Tuition Due Reminder Notice - Communications

Purpose: Utilize this article to assist you with sending a Tuition Due Reminder Notice via 3Cs.

Audience: Staff who send Tuition Due Reminder

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.

You must also set the following SACR Security permissions:

If you have not requested to switch your setup from Message Center to 3C, please submit a ticket. This will update your admin function from GEN to STRM for communications.

Expand or collapse content 1. Assign the Communication to the Students - 3C Engine

Navigation: Campus Community > Communications > Run 3C Engine

  1. The 3C Engine Run Control ID 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).
  3. The 3C Engine Parameters tab displays.
  4. Under the Process 3C's section, select the Population Selection checkbox.
  5. Under the Process Joint Records section, ensure the No Joint Processing checkbox is selected.
  6. In the Event Selection section, enter or search for the:
    1. Academic Institution: WA***
    2. Administrative Function: STRM
    3. Event ID: B_GBL_B** (Tuition Due Reminder)
  7. Under the Population Selection section:
    1. Select the Selection Tool drop-down and select PS Query.
    2. Search or enter the Query Name: QCS_SF_TUT_EREMINDER_PS
    3. Select the Edit Prompts hyperlink and the Query Prompts window displays.
      1. Business Unit: WA***
      2. Account Term: Specify the term for which you are sending the notice.
      3. Tuition & Fees Only: Select this option if you want the notice to include tuition and fees only.
      4. Amount Less Than: Use this field to set a maximum balance owed by the student (optional).
      5. Days After Due Dt: Enter number of days after due date.
      6. Days Before Due Dt: Enter number of days before due date.
        1. The query will run if the days before/after fields are left blank; however, specifying a date range is required to return results. For consistent results, set a date window that begins a few days before the due date and extends at least one day after (if a drop for non-payment has not yet occurred).
      7. Select the OK button and the 3C Engine Parameters tab displays.
  8. You may select Preview Selection Results hyperlink to preview results.
  1. Select the Manage Duplicate Assignment tab and the Manage Duplicate Assignment tab displays. This tab has two sections: Duplicate Communication Check and Duplicate Checklist Check.
  2. If you are sending this communication more than once per term and want students to receive it multiple times, leave the Check Duplicate Communication checkbox unchecked. If you only want the student to receive the communication once per term, select the checkbox.
    1. If box is checked, select Match, from the Variable Data drop-down menu.
  3. Checklists are not used in this communication, you may leave the Check Duplicate Checklist box unchecked.
  4. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  5. Section complete.
Screenshot of Run 3C Engine Run Control

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 Tuition Due Reminder 3C_Engine. This link will open in a new tab/window.

Expand or collapse content 2. Run 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 Run Control ID 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.
  3. 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).
Expand or collapse content Selection Parameters Tab
  1. The Selection Parameters tab displays.
  2. Under the ID Selection section, select Population Selection from the ID Selection drop-down.
  3. Under the Population Selection section:
    1. Select the Selection Tool drop-down and choose PS Query.
    2. Enter or search for the Query Name CTC_SF_PS_COMGEN_LIMIT
    3. Select the Edit Prompts hyperlink and enter the:
      1. Institution: WA***
      2. Limit to: (encouraged to be a high number, ex: 5000+)
      3. Letter Code: B** (your college specific code)
      4. Com Assigned From.
      5. Com Assigned To.
      6. Select the OK button and the Selection Parameters tab displays.
  4. Under the Letter Code Selection section:
    1. Letter Code: B** (the report name and template ID information will auto populate)
  5. Under the Communication Language Usage section:
    1. Select the Specified checkbox.
  6. Under the Communication Method Usage section, select:
    1. The Specified checkbox.
    2. Select the Method drop-down and choose Email.
Screen shot selection parameters tab
Expand or collapse content Process Parameters Tab
  1. Select the Process Parameters tab and the Process Parameters tab displays.
  2. Under the Usage Tables section:
    1. Person Communication Usage: These selections are connected to Name/Address Usage rules. Select the drop-down of each field and enter:
      1. Address: SF Email Campus, Home. Business
      2. Address Name: Full Name- Data Svcs Preferred, Pri Name
      3. Salutation: Full Name- Data Svcs Preferred, Pri Name
      4. Extra Name: Full Name- Data Svcs Preferred, Pri Name
      5. Select the Use Preferred Email Address checkbox.
    2. Joint Salutation Usage: Leave blank.
    3. Org Communication Usage: Select the drop-down of each field and enter:
      1. Org Recipient: All Cntc, All Dept, All Loc.
      2. Contact Name: Full Name - Data Svcs Preferred, Pri Name
  3. Under the Communication Processing Dates section:
    1. Enter the From Date and To Date in the Communication Date Range Selection fields. These dates must cover the range from your 3C Engine Run Date.
  4. Within the Output Settings section and under the Missing Critical Data section:
    1. Deselect the Produce Communication checkbox.
    2. Deselect the Complete Communication checkbox.
Expand or collapse content Email Parameters Tab
  1. Select the Email Parameters tab and the Email Parameters tab displays.
  2. Under the Email Parameters section, enter the:
    1. From: (Email address sending the message).
    2. Subject: (Use a clear simple message about Tuition Due Reminder)
    3. Reply to: (Optional - Overrides the From email address above when recipient replies).
    4. Sender: (Optional - Overrides).
    5. Bounce to: (Email address set to receive all emails that do not send successfully).
  3. Select the Importance level checkbox: (Optional).
  4. Select the Sensitivity level checkbox: (Optional).
Screenshot Email parameters tab
Expand or collapse content Checklist Parameters Tab
  1. This tab is not used and should remain blank.
Expand or collapse content Run Communication Generation
  1. Select the Run button.
    Please refer to the Process Schedule Request steps for further instructions..
  2. Process complete.

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 Tuition Due Notice -Communication Generation. This link will open in a new tab/window.

Expand or collapse content Optional: Verify Message Receipt

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.

Individual communications can be viewed on the Communication Management page. It will display as shown in the image below except with the parameters and dates specified, based on what was entered in the steps above.

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

  1. The Communication Management search page displays.
  2. Enter the ID number and select the Search button.
  3. Select the link to the Tuition Due Notice communication that was generated from this process. The Person Communication tab displays.
  4. Under the Communication Outcome section, select the View Generated Communication hyperlink and the View Communication page displays.
  5. Select the View button.
  6. Process complete.

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