9.2 Set Up Enrolled from Waitlist Message Center Recurrence

Purpose: Use this document explains how to set up a message in Message Center to notify students of their enrollment from the waitlist.

Audience: Staff setting up communications

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

  • ZD_DS_QUERY_VIEWER

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

  • Colleges can set up a Message Center recurring notification to students enrolled from the Waitlist. Set up can be saved, updated, and restarted at the start of enrollment each term. In addition, multiple terms can be enrolled simultaneously using this process (for instance, summer and fall).
  • Students will receive the message in their Message Center and an email that directs them to their Message Center inbox.

How it Works

Message Center identifies students enrolled from the Waitlist on the current date using a query. As follows are three processes that must be scheduled to occur in this order on Monday through Friday only:

1. Waitlist

The Waitlist is run throughout the day but never after the Send Messages process. For example, you can run the Waitlist four times daily M-F at 7 am, 10 am, 1 pm, and 4 pm.

2. Send Messages

Your institution will select a time to run the Send Messages process after the final Waitlist process for the day. Send Messages for Waitlist enrollments (using the query QCS_CC_MSG_CENTER_WAITLIST) can only be run once per day, or students will receive duplicate messages. The Waitlist and Send Messages processes must be complete for the day before 8 pm to align with the SBCTC Send Email Notifications process.

3. Send Email Notification

Students receive an email and link to log in and view their new message. The SBCTC runs the Send Email Notification process M-F only at 8:30 pm.

The Waitlist and Send Messages processes should not be run after the State Board runs the Send Emails notification (M-F at 8:30 pm), or on Saturday/Sunday, or students will not receive an email notification.

Ensuring All Students Receive a Message

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.

The Message Center Query - Who is Selected?

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.

Waitlist Setup
  1. Create or reuse a Waitlist Run Control ID for the term.  
  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.
Run the Waitlist Process

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

  • ZZ SR Enroll Term Processing

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

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.
The image displays the Waitlist Run Control Wait List page
  1. To use an existing Wailtilst Run Control ID, click on the Find an Existing Value tab and select Search.
  2. Existing Run Control ID(s) displays below.
  3. Click on the Run Control ID.
The image hightlights "Select the Find an Existing Value" tab
  1. The Wait List Process page displays.
  2. Enter Institution.
  3. Enter Term.
  4. In Waitlist Process Switch, enter "A" to process all or "Y" to process only new waitlist candidates.
  5. The session, Subject Area, Course ID, and Class Nbr are all optional fields to narrow the classes processed in this batch.
  6. Select Run.  Refer to the Process Scheduling QRG for instructions.

For example, a class has five students on the waitlist, and three spaces become open in the class. Three spaces are filled when the waitlist process is run, and two students remain on the waitlist. At this point, the class is no longer new to the waitlist process. It would only be re-evaluated if space opened in the class and  “A” (All) is selected as the waitlist process switch value.

The image displays the Waitlist page .
  1. 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.
  2. Use the Recurrence drop-down menu to select--(e.g., M-F Every 3 Hrs 7 am - 4 pm).
  3. Check the box next to Stud Records WaitList to run the COBOL process.
  4. Click OK.
The image highlights recurrence, run dates, and run time --also, ensuring Stud Records Waitlist checkbox is selected before checking OK.
  1. Select the Process Monitor link to confirm your Waitlist setup.
  2. If there are two terms with simultaneous enrollment, return to step one.
The image displays the Process Monitor page highlighting the Green arrow signaling that the recurrence setup was successful.

TIPS:

  • This process moves groups of students from class Waitlists to enrollment in classes. To manually move students from the Waitlist to enrollment in a class, first drop the student from the Waitlisted class, then add the student to the class with the appropriate overrides selected. 
  • The Waitlist Process will only run for individual class sections and not linked combined sections. Students must be manually added to the Waitlist. 
  • For linked sections,  students will need to be manually enrolled from the Waitlist in these class sections. Staff can use Enrollment Request or Quick Enroll,  checking the Requisites Override checkbox. Students may be given Class Permission to enroll using Self Service. Class Permissions should be generated with the Requisites checkbox checked for this purpose.

  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
Message Center Setup

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:  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.
Send Messages page displays -- click the Add a New Value tab and enter your run conrol ID and click ADD
  1. To use an existing Send Messages Run Control ID, click on the Find an Existing Value tab and select Search.
  2. Existing Run Control ID(s) displays below.
  3. Click on the appropriate Run Control ID.
The image
  1. 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

Tip: Type a word or two in the Message box, and click Save in the lower-left corner of the page.

  1. Compose your message. Select the Open in Full-Screen link or the Maximize icon to compose the message in Full Screen.
The image highlights the Text Message panel
  1. Save and click Run.
  2. Confirm the Run Date is the same as the Waitlist Run Date. Warning: The Run Date will default to 11/06/2019.
  3. Activate the Recurrence drop-down menu, select a preferred recurrence, and click OK in the lower-left corner.
The image highlights ensuring the Run Date is correct and select a recurrence time
  1. Go to the Process Monitor to view your setup.  You should now have your Waitlist recurrences and the Message Center process in the queue.  

The H_MASS_MSG and SRPCWAIT processes do not have to be in order visually in the Process Monitor.  They may be different, which could happen if you need to make changes or corrections to the recurring process.  You must only confirm that the time for H_MASS_MSG (Send Messages) is after all of the SRPCWAIT times for a given date.

The image highlights the Process List displaying the recurring processes.
  1. To view run control parameters with a log of student IDs select the Details link.
The image focuses on the details link
  1. On the Process Monitor page, select the View Log/Trace link
The image calls out the View Log/Trace link
  1. On the View Log/Trace page, select the link ending with ".log."
The image directs you to click on the second link in the File List section on the View Log/ Trace page
  1. A new tab opens, displaying the Run Control Parameters log providing student IDs and process parameters.
The image highlights the EMPLID of the student enrolled from the waitlist/ message process
Ending the Process

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

  • ZZ PeopleSoft User
  • ZZ Process Monitor

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

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

After the Waitlist and Send Messages processes have completed the last run for the term (for example, the Friday before the term begin date), cancel the queued Message Center and Waitlist process.

  1. Click on the Details link next to the queued process.
The image displays the details link to end the process.
  1. 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.
The image illustrates the option to select Hold, Cancel, and Restart Request

Multiple Term Enrolling Summer/ Fall: Only cancel the Waitlist process for summer since the Message Center process will still need to run for the fall term. 

Validating Results

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.

  1. To ensure students receive the intended message, use the Thread Inquiry page and search by Department, Regarding, Subject, and Created On Date.
The image displays the Thread Inquiry page
  1. 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.
The image highlights clicking on the dowload to Excel icon to dowload search results.
The image emphasizes that staff cannot view a student's archived messages
  1. 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).
The image displays results from running the query QCS_SR_ENRL_WAITLIST_3CPOPSEL
PCD Testing Scenario - Steps for Testing Summer/ Fall Waitlist Communications
  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.
The image displays the Term/Session Table -- highlighting fields to set to the current date
  1. Term activate six students. You will be enrolling the six students into summer and fall classes.
  2. 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.
The image highlights the Maintain Schedule of Classes Enrollment Control tab
  1. 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). 
The image displays the Block Enroll page used to enroll your six test students
  1. Set up the Waitlist and Message Center process on Thursday so you can view results before and after the weekend.
  2. 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.
Query Fields

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:  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.
The image displays how to capture the name of fields by selecting the View Query link on the send messages page
  1. 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.
The image displays Query Manager -highlighting the fields tab
The image displays the waitlist message from a student's perspective
Sending Messages from an Excel .csv File

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

You can send a message using an Excel spreadsheet to identify your student population and include fields from the spreadsheet in the message.

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}}.
The image displays how the column header becomes the merge field in Message Center
  1. Select the Upload File button and select the .csv file and select Upload.
The image illustrates selecting an external file to upload
  1. 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. 
The image illustrates the name of the attached file in the field
  1. Process complete.

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