If the waitlist is run after the Send Messages process or on the weekend, messages will not be posted to the enrolled students.

Example:

Today's date is 5/13. The waitlist is run throughout the day and stops at 4 pm. Send Messages process runs at 5 pm.  Everyone enrolled from the waitlist on 5/13 received the message.  Later that evening, the waitlist is run at 7:30 pm. As a result, these students are also enrolled on 5/13 but do not receive the message, when Send Messages is run the next day at 5pm, because the query is and will not receive an email because the query is looking for students enrolled on the current date, which is now 5/14.

Query: QCS_CC_MSG_CENTER_WAITLIST

The waitlist run date determines student selection, not the date the class was added to the waitlist.

If a student drops the class before running the Send Messages process, the query will not select them, and they will not receive a message.

Students will only receive a message for the enrollment component of a class.  For example, they will receive one message in a Lab/Lecture combo, even though there are two class numbers.

The query is looking for waitlist enrollments, regardless of the term, on the current date.  The waitlist will be run for both summer and fall; therefore, students enrolling in either term will be notified. Class information can be included in the Message Center message, such as Subject, Catalog Nbr, Class, and Term.

1. Create or reuse a Waitlist Run Control ID for the term.  
   • Visit the QRG Managing Waitlists to run the Waitlist
2. When Fall and Summer terms enroll simultaneously, create separate Run Control IDs for each term.  For example:
   • WA200(enter your institution code)_WAITLIST_ALL_1_SUMMER (Summer, running four times daily)
   • WA200(enter your institution code)_WAITLIST_ALL_1 (Fall, running four times daily)
3. To schedule the Waitlist process to run at different times of the day, visit the QRG Manually Setting Up Recurrences for Jobs.

Navigation:  NavBar > Navigator > Records and Enrollment > Term Processing > Waitlist > Waitlist Process

1. The Wait List run control ID search page displays.
2. Select the Add a New Value tab. Select the Add a New Value tab to create a new Run Control ID and select Add. It is important to note that Run Control IDs cannot be deleted; therefore, we encourage them to be reused. Because of this, including your institution code and a short process description in the Run Control ID  is recommended.

3. To use an existing Wailtilst Run Control ID, click on the Find an Existing Value tab and select Search.
4. Existing Run Control ID(s) displays below.
5. Click on the Run Control ID.

6. The Wait List Process page displays.
7. Enter Institution.
8. Enter Term.
9. In Waitlist Process Switch, enter "A" to process all or "Y" to process only new waitlist candidates.
10. The session, Subject Area, Course ID, and Class Nbr are all optional fields to narrow the classes processed in this batch.
11. Select Run.  Refer to the Process Scheduling QRG for instructions.

12. The Run Date will default to the system (current) date.  You can edit this date to a future date, which allows you to set up the waitlist and message process before enrollment.
13. Use the Recurrence drop-down menu to select--(e.g., M-F Every 3 Hrs 7 am - 4 pm).
14. Check the box next to Stud Records WaitList to run the COBOL process.
15. Click OK.

16. Select the Process Monitor link to confirm your Waitlist setup.
17. If there are two terms with simultaneous enrollment, return to step one.

  Helpful Queries:

• QCS_SR_WAITLISTED_STUDENTS - Waitlisted  Students - Identifies waitlisted students by Institution, Career, and  Term with optional Group and Class Nbr. prompts
• QCS_CC_WAITLIST_ENRL_POPSEL - Waitlist  Enrollment PopSel - This query identifies students enrolled into a class  from a waitlist within the last day by Institution, and Academic Career  (optional)
• QCS_CC_WAITLIST_ENRL_ERRORS - Waitlist  Enrollment Errors (Today) - This query returns waitlist enrollment errors that have occurred within the last 24 hours (default) or within the previous hour (prompt). The query includes details about the class, a  brief description of the enrollment error, and the student's name and  email

Navigation:  NavBar > Navigator > HighPoint> Message Center > Processes > Send Messages

1. The Send Messages run control ID search page displays.
2. Select the Add a New Value tab. Select the Add a New Value tab to create a new Run Control ID and select Add. It is important to note that Run Control IDs cannot be deleted; therefore, we encourage them to be reused. Because of this, including your institution code and a short process description in the Run Control ID  is recommended.

3. To use an existing Send Messages Run Control ID, click on the Find an Existing Value tab and select Search.
4. Existing Run Control ID(s) displays below.
5. Click on the appropriate Run Control ID.

6. On the Send Messages page, select the following:
   • Selection Tool: PS Query
   • Query Name: Enter or look up QCS_CC_MSG_CENTER_WAITLIST
   • Update Prompts: Select to enter your institution
   • Department and Regarding are fields you can create that help organize and manage messages. To add, update, or verify message center department regardings, visit the QRG Message Center Department and Regardings.
   • Subject: Enter a subject
   • Allow Replies: Leave unchecked
   • Populate Message Text from Letter Code: This section is used to assign a 3C's Letter Code in addition to the message. Through Thread Inquiry, you can track the message if a Letter Code is not used
   • Expire Thread: Selected by default to delete expired threads at a later time
   • When: Choose Amount of Time or Fixed Date Type

7. Compose your message. Select the Open in Full-Screen link or the Maximize icon to compose the message in Full Screen.

8. Save and click Run.
9. Confirm the Run Date is the same as the Waitlist Run Date. Warning: The Run Date will default to 11/06/2019.
10. Activate the Recurrence drop-down menu, select a preferred recurrence, and click OK in the lower-left corner.

11. Go to the Process Monitor to view your setup.  You should now have your Waitlist recurrences and the Message Center process in the queue.  

12. To view run control parameters with a log of student IDs select the Details link.

13. On the Process Monitor page, select the View Log/Trace link

14. On the View Log/Trace page, select the link ending with ".log."

15. A new tab opens, displaying the Run Control Parameters log providing student IDs and process parameters.

Navigation:  NavBar > Navigator  Menu > People Tools > Process Scheduler > Process Monitor

1. Click on the Details link next to the queued process.

2. Select the Cancel Request radio button and click OK. When running the Enrollment Cancellation process, you can select Hold Request. Once the enrollment cancellation process is complete, select Restart Request.

1. To ensure students receive the intended message, use the Thread Inquiry page and search by Department, Regarding, Subject, and Created On Date.

2. Downloading the results to Excel allows staff to spot-check a student's Student Services Center. You cannot view the message if archived by the student.

3. The query QCS_SR_ENRL_WAITLIST_3CPOPSEL (with date prompts) identifies students enrolled from the waitlist, excluding students who have dropped the waitlisted class(es).

1. On the Term/ Session Table, change the First Date to Enroll, and the Open Enrollment Date (for fall and summer) to the current day (you will not have to create enrollment appointments). 
2. Select Save.

3. Term activate six students. You will be enrolling the six students into summer and fall classes.
4. Choose a class for summer and fall (easiest method is to use courses that do not have requisites) and set the Enrollment Capacity and the Waitlist Capacity to three.

5. Block enroll the students into the summer and fall class, and check “Wait List Okay” (three will be enrolled, and three will be on the Waitlist). 

6. Set up the Waitlist and Message Center process on Thursday so you can view results before and after the weekend.
7. Drop one student from the summer and fall class before 4 pm on Thursday, Friday, and Monday. The next day, check the log file to confirm the students who received the message.

Navigation:  NavBar > Navigator > HighPoint> Message Center > Processes > Send Messages

1. Select the Open in Full Screen link.
2. To create a webpage link, highlight a word and click the hyperlink symbol.
3. The default Link Type is URL, under Protocol use the drop-down to select https:// or http://.
4. Copy and paste the URL into the URL field and select OK.
5. Fields from the query used in the Population Selection can be used in the message to give students class and term information. When you send the messages, they will populate with the individual student data. Query fields must be surrounded by double curly brackets {{A.EXAMPLE}}

Navigation:  NavBar > Navigator > HighPoint> Message Center > Processes > Send Messages

1. The message can contain any field that is in the Population Selection query. The example is only valid for QCS_CC_MSG_CENTER_WAITLIST.
2. In the message text, wrap the field name with two curly brackets on either side {{B.CATALOG_NBR}}.
3. The Field Name comes from the Select statement in the query SQL (not the column names displayed in the query output). The field name B.CATALOG_NBR in one query may be A.CATALOG_NBR in another depending on the order tables are added during query build.

Ways to get query field names:

1. Click the View Query link on the Send Messages page; the Field Names are between the SELECT and FROM commands.  
2. In addition, you can ask your local query builder to send you a screenshot of the Fields tab from Query Manager.

3. View the Field Name and description from Query Manager for QCS_CC_MSG_CENTER_WAITLIST. Run the query in Query Viewer for sample data if you are unsure of a field definition.

Navigation:  NavBar > Navigator > HighPoint> Message Center > Processes > Send Messages

File requirements:

1. Save the file as a .csv.
2. The .csv file must have the column heading EMPLID, or the Send Messages process will end in error.
3. You can add the name of all other columns in the spreadsheet.
4. When adding fields to the message, enclose your column name in double curly brackets {{example}}.

5. Select the Upload File button and select the .csv file and select Upload.

6. The attached file name will display. You can view the file by selecting the View File button. To make changes to the file, select the Delete File button. Once you've made the necessary changes, choose Upload File to attach the file. 

7. Process complete.