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Aid Year Rollover College Review List 1
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The following items are required to be completed for the upcoming Aid Year Rollover workshop. Ensure you have reviewed each area and note or have the required items with you. Please refrain from undertaking any 2023-2024 set up on your own. Setup will be performed together at this workshop with SBCTC FA Support staff.
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Note there are tabs on this spreadsheet for each section mentioned on this list should you want to paste the query results there.
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1) Verify that ALL term/session tables have been built for the 2023-2024 Aid Year - You can either go to the Term/Sessions Table page or run the QCS_CS_TERM_SESS_ACAD_CAL_DATE query to confirm terms are built for the 2023-2024 aid year. Please contact your Records and Enrollment office if you don't see them built or you don't have access to the query or the page so they can give you the info.
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Term/Session Table
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Navigation: Nav Bar > Navigation > Set Up SACR > Foundation Tables > Term Setup > Term/Session Table
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Query
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QCS_CS_TERM_SESS_ACAD_CAL_DATE
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2) Review Checklist Items – Review your FA checklists for accuracy and note ones that require an update during Aid Year Rollover. Even-year specific checklists and non-aid year specific checklists start with E. QCS_FA_CHKLST_DESCRP can be ran to get all your FINA checklits and descriptions. CTC_FA_LC_AYRO_CHECKLIST_ITEMS can be ran to get all your checklists that start with E or F.
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Checklist Item Table
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Nav Bar > Navigator > Campus Community > Setup Checklists > Checklist Item Table
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Nav Bar > Navigator > Set Up SACR > Common Definitions > Checklists > Checklist Item Table
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Query
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QCS_FA_CHKLST_DESCRP
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CTC_FA_LC_AYRO_CHECKLIST_ITEMS 
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3) Review Event Definitions – Review your Even-Year assign and waive Event Definitions. CTC_FA_LC_AYRO_3CEVENT_DEFINED query will show Event Definitions for the prompted institution. Filter down to FINA, FINT, and GEN administrative functions to see which financial aid related event definitions need to be reviewed. CTC_FA_LC_AYRO_3C_EVENT_GROUPS query can be ran to make sure all your FA Event Definitions are attached to the FA Security Groups: FASU, FAVU & FAVO
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Event Definition
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Nav Bar > Navigator > Campus Community > 3C Engine > Set Up 3C Engine > Event Definition
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Query
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CTC_FA_LC_AYRO_3CEVENT_DEFINED
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CTC_FA_LC_AYRO_3C_EVENT_GROUPS
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4) Review Budget Items - All Budget Item Categories need to be assessed for accuracy. If 2023-2024 aid year amounts are available, bring them to the workshop. If not, the workshop will provide steps for updating them when they are available. CTC_FA_LC_AYRO_BDGT_ITEM_SETUP query can be ran to review the values for the current aid year.
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Budget Items
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Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Budgets > Budget Items
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Query
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CTC_FA_LC_AYRO_BDGT_ITEM_SETUP
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5) Review FA Item Types- Review your FA item-types for accuracy and note any changes that are needed. Note SF Item Types are NOT aid year specific and will be used in the upcoming aid year. If there is a need for any new Item types, please have them setup prior to this workshop as they will be carried forward into the upcoming aid year during rollover. CTC_FA_LC_AYRO_ITEM_TYPES query can be ran to output your 2023 FA Item Types.
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Financial Aid Item Types
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Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Financial Aid Item Types
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Query
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CTC_FA_LC_AYRO_ITEM_TYPES
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6) Review Packaging Plans - Review your Packaging plans for accuracy and note any changess that are needed. If you are adding item-types to your packaing plans for the 2023-2024 aid year, come with the list of item-types. CTC_FA_PACKAGING_PLANS and CTC_FA_REPACKAGING_PLAN queries can be ran to output a summary of your configuration for the current aid year
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Packaging Plan
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Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Packaging Plan
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Query
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CTC_FA_PACKAGING_PLANS
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7) Review Item Type Rules - Ensure information is correct for all Item Types. Thoroughly review the Checklists/Tracking tab all Checklists, Service Impacts and User Edit Messages tied to the Item Type. CTC_FA_DISB_RULE_CHECKLISTS query can be ran to pull a list of checklists tied to the prompted item-type.
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Define Item Type Rules
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Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Disbursement > Define Item Type Rules
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Query
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CTC_FA_DISB_RULE_CHECKLISTS
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8) Payment Priority – Take an opportunity to review your Item Type Payment Priority with your Student Financials Department. Ensure that the Item Types are being applied in the appropriate order to charges on student accounts. QCS_SF_ITM_TYPE_GL_INTERFACE query can be ran to get a list of your item type configuration on the SF Item Types Set Up SACR pages.
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Item Types
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Nav Bar > Navigator > Set Up SACR > Product Related > Student Financials > Item Types > Item Types
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Query
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QCS_SF_ITM_TYPE_GL_INTERFACE
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Move to Review List 2 tab
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