LCTCS Banner Communications€¦ · 14 LCTCS Banner Communication | Why Send Communications Using...

LCTCS Banner Communications Student Admissions/Registrar

Last updated: 01/03/2018

1 LCTCS Banner Communication |

Table of Contents EMS Communication Plan .......................................................................................................................................... 3

How to Request a Letter Code ................................................................................................................................... 4

How Letter Codes are Created? ................................................................................................................................. 5

How Can I tell if the Letter Code is for an Email Inside or Outside of Banner? ......................................................... 7

Send an Email within Banner ..................................................................................................................................... 8

Send an Email/Letter Outside of Banner ................................................................................................................. 10

How do I know when a person didn’t get an email because of an invalid email address? ..................................... 11

How do I know when a person didn’t get an email because they don’t have an email address on SPAIDEN? ...... 12

What does No GURMAIL, Memo Not Sent Mean? .................................................................................................. 13

Why Send Communications Using Banner? ............................................................................................................. 14

Appendix .................................................................................................................................................................. 15

Appendix 1: Building Email Verbiage on SOAELTR ............................................................................................... 15

Appendix 2: Examples of Communications.......................................................................................................... 18

ADMISSIONS ..................................................................................................................................................... 18

RECRUITS- See Recruit Communications Workbook ....................................................................................... 19

STUDENT .......................................................................................................................................................... 20

Appendix 2: Signature Code in Banner ................................................................................................................ 22

What can your signature codes look like? ....................................................................................................... 22

Appendix 3: Checklist Items Code ........................................................................................................................ 23

Appendix #4: Mail Merge Process ....................................................................................................................... 24

Appendix #5: UC4 ................................................................................................................................................. 25

Appendix #6: Adding Hyperlink to Acknowledgement Letters ............................................................................ 26

Appendix #7: How to Set Parameter Sets? .......................................................................................................... 27

Appendix #8: How to Run Job Using Parameter Sets? ........................................................................................ 27

Appendix #9: How to Delete Parameter Sets? .................................................................................................... 28

Appendix #10: Test Letter Code For Applicant .................................................................................................... 29

Appendix #11 Test Letter Code for Student ........................................................................................................ 31

Appendix #12: FAQ’s ............................................................................................................................................ 33

Appendix #13 : Example Student Letters ............................................................................................................. 34



EMS Communication Plan If you want assistance with creating a communication plan or would like EMS to assist in sending your emails,

please contact EMS staff.


How to Request a Letter Code Letter Codes can only be created by the ERP Student Specialist. To get a letter code created you must submit a

Help Desk Ticket.

Submit Help Desk Ticket

What must be included in Help Desk Ticket for Email within Banner? o Letter Code

Must start with college alpha 15 or less characters End with “E”

o Duplicate – Yes or No? o Description (30 or less characters) o Module Code

Options:

Admissions

Student

Recruit

What must be included in Help Desk Ticket for Email/Letter outside of Banner? o Letter Code

Must start with college alpha 15 or less characters End with “L”

o Duplicate – Yes or No? o Description (30 or less characters) o Module Code

Options:

Admissions

Student

Recruit o Items that you would like in your output (ex. Banner ID, Name, Address, Email, Address, etc…)


How Letter Codes are

Created? Remember only the ERP Student Services Specialist can create letter codes. You will need to submit a Help Desk

Ticket to request a letter code. See directions above under the title “How to Request a Letter Code?” to learn

what is needed and how to request a code.

Email within Banner Letter Codes

GTVLETR

o Three items are entered: Letter Code Description Allow Duplicates: selected means “Yes”. Note: duplicate is term specific (only states you

don’t want to send a duplication for the term). Example:

SOAELTL

o Module code is added o Example: This letter code has the module A (Admissions)

o

Email/Letter Outside of Banner Letter Codes

GTVLETR o Three items are entered:

Letter Code Description Allow Duplicates: selected means “Yes”. Note: duplicate is term specific (only states you

don’t want to send a duplication for the term). Example:

SOAELTL

o Module code is added o Example: This letter code has the module A (Admissions)

o GUALETR

o This is the form in which the paragraphs are attached to the letter codes. o The paragraphs have variable attached to them. o The variable has banner fields attached to it.


o GUAPARA – List of Banner fields within Paragraph

o GLRVRBL – defines variable within paragraph

o

Paragraph

Letter Code

Items within

Paragraph

Order of

items in

output


How Can I tell if the Letter

Code is for an Email Inside or

Outside of Banner?

Code ends in E = Inside

Code ends in L = outside


Send an Email within Banner o Forms:

o SOAELTR: enter verbiage for your email. Once you complete the verbiage for a letter code you only need to access it if you want to change the verbiage.

o GLBDATA: pulls population o SZPLTGN: inserts letter code on SUAMAIL o SOREMAL: sends out the email and puts print date on SUAMAIL

o How to send an email within Banner o SOAELTR: enter verbiage for your email (See Appendix 1) o GLBDATA: Pulls your population

You can use any population selection or selections to send an email. The parameters you have to enter depend on if you are using one or two population

selections to get your population.

Parameters Values

01: Selection Identifier 1 If you are only using 1 pop sel enter the name of it here; if you are using two but want to minus put your main pop sel name here

02: Selection Identifier 2 If you are using two pop sels you put the name of the second pop sel here

03: New Selection Identifier If using only one pop sel you leave this field null; If you are using two you have to give the population your pulling a name

04: Description for new Selection

If using one pop sel leave null; if using two enter description of population you are pulling

05: Union/Intersection/Minus

U= combined the two population I = pull on list if person exists on both list M = subtract one population from another

06: Application Code Application Code for Pop Sel (ex. ADMISSIONS, STUDENT); if you are using two pop sels the application code must be the same for both.

07: Creator ID of Selection ID Name of person who created pop sel 1 and pop sel 2, if applicable; note if you are using two pop sels together the creator must be the same person for both.

Some pop sels have open parameters. These are questions that the person running the pop sel(s) has to answer. If the pop sel(s) has open parameters after you enter the parameters above and preform a next block the open parameters will appear. You enter the open parameters; perform next block; save for your population to be pulled

o SZPLTGN: inserts letter code on SUAMAIL

Parameters Values

01: Init Code Enter your college initial code that you want to be displayed at the end of your email. To view all codes access STVINIT.

02: Term Code Applicants: Enter application Term Students: Enter Registration Term

03: Letter Code Enter Code for Letter you want to send out


04: Module Code This code is either A or S (A = Admissions; S = Student). This code is attached to the letter code on SOAELTL.

05: Application ID Enter what you enter in Parameter 6 when you ran GLBDATA

06: Selection ID If you used one pop sel you use what you enter in Parameter 1 on GLBDATA; if you used 2 you enter what you entered in Parameter 3 on GLBDATA

07: Creator ID If you only used one population selection to pull your population enter the name you entered on GLBDATA for parameter 07; If you used two populations selection together to get your population enter your banner username

06: User ID Enter your Banner Username

o SOREMAL – sends out email

01: Email Letter Code Your Letter Code

03: Application Code Enter what you enter in Parameter 6 when you ran GLBDATA

04: Selection Identifier If you used one pop sel you use what you enter in Parameter 1 on GLBDATA; if you used 2 you enter what you entered in Parameter 3 on GLBDATA

05: Creator ID If you only used one population selection to pull your population enter the name you entered on GLBDATA for parameter 07; If you used two populations selection together to get your population enter your banner username


07: Term Code Application Term if email is for applicants; Registration Term if email is for students

08: Audit/Update Mode

U

09: Email Subject Text Subject line on the email

10: FROM Email Address

From Address on the email

11: FROM Name From Name on the email

12: Mail Host relay.ec.lctcs.edu


Send an Email/Letter Outside of Banner o Forms:

o GLBDATA – pulls population o GLBLSEL – Extracts Data and puts letter code on SUAMAIL o GLRLETR – provides .doc file to merge with email or letter and puts print date on letter code on

student’s SUAMAIL record o How to send email/letter outside of Banner

o GLBDATA - You can use any population selection or selections to send an email. o GLBLSEL – Extracts Data and puts letter code on SUAMAIL

The following parameters need to be entered:

01: Application Population Selection Application Code

02: Process Pending Letters N

03: Letter Code Your Letter Code

04: Selection ID Population Selection Name

05: Creator ID Person Who Created the Population Selection

06: User ID Person Running the Process

07: Term Code Term Code you are sending the email/letter

09: Address Selection Date Today’s Date – looking for active address

10: Address Type 1MA, 2PR, 3LO, 4BU, 5EM – you will need to create a row for each address type. To insert a row place cursor in address type field, select insert record, type 10, continue until all address types have been entered.

o GLRLETR – provides .doc file to merge with email or letter and puts letter code on student’s SUAMAIL record

The following parameters need to be entered:

01: Application Population Selection Application Code

02: Work Processor Extract Code

1

03: Process ALL Pending Letters

N

04: Letter Code Your Letter Code

05: Sort Variable Variable that you would like the .doc file to be sorting with. Variable must be within the output.

06: Term Code Term Code your are sending the email/letter

07: Module Code Enter the module code used to create the letter o MAIL MERGE PROCESS: Look in appendix for directions on doing a mail merge


How do I know when a person didn’t get an

email because of an invalid email address? You would have to check the email inbox for the email address you used to send out the email to check for any

emails that bounced back.


How do I know when a person didn’t get an

email because they don’t have an email

address on SPAIDEN?


What does No GURMAIL,

Memo Not Sent Mean? This means that the student has already received this email for the term in which you ran the process.


Why Send Communications

Using Banner? The reason you want to send the letter(s)/email(s) using Banner is because Banner will document on the

students record that the letter went out and the date the letter was sent out. To view this do the following:

Access SUAMAIL

Enter the students Banner ID or search by name

Perform Next Block

Select the Execute Query button

NOTE: If no duplicate is selected and the student states they never received the item you can get it to send

again by deleting the print date on SUAMAIL.


Appendix

Appendix 1: Building Email Verbiage on SOAELTR SOAELTR Limit: 2300 characters

In October 2016 we modified SOAETLR so that we could use HTML Language within our emails to be able to add

hyperlinks, bold, italic, etc. to our emails. The core teams felt this would be beneficial because it would add

some pop to their emails. When SOAETLR was modified we lost the ability to use the baseline banner functions

for formatting letters. If you look on SOAETLR the second column (formatting) no longer applies to our letters.

Anything you put in that field will not affect your email/letter in any way.

To format the letter/email you will have to use HTML Language. You can simply type HTML Language into your

emails or you can use a program that will create the HTML Language for you and then copy and paste the HTML

language and verbiage into SOAELTR. A program that will allow you to type your verbiage into it and then it

creates the HTML Language for you is Komopozer. Below is information on Kompozer: what it is, how to

download, and how to use it to create your emails/letters.

What is Kompozer?

Kompozer is a FREE program that allows you to type out a letter adding any functions you would like:

bold, italic, color, hyperlink, images. Once you complete your letter it will provide you with the letter

included the HTML Language. You then copy the letter with the HTML Language into Banner

(SOAELTR) to send out an email to applicants or students.

How to Download:

Access http://kompozer.net/download.php

Scroll down and select download under Windows/Installer next to English

How to use Kompozer to create HTML

Access Kompozer

At the bottom left hand corner look at the tabs. You need to be on the design or normal tab

Type or past your email content onto the page

Add any changes you would like such as: size, spacing, bold, italic, hyperlinks, images, bullets,

numbering etc.

Once you are complete select the Source tab at the bottom left hand corner. This tab will contain

the data that you will copy and paste into Banner (SOAELTR)

Access SOAELTR

Enter your letter code in the Letter Code Field

Preform a Next Block

Sequence Number field enter number

Variable field will be null unless you are pulling a variable into your email. For example, if you want

to put the student’s name in the email you would but FIRST_NAME in the variable field. You would

have to put it in the variable field where the FIRST_NAME variable falls between Dear and your

comma in the Text Field.

http://kompozer.net/download.php


To enter your email verbiage on SOAETLR you will copy and paste.

o Copy from the Source Tab in Kompozer.

o Paste into Text field on SOAELTR

The “Text” field has a limited of 250 characters in each row. So you will have to gage

how much you are coping and pasting into each row.

To see all verbiage you paste in the Text field you can highlight he row and select the

pencil icon under the word text.

How to Add Hyperlink:

Highlight text to link

Click Link (top ribbon)

Add URL

OK

Add an image:

***You will complete a help desk service request ticket including your image and we will provide you with an

image URL.***

Image (top ribbon)

Paste the link URL that is provided via help desk ticket

Click do not use alternate text.

OK


Drag corners to adjust your image size

File

Save As

Name your image

OK

Save (Note where your image is being saved)

Locate your image where ever you saved it

Double click on it

Image opens in an internet window

While on this window, CTRL A and your entire image is highlighted

CTRL C and you have copied your image.

Locate email in Komopozer where you want to put the image

Click in the email the location that you want to put the image

CTRL V


Appendix 2: Examples of Communications

First alpha of the letter code is you college code. So you always replace the X with your college alpha. If there

are exceptions to this rule it will be noted in the chart below.

ADMISSIONS

Definition/Type Population Selection Letter Code: In Letter Code: Out Module

Acceptance Email Selection ID: X_APP_ACPT_EMAIL X_APP_ACPT_E (DCC start with X)

X_APP_ACPT_L (DCC start with X)

A

Application Code: ADMISSIONS

Creator ID: AMBERGAZAVE

Next Step Selection ID 1: X_APP_ALL X_APP_NXT_STP_E (DCC start with X)

X_APP_NXT_STP_L (DCC start with X)

A

Selection ID 2: X_APP_ACPT_EMAL_UNDER_1DAY



Union/Intersection/Minus: M

Next Step (Freshman Only)

Selection ID 1: X_APP_ALL_F_STYP X_APP_NXT_STP_F (DCC start with X)


A





Next Step (Transfer, Visiting, & Non-Matriculating)

Selection ID 1: X_APP_ALL_T-V-N_STYP X_APP_NXT_STP_T (DCC start with X)


A





Next Step (Returning)

Selection ID 1: X_APP_ALL_R_STYP X_APP_NXT_STP_R (DCC start with X)


A





Applicants Missing Required Checklist Items

Selection ID 1: X_APP_MSG_REQ X_APP_MSG_REQ_E (DCC start with X)

X_APP_MSG_REQ_L (DCC start with X)

A

Selection ID 2: X_APP_MSG_REQ_LTR_UNDER_14DAY




Applicant who hasn’t registered

Selection ID: X_APP_NOT_REG X_APP_NOT_REG _E (DCC start with X)

X_APP_NOT_REG _L (DCC start with X)

A



Applicant who hasn’t registered (Freshman Only)

Selection ID: X_APP_NOT_REG_F_STYP X_APP_NOT_REG _F (DCC start with X)


A




Applicant who hasn’t registered (Transfer, Visiting, & Non-Matriculating)

Selection ID: X_APP_NOT_REG_T-V-N_STYP

X_APP_NOT_REG _T (DCC start with X)


A



Applicant who hasn’t registered (Returning)

Selection ID: X_APP_NOT_REG_R_STYP

X_APP_NOT_REG _R (DCC start with X)


A



Application With Missing Checklist Items NOT Registered

Selection ID 1: X_APP_MSG_REQ

Selection ID 2: REG_DURING_TERM




Registered Applicant Missing Required Checklist Items

Selection ID 1: X_APP_MSG_REQ

Selection ID 2: REG_DURING_TERM



Union/Intersection/Minus: I

Early Registration Reminder for Applicants

Selection ID: X_APP_NOT_REG X_EAR_REG_APP_E X_EAR_REG_APP_L A



RECRUITS- See Recruit Communications Workbook

https://drive.google.com/file/d/1lkX0fOnWN59pm9XjOQg7CMws3gVzTzlK/view?usp=sharing

https://drive.google.com/file/d/1lkX0fOnWN59pm9XjOQg7CMws3gVzTzlK/view?usp=sharing


STUDENT

Definition/Type Population Selection Letter Code: In Letter Code: Out Module

Registered Students Missing Required Checklist Items

Selection ID: X_STU_REG_WITH_MSG_APP_REQ

X_STU_MSG_REQ_L S

Application Code: STUDENT


Registered Student Missing Checklist Items

Selection ID: ADM_REG_MISSING_ITEMS

X_STU_MSG_L S



Active Student with Hold (i.e. AR Registration)

Selection ID: X_REG_HOLD X_STU_HOLD_E S



Student with Disciplinary Hold

Selection ID: STU_???_HOLD X_STU_DIS_HOLD S



Registered Last Term but not This Term

Selection ID 1: X_STU_REG_TERM_1 X_STU_NOT_REG_E (DCC start with X)

S

Selection ID 2: X_STU_REG_TERM_2




Student on Academic Probation

Selection ID: ACADEMIC_STANDING X_STU_ACST_PR = probation;

X_STU_ACST_SU = suspension

S



Early Registration Reminder

Selection ID: REG_DURING_TERM X_EAR_REG_STU_E X_EAR_REG_STU_L S



Mid Term or Final Grades Viewable

Selection ID: REG_DURING_TERM X_MID_TERM_GRAD ; X_FINAL_GRADES

S



Graduation Application available

Selection ID: REG_DURING_TERM X_GRAD_APP S



Student ORNT Reminder

Selection ID 1: REG_DURING_TERM X_STU_MIS_ORNT S

Selection ID 2: ADM_MSG_ORNT




Will Be Purged Selection ID 1: STU_TOBEPURGED X_WILLBE_PUR_E S

Application Code: AR

Creator ID: JAMIEANDERSON

Purged Selection ID 1: STU_PURGED_POP X_ PURGED_POP S



Is you Major on record correct?

Selection ID: REG_DURING_TERM




Last day to withdraw (This is for full term but can be created to do par to term)




Registration Closed Temporarily (currently registered students)





Appendix 2: Signature Code in Banner The Signature Code for your baseline Banner emails can come from STVINIT. Note: a signature code is

required to send out emails so if you don’t use the college specific code you all are using the system wide

generic codes.

STVINIT has four fields that you can enter data:

o Full Name: can have 60 or less characters

o Email Address: can have 128 or less characters

o Title Line One: can have 35 or less characters

o Title Line Two: can have 35 or less characters

Order fields from STVINIT will appear in emails

o Full Name

o Title Line One (if you don’t put htlm language behind this (<br>) to force line two to the next line –

line two data will be on the same line with line one data)

o Title Line Two

o Email Address

Note: All codes used for workflow emails must have something in all four lines. If a line is null the email will pull

in the Banner field name in the place of the data. IT Only: To determine what codes are being used in workflow

you will have to look at the table level. If STVINIT_DATA_ORIGIN is NOT null that means the code is used for

workflow emails.

What can your signature codes look like?

Option 1 :

Nunez Community College

Registrar’s Office

Option 2: Nunez Community College

Registrar’s Office [email protected]

Option 3: Social Media Icons with a physical address footer (Signature is included in the email not the

signature code)

This email was sent by

River Parishes Community College

925 West Edenborne Parkway

Gonzales, LA 70737

mailto:[email protected]


Appendix 3: Checklist Items Code ADMR_DESC1 = HSDP

ADMR_DESC2 = IMMZ

ADMR_DESC3 = TST1

ADMR_DESC4 = HST1

ADMR_DESC5 = ORNT

ADMR_DESC6 = MENG

ADMR_DESC7 = LTAS

ADMR_DESC8 = AFEE

ADMR_DESC9 = DRVR

ADMR_DESC10 = SSER

ADMR_DESC11 = CLT1

ADMR_DESC12 = CLT2

ADMR_DESC13 = CLT3

ADMR_DESC14 = CLT4

ADMR_DESC15 = CLT5


Appendix #4: Mail Merge Process Go to Microsoft Word

Create Your Personalize Letter

Click Mailing

Select Start Mail Merge

Select Type of communication you want to send: Letters or E-mail Messages

Select Recipients

Select Use Existing List

Locate your file

Double click on file

Place your cursor in your document where you would like the item to populate

Select Insert Merge Field – a list of fields will appear that are in your field

Select the field you would like to populate the form and click

Select Finish & Merge

Sending letter select Print document; sending email select send E-Mail Messages


Appendix #5: UC4

UC4 can be used to automatically send out your letter communication. You will only want to schedule letter

communication on UC4 for emails that will go out on a regular basis (i.e. daily, weekly, every other week,

monthly).

How to request a letter to be put on UC4:

1. Prior to requesting a letter to go on UC4 an end users must run the process with the letter code at least one month.

1. Fill out Template and submit to ERP Student Services Specialist using a Help Desk Service Request. a. Email with Banner

https://drive.google.com/file/d/0B4ObsdL6SmJ4WnBuUVBUbmZ5cnc/view?usp=sharing b. Email outside of Banner

https://drive.google.com/file/d/0B4ObsdL6SmJ4Y3lTQzZydkhGQ0k/view?usp=sharing

https://drive.google.com/file/d/0B4ObsdL6SmJ4WnBuUVBUbmZ5cnc/view?usp=sharing

https://drive.google.com/file/d/0B4ObsdL6SmJ4Y3lTQzZydkhGQ0k/view?usp=sharing


Appendix #6: Adding Hyperlink to Acknowledgement Letters

Acknowledgement Letters are letters that pop up at the end of a task completed by a person on SSB. Example of

an acknowledgement letter is: Transcript Request and Graduation Application.

If you would like to add a hyperlink to an acknowledgement letter you need to type the hyperlink into the letter

on SOAELTR using the following convention:

<a href="http://www.dcc.edu/" target=0>DCC Community College</a>

Link This is what will

appear on

acknowledgement

letter


Appendix #7: How to Set Parameter Sets? If the job has a parameter set field in the key block you can create a parameter set to use with the job.

To create the parameter set you do the following:

Access the Banner Job (i.e. GLBDATA, GLBLSEL, etc…)

Perform Next Block Two Times

Enter your parameters in the Parameter Values block

Perform Next Block

Select the “Save Parameter Set As” radio button

Enter a name in the Name Field (This will be the name of your parameter set. Space NOT allowed. Use _ in place of spaces)

Enter a description for your parameter set

Save

Appendix #8: How to Run Job Using Parameter Sets? Access the Banner Job (i.e. GLBDATA, GLBLSEL, etc…)

Enter Parameter Set name in the Parameter Set Field in the Key Block. If you can’t remember the name use the drop down arrow next to the field to query for the name. Note, only parameter sets that you have created will appear in the look up table.

Perform Next Block Three Times

Save


Appendix #9: How to Delete Parameter Sets? Access GJAPDFT

Enter the process that you want to delete the parameter set name and the parameter set name

Perform Next Block

You will have to use your next block and previous block key to remove all parameter set items Highlight the parameter description

Perform next block

Record remove

Save

Perform previous block

Arrow down to the next parameter (note: you have to record remove all parameter —even the blank ones)

Continue until all parameters have been deleted

Access GJRJPRM

Query for the parameter set in the parameter set column

Record remove

Save


Appendix #10: Test Letter Code For Applicant Before sending out an email to applicants you should test it first. The person you are going to test with must

have an application and must have your email address.

Here are the directions to enter an application for your test person.

Access SAAADMS

Enter Banner ID (Test Student)

Perform Next Block

Enter term in which you want to use for testing

Enter Student Type

Enter Residency Type

Select the Curricula Tab

Select the drop down arrow next to Program

Select Change Curriculum

Choose a Curriculum and double Click

Select Save

Here are the directions for entering or modifying email address:

Access SPAIDEN


Perform Next Block

Select Email Tab

Enter your email address

Step #1: Pull Population

Access GLAEXTR

Creator ID Enter AMBERGAZAVE

Application enter ADMISSIONS

Selection ID enter CREATE_POPSEL

Perform Next Block

If there are any ID’s in the bottom box delete by using the record remove button and Save

Enter the Banner ID for the test person

Step #2: SZPLTGN

Parameters Values

01: Init Code Enter College Alpha +A (example: DCC = FA)in the Initials Field

02: Term Code Applicants: Enter application Term


04: Module Code A

05: Application ID ADMISSIONS

06: Selection ID CREATE_POPSEL

07: Creator ID AMBERGAZAVE


Step #3: SOREMAL

Access SOREMAL

Perform Next Block Twice

Entering the following parameters:

Parameter Value


01 Email Letter Code Enter Letter Code you are Testing

03 Application Code ADMISSIONS

04 Selection ID CREATE_POPSEL

05 Creator ID AMBERGAZAVE

06 User ID Enter your Username

07 Term Code Enter the Term Code

08 Audit/Update Mode U

09 Email Subject Text Enter Text you would like displayed in the text field of your email

10: FROM Email Address Enter your admissions department email address

11: FROM Name Enter College Name followed by department (ex. CATC Admissions

Office)

12: Mail Host 10.52.3.21

If you need to test the letter code multiple times because when you tested the first time you notice you needed

to make changes to the letter for any test after the first run you can do the following:

Access SUAMAIL

Enter Banner ID for test student

Perform Next Block

Select Execute Query Button

Locate the letter code you are testing

Delete the Print Date

Save

Access SOREMAL



Parameter Value











Office)



Appendix #11 Test Letter Code for Student Before sending out an email to student you should test it first. The person you are going to test with must have

an application with a significant decision (i.e. 10 or 15) assigned.

Here are the directions to enter an application & assign decision to your test person.

Access SAAADMS


Perform Next Block

Enter term in which you want to use for testing

Enter Student Type

Enter Residency Type

Select the Curricula Tab

Select the drop down arrow next to Program

Select Change Curriculum

Choose a Curriculum and double Click

Select Save

Selection Options

Select “Assign Decision to Applicant”

Enter Decision

Save

Here are the directions for entering or modifying email address:

Access SPAIDEN


Perform Next Block

Select Email Tab

Enter your email address

Step #1: Pull Population

Access GLAEXTR

Creator ID Enter AMBERGAZAVE

Application enter ADMISSIONS

Selection ID enter CREATE_POPSEL

Perform Next Block

IF there are any ID’s in the bottom box delete by using the record remove button and Save

Enter the Banner ID for the test person

Step #2: SZPLTGN

Parameters Values

01: Init Code Enter College Alpha +A (example: DCC = FA)in the Initials Field

02: Term Code Applicants: Enter SGASTDN Term


04: Module Code S

05: Application ID ADMISSIONS

06: Selection ID CREATE_POPSEL

07: Creator ID AMBERGAZAVE



Step #3: SOREMAL

Access SOREMAL



Parameter Value











Office)


If you need to test the letter code multiple times because when you tested the first time you notice you needed

to make changes to the letter for any test after the first run you can do the following:

Access SUAMAIL

Enter Banner ID for test student

Perform Next Block

Select Execute Query Button

Locate the letter code you are testing

Delete the Print Date

Access SOREMAL



Parameter Value











Office)



Appendix #12: FAQ’s 1. What email address will the emails within Banner go to? The email that is selected as preferred. When a

person submits an application the email address they put on their application will be inserted and updated

as the preferred email address.

2. What email address will the emails outside of Banner go to? You get to choose the email address you

would like to use. You can send it to all of the email addresses listed on the student’s record that are

active if you would like.

3. Why would application NOT receive email? Applicant doesn’t have an email or valid email in Banner the

Email Tab on SPAIDEN


Appendix #13 : Example Student Letters

Hold On Student Account

Dear First Name: Banner ID: Here at (VPDI code) we want to see you succeed. Unfortunately, a hold has been placed on your

account that will prevent you from registering for next semester.

Below you will find the reason for the hold as well as a contact person that can help resolve this hold.

HOLD CODE and SCHOOL contact

Once this hold has been resolved, you may register for classes via your LoLA account.

College Registrar Signature Abbreviation


Pre Registration Dates and Times

Hi First Name,

Student ID:

We wanted to make sure that you were the first to know that Early Registration will be

starting up soon.

Simply log in to your LoLA Account (hyperlink to LoLA) to get started.

Early Registration for the TERM will be available beginning date and continuing through

end date.

Please contact us if you have any questions concerning registration.

Registrar Signature Abbreviation


Pre –Registration by priority code

Hi First Name,

Want to know a secret? Priority registration is now open!

This unique opportunity to register for classes before the rest of our student body

provides you with a chance to create a schedule that meets your needs.

Getting started is EASY!

Log in to your LoLA account and get started.

Questions? Ask our advisors at EMAIL ADDRESS.

Registrar Abbreviation signature


Registration now open for subsequent semester

Hello [Name] (L#),

REGISTRATION IS OFFICIALLY OPEN!

Register now for [term]. Log into LoLA to select your classes for the best schedule to fit your

personal needs. Remember, the longer you wait, the less options you will have.

If you need help choosing your classes, please meet with your program advisor as soon as

possible.

LoLA registration steps (graphic)

For any additional questions, please email [email protected]


Registration closed for time period

Dear First Name,

Student ID:

Registration is currently unavailable. We are sorry for the inconvenience but we will

have it up and running shortly.

Thank you,

Registrar

Last Day to Withdraw and how to withdraw


Reminder: The last day to drop classes a full-semester class with a “W” grade is day, Month, date. Students

concerned about their progress to date should meet with their instructors/advisors regarding the best course of

action.

All class drops are made through our LOLA account

If you have questions about dropping a class, visit with a staff member in the Enrollment Services Department at

college name and location .

College Registrar Signature

Mid Term Grades Viewable on SSB

Commented [ADC1]:

Commented [ADJ2]:

https://my.lctcs.edu/cp/home/displaylogin


Hello [Name] (L#),

Mid-term grades are now posted in LoLA! If you are uncertain as to your performance and/or

grade in a class, you are encouraged to speak with the instructor as soon as possible. If you

receive any low mid-term grades, it is imperative you take action. There are a number of

things you can do, including, but not limited to:

1. Meet with your instructor to discuss the situation and possible resolutions.

2. Take advantage of tutor services (link).

3. Review the academic success webpage for helpful information and resources.

When considering your academic actions, keep in mind the last day to drop a full- semester

course without receiving an “F” grade is day, Month, date, year. Dropping below full time may

impact eligibility for financial aid, scholarships, athletics and academic standing. If you have

questions, comments or concerns, please contact [email protected]




Final Grades Viewable on SSB

Hello [Name] (L#),

Final grades are now posted in LoLA! If you are uncertain as to your performance and/or

grade in a class, you are encouraged to speak with the instructor as soon as possible. If you

receive any low final grades, it is imperative you take action. There are a number of things you

can do, including, but not limited to:

1. Meet with your instructor to discuss the situation and possible resolutions.

2. Take advantage of tutor services (link).

3. Review the academic success webpage for helpful information and resources.

Remember your grades can impact your financial aid and academic standing. If you have

questions, comments or concerns, please contact [email protected]




Will be purged

(NAME),

Classes will be dropped on X if you do not have payment arrangements, or adequate financial aid applied

towards your tuition and fee bill.

(College) offers students multiples options for managing the cost of attendance. To learn more, visit our

(website) webpage. (FA/BURSAR Websites)

Thanks,

(Name)


Purged

Subject: Your (Semester) Classes at (X) Have been Dropped

Dear(X),

ACT NOW!! You are receiving this email because your classes have been purged for non-payment.

If you plan to use Financial Aid to pay for your classes, you either do not have enough to cover the

balance and need to make a payment, or you need to visit a Financial Aid representative.

Please contact the Bursar’s office at (X) if you have any questions about payment options.

How do I add classes back?

1. Login to LOLA at https://my.lctcs.edu/cp/home/displaylogin

2. Select the college you are attending under the Self Service section

3. Select Student

4. Select Registration

5. Select Look up classes or you can select Add or Drop Classes

6. Search by term (i.e. Spring 2017)

7. Click Class Search

8. Click Advanced Search and filter by Part of Term: F, C, and G.

9. Select the Subject(s)

10. View Selections: (The available classes can be selected in the first column)

11. Write down any CRN numbers for the courses

12. Select the course(s).

13. Click Register at the bottom of the page.

How do I set up a payment?

Sign in using your student LOLA credentials.

Under the self-service tab click on your college

Click on Student Account

Click on Account Summary

At the bottom of the screen select Payment Options

Select the available payment option of your choice.

Commented [ADC3]: Want this in graphic form Melissa/Maria will work on


Major and how to change it

Dear First Name,

Student ID:

Our records indicate that you are pursing MAJOR at our college. If this is still the path that you plan to follow,

GREAT!

It is very important that you declare the correct major as early as possible during your college career. Your

graduation audit depends on it!

If you feel that the major listed above no longer suits your needs, please refer to the steps below on how to

change your major.

Feel free to email our advisors with any questions regarding your major at EMAIL ADDRESS.

Registrar abbreviation signature


Graduation application needed

Graduation Application Deadlines:

Email verbiage could also explain more in depth (or I could just include link on graphic)

Twice a year (May and December), SOWELA holds a commencement ceremony to recognize the students who have

completed either an Associate's Degree or Technical Diploma during the previous summer, fall, and spring semesters. The

Commencement ceremonies will be held on Tuesday, May 16, 2017, in the Lake Charles Civic Center at 6:30 p.m. Information

regarding the Fall 2017 Commencement will be forthcoming.

Any money owed to the College must be paid before students can receive their diplomas and transcripts verifying graduation.

Also, students who have holds on their accounts must have these cleared in order to receive diplomas and transcripts.

Students should apply for graduation no later than the following deadlines:

Graduation Application Deadlines

Semester Deadline

Spring April 14, 2017


Summer July 21, 2017

Fall November 17, 2017

To submit a graduation application, please follow the steps below.

STEP 1: Complete Degree Review with Department Chair and Apply to Graduate

Schedule an appointment with your Advisor/Department Chair prior to the close of Add/Drop of your last semester at SOWELA

to verify that you meet the degree requirements. Eligible candidates should then go to their LoLA account under

Student/Student Records/Apply to Graduate and complete the application for graduation.

If you applied in a previous term but did not graduate, you must apply again for this term.

STEP 2: Order Cap & Gown and other Graduation Memorabilia

Caps and gowns will be ordered through Graduate Sales. Information will be received directly from Graduate Sales

representatives. SOWELA no longer orders caps and gowns on behalf of graduates. Contact Graduate Sales by phone at

(337) 564-6864 or via email at [email protected]. Email messages must include the graduate's name, height, and

weight.

STEP 3: Review Graduation Fact Sheet

Make sure that you review the SOWELA Commencement Fast Fact Sheet.

Dates to Remember

Graduation Application Deadlines

o April 14, 2017 (Spring graduates)

o July 21, 2017 (Summer graduates)

o November 17, 2017 (Fall graduates)

GradFest is Thursday, May 4, 2017

Arts & Humanities Building

Noon to 2:00 p.m.

Time set aside to distribute caps and gowns, verify degree information, and collect any outstanding fees.

Tuesday, May 16, 2017 — MANDATORY Graduation Rehearsal

Graduation rehearsal is mandatory for all graduates participating in the commencement ceremony. This rehearsal will

be held in the Coliseum of the Lake Charles Civic Center at 10:00 a.m.

Tuesday, May 16, 2017 — Commencement Ceremony

All graduates are expected to arrive at the Coliseum for the Commencement Ceremony by 5:30 p.m. The ceremony

will begin at 6:30 p.m.

If you have any questions regarding either your candidacy for graduation or the commencement ceremony, please contact the

Graduation Committee at [email protected].


https://www.sowela.edu/Images/Interior/students/grad%20sp%2017%20fast%20fact%20sheet.pdf


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