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9.2 FA Letter Codes Naming Convention and Setup

Purpose: Use this document as a reference for how to create FA Letter Codes in ctcLink.

Audience: Financial Aid Letter codes Directors

Use Letter Codes to send outgoing FA communications. The following documentation will assist a user in creating letter codes for their institution. This process is for system configuration.

You must also set the following SACR Security permissions:

Logic for Letter Code

Each institution will have a 2 digit code to identify which 1st letter character they will use:

College	Draft / 2 Digit Code	College	Draft / 2 Digit Code
Bellevue College	BV	Skagit Valley	SK
Big Bend CC	BB	Spokane	SP
Centralia College	CN	Spokane Falls	SF
Clark College	CL	Tacoma CC	TC
Columbia Basin	CB	Walla Walla	WW
Edmonds CC	ED	Wenatchee Valley	WN
Everett CC	EV	Whatcom	WH
Pierce	PI	Yakima Valley CC	YK
Grays Harbor CC	GH	Cascadia CC	CC
Green River	GR	Bates TC	BA
Highline	HL	Bellingham TC	BH
Lower Columbia	LC	Clover Park TC	CP
South Puget Sound CC	SO	Lake Washington IT	LW
Olympic	OL	Renton TC	RE
Peninsula	PE	Seattle Vocational Inst	VI
Seattle Central	SC	State Board	SB - Global
North Seattle	NS	Skagit Valley	SK
South Seattle CC	SS	Spokane	SP
Shoreline	SL	Spokane Falls	SF

Positions for Letter Codes

Three positions will be used for the letter codes created:

288 Letter Code combinations per Institution 1^st character consists of E,F,L,M,J,K,N or P based on the institution (see institution abbreviation chart above). The first value would be used for “even award year” or non-aid year specific processing, while the second value would be used for “odd award year” processing.
1ST CHARACTER									2ND CHARACTER	3RD CHARACTER
E	BV	E or F	SL	L or M	GR	J or K	CC	N or P	0,1,2,3	0 – 9, then A - Z
F	BB	E or F	SK	L or M	HL	J or K	BA	N or P	4,5,6,7	0 – 9, then A - Z
J	CN	E or F	SP	L or M	LC	J or K	BH	N or P	8,9,A,B	0 – 9, then A - Z
K	CL	E or F	SF	L or M	SO	J or K	CP	N or P	C,D,E,F	0 – 9, then A - Z
L	CB	E or F	TC	L or M	OL	J or K	LW	N or P	G,H,I,J	0 – 9, then A - Z
M	ED	E or F	WW	L or M	PE	J or K	RE	N or P	K,L,M,N	0 – 9, then A - Z
N	EV	E or F	WN	L or M	SC	J or K	VI	N or P	O,P,Q,R	0 – 9, then A - Z
P	PI	E or F	WH	L or M	NS	J or K	SB	N or P	S,T,U,V	0 – 9, then A - Z
	GH	E or F	YK	L or M	SS	J or K			W,X,Y,Z	0 – 9, then A - Z

Positions for Letter Codes per Institution

College	1st Char	2nd Char	3rd Char
College	(FA Module: E,F,L,M,J,K,N,P)	(School)	(Sequential)
Bates TC	N or P	4,5,6,7	0 – 9, then A - Z
Bellevue College	E or F	0,1,2,3	0 – 9, then A - Z
Bellingham TC	N or P	8,9,A,B	0 – 9, then A - Z
Big Bend CC	E or F	4,5,6,7	0 – 9, then A - Z
Cascadia CC	N or P	0,1,2,3	0 – 9, then A - Z
Centralia College	E or F	8,9,A,B	0 – 9, then A - Z
Clark College	E or F	C,D,E,F	0 – 9, then A - Z
Clover Park TC	N or P	C,D,E,F	0 – 9, then A - Z
Columbia Basin	E or F	G,H,I,J	0 – 9, then A - Z
Edmonds CC	E or F	K,L,M,N	0 – 9, then A - Z
Everett CC	E or F	O,P,Q,R	0 – 9, then A - Z
Grays Harbor CC	E or F	W,X,Y,Z	0 – 9, then A - Z
Green River	J or K	0,1,2,3	0 – 9, then A - Z
Highline	J or K	4,5,6,7	0 – 9, then A - Z
Lake Washington IT	N or P	G,H,I,J	0 – 9, then A - Z
Lower Columbia	J or K	8,9,A,B	0 – 9, then A - Z
North Seattle	J or K	S,T,U,V	0 – 9, then A - Z
Olympic	J or K	G,H,I,J	0 – 9, then A - Z
Peninsula	J or K	K,L,M,N	0 – 9, then A - Z
Pierce	E or F	S,T,U,V	0 – 9, then A - Z
Renton TC	N or P	K,L,M,N	0 – 9, then A - Z
Seattle Central	J or K	O,P,Q,R	0 – 9, then A - Z
Seattle Vocational Inst	N or P	O,P,Q,R	0 – 9, then A - Z
Shoreline	L or M	0,1,2,3	0 – 9, then A - Z
Skagit Valley	L or M	4,5,6,7	0 – 9, then A - Z
South Puget Sound CC	J or K	C,D,E,F	0 – 9, then A - Z
South Seattle CC	J or K	W,X,Y,Z	0 – 9, then A - Z
Spokane CC	L or M	8,9,A,B	0 – 9, then A - Z
Spokane Falls	L or M	C,D,E,F	0 – 9, then A - Z
Tacoma CC	L or M	G,H,I,J	0 – 9, then A - Z
Walla Walla	L or M	K,L,M,N	0 – 9, then A - Z
Wenatchee Valley	L or M	O,P,Q,R	0 – 9, then A - Z
Whatcom	L or M	S,T,U,V	0 – 9, then A - Z
Yakima Valley CC	L or M	W,X,Y,Z	0 – 9, then A - Z

Examples:

L80 - Award Notification for Spokane CC

LC0 - Award Notification for Spokane Fall CC

LG0 - Award Notification for Tacoma CC

1 Comments

Kelly Forsberg

Tuesday Jun 02 2020 at 07:03 PM

Hi Karita -- thanks for your honest comment. It's a lot to process. If you're familiar with FAM, just think of these letter codes as Track Codes used in Financial Aid. For example, if you are generating an additional item code of 81 in FAM to a student, these Letter Codes are going to be used for a similar purpose. The difference with the FA Letter Code Naming Convention is: the Letter used is specific to each institution, and the number can be specific to the specific communication being generated, and can also be Aid Year specific as well. As you delve more into training, this concept will be expanded upon so you get more familiar with how different communications are used in Financial Aid. Thanks again for your comment. Feel free to reach out as you have more questions. -Kelly Forsberg, ctcLink Functional Trainer (Financial Aid)

ctcLink Reference Center

9.2 FA Letter Codes Naming Convention and Setup

Logic for Letter Code

Positions for Letter Codes

Positions for Letter Codes per Institution

Examples:

1 Comments

Kelly Forsberg

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