Academic Standing Communication Generation

A process to produce paperless academic standing letters and emails.

December 20, 2017

Index

  1. Security
  2. Verify that Academic Standing codes are correct.
  3. Run 3C Engine to select the population.
  4. Run Communication Generation to produce the letters.

(skip step 4 if the letter content has been switched to email only for your campus)

  1. Run Communication Generation to produce the email.
  2. Review a letter or email for one student
  3. Student and advisor self-service views

1.Security

Role –SR Management or SR Student Services

3C Group Security = SRGU

3C Group security contains the options to Inquire, Update, and Delete communications.

Sophie folder-/home/student_records/commgen/inst-code

Example: /home/student_records/commgen/bsc01

2.Verify that Academic Standing Codes are Correct

a)Run the Academic Standing process at

Records Enrollment>Term Processing>End of Term Processing>Acad Standing/Honors & Awards

b)Verify that standing codes are correct by reviewing report at

NDU Application>NDU Student Records>Report>NDU Academic Standing Report

c)Letters are produced based on the Academic Standing Action code located at

Records & Enrollment>Student Term Information>Term History, Academic Standing tab.

Changes may be made manually to the Academic Standing Action code at this location.

3.Run 3C Engine to select population

Navigation: Campus Community >Communication>Run 3C Engine

a)Create a Run Control

b)Check the Population Selection box

c)Enter Academic Institution, Administrative Function = STRM and Event ID = SRACADSTND

d)Set Selection Tool = PS Query

e)Select from two queries:

NDU_SR_0284_ACSTNDCAR for selection by career or

NDU_SR_0284_ACSTNDCODE for selection by academic standing action code

f)Click the Edit Prompts link to enter query prompts the institution, term and career, standing action code, then click OK.

This extracts the data used by the letter and email.

Step 3 continued

g)On the Manage Duplicate Assignment tab, uncheck the Check Duplicate Communication box

h)Click Run button.

i)Check the box for 3C Engine as shown below.

j)Click OK

4.Run Communication Generation to produce the letter

(skip step 4 if the letter content has been switched to email only for your campus)

Navigation: Campus Community>Communication>Communication Generation

Selection Parameters tab

a)Create a Run Control for the letter

b)Set ID Selection = All Person Ids

c)Set letter code to the code assigned for your institution

d)Set Communication Method = Letter

Step 4 continued
Process Parameters tab for first run in a term

a) Select the Address type

b) For Address Name, Salutation, Extra Name, choose Primary Full.

c) For Communication Date range, set the date to the date the 3C Engine was run (step 3 date) for both from to.

d) On the first run, check the Online Preview box to preview 10 letters that are sent to your Report Manager.

e) Click Save, Click Run

f) When the job has completed, go to Report Manager to view the 10 sample letters.

If there is anything wrong with the letters, submit a ticket to make the needed corrections.

g)Continue running this step until the letters are correct.

h)Proceed to the next step when the letters are correct.

Step 4 continued
Process Parameters tabwhen letters are running correctly –
- thisstep produces the letters and they become available in Student Communications

a) Uncheck the Online Preview box

b) Check the Send to File box

c) Enter the Sophie file path for your institution.

//sophie.cnd.nodak.edu\home\student_records\commgen\inst-code\

Example://sophie.cnd.nodak.edu\home\student_records\commgen\bsc01\

e)Click Save, Click Run

f)When the job completes, the letter file is available in Sophie.

g)Sign into Sophie and retrieve the .pdf file, save the file in a location at your campus, delete the file from the Sophie location

5.Run Communication Generation to produce the email

Navigation: Campus Community>Communications>Communication Generation

Selection Parameters tab

a)Create a Run Control for the email

b)Set ID Selection = All Person Ids

c)Set letter code to the code assigned for your institution

d)Set Communication Method = Email

Email content used by all campuses

a)Name_Display = student name

b)Common_ID = EmplID

c)Date = current date

d)DESCR = term description like 2015 Spring


Step 5 continued
Email Parameters tab (3rd tab)

a)Set From = the email address of the office sending the email

b)Set Subject = Academic Standing Information

c)Set Reply to = an email address to receive replies or may be left blank

d)Set Sender = an email address to appear as Sender or may be left blank

e)Set Bounce to = an email address to receive undeliverable emails or may be left blank

Step 5 continued
Process Parameters tab for first email run in a term

a) Select the Address type = Email Campus Only

b) For Address Name, Salutation, Extra Name, choose Primary Full.

c) For Communication Date range, set the date to the date the 3C Engine was run (step 3 date) for both from & to.

d) On the first run, check the Online Preview box to preview emails sent to your email address. A maximum of 10 emails are produced for preview.

e) Click Save, Click Run

f) When job completes review the emails in your email.

If there is anything wrong with the emails, submit a ticket to make the needed corrections.

g)Continue running this step until the emails are correct.

h)Proceed to the next step

Step 5 continued
Process Parameters tab when emails are running correctly –

- thisstep produces the emails and they become available in Student Communications

a) Uncheck the Online Preview box

b) Click Save, Click Run

c)When the job completes, the emails have been sent.

Batch Process is complete. Yaaaaaaay

6.Review a letter or email for a student

Navigation: Records & Enrollment3 C’s Summaries>Communication Summary

a)Enter EmplID

b)Click Search

c)On next screen, Click Search button.

d)On next screen, Click the View link.

Step 6 continued

Delete a communication

7.Student and Advisor self-service view

a)After the communications are produced , the student receives a pop-up message the next time signing into Campus Connection

b)In the Student Center, both the student and the advisor may click the Details link contained in the Student Communications box