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:  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.
  4. The Mass Packaging Select page displays.
  5. Select PS Query from the Selection Tool drop-down menu.
  6. Enter the Query Name.  
  7. The Edit Prompts link displays.
  8. Select the Edit Prompts link.   
  9. The Query Prompts pagelet displays.
  10. Enter the Academic Institution.
  11. Enter the Aid Year - enter the Aid Year in which you are processing.  In the example below, 2025 is used.
  12. Depending on which query name is chosen, a date field will need to be populated as well.

Note the Include PRQ plan students checkbox.  Leave this checkbox unchecked if you would like to review PRQ students for loan-only eligibility separately.

  1. Select OK to return to previous window.  
  2. The Mass Packaging Select page displays.
  3. Enter Institution and Aid Year in the Parameters section.
  4. Select the Run button.
An image of the Mass Packaging Select page with the Selection Tool PS Query, Query Name, CTC_FA_MASS_PACKAGE_SELECT_03, Edit Prompts, Instituition, Aid Year, Run button annotated with red boxes. A red arrow points to the Query Prompts pagelet with Academic Institution, Aid Year, Priority Filing Date and OK button annotated in a red box. The Include PRQ students checkbox is highlighted in yellow.
  1. The Process Scheduler Request page displays.  
  2. Select the OK button.
  3. The Mass Packaging Select page displays.
  4. Make note of the newly assigned Process Instance number.
  5. Select the Process Monitor link.  
  6. The Process Monitor page displays.
  7. On the Process List tab, locate the Process Instance number created in previous step.
  8. You may select the Refresh button until Run Status = Success and Distribution Status = Posted.
  9. Select the Actions link.
  10. Select the Message Log drop-down option.
  11. Review the Message Text, which reads: Total number of rows processed for Batch Packaging Selection

Video Tutorial

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

Video Tutorial Via Panopto

View the external link to Mass Packaging - Select Students. This link will open in a new tab/window.

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:  Financial Aid > Awards > Mass Packaging > View Results by Students

  1. The Mass Packaging by Students search page displays.
  2. Enter Academic Institution.
  3. Enter the Aid Year.
  4. Enter Selection Definition (query used earlier above).
  5. Select the Search button.
  6. The Mass Packaging by Students results display.
  7. Review list of students.
  8. The first step in the mass packaging process is complete.
Mass Packaging by Students page with ID, Name, Career. and Processing Status displaying
Video Tutorial

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

Video Tutorial Via Panopto

View the external link to Mass Packaging - View Results by Students. This link will open in a new tab/window.

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:  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.  
  4. The Mass Packaging Assign page displays.
  5. Enter Academic Institution and Aid Year.  
  6. Enter or search for Selection Definition (query used in prior step in student selection process above).
  7. Select data from the following drop-down menus:
    • Career
    • Plan ID
    • Sort Field
  8. Select the Asc (ascending) radio button.
  9. Select the Run button.
An image of the Mass Packaging Assign page with red annotation boxes outlining the Report Request Parameters, the Institution, Aid Year, Selection Definition, Packaging Plan Parameters, the Add a New Row button, and the Add button
  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. You may periodically select the Refresh button until Run Status = Success and Distribution Status = Posted.
  9. Select the Actions link.
  10. Select the Message Log drop-down option.
  11. In the Message Text, select the forward arrow to toggle to the end of all the available Message Text rows, and review how many students were packaged and/or not packaged.

Video Tutorial

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

Video Tutorial Via Panopto

View the external link to Mass Packaging - Assign Plans. This link will open in a new tab/window.

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:  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--WI, SP, Spring Only, and/or FA, WI, SP.
  6. Select the Search button.
  7. The Mass Packaging Plans Assigned page displays.
  8. Review the list of students.
  9. The second step in the Mass Packaging process is now complete.
An image of the Mass Packaging Plans Assigned page with red highlighter outlining the Pkg Plan Selection Criteria Not Met, green highlighter outlining the SPRG Only Packaging Plan ID and yellow highlighter outlining the Winter/Spring Packaging Plan ID
Video Tutorial

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

Video Tutorial Via Panopto

View the external link to Mass Packaging - View Results by Query. This link will open in a new tab/window.

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:  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:
    • Institution
    • Aid Year 
    • Selection Definition value used in previous step of Assign Plans.
    • Methodology = Federal
  6. Select the Live value radio button in the Batch Packaging Mode section.
  7. Select the Run button.
An image of the Mass Packaging Process page with red annotation boxes outlining the Report Request Parameters Institution, Aid Year, Selection Definition, Methodology, the Live radio button is selected and the Run button is annotated
  1. The Process Scheduler Request page displays.
  2. Select OK button.  
  3. The Mass Packaging Process page displays.
  4. Make note of the new Process Instance number.
  5. Select the Process Monitor link.  
  6. The Process Monitor page displays.
  7. On the Process List tab, select the Refresh button until Run Status = Success and Distribution Status = Posted.

Video Tutorial

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

Video Tutorial Via Panopto

View the external link to Process Mass Packaging. This link will open in a new tab/window.

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:  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.

Find the current Batch Date Time to find the most recently processed batch.

Video Tutorial

The video below demonstrates the process actions described in 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 Mass Packaging - View Mass Packaging Summary. This link will open in a new tab/window.

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:  Financial Aid > Awards > Mass Packaging > View Mass Packaging Details

  1. The view Mass Packaging Details 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.
  6. Mass Packaging Details page displays.
  7. Review student's need information on the Eligibility and Need tab.
An image of the Eligibility and Need tab with a red annotation box outlining the Eligibility and Need tab and the Next 25 students, View all and 1 of 25 link. Red arrows point to the Fed Year COA, SAI, and Unmet COA
  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.
An image of the Awards Detail tab with the Offer Amounts with red arrows pointing to the amounts. Red annotation boxes outline the Awards Detail tab and the Next 25 Students link.
  1. The Mass Packaging process is now complete.
  2. End of procedure.
Video Tutorial

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

Video Tutorial Via Panopto

View the external link to Mass Packaging - View Mass Packaging Details. This link will open in a new tab/window.