Message Center - Tuition Due Reminder Notice
Purpose: Use this document as a reference for how to send reminder notices that tuition is due through Message Center.
Audience: Staff setting up and sending Communications.
You must have at least one of these local college managed security roles:
- ZC CC 3Cs Config
- ZD CC 3Cs Config
- ZZ CC 3Cs Config
- ZZ CC Standard Letter Tbl
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You must also set the following SACR Security permissions:
The Tuition Due Reminder notice can also be sent through the 3C’s Communication Generation process. However, Message Center is utilized to allow for text flexibility regarding differing messages for pre-term start, post-term start, and any additional information. This is because the college’s business process may require differing instruction and information spontaneously.
The query QCS_SF_TUT_EREMINDER_PS can be utilized for both the Message Center and also the 3C's Communication Generation process.
Highpoint > Letter Codes > Letter Code Text
- To review a letter code, it is first required that you have a letter code setup under Setup Communications. Standard Letter Codes are created by SBCTC.
- To update this Letter Code Text standard template, please submit a ticket to SBCTC.
- If you need to make an ad hoc adjustment to the template, please utilize the Send Messages section below.
You must have at least one of these local college managed security roles:
- ZD HP Msg Center User
- ZZ HP Msg Center Config
- ZZ HP Msg Center User
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Highpoint > Message Center > Processes > Send Messages
- The Send Messages Run Control ID search page displays.
- 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).
- The Send Messages page displays.
- Within the Population Selection section, select PS Query from the Selection Tool drop-down.
- Within the Query Information section:
- Select Public from the Owner drop-down.
- Enter or search for the Query Name QCS_SF_TUT_EREMINDER_PS.
- Select the Update Prompts button and the Query Prompts window displays.
- Enter the Unit.
- Enter the Account Term.
- Select the Tuition and Fees Only checkbox.
- Enter an amount in the Amount Less Than field. Use this field to limit which students will receive the notification.
- Enter the Days After Due Dt field.
- Enter the Days Before Due Dt field.
- Optional: Select the View IDs link to view the student population based on your prompts.
- Select the OK button and the Send Messages page displays.
It is encouraged to schedule the query QCS_SF_TUT_EREMINDER_PS rather than select the View IDs link as it will take some time for it to generate.
- Within the Thread Information section:
- Select your college from the Institution drop-down.
- Select the appropriate option from the Department drop-down.
- Select the appropriate option from the Regarding drop-down.
- Enter the Subject.
- Within the Message Details; Populate Message Text from Letter Code section:
- Select the appropriate option from the Function drop-down.
- Select the appropriate option from the Category drop-down.
- Select the appropriate option from the Context drop-down.
- Select the appropriate option from the Letter drop-down.
- Optional: Within the Threat Expiration section, you have the option to adjust the defaulted data populated. If you do not want the thread to expire, ensure the Expire Threat checkbox is not selected. In the When drop-down, select either the Amount of Time or Fixed date option. Next, enter the next day or date field based on what you selected in the When field.
- Under the Thread Expiration section, your message template will populate.
- Select the Run button. Please refer to the Process Schedule Request QRG for further instructions.
- Process complete.
The Thread Information and Message Details: Populate Message Text from Letter Code fields are college-specific. If you need to create or update these fields, please submit a ticket to SBCTC. (Examples of college-specific fields include the Department, Regarding, and Letter Text)
To view threads sent to a student, you can navigate to Highpoint > Message Center > Search for Threads.
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 Tuition Due Reminder Notice - Send Messages. This link will open in a new tab/window.
Marina
Tip:
The query CTC_SF_TUT_EREMINDER_PS excludes students with the F02 (Financial Aid Award Pending) and Running Start student groups.
The query QCS_SF_TUT_EREMINDER_PS doesn′t exclude any student groups, but excludes any active service indicator with a service impact of "NOCAN" tied to it.