campuslogicinc

Introduction

The Bulk Request tool allows institutions to bulk add tasks for a group of students, rather than going into each student's transaction to manually request documents/transactions. These cohorts can be built manually or be imported in a list generated from an external report.

Available bulk action types include:

• Select students for Verification
• Select students for a SAP Appeal
• Request Custom Forms/Upload Tasks
• Select students for a Cost of Attendance Appeal
• Select students for an Emergency Fund Application

Admin users can access this tool from Bulk Actions > Bulk Requests.

Bulk Request Summary

The Bulk Request summary page contains a list of all bulk requests processed and currently drafted. Users may be able to see the results of a processed requests and continue or delete drafted requests.

The Bulk Request grid will contain all existing records, including the date and time submitted, the name given to the request, the action type (see more below), award year, who created the request, status, number of students in the request, errors, results (for processed requests), the ability to edit (for draft records only), the ability to copy and create a new request, and the ability to delete (for draft records only).

Statuses include:

• Created - a draft version of a request not yet processed
• Completed - a processed request without any errors found
• Completed With Error - a processed request with at least one error

To create a new bulk request, users can import a Bulk Request file, or build one manually

• Click the Import button to import a Bulk Request file
• Click the Add+ button to begin manually building a bulk request

From the grid, users can take several actions.

• Click the Results (graph) icon to view results of a processed request record
• Click the Edit (pencil) icon to continue working on a request that has not been processed yet
• Click the Copy icon to create a new request record using the same data from the selected record; this does not carry over the student list from the selected record
• Click the Delete (trash can) icon to delete a request that has not been processed yet

The View Results modal contains a grid of all the records run in the bulk request, and details the student name, student ID, status, and error cause (if any).

Manually Building a Bulk Request

When manually generating a Bulk Request, users will go through a two-step wizard to help build out the request. The first step is to determine what type of action to take, and once that is completed the second step is to generate a list of students to take that action on.

Details Tab

On the Details tab, institutions can determine what type of action they would like to take. Based on the action selected, certain fields may populate to gather additional information. All requests require a Name for the request to help institutions be able to easily identify from the Bulk Summary screen, an award year, and a reason comment. The Reason comment appears on the student side under the task created. This can be used as instructions on what to complete and/or why the task was created.

Actions types include:

• Verification- select students for verification who have not already been selected based on their ISIR
  • This requires an award year to be selected, select which Verification group (V1, V4, V5) to assign to the student, and a reason
• SAP Appeal- select students to open a SAP appeal
  • This requires an award year, tracking group (to manage cohorts), and a reason
• Request Information- select students to request a specific document/web form to complete under a specific transaction
  • This requires an award year, selecting which transaction to request the document in, and document to request
    • If selecting the Verification transaction, can additionally manage whether or not this request can open the transaction for students if they not already
    • If selecting any appeal transaction, will additionally ask for the Tracking Group to ensure the document is being assigned to the correct cohort (for cases where institutions allow more than one request in a given award year)
• Cost of Attendance Appeal- select students to open a Cost of Attendance appeal
  • This requires an award year, tracking group (to manage cohorts), and a reason
• Emergency Fund Application- select students to open an Emergency Fund Application appeal
  • This requires an award year, tracking group (to manage cohorts), and a reason

To begin building a bulk request, users will need to complete the details of the request.

• Input a name for the bulk request record
• Select the Action Type
• Complete the additional details based on the action type selected

Once the details have been completed, the Save & Next button will be enabled to move onto the Manage Students tab.

• Click the Save & Next button to move onto building the list of students to take action on.

Manage Students Tab

The Manage Students tab allows institutions to manually add students through a simple search process or import a list of students generated from an external report. The page contains a grid of all students currently being setup to have the selected action type be processed against. By default no students are selected and must be added through search and/or the import list.

The list contains the students' first name, last name, student ID, social security number (partially masked), and the source (whether it came from a manual search or from an import). Above the grid are filters to quickly search for students using first name, last name, and student ID.

As students are added, the Total Students tile on the top right will keep track of the total number of students found on the list. At any time a student can be removed from the list, but at least one student must be found in order to begin the bulk process.

• Click the Manual Search button to begin adding students individually through a search process (see more below)
• Click the Import button to import a CSV or text file list of students (see more below)
• Click a student check box (or click the check box at the top of the column) and click the Removed Selected buttonto mass remove students from the list
  • Alternatively, click on the Delete (trash can) icon to individually remove students
• Click the Submit for Processing buttonto begin the bulk request process
  • At least one student is needed in the grid to enable the button
  • Once the process is started, the bulk request can no longer be edited - all action types, details, and students are locked

Adding Students to the Bulk Request

Institutions can add students to the bulk request using a combination of manually searching and adding students individually, and/or via an import process.

• Click the Manual Search button to begin adding students individually through a search process

The Add Students grid displays the student's first name, last name, student ID, social security number (partially masked), and indicates which transactions are currently open for them and whether or not they have an account (a green check mark indicates that they do).

The search filters above by default are set to search for students using first name, last name, and/or student ID. Clicking on the Show Advanced Filtering link will open up additional filters.

The advanced filtering allows the user to find groups of students that meet specific criteria.

• Account Status
• Verification and/or actionable c codes
• Transaction Category
• Dependency Status

Multiple criteria may be entered in the specify fields for v group, other actionable codes, transactions that do not exist, and dependency status.

• enter a search criteria and click Search to begin finding students meeting the criteria.
• click the Plus icon to add students to the bulk request list
  • Users can add multiple students at a time and use multiple search criteria to look for different students. As a user adds a student, the "# of Students to Add" counter on the top will keep track of the number students planned to be added to the bulk request roster
• click the Minus iconto remove a pending student from the list
  • If the student does not have a plus or minus sign, they have already been added to the roster list. Once you close this modal, you can remove the student from the main bulk request roster list

Import Students

The import function allows you to add students to the bulk request roster through a .csv or .txt file list. This can be done with either a list of student IDs or a list of social security numbers, but it cannot be a combination of the two.

• click the Import button
• select the type of data being imported (either SSNs or Student IDs)
  

Notes about the Import file:

• The only required field in the file must be either the SSN or the Student ID.
  • SSN must be in the format ######### without hyphens
  • You will get a greater match on SSN due to Student ID is only entered when student creates an account
• No header row in import file
• If creating file in excel and saving as a csv file, ensure that leading zeros are not removed from SSN or Student ID by formatting cells