Process NSLDS Request

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

Audience:  Financial Aid staff

The National Student Loan Data System (NSLDS) is a centralized source for a student's federal financial aid history. Schools can request NSLDS data and incorporate key elements into the awarding and packaging routines. NSLDS data is sent to schools on the ISIR, on a financial aid history request, or based on a transfer- monitoring request. You can view NSLDS data loaded using the NSLDS Inquiry components, designed to match the NSLDS file structure.

This QRG demonstrates the three steps for processing a NSLDS request.

  • Assign Checklist
  • Validate Checklist
  • Process NSLDS

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

  • ZC 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.

Process NSLDS Request

Assigning Checklist

*Please Note  

The checklist assignment and Transfer Monitoring request must be run on the same day.  

The subsequent processing requires a Monitor Start date that coincides with the checklist assign date.

Assign checklist using 3C engine for students requiring transfer monitoring.  Begin by navigating to the Run 3C Engine page.

Navigation:  Campus Community > 3C Engine > Run 3C Engine 

  1. The 3C Engine search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.

NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).

  1. The Run 3C Engine page displays.
3C Engine page, 3C Engine Parameters tab
  1. On the 3C Engine Parameters tab, complete the following steps:
    1. In the Process 3C’s section, select Population Selection checkbox.
    2. In the Event Selection section, select values from the following fields:
      • Academic Institution = Desired Institution.
      • Administrative Function = FINA.
      • Event ID = (Description) "I-Transfer Alert Process Compl"  *Note  Event ID will differ between institutions.
  2. In the Population Selection section, select values from the following drop-down menus:
    1. Selection Tool = PS Query
    2. Query Name = CTC_FA_SB_PS_NSLDS_TM_CHKL_REQ

The query criteria is a student is not enrolled in Summer or Fall term, has a Federal Item Type in an offered status of greater than zero, and does not already have the checklist assigned.

  • OR  CTC_FA_NSLDS_TM_CHKL_REQ_2

The query criteria is a student not enrolled for the prompted term, has a Federal Item Type in an offered status of greater than zero, and does not already have a checklist assigned.

  1. Select the Edit Prompts link, located at the bottom of the screen.
  2. A Query Prompts pagelet displays.
  3. Select values for the following fields:
    1. Institution
    2. Aid Year
    3. Checklist Item
  4. Select the OK button.  
  5. The 3C Engine Parameters page displays.
  6. Select Preview Selection Results and choose a student listed to validate in later section.
  7. Select the Return button.  
  8. The 3C Engine Parameters tab displays.
  9. Select the Manage Duplicate Assignment Tab.
3C Engine page, Manage Duplicate Assignments tab
  1. Select the Check Duplicate Checklist checkbox from the Duplicate Checklist Check section.
  2. Select Match from the Variable Data drop-down menu in the Additional Conditions to Prevent Duplicate Checklist subsection.
  3. Select the Run button.  
  4. Please refer to the Process Schedule Request steps for further instructions.

The process of assigning the checklist is now complete. Next, the checklist will be validated.

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 Assigning Checklist - No Audio. This link will open in a new tab/window.

Validate Checklist Assigned

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:  Financial Aid > View Financial Aid Status

  1. The Financial Aid Status search page displays.
  2. Enter the ID from the Preview Selection Results step in previous section.
  3. Enter the Academic Institution.
  4. Enter the Aid Year.
  5. Select the Search button.  
  6. The Financial Aid Status page displays.
Financial Aid Status page, checklists section
  1. Ensure the checklist has been added to the student checklist by reviewing the Checklists section.
  2. The validation is now complete.

Next the final step:  process NSLDS.

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 Validate Checklist Assigned - No Audio. This link will open in a new tab/window.

Process NSLDS

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

  • ZD FA NSLDS Prcs
  • ZZ FA NSLDS Prcs

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 > File Management > NSLDS > Process NSLDS Request

  1. The NSLDS Request search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.

NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).  

  1. The NSLDS Request page displays.
NSLDS Request page
  1. Create the transfer monitoring request by entering the following information in the Parameters section:
    1. Institution
    2. Aid Year
    3. School Code
    4. Branch Code
    5. File Path
  2. Complete the following steps in the Population Selection section:
    1. Check the Population Selection checkbox.
    2. Select PS Query from the Selection Tool drop-down menu.
    3. Select the Query Name:  CTC_FA_SB_PS_NSLDS_REQ.
  3. Select Edit Prompts link.
  4. The Query Prompts pagelet displays.
  5. Enter the following:
    1. Institution
    2. Aid Year
    3. Checklist (The first three letters of the code are institution specific.  Example: ETC062)
  6. Select the OK button.
  7. The NSLDS Request page displays.
  8. Select the Transfer Monitor only radio button.
  9. In the Transfer Monitoring Parameters section, enter the following data:
    1. Enrollment Date = 7/1/20xx (Term Start Date)
    2. Monitor Begin Date = Current Date (same date as checklist assignment)
  10. Select the Preview Selection Results link.
  11. The Preview Selection Results page displays.
  12. Select the Return button.
  13. Select the Run button.  
  14. The Process Scheduler Request page displays.
  15. Select the OK button.
  16. The NSLDS Request page displays.
  17. Make note of the newly assigned Process Instance number.
  18. Select the Process Monitor link.  
  19. The Process Monitor page displays.
  20. On the Process List tab, select the Refresh button until the Run Status = Success and the Distribution Status = Posted.
  21. Select the Details link.  
  22. Select the Message Log link.
  23. The Message Log page displays.
Message Log page
  1. Verify that the details in the Message Log file states that the NSLDS Request file <file path name used above> TRNINFIN.## successfully created.
  2. Sample message:   NSLDS Request file  /u01/app/psrepo/Interface/CSTRANSFER/WA171/NSLDS2016/ TRNINFIN.01
  3. Note the TRNINFIN.xx file created to use during the Upload/Download process.

Please navigate to PeopleTools > CTC Custom > Extensions > Upload/Download Files to Download the TRNINFIN.XX file to then send out to EdConnect.

End of procedure.

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 NSLDS - No Audio. This link will open in a new tab/window.