BankMobile Student Data

Purpose: Use this document as a reference for processing Demographic Data File in ctcLink.

Audience: Student Financials Staff and Financial Aid.

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

  • ZZ FA Higher One Data
  • ZZ SF Processing

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

BankMobile files are sent from ctcLink at 09:00 am, 10:00 am, 11:00 am, 12:00 pm, 01:00 pm, 04:00 pm, 05:00 pm and 10:00 pm.

Run the BankMobile (Higher One) Student Data Interface

Navigation: Student Financials > CTC Custom > CTC Interfaces > Higher One Student Data

  1. The Higher One Stdnt Data Intfc 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).
  3. The Higher One Student Data Interface page displays.
  4. Enter the Institution.
  5. Enter the Checklist item (ask the Financial Aid Office to confirm the Checklist item).
  6. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  7. Under the Actions drop-down, select the View Log/Trace link.
  8. Within the View Log/Trace page, select the HSDF DATA__XXXXXXXX.log file link.
  9. Section complete.

You may encounter multiple files. Refer to the Validate/Resolve Error from Higher One Refund Interface section below.

Image example of the log file with student data

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 BankMobile Student Data Interface. This link will open in a new tab/window.

Validate/Resolve Error from High One Refund Interface

Validation for each Higher One Student Data Interface is strongly recommended every day. This validation ensures that any errors generated from the interface are addressed to prevent delay in student refund.

Validate for Errors in Process Instance:
View Log/Trace
Resolve Error(s) in Process Instance (Financial Aid)

In most cases, an error occurs due to an address type that is not the address type used by BankMobile. It will read in the log file similar to:  "Number of rows written into the error file with No Address: x".

Note: Ensure to add a Home OR Mailing address or the process will error for "No Address."

Updating a Student Address

Validate/Update Student Checklists

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

  • ZC CC 3Cs User
  • ZD 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.

Validate (Financial Aid)

Navigate to: Campus Community > Checklists > Person Checklists > Checklist Management - Person

  1. The Checklist Management 1 tab displays.
  2. Enter a sample Student ID.
  3. Select Search.
  4. Select results that include Bank Mobile Bio Extract (College-specific 'E' code ending in 042)
  5. The status should be Completed.
Image of the checklist management person page

Note: If you generated a file and have changed the address information, you will need to follow the Update section below.

Update (Financial Aid)

Navigate to: Campus Community > Checklists > Person Checklists > Checklist Management - Person

  1. The Checklist Management - Person search page displays.
  2. Select the Add a New Value tab.
  3. Enter the student ID.
  4. Select the Add button.
  5. The Checklist Management 1 page displays.
  6. Enter the Administrative Function GEN.
  7. Select the Academic Institution.
  8. Select the Checklist Code Bank Mobile Biographic Extract (College-specific 'E' code ending in 042).
  9. Ensure the Status is set to Initiated.
  10. Optional: Add Comments.
  11. Select the Save button.
  12. Process complete.
Checklist management 1 tab page

This Initiated Checklist will get processed in the next BankMobile Student Data Interface file scheduled job. The BankMobile Student Data Interface can be run ad-hoc so that the student data is sent immediately.

Send Email and Give a Different User Access to the BankMobile Student Data File Reports

Note: This process is set on a recurrence for the colleges so you will need to go to PeopleTools > Process Scheduler > Process Monitor and remove the recurrence before proceeding to the first step.

Since BankMobile checklists (Exx042) are under Administrative Function: GEN, they will not appear on the Financial Aid Status page. Run QCS_FA_CHECKLIST_LIST_GEN for a list of students assigned the BankMobile checklist for the prompted date range.

Running the query frequently will assist in finding issues early.

If you don't see BankMobile checklists being assigned recently, the FA office may want to check on their ISIR Jobset:

  • Is the query on the BankMobile assign Run Control ID the correct one?
  • Did the ISIR Jobset go to No Success?
  • Did the ISIR Jobset go to Completed instead of remaining as Active?

If you don't see BankMobile checklists updating to 'C (Completed)' status recently, the SF/Business office may want to check on their BankMobile Bio Demo process to confirm the recurrence is set and running as expected.

Navigation: Student Financials > CTC Custom > CTC Interfaces > Higher One Student Data

  1. The Higher One Student Data Interface 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).
  3. The Higher One Student Data Interface page displays.
  4. Enter the Institution.
  5. Enter the Checklist Item Bank Mobile Biographic Extract (College-specific 'E' code ending in 042).
  6. Select the Run button.
  7. The Process Scheduler Request page displays.
  8. Select the Distribution link.
  9. The Distribution Detail page displays.
  10. In the Email Only section, select the Email Web Report checkbox.
  11. Enter a message in the Email Subject Box.
  1. In the Distribute To section, select the Add a New Row button [+].
    1. Select User from the ID Type drop-down.
    2. Enter the Distribution ID.
      • You can add or remove rows utilizing the [+] (add) and [-] (remove) buttons.
    3. Select the OK button.
  2. The Process Scheduler Request page displays.
  3. Set the recurrence by selecting:
    1. Recurrence.
    2. Time Zone.
    3. Run Date (NOTE: Update to reflect the CURRENT date).
  4. Select the OK button.
  5. Process complete.

After the process runs at the set time you designated, users you listed to have access will see an email in their inbox with a link to the report.

They can either select the link and log into ctcLink to access the report OR if they are already logged into ctcLink, they can navigate to Navigator > Reporting Tools > Report Manager to access the report.

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 Run and Provide BankMobile Student Data File. This link will open in a new tab/window.

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