Create/Send Revised Communications

Purpose:  Use this document as a reference when queuing revised award letters. 

Audience:  Financial Aid staff.

After the initial aid offer has gone out to a student, any aid added to the aid package after the initial aid offer must be followed with a revised award letter.

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.

Create and Send Revised Communications

Run 3C Engine

Navigation:  Campus Community > Communications > Run 3C Engine

  1. The 3C Engine search page displays.
  2. Enter an existing or add a new Run Control ID.  
  3. The Run 3C Engine page displays.
  4. On the 3C Engine Parameters tab select Population Selection in the Process 3Cs section.
  5. Select No Joint Processing from the Process Joint Records section.
  6. In the Event Selection section, complete the following fields:
    • Academic Institution
    • Administrative Function
    • Event ID  
  7. In the Population Selection section, select PS Query from the drop-down menu in Selection Tool.
  8. Enter the Query Name - CTC_FA_SB_AWRD_NOTIF_CHANGE  Entering the query activates the Edit Prompts link.
  9. Select the Edit Prompts link.
  10. The Query Prompts pagelet displays.
  11. Complete the following fields:
    • Institution
    • Aid Yr
    • Letter code
    • Select the OK button.
  12. The 3C Engine page displays.
  13. Select the Manage Duplicate Assignment tab.  
  14. On the the Manage Duplicate Assignment tab, de-select the Check Duplicate Communication.
  15. Select Run.
  16. The Process Scheduler Request page displays.
  17. Select the OK button.
  18. The Run 3C Engine page displays.
  19. Note the Process Instance Number.
  20. Select Process Monitor.
  21. Select the Actions link, and then select the Message Log option.
  22. The Run 3C engine process is now complete.
  23. Next the user will generate the communication.
Communication Generation

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:  Campus Community > Communications > Communication Generation

  1. The Communication Generation search page displays.
  2. Enter an existing or add a new the Run Control ID.  
  3. The Selection Parameters tab displays.
  4. Select ID Selection from the drop-down menu - always select All Person IDs or One Person ID (if running on a single student) --  (DO NOT SELECT the All IDs option).
  5. Enter the Person ID.
  6. Enter the Letter Code assigned in the previous process.
  7. In the Communication Method Usage section, select the Specified radio button and select the Email option from the drop down list.
  8. Select the Process Parameters tab.
  9. In the Person Communication Usage section, use the drop-down menus to complete the following fields:
    • Address
    • Address Name
    • Salutation
    • Extra Name
  10. You may leave the Use Preferred Email Address checkbox unchecked; not every student will have defined their preferred email in ctcLink.  This way, it goes to the email on their ISIR.
  11. Ensure that Online Preview is NOT selected.

Online Preview option is simulation mode. Selecting this option will not generate communications to the students.

  1. In the Missing Critical Data section, select Produce Communication and Complete Communication checkboxes.
  2. In the Communication Date Range Selection section, update From Date and To Date - in the From Date, use a date when the first communications for the AY were assigned, i.e, 07/01/2023.  In the To Date, use a future date, well into the future, i.e., 07/25/2035.
  3. Select the Email Parameters Tab.
  4. The Email Parameters tab displays.
  5. In the Email Parameter section, complete the following fields:
    • From
    • Subject
    • Reply To (email address)
    • Sender
    • Bounce to
  6. Select Run.
  7. The Process Scheduler Request page displays.
  8. Select the OK button.  
  9. The Email Parameters page displays.
  10. Note the Process Instance number displayed under the Process Monitor link.
  11. Select the Process Monitor link.  
  12. The Process List page displays.
  13. Locate the Process Instance number noted in prior step in the Process List section.
  14. Select the Refresh button until Run Status is Success and Distribution Status is Posted.
  15. Select the Actions link, then select the Message Log option.  You can review how many communications were processed.  Scroll to the end of the Message Text to view the end result.
  16. The process to generate a communication has completed.
Validate 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.

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

  1. The Communication Management search page displays.
  2. Enter the:
    • ID from prior section
    • Communication Date the communication was assigned.
    • Academic Institution
    • Administrative Function - FINA
    • Communication Category (optional)
  3. Select the Search button.  
  4. The Communication Management page displays.
  5. On the Communication Management page, validate communication by making sure:
    • Communication Date Assigned,
    • Communication Date Completed should be populated and,
    • Should be able to retrieve a copy of the communication produced.
  1. The process to create and send revised communications is now complete.
  2. End of procedure.

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