CM for Curriculum Presentation by dBI8Y9J

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									       Communications Management for
                Curriculum

              Presented by: Deborah Cox




                       July 2008




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                           Curriculum
                          Introduction to CM
   What Is CM? - Handles correspondence between
    student and institution

   2 Basic Categories of Correspondence
      • Incoming correspondence – from student
               Applications
               Transcripts
      • Outgoing correspondence – to student
               Letters
               E-mail




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                                        Curriculum
    Basics of CM – 4 major components
   Incoming correspondence –
      • CMC – Communications Codes
               Incoming Communication (applications, transcripts, etc)
      • CRRD – Correspondence Request Definition – checklist
        of individual items
               Communications codes that are tracked as a group


   Outgoing correspondence –
      • DOC – Documents
               Letters, e-mail
      • TRC – Tracks – series of documents sent in a timed
        sequence
               Welcome Letter – goes out immediately
               Missing Item letter 1 – goes out 10 days later, etc.
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            In order to make CM work for you…
   Most Important - Come up with a good plan… and stick to it!

   Naming Conventions – or Smart Coding – very important and
    useful!
     • Names – only up to 8 Letters
     • 1st 2 – Office (AD, HR, FA)
     • Next – D – document, T – track, C- Communication code, etc
     • Next – description (Ex: WELC for Welcome Letter)

   Important to take it one project at a time

   If possible, start off with a simple project

   Each project can build to the next one

   It will work, but be sure all parts are in place, or you’ll have
    problems.

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                                     Curriculum
                 What we are going to discuss -
                       project examples
   E-mail Projects in Communications Management
      • Blank SSN applications notifications
      • Transcript requests notifications



   Standard Letters - THE CM Admissions Process Model
      • How to Design a CM workflow that will encompass Curriculum in
        regards to admissions and the admissions workflow – including
        receiving incoming correspondence in regard to
               Prospects
               Applications
               Transcripts
               Placement tests
               Counselor interviews
      • Designing a Welcome Letter
      • Designing Missing Item Letters




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                                            Curriculum
Also – the CM on-going (daily) process
    Receiving correspondence and processing it into
     the system - CRI
       • Also other ways to record incoming correspondence
         without going to CRI

    Pending Correspondence – how to view

    Processing Pending Correspondence, such as
     letters and e-mail messages

    Reviewing Correspondence History



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                                 Curriculum
   E-mail Projects - Blank SSN Application Notification



Step 1 –
  create the
  e-mail
  document
  thru DOC -
Actually this is
  a template




  10/3/2012          Communications Management for    7
                              Curriculum
E-mail Projects - Blank SSN Application Notification

 Step 1
 continued-
    create the
    document
    paragraph
    that will be in
    the e-mail
    message.

 Since the entire
    document is
    set-up in the
    document
    paragraph
    screen, no
    document file
    set-up is
    needed here.

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                               Curriculum
E-mail Projects - Blank SSN Application Notification
Step 1 continued- e-mail document options. Our return address for
   these e-mail documents is our generic admissions mailbox. Also if
   the student needs to reply back to us, they can thru this generic
   mailbox.
The Subject line on this particular e-mail is “Welcome to CPCC”. This
   screen is a new feature of R18. In 18 we can be more creative
   with the subject line – in R17, it was the actual description of the
   document as found on the DOC screen.




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                                  Curriculum
  E-mail Projects - Blank SSN Application Notification



A word about
e-mail hierarchy –
   On DOC, click on
   the drill down on
   the Name/Addr
   Hierarchy field,
   and…


(R18 enhancement)




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                                Curriculum
 E-mail Projects - Blank SSN Application Notification

The NAHM screen will
  appear. This shows
  the E-mail hierarchy
  for this particular
  document. In this
  case, the ST E-mail
  type will be used.
  If no ST type is
  found, then the P or
  primary would be
  used.

If no Hierarchy is on
    the DOC screen, the
    system will default
    to whatever is on
    the PID7 screen.



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                                   Curriculum
 E-mail Projects - Blank SSN Application Notification

In this case, PID7
   would use the
   CPCC E-Mail
   Hierarchy,
   something we
   wouldn't want on
   a student
   document.

However, if no E-
  mail hierarchy
  was not indicited
  on the DOC
  screen, that’s just
  what would
  happen.




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                                 Curriculum
 E-mail Projects - Blank SSN Application Notification



Step 2- place
  document on
  a track

Now this e-mail
  document
  has been
  set-up and is
  ready for
  use.




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                            Curriculum
 E-mail Projects - Blank SSN Application Notification



Step 3- assign
  students to
  the track




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                            Curriculum
   E-mail Projects - Blank SSN Application Notification



Step 4- Process the
   e-mail
   correspondence.

Action Code
 P for process
 H for History
 X for Delete




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                               Curriculum
  E-mail Projects - Blank SSN Application Notification




   E-mail
the student
  receives




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                             Curriculum
E-mail Projects - Blank SSN Application Notification
      E-mail confirmation received by the author of the document




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                                   Curriculum
     E-mail Projects -Transcript Request notification

   Doc – created in
    much the same
    way as the
    blank SSN doc
    was created.

   Of course, a
    different
    Document
    Paragraph is
    created,
    because this is
    for a different
    message




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                                Curriculum
     E-mail Projects -Transcript Request notification

   Document Code
    on TRRQ
    enables user to
    assign this
    document at the
    time a transcript
    request is being
    created. This
    by-passes GTA
    or ITR.

   PCB will need to
    run, in order for
    student to
    receive e-mail


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                                 Curriculum
            CM Admissions Process Model
                  Initial Set-up Process

   Admissions Model – 5 letters
     • Welcome Letter (also labels)
         Z-Fold – for folder/sealer

     • Missing Items letters (3)
     • Congrat Letter

    Uses the standard CM set-up process
     • DOC – Outgoing Correspondence
     • TRC – Outgoing Correspondence
     • CMC – Incoming Correspondence
     • CRRD – Incoming Correspondence

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                               Curriculum
    CM Admissions Process Model – Welcome Letter
                        DOC
    Very similar
     to the E-mail
     document –
     except …

    Document
     Type –
     WINTEG.WORD

    E-Mail
     Document
     Options not in
     use




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                               Curriculum
    CM Admissions Process Model – Welcome Letter
                        DOC
    Document File
     Set-up – this
     establishes
     which fields
     can be used in
     the letter
     template




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CM Admissions Process Model – Welcome Letter
                    DOC
   HardCopy
    Document
    Options –

   This initiates the
    merge process
    into word –
    Winteg.Word

   The following
    screens should
    appear

   Some initial set-
    up needed to
    establish the
    connection
    between
    Colleague and
    Word -
    (macros, etc.)

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                                  Curriculum
    CM Admissions Process Model – Welcome Letter
                        DOC
    What you will
     see when Word
     opens

    If creating a
     new document,
     screen will be
     blank

    If updating,
     your previous
     template will
     occur.

    Can copy and
     paste here,
     and perform
     any other word
     functions at
     this point.

    10/3/2012         Communications Management for   24
                               Curriculum
CM Admissions Process Model – Welcome Letter – Z-fold
                        DOC
    Example of Z-
     fold Letter.

    Instead of
     manually
     folding and
     inserting
     letters into
     envelopes, this
     version can be
     processed thru
     a folder/sealer
     machine.

    Folds in a Z-
     shape, where
     the address
     appears on
     top.



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                                Curriculum
      CM Admissions Process Model – Missing Items
                         DOC
    Similar set-up
     as the
     Welcome Letter
     – except
     Document
     Paragraphs are
     in use (custom
     Paragraphs)




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                               Curriculum
      CM Admissions Process Model – Missing Items
                         DOC
    Custom
     paragraphs or
     Document
     Paragraphs

    Paragraphs
     that are
     inserted into
     the letter on an
     “as needed”
     basis

    Rules
     determine if
     the paragraph
     will be used




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                                 Curriculum
      CM Admissions Process Model – Missing Items
                         DOC
    DPAR – where the text of
     the paragraph is entered


    If the rule associated with
     the paragraph is true –
     then the paragraph
     appears on the letter


    “ADCHSTR” appears in the
     MAILING.CC.NOT.RECVD
     field, meaning that the
     high school transcript has
     not been received.




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                                            Curriculum
     CM Admissions Process Model – Missing Items
                        DOC

    Document File
     Setup – using
     custom
     paragraphs

    Note max
     values of 8

    This must be
     double the
     number of
     custom
     paragraphs
     that are used




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                              Curriculum
       CM Admissions Process Model – Missing Items
                          DOC
    Hardcopy
     Document
     options

    This is using
     letter position 1,
     for 8 lines.

    Between each
     custom
     paragraph is a
     blank line that is
     not seen. Must
     double the
     number of lines
     (ex: 4
     paragraphs – 8
     lines)




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                                   Curriculum
     CM Admissions Process Model – Congrat Letter
                        DOC

    Congratulations
     letter

    Student has
     completed all
     necessary
     admissions
     procedures

    DOC – same
     process as
     Welcome Letter
     – no document
     paragraphs are
     needed




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                                Curriculum
     CM Admissions Process Model – Congrat Letter
                        DOC
    Document
     File Setup

    Virtually the
     same as the
     Welcome
     Letter




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                              Curriculum
 CM Admissions Process Model – Congrat Letter
                    DOC

      HardCopy
       Document
       Options

      Same
       functionality as
       seen in
       Welcome Letter




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                                   Curriculum
   CM Admissions Process Model – Labels - DOC

      Labels – while
       they look the
       same as any
       other
       document in
       Colleague…




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                                 Curriculum
       CM Admissions Process Model – Labels - DOC




    …Over in Word…it’s a different story
    Word 2007 – click on Mailings ribbon, then on Start Mail Merge, the click on
     Labels, and select 15510
    The following gridlines should appear
    And then, select the fields, into the 1st label

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                                         Curriculum
       CM Admissions Process Model – Labels - DOC




    Once all fields that are needed are entered into the 1st label, click on the
     Update Labels button…



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                                          Curriculum
       CM Admissions Process Model – Labels - DOC




    …and the fields in the 1st label will be repeated in each label in the template

    This label document can then be included in the printing process, and can
     print along with your letters.


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                                          Curriculum
                CM Admissions Process Model – TRC

    TRC –
     Tracking
     Codes

    Sets
     Missing
     Items
     letters up
     on a
     timed
     sequence




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                                   Curriculum
    CM Admissions Process Model – Communication
                       Codes
    Communication
     Code – assigned to
     a student when an
     application is
     submitted.

    Welcome letter
     immediately
     assigned to
     student at the time
     communication
     code is assigned
     (Drill down goes to
     DOC)

    Other CMC codes
     are assigned thru
     Correspondence
     Request function


    10/3/2012              Communications Management for   39
                                    Curriculum
    CM Admissions Process Model – Communication
                       Codes
    Correspondence
     Requests
     Definition – a list
     of items that are
     needed from the
     student.

    Each of these is a
     Communication
     Code within itself
     – drill down will
     take you to CMC –
     trigger codes

    Assignment
     actions and Follow
     up actions are set
     here also



    10/3/2012              Communications Management for   40
                                    Curriculum
    CM Admissions Process Model – Communication
                       Codes
    These “trigger”
     codes or simple
     codes are
     assigned to the
     student as well,
     when they submit
     an application.

    In this CMC, when
     the student
     submits their High
     School transcript,
     the operator goes
     to CRI, and marks
     this particular
     code as “received”

    This will no longer
     show up as part of
     the student
     missing items

    10/3/2012              Communications Management for   41
                                    Curriculum
    CM Admissions Process Model – Communication
                       Codes

     The ADCCOLT
      code has a rule.

     Only students
      who’ve indicated
      their admit status
      is “T” for transfer
      will have this
      CMC.




    10/3/2012               Communications Management for   42
                                     Curriculum
    CM Admissions Process Model – Communication
                       Codes

     Assignment Action
      - yes

     In this case, the
      Admissions
      Missing Items
      track (the 3
      missing Items
      Letters) are
      assigned to this
      student




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                                   Curriculum
    CM Admissions Process Model – Communication
                       Codes
     Follow Up Action
      - yes

     When student
      submits all items
      (in the model,
      the HS transcript,
      Coll transcript (if
      admit status =
      T), placement
      test and
      interview.

     Will no longer
      need missing
      items letters sent
      – at this point
      gets “Congrat”
      letter



    10/3/2012               Communications Management for   44
                                     Curriculum
  CM Admissions Process Model – ATRK Screen & Rule

       Admissions – has screen that will automatically allow CMC codes to
        be assigned - ATRK

       When rule is true, the CMC is automatically assigned – but only
        assigned once.




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                                       Curriculum
      CM Admissions Process Model – ATRK Screen & Rule

    ADRAPPL – Admissions Applications Received rule
    When this rule is true, the CMC code of ADCAPPL is assigned to the student, which
     assigns all needed CMC’s Correspondence Requests, Documents and Tracks to the
     student

The Greater than condition was
     included because if a previously
     created application, before the
     Admissions CM process was in
     place, was opened and saved
     out, it would be picked up as a
     recently entered application.
As far as the system is concerned,
     these previously entered
     applications would be considered
     new entries, and welcome letters
     would be sent out, causing
     confusion.
This additional condition stops this
     from happening.

Also left the original condition of NE
    in the rule, to self-document and
    as a reminder that these are true
    applicants and not prospects.

The student will be picked up in this
    rule on ATRK only once.
    10/3/2012                            Communications Management for                   46
                                                  Curriculum
         Admissions CM process – prospect items model


     Create 2
      General
      Interest
      letters, thru
      DOC –
      same
      process as
      other
      Documents

     (ADDGIL1,
      ADDGIL2)




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                                 Curriculum
     Admissions CM process – prospect items model




   Put these
    2 letters
    on a track




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                             Curriculum
     Admissions CM process – prospect items model



   Then
    Create a
    CMC code
    to include
    the
    General
    Interest
    Track




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                             Curriculum
         Admissions CM process – prospect items model

    An addition is
     needed on the
     Admissions
     Application
     Communication
     Code, to delete
     the General
     Interest track if
     prospect
     becomes an
     applicant




    10/3/2012            Communications Management for   50
                                  Curriculum
     Admissions CM process – prospect items model



   Two more
    items –
    Rule and
    additional
    entry on
    ATRK




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                             Curriculum
     Admissions CM process – prospect items model




   If person’s initial entry into the system is thru PRSP, will be
    put onto this general interest track.

   IMPORTANT – if using Prospect entry, be sure to populate
    enough fields to establish this person into the system – for
    example, full name, address, DOB – any fields that will
    identify the person – hopefully to eliminate the possibility of
    duplicate entry.
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                                  Curriculum
    Admissions CM process – On-going Daily Process
          Marking Incoming Correspondence




   CFNC or SHAP – Rule is triggered - Student is assigned CMC codes
   Admit status was T – transfer
   As items come in, mark as received – ADCINTER can be marked on
    REFA/APPT screen
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                                   Curriculum
         Admissions CM process – On-going Daily
          Process View Pending Correspondence



Entry 2038 –
ADWELC –
Welcome
Letter for
student




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                              Curriculum
   Admissions CM process – On-going Daily Process
           View Pending Correspondence




            Entry 2041 – ADDMISS1 – Missing Letter 1
            Entry 2045 – ADDMISS2 – Missing Letter 2
            Entry 2046 – ADDMISS3 – Missing Letter 3



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                               Curriculum
   Admissions CM process – On-going Daily Process
           Pending Correspondence Report



Report of any
correspondence that
is waiting to be
processed,
or correspondence
that was missed, and
any error messages




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                                Curriculum
   Admissions CM process – On-going Daily Process
           Pending Correspondence Report




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                            Curriculum
    Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Welcome Letter




   Right now – only correspondence history on this student is
    that application has been received – recorded automatically
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                                 Curriculum
   Admissions CM process – On-going Daily Process
   Process Correspondence Batch – Welcome Letter




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                            Curriculum
    Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Welcome Letter




   PCBP
    Screen –
    Choose to
    Update
    History
    and
    Envelopes
    and Labels




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                             Curriculum
  Admissions CM process – On-going Daily Process
  Process Correspondence Batch – Welcome Letter




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                           Curriculum
    Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Welcome Letter



When
Word
opens
and this
appears,
click Yes,
then
press alt
– M (for
merge)




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                             Curriculum
   Admissions CM process – On-going Daily Process
   Process Correspondence Batch – Welcome Letter



A document opens, with the
following message. Only 1
letter was in this batch, so
record 2 was empty. Close
this document, and …




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                                  Curriculum
   Admissions CM process – On-going Daily Process
   Process Correspondence Batch – Welcome Letter
…the Welcome Letters will appear, in last name order (if this was set on the
PCB screen). This can be printed, saved as a word document, etc.




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                                    Curriculum
  Admissions CM process – On-going Daily Process
  Process Correspondence Batch – Welcome Letter

Close out all
documents,
and the
follwing
Alert box
appears.
Click OK,
and if labels
were
requested
on the PCB
screen, they
will appear




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                           Curriculum
      Admissions CM process – On-going Daily Process
      Process Correspondence Batch – Welcome Letter

Once again, we see
the Alt-m alert box –
click OK…



The Select * from
HEADER.DOC alert
box appears – click
OK, then Alt –M…


The Empty Record
document appears.
Close this, then the
labels will appear.


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                                 Curriculum
   Admissions CM process – On-going Daily Process
   Process Correspondence Batch – Welcome Letter
       Now that letters and labels are processed, need to History the
       batch thru PCB…




       …then Delete the batch also thru PCB…




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                                      Curriculum
   Admissions CM process – On-going Daily Process
   Process Correspondence Batch – Welcome Letter
            Go back to IHS, and view Correspondence History on this
            individual.




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                                        Curriculum
   Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Missing Items
 Student has not submitted any of the missing items – after 10 days,
 Missing Letter 1 would be processed




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                                  Curriculum
   Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Missing Items




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                            Curriculum
     Admissions CM process – On-going Daily Process
      Process Correspondence Batch – Missing Items

On July 31,
HS and College
transcripts
reported as being
received from
student. But,
student still has
not had
interview, or
placement tests.


On August 2nd,
2nd missing item
letter is
processed.


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                              Curriculum
   Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Missing Items




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                            Curriculum
   Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Missing Items




      Note the transcript items no longer show in the missing items list

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                                    Curriculum
   Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Missing Items
            Student comes in on 08/05/08 and has interview.




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                                  Curriculum
    Admissions CM process – On-going Daily Process
     Process Correspondence Batch – Missing Items
On 08/06/08, takes placement tests – all needed items are now received.




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                                    Curriculum
   Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Missing Items
Instead of receiving the 3rd missing item letter, student receives the Congrat
letter, and is removed from the missing items track. This would be processed
the day all items have been recorded as being received.




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                                      Curriculum
   Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Missing Items




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                            Curriculum
   Admissions CM process – On-going Daily Process
    Process Correspondence Batch – Missing Items
            …and student’s correspondence history will reflect this




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                                      Curriculum
       Other suggestions uses for Communications
                  Management for CU

     Notifying students of cancelled classes

     Notifying advisors of new advisees

     Health Science students – Designing their very own
      “Welcome Letter” and “Missing items” procedure

     Interest letters to students – for particular programs of
      study

     Reminders to students

     Queries – used to generate save lists that are used as input
      to these types of notifications



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                                  Curriculum
                 Other Helpful CM Screens
  CRG – Communication Code Entry (group) – works like CRI, but is
  used to assign a communication code for a GROUP of students




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                                 Curriculum
                   Other Helpful CM Screens
       BPD – Batch Procedure Definition – for creating batch template
       The name – DCWELCOME, would be used in the Procedure
       Name field in PCB




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                                    Curriculum
                       Other Helpful CM Screens
PCEX – Express Correspondence Processing – new from R18 – good for
“on the fly” correspondence processing

 Advantages - Can be used to
 generate a letter quickly, or
 re-processed due to problem
 with student’s record. Will
 automatically update history,
 & delete the batch.

 Disadvantages – No “real”
 batch is created in this
 process, so once PCEX
 runs the process, the
 correspondence
 is gone – certain amount of
 control is lost.

 Also if a letter contains an
 error, it will remain
 in the system, unassigned
 to a letter batch.
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                                          Curriculum
                   Other Helpful CM Screens
IPC – Individual Pending Correspondence – To review correspondence on
an individual. Also can customize documents on an individual basis by
drilling down on the individual correspondence, changes can be made –
EX: salutation

                                                 Screen 1 – all pending corresp
                                                 has been processed




 Screen 2 – student still has
 Several pieces of pending
 Correspondence.
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                                    Curriculum
                   Other Helpful CM Screens
ITR – Individual Track Assignment – Can assign tracks here (or on GTA),
and also can edit tracks on an individual.




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                                    Curriculum
            QUESTIONS???



10/3/2012      Communications Management for   85
                        Curriculum

								
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