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Communications Management for Curriculum. Presented by: Deborah Cox. July 2008. Introduction to CM. What Is CM? - Handles correspondence between student and institution 2 Basic Categories of Correspondence Incoming correspondence – from student Applications Transcripts

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Communications Management for Curriculum


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    1. Communications Management for Curriculum Presented by: Deborah Cox July 2008 Communications Management for Curriculum

    2. 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 Communications Management for Curriculum

    3. 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. Communications Management for Curriculum

    4. 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. Communications Management for Curriculum

    5. 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 Communications Management for Curriculum

    6. 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 Communications Management for Curriculum

    7. E-mail Projects - Blank SSN Application Notification Step 1 – create the e-mail document thru DOC - Actually this is a template Communications Management for Curriculum

    8. 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. Communications Management for Curriculum

    9. 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. Communications Management for Curriculum

    10. 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) Communications Management for Curriculum

    11. 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. Communications Management for Curriculum

    12. 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. Communications Management for Curriculum

    13. 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. Communications Management for Curriculum

    14. E-mail Projects - Blank SSN Application Notification Step 3- assign students to the track Communications Management for Curriculum

    15. 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 Communications Management for Curriculum

    16. E-mail Projects - Blank SSN Application Notification E-mail the student receives Communications Management for Curriculum

    17. E-mail Projects - Blank SSN Application Notification E-mail confirmation received by the author of the document Communications Management for Curriculum

    18. 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 Communications Management for Curriculum

    19. 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 Communications Management for Curriculum

    20. 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 Communications Management for Curriculum

    21. 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 Communications Management for Curriculum

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

    23. 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.) Communications Management for Curriculum

    24. 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. Communications Management for Curriculum

    25. 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. Communications Management for Curriculum

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

    27. 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 Communications Management for Curriculum

    28. 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. Communications Management for Curriculum

    29. 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 Communications Management for Curriculum

    30. 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) Communications Management for Curriculum

    31. 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 Communications Management for Curriculum

    32. CM Admissions Process Model – Congrat Letter DOC Document File Setup Virtually the same as the Welcome Letter Communications Management for Curriculum

    33. CM Admissions Process Model – Congrat Letter DOC HardCopy Document Options Same functionality as seen in Welcome Letter Communications Management for Curriculum

    34. CM Admissions Process Model – Labels - DOC Labels – while they look the same as any other document in Colleague… Communications Management for Curriculum

    35. 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 Communications Management for Curriculum

    36. CM Admissions Process Model – Labels - DOC Once all fields that are needed are entered into the 1st label, click on the Update Labels button… Communications Management for Curriculum

    37. 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. Communications Management for Curriculum

    38. CM Admissions Process Model – TRC TRC – Tracking Codes Sets Missing Items letters up on a timed sequence Communications Management for Curriculum

    39. 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 9/24/2014 39 Communications Management for Curriculum

    40. 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 9/24/2014 40 Communications Management for Curriculum

    41. 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 9/24/2014 41 Communications Management for Curriculum

    42. 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. 9/24/2014 42 Communications Management for Curriculum

    43. 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 9/24/2014 43 Communications Management for Curriculum

    44. 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 9/24/2014 44 Communications Management for Curriculum

    45. 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. 9/24/2014 45 Communications Management for Curriculum

    46. CM Admissions Process Model – ATRK Screen & Rule • 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. 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 9/24/2014 46 Communications Management for Curriculum

    47. Admissions CM process – prospect items model Create 2 General Interest letters, thru DOC – same process as other Documents (ADDGIL1, ADDGIL2) Communications Management for Curriculum

    48. Admissions CM process – prospect items model Put these 2 letters on a track 9/24/2014 48 Communications Management for Curriculum

    49. Admissions CM process – prospect items model Then Create a CMC code to include the General Interest Track 9/24/2014 49 Communications Management for Curriculum

    50. 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 9/24/2014 50 Communications Management for Curriculum