PeopleSoft Financial Aid Training Manual

PeopleSoft Financial Aid Training Manual
PeopleSoft Financial Aid
Training Manual
Volume 1
Los Rios Community College District
District Information Technology
Created:
4/30/2015
Last Updated: 7/23/2015
Table of Contents
Basic Navigation in CS ......................................................................................................................... 3
Lesson 1: Navigating and Favorites in CS 9.0.................................................................................. 5
Lesson 2: User Defaults in CS 9.0 .................................................................................................. 16
Lesson 3: Searching in CS 9.0 ........................................................................................................ 22
Lesson 4: How Effective Date Works in CS 9.0 ............................................................................ 31
Lesson 5: Financial Aid Quick Reference Navigation ................................................................... 39
Campus Community .......................................................................................................................... 44
Lesson 6: Bio Demo........................................................................................................................ 46
Lesson 7: 3C’s - Checklist, Comments, Communications ............................................................. 52
Lesson 8: Residency ....................................................................................................................... 76
Financial Aid Recording Documents as Received ........................................................................... 80
Lesson 9: Recording Documents .................................................................................................... 80
Service Indicators .............................................................................................................................. 90
Lesson 10: Service Indicators ......................................................................................................... 90
Financial Aid Verification Processing .............................................................................................. 98
Lesson 11: Financial Aid Verification ............................................................................................ 98
Lesson 12: Simulate FM INAS to Make ISIR Corrections .......................................................... 101
Lesson 13: ISIR Corrections ......................................................................................................... 106
Lesson 14: Update Verification Flags in CS 9.0........................................................................... 124
Lesson 15: Update Review Status in CS 9.0................................................................................. 128
FA Communications ........................................................................................................................ 131
Lesson 16: Adding FA Comments CS 9.0 .................................................................................... 131
Lesson 17: Adding FA Checklists in CS 9.0 ................................................................................ 138
Review Award Package in CS 9.0 ................................................................................................... 151
Lesson 18: Review Award Packaging in CS 9.0 .......................................................................... 151
Update FSA on FAA CPS Access for V4 and V5.............................................................................. 154
Lesson 19: Update FSA on FAA CPS Access for V4 and V5...................................................... 154
Database Matches in CS 9.0 ............................................................................................................ 158
Lesson 20: Database Matches ....................................................................................................... 158
ISIR Suspense Management ........................................................................................................... 170
Lesson 21: ISIR Suspense Management ....................................................................................... 170
Aid Year Activation.......................................................................................................................... 185
Lesson 22: Online Aid Year Activation........................................................................................ 185
Budgets ............................................................................................................................................. 190
1
Lesson 23: Viewing Maintain Term Budgets Page ...................................................................... 190
Lesson 24: Adjusting Student Budgets ......................................................................................... 198
Lesson 25: Creating a Student Budget .......................................................................................... 208
Awards ............................................................................................................................................. 214
Lesson 26: Assign Awards to Students......................................................................................... 214
Lesson 27: Packaging - Student Center ........................................................................................ 220
Lesson 28: Adding a new Award .................................................................................................. 226
Lesson 29: Cancelling an Award .................................................................................................. 242
Lesson 30: Adjusting an Award .................................................................................................... 246
Lesson 31: Award Mass Action .................................................................................................... 250
Lesson 32: Repackaging- Single Term ......................................................................................... 253
Lesson 33: Troubleshooting – Student not packaged ................................................................... 265
Direct Loans ..................................................................................................................................... 275
Lesson 34: Financial Aid Status of a Direct Student Loan ........................................................... 276
PS Query Viewer .............................................................................................................................. 285
Lesson 35: Financial Aid Query Viewer ...................................................................................... 285
2
Basic Navigation in CS
LRCCD Training Process Guide
Basic Navigation in CS
CAMPUS SOLUTIONS
SYSTEM USER’S TRAINING MANUAL
June 2015
Last Revised:
6/1/2015
FINAL
3
Campus Solutions 9.0 – Financial Aid
Basic Navigation in Campus Solutions
Campus Solutions is a web application used by the four colleges at the Los Rios Community College
District to maintain, view and update student data. The content included is Admissions, Student
Records, Course Information, Human Resources, Biographic, Financial Aid, and Student Financials
data. To access Campus Solutions all you need is a browser on your PC or Mac.
In this chapter we will cover the following four sections so you can learn how to get around Campus
Solutions.
Section 1: Navigating and Favorites
Campus Solutions contains many folders and pages. In this section you will learn how to
navigate from one page to another.
The My Favorites feature in Campus Solutions allows you to bookmark pages that you use
frequently so you can access them easily. The favorites that you setup are not stored on a
specific computer but are associated with your user profile, so you can access them from
other computers.
Section 2: User Defaults
In this section you will learn how to setup some default values to make the process easier.
This only needs to be done once and updated once a year.
Section 3: Searching
To narrow your search and minimize the system’s record retrieval time, enter either the
individuals unique ID. If you do not know the ID, you will learn how to enter any of the
criteria that you know. For example, you could select the Last name option and enter Smith.
The system searches for and retrieves all records containing the data that you entered.
Section 4: How Effective Date Works
Effective dating allows users to maintain a chronological record of historical, current and
future data. When entering effective dated information current information is not
overwritten.
4
Learning Outcomes
Lesson 1: Navigating and Favorites in CS 9.0
1. After completing this training module the employee will know how to navigate from one page to
another.
2. After completing this training module the employee will know how to bookmark pages that
you use frequently so you can access them easily.
Estimated Training Time: 30 Minutes
5
Last Updated: 7/23/2015
FINAL
Campus Solutions 9.0 – Financial Aid
Navigating and Favorites in CS 9.0
Every user in Campus Solutions is assigned a role and is added to one or more permissions lists.
Roles and permission lists are what control the level of access a Campus Solutions user will have. In
addition, the menu options in the main menu navigation are determined by roles and permissions.
So not everyone will have the same access to the same pages and folders.
When you sign in to Campus Solutions, you will be introduced to the home page:
6
The left-hand navigation is set up in a navigation hierarchy. When you select a level to expand it,
the main menu is displayed to the right.
•
Items with arrows next to them (left menu) or folders next to them (main menu) may be expanded
further. For example, if you click “Financial Aid”, it will expand and you will see the contents
underneath that:
•
The window will display the pages and folders that are under the “Financial Aid” folder. Think as if
you were looking at your shared drive. At the top you will begin to see the menu breadcrumbs.
7
•
Menu breadcrumbs – are underlined links that indicate where you have navigated to
o Let’s Click Federal Application Data folder:
Now you are viewing the contents under the Federal Application Data folder
o
Let’s click Correct 2014-2015 ISIR Records page. It’s now asking you what student would
you like to see?
8
The breadcrumbs change from “Main Menu > Financial Aid” to “Main Menu > Financial Aid
> Federal Application Data > Correct 2014-2015 ISIR records”.
•
Search for a student where their last name begins with “Last”:
9
•
Select the first one to view the students record:
•
To add this page to your favorites, look at the Universal Navigation Header and click “Add to
Favorites” link:
Confirm the description or change the description. What appears in the description field is what will
appear in your “My Favorites” list. Hit the “OK” button to Save:
10
When it is added successfully, the following message will appear on the page, hit “OK” button to
continue:
The page will now appear as a favorite under “Favorites”:
11
Note: When you are at the Home menu, My Favorites is the first link. When you click My
Favorites, all of the favorites will be displayed.
•
To go back to the homepage, look at the Universal Navigation Header and click “Home”:
•
To sign out of Campus Solutions, click “Sign out”
Navigation Examples:
In the following examples, use the Financial Aid Quick Reference Guide to find the pages in our
examples.
1. Go to the “View Packaging Status Summary” page
Navigation Path: Main Menu > Financial Aid > View Financial Aid Status
a. Sign in to Campus Solutions using your SF State ID and password
b. Under the Menu, click “Financial Aid”
12
13
c. When you look at the navigation path “Main Menu > Financial Aid > View Financial Aid
Status “, the last name is the name of the page. Locate “View Financial Aid Status” page.
(Hint: The page will not be in a folder)
14
2. Go to “Add/Update Person” (this is under Campus Community)
Navigation Path: Main Menu > Campus Community > Personal Information (Student) >
Add/Update Person
If you are already signed in by following the previous example, follow the steps below:
a. If you look at your breadcrumbs, you are currently on the “View Financial Aid Status” page.
Click “Main Menu” to view the contents:
15
Learning Outcomes
Lesson 2: User Defaults in CS 9.0
1. After completing this training module the employee will know how to setup some default values to
make the navigation process easier.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
16
Campus Solutions 9.0 – Financial Aid
User Defaults in CS 9.0
By setting up your User Defaults and updating them with each new Financial Aid year (for
example), this saves data entry time as the value you set up in User Defaults automatically defaults
into that field in any page on which it appears.
1. Log in to PeopleSoft Campus Solutions using your User ID and password.
2. Navigate to Setup SACR > User Defaults
Tabs:
a.
b.
c.
d.
User Defaults 1:
User Defaults 2:
User Defaults 3:
User Defaults 4:
page to page
Sets up the user defaults for academic structure
Contains the Financial Aid Year field and the Institution Set fields
Contains primarily the Admissions fields
Contains the “Carry ID” field check to have student ID’s move from
3. On the first tab, User Defaults 1, verify the Academic Institution is set to “SFCMP”.
4. On the second tab, User Defaults 2, enter the following information:
a. SetID = SFCMP
b. Aid Year = 2015
i. If you are processing 2014-15, enter “2015”
ii. If you area processing 2015-16, enter “2016
iii. Etc…
c. Business Unit = SFCMP
17
d. Department = “6165” (Student Financial Aid)
5. Skip the third tab, User Defaults 3.
6. On the fourth tab, make sure the Carry ID box is checked:
18
7. On the six tab “Communication Speed Keys”, make sure to add the following Comm Keys:
a. Under Administrative Function enter the following:
i. Academic Institution enter “SFCMP”
ii. Administrative Function enter “FINA”
19
b. Under the Comm Key section create the following 2 Comm Keyes
i. Create the FAN Comm Key
1. Under Comm Key enter “FAN” (you can also click the spyglass to
select “FAN”)
2. Hit the “tab” key on your keyboard
3. Click
to insert a new row.
ii. Create the FML Comm Key
1. Under Comm Key enter “FML” (you can also click the spyglass to
select “FML”)
2. Hit the “tab” key on your keyboard
20
8. Hit the
button to save your changes.
21
Learning Outcomes
Lesson 3: Searching in CS 9.0
1. After completing this training module the employee will know how to narrow their search and
minimize the system’s record retrieval time.
2. After completing this training module the employee will know how to conduct system searches for
and retrieve records by enter either the individuals unique ID or other search criteria.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
22
Campus Solutions 9.0 – Financial Aid
Searching in CS 9.0
When you navigate to a page, there are two types of search pages: Basic and Advance Search. By
default, Campus Solutions will display the Advanced Search:
The Advanced Search allows you to search using a combination of fields such as first and last name,
and student ID. Also the National ID (also known as the Social Security number):
Basic Search allows you to search using only one field, such as the ID.
23
Search Options:
Look up displays all values. If more than 300 rows exist, only 300 will
display
Drop Down displays other options:
or
begins with The search results will include all the letters or numbers
you include at the beginning of the results as well as
records that include letters that follow your search.
For example, entering “Smi” as your search string might
return results like “Smith”, “Smithwick” and “Smickle”.
The same is true with numbers. Entering “101000” as a
Personal ID (Emplid) will return any Emplid that begins
with “101000”.
24
contains
=
not =
<
<=
>
The search results will include the all of the letters you
include anywhere in the results as well as records that
include letters that follow your search string. For
example, entering “Smith” as your search string might
return results like “Goldsmith”, “Smith”, and
“Smithwick”. The same is true with numbers. Entering
“101000” as a Personal ID (Emplid) will return any
Emplid that includes the digits “101000” at any position
in the Emplid.
The search results will include only the letters you
specify. For example, entering “Smith” as your search
string would only return one name—“Smith”. The same
is true with numbers. Entering “101000” as a Personal ID
(Emplid) will return only the Emplid “101000” if it
exists.
The search results will not include the search string you
specify. This search descriptor is more useful when used
in conjunction with another search descriptor. For
example, you may want to retrieve records for a person
named “Leanne” whose last name is unknown. Many
records might exist for “Leanne Smith”, and you know
that the last name is not “Smith”. By using the “not =
Smith” search criterion for Last Name, and “=” “Leanne”
as the criterion for First Name, the results will contain all
records for all those people whose First Name is
“Leanne” and whose Last Name is not “Smith”. You
should exercise caution when using this descriptor on its
own. Entering “not = Smith” without another criterion
could potentially result in thousands or even millions of
search results, although the PeopleSoft application
usually limits search results to 300 results.
The “<” functions as the words “less than”. When
defining a “less than” criterion for a word description, the
results will include all of those that fall alphabetically
before the search string. For example, entering “< Ada”
for a Last Name criterion will result in the return of all
Last Names that begin with the letters “Aaa” through
“Acz” inclusive, but no Last Names that begin with the
letters “Ada”.
The “<=” functions as the words “less than or equal to”.
When defining a “less than or equal to” criterion for a
word description, the results will include all of those that
fall alphabetically before the search string, including
those that begin with the search string.
For example, entering “<= Ada” for a Last Name
criterion will result in the return of all Last Names that
begin with the letters “Aaa” through “Ada” inclusive.
The “>” functions as the words “greater than”. When
25
>=
between
in
defining a “greater than” criterion for a word description,
the results will include all of those that fall alphabetically
after the search string. For example, entering “< Yzz” for
a Last Name criterion will result
in the return of all Last Names that begin with the letters
“Zaa” through “Zzz” inclusive, but no Last Names that
begin with the letters “Yzz”.
The “>=” functions as the words “greater than or equal
to”. When defining a “greater than or equal to” criterion
for a word description, the results will include all of those
that fall alphabetically after the search string, including
those that begin with the search string. For example,
entering “>= Yzz” for a Last Name criterion will result in
the return of all Last Names that begin with the letters
“Yzz” through “Zzz” inclusive.
The search results will contain all of the records that fall
alphabetically or numerically between the two search
strings you specify. They also contain those records that
begin with the letters or numbers in the search strings
themselves. For example,
entering “between Aaa and Ada” for a Last Name
criterion will result in the return of all Last Names that
between with the letters “Aaa” through “Ada”.
The search results will contain all of the records that are
included in a list of potential results separated by
commas. For example, entering “in Jones, Smith, White”
will result in the return of all records that contain the Last
Names of Jones or Smith or White.
When you enter the information you wish to search, you can hit the “Search” button, or if you wish
to clear your search criteria, hit the “Clear” button.
Processes the search once you have entered search criteria in the key fields.
You can also execute a search using the Enter key.
Clears entered text from all fields on the page so you can enter new criteria.
Appears only for advanced searches
Example 1: Searching by ID
1. Sign in to Campus Solutions
2. Navigate to Main Menu > Financial Aid > View Financial Aid Status
3. The search page is displayed. Under the ID field enter 902107861
26
4. If you have setup your User Defaults, the Academic Institution is already set to SFCMP, and
the Aid Year set to 2015.
5. Hit
button.
Example 2: Find students where their last name starts with a “C” and forward.
1. Sign in to Campus Solutions
2. Navigate to Main Menu > Financial Aid > View Financial Aid Status
3. The search page is displayed. Under the Last Name field, from the drop down, select “>=”
(greater than or equal to), and enter the letter C in the box provided to the right. This
means, you want students who have a last name beginning with the letter “C” and beyond.
4. If you have setup your User Defaults, the Academic Institution is already set to SFCMP, and
the Aid Year set to 2015.
5. Hit
button.
27
The results will find more than 300 rows, however only the first 300 results can be
displayed.
28
Example 3: Find students where their last name begins with “Smith”
Sign in to Campus Solutions
Navigate to Main Menu > Financial Aid > View Financial Aid Status
The search page is displayed. Under the Last Name field, enter smith
The search page is displayed. Under the First Name field, from the drop down, select “>”
(greater than), and enter the letter L in the box provided to the right. This means, you want
students who have a last name beginning with the letter LA and beyond (If the last name is
only one character and is “L”, it will not appear in your search).
5. If you have setup your User Defaults, the Academic Institution is already set to SFCMP, and
the Aid Year set to 2015.
1.
2.
3.
4.
6. Hit
button.
29
s
30
Learning Outcomes
Lesson 4: How Effective Date Works in CS 9.0
1. After completing this training module the employee will know how to use effective dating for
data analysis and time sequencing.
2. After completing this training module the employee will know how to review historical and
current data in the system.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
31
Campus Solutions 9.0 – Financial Aid
How Effective Date Works in CS 9.0
In Campus Solutions when updating a record with new information, it is often not appropriate to
overwrite the existing information that is already stored in the database. To retain the existing
information, you can add the updates to a new data row for the same record but distinguish it by an
effective date – the date when the information goes into effect. The effective date becomes a part of
the record. Effective dating allows you to store historical data, see changes in your data over time,
and enter future data.
Some examples:
•
•
•
Reviewing the changes to a course that have occurred over time due to curriculum changes
If a student will be moving in 30 days, the new address can be input now with an effective
date of the move. The new address will automatically be used as of that date
A few months ago (before the fall semester begins, a student originally received an “OFFCAMPUS” (AWAY) financial aid budget (living off-campus). The student informed the
financial aid office, a week before the semester begins, and she will be living with her
“Parents” (living with Parents). The financial aid counselor will need to insert a new row for
each term with today’s date and adjust the budgets. We now have a historical data
showing us what it was before and what it is now.
Exercise: The student switching their budget from “AWAY” (Living away from Home) to “HOME”
(Living at Home).
1. Sign-in to Campus Solutions using your SF State ID and password
2. Navigate to Main Menu > Financial Aid > Budgets > Maintain Term Budgets
3. If the student has a budget, you will see the following page. Let’s look at the page carefully.
32
4. For some pages, you may need to hit
to include the history.
5. Because we are looking at the spring semester budget, let’s now look at the fall semester
budget. Hit
to go to the next record:
33
6. We are now viewing the fall semester budget. Notice the Effective Date of “11/27/2013”:
7. Before we insert a new row, let’s discuss what the plus box means (
two on our budget page:
). We currently have
34
8. In our example, you will need to hit the bottom
to insert a new row under the fall
semester term and adjust our fall semester budget. Look what happen to the number of
rows, it went from
to
. This means, you now
have the original budget previously created and will be kept for historical purposes, and a
new row with today’s date and your user ID:
9. We are now ready to adjust the “Housing” to reflect a student living in the dorms (oncampus). Locate the Category “HOUS” (for Housing), and under the Item Code, hit the
to
35
view the possible codes available to us. You will only see three listed, AWAY (Living Away
from Home), DORM (Living in the Dorms on-campus), and HOME (Living at home). Select
“HOME”:
10. After selecting “HOME” the amounts will change to reflect a “living at home” budget.
When making a budget change, hit
, then hit
recent row (displayed) will be used as part of the Cost of Attendance.
. Only the most
36
What happens when a new row is added on the same day?
If you make multiple corrections on the same day, the system will automatically generate a sequence
number to track the transactions distinctly.
Insert a new row by clicking the bottom
number of rows went from
and notice the sequence number “2”. Also notice the
to
:
This means the budget was adjusted twice on 01/10/2014 (from the example above).
Exercise 2: The student switching their budget from “AWAY” (Living away from Home) to
“HOME” (Living at Home)
To adjust the spring semester, go to the first row to view the spring semester and review the steps to
make the adjustment.
37
38
LRCCD Training Process Guide
Basic Navigation in CS
Learning Outcomes
Lesson 5: Financial Aid Quick Reference
Navigation
1. After completing this module of training the employee will be able to set up
navigation in their favorites to commonly used sites for financial aid processing.
2. After completing this module of training, the employee will know how to navigate to
all areas related to financial aid processing.
Estimated Training Time: 30 imutes
Last Updated: 7/23/2015
FINAL
39
Campus Solutions 9.0 – Financial Aid
Financial Aid Quick Reference Navigation
Financial Aid
View Financial Aid Status
Main Menu > Financial Aid > View Financial Aid Status
View Packaging Status Summary
Main Menu > Financial Aid > View Packaging Status Summary
Aid Year Activation
Main Menu > Financial Aid > Aid Year Activation > Manage Financial Aid Years
Financial Aid Term
Main Menu > Financial Aid > Financial Aid Term > Maintain Student FA Term
Create Student Budget
Main Menu > Financial Aid > Budgets > Create Student Budgets
Maintain Term Budgets
Main Menu > Financial Aid > Budgets > Maintain Term Budgets
ISIR Corrections
Main Menu > Financial Aid > Federal Application Data > Correct 20xx-20xx ISIR Records
Assign Awards
Main Menu > Financial Aid > Awards > Award Processing > Assign Awards to a Student
Invoke Professional Judgment (Award Override)
Main Menu > Financial Aid > Awards > Award Processing > Invoke Professional Judgment
View Award Activity
Main Menu > Financial Aid > Awards > View Award Activity
Disburse Aid (By Student)
Main Menu > Financial Aid > Disbursement > Disburse Aid
Manage Direct Loan Application
Main Menu > Financial Aid > Loans > Direct Lending Management > Manage Direct Loan
Application
Maintain CL Disbursements (Alternative Loans)
Main Menu > Financial Aid > Loans > Commonline Management > Maintain CL Disbursements
Manage Pell Payment (Pell Origination)
Main Menu > Financial Aid > Pell Payment > Manage Pell Payment
40
Admissions
Application Maintenance
Main Menu > Student Admissions > Application Maintenance > Maintain Applications
OR
Main Menu > CSU SA Baseline > CSU Admissions > Admissions Inquiry > Inquire > Admissions
Inquiry
Campus Community
View Personal Data (View Students Name, SSN, Address, Date of Birth, Citizenship, etc..)
Main Menu > Campus Community > Personal Information > Add/Update Person
Relationships (used for PLUS Borrowers)
Main Menu > Campus Community > Personal Information > Biographical > Relationships >
Relationships
Entering and Managing Communication
Main Menu > Campus Community > Communication > Person Communications > Communication
Management
Enter ID and click
, or click
to add a comment to a student
Entering and Managing Checklist
Main Menu > Campus Community > Checklist > Person Checklists > Checklist Management –
Person
Enter ID and click
, or click
to add a comment to a student
Entering and Managing Comments
Main Menu > Campus Community > Comments > Comments - Person > Person Comment Entry
Enter ID and click
, or click
to add a comment to a student
Entering and Managing Service Indicators
Main Menu > Campus Community > Service Indicators (Student) > Manage Service Indicators
Enter ID and click
, or click
to add a comment to a student
Student Services Center (Student)
Main Menu > Campus Community > Student Services Ctr (Student)
Student Financials
View Customer Accounts
Main Menu > Student Financials > View Customer Accounts
Student Records
Enrollment Summary
Main Menu > Records and Enrollment > Enrollment Summaries > Enrollment Summary
Student Program Plan
41
Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan
View Term History
Main Menu > Records and Enrollment > Student Term Information > Term History
User Defaults
Main Menu > Set Up SACR > User Defaults
42
43
Campus Community
LRCCD Training Process Guide
Campus Community
CAMPUS SOLUTIONS
CHAPTER 2
CAMPUS COMMUNITY
SYSTEM USER’S MANUAL
LOS RIOS COMMUNITY COLLEGE
Last Revised:
6/17/2015
FINAL
44
Campus Solutions 9.0 – Financial Aid
Campus Community
In this chapter we will cover the following three sections so you can learn how to get around
Campus Solutions.
Section 1: Bio Demo
This page will contain the bio demographics of the student, such as Social Security Number,
Contact information, date of birth; email addresses, Citizenship information etc…
Section 2: 3C’s Checklist, Comments, and Communications
The 3C’s stands for Checklists, Comments, and Communications. It provides a method of
communicating with students and with staff.
Section 3: Residency
Student Records will determine whether the student is a California resident for purposes of
tuition; that is, whether the tuition will be charged at the California-resident rate or the
nonresident rate. This is important when we are building our Financial Aid budgets.
45
Learning Outcomes
Lesson 6: Bio Demo
1. After completing this training module the employee will know what page(s) will contain the
bio demographics of the student, such as Social Security Number, Contact information, date
of birth; email addresses, Citizenship information.
2. After completing this training module the employee will know how to advise students to
update their Bio demo data.
3. After completing this training module the employee will understand the relationship
between Bio Demo data and ISIR record data.
Estimated Training Time: 30 minutes.
Last Updated: 7/23/2015
FINAL
46
Campus Solutions 9.0 – Financial Aid
– Bio Demo
Add/Update a Person allows you to view student personal information.
Navigation path: Main Menu > Campus Community > Personal Information > Add/Update a
Person
The Add/Update a Person page has three pages: (1) Biographical Details, (2) Addresses and (3)
Regional. Each of these pages can be accessed by clicking on the tab at the top or by selecting the
link at the bottom of the page.
Each tab contains several sections.
Biographical Details Page
•
Top section
47
o Name
o ID
o Names link – click this to display the student’s name history, primary and preferred
names
•
Person Information Section
o The Date of Birth of the ID
o Birth Information link will display birth location if it has been entered
o Campus ID field is not used
•
Biographical History Section – This information comes from the mentor app
o Effective Date is the date this section was created
o Marital Status – Married, separated, single, unknown etc…
o Gender – Is the student a female, male or unknown
•
National ID Section
o The National ID is the same as the social security number
48
•
Contact Information
o Addresses
 The Addresses area under Contact Information displays some address details
 If the student has more than one address use the arrow button to access the
other address types
 Click the Addresses link to go to the Addresses page
o Phone
 The Phone area displays the different types of phone numbers the student
has and the preferred phone number.
 The student can maintain their phone numbers under Student Center.
 Phone number types can include Current, Permanent, Business, Cellular, Fax
and Pager
o Email
 The email area displays the students SF State email address and other email
address (if any exist).
Addresses Page
49
•
•
•
The student’s addresses are displayed
The types of addresses include Home/Permanent, Mail/Current, Billing etc... The student
can update their addresses through the Student Center in Self-Service
Add Addresses and Add Addresses Types are designed for users who have the ability to add
and update addresses.
Regional tab
50
•
•
Ethnicity Section
o Ethnic Group
History section
o Military Status
51
Learning Outcomes
Lesson 7: 3C’s - Checklist, Comments,
Communications
1.
2.
3.
4.
5.
6.
7.
After completing this training module, the employee will know how to add a checklist item.
After completing this training module, the employee will know how to update a checklist item.
After completing this training module, the employee will know how to delete a checklist item.
After completing this training module, the employee will know how to add a comment.
After completing this training module, the employee will know how to view a comment.
After completing this training module, the employee will know how to create an email notification.
After completing this training module, the employee will know how to view an email notification.
Estimated Training Time: 45 minutes
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
3C’s - Checklist, Comments, and
Communications in CS 9.0
The 3C’s stands for Checklists, Comments, and Communications functionality in Campus Solutions.
The 3C’s is a set of tools that:
•
•
•
Provide a method of creating and tracking communications sent to students
Facilitate the creation of checklists, their assignment to a person’s record, and the tracking
of the person’s progress toward completing the individual checklist items and of the
checklist as a whole
Provide a place to create comments for a specific student and to store them for historical
purposes
How will Financial Aid use the 3C’s?
Financial Aid will use the 3C’s functionality in the Campus Solutions to:
•
•
•
Create and update Checklists on student’s records in order to manage all the paperwork
tied to their financial aid applications
Create and review Comments on each student’s financial aid package
Assign and send Communications to students to notify them of issues and decisions related
to their financial aid applications, such as application requirements, missing information
and much more
Because it provides a summary of all Checklists, Comments, and Communications assigned to a
particular student record on one page, the View Financial Aid Status page is one of the most useful
for Financial Aid staff who are working with the 3C’s in the Campus Solution system. This page is
a good place to start your work with 3Cs for Financial Aid, so many of the processes included in this
document begin with the View Financial Aid Status page.
Checklists
Checklists provide a mechanism for grouping similar items together and assigning the entire group at
once to a person’s record in the system. Checklist Codes are used to define the different types of lists
while Checklist Items refer to the individual items that are on of the Checklist itself. A Checklist
Item is an object or a task that represents one of the entries on a list of documents to compile or jobs
to be done. Checklist Items also have Due Dates and must be marked as Completed when they are
done.
How will Financial Aid be using Checklists?
Financial Aid will be using Checklists in the PeopleSoft system to assign application and verification
requirements to students, and to track progress toward completing those requirements. With the use
of an Administrative function, FINA, the Checklist requirements will be tied to a specific Aid Year
for the student. There will be two ways of assigning Checklist codes and items to students: manually
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through the Checklist Management Person component and by batch load using the Checklist Mass
Assignment customization.
Checklists for Financial Aid Organized by Aid Year
Some Checklist Codes and Checklist Items used during ODD Aid Years will contain the letter “O”
as the second character, while some will be used during EVEN Aid Years and will contain the letter
“E” as the second character.
For instance, for the 2014-2015 academic year we use Aid Year “2015” and is considered an “odd”
year. For the 2015-2016 academic year we use Aid Year “2016” and is considered an “even” year.
Some checklist may not reference “odd” and “even” years but act as a place holder.
Aid Year
2015
Checklist
Code
FxOREQ
Checklist Items for this Checklist Code (where “x” is the first letter of
the College name)
FxODV1 ([ARC/CRC/FLC/SCC] 14-15 Dependent Verification
Worksheet)
FxODV4 ([ARC/CRC/FLC/SCC]) 14-15Custom Verification
Dependent)
FxODV5 ([ARC/CRC/FLC/SCC] 14-15 Aggregate Verification
Dependent)
FxODV6 ([ARC/CRC/FLC/SCC] 14-15 Household Verification
Dependent)
FxOISR ([ARC/CRC/FLC/SCC] 14-15 Federal ISIR Received)
FxOIV1 ([ARC/CRC/FLC/SCC] 14-15 Independent Verification
Worksheet)
FxOIV4 ([ARC/CRC/FLC/SCC] 14-15 Custom Verification
Independent)
FxOIV5 ([ARC/CRC/FLC/SCC] 14-15 Aggregate Verification
Independent)
FxOIV6 ([ARC/CRC/FLC/SCC] 14-15 Household Verification
Independent)
FxOMTC ([ARC/CRC/FLC/SCC] Unable to Verify Eligibility)
FxOPIT ([ARC/CRC/FLC/SCC] Parent 2013 IRS Tax Transcript)
FxOPT1 ([ARC/CRC/FLC/SCC] Parent 1 2013 IRS Tax Transcript)
FxOPT2 ([ARC/CRC/FLC/SCC] Parent 2 2013 IRS Tax Transcript)
FxOV3 ([ARC/CRC/FLC/SCC] 14-15 Child Support Paid)
While some checklist don’t reference the “odd” year and are the same
for all Aid Years:
FxBAKR ([ARC/CRC/FLC/SCC] Bankruptcy)
FxDEFL ([ARC/CRC/FLC/SCC] Loan Default)
FxDGCH ([ARC/CRC/FLC/SCC]Drug Conviction Hold)
FxDHS ([ARC/CRC/FLC/SCC]DHS Hold)
FxDISC ([ARC/CRC/FLC/SCC]Loan Discharged)
FxEMAN ([ARC/CRC/FLC/SCC]Emancipated Minor)
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FxFRAD ([ARC/CRC/FLC/SCC] Loan Fraud Issue)
FxGGRE ([ARC/CRC/FLC/SCC] Loan Aggregate Exceeded)
FxHMLS ([ARC/CRC/FLC/SCC] Homeless Verification Item)
FxLGRD ([ARC/CRC/FLC/SCC] Legal Guardianship)
FxMISM ([ARC/CRC/FLC/SCC] NSLDS Name/DOB Mismatch)
FxPMRG ([ARC/CRC/FLC/SCC] Parent Marital Status Document)
FxPYAG ([ARC/CRC/FLC/SCC] Federal ACG Overpayment)
FxPYIR ([ARC/CRC/FLC/SCC] Iraq/Afg Grant Overpayment)
FxPYMR ([ARC/CRC/FLC/SCC] One/More NSLDS Overpayment)
FxPYPK ([ARC/CRC/FLC/SCC] Federal Perkins Overpayment)
FxPYPL ([ARC/CRC/FLC/SCC] Federal Pell Overpayment)
FxPYSE ([ARC/CRC/FLC/SCC] Federal SEOG Overpayment)
FxPYST ([ARC/CRC/FLC/SCC] SMART Grant Overpayment)
FxPYTH ([ARC/CRC/FLC/SCC] TEACH Grant Overpayment)
FxSELC ([ARC/CRC/FLC/SCC] Selective Service)
FxSMRG ([ARC/CRC/FLC/SCC] Student Marital Status Doc)
FxSSAC ([ARC/CRC/FLC/SCC] SSA Not Confirmed Citizen)
FxSSAM ([ARC/CRC/FLC/SCC] Social Security Mismatch)
FxTPDD ([ARC/CRC/FLC/SCC] Permanent Disability Discharge)
FxUERN ([ARC/CRC/FLC/SCC] NSLDS Unusual Enrollment
History)
FxVETS ([ARC/CRC/FLC/SCC] Vet Affairs Status Match)
2016
FxEREQ
FxEDV1 ([ARC/CRC/FLC/SCC] 14-15 Dependent Verification
Worksheet)
FxEDV4 ([ARC/CRC/FLC/SCC]) 14-15Custom Verification
Dependent)
FxEDV5 ([ARC/CRC/FLC/SCC] 14-15 Aggregate Verification
Dependent)
FxEDV6 ([ARC/CRC/FLC/SCC] 14-15 Household Verification
Dependent)
FxEISR ([ARC/CRC/FLC/SCC] 14-15 Federal ISIR Received)
FxEIV1 ([ARC/CRC/FLC/SCC] 14-15 Independent Verification
Worksheet)
FxEIV4 ([ARC/CRC/FLC/SCC] 14-15 Custom Verification
Independent)
FxEIV5 ([ARC/CRC/FLC/SCC] 14-15 Aggregate Verification
Independent)
FxEIV6 ([ARC/CRC/FLC/SCC] 14-15 Household Verification
Independent)
FxEMTC ([ARC/CRC/FLC/SCC] Unable to Verify Eligibility)
FxEPIT ([ARC/CRC/FLC/SCC] Parent 2013 IRS Tax Transcript)
FxEPT1 ([ARC/CRC/FLC/SCC] Parent 1 2013 IRS Tax Transcript)
FxEPT2 ([ARC/CRC/FLC/SCC] Parent 2 2013 IRS Tax Transcript)
FxEV3 ([ARC/CRC/FLC/SCC] 14-15 Child Support Paid)
While some checklist don’t reference the “odd” year and are the same
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for all Aid Years:
FxBAKR ([ARC/CRC/FLC/SCC] Bankruptcy)
FxDEFL ([ARC/CRC/FLC/SCC] Loan Default)
FxDGCH ([ARC/CRC/FLC/SCC]Drug Conviction Hold)
FxDHS ([ARC/CRC/FLC/SCC]DHS Hold)
FxDISC ([ARC/CRC/FLC/SCC]Loan Discharged)
FxEMAN ([ARC/CRC/FLC/SCC]Emancipated Minor)
FxFRAD ([ARC/CRC/FLC/SCC] Loan Fraud Issue)
FxGGRE ([ARC/CRC/FLC/SCC] Loan Aggregate Exceeded)
FxHMLS ([ARC/CRC/FLC/SCC] Homeless Verification Item)
FxLGRD ([ARC/CRC/FLC/SCC] Legal Guardianship)
FxMISM ([ARC/CRC/FLC/SCC] NSLDS Name/DOB Mismatch)
FxPMRG ([ARC/CRC/FLC/SCC] Parent Marital Status Document)
FxPYAG ([ARC/CRC/FLC/SCC] Federal ACG Overpayment)
FxPYIR ([ARC/CRC/FLC/SCC] Iraq/Afg Grant Overpayment)
FxPYMR ([ARC/CRC/FLC/SCC] One/More NSLDS Overpayment)
FxPYPK ([ARC/CRC/FLC/SCC] Federal Perkins Overpayment)
FxPYPL ([ARC/CRC/FLC/SCC] Federal Pell Overpayment)
FxPYSE ([ARC/CRC/FLC/SCC] Federal SEOG Overpayment)
FxPYST ([ARC/CRC/FLC/SCC] SMART Grant Overpayment)
FxPYTH ([ARC/CRC/FLC/SCC] TEACH Grant Overpayment)
FxSELC ([ARC/CRC/FLC/SCC] Selective Service)
FxSMRG ([ARC/CRC/FLC/SCC] Student Marital Status Doc)
FxSSAC ([ARC/CRC/FLC/SCC] SSA Not Confirmed Citizen)
FxSSAM ([ARC/CRC/FLC/SCC] Social Security Mismatch)
FxTPDD ([ARC/CRC/FLC/SCC] Permanent Disability Discharge)
FxUERN ([ARC/CRC/FLC/SCC] NSLDS Unusual Enrollment
History)
FxVETS ([ARC/CRC/FLC/SCC] Vet Affairs Status Match)
2015
FxODLR
2016
FxEDLR
FxDEXC ([ARC/CRC/FLC/SCC] Direct Loan Exit Counseling)
FxOLEC ([ARC/CRC/FLC/SCC] 2014-15 Direct Loan Entrance
Counseling)
FxOMPN ([ARC/CRC/FLC/SCC] 2014-15 Direct Loan MPN)
FxDEXC ([ARC/CRC/FLC/SCC] Direct Loan Exit Counseling)
FxELEC ([ARC/CRC/FLC/SCC] 2015-16 Direct Loan Entrance
Counseling)
FxEMPN ([ARC/CRC/FLC/SCC] 2015-16 Direct Loan MPN)
Who Assigns the Checklists?
We have a process that performs a series of checks against the student ISIR and assigns checklists
needed to verify the student’s original application data. This job is executed after the ISIR load
process. The ISIR is the student’s financial aid application data that is received electronically by
LRCCD from the federal Central Processing System (CPS). The program selects students with an
ISIR record in the aid year being run.
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A user can manually add a checklist to a student if needed as well.
Where do I find the Checklists?
METHOD 1: Checklist can be found in several places within the Campus Solutions system. A
good place for Financial Aid staff is to go to View Financial Aid Status page.
1. Navigate to: Main Menu > Financial Aid > View Financial Aid Status
2. If more than four checklists exist, click on the “View All” link. All checklists items assigned to
the student for the specified aid year will be displayed in the Checklist section of the page.
3. Clicking any of the checklists listed will take you to the Checklist Management – Person
page and display the contents on tab 2 “Checklist Management 2” and will display the
Checklist Items.
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4. If you click the first tab Checklist Management 1, you will see that the checklist items listed
on the second tab are associated with the FxOREQ Checklist Code.
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The Checklist Code will not be completed until all the Checklist Items are completed.
METHOD 2: Another place is to navigate directly to the Checklist Management – Person page
(images are shown in METHOD 1):
1. Navigate to: Main Menu > Campus Community > Checklists > Person Checklists > Checklist
Management – Person
METHOD 3: Person Checklist Summary allows you to see more detailed information on the
Checklist Codes and Checklist items that have been assigned to this student’s record. Because it is
in Campus Community, it also allows you to view Checklist Codes and Checklist Items associated
with Admin Function outside the Financial Aid area, if your security role permits it.
1. Navigate to: Main Menu > Campus Community > Checklists > Person Checklist Summary
2. Enter the student’s ID number
3. Enter the Administrative Function FINA in the Function field and press the Tab key to
activate the Variable Data link
4. Click on the Variable Data link, then enter the aid year you are working in as Variable Data
in the Aid Year field and press the Tab key. If you need to look up the aid year, click on the
correct aid year in your Search Results list below, and click the Okay button to apply the
appropriate aid year.
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If the person’s record has NOT been aid year activated, your Search Results for the aid year
will show No Matching Values Found. A person’s record must be aid year activated before
you can view or assign a Checklist Code or Item for Financial Aid to his or her record in the
system. You will need to follow the instructions in the “Steps for Aid Year Activating a
Student” section of this guide before you can view or assign Checklist Codes or Items for
this record.
5. The Responsible ID field on this page automatically populates with your ID number by
default. Remove the number in the Responsible ID field to see all Checklist Codes and/or
Checklist Items assigned by different users to this student’s record.
If you leave your ID in the Responsible ID field and click on the Search button, the Search
Results will only display the checklists that YOU have assigned to this person.
6. Click the yellow search
button. A listing of the student’s Checklist items for the
Aid Year you have chosen will appear along with the status of each item.
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7. Click on the Show All Columns icon
to display the information under the Code Item
Status and the Institution and Function tabs as one large, combined grid. Click on the Show
Tabs icon to toggle back to the view that divides this information into two pages (image on
step 6).
Assign a Checklist Code to a Student’s Record
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There are 2 methods for Assigning a Checklist to a Student: you can use the Checklist icon from the
View Financial Aid Status page or the Checklist Management Person page.
A person’s record must be aid year activated before you can view or add Checklists on his or her
record in the system. The aid year must be added as Variable Data. If you determine that this
person’s record has NOT been aid year activated, follow the instructions in the “Steps for Aid Year
Activating a Student” section of this guide.
METHOD 1: Assign Checklist using Checklist icon on View Financial Aid Status
1. Navigate to: Main Menu > Financial Aid > View Financial Aid Status
2. If your User Defaults are set to automatically populate the Aid Year field with a given Aid
Year, you will be brought to the Advanced Search page. If not, you will need to click on the
Advanced Search link to go to the Advanced Search page. Enter the student ID into the ID
field, or click on the Look Up Prompt
field, enter the appropriate Aid Year.
3. Click on the Search
to look up the student’s ID number. In the Aid Year
button. The student’s record will be retrieved.
Student records that have not been aid year activated will not appear when you search in the
View Financial Aid Status component. If the student’s record has NOT been aid year
activated, your Search Results will show No Matching Values Found. A person’s record
must be aid year activated before you can assign a Checklist Code or Item for Financial Aid
to his or her record in the system. Follow the instructions in the “Steps for Aid Year
Activating a Student” section of this guide before you assign Checklist Codes or Items to this
record.
4. Click on the Add a New Checklist
icon at top of page. A separate window will open up,
displaying the Checklist Management – Person page.
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5. Enter FINA into the Administrative Function field, and press the Tab key
6. Accept default Academic Institution, Los Rios Comm College District.
7. Enter the Checklist Code, or use the Look Up Page button
click on the checklist name.
to see defined checklists, and
Assign the appropriate Checklist Code or Checklist Item. Refer to Checklists for Financial
Aid Organized by Aid Year (page 2) for Financial Aid Checklist Codes and Checklist Items.
In our example, we will assign ARC AY 2015 DL Requirements (FAODLR).
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8. The Due Date for the Checklist Code must correspond to the correct Aid Year as well as the
type of student to whom the Checklist Code is being assigned.
9. Click on yellow Variable Data button
the Tab key and click the Okay button.
10. Click
, enter the appropriate aid year, press
.
If the checklist code contains checklist items, go to the second tab and insert the checklist items
you wish to assign to the student.
METHOD 2: Attach Checklist using Checklist Management Person
1. Navigate to: Campus Community > Checklists > Person Checklists > Checklist Management
Person
2. Click on the Add a New Value tab
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3. Enter the person’s ID. In this case we are entering 0452548
4. Click
5. Enter FINA into the Administrative Function field, and press the Tab key
6. Accept default Academic Institution, Los Rios Comm College District
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7. Enter the Checklist Code. In our example enter the DL PLUS Requirement checklist code
(FDLPL) or click the Look Up Page
to see defined checklists, and click the checklist name.
11. Click on yellow Variable Data button
the Tab key and click the Okay button.
12. Click
, enter the appropriate aid year, press
.
If the checklist code contains checklist items, go to the second tab and insert the checklist items
you wish to assign to the student.
Comments
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Comments allow users to track miscellaneous notes on a person’s record in the PeopleSoft
system. These notes are organized into Comment Categories.
A Comment Category is the link between a specific comment and an administrative function. It
determines who has access to certain comments. For example, the comment category F%%%%%
gives users in the FINA 3C Group access to comments for the administration function FINA.
How will Financial Aid be using Comments?
Financial Aid will use Comments to assign notes during the file review process counselors complete
when calculating a student’s Expected Family Contribution. The comments will give explanations of
the initial review for the academic year, changes to the student’s aid, and written and verbal
communication with the student and family.
Also, certain comments created in FACS have been moved to Campus Solutions.
The following table shows the Comment Categories and Comments that have been defined for use
by Financial Aid staff and some done via the conversion from FACS.
Comment Categories not related to the conversion:
Comment Category in CS
Example
FGEN – General FA
You can type any message.
Comment
FVER – FA Verification
You can type any message related to verification.
Comments
Comment Categories:
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Comment Category in CS
FxVERF
FxGEN
FxIVR1
FxIVR2
FxIVR3
FxIVR4
FxIVR5
Example
Use this comment code when you want to type a comment related to
verification
Use this comment code when you want to type a generic comment
Use these comment codes to report the Verification Results for students
who were selected for the Verification Tracking Groups V4 and V5
Where do I view Comments already assigned to a student?
There are 3 methods for viewing Comments that have already been assigned to a student: you can
use the View Financial Aid Status page, Person Comment Summary page, or Person Comment
Detail page.
A person’s record must be aid year activated before you can view or add Comments on his or her
record in the system. The aid year must be added as Variable Data. If you determine that this
person’s record has NOT been aid year activated, follow the instructions in the “Steps for Aid Year
Activating a Student” section of this guide.
METHOD 1: View Comments using View Financial Aid Status
1.
2.
3.
4.
Navigate to Main Menu > Financial Aid > View Financial Aid Status
Enter the student’s ID
Make sure the Academic Institution field is populated with the value LRCCD.
Enter the appropriate Aid Year for this student and press the Tab key.
5. Click
button. The student record will be retrieved. All comments assigned to
the student for the specified aid year will be displayed in Comments section of the page.
6. If more than 4 comments exist, to view all Comments, click on View All links in the
Comments section header on this page
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METHOD 2: View Comments using Person Comment Summary
1. Navigate to Campus Community > Comments > Comments – Person > Person Comment
Summary
2. On the Find an Existing Value page, enter the student ID into the ID field or search by first
and last name.
3. Click
button
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4. On the Comment Summary page, click
button again. All comments attached to
the specified student will appear in the Search Results list below.
5. For more detail on a Comment in the Search Results list, click on the View link for that
Comment to open the Person Comment Detail window.
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6. If you want to view comments for another student, click
another student’s ID in the ID field and click
and enter
button.
METHOD 3: View Comments using Person Comment Detail
This view page is helpful if you want to see all comments attached to a student with the ability to
view each comment in detail.
1. Navigate to Campus Community > Comments > Comments – Person > Person Comment
Detail
2. On the Find an Existing Value page, enter the student ID into the ID field or search by first
and last name.
3. Click
button and all comments attached to the specified student will appear in
the Search Results list page
4. You can select a specific comment to view in detail by clicking on any data field on one of
the rows in the Search results window. Each piece of data is a hyperlink which will open a
Person Comment Detail window displaying the selected comment in detail.
5. If you want to view other comments for the student, click
the students list of comments.
to move through
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6. If you want to view comments for a different student who is not in your search results list,
hit
button and enter another student’s ID in the ID field, clear the
Sequence Number field and, click
button.
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Communications
Communications with students, such as letters, e-mail, and phone calls, can be tracked in Campus
Solutions using the Communications functionality.
Each communication is comprised of four basic parts:
1. Category: The Category groups types of Communication together. For example, the
FxFINA Category is used to group ARC Financial Aid Award Emails/letters and Financial
Aid Missing Information Letters, while FxFINT is used for SAP communication notices.
What’s the differenct? FxFINA is used when an aid year is associated with the
communication, while FxFINT is only used when a term is associated with the
communication.
2. Context: The Context indicates the specific type of Communication, all Financial Aid
communications are numeric:
a. For ARC Communication Context will be in the range 100-199
b. For CRC Communication Context will be in the range 200-299
c. For FLC Communication Context will be in the range 400-499
d. For SCC Communication Context will be in the range 500-599
3. Direction: The Direction specifies the Communication is incoming, outgoing or in
person. All Financial Aid Communications have a Direction of outgoing.
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4. Method: The method describes how the Communication was made, such as e-mail or
letter. Financial Aid will mostly use e-mail to communicate with students.
How will Financial Aid be using Communications?
The Financial Aid office will use the Communication functionality in Campus Solutions to assign
communications to students. Financial Aid’s initial setup will support two types of communication:
letter and e-mail. With the use of an Administrative Function, FINA, the communication will be tied
to a specific Aid Year for the student.
Where do I view Communications already assigned to a student?
A student’s record must be aid year activated before you can view or assign Communications. The
aid year must be added as a Variable Data. If you determine that this person’s record has NOT been
aid year activated, follow the instructions in the “Steps for Aid Year Activating a Student” section.
METHOD 1: Viewing Communications using View Financial Aid Status
1. Navigate to Financial Aid > View Financial Aid Status
2. Enter student ID, or enter first and last name
3. Enter Aid Year
4. Click
5. All Communications assigned to the student for the specified aid year will be displayed in
Communications section of the page
6. To view all Communications, click on View All link
METHOD 2: Viewing Communications using Communication Summary
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1. Navigate to Campus Community > Communications > Person Communications >
Communication Summary
2. Enter student ID, or enter first and last name
3. Click
. Student’s records will be retrieved
4. If you would like to see all communications for this Student, click
. If there are
many communications and you would like to narrow the view to a particular type of
communication, enter the Admin Function, Category, Method, Direction, Letter Code or
Status.
5. A summary screen appears of all communications matching the search parameters. To get
more detail on the communication, click on View
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Learning Outcomes
Lesson 8: Residency
1. After completing this training module, the employee will know how to navigate to where the
students residency status is in PeopleSoft.
2. After the completion of this training module, the employee will understand the relationship of
residency and student budgets.
3. After the completion of this training module, the employee will know how to advise the student
for updating residency status.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Residency
The Residency component is used to identify the residency status of a student. The component is an
“Effective Term” record which behaves similar to an “Effective Date,” except at the term level. In
the example below, the Undergraduate student is a Non Resident student as of Fall, 2014. The
student will remain a Non Resident for all Undergraduate career processing until a new effective
term is added. If the student has multiple careers, then you can search for the proper career to be
updated.
Use the following component to record the residency of students:
Navigation: Main Menu > Campus Community > Personal Information (Student) > Identification
(Student) > Residency Data
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Valid Values for Residency are shipped by CMS to support ERS processing. Valid values are as
follows:
Example of Residency for a California Dream Student
The Additional Residency Data box is used to identify California Dream students:
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Note that Residency field remains Resident of California. However, the Admissions, Financial Aid
Federal, Financial Aid State, and Tuition residences are updated to Resident with an Exception of
AB540-Residence Exempt.
A similar Residency page is available for updating or viewing Residency without searching for a
particular career. This page does not prompt for a career but will display separate rows for each
career.
Navigation: Main Menu > Campus Community > Personal Information > Identification >
Residency Data
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Financial Aid Recording Documents as Received
Learning Outcomes
Lesson 9: Recording Documents
1.
After completing this training module, the employee will know how to update the
student record to record documents with the correct status.
2. After completing this training module, the employee will understand the various
document statuses and their effect on the processing of an individual student record.
3. After completing this training module, the employee will know when a file is ready to
be reviewed by a financial aid staff member.
4. After completing this training module, the employee will know two methods for
recording student records in PeopleSoft.
Estimated Training time: 30 minutes
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Recording Documents as Received
Let’s assume Student ID 123456789 was assigned two checklist items and an email notification was
sent to the student. The student went to the Student Portal and noticed the two items listed on his or
her “To Do List”:
The student went ahead and submitted the two documents. Our task is to update the status of the
checklist item code.
The following steps will guide you to changing the status of a checklist item code to “received”:
1. Let’s assume you received two types of documents for Student ID 123456789:
a. 2014-15 Independent Student Verification form (Checklist Item Code = FOV1I) and
b. 2013 Student Tax Information form or IRS Transcript for the Student (Checklist Item Code =
FOTAXS)
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2. Navigate to: Main Menu > Campus Community > Checklists > Person Checklists > Checklist
Management – Person
3. The Find an Existing Value page is displayed. If you have the students ID, enter it under the ID field.
If no ID was provided on the form(s), you may search by the student’s Social Security
Number (if provided on the form) by entering this information under the National ID. If no
SSN was provided, you can search by Last and First name.
4. If a search was found using the ID, the Checklist Management – Person page will display on your
screen. The Checklist Management – Person page contains two tabs, Checklist Management 1 and
Checklist Management 2.
5. On the first tab, make sure you are looking at the correct Checklist Code. For 2014-2015 Verification
documents, these documents belong to the Aid Year 2015, and the aid year is an “odd” year. The
Checklist Code we must look at is FOREQ, where the letter “O” stands for an odd aid year. If the
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documents are part of an even year, such as Aid Year ‘2016’, you would be looking for the FEREQ
Checklist Code, where the letter “E” stands for an even aid year.
In our example, the documents submitted are for Aid Year 2015 (or 2014-2015 academic year) so we
would need to pull up the FOREQ Checklist Code:
If the document was for Aid Year ‘2016’, hit
FEREQ Checklist Code from your search results.
button and locate the
6. If the correct Checklist Code was selected, click the second tab called “Checklist Management 2”:
7. The Checklist Management 2 tab will contain all the Checklist Item Codes associated with the
Checklist Code assigned to the student. The checklist that are coded “required” are those appearing
on the Student Center. From our example, the student submitted the two documents (shown
below). Let’s locate these documents on this tab
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8. Update the Status of these two items from “Required” to “Received”. Click the drop down list to
change the status.
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Many of our processes is highly dependent on the checklist status, so it is important to
select the correct status.
9. When you are done updating the status, hit the
button to save the changes.
10. Go on to the next student and repeat the steps necessary to update the status of the Checklist Item
Code.
REFERENCE
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Checklists Naming Convention
All Financial Aid Checklists Item Codes will begin with the letter “F”. Some Checklists are aid year
specific, while others may not. For Checklists that are aid year specific, the second character will
either be an “E” (for an “Even” aid year), or “O” (for an “Odd” aid year), followed by other alpha
characters specific to the type of document or task.
For Aid Year Specific Checklists:
Checklist Item Code
Aid Year
Checklist Description
FOISIR
2015
2014-15 Federal ISIR Received
FETAXS
2016
2015-16 Federal ISIR Received
FOTAXS
2017
2016-17 Federal ISIR Received
FETAXS
2018
2017-18 Federal ISIR Received
FOTAXS
2015
2014-15 Student Tax Return
FETAXS
2016
2015-16 Student Tax Return
FOTAXS
2017
2016-17 Student Tax Return
FETAXS
2018
2017-18 Student Tax Return
Those in bold are for “odd” Aid Years – notice the second alpha character, letter “O” (for
Odd)
For Non Aid Year Specific Checklists:
Checklist Item Code
FAGGRE
FAGGRE
FAGGRE
FDEFAU
FDEFAU
FDEFAU
FPLEUC
FPLEUC
FPLEUC
Aid Year
2015
2016
2017
2015
2016
2017
2015
2016
2017
Checklist Description
Loan Aggregate Exceeded
Loan Aggregate Exceeded
Loan Aggregate Exceeded
Loan Default
Loan Default
Loan Default
Close to Pell Lifetime Eligibility
Close to Pell Lifetime Eligibility
Close to Pell Lifetime Eligibility
Checklists for Financial Aid Organized by Aid Year
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Some Checklist Codes and Checklist Items used during ODD Aid Years will contain the letter “O”
as the second character, while some will be used during EVEN Aid Years and will contain the letter
“E” as the second character.
For instance, for the 2014-2015 academic year we use Aid Year “2015” and is considered an “odd”
year. For the 2015-2016 academic year we use Aid Year “2016” and is considered an “even” year.
Some checklist may not reference “odd” and “even” years but act as a place holder.
Aid Year
Checklist
Code
Checklist Items for this Checklist Code
FODHS (DHS Hold)
FOISIR (2014-15 Federal ISIR Received
FOTAXP (2014 Parent Tax Information)
FOTAXS (2014 Student Tax Information)
FOV1D (14-15 Dependent Student Verification)
FOV1l (14-15 Independent Student Verification)
FOV3 (14-15 Child Support Paid Verification)
FOV4CS (14-15 Custom Child Support Verification)
FOV4SN (14-15 Custom SNAP Verification)
FOV5D (14-15 Aggregate Verification Dependent)
FOV5I (14-15 Aggregate Verification Independent)
FOV6D (14-15 Household Resource Verification Dependent)
FOV6I (14-15 Household Resource Verification Independent)
While some checklist don’t reference the “odd” year and are the same
for all Aid Years:
2015
FOREQ
FAEMAN (Emancipated Minor)
FAGGRE (Loan Aggregate Exceeded)
FBANKR (Loan Bankruptcy)
FDEFAU (Loan Default)
FDGCN (Drug Conviction Hold)
FDISCH (Loan Discharge)
FFRAUD (Loan Fraud Issue)
FGUARD (Legal Guardianship)
FHOMLE (Homeless/At-Risk Homelessness)
FHSC (High School Completion Form)
FIDT (Identity Theft)
FMISM (NSLDS Name/DOB Mismatch)
FMRRG (Required Marriage Certificate)
FPLEUC (Close to Pell Lifetime Eligibility)
FPLEUR (Reached Pell Lifetime Eligibility)
FPYACG (Federal ACG Overpayment)
FPYIRQ (Iraq/Afghanistan Grant Overpayment)
FPYMOR (One/More NSLDS Overpayment)
FPYPEL (Federal PELL Grant Overpayment)
FPYPRK (Federal Perkins Overpayment)
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FPYSEO (Federal SEOG Overpayment)
FPYSMA (SMART Grant Overpayment)
FPYTEA (TEACH Grant Overpayment)
FSELSV (Selective Service)
FSSAC (SSA Not Confirmed Citizen)
FSSAM (Social Security Mismatch)
FUENR2 (NSLDS Unusual Enrollment History 2)
FUENR3 (NSLDS Unusual Enrollment History 3)
FVADTY (Active Duty Not Training)
FVETS (Veterans Affairs Status Match)
FWORPN (Orphan/Ward of Court)
FEDHS (DHS Hold)
FEISIR (2015-16 Federal ISIR Received
FETAXP (2015 Parent Tax Information)
FETAXS (2015 Student Tax Information)
FEV1D (15-16 Dependent Student Verification)
FEV1l (15-16 Independent Student Verification)
FEV3 (15-16 Child Support Paid Verification)
FEV4CS (15-16 Custom Child Support Verification)
FEV4SN (15-16 Custom SNAP Verification)
FEV5D (15-16 Aggregate Verification Dependent)
FEV5I (15-16 Aggregate Verification Independent)
FEV6D (15-16 Household Resource Verification Dependent)
FEV6I (15-16 Household Resource Verification Independent)
While some checklist don’t reference the “even” year and are the same
for all Aid Years:
2016
FEREQ
FAEMAN (Emancipated Minor)
FAGGRE (Loan Aggregate Exceeded)
FBANKR (Loan Bankruptcy)
FDEFAU (Loan Default)
FDGCN (Drug Conviction Hold)
FDISCH (Loan Discharge)
FFRAUD (Loan Fraud Issue)
FGUARD (Legal Guardianship)
FHOMLE (Homeless/At-Risk Homelessness)
FHSC (High School Completion Form)
FIDT (Identity Theft)
FMISM (NSLDS Name/DOB Mismatch)
FMRRG (Required Marriage Certificate)
FPLEUC (Close to Pell Lifetime Eligibility)
FPLEUR (Reached Pell Lifetime Eligibility)
FPYACG (Federal ACG Overpayment)
FPYIRQ (Iraq/Afghanistan Grant Overpayment)
FPYMOR (One/More NSLDS Overpayment)
FPYPEL (Federal PELL Grant Overpayment)
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FDLPL
FDLSU
FNTM
FPERK
FDLPL
FDLSU
FNTM
FPERK
Aid Year
Checklist
Code
FPYPRK (Federal Perkins Overpayment)
FPYSEO (Federal SEOG Overpayment)
FPYSMA (SMART Grant Overpayment)
FPYTEA (TEACH Grant Overpayment)
FSELSV (Selective Service)
FSSAC (SSA Not Confirmed Citizen)
FSSAM (Social Security Mismatch)
FUENR2 (NSLDS Unusual Enrollment History 2)
FUENR3 (NSLDS Unusual Enrollment History 3)
FVADTY (Active Duty Not Training)
FVETS (Veterans Affairs Status Match)
FWORPN (Orphan/Ward of Court)
DL PLUS Requirements
DL Sub/Unsub Requirements
NSLDS Transfer Monitoring
Perkins Loan Requirements
Checklist Items for this Checklist Code
FODISR (2014-2015 Dream ISIR)
FODVD (2014-15 Dependent Student Verification)
FOTAXP (2014 Parent Tax Information)
FOTAXS (2014 Student Tax Information)
FODVI (14-15 Independent Student Verification)
2015
FODREQ
While some checklist don’t reference the “odd” year and are the same
for all Aid Years:
FDSLSV (Dream Selective Service)
2016
FEDREQ
FEDISR (2015-2016 Dream ISIR)
FEDVD (2015-16 Dependent Student Verification)
FETAXP (2015 Parent Tax Information)
FETAXS (2015 Student Tax Information)
FEDVI (15-16 Independent Student Verification)
While some checklist don’t reference the “odd” year and are the same
for all Aid Years:
FDSLSV (Dream Selective Service)
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Service Indicators
Learning Outcomes
Lesson 10: Service Indicators
4. After completing this training module, the employee will know how to identify positive and
negative service indicators
5. After the completion of this training module, the employee will know how to apply and release a
service indicator.
6. After the completion of this training module, the employee will understand the use of the
service indicator in the various financial aid processes.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
90
Campus Solutions 9.0 – Financial Aid
Service Indicators
Service Indicators are used to provide or limit access to services for students. Service indicators
can be negative indicators (holds) to prevent an individual from receiving certain services, or
positive indicators to designate special services to be provided or used as a tracking device for
reporting purposes. Service indicators will appear at the top of the pages you will be using. When a
student has a Service Indicator, an icon will appear on the upper right hand corner on any student
page. Campus Community has two types of Service Indicators:
Icon
Types of Service Indicators
Negative Service Indicator - When you see this icon on any student page, it means the
student has a “negative” Service Indicator and prevents the student from receiving certain
services. In Financial Aid, this is considered a “hold” and will prevent aid from
disbursing. May also include transcript holds and denied registration of classes.
Positive Service Indicator – Can designate special services individuals are entitled to.
Positive service indicators do not have impact values but may be used as criteria when
providing some services.
The student may have more than one negative service indicator and/or positive service
indicator. To view the type of service indicator, click on the icon.
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By clicking on one of the service indicators, you can see a summary of the student’s service
indicator(s).
For example, Financial Aid will use a negative service indicator called “FSP” (FA SAP Hold). Let’s
assume a student had a negative service indicator, click on the service indicator that looks like this:
The following page will appear on your screen called Manage Service Indicators:
The following page will display more details about the hold:
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Page continues on the next page 
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Assigning Service Indicators
The following steps will show you how to assign a negative service indicator.
Navigate to Main Menu, Campus Community, Service Indicators (Student), Manage Service
Indicators
In the Search page, enter the ID in the Empl ID field, then hit
:
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On the following page click
, to add a service indicator:
In this example, we are going to assign the FS1 (General Fina Aid Disb Hold) negative service
indicator:
Enter the Institution, Service Indicator Code of “FS1”, Service Ind Reason Code of “FS1”, the Start
Term being “0000” (0000 means it applies to all terms, unless you only want the hold to start for a
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specific semester then enter that semester), Department is “6165” (for Financial Aid), enter a
Comment (not necessary, but you can enter a comment on the Financial Aid Status page – I would
recommend entering a comment in both places), hit
, then
:
You have now assigned a service indicator. If you wish to remove the service indicator (also known
as “release”) reference page 2 of this document.
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Financial Aid Verification Processing
Learning Outcomes
Lesson 11: Financial Aid Verification
1. After completing this training module, the employee will know how to navigate to where the
students ISIR is in PeopleSoft.
2. After the completion of this training module, the employee will know how to make a correction
to a student record in PeopleSoft and release it for transmission to the Department of
Education.
3. After the completion of this training module, the employee will know how to determine the
status of an ISIR in the process of being corrected.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
98
Campus Solutions 9.0 – Financial Aid
Verification Processing
A student’s application for federal financial aid may be selected for review in the Federal
Verification process. Verification is a process used to verify certain information on the FAFSA to
ensure its accuracy. LRCCD students who are selected for verification will be assign Checklists in
Campus Solutions and will appear on the Student Services Center (student portal) as a To-Do. Some
checklist will require the student to submit a document while others may require the student to
contact the Department of Education to clear something. After all required documents are
submitted, the Financial Aid at each college will compare them to the ISIR. If errors are found,
corrections will be made by the Financial Aid Counselor and will be transmitted to the Central
Processing System (CPS) for processing.
Overview of Verification Processing:
The Verification process includes up to 8 separate steps that must be completed in a sequential order.
This chapter reviews each of the eight steps.
Verification Process:
Step 1: Use Simulate FM INAS to make ISIR Corrections
EFC Simulation allows you to change ISIR data and recalculate an EFC without actually
correcting the ISIR. This area can be used to view the result of PJ adjustments and then
determine whether to save the adjustment/correction and send to CPS.
Step 2: If committing changes from previous step, update ISIR Correction Status to “Send”
This section discusses how to use the ISIR correction component. This is where the
Financial Aid Counselor will make corrections to a student’s ISIR. Any corrections made to
this page will be sent to the Central Processing System (CPS) for processing.
Step 3: Update the verification flags
After the ISIR Correction has been made, the Financial Aid Advisor must change the
Verification Flag to Complete and the Verification Status to Verified. This will ensure the
student will be ready for mass packaging.
Step 4: Update the Review Status to Complete
After Steps 1-5 have been completed by the Financial Aid Counselor, the Review Status
must be changed to Complete. This tells us the file has been reviewed by the counselor.
Step 5: Add a Comment
Financial Aid will use Comments to assign notes during the file review process. Comments
will give explanations of the initial review, changes to the student’s aid, and written or verbal
communication with the student and family.
Step 6: Complete the Checklist Items
Completing the checklist(s) will remove the checklist from the Student Services Center and
will no longer appear as a To-Do.
Step 7: Repackage the student if necessary
If the student was packaged, all financial aid awards are subject to change and may be
cancelled or adjusted if any of the following conditions apply:
•
•
•
•
The student has misrepresented, provided incorrect or false information
Enrollment status has changed
The financial aid awarded exceeded the Cost of Attendance (COA)
The student made changes to their FAFSA, resulting in a change to their financial aid
eligibility (the change could increase or reduce the awards)
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•
•
•
•
•
•
•
Student was convicted for possession or sale of illegal drugs during a period of enrollment
for which the student was receiving Title IV aid
Student submitted a College/University transcript after the awards were processed –
resulting in a grade level change
Student changed their program of study to an ineligible program
NSLDS/CPS sent us a system generated ISIR causing the EFC to go up or down
Make Satisfactory Academic Progress
Comply with other federal or university aid regulations
Some scholarships may also be cancelled for failure to maintain grade point average
requirements
If any of the above conditions are met, the student will need to be repackaged by the
Financial Aid Counselor.
Step 8: Update FSA for Verification Tracking codes V4 and V5
This is new for 2014-2015 and is only required for students who have a Verification
Tracking code of V4 or V5. This requires access to FAA Access to CPS Online.
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Learning Outcomes
Lesson 12: Simulate FM INAS to Make ISIR
Corrections
1. After completing this training module, the employee will know how to navigate to where the
students ISIR is in PeopleSoft and create a new ISIR record for correction.
2. After the completion of this training module, the employee will know how to make a correction
to a student record in PeopleSoft and determine the impact of changes on EFC using INAS
Button.
3. After the completion of this training module, the employee will know how to determine the
status of an ISIR in the process of being corrected.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
101
Campus Solutions 9.0 – Financial Aid
STEP 1: Simulate FM INAS to Make ISIR Corrections
EFC Simulation allows you to change ISIR data and recalculate an EFC without actually correcting
the ISIR. This area can be used to view the result of PJ adjustments and then determined whether to
save the adjustment/correction and send to CPS.
This feature is only available for Federal ISIR’s. Corrections to a Cal ISIR must be done at
CSAC WebGrants.
1. Use the following component to simulate an ISIR:
Navigation: Main Menu > Financial Aid > Federal Application Data > Simulate 20142015 FM INAS
2. Enter an ID to locate the student and hit:
3. Only students who have a federal ISIR will be found on this page. The page consist of 5 tabs:
•
•
•
•
•
Student Income/Assets – this tab will display Student’s Income and Asset information from
the latest ISIR
Student Information – this tab will display more information about the student not related
to Income
Parent Income/Assets – this tab will display Parent’s Income and Asset information from the
latest ISIR
Parent Information – this tab will display more information about the parent not related to
Income
verrides – You can overrides on rejects
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Steps for Simulating INAS
4. Select
to populate the fields with current ISIR data.
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5. Make changes to desired fields on any of the tabs.
6. When you are done making corrections, select
to recalculate the EFC.
If you need to perform overrides, you may do so by clicking the “Overrides” tab.
7. If you would like to apply the changes, select
message:
. You will see the following
You are about to update ISIR data. Do you wish to continue?...
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8. Select
9. Select
10. Go to the ISIR Corrections page by navigating to:
Navigation: Main Menu > Financial Aid > Federal Application Data > Correct 2014-2015
ISIR records
11. Change the Correction Status from “Pending” to “Send”
12. After all updates have been made, select
to recalculate the EFC and save all
changes. All ISIR’s with a “Send” status will be sent to CPS in a nightly batch. Once they appear on
an ISIR Correction file for CPS, the correction status will change from “Send” to “Sent” and the EFC
will remain unofficial until the updated ISIR returns from CPS.
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Learning Outcomes
Lesson 13: ISIR Corrections
1.
After completing this training module, the employee will know how to navigate to where the
student’s ISIR is in PeopleSoft and create a new ISIR record for correction.
2. After the completion of this training module, the employee will know how to identify the fields
of the ISIR that can be corrected.
3. After the completion of this training module, the employee will know how to update student
financial aid records with data from Bio demo data.
4. After the completion of this training module, the employee will know how to view student
financial aid needs summary.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
106
Campus Solutions 9.0 – Financial Aid
STEP 2: ISIR Correction
When an Institutional Student Information Record (ISIR) is loaded in Campus Solutions, the ISIR
data can be viewed on the ISIR Correction page. If the student has more than one ISIR transaction,
the ISIR’s will be stack on top of each other, and will be sorted by the most recent ISIR transaction
to the oldest ISIR transaction. The information on an ISIR is broken down and displayed into groups
and tabs so it’s easy to read and look at.
Navigation Path: Main Menu > Financial Aid > Federal Application Data > Correct 20xx-20xx
ISIR Record
When visiting the Correct ISIR Records page, you are introduced to four tabs: (1) Student
Information, (2) Parent Information, (3) Assumptions\School Codes, and (4) EFC/DB
Matches\Corr:
The following information is displayed on all tabs:
Label
Effective
Date
Transaction
Nbr
Correction
Status
Description
This is the date the ISIR was loaded
ISIR Transaction – when you bring up the page, normally the highest transaction will
appear first (most recent)
The Correction Status is always “blank” on the first ISIR. When you make a
correction to an ISIR, (1) click the
to create/insert a new row, (2) make as many
107
corrections you need on any tab, (3) change the Correction Status to “Send”, and
finally (4) hit the
Status Date
EFC Status
Primary EFC
button. Based on the corrections you made, the INAS button
will adjust the EFC and Financial Need.
The date the correction status was last modified
The status displays as Unofficial, Official, or Rejected. “Unofficial” for an ISIR
Correction.
Displays the 9-month EFC (or two semester EFC)
Differs from the Primary EFC only if you have changed the budget duration months to
something other than nine. If the student is only here for one semester, then a 3 or 4
month EFC will display here. If the student is here during the academic year and
summer, this will display the 12-month EFC. To adjust the Prorated EFC, click
hyperlink, and
to adjust the Academic (Fall/Spring) or NonStandard (Summer) months
Prorated EFC
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Click “right” arrow
(Summer):
to view the next row, Award Period “Non-Standard”
Tab Breakdown
1. Student Information tab – will only contain information about the Student, such as the Student
Demographics, Dependency Status, and Student Financial Information
109
110
2. Parent Information tab – will contain information about the parent, such as their Demographics,
and their Financial Information
The other portion of tab #2 is shown on the next page 
111
3. Assumptions\School Codes tab – contains confirmation signatures, dependency override indicator,
School Selection, a financial staff can override ISIR rejects, ISIR Information, and ISIR Comments
assigned to the ISIR.
112
The other portion of tab #3 is shown on the next page 
113
4. EFC\DB Matches\Corr tab – contains EFC calculations and database matches made by CPS
114
Creating an ISIR Correction
When you make a correction to an ISIR, follow the steps below:
1. Click the
to create/insert a new row. This also keeps a copy of the original ISIR
transaction.
2. Look at the documents you have received and make as many corrections you need on
any tab.
3. When you are done making changes to the ISIR, change the Correction Status from
“Pending” to “Send” (NOT “Sent”):
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4. Hit the
button (INAS – Institutional Need Analysis System). Based on the
corrections you made, the INAS button will recalculate and adjust the EFC and Financial
Need.
In this example, the student had an EFC of ‘zero’. Let’s assume we increased the
students’ income information. Look what happens to the EFC:
Before – Primary EFC is ‘Zero’:
After – Primary EFC is now “1,918”:
5. When EMT sends the ISIR Correction to CPS via EDConnect, the Correction Status will
change from “Send” to “Sent”.
6. CPS will process the ISIR Correction and create a new ISIR Transaction “02” and send the
response back to SF State.
7. EMT will download the ISIR Correction response back and process the file in Campus
Solutions.
8. If the ISIR Correction is “Official’, the ISIR will appear on the ISIR Corrections page and
will have a Transaction Number “02”.
9. Go to Step 2 – Update Verification Flag in CS 9.0.
What if I am not able to make a correction on a field, such as the “US Tax Paid”?
When CPS has used an assumed value, the field is unavailable and is marked with an
(a) to the right of the field value. Use the corresponding assumptions link to edit such a
field.
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For example,
1. Click the Assumptions link to access the Change Student Income Values page.
2. Set the assumption indicator to Reported or Verified to enable the field to be corrected
on the main page. Reported indicates you are entering data reported by the student,
and Verified indicates you have verified the data on the ISIR and the amount assumed
by CPS is correct.
3. Hit
Paid field.
button and enter the amount you wish to enter under the U.S. Tax
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4. Make other corrections if necessary. To complete the ISIR Correction process, go to
page 9 of this document and continue with step 3.
ISIR Corrections for Citizenship
This process details how to correct citizenship on an ISIR. This step may or may not be done by the
Financial Aid department, varies from institution to institution.
1. Navigate to Campus Community, Personal Information (Student), Add/Update a Person
Access the page for the involved student and click on the Citizenship link
2. Ensure that there is a row with United States (USA) as the Country and that the Citizenship Status is
set to Permanent Resident. If there is not a United States row, use the add pushbutton to create
one:
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Click
to go to the previous page.
3. Click on the Visa/Permit Data link:
119
4. Ensure that the below highlighted fields are populated. The Country, Type, Number, and Status are
the key components that must be populated as shown.
Click
Hit
to go to the previous page.
to save your changes.
5. Navigate to Financial Aid, Federal Application Data, Correct 20XX-20YY ISIR records page and hit
to insert a new record:06
120
6. If the value next to the Correct Citizenship box under Actual Bio/Demo Data column on the left side
is different from the value to the Citizenship Status under the ISIR Bio/Demo Data column on the
right side of the page, check the box next to Correct Citizenship:
7. Then click the ‘look-up’
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Click on the correct Visa/Permit Number for the involved student:
122
8. Set the Correction Status to ‘Send’ and then click the INAS push button
:
Once INAS is calculated, the student’s Primary EFC will be displayed. The EFC Status will
be Unofficial until the ISIR correction is exported to CPS and the response file is re-imported
during the next ISIR Load.
Correcting other data elements, such as the Date of Birth being incorrect on the ISIR but correct in
Bio Demo in PeopleSoft, you must insert a new ISIR Correction row, check the box next to “Correct
Date of Birth”, set the Correction Status to “Send” and hit “INAS”.
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Update Verification Flags in CS 9.0
Learning Outcomes
Lesson 14: Update Verification Flags in CS 9.0
1. After completing this training module, the employee will know how to navigate to Navigate to
View Packaging Status Summary and update the verification flag.
2. After the completion of this training module, the employee will know how to identify the
various verification statuses.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
124
Campus Solutions 9.0 – Financial Aid
STEP 3: Update Verification Flags in CS 9.0
Verification is a review process in which the Financial Aid office determines the accuracy of various
data elements reported by the student/parent on the student’s Free Application for Federal Student
Aid (FAFSA). During the verification process the student and parent will be required to submit
documentation for the amounts listed (or not listed) on the financial aid application. The verification
process ensures that eligible students receive all the financial aid they are entitled to receive and
prevents ineligible students from receiving aid they are not entitled to receive.
If the ISIR is selected for Verification and the Verification Selection flag is set to “Y” (Yes), the
Verification Flag on the View Packaging Status Summary page will be set to “Required”. Before a
student is Mass Packaged, the Verification Flag must be changed to “Complete”. This will let the
system know the student is ready to be packaged.
After the financial aid data has been verified and corrected by a Financial Aid counselor on the ISIR
Correction page (after using the INAS Simulation), the counselor must update the Verification Flag
to “Complete”.
Follow the steps below to change the Verification Flag to “Complete”
1. Navigate to Main Menu, Financial Aid, View Packaging Status Summary
2. Locate the Verification Flag field, click the drop down list, and select “Complete”
125
3. Locate the Verification Status field, click the drop down list, and select “Verified”:
126
4. Hit “Save”
5. Go to Step 3 – Adding a Comment in CS 9.0
127
Update Review Status to Complete in CS 9.0
Learning Outcomes
Lesson 15: Update Review Status in CS 9.0
3. After completing this training module, the employee will know how to navigate to Navigate to
View Packaging Status Summary and update the Review Status.
4. After the completion of this training module, the employee will know how to identify the
various Review status flags.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
128
Campus Solutions 9.0 – Financial Aid
STEP 4: Update Review Status to Complete in CS 9.0
The Review Status is part of the verification process. When a file is completed and reviewed by a
Financial Aid counselor, the Review Status must be changed from “Incomplete” to “Complete”.
If additional documents were requested from the student, do not change the Review Status to
“Complete”
Follow the steps below to change the Review Status to “Complete”
1. Navigate to Main Menu, Financial Aid, View Packaging Status Summary
2. Locate the Review Status field, click the drop down list, and select “Complete”
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3. Hit “Save”
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FA Communications
Learning Outcomes
Lesson 16: Adding FA Comments CS 9.0
1. After completing this training module, the employee will know how to add comments from the
View Financial Aid summary page.
2. After the completion of this training module, the employee will know how assign a comment via
Person Comment Entry page.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
STEP 5: Adding a Comment in CS 9.0
Comments allow users to track miscellaneous notes on a person’s record. Financial Aid will use
Comments to assign notes during the file review process. The comments will give explanations of
the initial review for the academic year, changes to the student’s aid, and written and verbal
communication with the student and family.
A student must be aid year activated before you can view or add Comments on his or her record in
the system. If an ISIR was loaded, the student has already been aid year activated. The aid year
must be added as Variable Data. If you determine that this person’s record has not been aid year
activated, follow the instructions in the “Steps for Aid Year Activating a Student” document.
You can add a comment in two ways, from the (1) View Financial Aid Status page or (2) Person
Comment Entry.
Assign a Comment from View Financial Aid Status page
1. Navigation path: Main Menu, Financial Aid, View Financial Aid Status
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2. From the search screen enter the students ID if you already know it or search by name
3. The page will display the Financial Aid Status page. Next to the ID of the student, you will
see 3 small icons representing the 3C’s (Checklist, Communications and Comments). Click
Comments to add a new comment:
4. The Person Comment Entry page will appear on a new web page.
Navigation path is Main Menu, Financial Aid, View Financial Aid Status, Person Comment
Entry:
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5. On the Person Comment Entry page, you will be required to enter 3 things, (a)
Administrative Function, (b) Comment Category, (c) Department, and (d) your comments.
a. Begin adding a comment by entering an Administrative Function, enter “FINA”
(Financial Aid)
b. Select a Comment Category. You can view a list of options by clicking the
magnifying glass button. In our example we will enter “FAGEN” (in this example we
are using ARC)
c. Click in the Department field and type the ARC code “01FINAID”
d. Click in the Comments field and type the comment text. You can add your initials at
the end of your text.
6. Before saving, hit the “Variable Data” button
a. Enter the Aid Year you wish to reference this comment:
b. Hit the “OK” button
to return to the previous page
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7. When the comment is complete, click “Save”
.
8. To add additional comments for the same ID, click “Add”
and repeat steps 5-7.
9. If you go back to View Financial Aid Status page the comment will appear under the
“Comments” section:
Assign a Comment via Person Comment Entry page
1. Navigation path: Main Menu, Campus Community, Comments, Comments – Person,
Person Comment Entry
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2. To add a new comment, click (1) “Add a New Value” tab, (2) enter the ID of the student you
wish to add a comment, and (3) hit the Add button
3. On the Person Comment Entry page, you will be required to enter 3 things, (a)
Administrative Function, (b) Comment Category, and (c) your comments.
e. Under Administrative Function enter “FINA”
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f. Under Comment Category enter “XXXXXX” or select the spyglass and select a
Comment Category.
g. Under Comments, enter your message.
4. Before saving, hit the “Variable Data” button
a. Enter the Aid Year you wish to reference this comment:
b. Hit the “OK” button
to return to the previous page
5. Hit “Save”
to add and save the comment.
6. Go on to Step 4 – Completing Checklist in CS 9.0.
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Completing a Checklist in CS 9.0
Learning Outcomes
Lesson 17: Adding FA Checklists in CS 9.0
1. After completing this training module, the employee will know how to add checklist from the
View Financial Aid summary page.
2. After the completion of this training module, the employee will know how assign a distinguish
student checklist from internal checklist.
3. After the completion of this training module, the employee will understand the naming
convention used in CS 9.0 and know how to correctly assign checklist to students.
4. After the completion of this training module, the employee will know how to successfully
update a student checklist item.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
STEP 6: Completing a Checklist in CS 9.0
Financial Aid will be using Checklists in Campus Solutions to track progress towards completing the
following requirements:
•
•
•
•
Verification requirements
Track Entrance Counseling completion
Track Master Promissory Note (MPN) completion
And other requirements upon request by FA Staff
Checklists that are assigned to a student will appear as a “To-Do” on the Student Portal and will
inform the student to submit documents, or to complete something online.
Some checklist can be for internal use and will not appear on the student portal.
For checklist requiring students to submit paper documents will require a staff member to change the
status code from “required” to “received”. When “all” documents has been submitted to the
Financial Aid Office, and is coded “received”, the documents will be ready to be reviewed by a
Financial Aid counselor. The Financial Aid counselor will review the documents and make an ISIR
Correction. Once the ISIR Correction has been created, the counselor will complete the checklist(s).
High level overview
This document will give you a basic understanding of checklist and how to complete checklist(s).
Checklists Naming Convention
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All Financial Aid Checklists Item Codes will begin with the letter “F”. The second character will
represent the college (“A” for ARC, “C” for CRC, “F” for FLC”, and “S” for SCC). Some
Checklists are aid year specific, while others may not. For Checklists that are aid year specific, the
third character will either be an “E” (for an “Even” aid year), or “O” (for an “Odd” aid year),
followed by other alpha characters specific to the type of document or task.
For Aid Year Specific Checklists:
Checklist Item Code
Aid Year
Checklist Description
FxOISR
2015
2014-15 Federal ISIR Received
FxEISR
2016
2015-16 Federal ISIR Received
FxODV1
2015
14-15 Dep. Verification Worksheet
FxEDV1
2016
15-16 Dep. Verification Worksheet
FxOPIT
2015
Parent 2013 IRS Tax Transcript
FxEPIT
2016
Parent 2014 IRS Tax Transcript
FxOPIT
2017
Parent 2015 IRS Tax Transcript
FxEPIT
2018
Parent 2016 IRS Tax Transcript
Those in bold are for “odd” Aid Years – notice the third alpha character, letter “O” (for
Odd). The letter “x” represents the college (A = ARC, C = CRC, F = FLC, and S = SCC)
For Non Aid Year Specific Checklists:
Checklist Item Code
FxGGRE
FxGGRE
FxGGRE
FxDEFL
FxDEFL
FxDEFL
FxFRAD
FxFRAD
FxFRAD
Aid Year
2015
2016
2017
2015
2016
2017
2015
2016
2017
Checklist Description
Loan Aggregate Exceeded
Loan Aggregate Exceeded
Loan Aggregate Exceeded
Loan Default
Loan Default
Loan Default
Loan Fraud Issue
Loan Fraud Issue
Loan Fraud Issue
A list of checklist is provided towards the end of this document.
Some checklist may be a document while some checklists are informational to the student.
To update the status of a checklist follow the steps below:
1. Look at the type of documents you have.
2. Navigate to Main Menu, Financial Aid, View Financial Aid Status (1)
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3. Enter the student ID into the ID field (2)
4. Make sure the Academic Institution field is populated with the value SFCMP (3)
5. Enter the appropriate Aid Year for this student (4). If you are dealing with two aid years,
make sure you have the correct aid year. For example, if the documents are for the 201415, make sure the Aid Year is set to “2015”, if this is for 2015-16, make sure the Aid Year is
set to “2016” etc…
6. Hit “Search”
to view the students record (5).
7. The Checklists section of the Financial Aid Status page will show the status of the Checklist Items
assigned to this student. If the View All hyperlink in the Checklist area of the page is underlined, it
means there are more Checklist Items for this student than are currently being shown in the list.
View All – hyperlink “not” active:
View All – hyperlink active:
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To see the full list, click the View All hyperlink to show all of the Checklist Items assigned
to this student’s record:
8. From the example in step 7, let’s assume you received the “2014-2015 Dependent Student
Verification” (FAODV1) form, “Parent 2013 Tax Transcript” (FAOPIT), “Student 2013 IRS Tax
Transcript” (FAOSIT), and Proof that the student was no longer exceeded their Loan
Aggregate (FAGGRE). After you made an ISIR Correction, you will need to change the
Checklist Status from “Initiated” to “Completed”, or from “Received” to “Completed”. On
the Financial Aid Status page, you will notice the Checklists Item Codes are also hyperlinked.
a. Completing the “2014-15 Independent Student Verification” (FAODV1) checklist
i. Click the FAODV1 hyperlink to view the Checklist Management – Person page
ii. A new web page will appear on your browser. The page you are seeing is
called Checklist Management – Person (you can also navigate to this page by
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going to Main Menu, Campus Community, Checklists, Person Checklist,
Checklist Management – Person)
iii. By default, this takes you to the second tab called “Checklist Management
2”. Find the item in the Checklist Item list for the Checklist Code, FAODV1:
iv. Change the status to “Completed”
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b. While you are on the Checklist Management – Person page, let’s locate the second
checklist we need to complete
i. Locate “2012 Student Tax Information”, FAOPIT checklist:
ii. Change the status to “Completed”:
9. When you are done completing all other checklists, scroll to the bottom of the page and hit
the “Save”
button.
144
10. If you go back to View Financial Aid Status page, hit “return to search”
11. Then hit “Search”
to revisit the same student.
12. Notice the Status for both the FAODV1, FAOPIT, and all other checklists are now
“completed”:
13. If the student has been packaged go to Step 5 – Repackaging in CS 9.0.
14. If the student has not been packaged go to Step 6 – Completing the Review Status.
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Types of Checklist and Reasons
1. Assign checklist item code FOISIR (Federal ISIR Received) and set checklist status to “Complete”
when it meets the following condition:
a. ISIR_CONTROL.AID_YEAR = 2015
//STUDENTS WHO SUBMIT A 2015 ISIR AND IS LOADED WILL RECEIVE THIS CHECKLIST
2. Assign checklist item code FAGGRE (Loan Aggregate Exceeded) and set checklist status to “initiated”
when it meets the following condition:
a. ISIR_COMMENTS.COMMENT_CODE = (254 OR 255 OR 256 OR 260)
3. Assign checklist item code FBANKR (Bankruptcy) and set checklist status to “initiated” when it meets
the following condition:
a. ISIR_COMMENTS.COMMENT_CODE = 116
4. Assign checklist item code FDISCH (Loan Discharged) and set checklist status to “initiated” when it
meets the following condition:
a. ISIR_COMMENTS.COMMENT_CODE = 115
5. Assign checklist item code FDEFAU (Loan Default) and set checklist status to “initiated” when it
meets the following condition:
a. ISIR_COMMENTS.COMMENT_CODE = (124 OR 132 OR 134 OR 135 OR 136 OR 137)
//Comment Code 137 is not related to Loan Default but related to Permanent
Disability
6. Assign checklist item code FDGCN (Drug Conviction Hold) and set checklist status to “initiated” when
it meets the following condition:
a. ISIR_COMMENTS.COMMENT_CODE = (053 OR 054 OR 056 OR 058)
7. Assign checklist item code FODHS (DHS Hold) and set checklist status to “initiated” when it meets
the following condition:
a. ISIR_COMMENTS.COMMENT_CODE = (046 OR 105 OR 109 OR 141 OR 142 OR 144)
8. Assign checklist item code FOMANC (Emancipated Minor) and set checklist status to “initiated”
when it meets the following condition:
a. ISIR_STUDENT.SFA_EMANCIPT_MINOR = 1 (yes), AND
b. ISIR_COMMENT.COMMENT_CODE = (162 OR 173 OR 180) //these are the wrong codes –
for VA
i. Why not use ISIR_STDNT.DOB_PRIOR = N (Over 24 years of age) and
ISIR_STUDENT.SFA_EMANCIPT_MINOR = Y? No Comment Code(s) exist for this
group of students.
Or
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ISIR_STUDENT.SFA_EMANCIPT_MINOR = Y,
ISIR_STDNT.DOB_PRIOR = N (Student is Over 24 years of age),
ISIR_STUDENT.CURRENT_GRADE_LVL <> (07, 08, 09, and 10)
[Graduate], and ISIR_STUDENT.DEGREE_CERTIF <> 8 (Graduate or
Professional Degree)
9. Assign checklist item code FFRAUD (Loan Fraud Issue) and set checklist status to “initiated” when it
meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 272
//Starting in January 1, 2014, NSLDS records that receive a flag value of “Y” in the NSLDS
Fraud Loan Flag field will no longer have a SAR C Code. Records will now have a Reject
Reason 24 and SAR Comment 272. ISIR will reject. Per our decision, we are not loading
“rejected” ISIR’s. Do we need this checklist? This issue must be resolved to receive federal
student aid.
10. Assign checklist item code FGUARD (Legal Guardianship) and set checklist status to “initiated” when
it meets the following condition:
a. ISIR_STUDENT.SFA_LEGAL_GUARDIAN = 1 (yes), AND
b. ISIR_COMMENT.COMMENT_CODE = (162 OR 173 OR 180) //these are the wrong codes –
for VA
i. Why not use ISIR_STDNT.DOB_PRIOR = N (Over 24 years of age) and
ISIR_STUDENT.SFA_LEGAL_GUARDIAN = Y? No Comment Code(s) exist for this
group of students.
11. Assign checklist item code FHOMLE (Homeless/At-Risk Homelessness) and set checklist status to
“initiated” when it meets the following condition:
a. ISIR_STUDENT.SFA_YOUTH_LIASON = 1 (yes), OR
b. ISIR_STUDENT.FSA_YOUTH_HUD = 1 (yes), OR
c. ISIR_STUDENT.SFA_RISK_HOMELESS = 1 (yes)
12. Assign checklist item code FIDT (Identity Theft) and set checklist status to “initiated” when it meets
the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 259
13. Assign checklist item code FMISM (NSLDS Name/DOB Mismatch) and set checklist status to
“initiated” when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 138
14. Assign checklist item code FPLEUC (Close to Pell Lifetime Eligibility) and set checklist status to
“initiated” when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 346
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15. Assign checklist item code FPLEUR (Reached Pell Lifetime Eligibility) and set checklist status to
“initiated” when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 347
16. Assign checklist item code FPYACG (Federal ACG Overpayment) and set checklist status to
“initiated” when it meets the following condition:
a.
b.
c.
d.
e.
f.
ISIR_COMMENT.COMMENT_CODE = 240, OR
ISIR_COMMENT.COMMENT_CODE = 241, OR
ISIR_COMMENT.COMMENT_CODE = 242, OR
ISIR_COMMENT.COMMENT_CODE = 243, OR
ISIR_COMMENT.COMMENT_CODE = 244, OR
ISIR_COMMENT.COMMENT_CODE = 246
17. Assign checklist item code FPYIRQ (Iraq/Afghanistan Grant Overpayment) and set checklist status to
“initiated” when it meets the following condition:
a.
b.
c.
d.
e.
f.
ISIR_COMMENT.COMMENT_CODE = 309, OR
ISIR_COMMENT.COMMENT_CODE = 310, OR
ISIR_COMMENT.COMMENT_CODE = 311, OR
ISIR_COMMENT.COMMENT_CODE = 312, OR
ISIR_COMMENT.COMMENT_CODE = 313, OR
ISIR_COMMENT.COMMENT_CODE = 314
18. Assign checklist item code FPYMOR (One/More NSLDS Overpayment) and set checklist status to
“initiated” when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 133
19. Assign checklist item code FPYPEL (Federal Pell Grant Overpayment) and set checklist status to
“initiated” when it meets the following condition:
a.
b.
c.
d.
e.
f.
g.
h.
ISIR_COMMENT.COMMENT_CODE = 020, OR
ISIR_COMMENT.COMMENT_CODE = 038, OR
ISIR_COMMENT.COMMENT_CODE = 039, OR
ISIR_COMMENT.COMMENT_CODE = 041, OR
ISIR_COMMENT.COMMENT_CODE = 042, OR
ISIR_COMMENT.COMMENT_CODE = 043, OR
ISIR_COMMENT.COMMENT_CODE = 346, OR
ISIR_COMMENT.COMMENT_CODE = 347
148
20. Assign checklist item code FPYPRK (Federal Perkins Overpayment) and set checklist status to
“initiated” when it meets the following condition:
a.
b.
c.
d.
e.
f.
ISIR_COMMENT.COMMENT_CODE = 086, OR
ISIR_COMMENT.COMMENT_CODE = 090, OR
ISIR_COMMENT.COMMENT_CODE = 100, OR
ISIR_COMMENT.COMMENT_CODE = 101, OR
ISIR_COMMENT.COMMENT_CODE = 102, OR
ISIR_COMMENT.COMMENT_CODE = 107
21. Assign checklist item code FPYSEO (Federal SEOG Overpayment) and set checklist status to
“initiated” when it meets the following condition:
a.
b.
c.
d.
e.
f.
ISIR_COMMENT.COMMENT_CODE = 010, OR
ISIR_COMMENT.COMMENT_CODE = 065, OR
ISIR_COMMENT.COMMENT_CODE = 066, OR
ISIR_COMMENT.COMMENT_CODE = 067, OR
ISIR_COMMENT.COMMENT_CODE = 077, OR
ISIR_COMMENT.COMMENT_CODE = 079
22. Assign checklist item code FPYSMA (SMART Grant Overpayment) and set checklist status to
“initiated” when it meets the following condition:
a.
b.
c.
d.
e.
f.
ISIR_COMMENT.COMMENT_CODE = 261, OR
ISIR_COMMENT.COMMENT_CODE = 262, OR
ISIR_COMMENT.COMMENT_CODE = 263, OR
ISIR_COMMENT.COMMENT_CODE = 264, OR
ISIR_COMMENT.COMMENT_CODE = 265, OR
ISIR_COMMENT.COMMENT_CODE = 266
23. Assign checklist item code FPYTEA (TEACH Grant Overpayment) and set checklist status to
“initiated” when it meets the following condition:
a.
b.
c.
d.
e.
f.
ISIR_COMMENT.COMMENT_CODE = 289, OR
ISIR_COMMENT.COMMENT_CODE = 290, OR
ISIR_COMMENT.COMMENT_CODE = 291, OR
ISIR_COMMENT.COMMENT_CODE = 292, OR
ISIR_COMMENT.COMMENT_CODE = 293, OR
ISIR_COMMENT.COMMENT_CODE = 294
24. Assign checklist item code FSELSV (Selective Service) and set checklist status to “initiated” when it
meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 030, OR
b. ISIR_COMMENT.COMMENT_CODE = 033, OR
c. ISIR_COMMENT.COMMENT_CODE = 057
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25. Assign checklist item code FSSAC (SSA Not Confirmed Citizen) and set checklist status to “initiated”
when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 146
26. Assign checklist item code FSSAM (Social Security Mismatch) and set checklist status to “initiated”
when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 063, OR
b. ISIR_COMMENT.COMMENT_CODE = 064, OR
c. ISIR_COMMENT.COMMENT_CODE = 140
27. Assign checklist item code FUENR2 (NSLDS Unusual Enrollment History 2) and set checklist status to
“initiated” when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 359
28. Assign checklist item code FUENR3 (NSLDS Unusual Enrollment History 3) and set checklist status to
“initiated” when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 360
29. Assign checklist item code FVADTY (Active Duty Not Training) and set checklist status to “initiated”
when it meets the following condition:
a. ISIR_STUDENT.SFA_ACTIVE_DUTY = 1 (yes)
30. Assign checklist item code FVETS (Veterans Affairs Status Match) and set checklist status to
“initiated” when it meets the following condition:
a. ISIR_COMMENT.COMMENT_CODE = 162, OR
b. ISIR_COMMENT.COMMENT_CODE = 173, OR
c. ISIR_COMMENT.COMMENT_CODE = 180
31. Assign checklist item code FWORPN (Orphan/Ward of Court) and set checklist status to “initiated”
when it meets the following condition:
a.
b.
c.
d.
e.
(ISIR_STUDENT.ORPHAN = 1, OR
ISIR_STUDENT.ORPHAN = Y), AND
(ISIR_COMMENT.COMMENT_CODE = 162, OR
ISIR_COMMENT.COMMENT_CODE = 173, OR
ISIR_COMMENT.COMMENT_CODE = 180)
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Review Award Package in CS 9.0
Learning Outcomes
Lesson 18: Review Award Packaging in CS 9.0
1. After completing this training module, the employee will know how to navigate to the students
award information.
2. After the completion of this training module, the employee will know how review the student’s
need summary from the assign award screen.
Estimated Training Time: 15 Minutes
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
STEP 7: Review Award Package in CS 9.0
If the student has already been packaged, it will be necessary to review the student’s awards and
adjust them as required.
Follow the steps below to review or update an award package.
1. Navigate to Main Menu, Financial Aid, Awards, Award Processing, Assign Awards to a
Student
Review the awards listed in the Student Award Package tab:
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2. Click on the Need Summary tab. Review to determine if the student is under or over
awarded
In most cases, the student will be under awarded as we only package students with Pell, SEOG,
BOG, and Cal Grant. All other awards will be entered manually after they been approved for those
specific awards.
3. Refer to the Packaging Training manual for additional information on adjusting awards
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Update FSA on FAA CPS Access for V4 and V5
Learning Outcomes
Lesson 19: Update FSA on FAA CPS Access
for V4 and V5
After completing this training module, the employee will know how to report Identity
Verification Results for an applicant assigned to either the V4 or V5 Verification Tracking
Group to the Department of Education.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
154
Campus Solutions 9.0 – Financial Aid
STEP 8: Update FSA on FAA CPS Access for V4 and V5
Beginning with the 2014-2015 award year, aid administrators will be required to report Identity
Verification Results for an applicant assigned to either the V4 or V5 Verification Tracking Group.
Updates to FAA Access to CPS Online will enable financial aid administrators to provide to the
Department the outcome of the school’s review of documentation required to prove identity and high
school completion status.
After accessing the “Enter Results” page, aid administrators will be able to enter personal identifiers
such as Social Security numbers and Name IDs for multiple students. Schools then select the
appropriate response from an Identity Verification Results dropdown menu.
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Dropdown options include the following:
•
•
•
•
•
Verification completed in person, no issues found
Verification completed remotely, no issues found
Verification attempted, issues found with identity
Verification attempted, issues found with HS completion
No response from applicant or unable to locate
The ability to create and upload a flat file to report results will be available after April 2014. A
printable confirmation page with the results submitted will be sent to aid administrators.
Use Comments for Identity Verification Results
Campus Solutions doesn’t provide a way to record the Identity Verification Results however we can
use comments to record our results. These results can later be extracted from query to create our file
to upload to CPS.
Comment Codes to use:
•
•
•
•
FxIVR1: Verification of both identity and high school completion status were satisfactorily
completed by the applicant in person, and no issues were found.
FxIVR2: Verification of both identity and high school completion status were satisfactorily
completed remotely by use of a notary, and no issues were found
FxIVR3: Verification was attempted, and no issues were found with high school completion, but
issues were found with identity.
FxIVR4: Verification was attempted, and no issues were found with identity, but issues were found
with high school completion status.
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•
FxIVR5: The applicant did not respond to the request for documentation or the applicant could not
be located.
Where the second character “x” represents the College (A=ARC, C=CRC, F=FLC, and S=SCC)
Please reference 3C’s in CS 9.0 document, under Chapter 2 Campus Community, to insert a
Comment for a student.
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Database Matches in CS 9.0
Learning Outcomes
Lesson 20: Database Matches
1. After completing this training module, the employee will know how to navigate to the database
match fields.
2. After completing this training module, the employee will know when certain documents have to be
verified and will require an override on the Packaging Status Summary page.
3. After completing this training module, the employee will know the proper override check box next
to a database match value that indicates a professional judgment decision.
4. After completing this training module, the employee will know what database matches can be
overridden.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
158
Campus Solutions 9.0 – Financial Aid
STEP 9: Database Matches in CS 9.0
Certain documents that have been verified will require an override on the Packaging Status
Summary page. If this step is not done, students will not get packaged with federal aid. And if you
try to award federal aid to a student where the override has not been done, the system’s validation
routing returns a zero award amount and a message indicating that the student is not eligible for
federal financial aid.
Selecting the proper override check box next to a database match value, indicates that you have
made a professional judgment decision and want to the system to award federal financial aid for this
student.
When you override a federally reported database match value, the institution assumes full
responsibility for changing these values.
If you are completing any of the following checklist and you believe the student is eligible for
Federal Student Aid, then you must complete the override for the following checklists items:
Social Security related issues:
•
•
FxSSAC (SSA Not Confirmed Citizen)
FxSSAM (Social Security Mismatch)
Selective Service:
•
FxSELC (Selective Service)
INS/DHS:
•
FxDHS (DHS Hold)
Veterans:
•
FxVETS (Veterans Affairs Status Match)
NSLDS:
•
•
•
•
•
•
•
•
•
•
•
•
FxMISM (NSLDS Name/DOB Mismatch)
FxDEFL (Loan Default)
FxPYMR (One/More NSLDS Overpayment)
FxPYPL (Federal PELL Grant Overpayment)
FxUERN (NSLDS Unusual Enrollment History)
FxPYIR (Iraq/Afghanistan Grant Overpayment)
FxPYPK (Federal Perkins Overpayment)
FxPYSE (Federal SEOG Overpayment)
FxPYST (SMART Grant Overpayment)
FxPYTH (TEACH Grant Overpayment)
FxFRAD (Loan Fraud Issue)
FxDISC (Loan Discharged)
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•
•
FxBAKR (Loan Discharged)
FxGGRE (Loan Aggregate Exceeded)
Drug Conviction:
•
FxDGCH (Drug Conviction Hold)
If the student has more than one Checklist Item and is related to the same Database Match,
do not perform the override unless all checklist items associated to that same Database Match
have been verified and approved. For example, if the student receives both FxPYPL (Pell
Overpayment) and FxDEFL (Loan Default) checklist items (both related to the NSLDS), and the
student only submits documents proving they are no longer in a Pell Overpayment status, do not
check the NSLDS override until the student submits proof they are no longer in a Loan Default.
Use this document to determine what override to complete.
The Database Matches is the place to do the overrides. The steps below will walk you through the
process:
1. Navigate to Main Menu, Financial Aid, View Packaging Status Summary
2. You will see the Database Matches hyperlink; click the link to view its contents:
3. Locate the checklist on page 4-12 to determine what override you need to do.
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4. Put a check box next to the Match Value you wish to override.
5. Hit the
6. Then hit the
button.
button to complete this task.
Social Security Administration Issues
FxSSAC (SSA Not Confirmed Citizen)
Students, who have Comment Code 146 on their ISIR, are assigned the FxSSAC checklist
item. After you verify the document submitted and you believe the student has satisfied the
requirement and are eligible for federal aid, check the box next to SSA Citizenship Indicator.
Doing so will allow the student to get packaged with federal aid.
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Also remember to “complete” the FSSAC checklist item. If the student has other checklists
that are now completed, make sure you follow the steps necessary to complete the process so
that the student can go through Mass Packaging.
FxSSAM (Social Security Mismatch)
Students, who have any of the following 063, 064, and/or 140 comment code(s) on their
ISIR, are assigned the FxSSAM checklist item. After you verify the document submitted
and you believe the student has satisfied the requirement and are eligible for federal aid, click
the appropriate box to perform the override. Doing so will allow the student to get packaged
with federal aid.
If student has Comment Code 063 and/or 064 check the box next to SSA Citizenship
Indicator.
If student has Comment Code 140, check the box next to SSN Match.
Ideally, if the student has all 3 comment codes, you will need to check both, SSA Citizenship
Indicator and SSN Match.
Selective Service
FxSELC (Selective Service)
Students, who have any of the following 030, 033, and/or 057 comment code(s) on their
ISIR, are assigned the FxSELC checklist item. After you verify the document submitted
and you believe the student has satisfied the requirement and are eligible for federal aid, click
the appropriate box to perform the override. Doing so will allow the student to get packaged
with federal aid.
If student has Comment Code 030, check the box next to Selective Service Match.
If student has Comment Code 033 and/or 057, check the box next to Selective Service
Registration.
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Ideally, if the student has all 3 comment codes, you will need to check both, Selective
Service Match and Selective Service Registration.
DHS/INS
FxDHS (DHS Hold)
Students, who have any of the following Comment Codes 046, 105, 109, 141, 142, and/or
144 on their ISIR, are assigned the FxDHS checklist item. After you verify the document
submitted and you believe the student has satisfied the requirement and are eligible for
federal aid, check the box next to DHS/INS Match. Doing so will allow the student to get
packaged with federal aid.
Veterans
FxVETS (Veterans Affairs Status Match)
Students, who have any of the following Comment Codes 162, 172, and/or 180 on their
ISIR, are assigned the FxVETS checklist item. After you verify the document submitted
and you believe the student has satisfied the requirement and are eligible for federal aid,
check the box next to VA Match. Doing so will allow the student to get packaged with
federal aid.
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NSLDS
FxMISM (NSLDS Name/DOB Mismatch)
Students, who have Comment Code 138 on their ISIR, are assigned the FxMISM checklist
item. After you verify the document submitted and you believe the student has satisfied the
requirement and are eligible for federal aid, check the box next to NSLDS Match. Doing so
will allow the student to get packaged with federal aid.
FxDEFL (Loan Default)
Students, who have any of the following Comment Codes 124, 132, 134, 135 and/or 136 on
their ISIR, are assigned the FxDEFL checklist item. After you verify the document
submitted and you believe the student has satisfied the requirement and are eligible for
federal aid, check the box next to NSLDS Match. Doing so will allow the student to get
packaged with federal aid.
FxPYMR (One/More NSLDS Overpayment)
Students, who have Comment Code 133 on their ISIR, are assigned the FxPYMR checklist
item. After you verify the document submitted and you believe the student has satisfied the
requirement and are eligible for federal aid, check the box next to NSLDS Match. Doing so
will allow the student to get packaged with federal aid.
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FxPYPL (Federal PELL Grant Overpayment)
Students, who have any of the following Comment Codes 020, 038, 039, 041 and/or 042 on
their ISIR, are assigned the FxPYPL checklist item. After you verify the document
submitted and you believe the student has satisfied the requirement and are eligible for
federal aid, check the box next to NSLDS Match. Doing so will allow the student to get
packaged with federal aid.
FxPYIR (Iraq/Afghanistan Grant Overpayment)
Students, who have any of the following Comment Codes 309, 310, 311, 312, 313 and/or
314 on their ISIR, are assigned the FxPYIR checklist item. After you verify the document
submitted and you believe the student has satisfied the requirement and are eligible for
federal aid, check the box next to NSLDS Match. Doing so will allow the student to get
packaged with federal aid.
FxPYPK (Federal Perkins Overpayment)
Students, who have any of the following Comment Codes 086, 090, 100, 101, 102 and/or
107 on their ISIR, are assigned the FxPYPK checklist item. After you verify the document
submitted and you believe the student has satisfied the requirement and are eligible for
federal aid, check the box next to NSLDS Match. Doing so will allow the student to get
packaged with federal aid.
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FxPYSE (Federal SEOG Overpayment)
Students, who have any of the following Comment Codes 010, 065, 066, 067, 077 and/or
079 on their ISIR, are assigned the FxPYSE checklist item. After you verify the document
submitted and you believe the student has satisfied the requirement and are eligible for
federal aid, check the box next to NSLDS Match. Doing so will allow the student to get
packaged with federal aid.
FxPYST (SMART Grant Overpayment)
Students, who have any of the following Comment Codes 261, 262, 263, 264, 265 and/or
266 on their ISIR, are assigned the FXPYST checklist item. After you verify the document
submitted and you believe the student has satisfied the requirement and are eligible for
federal aid, check the box next to NSLDS Match. Doing so will allow the student to get
packaged with federal aid.
FxPYTH (TEACH Grant Overpayment)
Students, who have any of the following Comment Codes 289, 290, 291, 292, 293 and/or
294 on their ISIR, are assigned the FxPYTH checklist item. After you verify the document
submitted and you believe the student has satisfied the requirement and are eligible for
federal aid, check the box next to NSLDS Match. Doing so will allow the student to get
packaged with federal aid.
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FxUENR (NSLDS Unusual Enrollment History)
Students, who have Comment Code 359 & 360 on their ISIR, are assigned the FxUENR
checklist item. After you verify the document submitted and you believe the student has
satisfied the requirement and are eligible for federal aid, check the box next to NSLDS
Match. Doing so will allow the student to get packaged with federal aid.
FxFRAD (Loan Fraud Issue)
Students, who have Comment Code 272 on their ISIR, are assigned the FxFRAD checklist
item. After you verify the document submitted and you believe the student has satisfied the
requirement and are eligible for federal aid, check the box next to NSLDS Match. Doing so
will allow the student to get packaged with federal aid.
FxDISC (Loan Discharged)
Students, who have Comment Code 115 on their ISIR, are assigned the FxDISC checklist
item. After you verify the document submitted and you believe the student has satisfied the
requirement and are eligible for federal aid, check the box next to NSLDS Match. Doing so
will allow the student to get packaged with federal aid.
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FxBAKR (Loan Discharged)
Students, who have Comment Code 116 on their ISIR, are assigned the FxBAKR checklist
item. After you verify the document submitted and you believe the student has satisfied the
requirement and are eligible for federal aid, check the box next to NSLDS Match. Doing so
will allow the student to get packaged with federal aid.
FxGGRE (Loan Aggregate Exceeded)
Students, who have any of the following Comment Codes 254, 255, 256, and/or 260 on their
ISIR, are assigned the FxGGRE checklist item. After you verify the document submitted
and you believe the student has satisfied the requirement and are eligible for federal aid,
check the box next to NSLDS Match. Doing so will allow the student to get packaged with
federal aid.
Drug Offense
FxDGCH (Drug Conviction Hold)
Students, who have any of the following Comment Codes 053, 054, 056, and/or 058 on their
ISIR, are assigned the FxDGCH checklist item. After you verify the document submitted
and you believe the student has satisfied the requirement and are eligible for federal aid,
check the box next to Drug Offense Conviction. Doing so will allow the student to get
packaged with federal aid.
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ISIR Suspense Management
Learning Outcomes
Lesson 21: ISIR Suspense Management
1. After completing this training module, the employee will know how to navigate to the ISIR suspense
table.
2. After completing this training module, the employee will know when a student ISIR has been loaded
or suspended.
3. After completing this training module, the employee will know how to determine why a file was
suspended.
4. After completing this training module, the employee will be able to advise the student on what
needs to occur to have a suspended ISIR loaded.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
ISIR Suspense Management
The ISIR Suspense Management page will allow you to see all CPS records that have been loaded
and not loaded. Those records that are not loaded will have a Load Status of “Suspended” and it
may require your individual review to determine whether they can be manually loaded or remain in
suspense. Those that are loaded will have a status of “Loaded” and can be viewed on the ISIR
Correction page.
Navigation Path: Main Menu > Financial Aid > File Management > ISIR Import > 20xx-20xx
Suspense Management
Searching for an ISIR
When you are on the page, enter the student’s Social Security Number, EmplID (ID) or Last Name
to begin your search, hit
button:
If you don’t enter anything and you hit the
button, the system will display up to 300
ISIR’s. This makes it a bit more difficult to find the ISIR you are looking for. So it’s best if you
enter something in your search criteria to narrow your search:
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Viewing an ISIR in Suspense with Load Status of “Loaded”:
Viewing an ISIR in Suspense with Load Status of “Suspended”:
An ISIR is “suspended” for many reasons. One valid reason is when the student does not exist in the
system. An applicant may have included one of the LRCCD colleges on their FAFSA application
but may have not applied to any of the four colleges. If this is the case, (1) the ID will be blank, (2)
the Load Status will be set to “Suspended”, and (3) Student Admit Level is set to “0-Student Not
Found”
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Other reasons for an ISIR to be “loaded” or “suspended” are shown below:
Program Status
Active in Program
Suspended
Prematriculated
Admitted
Applicant
Waitlisted
Deceased
Dismissed
Leave of Absence
Completed Program
Cancelled
Discontinued
Admit Level
5 – Accepted/Continuing
5 – Accepted/Continuing
4 – Admitted
4 – Admitted
3 – Applied/Pending
3 – Applied/Pending
2 – Inactive
2 – Inactive
2 – Inactive
2 – Inactive
2 – Inactive
2 – Inactive
ISIR Status
Loaded
Loaded
Loaded
Loaded
Loaded
Loaded
Suspended
Suspended
Suspended
Suspended
Suspended
Suspended
Hyperlinks:
Only four links appear on the ISIR Suspense page (1) ISIR Load Information, (2) CPS Generated
Data, (3) ISIR Reject Reasons, and (4) Search Match:
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This area of the page was left blank intentionally
Go on to the next page 
1. ISIR Load Information hyperlink – The ISIR Load Information is used to review the ISIR Processing
Information. This page will provide you with information as why an ISIR record did or did not load.
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Suspend Reasons will include:
1- Student Not Found (Max Match) - Search Match failed to identify an ID Campus
Community that matches the ISIR
2 - Inst Review Status - Review Status on Packaging Status Summary page is
"Complete"
3 - Ed Verification Completed - Verification Flag on Packaging Status
Summary page is "Complete"
4 - ISIR Compute Rejects - SFSU Suspends rejected ISIR's
Unable to Select School Code
Click
to return to the previous page and click the next hyperlink.
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2. CPS Generated Data hyperlink –The CPS Generated Data page is used to view information
generated by CPS for ISIR record.
Indicates the source of the current ISIR record (Electronic, Web Student,
Transaction Data Web, FAA, paper, CPS, FSAIC – Federal Student Aid Information Center)
Source/Type
and the type of ISIR (application, correction, renewal, signature page, and so
on).
Represents the field on the ISIR that indicates who initiated the current
corrected ISIR record. The possible values are:
Source of
Correction
A – Applicant
D – CPS
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S – School
Blank if not a corrected ISIR
Indicates if the school receiving the ISIR generated the transaction or was
listed on the transaction. Also indicates whether the type of ISIR is a daily,
requested, or pushed ISIR.
Electronic
Institution
Indicator (ETI)
Click
ETI values:
Blank – No destination code associated or school not participating
0 – School generated transaction and is an ISIR daily school
1 – School did not generate transaction and is an ISIR daily school
2 – School generated transaction and is an ISIR request school
3 – School did not generate transaction and is an ISIR request school
4 – School generated transaction, is an ISIR daily school, ISIR is CPS pushed
5 – School did not generate transaction, is an ISIR daily school, ISIR is CPS
pushed
6 – School generated transaction, is an ISIR request school, ISIR is CPS
pushed
7 – School did not generate transaction, is an ISIR request school, ISIR is
CPS pushed
8 – School did not generate transaction, is an SIR daily school, ISIR is CPS
pushed (system generated)
9 – School did not generate transaction, is an ISIR request school, ISIR is
CPS pushed (system generated)
to return to the previous page and click the next hyperlink.
3. Reject Reasons hyperlink –The Reject Reasons page is used to view ISIR Reject Codes
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Reject Reasons for 2013-14 (from the 2013-14 ISIR Guide):
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179
180
181
182
Click
to return to the previous page and click the next hyperlink.
4. Search Match hyperlink –You can avoid this link. It takes you to the Search Match setup page.
ISIR SUSPENSE MANAGEMENT
To help manage suspended ISIRs, SFSU has adopted CSU Sacramento’s ISIR Suspense
Modification. ALL ISIRs (except rejected ISIRs) will load up until the student is packaged or
verified. Once student is packaged or verified, all subsequent ISIRs will suspend except ISIR
corrections we’ve sent out. This mod will review all of the suspended ISIRs and evaluate them to
see whether or not they should be loaded. The following will occur if the ISIR meets one of the
following 5 rules:
Conditions which will cause the ISIR to load:
•
•
•
NSLDS Postscreening Code
SAR C Change Flag
Pell Change Flag
o Student’s Pell Eligibility may have changed:
 Student was Pell eligible but is no longer Pell eligible
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•
•
 Student was “not” Pell eligible but now is Pell eligible
EFC Change Flag
o Students where the EFC was changed after the student made corrections to an ISIR
transaction we used to package the student.
Verification Change Flag
o Students who were not selected for verification originally but are now selected.
As a result:
•
•
•
ISIR’s Load Status will update to “LOADED” (ISIR Loaded)
Review Status will change from “Complete” to “Incomplete”
The ISIR will appear on a Loaded ISIR report and will need to be evaluated.
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Aid Year Activation
Learning Outcomes
Lesson 22: Online Aid Year Activation
1. After completing this training module, the employee will know how to navigate to the ISIR suspense
table.
2. After completing this training module, the employee will know when a student ISIR has been loaded
or suspended.
3. After completing this training module, the employee will know how to determine why a file was
suspended.
4. After completing this training module, the employee will be able to advise the student on what
needs to occur to have a suspended ISIR loaded.
Estimated Training Time: 30 Minutes
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
On-line Aid Year Activation
In order to begin working with a student record in the Financial Aid area of the Campus Solutions
system, that record must be first be tied to a given Aid Year. Although most students will be aid
year-activated automatically through the ISIR Load process, there will be some students whose
records need to be manually aid year activated. This would include students who do not wish to
submit a FAFSA and are only receiving a scholarship and/or private loans. This document will
discuss the steps to manually aid year activate a student. In general, Financial Aid staff will not
create new students in the system, but instead will aid year-activate those students who have already
been created through another process (e.g. admissions applicants).
A student’s record must be Aid Year activated before Financial Aid Checklists, Comments, or
Communications may be assigned to that student’s record.
Aid Year Activation is not part of the 3C’s, but it is an important step in the process of working with
the 3C’s in the Financial Aid area of the system.
Steps for Aid Year Activating a Student
Before you manually activate a new student to a given Aid Year, you need to obtain the student’s
EmplID.
1. Navigate to Main Menu, Financial Aid, Aid Year Activation, Manage Financial Aid Years
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2. Enter the EmplID of the student into the ID field. If the EmplID is not available, enter the
student’s SSN into the National ID field.
3. Click on the Search button
4. This will now bring you to the Student Aid Year Activation page. On this page, there are
three possibilities for what the student’s record will show:
•
•
•
Already activated for the current aid year
Not activated for any aid year
Or already activated for one or more other aid years
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5. If a row showing the correct aid year already exists for this student, you do not need to
modify the record. You have validated aid year activation for this student, and no further
action is necessary.
6. If the student is not activated for any aid year, enter the appropriate aid year in 4 digits (e.g.
2015) into the field under the Aid Year column, press the Tab key, then click the Save button
to add a new row.
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Alternatively, you can use the lookup prompt icon to bring up a selection of aid years and
choose the appropriate one to populate this field.
7. If one or more aid year activation rows are shown for this student, but none of the rows
displayed shows the current aid year, (1) click on the plus button to insert a new blank row,
(2) enter the appropriate aid year in 4 digits (e.g. 2015) into the field under the Aid Year
column, press the tab key, and (3) click the Save button
.
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Budgets
Learning Outcomes
Lesson 23: Viewing Maintain Term Budgets
Page
1. After completing this training module, the employee will know how to navigate to the Maintain
Student Budgets.
2. After completing this training module, the employee will know how to locate student name, ID,
term, and college on Maintain Student Budget screen.
3. After completing this training module, the employee will know how to determine budget based on
housing code.
4. After completing this training module, the employee will be able to advise the student on the
student’s COA.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
190
Campus Solutions 9.0 – Financial Aid
Viewing Maintain Term Budgets Page
The total Cost of Attendance (or Budget) is the estimated cost the student pays to attend college for a
year and includes tuition, room and board, books, fees, etc... After an ISIR is loaded and an FA
Term has been created, a budget can be created in batch for a broad selection of students, or on-line
for an individual, using batch rules.
In general, students will be budgeted in batch after their initial ISIR has loaded and the FA term has
been built. This initial budget will be a full time budget and built for 2 terms (if the student has 2 FA
terms “active” – one for fall and one for the spring term). This initial budget will be “locked” and the
student will not be re-budgeted in batch until shortly before fall and spring disbursements.
Once the budget is created, we can view our budgets by term by following the navigation path:
Navigation Path: Main Menu > Financial Aid > Budgets > Maintain Term Budgets
The Find an Existing Value page is displayed. If you have the students ID, enter it under the ID
field. If no ID is provided, you may enter the Social Security Number of the Student under the
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National ID, or you can search by Last Name and First Name. In the example below, we are going
to enter the students ID 1234567 then hit
this student.
to display the Maintain Term Budgets page for
The page will display the budget by “term”. When viewing the Maintain Term Budgets page, if
the student has a budget for fall and spring semester, the spring semester budget will be displayed
first.
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To view the fall semester budget hit the right arrow
, you will view the next record:
Let’s view other information on this page:
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If the ISIR Housing Code is set to “On-Campus” or “Off-Campus”, the Category will be set to
“RMBD” (for Housing) and the Item Code will be set to “RMBOFF” (Room and Board live Off
Campus). LRCCD colleges do not provide “on-campus” housing.
If the ISIR Housing Code is set to “with Parents”, the Category will be set to “RMBD” (for
Housing) and the Item Code will be set to “RMBPRT” (Room and Board with Parents).
For students who are non-California Residents, will have the Category set to “TUIT” and the Item
Code set to “TUITN” (Non Resident Tuition):
On the term budget screen you will notice 3 hyperlinks: FA Term, Need Summary and Student
Detail:
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FA Term link:
•
Click to obtain certain information from the Financial Aid Term page for the term you are viewing:
Click “return” to return to the previous page.
Need Summary:
•
Click to access the Need Summary page and view the student’s federal and institutional need for the
aid year:
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Click “return” to return to the previous page.
Student Detail:
•
Click to view student information for the term you are viewing:
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Click “return” to return to the previous page.
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Adjusting a Student Budget
Learning Outcomes
Lesson 24: Adjusting Student Budgets
1. After completing this training module, the employee will know how to view standard budget
categories.
2. After completing this training module, the employee will know how to assign non-standard budget
items.
3. After completing this training module, the employee will know how to update need summary with
new budget items.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Adjusting a Student Budget
Use the Maintain Term Budgets page to manually adjust a student’s budget. It is important to
note the difference between standard and Non-Standard budget categories.
Navigation Path: Main Menu > Financial Aid > Budgets > Maintain Term Budgets
Standard budget categories are those that are assigned during the batch budget process. These
typically would include tuition and fees, housing, book, personal expenses, transportation expenses,
and if applicable non-resident tuition. Any categories set up to be included in the batch budget
process will be automatically updated whenever budgets are run.
Non Standard budget categories are available to assign to students but are not assigned
automatically by the batch budget process. Examples of these categories might be computer
expenses, child care, and professional judgment.
If you adjust any of the standard budget categories, say for example the budget batch
process assigned a student $913 for books. The student appeals because he has unusually
high book costs for one term. If you increase the existing Standard Books item to $1,200 and
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the student is later run through the batch budget process, the budget amount will be reset
back to the standard amount of $913. Using the non-standard category item “PJ1”
(Professional Judgment) will avoid this problem. So enter $287 under “PJ1” to include the
higher cost for Books.
Example: Let’s assume we received a letter requesting a budget increase from a student who
purchased a computer for $800. The letter also included copies of the original receipt. Let’s
increase the fall budget to include this additional cost.
1. Navigate to Main Menu > Financial Aid > Budgets > Maintain Term Budgets
2. Enter the ID of the student you wish to display. If you are dealing with two aid years, make sure you
are viewing the correct year you wish to do the budget adjustment. In our example, we are going to
use Aid Year ‘2015’ (2014-2015 Academic Year).
3. The student in this example has budgets built for two terms (fall and spring terms), and the rows are
in reverse order. In other words, the spring term budget will display first. Click the right arrow to
view the fall term budget
Make sure you are working with the correct term
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4. You are now viewing the fall term budget:
5. Click the Need Summary link
6. The Need Summary will display the current Cost of Attendance (COA), the EFC from the ISIR, and the
Financial Need (COA – EFC). The student has not been packaged so the Unmet Need (Fed) will be
equal to the Financial Need, and the Unmet COA (Fed) will be equal to the Cost of Attendance.
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7. Click Return hyperlink to return to the previous page.
8. To revise the fall term budget, you must add a new effective-dated row. Click Add a new row button
:
9. The budget items and amounts are copied from the prior row. You can now revise the amounts
and/or add new items.
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10. To add a new budget item, click one of the Add a new row
list:
buttons on the right side of the item
A new row has been inserted:
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11. Under the Category column, ,click the Look up to view the list of Budget Categories
12. The Budget Item Category list will display. In our example we are adding a computer item, click the
“CHIL” to select:
13. Under the Item Code column, click the look up to view a list of options:
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14. The Item Code list will be displayed. Only one item exist, click “COMP” to select the Budget Item
Code:
15. The amount field for the new row is ready to be populated. In our example, the student has child
care expenses and is requesting an increase in her Cost of Attendance. Let’s give the student $800.
Enter $800 under the Amount, Pell Amount, and LHT Pell Amount columns:
16. Click the “Update Need Summary” to update the new Federal Need from the “Need Summary” link:
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17. Click
to save your changes.
18. Let’s now view the Need Summary, click “Need Summary” link:
19. Let’s compare what it was before and after:
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20. Click Return hyperlink to return to the previous page.
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Creating a Student Budget
Learning Outcomes
Lesson 25: Creating a Student Budget
1. After completing this training module, the employee will know how to navigate to Create Student
Budget.
2. After completing this training module, the employee will know how to build a budget for a specific
term.
3. After completing this training module, the employee will know how view term specific information
related to the students term build process.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Creating a Student Budget
After a student has been aid year activated and has an FA Term built, a financial aid budget must be
built based on the student’s projected expenses. Normally, nightly batch processes will aid year
activate a student in Financial Aid, automatically build the FA Terms and create the Budgets.
Occasionally, however, you may have a student who you want to budget manually before the nightly
processes are run in order to meet a deadline or expedite a student’s processing. This process
outlined below is used to assign a budget to a single student, based on the criteria established for
batch budgeting.
Navigation Path: Main Menu > Financial Aid > Budgets > Create Student Budget
1. The Find an Existing Value page is displayed. If you have the student’s ID, enter it under the ID
field. Also make sure the Academic Institution is set to LRCCD, and the appropriate Aid Year is
entered.
2. Complete the Create Student Budget page according to these instructions:
a. Enter the term or terms for which you wish to build a budget in the Term field and press the
Tab key. Note: If you want to build both a fall and spring budget, be sure to add both
terms.
b. Click the
button to initiate the budget build routine for this student in this
term. The fields of Term, Career and Budget Group will default into the Budget Term
Summary section.
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If you wish to build this student’s budget for more than one term, insert a row by placing your
cursor in the Term field, and clicking on the Add a New Row
button:
If you get an error message after attempting to build an FA Budget, check to see if the
following processes have been completed for the student: Aid Year Activation and FA Term Build.
If any of these have not been completed, the budget will not build.
c. Click the Details link to review this student’s budget:
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d. The page will display information from the ISIR and from FA Term page. This information is
used to determine the proper budget items and amounts:
On this page, you can click Term Detail and Enrollment Detail links to view more data:
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e. If you are satisfied with the budget, hit “Move Budget” to create the budget:
f. Click
g. The budget will now be viewable by navigating to Main Menu > Financial Aid > Budgets >
Maintain Term Budgets
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Awards
Learning Outcomes
Lesson 26: Assign Awards to Students
1. After completing this training module, the employee will know how to navigate to Assign Awards
page.
2. After completing this training module, the employee will know how to determine if a student has
been packaged.
3. After completing this training module, the employee will know how determine the distribution of a
specific award in a given term.
4. After completing this training module, the employee will know how to assign an award to a student.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Assign Awards to a Student
You can view the Assign Awards to a Student page and see if a student has been packaged with
financial aid.
Navigation Path: Main Menu > Financial Aid > Awards > Award Processing > Assign Awards to
a Student
Enter Student ID Number in the ID Field:
•
•
Academic Institution should have LRCCD pre-populated.
Aid Year: Enter the Aid Year you are looking up.
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Let’s bring up a student and see if they have been packaged.
In the example below, the student has no awards (has “not” been packaged):
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In the next example, the student has been packaged; notice the Package Status set to
“Completed”:
On the same tab, if you click the “Disbursement” hyperlink on any of the awards, you
will see how the award is distributed for each semester:
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Hit the
button to return to the Award page.
Click the second tab, Need Summary:
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When a student is packaged:
Click the third tab, Term Summary:
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Packaging – What Students See in the Student Center
Learning Outcomes
Lesson 27: Packaging - Student Center
1. After completing this training module, the employee will know how to navigate to Student Center
page.
2. After completing this training module, the employee will know how to view the financial aid
information on the student center page..
3. After completing this training module, the employee will know how to view in the shopping sheet in
the student center.
4. After completing this training module, the employee will know how to advise students to accept,
reduce or decline loans in the student center.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Packaging - What Students See in the Student Center
These are steps a student will take to view and/or accept their financial aid award after they are
packaged. This guide will help us explain to students the necessary steps they would have to take in
order to accept their awards, as well as, where to find important information regarding their award
1) The Student Center:
Students will see a “Finances” module in the middle of their student center as highlighted below.
They should click on the “View Financial Aid” link to get to the next page.
*Counselors can view a page similar to this by navigating to: Main Menu>Campus
Community>Student Services Ctr (Student), however, we are not able to get any further than step
3 on this guide.
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2) Select Aid Year to View
On this next page, students will be able to select which aid year they would like to view financial aid
information for. When multiple aid years are available there would be more than the one row
pictured below.
3) Award Summary Page
The award summary page is the next page. This is where students would be able to see their award
broken down into 2 sections; by Aid Year and by Term. For grants they would see that it would
automatically be accepted on their behalf. They would be responsible for accepting/declining their
loans and or work study awards if they were offered those awards and can do so by clicking on the
“Accept/Decline Awards” button.
Prior to doing so, students can also get information on the following:
• Shopping Sheet (Green Button on Top): To use to compare against offers from other
schools.
• Award Letter (View Award Notification Link): Their award letter in PDF format.
• Cost of Attendance (Cost of Attendance Link): View their Cost of Attendance and their EFC.
• Loan Counseling Status (Loan Counseling Link): View whether or not they’ve completed
their loan counseling requirements. *We will turned off this feature until we begin
originating loans
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4) Award Acceptance Screen
On this screen, students can see their awards as well as check boxes for their option to “Accept” or
“Decline” their awards. Students can “accept all”, “decline all”, “clear all”, “update totals”, or
selectively accept certain awards. Grants will have their selection boxes greyed-out as we’ve autoaccepted them. However, students can check the “accept” or “decline” box on their loans.
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Should the student click on any of the links listed on the award (Federal Pell Grant Link), they
would be able to see additional information regarding that specific award.
Once the student clicks on the “Accept” box for their loan (1) , they can choose the amount they
would like to accept in the accepted box (2). Students will have the option to “clear all” if they want
to start over or “update totals” if they would like to have their total awards recalculated. Once they
are happy with their award accepted amount, they can click on the “Submit Button”.
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*They will be prompted one more time to accept their award:
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Adding a New Awards
Learning Outcomes
Lesson 28: Adding a new Award
1. After completing this training module, the employee will know how to navigate to Assign an Award
to a Student page.
2. After completing this training module, the employee will know how to require the student to accept
a FA item type or not.
3. After completing this training module, the employee will know how to establish the disbursement
schedule from a manually awarded aid.
4. After completing this training module, the employee will know how to view edit messages related to
assigned awards.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Adding a New Award
After a student has been packaged, you may need to add a new award. To add a new award, you will
need to go to the Assign Awards to a Student page.
Navigation Path: Main Menu, Financial Aid, Awards, Award Processing, Assign Awards to a
Student
The page will display the student’s awards:
The student was packaged with a Packaging Plan ID “UG-AY” (Undergraduate Fall/Spring Plan).
This student was selected to be packaged as a regular undergraduate for both the fall and spring
semester.
From what we know, and based on our matrix chart, the student will be considered for a Pell, SEOG,
Cal Grant, SUG, CWS, Direct Loan Sub, Perkins, Direct Loan Unsub, and a Parent PLUS Loan.
Packaging Plan: UG-AY
Pell
SEOG
EOP
CAL
SUG
CWS
SUB
PERK
UNSUB
PLUS
X
X
X
X
X
X
X
X
X
X
Grad
PLUS
Not all students will be considered for all types of awards. For example, students may not be
awarded a specific award, even though they appear to be eligible because we may have run out of
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funding, the student’s EFC may be too high, student may not be an EOP, and it’s possible the
student submitted their FAFSA after the FAFSA deadline.
Example 1: In our example, we have a student who was not packaged with a Work Study and now
the student is requesting a Work Study award. From what we can see, the student is receiving a Pell
Grant, State University Grant (SUG), Direct Subsidized Loan, Federal Perkins Loan, and a Direct
Unsubsidized Loan. When the student was packaged, the student was not considered for a Work
Study award because they left the “Interested in Work-Study” blank or indicated “No”:
We now have to enter the Work Study award.
Before we continue, you must know that there is an order in which the awards must be entered in
CS. I’ve highlighted the awards the student is currently receiving:
1. Scholarships
2. Federal Pell Grant
3. SEOG
4. EOP Grant
5. Cal Grant
6. State University Grant (SUG)
7. Federal Work Study You want to award this award
8. Federal Direct Subsidized Loan
9. Federal Perkins Loan
10. Federal Direct Unsubsidized Loan
11. Federal PLUS Loan (Parent Loan)
12. Federal Grad PLUS Loan
13. Private Loans
Based on the list above, the Federal Work Study award must be entered after a SUG award and
before the Federal Direct Subsidized Loan (as you can see from the following screenshot):
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1. Select
from the SUG award to insert a new row below (and in between SUG and
Subsidized Loan).
The sequence number (*Nbr) is automatically assigned in increments of ten.
Before:
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Change the sequence Nbr so the new award falls between the appropriate item types. For
example: If you want the new award to fall between sequence 20 and 30, change the
sequence Nbr to 25. It’s very important that the sequence numbers are correct.
After:
2. Select an Action. If the student needs to accept the award on Self Service (or Student
Center) select Offer (O), otherwise select Offer/Accept (B):
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3. Select an Item Type. Enter the Work Study item type if you know it (620000001001) or click
the look up
to find your item type:
231
4. Enter the Offered Amount. In our example, we are going to offer/accept $4,000 in Work
Study. Enter “4000” and hit the “tab” key on your keyboard
cursor to the next box.
to move the
5. Select a Disbursement Plan (Disb Plan). By default, the system enters “01” for the Work
Study award as your Disbursement Plan. When using a Disb Plan of “01”, the system will
assign an amount to the Fall and Spring semester.
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Important!
For Grants, Work Study, Perkins and Scholarships, you will use codes “01”, “02”, and “03”.
For Direct Subsidized and Unsubsidized Loans, use “D1”, “D2”, and “D3”.
For Parent/Grad PLUS Loans use “P1”, “P2”, and “P3”
6. Select a Split Code (*Split Code). By default, the system enters a value of “01” for the Work
Study award. When using a Split Code of “01”, the system will split the Work Study award
in half, 50% of the amount you awarded will go towards the fall semester, while the other
50% will go towards the spring semester.
Please note:
When using a Disb Plan of “01”, the only possible Split Code values you have are the
following:
7. Because the student has an EFC of zero (or a low EFC), we are okay to select
.
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After validation is complete, a message pop up will appear on your screen. Make sure it
reads “Award Validation completed successfully”. Pay attention if an “error” occurred. If
so, please contact your system administrator (or EMT). Click
to continue.
If a Message Hyperlink appears to the right of an award, select the Message hyperlink to
view the reason the award was adjusted or cancelled.
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The message indicates the Direct Unsubsidized Loan was reduced to prevent the student
from being over awarded.
8. If you are happy with the results, select
to finalize and save the award. The
award will now be visible to the student on the Student Center.
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During Posting, a Message will appear on your screen. Make sure the message reads
“Award Posting completed successfully”. If you read an “error” please notify your system
administrator (or EMT).
You can review the Need Summary tab (second tab) to verify the student was not over
awarded (shown on the next page). In this case, no over award exist.
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9. You are now done.
Please note: Not entering the work study award in the proper place will cause the
work study award to zero out.
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Example 2: In our next example, we have an undergraduate who was fully packaged, however did
not receive a Work Study award because they answered “No” to the Interested in Work-Study on
their FAFSA.
The student’s EFC is 5,084, so the student is eligible for Work Study.
To enter the award, we will repeat the steps we took in our first example. We will enter the Work
Study award between the SUG and Direct Subsidize Loan:
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Now we are ready to click “Validate”:
We get our Message pop up:
Notice how we now have two messages, next to the Direct Subsidized and PLUS Loan:
239
Before we “Post” or finalize our awarding, we need to understand why the Subsidized was reduce
and the PLUS Loan.
When we look at the Need Summary tab, we know one thing, the Federal Need is 10,670.
Awards that take care of the need are the Pell Grant, SUG, Work Study and Subsidized Loans. If
you add the Pell, SUG and Work Study awards, we are left with 518 in financial need. So we need
to offer the student 518 in Subsidized Loan so that we have fully met their Financial Need:
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To avoid an over award, the system will reduce the Subsidized Loan (the work study replaced
majority of the Subsidize loan), and to avoid an over award, the system will also reduce the PLUS
loan.
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Cancelling Awards
Learning Outcomes
Lesson 29: Cancelling an Award
1. After completing this training module, the employee will know how to navigate to Assign an Award
to a Student page.
2. After completing this training module, the employee will know how to enter a cancellation code in
the action column.
3. After completing this training module, the employee will know how to validate and post the
cancellation.
4. After completing this training module, the employee will know how to view edit messages related to
cancelling an award.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Section 4: Cancelling Awards
You may need to cancel certain awards or cancel all of the awards for a student. This only applies to
awards that have not disbursed. To cancel awards, you will need to go to the Assign Awards to a
Student page.
Navigation Path: Main Menu, Financial Aid, Awards, Award Processing, Assign Awards to a
Student
The page will display the student’s awards:
Example 1: Let’s assume the student would like to cancel their entire 2014-15 financial aid. This
step can be done by the student by visiting the Student Center, but let’s assume the student did not
have access to a computer and you wanted to do this for them. Follow the steps below to do this.
These same steps will apply to all types of awards.
1. Under Actions, enter the letter “C” (Cancel) for all 3 awards. When you enter the letter “C”
on the first award, hit the “Tab” on your keyboard. Then place your “C” on the next award
and hit the “Tab” on your keyboard, and repeat until all awards you wish to cancel have
been cancelled.
Notice what happens to the Offered amount and Accepted amount when you hit the “Tab”
key on your keyboard, the amount(s) return a ‘zero’.
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2. Hit
to validate the awards:
A pop up message will appear on your screen:
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If no errors are shown on the message, hit
.
If any message hyperlinks appear on the award page, please read them and ensure
nothing else was cancelled.
3. If the award cancellation looks correct, hit
.
If any message hyperlinks appear on the award page, please read them and ensure
nothing else was cancelled.
4. You are done.
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Adjusting Awards
Learning Outcomes
Lesson 30: Adjusting an Award
1. After completing this training module, the employee will know how to navigate to Assign an Award
to a Student page.
2. After completing this training module, the employee will know how to enter a action code in the
action column.
3. After completing this training module, the employee will know how to adjust , validate and post the
award change.
4. After completing this training module, the employee will know how to view edit messages related to
cancelling an award.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Adjusting Awards
You may need to adjust (increase/decrease) some of the awards for a student. To adjust an award,
you will need to go to the Assign Awards to a Student page.
Navigation Path: Main Menu, Financial Aid, Awards, Award Processing, Assign Awards to a
Student
To increase or reduce an award:
1. Enter the Action code first. If the award has already been accepted, enter “B”
(Offered/Accepted). If the award has only been offered and you wish to increase or
decrease, use Action Code “O” (Offered). In the example above, we have a subsidized loan
that has not been accepted. We are going to enter “O” under the Action Code for that item
type:
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2. Now reduce the Offered amount of the Subsidized loan from $3,000 down to $2,000.
Change the offered amount from “3,000” to “2,000”:
3. When you make changes to the existing package, you must have the system “validate” the
award. The Validation process checks all eligibility rules, aggregate limits, minimum and
maximum award limits, fiscal fund availability, and financial aid item type rules. Hit
.
A pop up message will appear on your browser. Make sure the Award Validation
completed successfully. Hit
to continue
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After validation, if a Message link appears in any of the awards, click that link and review
the message. If the message appears to be an error, consult with your system
administrator.
4. Before “posting” the awards, click the “Disbursement” link to make sure the award was
distributed evenly across both semesters (or terms):
Click the
button after verifying the award.
5. If the awards look good to you, click
to save the award information and update
the student award tables. If the award fails to post, an error message is displayed, and the
award is not posted. Awards are not saved if you don’t post them before leaving the page.
6. If you make any other corrections after posting the previous change, you will need to
“Validate” and “Post” again.
In the example provided above, we decreased the subsidized loan. If you need to increase the
awards, you would need to follow the same steps, validate and post. But remember, if the award
has not been “accepted” use Action Code “O”, otherwise use “B”. For Direct Loans, if the loan
was already accepted, and the student wishes to borrower additional loan for the same type of
award, you can use a new item type.
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Award Mass Action Page
Learning Outcomes
Lesson 31: Award Mass Action
1. After completing this training module, the employee will know how to navigate to Perform Mass
Action page.
2. After completing this training module, the employee will know how to accept all or cancel all
awards.
3. After completing this training module, the employee will know how to post the award change.
Estimated Training Time: 30 Minute
.
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Award Mass Action page
The Award Mass Action page can be used to Accept, Cancel, or Decline awards based on an Award
Status and Award Category.
Navigation Path: Main Menu, Financial Aid, Awards, Award Processing, Perform Mass Action
The page will display the student’s awards:
Exercise 1: Let’s assume the student called and told to cancel their entire awards. You could have
them do this by visiting the Student Center or you can do it on their behalf.
1. Change the Mass Action from “Accept All” to “Cancel All”:
2. Leave the Award Status set to “All Status”.
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All Status: Will cancel all the awards regardless of current award status
Accepted: Will only cancel awards that have a status of “accepted”
Offered: Will only cancel awards that have a status of “offered”
3. Leave the Category set to “All Categories”:
All Categories: Will cancel all awards regardless if it is a scholarship, grant, loan etc…
Grant: Will only cancel awards that are considered “grants”
Loans: Will only cancel awards that are considered “loans”
Etc…
4. To perform the action, hit
.
5. A pop up message will appear on your screen indicating it was completed or not completed.
If the award was posted successfully, hit
and you are done. If an error appeared
in the message, consult with your system administrator by opening a ticket and assigning to
your IT at the district office.
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Repackaging Student for a Single Term
Learning Outcomes
Lesson 32: Repackaging- Single Term
1. After completing this training module, the employee will know how to repackage a student from a
full year to a single term.
2. After completing this training module, the employee will know how to prorate a EFC for a single
term.
3. After completing this training module, the employee will know how to delete aid for a term from the
packaging screen.
Estimated Training Time: 30 Minute
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Repackaging Students for a Single Term
Students who have been packaged for two semesters may only be attending for one semester. To
adjust their financial aid awards, you will need to follow the steps below.
1. Update the EFC to reflect a single term (or one semester EFC).
a. Go to the ISIR Correction page
1. Navigation Path: Main Menu, Financial Aid, Federal Application
Data, Correct 20YY-20XX ISIR records
On each tab of the ISIR Correction page, will display your Primary EFC and
Prorated EFC:
ii. Let’s now go to the last tab EFC\DB Matches\Corr tab (last tab) and click the
monthly EFC hyperlink. This comes from the ISIR record. This shows you the
EFC for the various months:
Click Return to return to the previous page.
iii. Let’s go back to the first tab, Student Information. Click the “FM” hyperlink:
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iv. Set the INAS Rule Set to “CSS Rules”:
The INAS Calc Type and INAS Data Source will update automatically:
v. Now click the Budget Durations hyperlink:
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vi. The Budge Duration splits the number of months during the Academic Year
and the summer term. During the Academic Year (Fall and Spring semester)
we have a total of 9 months. During the Non-Standard (Summer term) we
only have 3 months.
We have a student who is only attending the fall semester. We will change
the Academic Budget Duration from a “9” to a “5”. Change the value to a
“5”, then hit
, then
. Notice how the total changes
from “9” to “5” (screenshot shown on the next page).
If the student was only attending the spring semester, you would
change the Academic Budget Duration from a “9” to a “4”.
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On the previous page, hit
vii. Now hit
to return to the ISIR Correction page.
to update the prorated EFC to a single term EFC:
viii. Let’s verify the EFC. From the ISIR Correction page, click the Need Summary
hyperlink.
The following window will display the EFC for a one semester:
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Click Return hyperlink to return to the previous page.
2. Update the Budget to a single term.
a. Go to Maintain Term Budgets
i. Navigation Path: Main Menu, Financial Aid, Budgets, Maintain Term
Budgets
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ii. Go to the term you wish to zero out the budget. By default, the spring
semester budget will already be displayed (assuming the student has a
budget for fall and spring semester). In our example, we are going to zero
out the spring semester.
Hit the
(remember to hit the correct
will create a new term, and the
budget):
to insert a new row. The top
right below that will insert a new
To zero out the spring term budget, hit
to delete the budget categories:
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Each time you delete a row, you will get the following message:
Hit
to continue. You will do this until all budget categories have
been deleted.
iii. On the Budget page, update the Weeks of Instructions to ‘zero’:
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iv. When you are done deleting the budget, hit
update the need.
to
You may see the following pop-up message:
v. Hit
.
vi. If you click the “Need Summary” hyperlink, the student may or may not be
over awarded. We still need to cancel their spring semester awards so that
only the fall fall semester shows as being awarded.
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3. Adjust the Awards
a. Go to Assign Awards to a Student
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i. Navigation Path: Main Menu, Financial Aid, Awards, Award Processing,
Assign Awards to a Student
ii. For all types of awards, perform the following to remove the spring semester
award (in our example, only the Federal Pell Grant was reduce. The steps are
similar for all other awards with a few exceptions for Direct Loans outlined
on the next page.
When you enter the fall amount, you may see the following page. Check the
Custom Split box and enter fall amount under the fall semester term:
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You will need to hit
and continue reducing the other awards.
For some awards you may need to hit the disbursement hyperlink and zero out
the spring semester award.
For Direct Loans, if the loan has not been disbursed, cancel the existing Direct Loan item type.
Then use a new item type by hitting the
. Increase the sequence number by one. So if the Direct
Subsidize Loan was 50, then use 51. Under the Action column, enter “O” (to offer) or “B”
(offer/accept), enter the same item type used, enter the fall portion amount. For first time Direct
Loan borrowers, use a Disbursement Plan of “D3” ( Fall Only) and a Split Code of “F1” (for Fall
Only), or for students who have borrowed Direct Loans before, use a Disbursement Plan of “D6”
(Fall Only) and a Split Code of “F1” (for Fall only):
iii. When you are done entering the awards, hit
. Make sure you
don’t see any messages or errors. If messages appear next to the award,
click to read. If all is okay and all the other awards look good to you, hit
.
4. If the student is graduating, notify Student Records to enter an Expected Grad Term. It’s
very important Student Records enters the student’s expected grad term so that the FA
Term Status for the term the student will not be attending changes from “Active” to
“Inactive”. Doing so will prevent the student from receiving a budget for the term they are
not attending.
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Troubleshooting – Student Not Packaged
Learning Outcomes
Lesson 33: Troubleshooting – Student not
packaged
1. After completing this training module, the employee will know how to determine why a student is
not packaged.
2. After completing this training module, the employee will know the steps for determining why a
student is not packaged.
3. After completing this training module, the employee will know what action is required to package a
student.
Estimated Training Time: 1 hour
Last Updated: 7/23/2015
FINAL
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Campus Solutions 9.0 – Financial Aid
Troubleshooting – Student Not Packaged
If you have a student who has not been packaged, follow the steps below to find the reason. The
reasons can be from human error or system error. Before asking your system administrator, follow
the steps below to determine the reason.
1. Do we have an ISIR?
Navigate to Main Menu, Financial Aid, File Management, ISIR Import, 2014-2015
Suspense Management
Enter the ID provided by the student. If “no matching ID’s” found, we have not matched an
ISIR record to the ID (but we may have the record). If an ID is not matched to the ISIR, the
student will not be considered for financial aid. The student will need to submit a FAFSA
application, must include the schools Federal School Code on their existing FAFSA, or we
will have to search our suspense file to see if we have a problem matching the ISIR to the ID.
CPS will send their FAFSA electronically (known as an ISIR) to our school. This can take
up to 2-4 business days to be in CS.
If you are not able to search by Student’s ID, search by SSN or the first few characters of the
last name/first name to see if we have the ISIR.
If we have an ISIR, continue with step 2.
2. If the ISIR is found, has it been loaded or suspended?
If the ISIR was suspended, look at the Student’s Admit Lvl. In the example below, the
student was not found in CS, so the student will not have an ID in the ID box.
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In the following example (below), the ISIR suspended because the student listed more than
1 LRCCD college on their FAFSA application. So the ID assign to this ISIR appears to match
the student’s Name, SSN and DOB in both the ISIR and PS.
To view the Suspend Reason, hit “ISIR Load Information” hyperlink:
267
If the ISIR loaded, continue with step 3.
3. Does the student have open checklist?
Navigate to Main Menu, Financial Aid, View Financial Aid Status
In the example below, the student has submitted their 2014-15 Independent Verification
Worksheet, but has not submitted their IRS Tax Transcript. The student’s file is incomplete
until the student submits the missing item. When all checklists are coded “waived” or
“received”, the documents will be given to the counselor for review. After it is reviewed by
the counselor, the counselor will update checklist status from “Received” to “Completed”.
If this is not done, it will prevent the student from being packaged later on.
If the checklist statuses appear to be “completed” or “waived”, continue with step 4.
4. Does the student have a negative service indicator?
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If the student has any of the following service indicators, the student will not be considered
for Mass Packaging:
Negative
Service
Indicator
FNC
FSP
Description
Student is not currently active
and will not attend LRCCD
SAP Hold - Student is not
eligible for Financial Aid
Navigate to Main Menu, Financial Aid, View Financial Aid Status
If you see
the student has a negative service indicator.
Hit the negative service indicator to see if this is by Financial Aid:
269
You can also the negative service indicator code to view its contents. If you have verified
that this student should no longer have a negative service indicator, hit “Release” button to
remove the service indicator.
If the student does not have a Negative Service Indicator or does not have a Financial
Aid negative service indicator, continue with step 5.
5. For those selected for verification, has the Review Flags and Verification statuses been
updated?
Those not selected for verification will have their Review Status updated by a system
process after they are packaged. Skip this step if the student was not selected for
verification.
Navigate to Main Menu, Financial Aid, View Packaging Status Summary
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The Review Status must be set to Complete, the Verification Flag to Complete, and
Verification Status to Verified.
If the student was selected for verification and the statuses are completed, go on to Step
6.
6. Has the ISIR Correction come back?
Navigate to Main Menu, Financial Aid, Federal Application Data, Correct 2014-2015 ISIR
records
If the Correction Status is set to Pending or Send, the ISIR Correction has not been sent. If
the Correction Status is set to Sent, the ISIR has not come back. The EFC Status will also be
set to Unofficial until CPS has verified the changes.
In the example below, the Correction Status was set to “Sent” on 4/17/2014. If it has been
more than 4 days, please consult with your system administrator. It’s possible that the file
has not been loaded into the system and will need to be located for processing.
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As shown below, when the ISIR Correction comes back, the Correction Status will change to
Accepted and the Status Date will include the date the correction was processed in CS:
If the ISIR is official, go to step 7.
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7. Is the Aid Processing Status set to “Ready for Package”?
Navigate to Main Menu, Financial Aid, View Packaging Status Summary
To be considered for Mass Packaging, the Aid Processing Status must be set to Ready for
Packaging.
We have a process that checks for certain things before we can update the status to Ready
for Packaging. To be selected for Mass Packaging, the student must have:
•
•
•
•
•
•
•
•
•
•
Processing Status set to “Ready to Package” – View Packaging Status Summary
EFC Status set to “Official” – ISIR Correction page (visible on all tabs)
Review Status set to “Complete” – View Packaging Status Summary
Verification Flag set to “Complete” – View Packaging Status Summary
INST Verification Status (for Cal ISIR’s) set to “Complete” – View Packaging Status
Summary
Verification Status set to “Not Select” or “Verified” – View Packaging Status
Summary
SAP set not set to “Not Meets” – View Packaging Status Summary
NSLDS Match set to “Eligible for Federal Student Aid” – ISIR Correction page (last
tab)
Aid Application Status set to “Active” – View Packaging Status Summary
Checklist Code FOREQ with a status set to “Complete” – Financial Aid Status
Summary (under the Checklist section)
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•
•
•
Cost of Attendance greater than ‘zero’ – Assign Awards to a Student page (Visible
on the second tab, called Need Summary)
Weeks Enrolled is set to “17” (per semesters – fall and spring only) – Financial Aid
Term page (fourth tab)
Award Period set to “Academic” (i.e. attending both Fall and Spring semesters) –
Financial Aid Term page (make sure the student has an “active” FA Term for both
fall and spring semester terms
Use your navigation sheet to find the pages identified on the list above
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Direct Loans
LRCCD Training Process Guide
Direct Loans
275
Financial Aid Status of a Direct Loan Award
Learning Outcomes
Lesson 34: Financial Aid Status of a Direct
Student Loan
1. After completing this training module, the employee will know how to navigate to the Direct
Student Loan information.
2. After completing this training module, the employee will know to look up the Bio Demo data on a
loan application.
3. After completing this training module, the employee will know how to determine the status of a
MPN.
4. After completing this training module, the employee will know how to determine the expiration
date of a MPN.
5. After completing this training module, the employee will know how to determine the date the direct
loan was originated.
6. After completing this training module, the employee will know how to determine the origination
status of a direct Loan.
7. After completing this training module, the employee will know how to determine if the student has
completed Direct loan Entrance Counseling.
Estimated Training Time: 1 hour
.
Last Updated: 7/23/2015
FINAL
276
Campus Solutions 9.0 – Financial Aid
Status of a Direct Loan Award
All federal loans (Subsidized and Unsubsidized) are borrowed through the Direct Loan Program, in
which students borrow directly from the Department of Education. The school is responsible for
awarding, managing the origination, and the disbursement of the loan. After the loan has been
accepted by the student through Self-Service, the loan will be originated and sent to COD the
following business day. The origination record contains certification data along with a unique Direct
Loan ID number that is exclusively used for a particular loan throughout the life of the loan record.
The origination record can be viewed on Manage Direct Loan Application page. If a loan is unable
to disburse, this is a good page to determine the reason.
Navigation Path: Main Menu > Financial Aid > Loans > Direct Lending Management >
Manage Direct Loan Application
If you do a search by ID, you may receive multiple rows. For example, if the student is receiving
both a subsidized and an unsubsidized loan, you will see two rows. If the student is receiving both,
subsidized and unsubsidized, and a PLUS loan, you will see three rows (shown below). From there,
you can look at the description to select the loan you wish to view:
Let’s click the Subsidized Loan (the last one - highlighted). You can click any hyperlink on the last
row to view this loan record.
The Manage Direct Loan Application page contains 4 tabs, (1) Application Bio/Demo, (2)
Appilcation Misc Data, (3) Application Financial, and (4) Application Acknowledgement.
277
1. Application Bio/Demo tab:
2. Application Misc Data tab:
MPN Status (those in red font will prevent the loan from disbursing):
•
•
Accepted: Approved MPN has been linked to the award
Print: COD does not have a matching MPN on file
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•
•
•
Inactive: linked to an award but cannot be linked to any future awards
Endorsed: MPN is only good for that one endorsed loan
Pending: Indicates that it has not yet been linked to an award at COD; indicates an
identity problem post origination (either name, SSN, and/or date of birth does not match
origination record)
A checklist will be assigned to the student and will be viewable in Self-Service as a To-Do.
This checklist informs the student to complete the Master Promissory Note on
StudentLoans.Gov
Credit Check Status (those in red font will prevent the loan from disbursing):
•
•
•
Approved: Credit approved for PLUS; all Stafford loans show as approved
Denied: Credit denied
Pending: Credit decision not complete (usually due to an identity issue with the credit
bureau)
3. Application Financial tab:
4. Application Acknowledgement tab:
279
Origination Status (those in red font will prevent the loan from disbursing):
•
•
•
•
•
Accepted: Indicates the COD has accepted the loan
Change Pending Transmission: Indicates an adjustment was made to the loan and has
not been sent to COD. Any further changes entered alter the change record until the
transmission occurs
Error: Represents an acknowledgement from the COD indicating a rejection of an
origination or origination change record
Origination Pending Transmission: Indicates an origination that has not been
transmitted to the COD
Transmitted: Indicates that an acknowledgement from the COD has not been received
and we are waiting for the COD approval.
Not sure if you noticed the Loan Status Summary hyperlink on each tab.
280
Continue to the next page to view the Loan Status Summary link 
Click the Loan Status Summary link:
281
In the example above, the loan was approved and received by COD on 12/05/2014.
If a Direct Loan was disbursed and COD rejected the disbursements, you will see it under the
Disbursement Details:
Note: Campus Solutions provides delivered reports to find origination and disbursement
problems.
Click
hyperlink to return to the previous tab.
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Direct Loan Entrance Counseling/Exit Counseling
Other issues resulting in a problem with a loan is the completion of the Direct Loan
Entrance Counseling. The Direct Loan Entrance Counseling status appear in the COD
response files and is not displayed under the Manage Direct Loan Application page but
appear in the COD Staging table. The staging table can be viewed by navigating to Main
Menu, Financial Aid, File Management, COD Full Participant, View COD Data.
Using the 3C engine process, a checklist will be assigned to the student when the entrance
counseling has not been completed and will be viewable in Self-Service as a To-Do.
In the same staging table, the completion of a Direct Loan Exit Counseling will also appear
on this page, but will not appear in the Manage Direct Loan Application page. A checklist
will also be added to students who have completed the Exit Counseling requirement.
Originating a Direct Loan Award
The origination process will only originate a loan if and only the loan has been accepted by
the student or staff member.
To run the Loan Origination process, navigate to Main Menu, Financial Aid, Loans,
Process Loans:
The run control must have two rows, one belonging to a Career set to “PBAC” and the
second to “UGRD”.
283
If you uncheck “Use Loan Program”, the process will originate ALL loans, Direct
Loans and Alternative Loans.
284
PS Query Viewer
LRCCD Training Process Guide
PS Query Viewer
Learning Outcomes
Lesson 35: Financial Aid Query Viewer
1. After completing this training module, the employee will know how to navigate to the Query
Viewer.
2. After completing this training module, the employee will know to look up financial aid specific
reports.
3. After completing this training module, the employee will know how the reports are utilized to
ensure all students are processed correctly.
4. After completing this training module, the employee will know how to add the query to their
favorites.
5. After completing this training module, the employee will know how to export the query in various
file formats.
6. After completing this training module, the employee will know how to use advanced search options.
7. After completing this training module, the employee will know how to use operator functions when
doing advanced searches.
Estimated Training Time: 1 hour
285
Campus Solutions 9.0 – Financial Aid
Query Viewer
Each query when created has a “unique” naming convention for the purpose of organization. When
entering the name of the query, it is very important to enter the name correctly to get desired results.
Navigate to Query Viewer:
Main Menu, Reporting Tools, Query, Query Viewer
Enter the name of the query in the “begins with” field:
All queries for Financial Aid department will begin with LR_FA
286
If you use a dash instead of underscore, this message will appear:
If you know the full name of the query, please type it in the box provided and hit
. The query will appear under Query:
Example above we are locating the Direct Loan Disbursement Error Report
A query can be “Run to HTML or EXCEL by clicking on the link:
I prefer the report as an Excel file, because it is simple to view the data and you can use the filter
options like you would normally do with any excel/spreadsheet. To run the
LR_FA_FA866_DL_DISB_ERROR_RPT report, click “Excel”:
287
For queries with Prompts, when selecting either HTML or EXCEL, a prompt will become available.
Enter or select the look-up to select a value. Most queries require a “prompt” to narrow your data
results. In this example, we are ask to enter an Aid Year, Enter the Fall Term, Batch Number and
Batch Number (twice):
After you hit
, some queries will take a while to provide the results on your screen
(if HTML is selected) or create an Excel file (if EXCEL is selected).
All internet browsers don’t behave the same but if I’m using Chrome, once the file is ready for me to
view, the file will show up on the bottom left corner of the window:
288
Single-click this file to open file.
Adding a query to Favorites
If you run this query often, you may want to add this to your favorites. This will not display under
your Favorites you are normally accustom to but will add it in your Query Viewer:
Go to the next page to view the results after you click “Favorites”
289
Using Advance Search Options in Query
This option is used when you are unable to locate an existing query (can’t remember the name).
Click on the ADVANCED SEARCH link:
290
The following search fields will appear on your screen:
Clicking on the dropdown and changing the option to Contains and entering the word PELL will
display all queries that contain the query name of PELL.
OPERATOR
FUNCTION
291
<
<=
= (Equal
Sign)
>
>=
Begins With
Between
Contains
In
Not =
Will return all values less than your search criteria. If you are
searching for a higher value number, use this option
Will return all values less than or equal to your search criteria
Will only return those values that exactly match your search criteria
Will return all values greater than your search criteria
Will return all values greater than or equal to your search criteria
Will return all values that begin with your search criteria
Will display two boxes for you to indicate the upper and lower
bounds of your search, and will return all data falling in between
Will return all values that contain your search criteria
Used to perform “or” searches by listing multiple search criteria in
one search field (e.g. subject search 1 or subject search 2)
Will only return those values that do not match your search criteria
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