ATRK & CMC—The Perfect Pair

Presentation Outline Brief Introduction CMC Screen & The 4 Definitions of Communications Management ATRK Screen Tying together CMC & ATRK Next Steps Questions Presentation Outline

Located in Burlington, VT Private, Four-Year Institution Undergrad population of 1,950 Admission Office started using Colleague in 2004 Prior to using Colleague our legacy system was a homegrown system which we used for 30 years and was rewritten in 1990

CMC—Communications Code Screen CMC gives you The ability to combine the 4 definitions of communications management into one screen.

4 Definitions of Communications Management Documents—letters, lists, s, etc. – DOC screen Requests—electronic check list – CRRD screen Tracks—time sequence documents – TRC screen Codes & Triggers—important for reporting & communications management – CMC screen

1. Documents--DOC Screen Document type Important Areas: Name and description Office Rights History Send Multiple Document File Setup is where you select your merge criteria This screen is used to create various letters, lists, s, etc.

DFS Screen—Document File Set Up Select appropriate merge file Select appropriate merge criteria Important Areas:

Documents—Hardcopy Document Options Important Areas: Hardcopy Document Options is where you create your document

Documents—Hardcopy Document Options This document was created in Microsoft Word using a table which contains various data elements

2. Requests--CRRD Screen Office Rights Important Areas: Code and description Codes are created to determine what information is needed. Specification is given to it being required for all or for specific populations determined by a rule. An electronic checklist to keep track of information received

Requests, cont. Requests can be tied to rules. In this example, a student is required to have an early decision agreement form if they are a certain admit status.

Requests, cont The requests are maintained on the CRI screen. The status column is used to keep track of the information received. The choices in this field are: Incomplete Received Waived

3. Tracks—TRC Screen Important Areas: Code and description Office Rights Documents are then added and produced within a certain number of days or by a certain date. Good for time sequenced mailings

4. Codes & Triggers—CMC Screen Office Rights Important Areas: Code and description Documents Requests Tracks Codes can be created for reporting purposes and special triggers for communication flows

Codes & Triggers, cont. A code is placed on a record. It can then be used for reporting purposes. A trigger can also be placed on a record, to start various communication. Triggers are assigned via the ATRK screen.

ATRK--Admission Tracking Rules Admissions tracking rules let you integrate information recorded in the Recruitment/Admissions module with CMC codes defined in the CM module. Colleague evaluates your admission tracking rules each time you update an individual’s prospect, applicant or application record. For each rule found true, the CMC code is assigned to the prospect, applicant or application.

Code—Assigned via the ATRK screen Example: When an application is received from the Common Application, a flag is placed in a user field. If that flag is present, a code is placed on the student record and marked as received.

Trigger—Assigned via the ATRK screen Example: When an application is entered into Colleague, a Trigger is placed on the student’s record. It allows us to do a variety of things…

Immediate Print Documents are scheduled to print when the code is stamped on to the student’s record. Verify Sheet Procedure Sheet Missing Information Labels File name labels Immediate Print Documents

A Correspondence Requests List was created to keep track of what information is needed on each applicant. As information is received the request list is automatically updated. When all information is received the students status will automatically change to in process complete. In Process Tracking Correspondence Requests

Follow up on the following Tracks--Allows us to add or delete tracks for timed mailings Various timed mailings Tracks

The various processes that are on the CMC screen are run via Process Correspondence Batch (PCB) Verify Sheet for Student File

Procedure Sheet for Student File

Labels File Name Labels Address Labels

Missing Information Letter

Next Steps Map out your office’s workflow with all vested parties. Brainstorm what letters, documents, s, codes you would like to process. Coordinate your needs together using a trigger or a combination of triggers. Document your decisions

Questions?? Diana Matot Champlain College x5975