[GEFVT] Negative institutional debt update

Diana Knight dknight at sbctc.edu
Wed Jan 8 14:08:32 PST 2025 

Good afternoon! I am sending this follow-up to Adam’s email below about the query adjustment made to QCS_FA_GE_FVT_DEBT.

We’ve had a few folks reach out about negative financial values in the debt query. After looking into these values, the query was adjusted to calculate sums by Account Term instead of Item Term. Now the payments will be added to the term in which the charge originated instead of the term in which the charge was paid, zeroing out This adjustment will primarily impact students who changed programs, where a charge was made in one term in program A and paid in another term in program B.

Note that you may still have students with negative debt values. Those may be because additional transactions happened after the program “end” date (e.g., when plan was marked complete or discontinued).

If you need help digging into students, reach out and we can assist you.

Diana


[cid:image003.jpg at 01DB61D6.CB5FF240]Diana Knight (she/her/hers)
Policy Research Analyst
Washington State Board for Community and Technical Colleges
dknight at sbctc.edu<mailto:dknight at sbctc.edu> • office: 360-704-1049
sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>



From: GEFVT <gefvt-bounces at lists.ctc.edu> On Behalf Of Adam Fauth via GEFVT
Sent: Wednesday, January 8, 2025 10:24 AM
To: Alicia Mallahan <alicia.mallahan at edmonds.edu>; gefvt at lists.ctc.edu
Subject: Re: [GEFVT] GEFVT Digest, Vol 1, Issue 5

[Sent from outside SBCTC]

Alicia,

A hotfix was implemented yesterday to fix this issue with QCS_FA_GE_FVT_DEBT. Please rerun the query and let me know if you are still encountering any issues.

Thank you.

-Adam Fauth

From: GEFVT <gefvt-bounces at lists.ctc.edu<mailto:gefvt-bounces at lists.ctc.edu>> On Behalf Of Alicia Mallahan via GEFVT
Sent: Wednesday, January 8, 2025 10:08 AM
To: gefvt at lists.ctc.edu<mailto:gefvt at lists.ctc.edu>
Subject: Re: [GEFVT] GEFVT Digest, Vol 1, Issue 5

[Sent from outside SBCTC]

Good morning,

We have noticed errors in "Total Amount of Institutional Debt During Student's Entire Enrollment in the Program is blank/invalid". When we review the students, they have a negative value that was pulled from the query. It's not quickly jumping out to me how to resolve this issue and I'm not seeing anything that indicates they truly have "negative debt". I'd appreciate any feedback you can provide.


Warm regards,



Alicia Mallahan, MBA

Executive Director of Financial Aid

Available Monday - Thursday

Previous FA Recipient (Pell, WCG, WSOS, BFET)

she, her, hers

[https://ci3.googleusercontent.com/mail-sig/AIorK4zuXwi8VRZ5eK7js3CWRCUEEiqqrz8q26o6tvxv7jeXPhnAf3tYn0t_3Y-UWulEmRwlvpUX49E]


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Today's Topics:

   1. FVT/GE financial aid query information (Diana Knight)


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Message: 1
Date: Mon, 16 Dec 2024 06:26:25 +0000
From: Diana Knight <dknight at sbctc.edu<mailto:dknight at sbctc.edu>>
To: Summer Kenesson via GEFVT <gefvt at lists.ctc.edu<mailto:gefvt at lists.ctc.edu>>
Subject: [GEFVT] FVT/GE financial aid query information
Message-ID:
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Hi all,

I am sending this email ahead of the release of the financial aid queries to assist you in reporting. I've tried to cover all relevant information below but will continue to email updates as needed.

The queries are:

  *   QCS_FA_GE_FVT_GRANTS (Financial Aid Disbursement Data)
  *   QCS_FA_GE_FVT_COA (Cost of Attendance Data)
  *   QCS_FA_GE_FVT_DEBT (Institutional Debt, and Tuition and Fees)

WHO CAN ACCESS THE QUERIES?
These queries contain SSNs and therefore require someone with the appropriate roles to pull the data. Those roles are:

  *   ZD_DS_QRY_FA_SSN_HIGHSEN,
  *   ZD_DS_QRY_HR_SSN_HIGHSENS, or
  *   ZD_DS_QRY_SR_SSN_HIGHSENS

HOW DO I USE THE QUERIES?
These three queries are designed to be merged with your NSC student lists. The queries pull data for ALL students who received Title IV funding in 2022-23 or 2023-24, so you'll have many more students in your query results than in your student lists. The query results are not the list of students who need to be reported on, your student list is.

These three queries can be run for Annual Amounts (AA) and Total Amounts (TA). Queries have prompts for Institution and Award Year, and a checkbox prompt for "Show only for Award Year." This checkbox should be checked for AA fields and left unchecked for TA fields. See attached data dictionary for a detailed description of how to use the queries to get the required NSC fields and an explanation of where this data is pulled from.

Note that since the same query can be used for AA and TA students, the results include all fields you need to report across both categories. Only the years reflected in the data change between the Award Year prompt. Use the NSLDS student submittal user guide<https://fsapartners.ed.gov/sites/default/files/2024-06/Vol1FVTGEStudentSubmittalUserGuide.pdf> and/or NSC Student-Level Reporting Specifications<https://d3opzdukpbxlns.cloudfront.net/2e5e1a29-47e5-4a6f-a1e0-a65920205807/d46bc90e55634acfaa79d5ea1df1140c?response-content-disposition=inline%3B%20filename%2A%3DUTF-8%27%27Clearinghouse%2520FVT-GE%2520Student%2520Level%2520Detail%2520Cohort%2520Specifications.pdf&response-content-type=application%2Fpdf%3B%20time%3D20241216061627&Expires=1734436800&Signature=RRUvo5ti7lZgbalhqTfrF85JQdWg5KBjYK7dlva~gNuIzQ-Qc~WhFSr3qSv6TQyjp5ntY-jBqd0j5zZRje67gdLA71rMtaY2dmXo2BAyOCV8ZdDxfAxohSkEoUTGtBJGQSagibGWvki~8Vz98Nq6nO6nDDeldIy9f2OozWK~FXDYw8~EtF7MFq6WtkabGILTA510joDqIDYj23v7x3TP3VH8~ulHpd0E
 nsCo6ttoon8KAm5UVmkYhaBxdlIaDZBVLgvaa71-UOQ171BUm5Capcg~vQHlKaWHPuxVwZJOQdIA8ErUMqS78bhz0S2KVVe9xFF8cgB3BTyJMZZI9TaTHA__&Key-Pair-Id=APKAI33AGAEAYCXFBDTA> to determine which fields need to be reported for which kind of student.

A NOTE ABOUT REPORTING TOTAL AMOUNTS
When reporting Total Amounts (TA), you'll need to pull Legacy financial aid for any students who were enrolled in the same program before you went live on ctcLink. This is likely to be more impactful for the later deployment groups than the earlier deployment groups. My suggestion for evaluating these students is to start by pulling the list of students who require Legacy data to be reported on them (i.e., were enrolled in the same program before you went live). If it's a small list, going student by student to add in their financial aid data might be more efficient than writing a query.

WHY IS THERE A STUDENT IN MY STUDENT LIST BUT NOT IN MY QUERY RESULTS?
This is likely because the student received Title IV funding from another institution. If you're missing a student in the query and can't figure out why, reach out and we will help you investigate.

WHY DO STUDENTS HAVE MULTIPLE ROWS IN THE QUERY RESULTS?
Students are reported in these queries at the academic plan level. In some cases, you'll want to roll up plans into a single program, but we wanted to give maximum flexibility in reporting since GE and non-GE programs have different reporting requirements.

WHY ISN'T THE QUERY PICKING UP [INSERT FA AWARD]?
Use the attached data dictionary for troubleshooting missing awards. You should be able to look up your awards in dataLink and see how they are being coded. It may be that the award is being picked up in another field, the award doesn't meet the field requirements (e.g., it's a scholarship when the field is asking for grants), or the award may be coded differently than expected (e.g., an award that seems like an institutional award is coded as a private award).

WHAT DO I REPORT/WHO DO I REPORT ON?
There are many details about which students should be reported in your student lists. The NSLDS student submittal user guide<https://fsapartners.ed.gov/sites/default/files/2024-06/Vol1FVTGEStudentSubmittalUserGuide.pdf> should be your official resource in determining who, what, and how to report. Other resources include the NSC FVT/GE Resources Center<https://help.studentclearinghouse.org/compliancecentral/knowledge-base/fvt-ge/> and the NSC Student-Level Reporting Specifications<https://d3opzdukpbxlns.cloudfront.net/2e5e1a29-47e5-4a6f-a1e0-a65920205807/d46bc90e55634acfaa79d5ea1df1140c?response-content-disposition=inline%3B%20filename%2A%3DUTF-8%27%27Clearinghouse%2520FVT-GE%2520Student%2520Level%2520Detail%2520Cohort%2520Specifications.pdf&response-content-type=application%2Fpdf%3B%20time%3D20241216061627&Expires=1734436800&Signature=RRUvo5ti7lZgbalhqTfrF85JQdWg5KBjYK7dlva~gNuIzQ-Qc~WhFSr3qSv6TQyjp5ntY-jBqd0j5zZRje67gdLA71rMtaY2dmXo2BAyOCV8ZdDxfAxohSkEoUTGtBJGQSagibGWvki~8Vz
 98Nq6nO6nDDeldIy9f2OozWK~FXDYw8~EtF7MFq6WtkabGILTA510joDqIDYj23v7x3TP3VH8~ulHpd0EnsCo6ttoon8KAm5UVmkYhaBxdlIaDZBVLgvaa71-UOQ171BUm5Capcg~vQHlKaWHPuxVwZJOQdIA8ErUMqS78bhz0S2KVVe9xFF8cgB3BTyJMZZI9TaTHA__&Key-Pair-Id=APKAI33AGAEAYCXFBDTA>.

I STILL NEED HELP!
Please reach out with any questions. We are happy to schedule a 1:1 meeting to help troubleshoot any challenges you're running into. If we can't answer your question or you're having trouble pulling query results, we can connect you with the ctcLink team who worked on the queries.

Diana

[cid:image003.jpg at 01DB4F40.5F2541A0]Diana Knight (she/her/hers)
Policy Research Analyst
Washington State Board for Community and Technical Colleges
dknight at sbctc.edu<mailto:dknight at sbctc.edu><mailto:dknight at sbctc.edu<mailto:dknight at sbctc.edu>> * office: 360-704-1049
sbctc.edu<http://sbctc.edu><https://www.sbctc.edu/> * Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> * Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>


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