Correspondence Module - How to Schedule Correspondence

Placing Agency Related Guide (PARG)

Summary:
Placing Coordinators can setup a schedule for automatic generation of correspondence, for example:

a confirmation letter, to be generated 10 days before placements start, or
a preceptor thank you letter, to be generated 5 days after placements end.

Scheduled Correspondence is an advanced feature available to educational programs that routinely send certain documents before, during, or after a placement. Each course can be setup with a default schedule, such as a mid-point evaluation reminder to be sent 15 days after the placement starts. The scheduled document then appears in a Correspondence Schedule with a "due date" for when the document should be generated and delivered by a user in the Placing Coordinator (PC) role.

Background
The Correspondence module allows users to merge HSPnet data with a document template to create customized letters, forms and notices. See the Quick Reference Guide entitled Correspondence Module (CORR) for detailed instructions on this feature.

Setup the Course defaults for scheduled correspondence To setup a default correspondence schedule for a course, navigate to Setup/Lookup  Courses and open the Course Profile . View the Correspondence tab for options to schedule document generation. Click Add to schedule a document for delivery. Select a correspondence Template from the dropdown, and define the generation rule by entering number of Days and the Rule to be applied. In this example, the selected template will be scheduled for generation 10 days before the placement end date. Click to continue. You can return to this screen to Edit the default course schedule if needed.
Review and Activate the schedule in Cohorts In Cohorts, an icon appears if any course has a default schedule for correspondence in the course profile. Click the icon to review and activate the schedule. a. Review the list of scheduled documents that were "inherited" from the Course Profile. b. Click Edit to adjust the default schedule (for this term only), or you can Delete a document if not needed in this term. While editing, select an individual to receive an automatic email reminder when the scheduled correspondence is due. c. Once the schedule is activated, the Correspondence Schedule icon will no longer be faded, indicating the schedule is set.
Monitor the Correspondence Schedule In Correspondence  Schedule, you can monitor letters and the scheduled date for generation. This date appears as the "Earliest Due Date" in case the course has rotations or if some placements have different start/end dates. Earliest Due Date is displayed for each course, based on the actual placement dates of the placements for the course (e.g. Rotation 1 for a course with 2 rotations). If Earliest Due Date is today or in the past, it is displayed in red. a. To cancel a scheduled generation (for this cohort and term only), click Delete . b. To proceed with generating documents for the selected term and course, click the Template icon to proceed.
Generating correspondence and monitoring documents to be delivered The Template icon opens the Correspondence Template Maintenance window (from the CORR module) with familiar options for generating based on placement status, etc. The screen displays a dropdown to allow changes to the generation rule previously selected (such as "10 days after start date"). If one or more letters should be sent on a different date (e.g. to send letters earlier for students in out-of-province locations) change the dropdown to Custom" to allow entry of a different date. When all options are selected, click to generate a list of placements for this term and course. De-select any placements that should not have this document generated. As each document is generated it will be added to the Scheduled Correspondence Queue; click this link to view the queued documents awaiting delivery.
5. A Due Date for delivery is displayed for each document, based on the actual dates of the placement. If Due Date is today or in the past, it is displayed in red.

Things to Remember

The Scheduled Correspondence Queue holds documents that are generated for scheduled correspondence only; all other reports and non-scheduled correspondence are held in the regular Report Queue.
Documents will be held in the Scheduled Correspondence Queue for 50 days.
An email reminder will be sent:
- To the PC designated in Cohorts to receive notices when scheduled correspondence is due to be generated; and
- To the user who generated the correspondence when due, when generated correspondence is due to be delivered.