North Dakota University System

North Dakota University System

Campus Solutions – Financial Aid

Processes

Contents

Run Controls 2

Processes 4

Award Letter Select 4

Award Letter Reprocess 5

C-Code/I-Code 3C Updates 6

Days of Instruction 9

Direct Loan MPN Letter Select 11

Direct Loan Origination Academic Year Override 12

ECSI Data Export 13

FA Budgeting Job Set 16

First Term Ready Package 17

Freeze Budget 18

Gainful Employment File 19

IRS Retrieval 20

Loan Citizenship Update 21

Loan Counseling Update 22

Perkins MPN Complete, Checklist Open 23

Packaging Loan Year Projection 24

Parent Right to Rescind 25

Ready Package 26

Ready One Term Calc 28

Ready Re-Budget 29

Review Status Update 30

Reset Budget Required Flag 31

Student Right to Rescind Letter Select 32

Term Week Reconcile 33

Update Transfer Student Monitoring Comments 34

Update Year To Date Earnings 35

Verification Checklist Completion 36

Verification Completed Letter 37

Verification Hold for FFEL Loans 38

Verification Initial Ltr 39

Verification Reminder Letter 41

Run Controls

Each run control name needs to be unique, otherwise in a multi-institutional environment you may find that a process you are trying to run is using prompts from a like-named run control fired off after yours.

When creating run control names, other than an underline, do not use any special characters such as a slash, dash, comma, period, ampersand or asterisk. The Process Scheduler may play havoc with those symbols.

To ensure a run control is unique, a good procedure to follow is to name the run control the same as the name on the run control Search page (so that you can easily find it), and append your initials. For example:

If dates are required in a run control, a shortcut for entering the current date is a “T” or “t” (for Today). When the run control is saved, the “T” distills to the current date.

Always save a run control before running it. It “should” save when the Run button is clicked, but that save does not always happen.

A run control can be made to run at a later date or time by entering a future date/time on the page that appears after you hit the Run button. If the process/report needs to run on a routine schedule, request that Campus Solutions create a Recurrence, which can be attached to your run control, also on the second page. Click OK on this page.

After you run a process, click on the Process Monitor link to see the status of the status. Normally, a process will go from Queued to Processing to Success. Once the Distribution Status changes to Posted, click on the Details link to look at logs. Occasionally, a process will show a status of BLOCKED. This simply means that another process is using the resources needed for your process. When the earlier process finishes, your process will run.

If you want to have an e-mail sent to you when the process completes, after you hit the “Run” button, change “*Type” from “(None)” to” Email”; change “*Format” from “(None)” to “HTM”; click on the “Distribution” link; checkmark “Email with Log:”; enter an “Email Subject:”; enter your email address in ”Email Address List:”; click OK, click OK. The email will be from .

You can delete a run control at NDU Applications > NDU Campus Community > Process > NDU Run Control Delete. You’ll probably want to open a new window open so you can do a look up on your run control names and copy the ones you want to delete into the NDU Run Control Delete prompt.

Processes

Navigation / NDU Applications > NDU Financial Aid > Process > NDU Award Letter Select
Description / Award Letter Select
Process Name: / NDU115FA / DR Number / NDU_FA_0115
Process Details / Run this process to create a communication for students who have Award Notification Status of Initial and have had a change in an award Offered amount since their last award letter. If students have a Federal Disbursement Hold on Packaging Status Summary, the award letter select process skips them. Other things that can prevent an award letter from being created are if, on Packaging Status Summary, Award Status is set to "Applied" or "No Electronic Application" or Aid Application Status is “Canceled”. The process also skips deceased students.
If you want cancelled awards to appear on award letters, check the box on the setup page at NDU Applications > NDU Financial Aid > Setup > NDU Cancelled Awards Setup. If you do not want cancelled awards to appear on your award letters, leave the box unchecked.
On the run control, enter the appropriate Institution, Aid Year, Academic Career, Award Period (Use Non-Standard for summer) and corresponding letter code, and Method of either E-Mail or Letter. Always enter a Print Letter Code; enter e-mail letter code and email address usage only if sending e-mails. Checkmark the “Exclude Scholarship only” box if you do not want letters sent to students who only have scholarship awards (i.e., no Title IV aid).
Run Communication Generation to complete the communication and create the email, or .pdf file for printing. If you are creating e-mail communications and an e-mail cannot be created, it will be indicated on the log if a letter could be created instead. In this case, re-run Communication Generation with a Method of Letter to complete that communication. See web document Communication Generation for more information.
Navigation / NDU Applications > NDU Financial Aid > Process > NDU Award Letter Reprocess
Description / Award Letter Reprocess
Process Name: / NDUFA184 / DR Number / NDU_FA_0184
Process Details / This process gives you the opportunity to send letters or emails where the originals have become obsolete because of repackaging. The selection process does not check whether there has been a change in the offered/accepted amount since the date of the communication, and it does not check the FAN Letter Status, but the other edits remain (i.e., student must have an Aid Processing Status of “active” or “Restricted”; Disbursement Hold cannot be “Hold Federal Aid”; SAP cannot be “Not Met”; Total Fed Aid must be greater than zero). This process is available to staff with the NDUSFAUSE01 (Override) Permission List.
To run the process, enter the letter code and the Communication Generation process instance number that needs to be reprocessed for letter selection. A new communication will be created if the student passes the remaining edits. Communication Generation needs to be run after this process is complete to generate the new letters. See web document Communication Generation for more information.
Navigation / NDU Applications > NDU Process > Process > NDU C-Code 3C Update
Description / C-Code/I-Code 3C Updates
Process Name: / NDU_FA_IRCC / DR Number / NDU_FA_0203
Process Details / The process is run by Production Control at the end of ISIR Load each evening to create checklists and to post the communications to the Communications Management page for C-Codes and I-Codes. You may set up any ISIR Comment Code as a C-Code or as an I-Code (Information Code). The letter or email that goes to the students with a C-Code indicates they need to take action. The letter or email that goes to the students with an I-Code indicates that no follow-up is required on the part of the student.
You will want to check on a routine basis whether communications have been created so you can run Comm Gen, which must be run to “complete the communication.”
Set up is required at NDU Applications > NDU Financial Aid > Setup >NDU ISIR C-Code 3C Processing.
·  If Bypass is checked on the top of the set-up page, the set-up for this school will be ignored and no comment codes will be processed; if it gets rechecked, however, it will pay catch up and process all unprocessed records for this school for aid year/checklist combinations that are not set to Bypass Screening.
·  If ByPass Screening is set at the checklist level, that checklist will not be created for the even or odd year, as indicated.
·  If Comm-Link is checked in the set-up, both checklists and communications will be created.
·  If Comm-Link is unchecked, only checklists will be created. The checklists available are FACCDE (C-Code Even Year) FACCDO (C-Code Odd Year), FAICDE (I-Code Even Year) and FAICDO (I-Code Odd Year). If you change the Comm-Link setting midstream, it will only affect new ISIRs received from that date.
·  If Complete on communication Completion is set, this checklist will be created so the checklists items are available to the communication, but the next time this process runs it will complete the checklist if it sees that Comm Gen has successfully run for the student.
For each comment code that you want processed, indicate:
·  Category of C-Code or I-Code
·  Comment code number from the ISIR
·  Checklist Item to be assigned to students for that comment code number
·  Whether the checklist item should only ever be assigned to the student one time (i.e., they won’t get a checklist item assigned in subsequent years)? The process will use the comment entered by the NDU Checklist Completion process to determine whether a prior checklist was completed by a staff member or by the completion process.
·  Whether the checklist item should expire on the checklist due date? (If the checklist is set to Complete On Communication Completion, then this will have no effect.)
·  Whether screening should be bypassed for that checklist item and aid year combination.
The communications available to be created are
·  _L2 (Initial C-Code Letter, even year),
·  _M2 (Initial C-Code E-Mail, even year),
·  _L4 (Initial C-Code Letter, odd year)
·  _M4 (Initial C-Code E-mail, odd year),
·  _L3 (Follow-up C-Code Letter, even year),
·  _M3 (Follow-up C-Code E-mail even year).
·  _L0 (Follow-up C-Code Letter, odd year)
·  _M0 (Follow-up C-Code E-mail, odd year)
·  _OF (Initial I-Code Email, even year)
·  _NF (Initial I-Code letter, even year)
·  _OG (Initial I-Code E-mail, odd year)
·  _NG (Initial I-Code Letter, odd year)
If you set up E-Mail as the Primary communication, you should set up Letter as a secondary so students without an email address can be assigned a letter.
On the last tab of your Comm Gen run control, use Tracking Group FACCDE for even year C-Codes, FACCDO for odd year C-Codes., FAICDE for even year I-Codes and FAICDO for odd year I-Codes.
If you want follow-up communications, indicate on the set up how many days after the checklist overdue date (originally defaulted to 14 days) that the follow-up should be sent; also indicate how many follow-ups you want to send, and the number of days between follow-ups. Please contact Campus Solutions if you want the default on your checklists adjusted.
As students resolve the issues, manually complete the checklist items/checklist so follow-up communications are not sent.
If checklist items have been assigned (even if subsequently closed) and a new ISIR is received with an additional checklist item that is on the school’s set up for the same aid year, then the new checklist item will be assigned. If all follow-up communications have been sent, a new initial communication will be created. Checklist items that correspond to codes that no longer appear on the latest ISIR will be waived.
If there are any codes that you want to send communications about, but want to review first, you may leave them off your set up and manually assign the appropriate checklist/checklist item and communication.
·  NDU Applications > NDU Financial Aid > Report > NDU ISIR C-Codes can be run to identify students who have a C-Code set up with a severity level of 2 (see Set Up SACR > Product Related > Financial Aid > Application Processing > Maintain ISIR Comment Codes, ISIR Comments.)
·  The Comm Speed Keys for the communication are
o  CCODEIL (C-Code Initial Letter even year)
o  CCODEIM (C-Code Initial E-Mail even year)
o  CCODEFL (C-Code Follow up Letter even year)
o  CCODEFM (C-Code Follow up E-Mail even year)
o  CCODOIL (C-Code Initial Letter odd year)
o  CCODOIM (C-Code Initial E-Mail odd year)
o  CCODOFL (C-Code Follow up Letter odd year)
o  CCODOFM (C-Code Follow up E-Mail odd year)
o  ICODEIL (I-Code Initial letter, even year)
o  ICODEIM (I-Code Initial E-mail, even year)
o  ICODOIL (I-Code Initial E-mail), odd year
o  ICODOIM (I-Code Initial E-mail, odd year)
Follow-ups will not be automatically created for manually created communications.
Query NDU_FA_0255 will identify which specified checklists are open; these are the checklists that will be closed by NDU Verification Chcklist Comptn.
You can run the report NDU ISIR Code Processing (NDU_FA_0203) to find out if any students with new C-Codes/I-Codes specified in your set up have been processed during the period you specify. NDU_FA_0218_2 will also show you communications that are assigned but not yet completed.
At the beginning of processing odd-year ISIRs, run NDU Verification Chklst Comptn to delete any FACCDO/FAICDO checklists remaining open from the previous odd-year; likewise, delete old FACCDE /FAICDE checklists prior to processing a new even-year.
Navigation / NDU Applications > NDU Financial Aid > Process > Days of Instruction