Financial Aid Check Workflow

In the past, when students have submitted enrollment requests through the MCCVLC and they have financial aid at their degree-granting institution, there was no communication to the financial aid administrator of this transaction. Working with a group of Financial Aid administrators, the new Michigan Colleges Online registration process now allows for notification when a student submits an enrollment request.

As a point of reference there are several terms to help distinguish the enrollment process. First a student identifies their degree granting college (i.e. the college where they are admitted have an academic record and receive financial aid). The student can also identify a home college – this is the college closest to them geographically and determines if they pay in-district, out-of-district or out-of-state MCO tuition rates. The student can also self-identify that they do not live in a community college district. In most cases, the student’s degree-granting college and home college are the same. The provider college is the college that offers the course, enrolls the student and bills for the tuition.

When a student submits a request, they come to a page where they can self-identify that they are eligible for financial aid. (See illustration below).

When a student submits an enrollment request, and has clicked the box indicating that they have financial aid, an email will be sent to the Financial Aid Administrator of record in the MCO Administrative Dashboard showing that a Financial Aid Check Workflow needs to be resolved.

Financial Aid Administrators can resolve the workflow by clicking on the link in the email or by going to the MCO Administrative website at and logging in.

Once in the website, again all outstanding workflows are listed on the main page. You can also follow the directions below to resolve a financial Aid Check Workflow - following the illustration below:

  1. On the left side navigation bar, click on WORKFLOWS.
  2. On the pull down menu on the left navigation bar click on FINANCIAL AID CHECK REQUESTS
  3. You will see a listing of students, when they submitted their request, an Action pull down menu and description of the workflow including
  4. For each workflow, under the ACTION column, click on the pull down menu and select the appropriate response for that student. Those options are:
  5. Does not have financial aid
  6. Financial Aid eligible
  7. Financial Aid in-progress
  8. Financial Aid ineligible

Select the appropriate response for the student and class and click SUBMIT. The workflow has been completed, the information is recorded on the registration and the workflow disappears.

  1. You may have multiple workflows for the same student. Additional information is provided in the Workflow Description field to include the course number, course record number, coursetitle and provider collegeoffering the course.

Financial Aid Enrollment Summary

A report has been developed providing Financial Aid administrators with information regarding students that have an enrollment record with the college – either as a degree-granting, home college or provider college. This summary is available under the STUDENTS tab (1) in the left side navigation bar.

Within this report you will get a listing of all student enrollments. The scroll bar at the bottom of the report allows you to see all information pertaining to the enrollment. The illustration above show whether the request is still open. If the box is checked then the enrollment has been confirmed. It will show when the request was received, student name, course number, credit hours, Last Date of Attendance, Grade and student email.

Scrolling to your right you will see the Provider College, status of the request and then status of all the workflows including Course Availability, Residency Validation and Academic standing. This information was provided by the home college and degree-granting college.

Scrolling to the right side of the page you will see information on Financial Aid status, SIS Registration, Course Activity (this is the status of the enrollment and in this case the student is registered), Grade and Transcripts which will be filled in when those workflows are completed after the semester.

You will also note that you can search for particular students (3) by first name, last name or email. Finally, you can export the entire summary (4) to an excel spreadsheet.

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