Presentation on theme: "Cal Grant GPA Submission Training – Non-SSN"— Presentation transcript:
1 Cal Grant GPA Submission Training – Non-SSN California Student Aid CommissionCal Grant Operations“Making Education Beyond High School Financially Accessible To All Californians.”
2 Today’s webinar . . . . 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 websiteHigh SchoolsWebinarsCollegesTraining
3 Agenda Establishing and Renewing WebGrants Access Accessing WebGrants GPA CalculationPreparing GPAs for Batch UploadSubmitting Individual GPA RecordsReports
4 Why use WebGrants to submit GPAs? GPAs can be submitted in batches or individuallyWebGrants has built-in edits to catch errorsConfirmation that GPAs have been acceptedAccess to ReportsMore secure than US MailFaster than completing paper GPA formsStudents are awarded soonerFree! – Save your school or student the cost of postage
5 Establish a WebGrants Account WebGrants Access Request formsClick on:High Schools or CollegesWebGrantsRequest for System Administrator AccessRequest for Security Agreement
6 System Administrator’s Access Request Form Form is used to add or delete administrators access to the WebGrants system.Form must be signed by administrator requesting access and the principal of the school.Without principal signature access cannot be granted.The college Access Request form is similar
7 Security and Confidentiality Agreement Form must be completed and sent with the System Administrator Access Form.Form is to be signed by administrator requesting access and the principal of school.The college Security and Confidentiality form is similar
8 WebGrants Access Forms Forms should be sent by mail; Keep a copy for your recordsWebGrants access must be renewed:every other year for high school usersevery year for college usersOnce your forms are processed:The System Administrator will be ed a link to the WebGrants User Account PageThe principal will be ed the passcodeYou must obtain the passcode from your principal to acquire User-ID
9 Access Forms 888-294-0148 email@example.com CSAC Technology Help DeskStatus of Access Request FormsWebGrants Log-in AssistancePassword Reset
13 California Student Aid Commission Calculating GPAsCalifornia Student Aid Commission
14 For high school seniors that Have Calculating Cal Grant GPAsFor high school seniors that Havenot graduatedUse 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.
15 Calculating Cal Grant GPAs For high school graduates Use grades from sophomore year through summer after 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 GPAs on a 4.00 scale - GPAs over 4.00 will not be accepted.
16 Calculating Cal Grant GPAs For College StudentsPlease refer to the website for specific instructions on calculating a college GPA.Reestablished California Community College GPA:Based on completed unitsReestablished GPAs are not accepted for Dream Act applicantsRegular California Community College GPA:Based on 24+ completed units
17 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.
18 California Student Aid Commission Data in ExcelCalifornia Student Aid Commission
19 Non-SSN GPA Excel Template Data in ExcelNon-SSN GPA Excel TemplateClick on the Tools link in the upper right-hand corner to view tools.
20 Non-SSN GPA Excel Template Data in ExcelNon-SSN GPA Excel TemplateScroll to the bottom of the page then right-click on the Excel Non-SSN GPA Template link to open and save the Excel Template.
21 Non-SSN GPA - Excel Template Note: When the template is first opened you may need to enable the Macros in Excel.Worksheet can be re-named
23 Data CollectionCreate a text file using your Student Information Management System (Aeries)Export the necessary data from your system into a text file then import the data into the Non-SSN Excel template.
24 Excel Template with Sample Data Data in ExcelExcel Template with Sample Data
25 Data in Excel After the data has been entered in Excel: Saving the DataAfter the data has been entered in Excel:Save the Excel sheet to a desired location.Save the data as a text file.We are now ready to upload the text file.
26 Data in Excel Saving data as Text Click on the View tab. Then click on the Macros button to bring up the Macros window.
27 Saving Excel data as text file Data in ExcelSaving Excel data as text fileOnce the Macro window pops-up, scroll down and select the StartDataTools Macro .Click on the Run button to bring up the startup window.TIP: Bring up the startupwindow using a shortcut enter: “Ctrl+Shift+E”
28 Saving Excel data as text file – cont. Data in ExcelSaving Excel data as text file – cont.An opening screen will appear for 5 seconds thenThe save as pop-up box will appear, click the “Save As Text File”.In the drop down list select the data sheet name then click the Save button.
29 Saving Excel data as text file – cont. Data in ExcelSaving Excel data as text file – cont.Save the text file to the same location as the Excel document.A confirmation message will let you know that the file has been saved.Exit out of the save menu and Excel.
30 Data in Excel View of Text File Sample data in Text format. Data is position specific.
31 WebGrants Screens Getting to the GPA menu Click on the WebGrants link to get to the GPA menu.Click to get to the GPA menu
32 Access to Non-SSN GPA Screen WebGrants ScreensAccess to Non-SSN GPA ScreenAccess to Non-SSN GPA Screen
34 Upload Non-SSN GPAs Screen WebGrants ScreensUpload Non-SSN GPAs ScreenClick the “Browse” button to search for saved text document.
35 Upload NON-SSN GPAs Screen – Cont. WebGrants ScreensUpload NON-SSN GPAs Screen – Cont.Navigate to saved text file, then click the “Open” button.Navigate to saved file
36 Upload Non-SSN GPAs Screen – Cont. WebGrants ScreensUpload Non-SSN GPAs Screen – Cont.Once the text file has been selected it will appear in the field next to the Browse button, then click the “Begin Upload” button.
37 Upload Non-SSN GPAs Screen – Cont. WebGrants ScreensUpload Non-SSN GPAs Screen – Cont.A confirmation message will appear, click OK to continue with upload.
38 Non-SSN GPA File Upload Status Screen WebGrants ScreensNon-SSN GPA File Upload Status ScreenIdentifies any invalid records, that must be fixed before the upload will continue.Click the “View Invalid Records” button to view the invalid records.
39 NON-SSN GPA Invalid Record List WebGrants ScreensNON-SSN GPA Invalid Record ListThis screen shows the invalid records.This screen lists the reason why record is considered invalid.
40 Excel Template with errors WebGrants ScreensExcel Template with errorsTo correct errors, open the spread sheet and update fields.
41 Excel Template with fixed errors WebGrants ScreensExcel Template with fixed errorsAfter the data has been updated, re-save the Excel document.The Excel document will have to be saved as a text file again.
42 WebGrants Screens Saving data as Text #1 #2 To save the Excel document to text, click on the View tab.Then click on the Macros button to bring up the Macros window.#1#2
43 Saving Excel data as text file WebGrants ScreensSaving Excel data as text fileOnce the Macro window pops-up, scroll down and select the StartDataTools Macro.Click on the Run button to bring up the startup window.TIP: Bring up the startupwindow by using a shortcut, enter: “Ctrl+Shift+E”#2#1
44 WebGrants Screens Saving Excel data as text file – cont. #1 #2 #3 An opening screen will appear for 5 seconds followed bythe save as pop-up box, click the “Save As Text File”.In the drop down list select the data sheet name then click the Save button.#1#2#3
45 Saving Excel data as text file – cont. WebGrants ScreensSaving Excel data as text file – cont.Save the text file to the same location as the Excel document.A confirmation message will let you know that the file has been saved.Exit out of the save menu and Excel.
46 Upload Non-SSN GPAs Screen – Cont. WebGrants ScreensUpload Non-SSN GPAs Screen – Cont.Click the “Browse” button to find the text file.Click the “Begin Upload” button.
47 Non-SSN GPA Summary Screen WebGrants ScreensNon-SSN GPA Summary ScreenScreen shows that all the records are now valid. Click Submit Records.
48 Summary of Non-SSN GPA Records WebGrants ScreensSummary of Non-SSN GPA RecordsBatch Number should be recorded for future reference.Click on Batch Number row to view records submitted.Confirmation Message and sent to user after upload.
49 Non-SSN GPA Roster Report WebGrants ScreensNon-SSN GPA Roster ReportScreen print of students submitted.
50 WebGrants ScreensSubmitting Individual Non-SSN GPA records to WebGrants
51 WebGrants ScreensNon-SSN GPA MenuAdd Individual Non-SSN GPA Records
52 Non-SSN GPA Verification Form For students that do not want to list their SSN on a Cal Grant GPA Verification form.For students that will be completing the Cal Dream Act ApplicationAvailable at
53 California Student Aid Commission ReportsCalifornia Student Aid Commission
54 WebGrants>Data Transfer Menu>Report Download ReportsWebGrants>Data Transfer Menu>Report DownloadNon-SSN GPA ReportsNon-SSN GPA School Upload ReportSummary of records submitted including records with invalid dataNon-SSN GPA Status ReportDisplays status of student after the Non-SSN GPA has been receivedFinancial Application (No GPA) ReportDisplays list of students who have submitted a FAFSA/Dream Application but do not have a GPA on fileSchool of Origin ReportDisplays students by name and date of birth that have been offered the award