Satisfactory Academic Progress
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      How to Create Automated Communication Templates Based on SAP/Academic Status.

      Email and text automation helps the Student Service staff engage with students in a more efficient way about their SAP Standing.

      Users will set up communication templates to be sent to the student at the end of the term once all final grades have been entered and SAP status has been determined. 

       

      Users can multi-select more than one SAP or Academic Status type per email, so that the same verbiage can be used for multiple statuses with one template.  Best practice: only 1 template should be created per academic status type by 1 user.  Users who have administrator or "AutomatedTemplateCreator" have access to this feature.  Please contact your IT to add this role to your VIAS employee account to create automated communication templates. 

      1. To create automated email/text templates, go to Home > Comm Templates > System. Click on System

      To create automated email/text templates, go to Home > Comm Templates > System. Click on System

      2. Click on Add Template

      Click on Add Template

      3. Give your template a name.

      Give your template a name.

      4. Choose your school. Each school/campus will need to have it's own automation template for academic status. Also choose if the template type. Email or Text.

      Choose your school. Each school/campus will need to have it's own automation template for academic status. Also choose if the template type. Email or Text.

      5. Select Custom from TYPE this is an important step.

      Select Custom from TYPE this is an important step.

      6. Type in the email subject.

      Type in the email subject.

      7. Select Academic Standing from CATEGORY:

      Select Academic Standing from CATEGORY:

      8. Choose your academic standing for your template. This is a multi-select box if the user wishes to create the same template for more than one status.

      Choose your academic standing for your template. This is a multi-select box if the user wishes to create the same template for more than one status.

      9. Use dynamic fields to personalize the email or text.

      Use dynamic fields to personalize the email or text.

      10. Type the body of the email or text.

      Type the body of the email or text.

      11. Click on Save Template

      Click on Save Template
       

      Best Practices for Running SAP within VIAS 

       

      1. All term grades need to be entered and finalized. 

       

      Run the Missing Grade Report to make sure all term grades have been entered.  If a grade is missing, SAP will automatically default the student to Good Standing. 

      Missing Grade Report 

       

      2. Manually changing F grades to FR after the student has repeated the course. 

       

      The student’s last completed term’s finalized grade will need to be removed, saved, then re-added, finalized, and saved to reset the student’s cumulative GPA. The F Student Report will display all students who have a FR grade.  (If VIAS changes the course grade F to FR because the student's failed course is repeated and passed, the SAP GPA will automatically update.) F Student Report

      How to run the SAP Report 

      Read the article for specific steps. SAP Report

      1. Remember to use a term or type in the start date. 

      2. Choose all programs that have completed the their term so no duplicates are listed within your report. 

      Important Points about SAP Automation 

      • Remember that GPA is the component of SAP that is automated. 
      • The percentage of credit hours earned of the credit hours attempted "Cum Hours Ratio" is NOT part of the automation.  This requires manual monitoring. 
      • Also, Maximum Time Frame is NOT part of the automation. Time Frame also requires manual monitoring. 
      • Once the status has been changed to the status of the automated template, then the student will receive the automated communication.