Add a New 3C Checklist, Delete a Checklist, or Change an Existing 3C Checklist

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End users can request changes in the 3C Communications Checklists. The 3C Coordinator in your unit must then approve these requests. If the Communication Checklist is not found in your campus list, then you need to add a new one.

If you are adding a new Checklist, the 3C Coordinator in your office must approve the new checklist before it is submitted. A checklist will contain one or more checklist (communication) items and needs to be sequenced in terms of when each item is due. Discuss a new checklist with your coordinator in terms of how it should be designed and then submit it to the 3C group.

Checklist Spreadsheet

You can access the 3C Checklist Spreadsheet on the web, but you will need to open the spreadsheet and then save it on your hard drive in order to make changes to it. To do this, open the spreadsheet and then click on File. Choose Save As. Save it to your C drive with the title of 3C Checklist Spreadsheet and today's date. Once you have completed and saved your changes, you should include the spreadsheet as an attachment in an email to your 3C coordinator.

Access the 3C Communication Checklist Spreadsheet.

Please complete the Submitted by, Academic Unit, and Campus information at the top of the spreadsheet.

The spreadsheet that is provided for checklists has two tabs: Checklist Table where you can add a new checklist, make changes to an existing checklist, or delete an existing checklist. In the Checklist Items tab you can add checklist items, make changes to existing items or delete a checklist item.

Please complete the Submitted by, Academic Unit, and Campus information at the top of the 3C Checklist Excel Spreadsheets . You should then complete all columns in the spreadsheet. Your 3C Coordinator will complete this. Your spreadsheet should include the following:

Date: This is the date of your request. (10 characters- xx/xx/xxxx)

Action: Valid values are Change, Add, and Delete. (up to 6 characters)

Notes: Provide a very brief explanation of why you are submitting the request. For example, "New Checklist Process." or "Change to Existing Checklist." (no set character length)

Institution: Valid values are IUBLA, IUCOA, IUEAA, IUINA, IUKOA, IUNWA, IUSBA, or IUSEA.

Descr: This is the description of the checklist. It is a 30-character field and should follow the convention of describing the office responsible for the checklist and then what the checklist is. For example,

Adms Prosp Inquiry Response Lbl
Adms Intl Prosp Inq Resp Ltr

Please use Title Case for the Description.

Descr Short: This is the short description and is a 10-character field. Although you cannot assign much meaning in 10 characters, you can abbreviate the Descr and have some meaning in your Descrshort. For the above examples, you could use the following Descrshorts:

Descr	Descrshort
Adms Prosp Inquiry Response Lbl	AdmProsLbl
Adms Intl Prosp Inq Resp Ltr	ItlProsLbl

Admin Function: If you have any questions about which Administrative Function to use, please check with your 3C Coordinator.

Checklist Type: If you have any questions about which Administrative Function to use, please check with your 3C Coordinator.

Default Due Date/Due Days: Each checklist will have a total number of days or a specific date when it is due. You need to evaluate how you should construct the checklist so that when you add a checklist, you can assign a due date (if appropriate) or a total number of days when the checklist should be due.

Status: For new items, the status should be A (active). Only use I (inactive) for items already in the table that should no longer be active. (1 character)

Display in Self-Service: The default is for checklists to display in student self-service. Please indicate if you do not want to display this checklist.

Once you complete the first tab called Checklist Table spreadsheet, click on the tab titled: Checklist Items. Complete a line on the spreadsheet for each checklist item. This may be a new item you are adding, or it may be an existing checklist item you are associating with this checklist. Consult the list of checklist items to see if it already exists in the tables.

Action: Valid values are Change, Add, and Delete. (up to 6 characters)

Notes: Provide a note about why this change is being requested. If it is a change to an existing checklist or checklist item, please indicate that. If it is an addition, is it to the checklist or checklist item? If it is a deletion, is it to the checklist or checklist item?

Name of Checklist: Provide the checklist code with which you are linking the checklist items.

Checklist Item Description: Provide a brief description of each item you are associating with a checklist. Remember that each item should be placed on a separate line. For example, if your checklist is

You might want to associate a viewbook with that inquiry response letter. The viewbook would, therefore, be a checklist item in the spreadsheet.

Default Due Date: If there is a date when the checklist item is due, that date should be entered here.

Default Due Days: Each Item should be assigned a date or a number of days when it is due. If you did not assign a due date in the area described above, then you must assign a number of due days when the item will be due. The days should be the number of days that have elapsed or will elapse since the last item was due. For example, item #1 is due in one day; item #2 is due in ten days. Total due days would be eleven.

Checklist Seq: Each of the checklist items you are assigning to this checklist needs to be sequenced in order. Assign a one-digit number to each item.

Long Description: For each checklist item you are adding for a checklist, please provide a longer description of the item. The description may appear in correspondence with students so the description should be clear and fully descriptive. For example,

Once you have completed the spreadsheets, forward them as an attachment in an email to your 3C Coordinator for approval.

If you have any questions about these instructions, please check with your 3C Coordinator or email the SES at sesctm@indiana.edu .

For 3C Coordinators:

You should receive completed spreadsheets from your staff that document any changes and/or additions they wish to make to the Checklist Tables. Instructions for completing their portion of the spreadsheet can be found in the End User section above.

Please review their requests and work with your staff to make any needed corrections.

Please complete the Approved by 3C Coordinator, Date, and Date Submitted to 3C Team information at the top of the spreadsheet.

At this point, you should forward the completed spreadsheets as an attachment in an email to SES at sesctm@indiana.edu . Please make sure you put your full name and contact information in your email so that we can contact you with any questions concerning your requests.

Once your changes have been added to the PeopleSoft Checklist Tables, SES will notify you via email. It will be your responsibility to then notify your end users.

If you have any questions about these instructions, please contact SES at sesctm@indiana.edu .