9.2 Mass Packaging

Purpose:  Use this document as a reference on how to run the Mass Packaging process using ctcLink.

Audience: Financial Aid staff.

Mass Packaging

Note: Set Ready to Package process must be run prior to the Mass Packaging process.

Select Students

Navigation:  NavBar > Navigator > Financial Aid > Awards > Mass Packaging > Select Students

The Mass Packaging Select search page will display.

  1. On the search page, enter the New or existing Run Control ID.  
  2. Select the Add or Search button.  The Mass Packaging Select page will display.
TRAINING
  1. On the Mass Packaging Select page, select PS Query from the Selection Tool drop-down menu.
  2. Enter the Query Name.  The Edit Prompts link will display.
  3. Select the Edit Prompts link.  The Query Prompts pagelet will display.
  4. On the Query Prompts pagelet, enter the Academic Institution and Aid Year.
  5. Depending on which query name is chosen, a date field will need to be populated as well.
  6. Select OK to return to previous window.  The Mass Packaging Select page will display.
MASS PACKAGE SELECT
EDIT PROMPTS WITH FILE COMPLETE DATE
  1. On the Mass Packaging Select page, enter Institution and Aid Year in the Parameters section.
  2. Select the Run button. The Process Scheduler page will display.  
PARAMETERS ON SELECT STUDENTS
  1. On the Process Scheduler Request page, select the OK button. The Mass Packaging Select page will display.
PROCESS SCHEDULER
  1. On the Mass Packaging Select page, make note of the newly assigned Process Instance number.
  2. Select the Process Monitor link.  The Process List tab will display.
  3. On the Process List tab, locate the Process Instance number created in previous step.
  4. Select Refresh button until Run Status = Success and Distribution Status = Posted.

View Results by Students

Navigation:  NavBar > Navigator > Financial Aid > Awards > Mass Packaging > View Results by Students

The Mass Packaging by Students search page displays.

  1. On the search page, enter Academic Institution and Aid Year.
  2. Enter Selection Definition (query used earlier above).
  3. Select the Search button. The Mass Packaging by Students results will display.
MASS PACKAGE ASSIGN SEARCH CRITERIA
  1. Review list of students.
  2. The first step in the mass packaging process is complete.
mass packaging results by students
Assign Plans

Assign packaging plans by navigating to the Assign Plans page.

Navigation:  NavBar > Navigator > Financial Aid > Awards > Mass Packaging > Assign Plans

The Mass Packaging Assign search page will display.

  1. On the Mass Packaging Assign search page, enter the New or existing Run Control ID.
  2. Select the Add or Search button.  The Mass Packaging Assign page displays.
MASS PACKAGE ASSIGN RUN CONTROL ID
  1. On the Mass Packaging Assign page, enter Academic Institution and Aid Year.  
  2. Enter or search for Selection Definition (query used in prior step in student selection process above).
  3. Select data from the following drop-down menus:
    1. Career
    2. Plan ID
    3. Sort Field
  4. Select the Asc (ascending) radio button.
  5. Select the Run button. The Process Scheduler page will display.
MASS PACKAGE ASSIGN
  1. On the Process Scheduler Request page, select the OK button. The Mass Packaging Assign page will display.
  2. On the Mass Packaging Assign page, make note of the Process Instance number.
  3. Select the Process Monitor link.  The Process List page will display.  
  4. Select the row for the associated Process Instance number.
  5. Select the Refresh button until Run Status = Success and Distribution Status = Posted.

View Results by Query

View results by navigating to View Results by Query.

Navigation:  NavBar > Navigator > Financial Aid > Awards > Mass Packaging > View Results by Query

The Mass Packaging Plans by Query search page will display.

  1. On the Mass Packaging Stdnts by Plan page, enter the Academic Institution and Aid Year.
  2. Enter or search for Selection Definition (query used in earlier step in student selection process above).
  3. In the Academic Career drop down List, select Academic Career.
  4. In the Packaging Plan ID, select the Packaging Plan ID you assigned to students--for example--FA, WI, SP.
  5. Select the Search button. The Mass Packaging Plans Assigned page will display.
MASS PACKAGING RESULTS BY QUERY
  1. On the Mass Packaging Plans Assigned page, review the list of students.
  2. The second step in the Mass Packaging process is now complete.
Process Mass Packaging

Navigation:  NavBar > Navigator > Financial Aid > Awards > Mass Packaging > Process Mass Packaging

The Process Mass Packaging search page displays.

  1. On the search page, enter the Run Control ID.
  2. Select the Search button.   The Mass Packaging Process page will display.
  3. On the Mass Packaging Process page, complete the following fields:
    1. Institution
    2. Aid Year
    3. Selection Definition value used in previous step of Assign Plans.
  4. Select the Live value radio button in the Batch Packaging Mode section.
  5. Select the Run button. The Process Scheduler Request page will display.
  6. On the Process Scheduler Request page, select OK button.  The Mass Packaging Process page will display.
  7. On the Mass Packaging Process page, make note of the new Process Instance number.
  8. Select the Process Monitor link.  The Process List page will display.
  1. On the Process List tab, select the Refresh button until Run Status = Success and Distribution Status = Posted.

View Mass Packaging Summary

Verify packaging process results by navigating to the View Mass Packaging Summary page.

Navigation:  NavBar > Navigator > Financial Aid > Awards > Mass Packaging > View Mass Packaging Summary

The Mass Packaging Summary search page will display.

  1. On this search page, enter the Academic Institution and Aid Year.
  2. Select the Search button.

If there are multiple batches, scroll to the bottom of the page to view the most current process or the date and time for when the process was run.

MASS PACKAGING SEARCH CRITERIA PAGE

View Mass Packaging Details

View packaging results (student detail) by navigating to the View Mass Packaging Details page.

Navigation:  NavBar > Navigator > Financial Aid > Awards > Mass Packaging > View Mass Packaging Details

The View Mass Packaging search page will display.

  1. On the search page, enter the Academic Institution and Aid Year.  
  2. Select the Search button.
  3. Select the link of the desired batch. The Eligibility/Need tab will display.
BATCH SEQUENCE NUMBER
  1. Review student's need information on the Eligibility/Need tab.
  1. Review award details by clicking the Awards Detail tab.
  2. Use the scroll arrows (or click the View All link) in the upper right corner of the table to review all students if applicable.
  1. The Mass Packaging process is now complete.
  2. End of procedure.