Introduction 


The StudentForms product 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.


  • To use the automated communication functionality within the product, set Enable Communications 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 must 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. 


Reminder Notification Settings

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


  • Task Reminder - Sends email and text reminders to students that they have an outstanding task
    • School may turn on/off email and text reminders individually
    • School may edit content of email and text by selecting edit button
  • 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 student logs in and performs action on account or a new task is added
  • New Award Year Reminder - Email/Text sent once new award year ISIR is imported into StudentForms
    • School may turn on/off email and text reminders individually
    • School may edit content of email and text by selecting edit button
    • Requires student to have account created
  • 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: Student continues to receive new award year task reminders until the student logs into StudentForms or the maximum number of communications are sent.
      •  Once student has logged in after 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 2018-2019 processing on 03/01/2018, first new award year reminder will be sent 03/04/2018. 
  • Parent Task Reminder - Sends email/text reminder to parent that they have an outstanding task
    • School may turn on/off email and text reminders individually
    • School may edit content of email and text by selecting edit button
  • Parent Task Reminder Maximum - Set the total number of reminders a parent 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: Parent continues to receive task reminders until either parent completes task or maximum is reached
    • Maximum resets when student logs in and performs action on account or a new task is added
    • Student receives a notification when parent completes task 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 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 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
  • Communication Verification- Email sent to students when they opt to verify their email address as a password reset option. By default the template includes a link the student can click to verify email address. This notification cannot be deactivated. 
    • 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
  • Email Updated - Email confirmation generated when student changes email address through profile settings. By default the template includes a link for verifying email address.
  • 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.
    • Email includes link to verify email address
    • Email includes parent username
    • Please Note: It is extremely important for parent users to verify their email address, it is the only way for the parent to  unlock their account, reset their password or retrieve their username.
  • Parent Confirmation of Communications Unsubscription - Confirmation email sent to parent when they unsubscribe from email notifications. This communication can only be sent as an email notification. 
  • Parent Signature Request - Sends parent email to create account for e-signature and for additional e-signatures after account creation.
  • Reset Password Request - Sends link for password reset.
    • Please Note: After entering email in the reset password field, if user receives any type of error message this indicates that multiple users have the same email address.  The duplicate email addresses must be changed for the reset password to work.
  • School User Account Creation Confirmation - Confirmation email to school user after they have created their account.
    • This communication is only sent for Direct Sign On evironments
    • Once SSO is enabled for a school using Single Sign On, This communications does not get sent
  • SMS Subscription Confirmation - Confirmation sent after student subscribes to text messages.
  • Student Confirmation of Communications Unsubscription - Confirmation email sent to student when they unsubscribe from email notifications. This communication can only be sent as an email notification.
  • Two-Step Authentication Verification Code - Code sent to user for login when Two-Step Authentication is turned on.
  • Student Phone Number Update By School - Communication sent when school user updates mobile phone number for student



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 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 
  • 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 student no 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 can choose to modify the text and in the case of email choose to include branding and 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, 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 icon next to an active notification. 




The email notifications functionality supports html emails. So you can format text, insert links or images, and paragraphs using the toolbar provided. Additionally, the html for the email can also be directly accessed in the editor by clicking on the   icon. 


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 that 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 or can be dragged and dropped onto the template. 

 

  • After editing your template click Save and then close the editor. Then click Settings on the Communication page to return to the School Settings page.