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.

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. Run 3C Engine

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 Join Processing check-box.
  6. In the Event Selection section, enter or search for the:
    1. Academic Institution.
    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.

2. Communication Generation

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. 
    • 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).
2.1. Selection Parameters Tab
  1. The Communication Generation Selection Parameters tab displays.
  2. In the ID Selection section, click the ID Selection drop-down and select Population Selection. The Population Selection section appears.
  3. 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 CTC_SF_PS_COMGEN_LIMIT. The Edit Prompts hyperlink appears.
    3. Select the Edit Prompts hyperlink and the Query Prompts box displays.
      1. Enter the Institution.
      2. Enter the Limit to field: (encouraged to be a high number, ex. 5000)
      3. Enter or search for the Letter Code: B0E.
      4. Select the OK button and the Selection Parameters page displays.
    4. Select the Preview Selection Results hyperlink to ensure you have students populating.
  4. In the Letter Code Selection section, enter or search for the Letter Code B0E.
    1. In the Template Selection section, select the Report Name hyperlink and the Look Up Report Name page displays.
      1. Select the Report Name hyperlink for your institution and the Selection Parameters tab displays.
  5. In the Communication Language Usage section, select the Specified Language.
  6. In the Communication Method Usage, select the Method of communication.
    1. E-Mail: Your college will be emailing this communication to the students. This is currently the only option configured.
Image of selection parameters tab with the ID Selection showing population selection, the Selection Tool showing PS Query, Query Name showing CTC_SF_PS_COMGEN_LIMIT, Letter Code showing B0E, and the Report Name hyperlink highlighted with a purple box.

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 Com Gen Selection Parameters Tab. This link will open in a new tab/window.

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. Communication Date Range Selection:
      1. From Date: Current Date. (Should be the date that the Run 3C step was completed)
      2. To Date: 01/01/2500.
    2. Update Communication Generation Date With: System Date (default).
    3. Update Communication Completion Date With: System Date (default).
  2. Under the Missing Critical Data section:
    1. Select the Produce Communication check box (default).
    2. Uncheck the Complete Communication check box.

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 Com Gen Process Parameters Tab. This link will open in a new tab/window.

2.3. Email Parameters Tab
  1. Select the Email Parameters tab and the Email Parameters tab displays.
  2. Use only when the Communication Method Usage selected on the Selection Parameters tab is Email.
    1. From:  Enter the email address of the person or entity that is sending the email. (e.g. [email protected]).
    2. Subject:  Email topic.
    3. Reply to:  If the student clicks Reply, this is the email address that will receive the response email.
    4. Sender:  Enter the email address of the person or entity that is sending the email. (e.g. [email protected]).
    5. Bounce to:  If the email is undeliverable, this is the email address that will receive the email.
    6. In the Importance and Sensitivity group boxes, select the appropriate options.

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 Com Gen Email Parameters Tab. This link will open in a new tab/window.

2.4. Checklist Parameters Tab
  1. This tab is not used and should remain blank.
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.

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