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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
2 LCTCS Banner Communication |
3 LCTCS Banner Communication |
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.
4 LCTCS Banner Communication |
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…)
5 LCTCS Banner Communication |
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.
6 LCTCS Banner Communication |
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
7 LCTCS Banner Communication |
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
8 LCTCS Banner Communication |
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
9 LCTCS Banner Communication |
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
06: User ID 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
10 LCTCS Banner Communication |
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
11 LCTCS Banner Communication |
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.
12 LCTCS Banner Communication |
How do I know when a person didn’t get an
email because they don’t have an email
address on SPAIDEN?
13 LCTCS Banner Communication |
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.
14 LCTCS Banner Communication |
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.
15 LCTCS Banner Communication |
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.
16 LCTCS Banner Communication |
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
17 LCTCS Banner Communication |
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
18 LCTCS Banner Communication |
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
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
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)
X_APP_NXT_STP_L (DCC start with X)
A
Selection ID 2: X_APP_ACPT_EMAL_UNDER_1DAY
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
Union/Intersection/Minus: M
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)
X_APP_NXT_STP_L (DCC start with X)
A
Selection ID 2: X_APP_ACPT_EMAL_UNDER_1DAY
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
Union/Intersection/Minus: M
Next Step (Returning)
Selection ID 1: X_APP_ALL_R_STYP X_APP_NXT_STP_R (DCC start with X)
X_APP_NXT_STP_L (DCC start with X)
A
Selection ID 2: X_APP_ACPT_EMAL_UNDER_1DAY
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
Union/Intersection/Minus: M
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
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
Union/Intersection/Minus: M
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
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
Applicant who hasn’t registered (Freshman Only)
Selection ID: X_APP_NOT_REG_F_STYP X_APP_NOT_REG _F (DCC start with X)
X_APP_NOT_REG _L (DCC start with X)
A
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
19 LCTCS Banner Communication |
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)
X_APP_NOT_REG _L (DCC start with X)
A
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
Applicant who hasn’t registered (Returning)
Selection ID: X_APP_NOT_REG_R_STYP
X_APP_NOT_REG _R (DCC start with X)
X_APP_NOT_REG _L (DCC start with X)
A
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
Application With Missing Checklist Items NOT Registered
Selection ID 1: X_APP_MSG_REQ
Selection ID 2: REG_DURING_TERM
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
Union/Intersection/Minus: M
Registered Applicant Missing Required Checklist Items
Selection ID 1: X_APP_MSG_REQ
Selection ID 2: REG_DURING_TERM
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
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
Application Code: ADMISSIONS
Creator ID: AMBERGAZAVE
RECRUITS- See Recruit Communications Workbook
https://drive.google.com/file/d/1lkX0fOnWN59pm9XjOQg7CMws3gVzTzlK/view?usp=sharing
20 LCTCS Banner Communication |
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
Creator ID: AMBERGAZAVE
Registered Student Missing Checklist Items
Selection ID: ADM_REG_MISSING_ITEMS
X_STU_MSG_L S
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Active Student with Hold (i.e. AR Registration)
Selection ID: X_REG_HOLD X_STU_HOLD_E S
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Student with Disciplinary Hold
Selection ID: STU_???_HOLD X_STU_DIS_HOLD S
Application Code: STUDENT
Creator ID: AMBERGAZAVE
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
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Union/Intersection/Minus: M
Student on Academic Probation
Selection ID: ACADEMIC_STANDING X_STU_ACST_PR = probation;
X_STU_ACST_SU = suspension
S
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Early Registration Reminder
Selection ID: REG_DURING_TERM X_EAR_REG_STU_E X_EAR_REG_STU_L S
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Mid Term or Final Grades Viewable
Selection ID: REG_DURING_TERM X_MID_TERM_GRAD ; X_FINAL_GRADES
S
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Graduation Application available
Selection ID: REG_DURING_TERM X_GRAD_APP S
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Student ORNT Reminder
Selection ID 1: REG_DURING_TERM X_STU_MIS_ORNT S
Selection ID 2: ADM_MSG_ORNT
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Union/Intersection/Minus: M
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
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Is you Major on record correct?
Selection ID: REG_DURING_TERM
Application Code: STUDENT
Creator ID: AMBERGAZAVE
21 LCTCS Banner Communication |
Last day to withdraw (This is for full term but can be created to do par to term)
Selection ID: REG_DURING_TERM
Application Code: STUDENT
Creator ID: AMBERGAZAVE
Registration Closed Temporarily (currently registered students)
Selection ID: REG_DURING_TERM
Application Code: STUDENT
Creator ID: AMBERGAZAVE
22 LCTCS Banner Communication |
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
23 LCTCS Banner Communication |
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
24 LCTCS Banner Communication |
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
25 LCTCS Banner Communication |
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
26 LCTCS Banner Communication |
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
27 LCTCS Banner Communication |
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
28 LCTCS Banner Communication |
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
29 LCTCS Banner Communication |
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
Enter Banner ID (Test Student)
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
03: Letter Code Enter Code for Letter you want to send out
04: Module Code A
05: Application ID ADMISSIONS
06: Selection ID CREATE_POPSEL
07: Creator ID AMBERGAZAVE
06: User ID Enter your Banner Username
Step #3: SOREMAL
Access SOREMAL
Perform Next Block Twice
Entering the following parameters:
Parameter Value
30 LCTCS Banner Communication |
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
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 relay.ec.lctcs.edu
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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
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
Selection Options
Select “Assign Decision to Applicant”
Enter Decision
Save
Here are the directions for entering or modifying email address:
Access SPAIDEN
Enter Banner ID (Test Student)
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
03: Letter Code Enter Code for Letter you want to send out
04: Module Code S
05: Application ID ADMISSIONS
06: Selection ID CREATE_POPSEL
07: Creator ID AMBERGAZAVE
06: User ID Enter your Banner Username
32 LCTCS Banner Communication |
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 relay.ec.lctcs.edu
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
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 relay.ec.lctcs.edu
33 LCTCS Banner Communication |
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
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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
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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
36 LCTCS Banner Communication |
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
37 LCTCS Banner Communication |
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]
38 LCTCS Banner Communication |
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
39 LCTCS Banner Communication |
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]:
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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]
41 LCTCS Banner Communication |
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]
42 LCTCS Banner Communication |
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)
43 LCTCS Banner Communication |
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
44 LCTCS Banner Communication |
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
45 LCTCS Banner Communication |
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
46 LCTCS Banner Communication |
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].