1.    Purpose

These procedures will guide {INSERT TEAM NAME} through [list] process(es)].

2.    Scope

The {INSERT TEAM NAME} will be impacted by this procedure.

3.    Roles and Responsibility

{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for [list action].

4.    Definitions

5.    Procedure

5.1.         Automated Scheduled Communications

Actors

• Regent Award

Pre-condition

• Student has met communication filter requirements.

Basic Flow

1. Communications are scheduled to run via the runbook.

Post-condition

• Student communications are generated and sent.

5.2.         Generating Single Communications

Actors

• Student
• Any user with appropriate permission to update documents 
• Regent Award

Pre-condition

• Student has met communication filter requirements.

Basic Flow

1. The User will search for the student to whom you wish to send a communication.

   1. Navigate to the Activity tab on the Student record.
   2. Select the appropriate communication type from the Communication dropdown under the Send Communications section.
   3. Select the appropriate Email Address Type.
   4. Click “Add” to generate the email communication. 
   5. Select the recently generated communication in the activity log.
   6. Select the envelope symbol in the Activity/Description column next to the email address to send the communication.

   7. Communication Details displays.

      1. The system displays a confirmation pop-up that the communication was sent successfully.

Post-condition

• Single communication was successfully generated and sent from Regent Award.

5.3.         Generating Batch Communications

Actors

• Student
• Any user with appropriate permission to update documents
• Regent Award

Pre-condition

• Student meets filter requirements for selected communication templates

Basic Flow

1. The User navigates to the Processes in the left menu bar, select the “Generate Communications” option.
   1. Select the type of communication to be generated in batch from the Communication Template dropdown list.
   2. Select “Generate” button to initiate.
   3. Select the Process Log under the Processes tab.
   4. Filter by “Communication” under the Process Type column of the log.
   5. Click on the Communication recently generated.
   6. On the Details tab at the top of the screen, select “Send Communication.”
      • Note the processed and unprocessed records on the right side of the screen.
2. View the students that were sent the communication via the Students tab in the Process Log.
3. View any errors via the Error Log tab.

Post-condition

• Batch communications were successfully generated and sent.

Alternative Flow 

Removing student from communication batch.

• Generate communications as outlined above.
• Navigate to process log.
• Click on the Communication recently generated.
• Click on student tab.
• Review students and delete any that should not receive the communication.
• Navigate back to details tab and click send.

6.    Workflow