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.
You must also set the following SACR Security permissions:
Colleges can set up a Message Center recurring notification to students enrolled from the Waitlist. Every term, the setup can be saved, updated, and restarted. 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.
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. The students will not receive an email when Send Messages is run the next day at 5 pm. The query is looking for students enrolled on the current date, 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.
- Create or reuse a Waitlist Run Control ID for the term. Visit the QRG Managing Waitlists to run the Waitlist.
- When fall and summer terms enroll simultaneously, create separate Run Control IDs for each term.
Example:
- WA200(enter your institution code)_WAITLIST_ALL_1_SUMMER (Summer, running four times daily)
- WA200(enter your institution code)_WAITLIST_ALL_1_FALL (Fall, running four times daily)
- To schedule the Waitlist process to run at different times of the day, visit the QRG Set Up Recurrences for Jobs.
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.
Supporting Information:
- 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, not linked combined sections. Students must be manually added to the Waitlist.
- For linked sections, students must 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.
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 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: Records and Enrollment > Term Processing > Waitlist > Waitlist Process
- The Wait List 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., WA_220_WAITLIST_ALL_1_FALL.
- The Wait List Process page displays.
- Enter Institution.
- Enter Term.
- In Waitlist Process Switch, enter "A" to process all or "Y" to process only new Waitlist candidates.
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 session, Subject Area, Course ID, and Class Nbr are all optional fields to narrow the classes processed in this batch.
- Select Run. Refer to the QRG Process Scheduling for instructions.
- 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 Center process before enrollment.
- Use the Recurrence drop-down menu to select--(e.g., M-F Every 3 Hrs, 7 am - 4 pm).
- Once an appropriate time has been selected, update the Run Date to the current date by selecting the Current Date link. It is important to ensure that the run date has been updated to the current date and the run time is set to a time in the future.
- Check the box next to Stud Records WaitList to run the COBOL process.
- Click OK.
- Select the Process Monitor link to confirm your Waitlist setup.
- If there are two terms with simultaneous enrollment, return to step one.
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 the external link to Waitlist Process. This link will open in a new tab/window.
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_MSG_CENTER_ENRL_WAITLIST.
- 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. You can view the list of students receiving messages by selecting View IDs.
- 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 assigns a 3C's Letter Code in addition to the message. You can track the message through Thread Inquiry 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.
- Compose your message. Select the Open in Full-Screen link or the Maximize icon to compose the message in Full Screen. Tip: You can edit your message later by typing a word or two in the Message box and clicking Save.
- Save and click Run.
- Confirm the Run Date is the same as the Waitlist Run Date. Warning: The Run Date will default to 11/06/2019.
- Activate the Recurrence drop-down menu, select a preferred recurrence, and click OK in the lower-left corner.
- Go to the Process Monitor to view your setup. It would help to have your Waitlist and Message Center recurring processes 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.
- To view run control parameters with a log of student IDs select the Details link.
- On the Process Monitor page, select the View Log/Trace link.
- On the View Log/Trace page, select the link ending with ".log."
- A new tab opens, displaying the Run Control Parameters log providing student IDs and process parameters.
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 the external link to Message Center Setup. This link will open in a new tab/window.
You must have at least one of these local college-managed security roles:
- ZZ PeopleSoft User
- ZZ Navigation Bar Access
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: 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.
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.
- Click on the Details link next to the queued process.
- Select the Cancel Request radio button and click OK.
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 the external link to Ending the Process. This link will open in a new tab/window.
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.
- To ensure students receive the intended message, use the Thread Inquiry page and search by Department, Regarding, Subject, and Created On Date.
- 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 query QCS_SR_ENRL_WAITLIST_3CPOPSEL (with date prompts) identifies students enrolled from the waitlist, excluding students who have dropped the waitlisted class(es).
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 the external link to Validating Results. This link will open in a new tab/window.
- 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).
- Select Save.
- Term activate six students. You will be enrolling the six students into summer and fall classes.
- Choose a class for summer and fall (the most straightforward method is to use courses that do not have requisites) and set the Enrollment Capacity and the Waitlist Capacity to three.
- Block enroll the students into the summer and fall classes and check “Wait List Okay” (three will be enrolled, and three will be on the Waitlist).
- Set up the Waitlist and Message Center process on Thursday so you can view results before and after the weekend.
- Drop one student from the summer and fall classes before 4 pm on Thursday, Friday, and Monday. The next day, check the log file to confirm the students who received the message.
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 the external link to PCD Testing Scenario for a Term. This link will open in a new tab/window.
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
- Select the Open in Full-Screen link.
- To create a webpage link, highlight a word and click the hyperlink symbol.
- The default Link Type is URL; under Protocol, use the drop-down to select https:// or http://.
- Copy and paste the URL into the URL field and select OK.
- Fields from the query 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}}.
Hyperlinks
You must have at least one of these local college managed security roles:
- ZZ HP Msg Center Config
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 > Setup > Hyperlinks
Wrap the hyperlink placeholder, as defined in the Message Center Hyperlinks, with less than "<" and greater than ">" symbols. You can direct the student to a self-service page.
Example: <!--AccountBalance--> will be replaced with a hyperlink to the URL defined, directing the student to their self-service Account Balance page.
- On the Hyperlinks Search Criteria page, select Search.
- Select the Hyperlink name to use in the message.
- The Hyperlinks Name displays.
- Copy the hyperlink name <!--AccountBalance--> from the Results section.
- Paste the link into the Message Center message.
- The link displays in the student's message. When selected, the student is directed to their Account Balance page.
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 the external link to Hyperlinks. This link will open in a new tab/window.
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 message can contain any field that is in the Population Selection query. The example is only valid for QCS_CC_MSG_CENTER_WAITLIST.
- In the message text, wrap the field name with two curly brackets on either side {{B.CATALOG_NBR}}.
- 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:
- Click the View Query link on the Send Messages page; the Field Names are between the SELECT and FROM commands.
- In addition, you can ask your local query builder to send you a screenshot of the Fields tab from Query Manager.
- 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.
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 the external link to Query Fields. This link will open in a new tab/window.
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
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:
- Save the file as a .csv.
- The .csv file must have the column heading EMPLID, or the Send Messages process will end in error.
- You can add the name of all other columns in the spreadsheet.
- When adding fields to the message, enclose your column name in double curly brackets {{example}}.
- Select the Upload File button and select the .csv file and select Upload.
- 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.
- 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 the external link to Sending Messages from an Excel .csv File. This link will open in a new tab/window.
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