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
  • 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.

Generate Loan Disbursement Notification Communication

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

  1. The Run 3C Engine run control 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.

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_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).

  1. The Run 3C Engine page displays.
Run 3C Engine page 3C Engine Parameters tab
  1. Select the Population Selection check-box in "Process 3Cs" section.
  2. Select No in "Process Joint Records" section.
  3. Enter the Academic Institution.
  4. Enter FINA as the Administrative Function.
  5. Enter XXXXLNDISB as the Event ID (each Event ID is unique to the institution).
  6. Select PS Query in Selection Tool.
  7. Enter CTC_FA_SB_SL_LOANDISB as the Query Name.  
  8. The Edit Prompts link displays.
  9. Select the Edit Prompts link.
  10. The Query Prompts pagelet displays.
  11. Enter the Academic Institution.
  12. Enter the Aid Year.
  13. Enter the appropriate college-specific Letter code.
  14. Select the OK button.
  15. The Run 3C Engine page displays.
  16. Select Manage Duplicate Assignment tab.
Run 3 C Engine page Manage Duplicate Assignment tab
  1. The Manage Duplicate Assignment page displays.
  2. 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.
  2. Please refer to the Process Schedule Request steps for further instructions.

Process complete -- now you have to send the communications:

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 Tutorial Via Panopto

View the external link to Generate Loan Disbursement Notification Communication - No Audio. This link will open in a new tab/window.

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.

  1. The Communication Generation run control 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.

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_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).

Navigation: Campus Community > Communications > Communication Generation

  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.
  5. Select the Process Parameters tab.
  6. The Process Parameters page displays.
  7. 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
  8. From the Communication Date Range Selection section, input the following information:
    • From Date:  select desired date
    • To Date:  select current date
  9. Select the Email Parameters tab.  
  10. The Email Parameters page displays.
  11. Enter the following information:
  12. From = Enter the desired email addressed used by the institution.
  13. Subject = Enter a subject line for the email communication.
  14. Reply to = Enter the desired email addressed used by the institution.
  15. Sender = Enter the desired email addressed used by the institution.
  16. Bounce to = Enter the desired email addressed used by the institution.
  17. Select Run.
  18. Please refer to the Process Schedule Request steps for further instructions.

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 Tutorial Via Panopto

View the external link to Send Loan Disbursement Notification Communication. This link will open in a new tab/window.

Process complete.