1098-T Consent Communication

Purpose: Use this document as a guide for generating communications to students for electronic consent to their 1098-T.

Audience: Student Financials staff.

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

  • <please refer to navigation paths below for specific role requirements>

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

Currently our recommendations are to use the two queries:

  • CTC_SF_PS_3C_SSN_TIN (Missing SSN)
  • QCS_SF_1098T_CONSENT_COMM (Invite to E-Consent)

The query security roles are not listed in this QRG. As multiple roles grant security and the specific role is determined by the college, please refer to Understanding ctclink PeopleSoft Query Security or run the QCS_DS_QUERY_RECORD_USER_RPT query itself.

Additionally, there is Set Up SACR security associated with the 3C engine, specifically CS 9.2 SACR Security: 3Cs Group Security. The specific group is college dependent, so please review which exact group to add.

Starting in Fall 2026, SBCTC SF Support will provide centralized processing for Electronic Consent communications. Colleges interested in using this service should submit a ticket to SF Support via SolarWinds.

Expand or collapse content 1. Run 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. In the Process 3C's section, select the Population Selection check-box and the Event and Population Selection sections appear.
  5. In the Process Joint Records section, select the No Joint Processing check-box.
  6. In the Event Selection section, enter or search for the:
    1. Academic Institution: WAXXX.
    2. Administration Function: GEN.
    3. Event ID: B_GBL_B0E.
  7. In the Population Selection section:
    1. Click the Selection Tool drop-down and select PS Query.
    2. In the Query Name field, enter or search for QCS_SF_PS_1098T_CONSENT. The Edit Prompts hyperlink appears.
    3. Select the Edit Prompts hyperlink and the Query Prompts box displays.
      1. Enter or search for the Business Unit.
      2. Select the OK button and the Parameters tab displays.
    4. Select the Preview Selection Results hyperlink to ensure you have students populating.
  8. Select the Manage Duplicate Assignment tab.
  9. In the Duplicate Communication Check section, de-select the Check Duplicate Communication check-box.
  10. In the Duplicate Checklist Check section, leave the Check Duplicate Checklist check-box selected.
  11. Select the Run Button. Please refer to the Process Schedule Request steps for further instructions.
  12. 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 1098-T Consent Communication. This link will open in a new tab/window.

Expand or collapse content 2. Communication Generation

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 Communication Generation 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.
  3. 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).
Expand or collapse content 2.1. 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*E
      4. Com Assigned From.
      5. Com 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
    2. Under the Template Selection section: If you are using a local Letter Code the report name and template list will auto populate.
    3. If using the Global Letter Codes (B0E), select the Report Name hyperlink and the Look Up Report Name page displays.
    4. Select the CTCSFGBL_B*E entry listed for your college. The Selection Parameters tab displays.
  5. Under the Communication Language Usage section:
    1. Global Letter Code, select the Preferred checkbox.
    2. Local Letter Code, 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.
Expand or collapse content 2.2. Process Parameters Tab
  1. Select the Process Parameters tab.
  2. The Process Parameters tab displays.
  3. 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.

Usage selection for address is connected to the method being sent. For example: If the communication method is Email, an Email usage like Student Email should be selected.

  1. 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.
  2. 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.
Expand or collapse content 2.3. 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)
      1. Important Note: If using the Global Letter Cord, 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).
Expand or collapse content 2.4. Checklist Parameters Tab
  1. This tab is not used and should remain blank.
Expand or collapse content 2.5. Run the Com Gen
  1. Select the Run button.
  2. The Process Scheduler Request page displays next.
  3. Select the SCC_COMMGEN process and then select the OK button.
  4. Please refer to the Process Schedule Request steps for further instructions.
  5. 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 1098-T Communication Generation. This link will open in a new tab/window.

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