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California Student Aid Commission Cal Grant Operations Cal Grant GPA Submission Training – Non-SSN “Making Education Beyond High School Financially Accessible.

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Presentation on theme: "California Student Aid Commission Cal Grant Operations Cal Grant GPA Submission Training – Non-SSN “Making Education Beyond High School Financially Accessible."— Presentation transcript:

1 California Student Aid Commission Cal Grant Operations Cal Grant GPA Submission Training – Non-SSN “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 website  High Schools  Webinars  Colleges  Training

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

4 Why use WebGrants to submit GPAs? 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

5 Establish a WebGrants Account WebGrants Access Request forms  Click on:  High Schools or Colleges  WebGrants  Request for System Administrator Access  Request 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 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

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

12 WebGrants Help Menu

13 CALIFORNIA STUDENT AID COMMISSION Calculating GPAs

14 Calculating Cal Grant GPAs 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.

15  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  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  Reestablished GPAs are not accepted for Dream Act applicants Regular California Community College GPA: Based on 24+ completed units

17  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. TIP

18 CALIFORNIA STUDENT AID COMMISSION Data in Excel

19 Click on the Tools link in the upper right-hand corner to view tools. Non-SSN GPA Excel Template

20 Data in Excel Scroll to the bottom of the page then right-click on the Excel Non-SSN GPA Template link to open and save the Excel Template. Non-SSN GPA 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

22 Data Fields Definitions

23 Data Collection Create 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 Data in Excel Excel Template with Sample Data

25 Data in Excel Saving the Data After 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 Click on the View tab. Then click on the Macros button to bring up the Macros window. Saving data as Text

27 Data in Excel Once 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 startup window using a shortcut enter: “Ctrl+Shift+E” Saving Excel data as text file

28 Data in Excel Saving Excel data as text file – cont. An opening screen will appear for 5 seconds then The 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 Data in Excel 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. Saving Excel data as text file – cont.

30 Data in Excel View of Text File Sample data in Text format. Data is position specific.

31 WebGrants Screens Click to get to the GPA menu Getting to the GPA menu Click on the WebGrants link to get to the GPA menu.

32 WebGrants Screens Access to Non-SSN GPA Screen

33 WebGrants Screens Non-SSN GPA Menu Access Non-SSN GPA Upload Screen

34 WebGrants Screens Upload Non-SSN GPAs Screen Click the “Browse” button to search for saved text document.

35 WebGrants Screens Navigate to saved file Upload NON-SSN GPAs Screen – Cont. Navigate to saved text file, then click the “Open” button.

36 WebGrants Screens Upload 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 WebGrants Screens Upload Non-SSN GPAs Screen – Cont. A confirmation message will appear, click OK to continue with upload.

38 WebGrants Screens Non-SSN GPA File Upload Status Screen Identifies any invalid records, that must be fixed before the upload will continue. Click the “View Invalid Records” button to view the invalid records.

39 WebGrants Screens NON-SSN GPA Invalid Record List This screen shows the invalid records. This screen lists the reason why record is considered invalid.

40 WebGrants Screens To correct errors, open the spread sheet and update fields. Excel Template with errors

41 WebGrants Screens After the data has been updated, re-save the Excel document. The Excel document will have to be saved as a text file again. Excel Template with fixed errors

42 WebGrants Screens To save the Excel document to text, click on the View tab. Then click on the Macros button to bring up the Macros window. Saving data as Text #1 #2

43 WebGrants Screens Once 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 startup window by using a shortcut, enter: “Ctrl+Shift+E” Saving Excel data as text file #1 #2

44 WebGrants Screens Saving Excel data as text file – cont. An opening screen will appear for 5 seconds followed by the 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. #2 #3 #1

45 WebGrants Screens 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. Saving Excel data as text file – cont.

46 WebGrants Screens Upload Non-SSN GPAs Screen – Cont. Click the “Browse” button to find the text file. Click the “Begin Upload” button.

47 WebGrants Screens Non-SSN GPA Summary Screen Screen shows that all the records are now valid. Click Submit Records.

48 WebGrants Screens Summary of Non-SSN GPA Records Batch 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 WebGrants Screens Non-SSN GPA Roster Report Screen print of students submitted.

50 WebGrants Screens Submitting Individual Non-SSN GPA records to WebGrants

51 WebGrants Screens Non-SSN GPA Menu Add 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 Application Available at

53 CALIFORNIA STUDENT AID COMMISSION Reports

54 Non-SSN GPA Reports  Non-SSN GPA School Upload Report Summary of records submitted including records with invalid data  Non-SSN GPA Status Report Displays status of student after the Non-SSN GPA has been received  Financial Application (No GPA) Report Displays list of students who have submitted a FAFSA/Dream Application but do not have a GPA on file  School of Origin Report Displays students by name and date of birth that have been offered the award WebGrants>Data Transfer Menu>Report Download

55 Reports

56 Non-SSN GPA School Upload Report Summary of records submitted including records with invalid data

57 Reports Non-SSN GPA Status Report Status of student’s Non-SSN GPA including unmatched records

58 Thank you for attending Contact & Training Resources   School Support Phone  WebGrants Tools: Non-SSN GPA Excel Template  WebGrants Help: Non-SSN GPA Upload User Guide


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