Professional Documents
Culture Documents
Packaging
2002-2003
303 H
Table of Contents
Record Descriptions.............................................................................................................................1-1
Overview................................................................................................................................................1-1
Instructions.............................................................................................................................................1-2
Import External Add Record Description..............................................................................................1-3
Import External Change Record Description.........................................................................................1-4
Requirements..............................................................................................................................1-4
Import Change Field Numbers Record Description...............................................................................1-5
Import Add Fund Amounts Record Description....................................................................................1-6
Requirements..............................................................................................................................1-6
Export Record Description.....................................................................................................................1-7
Packaging Import External Add Record Layout....................................................................................1-8
Packaging Import External Change Record Layout.............................................................................1-15
Packaging Import Change Fields.........................................................................................................1-17
Packaging Import Add Funds Amount Record Layout........................................................................1-24
State/Country Jurisdiction Codes.........................................................................................................1-26
Packaging Setup...................................................................................................................................2-1
Overview................................................................................................................................................2-1
System Setup..........................................................................................................................................2-2
Academic Year Profile...........................................................................................................................2-4
Fund Maintenance..................................................................................................................................2-6
Packaging Remaining Need Dialog Box................................................................................................2-8
Award Methodology...............................................................................................................................2-9
Budgets.................................................................................................................................................2-12
User Defined Formulas........................................................................................................................2-14
SAP Values...........................................................................................................................................2-15
Document Tracking (Global)...............................................................................................................2-16
Overview
Schools have the ability to manipulate their Packaging database with an
external import function. This function lets you add or modify records in
the Packaging module of EDExpress by importing External Add,
External Change, and Add Funds records from an external system. For
example, you may find the need to import packaging data into EDExpress
from your school's system via an external add file.
You can also export packaging data out of EDExpress. Once you have
packaged your students, you can upload the information to your
disbursement system. Packaging import record layouts are provided in this
section, and an export layout can be printed from EDExpress. A brief
description of each layout is on the following pages.
This document provides you with instructions and record layouts for
interfacing your own software with EDExpress for packaging.
Questions regarding issues on interfacing your school's system with
EDExpress should be directed to CPS/WAN Technical Support at
800/330-5947.
Requirements
The following two requirements must be addressed when building your
Packaging change record:
• The Social Security Number (SSN) on the change record must be for a
student who already exists on the Packaging database.
• Fields that are Display Only cannot be updated through import change.
Requirements
The following two requirements must be addressed when building your
packaging funds record:
• The Social Security Number (SSN) on the funds record must be for a
student who already exists on the Packaging database.
• The Fund Code in the import file must already exist in the Packaging
Fund Maintenance Setup.
Any fund amount listed in the import file is added to the student record. If
a fund code already exists on a student record and the import file contains
another add record for that code, the fund is added to the student record
and appears twice on the Awarded Fund screen. For example, if a student
has a Subsidized Stafford loan amount of $2,000 and a file is imported
containing an additional Subsidized Stafford of $1,000, two loans show on
the Awarded Funds screen for this student. The original loan still reads
$2,000 and the additional loan is awarded for $1,000, resulting in a $3,000
total Subsidized Stafford Loan.
Field # Start End Field Field Name Valid Field Content Justify
Position Position Length
8 52 86 35 Permanent 0-9 Left
Mailing Address Uppercase A-Z
. (Period)
, (Comma)
' (Apostrophe)
- (Dash)
# (Number)
@ (At)
% (Percent or care of)
& (Ampersand)
/ (Slash)
Space(s)
Can be Blank
9 87 102 16 Student's 0-9 Left
Permanent City Uppercase A-Z
. (Period)
, (Comma)
' (Apostrophe)
- (Dash)
# (Number)
@ (At)
% (Percent or care of)
& (Ampersand)
/ (Slash)
Space(s)
Can be Blank
10 103 104 2 Student's Uppercase A-Z Left
Permanent State Valid postal code from
State/Country/Jurisdiction table
Can be Blank
11 105 113 9 Student's 000000000 to 999999999 Right
Permanent Zip Can be Blank
Code
12 114 123 10 Student's 0000000000 to 9999999999 Right
Permanent Can be Blank
Phone Number
Field # Start End Field Field Name Valid Field Content Justify
Position Position Length
13 124 158 35 Local Address 0-9 Left
Uppercase A-Z
. (Period)
, (Comma)
' (Apostrophe)
- (Dash)
# (Number)
@ (At)
% (Percent or care of)
& (Ampersand)
/ (Slash)
Space(s)
Can be Blank
14 159 174 16 Local Address 0-9 Left
City Uppercase A-Z
. (Period)
, (Comma)
' (Apostrophe)
- (Dash)
# (Number)
@ (At)
% (Percent or care of)
& (Ampersand)
/ (Slash)
Space(s)
Can be Blank
15 175 176 2 Local Address Uppercase A-Z Left
State Valid postal code from
State/Country/Jurisdiction table
16 177 185 9 Local Zip Code 000000000 to 999999999 Right
17 186 195 10 Local Phone 0000000000 to 9999999999 Right
Number
Field # Start End Field Field Name Valid Field Content Justify
Position Position Length
18 196 196 1 College Grade 0 = 1st year undergraduate/never Left
Level attended college
1 = 1st year undergraduate/attended
college before
2 = 2nd year
undergraduate/sophomore
3 = 3rd year undergraduate/junior
4 = 4th year undergraduate/senior
5 = 5th year/other undergraduate
6 = 1st year graduate/professional
7 = Continuing graduate/professional
or beyond
19 197 200 4 Academic Year 0-9 Left
Profile Code Uppercase A-Z
Valid Academic Year Profile code
defined in Setup
20 201 201 1 Dependency I = Independent Left
Status D = Dependent
Can be Blank
21 202 205 4 Budget Code Valid Budget Code defined in Setup Left
Can be Blank
22 206 210 5 EFC 00000 to 99999 Left
Blank = None calculated
23 211 211 1 Verification Uppercase A-Z Left
Status Code Contain only:
V = Verified
W = Without Documentation
Blank
24 212 212 1 Student is Y, N, or * Left
Selected for
Verification
25 213 217 5 Parent -99999 to 99999 Right
Contribution
Field # Start End Field Field Name Valid Field Content Justify
Position Position Length
26 218 225 8 Total Income -99999999 to 99999999 Right
27 226 226 1 Enrollment 1=Full time Right
Status Term 1 2=3/4 time
3=1/2 time
4=Less than 1/2 time
5=Not Enrolled
28 227 227 1 Enrollment 1=Full time Right
Status Term 2 2=3/4 time
3=1/2 time
4=Less than 1/2 time
5=Not Enrolled
29 228 228 1 Enrollment 1=Full time Right
Status Term 3 2=3/4 time
3=1/2 time
4=Less than 1/2 time
5=Not Enrolled
30 229 229 1 Enrollment 1=Full time Right
Status Term 4 2=3/4 time
3=1/2 time
4=Less than 1/2 time
5=Not Enrolled
31 230 230 1 Enrollment 1=Full time Right
Status Term 5 2=3/4 time
3=1/2 time
4=Less than 1/2 time
5=Not Enrolled
32 231 231 1 Housing Plans 1 = On-campus Left
2 = Off-campus
3 = With parent(s)
Can be Blank
33 232 233 2 SAP Indicator Valid SAP code defined in Setup Left
Can be Blank
34 234 234 1 Default Status Y = In Default Left
Indicator N = Not in Default
Z = Override
Field # Start End Field Field Name Valid Field Content Justify
Position Position Length
35 235 235 1 Interested in Y = Yes Left
Employment? N = No
Can be Blank
36 236 236 1 Interested in Y = Yes Left
Student Loans? N = No
Can be Blank
37 237 238 2 Student's State Uppercase A-Z Left
of Legal Valid postal code from State/Country
Residence table
Can be Blank
38 239 240 2 Parents' State of Uppercase A-Z Left
Legal Residence Valid postal code from State/Country
table
Can be Blank
39 241 241 1 Borrower Based 1 = Yes Left
Indicator Blank = No
40 242 249 8 Transaction Format is CCYYMMDD Right
Processed Date 20020101 to 20031231
41 250 250 1 Simplified 1 = Yes Left
Needs Indicator 0 = No
42 251 255 5 Pell COA 00000 to 99999 Right
Can be Blank
43 256 260 5 Pell EFC 00000 to 99999 Right
44 261 261 1 Automatic Zero Y = Yes, EFC set to zero based on Left
EFC income criteria
Blank = Flag not set
45 262 262 1 Update Demo Y = Yes, update demo record Left
Record Flag Blank = Do not update demo record
46 263 263 1 Prior Degree? 1 = Yes, Student has prior degree Left
0 = No, Student does not have prior
degree
47 264 264 1 Pell Eligibility 1 = Yes, Student is Pell Eligible Left
Flag Blank = No, Student is not Pell
Eligible
48 265 272 8 Application Format is CCYYMMDD Left
Received Date 20020101 to 20031231
Field # Start End Field Field Name Valid Field Content Justify
Position Position Length
49 273 273 1 Low Tuition 0 or Blank Right
1 = $0
2 = $1-216
3 = $217-433
4 = $434-649
50 274 279 6 Aggregate 000000 to 999999 Right
Subsidized
Loan Amount
51 280 285 6 Aggregate 000000 to 999999 Right
Unsubsidized
Loan Amount
52 286 291 6 Aggregate 000000 to 999999 Right
Perkins Loan
Amount
291 Total Bytes
**=These codes are used for student’s mailing state only. They are not valid for state of legal residence
or driver’s license state.
Overview
To access the Packaging Setup screens, choose the Tools option from the
menu bar. Choose Setup, Packaging. Setting up the Packaging functions
in EDExpress includes looking at the following areas:
• System Setup
• Academic Year Profile
• Fund Maintenance
• Packaging Remaining Need Dialog Box
• Award Methodology
• Budgets
• User-Defined Formulas (Optional)
• SAP Values (Optional)
• Document Tracking
Code. A 4-character field used to identify the AYP. You create the code
using any combination of A-Z, 0-9.
Default. Tells EDExpress if this is the AYP you are using most often for
your students. Only one AYP can be the default.
Title. A 25-character description of this AYP. Create this description using
any combination of keyboard characters. Give the AYP an easily
recognizable name, such as Full Year Students or In-State Dependent
Students.
Pell Grant Formula. Lists the 6 possible Pell Grant formulas. If your
school has programs that use more than one Pell Grant formula, you must
create multiple AYP profiles.
Program Proration Percentage. This is required for Pell Grant formulas
2, 4, and 5. This field is disabled for formulas 1, 3, and 6.
Your Answer
Your Answer
Your Answer
Minimum Need. Enter the minimum remaining need amount for awarding
this fund.
Maximum Need. Enter the maximum remaining need amount for
awarding this fund.
Award Amount. Enter the amount of this fund that you will award based
on the Minimum and Maximum Need range.
Please note that Remaining Need is optional for Packaging.
User-Defined Budget
Amounts
00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A
00000 to 99999 N/A
The SAP Code listing is unlimited; you can create as many SAP values as
you choose.
SAP Code. A 2-character field EDExpress uses to identify the code. Use
characters A-Z, 0-9, +, -, *, #, .,’, %, <, or >.
No PKG Flag? Determines if students who have been assigned this value
are packaged.
SAP Description. A 50-character title for this SAP value. Use characters
A-Z, 0-9, +, -, *, #, .,’, %, <, or >.
System Setup
Question Possible Answer Default Answer Your Answer
Total Number of Award Letters to be 1 – 99 2
Printed per Student?
Maximum Number of Award Letters 1 – 99 5
to be Sent per Student?
Award Letter Type O, N N
Allow Imported Pell EFC to be Checked/Not Checked Checked
Modified?
Packaging Results Default Status O, A A
Priority Deadline Date Type A, P, R, U P
User-Defined Date Name See Online Help in N/A
Packaging System
Setup
Use Low Tuition? Checked/Not Checked Not Checked
Default Housing Plans 1-3 2
Default Your
Question Possible Answer Answer Answer
Total Number of Award Letters to be 1 – 99 2
Printed per Student?
Maximum Number of Award Letters 1 – 99 5
to be Sent per Student?
Award Letter Type O, N N
Allow imported Pell EFC to be Checked/Not Checked Checked
modified?
Packaging Results Default Status O, A A
Priority Deadline Date Type A, P, R, U P
User-Defined Date Name See Online Help in N/A
Packaging System
Setup
Use Low Tuition? Checked/Not Checked Not Checked
Default Housing Plans 1-3 2
Default
Question Possible Answer Answer Your Answer
Fund Code 8 Characters (A-Z, 0-9, +, -, *, #, .) N/A
Fund Description 25 Characters (Any Keyboard N/A
Character)
Aid Type See Detail N/A
Do not remove if Checked/Unchecked Not Checked
unpackaged?
Remaining Need Minimum Need/Maximum N/A
Need/Award Amount
Criteria All Non-Parameter Packaging Queries N/A
Beginning Balance 00000000-99999999 N/A
Adjustment to Beginning 00000000-99999999 N/A
Balance
Funds Awarded 00000000-99999999 N/A
Current Balance 00000000-99999999 N/A
Default
Question Possible Answer Answer Your Answer
Fund Code 8 Characters (A-Z, 0-9, +, -, *, #, .) N/A
Fund Description 25 Characters (Any Keyboard N/A
Character)
Aid Type See Detail N/A
Do not remove if Checked/Unchecked Not Checked
unpackaged?
Remaining Need Minimum Need/Maximum N/A
Need/Award Amount
Criteria All Non-Parameter Packaging Queries N/A
Beginning Balance 00000000-99999999 N/A
Adjustment to Beginning 00000000-99999999 N/A
Balance
Funds Awarded 00000000-99999999 N/A
Current Balance 00000000-99999999 N/A
Your Answer
Your Answer
Your Answer
Your Answer
Your Answer
Your Answer
Your Answer
Your Answer
Your Answer
Default
Question Possible Answer Answer Your Answer
Code 10 Characters N/A
(A-Z, 0-9, +, -, *, #, .)
Year 9 Characters N/A
(0-9, -)
Description 50 Characters N/A
(A-Z, 0-9, +, -, *, #, .)
Criteria Any Defined Global N/A
Queries
Automatic Request Checked / Not Not Checked
Checked
Required For Checked / Not Not Checked
Packaging Checked
Required For Checked / Not Not Checked
Verification Checked
Comment Codes Valid Comment Codes Blank