Unit Record Report

Purpose:  Run the Unit Record Report using ctcLink.

Audience:  Financial Aid staff.

The Unit Record Report (URR) is a student-specific report of financial aid awarded to resident and nonresident students attending the Washington institutions that participate in the State Need Grant program. It provides comprehensive information on federal, state, private, and institutional financial aid distributed to need-based financial aid recipients. The report also includes information about federal borrowing for non-need based loan recipients.

Unit Record Report Uses

Student-level data with term-by-term program-specific financial aid information is needed by the Council to conduct research; design state financial aid programs that complement other existing federal, state, and institutional programs; describe recipient populations; and administer and evaluate state financial aid programs as required by state law. The URR is the primary data source used by the Council to comply with these statutory requirements.

Data from the URR are used to:

  • Provide financial aid data to the Education Research and Data Center (ERDC). These data, in combination with academic and workforce records, may be used by Council staff and other researchers to conduct longitudinal research on the educational and occupational achievements of financial aid recipients.
  • Analyze the adequacy of financial aid resources available to financially needy Washington students.
  • Describe funding trends and the characteristics of students receiving various types of financial assistance.
  • Estimate funding needs and support budget requests for state-funded financial aid programs.
  • Estimate the impact of new financial aid programs, changes in program policies, and altered funding levels.
  • Contribute to student financial aid policy analysis and program evaluation.

Respond to legislative requests for information about student financial aid programs available to Washington students. The URR significantly reduces the number of ad hoc data requests of institutions.

E-074B Unit Record Report

The ctcLink Unit Record Report allows colleges to generate a .CSV data extract file along with several reports to assist with data review and data cleanup.  To run the Unit Record Report process, follow the instructions below.

Navigation: Main Menu > Financial Aid > CTC Custom > CTC Reports > State FA Reporting

  1. Enter existing or new Run Control ID.
  2. Select the ADD button.
State FA Report
  1. Enter Institution.
  2. Enter Aid Year.
  3. Enter File Path: /CSTRANSFER/WAxxx/SNGyyyy/(where xxx represents your numeric college code, ex: 172, and yyyy represents the aid year, ex: 2018).

Report Type is not applicable for the Unit Record Report since the CSV file and supplemental reports are automatically generated in specific formats.

  1. Select RUN button.
Run process
  1. Mark the checkbox for the Unit Record Report Process.
  2. Select OK button.
Process Scheduler Request

Back at the State FA Reporting run parameters page, verify that a Process Instance Number was assigned to your task.

  1. Select Process Monitor hyperlink.
Process Monitor

On the Process Monitor page, ensure that the Unit Record Report process (CTC_URR_AE) completes. The Run Status should say ‘Success’ and the Distribution Status say ‘Posted’.

  1. Select the Details link to verify the process completed successfully and to access the CSV data file.
Process Detail

The follow message should be displayed to indicate the process completed successfully.

Message Log
  1. Select View Log/Trace link to access the CSV data extract file.
View Log/Trace
  1. On the View Log/Trace page, select the Unit_Record_Report_xxxxxx.csv link (where xxxxx represents the Process Instance Number associated with the process that was just run).
Unit Record Report csv file link

Depending on your browser, you may have a pop up window providing you with the option to open or save the CSV file.

Opening Unit Record Report

Once the spreadsheet is open, browse through and verify that the following columns are populated with data:

  • SSN
  • Institution Student ID
  • Last Name
  • First Name
  • Date of Birth
  • Gender
  • Is State Resident
  • Year In School
  • Cost of Attendance

Also verify that there are a variety of awards listed in some of the columns for the summer1, fall, winter, spring, and/or summer2 terms.

Close the spreadsheet.

URR Details Report

  1. Back at the View Log/Trace page, select the Return button.
  2. Select the Cancel button.
  3. Select the Go back to State FA Report link.
  1. Select the Report Manager link.

To view a list of students  that will be included in the .csv file, in spreadsheet format, follow the steps below.

  • The first tab on spreadsheet contains consolidated student enrollment information along with a sum for each award category by student.
  • The second tab on the spreadsheet contains a total amount for all students for each category. Total student count is also included.
  1. Look for and select the CTCFAURR A-WAxxx_URR_Details_yyyyyyy_mmddccyy.xlsx link.
  2. Look for and select the WAxxx_URR_Details_yyyyyyy_mmddccyy.xlsx link.

Once the spreadsheet is open, browse through and verify that the following columns are populated with data:

  • SSN
  • Institution Student ID
  • Last Name
  • First Name
  • Date of Birth
  • Gender
  • Is State Resident
  • Year In School
  • Cost of Attendance

Also verify that there are a variety of award totals listed in various award categories.

  1. Select the second tab at the bottom of the spreadsheet.

Verify that a list of award categories are listed on the left, the middle column contains student count, and the right column has a total dollar amount greater than zero.

Close the URR Details spreadsheet.

URR Error Report

  1. Back at the File List page, select the browser's back button/arrow. (This is one of the few scenarios where you are required to select the browser's back button/arrow.)

To view a list of students with errors that may/may not be included in the URR.csv file, view the URR Error Report.  

  • The first tab on the spreadsheet contains a list of students with error messages.
  • The second tab on the spreadsheet contains a total count of errors by message description.
  1. Back at the Reports page, select the CTCFAURR_B-Waxxx_URR_Error Report_yyyyyyy_mm_dd_ccyy.xlsx link.
  2. Look for and select the WAxxx_URR_Error_Report_yyyyyy_mm_dd_ccyy.xlsx link.

Once the spreadsheet is open, you may/may not see a list of students with errors. If you do, browse through and verify that the following columns are populated with data:

  •     Empl ID
  •     Last Name
  •     First Name
  •     Error Number
  •     Error Description
  1. Select the second tab at the bottom of the spreadsheet.

You may/may not see a list of students with errors. If you do, verify that a list of Error Numbers are listed on the left, the middle column contains Error Description, and the right column has a total counts of each error message.

Close the URR Error Report spreadsheet.

Missing Item Types Report

  1. Back at the File List page, select the browser's back button/arrow. (This is one of the few scenarios where you are required to select the browser's back button/arrow.)

To view a list of FA Item Types that are missing from the URR configuration table, view the Missing Item Type report.

  1. Back at the Reports page, select the CTCFAURR_C-Waxxx_URR_Missing_Item_Types_yyyyyyy_mm_dd_ccyy.xlsx link.
  2. Look for and select the WAxxx_URR_Missing_Item_Types_yyyyyy_mm_dd_ccyy.xlsx link.

Once the spreadsheet is open, you may/may not see a list of FA Item Types. If you do not see a list of FA Item Types, that means all FA Item Types being reported are included in the configuration table.

Close the Missing Item Types spreadsheet.

You have successfully run the Unit Record Report process.

End of Procedure.

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