[ctcLinkfinaidsupport] Guidance for 24-25 Interim Incremental File Issue

[Stephanie Casino]

Good Morning Elizabeth-

There haven't been any discussions on keeping the full file upload functionality beyond 2024-2025 Interim reporting. If there are concerns about this impacting 2025-2026 reporting, please share those concerns with WSAC and FA Support.

We've been in communication with WSAC regarding the incremental file issue recently reported by colleges. Given the confusion surrounding the incremental file process, we've asked WSAC to extend the phase out of the full file upload to winter term (previously it was planned to phase out after fall). This will allow some colleges to pilot the use of a true change file process and provide feedback on any adjustments needed, while other colleges can process business as usual via a full file upload. WSAC shared with us that they will wait for confirmation from SBCTC that our system is updated before disabling the full file upload functionality.

Thank you!

Stephanie

From: Elizabeth Griswold <EGriswold at pencol.edu>
Sent: Tuesday, October 15, 2024 11:12 AM
To: Financial Aid Directors <dirfinaid at lists.ctc.edu>; ctclinkfinaidsupport at lists.ctc.edu
Cc: Stephanie Casino <scasino at sbctc.edu>; FASupport <FASupport at sbctc.edu>; Roger Curry <rcurry at sbctc.edu>; Washington College Grant (WSAC) <wcg at wsac.wa.gov>
Subject: RE: Guidance for 24-25 Interim Incremental File Issue

[Sent from outside SBCTC]

WSAC mentioned a few times that "The full file upload will be phased out in the 2024-25 AY."

Do you know if this work-around of deleting the IsDelete column will allow us to keep using the full file upload function into 2025-26? (Because it would be a nightmare for me otherwise!)

Thank you,

Elizabeth Griswold | Program Specialist 3 | Peninsula College Financial Aid
P: 360-417-6359 | Fax: 360-417-6395 | EGriswold at pencol.edu<mailto:EGriswold at pencol.edu>
Click here to submit documents in our online Dropbox<https://www.dropbox.com/request/vo4DBdPjhwAXADnyyhmy>

From: DirFinAid <dirfinaid-bounces at lists.ctc.edu<mailto:dirfinaid-bounces at lists.ctc.edu>> On Behalf Of Stephanie Casino via DirFinAid
Sent: Tuesday, October 15, 2024 8:44 AM
To: ctclinkfinaidsupport at lists.ctc.edu<mailto:ctclinkfinaidsupport at lists.ctc.edu>; dirfinaid at lists.ctc.edu<mailto:dirfinaid at lists.ctc.edu>
Cc: Stephanie Casino <scasino at sbctc.edu<mailto:scasino at sbctc.edu>>; FASupport <FASupport at sbctc.edu<mailto:FASupport 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: [Dirfinaid] Guidance for 24-25 Interim Incremental File Issue
Importance: High


WARNING: This email originated outside of Peninsula College. DO NOT CLICK links or attachments unless you recognize the sender and know the content is safe.
Good Morning FA-

We would like to share an update ahead of Fall interim.

For 2023-2024 Interim reporting, the IsDelete field was added to the file layout to allow colleges the option of using the incremental file layout.

We were under the impression that when the IsDelete column was left blank, the file layout would be treated as the typical full file upload where each upload is a fresh start. The full file upload allows for awards that had been previously reported in CSAW but have since been cancelled in PS (therefore no longer present in the PS Interim csv) to be cancelled in CSAW.

Last week a college notified us that 2023-2024 award cancellations in PS were not properly communicated to CSAW through the 2023-2024 Interim. Having the IsDelete column in the file layout made the file an incremental file upload so awards that were previously reported in CSAW but have since been cancelled in PS (therefore no longer present in the PS Interim csv) did not get cancelled in CSAW.

To avoid this issue for fall, we recommend that colleges remove the IsDelete field from their WA College Grant csv file prior to loading the csv file to CSAW. The absence of the IsDelete column is how the WSAC Portal determines the file is a full file upload. Instructions are attached and can also be found in the WCG Interim Guide<https://ctclinkreferencecenter.ctclink.us/m/92436/l/848386-wcg-interim-reporting-business-process-guide> in the Reference.


Thank you!

[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>
[A logo with a purple circle  Description automatically generated]<https://www.credly.com/badges/dd237db6-6aed-4466-ae89-9a5fbf3f2910/public_url>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.ctc.edu/pipermail/ctclinkfinaidsupport_lists.ctc.edu/attachments/20241015/739def4a/attachment-0001.htm>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 18063 bytes
Desc: image001.png
URL: <http://lists.ctc.edu/pipermail/ctclinkfinaidsupport_lists.ctc.edu/attachments/20241015/739def4a/attachment-0003.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.png
Type: image/png
Size: 11317 bytes
Desc: image003.png
URL: <http://lists.ctc.edu/pipermail/ctclinkfinaidsupport_lists.ctc.edu/attachments/20241015/739def4a/attachment-0004.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image004.png
Type: image/png
Size: 15652 bytes
Desc: image004.png
URL: <http://lists.ctc.edu/pipermail/ctclinkfinaidsupport_lists.ctc.edu/attachments/20241015/739def4a/attachment-0005.png>