Track Continued Student Eligibility for Aid

Purpose: Use this document as a reference on how to track student eligibility for Financial Aid in ctcLink.

Audience:  Financial Aid staff.

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

  • ZD CC Service Indicate Student
  • ZZ CC Service Indicate Student

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

Track Continued Student Eligibility for Aid

Mass Assign

Navigation:  Campus Community > Service Indicators (Student) > Mass Assign

  1. The Mass Assign run control search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Run Control ID.
  4. Select Add button.  
  5. The Mass Assign page displays.
  6. Select the Selection Tool field and choose PS QUERY from the List.
  7. Enter CTC_FA_INELIG_PLAN_SI_ASSIGN in the Query Name field.
  8. Enter the Institution.
  9. Select the Edit Prompts link.  
  10. The Query Prompts pagelet displays.
  11. Enter values into the following fields:
    • Academic Institution
    • Aid Year
    • Term
  12. Select the OK button.  
  13. The Mass Assign page displays.
  14. Optional - You may select the Preview Selection Results link to see which students are being assigned a Service Indicator.
  15. Enter the Service Indicator Code in the Service Indicator Data section.
  16. Enter the Reason - in this example, the Reason is FIP (Ineligible Academic Plan for FA).
  17. Enter the Start Term.
  18. Enter the End Term.  Leave the End Date blank.
  19. Enter the Start Date in the Effective Period section.
  20. Select the Run button.  
An image of the Mass Assign Service Indicator page with red annotation boxes outlining the Selection Tool - PS Query, Query Name - CTC_FA_INELIG_PLAN_SI_ASSIGN, Edit Prompts link, Institution, Service Indicator Code, Reason, Start Term, Start Date, End Term and the Run button. Yellow highlighted area outlines the Preview Selection Results link.
  1. The Process Scheduler Request page displays.
  2. Select the SCC_SI_ASSN process checkbox.
  3. Select the OK button.
  4. The Mass Assign page displays.
  5. Make note of the Process Instance number.
  6. Select the Process Monitor link.  The Process List tab displays. 
  7. The Process Monitor page displays.
  8. From the Process List tab, select the Refresh button till the Run Status is Success and Distribution status is Posted.
  9. The Mass Assign process is now complete.

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 Assigning the F04 Ineligible Academic Plan Service Indicator. This link will open in a new tab/window.

MANAGE SERVICE INDICATORS

To validate the SI was assigned we'll navigate to the Manage Service Indicators page

Navigation:  Campus Community > Service Indicators (Student) > Manage Service Indicators

  1. The Manage Service Indicators search page displays.
  2. Enter the Empl ID taken from the Preview Selection Results in prior section.  
  3. Select the Search button.
  4. The Search Results display.
  5. Select the EMPL ID.  
  6. The Manage Service Indicators page displays.
  7. Enter the Institution.
  8. Select the Refresh button.
  9. The process to validate the Service Indicator was assigned is now complete.
An image of the Manage Service Indicators page with red annotation boxes outline the Institution, Refresh link, and the F04 link

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 Verifying the F04 Service Indicator Was Assigned - Manage Service Indicators. This link will open in a new tab/window.

REVIEW THE INELIGIBLE PLANS REPORT

Review the Ineligible Plans report to find students that are not in eligible Academic Plans

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

  • ZD_DS_QUERY_VIEWER

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

Navigation:  Reporting Tools > Query > Query Viewer

  1. Select the Query Name field and choose CTC_FA_INELIG_PLAN_RPT from the list.
  2. Select the Search button.  
  3. The Search Results displays.
  4. From the Search Results, select the HTML link.  A new browser window will open.
  5. The query page displays.
  6. Enter the Institution.
  7. Enter the Aid Yr.
  8. Enter the Term.
  9. Select the View Results button.
  10. The information displayed are students that have an Academic Plan with a short description that begins with zero (ineligible for financial aid) and already have the service indicator value of ‘F04’ and Reason of ‘FIP’ assigned. 
  11. Optional - You may select the Excel SpreadSheet link to download the results into a sortable document.
  12. The process to run the Ineligible Plans report is complete.
An image of the CTC_FA_INELIG_PLAN_RPT_

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 Verifying Ineligible Plans Via Query/Report. This link will open in a new tab/window.

Assign Checklist for Ineligible Academic Plan

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.

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

  1. The 3C Engine search page displays.
  2. Enter the Run Control ID.
  3. Select the Search button and select the link from the Search Results.
  4. The Run 3C Engine page displays.
  5. Select the Population Selection checkbox on the 3C Engine Parameters tab.
  6. Enter the Academic Institution.  
  7. Select desired value from the Administrative Function field.  In this example, FINT is used because it is a term-based checklist.
  8. Select desired value from the Event ID field.  In this example, TCC's unique Event ID - FISETC064I is used where I = Initiate Checklist
  9. Select PS Query from the Selection Tool field.
  10. Choose CTC_FA_INELIG_PLAN_CKL_ASSIGN from the Query Name field.
  11. Select the Edit Prompts field which opens a new window.
  12. The Query Prompts pagelet displays.
  13. Enter values into the following fields:
    • Institution 
    • Aid Year 
    • Term
    • Checklist 
  14. Select the OK button.
  15. The Run 3C Engine page displays.
  16. Select the Manage Duplicate Assignment Tab.
  17. Select the Variable Data field under the Duplicate Checklist Check and choose Match.
  18. Select the Run button.
An image of the 3C Engine Parameters tab with red annotation boxes outlining Population Selection checkbox, Academic Institution, Administrative Function, Event ID, Query Prompts, Academic Institution, Aid Year, Term, Chklst Item, the OK button, Selection Tool, Query Name, Edit Prompts link, and the Run button. A yellow highlighted area outlines the Checklist Item. A red arrow points from the Edit Prompts link to the Query Prompts pagelet
  1. The Process  Scheduler Request page displays.
  2. Select the 3C ENGINE process and then the OK button.
  3. The Run 3C Engine page displays.
  4. Select the Process Monitor Link.
  5. Select the Refresh button till the Run Status is Success.
  6. You have successfully assigned a checklist for an ineligible academic plan.

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 Initiate the Ineligible Academic Plan Checklist. This link will open in a new tab/window.

Waive Checklist for Ineligible Academic Plan

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

  1. The Run 3C Engine search page displays.
  2. Select Add a New Value.
  3. Enter the Run Control ID.
  4. Select the OK button.
  5. Select the Search button and select the link.
  6. The 3C Run Engine page displays.
  7. Select the Population Selection checkbox.
  8. Enter the Academic Institution.  
  9. Select desired value from the Administrative Function field.  In this example, FINT is used because it is a term-based checklist.
  10. Select desired value from the Event ID field.  In this example, TCC's unique Event ID - FISETC064W is used where W= Waive Checklist
  11. Select PS Query from the Selection Tool field.
  12. Choose CTC_FA_INELIG_PLAN_CKL_WAIVE from the Query Name field.
  13. Select the Edit Prompts field which opens a new window.
  14. The Query Prompts pagelet displays. 
  15. Enter values into the following fields:
    • Institution
    • Aid Year
    • Term
    • Checklist
  16. Select the OK button.
  17. The Run 3C Engine page displays.
  18. Select the Manage Duplicate Assignment Tab.
  19. Select the Variable Data field under the Duplicate Checklist Check and choose Match.
  20. Select the Run button.
An image of the 3C Engine Parameters tab with red annotation boxes outlining Population Selection checkbox, Academic Institution, Administrative Function, Event ID, Query Prompts, Academic Institution, Aid Year, Term, Chklst Item, the OK button, Selection Tool, Query Name, Edit Prompts link, and the Run button. A yellow highlighted area outlines the Checklist Item. A red arrow points from the Edit Prompts link to the Query Prompts pagelet
  1. The Process Scheduler Request page displays.
  2. Select the 3C ENGINE process and then the OK button.
  3. The Run 3C Engine page displays.
  4. Select the Process Monitor Link.
  5. Select the Refresh button till the Run Status is Success and the Distribution Status is Posted.
  6. The Waive Checklist for Ineligible Academic Plan process is complete.

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 Waive the Ineligible Academic Plan Checklist. This link will open in a new tab/window.

REVIEW THE ACADEMIC PLANS CHANGED REPORT

Review the Academic Plans report to display results for students that have changed academic plans, regardless of whether it's financial aid* eligible or not.  

*Aid may need to be adjusted as a result of plans changing.

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

  • ZD_DS_QUERY_VIEWER

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

Navigation:  Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter CTC_FA_ACAD_PLAN_CHANGES_RPT into the Query Name Field.  
  3. Select the Search button.
  4. The Search Results display.
  5. Select the HTML link.
  6. The chosen query page displays.
  7. Enter the Academic Institution.
  8. Enter the Aid Year.
  9. Select the Term field.
  10. Select the View Results button.
  11. The information displayed are students that have changed Academic Plans, regardless of whether the new plan is FA eligible or not.
  12. The process to verify whether Academic Plans report is showing results for students that have changed academic plans is now complete.
An image of the

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 Panoto

View the external link to Viewing the Academic Plan Changes Report. This link will open in a new tab/window.

Assigning Disbursement Hold User Edit Messages

Assign Disbursement Hold User Edit Messages for students enrolled in classes that are not required for their current Academic Plan.

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

  • ZD FA Director
  • ZD FA Disbursements
  • ZZ FA Disbursements
  • ZZ FA Funds Manager

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 > Disbursement >Process User Edit Messages 

  1. The Process User Edit Messages search page displays.
  2. Add an Existing or New Run Control ID.
  3. Select the Add button.
  4. The Process User Edit Messages page displays.
  5. Select the Selection Tool field and choose PS QUERY from the list.
  6. Enter CTC_FA_INELG_COURSEWORK from the Query Name field list.  
  7. Select the radio button of Insert Message in the Processing Mode.
  8. Select the Edit Prompts link.
  9. The Query Prompts pagelet displays.
  10. Complete the following fields:
    • Institution
    • Aid Year
    • Term
  11. Select the OK button.
  12. The Process User Edit Messages page displays.
  13. Enter the Institution.
  14. Enter the Aid Year.
  15. Enter the Term.
  16. Enter the Msg Type - Error
  17. Enter the Msg Code - INELGC
  18. Enter the Msg Action - No Action Taken
  19. Select the Run button.
An image of the Process User Edit Messages page with red annotation boxes outlining the Selection Tool, Query Name, Edit Prompts, Insert Messages, Institution, Aid Year, Term, Msg Type, Msg Code, Msg Action and the Run button
  1. The Process Scheduler Request page displays.
  2. Select the SFA_EDIT_MSG Process Name.
  3. Select the OK button.  
  4. The Process User Edit Messages page displays.
  5. Select the Process Monitor link.
  6. You may periodically select the Refresh button until the Run Status is Success and the Distribution Status is Posted.
  7. Process User Edit Messages is now complete.

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 Assigning Disbursement Hold User Edit Messages. This link will open in a new tab/window.

Track Continued Student Eligibility for Aid/Exception Report

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

  • ZZ FA CTC Reports

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 > CTC Custom > CTC Reports > Track Student Eligibility

  1. The Track Student Eligibility run control page displays.
  2. Enter the Run Control ID.
  3. Enter the Institution.  
  4. Enter the Aid Year.
  5. Enter the Term.
  6. Select the Run button.
An image of the Track Student Eligibility page with red annotation boxes outlining the Request Parameters of Institution, Aid Year, Term, and Run button
  1. The Process Scheduler Request page displays.
  2. Ensure the checkbox is selected for CTC_SELIG_AE.
  3. Select the OK button.
  4. The Track Student Eligibility run control page displays.
  5. Select the Process Monitor Link.
  6. Th Process Monitor page displays.
  7. On the Process List tab, select the Refresh button until the Run Status is Success.
  8. Select the Go Back to Track Student Eligibility button at the bottom of the page.
  9. The Track Student Eligibility run control page displays.
  10. Select the Report Manager link.
  11. The Report Manager page displays.
  12. Select the CTC_E83_RPRT - CTC_E83_RPRT.pdf link.
  13. The Report page displays.
  14. Select the CTC_E83_RPRT - CTC_E83_RPRT.pdf link in the File List section.
  15. The report displays.
  16. View report results.
  17. The process to run the report to track continued student eligibility for aid/exceptions is now complete.
  18. Next we will Release Service Indicator for the ineligible Academic Plan.

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 Running the Track Continued Student Eligibility for Aid Report. This link will open in a new tab/window.

REVIEW THE INELIGIBLE COURSEWORK REPORT

Review the Ineligible Coursework report to find students who are enrolled in ineligible classes for their program of study

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

  • ZD_DS_QUERY_VIEWER

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

Navigation:  Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter CTC_FA_INELG_COURSEWORK_RPT into the Query Name Field.  
  3. Select the Search button.
  4. The Search Results display.
  5. Select the HTML link.
  6. The Query report criteria page displays.
  7. Enter the Academic Institution.
  8. Enter the Aid Year.
  9. Select the View Results button.
  10. Optional - You may select the Excel SpreadSheet link to review the data in a sortable document
An image of the 1.CTC_FA_INELG_COURSEWORK_RPT query with red annotation boxes outlining the Institution, Term, View Results, and Excel Spreadsheet link highlighted
  1. The Ineligible Coursework report has been run.
  2. Process complete

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 Reviewing the Ineligible Coursework Report. This link will open in a new tab/window.

ASSIGN USER EDIT MESSAGE

Assign UEM where the Student is attempting, has attempted and completed more than a cumulative total of 45 units in courses that are numbered below 100.

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

  • ZD FA Director
  • ZD FA Disbursements
  • ZZ FA Disbursements
  • ZZ FA Funds Manager

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 > Disbursement > Process User Edit Messages

  1. The Process User Edit Messages search page displays.
  2. Select the Add a New Value tab.
  3. Enter a Run Control ID.
  4. Select the Add button.
  5. The Process User Edit Messages page displays.
  6. Choose PS Query from the Selection Tool field.
  7. Enter CTC_FA_MAX_REMEDIAL_CREDITS from the Query Name list.
  8. Select the radio button of Insert Message in the Processing Mode.
  9. Select the Edit Prompts link.
  10. The Query Prompts pagelet displays.
  11. Complete the following fields:
    • Institution
    • Aid Year 
    • Term 
    • Max Remedial Limit - i.e., 45
  12. Select the OK button.
  13. The Process User Edit Messages page displays.
  14. Enter values for the following fields:
    • Institution
    • Aid Year
    • Term
    • Msg Type - Error
    • Msg Code - REMDAL
    • Msg Action - No Action Taken
  15. Select the Run button.
An image of the Process User Edit Messages page with red annotation boxes outlining the Selection Tool, Query Name, Edit Prompts link, Insert Messages radio button, Institution, Aid Year, Term, Msg Type, Msg Code, Msg Action, Querty Prompts - Institution, Aid Year, Term, Max Remedial Limit, OK button and the Run button. A red arrow points from the Edit Prompts link to the Query Prompts pagelet
  1. The Process Scheduler Request page displays.
  2. Select the  SFA_EDIT_MSG Process Name and then the OK button.
  3. The Process User Edit Messages page displays.
  4. Select the Process Monitor link.
  5. The Process Monitor page displays.
  6. You may periodically select the Refresh button until the Run Status is Success and the Distribution Status is Posted.
  7. The process to assign UEM to a student is now complete.

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 Assigning the Max Remedial Credit User Edit Messages. This link will open in a new tab/window.

REVIEWING THE MAX REMEDIAL CREDIT REPORT

Confirm whether the Max Remedial Credit report is showing results for students who have beyond 45 units of remedial credits.

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

  • ZD_DS_QUERY_VIEWER

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

Navigation:  Report Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter CTC_FA_MAX_REMEDIAL_CREDIT_RPT into the Query Name Field.  
  3. Select the Search button.
  4. Select the HTML link.
  5. The Query page displays.
  6. Enter the Academic Institution.
  7. Enter the Term.
  8. Select the View Results button.
  9. The process to run the max remedial credits report is now complete.
An image of the CTC_FA_MAX_REMEDIAL_CREDIT_RPT query results with red annotation boxes outlining the Institution, Term, View Results button, and Excel SpreadSheet link. A yellow annotation box outlines the Sum Unit Taken column

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 Reviewing the Max Remedial Credit Report. This link will open in a new tab/window.

Release Service Indicator

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

  • ZD CC Service Indicate Student
  • ZZ CC Service Indicate Student

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

Navigation:  Campus Community > Service Indicators (Student) > Mass Release

  1. The Mass Release run control search page displays.
  2. Select the Add a New Value tab.
  3. Enter a Run Control ID.
  4. Select Add button.
  5. The Mass Release page displays.
  6. Select the Selection Tool field and choose PS QUERY from the list.
  7. Enter the CTC_FA_INELIG_PLAN_SI_RELEASE in the Query Name Field.  
  8. Enter the Institution field.  
  9. The Query Prompts pagelet displays.
  10. Select the Edit Prompts link. Enter the:
    • Academic Institution
    • Aid Year
  11. Select the OK button.
  12. The Mass Release page displays.
  13. Select the Service Indicator Code.  In this example, the F04 - FA Ineligible Academic Plan Service Indicator is used.
  14. Select the Reason.  In this example, FIP is used.
  15. Enter the Start Term.
  16. Enter the Start Date.
  17. Enter the End Term.
  18. Select the Run button.
An image of the Mass Release page with red annotation boxes outlining the Selection Tool, Query Name, Edit Prompts, Institution, Service Indicator Code, Reason, Start Term, Start Date, End Term, and Run button. Yellow highlighter outlines the Preview Selection Results
  1. The Process Scheduler Request page displays.
  2. Select the SCC_SI_RELS  checkbox and then the OK button.
  3. The Mass Release page displays.
  4. Select the Process Monitor link.
  5. The Process Monitor page displays.
  6. Select the Refresh button until the Run Status is Success.
  7. You have now completed the Track Continued Student Eligibility for Aid Reports.
  8. End of procedures.

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 Releasing the Ineligible Plan Service Indicator.  This link will open in a new tab/window.

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