Refunds - Verifying EW Grade

Summary

Label	Description
Business Process	Refunds
Module	Student Financials
BP ID
Prerequisites	Student Records changed W to Excused Withdrawal (EW) with the COVD enrollment action reason.
Description	This Job Aid will go over the process to verify a student has received an EW grade and the COVD enrollment action reason.

Instructions:

The criteria for receiving the EW grade:

STEP	Instructions
1)	To view the student’s Drop Date and Drop Reason in Customer Accounts: Click on and navigate to Student Financials -> View Customer Accounts

Step

Action

2)

To find the student, use “Find an Existing Value” and use the search criteria provided. Enter the ID of the student you are searching.

Note: If you do not know the ID, you can search using the first and last name fields or SSN (National ID).

3)

Click on Search once you have input in the information.

Step	Action
4)	Click on “Academic Information” link.

Step	Action
5)	Verify you are selecting the correct term then click on the “Enrollment” link.

Step	Action
6)	Determine which class or classes you are verifying. Select the “Dates” tab.

Step	Action
7)	Confirm the Drop Date and the Drop Reason.

STEP	Instructions
8)	To verify the EW grade in the Student Services Center: Click on and navigate to Campus Community -> Student Services Center

Step

Action

9)

To find the student, use “Find an Existing Value” and use the search criteria provided. Enter the ID of the student you are searching.

Note: If you do not know the ID, you can search using the first and last name fields or SSN (National ID).

10)

Click on Search once you have input in the information.

Step	Action
11)	Select the “Academics” tab.

Step	Action
12)	View the grade for the appropriate term and class.

Step	Action
13)	To view students who have had the COVD action reason placed on their account using the COVD_TCALC_QUERY: Navigate to the Query Viewer. Reporting Tools -> Query -> Query Viewer. Search for the query X_SF_COVD_TCALC_REFUND_STATUS.

Step	Action
14)	Run the query by selecting your preferred format.

Step	Action
15)	Review the results of the query.

1) Example of a student where they have already had COVD applied (in Drop Reason column), but have not yet been tuition calculated (COVD = Tuition Calculated is blank and 100% - Tuition Calculated column=0) nor refunded since not tuition calculated: These are the students you want to look for as they will not be on the Refund report (X_SF_OUTSTANDING_CREDITS_375) but once you tuition calc them, may be eligible for a refund.

2) Example of a student where they have already had COVD applied, have been tuition calculated, but not yet refunded (credit exists in last column). These students will appear on the Refund report.

3) Example of a student where they have already had COVD applied, been tuition calculated and have been refunded (no credit in last column):

Step	Action
16)	To view the COVD action reason in the Outstanding Credits query: Navigate to the Query Viewer. Reporting Tools -> Query -> Query Viewer. Search for the query X_SF_OUTSTANDING_CREDITS_375.

Step	Action
17)	Enter the date and campus. Click “View Results”.

Step	Action
18)	Verify the term and COVD action reason in the corresponding columns. Note: These fields will be removed from this query when COVD refunding has been completed.

Step	Action
19)	To view the EW grade in the Student Services query: Navigate to the Query Viewer. Reporting Tools -> Query -> Query Viewer. Search for the query X_SR_2203_W_030920.

Step	Action
20)	Run the query by selecting your preferred format.

Step	Action
21)	View the assigned grade in the results.

End of Procedure