RCFN.MDB Setup

1. RCFN.MDB Setup This is an ACCESS 2000 format database Save the RCFN.MDB database to your local or network drive Open the RCFN.MDB Click on the Tools Menu Select Database utilities Select Linked Table Manager

2. RCFN.MDB Setup (cont.) Click the Select All button Click the ‘Always prompt for a new location’ check box at the bottom of the Linked Table Manager window Click OK

3. RCFN.MDB Setup (cont.) Select your school’s Replicated database from the Machine Data Source and Click Ok Enter your User Id and Password then click OK

4. RCFN.MDB Setup (cont.) Click OK Click Close

5. RCFN.MDB Queries Click on the Queries Objects

6. RCFN Drop Candidates AR2516CB must have been run in Update Mode Run the “RCFN Drop Candidates” query Enter Term Query Results: Student Id Term and Term Description Obligation Date Amount Due, Tuition Paid and Total Paid Student Name

7. RCFN Drop Candidates with Addresses May include multiple addresses for a candidate AR2516CB must have been run in Update Mode Run the “RCFN Drop Candidates” query Enter Term Query Results: Student Id Term and Term Description Obligation Date Amount Due, Tuition Paid and Total Paid Student Name Address Type Street Address City, State Zip & Zip Suffix Foreign Zip, Country Telephone, Foreign Telephone Prefix

8. Save RCFN Drop Candidates AR2516CB must have been run in Update Mode Run the “Save RCFN Drop Candidates” query Query Results: This query stores all of the Drop Candidates in a table named “Previous RCFN Candidates”. It is used with the “New RCFN Drop Candidates” query. When it runs, you may receive 2-3 messages about replacing data in your table. Click Yes to all of them. The last message will show you the total number of rows being written to the table. This includes ALL candidates from ALL terms.

9. New RCFN Drop Candidates Follow instructions on “Save RCFN Drop Candidates” query Run AR2516CB again after additional students have registered in ISRS Run the “New RCFN Drop Candidates” query Enter Term Run the “Save RCFN Drop Candidates” query again to save the current set of candidates Query Results: Student Id Term and Term Description Obligation Date Amount Due, Tuition Paid and Total Paid Student Name

10. RCFN Drop Students who have re-registered Run AR2516CB in Update Mode. Run the “RCFN Drop Students who have re-registered” query Enter Term Query Results: Student Id Term and Term Description New Course Id and Title Registration Time Stamp Student Name

11. Courses affected by RCFN Drop Candidates AR2516CB must have been run in Update Mode Run the “Courses affected by RCFN Drop Candidates” query Enter Term Query Results: Subject Course and Section Numbers Course Techid Course Title Term Total number of students enrolled Number of registrations affected.

12. Majors affected by RCFN Drop Candidates AR2516CB must have been run in Update Mode Run the “Majors affected by RCFN Drop Candidates” query Enter Term Query Results: Major Description Term Number of candidates.

13. Majors affected by RCFN Dropped Registrations AR2518CB must have been run in Update Mode Run the “Majors affected by RCFN Dropped Registrations” query Query Results: Major Description Term Number of candidates.

14. Student Majors affected by RCFN AR2516CB must have been run in Update Mode Run the “Student Majors affected by RCFN” query Enter Term Query Results: Major Description Term Student Last Name Student First Name Major End Date Major Status code Student Tech Id

15. Student Minors affected by RCFN AR2516CB must have been run in Update Mode Run the “Student Minors affected by RCFN” query Enter Term Query Results: Minor Description Term Student Last Name Student First Name Minor End Date Minor Status code Student Tech Id

16. Majors and Minors affected by RCFN AR2516CB must have been run in Update Mode Run the “Majors and Minors affected by RCFN” query Enter Term Query Results: Major or Minor Description Type Term Student Last Name Student First Name Major or Minor End Date Major or Minor Status code Student Tech Id

17. Mail Merge and Addresses Because students may have many types of active addresses, someone needs to select which address to use if you are doing a Mail Merge. Otherwise, you will get query results with 2 or 3 different addresses for many students. To address this, a table has been created in the RCFN.MDB database called Address_Priority. In this table are the current valid address types and a column to identify a priority. The RCFN Drop Candidates with Addresses query uses this table to select the address to use for each student. It starts with address type 1 and if no active address exists for that type, it looks for address type 2, then type 3 etc… If no active address is found, the query will return empty address information for the student.

18. Mail Merge and Addresses To identify the Address Priority, open the Address_priority table from the Tables Objects Enter the priority in the ADDR_PRI column. Setting two address types to the same priority will produce query results for both addresses The query uses the lowest number to determine priority (1,2,3…)

19. Mail Merge and Addresses Run the Create Address Priority query to refresh the Address_Priority if new address types are added. After running the query, you will need to set the address priorities again.

20. Mail Merge The RCFN Drop Candidate with Addresses query may be used as an input source for a Microsoft Word Mail-Merge Right Click on the RCFN Drop Candidate with Addresses query name Select Export

21. Mail Merge (cont.) Save the file as type Microsoft Excel Store it to your desktop or My Documents folder as type Microsoft Excel 97-2003 Click Export Use the Excel file as the input source in your Merge document.