9.2 Generating Batch Communications (Financial Aid)

Purpose: Use this document as a reference for how to generate batch communications in ctcLink.

Audience: FA Counselor/Technician.

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

  • ZC 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.

Generate Batch Communications (FA)

Navigation: NavBar > Navigator> Campus Community > 3C Engine > Run 3C Engine

  1. The 3C Engine search page displays.
  2. Enter a new or use an existing Run Control ID. 
  3. The 3C Engine page displays.
  4. Select the Population Select check box in the Process 3Cs section.
  5. Enter the following data in the Event Selection fields:
    1. In Academic Institution enter the appropriate Institution.
    2. In Administrative Function enter FINA (or FINT).
    3. In Event ID enter select appropriate communication.
  6. Select the Selection Tool drop-down menu and select PS Query.
  7. Select the Query Name lookup icon and select the corresponding query for the notification chosen.
  8. Select the Edit Prompts link.
3C Engine Parameters
  1. The Edit Prompts page displays.
  2. Enter the following data:
    1. Institution
    2. Aid Year
    3. Letter - Letter Code

Note: Letter Code should correspond with selected Event ID.

  1. Select the OK button.
Query Prompts
  1. The 3C Engine Parameters tab displays.
  2. Select the Preview Selection Results link.
  3. The Preview Selection Results pagelet displays.
  4. Identify a student to validate from the Preview Selection Results section.
  5. Select Return.
  6. The 3C Engine Parameters tab displays.
  7. Select the Run button.
3C Engine Population Selection
  1. The Process Scheduler Request page displays.  
  2. Select the OK button.
Process Scheduler Request Page
  1. Select the Process Monitor link.
  2. Ensure that the process has achieved Success and Posted on the Process Monitor page.
  3. You have successfully generated a batch communication.
  4. Next we'll go to the View Financial Aid Status page to validate the letter was posted.

Validate Letter Assignment

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

  • ZD FA Director
  • ZD FA Student Aid Info
  • ZZ FA Student Aid Info

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 > Financial Aid > View Financial Aid Status 

  1. In the Financial Aid Status search page, enter the following data and select Search.
    1. Student ID -  Enter the ID noted from the Preview Selection Results page (step 10)
    2. Academic Institution
    3. Aid Year
  2. Look in the Communications section to verify the letter has been assigned to the student.
  3. You have successfully validated the letter assignment.
  4. Lastly, we'll send the communications.

Sending 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.

Navigation:  NavBar >Navigator > Campus Community > Communications > Communication Generation

Selection Parameters

  1. The Communication Generation search page displays.
  2. Enter new or use existing Run Control ID.  
  3. The Communication Generation page displays, and defaults to the Selection Parameters tab.
  4. In ID Selection enter All Person IDs.
  5. In Letter Code enter or search for the letter code from the previous steps.
  6. In Communication Method Usage – Method select E-Mail.
Communication Generation

Process Parameters

  1. Select the Process Parameters tab.
  2. The Process Parameters page displays.
  3. In Address enter FA Email and Postal Address.
  4. In Address Name enter FA Student Name.
  5. In Salutation enter FA Student Name.
  6. In Extra Name enter FA Student Name.
  7. In From Date select the desired date.
  8. In To Date select the current date.
Process Parameters tab

Email Parameters

  1. Select the Email Parameters tab.
  2. The Email Parameters tab displays.
  3. In From enter the desired email address used by the institution.
  4. In Subject enter a subject line for the email communication.
  5. In Reply to enter the desired email addressed used by the institution.
  6. In Sender enter the desired email addressed used by the institution.
  7. In Bounce to enter the desired email addressed used by the institution.
  8. Select the Run button.
Email Paramaters tab
  1. The Process Scheduler Request page displays.
  2. Select SCC_COMMGEN from the Process List
  3. Select the OK button.
  4. Ensure that the Process Monitor reads Success and Posted.
  5. You have successfully sent communications.
  6. End of procedures.

2 Comments

Machelle

Hi All! We're trying to print and mail award letters to students (yes, we have emailed them). Does anyone know how to get ctcLink to print the award letters?
Thanks!

Kelly Forsberg

Hi Machelle, I am building a QRG right now to help you in getting these printed out in batch. As soon as I have it, I will email it to you, and the list serv as well. Thanks! - Kelly Forsberg, ctcLink Functional Trainer (Fin Aid)

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