saskatchewan.ca/sas

Transcription

1 The Saskatchewan Advantage Scholarship Administrative Guidelines saskatchewan.ca/sas

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3 Table of Contents Introduction...1 Objectives... 1 Overview Technical Requirements Policies...2 Eligibility Scholarship Award Privacy and Consent Participation in the Saskatchewan Advantage Scholarship (Opting In/Opting Out) Application Process Educational Institution Application (Web Portal) Students in Interprovincial Program seats Appeal Process... 4 Tuition Already Paid Refunds Tax Receipts... 5 Audit... 5 Saskatchewan Advantage Scholarship Web Portal User Guide and Procedures: Introduction Logging On/Off... 7 Setting and Changing Your Password Checking Eligibility and Requesting Pre-authorization Single SAS Request... 9 Multiple SAS Request Upload Batch File: Releasing Pre-Authorization Searching for a Student Invoicing Search Invoice Payment SAS Reports EI Award Extract Appendix A - Sample Consent Form Appendix B - Sample Opt Out/Opt In Form Appendix C - Refund Form Appendix D - Glossary of Terms Appendix E - Error Messages Appendix F - Saskatchewan Advantage Scholarships Awards Import Interface File Specifications

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5 Saskatchewan Advantage Scholarship Introduction The Saskatchewan Advantage Scholarship (SAS) will provide all Grade 12 students who graduate in Saskatchewan, effective January 1, 2012, with up to $500 per year to a lifetime maximum of $2,000 when attending a Saskatchewan post-secondary institution or are confirmed to be in a Saskatchewan designated seat in an educational institution identified through interprovincial agreements. Graduates will have up to 10 years to use the SAS. Objectives The SAS will: Provide an incentive for high school students to successfully complete their highschool education; Provide an incentive for all high school graduates to pursue a post-secondary education; Assist students with the costs of post-secondary education; Improve the retention of post-secondary graduates in Saskatchewan; Increase the skilled labour force available to Saskatchewan employers to help the province maintain its positive economic growth and prosperity; and Make it possible for Saskatchewan high school graduates to undertake additional training to maximize their abilities to fully participate in Saskatchewan s growing economy. Overview For programs beginning on or after April 1, 2012, the SAS will be reduced from the tuition owing and paid directly to the post-secondary educational institution. Educational institutions will use a web portal to check student eligibility, request the scholarship amount to be allocated and invoice the Ministry of Advanced Education. Technical Requirements The SAS web portal supports the following internet browsers: Internet Explorer v7, v8 and v9 Safari If you have questions on the program, the SAS Administrator at SASInfo@gov.sk.ca or phone , Monday-Friday, 8:00 a.m. - 5:00 p.m., if you need further assistance Administrative Guidelines 1

6 Policies Eligibility To be eligible for a SAS, an individual must meet the following criteria: Received a Saskatchewan Grade 12 standing (includes Adult Basic Education) by the Ministry of Education on or after January 1, 2012; or Received a Saskatchewan Grade 12 standing by successfully completing GED on or after January 1, 2012; and Be enrolled in a program that leads to a degree, diploma, certificate, or apprenticeship (note: students auditing courses are not eligible for SAS); Be enrolled in a Saskatchewan designated post-secondary educational institution; or Be enrolled in a student loan eligible program at Lakeland College (either campus); or Be enrolled in a designated seat at any of the following post-secondary educational institutions that have an inter provincial agreement with Saskatchewan: University of Waterloo (optometry); University of Alberta (occupational therapy); British Columbia Institute of Technology (orthotics and prosthetics); Northern Alberta Institute of Technology (denturist, and magnetic resonance imaging); and Southern Alberta Institute of Technology (respiratory therapy, diagnostic medical sonography, and nuclear medicine technology); and Study period start date must be on or after April 1, Scholarship Award Eligible graduates can receive up to $500 per year to a maximum lifetime amount of $2,000. Eligible graduates have up to 10 years from date of graduation from high school (or equivalent) to access the SAS. Saskatchewan post-secondary education institutions (including Lakeland College) will reduce the tuition by the eligible SAS amount and invoice the Province of Saskatchewan, through the Saskatchewan Ministry of Advanced Education, the eligible SAS amount. The student will be charged the remaining outstanding balance after the SAS amount has been applied to the tuition. For example, if a student s tuition amount is $2,300 and the student is eligible for $500 from the SAS, the post-secondary institution would invoice the student the outstanding amount of $1,800 and the Saskatchewan Ministry of Advanced Education $500. The SAS can be applied to mandatory fees. It cannot be applied to books and supplies. 2 saskatchewan.ca/sas

7 Saskatchewan Advantage Scholarship Students who have income from academic awards, such as scholarships, are allowed an exemption of up to $1,800 on their Canada-Saskatchewan student loan. Eligible graduates participating in a qualified apprenticeship program are eligible for the SAS at each program level. This can result in more than one scholarship award in a year. Privacy and Consent The Ministry of Advanced Education and educational institutions will exchange students personal information in the administration of the SAS. The Local Authority Freedom of Information and Protection of Privacy Act and Regulations provides authority to disclose information to another local authority or a government institution for the purposes of determining and verifying eligibility of an individual to participate in a program. The Local Authority Freedom of Information and Protection of Privacy Act and Regulations apply to the University of Regina, the University of Saskatchewan, the Saskatchewan Institute of Applied Science and Technology and regional colleges. Private vocational schools, the Saskatchewan Indian Institute of Technologies, and the Gabriel Dumont Institute are governed by the Personal Information Protection and Electronic Documents Act and will need to have students sign consent forms. The educational institution will be responsible for retaining a copy of the signed consent form. A consent form has been developed for these educational institutions to use (sample in Appendix A). The Ministry of Advanced Education intends to maintain all reasonable steps to protect the confidentiality and integrity of the information you submit. The Ministry of Advanced Education is collecting only the information that is necessary to administer and evaluate the SAS program and provide tax slips. Personal information will only be used for the purposes which it was collected unless otherwise consented in writing and submitted to the Ministry of Advanced Education. Participation in the Saskatchewan Advantage Scholarship (Opting In/Opting Out) The SAS is available to all Saskatchewan Grade 12 (including ABE) and GED graduates, however, there may be reasons for a student to want to opt out of participating in the program. All students have the ability to opt out of participating in the SAS. It will be assumed that a student is participating until an Opt Out form is submitted to the Ministry of Advanced Education. When an eligibility check is performed, the educational institution will receive a message that the student has opted out of participating in the program. The educational institution is not required to do anything else. Once a student has opted out, it is the student s responsibility to opt back into the program by completing the Opt Out/Opt In Form. The forms are located on the Government website (saskatchewan.ca/sas). Appendix B contains a sample Opt Out/Opt In Form Administrative Guidelines 3

8 Application Process Educational Institution Application (Web Portal) Educational institutions will apply on behalf of a student for the SAS for programs beginning on or after April 1, Educational institution logs onto the web portal. Educational institution checks eligibility. Educational institution requests that the scholarship be allocated to their institution through a pre-authorization. Educational institution checks information for data errors and resubmits if appropriate. Educational institution notifies student of eligibility/ineligibility (may be done through invoice to student). Educational institution confirms enrollment. Educational institution submits invoice to the Ministry of Advanced Education 30 days after the period study start date. Ministry pays the educational institution. If a student withdraws from the program within 30 days of the period study start date, the educational institution is required to release it s pre-authorization on the scholarship. If the educational institution invoiced the Ministry of Advanced Education after the 30 day limit, the educational institution does not need to pay back the scholarship amount; it can be applied to the amount of tuition that is still owed. Students in Interprovincial Program seats SAS Administrator uploads the student information into the web portal. SAS Administrator checks eligibility. SAS Administrator submits a request for payment to be made directly to the student. Appeal Process When a student is denied the SAS and does not agree with that assessment, they can request that the Ministry of Advanced Education review their eligibility by sending an to the SAS Administrator at SASInfo@gov.sk.ca requesting a re-evaluation. The must include: The student s full name (First, Middle and Last), Learning identification number (found on Grade 12 Transcripts), Student s date of birth; and Educational institution the student is attending/enrolled at. The SAS Administrator will investigate by checking eligibility, requesting additional information from the student if needed, and responding to the student with the results of the investigation. 4 saskatchewan.ca/sas

9 Saskatchewan Advantage Scholarship Tuition Already Paid If a student s tuition is already paid, notwithstanding the source of tuition payment, the institution will still invoice government for the SAS award and apply the award as a credit to the student s account and/or pay it out to the student. Refunds Under exceptional circumstances, an educational institution may invoice and receive payment from the Ministry of Advanced Education, due to an error on the part of the institution. If this occurs, contact the SAS Administrator at SASInfo@gov.sk.ca to request a Refund Form (Appendix C). Tax Receipts A T4A will be issued to the student by the Ministry of Advanced Educationfor the scholarship amount. A T2202A will be issued by the institution for the total tuition amount (not including the scholarship adjustment). The SAS is not taxable if the student claims the T2202A amount on their income tax return. Audit The Ministry of Advanced Education has the right to audit educational institutions to ensure compliance with the program Administrative Guidelines 5

10 Saskatchewan Advantage Scholarship Web Portal User Guide and Procedures: Introduction The administration of the SAS will be supported by a secure web portal accessible over the internet. The web portal is a streamlined process to check eligibility, request preauthorization for the scholarship amount and invoice the government. The web portal can be accessed through the following secure internet address This section will provide information on the processes to use the web portal. There are four roles that will be used to administer the ongoing operation of the SAS: 1. Primary Contact can perform an eligibility check; pre-authorize a SAS tuition claim; submit an invoice to the Ministry of Advanced Education for payment of SAS tuition claims; and create, modify, deactivate, or reactivate a Secondary Contact or Counsellor web portal log on ID within the institution. There is only one Primary Contact per institution. The Primary Contact is responsible for ensuring the Secondary Contact and Counsellor web portal log on IDs are monitored and they must: Provide the educational institution s Secondary Contacts and Counsellors with web portal log on ID and passwords; Immediately advise the SAS Administrator if there is a change in Primary Contact duties to request deactivation and creation of a new Primary Contact; Immediately deactivate a Secondary Contact or Counsellor who leaves the educational institution or whose duties change; Deactivate a Secondary Contact or Counsellor who no longer requires access; and Validate all active contacts at their educational institution on an annual basis. The Ministry of Advanced Education will provide an annual listing for validation. 2. Secondary Contact can do everything a Primary Contact can except they cannot create, modify, and deactivate log on IDs. There is no limit on the number of Secondary Contacts that an educational institution can have. An educational institution may choose to have no Secondary Contact. Secondary Contacts must advise the Primary Contact of any change in duties. 3. Counsellor can only check a student s eligibility for the SAS program. An educational institution may set the number of Counsellors they have. Counsellors must advise the Primary Contact of any change in duties. 6 saskatchewan.ca/sas

11 Saskatchewan Advantage Scholarship 4. SAS Administrator the Administrator role is for the Ministry of Advanced Education s use. The Ministry of Advanced Education Administrator is responsible for ensuring Primary Contact web portal log on IDs are monitored and they must: Provide the Primary Contact with a log on ID and password as requested by the institution s designated contact; Immediately deactivate a Primary Contact who leaves the educdational institution or whose duties change; Monitor and confirm the Primary Contact continues to require access; and Provide Primary Contact with annual active contacts list for validation. All Primary, Secondary, and Counsellor accounts will be automatically deactivated if there is no log on for 18 months. Logging On/Off User goes to web portal address A welcome window appears. User clicks on Log On. User types in the assigned log on ID and password. Click on the Log In button Administrative Guidelines 7

12 Once you log on, the main page with a menu on the side will be displayed. The menu items will be customized to the user s role. To Logout, click on the Logout menu item. Note: Accounts will be automatically deactivated if the user has not logged on for 18 months. Setting and Changing Your Password Once logged on for the first time, a user must change their password. It is important to note that a user: Will be locked out after 3 failed login attempts, contact SAS Administrator; and Will be required to change their password every 90 days: ¾ Passwords must not contain all or part of your account name; ¾ Passwords must be at least 8 characters in length; and ¾ Passwords must not be the same as any of your previous 7 passwords. In addition, passwords must contain at least 3 of the following four categories: 1. English uppercase characters 2. English lowercase characters 3. Numbers (0-9) 4. Special characters # $ % ^ & * ( ) _ - + = \ } ] { [ : ;? / >. <,) Examples of passwords are HZWxkl99; How to change your password: Click on Change Password on the side menu. Type your Old Password (the one you logged on with). Type the New Password. Retype the New Password. 8 saskatchewan.ca/sas

13 Saskatchewan Advantage Scholarship Type in a Hard to Guess Question. Type the answer to that question. Click Submit. Checking Eligibility and Requesting Pre-authorization Once an educational institution is reasonably assured a student will attend their institution, the educational institution should check the student s eligibility for the SAS scholarship. Eligibility checking determines if a student qualifies for a SAS scholarship. If the student is eligible, this step will determine the amount of the SAS scholarship. Eligibility checking should be performed prior to the educational institution requesting the scholarship amount be allocated to them (pre-authorized). All users can check the eligibility of students for the SAS. There are three ways to do this: Single SAS Request type in one student s information and check Multiple SAS Request type in one or more student s information to check Upload Batch File upload a file with one or more students from the user s system. If a student is not eligible, first confirm there was not a typing error. Notify the student they are not eligible and the reason they are not eligible. (This can be found on the web portal when you check the student s eligibility). Students may not be eligible for a variety of reasons, such as: they cannot be found in the K-12 system or GED system; they have used their amount for that year; they have used the lifetime maximum; they did not graduate in 2012 or later, or they do not have a Saskatchewan Grade 12. If the student provided incorrect data, or there is a data entry error, the educational institutions should resubmit. Single SAS Request To check the eligibility and pre-authorize a single SAS submission: Select the Single SAS Request menu item. Enter the following mandatory information: First Name, Last Name, Birth Date, Study Period Start Date, and Program Name. If possible, enter the following additional information: Learning ID and Social Insurance Number (SIN) (note: inclusion of this additional information decreases likelihood of errors in matching). If additional information is not available, leave the field blank; do not enter 0 or null Administrative Guidelines 9

14 The default tuition amount on this screen will always be more than $500. If tuition is less than $500, click on the box beside over $500 and type in the tuition amount. Click Inquiry. The window at the bottom of the screen will display the results of the inquiry. The results will be Eligible with the scholarship amount available or Not Eligible with the reason why/why not eligible displayed in the message box. When a student is eligible, the user will need to type in the missing information: Learning ID, SIN, Student Number, and Address. The user will then click on the Pre-Auth button to request the displayed scholarship amount be allocated to their educational institution. An error message will appear if there is any information missing required for the pre-authorization. If a student is not eligible, a reason will appear in the message box. If the student is not found, check your data for errors and resubmit if needed. 10 saskatchewan.ca/sas

15 Saskatchewan Advantage Scholarship Note: Once you have clicked on Pre-Auth, the allocated Scholarship amount is to be sent to your educational institution. If the student withdraws before you invoice the Ministry of Advanced Education see Releasing Pre-Authorization section. Multiple SAS Request To check the eligibility and pre-authorize more than one SAS submission: 1. Click on the Multiple SAS Request menu item. 2. Click on Add Row. 3. The Single SAS Request screen will appear. 4. Enter the following mandatory information: First Name, Last Name, Birth Date, Study Period Start Date, and Program Name. 5. If possible, enter the following additional information: Learning ID and SIN (note: inclusion of this additional information decreases likelihood of errors in matching). If additional information is not required, leave the field blank; do not enter 0 or null. 6. The default tuition amount on this screen will always be more than $500. If tuition is less than $500, click on the box beside over $500 and type in the tuition amount. 7. Click Next Administrative Guidelines 11

16 Repeat bullets 4-7 until all entries are complete. Select Save. Select Inquiry. If errors are returned, click on the row to display the error message in the bottom box. Click on Edit Row to fix data entry errors. If the student is eligible, click on the row and enter the address. Continue down the page to add in the address information for each student. Click Pre-Auth. 12 saskatchewan.ca/sas

17 Saskatchewan Advantage Scholarship Upload Batch File: Refer to Appendix F for interface file specifications. To check the eligibility and pre-authorize a batch SAS submission: Click on the Upload Batch File menu item. Enter User name and Password. Select Browse to locate the file on your system. Select the file to upload. Click Submit Administrative Guidelines 13

18 Click Return. Click Manage SAS Batch on menu. Highlight batch you want (row). Click on PROCESS BATCH button. Highlight batch. 14 saskatchewan.ca/sas

19 Saskatchewan Advantage Scholarship Click on Display Detail. Click on Back to Manage SAS Batch. Highlight batch. Select the Pre-Authorization check box. Click on PROCESS BATCH. Click Ok. Highlight batch in row. Click on Create Result File. Click on Save and place on your system. Click Close Administrative Guidelines 15

20 Releasing Pre-Authorization Click on the Release Pre-Auth menu item. Search for the specific student by entering their Learning ID, Student Number, or First Name and Last Name. Click Search. Select the Search button to display all pre-authorized students for your educational institution. Select each record you want to release the pre-authorization. You can select Release All to choose all records; manually choose an individual record by clicking on that record; or Uncheck All Records if you want to stop processing. Click on the Release Pre-Authorization button. 16 saskatchewan.ca/sas

21 Saskatchewan Advantage Scholarship Searching for a Student Click on Award Search on the side menu. Enter any of the following search criteria: ¾ By your educational institution will display all records; ¾ By fiscal year will display all records for that fiscal year; ¾ By Learning ID will display all records for that particular student at your educational institution; or ¾ By First, Middle and/or Last name will display all records fitting those parameters. Please note that you can choose to enter just a letter or a combination of letters before the percentage sign (%) and all records fitting those parameters will be displayed. For example, to view all records where students have a last name beginning in S just type in S before the %. Click SEARCH Administrative Guidelines 17

22 Invoicing The following provides an overview of how an educational institution will be able to invoice the Ministry of Advanced Education: Select Create Invoice from the side menu. Enter the search criteria such as start and end date (i.e. September 1 September 30). Click Preview Invoice Details. Select all records you want to invoice the Ministry of Advanced Education for (this can be anytime after study period start date but should be after your educational institution s 100 per cent tuition refund cut-off date) by clicking on each one or selecting all. To view the details of the invoice, click on Pre-Authorized Details button. Click on Create Invoice to send the request for payment to the Ministry of Advanced Education. 18 saskatchewan.ca/sas

23 Saskatchewan Advantage Scholarship Search Invoice Select Search Invoice from the side menu. Enter search criteria such as invoice number and fiscal year. To view the invoice details select Display Details. Click Search. Payment The Ministry of Advanced Education will validate the invoice and send payment. Payments will be made via electronic funds transfer or cheque. Under exceptional circumstances, the educational institution may issue a refund to the Ministry of Advanced Education if the institution has invoiced, and received payment from the Ministry of Advanced Education in error. Please refer to the Refunds section for more detail. SAS Reports Educational institutions are able to generate two reports. The first is a Student by Invoice Report which shows all students that are included on one invoice. The second report is an EI Award Extract. This report shows information in a time period. The information includes date, award status, name, learning ID, date of birth, program and address. To generate the Student by Invoice Report Select SAS Reports Menu from the side menu. Click Student by Invoice. Select Fiscal Year from the down arrow. Select Invoice ID number. Click Submit to generate Student by Invoice Report Administrative Guidelines 19

24 EI Award Extract To generate the EI Award Extract Select SAS Reports Menu from the side menu. Click EI Award Extract. Select a Start and End Date. Click Submit to generate the EI Award Extract. 20 saskatchewan.ca/sas

25 Saskatchewan Advantage Scholarship Appendix A - Sample Consent Form Saskatchewan Advantage Scholarship The Saskatchewan Advantage Scholarship provides every Saskatchewan grade 12 graduate (including ABE and GED) who completes grade 12 in 2012 or later, and enrols at a Saskatchewan post-secondary institution, up to $500 per year to a lifetime maximum of $2,000 over 10 years. The scholarship will reduce tuition for eligible post-secondary education and training programs starting April 1, Students will not need to apply for the Saskatchewan Advantage Scholarship as your postsecondary institution will apply on your behalf. Filling out this form will provide your consent to the post-secondary institution you are attending to apply for the scholarship on your behalf. Eligible students will have their tuition reduced by the scholarship amount and the Government of Saskatchewan will reimburse your Saskatchewan post-secondary educational institution directly. Consent to Release Information I,, authorize to disclose my (name of student) (name of post-secondary institution) personal information 1 to the Government of Saskatchewan. This information will be used to administer and evaluate the Saskatchewan Advantage Scholarship. X Signature of Applicant Date Signed 1 The personal information provided on your behalf for the Saskatchewan Advantage Scholarship includes: first and last name, learning ID (this is the identification number from the Saskatchewan high school you graduated from, if available), date of birth, Social Insurance Number (SIN) for tax purposes, address, and tuition amount Administrative Guidelines 21

26 Appendix B - Sample Opt Out/Opt In Form SAS Opt Out/Back In Form This form is used to indicate that you do not wish to receive SAS at this time. It is also used to begin receiving SAS if you previously declined the scholarship. 22 saskatchewan.ca/sas

27 Saskatchewan Advantage Scholarship Appendix C - Refund Form Administrative Guidelines 23

28 Appendix D - Glossary of Terms Field Names Add Next Record Address Line 1 Address Line 2 Award Amt Birth Date City Country Customer Reference Number Educational Institute Eligibility Results First Name GED ID Inquiry Last Name Learning ID Main Menu Definitions The Add Next Record function allows users to enter multiple SAS Award Requests. Once a request is complete, users can click Add Next Record to enter in additional records. The user must click on Save to keep all records. The mailing address of the student. Address line 1 will usually be the street address. The address is used to mail the tax receipt for the scholarship to the student. The second line of the mailing address, if applicable. The dollar amount of the SAS tuition reduction. If an Inquiry was performed, the Award Amt is for informational purposes only. If a Pre-Auth was performed, the Award Amt has been assigned to the educational institution and is no longer available to the student. The educational institution will either invoice the Ministry of Advanced Education (to be paid for the tuition reduction) or release the pre-authorization (to return the funds to the student for future use). The student s date of birth in the form of mm/dd/yyyy. The name of the city of the student s mailing address. The name of the country of the student s mailing address. A number that the educational institution enters to identify with their internal systems. The name of the educational institution where the student is registered. This field is automatically completed based on the log on ID. Identifies the results of eligibility for a SAS. Will display eligible or not eligible. The First Name of the student applying for SAS. The unique number internally assigned by the Ministry of Economy to GED students. The Inquiry function will check whether a student is eligible for a SAS scholarship. The Inquiry function is for informational purposes only. When an Inquiry is performed, First Name, Last Name, Date of Birth, Study Period Start Date, and Program Name are mandatory fields. The Last Name of the student applying for SAS. The unique identifier assigned by the Ministry of Education to the student. The Learning ID will appear on the student s transcripts. Students can contact the Ministry of Education for their Learning ID. The Main Menu function will take users back to the welcome page from the screen that they are on. 24 saskatchewan.ca/sas

29 Saskatchewan Advantage Scholarship Field Names Message Middle Name Over $500 Postal Pre-Auth Program Name Province Registration Choice SIN Student Number Study Period Start Date Definitions A message describing why an application was denied. This field will be blank if the application was accepted. The Middle Name of the student applying for SAS. This box will be checked if the student s tuition is over $500. If this field is checked, the Tuition Amt field will not be displayed. The postal code of the student s mailing address. The Pre-Auth function awards the SAS to the student (if eligible). Once the SAS is pre-authorized, the Award Amt is no longer available to the student and is reserved for the educational institution until it is either invoiced or released back to the student. When a Pre-Auth is performed, the following fields must be filled in (Last Name, First Name, Birth Date, Study Period Start Date, Program Name, and Address fields). The name of the program the student is enrolled in. This is a free form field. The name of the province or territory of the student s mailing address. Identifies the affiliated colleges that an educational institution may be doing the tuition and registration on behalf of. For example, the University of Regina registers students on behalf of Campion College. The Social Insurance Number of the student. The Social Insurance Number is a 9 digit field with no embedded spaces. The student number assigned by the educational institution. Start date of the student studies in the form of mm/dd/yyyy. A unique identifier for the eligibility or pre-authorization Trans ID transaction. The transaction identifier will be useful when talking to the SAS Administrator about a specific transaction. Tuition Amt Records the student s tuition if the tuition is less than $ Administrative Guidelines 25

30 Appendix E - Error Messages Message Number Message Text Denied due to student opting out of program. K12 system eligibility check did not respond. Action No additional work is required. There is an internal error. Retry your request in 15 minutes. 149 Learning ID is not valid. Check data entry and change as needed. 150 First Name must be provided. Add in First Name. 151 Last Name must be provided. Add in Last Name. 152 Date of Birth is not valid or missing. Check data entry and change as needed. 153 Tuition must be greater than 0. Enter tuition amount if less than $500 or check box that tuition is greater than $ Study period start date is not valid or missing. Check data entry and change as needed. 155 Education institution is invalid. Check log on ID. 156 SIN provided is not valid. Check data entry and change as needed. 157 Address Line 1 must be provided. Check data entry and change as needed. 158 City must be provided. Check data entry and change as needed. 159 Postal Code is not valid or missing. Check data entry and change as needed. 160 Province Abbreviation is not valid or missing. Check data entry and change as needed. 161 Program Name must be provided. Check data entry and change as needed Student not found on K12 student registry. Multiple matches found for student on K12 student registry. Student found in K12 registry but has not met high school completion eligibility. No record of GED Graduation was found. Graduation date must be later than 31-Dec-2011 and earlier than study period start date. Period of study start date is before SAS program start date. Check data entry and change as needed. Inform student that he/she is not eligible. Check data entry and change as needed. Request student provide learning ID and SIN. Check data entry and change as needed. Inform student that he/she is not eligible. Check data entry and change as needed. Inform student that he/she is not eligible. Inform student that he/she is not eligible. Inform student that he/she is not eligible. 26 saskatchewan.ca/sas

31 Saskatchewan Advantage Scholarship Message Number Message Text Study period start date is later than graduation date added to SAS program length. Student has exceeded the SAS award limit per fiscal year. Student has exceeded the SAS award lifetime limit. Column headings do not match interface file specifications. Number of Columns does not match interface file specifications. Data columns do not match specifications- too many or too few columns. Student has exceeded the SAS award limit per program year. Denied due to no record of eligible graduation found in K12, ABE or GED program. System error has occurred. Please inform SAS Administrator. Action Study period start date is past the 10 year limit. Inform student that he/she is not eligible. Inform student that he/she is not eligible. Inform student that he/she is not eligible. Format of the batch upload file is incorrect. Refer to the interface file specification for more information (Refer to Appendix F). Fix the format and resubmit. Format of the batch upload file is incorrect. Refer to the interface file specification for more information. Fix the format and resubmit. Column names/headings are incorrect. Refer to the interface file specification for more information. Fix the format and resubmit. Inform student that he/she is not eligible. Check data entry and change as needed. Inform student that he/she is not eligible. Contact SAS Administrator at 190 GED number provided is not correct. Check data entry and change as needed. 195 Period Study Start Date more than 1 year past or 1 year in future. Check data entry and change as needed. 200 Invalid data item in detail records of batch file rejected. Format of the data in the batch upload is incorrect. Refer to the interface file specification for more information. Correct data and resubmit (Refer to Appendix F) Administrative Guidelines 27

32 Appendix F - Saskatchewan Advantage Scholarships Awards Import Interface File Specifications General Guidelines Education institutions wishing to carry out bulk assessment of the SAS can do so using the interface file specifications as described in the following document. The format of the interface request file and interface response file is tab delimited. The response file will contain an echo of the data in the request file with the additional response data items added at the end of the record. Missing or invalid data items within each record will cause that record to be rejected and an error message will be provided that explains the first problem encountered. In this case processing will continue with the next record until the entire file has been processed. Column Headings The first record must contain the column headings that represents the data items in that column in the detail section of the file. For example if Learning ID is in the first data column of the data file then record 1 must contain the column heading value LearningId in column 1. The intent of this feature is that if columns are out of place the system can recognize the fact before loading bad data into the database. Column headings are also helpful when the files are being updated manually using desk top tools. The exact values for column headings are specified below. If any of the column headings do not match these specifications, the file will be rejected. Column headings need to be present even if the data in that column is all blanks. Method of Transport To submit a SAS Award Eligibility Request file, the institution must login in the SAS Web Application and navigate to the Upload SAS Batch screen. This screen will allow the user to select the eligibility request file from their desktop and upload it for processing. The result file will be provided by the user clicking on a link and opening the file on their desktop. This will allow the user to save the result file wherever they choose. 1. File Naming Convention: Filename should be structured as follows: Destination - alpha numeric AE From Institution Name - alphanumeric max 20 Date - YYYYMMDD Time - HHMISS Example: AE_UofR_ _ saskatchewan.ca/sas

33 Saskatchewan Advantage Scholarship 2. SAS Eligibility Request (Import) File Structure Interface file must be tab delimited format. Optional fields must be left blank or filled with 0. Mandatory fields must have a value. All numeric fields should be 0 if no value Column Headings Record Layout Field Max Field Name Format Requirement Mandatory Value Number Length 1 Column_1_Heading Alphanumeric 20 Mandatory LEARNINGID 2 Column_2_Heading Alphanumeric 20 Mandatory STUDENTREFID 3 Column_3_Heading Alphanumeric 20 Mandatory GEDID 4 Column_4_Heading Alphanumeric 20 Mandatory SIN 5 Column_5_Heading Alphanumeric 20 Mandatory FIRSTNAME 6 Column_6_Heading Alphanumeric 20 Mandatory MIDDLENAME 7 Column_7_Heading Alphanumeric 20 Mandatory LASTNAME 8 Column_8_Heading Alphanumeric 20 Mandatory DOB 9 Column_9_Heading Alphanumeric 20 Mandatory ADDRESS1 10 Column_10_Heading Alphanumeric 20 Mandatory ADDRESS2 11 Column_11_Heading Alphanumeric 20 Mandatory CITY 12 Column_12_Heading Alphanumeric 20 Mandatory PROVINCE 13 Column_13_Heading Alphanumeric 20 Mandatory POSTAL 14 Column_14_Heading Alphanumeric 20 Mandatory COUNTRY 15 Column_15_Heading Alphanumeric 20 Mandatory STUDYSTARTDATE 16 Column_16_Heading Alphanumeric 20 Mandatory TUITIONOVER Column_17_Heading Alphanumeric 20 Mandatory TUITION 18 Column_18_Heading Alphanumeric 20 Mandatory PROGRAM 19 Column_19_Heading Alphanumeric 20 Mandatory REGISTRYOPTION 20 Column_20_Heading Alphanumeric 20 Mandatory INSTITUTIONREF Detail Record Layout Field Number Field Name Format Max Length Requirement 1 Learning ID Numeric 9 Optional 2 Student_Ref_Nbr Alphanumeric 11 Optional 3 GED ID Numeric 9 Optional 4 SIN Numeric 9 Optional 5 First Name Alphanumeric 30 Mandatory 6 Middle Name Alphanumeric 30 Optional 7 Last Name Alphanumeric 30 Mandatory Administrative Guidelines 29

34 Field Number Field Name Format Max Length Requirement 8 Date of Birth MM/DD/YYYY 10 Mandatory 9 Address line1 Alphanumeric 40 Mandatory 10 Address line2 Alphanumeric 40 Optional 11 City Alphanumeric 40 Mandatory 12 Province Alphanumeric 2 Mandatory 13 Postal Code Alphanumeric ANANAN 6 Mandatory 14 Country Alphanumeric 4 Optional 15 Study Period Start Date MM/DD/YYYY 10 Mandatory Alphanumeric 16 Tuition over 500 Values must be Y or N. If tuition is $500 or greater then set to Y. If blank or N Tuition amount will used. Alphanumeric. 1 Optional This is optional if Tuition 17 Tuition Amount over 500 is set to Y. If indicator is set to N or is 7 Format blank then a value in Tuition becomes mandatory. 18 Program Alphanumeric 60 Mandatory Alphanumeric 19 Registration_Option 20 Institution_Reference For UofR and UofS to distinguish between colleges. For ex. Campion College or St.Thomas More College Alphanumeric For education institutions to use as they wish to uniquely identify and track each award request record. SAS will pass through this data field to the return file without validation. 30 Optional 30 Optional 30 saskatchewan.ca/sas

35 Saskatchewan Advantage Scholarship 3. SAS Eligibility Response File Structure This file will be generated by the SAS system providing a response to each SAS award eligibility request that was imported through the SAS Eligibility Request file described above. The first 21 columns are an echo of the data from the request file. The export file will be constructed under the following guidelines: Interface file will be Tab delimited format. Optional fields must be left blank or filled with 0. Mandatory fields must have a value. All numeric fields should be 0 if no value. Column Headings Record Layout Field Max Field Name Format Requirement Mandatory Value Number Length 1 Column_1_Heading Alphanumeric 20 Mandatory LEARNINGID 2 Column_2_Heading Alphanumeric 20 Mandatory STUDENTREFID 3 Column_3_Heading Alphanumeric 20 Mandatory GEDID 4 Column_4_Heading Alphanumeric 20 Mandatory SIN 5 Column_5_Heading Alphanumeric 20 Mandatory FIRSTNAME 6 Column_6_Heading Alphanumeric 20 Mandatory MIDDLENAME 7 Column_7_Heading Alphanumeric 20 Mandatory LASTNAME 8 Column_8_Heading Alphanumeric 20 Mandatory DOB 9 Column_9_Heading Alphanumeric 20 Mandatory ADDRESS1 10 Column_10_Heading Alphanumeric 20 Mandatory ADDRESS2 11 Column_11_Heading Alphanumeric 20 Mandatory CITY 12 Column_12_Heading Alphanumeric 20 Mandatory PROVINCE 13 Column_13_Heading Alphanumeric 20 Mandatory POSTAL 14 Column_14_Heading Alphanumeric 20 Mandatory COUNTRY 15 Column_15_Heading Alphanumeric 20 Mandatory STUDYSTARTDATE 16 Column_16_Heading Alphanumeric 20 Mandatory TUITIONOVER Column_17_Heading Alphanumeric 20 Mandatory TUITION 18 Column_18_Heading Alphanumeric 20 Mandatory PROGRAM 19 Column_19_Heading Alphanumeric 20 Mandatory REGISTRYOPTION 20 Column_20_Heading Alphanumeric 20 Mandatory INSTITUTIONREF 21 Column_21_Heading Alphanumeric 20 Mandatory ELIGSTATUS 22 Column_22_Heading Alphanumeric 20 Mandatory AWARDAMT 23 Column_23_Heading Alphanumeric 20 Mandatory ERRMSG 24 Column_24_Heading Alphanumeric 20 Mandatory TRANSID Administrative Guidelines 31

36 Detail Record Layout Field Number Field Name Format Max Length Requirement 1 Learning ID Numeric 9 Optional 2 Student_Ref_Nbr Alphanumeric 11 Optional 3 GED ID Numeric 9 Optional 4 SIN Numeric 9 Optional 5 First Name Alphanumeric 30 Mandatory 6 Middle Name Alphanumeric 30 Optional 7 Last Name Alphanumeric 30 Mandatory 8 Date of Birth MM/DD/YYYY 10 Mandatory 9 Address line1 Alphanumeric 40 Mandatory 10 Address line2 Alphanumeric 40 Optional 11 City Alphanumeric 40 Mandatory 12 Province Alphanumeric 2 Mandatory 13 Postal Code Alphanumeric ANANAN 6 Mandatory 14 Country Alphanumeric 4 Optional 15 Study Period Start Date MM/DD/YYYY 10 Mandatory 16 Tuition over 500 Alphanumeric Values must be Y or N. 1 Optional 17 Tuition Amount Alphanumeric. 7 Format Program Alphanumeric 60 Mandatory 19 Registration_Option Alphanumeric 30 Optional 20 Institution_Reference Alphanumeric 30 Optional Alphanumeric (Y N) 21 Eligibility Status 22 SAS Award Amount 23 Error Message 24 Transaction_ID Y Eligible for SAS award amount as specified in SAS Award Amount N Not eligible for any amount Alphanumeric If not eligible amount will be 0 Alphanumeric No message if Status is Y Numeric Uniquely identifies award request transaction in SAS system 1 Mandatory 8 Mandatory Optional 9 Mandatory 32 saskatchewan.ca/sas

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38 The Saskatchewan Advantage Scholarship Administrative Guidelines Need more information? Student Service Centre Ministry of Advanced Education Telephone: Outside Regina call toll-free: Regina area (or outside Canada): saskatchewan.ca/sas saskatchewan.ca/sas