9.2 Unit Record Report

Purpose:  Run the Unit Record Report using ctcLink.

Audience:  Financial Aid staff.

The Unit Record Report (URR) is a student-specific report of financial aid awarded to resident and nonresident students attending the Washington institutions that participate in the State Need Grant program. It provides comprehensive information on federal, state, private, and institutional financial aid distributed to need-based financial aid recipients. The report also includes information about federal borrowing for non-need based loan recipients.

Unit Record Report Uses

Student-level data with term-by-term program-specific financial aid information is needed by the Council to conduct research; design state financial aid programs that complement other existing federal, state, and institutional programs; describe recipient populations; and administer and evaluate state financial aid programs as required by state law. The URR is the primary data source used by the Council to comply with these statutory requirements.

Data from the URR are used to:

  • Provide financial aid data to the Education Research and Data Center (ERDC). These data, in combination with academic and workforce records, may be used by Council staff and other researchers to conduct longitudinal research on the educational and occupational achievements of financial aid recipients.
  • Analyze the adequacy of financial aid resources available to financially needy Washington students.
  • Describe funding trends and the characteristics of students receiving various types of financial assistance.
  • Estimate funding needs and support budget requests for state-funded financial aid programs.
  • Estimate the impact of new financial aid programs, changes in program policies, and altered funding levels.
  • Contribute to student financial aid policy analysis and program evaluation.

Respond to legislative requests for information about student financial aid programs available to Washington students. The URR significantly reduces the number of ad hoc data requests of institutions.

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

  • ZZ FA WCG Eligibility

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

E-074B Unit Record Report

The ctcLink Unit Record Report allows colleges to generate a .CSV data extract file along with several reports to assist with data review and data cleanup.  To run the Unit Record Report process, follow the instructions below.

Navigation:  NavBar > Navigation > Financial Aid > CTC Custom > CTC Reports > State FA Reporting

  1. The State FA Report search page displays.
  2. On the search page, enter an existing or new Run Control ID.
  3. Select the Search or Add button.  
State FA Report run control
  1. The State FA Reporting page displays.
  2. Enter the Institution.
  3. Enter the Aid Year.
  4. Enter the File Path: /CSTRANSFER/WAxxx/SNGyyyy/ (where xxx represents your numeric college code, ex: 172, and yyyy represents the aid year, ex: 2018).

Report Type is not applicable for the Unit Record Report since the CSV file and supplemental reports are automatically generated in specific formats.

  1. Select the RUN button.
Run process
  1. The Process Scheduler Request page displays.
  2. Select the checkbox for the Unit Record Report Process.
  3. Select OK button.  
Process Scheduler Request
  1. The State FA Reporting page displays.
  2. Make a note of the new Process Instance number.  
  3. Select the Process Monitor link.  
Process Monitor
  1. The Process Monitor page displays.
  2. On the Process List tab, select the Refresh button until the Run Status = Success and the Distribution Status = Posted.
  3. Select the Details link to verify the process completed successfully and to access the CSV data file.  
Process List tab
  1. The Process Detail page displays.
  2. Select the Message Log link.  
Process Detail Message Log link
  1. The Message Log displays.
  2. The follow message should be displayed to indicate the process completed successfully.
  3. Select the Return button.
Message Log results
  1. The Process Detail page displays.
  2. Select View Log/Trace link to access the CSV data extract file.  
Process Detail - view log/trace link
  1. The View Log/Trace page displays.
  2. Select the Unit_Record_Report_xxxxxx.csv link (where xxxxx represents the Process Instance Number associated with the process that was just run).
View Log/Trace results
  1. Depending on your browser, you may have a pop up window providing you with the option to open or save the CSV file.
  2. Once the spreadsheet is open, browse through and verify that the following columns are populated with data:
    • SSN
    • Institution Student ID
    • Last Name
    • First Name
    • Date of Birth
    • Gender
    • Is State Resident
    • Year In School
    • Cost of Attendance
  3. Also verify that there are a variety of awards listed in some of the columns for the summer1, fall, winter, spring, and/or summer2 terms.
  4. Close the spreadsheet.  

URR Details Report

  1. The View Log/Trace page displays after closing the spreadsheet.
  2. Select the Return button.  
Return button for view log/trace
  1. The Process Detail page displays.
  2. Select the Cancel button.
Cancel button on process detail page
  1. The Process List tab displays.
  2. Select the Go back to State FA Report link.  
Process List tab - go back to state fa report page
  1. The State FA Reporting page displays.
  2. Select the Report Manager link.  
Report Manager link
  1. The Report Manager page displays.
  2. Select the Administration tab.
  3. Select the CTCFAURR A-WAxxx_URR_Details_yyyyyyy_mmddccyy.xlsx link.
  4. To view a list of students that will be included in the .csv file, in spreadsheet format, follow the steps below.
    • The first tab on spreadsheet contains consolidated student enrollment information along with a sum for each award category by student.
    • The second tab on the spreadsheet contains a total amount for all students for each category. Total student count is also included.
  5. Once the spreadsheet is open, browse through and verify that the following columns are populated with data:
    • SSN
    • Institution Student ID
    • Last Name
    • First Name
    • Date of Birth
    • Gender
    • Is State Resident
    • Year In School
    • Cost of Attendance
  6. Also verify that there are a variety of award totals listed in various award categories.
  7. Select the second tab (Sheet 2) at the bottom of the spreadsheet.
  8. Verify that a list of award categories are listed on the left, the middle column contains student count, and the right column has a total dollar amount greater than zero.
  9. Close the URR Details spreadsheet.
Administration tab in report manager

URR Error Report

  1. The Report Manager displays.
  2. Back at the Administration tab, select the CTCFAURR_B-Waxxx_URR_Error Report_yyyyyyy_mm_dd_ccyy.xlsx link to view a list of students with errors that may/may not be included in the URR.csv file.
    • The first tab on the spreadsheet contains a list of students with error messages.
    • The second tab on the spreadsheet contains a total count of errors by message description.
Error Report link
  1. Once the spreadsheet is open, you may/may not see a list of students with errors. If you do, browse through and verify that the following columns are populated with data:
    • Empl ID
    • Last Name
    • First Name
    • Error Number
    • Error Description
  1. Select the second tab (Sheet 2) at the bottom of the spreadsheet.  
  2. You may/may not see a list of students with errors. If you do, verify that a list of Error Numbers are listed on the left, the middle column contains Error Description, and the right column has a total counts of each error message.
  3. Close the URR Error Report spreadsheet.

Missing Item Types Report

  1. The Report Manager page displays.
  2. Back at the Administration tab, select the  CTCFAURR_C-Waxxx_URR_Missing_Item_Types_yyyyyyy_mm_dd_ccyy.xlsx link.
  3. To view a list of FA Item Types that are missing from the URR configuration table, view the Missing Item Types report.
Missing Item Types spreadsheet
  1. Once the spreadsheet is open, you may/may not see a list of FA Item Types. If you do not see a list of FA Item Types, that means all FA Item Types being reported are included in the configuration table.
  2. Close the Missing Item Types spreadsheet.
  3. The process to run the Unit Record Report is now complete.
  4. End of procedure.

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