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<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5">Thank you so much, Kelly. I appreciate the explanation; I greatly favor understanding how the system interacts and the reasons for how things are set up.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5">So I hope you will forgive just one more teensy question to help me explain it to my office colleagues: WHY does ctcLink use Enrollment-Based Budgeting to zero out budgets, as it
seems counter-intuitive when the majority of the withdrawals will have disbursed awards remaining after R2T4? Is this out-of-the-box coding that can’t be changed, or it something else impacted elsewhere in the system that makes this a requirement? This is
such a complicated system that it’s hard sometimes for us to see how much of a “ripple effect” there is with each action.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5">I will have to give the work-arounds some thought and discuss with my supervisor. It seems there isn’t any “solution”, per se, just options in how we handle these. We’ll have to
weigh the consequences of potential human error against the inconvenience of disbursement delays and restoring budgets to see what best works for us.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5">Thank you for the explanation and the options!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5">Sharon<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-family:"Arial",sans-serif;color:#4F6228">Sharon Gerlach</span></b><span style="font-family:"Times New Roman",serif;color:#2E74B5"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#76923C">Program Specialist 2</span><span style="font-family:"Times New Roman",serif;color:#2E74B5"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#76923C">Financial Aid Office</span><span style="font-family:"Times New Roman",serif;color:#2E74B5"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#76923C">Spokane Community College</span><span style="font-family:"Times New Roman",serif;color:#2E74B5"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#76923C"><a href="mailto:Sharon.Gerlach@scc.spokane.edu" target="_blank">Sharon.Gerlach@scc.spokane.edu</a></span><span style="font-family:"Times New Roman",serif;color:#2E74B5"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#2E74B5"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Kelly Forsberg <kforsberg@sbctc.edu> <br>
<b>Sent:</b> Tuesday, January 11, 2022 2:35 PM<br>
<b>To:</b> Gerlach, Sharon <Sharon.Gerlach@scc.spokane.edu>; ctclinkfinaidsupport@lists.ctc.edu<br>
<b>Cc:</b> Mandy Mineard <MMineard@sbctc.edu>; Marissa Baker <mbaker@sbctc.edu><br>
<b>Subject:</b> RE: FA Student Budgets for Census Period Withdrawals<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">Hi Sharon,
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">Thanks for your patience on response to your email. ctcLink uses Enrollment-Based Budgeting, by global design, so this is why the system zeros out the budget when the student
drops all classes. During Census, we know that this can be a lot to manage insofar as tracking what awards the student has truly earned since withdrawing. It takes a lot of manual touch on faking out their FA Term and budget to get the award to accept, only
to be zero’ed out again through the overnight process. You are 100% correct on that!
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">There is a ‘workaround’ for this, but
<b>it is not best practice in ctcLink</b>—but it’s helpful to be aware of it. The FA Term Override Expiration Date field can be handy to set a future date to lock these FA terms in place at the time the amount the student earned was finalized. Note, that
if this ‘workaround’ is used, you are inviting much<i> human error and even more manual touch and perhaps fixing errors</i>, but the benefit (sometimes) could possibly outweigh the cons—<i><u>in certain situations only</u>.
</i>For example, if you’re 100% sure the student won’t return to the institution.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><img border="0" width="511" height="269" style="width:5.3229in;height:2.802in" id="Picture_x0020_1" src="cid:image001.png@01D806FF.5B7067B0"></span><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">However, if you do not know if they’ll return after withdrawing, or their enrollment changes within the same term (think enrolling in dynamic dates classes that start later
in the term after the withdrawal), using this ‘workaround’ can be extremely troublesome if you are faking out FA Load to what the student’s enrollment was at the time of disbursement to get the award to stick, and then the FA load actually changes, later on,
and you don’t catch it. These withdrawn to zero budget students should be captured and managed using the identified queries below.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">I too strive for clean query results and for the number of errors I am working to drop off the query list, but we would rather have an zero’ed out budget amount instead
of cleaning up potential errors to awards and/or recon from a generally not recommended practice of using the ‘workaround described above’.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">To be clear, the ctcLink best practice is to run these queries daily until the Census Date:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="color:black">CTC_FA_LOAD_COMP_BETWEEN_DATE</span></b><span style="color:black">
</span><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">- This query compares students with different FA load level when disbursed to date entered in the prompt.<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:black">CTC_FA_CENSUS_DATE_LIST</span></b><span style="color:black">
</span><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">- This query identifies students who have a discrepancy between the FA Load captured at the most recent Authorization via the Award Activity page versus the FA Load in FA Term. This
query will only pull students who have a discrepancy between FA Loads.<o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:black">CTC_FA_SERVICE_INDICATOR_LIST</span></b><span style="color:black">
</span><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">- This query identifies students who still have the FLF Service Indicator assigned. Review the FLFs and find out of any of them can be released once enrollment is confirmed.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">After census is run, you can run the queries:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="color:black">CTC_FA_TERM_OVERAWARDED </span>
</b><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">- This query identifies students who have been over-awarded in their term COA amount. We all know that the students who have had their budgets zero’ed out are not true over-awards; but
it’s good to identify them using this query so you can mark them as reviewed. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">PS. cc’ing Marissa Baker and Mandy Mineard, as this question was originally posed in the ctclinkcssupport list serv.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">Hope this helps, and thank you for the great question!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
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</v:shape><![endif]--><![if !vml]><img width="60" height="112" style="width:.625in;height:1.1666in" src="cid:image004.jpg@01D806FF.5B7067B0" align="left" hspace="12" alt="Compass" v:shapes="Picture_x0020_1"><![endif]><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764">Kelly
Forsberg<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764">ctcLink Functional Trainer | Financial Aid<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-family:"Franklin Gothic Book",sans-serif;color:#003764">Washington State Board for Community and Technical Colleges<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D">o: 360-704-1066<o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><u><span style="font-family:"Franklin Gothic Book",sans-serif;color:blue"><a href="mailto:kforsberg@sbctc.edu">kforsberg@sbctc.edu</a><o:p></o:p></span></u></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:12.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></i></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> ctcLinkCSSupport <<a href="mailto:ctclinkcssupport-bounces@lists.ctc.edu">ctclinkcssupport-bounces@lists.ctc.edu</a>>
<b>On Behalf Of </b>PeopleSoft Campus Solutions Users via ctcLinkCSSupport<br>
<b>Sent:</b> Monday, January 10, 2022 12:07 PM<br>
<b>To:</b> <a href="mailto:ctclinkcssupport@lists.ctc.edu">ctclinkcssupport@lists.ctc.edu</a><br>
<b>Cc:</b> PeopleSoft Campus Solutions Users <<a href="mailto:ctclinkcssupport@lists.ctc.edu">ctclinkcssupport@lists.ctc.edu</a>><br>
<b>Subject:</b> [Ctclinkcssupport] FA Student Budgets for Census Period Withdrawals<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif">Hi, all,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif">I have a question about the setup for how student budgets are updated for census period withdrawals. Mostly I’m wondering
<b>why</b> a student’s budget for the term is zeroed out when the student withdraws from the term during the census period, because very few of our census period withdrawals require all aid to be cancelled for that term.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif">If the student attended, R2T4 is required, but much of the disbursed aid will remain disbursed. When the budget is then zeroed out, the student is put into an overaward situation for future terms.
We can restore the budget to allow the next term’s disbursement through, but it will just zero out again overnight and will have to be done for all future disbursements in the academic year, which causes delays in these students receiving their aid.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif">I’m curious about the logic behind this setup and wondering if it can be changed, or if the impact would extend beyond the financial aid component into other areas.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif">Thank you!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif">Sharon<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-family:"Arial",sans-serif;color:#4F6228">Sharon Gerlach</span></b><span style="font-family:"Times New Roman",serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#76923C">Program Specialist 2</span><span style="font-family:"Times New Roman",serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#76923C">Financial Aid Office</span><span style="font-family:"Times New Roman",serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#76923C">Spokane Community College</span><span style="font-family:"Times New Roman",serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:#76923C"><a href="mailto:Sharon.Gerlach@scc.spokane.edu" target="_blank">Sharon.Gerlach@scc.spokane.edu</a></span><span style="font-family:"Times New Roman",serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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