Introduction

StudentForms includes automated communication via email and/or SMS/text to students and parents to notify them of changes to their records. Institutions can choose which events trigger a notification, modify and style the content of that notification, and control settings for how often reminders are sent to students. Users with the Admin Role can access these settings under Admin>School Settings.



  • Click on the Communications tile.



The admin user is redirected to Platform Manager where all communications are housed for the school across all products. The school admin may also navigate to the communications by going to Platform Manager>Settings>Platform Communications>StudentForms
  • To use the automated communication functionality within the product, set Notifications/Alerts to "On". This activates the communication functionality in your environment and allows you to configure your settings and to manage your communication templates. 
  • After turning on the notification/alerts switch, the Save button should be clicked prior to editing individual communications.

Communication Settings 



  • Enable SMS(Text) - Set this to "On" to enable SMS/Text message notifications. Activation also allows students to enter a mobile number during account creation and manage mobile and SMS preferences in their profile settings.
  • Email From - Enter an institutional email address that will be used on all automated email notifications. 
  • Sender Display Name - The sender name displayed in email communications sent to student/parent.


Reminder Notification Settings

Use this section to manage the timing and frequency of reminders for outstanding tasks sent to students and or parents. 



A school may enable/disable each communication individually for email and sms/text. The school may also edit each communication by using the edit button.


Task Reminder - Sends email and text reminders to students that have an outstanding task

  • Task Reminder Maximum - Set the total number of reminders a student receives by email or SMS  
    • Maximum is per communication type
  • Number of Days Between Reminder Communication of Outstanding Tasks - Set the number of days between reminders   

Please Note: Student continues to receive task reminders until either student completes task or maximum is reached  
  • Maximum resets when the student logs in and performs the action on the account

New Award Year Reminder - Email/Text sent once new award year ISIR is imported into StudentForms

  • Requires the student to have an account created and no outstanding tasks, the student will receive Task Reminder instead. 
  • New Award Year Reminder Maximum - Set the total number of reminders for new award year that a student receives by email or SMS  
    • Maximum is per communication type  
  • New Award Year Reminder Days Between - Set the number of days between reminders   


Please Note: The student continues to receive new award year task reminders until the student logs into StudentForms or the maximum number of communications are sent.  
  • Once the student has logged in after the new award year ISIR has been imported into StudentForms, the new award year reminders stop, the task reminder communications take over.

Please Note: If the school is not ready to process the new award year in their system but would like to import their ISIRs into StudentForms, it is recommended they adjust their Start date in Award Year Dates for the date they will begin processing and turn off the new award year communications.  Once they get ready to process the new AY, they can turn on the communications, and they are sent to students based on the New Award Year Reminder Days Between setting.  I.E. School has days between setting set to 3 and turns on notification for 2022-2023 processing on 03/01/2022, first new award year reminder will be sent 03/04/2022. 


Parent Task Reminder - Sends email/text reminder to the parent that they have an outstanding task

  • Parent Task Reminder Maximum - Set the total number of reminders a parent receives by email or SMS  
    • Maximum is per communication type  
  • Number of Days Between Reminder Communication of Outstanding Parent Tasks - Set the number of days between reminders   


Please Note:  Parent continues to receive task reminders until either parent completes task or maximum is reached

  • Maximum resets when the parent logs in and performs the action on the account  
  • Student receives a notification when the parent e-signs document if communication for Parent E-Signed Webform is turned on  

Account Management Notification Settings 


This section allows an institution to decide which notifications are sent and by which method email and/or SMS/Text. In order to enable a notification to be sent by SMS/Text, SMS must be enabled in the Communication Settings section above.



By clicking "On" the following notifications are sent:


Account Creation Confirmation- Communication triggered to the student confirming that they have an account and have logged into StudentForms

  • This communication is only sent for Direct Sign-On environments
  • Once SSO is enabled for a school using Single Sign-On, this communication does not get sent


Parent Account Creation - Confirmation email to parents when they have created their account so they can e-sign for their dependent student. This communication can only be sent via email.

  • The email includes parent username


Parent Task Request - No account - Sends parent email that includes a link to create an account for e-signature.

  • StudentForms checks if the parent has an existing account when the link is clicked. If parent account exists that matches SSN, DOB, and Name on ISIR, they will be redirected to the login screen.


Parent Task Request - Existing Account - Sends parent an email that contains a link to the login screen. 

  • StudentForms determines if a parent account exists matching the information provided on the ISIR for parent selected. 


File and Document Notification Settings


This section allows an institution to decide which notifications are sent and by which method email and/or SMS/Text.  In order to enable a notification to be sent by SMS/Text, SMS must be enabled in the Communication Settings section above.

Please Note: The communications in this section get sent once and then the task reminder notifications take over.  I.E. if the school user requests a document from the request information button the student receives the Additional Information Requested communication.  If the student does not complete the request, the student then receives the task reminder email.


Additional Information Requested - Communication triggered when a staff user requests an additional document from the student.


Document Rejected - Communication triggered whenever a staff user rejects a document the student has submitted prompting the student to resubmit.


File Review Completed - Communication triggered when the file has been reviewed and verification is completed.


File Submitted Confirmation - Communication triggered when the student clicks the Finish button after completing all tasks and uploading all required documents to confirm to the student that his/her file is in queue to be reviewed by a staff person.


New Task Requested - Communication triggered whenever a student has a new task added from a subsequent ISIR


Parent E-Signed Web Form - Communication to student when parent has e-signed web form


PJ Appeal Manually Requested - Communication to student that school requested the appeal


PJ Dependency Override Appeal Approved - Communication triggered whenever a staff user approves a dependency status appeal
  • School may choose to include outcome comments in communication

PJ Dependency Override Appeal Denied - Communication triggered whenever a staff user denies a dependency status appeal 
  • School may choose to include outcome comments in communication  

PJ Dependency Override Appeal Rescinded - Communication triggered whenever a staff user rescinds the dependency status appeal at the student's request 
  • School may choose to include outcome comments in communication

PJ EFC Appeal Approved - Communication triggered whenever a staff user approves an appeal for EFC
  • School may choose to include outcome comments in communication

PJ EFC Appeal Denied - Communication triggered whenever a staff user denies an appeal for EFC
  • School may choose to include outcome comments in communication

PJ EFC Appeal Rescinded - Communication triggered whenever a staff user rescinds an appeal for EFC at the student's request
  • School may choose to include outcome comments in communication

SAP Appeal Approved - Communication triggered whenever a staff user approves a SAP appeal
  • School may choose to include outcome comments in communication

SAP Appeal Denied - Communication triggered whenever a staff user denies a SAP appeal
  • School may choose to include outcome comments in communication 

SAP Appeal Manually Requested - Communication that school has manually requested SAP appeal for student


SAP Appeal Rescinded - Communication triggered when a staff person rescinds a SAP appeal at the student's request
  • School may choose to include outcome comments in communication

Cost of Attendance Appeal Approved - Communication triggered whenever a staff user approves a COA appeal
  • School may choose to include outcome comments in communication

Cost of Attendance Appeal Denied - Communication triggered whenever a staff user denies a COA appeal
  • School may choose to include outcome comments in communication

Cost of Attendance Appeal Rescinded - Communication triggered when a staff person rescinds a COA appeal at the student's request
  • School may choose to include outcome comments in communication

Cost of Attendance Appeal Manually Requested - Communication that school has manually requested COA appeal for student


Emergency Fund Application Approved - Communication triggered whenever a staff user approves an EFA appeal
  • School may choose to include outcome comments in communication

Emergency Fund ApplicationDenied - Communication triggered whenever a staff user denies an EFA appeal
  • School may choose to include outcome comments in communication

Emergency Fund ApplicationRescinded - Communication triggered when a staff person rescinds an EFA appeal at the student's request
  • School may choose to include outcome comments in communication

Emergency Fund Application Manually Requested - Communication that school has manually requested EFA appeal for student


Custom Appeal Approved - Communication triggered whenever a staff user approves a Custom appeal
  • School may choose to include outcome comments in communication

Custom Appeal Denied - Communication triggered whenever a staff user denies a Custom appeal
  • School may choose to include outcome comments in communication

Custom Appeal Rescinded - Communication triggered when a staff person rescinds a Custom appeal at the student's request
  • School may choose to include outcome comments in communication

Custom Appeal Manually Requested - Communication that school has manually requested Custom appeal for student


Task Unwaived- Communication triggered whenever a staff user sets a waived task back to being required 


Task Waived - Communication triggered whenever a staff user waives a task as no longer required


Transaction Expired - Communication triggered whenever the status of a transaction is set to Expired letting the student know the tasks are no longer required. 


Transaction Unexpired - Communication triggered whenever an expired task is unexpired and re-opened letting the student know that the tasks are now required. 


Verification Manually Requested - Triggered to students when a staff user manually selects for verification letting the student know that there are now verification requirements to be completed. 


Click Save to save any changes to communication settings


Edit Communication Templates

StudentForms includes default communication text for both emails and SMS/text notifications. An institution may modify the text and in the case of email choose to include styling of email content.


It is recommended that at a minimum the school review/update the following communications:


  • Task Reminder - To provide student expectations and deadlines for verification 
  • New Award Year Reminder - If the school uses only this communication to notify the student they are selected for verification for subsequent years after initial notification sent prior to account creation, the school should ensure the communication meets the notification requirements for verification found in the AVG under the Required Policies and Procedures section
  • File Review Completed - To provide the student with what next steps are after verification is completed
  • File Submitted Confirmation - To provide the student an estimated time of when their file will be reviewed
To edit a specific template click on the Edit  button next to an enabled notification. 




The email notifications functionality supports html emails. Users may format text, insert links, and paragraphs using the toolbar provided. Additionally, the html for the email can also be directly accessed in the editor by clicking on the option on the right  .


Please Note: A plain text version of the email is also sent for students who may not be using an email client that supports html.  

 

Merge fields

Fields will be replaced with data from the system are available to personalize email content. Merge fields can be added to the communication by selecting from the right-hand menu. Make sure that cursor is a correct point in template prior to clicking the merge field. Editing the communications within StudentForms(PlatformManager) allows the school to include predefined merge fields in their communications. Please see the attached document for more information on what each merge field populates when used in communication. 


  • After editing your template click Save and then close the editor. Once finished editing templates, click Return to go back to StudentForms.

 

Note: Only the available merge fields in PlatformManager may be used.



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