Generating and Sending Award Letters in Batch

Purpose:  Use this document as a reference on how to run the Generate Award Letter batch process using ctcLink.

Audience: Financial Aid staff.

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.

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

Navigation:  Set Up SACR > User Defaults

  1. Select the Communication Speed Keys tab at the bottom of the page.
  2. Make sure the correct Academic Institution is entered in the Academic Institution field.
  3. If there is an existing value under Comm Key section select the [+] to add a new row.
  4. Enter Administrative Function.
  5. Enter Comm Key.
  6. Select Save.

Getting Award Letters out to students is a two-step process:

Step 1) Generate the batch Award Letters in 3C Engine

Step 2) Sending the batch Award Letters using Communication Generation

Generating Award Letters in Batch

Run 3C Engine Process

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

  1. The Run 3C Engine search page displays.  
  2. Enter a New or Existing Run Control ID.
  3. Select the Search button.  
  4. The 3C Engine Parameters tab displays on the Run 3C engine page.
  5. Select the Population Selection in Process 3Cs section.
  6. Enter the Academic Institution.
  7. Enter the Administrative Function.
  8. Enter the Event ID.
  9. Select PS Query in Selection Tool and enter Query Name.
  10. Select Edit Prompts link.  
  11. The Query Prompts pagelet displays.
  12. Enter the Academic Institution.
  13. Enter the Aid Year.
  14. Enter the appropriate Letter Code (make sure the letter code matches the letter code in the Event ID).
  15. Select the OK button.
  16. The 3C Engine Parameters tab displays.
  17. Select Manage Duplicate Assignment Tab.  
  18. The Manage Duplicate Assignment displays.
  19. Uncheck the Check Duplicate Communication checkbox in Duplicate Communication Check section.
  20. Select the Run button.
  21. The Process Scheduler Request page displays.
  22. Confirm the Type and Format for the 3C Engine process.
  23. Select the OK button.
  24. The Manage Duplicate Assignment tab displays on the 3C Run Engine page.
  25. Make note of the new Process Instance number.
  26. Select Process Monitor link.
  27. The Process Monitor page displays.
  28. Locate Process Instance number assigned in previous step.
  29. Select Refresh button until Run Status is Success and Distribution Status is Posted.

Video Tutorial

The video below demonstrates the process actions described in steps listed above.  There is no audio included with this video.  Select the play button to start the video.

Video Tutorial via Panopto

View the link to Generating Award Letters in Batch.  This link will open in a new tab/window

Sending Award Letter Communications in Batch

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 a New or existing Run Control ID.
  3. Select the Add or Search button.
  4. The Selection Parameters tab displays.
  5. ID Selection drop-down menu selection = All Person IDs.  
  6. Letter Code = Choose the letter code that is specific to your institution - it should match the letter code you chose when assigning the award letter for communication.
  7. Communication Method Usage  Method drop-down menu selection = E-Mail.
  8. Select the Process Parameters tab.  
  9. In the Person Communication Usage section, enter the following information:
    • Address = FA Email and Postal Address
    • Address Name = FA Student Name
    • Salutation = FA Student Name
    • Extra Name = FA Student Name
  10. In the Communication Date Range Section enter the following information:
    • From Date = Select desired date
    • To Date = Select current date, or use a date in the future
  11. Select the Email Parameters tab.  
  12. On the Email Parameters section, complete the following fields:
    • From = Enter the desired email addressed used by the institution.
    • Subject = Enter a subject line for the email communication.
    • Reply to = Enter the desired email addressed used by the institution.
    • Sender = Enter the desired email addressed used by the institution.
    • Bounce to = Enter the desired email addressed used by the institution.
  13. Select Run.  
  14. The Process Scheduler page displays.
  15. Select SCC_COMMGEN.
  16. Select the OK button.  
  17. The Email Parameters page displays.
  18. Make note of the assigned Process Instance number.
  19. Select the Process Monitor link.  
  20. The Process Monitor page displays.
  21. On the Process List tab, select the Refresh button until the Run Status = Success and Distribution Status = Posted.

Video Tutorial

The video below demonstrates the process actions described in steps listed above.  There is no audio included with this video.  Select the play button to start the video.

Video Tutorial via Panopto

View the link to Sending Award Letters in Batch.  This link will open in a new tab/window.