ctcLink Reference Center9.2 Financial Aid9.2 FA - Managing 3C'sManaging 3Cs9.2 Generating and Sending Loan Disbursement Notification Communications

9.2 Generating and Sending Loan Disbursement Notification Communications

Purpose:  Use this document as a reference on how to generate a loan disbursement communication using ctcLink.

Audience:  Financial Aid staff.

Before loan amounts will show on the communication, they must first be disbursed.  

The process of getting loan disbursement notifications out to students includes two steps:

Step 1) Generating the Loan Disbursement Notification Communication

Step 2) Sending the Loan Disbursement Notification

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 Loan Disbursement Notification Communication

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

  1. The Run 3C Engine run control search page displays.
  2. Enter a New or Existing Run Control ID.
  3. Select the Search or Add button.
3C Engine run control search page
  1. The Run 3C Engine page displays.
  2. Select the Population Selection check-box in "Process 3Cs" section.
  3. Select No in "Process Joint Records" section.
  4. Enter the Academic Institution.
  5. Enter FINA as the Administrative Function.
  6. Enter XXXXLNDISB as the Event ID (each Event ID is unique to the institution).
  7. Select PS Query in Selection Tool.
  8. Enter CTC_FA_SB_SL_LOANDISB as the Query Name.  
  9. The Edit Prompts link displays.
  10. Select the Edit Prompts link.
  11. The Query Prompts pagelet displays.
  12. Enter the Academic Institution.
  13. Enter the Aid Year.
  14. Enter the appropriate college-specific Letter code.
  15. Select the OK button.
Run 3C Engine data entry query prompts
  1. The Run 3C Engine page displays.
  2. Select Manage Duplicate Assignment tab.
  3. The Manage Duplicate Assignment page displays.
  4. Under the Duplicate Communication Check group box, ensure the Check Duplicate Communication box is unchecked.

Tip: Un-checking the Check Duplicate Communication will ensure that the student is able to receive more than one communication from this comm gen group.

  1. Select the Run button.
Manage Duplicate Assignment tab
  1. The Process Scheduler Request page displays.
  2. Select OK button.
Process Scheduler Request page
  1. The Manage Duplicate Assignment tab displays.
  2. Make note of the Process Instance number.
  3. Select Process Monitor link.
select process monitor link
  1. The Process Monitor page displays.
  2. Locate Process Instance number assigned in prior step.
  3. Select Refresh button until Run Status is "Success" and Distribution Status is "Posted".
Process Monitor page
  1. Process complete -- now you have to send the communications:
Send Loan Disbursement Notification Communication

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

  1. The Communication Generation run control search page displays.
  2. Enter a New or use an Existing Run Control ID.
  3. Select the Search or Add button.
Communication Generation run control search page
  1. The Communication Generation page displays.
  2. In the ID Selection group box, select the All Person IDs from the drop-down menu.
  3. In the Letter Code Selection, select the letter code that matches the letter code used during the assigning loan disbursement notification communications process.
  4. In the Communication Method Usage group box, select E-Mail from the drop-down menu.
Communication Generation page with ID Selection Letter Code and Menthod of Email all annotated
  1. Select the Process Parameters tab.
  2. The Process Parameters page displays.
  3. From the Person Communication Usage section, input the following information:
    • Address = FA Email and Postal Address
    • Address Name = FA Student Name
    • Salutation = FA Student Name
    • Extra Name = FA Student Name
  4. From the Communication Date Range Selection section, input the following information:
    • From Date:  select desired date
    • To Date:  select current date
Process Parameters tab with Person Communication Group Box with Address, Address Name, Salutation, and Extra Name and Communication Date Range Selection all defined
  1. Select the Email Parameters tab.  
  2. The Email Parameters page displays.
  3. Enter the following information:
    1. From = Enter the desired email addressed used by the institution.
    2. Subject = Enter a subject line for the email communication.
    3. Reply to = Enter the desired email addressed used by the institution.
    4. Sender = Enter the desired email addressed used by the institution.
    5. Bounce to = Enter the desired email addressed used by the institution.
  4. Select Run.
Email Parameters tab with Email Parameters fields filled out with emails and Subject and Run button annotated
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
Process Scheduler Request page and Ok button annotated
  1. The Email Parameters page displays.
  2. Make note of the Process Instance number.
  3. Select the Process Monitor link.
Process Monitor and Process Instance number annotated
  1. The Process Monitor page displays.
  2. Ensure Process Monitor reads Success and Posted.
  3. Process complete.