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
Once the expire transaction file has been created, the admin user navigates to the expire transaction screen in the admin menu > Expire Transactions.
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.
Expire Transactions - By Award Year Button
The following process allows and institution to expire all open transactions for an award year for a specific transaction type (Verification , Professional Judgment or SAP Appeal). The process when run sets all of the transactions as expired. Students no longer see the expired transaction and reminder notifications are no longer sent. This process can be used at the end of an award year to "close it out" or can be used multiple times during a year after a deadline for specific transactions. For example an institution may wish to expire outstanding SAP Appeal tasks after the appeal deadline has passed. If all tasks for a specific transaction category and award year are expired the entire tab on the student self-service portal is hidden from the student.
Please Note: If your institution has enabled the expiration notification communication (Admin>School Settings>Communication), this process also sends a notification to every student for each transaction type where a task is expired by the process. If your institution does not want this communication to go out, you should disable the communication temporarily and then run the process steps below. After expiration processing is complete, the communication can be re-enabled.
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.
Users with an admin role can complete the process by navigating to Admin>Expire Transactions.
- Click on Expire by Award Year button to initiate the process.
- Select a Transaction Category (e.g. Verification, SAP Appeal etc).
- Select an Award Year.
- Click Expire button.
The process runs in the background and you can return to the screen later to confirm completion. The time for the process to complete may take several minutes based on the number of tasks that require expiration.
When completed the process displays the number of successful and failed transactions that occurred. Each number allows for detailing the students including the reason why they failed if applicable.