Electronic Processes Day 5 Exit Files and Web Exits

Transcription

1 Electronic Processes Day 5 Exit Files and Web Exits

2 Goals for today s training What is an Exit File How to create an Exit File How to transfer an Exit File What happens when an Exit File is received at ECSI

3 Goals for today s training What are Web Exits and how do they work How to manage Web Exits

4 What is an Exit File?

5 Exit Files The information in an Exit File will allow ECSI to Process an Exit on the Borrower s account in the SAL system and to load an electronic Exit Interview (Web Exit) to the ECSI website.

6 Kinds of Exit Files ECSI can accept several kinds of Exit Files: Registration File Match Graduation File

7 Kinds of Exit Files Registration File Match Can be Sent in 3 Ways: The School provides a file to ECSI that contains all of the Students that are enrolled as at least a half time student The School provides a file to ECSI that contains all of the Students of any status and a code to tell ECSI what the status is The School provides a copy of the file that the School is already providing to the National Student Loan Clearinghouse

8 Kinds of Exit Files Registration File Match 1 st Option If the School sends a Registration File with only the Students enrolled at least half time, ECSI will compare those people against the SAL system s enrolled accounts (report 1). Any status 1 Borrowers in SAL that are NOT on the list of at least half time students will be exited by ECSI. When the School sends this file, the School will need to tell ECSI what Exit date to use for all of the Exits. This would usually be the end of the previous semester

9 Kinds of Exit Files Registration File Match 2nd Option If the School sends a Registration file with ALL of the student body, even less than half time students etc, then the File should also contain an code to indicate the Student s status. ECSI will compare this list to the Enrolled Accounts (status 1 s) and exit any Borrower as needed. When the school sends this file, the school will need to tell ECSI what Exit date to use for all of the Exits. This would usually be the end of the previous semester

10 Kinds of Exit Files NSLC File Match 3 rd Option The NSC file match works the same way as the Registration file match we just discussed. Since most school s IT departments are overworked, ECSI thought it would be easier to just ask for the NSC file that is already being created. This way IT /Programming does not have to write a new program for the Registration file match. The same time the School sends the NSC file to the NSC, they can send it to ECSI. Since all School s use the same file format for this file, ECSI has a program that can identify Exit Candidates from this file.

11 Kinds of Exit Files Graduation File The Graduation File is a list of Students and a Separation Date. This can be a list of just the Students who have signed up to Graduate, or it can also include With-Drawls and Less Than Half Timers. The difference here is that instead of comparing the file to the Enrolled Students in SAL, ECSI just takes the information on the file and processes it (ID and Date) The file can include all Students any ID s that are not in the SAL system will just be bypassed.

12 Exit File Layouts and Formats Exit File Layout Registration File (1) SID or SSN (only one or the other, must always send the same so ECSI knows what to expect) Registration File (2) SID or SSN and Registration Code (Codes will need to be programmed for in test before this is moved live) NSC File (3) same as the one already created Graduation File SID or SSN and Date

13 Exit File Formats Registration File (1) Can be Excel or Text ECSI will have to write a program to process this file so it must be in the same format every time. Registration File (2) Can be Excel or Text ECSI will have to write a program to process this file so it must be in the same format every time. NSC File (3) File format is the same for every NSC file Graduation File Can be Excel or Text Can be different every time

14 Some Sample Files Lets look at some sample files: Registration Files couldn t find a sample because I am told most of our clients send the NSC File National Student Loan Clearinghouse File Graduation Files

15 How to FTP a Registration File Manually: Do the Drag and Drop!

16 How to FTP a Registration File The FTP will start and a menu will open:

17 How to FTP a Registration File Select # 3 Registration File (incommingreg) (Do not close the black box let it disappear on its own!)

18 How to FTP a Registration File File Sent!

19 How to FTP a Graduation File Manually: Do the Drag and Drop!

20 How to FTP a Graduation File The FTP will start and a menu will open:

21 How to FTP a Graduation File Select # 4 Graduation File (incomminggrad) (Do not close the black box let it disappear on its own!)

22 How to FTP a Graduation File File Sent!

23 How to FTP an Exit File Automatically: You can ask your IT Department to write a script to automatically put the Exit File onto the ECSI FTP site and into the correct folder Standard SFTP website address is ftp.ecsi.net User name acxx Password demo4u Correct Folder Name incomingreg or incominggrad Name of Award File must be the same naming convention each time (exit10-11.txt) Send an auto to operations@ecsi.net For more information contact Operations

24 ECSI Processes the Exit File How Does ECSI Know the Exit File was sent? The ONLY way ECSI knows you have sent an Exit File is if you send an to

25 ECSI Processes the Exit File Here is an enrolled account Before the Exit file is processed:

26 ECSI Processes the Exit File Here is the account After the Exit File is Processed:

27 ECSI Processes the Exit File Here is the Memo that is placed on the account when the Exit File is processed:

28 What Happens After the File is Processed? After the Exit is Processed in the SAL System, the Web Exit will be loaded to the Website Then the student will need to be notified that the Web Exit is available and needs to be signed. ECSI sends a letter ECSI sends an ECSI creates a merge document which is sent to the school and the school notifies the borrower

29 Sample Borrower Notifications The Borrower notification will give directions to log in to ECSI.net. The Pin number is the key piece of information If you send a file, and have elected for ECSI to send the s, they will be generated thought the processing of the file If you send a file and have elected for ECSI to send the letter, the Operator must create the letters after the file is processed If you are sending the letters or s, you will need to create them when we send you the merge file

30 Memo is Cut when letter is sent ECSI uses the special code EI Exit Interview in the Mass Mail Merge to create the letters. Then a memo is cut:

31 Web Exit Process for Students Borrower Login Page

32 Web Exit Process for Students esignature Menu makes it easy to see

33 Web Exit Process for Students Or Click on Account Tools and then Click on Exit Interview

34 Web Exit Process for Students

35 Web Exit Process for Students

36 Web Exit Process for Students

37 Web Exit Process for Students

38 Web Exit Process for Students

39 Web Exit Process for Students

40 Web Exit Process for Students

41 Web Exit Process for Students

42 Web Exit Process for Students

43 Web Exit Process for Students

44 Web Exit Process for Schools On WebX The Client can access: Web Exits by Account Web Exits by Date Range

45 Web Exit Process for Schools Web Exits by Account

46 Web Exit Process for Schools Web Exits by Account

47 Web Exit Process for Schools Web Exits by Date Range

48 Internet Explorer fix for Export to Excel In IE7, Select Tools Options from the menu (if the menu bar is not shown, press Alt to show it). Select the Security Tab, then Trusted sites, then click on Sites

49 Internet Explorer fix for Export to Excel If is not shown in the Websites box, type it into the Add box, then click on Add. Click Close. Click on the Custom Level button in the options window.

50 Internet Explorer fix for Export to Excel Scroll down to the ActiveX Controls and plug-ins section. Select the Enable or Prompt radio button under Initialize and script ActiveX controls not marked as safe for scripting (if you set it to prompt, you will have to give your permission every time you export prom note or exit listings to Excel). Click Ok, then Yes for Are you sure? Click Ok to close the Internet Options window.

51 Unsigned Exit Hold Files If desired, ECSI will automatically populate SAL s Exit Hold Field on the Primary Window. Upon completion, we will also prepare an Unsigned Exit Holds File, which may be uploaded into your Student Information System (SIS) to automate the process of placing and/or removing holds on transcripts based on your Unsigned Exit Interviews.

52 Unsigned Exit Hold Files The Unsigned Exit Holds File contains either an SSN or an SID and either an indicator to place a hold or an indicator to release a hold: 22506A R 22507J H 22507J R

53 How to Pick Up the Unsigned Exit Hold File To manually pick up the Unsigned Exit Hold File, double click on the ECSI File Transfer icon on your desktop

54 How to Pick Up the Unsigned Exit Hold File A Dialogue Box will appear with a menu Enter the folder number for the Holds (Exits Holds)

55 How to Pick Up the Unsigned Exit Hold File Enter the appropriate number in the text box and click OK The file will be retrieved and placed in the C:\SAL-TEMP folder on your hard drive. A Windows Explorer window will open with the file highlighted.

56 How to Pick Up the Unsigned Exit Hold File

57 My FTP Menus are Different The File Transfer Windows have changed, depending on when you were installed, your menus could be different. When Sending Files TO ECSI - What was: Is now:

58 My FTP Menus are Different When Picking Up Files FROM ECSI- What was: Could be either:

59 Review This week we have covered: ECSI Logins and Troubleshooting Perkins Award Files and esign MPN s Reg Z Award Files and Reg Disclosures and Prom Notes Advance Files and edislcosures Exit Files and Web Exits Everyone should be an expert on creating files and FTP ing them to ECSI!

60 Questions? Contact