter Code: B*3 (can be locally defined)
        • Note: We have localized the Letter Code so that the first letter will always be the letter 'B' and will end in the number '3'. The global Letter Code is B03. The asterisk above refers to your local, 1 Letter School Abbreviation.
      4. Come Assigned From.
      5. Come Assigned To.
      6. Select the OK button and the Selection Parameters tab displays.
  4. Under the Letter Code Selection section:
    1. Letter Code: B*3 (can be locally defined)
      • Note: We have localized the Letter Code so that the first letter will always be the letter 'B' and will end in the number '3'. The global Letter Code is B03. The asterisk above refers to your local, 1 Letter School Abbreviation.
    2. Under the Template Selection section, select the Report Name hyperlink and the Look Up Report Name page displays.
      1. Select the CTCSFGBL_SSN (GBL SF missing SSN) hyperlink and the Selection Parameters tab displays.
  5. Under the Communication Language Usage section, select the Preferred checkbox if using the global Letter Code. When utilizing local Letter Codes, select the Specified checkbox.
  6. Under the Communication Method Usage section, select:
    1. The Specified checkbox.
    2. Select the Method drop-down and choose Email.
Selection Parameters tab with the ID selection field populated with Population Selection, the Selection Tool field populated with PS Query, the Query Name of CTC_SF_PS_COMGEN_LIMIT, Letter Code of B03, and Method drop-down of E-mail populated.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Missing SSN Communications (Email): Selection Parameters Tab. This link will open in a new tab/window.

Process Parameters Tab
  1. Select the Process Parameters tab and the Process Parameters tab displays.
  2. Under the Usage Tables section:
    1. Person Communication Usage: These selections are connected to Name/Address Usage rules. Select the drop-down of each field and enter:
      1. Address: SF Email Campus, Home. Business
      2. Address Name: Full Name- Pri, Prf, Leg
      3. Salutation: Full Name- Pri, Prf, Leg
      4. Extra Name: Full Name- Pri, Prf, Leg
      5. Select the Use Preferred Email Address checkbox.
    2. Joint Salutation Usage: Leave blank.
    3. Org Communication Usage: Select the drop-down of each field and enter:
      1. Org Recipient: All Cntc, All Dept, All Loc.
      2. Contact Name: Full Name - Pri, Prf, Leg.
  3. Under the Communication Processing Dates section:
    1. Enter the From Date and To Date in the Communication Date Range Selection fields. These dates must cover the range from your 3C Engine Run Date.
  4. Within the Output Settings section and under the Missing Critical Data section:
    1. Ensure that the Produce Communication checkbox is selected.
    2. De-select the Complete Communication checkbox. (It is important to uncheck this box so students who do not have an email will be able to get a letter when re-running this process. Steps are below).
Process parameters tab with the Address, Address Name, Salutation, Extra Name, Use Preferrred Email checkbox, Org Recipient, Contact Name, and Produce Communication checkbox entered following the steps listed.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Missing SSN Communications (Email): Process Parameters Tab. This link will open in a new tab/window.

Email Parameters Tab
  1. Select the Email Parameters tab and the Email Parameters tab displays.
  2. Under the Email Parameters section, enter the:
    1. From:  (Email address sending the message).
    2. Subject:  (Use a clear simple message about collecting student SS#'s)
      • Important Note: There will be multiple lines of the subject input because of the way the Report Definition is set up. This will not affect anything, just allows the job to run. Ensure you enter the same information in each Subject field.
    3. Reply to: (Optional - Overrides the From email address above when recipient replies).
    4. Sender:  (Optional - Overrides).
    5. Bounce to:  (Email address set to receive all emails that do not send successfully).
  3. Select the Importance level checkbox: (Optional).
  4. Select the Sensitivity level checkbox: (Optional).
Email parameters tab with example listed in each field.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Missing SSN Communications (Email): Email Parameters Tab. This link will open in a new tab/window.

Checklist Parameters Tab
  1. This tab is not used and should remain blank.
Run Communication Generation and Determine Missing Critical Data
  1. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  2. Access the Message Log to see the number of rows not processed by selecting either the Detail hyperlink or using the Actions drop-down link to click on the Message Log. Review the Message Log to view the number of rows "Not Processed."
  3. Note the 'Not Processed" rows. See information below.
  4. Section (or process) complete.
  • If you view the last page of data, you will see that this Message Log shows how many communications were processed successfully and how many were unsuccessful. The unsuccessful records are the students who did not have an email in the system, so now we will move to the next step of sending those students a letter.
  • 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 column displays a value of "Y," the communication was not sent to the student.  The column 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

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Run Com Gen and Check Missing Critical Data (Email). This link will open in a new tab/window.

3. Re-Run Communication Generation (Letter)

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Only complete the following steps if you have Unsuccessful results from the email steps above or if you are only sending letters and not emails.

Navigation: Campus Community > Communications > Communication Generation

  1. The 3C Engine Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
Selection Parameters Tab
  1. The Selection Parameters tab displays.
  2. Under the ID Selection section, select Population Selection from the ID Selection drop-down.
  3. Under the Population Selection section:
    1. Select the Selection Tool drop-down and choose PS Query.
    2. Enter or search for the Query Name CTC_SF_PS_COMGEN_LIMIT
    3. Select the Edit Prompts hyperlink and enter the: 
      1. Institution: WAxxx
      2. Limit to: (encouraged to be a high number, ex: 5000+)
      3. Letter Code: B03
      4. Select the OK button and the Selection Parameters tab displays.
  4. Under the Letter Code Selection section:
    1. Enter or search for the Letter Code B03.
    2. Under the Template Selection section, select the Report Name hyperlink and the Look Up Report Name page displays.
      1. Select the CTCSFGBLSSNL (GBL SF missing SSN Letter) hyperlink and the Selection Parameters tab displays.
  5. Under the Communication Language Usage section, select the Preferred checkbox.
  6. Under the Communication Method Usage section, select:
    1. The Specified checkbox.
    2. Select the Method drop-down and choose Letter.
Selection Parameters tab with the ID selection field populated with Population Selection, the Selection Tool field populated with PS Query, the Query Name of CTC_SF_PS_COMGEN_LIMIT, Letter Code of B03, and Method drop-down of Letter populated.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Missing SSN Communications (Letter): Selection Parameters Tab. This link will open in a new tab/window.

Process Parameters Tab
  1. Select the Process Parameters tab and the Process Parameters tab displays.
  2. Under the Usage Tables section:
    1. Person Communication Usage: These selections are connected to Name/Address Usage rules. Select the drop-down of each field and enter:
      1. Address: SF Paper Check Mailing
      2. Address Name: Full Name- Pri, Prf, Leg
      3. Salutation: Full Name- Pri, Prf, Leg
      4. Extra Name: Full Name- Pri, Prf, Leg
      5. Select the Use Preferred Email Address checkbox.
    2. Joint Salutation Usage: Leave blank.
    3. Org Communication Usage: Select the drop-down of each field and enter:
      1. Org Recipient: All Cntc, All Dept, All Loc.
      2. Contact Name: Full Name - Pri, Prf, Leg.
  3. Under the Communication Processing Dates section:
    1. Enter the From Date and To Date in the Communication Date Range Selection fields. These dates must cover the range from your 3C Engine Run Date.
  4. Within the Output Settings section and under the Missing Critical Data section:
    1. Select the Send to File checkbox.
      1. In the File Path field, enter the following file path:
        1. /CSTRANSFER/WA***/SFCollections/
          • (asterisks (***) = your school code)
          • This file path is CASE SENSITIVE and must be exactly as listed above!
    2. Ensure that the Produce Communication checkbox is selected.
    3. De-select the Complete Communication checkbox.
Process parameters tab with the Address, Address Name, Salutation, Extra Name, Org Recipient, Contact Name, Output Setting, and Produce Communication checkbox entered following the steps listed.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Missing SSN Communications (Letter): Process Parameters Tab. This link will open in a new tab/window.

Email Parameters Tab
  1. This tab is not used and should remain blank.
Checklist Parameters Tab
  1. This tab is not used and should remain blank.
Run Communication Generation and Copy File Path
  1. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  2. Select the Actions hyperlink under the Actions header within the process list. Select Message Log and the Message Log page displays.
  3. Scroll through and find the URL within the Message Log where the letter output was sent (it's usually towards the end of the list.) Copy just the portion of the URL that is beyond the 'SFCollections' notation within the URL. This copied portion of the URL is what will be used to download the file. The following image contains a highlighted example.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Run Com Gen and Copy File Path (Letter). This link will open in a new tab/window.

Download PDF File

You must have at least one of these local college managed security roles:

  • ZZ SF Collections
  • ZZ Upload Doc ADM
  • ZZ Upload Doc ADV
  • ZZ Upload Doc SR

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: PeopleTools > CTC Custom > Extensions > Upload/Download Files

  1. The File Upload/Download search page displays.
  2. Enter the:
    1. Academic Institution.
    2. Functional Area: Student Financials
    3. Business Process Name: SF Collections
  3. Select the Search button.
  4. The Upload Files tab displays.
  5. Select the Download Files tab.
  6. The Download Files page displays.
  7. Enter the url file name copied out of the message log from the Com Gen process into the File Name field.  
  8. Select the Download File button.
  9. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Download Missing SSN Communication Letter. This link will open in a new tab/window.

Optional: Verify Message Receipt

You must have at least one of these local college managed security roles:

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Individual communications can be viewed on the Communication Management page.  It will display as shown in the image below except with the parameters and dates specified, based on what was entered in the steps above.

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

  1. The Communication Management search page displays.
  2. Enter the ID number and select the Search button.
  3. Select the link to the BGBB03 communication that was generated from this process. The Person Communication tab displays.
  4. Under the Communication Outcome section, select the View Generated Communication hyperlink and the View Communication page displays.
  5. Select the View button.
  6. Process complete.
Image of person communication tab of student selected via the steps. The View Generated Communication is highlighted.
Image of Missing SSN Communication template

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to View Missing SSN Communication for Student. This link will open in a new tab/window.

6 Comments

Frances

If a student doesn't want to provide their SSN, how/where do we indicate this in the system? That way next year we don't sent the same communication out to them.

Tanjagay Martin

Hello Frances, Thank you for your comment. PeopleSoft has no specific field to indicate that a student chooses to opt-out of providing their SSN. As a result, your college would be responsible for developing a best practice. With this in mind, it makes student groups a useful means of defining, tracking, and processing students. Have a great day, Frances! ~Tanjagay Martin

Mark Baumann

If I am choosing to send to All Students using the Population Selection option, after step 12, do I pick up again at step 23, The 3C Engine Parameters tab displays? Or do I go directly to Run Communication Generation (e-mail) next?

Alec Risk

Hi Mark,
Yes, you will go from Step 12 to Step 23. This QRG has not been updated to 8.59 as of today (10/26/23) but will be soon. Once updated, the process steps will be easier to follow.
Thanks!

Ryan

Is there a query in the cs pillar that indicates duplicate or missing Tin's?

Tanjagay Martin

Hi Ryan,
Thank you so much for your question. A few queries are as follows: QCS_SR_MNID_POPSEL and QCS_SR_MNID_W_INTL_POPSEL. To access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu https://dataservicesmetalink.sbctc.edu/. In addition, you can discover the best methods for finding queries and reports by visiting Recommended Methods for Searching Queries and Reports: http://ctclinkreferencecenter.ctclink.us/m/92912/l/802383-recommended-methods-for-searching-queries-and-reports. Have a fantastic day, Ryan. ~Tanjagay Martin | CS Core Trainer

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