campuslogicinc

Introduction

The Expire Transactions tool allows institutions to bulk expire any transaction type for a select group of students. This may be done for students who have an open transaction or who have not created an account/logged in to create a transaction. Expired transactions do not create any tasks for students, are not visible to students and are made view only for school users.

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.

Admin users can access this tool from Bulk Actions > Expire Transactions.

Expire Transactions

The Expire Transactions Import page contains a summary of all historical expiration actions that have taken place. It is here where an institution can import a new file to expire transactions or select an award year and transaction to allow the system to auto-expire all students found within the selection. The import feature is used to target a specific group of students, whereas the system expire feature is used to expire transactions for all students. For best practices, once an award year has passed, it's highly recommended to allow the system to auto-expire transactions for that award year to clear out old transactions that can no longer have action taken on.

The Expire Transactions grid contains a record for each action, including the import date, status, filename, count of successful expirations, count of failed expirations, and who imported the file.

• click the Import button to manually upload a transaction expiration file (see below for more details)
• click the Expire by Award Year button to select a specific award year and transaction to expire for all students (see below for more details)
• click the Successful count hyperlink to view more details about the successful processes
  • This modal contains a record for every student who had a transaction expired for the selected award year. An additional Action column includes the type of action taken (expiring/un-expiring)

• click the Failed count hyperlink to view more details about the failed processes
  • This modal contains a record for every student who had a failed attempt to expire a transaction for the selected award year. Additional columns includes the Action type taken (expiring/un-expiring) and Notes (which explain why it failed to process)

Import Expire Transaction File

Institutions can import a file with targeted students that need to have transactions expired. There can be multiple records for the same student with different combinations of award years and transaction types. 

The import file must be a csv file that includes the following four 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. 2021-2022 = "2", 2022-2023 = "3", 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
  • "5" for Other Docs transactions
  • "50" for Emergency Fund Application
  • "51" for Cost of Attendance Appeal
• Fourth column (Action) – “Expire” or “Unexpire”
• Fifth column (Tracking Group) - this is an optional field to provide, and can specify which tracking group to expire
  • If left blank, it is assumed all transactions for the selected transaction type can be expired for that student and award year

Example file:

Note: The file may be created in an excel file and then saved as a csv file.

Once the import file is setup the institution may import it.

• click the Import button to open up the file browser window
• select a file to import

Once the file is imported, the grid will soon refresh to show the file has been imported. Depending on the file size, the status may stay in Processing for a while until finished.

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, 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.

• Click on Expire by Award Year button to initiate the process.

Once the file is imported, the grid will soon refresh to show the file has been imported. Depending on the file size, the status may stay in Processing for a while until finished.

Un-Expire Transactions

If a transaction has been expired in error there is a process to un-expire those transactions by creating an un-expire transaction file. Here is a step-by-step process to do so.

1. In the Expire Transaction screen select the link in the successful column for the transactions expired in error
2. In the More Information About Expire Transactions screen click the Export icon

• This downloads a .csv file to your computer. Depending on your default browser, you may need to save the file before opening the file.

        3. Open the .csv file

• You can create the unexpire .csv file from this report.  The requirements for the expire/unexpire transaction file may be here.

        4. In the open file delete the following columns: First Name, Last Name, Date of Birth, Notes

• You will be left with the columns below. Next make the following changes to the file.

5. In the Award Year column replace the award year range YYYY-YYYY with the last digit of the trailing award year (i.e. 2021-2022 replace with 2, 2022-2023 replace with 3, etc.)

6. In the Transaction Category column, replace the category name with the corresponding transaction number value

• Verification = 1
• SAP Appeals = 2
• Dependency Appeals = 3
• EFC Appeals = 4
• Other Documents = 5
• Emergency Fund Application = 50
• Cost of Attendance Appeal = 51

7. In the Action column, replace "Expiring" with "Unexpire"

8. Delete the row with the column headers SSN, Award Year, Transaction Category, Action

9. Save the file as a csv file

10. Click the Import button and select this file to import the file and un-expire the transactions that were expired in error.