Message
Student Communications Using Messages and Custom Data Fields Jennifer McMahon & Andrew Shankman Palm Beach Atlantic University 4 Year Private
Agenda •
Messages Definition
•
Naming Messages
•
Message Steps
•
Float-in Messages
•
Letters and E-mails
•
Batch Posting Messages
•
Messages by Using Funds
•
Net Partner, HTML Formatting and Messages
Messages – Definition •
Messages can be printed on Missing Information letters/emails, award letters/emails or other letter/email types. Messages for a particular student are automatically assigned by PowerFAIDS in accordance with rules that you define in your Administration module
Naming Messages •
Consistency is crucial!!!
•
Inheriting a dirty database
1st Step – Messages •
Decide what you want you want to work on first •
Award letters
•
Missing Information letters
•
Default resolution
•
Aggregate loan limit
•
Professional Judgment
•
Verification letter
2nd Step – Messages •
Make a list of any messages you would ever put on an Award letter •
•
I usually do this in Microsoft Word. This helps me spell check and keep track of all the messages for a certain document
Then you will plug them into PowerFAIDS
2nd Step – Messages, cont. • Copying and pasting from your Word document is great, but you can only do this once • If you try to paste within the message you already created in PowerFAIDS it will replace everything with the latest copy
2nd Step – Messages
3rd Step – Messages •
Update your letter template. Ours is very bare because we drive everything from the messages
3rd Step – Message •
Select “Insert Merge Field” and choose which message templates to add to your document
4th Step – Messages •
Develop Selection Sets to identify the students in which you would like to have the message on the Award letter •
For Example: If there is student with a Pell Grant on their award and you want to notify them about the 600% rule you would use a Selection Set to isolate those specific students
•
A descriptive Selection Set name is important Example: AWD: MSG PELL 600%
4th Step – Messages, cont. Add the Selection Set to the Message Again you can add multiple Selection Sets to a message but I only recommend one
5th Step – Messages •
Pulling all the information together
5th Step – Messages, cont.
6th Step – Messages
Test!!!
Using Custom Data or Mnemonics You can use any Mnemonic or Custom Data field you would like in your message by simply inserting here. This way you can be super creative with your messages
Viewing Messages
Funds and Messages You can use your funds to drive messages as well. You can add the message to the funds under Fund Display in the Funds Administration view
Batch Posting Messages You can also associate a message with a certain population of students by using the Batch Wizard
Net Partner and HTML Messages A Net Partner message without HTML formatting is displayed by default in Verdana font with a size of 6.5 (very tiny)
Net Partner and HTML Messages HTML formatting can increase the font size and improve the user experience
Hints and Suggestions •
Message Master List
Hints and Suggestions, cont. •
Use Dynamic Redetermination on the population that you are sending the document to before you run the batch
•
If you are a Net Partner school, I would also run Dynamic Redetermination nightly so that the students messages are up to date
Session Evaluation Using the Session Number, please complete the session evaluation by: 1.
Scanning the QR code and submitting the online evaluation:
2.
Submitting the online evaluation at: https://www.surveymonkey.com/s/2014PFConf Session
3.
Returning the paper evaluation
Trademarks College Board, CSS/Financial Aid PROFILE, INAS, PowerFAIDS and the acorn logo are registered trademarks of the College Board. inspiring minds is a trademark owned by the College Board. Microsoft, Windows, Windows Server, Word, Excel, and SQL Server are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other company and product names may be trademarks of their respective owners. Screen shot(s) reprinted by permission from Microsoft Corporation. Copyright © 2014 by The College Board. All rights reserved. The College Board has prepared this document for use only by personnel, licensees, and customers. The information contained herein is protected by copyright. No part of this document may be reproduced, translated, or transmitted in any form or by any means, electronically or mechanically, without prior written permission from the College Board. THE COLLEGE BOARD SHALL NOT BE LIABLE FOR TECHNICAL OR EDITORIAL ERRORS OR OMISSIONS CONTAINED HEREIN; NOR FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM THE FURNISHING, PERFORMANCE, OR USE OF THIS MATERIAL. This publication contains material related to the Federal Title IV student aid programs. While we believe that the information contained herein is accurate and factual, this publication has not been reviewed or approved by the U.S. Department of Education. The College Board reserves the right to revise this document and/or change product features or specifications without advance notice.
Agenda •
Messages Definition
•
Naming Messages
•
Message Steps
•
Float-in Messages
•
Letters and E-mails
•
Batch Posting Messages
•
Messages by Using Funds
•
Net Partner, HTML Formatting and Messages
Messages – Definition •
Messages can be printed on Missing Information letters/emails, award letters/emails or other letter/email types. Messages for a particular student are automatically assigned by PowerFAIDS in accordance with rules that you define in your Administration module
Naming Messages •
Consistency is crucial!!!
•
Inheriting a dirty database
1st Step – Messages •
Decide what you want you want to work on first •
Award letters
•
Missing Information letters
•
Default resolution
•
Aggregate loan limit
•
Professional Judgment
•
Verification letter
2nd Step – Messages •
Make a list of any messages you would ever put on an Award letter •
•
I usually do this in Microsoft Word. This helps me spell check and keep track of all the messages for a certain document
Then you will plug them into PowerFAIDS
2nd Step – Messages, cont. • Copying and pasting from your Word document is great, but you can only do this once • If you try to paste within the message you already created in PowerFAIDS it will replace everything with the latest copy
2nd Step – Messages
3rd Step – Messages •
Update your letter template. Ours is very bare because we drive everything from the messages
3rd Step – Message •
Select “Insert Merge Field” and choose which message templates to add to your document
4th Step – Messages •
Develop Selection Sets to identify the students in which you would like to have the message on the Award letter •
For Example: If there is student with a Pell Grant on their award and you want to notify them about the 600% rule you would use a Selection Set to isolate those specific students
•
A descriptive Selection Set name is important Example: AWD: MSG PELL 600%
4th Step – Messages, cont. Add the Selection Set to the Message Again you can add multiple Selection Sets to a message but I only recommend one
5th Step – Messages •
Pulling all the information together
5th Step – Messages, cont.
6th Step – Messages
Test!!!
Using Custom Data or Mnemonics You can use any Mnemonic or Custom Data field you would like in your message by simply inserting here. This way you can be super creative with your messages
Viewing Messages
Funds and Messages You can use your funds to drive messages as well. You can add the message to the funds under Fund Display in the Funds Administration view
Batch Posting Messages You can also associate a message with a certain population of students by using the Batch Wizard
Net Partner and HTML Messages A Net Partner message without HTML formatting is displayed by default in Verdana font with a size of 6.5 (very tiny)
Net Partner and HTML Messages HTML formatting can increase the font size and improve the user experience
Hints and Suggestions •
Message Master List
Hints and Suggestions, cont. •
Use Dynamic Redetermination on the population that you are sending the document to before you run the batch
•
If you are a Net Partner school, I would also run Dynamic Redetermination nightly so that the students messages are up to date
Session Evaluation Using the Session Number, please complete the session evaluation by: 1.
Scanning the QR code and submitting the online evaluation:
2.
Submitting the online evaluation at: https://www.surveymonkey.com/s/2014PFConf Session
3.
Returning the paper evaluation
Trademarks College Board, CSS/Financial Aid PROFILE, INAS, PowerFAIDS and the acorn logo are registered trademarks of the College Board. inspiring minds is a trademark owned by the College Board. Microsoft, Windows, Windows Server, Word, Excel, and SQL Server are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other company and product names may be trademarks of their respective owners. Screen shot(s) reprinted by permission from Microsoft Corporation. Copyright © 2014 by The College Board. All rights reserved. The College Board has prepared this document for use only by personnel, licensees, and customers. The information contained herein is protected by copyright. No part of this document may be reproduced, translated, or transmitted in any form or by any means, electronically or mechanically, without prior written permission from the College Board. THE COLLEGE BOARD SHALL NOT BE LIABLE FOR TECHNICAL OR EDITORIAL ERRORS OR OMISSIONS CONTAINED HEREIN; NOR FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM THE FURNISHING, PERFORMANCE, OR USE OF THIS MATERIAL. This publication contains material related to the Federal Title IV student aid programs. While we believe that the information contained herein is accurate and factual, this publication has not been reviewed or approved by the U.S. Department of Education. The College Board reserves the right to revise this document and/or change product features or specifications without advance notice.
