IVY TECH COMMUNITY COLLEGE COLLECTING DATA FOR THE R2T4 CALCULATION

Transcription

1 IVY TECH COMMUNITY COLLEGE COLLECTING DATA FOR THE R2T4 CALCULATION REGISTRAR ACTIVITIES Step #1 Run weekly beginning the 3rd week of the term and continuing until Incomplete grades for the term have ALL been updated to a final grade. This means there will be a period of time that the process is run for each of 2 different terms. Registrar will run the SFRNOWD process to identify students who have zero enrollment hours but have not been officially withdrawn using the following PARAMETER VALUES: Printer: Printer Control DATABASE Parameter Values Number Parameters Values 01 Term Code Student Level(s) UG 03 Financial Aid Selection T 04 Verify Enrollment Y 05 Start Date 06 End Date 07 Verify History Y 08 Grade which reflects drop NW Stay on Parameter 08 and insert another record for F grades. You (registrar) can choose Record Insert, click on the Insert Record button on the toolbar, or press F6. Then press F4 to copy the record above and make corrections as needed. 08 Grade which reflects drop F 09 *Campus Selection % 10 Sort Order N 11 Application ID 12 Selection ID 13 Creator ID 14 User ID *Use campus code followed by wildcard for those regions with multiple campuses; i.e., A% for the Northwest Region (Gary, etc). For regions with a single campus, use the campus code; i.e., C1 for the Northeast Region (Fort Wayne). After inserting all the parameter values, once again Next Block into the submission area. Mark the Save Parameter Set as: radio button to save your settings and click on submit. Once the process is complete, a one-up number will appear in the lower left corner of the form as shown below: To view the output, click on Options in the Menu Bar and choose Review Output. You (registrar) will be taken to the following form: Collecting Data for the R2T4 Calculation page 1 of 13 10/11/08

2 Notice the same one-up number displayed in the Number field. Single left-click in the File Name field until the insertion point stays there indicating the process has finished running. Then double-click (left) in the same field. You (registrar) should then see both a.log and.lis file displayed in the window: The.LOG file tells one whether or not the process ran correctly, and the.lis file contains the results. Double-click either file to see data. Perform a roll-back to return and view the other file. Either or both files can be printed after opening if desired. Before trying to save the file for the first time, be sure there is a temp folder in the windows folder of the C drive. If not, one will need to be created or preferences will need changed to save files in a different location (see below). Select Options Save and Print File. Open files in Notepad or MS Word to view and print. Remember, only the one running the process can retrieve the data!! From PREFERENCES from the FILE menu and click on directory options tab. Collecting Data for the R2T4 Calculation page 2 of 13 10/11/08

3 Using the data provided by the report, the registrar or designee will update the status field of SFAREGS with WS to indicate the student is no longer enrolled. NOTE: The status date field automatically populates with the date the status field is updated and is protected against update. Step #2 Registrar will run SFRWDRL, which will pre-populate SFAWDRL with certain pieces of data used to complete the return of funds calculation and provide the.lis file to financial aid for processing. NOTE: The.LIS file is not cumulative; it provides a listing of only those students that were updated on this run of the process. Printer: Printer Control DATABASE Parameter Values Number Parameters Values 01 Audit or Update Mode U 02 Term Code Student Level UG 04 *Campus Code (%=all) % 05 Title IV Recipients only Y 06 Enrollment Status Code (%=all) AW 06 Enrollment Status Code (%=all) WS 07 Default WDRL Code WD 08 Major Sort Sequence N 09 Minor Sort Sequence I 10 Home Address SDAX Code STDNADDR 11 Campus Address SDAX Code STDNADDR 12 Application ID 13 Selection ID 14 Creator ID 15 User ID *Use campus code followed by wildcard for those regions with multiple campuses; i.e., A% for the Northwest Region (Gary, etc). For regions with a single campus, use the campus code; i.e., C1 for the Northeast Region (Fort Wayne). Follow instructions given previously to submit the report and view files. Forward a copy of the.lis file via attachment to the Director of Financial Aid or designee to perform the R2T4 calculation for students not completing one or more courses during the term. Once this process has run, students coded as withdrawn will show WD Exists for Aid Year across the top of their Banner financial aid forms: Collecting Data for the R2T4 Calculation page 3 of 13 10/11/08

4 FINANCIAL AID ACTIVITIES Optional: Instructions are provided in the appendix to run the RPRTIVR report for your region for all students who have a pre-populated SFAWDRL record and for whom a calculation has not yet been performed. You will first run a population selection and then use those results to run the report. Step #1 Withdrawal Date/Last Date Attended Official Withdrawal (need date student signed drop/add form) Form SFASTCA (option #1) Instruction Enter the term code and student ID and next block Perform new Query (press F7 key) and enter BASE in the source field (NOTE: source=temp is usually an attempt to register or drop that failed) Execute the Query (press F8 key); scroll to the bottom make sure course status field shows a withdrawal code print the form to document the activity date for the calculation the status date field documents the date the drop/add form was processed and represents the date the institution knew the student withdrew The Error Flag field displays the registration error, if one occurred, stating the "status" of the course at that point in time. Errors are automatically generated by the system, and can be one of the following values: 'L' - course status is designated as a waitlist status; 'D' - course has been dropped and is eligible to be deleted; 'O' - an override was used in the registration of the course; 'F' - a fatal error occurred which did not permit registration for the course. Course Registration Status Codes Code Description Code Description Code Description AU Audit DN Dropped, Non-Payment RW Web Registered/Add AW Admin. W/drawal DQ Dropped, Pre-req. Not Met WC W/drawal from Course D2 Course/Section Cancelled DW Web Drop WL Waitlist DA Dropped, Never Attended RD Registered Dual Credit WS Withdraw Student DD Drop/Delete RE Registered Collecting Data for the R2T4 Calculation page 4 of 13 10/11/08

5 Form SFAWDRL (option #2) Instruction Next-block to the Institutional Charges page. Add additional check marks in the original charge column for those charges that SHOULD BE included 1 in the R2T4 calculation. Hold down the ALT key while pressing the Print-Screen key. Paste (CTRL+V) the print-screen into a word document that has margins set as follows: Top = 0.5 Bottom = 0.5 Left = 1.0 Right = 1.0 Hit the ENTER key a couple times to get some space after the picture. Next-block to the Course Detail page. ALT+Print-Screen once again and paste (CTRL+V) into the word document. Print the document (CTRL+P). NOTE: Regular print-screens of the form will not include the key block area (student s name, ID, and term info). 1 Include all charges and charge reductions that occurred prior to the complete withdrawal. Tuition reductions resulting from the withdrawal activity should NOT be included in the calculation. Collecting Data for the R2T4 Calculation page 5 of 13 10/11/08

6 Administrative or Unofficial Withdrawal (use latest last date student attended) Last date attended information can be found on the 3rd page of the SFAWDRL form the COURSE DETAIL INFORMATION page; print form to document date. The date the institution knew the student was no longer enrolled/attending is the date the registrar coded the student as withdrawn. Step #2 Institutional Charges Form RSIAREV Instruction Print the form to document charges; may be necessary to scroll down and print again if all charges do not fit in the window provided. NOTE: (per Banner help) A check in the original field indicates that the transaction is to be considered as an original charge for the Title IV recalculation process as opposed to a subsequent adjustment due to a withdrawal. Collecting Data for the R2T4 Calculation page 6 of 13 10/11/08

7 Step #3 Title IV Aid Go to RPAAWRD and select the Fund Awards by Term tab. Do a print-screen of offered/accepted and paid aid. Step #4 Perform Calculation on FAA Access Go to the FAA Access website to perform the calculation. Set up Institutional Charges and School Calendar in that order: You may choose to include extra rows for books and supplies, or you may just want one row for the total there is nothing regulating how the charges should be set up. A break is defined ONLY if the number of days in the break period is greater than or equal to 5. Collecting Data for the R2T4 Calculation page 7 of 13 10/11/08

8 The first day of a scheduled break should be the first non-instructional day of the period and the last day of the break is the last non-instructional day as defined by the College not by the course. It may be necessary to set up other profiles for shorter sessions if a student for whom a calculation is needed was not enrolled in any courses or combination of courses meeting for the entire term. Step #5 Updating Banner Form RPAAWRD Instruction RPAAWRD Go to the Fund Awards by Term tab. Adjust both offered and accepted aid. Select the Options tab and lock all adjusted awards for the term calculated. RPALDSB In the event loan funds need to be returned, go to RPALDSB. Make sure you are on the fund, disbursement number and sequence number for the loan needing to b e returned. Insert a record (press F6). Change the feed flag to Y, enter the amount to be returned, and enter an appropriate comment. Save changes (press F10) for this record before updating any additional records only occurs when completely returning one type of loan and returning all or part of another. When updates are complete, run ROAIMMP to feed the correction. ALSO, either make changes on OpenNet to return funds OR use the spreadsheet to make forward information to Finance to return funds to servicers other than SallieMae. Collecting Data for the R2T4 Calculation page 8 of 13 10/11/08

9 RHACOMM Enter an appropriate comment about the calculation on RHACOMM. RUAMAIL Banner will generate a balance due letter, but post-withdrawal letters will need to be manually prepared until further notice. Insert a new record (press F6). System = R. Tab over and enter the appropriate letter code for the term of the letter needed: Letter Codes for Return of Funds FA_R2T4_FALL FA_R2T4_SPRING FA_R2T4_SUMMER Do not enter anything for the print date. Save changes (press F10). You can use RUAMAIL to document that you mailed a post-withdrawal letter to a student by entering one of the following letter codes: Letter Codes for Post-W/Drawal Letters FA_R2T4_PW_F FA_R2T4_PW_S FA_R2T4_PW_SU fall term spring term summer term For this letter, you must also enter the date you printed and mailed the letter in the print date field. Step #6 Notify the Business Office Check with your business office about whether or not and how they want to be informed that a calculation has been done on a student. Collecting Data for the R2T4 Calculation page 9 of 13 10/11/08

10 SFAALST Class Attendance Roster Last day attended is posted on this form when grades are posted by faculty. This information feeds to the SFAWDRL form. Collecting Data for the R2T4 Calculation page 10 of 13 10/11/08

11 Appendix A Copying the PopSel for Your Use (1st time only) Go to GLRSLCT. Enter FINAID as the Application, FA_R2T4 as the Selection ID and CCOON as the Creator ID. Next Block until the Selection ID Copy form is displayed. NOTE: Your ID will now display in the Copy To Creator ID box. Enter FINAID in the Copy To APPLICATION field and the new Popsel name in the SELECTION field. The SELECTION name should include your region code (A, B, C, etc.). Examples: FA_R2T4_A FA_R2T4_H FA_R2T4_M etc. Collecting Data for the R2T4 Calculation page 11 of 13 10/11/08

12 Running the Popsel On GLBDATA, next block and enter DATABASE as the Printer. Next block again and enter the PopSel name for the region you wish to process (ie. FA_R2T4_A). Enter FINAID in the Application Code field and your ID in the Creator ID of Selection ID field. Next block once more into the Submission area and SAVE (press F10) to execute the process. You will be prompted to provide one parameter: CAMPUS. For regions with multiple sites, you can use the % after your campus designator to get information for all sites on one report; i.e. B% for all sites associated with South Bend. Once the parameter is entered, next-block once again and SAVE (press F10) to run the report. ThePopSel will create a listing of all students with a pre-populated SFAWDRL form for the site or region. Collecting Data for the R2T4 Calculation page 12 of 13 10/11/08

13 Using the PopSel to Run RPRTIVR Go to RPRTIVR and next block into the Printer Control area. Enter DATABASE in the PRINTER field, and next block again. Enter the following values for the parameters listed: NUMBER PARAMETER VALUES 01 Aid Year Term Code Beginning Withdrawal Date 25-AUG Ending Withdrawal Date 20-DEC Title IV Fund Code Ind 1 06 Sort Sequence Ind N 07 Withdrawal Status Code WD 08 Calculation Status A 09 Application ID FINAID 10 Selection ID [name of your PopSel] 11 Creator ID [your Banner username] 12 User ID [your Banner username] Next block into the Submission area. The first time you run the report, you may want to mark the Save Parameter Set As dialog box. There is no reason to name the parameter set. Saving the parameter set will eliminate the need to type all the values in each time you want to run the report. Save (press F10) when you are in the Submission area to run the report. Pay attention to the one-up number displayed in the lower left corner of the form after the report processes because you will need that number to retrieve the report: To view the output, click on Options in the Menu Bar and choose Review Output. You will be taken to the GJIREVO form. Notice the same one-up number displayed in the Number field. Single left-click in the File Name field until the insertion point stays there indicating the process has finished running. Then double-click (left) in the same field. You should then see both a.log and.lis file displayed in the window: The.LOG file tells you whether or not the process ran correctly, and the.lis file contains the results. Double-click either file to see data. Perform a roll-back to return and view the other file. Either or both files can be printed after opening if desired. Before trying to save the file for the first time, be sure you have a temp folder in the windows folder of the C drive. If not, you will need to create one or change your preferences to save files in a different location (see below). Select Options Save and Print File. Open files in Notepad or MS Word to view and print. Remember, only the one running the process can review the data!! Collecting Data for the R2T4 Calculation page 13 of 13 10/11/08