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 need to be identified and marked as verified/complete 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, your CSM can provide a secure school specific upload link for the file.
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 list of students must include the following information:
|Field||Description||Format||Data Type||Max Length||Example Value|
|AwardYear||Award year specified is last digit of trailing year. i.e. 2017-2018 is 8, 2018-2019 is 9.|
May also be entered as 4 digit year i.e. 2017-2018 is 2018, 2018-2019 is 2019.
|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, please make sure that SSN column does not automatically delete leading zeros in SSN that begin with zeros. Excel may be formatted to leave leading 0 in ssn by highlighting column, right clicking (or selecting Format from Tool Bar), selecting Format Cells, selecting Custom and entering 000000000 in type.
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 send the CSV report to StudentForms via a school specific upload link.
Your CSM will confirm information contained in the file prior to processing to ensure accuracy.
StudentForms will upload the CSV Report into the schools production environment and mark the student's 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.
The school may also choose to notify students that if verification or c code resolution is not complete 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.
After Midyear Onboarding Process is complete
Once the school is notified that the midyear onboarding process has been completed, the school may upload their year to date ISIR file.
Uploading their year to date ISIR file may cause some students to appear in the file review 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 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 request information. If no additional action is needed, the school should ensure that any ISIR fields identified with unexpected corrections are set to ignored and complete the review. This will allow the file to move to a verified status.
Please Note: It is recommended that a school does not import ISIR files into their production environment until after the Midyear Onboarding file has been processed. If a school imports an ISIR file prior to the Midyear Onboarding, this may cause issues with the subsequent ISIR process for some 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.