C al G rant GPA S ubmission Training – SSN

1. Cal Grant GPA Submission Training – SSN Presented by: California Student Aid Commission Cal Grant Operations “Making Education Beyond High School Financially Accessible To All Californians.”

2. Phones are muted • If you have any questions during the presentation, please use the Q & A feature to the right of your screen. • This presentation is currently available on our website www.csac.ca.gov • High Schools • 2013-14 Webinars • Colleges • Training Today’s webinar. . . .

3. Establishing and Renewing WebGrants Access • Accessing WebGrants • GPA Calculation • Submitting Individual GPA Records • Preparing GPAs for Batch Upload • Reports • Corrections Agenda

4. Why use WebGrants to submit GPAs? • GPAs can be submitted in batches or individually • WebGrants has built-in edits to catch errors • Confirmation that GPAs have been accepted • Access to Reports • More secure than US Mail • Faster than completing paper GPA forms • Students are awarded sooner • Free! – Save your school or student the cost of postage

5. Establish a WebGrants Account • WebGrants Access Request forms • www.csac.ca.gov • Click on: • High Schools or Colleges • WebGrants • Request for System Administrator Access • Request for Security Agreement

6. System Administrator’s Access Request Form • Used to add, renew or delete administrators access to the WebGrants system • Must be signed by administrator requesting access and the principal • Without principal signature, access cannot be granted • The college Access Request form is similar

7. Security and Confidentiality Agreement • Must be completed and sent along with the System Administrator Access Form • Must be signed by administrator requesting access and the principal • Without signatures, access cannot be granted • The college Security and Confidentiality form is similar

8. Access Forms • Forms should be sent by mail; Keep a copy for your records • WebGrants access must be renewed: • every other year for high school users • every year for college users • Once your forms are processed: • The System Administrator will be emailed a link to the WebGrants User Account Page • The principal will be emailed the passcode • You must obtain the passcode from your principal to acquire User-ID

9. CSAC Technology Help Desk • 888-294-0148 • csachelpdesk@csac.ca.gov • Status of Access Request Forms • WebGrants Log-in Assistance • Password Reset Access Forms

10. https://webgrants.csac.ca.gov

11. User Guides Located within the Help link HS Administrator

12. WebGrants Help Menu

13. Cal Grant GPA Information Release Form • Provided for high schools who’s policy requires permission prior to GPA submission • A Form for students to take home • Explains California Information Privacy Act of 1977 • Requires a parent and student signature • Social Security Number • To be returned to high school and retained

14. Cal Grant GPA Information Release Form

15. Cal Grant GPA Information • Release Form • Form located at www.csac.ca.gov • Click on: • High Schools • GPA Release Form – for students

16. Calculating Cal Grant GPAs For high school seniors that Have not graduated • Use grades from sophomore year through summer after junior year only – No senior year courses. • Do Not include grades from P.E., ROTC, or Remedial Courses (as defined by the school). • Failing grades not retaken prior to the senior year must be included. • Calculate the GPA’s on a 4.00 scale – Weighted GPAs over 4.00 will not be accepted.

17. Calculating Cal Grant GPAs For high school graduates • Use grades from sophomore year through senior year. • Do Not include grades from P.E., ROTC, or Remedial Courses (as defined by the school). • Failing grades not retaken must be included. • Calculate the GPA’s on a 4.00 scale – Weighted GPA’s over 4.00 will not be accepted.

18. Calculating Cal Grant GPAs For College Students • Please refer to the www.csac.ca.gov website for specific instructions on calculating a college GPA. • Reestablished California Community College GPA: • Based on 16-23 completed units • Regular California Community College GPA: • Based on 24+ completed units

19. TIP • DON’T WAIT! - GPA’s can be uploaded right now. • Establish a WebGrants account. • Check on your existing WebGrants account status – You may need to reset your password. • Send GPA Information Release Form home with students with a deadline for return. • Refer to the WebGrants User Guides on the GPA upload process.

20. Have a small number of GPAs to submit? Add the GPAs individually.

21. Submitting GPAs Individually

22. Submitting GPAs Individually

23. Submitting GPAs Individually Enter # of records to add School Code will Auto Populate Select “GO”

24. Quick tip • When adding GPAs individually, only add 10 at a time. • The WebGrants system will time out; if the system times out before you click “Submit” the GPAs will not be saved.

25. Submitting GPAs Individually

26. Submitting GPAs Individually 3

27. Have a lot of GPAsto submit? Use the GPA Upload Process.

28. Data collection Options . . . • Create text file using your Student Information Management System (e.g. Aeries) • Use Excel to create your file and upload to WebGrants

29. Data Collection - Option A Using SIMS

30. Option A • Convenient if you will be submitting GPAs for your entire senior class. • Use your SIMS to export the necessary data into a text file then upload the information to WebGrants. • The text file must meet file specifications in order to upload successfully. • File specifications are available in WebGrants within the Help Menu.

31. Data File specifications

32. Data Collection - Option B Using Excel

33. Option b • If you will be collecting many GPA Information Release forms from students over time, Option “B” might be a good choice. • You can save an Excel spreadsheet to your computer and add student data as you receive Release forms. Then in February (right before the deadline), upload your file all at once. • Your Excel spreadsheet must be saved as a text file and must meet file specifications in order to upload successfully.

34. Format cells as text • When using Excel to create your GPA file, you must first format all cells as text. To do this: • First, click on the corner cell between “1” and “A” to highlight all cells • Next, right click to choose “Format Cells” • Then, select “Text” in the Number tab • Last, Click “OK”

35. You might start with an Excel GPA Spreadsheet that looks something like this:

36. After selecting the entire row, right click and select “Delete” to delete the row.

37. Now the row is gone and all data moved up

38. You must delete all other unnecessary data

39. The 1st student’s SSN should be in cell A1 Now you are ready to save as Text

40. Save your spreadsheet to your desktop as a text file by choosing – Text (MS-DOS) (.txt)

41. When saving an Excel spreadsheet as text there will be two alert messages, click ‘OK’ for the first message.

42. When saving an Excel spreadsheet as text there will be two alert messages, click ‘Yes’ for the second message.

43. 123456789 400 050001 Y 062013 050001 123456789 297 050001 Y 062013 050001 123456789 321 050001 Y 062013 050001 050001 297 050001 Y 062013 050001 123456789 321 050001 Y 062013 050001 123456789 400 050001 Y 062014050001 1234567890 123456789 297 050001 Y 062014050001 1234567890 123456789 321 050001 Y 062014050001 1234567890 This is the text file that we just saved from the Excel spreadsheet.

44. Now Upload the Text File

45. Step 1 of 3: Upload GPAs Screen First, click on ‘Browse’ to find the file on your desktop. Then, click on ‘Begin Upload’.

46. Your file is being uploaded

47. Step 2 of 3: GPA File Upload Status Screen This screen will identify possible invalid records that will be rejected from the upload.

48. Step 2 of 3: GPA File Upload Status Screen Fix the invalid records before you continue to upload.

49. Print the invalid records (Ctrl + P)

50. Make the necessary correction(s) in the Excel spreadsheet and re-save as a text file to your desktop.