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 the profile drop down > PlatformManagement. Once in PlatformManagement, navigate to Settings > Platform Communications and select the StudentForms tab.



Communication Settings

The Communication Settings page allows institutions to manage individual settings for each purchased CampusLogic product, including controlling the use of SMS notifications, email from and display names, and controlling which individual notifications are enabled or not.


Note: 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.


  • turn on Notification/Alerts master switch
  • click the Save button before making any other updates

Communication Settings

This section allows an institution to manage whether SMS notifications can be sent for the product as well as controlling the display information for email notifications sent from StudentForms.

  • Enable SMS: Allows an institution to enabled/disable SMS text messages sent from StudentForms.
    • 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: Allows an institution to manage the email address display on the notification sent from StudentForms. (i.e. "finaid@school.org")
  • Sender Display Name: Allows an institution to manage the display name on the emails sent from StudentForms. (i.e. "The Office of Financial Aid")



Managing Notifications

Communications sent from StudentForms are grouped into three main categories: Reminder Notifications, Account Management Notifications, and File and Document Notifications. Reminder Notifications are communications that are set out on a timed basis, managed by the institution. Account Management and File and Document notifications are sent out at the time a specific action has been taken.


For all communications, users are able to edit the body of the email and SMS/text message, if enabled.

  • click the Edit (pencil) button to open and edit a communication message (see more below)


For all communications except Account Management Notification emails, institutions have the ability to enable/disable individual notification emails and/or SMS text messages.

  • turn Off the switch to an individual template's email or SMS/Text swith to disable that communication
  • turn On the switch to an individual template's email or SMS/Text swith to re-enable that communication
  • click the Save button on the top of the page to commit any changes


Reminder Notification Settings

The Reminder Notifications Settings allow institutions to manage the timing and frequency of reminders for outstanding tasks sent to students and/or parents.



Reminder notifications can have the frequency and max limit of notifications managed separately, for both email and SMS text.

  • enter a valid number to any max reminder limit/frequency in days field to make an adjustment
  • click the Save button on the top of the page to commit any changes


The following reminder notifications can be managed by the institution:

  • Task Reminder: sends email and text reminders to students that have an outstanding task
    • Task Reminder Maximum: Allows an institution to set the total number of reminders a student receives by email or SMS  
    • Number of Days Between Reminder Communication of Outstanding Tasks: allows the institution to set the number of days between reminders
    • Please note about Task Reminders:
      • 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: sends email and text reminders once new award year ISIR is imported into StudentForms
    • New Award Year Reminder Maximum: allows an institution to set the total number of reminders for new award year that a student receives by email or SMS  
    • New Award Year Reminder Days Between: allows an institution to set the number of days between reminders
    • Please note about New Award Year Reminders:
      • Requires the student to have an account created and no outstanding tasks, the student will receive Task Reminder instead
      • 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
  • Parent Task Reminder: sends email/text reminder to the parent that they have an outstanding task
    • Parent Task Reminder Maximum: allows an institution to set the total number of reminders a parent receives by email or SMS
    • Number of Days Between Reminder Communication of Outstanding Parent Tasks: allows an institution to set the number of days between reminders
    • Please note about Parent Task Reminders:
      • 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 enabled

Account Management Notification Settings

The Account Management Notification Settings allow an institution to manage communications related to account settings. All email bodies can be edited, but cannot be disabled.


The following account management notifications can be managed by the institution:

  • 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

The File and Document Notification settings allows an institution to decide which notifications are sent and by which delivery method. These are trigger by specific actions taken place within StudentForms - they only get sent once and then the task reminder notifications take over. 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.


The following file and document notifications can be managed by the institution:

  • 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 Application Denied: communication triggered whenever a staff user denies an EFA appeal
    • school may choose to include outcome comments in communication
  • Emergency Fund Application Rescinded: 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: communication triggered to students when a staff user manually selects for verification letting the student know that there are now verification requirements to be completed


All changes must be saved on the page in order to commit.

  • Click the Save button on the top of the page to save any changes to communication settings


Editing 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


Each email and SMS communication can be edited. Emails can have both the subject and body edited, while the SMS is just the text message body.

  • click the Edit (pencil) button to begin editing a template



The email notifications functionality supports html emails. An institution 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 "HTML Editor </>" button option on the right.

  • click the "HTML Editor </>" button to view the body in html format


Please note that 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 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.