Graduation Status Letters

Purpose: Use this document as a reference for sending graduation status communications in ctcLink.

Audience: Graduation Evaluators.

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.

You must also set these SACR Security permissions:

Run the 3C Engine

Campus Community > 3C Engine > Run 3C Engine

Create or Select a Run Control ID

  1. The Run 3C Engine Run Control ID search page displays.
  2. 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.
  3. Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to follow the same process naming convention, but unique to the step. Because of this, including your institution code and a brief process description in the Run Control ID is recommended--e.g., WA220_3C_ENGINE.
  4. The Run 3C Engine Parameters tab/page displays.

Define Population Selection

  1. The 3C Engine Parameters tab displays.
  2. Select Population Selection.
  3. Select No Joint Processing.
  4. Enter Academic Institution.
  5. Enter Administrative Function per table below.
  6. Enter Event ID per table below.
  7. Enter Selection Tool = "PS Query."
  8. Enter Query Name per table below.
  9. Select Edit Prompts.
Administrative Function Event ID PS Query
SPRG - Student Program RAPYDLTR - Apply for Degree Notice CTC_SR_POPSEL_ELIG_BLANK
RAPRDLTR - Approved Degree Notice CTC_SR_POPSEL_ELIG_APPROVED
STRM - Student Term RAWDDLTR - Degree Awarded Notice CTC_SR_POPSEL_ELIG_AWARDED
RDENDLTR - Degree Denied Notice CTC_SR_POPSEL_ELIG_DENIED

Edit Query Prompts

  1. The Query Prompts window displays.
    1. Enter Institution.
    2. Enter Career.
    3. Enter Term.
  2. Select OK.
  3. The Query Prompts window disappears.
  4. If desired, select Preview Selection Results to review students selected by the query.
  5. Select the Manage Duplicate Assignment tab.
PeopleSoft Run 3C Engine page showing query prompts for institution, academic career, and expected graduation term.

Manage Duplicate Assignment

The Manage Duplicate Assignment tab prevents duplicate checklists and communications from being assigned. This set up looks at all of the students in your population selection query/ file AND also looks to see if they have been assigned a communication with matching variable data. If they haven not been assigned a communication with matching variable data, the 3C Engine will assign it when it runs.

This is the recommend setup for almost all 3C Engine processes because it makes it easier to assign communications only to those students who have not been assigned a communication yet, without having to manage complicated population selection query/ file. Additionally, it prevents unwanted duplicate communication assignments.

This will not work if you’re communication uses the GEN administrative function. GEN does not have any variable data. If you’re using GEN, use a population selection query/ file that only lists the students who need your communication.

  1. Select the Check Duplicate Communication box.
    • Variable Data: Activate the drop-down menu and choose "Match."
    • Communication Status: Leave blank.
  2. For Checklist processes, select the Check Duplicate Checklist box.
    • Variable Data: Activate the drop-down menu and choose "Match."
    • Communication Status: Leave blank.
  3. Select Run in the top-right corner of the page. ➡️Refer to the Process Scheduler/Process Monitor QRG for instructions on running processes.
  4. Complete the process with Communication Generation.
  5. Process complete.

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