[ctcLinkfinaidsupport] The unexpected "Enrollment does not match Need Duration" Informational Edit on students without a valid ISIR/WASFA

Wed Oct 4 14:59:32 PDT 2023

Good Afternoon Tammy-

The ctcLink URR Error report does not contain an error for every Edit that exists in WSAC’s URR portal. In a case where a post withdrawn student receives the Total Need-Based aid exceeds the reported Need Amount edit, would there be any data in ctcLink to correct?

The Supplemental Special Budget Process for URR looks for students that have Active FA Terms with an FA load greater than N and the W/D Info tab on FA Term does not have a Withdrew or Cancelled status. While a students’ budget duration would not have adjusted based on this criteria, it sounds like the students record would be accurate in the csv file.  At the time of disbursement for the term the student withdrew, the enrollment level and aid received is reported. If the student did not attend future terms, they would show as not enrolled for those terms. If there are specific students you would like us to review, please submit a ticket with examples.

Thank you,

Stephanie

From: DirFinAid <dirfinaid-bounces at lists.ctc.edu> On Behalf Of Zibell, Tammy via DirFinAid
Sent: Wednesday, October 4, 2023 10:42 AM
To: Financial Aid Directors <dirfinaid at lists.ctc.edu>; ctclinkfinaidsupport at lists.ctc.edu
Cc: Zibell, Tammy <Tammy.Zibell at scc.spokane.edu>
Subject: Re: [Dirfinaid] The unexpected "Enrollment does not match Need Duration" Informational Edit on students without a valid ISIR/WASFA

[Sent from outside SBCTC]

Hello

Thanks for all your assistance with this for me.  I had over 200 students that I had to manually override with a No ISIR statement.  I hope this can be fixed because we are increasing our Running Start Students, High School +, and Dual Enrollment.  This means we will have to do more manual overrides in the URR Portal.

Also, I have a few questions.

  1.   I had 91 students error out with the Total Need-based aid exceeds the Reported Need Amount.  Most of these were due to EFC not being reduced when students

   withdraw from classes.  How come these students do not show up on our CTC Unit Record error list?

  1.  I had a lot of students who withdrew from classes, and they’re not enrolled for specific quarters did not show on the CTC Link Unit Record error list.  Is there a reason why

  some students do not error until CSV file is loaded in the URR Portal?

Thanks
Tammy

[cid:image001.jpg at 01D9F6D3.07C58DA0]

Tammy

Tammy Zibell
Director
Financial Aid Department
Spokane Community College
509-533-8135
tammy.zibell at scc.spokane.edu<mailto:tammy.zibell at scc.spokane.edu>

From: DirFinAid <dirfinaid-bounces at lists.ctc.edu<mailto:dirfinaid-bounces at lists.ctc.edu>> On Behalf Of Deborah Englehardt via DirFinAid
Sent: Wednesday, October 4, 2023 10:05 AM
To: dirfinaid at lists.ctc.edu<mailto:dirfinaid at lists.ctc.edu>; ctclinkfinaidsupport at lists.ctc.edu<mailto:ctclinkfinaidsupport at lists.ctc.edu>
Cc: Deborah Englehardt <denglehardt at sbctc.edu<mailto:denglehardt at sbctc.edu>>; unitrecord at wsac.wa.gov<mailto:unitrecord at wsac.wa.gov>
Subject: [Dirfinaid] The unexpected "Enrollment does not match Need Duration" Informational Edit on students without a valid ISIR/WASFA
Importance: High

Good morning FA!

WSAC has confirmed there was no intention of assigning the "Enrollment does not match Need Duration" informational edit on those without a valid ISIR/WASFA. Ann is working with her techs to get the URR Portal updated, however, it may take days and the URR is due on Monday. 😥

Here are steps on a workaround to bulk override the students in this population.

Step 1) Open up the CSV you loaded into the URR Portal that generated the informational edits

[cid:image002.jpg at 01D9F6D3.07C58DA0]

The population that should have not received the "Enrollment does not match Need Duration" informational edit can be identified by filtering to view just blanks for Column AA – NeedDuration field.

Technical Summary
The NeedDuration field on the URR CSV pulls from the Budget Duration field on an ISIR table in PS. Therefore, without an ISIR, there is no Budget Duration value for the student.
Reference QRG: 9.2 Creating a Prorated EFC | 9.2 FA - ISIR Processing | ctcLink Reference Center<https://ctclinkreferencecenter.ctclink.us/m/92421/l/933744-9-2-creating-a-prorated-efc>

Step 2) Filter your spreadsheet to students that have no Need Duration value

[cid:image003.jpg at 01D9F6D3.07C58DA0]

Step 3) Use the list from Step 2 to select the students in the URR Portal to perform a bulk override. Per Ann, the override comment should be something like “No valid ISIR/WASFA on file.”

Steps and screenshots for the bulk override start on p. 43 of the URR Manual. https://wsac.wa.gov/sites/default/files/2022-23.UnitRecordReportManual.pdf

If you have any questions about the bulk override process in the URR Portal, please contact WSAC’s URR team unitrecord at wsac.wa.gov<mailto:unitrecord at wsac.wa.gov> for assistance.

Thank you!
[Compass]Deborah Englehardt
Senior Functional Analyst, Campus Solutions (Financial Aid)
Washington State Board for Community and Technical Colleges
1300 Quince Street SE
Olympia, WA 98504-2495
denglehardt at sbctc.edu<mailto:denglehardt at sbctc.edu> • O: 360-704-3979
sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

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