Create Student Update for Financial Aid Window

Before running Create Student Update, make sure you have set your student name choice in the Financial Aid Configuration window. Example

You can choose how the process transfers student data by using either their Campus or Legal name. The default is set to Legal because most federal financial aid processes require a student’s Legal name.

If you are a PowerFAIDS user and choose to transfer student data using Campus Name, the student Name fields are updated, not the Preferred Name.

Using Jenzabar Financial Aid (JFA)

If you use JFA, the Create Student Data collection is based on the Student & Candidate query and the FAM_CreateStudentUpdateAsXML stored procedure. In JFA, the Academic Extract API processes the data pulled from these procedures. We recommend you schedule this process to automatically transfer updates and new records. Custom data elements in JFA can be processed by updating the CUST_FAM_CreateStudentUpdate stored procedure.

Using PowerFAIDS

If you use PowerFAIDS, you can export to the External Data table using settings on the Database Transfer tab.

Data exported to PowerFAIDS is based on the data selections made in Configure Optional Student Data Elements for Transfer. The Student Data Element Map shows you which information is available to be sent and details those that are subject to configuration choices. To complete the data transfer for PowerFAIDS, execute the External Update in PowerFAIDS using their Data Integration Module.

Columns

Your active financial aid system type appears here. If you are using more than one, use the drop-down to select the system you want to export to.

By Individual (JFA only)

By Query

Select the address priority from the drop-down list.

Create Student Update cycles through the address priority list and retrieves the first two address codes stored in the Address Master table for the student. The first address code found is the primary address, and the second address code found is the secondary address.

If the first two addresses in the Address Master table are not the correct priority address, there can be problems with the COD data transfer. The browse button accesses the Maintain Priority Address window, where address priorities are set up and maintained. Review to determine that the first address is the address code you want to send.

If you use PowerFAIDS, the secondary address also depends on the value for Address Type set and the mapping of the J1 Address Type to the PowerFAIDS Address Type.

The browse button accesses the Maintain Priority Address window, where address priorities are set up and maintained.

Select the United States country code (US) from the drop-down list.

Select the academic year that corresponds to the award year for the student update. The years displayed are stored in the Year Term Table.

For JFA users, this column informs which students and candidates to include in the data transfer. It includes any students that have not graduated or withdrawn as of this award year. Any candidates with candidacy records for that year and beyond are also included.

The optional Save XML File checkbox can be used to generate an XML file for individual IDs. You can use the file to review all data that is transferred for troubleshooting purposes, or for instances where you might transfer custom data to meet a temporary need.

Do not use the Save XML option if you selected to run Create Student Update by query. It can cause errors in J1.

For PowerFAIDS users, the POEs to Process section displays the POEs mapped to that academic year.

Use the Export POE Information? checkbox to determine if POE data processed is exported to the financial aid database. By default, the checkbox is selected (Yes).

You may want to stop transferring POE data at the end of a registration period or immediately after your census date and resume sending POE data at the start of a new registration period.

The POEs to Process box displays all POEs in J1 cross-referenced to the selected Academic Year. You can select up to six POEs to process, but you must select at least one POE when Export POE Information? is selected. If you select the Fall POE, then only students with a Fall POE and calculated enrollment information will have POE data selected in Configure Optional Student Data Elements for Transfer.

POE data is transferred only for IDs with data records in the Financial Aid Master table for the selected POEs. Jenzabar recommends that you execute Credit Hours Update/Report before running Create Student Update for Financial Aid to create and update records in the Financial Aid Master table.

Database Transfer Tab (PowerFAIDS Only)

Use this tab to specify information that will allow student data to be transferred from J1 tables into temporary tables in the PowerFAIDS database. The External Update option in the Data Integration module in PowerFAIDS is used to update the permanent PowerFAIDS database with system data. See PowerFAIDS documentation for more information on External Update.

When performing a database transfer to PowerFAIDS, you must select the award year to which the transfer data applies in the Create Student Update for Financial Aid window. The year selected must map to the Academic Year selected; otherwise, the POE IDs will not match and the data will not transfer as expected and may erroneously create new POE records for PowerFAIDS students. For example, if you are working in the 2020–2021 award year in PowerFAIDS, enter 2020 in the Award Year column. If your registrar defines the Academic Year code for the 2020–2021 year as 2021, enter 2021 as the Academic Year, as this will map to the 2020 award year in PowerFAIDS.

PowerFAIDS always uses the lead year of the award year as the award year code. For example, 2020–2021 is stored as 2020.

This column displays all possible values for Award Year in PowerFAIDS.

PowerFAIDS allows students to be grouped into versions (subsets of students). Enter the version to which the transferred students belong. If a student in the transfer does not exist in PowerFAIDS, the student will be created as part of this version.

If you do not use versions in PowerFAIDS, enter "1" in this column. In PowerFAIDS, 1 is the code for All Students.

In order to populate student data into correct versions, you may want to modify your InfoMaker selection query to use the same criteria that PowerFAIDS uses to determine a student's version.

It is highly recommended that this information not be changed. All users must share the same PowerFAIDS Database Connection information in order for most activities in Financial Aid Manager to properly function. If you need to change that information here, that is symptomatic of your machine not having the expected setup.

Default values for the columns in this group box (Database Transfer tab of the Create Student Update for Financial Aid window) are configured on the Financial Aid Configuration window. Click the PowerFAIDS Database Connection button to open the PowerFAIDS Database Connection window.

Data Source Name

User Name

Password

Buttons

The Configure button opens the Data Transfer Configuration window. Use this window to control what data is sent or not sent through Create Student Update.

The OK button begins the process of transferring the data directly to your financial aid system or creating the update file. The progress bar at the bottom of the window indicates the percentage of the update completed. However, if this update is running as part of a scheduled task, the progress bar will not function.

The Cancel button aborts the process.

The Schedule button opens the Process Schedule window and allows you to specify the days and times you want to schedule the Create Student Update process to run automatically. The Schedule button is available for you to use if you have installed the Jenzabar J1 Client Application Services and you have proper security permissions.

How To

All candidates with candidacies as of the selected academic year will be transferred, including those not graduated and withdrawn. The process pulls all possible data regardless of whether a SSN is available for the student to create and update JFA.

1. Open the Create Student Update for Financial Aid window.

2. In the Select Options section, choose the following radio buttons to transfer student data by individual student ID, or by using a specific query.

Example

By Individual

Search and select the student ID you want to transfer. You can select a single student or multiple student IDs. Click the Add ID button and repeat for any additional IDs you want to include. Individual IDs you have added will appear in the ID Numbers to Process section.

By Query

Select the name of the InfoMaker query that will be used to select students whose information will be transferred. Customize a query's selection criteria by clicking the Customize button. When you have completed the changes to the query, return to the prompt window.

3. From the Address Priority drop-down list, select the appropriate address priority code. If you need to add or modify an address priority, click the Browse button to open the Maintain Address Priority window.

4. In the US Citizen Country Code column, enter or use the drop-down list to select the United States country code.

5. In the Academic Year column, enter or use the drop-down list to select the J1 year that maps to the specific Jenzabar Financial Aid (JFA) Award Year in which you are currently working.

An academic year consists of the first (lead) year through the second (trailing) year. Academic year codes are defined by the lead year. If you are working in the 2020-2021 award year in JFA, select the year 2020.

6. Click the Create XML checkbox to create an XML file and choose a location where your file will be saved to. This is helpful to view the transferred data for troubleshooting purposes, or for instances where you might send custom data to meet a temporary need.

7. Click Schedule to open the Process Schedule window and specify the days and times you want to schedule the Create Student Update process to run automatically. The Schedule button is available if you have installed the Jenzabar J1 Client Application Services and you have proper security permissions. You can also click OK to initiate a one-time transfer of the data to Jenzabar Financial Aid.

We strongly recommend using the Schedule option to run this process routinely and keep your data current. When you are ready to begin the next annual academic year/award year cycle, you can stop the process, update the year, and begin again.

You will likely need to partner with other campus offices to confirm that data is complete and ready to transfer. For some data values, this might require certain actions be executed, such as registration. Other data values will be completed in an ongoing manner, such as stage progression in Admissions.

Only candidates or students with an SSN will be transferred to PowerFAIDS. The External Update process in PowerFAIDS provides options to update only records that match an SSN, to create new PowerFAIDS records when an SSN does not match any existing records, or to do both.

Generally, most schools choose to only update records with a matching SSN, but some schools will only create records in PowerFAIDS for accepted candidates in J1. You will need to consider what options are appropriate for your school.

1. If you include POE and POE enrollment data as part of the data you pass to PowerFAIDS, you may need to execute the Credit Hours Update/Report before running Create Student Update for Financial Aid. You should do this when specific POEs are in active registration modes.

2. Open the Create Student Update for Financial Aid window.

3. In the Selection Query column, specify the InfoMaker query that will be used to select students for whom updates will be created. You may customize a query's selection criteria by clicking the Customize button. When you have completed the changes to the query, return to the prompt window.

Depending on the select query you choose to transfer, you might need to modify the data elements you include.

4. From the Address Priority drop-down list, select the appropriate address priority code. If you need to add or modify an address priority, click the Browse button to open the Maintain Address Priority window.

5. In the US Citizen Country Code column, enter or use the drop-down list to select the United States country code.

6. In the Academic Year column, enter or select from the drop-down list the J1 year and term that maps to the specific PowerFAIDS award year in which you are currently working.

7. In the Database Transfer tab:

Enter the PowerFAIDS award year transferred students will belong to in the Award Year column. For example, if you are working in the 2020-2021 award year in PowerFAIDS, enter the year 2020.
In the Version column, enter the version number the transferred students will belong to in PowerFAIDS.
If default values are not present, use the drop-down list to enter the Data Source Name that will enable a connection to the PowerFAIDS database.
If default values are not present, enter a valid User Name and Password that will be used to access the PowerFAIDS database.

8. Click OK to transfer the data to PowerFAIDS.

or

Click the Schedule button to open the Process Schedule window and specify the days and times you want to schedule the Create Student Update process to run automatically. The Schedule button is available if you have installed the Jenzabar J1 Client Application Services and you have proper security permissions.