Washington State Board for Community
and Technical Colleges
R2T4
Processing
2015
FA ERP Support
Processing R2T4
Contents
Mass Assign F03 Service Indicator.......................................................................................................2
Part 1 .............................................................................................................................................2
Part 2 .............................................................................................................................................4
Review Students - Queries ..............................................................................................................5
Manually Assign F05 Service Indicator ................................................................................................7
Mass Release F03 Service Indicator .................................................................................................. 11
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Mass Assign F03 Service Indicator
Part 1
This process will assign a service indicator to a batch of students if they potentially qualify for a
federal or state repayment. The query identifies students who have completely withdrawn, have a
loaded ISIR, and has a Pell, SEOG, Stafford Loan, PLUS, Perkins Loan, TEACH grant, and/or any item
type listed on the State Repayment setup table. In addition, the disbursed amount for the selected
item type(s) is greater than zero, a F03 Service Indicator does not exist, and the student does not
already have a completed R2T4 and/or state repayment worksheet.
Navigation: Main Menu > Campus Community > Service Indicators > Person > Mass Assign
Enter New or Existing Run Control ID
Enter the following:
–
–
–
–
–
–
–
Selection Tool = PS Query
Query Name = CTC_FA_WITHDRAWN_F03_SVC_IND
Institution
Service Indicator Code = F03
Reason = FATIV
Start Term = Desired Term for the Service Indicator to be applied to
Enter Term = Desire Term for the Service Indicator restriction to end
Click Edit Prompts and enter the following:
–
–
–
Institution
Aid Year
Term
Click Preview Selection Results – Choose a desired student to preview
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Edit Prompts
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Part 2
The steps to assign the Service Indicator remain the same. The only change for Part 2 will the query
used for the process.
CTC_FA_UNOFFICIAL_WITHDRAWN
The query for this process should ONLY be use after grades are posted. It will assign the Service
Indicator to student who are enrolled, but did not earn any units.
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Review Students - Queries
The queries below will support the repayment process. Run the queries using Query Viewer.
Navigation: Main Menu > Reporting Tools > Query > Query Viewer
Enter Query Name
Click Search
Click the Excel link
Enter the appropriate prompt values, depending on which query is run.
1.) Use the following query to review students who have the F03 Service Indicator:
CTC_FA_NEED_R2T4_WKSHT
2.) Use the following query to pull related information (Item Type amounts, drop date,
grades, last date of attendance, R2T4 complete date if they have been marked as
complete, and Review Status) for students who officially withdrew:
CTC_FA_WITHDRAWN_AID_AWARDS
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3.) Use the following query to identify students who may qualify for a post withdrawal
disbursement. The query will select students who either do not have any awards posted
to the award page OR has a Pell, SEOG, Stafford Loan, PLUS, Perkins Loan, TEACH grant,
and/or any item type listed on the State Repayment setup table with accepted amount
greater than zero but have not been disbursed, have been enrolled at one point in the
quarter and are no longer enrolled:
CTC_FA_POST_WITHDRAWN
4.) This query provides additional information to use while creating the R2T4 worksheet.
Various data includes, Academic Load, Award Descriptions, Offered, Accepted,
Authorized and Disbursed amounts. In addition it has Student Record update date,
Drop Date, Grade, and Last Date of Attendance for students who are enrolled but didn’t
earn any units:
CTC_FA_WITHDRAWN_UNOFF_AID_AWD
5.) The following query allows users to pull the Last Date of Attendance for a specific
student by term:
CTC_FA_LDA_BY_STUDENT
Once the R2T4 worksheet has been completed either in PeopleSoft or via the
paper worksheet, the aid will need to be adjusted. (*Remember to authorize
and disburse adjusted aid)
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Manually Assign F05 Service Indicator
Navigation: Main Menu > Campus Community > Service Indicators (Student) > Manage
Service Indicators
Enter the Student ID and click Search
Choose – “Academic” link for the student
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From the Manage Service Indicators page ensure the Institution field reflects your institution.
Click the “+” icon to add a new Service Indicator
From the Add Service Indicator page enter the following:
– Institution
– Service Indicator Code = F05
– Service Ind Reason Code = See Example List (Below)
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Use the Look Up Tool to choose the Service Indicator Reason Code:
If more than one Reason Code
applies a Service Indicator can be
created for each Reason Code
Remember to add a Comment that
will be viewable on the “View
Financial Aid Status” page. Include
explanation of actions taken as well
as repayment information.
Enter the following information in the Effective Period Section:
Start Term = Desired Term
End Term = Desired Term
(Start and End Dates can be used as well)
Click OK
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Mass Release F03 Service Indicator
Navigation: Main Menu > Service Indicators > Person > Mass Release
Enter New or Existing Run Control ID
Enter the following:
–
–
–
–
–
Selection Tool = PS Query
Query Name = CTC_FA_WAIVE_R2T4_SRV_IND
Institution
Service Indicator = F03
Reason = FATIV
If a specific term was used in for the Start and End Term codes to mass assign the service
indicator enter that code in the Start Term and End Term fields.
If a date range was used then enter the dates for the Start Date or End Date fields.
Click Edit Prompts and Enter the following:
– Institution
– Active Term
– Aid Year
Click Preview Selection Results to select a student to review
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