Institutions can choose to expire transactions that are not in a completed status for students by award year through an import file. This may be done for students who have an open transaction or who have not created an account/logged in to create a transaction. Users with appropriate access can import the file by going to Admin>Expire Transactions. Expired transactions do not create any tasks for students, are not visible to students and are made view only for school users.
Please Note: Expiring a transaction only applies to transactions that are not in a completed status. In StudentForms a completed transaction status is a transaction in either Verified or Processing Corrections. If a school tries to expire a completed transaction, they will receive an error during the import process.
The import file must be a csv file that includes the following 4 columns for each transaction to be expired. A similar process can be used to "unexpire" or reactivate transactions that were previously expired. The file does not include a header row.
- First Column (SSN) – numeric only with no dashes
- Second Column (Award Year) – single digit number. Use the last digit of the award year range similar to the ISIR file (e.g. 2017-2018 = "8", 2018-2019 = "9", etc.)
- Third column (transaction type) – single digit number. “1” for Verification transactions, “2” for SAP Appeal transactions, "3" for Dependency Appeal transactions, "4" for EFC Appeal transactions, and "5" for Other Docs transactions
- Fourth column (Action) – “Expire” or “Unexpire”
Note: The file may be created in an excel file and then saved as a csv file.
Expire Transaction Process
Select the Import Button
Select the expire transaction file that was created from the location it was saved on the user's computer.
The file uploads and processes in StudentForms.
Once the file processes, the results display. Selecting the number in the successful or failed columns shows the specific students for that result.
The successful expired transactions hide the tasks for the expired transaction when the student logs into StudentForms.