Process Loan Counseling Data

Purpose:  Use this document as a reference for how to process loan counseling data using ctcLink.

Audience:  Financial Aid staff

The Add Loan Counseling Data process is used to add a new row in the Entrance/Exit Counseling Table if a record does not already exist and the student has an accepted Stafford loan with an amount greater than zero.

This step is performed after *crecmyop files are uploaded to ctcLink.

*crecmyop files are the files that contain entrance, exit, and financial awareness counseling acknowledgments.

For full steps in the process, review the Loan Processing Business Processing Guide.  Note that this process is for Loan Exits only.  Loan Entrance also has steps outlined in the guide.

You must have at least one of these local college managed security roles:

  • ZD FA Loan Counseling
  • ZZ FA Direct Loan Processor
  • ZZ FA Loan Counseling

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Process Loan Counseling Data - Loan Exits

Navigation:  Financial Aid > File Management > Loan Counseling > Add Loan Counseling Data

  1. The Add Loan Counseling Data search page displays.
  2. Enter the desired Run Control ID.
  3. Select the Search button or select the Add a New Value tab and the ADD button.
  4. The Add Loan Counseling Data page displays.
  5. Select PS Query from the Selection Tool drop-down list.
  6. Enter or select CTC_FA_EXIT_LOAN_ADD as the Query Name.
  7. Select the Edit Prompts link.
  8. The Query Prompts pagelet displays.
  9. Enter the Since Date in YYYY-MM-DD format.

In the Since Date prompt (in Edit Prompts), use a date that goes far back enough to when the last crecmyop file was loaded into ctclink.  For example, if a crecmyop file was loaded on December 1, 2023, use a date near to that date, i.e., December 2, 2023.  This way, the process picks up all the entrance and exit acknowledgments that borrowers may have been completed after December 1 and up until the day you loaded the file and ran the Process Loan Counseling Data process.

  1. Enter your Institution.
  2. Select the OK button.  The Query Prompts pagelet will close.  
  3. The Add Loan Counseling Data page displays.
  4. In the Default Values section, enter or look up your Institution.
  5. Enter the Aid Year.
  6. Enter or select STAF in Loan Code for the Stafford Loan.
  7. Select Exit from the Counseling Requirement drop-down list
  8. Select Required Once from the Counseling Requirement drop-down list.
  9. Select the Run button.
  10. The Process Scheduler Request page displays - the SFA_LN_CNSL checkbox is selected by default.
  11. Select the OK button to launch the process.
  12. Make note of the Process Instance number as it can be used to track the progress of the process.
  13. Select the Process Monitor link.
  14. On the Process List tab, select the Refresh button until the Run Status is Success and Distribution Status is Posted for the Process Instance number noted previously.
  15. Select the Actions link, then select the Message Log option.
  16. On the Message Log page, the user can view the records that did not process as well as the number of records that did process.  
  17. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial Via Panopto

View the external link to Process Loan Counseling Data - Loan Exits. This link will open in a new tab/window.