Using Administrative Self-Service Inquiry Pages

This section discusses how to:

Use self-service activity.
View self-service awarding activity details.
Remove a student in needs review or rejected status.
View self-service batch summary.
View self-service requests.

Page Name	Definition Name	Navigation	Usage
Self-Service Activity	FA_SS_AWD_ACT_INQ	select Financial Aid, then select Awards, then select Self Service Awarding, then select View Self Service Activity, then select Self Service Activity	Identify sequential outcomes of submit activity that occurs in the student's self-service record.
Self Service Awarding Activity Detail	FA_SS_AWD_INQ_SEC	Click the link below the Date/Time field on the Self-Service Activity page.	View self-service awarding activity details. Use this page to view submitted awards and the award status for each career's awards for historical or audit purposes.
Self Service Batch Summary	FA_SS_BATCH_INQ	select Financial Aid, then select Awards, then select Self Service Awarding, then select View Batch Summary, then select Self Service Batch Summary	View the total number of students processed in a batch and a breakdown of the number of students processed by self-service status.
Self Service Awarding Batch Detail	FA_SS_BATCH_DTL1	Click the numeric link with the corresponding status on the Self Service Batch Summary page.	View self-service awarding batch detail.
Self Service Awarding Batch Activity Detail	FA_SS_AWD_INQ_SEC2	Click the student ID link on the Self Service Awarding Batch Detail page.	View a specific student's self-service awarding activity detail as part of a batch run.
Self Service Awarding Batch Error	FA_SS_BATCH_ERROR	Click the Error Code link on the Self Service Awarding Batch Detail page.	View the error code with the corresponding message.
Request Counselor Action	FA_SS_AWD_REQ_INQ	select Financial Aid, then select Awards, then select Self Service Awarding, then select View Self Service Requests, then select Request Counselor Action	Used by financial aid personnel to process the administrative requests submitted by the students.
Self Service Activity by Status	FA_SS_AWD_ACT_INQ	select Financial Aid, then select Awards, then select Self Service Awarding, then select View Self Service Status, then select Self Service Activity by Status	Identify students by self-service status for which additional action might be warranted. You can access self-service activity by status by specifying a particular status in the search dialogue page. Select the student whom you want to review. Click the link below the Date/Time field to view the Self Service Awarding Activity Detail page.

Access the Self-Service Activity page (select Financial Aid, then select Awards, then select Self Service Awarding, then select View Self Service Activity, then select Self Service Activity).

Image: Self-Service Activity page

This example illustrates the fields and controls on the Self-Service Activity page. You can find definitions for the fields and controls later on this page.

Field or Control	Definition
Sequence	Indicates the chronological order of the student's self-service activity. You can update the student's self-service status using the Status field that corresponds with the highest sequence. For example, if the status is `Needs Review` or `Rejected,` fix the underlying problem, repackage as necessary, and change the status.
Date/Time	Displays the date and time of the self-service action. Click a link to access the Self Service Awarding Activity Detail page.
Status	The processing option that you selected on the Awarding Options setup page affects the status. If you select Batch, the outcome is `Pending Update` until you run the batch process. After you run the batch process, the outcome can be `Successful,` `Successful w/Adjustments,` `Revised Package,` `Rejected,` or `Needs Review.` If you select Real Time, the outcome is `Successful,` `Successful with Adjustments,` `Rejected,` or `Needs Review.` The status values are: `Needs Review:` The system cannot process one of the student's awards. The system does not post the changes. If errors occur while the system is processing an award, the result is a `Needs Review` status. The system displays the awards as view only and the Accept and Decline check boxes are not available to the student. The student should submit an administrative request to see a financial aid counselor. `New Package:` No previous self-service activity occurred and the student is eligible to receive awards. The student can accept, decline, or reduce any or all of the awards that are currently available. `Pending Update:` The student submitted the award acknowledgement. The student can revisit this page to determine the acknowledgement, changes, or both are accepted. The student can still make changes in his or her existing package if the status is `Pending Update:` The student does not see the revised, reduced, or updated award amounts on the Financial Aid - Disbursement Schedule page until the batch process has been run. `Rejected:` The system cannot process the student's acknowledgment, adjustments, or both. The system does not post the changes. If errors occur during initialization and setup, the result is a `Rejected` status. All awards are rejected. The system displays the awards as view-only and the Accept and Decline check boxes are not available to the student. The student should submit an administrative request to see a financial aid counselor. `Revised Package:` After a student submits an award acknowledgment, this status indicates that the financial aid staff revised the student's financial aid package since the student last submitted a transaction. The student can accept, reduce, or decline any or all of the awards that are currently available. `Successful:` The system successfully processed the acknowledgement, changes or both submitted by the student. `Successful with Adjustment:` The system successfully processed the student's award acknowledgment, but made adjustments to one or more awards. If the student reduced one or more awards below the minimum amount allowed, the system adjusts the awards to the minimum amount and returns this status.

Field or Control

Definition

Sequence

Indicates the chronological order of the student's self-service activity. You can update the student's self-service status using the Status field that corresponds with the highest sequence. For example, if the status is Needs Review or Rejected, fix the underlying problem, repackage as necessary, and change the status.

Date/Time

Displays the date and time of the self-service action.

Click a link to access the Self Service Awarding Activity Detail page.

Status

The processing option that you selected on the Awarding Options setup page affects the status. If you select Batch, the outcome is Pending Update until you run the batch process. After you run the batch process, the outcome can be Successful, Successful w/Adjustments, Revised Package, Rejected, or Needs Review. If you select Real Time, the outcome is Successful, Successful with Adjustments, Rejected, or Needs Review.

The status values are:

Needs Review: The system cannot process one of the student's awards. The system does not post the changes. If errors occur while the system is processing an award, the result is a Needs Review status. The system displays the awards as view only and the Accept and Decline check boxes are not available to the student. The student should submit an administrative request to see a financial aid counselor.

New Package: No previous self-service activity occurred and the student is eligible to receive awards. The student can accept, decline, or reduce any or all of the awards that are currently available.

Pending Update: The student submitted the award acknowledgement. The student can revisit this page to determine the acknowledgement, changes, or both are accepted. The student can still make changes in his or her existing package if the status is Pending Update: The student does not see the revised, reduced, or updated award amounts on the Financial Aid - Disbursement Schedule page until the batch process has been run.

Rejected: The system cannot process the student's acknowledgment, adjustments, or both. The system does not post the changes. If errors occur during initialization and setup, the result is a Rejected status. All awards are rejected. The system displays the awards as view-only and the Accept and Decline check boxes are not available to the student. The student should submit an administrative request to see a financial aid counselor.

Revised Package: After a student submits an award acknowledgment, this status indicates that the financial aid staff revised the student's financial aid package since the student last submitted a transaction. The student can accept, reduce, or decline any or all of the awards that are currently available.

Successful: The system successfully processed the acknowledgement, changes or both submitted by the student.

Successful with Adjustment: The system successfully processed the student's award acknowledgment, but made adjustments to one or more awards. If the student reduced one or more awards below the minimum amount allowed, the system adjusts the awards to the minimum amount and returns this status.

Use the Self Service Awarding Activity Detail page to view a student's award amounts and award statuses that resulted from a self-service award acknowledgment submission.

If an error occurs during real-time processing, the error link is available next to the status for the award that did not pass validation or posting. When you click the link, the system displays the message text for the error code.

If a self-service transaction results in a Needs Review or Rejected status, you can update the status for the most current transaction. If you are processing in real time, click the date/time stamp to view the Activity Detail page. If the Error link is available, click it to determine why the system set the status to Needs Review or Rejected.

If the error was caused by setup data, adjust the setup data and set the status to Pending Update on the Self-Service Activity page. Instruct the student to submit the acknowledgement again.

If the error was caused by award edits or the error link is unavailable, repackage the student. This sets the self-service status to Revised Package the next time the student accesses the self-service page. Instruct the student to submit the acknowledgement again.

If you are processing in batch mode, access the Batch Summary page and click the numeric link to access students with a Rejected or Needs Review status. Click the Error Code link to determine the error. After you resolve the problem, access the Self-Service Activity page and set the status to Pending Update. Run the batch process again.

The Self-Service Batch Summary page displays the date and time that the batch process was run as well as the operator ID. It records the number of students processed and the number of students by self-service status. You can click the numeric link to identify the students with the corresponding status. If you set the Background Errors Allowed field to 1 on the Financial Aid Defaults page, the system ends the batch process when it encounters a single student who receives either a Needs Review or Rejected status.

The system also stores student IDs for each of the students processed. The sequence number for the corresponding self-service activity record (SS_FA_STDNT_HDR) is stored as a cross-reference. The system stores the item type, academic career, and error code that caused the package to fail (Rejected or Needs Review). When an error occurs, the system sets the package to Rejected or Needs Review without needing to process succeeding awards in the package. If the error is a data setup problem, then the system omits the item type and populates only the error code field. The administrator can review the package that resulted in either the Rejected or Needs Review status.

Access the Administrative Requests page. Use this page to process administrative requests submitted by the student.

Field or Control	Definition
Seq Nbr (sequence number)	The chronological order of the student's self-service activity.
Request Type	The student requested `Change Request,` `Meeting Request,` or `Withdraw Application.`
User ID	The person who performed the action.
Status	Select `Canceled,` `Closed,` `Open,` `Pending,` or `Updated.`
Action Taken	Select `Cancel Aid,` `Meeting,` `No Action,` or `Repackage.`

Using Administrative Self-Service Inquiry Pages

Pages Used to View Administrative Self-Service Activity

Use Self-Service Activity

Viewing Self-Service Awarding Activity Details

Removing a Student in Needs Review or Rejected Status

Viewing Self-Service Batch Summary

Viewing Self-Service Requests