Assign a Communication to an Individual Student

Purpose: Use this document as a reference for adding a communication to a student in ctcLink.

Audience: Staff that assign communications

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

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

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 these SACR Security permissions:

Communication Management

Navigation: Campus Community > Communications > Person Communications > Communication Management

  1. The default option is Find an Existing Value. Select Search to view existing values.
  2. Click the Add a New Value tab to assign a communication.
  3. Add the student's EMPLID number to the ID field.
  4. Select the Add button.
  5. The Person Communication tab displays. 
  6. Function: Enter or look up an Administrative Function.
  7. Enter or look up the Academic Institution by selecting the looking glass.
  8. Enter the Communication Key. To access them, Communication Keys must be set in User Defaults. If a Communication Key is not set up, you can manually enter the Category, Context, Method, Direction, and Letter Code.
  9. Select the Variable Data button.
  10. The Variable Data page displays.
  11. Enter the variable data required by the selected Administrative Function.
  12. Select OK.
  13. The Person Communication tab displays.
  14. At the bottom of the page, click Save.
  15. Run the Communication Generation process to send the communication.
  16. 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.

Video Tutorial Via Panopto

View the external link to Assign a Communication to an Individual Student. This link will open in a new tab/window.


Derreck Pressley


I have discovered that when I attempt to use a comm speed key to add a communication to a student I am not able to enter the variable data; however if i don't use the speed key I can update this information?

Tanjagay Martin

Hi Derreck, Thank you for your question. A Communication Key is not a required field. Thus, dependent on the Admin Function selected, Variable Data is required. For example, the function GEN does not require Variable Data. However, if you choose ADMA, you will need to enter the Academic Career and Application Number. ~Tanjagay Martin | CS Core Functional Trainer

Beyene Ayenew

Similar to Derrek,
We have run into the issue that when we select the communication key, the variable data is disabled. The reason we use the communication key is that it auto fills the rest of the form quickly so it was very helpful to speed up the process even though it's optional. I am wondering if there is a way to fix it.
Thank you

Tanjagay Martin

Hello Beyene, Your question is greatly appreciated; thank you. Currently, a bug is causing the issue, and a fix is scheduled for Image 24. Here is a link to the CS Core Oracle Bug Infestation Tracking document linked to the ctcLink reference center Have a great day, Beyene! ~Tanjagay Martin | CS Core Trainer

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