SNG Eligibility Process 23

Purpose: Use this document as a reference on how to step through the State Need Grant eligibility process using ctcLink.

Audience:  Financial Aid staff

State Need Grant Eligibility Process

Prior to creating and populating the SNG eligibility page, the following processes need to be run:

  • ISIRs need to be loaded
  • FA Term records built and
  • Student budgets assigned 
Load ISIRs - SNG Population/Update

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Population/Update

To load data into the SNG eligibility table, run the SNG populate/update process.

  1. Enter an existing or Add A New Value for the Run Control ID.
  2. Select the Search button.
SNG Populate/Update Search Page
  1. Select the Selection Tool list and choose PS Query.
  2. Select the Edit Prompts Link - Edit Prompts link will open a Query Prompts window.
  3. Enter the Institution and Aid Yr value if needed.
  4. Select the OK button.
  1. Select Preview Selection Results (optional)
  2. Select the Run button.
  3. Select the OK button.
  4. Select the Process Monitor Link.
  5. Select the Refresh Button. Check the Run Status of the Process Instance number assigned in prior step.
Build FA Term Records

The second step is the SNG Eligibility process which updates the eligibility fields accordingly.  Begin by navigating to the Calculate SNG Eligibility page.

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > Calculate SNG Eligibility

  1. Enter an existing or Add A New Value for the Run Control ID.
  2. Select the Search button.
SNG Calculate Eligibility Search Page
  1. Select the Selection Tool list and select PS Query from the drop-down list.
  2. Select the Query Name field and choose the desired value from the list.
  3. Select the Edit Prompts Link.

The Academic Institution field in the Parameters section must be filled in for Edit Prompts link to open properly.

  1. Enter the  Institution value.
  2. Enter the Aid Year value.
  3. Select on the OK button.
  4. Confirm that the Parameters section has been fully populated.
SNG Eligibility Update
  1. Select the Run button.
  2. Select the OK button.
Process Scheduler Request
  1. Select the Process Monitor link.
  2. Select the Refresh Button.
  3. Check the Run Status of the Process Instance number assigned in previous step.
Verify SNG Eligibility View

To verify that the SNG Eligibility View component was populated successfully, you can check the process results at the SNG Eligibility & Archive Data page

Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Eligibility View > SNG Eligibility & Archive Data

  1. Enter Academic Institution and Aid Year.
  2. Select the Search button.
SNG Eligibility Data
  1. Select a student record from the list.

Verify that data is populated in all the fields. The Residency Date field may not be populated, especially if the Residency Prior field is populated with Yes.

  1. Select the Next in List button to scroll through multiple student records to review the different data values being populated into the fields.
  2. Verify that if the Eligible? field is populated with Yes, the MFI Percent calculation and SNG Award Amount fields are present and populated and All conditions have been met.  Student is eligible text is displayed in the Message field box.
  3. If the Eligible? = No, verify that the MFI Percent calculation and SNG Award Amount fields are not displayed and there is a reason text in the Message field box.
  4. Verify that the Lock Eligibility Override check-box is NOT checked.

SNG Archive Outbound

SNG Archive Outbound process generates a list of SSNs.  Begin by navigating to the SNG Archive Outbound page.

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Archive Outbound

  1. Enter an existing or Add A New Value for the Run Control ID
  2. Select the Search button.
SNG Archive Outbound Run Control
  1. Select the Academic Institution list and choose the desired value from the list item.
  2. Select the Aid year list and choose the desired value from the list item.
  3. Perform the appropriate selection for the Select Eligibility box.
  4. Select the Run button.
  5. Select the OK button
  6. Select the Process Monitor link.
  7. Select the Refresh button.  Check the Run Status of the Process Instance number assigned in prior step.  
  8. Once process status is shown as success and distribution statuses as posted, select the Details link.
  9. Select the View Log/Trace link. Select the file name.  
  10. Carefully copy all the SSNs listed in the file.  
  11. Paste the list of SSNs into a new NotePad document.
  12. Save the file onto your desktop with an appropriate file name (any file name will be sufficient). The format of the file should be saved as a .txt file.

Process the file you just saved into the WSAC SNG Archive Cruncher.

Once you process the file through the SNG Archive Cruncher, DO NOT open the file. Instead, save it directly to your desktop. Again, any file name will be sufficient. The format of the file should remain as .csv. (This is to eliminate having SSNs with leading zeros drop off in the file; which would result in an error during processing.)

Before proceeding with the SNG Archive Inbound process, be sure that the prior steps have been completed and you have access to the file you saved from the SNG Archive Cruncher.

SNG Archive Import

SNG Archive import process loads data from the Cruncher file into the archive import table. Begin by navigating to the SNG Archive Import page.

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Archive Import

  1. Enter an existing or Add A New Value for the Run Control ID.
  2. Select the Search button.
  3. Select the Selection tool list and choose the desired value from the list item.
  4. Select the Upload File button.
SNG Archive Inbound Page
  1. Select the Browse button.
  2. Browse for and select the file you received and saved from the WSAC SNG Archive Cruncher.
  3. Depending on the browser, select the Open button.
  4. Select the Upload button.
File Attachment
  1. Select the View File button to verify that the file uploaded has the correct data.
  2. Select the File mapping field.
  3. Select a desired value from the list item.
  4. Select the Preview Selection Results to view data from within the file and how it will populate into the mapped fields.
  5. Select the Return button.
  6. Enter the Academic Institution.
  7. Enter the Aid Year.
  8. Select the Run button.
  9. Select the OK button.
  10. Select the Process Monitor link.
  11. Select the Refresh Button.
  12. Check the Run Status of the Process Instance number assigned in previous step.
SNG Eligibility Data

To test making manual changes on SNG Eligibility Data page and manually calculating the students' SNG eligibility, use the Calculate button.

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Eligibility View > SNG Elig and Archive Data

  1. Enter the ID.
  2. Enter the Academic Institution.
  3. Enter the Aid Year.
  4. Select the Search button.
SNG Eligibility Data Search Page
  1. Select the OK button.
  2. Select the Process Monitor link.
  3. Select the Refresh Button.
  4. Check the Run Status of the Process Instance number assigned in previous step. ID.
  5. Enter the Academic Institution.
  6. Enter the Aid Year.
  7. Select the Search Button.
  8. Select  '+' button to add a row.
  9. Update desired fields and select the Calculate button.

Repeat steps for the remaining scenarios as needed.

INSERT SCREENSHOT

SNG Override Process

SNG Override process overrides the Lock Eligibility Override field on the SNG Eligible Data page for the students selected.  Begin by navigating to the SNG Override Process page.

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Override Process

  1. Enter an existing  or Add A New Value for the Run Control ID.
  2. Select the Search button.
SNG Override Process Search Page
  1. Select the Selection tool and choose the desired value from the list item.
  2. Select the Query Name list and choose the desired value from the list item.
  3. Select the Edit prompt link.
SNG Override Process
  1. Enter the Academic Institution.
  2. Enter the Aid Year list.
  3. Select the desired value from the Item Type list.
  4. Select  the desired value from the Eligible list.
  5. Select OK button.
Query Prompts
  1. Select Preview Selection results.
  2. Select Return button.
  3. Enter the Academic Institution.
  4. Enter the Aid Year.
  5. Select Lock Eligibility checkbox.
  6. Select Run button.
  7. Select OK button.
  8. Select the Process Monitor link.
  9. Select the Refresh button. Check the Run Status of the Process Instance number assigned in previous step.

Verify that the SNG Eligibility Data page was updated.

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Eligibility View > SNG Eligibility & Archive Data

Using the list of Empl IDs noted in earlier step, access the student's data and verify that the Lock Eligibility Override check-box is updated accordingly.

Student Budgets Assigned

SNG Setup

In order to properly test the recalculation of SNG eligibility for all students who already have a SNG eligibility page, you must first make sure the SNG Setup Table has been updated to different values than what was used when the SNG eligibility processes were run the first time.

Navigation:  Main Menu > Set Up SACR > Product Related > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Setup

  1. Enter Academic Institution.
  2. Enter Aid Year.
  3. Select the Search button.
SNG Awards Setup Search Page
  1. Update NonBas Award Amount in the first row (MFI percent = 50).
  2. Select the Save button.
Awards Amounts Table

SNG Populate/Update Process

Once the SNG Setup has been updated, run the SNG populate/update process.

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Population/Update

  1. Enter an existing or Add A New Value for the Run Control ID.
  2. Select the Search button.  
SNG Populate/Update Search Page
  1. Select the desired value from the Selection Tool drop-down list.
  2. Select the Query Name field and enter the desired value from the list.
  3. Select the Edit Prompts link.
  4. Enter the Academic Institution value.
  5. Enter the Aid Year.
  6. Select the OK button.
SNG Populate/Update Page
  1. Enter the Academic Institution.
  2. Enter the Aid Year.
  3. Select the Recalculate check-box.
  4. Select the Run button.
  5. Verify that the E:008 SNG Population/Update Process check-box is selected.
  6. Select the OK button.
  7. Select the Process Monitor link.
  8. Select the Refresh button. Check the Run Status of the Process Instance number assigned in previous step.

In order for the recalculated data to populate on the student's SNG Eligibility page, you must now run the Calculate SNG Eligibility process. Go to Calculate SNG Eligibility section to refer to instructions to run that process.

Verify Student Award Amount

Verify that the process recalculated the students award amounts.

Navigation:  Main Menu > Financial Aid > CTC Custom > CTC Interfaces > State Need Grant > SNG Eligibility View > SNG Eligibility & Archive Data

  1. Enter Academic Institution.
  2. Enter Aid Year.
  3. Select the Include History check-box.
  4. Select the Search button.
  5. Select on a student record from the list.

Once on the SNG Eligible Data tab, check to see that the MFI Percent Calculation field contains correct value. If so, check that the SNG Award Amount was updated correctly. Go to a previous row to review what the award amount was before the recalculation. If the MFI Percent Calculation field contains a value other than expected, select on the Next In List button at the bottom of the page until you find a student with the desired value.

You have successfully run the SNG Eligibility Process.

End of procedure.