Templates
Building a Strong Communications Foundation in PowerFAIDS Amanda B. Carter University of Rochester 4 Year Private
Agenda •
•
Communication Options in PowerFAIDS •
Templates
•
Customization
•
Batch Communication Process
Examples •
How templates are used at University of Rochester
Communication Options – Templates •
Application Tracking
•
Award
•
Disbursement
•
General
Templates – Application Tracking •
Missing Information letters are used to notify your students of outstanding requirements
•
Determine how many notifications you want to send in an academic year (Communication Preferences); decide based on your school’s best practices
•
Letters can show what documents have already been submitted to confirm receipt as well as what’s still missing
Templates – Application Tracking, cont. •
Types of templates available •
Thank you – 1st notification to student
•
Follow-Up – Additional notifications if student still has missing documents
•
Last Chance – Just like it sounds, the last notification to go out, and student’s tracking status changes to Hold (HL)
Templates – Award •
Provides award information to student
•
Can also customize other details, including messages attached to funds or instructions for students selected for verification
•
Details of awards captured in the Communications log, so it’s easy to pull up historical award snapshot detail
Templates – Disbursement Notification •
Provides confirmation of federal loan disbursement information to student based on disbursement file
•
Includes loan disbursement information as well as customized text from the institution
Templates – General •
General templates can be used for any communication that does not fall into the other categories of templates
•
Templates can be tailored to each student through Float-ins, merge fields, and messages
•
Limitless possibilities in terms of what you can create
Templates – General, cont. •
University of Rochester has more than 70 general templates •
Application instructions/reminders
•
Loan process information
•
Satisfactory Academic Progress (SAP) information
•
Invitations to financial aid events on campus
•
Special requests
•
“Hey Dude” introductions/contact information
•
Ever-evolving communications, always adding more
Communication Options – Customization •
Merge fields – use to pull in student-specific information (pre-populated options that can be used instead of Float-ins)
•
Float-ins – use to pull in specific information from the Student module (12 Float-in fields can be used)
•
Messages – can create Selection Sets to pull a population to receive specific messages (for example, only those with Satisfactory Academic Program issues)
Customization – Merge Fields •
Simple way to customize template
•
Built into system through Insert Merge fields; default options
•
For example, can pull in student name, address, Alt ID, counselor name, and award information
Customization – Float-in Fields •
Float-in fields pull information into the template from the Student module
•
Can use Custom Data fields or PowerFAIDS programmed fields (anything with a mnemonic) to communicate with your student
•
Since there are 12 options, may need to be careful with what you choose to pull in, but you can also pull Float-ins into Messages, so keep that in mind
Customization – Messages •
Best way to customize your communication
•
Use Selection Sets to identify the population you want to provide specific information to
•
Can choose location of the message in the template (an intro vs. a closing paragraph)
•
Can even use Float-ins in the body of the message (for example, can pull in Alt ID)
•
Can have same message in multiple templates (for example, “you are selected for verification”)
Communication Options – Batch Process •
PowerFAIDS allows you to generate batches of letters or e-mails, so that you don’t have to create a letter student by student
•
Based on how you design your template, you can have a batch of students all qualify for the same template, but receive completely different letters based on what messages they qualify for
•
Selection Sets identify the students you want to notify
Batch Process – Merge and Preview (Print) •
Choosing this option allows you to Merge and Preview, which opens up a Word document that you can preview before printing
Batch Process – E-mail •
Send large batches of emails to students instead of printing/wasting paper
•
Can batch e-mail any type of communication
•
Since e-mail goes directly to student and you don’t have a Merge and Preview option, testing templates is always a good idea (create a test student who qualifies for the template/messages or Merge and Preview your batch first)
•
Can be a time-saver
Templates at University of Rochester •
Primarily e-mail our students via coordinated batches
•
Counselors do e-mail their own students on a case by case basis (for example, changes to awards), but batches going out to more than 5 students are generally scheduled
•
Given the large number of templates, counselors rarely have to draft their own text, but can pick from several in the system (special request template!)
•
PowerFAIDS has helped us to develop our own specific Rochester style in our communications (tone, look, personalized messaging) and we are always improving our approach
Contact Information •
Amanda B. Carter Phone – 800.881.8234 [email protected]
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 •
•
Communication Options in PowerFAIDS •
Templates
•
Customization
•
Batch Communication Process
Examples •
How templates are used at University of Rochester
Communication Options – Templates •
Application Tracking
•
Award
•
Disbursement
•
General
Templates – Application Tracking •
Missing Information letters are used to notify your students of outstanding requirements
•
Determine how many notifications you want to send in an academic year (Communication Preferences); decide based on your school’s best practices
•
Letters can show what documents have already been submitted to confirm receipt as well as what’s still missing
Templates – Application Tracking, cont. •
Types of templates available •
Thank you – 1st notification to student
•
Follow-Up – Additional notifications if student still has missing documents
•
Last Chance – Just like it sounds, the last notification to go out, and student’s tracking status changes to Hold (HL)
Templates – Award •
Provides award information to student
•
Can also customize other details, including messages attached to funds or instructions for students selected for verification
•
Details of awards captured in the Communications log, so it’s easy to pull up historical award snapshot detail
Templates – Disbursement Notification •
Provides confirmation of federal loan disbursement information to student based on disbursement file
•
Includes loan disbursement information as well as customized text from the institution
Templates – General •
General templates can be used for any communication that does not fall into the other categories of templates
•
Templates can be tailored to each student through Float-ins, merge fields, and messages
•
Limitless possibilities in terms of what you can create
Templates – General, cont. •
University of Rochester has more than 70 general templates •
Application instructions/reminders
•
Loan process information
•
Satisfactory Academic Progress (SAP) information
•
Invitations to financial aid events on campus
•
Special requests
•
“Hey Dude” introductions/contact information
•
Ever-evolving communications, always adding more
Communication Options – Customization •
Merge fields – use to pull in student-specific information (pre-populated options that can be used instead of Float-ins)
•
Float-ins – use to pull in specific information from the Student module (12 Float-in fields can be used)
•
Messages – can create Selection Sets to pull a population to receive specific messages (for example, only those with Satisfactory Academic Program issues)
Customization – Merge Fields •
Simple way to customize template
•
Built into system through Insert Merge fields; default options
•
For example, can pull in student name, address, Alt ID, counselor name, and award information
Customization – Float-in Fields •
Float-in fields pull information into the template from the Student module
•
Can use Custom Data fields or PowerFAIDS programmed fields (anything with a mnemonic) to communicate with your student
•
Since there are 12 options, may need to be careful with what you choose to pull in, but you can also pull Float-ins into Messages, so keep that in mind
Customization – Messages •
Best way to customize your communication
•
Use Selection Sets to identify the population you want to provide specific information to
•
Can choose location of the message in the template (an intro vs. a closing paragraph)
•
Can even use Float-ins in the body of the message (for example, can pull in Alt ID)
•
Can have same message in multiple templates (for example, “you are selected for verification”)
Communication Options – Batch Process •
PowerFAIDS allows you to generate batches of letters or e-mails, so that you don’t have to create a letter student by student
•
Based on how you design your template, you can have a batch of students all qualify for the same template, but receive completely different letters based on what messages they qualify for
•
Selection Sets identify the students you want to notify
Batch Process – Merge and Preview (Print) •
Choosing this option allows you to Merge and Preview, which opens up a Word document that you can preview before printing
Batch Process – E-mail •
Send large batches of emails to students instead of printing/wasting paper
•
Can batch e-mail any type of communication
•
Since e-mail goes directly to student and you don’t have a Merge and Preview option, testing templates is always a good idea (create a test student who qualifies for the template/messages or Merge and Preview your batch first)
•
Can be a time-saver
Templates at University of Rochester •
Primarily e-mail our students via coordinated batches
•
Counselors do e-mail their own students on a case by case basis (for example, changes to awards), but batches going out to more than 5 students are generally scheduled
•
Given the large number of templates, counselors rarely have to draft their own text, but can pick from several in the system (special request template!)
•
PowerFAIDS has helped us to develop our own specific Rochester style in our communications (tone, look, personalized messaging) and we are always improving our approach
Contact Information •
Amanda B. Carter Phone – 800.881.8234 [email protected]
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.
