9.2 Reviewing Repeat Coursework

Purpose:  Use this document as a reference on reviewing students who have repeated coursework in ctcLink.

Audience:  Financial Aid Staff

When reviewing Financial Aid eligibility for students, this query can be used to track eligibility for students who are on:

  • an approved Educational Plan
  • SAP Warning, Probation, or Suspense

For optimal results, run this query prior to awarding students on approved Ed Plans, and after grades post each quarter, while determining SAP.

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.

Reviewing Repeat Coursework

Navigation:  NavBar > Navigator > Reporting Tools > Query > Schedule Query

  1. The Schedule Query search page displays.
  2. Select Find an Existing Value tab to check to see if you already have a Run Control ID for this query.  If you do not, you may select Add a New Value tab to create a new Run Control ID for this query.
  3. Select the Add button.
Schedule Query image with Add a New Value tab and Run Control ID area and Add button annotated
  1. In the Query Name begins with field, enter the query name:  QCS_FA_REPEAT_CRSES into the Query Name field, next to the 'begins with' search method.
  2. Select the Search button.
Schedule Query page query name page with search button annotated
  1. The Search Results displays.  
  2. Select the desired query.
Scheduled Query Search page with Query Name of QCS_FA_REPEAT_CRSES query annotated
  1. A pagelet displays. Enter the Query parameters to include:
    • Institution
    • Acad Career - UGRD
    • Aid Year
    • Term
  2. Select the OK button.
Query prompts pagelet with Institution, Acad Career, Aid Year, and Term and OK button annotated
  1. Select the Run button to run the query.
Schedule Query page with Run button annotated
  1. At the Process Scheduler Request page, select the OK button.
Process Scheduler Request page with OK button annotated
  1. At the Schedule Query page, note the process has been assigned a Process Instance number.  
  2. Select the Process Monitor link to track the process to Success and Posted status.
Schedule Query page with Process Monitor link and the Process Instance number highlighted
  1. At the Process Monitor page, ensure the Run Status goes to Success and Posted.
  2. Select the Details link.
Process List page with Run Status and Distribution Status is Success and Posted and Details link annotated
  1. At the Process Detail pagelet, select the View Log/Trace link.
Process Detail page with View Log/Trace link annotated
  1. At the View Log/Trace pagelet, in the File List Group Box, select the .csv file to download to your computer's local file or network drive.
View Log Trace page with CS_FA_REPEAT_CRSES in the File List page
  1. Find the folder to which the results saved (tip! Check your Downloads folder).  
  2. View your query results.
Query results in an excel doc
  1. Once the Excel doc opens, delete the first row.
  2. Now, filter the results by Empl ID, or Last Name.  
  3. Note the Term (column P) in which the student completed the same class.
  4. Note also the grade (column T) the student completed. -- In this example, the student has attempted and completed this class twice, each in a different Term, both with "passing" grades.
  5. After reviewing, if your policy dictates that Financial Aid award changes are necessary, make the necessary adjustments to the Term award impacted.
Excel results with Term and Grade columns annotated
  1. End of procedure.
Using UEMs to put Disbursement Holds on Students Who Have Repeat Coursework

Navigation:  Nav Bar > Navigator > Financial Aid > Disbursements > Maintain User Edit Messages

Prior to using the User Edit Message, ensure that the UEM is added to each FA Item Type as a disbursement rule to block disbursements.

(Set Up SACR > Product Related > Financial Aid > Disbursement > Define Item Type Rules > Checklists/Tracking tab)

You can add the ‘RPTCRS’ User Edit Message to the individual student record to indicate that the student’s repeat coursework has been reviewed and acknowledged.  This will assist with filtering the query when run multiple times.  For example, you can rerun the query and exclude students who have the ‘RPTCRS’ User Edit Message because they have already been reviewed.

  1. At the Review User Edit Messages page, enter the:
    • EMPL ID
    • Institution
    • Aid Year
  2. Select the Search button.
Screen shot of Review User Edit Messages Search Criteria page with annotation around Empl ID, Academic Institution, and Aid Year, and annotation around Save button.
  1. At the Maintain User Edit Messages page, define your Message Type as Error.
  2. Define your Msg Code as RPTCRS
  3. Define your Term
  4. Define your Msg Action as No Action Taken
  5. Optional - you may add any notes in the group box.  For example: student is repeating BIOL 241 in term 2231, but already has a passing grade for BIO 241 in term 2227.  (Or any other message that is relevant to your review.)
  6. Select the Save button.
User Edit Message page with Msg Type of Error, Msg Code of RPTCRS, Term of 2231 , Msg Action of No Action Taken and Save button annotated
  1. Adjust your financial aid awards accordingly for any impacted students.  For example, if the student is at Full-Time enrollment, but the Repeat Coursework that Financial Aid cannot pay for again puts the student at 3/4 Time enrollment, adjust the aid to reflect the appropriate enrollment level.
  2. Update FA Term accordingly in the Acad Level Tab, and ensure the FA Load reflects the enrollment level for which the student is eligible to receive aid.  For example, if the Acad Level FA Load is F for Full-Time, and the student is only eligible for 3/4 Time aid, change that FA Load to T for Three-Quarter Time.
  3. When ready to disburse aid for the current term, update the Maintain User Edit Page:
    • Change the Msg Action from No Action Taken to Resolved.  
    • Enter any optional desired comments
    • Select the Save button.
  4. End of procedure

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