1.5.10 Student Communications

1.5.10 Student Communications Getting Started Checklist:

1. Using Templates for Students
2. Sending a Student an Email
3. Create and Complete Student Follow-up Events
4. Generate Student Letters
5. Sending a Student an SMS

1. Using Templates for Students

You may already have a number of email and letter templates that you are using to communicate with Students. Templates can be used with Email or Letters in ampEducator (Note: you can also assign Templates as auto-response emails in other functions of the software such as Forms). You can copy and paste these into ampEducator and where required you can also personalize the Template using data merge fields. Before you can use a Template you must first configure them under the Home Tools > Templates section. Once you have added a new Template you can customize the text and then you can send an email or generate a letter using the Template. You can also include attachments in the Template if you are using it with email to save time adding them later.

2. Sending a Student an Email

If you want to send a Student an email you can do this here.  If you want to use a Template then you can click the </> Template Icon and load the Template you created under Home Tools > Templates. This will create the Template in the Email Content window, if you prefer to attach the Template as a Letter you can create the Template Letter first and then attach it to the Email

Email will work by default in ampEducator using your software email address assigned when your User Account was created. All Emails sent out from ampEducator are tracked including responses. If you want to use your own email to send to Students then you will need to configure this first see Communications Guide for more information. Note: It is important to ensure that your Student has Opt-In to receive email from you, if not this should be done under the Student Profile > Admin section.

3. Create and Complete Student Follow-up Events

ampEducator provides a Calendar for each Staff & Instructor User composed of Events that are assigned the User. When you create a New Event for a Student you can create an Event for the Assigned Advisor or any other Staff member to that Student. The current (Advisor) Staff will be show in brackets next to the Staff name.

 If you switch the assigned Advisor to another Staff member the Events for the Student will then become Events for the new Advisor. Events can be simple Todo, Meeting, Phone Call In/Out and all require at least a date to be added. To see all Events in one place go to Communications Tools > Calendar. Upcoming Events can also be shown on the Home > Agenda. Each Event has Status of Completed = Yes/No with Results. You can also set up Recurring Events when required.

4. Generating Student Letters

Just like Emails, you can create Letters from scratch or use Templates to create Letters for Students. Once the letter is created you can then save as PDF into Student documents or download as PDF. You can do this by using the Icons to the right of the Letter.

5. Sending a Student an SMS

ampEducator allows you to send SMS (Text) messages to Students. In order to do this you must first pick as SMS provider, a phone number and then configure the SMS settings in Institution Configuration see Communication Guide. Once you have set up SMS in ampEducator you can send out SMS as long as the Student has a Mobile phone entered and the Country Code selected. The SMS will go out to the Student Mobile phone number in the profile and if they respond the assigned Advisor will get an email with the contents of the SMS response from the Student as follows:

All send and received SMS to the Prospect are tracked under the Prospect Communications SMS:

You can see all SMS that you have sent in one place under Communications Tools > SMS on the main navigation bar: