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FA: Application Processing/General Listen & Learn

Purpose: Remediation WebEx Listen & Learn session for FA: Application Processing/General

Audience: All College Staff

FA: Application Processing/General Meeting Information

Gap Analysis (Listen & Learn)

Topic: FA: Application Processing/General

Meeting Date/Time: March 20, 2017 2:30 - 3:30pm

Meeting Facilitator: Kim Wasierski, Jerry Perez

Meeting Information: FA: Application Processing/General WebEx Recording

Meeting Attendees:

  • WA171 - Ronda Reineke, Jennifer Achziger
  • WA172 - Robert Krause, Ashley Johns, Danielle Lee
  • WA220 - Kim Matison                                                    

Meeting Objectives

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap. For example, if there is a reporting gap, we would identify what information is needed (specific data elements to include) to bridge that gap and how that information needs to be retrieved (reporting frequency, parameters).

Key CS Modules Involved

  • Financial Aid

Meeting Notes and Decisions

  1. Application Processing
    1. ISIRs, Document Tracking and Notifications, Verification
      1. WA171 - No issues with checklists, communications, or comments.  Need a way to identify discrepancies for HS diploma between the ISIR and Admissions data.  CEMLI E-083 is provided but will not function properly if Academic Advisement rules are not built and accurate.  SCC contacted their Records department and confirmed that the Academic Advisement rules were built and being used but SCC FA still is concerned that E-083 is not functioning properly.  All other areas of Application Processing are functioning correctly.
      2. WA172 - Issues with Degree Audit not reading concurrent enrollment between the district.  Classes taken at SCC do not feed in to the degree audit so there is no way to know if they count as an eligible class for the students program/plan. Would like a query written to see students who have active aid at one college who are taking classes at the other college to identify if the class is eligible for the current program/plan at the funding college.
        1. Need a way to identify discrepancies for HS diploma between the ISIR and Admissions data.  Would like the checklist for Exx038 to be reassigned multiple times if new discrepancies are found.
        2. Need to find an automated way to cancel all initiated prior/prior year checklists for the students To Do list on self service.
        3. All other areas of Application Processing are functioning correctly.
      3. WA220 - Requesting training on how to use the text box feature on communications to create personalized notes for specific students. ISIR/Bio Demo mismatch checklist Exx038.  Issues with identifying why the checklist is being assigned to the student if all areas seem to match.  Example student provided in a follow up email.  Staff and student confusion around the name of the checklist.
        1. All other areas of Application Processing are functioning correctly.
  2. General
    1. Centralized vs Decentralized Processing, Annual Systems Maintenance, Copy Fund Records from One Fiscal Year to the Next
      1. WA171 - No issues with any requirements
      2. WA172 - No issues with any requirements
      3. WA220 - Would like to add communications for award letters, mass packaging, and authorizing and disbursement processing to a jobset.

Meeting Action Items and Follow Up


Related Concerns or Issues not in Critical Issues Lists or Remediation Tickets


Topics and Associated Remediation Tickets

Application Processing and General

Ticket # Requirement ID Requirement Description Assoc. Topic
21251 FA13-Application Processing
Process students who do not have ISIR (i.e., manually create financial aid records).
Application Processing
 FA12-Application Processing
Verify data elements on ISIR (Institutional Student Information Record) files and provide ability to notify students for user-defined data elements.
Application Processing
FA44-Award Packaging
Enable individual colleges to conduct and process their own collections, reviews, communications, document tracking and other verification of Financial Aid applications.
Application Processing
FA39-Award Packaging
Automate notifications to student of additional requirements for financial aid processing based on user-defined business rules.
Application Processing
Use the suspense file for ISIR data containing non-matching/existent student data to generate admissions and recruitment leads.
Application Processing
Support the import of multiple ISIRs.
Application Processing
FA92-Inquiry & Reporting
Perform data validation exception reporting for unmatched imported ISIR files.
Application Processing
Track and highlight history of ISIR changes on a field-by-field basis with a report-type display and drill-down capabilities.
Application Processing
Compare and reconcile imported ISIR data with awarded ISIR data, including ability to override data.
Application Processing
Enforce automated and manual holds and impounds on records with unmatched ISIRs, SARs, NSC, and other user-definable criteria.
Application Processing
FA36-Award Packaging
Support process for verification and QA process in compliance with DOE requirements (e.g., identify and assess ISIR discrepancies).
Application Processing
FA14-Application Processing
Incorporate enrollment data from multiple colleges for student in processing FA application for single institution (e.g., consortium agreements).
Application Processing
Track student preference to have increased security around release of information (e.g. domestic violence situations requiring no information to be discussed over the phone without verification).
Application Processing
FA37-Award Packaging
Automate verification of missing information through multiple methods based on user-defined criteria.
Application Processing
FA77-Award Disbursement
Define courses and programs as financial aid-eligible for specific student's program of study based on user-defined criteria (e.g., concurrent programs not funded under financial aid).
Application Processing
Load potential award recipient data from admissions
Application Processing
SR167-Inquiry & Reporting
Perform cross-checking for conflicting student information
Application Processing
20859 FA1-General
Support both centralized (i.e., System) and decentralized (i.e., college) processing of financial aid based on user-configurable business rules.
Support annual systems maintenance and updates in compliance with federal and state regulatory updates.
Copy fund records from one fiscal year to the next.


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