[ctcLinkfinaidsupport] ctcLink updates related to WSAC programs

Tue Oct 31 10:44:13 PDT 2023

Good Morning FA-

We are sharing an update regarding the remaining item from the list below: CBS Eligibility Checker. Since our last update on the CBS Eligibility Checker, WSAC has added an additional field to the CBS Eligibility Checker layout for DOB. Once we have the technical specifications for the changes made to the csv layout fields and related translate values, we can modify our CEMLI to accommodate the changes. In the meantime, the CBS Cruncher will remain available until ctcLink is updated.
Some colleges have reported that for students who do not meet the 2.0 GPA requirement, the CBS Cruncher file (labeled Export.csv) makes these students ineligible for packaging as their Ok to Award and Ok to Pay fields reflect No. To identify these students, staff can use the same list of SSNs that was used to download the CBS Cruncher file (Export.csv), to download the CBS Eligibility Checker file (labeled eligibility-data.csv). Filter the CBS Eligibility Checker file (eligibility-data.csv) based on 2-Year/Transfer value in the OKtoAward column. If these students are eligible for awarding, the following options are available:

  1.  Load the CBS Cruncher file (Export.csv) as is. For the students identified in the previous step, manually award these students. Because the ctcLink CBS Eligibility page indicates they are ineligible, it is recommended that staff make note of the true eligibility on the FA Status page.
  2.  Alternatively, for those comfortable with editing the CBS Cruncher file (Export.csv), update the relevant OktoAward/OKtoPay field(s) for the identified students to a value of Yes. When you are ready to save your changes, select File then Save As. Be sure to save the file as CSV (comma delimited) (*csv) so that SSNs with leading zeroes remain intact. Before loading the edited CBS Cruncher file (Export.csv) into ctcLink Production, it is recommended that you load the file to PCD, to ensure the modified file is accurate. Once you are satisfied with the updates in PCD, the modified file can be loaded into the ctcLink Production environment. The students will package based on the edits made to the file.
Thank you!

Stephanie

From: Stephanie Casino
Sent: Friday, September 15, 2023 6:52 AM
To: ctclinkfinaidsupport at lists.ctc.edu; dirfinaid at lists.ctc.edu
Cc: FASupport <FASupport at sbctc.edu>; Dani Bundy <dbundy at sbctc.edu>; Roger Curry <rcurry at sbctc.edu>; Washington College Grant (WSAC) <wcg at wsac.wa.gov>
Subject: RE: ctcLink updates related to WSAC programs

Good Morning FA-

The updated WCG Interim report is now available in Production!

Updates include:

  *   IsDelete field
  *   Correction to CBS and PTC logic. In early spring, we were notified that the interim file contained $0 for CBS and PTC who did not receive an award. The logic has been updated to do the following:
     *   $0 will display when a student is eligible for an award but has not been awarded because of having their need met with other aid.
     *   Students not eligible to receive an award will be reported with a blank in the award field.

Please note that WCG-Connect is not included in the update. A separate solution will be developed for reporting WCG-Connect students.

Happy Friday!

Stephanie

From: Stephanie Casino <scasino at sbctc.edu<mailto:scasino at sbctc.edu>>
Sent: Wednesday, September 13, 2023 4:50 PM
To: ctclinkfinaidsupport at lists.ctc.edu<mailto:ctclinkfinaidsupport at lists.ctc.edu>; dirfinaid at lists.ctc.edu<mailto:dirfinaid at lists.ctc.edu>
Cc: FASupport <FASupport at sbctc.edu<mailto:FASupport at sbctc.edu>>; Dani Bundy <dbundy at sbctc.edu<mailto:dbundy at sbctc.edu>>; Roger Curry <rcurry at sbctc.edu<mailto:rcurry at sbctc.edu>>; Washington College Grant (WSAC) <wcg at wsac.wa.gov<mailto:wcg at wsac.wa.gov>>
Subject: RE: ctcLink updates related to WSAC programs

Good Afternoon -

An update re: WCG Interim. College testing wrapped up yesterday and was approved for migration to Production. Thank you to Cascadia, Centralia and Clark!
The updated interim report is scheduled to migrate to Production at the end of this week. I will follow up once I've confirmed that the migration is complete and the updated report available for use.
Thank you!
Stephanie

From: Stephanie Casino
Sent: Tuesday, August 29, 2023 5:45 PM
To: ctclinkfinaidsupport at lists.ctc.edu<mailto:ctclinkfinaidsupport at lists.ctc.edu>; dirfinaid at lists.ctc.edu<mailto:dirfinaid at lists.ctc.edu>
Cc: FASupport <FASupport at sbctc.edu<mailto:FASupport at sbctc.edu>>; Dani Bundy <dbundy at sbctc.edu<mailto:dbundy at sbctc.edu>>; Roger Curry <rcurry at sbctc.edu<mailto:rcurry at sbctc.edu>>; Washington College Grant (WSAC) <wcg at wsac.wa.gov<mailto:wcg at wsac.wa.gov>>; Unit Record (WSAC) <unitrecord at wsac.wa.gov<mailto:unitrecord at wsac.wa.gov>>
Subject: RE: ctcLink updates related to WSAC programs

Good Evening FA-

There are some updates to share about the items below:

WCG Connect: A query was developed and FAST representatives have tested the query. The query that can be used to identify a list of potential WCG-Connect students is: QCS_FA_WCG_C_ELIG_SSN_LIST

  *   This query looks for Car Term active students eligible to enroll, excludes CNED Career, Transitional & Non Award Seeking Programs, and student who have already been awarded WCG FA item types. Yes/No prompt for currently enrolled in the prompted term. In addition, criteria has been added to limit the results to those pursuing FA eligible programs (academic plans with a short description of '9'). Student accounts that have been marked as fraud have also been eliminated.  Please note that feedback received from FAST was that Residency should not be considered as a criteria in this query, rather, it should be checked in the system at the time of awarding.

  *   The WCG-Connect item type has also been added into the SQL that determines the CBS state aid award commitment.

WCG Interim: College UAT is underway. During testing a college encountered a non-overridable edit and we are working with Technical on addressing this.

Unit Record Report: The updated layout for 22-23 reporting was released in Production on 8/18.

CBS Eligibility Checker: WSAC informed us that the file layout for the CBS Eligibility Checker has been finalized. With the final layout comes a new field (2.0GPA) and the removal of a field (HS Requirements Met). WSAC will keep the CBS Cruncher available until our system is updated. While we work to modify our CEMLI to accommodate the changes, we recommend that colleges continue to use the CBS Cruncher file when running the CBS Import process. For those unclear on which CBS file has been downloaded from WSAC, the file generated from the CBS Cruncher will be labeled Export.csv whereas a file generated from the CBS Eligibility Checker will be labeled eligibility-data.csv

Thank you!

Stephanie

From: Stephanie Casino
Sent: Monday, August 7, 2023 9:18 AM
To: ctclinkfinaidsupport <ctclinkfinaidsupport at lists.ctc.edu<mailto:ctclinkfinaidsupport at lists.ctc.edu>>; Financial Aid Directors <dirfinaid at lists.ctc.edu<mailto:dirfinaid at lists.ctc.edu>>
Cc: FASupport <FASupport at sbctc.edu<mailto:FASupport at sbctc.edu>>; Dani Bundy <dbundy at sbctc.edu<mailto:dbundy at sbctc.edu>>; Roger Curry <rcurry at sbctc.edu<mailto:rcurry at sbctc.edu>>; Washington College Grant (WSAC) <wcg at wsac.wa.gov<mailto:wcg at wsac.wa.gov>>; Unit Record (WSAC) <unitrecord at wsac.wa.gov<mailto:unitrecord at wsac.wa.gov>>
Subject: ctcLink updates related to WSAC programs
Importance: High

Good Morning FA-

There have been a few questions that have come in regarding various state aid updates. We hope that the below helps to address some of those questions:

*        WCG-Connect: This new program has very broad criteria. We are working with representatives from FAST to develop a criteria that can be used to identify a list of potential WCG-Connect students to load to the WCG-Connect Checker

*        WCG Interim Report: In early spring, we were notified that the interim file contained $0 for CBS and PTC who did not receive an award. A workaround query was provided in order to meet WSAC reporting requirements. We have been working on correcting the Interim Report logic so that the workaround query is no longer needed. In addition to the logic update, we will be including the IsDelete field for 23-24 reporting. We are also analyzing the best approach to include the new WCG-Connect program. A timeline on this update will be shared out in the coming weeks.

*        Unit Record Report:  The URR co-presentation with WSAC is at 1:30PM tomorrow. Two new fields (WCG Bridge and WAVE) were added to the layout for 2022-2023 reporting. While the new layout is not yet available in Production, colleges can run the existing URR process to begin clean up. Please do not load the csv file into the WSAC Portal as it does not contain the two new headers. This will be discussed further tomorrow :)

*        CBS Eligibility Checker: The csv output file generated from the new CBS Eligibility Checker contains a new field (2.0 GPA). In order for ctcLink to accommodate this additional field, we will need to modify our CEMLI to read the additional field. As soon as we have a more concrete timeline for this update, we will share out with the colleges. In the meantime, WSAC will keep the CBS Cruncher available with the "old layout" so that you may continue with processing. Alternatively, if you are comfortable with modifying the csv file generated from the new CBS Eligibility Checker to remove the 2.0GPA column, the modified file can be loaded through the CBS Import process. If you do not remove the new 2.0GPA column prior to running the CBS Import process, the csv file will not be processed.

Happy Monday!

[Title: SBCTC logo - Description: Compass]Stephanie Casino
Senior Functional Analyst, Campus Solutions (Financial Aid)
Washington State Board for Community and Technical Colleges
scasino at sbctc.edu<mailto:scasino at sbctc.edu> * o: 360-704-1054 * SBCTC.edu/IT Division<https://www.sbctc.edu/colleges-staff/it-support/default.aspx>
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