Mass Assign and Release Service Indicators

Purpose:  Use this document as a reference to run both the Mass assign and Mass Release of Service Indicators using ctcLink.

Audience: Financial Aid staff

Mass Assign and Release Service Indicators (SIs)

Mass Assign Process

This process will assign a service indicator to a batch of students if they potentially qualify for a federal or state repayment.  There are two different queries available based on the time of the quarter colleges need to identify students who may owe a repayment.

Both queries identify students who have completely withdrawn, have a loaded ISIR, and have Pell, SEOG, Stafford Loan, PLUS, Perkins Loan, TEACH grant, and/or any item type listed on the State Repayment setup table (SNG, College Bound and Passport for Foster Youth). In addition, the disbursed amount for the selected item type(s) is greater than zero, and the student does not already have a completed R2T4 and/or state repayment worksheet.

The CTC_FA_WITHDRAWN_F03_SVC_IND is to be run BEFORE grades are posted because the query is looking for classes that have an Enrollment Status Reason equal to ‘Withdrawn’.

The CTC_FA_UNOFFICIAL_WITHDRAWN is to be run AFTER grades are posted because it is looking for classes that are marked as ‘Enrolled’ and Grading Basis equal to anything other than ‘Non-graded’ or ‘No grade’, and the Student Career Term Units Passed FA equals zero.

In the example below, we show the CTC_FA_WITHDRAWN_F03_SVC_IND query being used but the process of assigning the SI will be the same for both process, just different queries in the Pop Selection section.

Navigation:  Main Menu > Campus Community > Service Indicators > Person > Mass Assign

  1. Enter New or Existing Run Control ID.
  2. Select PS Query from the Selection Tool group box in Population Selection.
  3. Use the Query Name = CTC_FA_WITHDRAWN_F03_SVC_IND
  4. Enter the Institution.
  5. Enter the Service Indicator Code = F03
  6. Enter the Reason = FATIV
  7. Enter the Desired Term for the Service Indicator to be applied to the Start Term.
  8. Enter Term the Desire Term for the Service Indicator restriction to End Term.
  9. Select Edit Prompts and enter:
  • Institution
  • Aid Year
  • Term
Mass Assign Page
Mass Release Process

This process releases the F03 Service Indicator assigned to a batch of students who potentially qualified for a federal or state repayment.

Navigation:  Main Menu > Campus Community > Service Indicators (Student) > Mass Release

  1. Enter New or Existing Run Control ID.
  2. Select PS Query in the Selection Tool in Population Selection
  3. Select the Query: CTC_FA_WAIVE_R2T4_SRV_IND
  4. Enter the Institution
  5. Enter the Service Indicator = F03
  6. Enter the Reason = FATIV
  7. If a specific term was used for the Start Term and End Term codes to mass assign the service indicator, enter that code in the Start Term fields.
  8. If a date range was used, then enter the dates for the Start Date or End Date fields.
  9. Select Edit Prompts and enter:
  • Institution
  • Active Term
  • Aid Year
  1. Select Preview Selection Results to select a student to review.
Mass Release
  1. Select Run button.
  2. Select the appropriate button on the Process List.
  3. Select OK button.
  4. Select the Process Monitor link.
  5. Locate Process Instance number assigned in previous step.
  6. Select Refresh button until Run Status is Success and Distribution Status is Posted.
  7. Select the Go back to Mass Release link.
  8. Select the Preview Selection Results link. No rows should be returned.
  9. You have successfully run the mass assign and release service indicators process.
  10. End of procedure.