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Loading and Managing PROFILE Records

Before you begin loading applications, define all PROFILE data load parameters and set up your run control options using the Financial Aid Run Controls page. This section discusses how to:

Note: Oracle supports the CSS / Financial Aid PROFILE File Layout (with corresponding school year) for PROFILE data received from the College Board.

Note: Oracle supports two academic years of PROFILE data loads.

Page Name

Definition Name

Navigation

Usage

Load Records

SFA_PF_RUNCNTL

select Financial Aid, then select File Management, then select PROFILE Import, then select Load Records, then select Load Records

Import PROFILE records into the database.

Load Summary

SFA_PF_IN_LOAD

select Financial Aid, then select File Management, then select PROFILE Import, then select Load Summary, then select Load Summary

From the PROFILE Staging Table, view the load status and other details of each record of a PROFILE load instance.

Suspense Management

SFA_PF_SUSP_CNTRL

select Financial Aid, then select File Management, then select PROFILE Import, then select Suspense Management, then select Suspense Management

Process suspended or skipped PROFILE records.

Every time the PROFILE Load process is run, all records are inserted into the PROFILE Staging tables. Depending on your Search/Match, Add Level, and Suspense Level Rules, the student's record is inserted into either the Institutional Application (IM) tables or managed through the PROFILE Suspense Management component. As an example, your school may only admit 60 percent of those students who actually list your School Code on the PROFILE application. Instead of loading every student who has listed your school code on the PROFILE application, you can load only those students officially admitted.

Access the Profile Load page (select Financial Aid, then select File Management, then select PROFILE Import, then select Load Records, then select Load Records).

Image: PROFILE Load Records

This example illustrates the fields and controls on the PROFILE Load Records. You can find definitions for the fields and controls later on this page.

PROFILE Load Records

Field or Control

Definition

Load Option

Select the Load Option.

  • Load Only — Select this option to only load the specified PROFILE files. No suspended or skipped records are reevaluated for loading.

  • Recycle Only — Select this option to only reevaluate suspended PROFILE records for loading.

  • Load and Recycle — Select this option to both load the specified PROFILE files and reevaluate suspended PROFILE records.

  • Load Unprocessed — Select this option to load all Unprocessed PROFILE records in the PROFILE Staging table. This skips records with a status of "Error Encountered."

Add Action

Select the action to be taken for rows that can be loaded.

  • Add New Record Only — Add ONLY new PROFILE records into the system; do not overwrite existing PROFILE records.

  • Overwrite Existing Record — Add new PROFILE records into the system AND update existing PROFILE records.

Run Option

Select one of the following:

  • Single: Load only a single XML file

  • File List: If you have multiple XML files to load, you can combine them into a single load instance by using File List.

    Create a .TXT file that includes a list of the multiple XML files you want to load and their corresponding source path. The PROFILE Import process reads the .TXT file and searches for the listed XML files using the path defined in the file list. If an error is found for a file in the list file, the PROFILE Import process loads the previous files into the database and then stops processing. The files after the file in error are not processed. Use the message log to view the files that the system loaded successfully or unsuccessfully as well as any corresponding error messages.

    Note: The Process Monitor can display the run status as Success even when a problem occurs with the load process. To determine whether all files in a file list were successfully processed, open the date-stamped list file and verify that its content does not reflect an error in processing.

Note: Each PROFILE XML file must have a unique file name. If you attempt to load a record with a duplicate file name, the PROFILE load process fails.

The PROFILE Load Summary component displays the load status and other details of each record of the file selected to review from the PROFILE Staging Table.

Access the PROFILE Load Summary (select Financial Aid, then select File Management, then select PROFILE Import, then select Load Summary , then select Load Summary).

PROFILE Batch Detail Records tab

Image: PROFILE Load Summary page, Batch Detail Records tab

This example illustrates the fields and controls on the PROFILE Load Summary page, Batch Detail Records tab. You can find definitions for the fields and controls later on this page.

PROFILE Load Summary page, Batch Detail Records tab

Field or Control

Definition

CSS ID

Displays the unique identifier assigned to student by the PROFILE system.

Load Status

Displays the Load Status of the record.

  • Unprocessed — Record is loaded to PROFILE Staging table but is not loaded to Inst App tables.

  • Suspended — Record failed Search/Match or PROFILE Add Level load rules.

  • Processed — Record is loaded to application table.

  • User Delete — PROFILE Application Record has been deleted by the user.

  • Discarded — Record is not loaded because it is a Noncustodial PROFILE or Registration Only record.

  • Skipped — Record meets Search/Match and PROFILE Add Level load rules, but there is an existing record and the load parameter is "Add New Record Only" or the Review Status is Complete on the Packaging Status Summary.

  • Error Encountered — Scenarios in which status is set include: Data Load Parameters not set, missing or mismatched Aid Year, SSN invalid, SQL Error, and invalid data in Search/Match fields. Status can be set by user manually when an errant record is identified on the PROFILE XML file.

Student's Admit Level

Displays the student's admit level as associated with Academic Program Statuses in the Defining Application Processing Options, Working with Applications, Reviewing Admit Level Associations page.

The values are:

  • 5 - Accepted/Continuing

  • 4 - Admitted

  • 3 - Applied/Pending

  • 2 - Inactive

  • 1 - Has Not Applied

Application Type

Displays the PROFILE Application Type

  • Domestic PROFILE

  • Noncustodial PROFILE

  • Registration Only record

  • International PROFILE

Student Record Type

Displays the CSS Student Record Type

  • Original Data

  • ACR (Additional College Request)

  • Duplicate Record

Update Status to Error

Click this button to set the Load Status from Unprocessed to Error Encountered. Records with a Load Status of Error Encountered can be skipped during subsequent PROFILE Load attempts.

Student Information tab

Image: PROFILE Load Summary page, Student Information tab

This example illustrates the fields and controls on the PROFILE Load Summary page, Student Information tab. You can find definitions for the fields and controls later on this page.

PROFILE Load Summary page, Student Information tab

Field or Control

Definition

National ID

For United States students, displays the Social Security Number. For non-United States students, displays the student's country and National Identifier or default National Identifier.

Field or Control

Definition

Dependency Status

Displays Dependent or Independent

Field or Control

Definition

Financial Aid Status
  • First-time – Either a first-time applicant entering student or a first-time applicant, continuing student

  • Renewal Applicant — Continuing student

Load Information tab

Image: PROFILE Load Summary page, Load Information tab

This example illustrates the fields and controls on the PROFILE Load Summary page, Load Information tab. You can find definitions for the fields and controls later on this page.

PROFILE Load Summary page, Load Information tab

Field or Control

Definition

Suspend Reason
  • Student ID not Found– No student met the specified Search/Match Rules criteria

  • Student not at Load Level – Student ID found, but student is not at the designated Admit Level.

  • Non-Unique Student ID Found – More than one student meets the Search/Match criteria.

  • ManualLoad Status set to Suspended manually by the user

  • FA Term Not Built– At least one FA Term record for the corresponding Year does not exist.

  • Packaging CompletedStudent's Aid Processing Status is Packaging Completed

Field or Control

Definition

Skip Reason
  • Final Review Flag Set — Review Status is Complete

  • Student Already Exists — PROFILE Load encountered a matching ID despite the Add Action = Add New Record Only; therefore, the student is suspended.

  • Student Not at Suspend Level — Student fails Suspend Level rule.

  • Manual—- Load Status set to Skipped manually by the user

Alternate Institution

Displays the Alternate Institution for PROFILE records that were deleted by the user (status of User Delete) and reloaded (status of Processed) to a different Institution than was originally loaded.

PROFILE Staging Table Data tab

This tab displays links to view PROFILE data as it is received from the College Board.

Image: PROFILE Load Summary page, PROFILE Staging Table Data

This example illustrates the fields and controls on the PROFILE Load Summary page.

PROFILE Load Summary page, PROFILE Staging Table Data

Access the Profile Suspense Management Records page (select Financial Aid, then select File Management, then select PROFILE Import, then select Suspense Management, then select Profile Suspense Management).

Image: PROFILE Suspense Management Records page

This example illustrates the fields and controls on the PROFILE Suspense Management Records page. You can find definitions for the fields and controls later on this page.

PROFILE Suspense Management Records page

Use the PROFILE Suspense Management Records page to review and manage unmatched, unprocessed, and deleted PROFILE records.

Field or Control

Definition

Alternate Institution

Enter an Alternate Institution code to reload a user-deleted PROFILE record (Load Status is User Delete) into the Institutional (IM) Application tables with a new Institution value.

See Deleting PROFILE Records.

Load Status

Displays the current status of the record. If the Load Status is Skipped or Suspended, the field can be updated. If the status is Discarded or User Delete, the field is view only.

Note: If you update the Load Status to Discarded, the Load Status cannot be updated again.

Add Profile

Select this radio button and click the Process button to load a suspended PROFILE record into the application table.

Note: Selecting Add Profile supersedes any Profile Routing Control setup. Add Profile always adds the student into the Institutional Application tables. Even if the student fails Search/Match, because the Add Profile option is selected, the student is added into the Institutional Application tables with a new system-generated ID.

Note: Please refer to the decision matrix after the attribute descriptions for this page to see how the ID, ID Lock, Add Profile, and Recycle attributes work together.

Recycle

Select this radio button and click the Process button to have the PROFILE records reconsidered by the PROFILE load process using the Profile Routing Control setup.

Note: Selecting Recycle always calls Search/Match. If Search/Match fails, then the "Search/Match No Match Action" defined in the Profile Routing Control is interrogated to determine the next step:

If "Allow Add if Eligible", a new ID is created if the student meets the criteria for adding a new record.

If "Suspend", the student's record remains in the Suspense Management table.

Note: Please refer to the decision matrix after the attribute descriptions for this page to see how the ID, ID Lock, Add Profile, and Recycle attributes work together.

Process button

After selecting the Add PROFILE or Recycle radio button, click this button to invoke a real-time action to load the PROFILE record into the Institutional Application (IM) tables.

Add Action

Select the action to be taken for rows that can be loaded.

  • Add New Record Only — Add ONLY new PROFILE records into the system; do not overwrite existing PROFILE records.

  • Overwrite Existing Record — Add new PROFILE records into the system AND update existing PROFILE records.

ID

Select the ID to use to load the PROFILE record into the application tables.

Note: Please refer to the decision matrix after the attribute descriptions for this page to see how the ID, ID Lock, Add Profile, and Recycle attributes work together.

ID Lock

Select this check box after the selecting the ID to force the PROFILE load process to use the ID as the matching person.

Note: Please refer to the decision matrix after the attribute descriptions for this page to see how the ID, ID Lock, Add Profile, and Recycle attributes work together.

Max Match Level Found

Displays the highest Search Match Level rule that was met for this PROFILE record.

General Information

Click this link to display general information about the student.

FNAR Messages

Click this link to display FNAR messages.

Search/Match

Click this link to access the Person Search Match page and search for a student ID to match to the PROFILE record.

The following table is a decision matrix explaining the results of different combinations of the ID, ID Lock, Add, and Recycle attributes on this page.

ID

ID Lock

Add

Recycle

Treatment

blank

unchecked

selected

not selected

Call Search/Match. Assign record new ID if no match found. Record added.

blank

unchecked

not selected

selected

Call Search/Match. Based on PROFILE Routing Control parameters, record added or suspended. If added, assign new ID if no match found.

blank

checked

selected

not selected

Search/Match not called. Assign record new ID, warning given. Record added.

blank

checked

not selected

selected

Search/Match not called. Based on PROFILE Routing Control parameters, record added or suspended. If added, assign new ID, warning given.

not blank

unchecked

selected

not selected

Warning given before calling Search/Match. Record assigned new ID if no match found. Record added.

not blank

unchecked

not selected

selected

Warning given before calling Search/Match. Based on PROFILE Routing Control parameters, record added or suspended. If added, record assigned new ID if no match found.

not blank

checked

selected

not selected

Search/Match not called. Record added with specified ID.

not blank

checked

not selected

selected

Search/Match not called. Based on PROFILE Routing Control parameters, record added or suspended. If added, record assigned with specified ID.