Learn how to compare roster data files with our new tool

Table of Contents

1. Introduction
2. Cal Grant Regional Training Video Overview
3. Disclaimer
4. Overview of Tools in WebGrants Database
5. The Roster Data File Compare Tool
6. Using the Roster Data File Compare Tool
   • Locating the Tool
   • Retrieving and Saving Grant Roster Reports
   • Launching the Roster Data File Compare Tool
   • Comparing the Old and New Rosters
   • Viewing Comparison Results
7. Display Choices in the Roster Data File Compare Tool
8. Printing or Saving Comparison Results
9. Conclusion
10. Contact Information for Assistance

Cal Grant Regional Training Video Overview

The 2020 Cal Grant Regional Training video, presented by the California Student Aid Commission, aims to provide a quick overview of the Roster Data File Compare tool found in the WebGrants database. This training video is designed for attendees of a Cal Grant Regional Training Workshop or anyone who wants a better understanding of this tool. A disclaimer is included to inform viewers that all the student data shown in the webinar is fictitious, with Altered information to protect Personally Identifiable Information (PII).

Disclaimer

The training video begins with a disclaimer stating that all student data shown in the webinar is fictitious. Personal details like student names, dates of birth, GPAs, and school information have been changed to ensure the protection of PII. It is emphasized that the material presented in the video is for training purposes only.

Overview of Tools in WebGrants Database

This section provides an overview of some commonly-used tools in the WebGrants database. Users are able to save these tools to a folder on their computer for easy access. The Roster Data File Compare Tool is introduced as one of the tools that compares roster changes from week to week. Templates for formatting reports onto an Excel spreadsheet are also Mentioned, allowing users to manage data efficiently by adding filters and sorting preferences.

The Roster Data File Compare Tool

The Roster Data File Compare tool is a time-saving tool that allows users to compare changes between two rosters. Whether it is comparing changes between last week's roster and the Current week's roster or comparing any two rosters, this tool can identify newly-awarded students or students who have dropped. The tool is especially valuable for schools processing Cal Grant awards.

Using the Roster Data File Compare Tool

Locating the Tool

To access the Roster Data File Compare tool, users need to log into WebGrants and navigate to the "Tools" link in the upper right corner of the Portal Menu. The Roster Data File Compare tool is the first one listed on the page, and users can save it to their computer for future use.

Retrieving and Saving Grant Roster Reports

Before launching the tool, users need to retrieve and save the two Grant Roster reports they want to compare. The Grant Roster report is housed in the Data Transfer menu, and the pathway is shown on the slide. These reports are data files that will be saved as text (.txt) files. Cal Grant award processing jobs run weekly, so these reports are generated on a weekly basis.

Launching the Roster Data File Compare Tool

Once the old and new rosters are saved to the computer, users can launch the Roster Data File Compare tool. The tool allows users to compare the changes between the two rosters by clicking "Select Old File" to retrieve the older roster from its saved location and "Select New File" to import the Second roster. Both rosters will be loaded into the tool for comparison.

Comparing the Old and New Rosters

Once both rosters are populated into the tool, users can select the "Compare" button. Depending on the size of the school's rosters, it may take several minutes for them to load. The progress of the upload is indicated by Blue bars at the bottom of the screen. After the rosters are loaded, the "Results File" will display by default, listing all students and providing a summary of the number of total records, changed records, and new awardees.

Viewing Comparison Results

In the Roster Data File Compare tool, users have the option to view specific types of records such as dropped records, changed records, or new awardees. The tool provides details on financial changes, including forecasted eligibility changes, annual award amount changes, and financial need amount changes. Users can choose to print or save the comparison as a new file.

Display Choices in the Roster Data File Compare Tool

The Roster Data File Compare tool offers display choices that allow users to narrow down the results Based on their preferences. Whether users want to view dropped records, changed records, or new awardees, they can navigate through the tool to find the Relevant information they need.

Printing or Saving Comparison Results

Once the comparison results are displayed, users have the option to print or save the results as a new file. This feature enables users to keep a Record of the comparison or share the results with others. The flexibility to print or save ensures that the information is easily accessible and can be utilized as needed.

Conclusion

In conclusion, the Roster Data File Compare tool is a valuable resource for schools administering Cal Grant funds. By comparing rosters from different weeks, this tool can efficiently identify changes such as newly-awarded students or students who have dropped. The video has provided a step-by-step guide on how to use the tool and navigate through its features. Users are encouraged to explore the various reports and tools in WebGrants to familiarize themselves with their functionality.

Contact Information for Assistance

If viewers have any questions or require additional assistance, they are encouraged to reach out to the Institutional Support Unit. The contact information for the unit is provided at the end of the video, ensuring that users have access to the help they need.

Highlights

• Quick overview of the Roster Data File Compare tool in the WebGrants database
• Explanation of the purpose and benefits of the tool in identifying roster changes
• Step-by-step guide on locating, launching, and using the Roster Data File Compare tool
• Introduction to display choices and options for viewing comparison results
• Instructions on printing or saving comparison results
• Emphasis on the training purposes of the video and the protection of student data
• Encouragement to explore other tools and reports in WebGrants for comprehensive administration of Cal Grant funds
• Contact information provided for user assistance.

FAQ

Q: What is the purpose of the Roster Data File Compare tool? A: The Roster Data File Compare tool allows users to compare changes between two rosters, helping to identify newly-awarded students or students who have dropped.

Q: Can I save the comparison results in the Roster Data File Compare tool? A: Yes, the tool provides the option to print or save the comparison results as a new file for easy reference or sharing.

Q: Are the student data shown in the video real? A: No, all student data shown in the video is fictitious. Personal details have been altered to protect Personally Identifiable Information (PII).

Q: How can I access the Roster Data File Compare tool in WebGrants? A: After logging into WebGrants, you can find the "Tools" link in the upper right corner of the Portal Menu. The Roster Data File Compare tool is the first one listed on the page.

Q: What other tools are available in WebGrants? A: WebGrants offers various tools and templates for managing data and generating reports. These tools can be explored to familiarize yourself with their functionality and uses in administering Cal Grant funds.