View source for For Financial Aid

= EAS Financial Aid Setup =

== Financial Aid items ==

EAS Applications, Web Aid editing is how these are modified.

The type and typesequen fields are used to order the presentation of the items.

The title and descript fields are usually abbreviated versions of what appears in the Calendar.

Criteria are derived from the Calendar entry. 

Requires is intended to indicate the additional materials or statements needed for the item.

Finaidid is the link to the CrossRoad item. This means that all the items must exist in CrossRoad prior to being added in Web Aid.

FORMFIELD is a name for the html field. These must be unique.

SUBFIELDOF and PARENTOF is allows the specification of parent and child awards; currently King's has none of these.

Requirefld specifies fields that must be present when this award is selected. Most common are statements (OTHER:nameofstatement), financial information (FININFO:NONEED!~FININFO:SAVINGS). Note that these are preceded by the section of the application, are in a tilde delimited list, and a ! means that it absent.

== Need Workbook ==

These are kept in u:\crossroad\needform and have the year inserted in the name.

The last two tabs are data exchange tabs. Data should have all but the extra row numbers blanked out.

The following tabs need to have updated values added each year:

Tuition, Fees, Books
Moderate Standard of Living
Minimum Student Contributions
Childcare
Return Transportation
Allowable Monthly Costs

Assessment form contains all the formulas. Should there be a calculation required the change should be made in the first data column and copied across.

== Enabling Applications ==

EAS Applications, Release Editing, change the following to the appropriate values:

FINAID.REL -- two CrossRoad standard date in a tilde delimited list as the start and end of the application period. 01/02/2016~31/03/2016~
FINAPPNM.REL - The name for the financial aid application.
FINSTMT.REL -  a pipe (|) and tilde delimited lists of possible statements. The left of the pipe is the field name; the right is the html description.
FINTAB.REL - a list of the Tabs and icons associated with the tabs of the financial aid application.

CHECKLST.REL - FIN2016/17~
StuMenu.rel - FIN2016/17~

EAS Applications, HTML Editing, update the following to the appropriate values:
FinApp.htm - Financial aid application head note.
FinDecl.htm - Declaration for the financial aid application.
FinExp.htm - note explaining our use of PoA values in our calculations.

= EAS Financial Aid Receiving =

== Match ==

Match File# fills in the Entcode field. The match process assists with this, but the number can manually be filled in if necessary.

== Print/File and Move ==

The applications are next to be printed and moved. The printing is to a PDF; the move is taking the data from the application and moving it into CrossRoad. In that process the financial need file is exported.

The resulting PDFs should be a) copied to a temporary folder for consolidation and b) filed in CrossRoad.

== Import to Need Workbook ==

Financial Need data should be copied from the resulting needfile.csv. This goes onto the final tab of the workbook at the bottom of the list. Duplicates are highlighted in RED (usually these are due to a student revising his/her application); because of the large number of linked formulas, it is best to copy and paste all the data up over the first of the duplicates rather than deleting that row.

The CSV file should be date stamped after import.

= EAS Financial Aid Need Importing =

The Financial Need Workbook calculates the need values for each student. This needs to be audited for errors (such as incorrect province codes, or non-numeric in numeric fields).

Once these are fixed, then the data on the NeedToCr tab needs to be sent to a CSV file. That file is imported into the need2cr.dbf (need2cr.ntx) table. That table then needs to have its values overwrite those in scholars.dbf.

= Consolidated PDFs =

The copies of the applications for consolidation can be merged into a single pdf (using a PDF merge tool). The arrangement of these should be in a useable order.

Alternatively, it would also be possible to place these documents into a SharePoint folder for use during meetings. I suggest a separate library so that searching can be isolated to that library.