9.2 Originate Direct Loans

Purpose:  Use this document as a reference on how to originate any Direct Stafford or PLUS loans that have been awarded and have an award status of Accepted using ctcLink.

Audience:  Financial Aid staff.

The Direct Stafford or PLUS loans must have the loan program indicated as Direct Lending to be selected by this run control.

Originate Direct Loans

Originate Direct Loans

Navigation:  NavBar > Navigator > Financial Aid > Loans > Process Loans    

  1. The Process Loans search page displays.
  2. Enter or add a new Run Control ID.
  3. Select the Search button.
loan orgination search page
  1. The Loan Origination page displays.
  2. Enter the Institution.
  3. Enter the Aid Year - use the Aid Year in which you are processing.
  4. Enter the Career.
  5. Select the Adjustments checkbox.
  6. Select Use Loan Program. A drop-down menu field will display.
  7. Select Direct Lending.
  8. Select the Run button.

The CL Orig Options (CommonLine origination options) field is used for CommonLine loans only.

Loan Origination page
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
process scheduler request
  1. The Loan Origination page displays.
  2. Make note of the Process Instance number.
  3. Select the Process Monitor link.
Process Monitor link
  1. The Process Monitor page displays.
  2. From the Process List tab, select the Refresh button until the Run Status = Success and the Distribution Status = Posted.
  3. When the process completes successfully, select the Details link.
Process Monitor page
  1.  The Process Detail page displays.
  2. Select the Message Log link.
Process Detail page
  1. The Message log page displays.
  2. Look for the "Total Number of Loans Originated" line. The value to the right should be greater than 1.  You may notice a couple of loans next to the errors or incomplete or bad integrity lines.  During normal business processing, these students will need adjustments in order to successfully originate.
Message log page
  1. The process to originate a direct loan is now complete.
Update Academic Year

Use the following Process Loan Dates steps below to update the Academic Year Start (or End Date for trailer colleges) to include or exclude summer values.

Navigation:  NavBar > Navigator > Financial Aid > Loans > Process Loan Dates

  1. The Process Loan Dates display.
  2. Enter or add a new Run Control ID.
  3. Select the Search button.
process loan dates run control
  1. The Loan Date Update page displays.
  2. Enter the Institution.
  3. Enter the Aid Year - use the Aid Year in which you are processing.
  4. Select PS Query in the Selection Tool field.  Select the appropriate query based on the college. The Edit Prompts link will appear.
  5. Select the Edit Prompts link.  
  6. The Query Prompts pagelet displays.
  7. Enter the Institution.
  8. Enter the Aid Year.
  9. Select the OK button.
  10. The Loan Date Update page re-displays.
  11. Select the Preview Selections link to verify students are being selected for processing.
loan date update page
  1. Make note of a few Empl IDs from this list to use to verify the end results. You will also need to note the Loan Type value. This is important in order to verify the correct loan origination record at the end of this process.
  2. Select the Return button.
preview selection results
  1. The Loan Date Update page displays.
  2. Select UGRD as the Academic Career value.
  3. Enter Disb Plans by selecting the Populate button.
  4. Select the View All link.
values to update section
  1. The Select Values to Update section expands to include all.
  2. Remove all of the 'non-loan' disbursement plans (Disb Plan numbers NOT in the 30s, 40s and 50s).
  3. Remove all disbursement plans containing any reference to "Summer" in the Description field.
Loan Date Update remove non loan disb plans
  1. For Header colleges:  delete all dates in ‘Loan Period Start’, ‘Loan Period End’, and ‘Acad Year End’ fields.
  2. For Header colleges: update the ‘Acad Year Start’ field with the correct value.
  3. Once you have removed all non-loans and summer descriptions and duplicate values, the only remaining rows should be loan values in the 30,s 40s and 50s and the only date field to be populated is the Acad Year Start.
  4. This step will update non-summer loan origination records to exclude the summer term from the Academic Year Start value.
  5. Select the Run button.
loan date update

The instructions for updating the academic year for Trailer colleges is as follows:

  • Delete all dates in ‘Loan Period Start’, ‘Loan Period End’, and ‘Acad Year Start’ field.
  • Update the ‘Acad Year End’ field with the correct value.

This step will update non-summer loan origination records to exclude the summer term from the Academic Year End value.

  1. The Process Scheduler Request page displays.
  2. Select the OK button.
process scheduler request page
  1. The Loan Date Update page displays.
  2. Select the Process Monitor link.
  3. Continue to select the Refresh button until the Run Status = Success and Posted.
  4. When the process completes successfully, select the Details link.
process monitor
  1. The Process Detail page displays.
  2. Select the Message Log link.
process detail page
  1. Verify that the status successful and successfully are displayed.
Message log
  1. The process to update the academic year is now complete.
Population Update

Since updating the Academic Year Start/End dates do not allow the DL Outbound process to recognize the changes of loan dates to the loan origination record, Process Loans needs to be run again.  However, in order the Process Loans program to recognize that a change has been made to the student's loan records, a flag needs to be "flipped" on the student's award page.  To flip the flag, the Population Update process must be run.

Navigation:  NavBar > Navigator > Set Up SACR > System Administration > Utilities > Population Update > Population Update Process

  1. The Population Update Process search page displays.
  2. Enter a New or Existing Run Control ID.
  3. Select the Search button.
population update process search page
  1. The Population Selection Update page displays.
  2. Enter the Record (Table) Name:  STDNT_AWARDS - Student Awards
  3. Select the Report Error Messages radio button.
  4. Select the appropriate Selection Tool - PS Query.
  5. Select the appropriate Query Name - CTC_FA_DL_ACADYEAR_POPUPD.
  6. Select Edit Prompts.
  7. Select the Institution.
  8. Select the Aid Year - use the Aid Year in which you are processing.
Population selection update page
  1. The Query Prompts pagelet displays.
  2. Enter the Institution or lookup value.
  3. Enter the Aid Yr or lookup value.
  4. Select the OK button.
Query prompts pagelet
  1. The Population Selection Update page displays.
  2. Select Preview Selection Results to preview the student population being selected/updated.
  3. Select Offer Activity as the Field Name.
  4. Select Adjustment as the Field Value.
  5. Select the Run button.
population selection update page
  1. The Process Scheduler Request page displays.
  2. Select the SCC_POP_UPD check-box.
  3. Select the OK button.
process scheduler request page
  1. The Population Selection Update page displays.
  2. Select the Process Monitor, and select the Refresh button until the status is run to Success and Posted.
  3. Select the Details link.
  4. Select the Message Log to review the details of this process.
  5. The process to update the population is now complete.
Process Loans

Once you have updated the loan dates, and run Summer Exclude/Include, you will need to re-originate the loan records to be sent out to COD.

Navigation:  NavBar > Navigator > Financial Aid > Loans > Process Loans

  1. The Loan Origination search page displays.
  2. Enter the Run Control ID.
  3. Select the Search button.
Loan orinigation search page'
  1. The Loan Origination page displays.
  2. Enter the Institution.
  3. Enter the Aid Year - use the Aid Year in which you are processing.
  4. Enter the Career (UGRD).
  5. Select CL Orig Options = Use Prom Note
  6. Select the Adjustments check box.
  7. Select the Use Loan Program check box.
  8. Select Direct Lending from the drop-down menu.
  9. Use the Student Override section to originate loans for a single student, or list of students, if applicable.

IMPORTANT:  If running process in batch, ensure the Student Override box is unchecked.  Leaving it checked with a blank ID field will produce no results.

  1. Select the Run button.
Loan origination page
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
process scheduler request
  1. The Loan Origination page displays.
  2. Select the Process Monitor link.
  3. Select the Refresh button until Run Status reads "Success" and "Posted".
  4. Select the Details link.
  5. Select the Message Log link to thoroughly review the details.
  6. The process to process loans is now complete.
  7. End of procedures.