9.2 Create/Send Requirements Communications

Purpose: To create a send requirements communication using ctcLink.

Audience:  Financial Aid staff.

The 3Cs—communications, checklists, and comments—are a flexible way to track and analyze correspondence, lists of requirements, and notes about the students, staff, constituents, and organizations in your database.

Buttons for each of the 3Cs display on many pages in ctcLink Campus Solutions and Contributor Relations. Use these buttons to transfer directly to another page within the same administrative function to generate or review a communication, checklist, or comment regarding the individual or organization whose data you are currently processing.

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

  • ZD Local Security Admin
  • ZZ Local SACR Security Admin
  • ZZ SACR User Defaults

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 Requirements Communications

Assign Speed Key

If this is the first time adding a particular communication you must give user id access to the speed key.

Navigation:  NavBar > Navigator > Set Up SACR Link > User Defaults 

  1. The User Default 1 tab displays.
  2. Select the Communication Speed Keys link at the bottom of the page or navigate using the arrows on the tab bar.
Communication Speed Key Link
  1. The Communication Speed Keys tab displays.
  2. Ensure that the correct Academic Institution Code is entered in the Academic Institution field.
  3. Enter Administrative Function.
  4. Enter the Communication Key.
  5. Select Save.
Comm Speed Key Assignment page
  1. You have successfully assigned a speed key.
Assign Communications to Students

To assign communications to students, begin by navigating to the Run 3C Engine.

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.

Navigation:  NavBar > Navigator > 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:
    1. Academic Institution
    2. Administrative Function
    3. Event ID 
  7. In the Population Selection section, select PS Query from the drop-down menu in Selection Tool.
  8. Enter the Query Name. This activates the Edit Prompts link.
  9. Select the Edit Prompts link.
  10. The Query Prompts pagelet displays.
  11. Complete the following fields:
    1. Institution
    2. Aid Yr
    3. Letter code
    4. Select the OK button.
Run 3C Engine page, 3C Engine Parameters tab
  1. The 3C Engine Parameters tab displays.
  2. Select the Manage Duplicate Assignment tab.  
  3. Select Check Duplicate Communication.
  4. In the Additional Conditions to Prevent Duplicate Checklists section, select Match from the Variable Data drop-down menu.
  5. Select Run.  
Run 3C Engine page, Manage Duplicate Assignments tab
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
Process Scheduler Request page
  1. The Run 3C Engine page displays.
  2. Note the Process Instance number.
  3. Select Process Monitor. 
Run 3C Engine page, Manage Duplicate Assignments tab
  1. The Process List tab displays.
  2. Locate the Process Instance number noted in the prior step.
  3. Select Refresh until Run Status is Success and Distribution Status is Posted.
Process Monitor page
  1. You have successfully assigned communications to students.
Sending Assigned Communications

To send the assigned communications to students, begin by navigating to the Communication Generation page.

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 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.
  5. Enter the Person ID.
  6. Enter the Letter Code.
  7. In the No Matching Template Found section, select the Use Default Template radio button.
  8. In the Communication Language Usage section, select the Specified radio button.
  9. In the Communication Method Usage section, select the Specified radio button.
Communication Generation page Selection Parameters tab
  1. Select the Process Parameters tab.
  2. The Process Parameters tab displays.
  3. In the Person Communication Usage section, use the drop-down menus to complete the following fields:
    1. Address
    2. Address Name
    3. Salutation
    4. Extra Name
  4. In the Output Settings section, select Country, Postal from the drop-down menu in Sort Option.
  5. 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.
  3. Select System Date for Communication Generation Date section.
  4. Select System Date for Communication Completed Date section.
Communication Generation page, Process Parameters tab
  1. Select the Email Parameters Tab.
  2. The Email Parameters tab displays.
  3. In the Email Parameter section, complete the following fields:
    1. From
    2. Subject
    3. Reply To (email address)
    4. Sender
    5. Leave Bounce to field blank
  4. In the Importance subsection, select Normal.
  5. In the Sensitivity subsection, select Normal.
  6. Select Run.
Communication Generation page, Email Parameters tab
  1. The Process Scheduler Request displays.
  2. Select the OK button.  
  3. The Email Parameters tab displays.
  4. Note the Process Instance number displayed under the Process Monitor link.
  5. Select the Process Monitor link.  
  6. The Process List page displays.
  7. Locate the Process Instance number noted in prior step in the Process List section.
  8. Select the Refresh button until Run Status is Success and Distribution Status is Posted.
  9. You have successfully set an assigned communication.
Validate Communication

To validate that the communication was sent, navigate to Communication Management.

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 > Person Communications > Communication Management

  1. The Communication Management search page displays.
  2. Enter Student ID.
  3. Select the Search button.
  4. If more than one Communication letter is listed in the results table, select the highest sequence number. 
  5. The Communication Management page displays.
  6.  Scroll down to the Communication Outcome box.
  7. Verify that the:
    • Communication Completed box is checked,
    • Date Activity Completed is the same date the Send Award Communications process was run,
    • Language Used, Method Used, and Process Used match the parameters used in the steps above.
  8. Select the "View Generated Communication" link in the Communication Outcome section to view the details of the letter sent to the student.  
  9. The View Communication page displays.
  10. Select the View button.
  11. You have successfully validated the communication.
  12. The process to create and send requirements communications is complete.
  13. End of procedures.

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