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SCT Banner Financial Aid NSLDS Transfer Monitoring Training Workbook

Release 7.2 June 2005

Confidential Business Information --------------------------------------------------------------------------------------------------------------------------------------------------------- This documentation is proprietary information of SunGard SCT and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT. Prepared By: SunGard SCT

4 Country View Road Malvern, Pennsylvania 19355 United States of America

© SunGard 2004. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard SCT is not rendering legal, accounting, or other similar professional services. SunGard SCT makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing. SunGard, the SunGard logo, SCT, the SCT logo, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, SCT Matrix, SCT Plus, SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders.

Table of Contents

Topic Page Section A: Introduction

Process Introduction A-2 Section B: Set Up

Hold Type Validation Form (RTVHOLD) B-3 Population Selection Definition Rules Form (GLRSLCT) B-4 Establish Office Procedures to Follow B-5

Section C: Day-to-Day Operations Process Introduction C-2 Choosing Students for Transfer Monitoring by NSLDS C-3 Extracting Records C-8 Moving the File C-10 Transmitting the File for Processing C-11 Moving the File to the SCT Banner Directory C-12 Loading Data from the Response File into SCT Banner C-13 Displaying Imported Data C-15 Self Check C-16 Answer Key for Self Check C-18

Section D: Reference Set Up Forms and Where Used D-2 Day-to-Day Forms and Set Up Needed D-3 Forms Job Aid D-4

©SunGard 2004-2005 NSLDS Transfer Monitoring

Page A-1

Section A: Introduction

Overview

Workbook goal The goal of this workbook is to provide a complete understanding of the NSLDS Transfer Monitoring functionality in SCT Banner. The workbook is divided into four sections. • Introduction • Set Up • Day-to-day operations • Reference

Intended audience

Financial Aid office administrators and staff.

In this section These topics are covered in this section.

Topic Page Process Introduction A-2


Page A-2

Process Introduction

Introduction Schools are now required to use NSLDS as the official source of student Financial Aid histories. The USDE (Dept.) has developed a process called “NSLDS Transfer Monitoring” to provide schools with the student’s latest Financial Aid history.

Flow diagram

Legend

= Student

= Government

$$= Financial Aid

Office

Changes to be monitored

Changes to be monitored include • new loans • cancelled loans • changes to loan balances • new Pell Grant disbursements • cancelled Pell Grant disbursements. Newly defaulted loans and overpayments will not be included. Changes will be sent using the postscreening system, which generates a new ISIR and NSLDS record.


Page B-1

Section B: Set Up

Overview

Purpose The purpose of this section is to outline the set-up process and detail the procedures to set-up your SCT Banner system.

Intended audience

Financial Aid office administrators.

Objectives At the end of this section you will be able to

• identify and describe SCT Banner forms and processes used for set-up • create rules and set parameters used to process data.

Prerequisites To complete this section you should have • completed the SCT Education Practices computer-based training (CBT)

tutorial “SCT Banner 7 Fundamentals,” or have equivalent experience navigating in the SCT Banner system

• completed the Financial Aid Overview and Data Load and Record Creation training workbooks

• administrative rights to create rules and set validation codes in SCT Banner.

In this section These topics are covered in this section. These forms are used to set the rules

and parameters in SCT Banner for handling transfer monitoring. Form Description/Topic Banner Name Page

Hold Type Validation Form RTVHOLD B-3 Population Selection Definition Rules Form

GLRSLCT B-4

Establish Office Procedures to Follow B-5

Continued on the next page


Page B-2

Overview, Continued

Menu structure The Hold Type Validation Form (RTVHOLD) can be found under the

Financial Aid Common Functions menu.


Page B-3

Hold Type Validation Form

Purpose The purpose of the Hold Type Validation Form (RTVHOLD) is to create a hold value to be used for students whose records are extracted and placed on the Monitor List. Note: An existing hold value may be used, but Sungard SCT recommends using one specific for Transfer Monitoring. A seven-day hold is established, per regulatory requirements.

Banner form

Procedure Follow these steps to complete the form.

Step Action 1 Access the Hold Type Validation Form (RTVHOLD). 2 Enter a Hold Type of transfer monitoring. 3 Enter a Hold Description of transfer monitoring. 4 Check the Disb Hold box to prevent disbursement. 5 Click the Save icon. 6 Click the Exit icon.


Page B-4

Population Selection Definition Rules Form

Purpose The purpose of the Population Selection Definition Rules Form (GLRSLCT) is to identify student IDs from incoming NSLDL Alert files which can be added to the population selection during the Transfer Monitoring Import Process (RNRTMNI) using parameters 03, 04, 05, and 06. Note: This procedure is optional.

Banner form

Procedure Follow these steps to complete the form.

Step Action 1 Access the Population Selection Definition Rules Form (GLRSLCT). 2 Enter the Application code of FINAID. 3 Enter the Selection ID of TRANSFER_ALERT. 4 Enter Transfer Monitor Alert in the Selection Description field. 5 Click the Manual checkbox. 6 Click the Save icon. 7 Click the Exit icon.


Page B-5

Establish Office Procedures to Follow

Introduction Establish and follow office procedures for identifying students to be checked via the transfer monitoring process. These procedures normally identify transfer or re-admitted students.

Method The school may use manual processes to identify students and to add and update transfer monitoring records. Staff also may develop a population selection to control the SCT Banner RNRTMAC process that adds students to or removes students from transfer monitoring electronically. Warning: SunGard SCT does not deliver prescribed methods for identifying students who need to be checked.


Page C-1

Section C: Day-to-Day Operations

Overview

Purpose The purpose of this section is to enable you to become familiar with all of the forms and processes that are used to perform transfer monitoring.

Intended audience

Financial Aid office staff.

Objectives At the end of this section you will be able to

• select and extract students to be sent to NSLDS for transfer monitoring • upload acknowledgement and NSLDS Transfer Monitoring Alert files • perform award and/or disbursement validation for students in the alert

files.

Prerequisites To complete this section, you should have completed the • SCT Education Practices computer-based training (CBT) tutorial “SCT

Banner 7 Fundamentals” or have equivalent experience navigating in the SCT Banner system.

• Financial Aid Overview workbook. You will also need to ensure that the rules and validation codes in SCT Banner needed for transfer monitoring have been set up for you.

In this section These topics are covered in this section. Topic Page

Process Introduction C-2 Choosing Students for Transfer Monitoring by NSLDS C-3 Extracting Records C-8 Moving the File C-10 Transmitting the File for Processing C-11 Moving the File to the SCT Banner Directory C-12 Loading Data from the Response File into SCT Banner C-13 Displaying Imported Data C-15 Self Check C-16 Answer Key for Self Check C-18


Page C-2

Process Introduction

Introduction Since schools are now required to use NSLDS as the official source of student Financial Aid histories, a uniform process must be followed.

Process Flow

What happens NSLDS Transfer Monitoring is a process whereby schools notify the Department of Education of students for whom they want Financial Aid activities monitored. The Dept. will monitor students for relevant changes to their Financial Aid history.

Activity “alerts” If any activity occurs on students requested for monitoring, the Dept. sends schools an “alert” by email. Schools also may receive electronic Alert files and load them to SCT Banner. Schools must access the Financial Aid history of all students for whom they receive alerts and determine if the changes affect eligibility. Student names will stay on the list until the school requests they be removed or for 90 days, whichever comes first. After 90 days, the Dept. removes the names.


Page C-3

Choosing Students for Transfer Monitoring by NSLDS

Purpose There are two options to add student records to the NSLDS Transfer Monitoring Form (RNATMNT). 1. Manually insert a record using the NSLDS Transfer Monitoring Form

(RNATMNT). 2. Select students based on specified procedures using the Transfer

Monitoring Extract Process (RNRTMAC).

NSLDS Transfer Monitoring Form (RNATMNT)

Procedure: Option 1

To manually insert a record, follow these steps to complete the form. Note: The main window of this form is in Query mode – the user must first cancel Query mode or perform a Query before the Insert command will work. Step Action

1 Access the NSLDS Transfer Monitoring Form (RNATMNT). 2 Enter the aid year in the Aid Year field. 3 Perform a Next Block function. 4 Click the Execute Query icon to view existing records. 5 Select Insert New Record from the Options menu to access the

Transfer Monitoring Update and Acknowledgement window.



Page C-4

Choosing Students for Transfer Monitoring by NSLDS, Continued

Procedure: Option 1, continued

Step Action 6 Enter the SCT Banner ID of your transfer student.

Note: Click the Use Class… button to use the earliest class start date for the enrollment start value. This allows for the use of the earliest start date for students enrolled in Open Learning coursework or for other non-standard class start dates within the term.

8 Press the Tab key. 9 Note the information that defaults.

• SSN, Last Name, First Name, Birth Date from current FAFSA. • Enrollment Begin date from start date of first term in current aid

period. • School code from 1. General Student Form (SGASTDN); 2.

Institution Financial Aid Options Form (ROAINST) main school code.

• Monitor End Date calculated as 90 days from Enrollment Begin date.

10 Click the Save icon. 11 Click the Exit icon.



Page C-5


Transfer Monitoring Extract Process (RNRTMAC)

Procedure: Option 2

Follow these steps to complete the procedure of inserting a batch of new records for transfer monitoring. Warning: Your school is responsible for writing the population selection for input to this process on Population Selection Definition Rules Form (GLRSLCT). Step Action

1 Access the Transfer Monitoring Extract Process (RNRTMAC). 2 Enter DATABASE in the Printer field.



Page C-6



Step Action 3 Enter these parameter values.

Req? Parameter Description Parameter 01:

Aid Year Code Enter the aid year that you have been working with. Example: 0304

Parameter 02: Application ID

Enter FINAID as the Application.

Parameter 03: Selection ID

Enter the name of the population selection you created to find new transfer students. Note: You must have run the population selection process (GLBDATA) or inserted students manually to a manual population in GLAEXTR in advance for this process to work.

Parameter 04: Creator ID

Enter the Creator ID for the population selection used for this procedure.

Parameter 05: User ID

Enter your User ID as the User.

Parameter 06: School Code

Enter your 6-digit Pell ID school code.

Parameter 07: Enrollment Begin Date

Enter the enrollment Begin Date to be used for each record. If this parameter is left blank, the process will use the start date of the first term in the student’s aid period.

Parameter 08: Remove From Monitoring?

Skip. Use this parameter to remove students in the supplied population selection from the transfer monitoring list.

Parameter 09: Print Report?

Enter Y to print the report.

Parameter 10: Use Class Start Date

Skip: This optional parameter allows use of the earliest class start date for the enrollment begin date for students taking open learning courses or other non-standard class start dates within the term.



Page C-7



Step Action 4 Click the Save Parameters Set as checkbox. 5 Click the Submit radio button. 6 Click the Save icon to execute the job. 7 Note the job number assigned for .log and .lis files in the AutoHint bar.8 Select Review Output from the Options menu. 9 Double-click in the File Name field in the key block to review the .log

file. 10 Perform a Roll Back function. 11 Click in the File Name field again to review the .lis file. 12 Access the NSLDS Transfer Monitoring Form (RNATMNT) form. 13 Note the following.

• Monitor Begin date. • SSN, Last Name, First Name, Birth Date from current FAFSA. • Enrollment Begin Date from parameter 07 or the start date of first

term in the student’s current aid period. • School code from Parameter 06. • Monitor End Date calculated as 90 days from Enrollment Begin

Date. 14 Click the Exit icon.


Page C-8

Extracting Records

Purpose Run the Transfer Monitoring Extract Process (RNRTMNE) to extract records from the Transfer Monitoring Application Form (RNATMNT). Note: The name of the file that is produced is trninfin. This is the School Inform file.

Banner form

Procedure Follow these steps to run the process.

Step Action 1 Access the Transfer Monitoring Extract Process (RNRTMNE). 2 Enter DATABASE in the Printer ID field.



Page C-9

Extracting Records, Continued

Procedure, continued


Req? Parameter Description

Parameter 01: Aid Year Code

Enter the aid year that you have been working with. Example: 0304

Parameter 02: School Code

Enter your 6-digit Pell ID school code.

Parameter 03: Hold Code

Enter the Transfer Monitoring hold code from RTVHOLD.

Parameter 04: Sort Order

Enter N to sort the report in Name order.

Parameter 05: Application ID

Skip. Use this parameter if you were using population selection.

Parameter 06: Selection ID


Parameter 07: Creator ID


Parameter 08: User ID


Parameter 09: Resend TM Inform File Batch ID

Skip. This optional parameter allows you to resend a TM Inform file in the event a file has been lost.

4 Click the Save Parameter Set as checkbox. 5 Select the Submit radio button. 6 Click the Save icon to execute the job. 7 Click the Exit icon.

Note: Transfer the data file from your mainframe to a PC using a binary transfer utility. Once on the PC, these files are transmitted to the Department of Education. The name of the data file created in this process is trninfin. A batch entry will display on the SCT Banner RPIBATC form.


Page C-10

Moving the File

Purpose Use FTP software to move the file to a network or hard drive so that the file can be sent to the Department of Education. Warning: Sungard SCT does not support this software.

Procedure Follow these steps to complete the process. Step Action

1 Locate the trninfin data file created by the RNRTMNE process. 2 Transfer the data file from your mainframe to a PC using a binary

transfer utility. 3 Check with IT personnel for detailed instructions for moving the file.


Page C-11

Transmitting the File for Processing

Purpose Use the Department of Education software or web site to transmit the file for processing. It is critical that this file get transmitted the same day it is created. Warning: Sungard SCT does not support this software.


1 Access the Department of Education software or web site. 2 Initiate the file send process. 3 Locate the trninfin data file from the stored location performed in the

last procedure. 4 Complete the send process. 5 Refer to Department of Education resource documents for specific

instructions regarding the send process.


Page C-12

Moving the File to the SCT Banner Directory

Purpose The NSLDS processor will send School Inform file acknowledgements and Transfer Monitoring Alert files to the school. When a file is received, use FTP software to move the file to the proper SCT Banner directory. Note: Check with IT personnel for the proper SCT Banner directory location. The name of the response file will be trninfop.


1 Access the Department of Education software or web site. 2 Initiate the file receive process for the trninfop data file. 3 Complete the receive process. 4 Transfer the data file from your PC to the proper SCT Banner directory

using a binary transfer utility. 5 Refer to Department of Education resource documents for specific

instructions regarding the receive process.


Page C-13

Loading Data from the Response File into SCT Banner

Purpose Run the Transfer Monitoring Import Process (RNRTMNI) to load data from the response file into SCT Banner. Note: The NSLDS processor returns a file named trinfop Error/Acknowledgment in response to each school Inform file sent to them. The processor also will send Alert files named tralrtop as additional student fund activity occurs.

Banner form

Procedure Follow the steps to run the process.

Step Action 1 Access the Transfer Monitoring Import Process (RNRTMNI). 2 Select DATABASE as the Printer ID.



Page C-14

Loading Data from the Response File into SCT Banner, Continued

Procedure, continued


Req? Parameter Description

Parameter 01: Acknowledge-ment or Alert File

Enter the name of the file(s) to be imported. This is a repeating parameter so that both Acknowledgement files and Alert files can be listed.

Parameter 02: Print Report Option

Enter Y to print the report.

Parameter 03: NSLDS Output Application ID

Enter FINAID as the Application ID.

Parameter 04: NSLDS Output Selection ID

Enter the full name of the TRANSFER_ALERT population selection option to add students from incoming Alert files to a pre-defined population selection.

Parameter 05: NSLDS Output Creator ID

Enter your User ID as the Creator ID.

Parameter 06: NSLDS Output User ID

Enter your User ID.

4 Select the Save Parameters Set as checkbox. 5 Select the Submit radio button. 6 Click the Save icon to execute the job. 7 Click the Exit icon.

Note: The RPIBATC form is updated when School Inform batch acknowledgements are loaded. The RNASLxx form is updated when Alert files are loaded.


Page C-15

Displaying Imported Data

Purpose Use the Student Loan Data System Form (RNASLxx) to display imported data.

Banner form

Procedure Follow the steps to complete the form.

Step Action 1 Access the Student Loan Data System Form (RNASLxx) where xx is

the current year. 2 Enter a Student ID in the ID field. 3 Perform a Next Block function. 4 Review the student data. 5 Click the Exit icon.


Page C-16

Self Check

Question 1 You must create a hold value on the hold Type Validation Form (RTVHOLD) to be used for students whose records are extracted and placed on the Monitor List. True or False

Question 2 Student IDs can be added to the population selection during the Transfer Monitoring Import Process (RNRTMNI) using parameters 02, 06, and 07. True or False

Question 3 Two ways to choose students for Transfer Monitoring by NSLDS are using NSLDS Transfer Monitoring Form RNATMNT and Transfer Monitoring Extract Process (RNRTMNE). True or False

Question 4 Fill in the blank. When extracting records from the Transfer Monitoring Application Form (RNATMNT) a file is produced. What is the name of the file? ________________

Question 5 Select the item with the correct order. a) Transmit the file for processing, move the file to network/hard drive, and

then move the file to the SCT Banner Directory. b) Move the file to network/hard drive, transmit the file for processing, and

then move the file to the SCT Banner Directory. c) Move the file to the SCT Banner Directory, move the file to network/hard

drive, and then transmit the file for processing. d) Transmit the file for processing, move the file to the SCT Banner

Directory, and then move the file to network/hard drive.



Page C-17

Self Check, Continued

Question 6 Fill in the blank. To load data from the response file into SCT Banner, which

forms or processes would you use? ___________________________

Question 7 Display and view imported data on the Transfer Monitoring Import Form (RNRTMNI). True or False


Page C-18

Answer Key for Self Check

Question 1 You must create a hold value on the hold Type Validation Form (RTVHOLD) to be used for students whose records are extracted and placed on the Monitor List. True

Question 2 Student IDs can be added to the population selection during the Transfer Monitoring Import Process (RNRTMNI) using parameters 02, 06, and 07. False; The Transfer Monitoring Import Process loads adapt from the response file into SCT Banner. Student IDs may not be added during this process.

Question 3 Two ways to choose students for Transfer Monitoring by NSLDS are using NSLDS Transfer Monitoring Form RNATMNT and Transfer Monitoring Extract Process (RNRTMNE). False; Use NSLDS Transfer Monitoring Form (RNATMNT) and Transfer Monitoring Extract Process (RNRTMAC).

Question 4 When extracting records from the Transfer Monitoring Application Form (RNATMNT) a file is produced. What is the name of the file? trninfin

Question 5 Select the item with the correct order. b) Move the file to network/hard drive, transmit the file for processing,

and then move the file to the SCT Banner Directory.

Question 6 To load data from the response file into SCT Banner, what forms or processes would you use? RNRTMNI

Question 7 Display and view imported data on the Transfer Monitoring Import Form (RNRTMNI). • False; (RNASLxx) is the form to use.


Page D-1

Section D: Reference

Overview

Purpose The purpose of this section is to provide reference materials related to the workbook.

In this section These topics are covered in this section. Topic Page

Set Up Forms and Where Used D-2 Day-to-Day Forms and Set Up Needed D-3 Forms Job Aid D-4


Page D-2

Set Up Forms and Where Used

Purpose Use this table as a guide to the set up forms and the day-to-day forms that use them. Setup Form Day-to-Day Form(s)

Form Name Code Form Name Code NSLDS Transfer Monitoring Form

RNATMNT Hold Type Validation Form RTVHOLD

Transfer Monitoring Extract Process

RNRTMAC

NSLDS Transfer Monitoring Form

RNATMNT Population Selection Definition Rules Form

GLRSLCT

Transfer Monitoring Extract Process

RNRTMAC


Page D-3

Day-to-Day Forms and Set Up Needed

Purpose Use this table as a guide to the day-to-day forms and the set up forms needed for each.

Day-to-Day Form Set Up Forms Needed NSLDS Transfer Monitoring Form (RNATMNT)

• General Student Form (SGASTDN) • Institution Financial Aid Options (ROAINST) • Population Selection Rules Form (GLRSLCT)

Transfer Monitoring Extract Process (RNRTMAC)

• Same as above


Page D-4

Forms Job Aid

Purpose Use this table as a guide to the forms used in this workbook. The Owner column may be used as a way to designate the individual(s) responsible for maintaining a form.

Form Name Form Description Owner RTVHOLD Hold Type Validation Form GLRSLCT Population Selection Definition Rules

Form

Release Date

This workbook was last updated on 07/06/2005.

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