ctcLink Reference Center9.2 Campus Solutions9.2 CS - Student Financials 9.2 CS - Collections9.2 Mass Assign SF Service Indicators Based on Amount Past Due

9.2 Mass Assign SF Service Indicators Based on Amount Past Due

Purpose: Use this document as a reference for how to mass assign Student Financials service indicators based on past due amount.

Audience: Student Financials Staff

This process utilizes the Mass Assign/Mass Release Service Indicator pages and some flexible queries designed to assign any indicator the user has access to assign, based on the prompted criteria. This is to give the individual colleges a tool for controlling their application of policy in regards to what threshold assigns and releases a service indicator.  

Mass Assign Page with Query Prompts displayed

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

  1. Select desired Run Control or create a new one.

It is recommended that you have separate run controls for your Mass Assign/Mass Release processes, so you can schedule them and they retain your entered values and do not conflict with each other.

  1. Enter the appropriate information into the Population Selection fields on the Mass Assign page below.
    1. Selection Tool: PS Query
    2. Query Name: CTC_SF_MA_SRV_IND_AMT
  2. Enter the appropriate information into the Service Indicator Data fields on the Mass Assign page below.
    1. Institution: Select desired institution.
    2. Service Indicator Code: Select Desired Service Indicator Code. (Common Global Past Due Service indicator is B01)
    3. Service Indicator Reason: Select Desired Reason. (Common Global Past Due Reason is NOPAY)
    4. Use System Date: Checking the check box makes the start date of the Service indicator whatever the system date is at the time of assignment, rather than the Start Date entered in the Effective Period box.
    5. Start Term: Optional Field - Limits the service indicators system impact in relation to the service impacts on the service indicator, to be effective on the Starting Term.
    6. End Term: Optional Field - Limits the service indicators system impact in relation to the service impacts on the service indicator, to be effective on the Ending Term.
  3. Enter the appropriate information into the Effective Period fields on the Mass Assign page below.
    1. Start Date: Enter a date that you would want the Service indicator to start.
    2. End Date: Enter a date that you would want the Service indicator to end.
  4. Enter the appropriate information into the Assignment Details fields on the Mass Assign page below.
    1. Department: Enter desired Department.
    2. Reference: Optional Reference.
    3. Amount: Optional Amount (This amount is not dynamic. So it is suggested to leave at zero as not to cause confusion).  
Mass Assign page
  1. Enter the appropriate information into the Mass Assign Query Prompts page below.
    1. Business Unit: Institution code - Example: WA140, identifies students with balances at the correct institution.
    2. Serv Ind Being Assigned: Service indicator code matching that listed on the setup page.  
    3. Serv Ind Reason Being Assigned: Service indicator reason matching that listed on the setup page.
      This is to have the query check if the query you are assigning is already assigned for the individuals that would otherwise be returned.  If you don’t exclude these individuals they will be assigned the service indicator again.  This design is so you can schedule this on a daily basis and people will not be assigned the same service indicator multiple times.
    4. Amount Past Due More Than: $ Amount the account needs to be past due by # of days to be selected.
    5. Days Past Due (at least): Number of days past due to set a threshold for selection. Both the Amount Past Due and Days Past due work in conjunction. Both things must be true for selection.
    6. Excl SI with impact NOCAN: Check the box to exclude accounts with Service Indicators that have a service impact of NOCAN.
    7. Excl SI with impact NOAGE: Check the box to exclude accounts with Service Indicators that have a service impact of NOAGE.
    8. Serv Ind End Term Greater than: If using the exclusion check boxes and the selected service indicators have an end term, they will not be excluded if the Term prompted for is not less than the end term on the service indicator that the student may have with the impact. In other words, if a student has a service indictor with selected impact and it has an end term that has passed (example: 2187), and then the “current term” is entered (example 2195), that service indicator will not exclude them from being selected, because the end term has expired. Blank end terms will continue being considered for exclusion.
Mass Assign Query Prompts page

Navigation: Campus Community > Service Indicators > Person > Mass Release

  1. Enter the appropriate information into the Population Selection fields on the Mass Release page below.
    1. Selection Tool: PS Query
    2. Query Name: CTC_SF_MR_SRV_IND_AMT
  2. Enter the appropriate information into the Service Indicator fields on the Mass Release page below.
    1. Institution: Select desired institution.
    2. Service Indicator Code: Select Desired Service Indicator Code. (Common Global Past Due Service indicator is B01)
    3. Service Indicator Reason: Select Desired Reason. (Common Global Past Due Reason is NOPAY)
  3. Enter the appropriate information into the Effective Period fields on the Mass Release page below.
Mass Release page
  1. Enter the appropriate information into the Mass Release Query Prompts page below.
    1. Business Unit: Institution code - Example: WA140, identifies students with balances at the correct institution.
    2. Serv Ind Being Released: Service indicator code matching that listed on the setup page.  
    3. Serv Ind Reason Being Released: Service indicator reason matching that listed on the setup page.
    4. Amount Past Due Not More Than: $ Amount the account needs to be at or under to by # of days to be selected
    5. Days Past Due (at least): Number of days past due to set a threshold for selection. Both the Amount Past Due and Days Past Due work in conjunction. Both things must be true for selection.

For the Mass Release query you are essentially indicating how current someone needs to be, to release a hold from their account.

Mass Release Query Prompts page

Scenarios

Scenario One - Setting the Amount Past Due and Days to the Same Value for Both the Assign and Release

Mass Assign Query Mass Release Query
Amount Past Due: $50.00
Amount Past Due: $50.00
Days Past Due: 30
Days Past Due: 30

When the balance is $88 and 54 days past due, the Service Indicator would be assigned. It would be released if they paid $38 after 10 days later and now they owe $50 and are 64 days past due. If they paid 37.99 the service indicator would not be released.

Scenario Two - Setting the Amount Past Due and Days Higher for Assign and Lower for Release

Mass Assign Query
Mass Release Query
Amount Past Due: $50.00
Amount Past Due: $3.00
Days Past Due: 30
Days Past Due: 0

When the balance is $88 and 54 days past due, the Service Indicator would be assigned. To get the Service Indicator released, the student would need to pay their account down to $3. If this happened after 5 days it would be $3 at 59 days past due. If they paid $85 that would be met, but if that person picked up a small charge (pencil rental .50 cents) and it was due two days ago, then the person would not be released because the .50 cents that is 2 days past due and the $3 that is 59 days past due would be calculated together, making $3.50 that is greater than 0 days past due.

This would be a strategy for stricter release and bringing accounts more current before lifting the holds.

When scheduling the Mass Assign/Mass Release, you can have the processes run daily at slightly different times. The populations should be different, so it would probably be fine to run at the same time. However it would be best to have them run sequentially.  

0 Comments

Add your comment

E-Mail me when someone replies to this comment