EXIT LOAN PROCESSING FEBRUARY 2009 EXIT INTERVIEW REQUIREMENTS PROCESS (RRREXIT) The purpose of the exit interview process is to identify those students that require federal loan exit counseling. If the student requires an exit interview, this process also enables you to establish an exit interview requirement code for each student's tracking record. SELECTING THE POPULATION You can select the population based on specific conditions using parameters. (A) Graduating Students: If parameter 06 (Check for Graduates) is set to Y, the process checks for students who have a graduation date recorded which falls between the begin and end date parameter dates (parameters 12 and 13), or which have a graduation in the specified graduation term (parameter 11). Additionally the student's degree status code is checked to ensure that the degree is pending or has been awarded. Students selected in this category must have had loans in any year which is less than or equal to the aid year (parameter 01). (B) Withdrawals: If parameter 07 is Y, the process checks for the student s enrollment status code for the current term (parameter 14). If the student is indicated as withdrawn, the process counts the student as withdrawn. Students selected in this category must have had loans in any year which is less than or equal to the aid year (parameter 01). (C) Low Enrollment: If parameter 08 (Check for Low Enrollment) is set to Y, the process checks for two categories of students: Less Than Half-Time Enrollment: The process checks for students whose enrollment is below half-time in the current term (parameter 14). Students selected in this category must have had loans in any year which is less than or equal to the aid year (parameter 01). Hours are calculated based on current term registrations for courses which count in enrollment. The Audit Mode Rules (RORAUDT) are used to detect those courses which should not be counted. The result is matched to the financial aid load rules on the aid year's institutional options based on the current term code (parameter 14) and the student level code. The student's level is determined from the maximum effective term general student record. No-Shows: This selection is for students who were enrolled in the previous term (parameter 15) for at least halftime but are not enrolled in the current term (parameter 14). This excludes students who have a degree awarded or who withdrew in the prior term as these would have been detected in the prior term run. Students selected in this category must have had loans in any year less than or equal to the aid year (parameter 01). SELECTING THE AWARD Regardless of the student selection method, you must specify an aid year (parameter 01), exit counseling type (parameter 02) and one or more fund codes (parameter 03). Students selected must have had loans in any year which is less than or equal to the aid year (parameter 01). The loans checked for are those fund code(s) entered as a fund code (parameter 03) to the process. Loan amounts are taken from the Accepted Amounts in the student's award record. Award records are not processed if the accepted award amount is NULL or zero. A loan total of zero does not cause the system to post a requirement. Exit Loan Processing Job Aid 1 February 2009
POSTING THE REQUIREMENT You have the option of testing the process, without updating the student s requirement records, by entering R for parameter 16 (Report and/or Update). When you select the Report only value for parameter 16, the selected students are printed on the report along with a message that indicates whether the requirement would be established, updated, or if it already exists. When you enter U for parameter 16, selected students RRRAREQ records are updated with the tracking requirement code you specified as parameter 03 (Exit Requirement Code) and the requirement status code you specified as parameter 05 (Requirement Status Code). When the tracking requirement code is added: Posts with a system indicator of B. This is treated as a manual component when regrouping. The 'required for' indicators are taken from the tracking requirement validation form for the tracking code being posted. When a RORSTAT record does not exist for the student for the parameter aid year, a RORSTAT record is created. When a tracking requirement code is updated: The status date of the requirement is updated. The established date is not updated. The system indicator is set to B. The status will not be updated if the requirement has already been satisfied. Tracking completed dates are updated, or set to NULL if appropriate. Requirement records are inserted and updated at the end of processing for each student (if parameter 16 is set to allow updates). Exit Loan Processing Job Aid 2 February 2009
EXIT INTERVIEW REQUIREMENTS PROCESS (RRREXIT) PARAMETERS - FALL From the General Menu, enter RRREXIT to pull up the process control form for RRREXIT. Fall Term Example: Printer 01 Aid Year Code 0809 Database (or Banner defined printer) 02 Exit Counseling Type L (L = Loan, T = Teach) 03 Fund Code ##SUB (## = Campus Code) 03 Fund Code ##USUB (## = Campus Code) 04 Exit Requirement Code EXIT# (# = Region Alpha Code) 05 Requirement Status Code R 06 Check for Graduates Y 07 Check for Withdrawals Y 08 Check for Low Enrollment Y 09 Check for No Enrollment N (Must be N for Exit Counseling Type = L) 10 Check for Invalid Major N (Must be N for Exit Counseling Type = L) 11 Graduation Term 200820 12 Graduation Begin Date BLANK (Date graduation must be on or after.) 13 Graduation End Date BLANK (Date graduation must be on or before.) 14 Current Term Code 200820 15 Previous Term Code 200810 16 Report and/or Update (R = Report Only, U = Update Req and Report) 17 Page Break N (New Pager per Student. Y = Yes, N = No 18 Print NSLDS Summary Y (Print NSLDS Loan Aggregate Summary Y = Yes, N = No 19 Application ID (For population selection processing.) 20 Selection ID (For population selection processing.) 21 Creator ID (For population selection processing.) 22 User ID (For population selection processing.) NOTE: For 03 Fund Code enter your campus code for SUB and USUB, ei. A1SUB and A1USUB. If you are a multi campus regions with a need to pull multiple fund code on one report, you can you the F6/F4 commands to insert a row and duplicate the previous line. INSTRUCTIONS: Enter the first federal loan fund code, press F6 to insert another row, press F4 to duplicate the previous fund code row, change the code as appropriate. (You can use this procedure to insert as many fund codes as necessary.) Exit Loan Processing Job Aid 3 February 2009
EXIT INTERVIEW REQUIREMENTS PROCESS (RRREXIT) PARAMETERS - SPRING From the General Menu, enter RRREXIT to pull up the process control form for RRREXIT. Fall Term Example: Printer 01 Aid Year Code 0809 Database (or Banner defined printer) 02 Exit Counseling Type L (L = Loan, T = Teach) 03 Fund Code ##SUB (## = Campus Code) 03 Fund Code ##USUB (## = Campus Code) 04 Exit Requirement Code EXIT# (# = Region Alpha Code) 05 Requirement Status Code R 06 Check for Graduates Y 07 Check for Withdrawals Y 08 Check for Low Enrollment Y 09 Check for No Enrollment N (Must be N for Exit Counseling Type = L) 10 Check for Invalid Major N (Must be N for Exit Counseling Type = L) 11 Graduation Term 200830 12 Graduation Begin Date BLANK (Date graduation must be on or after.) 13 Graduation End Date BLANK (Date graduation must be on or before.) 14 Current Term Code 200830 15 Previous Term Code 200820 16 Report and/or Update (R = Report Only, U = Update Req and Report) 17 Page Break N (New Pager per Student. Y = Yes, N = No 18 Print NSLDS Summary Y (Print NSLDS Loan Aggregate Summary Y = Yes, N = No 19 Application ID (For population selection processing.) 20 Selection ID (For population selection processing.) 21 Creator ID (For population selection processing.) 22 User ID (For population selection processing.) NOTE: For 03 Fund Code enter your campus code for SUB and USUB, ei. A1SUB and A1USUB. If you are a multi campus regions with a need to pull multiple fund code on one report, you can you the F6/F4 commands to insert a row and duplicate the previous line. INSTRUCTIONS: Enter the first federal loan fund code, press F6 to insert another row, press F4 to duplicate the previous fund code row, change the code as appropriate. (You can use this procedure to insert as many fund codes as necessary.) Exit Loan Processing Job Aid 4 February 2009
EXIT INTERVIEW REQUIREMENTS PROCESS (RRREXIT) PARAMETERS - SUMMER From the General Menu, enter RRREXIT to pull up the process control form for RRREXIT. Fall Term Example: Printer 01 Aid Year Code 0809 Database (or Banner defined printer) 02 Exit Counseling Type L (L = Loan, T = Teach) 03 Fund Code ##SUB (## = Campus Code) 03 Fund Code ##USUB (## = Campus Code) 04 Exit Requirement Code EXIT# (# = Region Alpha Code) 05 Requirement Status Code R 06 Check for Graduates Y 07 Check for Withdrawals Y 08 Check for Low Enrollment Y 09 Check for No Enrollment N (Must be N for Exit Counseling Type = L) 10 Check for Invalid Major N (Must be N for Exit Counseling Type = L) 11 Graduation Term 200910 12 Graduation Begin Date BLANK (Date graduation must be on or after.) 13 Graduation End Date BLANK (Date graduation must be on or before.) 14 Current Term Code 200910 15 Previous Term Code 200830 16 Report and/or Update (R = Report Only, U = Update Req and Report) 17 Page Break N (New Pager per Student. Y = Yes, N = No 18 Print NSLDS Summary Y (Print NSLDS Loan Aggregate Summary Y = Yes, N = No 19 Application ID (For population selection processing.) 20 Selection ID (For population selection processing.) 21 Creator ID (For population selection processing.) 22 User ID (For population selection processing.) NOTE: For 03 Fund Code enter your campus code for SUB and USUB, ei. A1SUB and A1USUB. If you are a multi campus regions with a need to pull multiple fund code on one report, you can you the F6/F4 commands to insert a row and duplicate the previous line. INSTRUCTIONS: Enter the first federal loan fund code, press F6 to insert another row, press F4 to duplicate the previous fund code row, change the code as appropriate. (You can use this procedure to insert as many fund codes as necessary.) Exit Loan Processing Job Aid 5 February 2009
RRREXIT OUTPUT REVIEW Press F10 to submit the process. NOTE: document the job number in the bottom left of the screen after submitting the job. Additional instructions included below for output review. From the navigation menu select Options/Review Output. The GJIREVO form will open and the following information should be prepopulated. Process: Number: RRREXIT (your documented job number should appear, if not you can type it in) SINGLE Click in the File Name field. If the cursor blinks in the field your process is complete. If not, SINGLE click periodically in the field until complete. Once the cursor stays in place in the File Name field, you can DOUBLE click in the File Name field to display the associated output file. Double click on the RRREXIT_ job number.lis file to display your report output. This output can be saved to your TEMP folder by selecting OPTIONS/SHOW DOCUMENT from the navigation menu and clicking SAVE FILE and OK as prompted. The file can now be opened using Microsoft Word. Formatting for printing would include changing font size to 9 and setting margins to left:.25, right:.25, top:.25 and bottom:.25. Exit Loan Processing Job Aid 6 February 2009