FA 5317 Communications Management s: From Basics to HTML Kim Fisher - Datatel, Inc Richard Lee - Vermont State Colleges

What will we cover? Basics of setup –Example: FAFSA Reminder HTML setup –Example: Award Notification Assigning and Sending s

Profile of Vermont State Colleges Five colleges Over 13,000 students – headcount Colleges serve students from rural locations; few industries; many are first-generation to attend college Roughly 2,000 employees Low funding levels Small IT staff

Recall the basics Comm Code aka CMC Item you need from student Request Group of CMC’s Use rules to assign CMC’s Doc Letter, , Label, etc. Custom Paragraphs Track Sequence of Documents Ex. letter  

Starting Point “I want to build an . Where do I start?” Comm CodeRequestDocTrack

Building a simple Doc Doc Type: Author: Who is it from? History: Track or not? Hierarchy: NAHM Mail Type: Individual Merge File: Data Source Paragraphs: Content Paragraphs: Content Options

Doc Paragraphs Paragraphs are used to define the content of the Keep it simple! Use rules to specify which paragraphs should be included

Doc Paragraphs

Doc Options

Bring on the cool stuff… Pictures Text Format! Hot Links Font!

HTML Process Colleague Data to Merge Text to Cover all Award Letter Scenarios Rules to Determine Wording to Include in Office Return Web Links to Student Forms HTML: Bird’s Eye View School Logo

Before you start…

AnswerNet Details Search for “html ” or This AnswerNet document will also tell you how to modify S. MAIL subroutine to send html . I made a copy of the S.MAIL subroutine (X2. ) and modified that so if the process is setup for regular it use the old subroutine and if you want to send out an html that process will use the new subroutine. It appears from an answernet that html takes longer to process on large batches. Note AnswerNet

Building the Award Notification

Building the – Using Paragraphs Position 1: Heading Position 2: Instructional Info Position 3: Revision Info Position 4: Verification Info Position 5: Web Links

What will the look like? Position/parts that make up Position 1 Heading Position 2 Instructional information Position 3 Revision Information Position 4 If student is selected for verification Position 5 Web links at the bottom of the .

Viewing the Source Code

Using FrontPage to Edit HTML text

All the Html Tags you really need to know beginning beginning and ending of paragraph text to display beginning of table beginning of line in table end of line end of table ending of document

Best place to look for HTML tags This is a nice place to find html tags and to try them out.

Position 1 Heading for all letters 1.Merge file PERSON 2.Line 1: “From:” your name and address 3.Line 2: “Subject:” subject line 4.Line 3: “MIME-Version : 1.0” 5.Line 4: “Content-Type: text/html” 6.Line 5: keep empty 7.Line 6: 8.Line 7: link to school icon 9.Line 8:

Position 2 Instructional information Opening paragraph of with web link to award letter. Rule for paragraph blank Year Oriented Miscellaneous field in FMF screen.

Position 3 Revision Information Opening paragraph of revision with web link to award letter. Rule for paragraph revision code in Year Oriented Miscellaneous field in FMF screen.

Revision Paragraphs Screen FMF Year Oriented Misc: AR1 Your financial aid award has been revised based on notification of one or more of the following: a scholarship, grant, state grant (estimated or actual), or tuition waiver/assistance. Screen FMF Year Oriented Misc: AR2 Your financial aid award has been revised based on notification of one or more of the following: certification of a loan, change in loan eligibility or loan type, reaching loan limits, PLUS loan eligibility, or a change in grade level which impacted the loan amount awarded. Screen FMF Year Oriented Misc: AR3 Your financial aid award has been revised based on notification of one or more of the following change(s): to your FAFSA information, in your academic program, living situation, enrollment status (i.e. from full-time to less than full-time), academic standing, summer financial aid, financial aid budget, review of your supplemental budget request, change in tuition costs (i.e. change in residency status), change in Federal Work-Study. Screen FMF Year Oriented Misc: ER1 Your estimated financial aid award has been revised based on notification of one or more of the following: a scholarship, grant, state grant (estimated or actual) or tuition waiver/assistance. Screen FMF Year Oriented Misc: ER2 Your estimated financial aid award has been revised based on notification of one or more of the following: certification of a loan, change in loan eligibility or loan type, reaching loan limits, PLUS loan eligibility, or a change in grade level which impacted the loan amount awarded. Screen FMF Year Oriented Misc: ER3 Your estimated financial aid award has been revised based on notification of one or more of the following change(s): to your FAFSA information, in your academic program, living situation, enrollment status (i.e. from full-time to less than full-time), academic standing, summer financial aid, financial aid budget, review of your supplemental budget request, change in tuitions costs (i.e. change in residency status), change in Federal Work-Study.

Position 4 Student is Selected for Verification

Position 5 Web links at the bottom of the . You also must review the following information concerning your financial aid. <a href= " 0estin come.pdf"> Declination/Revision Form <a href= " Funding options brochure -Estimated <a href= " Financial Aid Guide <a href= " Terms and Conditions <a href= " 4other charges.pdf">Title IV Release

Award Notification Dear Kathleen, We are pleased to inform you of your financial aid eligibility for the academic year. To view your award letter information, please go to VSC Web Services & Blackboard, login, click on the VSC/Web Services icon, login in again, click on Students. Under the heading 'Financial Aid', click on 'Financial Aid Award Letter', the award year is Year 2010 and the Financial Aid Office is CSC - Castleton State College.VSC Web Services & Blackboard We are pleased to inform you of your financial aid eligibility for the academic year. To view your award letter information, please go to VSC Web Services & Blackboard, login, click on the VSC/Web Services icon, login in again, click on Students. Under the heading 'Financial Aid', click on 'Financial Aid Award Letter', the award year is 2010-Year 2010 and the Financial Aid Office is CSC - Castleton State College.

Setup complete. Now what? Setup: DOC Assign Send

Assigning and Processing s 1.Saved List  DMP 2.PCEX 3.CMC Immediate Print Doc  Assign the CMC (CRI, CRG, PKDF, ALTR, etc.)  PCEX or PCB 4.TRC (GTA)  PCB or PCEX Assign & Send OR Assign then Send Assign & Send OR Assign then Send

Additional Resources

Questions?