DATA ENTRY INSTRUCTIONS FOR ENTERING INTO THE TEXAS GRANT STUDENT -BY-STUDENT YEAR END REPORT ONLINE WEB SYSTEM

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DATA ENTRY INSTRUCTIONS FOR ENTERING INTO THE TEXAS GRANT STUDENT -BY-STUDENT YEAR END REPORT ONLINE WEB SYSTEM (for Institutions without SFTP capabilities) These instructions pertain solely to the

1 DATA ENTRY INSTRUCTIONS FOR ENTERING INTO THE TEXAS GRANT STUDENT -BY-STUDENT YEAR END REPORT ONLINE WEB SYSTEM (for Institutions without SFTP capabilities) These instructions pertain solely to the TEXAS Grant Student-by-Student Year-End Report System, which is to be used for data entering information for each student. The online web system is to be used by institutions for these purposes: If your institution is unable to create an independent file and SFTP it to the Coordinating Board; If your institution can create and independent file and SFTP it to the CB, but you just simply want to enter each of your student records online and avoid creating the file yourself; This website DOES NOT allow you to download information from another program. It simply allows you to data enter your records into a file the Coordinating Board can accept. To get started, go to click on Data and Statistics, click on Special Programs or go to The first screen you will see (shown below), will ask you to enter in your institution s six-digit FICE code and password. The password is a new password and has been given to the Directors of Financial Aid via telephone. If you don t have a password, you can contact us at eligible@thecb.state.tx.us. Passwords can ONLY be given to Directors of Financial Aid. If you are someone that feels you need the password, you will need to contact the Director of Financial Aid at your institution.

2 Once you log in, you will see the Program Activities Menu (shown below). The activities include: Viewing Current and Past CB Updates; Viewing Student Eligibility on the Program Eligibility Verification Website; Viewing Program Allocations for TEXAS Grant, TEXAS Grant II, TEG/LEAP/SLEAP, PSIG/LEAP/SLEAP, Texas College Work-Study and Fifth-year Accounting Scholarship Program; OR Requesting Funds or Data Entering Student Records for the TEXAS Grant Student-by-Student Year-End Report.

Under the TEXAS Grant Program section, click on Data Enter Student Records for 2003-2004 year end report to begin. On the next screen (shown below), you will be given options: 1.

3 Under the TEXAS Grant Program section, click on Data Enter Student Records for year end report to begin. On the next screen (shown below), you will be given options: 1. If it is the first time you are entering into the system this year, you will need to begin by entering in a student s social security number or ID in the blank text box and click on the SUBMIT button; 2. If you have already entered students into the system, and you need to edit a student s record, type in the student s ssn or ID in the blank text box and click on SUBMIT ; 3. If you want to view all of the students that you have entered into the system, leave the text box blank and just click on the SUBMIT button. You cannot make changes to student records at this screen, you must go back to the choice screen below and enter in the ssn or ID; 4. If you have finished entering students into the system and are ready to submit your records through the CB s editing process, type Report into the blank text box and click on the SUBMIT button. Blank Text Box

Since you are able to edit this field, be very careful you do not accidentally enter in anything by mistake. Each field name acts as a Help link.

4 OPTION INSTRUCTIONS 1) and 2) The adding or editing data entry screen is shown below. Your institution s fice code cannot be edited. The student s ssn or ID that you entered will appear automatically here. If you entered in an incorrect ssn or ID, then you can correct the number in this screen. Since you are able to edit this field, be very careful you do not accidentally enter in anything by mistake. Each field name acts as a Help link. The name of the field is in Blue/Green and is underlined, so that when you click on the name, it will show you a small box with help information, see below. Once you have finished entering information for one student and you want to continue data entering, click on the Next Form button at the bottom of the data entry page. The system will return to a blank screen and you can continue.

3) If you want to view all of the students you have entered in so far, you will need to leave the text box on the Data Entry System Main Page blank and click on the SUBMIT button.

5 3) If you want to view all of the students you have entered in so far, you will need to leave the text box on the Data Entry System Main Page blank and click on the SUBMIT button. Blank Text Box This screen is for viewing the students you have data entered so far for your institution only, you are not able to edit or delete any student s record in this view. In order to edit or delete a student s record, see option instructions 1) and 2). 4) If you have finished entering information for every student and you are ready to submit your records to the CB for editing, click on the Back to Menu button at the bottom of the data entry page. You will be taken back to the Data Entry System Main Page. Only do this after have entered in every student. You will need to type in the word REPORT in the blank text box and click on the SUBMIT button (shown below). Text Box

6 Your records will be submitted to the CB and you will receive a File Receipt Confirmation sent to your generic box indicating we have received your file. Once your file is processed, you will receive an explaining where to get your error report if you had errors, or you will receive a certification form if you are error free (page 29). If you have any questions or problems, you can contact Tanya Sifuentes at tanya.sifuentes@thecb.state.tx.us or at x6123.

TEXAS Grant Student-by-Student Year End Report. Instructions

TEXAS Grant Student-by-Student Year End Report Instructions Prepared by the Division of Student Services TX Higher Education Coordinating Board Contact Persons: Ernest Jacquez ernest.jacquez@thecb.state.tx.us