Financial Aid Processes File Management

You can use this form to manage files in Azure File Storage and place files in the location where specific financial aid processes expect to find the files. The Financial Aid Processes File Management form does not replace processes such as Application Data export/import, Clearinghouse reporting, Mailbox Manager, etc.

Note: Without this form, users cannot upload or download files to Azure Storage due to security restrictions.

The table lists the financial aid processes and search logic for associated file types.

Process Search Logic
1098-T File path: campusDetails.Path1098T
Application Data Search pattern: IDAP, IDNR, IDRE, IDSA, IGCO, IGNR, IGRE, IGSA, IGSG, ISRF, CORE, CORR
Clearinghouse Search pattern: CLR, DV
COD String pattern: COMREC, NCTCMY, CR, PG, PS, IGMR, IGAS, CODRBF, DLPD, DUPLCD, DS, MPN, DLAD, TH,ATSDIS, TSO, SCHMON
CommonLine V4 Ffile path: campusDetails.CommonlineFolderPath;
Enrollment Reporting Search pattern: EFRFLE, EFSFLE
Hope Scholarships Search pattern: FL_, GA, IN; file path = stateReportingFilePath;
NSLDS Reports Search pattern: DELQFF, SHCDRE
Servicer Extract File path: campus.ServicerExportPath;
Transfer Student Monitoring Search pattern: FAHEXT, TRNINF, TRALRT, TSM
V4/V5 Verification Results Export Search pattern: DAT

For more details, see Export and Import File Types.

You can navigate to subfolders under the main EDE path and update the file path in the form. If the File Path for a process has no files displayed in the lower grid, refer to the individual help topics for each process this feature supports and correct the path.

Depending on the process selected, you can:

  • Download files (i.e. for splitting or to retrieve files that need to be sent to different agencies)
  • Upload files
  • Delete files

Note: Some processes only allow downloads, while others allow uploads and deletes.

Prerequisites

You must have:

  • System Administration - Financial Aid File Management

Access Method

Select the Processes tile > expand System Administration > select Financial Aid Processes File Management.

Procedure to Manage Financial Aid Files

  1. Specify the following values:

    CampusClosed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    File ProcessClosed The specific financial aid processes you can select: · 1098-T · Application Data · Clearinghouse · COD · Campus-Based COD · CommonLine V4 · Enrollment Reporting · Hope Scholarships · NSLDS Reports · Servicer Extract · Transfer Student Monitoring · V4/V5 Verification Results Export

  2. Review the File Path details.

    You can select the Browse button and navigate to a different subfolder. You must have a highlighted record in the popup and selected OK for the File Path to be updated.

    When you select a new subfolder:

    • The File Path field will display the newly selected path.

    • The results grid will be refreshed based on the selected path once you select Apply Filters.

  3. Select the Apply Filters button.

  4. Review the files in the Results grid.

    File DateClosed Date and time the file was created in the system.

    File NameClosed Name of the FA File.

    File SizeClosed Size of the FA file.

  5. To download a file to your computer's downloads folder, select the hyperlink on the file name. If you wish to remove a file from the grid, select that file's check box and select Delete in the toolbar.

  6. For any processes you selected that allow uploads, Upload will be enabled within the toolbar. If you wish to upload, select Upload, then Browse to find the file in the correct folder on your computer. Once you select the file, select Upload.

Note: If there is a duplicate file name when you are uploading, a warning message notifies you that a file with this name already exists. You can then remove the existing file with the same name or rename the new file you are attempting to upload. Also, there is a file size upload limitation of roughly 300,000 KB.