Refunds - Verifying EW Grade

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.   

1)

To view the student’s Drop Date and Drop Reason in Customer Accounts:

Click on  and  navigate to Student Financials -> View Customer Accounts

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.

4)

Click on “Academic Information” link.

5)

Verify you are selecting the correct term then click on the “Enrollment” link.

6)

Determine which class or classes you are verifying.  Select the “Dates” tab.

7)

Confirm the Drop Date and the Drop Reason.

8)

 To verify the EW grade in the Student Services Center:

Click on  and  navigate to Campus Community -> Student Services Center

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.

11)

Select the “Academics” tab.

12)

View the grade for the appropriate term and class.

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. 

14)

Run the query by selecting your preferred format.

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):

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. 

17)

Enter the date and campus.  Click “View Results”.

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.

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. 

20)

Run the query by selecting your preferred format.

21)

View the assigned grade in the results.