Presentation on theme: "Cal Grant GPA Submission Training – SSN “Making Education Beyond High School Financially Accessible To All Californians.”"— Presentation transcript:
Cal Grant GPA Submission Training – SSN “Making Education Beyond High School Financially Accessible To All Californians.”
Phones are muted If you have any questions during the presentation, please use the Q & A feature to the right of your screen. This presentation is currently available on our website www.csac.ca.gov ◦High Schools ◦2013-14 Webinars ◦Colleges ◦Training Today’s Webinar....
Agenda Establishing and Renewing WebGrants Access Accessing WebGrants GPA Calculation Submitting Individual GPA Records Preparing GPAs for Batch Upload Reports Corrections
GPAs can be submitted in batches or individually WebGrants has built-in edits to catch errors Confirmation that GPAs have been accepted Access to Reports More secure than US Mail Faster than completing paper GPA forms Students are awarded sooner Free! – Save your school or student the cost of postage Why use WebGrants to submit GPAs?
WebGrants Access Request forms ◦www.csac.ca.gov Click on: High Schools or Colleges WebGrants Request for System Administrator Access Request for Security Agreement Establish a WebGrants Account
System Administrator’s Access Request Form Used to add, renew or delete administrators access to the WebGrants system Must be signed by administrator requesting access and the principal Without principal signature, access cannot be granted The college Access Request form is similar
Must be completed and sent along with the System Administrator Access Form Must be signed by administrator requesting access and the principal Without signatures, access cannot be granted The college Security and Confidentiality form is similar
Forms should be sent by mail; Keep a copy for your records WebGrants access must be renewed: ◦every other year for high school users ◦every year for college users Once your forms are processed: ◦The System Administrator will be emailed a link to the WebGrants User Account Page ◦The principal will be emailed the passcode ◦You must obtain the passcode from your principal to acquire User-ID Access Forms
CSAC Technology Help Desk ◦ 888-294-0148 ◦firstname.lastname@example.org Status of Access Request Forms WebGrants Log-in Assistance Password Reset
Provided for high schools who’s policy requires permission prior to GPA submission A Form for students to take home Explains California Information Privacy Act of 1977 Requires a parent and student signature Social Security Number To be returned to high school and retained Cal Grant GPA Information Release Form
Form located at www.csac.ca.gov Click on: High Schools GPA Release Form – for students Cal Grant GPA Information Release Form
Calculating Cal Grant GPAs FOR HIGH SCHOOL SENIORS THAT HAVE FOR HIGH SCHOOL SENIORS THAT HAVE NOT GRADUATED Use grades from sophomore year through summer after junior year only – No senior year courses. Do Not include grades from P.E., ROTC, or Remedial Courses (as defined by the school). Failing grades not retaken prior to the senior year must be included. Calculate the GPA’s on a 4.00 scale – Weighted GPAs over 4.00 will not be accepted.
Use grades from sophomore year through senior year. Do Not include grades from P.E., ROTC, or Remedial Courses (as defined by the school). Failing grades not retaken must be included. Calculate the GPA’s on a 4.00 scale – Weighted GPA’s over 4.00 will not be accepted.
Please refer to the www.csac.ca.gov website for specific instructions on calculating a college GPA.www.csac.ca.gov Reestablished California Community College GPA: Based on 16-23 completed units Regular California Community College GPA: Based on 24+ completed units
TIP DON’T WAIT! - GPA’s can be uploaded right now. Establish a WebGrants account. Check on your existing WebGrants account status – You may need to reset your password. Send GPA Information Release Form home with students with a deadline for return. Refer to the WebGrants User Guides on the GPA upload process.
Have a small number of GPAs to submit? Add the GPAs individually.
Convenient if you will be submitting GPAs for your entire senior class. Use your SIMS to export the necessary data into a text file then upload the information to WebGrants. The text file must meet file specifications in order to upload successfully. File specifications are available in WebGrants within the Help Menu. Option A
If you will be collecting many GPA Information Release forms from students over time, Option “B” might be a good choice. You can save an Excel spreadsheet to your computer and add student data as you receive Release forms. Then in February (right before the deadline), upload your file all at once. Your Excel spreadsheet must be saved as a text file and must meet file specifications in order to upload successfully. Option B
◦When using Excel to create your GPA file, you must first format all cells as text. To do this: ◦First, click on the corner cell between “1” and “A” to highlight all cells ◦Next, right click to choose “Format Cells” ◦Then, select “Text” in the Number tab ◦Last, Click “OK” Format Cells As Text
You might start with an Excel GPA Spreadsheet that looks something like this:
After selecting the entire row, right click and select “Delete” to delete the row.
WebGrants Reports GPA Summary Report ◦An accumulative list of GPA records received as of this report date ◦Updated daily ◦Check for GPA submission accuracy
WebGrants Reports School of Origin Report ◦An accumulative list of student’s from your campus that are offered a Cal Grant Award ◦Becomes available beginning March 1 st ◦Produced weekly, a fresh report is available each Monday ◦Lists student’s name and date of birth only ◦Does not list award type or award amount
WebGrants Reports New Student Summary Report ◦Students application/award status GPA Summary Report & School of Origin combined into this one comprehensive report ◦Refreshed nightly, However, award status information will only update weekly starting January ◦Compare this report to your records checking for possible errors ◦Remind students to complete their FA application
WebGrants Reports Financial Application no GPA Report ◦Lists students that have completed a FAFSA or Dream Act application, but no GPA has been submitted ◦Helps you to identify students that may have been overlooked in your GPA submission
To view WebGrants Reports – Click on Data Transfer
Student Summary Report New Comprehensive Report
Review the GPA Reports the following business day after your submission. Compare the GPA Reports to your records verifying that you submitted correct information. SSNs and GPAs are sometimes keyed incorrectly and delay the student from being awarded.
Corrections Corrections can only be made by CSAC representatives. Request corrections as soon as possible. Corrections must be sent in writing on school letterhead, and must include: ◦Explanation of Situation ◦Incorrect Information vs. Correct Information ◦SSN, GPA, School Code & Grad Date ◦Your contact information
Corrections Example of SSN Correction Letter: ◦Address letter to Cal Grant Operations ◦Explain that incorrect SSN was submitted ◦List incorrect SSN and correct SSN ◦List the GPA, School Code & Grad Date ◦List your contact information
Want a copy of this presentation? This presentation is currently available on our website www.csac.ca.gov www.csac.ca.gov ◦High Schools ◦2013-14 Webinars ◦Colleges ◦Training
This Concludes the Electronic GPA Submission Training QUESTIONSemail@example.com