Transcription
DegreeWorks FACTSTraining SessionDeborah HairstonMelanie Lombardi- GoldenRachel SabbYan Chiu-MunizYvonne Venezia
Presentation Objectives Review DegreeWorks - the University’s enterprise-wide web- basedacademic advising and graduation audit system. Review FACTS - the CUNYfirst Financial Aid Eligibility & Certification andTracking System evaluates and post State Aid. Propose “Best Practice Strategies” required to maintain and support thesesystems. Questions and Answers.2
DegreeWorks Key Functions Academic Advisement Audit: processes students’ academic and coursehistory information against degree requirements as defined in the collegecatalog. Advisors’ Notes: record action items or recommendations. Exceptions: process substitutions and waivers. Reports: aggregate data on students, advisors and staff usage. What-if Major Transfer What-If Integrated with other applications: Schedule Builder, Excelsior and FACTS3
Timeline for DegreeWorks/FACTS Nightly Extract The data load process timeline is saved to the shared drive. The i951 CUNYfirst extract begins at 10 pm DegreeWorks loads begin after i951 completes FACTS load begins after DegreeWorks load completes FACTS extract sent to CUNYfirst after FACTS load completes Data is updated every 24 hours4
DegreeWorks AuditLet’s take a look DW default header. Has STU EMPLID, Name,Degree, Major and the Last Audit date which tellswhen the audit was last updatedAudit header which contains the students PreferredName, Legal Name, EMPLID, # of Transfer Credits thestudent may have brought in, the students’ AcademicStatus, Student Groups and students’ CumulativeGPA.5
DegreeWorks Audit cont.6
DegreeWorks Audit cont.7
DegreeWorks Audit cont.8
DegreeWorks Audit cont.9
DegreeWorks Audit cont.10
FACTS Key Functions Admin ViewAdministrator’s View: Financial Aid Transcript - current & historical academic and course eligibility indicator.11 Provide an override function to modify eligibility and certification codes and processwaiver (s). Includes a matrix on student’s academic and financial aid data useful when advisingand certifying students. Tracks students’ declaration and change of majors, minors, concentrations. Snapshots, Progress and Pursuit and Frozen Record. Tracks good academic standing - GPA, progress and pursuit rules. Reports – generate data on results and facilitate outreach via email. FACTS results transmitted through the FAP Enrollment file and certification code savedonce transmitted from HESC Remittance file.
FACTS Admin View Audit12
FACTS Admin View Audit: STU Search13
FACTS Admin View: Welcome Page14
FACTS Admin View: Current Eligibility Summary15
FACTS Admin View: Current Eligibility Details16
FACTS Admin View: FACTS Overrides17
FACTS Admin View: FACTS Overrides cont.18
FACTS Admin View: Outline of Eligibility19
FACTS Admin View: Outline of Eligibility20
FACTS Admin View: Outline of Eligibility21
FACTS Admin View: FACTS Transcript FACTS Transcript Current22
FACTS Admin View: FACTS Transcript FACTS Transcript Current23
FACTS Admin View: FACTS Transcript FACTS Transcript History24
FACTS Admin View: FACTS Transcript FACTS Transcript History cont.25
FACTS Admin View: FACTS Transcript FACTS Transcript History cont.26
FACTS Admin View: FACTS Transcript FACTS Transcript History cont.
FACTS Admin View: FACTS Transcript FACTS Transcript History cont.28
FACTS Admin View: FACTS Transcript FACTS Transcript History cont.29
FACTS Audit: FACTS History Eligibility History30
FACTS Audit: FACTS History Eligibility History cont.31
FACTS Audit: FACTS History History of Majors & Minors32
FACTS AdminView: Helpful Links and Logout33
FACTS Reports Using Crystal Reports34
FACTS Key Functions – Student’s ViewFACTS Financial Aid Audit: Student’s academic and financial aid history processed against the TAP regulationsand determines their eligibility each semester. Academic course eligibility for aid based on DegreeWorks coding of degreerequirements and academic policies. Audit displays TAP eligibility indicator; any course not meeting degreerequirements flagged as “Not Eligible” for aid. Facts eligibility indicator determine if the TAP award gets applied to the student’sbill. Tracks course eligibility for aid as student’s academic program changes.35
FACTS Audit Student’s ViewStudents must agreeto a DisclaimerThe dropdown menudoes not include thehistory tabStudent can see details butdoes not have permissionto enter waivers andoverrides36
Review of DegreeWorks Data Values used in FACTS DegreeWorks: FACTS uses data from DegreeWorks Name, transfer credits, degree, major, minor, concentration,course enrollment, SEEK/CD To determine course eligibility for the term, FACTS reviews thestudent’s DegreeWorks Audit The FACTS course eligibility algorithm looks at the courseenrollment and determines if a course is eligible based onfinancial aid rules Repeats (5), Mingrade Requirements, Electives, WN grades,Winter session courses in Spring The courses are flagged as eligible or ineligible in FACTS (Y/Nindicator) ) Scribing in DegreeWorks is key!!37
Other Student Data Used in FACTS HESC (Higher Education Services Corporation) &UAPC (University Applications Processing Center) Uses Payment Roster and prior term certification to determineTAP points Saves certification code from finalized certification roster FACTS: Waivers/Overrides are used to set student as eligible orineligible Progress/Pursuit and Beneficial Placement is determined inFACTS38
I951/DGW/FACTS Process flow1.2.3.4.CUNYfirst sends extracts to DGW and FACTSDGW/FACTS picks up extractsDGW loads, then FACTS loadsFACTS sends nightly extracts to CUNYfirst with studentTAP and APTS eligibility for the current term and thepast two terms5. FACTS extract files are loaded to CUNYfirst6. Packaging calculates anticipated aid by usingcomprehensive file from HESC, student level data,enrollment, program information, and FACTSeligibility7. Student's TAP (State Aid) eligibility and anticipated aidare applied39
CUNYfirstCUNYfirst DegreeWorks/FACTSextracts (i951) include:1) DegreeWorks/FACTS extracts DGW Student data FACTS Student data FACTS GPA/credits earned2) DegreeWorks Course extractSource: HESC/UAPCPayment RosterFinalized Cert. rosterTumbleweedCUNYfirst DegreeWorks / FACTS / FAPTAP Eligibility Data FlowDegreeWorks andFACTS loadsFACTS extractwith eligibilitydataDegreeWorksDGW DBFACTS DBFACTS extractwith eligibilitydata
CUNYfirst TAP Certification Data Flow1. Data loaded to CF with student's TAP (State Aid)eligibility and anticipated aid2. Payment Roster from HESC (via UAPC) loaded to CF(511A)3. CF TACT file is produced from CF and sent to UAPC(511C)4. Certification is finalized and sent to HESC (same asprocess is today via WYLBUR and UAPC)5. Final certification roster is produced6. Comprehensive file HESC is loaded to CF41
CUNYfirst TAP Certification Data FlowPayment Roster (511a)PaymentRosterHESCFinalizedRostersTACT file (511c)UAPCFinalizedCertificationRosterWYLBUREditor to makechanges toeligibilityCUNYfirstPackaging criteria setsanticipated aid comprehensive file program information FACTS Enrollment data Program requirementsDegreeWorksFACTSTAP eligibility
Initial TAP Award 43After Payment Roster is loaded TAP applied to Student’s record in CUNYfirst
1. APTS file is sent from HESC to CUNYfirst2. UAPC sends PTAID file to CF (all student with college onFAP for the term) and it is loaded and run (511E)3. CF runs APTS Outbound Interface (511F) and it is sent toUAPC4. UAPC loads information to FAP5. UAPC sent file to HESC (via FAP and UAPC)6. HESC sends APTS payment recon file to UAPC and UAPCsends file to CF. APTS Payment Recon Inbound (511D)44
CUNYfirst APTS Certification Data FlowIn/Out APTS file - eligibleHESCHESC Certified APTSCUNYfirstAPTS final certifiedPackaging criteria setsanticipated aid comprehensive file program information FACTS Enrollment data APTS Supplementapplication form Program requirementsDegreeWorksFACTS eligibility45
UAPC - Processing TAP/APTS with CUNYfirst CUNYfirst TAP process Processing incoming Payment RostersCertification and the TACT fileFinalizing the rosters for certification on WYLBURProcessing incoming Comprehensive filesOpening CRM tickets to load Payment Roster CUNYfirst APTS process Processing the preliminary file of APTS recipients Students certified in CUNYfirst Opening a CRM ticket to process APTS certification46
FACTS Overview Let’s take a Look
CUNY Login SSO48
Multi College Access49
CUNYFirst50
FACTSWelcome Page Includes a link to thestudent view CurrentEligibility Also can navigateusing tabs at the top51
FACTS cont’dAdmin ViewDisplays summary ofcurrent eligibility with alink to eligibility detailsCurrent Enrollmentdisplays courses, creditsequated credits, TAPeligibility, TAP degreecredits, certificationstatus and waiver status52
FACTS Admin Details ViewAdmin View (Details) Displays eligibility overviewin header, header isdisplayed on all pages Displays eligibility status forthe term, ‘Eligible’ in greenwith checkmark Administrators may add awaiver/override to set thestudent as eligible orineligible for TAP or APTS53
FACTS Admin Details View Cont’dAdmin View (Details) Displays General Financial Aidguidelines in one box Displays detailed TAP, APTS,and other scholarship andaward financial aid guidelines If student is eligible, box will begreen and display ‘Eligible’message with greencheckmarks for the rules If student is ineligible, box willbe red, ‘Not eligible’ messagewill be displayed, and thefailed rules will be marked witha red ‘X’ icon54
Eligibility HistoryAdmin View (Eligibility History) This page displays the header and aneligibility history chart. The chart is a snapshot of variousfinancial aid eligibility data for thecurrent term and five prior terms.55
History of Majors and MinorsAdmin View (History ofMajors and Minors) This page displays theheader and the history ofmajors, minors andconcentrations.56
FACTS Transcript The FACTS transcript provides an overview of the TAP/APTS eligibilityhistorically by term, with a focus on the course eligibility The header is displayed at the top The course history appears from go-live term forward. With coursesflagged as eligible or ineligible Courses are the same as in DegreeWorks – scribing is key! Waivers/overrides and certification history is displayed by term, ifavailable There are two types of FACTS transcripts: current and frozen Current FACTS transcript displays eligibility at the time the transcript isviewed57
FACTS Transcript cont’d The Frozen FACTS transcript is key to tracking certification history Preset ‘snapshot’ dates are Post-final Grades and Pre-first Day, 1st dayof classes, Last day to Add/Drop, Census Date, and a frozen FinancialAid Certification Enrollment Status Date the roll-over, and whenfinalized certification roster is received On these dates the student’s data is frozen in the database. Thesefrozen transcripts are used to track a student’s eligibility The frozen transcripts also displays all financial aid guideline details(from the Eligibility Details page) at the time the data was frozen The frozen Financial Aid Certification Enrollment Status Date transcriptis used as the certification transcript. This data is frozen prior to rollover. Only waivers/overrides may be granted in this file. This is sentto FAP.58
FACTS Current TranscriptCurrent Transcript Displays header at the top Lists course eligibility forcurrent term Shows current eligibility As of go-live term, ifstudent had receivedwaiver or override, itwould display here If student was certified, itwould display here59
FACTS Course Not Eligible60
FACTS Frozen TranscriptFrozen Transcript Select frozen transcript from dropdown menu at the top Displays header information andeligibility summary from date of freeze Admin view allows forwaivers/overrides on Financial AidCertification Eligibility Status Transcriptonly to be used for final certification61
FACTS Frozen Transcript cont’dFrozen Transcript Displays course eligibility,waivers/overrides and certificationby term General Financial Aid, TAP, APTS,awards and scholarship guidelineeligibility This is the same information that isdisplayed in Eligibility Details page butdata is as of the freeze date62
CUNYfirst Student Data Used in FACTS These values are passed as Y/N indicators to FACTS. The logicis built into the CUNYfirst DegreeWorks /FACTS extractprogram Ability to Benefit ATB checklist ATB Student Group Transfer Student Readmitted/Reinstated Student Student with a disability (3C/PREG student group) Cumulative GPA and credits earned (used to determineAcademic Progress in FACTS)63
Review of CUNYfirst Data Values ATBNavigation: Records and Enrollment Career andProgram Information Student Groups
Review of CUNYfirst Data Values cont’d FACTS Ability to Benefit Table65
Review of CUNYfirst Data Values cont’d Transfer Student – this is loaded to FACTS from CUNYfirst66
Review of CUNYfirst Data Values cont’d Readmitted/Reinstated Student – loaded to FACTSfrom CUNYfirst67
Review of CUNYfirst Data Values cont’d Disabled student – PREG student group68
Review of CUNYfirst Data Values cont’d Cumulative GPA69
Review of CUNYfirst Data Values cont’d Cumulative Credits70
Other Student Data Used in FACTS HESC/UAPC Uses Payment Roster and prior term certification to determine TAPpoints Saves certification code from finalized certification roster FACTS: Waivers/Overrides are used to set student as eligible or ineligible Progress/Pursuit and Beneficial Placement is determined in FACTS71
Commitment for Ongoing Success Outstanding Issues in FACTS Ability to Benefit - using checklists TAP Points – adding points from comprehensive file Data discrepancies between DGW and FACTS – full data loads twice a week Planning for DegreeWorks dynamic refresh upgrade, FACTS will also updatedynamically Link to DegreeWorks audit from FACTS Updated reporting solution for DegreeWorks and FACTS72
Questions & Answers73
Review of DegreeWorks Data Values used in FACTS DegreeWorks: FACTS uses data from DegreeWorks Name, transfer credits, degree, major, minor, concentration, course enrollment, SEEK/CD To determine course eligibility for the term, FACTS reviews the student [s DegreeWorks Audit The FACTS course eligibility algorithm looks at the course
