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Cal Grant GPA Submission Training – SSN “Making Education Beyond High School Financially Accessible To All Californians.”

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Presentation on theme: "Cal Grant GPA Submission Training – SSN “Making Education Beyond High School Financially Accessible To All Californians.”"— Presentation transcript:

1 Cal Grant GPA Submission Training – SSN “Making Education Beyond High School Financially Accessible To All Californians.”

2 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 ◦High Schools ◦ Webinars ◦Colleges ◦Training Today’s Webinar....

3 Agenda Establishing and Renewing WebGrants Access Accessing WebGrants GPA Calculation Submitting Individual GPA Records Preparing GPAs for Batch Upload Reports Corrections

4 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?

5 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

6 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

7  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

8 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 ed a link to the WebGrants User Account Page ◦The principal will be ed the passcode ◦You must obtain the passcode from your principal to acquire User-ID Access Forms

9 CSAC Technology Help Desk ◦  Status of Access Request Forms  WebGrants Log-in Assistance  Password Reset

10 https://webgrants.csac.ca.gov

11 User Guides Located within the Help link HS Administrator

12 WebGrants Help Menu

13 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

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15 Form located at Click on:  High Schools  GPA Release Form – for students Cal Grant GPA Information Release Form

16 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.

17  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.

18  Please refer to the website for specific instructions on calculating a college GPA.www.csac.ca.gov Reestablished California Community College GPA: Based on completed units Regular California Community College GPA: Based on 24+ completed units

19 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.

20 Have a small number of GPAs to submit? Add the GPAs individually.

21 Submitting GPAs Individually

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23 Select “GO” Select “GO” Enter # of records to add School Code will Auto Populate

24 When adding GPAs individually, only add 10 at a time. The WebGrants system will time out; if the system times out before you click “Submit” the GPAs will not be saved. QUICK TIP

25 Submitting GPAs Individually

26 3

27 Have a lot of GPAs to submit? Use the GPA Upload Process.

28 A. Create text file using your Student Information Management System (e.g. Aeries) B. Use Excel to create your file and upload to WebGrants Data collection Options...

29 Data Collection - Option A Using SIMS

30 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

31 Data File Specifications

32 Data Collection - Option B Using Excel

33 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

34 ◦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

35 You might start with an Excel GPA Spreadsheet that looks something like this:

36 After selecting the entire row, right click and select “Delete” to delete the row.

37 Now the row is gone and all data moved up

38 You must delete all other unnecessary data

39 The 1 st student’s SSN should be in cell A1 Now you are ready to save as Text

40 Save your spreadsheet to your desktop as a text file by choosing – Text (MS-DOS) (.txt)

41 When saving an Excel spreadsheet as text there will be two alert messages, click ‘OK’ for the first message.

42 When saving an Excel spreadsheet as text there will be two alert messages, click ‘Yes’ for the second message.

43 Y Y Y Y Y Y Y Y

44 Now Upload the Text File

45 Step 1 of 3: Upload GPAs Screen First, click on ‘Browse’ to find the file on your desktop. Then, click on ‘Begin Upload’.

46 Your file is being uploaded

47 Step 2 of 3: GPA File Upload Status Screen This screen will identify possible invalid records that will be rejected from the upload.

48 Step 2 of 3: GPA File Upload Status Screen Fix the invalid records before you continue to upload.

49 Print the invalid records (Ctrl + P)

50 Make the necessary correction(s) in the Excel spreadsheet and re-save as a text file to your desktop.

51 Once you’ve corrected the invalid records, begin the upload process again. This time there are zero invalid records! Now click “Submit Records”

52 This screen will appear when you have successfully uploaded your GPA file. Print this screen and the Submitted Records screen. THIS IS THE FINAL SCREEN!

53 WEBGRANTS REPORTS

54 WebGrants Reports GPA Summary Report ◦An accumulative list of GPA records received as of this report date ◦Updated daily ◦Check for GPA submission accuracy

55 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

56 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

57 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

58 To view WebGrants Reports – Click on Data Transfer

59 Select Report Download

60 Choose Acad Year , then use the drop-down menu in the “Report” field to select a report Click GO!

61 Click on ‘Retrieve File’ to view the report

62 Student Summary Report New Comprehensive Report

63 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.

64 Corrections

65 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

66 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

67 Want a copy of this presentation? This presentation is currently available on our website ◦High Schools ◦ Webinars ◦Colleges ◦Training

68 This Concludes the Electronic GPA Submission Training


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