ctcLink Reference Center9.2 Financial Aid9.2 FA - Managing 3C's Managing 3Cs9.2 Completing Checklist Items with a Database Mismatch

9.2 Completing Checklist Items with a Database Mismatch

Purpose: Use this document as a reference on how to Complete Checklist Items that have a Database Mismatch (ISIR C-Flag) in ctcLink.

Audience: Financial Aid Staff.

When reviewing Financial Aid files, it is common to receive student documentation in response to ISIR C-Flags or Comment Codes (i.e., Selective Service, Citizenship).  

During Financial Aid file review, when marking ISIR C-Flag Checklist Items to "Completed", there is a two-step process before the system fully acknowledges that the Checklist is Completed.  

Step 1) Completing the Checklist on the Checklist Management - Person Page - Mark the Checklist as "Completed" in the Checklist Management page and Save.

Step 2) Update the DB Matches on the View Packaging Status Summary Page - Select the appropriate Database Match checkbox on the View Pack Stat Summary page and Save.

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

  • ZC CC 3Cs User
  • ZD CC 3Cs User
  • ZZ CC 3Cs User

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

Completing Checklist Items with a Database Mismatch

Completing the Checklist on the Checklist Management Page

Navigation:  NavBar > Navigator > Campus Community > Checklist > Person Checklists > *Checklist Management - Person 

  1. *To access the Checklist Management - Person page, you must have the Checklist Item Code to narrow down your search results.

OR

Navigation:  NavBar > Navigator > Financial Aid > View Financial Aid Status Summary Page

  1. *The desired checklist can also be accessed from the View Financial Aid Status page.  Select the Checklist, which will then take you to the Checklist Management - Person page.
  1. The Checklist Management - Person search page displays.
  2. Enter the Empl ID.
  3. Select the Search button.
  1. The Search Results display.
  2. Select the desired Checklist Code to be set to Completed.  In this example, the ETC019 Checklist Code (Selective Services) is used.
Checklist Management - Person page with ETC019 annotated
  1. The Checklist Management - Person page displays.
  2. Select the Checklist Management 2 tab.
  3. Set the Status to "Completed".  
  4. Select the Save button.  

Note that when you manually set the Status to Completed on the Checklist Management 2 tab, the process automatically marks the Status on Checklist Management 1 tab to Completed.  

Always update the Checklist status on Checklist Management 2 tab, first.

Checklist Management 2 tab with status of Completed and Save button annotated
  1. You have successfully completed the checklist on the Checklist Management Page.
Update the DB Matches on View Packaging Status Summary Page

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

  • ZD FA Director
  • ZD FA Student Aid Info
  • ZZ FA Student Aid Info

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

Navigation:  NavBar > Navigator > Financial Aid > View Packaging Status Summary

Note that if the checkbox on the View Packaging Status Summary - Database Matches page for ISIR C Flags is not updated after the Checklist is completed, ctcLink packaging functions will not package federal aid.  

  1. The Packaging Status Summary search page displays.
  2. Enter the:
    • Empl ID
    • Academic Institution
    • Aid Year
  3. Select the Search button.
Packaging Status Summary Search Criteria page with EMPL, Acad Insti, Aid Year, and Search button annotated
  1. The Packaging Status Summary page displays.
  2. Select the Database Matches link.
View Packaging Status Summary page with Database Matches link annotated
  1. The Database Matches pagelet displays.
  2. Select the corresponding Match Value with the appropriate Override checkbox.

In this example, assume the student submitted documentation to the Financial Aid Office which verifies exemption from having to register for Selective Service.  By selecting this Override checkbox, the system is now being flagged to Override this Database Mismatch with Selective Services because appropriate documentation has been confirmed to be on file at the school.

  1. Select the OK button.
Database Matches page with Selective Service Match and OK button annotated
  1. The Packaging Status Summary page displays.
  2. Select the Save button.
View Packaging Status Summary page with Save button annotated
  1. You have successfully updated the DB Matches on the Packaging Status Summary Page.
  2. End of procedures.

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