Please note: The Example below for sending bulk communication events with an attachment assumes that a default has been set up in the report builder and uses the CANs notice. It includes instructions for checking the census date for it. If you are sending other attachments ensure that the dates required for that type of attachments are correct

e.g. Final grades, invoices etc.

1. record is cleared.

2. Click on the System tab in the

1. menu

2. Click on the Edit Time Period option in the

1. menu

2. Click on Census Period from the drop down box for the time period type

3. Click on the Search Time

1. Periods button.

2. Ensure the

1. census date has been correctly recorded for the

1. current period.

2. Click on the Reports tab from the

1. menu.

2. Click on the Report Builder option from the

1. menu

2. Scroll to the Saved

1. Report Descriptions section

2. Click on the Global

1. Reports drop box and select

1. a suitable report that your institution has set up to generate a bulk student list if one has already been setup. Click on the Load Report button (Jump to Step 13)

1. .

2. If a suitable report has not yet been setup, in the Base Report Descriptions section, select ‘Student Course Enrolment Details’ as the Base report and click on the Load

1. Base Report button.

2. In the Report Columns section, hold the Ctrl key to select multiple columns as required, ensuring that the key fields are included for the type of report you are trying to generate.

3. Ensure that the Base Report Parameters are correctly set to cover the required

1. unit enrolment start and end dates and

1. enrolment status values to produce a list that contains the required students.

2. Scroll down to the

1. Format Report section

1. . Click

1. the Bulk Student Select 

1. radio button 

2. Click the Produce Report

1. button

2. This will take some time to run, and will depend on the scope of the list being created. Please wait for the screen to refresh and reload with a list of the students returned by the report.

3. Once the bulk list of

1. students appears, click on the tick

1. box for each student who is to receive the communication. You may choose to select all and then deselect specific students from the list, or you may choose to select only specific students from the list.

2. Scroll to the bottom of the page and click the Add Selected to List

1. button. This may take a few moments to store the list in memory. Please wait for the list to appear.

2. Click on the Student tab from the

1. menu.

2. Click on the Communication Event option in the

1. menu (

1. or click on the Hat

1. icon at the top left hand corner of the screen and then click on the

1. Communication option)

2. Enter the Communication Name

1. , which will become the subject of the email

1. , e.g. CAN - Semester 1 2018.

2. Select the Communication

1. Type, e.g. Email.

2. Select a Communication Template Message

1. for the body of the email

2. Edit the Communication Description/Email Body field to add in any additional information or updates to the body of the message. You may choose to include options from Table 2 above (each wrapped inside curly braces eg. {email_first_name} {email_last_name} ), or add text that is to appear in the main body of your email.

3. Set the Communication Status to Sent from the drop down menu.

4. Click the Save New

1. Communications for Loaded

1. Students button.

2. Click the Reports tab from the

1. menu

2. Click on the Letters option from the

1. menu

2. Scroll to the Commonwealth Assistance Notice report and click the Get

1. Report button

2. Check the parameters in the report section and click the Create

1. Report for Communication Events

1. button. This will take some time to complete, while each report is generated individually. The progress bar provides an indication of the rate of progress.

2. Click on the Page icon

1. to check the

1. CAN notices are for the correct period and are attached for the correct person for a few of the records.

2. Click on the tick boxes

1.  for the ones that are to be sent. 

2. Click on the Email Selected Recipients with

1. Attachments button. This will take time to complete.

2. The

1. emails have now been sent. 

2. Check the

1. status of the sent emails to

1. verify whether any have not been successfully sent. These will need to be either resent or posted.

1. record is cleared.

2. Click on the System tab in the side menu

3. Click on the Edit Time Period in the side menu

4. Click on Census Period from the drop down box

5. Click on Search Time Period button.

6. Ensure the Census date is correct for the required period.

7. Click on the Reports tab from the side menu.

8. Click on

1. the Report Builder

1. option from the side menu

1. Find the Saved Report Descriptions section

2. Click on the Global reports drop box and select

1. a suitable report that your institution has set up to generate a bulk student list if there is one already exists. Click on the Load Report button (Jump to Step 13)

1. .

2. If not, select ‘Student Course Enrolment Details’ as the Base report, click on Load Base Report button.

3. At Report Columns section, refer to the above table 1, hold Ctrl key for multiple select the required columns.

4. Ensure that

1. the Base Report Parameters

1. cover the required units dates and enrolments status to produce the required students.

2. Scroll down to the

1. Format Report section. Click the Bulk Student Select 

1. radio button 

2. Click

1. the Produce Report

1. button

2. Once

1. a bulk list of

1. students created, click on

1. the tick box against a list of required students to send communication to

2. Scroll to the bottom of the page and click

1. the Add Selected to List

1. button

2. The Bulk list of students has now been produced. 

3. Click on

1. the Student

1. tab from the side menu.

2. Click on

1. the Communication Event

1. option in the side menu (Or

1. click on the Hat

1. icon at the top left hand corner then

1. select the

1. Communication option 

1. Enter the Communication

1. Name

1. , this becomes the subject of the email

1. , e.g. CAN - Semester 1 2018.

2. Select the Communication

1. Type, e.g. Email.

2. Select a Template Message

1. for the body of the email or options to type in the main body of your email.

2. Add in any additional information or updates to the body of the message.

3. Set the Communication Status to Sent from the drop down menu.

4. Click the Save New Communication for Loaded

1. students button

2. Click the tick boxes

1. next to the students to send the communication event to (alternatively click the select all box)

2. Click the Email Selected Recipients

1. button.

2. The Emails have now been sent. 

3. Check the Statuses of the sent emails to check if any failed sending. These will need to be either resent or posted.

1. record is cleared.

2. Click on the Student tab from the side menu

3. Click on the Search Course option from the side menu.

4. Click on the Course name drop box to select a single course.

5. Select other options from the Course enrolment search box to

1. filter down so it produces a list of required students.

2. Click on the Search Course

1. Enrolments button.

2. Click the tick boxes 

1. next to the students to send the communication event to (alternatively click the select all box)

2. Scroll down to the bottom of the list and click on the Add Enrolments to List

1. button.

2. Click on the Communication

1. option in the side menu (Or Click on the Hat

1. icon at the top left hand corner then

1. select the communication

1. option.

2. Find the Communication section

1. , enter the Communication Name

1. , this becomes the subject of the email

1. , e.g. CAN - Semester 1 2018.

2. Select the Communication type - Email.

3. Select a Message template for the body of the email or type the main body of your email.

4. Add in any additional information or updates to the body of the message.

5. Set the Communication Status to Sent.

6. Click the Save New Communication for Loaded

1. Students button

2. Click the tick boxes

1.  next to the students to send the communication event to (alternatively click the select all box)

2. Click the Email Selected Recipients

1. button.

2. The Emails have now been sent. 

3. Check the Statuses of the sent emails to check if any failed sending. These will need to be either resent or posted.

2. Click on the Search option

3. Enter one of the following options into the relevant search box: Student Number, Student's Family Name / Surname

4. Click on the Search Student Button

5. This will return a list of students that meet the above criteria

6. To further filter the search results, in the search box above the list of results, start typing the student's Given Name or Family Name.

7. When you find the record you are looking for, click on the Student No field, highlighted as a blue link at the left side of the row.

8. The Summary page of the student's record is now shown.

9. You can either click on the Communication Event option in the side menu (if applicable)

10. or click on the student’s name located at the top left corner to access the communications event.

11. Find a list of the sent email records and click the pencil icon to view the record as well as any attachment.

12. The email has now been loaded.