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

2. What will we cover? Basics of EMAIL setup –Example: FAFSA Reminder HTML EMAIL setup –Example: Award Notification Assigning and Sending Emails

3. 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

4. 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, E-mail, Label, etc. Custom Paragraphs Track Sequence of Documents Ex. letter  e-mail  email

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

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

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

8. Doc Paragraphs Dear @FIRST.NAME, www.fafsa.gov

9. Doc E-Mail Options

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

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

12. Before you start… 15215.44

13. AnswerNet Details Search for “html email” or 15215.44 This AnswerNet document will also tell you how to modify S. MAIL subroutine to send html email. I made a copy of the S.MAIL subroutine (X2.EMAIL) and modified that so if the process is setup for regular email it use the old subroutine and if you want to send out an html email that process will use the new subroutine. It appears from an answernet that html takes longer to process on large batches. Note AnswerNet 47031.78

14. Building the Award Notification Email

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

16. What will the email look like? Position/parts that make up email 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 email.

17. Viewing the Source Code

18. Using FrontPage to Edit HTML text

19. 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

20. Best place to look for HTML tags This is a nice place to find html tags and to try them out. http://www.w3schools.com/html/

21. Position 1 Heading for all letters 1.Merge file PERSON 2.Line 1: “From:” your name and email address 3.Line 2: “Subject:” email 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: Dear @FIRST.NAME,

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

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

24. 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.

25. Position 4 Student is Selected for Verification

26. Position 5 Web links at the bottom of the email. You also must review the following information concerning your financial aid. <a href= "http://www.csc.vsc.edu/financialaid/forms/0910/student091 0estin come.pdf"> Declination/Revision Form <a href= "https://callisto.ccv.vsc.edu/webapps/portal/frameset.jsp"> Funding options brochure -Estimated <a href= "http://www.csc.vsc.edu/financialaid/0910finaid.pdf"> Financial Aid Guide <a href= "http://www.csc.vsc.edu/financialaid/forms/terms&cond0910.pdf"> Terms and Conditions <a href= "http://www.csc.vsc.edu/financialaid/forms/0910/0910relase 4other charges.pdf">Title IV Release

27. Award Notification Dear Kathleen, We are pleased to inform you of your financial aid eligibility for the 2010-2011 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.VSC Web Services & Blackboard We are pleased to inform you of your financial aid eligibility for the 2010-2011 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.

28. Setup complete. Now what? Setup: DOC Assign Send

29. Assigning and Processing Emails 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

30. Additional Resources

31. Questions?