Midyear Onboarding - Mark Files as Verified and C Codes Resolved Externally from StudentForms
When a school implements StudentForms in the middle of an award year or after they have already started processing verification for the award year outside of StudentForms, the students where verification or c code resolution has been completed, need to be identified and marked as verified/complete externally in StudentForms. This prevents the student from receiving tasks that they have completed previously when logging into StudentForms.
The school must identify students who have already completed verification and/or c codes have been resolved externally from StudentForms and provide StudentForms with a list of students in CSV format. Once the school has created the CSV file, you may upload your file through PlatformManager Secure File Transfer on the General screen.
Please Note: In StudentForms the verification and student actionable c codes appear under the transaction type verification. When creating your midyear onboarding file, you should include students where verification and c codes (if applicable) have been completed.
If a student is selected for verification and has student actionable c codes and are only partially completed, they should not be included on the midyear onboarding file unless you will continue to complete their verification and/or c code resolution outside of StudentForms.
Please Note: If a school lists a student on the midyear onboarding file in error, the school will not be able to open verification for that student in StudentForms for the award year that was marked as verified outside of StudentForms. The school would need to create a ticket to have the award year re-opened for the student.
- The file must be a CSV file format.
- The list of students must include the following information in the exact format(if provided) below:
|Field||Description||Format||Data Type||Max Length||Example Value|
|AwardYear||Award year specified is last digit of trailing year. i.e. 2019-2020 is 0, 2020-2021 is 1.||Y||string||1||1|
|StudentID||The school's student ID (May be blank, but column is required)||string||32||A123456|
|DateOfBirth||Date of birth; format must be followed exactly as shown.||MM/DD/YYYY||string||12/31/1990|
|FirstName||Student's first name||string||64||John|
|LastName||Student's last name||string||64||Doe|
|TransactionNumber||ISIR transaction number only; value must be between 1 and 99|
ISIR transaction that is to be marked as verified
|SSN||Student's SSN, no Hyphens**||#########||integer||9 digits||123456789|
**If creating list in excel and converting to CSV format, please make sure that Transaction number and SSN columns do not automatically delete leading zeros. Excel may be formatted to leave leading zeros by highlighting column, right-clicking (or selecting Format from ToolBar), selecting Format Cells, selecting Custom and entering the required number of zeros for the column. i.e. transaction number would be 00, ssn would be 000000000
Please Note: Each field must be in a separate column.
Once the school has identified students who have completed verification or have resolved c codes externally and created the CSV report. The school may upload the CSV report to PlatformManager Secure File Transfer.
Your CSM will confirm the information contained in the file prior to processing to ensure accuracy.
StudentForms will upload the CSV Report into the school's production environment and mark the students on the report as being verified externally.
Midyear Onboarding Students partially completed outside of StudentForms
The school must determine how they will complete verification for students who have begun the verification or c code resolution process outside of StudentForms but have not yet completed verification or c code resolution.
- The school may choose to allow these students to complete verification or c code resolution externally. If they choose to complete verification/c code resolution externally from StudentForms, the school may want to include these on their Midyear Onboarding File to be marked as verified/complete. It is the responsibility of the school to follow up and complete verification/c code resolution externally from StudentForms.
- The school may also choose to notify students that if verification or c code resolution is not completed by a specified date, they will be required to complete verification or c code resolution through StudentForms regardless of where they are within the process.
- The school may also choose to finish collecting the remaining documentation in StudentForms by marking the documents already collected externally from StudentForms as complete and place a generic message in the task for the student that the document has already been collected. For more information on this process please see Document Imports.
Import Year To Date ISIR File
Prior to the Midyear Onboarding file being processed, the school must upload their year to date ISIR file. Once the midyear onboarding file is processed, if any records failed to process the list will be provided to the school for review and to correct if needed.
Note: When requesting a year to date ISIR file, do not enter numerical values first in the "Request title" field, this will cause an invalid file error when importing the YTD file. If you want to include the award year in the Request title, you must enter numerical values after a letter, i.e. YTD 2019-2020.
After midyear onboarding file is processed, some students may appear in the file review workflow, subsequent ISIR workflow or move into a re-collect status. This occurs due to the subsequent ISIR process in StudentForms. StudentForms checks subsequent ISIRS for additional c codes or verification requirements that require student action and checks for unexpected changes that require school user review.
The school should review all students who appear in the file review workflow or subsequent ISIR workflow prior to going live with students. This allows the school to determine if additional documentation is needed from the student. If additional documentation is needed, the school may request the additional documentation through the request information button on the File Review tab. If no additional action is needed, the school should ensure that any ISIR fields identified with ISIR corrections are set to ignored and complete the review. This will allow the file to move to a verified status.
Please note: California DREAM ISIRs are not supported with the mid-year onboarding process.
Midyear Onboarded Students
Students who have been marked as verified during the midyear onboarding process appear in the file review workflow - Reviews completed list as verified with blank date ready column and status date matching the date midyear onboarding was completed.