9.2 Mass Packaging

Purpose:  Use this document as a reference on how to run the Mass Packaging process using ctcLink.

Audience: Financial Aid staff.

Note: Set Ready to Package process must be run prior to the Mass Packaging process.

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

  • ZD FA Mass Packaging
  • ZZ FA Award Processor
  • ZZ FA Mass Packaging

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

Mass Packaging

Select Students

Navigation:  NavBar > Navigator > Financial Aid > Awards > Mass Packaging > Select Students

  1. The Mass Packaging Select search page displays.
  2. Enter the New or existing Run Control ID.  
  3. Select the Add or Search button.  
TRAINING
  1. The Mass Packaging Select page displays.
  2. Select PS Query from the Selection Tool drop-down menu.
  3. Enter the Query Name.  
  4. The Edit Prompts link displays.
  5. Select the Edit Prompts link.  
MASS PACKAGE SELECT
  1. The Query Prompts pagelet displays.
  2. Enter the Academic Institution.
  3. Enter the Aid Year - enter the Aid Year in which you are processing.  In the example below, 2019 is used.
  4. Depending on which query name is chosen, a date field will need to be populated as well.
  5. Select OK to return to previous window.  
EDIT PROMPTS WITH FILE COMPLETE DATE
  1. The Mass Packaging Select page displays.
  2. Enter Institution and Aid Year in the Parameters section.
  3. Select the Run button.
PARAMETERS ON SELECT STUDENTS
  1. The Process Scheduler Request page displays.  
  2. Select the OK button.
PROCESS SCHEDULER
  1. The Mass Packaging Select page displays.
  2. Make note of the newly assigned Process Instance number.
  3. Select the Process Monitor link.  
  4. The Process Monitor page displays.
  5. On the Process List tab, locate the Process Instance number created in previous step.
  6. Select Refresh button until Run Status = Success and Distribution Status = Posted.
PROCESS LIST SUCCESS POSTED

View Results by Students

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

  • ZD FA Director
  • ZD FA Mass Packaging
  • ZZ FA Award Processor
  • ZZ FA Mass Packaging

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 > Awards > Mass Packaging > View Results by Students

  1. The Mass Packaging by Students search page displays.
  2. Enter Academic Institution and Aid Year.
  3. Enter Selection Definition (query used earlier above).
  4. Select the Search button.
MASS PACKAGE ASSIGN SEARCH CRITERIA
  1. The Mass Packaging by Students results display.
  2. Review list of students.
  3. The first step in the mass packaging process is complete.
mass packaging results by students
Assign Plans

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

  • ZD FA Mass Packaging
  • ZZ FA Award Processor
  • ZZ FA Mass Packaging

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 > Awards > Mass Packaging > Assign Plans

  1. The Mass Packaging Assign search page displays.
  2. Enter the New or existing Run Control ID.
  3. Select the Add or Search button.  
MASS PACKAGE ASSIGN RUN CONTROL ID
  1. The Mass Packaging Assign page displays.
  2. Enter Academic Institution and Aid Year.  
  3. Enter or search for Selection Definition (query used in prior step in student selection process above).
  4. Select data from the following drop-down menus:
    1. Career
    2. Plan ID
    3. Sort Field
  5. Select the Asc (ascending) radio button.
  6. Select the Run button.
MASS PACKAGE ASSIGN
  1. The Process Scheduler page displays.
  2. Select the OK button.
  3. The Mass Packaging Assign page displays.
  4. Make note of the Process Instance number.
  5. Select the Process Monitor link.  
  6. The Process List page displays.  
  7. Select the row for the associated Process Instance number.
  8. Select the Refresh button until Run Status = Success and Distribution Status = Posted.
process list assign plans

View Results by Query

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

  • ZD FA Director
  • ZD FA Mass Packaging
  • ZZ FA Award Processor
  • ZZ FA Mass Packaging

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 > Awards > Mass Packaging > View Results by Query

  1. The Mass Packaging Plans by Query search page displays.
  2. Enter the Academic Institution and Aid Year.
  3. Enter or search for Selection Definition (query used in earlier step in student selection process above).
  4. In the Academic Career drop down List, select Academic Career.
  5. In the Packaging Plan ID, select the Packaging Plan ID you assigned to students--for example--FA, WI, SP.
  6. Select the Search button.
MASS PACKAGING RESULTS BY QUERY
  1. The Mass Packaging Plans Assigned page displays.
  2. Review the list of students.
  3. The second step in the Mass Packaging process is now complete.
PACKAGING PLAN ID BY QUERY RESULTS
Process Mass Packaging

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

  • ZD FA Mass Packaging
  • ZZ FA Award Processor
  • ZZ FA Mass Packaging

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 > Awards > Mass Packaging > Process Mass Packaging

  1. The Process Mass Packaging search page displays.
  2. Enter the Run Control ID.
  3. Select the Search button.  
  4. The Mass Packaging Process page displays.
  5. Complete the following fields:
    1. Institution
    2. Aid Year 
    3. Selection Definition value used in previous step of Assign Plans.
  6. Select the Live value radio button in the Batch Packaging Mode section.
  7. Select the Run button.
  8. The Process Scheduler Request page displays.
  9. Select OK button.  
  10. The Mass Packaging Process page displays.
  11. Make note of the new Process Instance number.
  12. Select the Process Monitor link.  
MASS PACKAGING PROCESS
  1. The Process Monitor page displays.
  2. On the Process List tab, select the Refresh button until Run Status = Success and Distribution Status = Posted.
PROCESS LIST PAGE WITH MASS PACKAGING JOB

View Mass Packaging Summary

Verify packaging process results by navigating to the View Mass Packaging Summary page.

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

  • ZD FA Director
  • ZD FA Mass Packaging
  • ZZ FA Award Processor
  • ZZ FA Mass Packaging

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 > Awards > Mass Packaging > View Mass Packaging Summary

  1. The Mass Packaging Summary search page displays.
  2. Enter the Academic Institution and Aid Year.
  3. Select the Search button.

If there are multiple batches, scroll to the bottom of the page to view the most current process or the date and time for when the process was run.

MASS PACKAGING SEARCH CRITERIA PAGE
MASS PACKAGING SUMMARY

View Mass Packaging Details

View packaging results (student detail) by navigating to the View Mass Packaging Details page.

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

  • ZD FA Director
  • ZD FA Mass Packaging
  • ZZ FA Award Processor
  • ZZ FA Mass Packaging

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 > Awards > Mass Packaging > View Mass Packaging Details

  1. The View Mass Packaging search page displays.
  2. Enter the Academic Institution and Aid Year.  
  3. Select the Search button.
  4. Search Results display.
  5. Select the link of the desired batch.
BATCH SEQUENCE NUMBER
  1. Mass Packaging Details page displays.
  2. Review student's need information on the Eligibility and Need tab.
Eligibility and Need tab
  1. Review award details by selecting the Awards Detail tab.
  2. Use the scroll arrows (or select the View All link) in the upper right corner of the table to review all students if applicable.
AWARDS DETAIL TAB
  1. The Mass Packaging process is now complete.
  2. End of procedure.