2008-2009 Desk Reference for

EDExpress for Windows

Release 1.0
Setup
Application Processing
Packaging
TABLE OF CONTENTS
INTRODUCTION TO EDEXPRESS FOR WINDOWS .............................. 1

USING EDEXPRESS FOR WINDOWS 2008-2009, RELEASE 1.0............................ 1

Purpose of this Desk Reference.................................................................. 2

SETTING UP EDEXPRESS................................................................... 3

LOGGING IN FOR THE FIRST TIME ............................................................... 3

PRIOR YEAR IMPORT .............................................................................. 5

WHAT IS GLOBAL?................................................................................ 9

GLOBAL SETUP .................................................................................. 10

Defining Security ................................................................................... 10
School Setup......................................................................................... 12
Global System Setup.............................................................................. 13
FAA Access Setup .................................................................................. 15
File Management ................................................................................... 18
Document Tracking Setup ....................................................................... 19
ED Initiated Imports Setup ..................................................................... 20
Set Up a User Database.......................................................................... 21
Create User-Defined User Letter Text ....................................................... 22
Create User-Defined Award Letter Text ..................................................... 22
Create User-Defined Document Tracking Letter Text ................................... 23

WHAT IS APP EXPRESS? ....................................................................... 24

APP EXPRESS SYSTEM SETUP .................................................................. 27

IMPORTING AND PRINTING ISIRS ................................................. 28

IMPORTING DATA INTO EDEXPRESS .......................................................... 28

PRINTING ISIRS ................................................................................ 30

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference i
EXPORTING EXTERNAL DEMOGRAPHIC AND ISIR DATA ................. 33

EXTERNAL DEMOGRAPHIC DATA EXPORT ..................................................... 33

EXTERNAL ISIR EXPORT ....................................................................... 35

INTRODUCTION TO PACKAGING ..................................................... 36

WHAT IS PACKAGING? ......................................................................... 36

PACKAGING SETUP ......................................................................... 38

PACKAGING SETUP CHECKLIST ................................................................ 38

ASSIGN PRIORITIES TO PACKAGING FUNCTIONS ............................................ 40

PACKAGING SYSTEM SETUP .................................................................... 41

ESTABLISH ACADEMIC YEAR PROFILES ....................................................... 43

ENTER FUND MAINTENANCE INFORMATION ................................................... 45

ENTER REMAINING NEED INFORMATION ...................................................... 47

DEFINE AWARD METHODOLOGIES ............................................................. 48

ESTABLISH BUDGETS ........................................................................... 51

DEFINE SAP VALUES (OPTIONAL) ............................................................ 53

SET UP USER-DEFINED FORMULAS (OPTIONAL) ............................................ 54

CREATING PACKAGING RECORDS ................................................... 56

PACKAGING ENTRY .............................................................................. 56

MANUAL ENTRY .................................................................................. 57

IMPORTING ISIRS .............................................................................. 58

Importing External Records ..................................................................... 60

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference ii
THE PACKAGE, UNPACKAGE, AND REPACKAGE PROCESSES ............ 61

THE BASIC PROCESSES ......................................................................... 61

Package ............................................................................................... 62
Unpackage ........................................................................................... 63
Repackage............................................................................................ 63

PRINTING REPORTS ....................................................................... 64

PRINT AWARD LETTERS ......................................................................... 64

PRINT FISAP-ELIGIBLE DEPENDENT/INDEPENDENT STUDENTS ........................... 67

PRINT LISTS ..................................................................................... 68

EXPORTING PACKAGING DATA ....................................................... 70

PACKAGING EXPORT ............................................................................ 70

QUERY ............................................................................................ 72

RULES FOR QUERIES ............................................................................ 72

CREATING A QUERY ............................................................................. 74

CREATING A QUERY FROM A PREDEFINED QUERY ............................................ 75

MODIFYING A QUERY ........................................................................... 76

USING A QUERY ................................................................................. 77

SAMPLE QUERIES................................................................................ 78

FIELD TO FIELD QUERIES....................................................................... 79

Examples of Field to Field Queries ............................................................ 79

DELETING A QUERY ............................................................................. 80

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference iii
BITS AND BYTES............................................................................. 81

MESSAGE CLASSES (SENT BY CPS) .......................................................... 81

DOWNLOADING EDEXPRESS SOFTWARE AND DOCUMENTATION ........................... 83

GETTING HELP ................................................................................ 84

ONLINE HELP .................................................................................... 84

CPS/SAIG TECHNICAL SUPPORT ............................................................. 85

TECHNICAL REFERENCES ....................................................................... 86

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference iv
Introduction to EDExpress
for Windows

Using EDExpress for Windows 2008-2009,

Release 1.0
With the App Express module, you can import, review, and print Institutional Student
Information Records (ISIRs) sent to you by the Central Processing System (CPS). ISIRs are
generated when:

• Students file the Free Application for Federal Student Aid (FAFSA)

• Students correct the Student Aid Report (SAR)

• You complete FAFSAs for students using FAA Access to CPS Online

• You make corrections to student records using FAA Access to CPS Online

• The CPS creates new ISIRs based on changes to student eligibility (“pushed ISIRs”)

The FAFSA and Student Inquiry tabs in the App Express module are linked directly to the FAA
Access to CPS Online Web site. FAFSAs and ISIR correction data are submitted through the
Web interface directly to the CPS.

Installation of the Packaging module is optional. With the Packaging module, you can track,
award, and manage federal student aid funds.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 1
The EDExpress database is password-protected to prevent unauthorized people from opening it
in Microsoft Access and viewing information protected by the Privacy Act of 1974, as amended.
If you need to open the database in Microsoft Access, see the topic “Database Password” in
online Help. However, Federal Student Aid strongly discourages users from viewing or
manipulating any EDESuite software database using Microsoft Access. Making changes to the
software database (using any version of Microsoft Access) can potentially cause damage to the
database structure and proper software functionality, and limit CPS/SAIG Technical Support’s
ability to resolve problems you may encounter as a result.

For compliance with Section 508 of the Rehabilitation Act, all required fields highlighted in
yellow display an “-R” at the end of the field label. Fields that turn blue when the value is
changed display a “-C” at the end of the field label when the change is saved.

For compliance with Section 508 of the Rehabilitation Act, grids display floating text
descriptions of the contents of grid cells. The text appears one cell above (or one cell below, for
cells in the first line of a grid) the selected cell. The text lists row number, column title, and (if
applicable) the current value. Clicking once in a cell, or using the Tab key or arrow keys to
move to a cell, displays the text. Clicking a second time hides the text.

The first time you log in, the default user ID and password is SYSADMIN. The system then
prompts you to change the default password by entering a new password and verifying it.
Floating text is always enabled for the SYSADMIN user ID and always appears in the Startup
Information dialog box. To disable the floating text, select Tools, Setup, Security Users from
the menu bar and create a new user ID and password. Exit the software, and then log in again
with your new user ID and password.

For all users other than SYSADMIN, floating text is disabled by default. To enable it, select the
Enable 508 Grid Functionality? checkbox in the Security Users dialog box.

Purpose of this Desk Reference

This desk reference provides basic instructions for using Global functions and the App Express
and Packaging modules of EDExpress. For additional information, see the online Help within
EDExpress.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 2
Setting Up EDExpress

Logging In for the First Time

When you start EDExpress for the first time, the Startup Information dialog box appears with an
alert that your assumed school is not defined. After you have defined your assumed school code
in Global Setup, this alert no longer appears. Under certain conditions, other warnings or alerts
may appear.

To log in to EDExpress for the first time:

1. Select Start, Programs, EDESuite, EDExpress 2008-2009 and choose EDExpress for
Windows 2008-2009.

2. When you see the Startup Information dialog box, click Close.

3. Type SYSADMIN for the user ID. Until you create a user ID for yourself or user IDs for
others in your office, SYSADMIN is the default user ID.

4. Type SYSADMIN for the password.

5. Type a new password in the New Password field. You must change the SYSADMIN
password the first time you log in to the software. The new password becomes the password
for the SYSADMIN user ID.
Valid passwords are one to eight characters long and can contain uppercase letters (A-Z),
numbers (0-9), plus (+), dash (-), backslash (/), asterisk (*), number (#), period (.), and
apostrophe (‘).

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 3
6. Type the new password again in the Verify Password field.

7. Click OK or press Enter to log in to EDExpress. The Prior Year Move dialog box appears,
offering you an opportunity to import your prior year setup data.

8. If you want to import Global, Application Processing, and Packaging data from the 2007-
2008 EDExpress database, click Yes to the Import Prior Year Data? prompt.

If you do not want to import Prior Year Data or are not sure, click No. You can import Prior
Year Data at any time by selecting File, Import, Global, choosing Prior Year User-
Defined Queries, Setup, and File Formats as the import type, clicking OK, and selecting
the data you want to import. See “Prior Year Import” in this desk reference for more
information.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 4
Prior Year Import
When you log in to EDExpress for Windows 2008-2009 for the first time, you are prompted to
import Prior Year Queries, Setup, and File Formats from the EDExpress for Windows 2007-
2008 database. If you do not import prior year data when you log in for the first time, you can
import it later by following the steps at the end of this section.

When you import prior year file formats, all file format fields are imported, even those that
include fields for which labels have changed, as long as the fields exist in the current year’s
software.

The following data can be imported using Prior Year User-Defined Queries, Setup, and File
Formats:

Query
• Global

• App Express

• Packaging

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 5
Global Setup
• Security Groups

Note: Security group access rights are not transferred when you import prior year Security
Groups. You must reassign access rights to imported groups in Security Groups setup. See
“Defining Security” in this desk reference for more information.

• Security Users

• Document Tracking

• User-Defined Letter Text

• System

• File Management

Note: Import and export file paths for 2008-2009 message classes that did not exist in the
2007-2008 award year are not changed when you import prior year File Management setup.
If you want the import and export paths for the new message classes to be different than the
default C:\IAM\DATA, you must change the paths in File Management setup.

• File Formats

Note: If a file format with the same code already exists in EDExpress for Windows 2008-
2009, the file format is not imported.

• User Database

• FAA Access

Application Processing Setup

• System

• File Formats

Note: If a file format with the same code already exists in EDExpress for Windows 2008-
2009, the file format is not imported.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 6
Packaging Setup
• Academic Year Profiles

• Fund Maintenance

• Award Methodologies

• Budgets

• SAP Values

• System

• User-Defined Formulas

• File Formats

Note: If a file format with the same code already exists in EDExpress for Windows 2008-
2009, the file format is not imported.

To import prior year data:

1. Select File, Import from the menu bar, then choose the Global tab.

2. Confirm that Prior Year User-Defined Queries, Setup, and File Formats appears as the
Import Type.

3. Select Printer, File, or Screen as the output destination. If you want to send the report to a
file, click the File button and type a name for the file, then click Save.

4. Click OK. The Prior Year Move dialog box appears.

5. Select the items you do not want to import by clearing the checkboxes in the Import column.

6. Select one of the following import options:

• Import All records for Setup Options Selected imports all records without prompting
you to select specific records.

• Import only Specific records for Setup Options Selected prompts you to select the
specific records you want to import for each group of records, such as Security Groups
and Award Methodologies.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 7
7. Click OK.

If you chose Import All records for Setup Options Selected, the In Progress dialog box
appears.

If you chose Import only Specific records for Setup Options Selected, you must select the
specific records you want to import for each group of records before the In Progress dialog
box appears.

8. Click OK to close the In Progress dialog box.

9. If you selected Printer as the output destination, click OK to print the Import Prior Year
Queries, Setup, and File Formats report.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 8
What Is Global?
The Global module, which is installed automatically, provides core features and functionality
applicable across EDExpress and available in all of its other modules. In addition to storing
student demographic records and establishing default EDExpress settings, the Global module
allows you to:

• Create security groups and security users

• Import prior year user-defined queries, setup, and file management; prior year demographic
data; prior year user data; user-defined data; demographic data, and ED initiated imports

• Create and view demographic data

• Export external demographic data to use in spreadsheets or with external systems

• Create notes on individual student records

• Print labels, notes, letters, lists, queries, user data, setup options, record layouts, and student
summaries

• Manage import and export directories

• Create user-defined fields

• Track documents

In addition, the Global module provides two database utilities, Compact and Repair Database
and Verify Database.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 9
Global Setup

Defining Security
Creating security groups is optional. If you do not need to limit access to EDExpress, you can
create user IDs and assign them to the predefined EXPRESS ADMINISTRATION security
group, which has access to all EDExpress functions.

If you need to restrict access to some of the functions within EDExpress for certain users, the
first step is to establish groups that have limited access to EDExpress. The second step is to
create user IDs and assign them to the groups you have created to specify which functions the
users can access.

You can grant or restrict access to FAA Access setup when you create security groups. Click the
Global tab on the Security Groups dialog box and select or clear the checkbox in the Access
column to the right of the FAA Access function under SETUP.

To create a security group:

1. Select Tools, Setup from the menu bar, then choose Global, Security Groups.

2. Click Add.

3. Type the name of the group you are defining.

4. Select the Browse Only (Tabs)? checkbox if you want the group to have read-only access to
the tabs on individual student records. Access to other functions, such as importing,
exporting, and using Multiple Entry, can be limited by clearing the Access checkboxes.

5. (Optional) In the Password Timeout field, type the number of days a group member’s
password is valid. If you do not want the group members’ passwords to expire, leave the
value at 0.

6. Click the tab for the module for which you are defining security. The security options
change depending on the tab you select.

7. Select the checkboxes in the Access column to enable or disable the functions to which the
group will have access. If the function’s checkbox is selected, the function is enabled. For
example, if you want users in a group to have access to Global setup options, click the
Global tab, scroll down to the checkbox for Setup in the Tools group, and select the
checkbox to enable access.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 10
8. Click Save to add the group to the database.

9. (Optional) Repeat steps 2 through 8 to add more groups.

10. Click OK to return to the EDExpress main screen.

To create users:

1. Select Tools, Setup from the menu bar, then choose Global, Security Users.

2. Click Add (below the record count box). If this is your first record to add after installing
EDExpress, skip this step and go to step 3.

3. Type a user ID in the User ID field and press Tab.

4. Click the down arrow to view a list of available security groups and select a group name.
The security settings for this group are applied to the user ID you are creating.

5. (Optional) Select the Export to EDconnect? checkbox to export Direct Loan and Pell
records to the EDconnect transmission queue automatically.

6. (Optional) Select the Automatically Transmit? checkbox if you want EDExpress to start
EDconnect and automatically transmit your files when you export them.

7. Press Tab to advance to the Password field.

8. Type the password for the user in the Password field and press Tab.

9. Type the password again in the Verify Password field.

10. (Optional) Select the Enable 508 Grid Functionality? checkbox to display floating text
descriptions of the contents of grid cells.

11. Click Save to add the user to the database.

12. (Optional) Repeat steps 2 through 11 to add more user IDs.

13. Click OK to return to the EDExpress main screen.

Helpful Hint!
• You can also change passwords in the Security Users dialog box. See online Help for
instructions on changing passwords.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 11
School Setup
To define an assumed school:

1. Select Tools, Setup from the menu bar, then choose Global, School.

2. If you receive the message “No Assumed School,” click OK.

3. Click Retrieve... (above the Help button in the lower portion of the dialog box) to view the
school list. Right-click any column heading to view a menu of sorting functions to help you
locate your school. You can also use the scroll bars to view the list.

4. Click your school’s name and click OK. If the Federal School Code that now appears in the
School Code field is the one you want for your assumed school, select the Assumed School
checkbox. Verify that the information about your school is correct, and make changes if
necessary.

5. If you will be processing applications, confirm that the App Processing Participant
checkbox is selected.

6. Click OK to continue.

7. Click Yes to save.

Important Note
• If you are a Direct Loan school and have both an application processing school code and a
DL code, be sure to use your application processing school code as the assumed school.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 12
Global System Setup
In addition to setting up Global System options for all users, you can define certain system
options for individual users. See “To set up Global System values for an individual user ID”
immediately following “To set up Global System options.”

To set up Global System options:

1. Select Tools, Setup from the menu bar, then choose Global, System.

2. Select the Allow notepad entries to be edited? checkbox if you want EDExpress users to
create and edit Notes entries. If you clear this checkbox, users will be able to view Notes
entries, but will not be able to create them.

3. Click the down arrow and select the default system (Global, App Express, or Packaging) to
display when you are printing, importing, exporting, deleting, creating queries, creating file
formats, and setting up security groups.

4. Type the number of days that you want to elapse before EDExpress automatically reprints
another document tracking letter for document codes that have not been marked as received
when you print letters again.

5. Type the number of times you want to reprint document tracking letters for each student.

6. Type the number of document tracking letters you want to print for each student each time
you print these letters.

7. Select the Return to Dialog checkbox if you want to return to the Print, Import, or Export
dialog boxes after printing a report, importing data, or exporting data.

8. Click the down arrow and select Single if you usually print a single record at a time, or select
Multiple if you usually print multiple records at a time.
You can change this setting in the Print dialog box for a specific print job at any time, but
your default setting remains the same until you change it in Global System setup.

9. Click the down arrow and select Printer, File, Screen, or E-mail as the default report file
destination.
You can change this setting in the Print dialog box for a specific print job at any time, but
your default setting remains the same until you change it in Global System setup.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 13
10. Click the down arrow and select E-mail Address 1 if you want all correspondence that can
be printed to e-mail, such as award letters and document tracking letters, to be sent to the e-
mail address in the E-mail Address 1 field on the Demo tab. Select E-mail Address 2 if you
want e-mailed reports to be sent to the e-mail address in the E-mail Address 2 field on the
Demo tab.
You can change this setting in the Print dialog box for a specific print job at any time, but
your default setting remains the same until you change it in Global System setup.

11. Click the down arrow and select Permanent if you want all correspondence to be addressed
to a student’s permanent home address. Select Local if you want all correspondence to be
addressed to a student’s local address.

You can change this setting in the Print dialog box for a specific print job at any time, but
your default setting remains the same until you change it in Global System setup.

12. Click OK to continue.

13. Click Yes to save.

To set up Global System values for an individual user ID:

Note: Options that cannot be selected for individual users are disabled.

1. Select Tools, Setup from the menu bar, then choose Global, System.

2. Click the Add button in the lower portion of the dialog box.

3. Click the ellipsis (…) button to the right of the User ID field in the upper portion of the
dialog box and select a user ID from the list of users. Click OK.

4. Click the down arrow and select the default system (Global, App Express, or Packaging) to
display when the user prints, imports, exports, deletes, creates queries, and creates file
formats.

5. Select the Return to Dialog checkbox if the user wants to return to the Print, Import, or
Export dialog boxes after printing a report, importing data, or exporting data.

6. Click the down arrow and select Single if the user usually prints a single record at a time, or
select Multiple if the user usually prints multiple records at a time.

You can change this setting in the Print dialog box for a specific print job at any time, but the
default setting remains the same until you change it in Global System setup.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 14
7. Click the down arrow and select Printer, File, Screen, or E-mail as the default report file
destination.

You can change this setting in the Print dialog box for a specific print job at any time, but the
default setting remains the same until you change it in Global System setup.

8. Click the down arrow and select E-mail Address 1 if the user wants all correspondence that
can be printed to e-mail, such as award letters and document tracking letters, to be sent to the
e-mail address in the E-mail Address 1 field on the Demo tab. Select E-mail Address 2 if
the user wants e-mailed reports to be sent to the e-mail address in the E-mail Address 2 field
on the Demo tab.

You can change this setting in the Print dialog box for a specific print job at any time, but the
default setting remains the same until you change it in Global System setup.

9. Click the down arrow and select Permanent if the user wants all correspondence to be
addressed to a student’s permanent home address. Select Local if the user wants all
correspondence to be addressed to a student’s local address.

You can change this setting in the Print dialog box for a specific print job at any time, but the
default setting remains the same until you change it in Global System setup.

10. Click OK to continue.

11. Click Yes to save.

FAA Access Setup

If you are the Destination Point Administrator (DPA) of the TG number used for CPS
processing, or if the DPA has enrolled you for FAA Access to CPS Online, you can enter your
FAA Access user information in the FAA Access dialog box. Although FAA Access setup is
optional, you will not have to enter your personal identifiers (except your PIN) each time you
create, correct, or view student records if you set up FAA Access. If you enter your FAA user
information in Global Setup, you are taken automatically to the PIN entry field in the FAA
Access PIN Authentication and Automation Information dialog box.

In case you have forgotten or misplaced your PIN, the PIN Authentication and Automation
Information dialog box has the option “I forgot/don’t know my PIN” that will link you into the
“Request a Duplicate PIN” option on Federal Student Aid’s PIN Registration Web site, located
at pin.ed.gov.

If you receive a message that your PIN has expired, you must apply for a new PIN at Federal
Student Aid’s PIN Web site, located at pin.ed.gov.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 15
Note: TG numbers can now contain a letter in the third position (after “TG”), such as TGA0001.
TG numbers containing letters will be assigned by Federal Student Aid and will not affect
existing TG numbers.

The same FAA Access authentication information you enter in Setup will log you in to the
Return of Title IV Funds on the Web and ISIR Analysis Tool Web sites. To access the sites,
select View, FAA Access to CPS Online from the menu bar, then select Return of Title IV
Funds on the Web or ISIR Analysis Tool.

Note: Although access to the Return of Title IV Funds on the Web and ISIR Analysis Tool Web
sites is part of FAA Access to CPS Online enrollment, it is not automatically granted to people
who are enrolled for FAA Access to CPS Online and must be specifically requested by your
DPA on the Student Aid Internet Gateway (SAIG) Enrollment Web site located at
fsawebenroll.ed.gov. Contact your DPA if you are unsure whether or not you have been enrolled
for the services.

1. Select Tools, Setup from the menu bar, then choose Global, FAA Access.

2. Type your Social Security Number in the FAA Social Security Number field.

3. Type the first two characters of your last name in the FAA Name ID field.

4. Type your date of birth in the FAA Date of Birth field.

5. Type the TG number you use for FAA Access to CPS Online in the TG # field.

6. Type your Federal School Code, if it is not already filled in for you, in the School Code field.
Or, click the ellipsis (…) button to select your school code from the list of codes.

7. (Optional) Type a password for saving and restoring applications and corrections in the
Application Save/Restore Password field.

Note: The Application Save/Restore Password is the password you use to access any
incomplete FAFSAs you save to FAA Access to CPS Online. The password must have at
least four characters but not more than eight. Valid values are uppercase letters (A-Z),
lowercase letters (a-z), and numbers (0-9). If you do not enter a password in Setup, you must
enter a password in the FAA Access PIN Authentication and Automation Information dialog
box to save an unfinished FAFSA and use the password later to restore the FAFSA so you
can continue working on it. You cannot restore a FAFSA that you have not saved. An
incomplete FAFSA is saved for 45 days after you last accessed it.

8. Click OK to continue.

9. Click Yes to save.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 16
Important Notes
• FAA Access setup is disabled for the SYSADMIN user ID, so be sure to log in with a user
ID other than SYSADMIN if you want to set up FAA Access for a specific user. Although
you can use FAA Access to CPS Online when logged in with SYSADMIN, EDExpress does
not store FAA Access user information for the SYSADMIN user ID.

• You can set up FAA Access only for the user ID with which you logged in, so be sure to log
in with your own user ID before setting up FAA Access.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 17
File Management
Use File Management to tell EDExpress where to look for files you want to import and where to
put files you export. For example, if you use EDconnect to send and receive your files, the
Export and Import directories in EDExpress should match the Send and Receive directories in
EDconnect.

EDExpress automatically backs up your files rather than prompting you to back them up when
1,000 files of the same message class already exist in the import or export directory. If
EDExpress determines that 1,000 files of the same message class already exist, the software
creates a backup subdirectory called “BACKUP” in your existing data directory and
automatically moves the files into it. This prevents previously imported or exported files from
being overwritten when you import or export new files.

Follow the steps below for the Export and Import tabs in the File Management dialog box.

To set paths for import and export files:

1. Select Tools, Setup from the menu bar, then choose Global.

2. Click File Management.

3. Click the Default Export Directory or Default Import Directory tab. This dialog box
enables you to change the directory location of your export or import files.

4. Click the Default Export Directory or Default Import Directory button to locate and
select a different directory for all export or import files.

5. Click the ellipsis (…) button to the right of the File Path column to locate and select different
directories for individual message classes.

6. Click OK.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 18
Document Tracking Setup
To satisfy documentation requirements and meet school information needs, applicants must
provide documents to the financial aid administrator to complete the application process. These
documents can include tax returns for verification or a school aid application. EDExpress can
track the request and receipt of these required documents. You can define as many tracking
documents as may be required of your applicants. You can also mark each document as:

• Automatic Request? Use this option if you want EDExpress to assign this document
automatically during the Add Documents process. EDExpress assigns documents according
to the criteria you have specified. If criteria or comment codes are attached, EDExpress adds
the document only to the students who meet the criteria.

• Required to Package? If you select this option, the document must be recorded as received
before the student’s aid can be packaged. If the record is already packaged, you cannot add a
document that is required for packaging.

• Required for Verification? Your school requires this document for verification. Use this
option if you want the document assigned to students selected for verification during the Add
Documents process. EDExpress adds the document only when the Verification Status Code
field on the demographic record is not equal to N. If you enable this checkbox, using the
Automatic Request option is unnecessary, because EDExpress requests this document
automatically from any student selected for verification.

To set up Document Tracking:

1. Select Tools, Setup from the menu bar, then choose Global.

2. Click Document Tracking.

3. Type a Code and a Description for the document tracking record.

4. Click OK.

Important Note
• To add documents to the records in your database, select Process, Add Documents from the
menu bar. EDExpress automatically assigns the documents according to the criteria you
established for each document when you set up Document Tracking.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 19
ED Initiated Imports Setup
ED reserves 25 message classes each award year, such as ED2509OP, to deliver additional
information to you through the SAIG.

When you receive a file in one of these message classes, follow the steps below to define the
message class. EDExpress adds the report name to the Import Type list in the Global tab of the
Import dialog box.

New for 2008-2009! The message class for the preformatted Delinquent Borrower report has
been changed to be non-year-specific. The new message class is ED04DQOP.

To set up ED-Initiated Imports:

1. Select Tools, Setup, Global from the menu bar.

2. Click ED Initiated Imports.

3. Click the Message Class field.

4. Click the down arrow and select the message class you are defining.

5. Type the report name provided by ED.

6. (Optional) Press Enter or click Add to add another import.

7. Click OK, then Yes to return to the EDExpress main window when you are finished defining
message classes.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 20
Set Up a User Database
EDExpress enables you to add your own fields to the database. These fields appear on the
student’s record and can be used in developing queries. You can create up to 200 user-defined
fields in your database.

Note: To change a user-defined field, you must delete it and recreate it. You cannot modify
user-defined fields.

You can fill user-defined data fields manually by opening a student’s record, selecting the User
Data tab, and entering the data, or automatically by using Multiple Entry. You can also use a
Global external import file to add user-defined data fields.

To set up a user-defined database:

1. Select Tools, Setup from the menu bar, then choose Global, User Database.

2. Click OK.

3. Enter the following values for each field you want to add to your database:

Parameter Description
Field The name of the field. You can use up to 20 characters.
Type The type of data used in the field. Click the down arrow to display a list of
types.
Length The length of the data:
Date: 8
Numeric: 1-10
Text: 1-40
Yes or No: 1
Description A description of the field. You can use up to 50 characters.

4. Press Enter or click Add to add additional fields.

5. When you are finished adding fields, click OK to continue.

6. Click Yes to save.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 21
Create User-Defined User Letter Text
EDExpress enables you to create user-defined text for letters you routinely send to students. You
can create as many letters as you need. Letters are formatted so that when the letter is folded, the
student’s address appears in the window of a #10 window envelope.

To create User-Defined User Letter Text:

1. Select Tools, Setup from the menu bar, then choose Global.

2. Choose User-Defined User Letter Text to create your text.

3. Enter your text (up to 42 lines) and a title. You can associate the letter with a specific
module.

4. Click OK to continue.

5. Click Yes to save.

Create User-Defined Award Letter Text

EDExpress enables you to create text for award letters. You can create as many letters as you
need. Letters are formatted so that when the letter is folded, the student’s address appears in the
window of a #10 window envelope.

To create User-Defined Award Letter Text:

1. Select Tools, Setup from the menu bar, then choose Global.

2. Choose User-Defined Award Letter Text.

3. Enter your text (up to 12 lines) and choose whether or not to include a greeting with the
student’s name. If you include a greeting, we suggest you allow an extra space between the
greeting and the text.
4. Click OK to continue.

5. Click Yes to save.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 22
Create User-Defined Document Tracking Letter Text
EDExpress enables you to create text for document tracking letters. You can create as many
letters as you need. Letters are formatted so that when the letter is folded, the student’s address
appears in the window of a #10 window envelope.

To create User-Defined Document Tracking Letter Text:

1. Select Tools, Setup from the menu bar, then choose Global.

2. Choose User-Defined Doc Tracking Letter Text.

3. Enter your text (up to 14 lines) and choose whether or not to include a greeting with the
student’s name. You can also choose to modify the preset text in text blocks 2 and 3.
4. Click OK to continue.

5. Click Yes to save.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 23
What Is App Express?
The App Express module enables you to create, correct, review, print, export, and import student
financial aid records:

• Enter FAFSAs by selecting the FAFSA tab, which takes you to FAA Access to CPS Online
where you can enter initial applications for students.

• Correct student records by selecting the Student Inquiry tab, which takes you to FAA Access
to CPS Online where you can enter corrections to specific transactions.

• Import ISIRs into App Express, where you can compare data, review and print ISIR data, and
generate reports.

• Review ISIRs on the ISIR Review tab, where you can view students’ ISIR data, print
students’ active transactions, or compare the data on two transactions for a particular student.

• Use the Print dialog box to print a variety of lists, reports, and records from the App Express
module, including ISIRs, NSLDS data, List–Processed ISIRs, RL–User Defined Format, and
Student Summary.

• Export student data to an ASCII file for use in spreadsheets or with external systems.

After you have imported ISIRs into App Express, you can import the accepted ISIRs into the
Direct Loan and Pell modules to use for creating originations and disbursements and into the
Packaging module to use for creating student aid packages.

New for 2008-2009! The following changes have been made to the ISIR for 2008-2009:

• The ISIR question “Are You Male?” has been changed to “Male or Female?” Valid values
are 1 – Male, 2 – Female, and blank.

• The ISIR label “FAA Adjustment” has been changed to “Professional Judgment.”

• The ISIR label “HS Diploma/GED Received?” has been changed to “High School or
Equivalent?” Valid values are 1 – High School Diploma, 2 – GED, 3 – Home Schooled, 4 –
Other, and blank.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 24
• Four additional Federal School Codes have been added to the existing six choices for
students filing applications or making corrections using FAFSA on the Web. All ten Federal
School Codes can be exported in file formats from the App Express module, used in App
Express queries, and viewed in the ISIR Review tab and the List Changes dialog box (View,
List Changes). The additional four Federal School Codes do not print on the ISIR.

• A new, non-verifiable reject (Reject Code 4) is returned on the ISIR if the Marital Status
Date is greater than the Date Application Completed. An FAA can override the reject on
FAA Access to CPS Online by setting the reject override flag (Reject Override Code 4). The
override flag prints on the ISIR, can be used in App Express queries, and can be viewed in
the ISIR Review tab and the List Changes dialog box (View, List Changes).

• A new, non-verifiable reject (Reject Code 20) is returned on the ISIR if the student’s income
meets the IRS criteria for filing a tax return but the student is a non-filer. An FAA can
override the reject on FAA Access to CPS Online by setting the reject override flag (Reject
Override Code 20). The override flag prints on the ISIR, can be used in App Express
queries, and can be viewed in the ISIR Review tab and the List Changes dialog box (View,
List Changes).

• New Transaction Data Source/Type Codes have been added for both English and Spanish
ISIRs generated for students who allow FAFSA on the Web to transfer 2007-2008
FAFSA4caster data into their 2008-2009 applications, and for ISIRs generated by Spanish
Corrections on the Web activity or corrections to Spanish Student Aid Reports (SARs). The
codes print on the ISIR and can be viewed in the FAA Information dialog box (View, FAA
Information while in the ISIR Review tab). Query Value Help has been modified to include
the new values.

• In STEP FOUR (PARENTS) and STEP FIVE (STUDENT HH) of the printed ISIR, the
words “Parent” and “Student” no longer print in front of “Food Stamp Benefits,” “TANF
Benefits,” “WIC Benefits,” “Supplemental Security Income Benefits,” or “Free or Reduced
Price School Lunch Benefits” fields.

New for 2008-2009! Three new fields have been added to the NSLDS information returned on
the ISIR: “Undergraduate Subsidized Loan Limit Flag,” “Undergraduate Combined Loan Limit
Flag,” and “NSLDS Fraud Loan Flag.” The fields appear in the NSLDS Financial Aid History
dialog box (View, NSLDS), print with the student’s financial aid history on the ISIR if the Print
Loan Information? checkbox is selected, and print on the NSLDS financial aid history report
(File, Print, App Express, NSLDS).

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 25
New for 2008-2009! The label “Subsidized Loan Limit Flag” has been changed to “Graduate
Subsidized Loan Limit Flag,” and the label “Combined Loan Limit Flag” has been changed to
“Graduate Combined Loan Limit Flag.” The fields appear in the NSLDS Financial Aid History
dialog box (View, NSLDS), print with the student’s financial aid history on the ISIR if the Print
Loan Information? checkbox is selected, and print on the NSLDS financial aid history report
(File, Print, App Express, NSLDS).

New for 2008-2009! The Pell label “% Scheduled Award Used” has been changed to “%
Scheduled Award Used by Award Year.” The field appears in the NSLDS Financial Aid History
dialog box (View, NSLDS), prints with the student’s financial aid history on the ISIR if the Print
Loan Information? checkbox is selected, and prints on the NSLDS financial aid history report
(File, Print, App Express, NSLDS). A Pell Grant Sequence Code field has been added to the
NSLDS Financial Aid History dialog box (View, NSLDS). The field is not currently being used.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 26
App Express System Setup
To set up App Express System options that will be used when you import records:

1. Select Tools, Setup from the menu bar, then choose App Express, System.

2. Clear the Update Demographic Data? checkbox if you do not want EDExpress to update
demographic records when you import ISIRs. EDExpress automatically updates the fields on
a student’s demographic record (Demo tab) when you import a higher transaction than the
one currently in the EDExpress database.

Leave the Update Demographic Data? checkbox selected if you want EDExpress to update
the fields on the student’s Demo tab when you import ISIRs. The demographic fields are
updated only when a higher transaction number is imported.

Note: Under normal circumstances, you should allow EDExpress to update demographic
data.

3. Select the Compare Demographic Data? checkbox if you want EDExpress to print a list of
changes made to demographic records during the ISIR import process as part of the Import
Records Edit Report.

4. Click OK to continue.

5. Click Yes to save.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 27
Importing and Printing
ISIRs

Importing Data into EDExpress

Within three business days of entering FAFSA application data or ISIR corrections on the FAA
Access to CPS Online Web site, the corresponding ISIRs are available for you to retrieve from
your Student Aid Internet Gateway (SAIG) mailbox. See the EDconnect online Help or the
SAIG Desk Reference for EDconnect at the U.S. Department of Education’s Federal Student Aid
Download (FSAdownload) Web site, located at fsadownload.ed.gov, for more information. You
must import the data into EDExpress to view the ISIRs in EDExpress.

To import ISIRs into EDExpress:

1. Select File, Import from the menu bar, then choose App Express.

2. Confirm that “ISIR Data” appears in the Import Type field. If not, click the down arrow and
select ISIR Data.

3. Click the File button in the Import From section of the screen and select the file you want to
import.

4. Click Open.

5. Choose where you want to send the report: File, Printer, or Screen. If you choose File,
click the File button and type a name for the file, then click Save.

6. Click OK to import the file. A progress bar appears within the In Progress dialog box.

7. Click OK to close the In Progress dialog box when the import is finished.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 28
An import ID is created for a batch of records at the time you import the file. The identifier is 14
characters long and is in the format CCYYMMDDHHMMSS, the date and time at the start of
the import. For example, “20090101120000” would be the import ID of a file imported on
January 1, 2009 at 12:00 noon. You can use the identifier to print all the student records in an
individual file. The import ID created when you import an ISIR file prints on the Import
Records Edit Report.

If you made a request for ISIRs from the ISIR Datamart on FAA Access to CPS Online using a
query, the query title (up to 50 characters) prints on the ISIR Import Records Edit Report when
you import the file.

Important Notes
• When you import ISIRs and select the Identify Activated Transactions? checkbox, the EFC
of the active transaction and the EFC of the incoming ISIR appear on the Import Records
Edit Report if the transaction number on the import file is greater than or equal to the
transaction number on the database and the EFCs are different.

• ISIR data import types are listed under one category, ISIR Data, in the Import Type box.

• When you import ISIRs and select the Identify incoming ISIRs with existing Packaging,
Direct Loan, or Pell records? checkbox, the Import Records Edit Report displays the “HAS
FLAG” for Packaging, Direct Loan, and Pell if a record exists in those modules for the
student.

• When an assumption has been made on an ISIR, a notation is displayed on the ISIR Review
tab alerting you to the assumption and referring you to the List Changes dialog box, where
you can view the assumed value or values for the ISIR. To view these values, select Process,
List Changes from the menu bar.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 29
Printing ISIRs
You can print single or multiple ISIRs or the List–Processed ISIRs report after you have
imported ISIR records into EDExpress. A printed ISIR includes all the applicant information
submitted by the student and the computed results from the CPS.

To print a single ISIR:

1. Select File, Print from the menu bar, then choose App Express.

2. Confirm that “ISIR” appears as the Report type.

3. Select Single as the Report option if it is not already selected.

4. Choose where to send the report: File, Printer, or Screen. If you want to send the report to
a file, click the File button and type a name for the file, then click Open.
If you chose File as your output destination, no paper copy prints. To print a paper copy,
locate the file, open it using a text editing program such as Windows Notepad, and print it.
If you chose Screen as your output destination, no paper copy prints. Use the scroll bars to
view the report and click Close when you are finished. To print a paper copy, click the Print
button to print from the screen.

5. Type the student’s Social Security Number, first two letters of the last name, and transaction
number (01, 02, etc.) in the Trankey field, or click the ellipsis (…) button and select the ISIR
you want to print from a list of ISIRs.

6. Select or clear the following options: Only print records with more than six loans?, Print
Certification/Signature Page?, Print FAA Comments?, Print SAR Comments?, and
Print Loan Information?

7. Click OK.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 30
To print multiple ISIRs:

1. Select File, Print from the menu bar, then choose App Express.

2. Confirm that “ISIR” appears as the Report type.

3. Select Multiple as the Report option if it is not already selected.

4. Choose where to send the report: File, Printer, or Screen. If you choose to print to a file,
click the File button and type a name for the file, then click Open.

5. You have several options for choosing which ISIRs to print:

• Click OK to print all the ISIRs in the EDExpress database.
• Click the Selection Criteria button, then the Select Records button to choose specific
ISIRs to print.
• Use an SSN file. Click the ellipsis (…) button in the SSN File section of the dialog box.
See online Help for information about creating SSN files.
• Use a query to select students. Click the Selection Criteria button, then click the ellipsis
(…) button next to Query Title to select a query.
• Use the import ID to print all the students in a particular file. Type the import ID in the
Import ID field or click the ellipsis (…) button to select the import ID from a list.

6. Click the down arrow in the Sort Order field and select SSN or Last Name order. If you
choose Last Name, records are sorted in order of last name, first name, and then transaction
number. The default option is SSN order.

7. If you have a transaction preference, click the down arrow under Transaction Preference?
and select Highest, Active, or All to print the highest transaction, the active transaction, or
all transactions, respectively. If no transaction is activated, the default is the highest
transaction.

8. Select or clear the following options: Only print records with more than six loans?, Print
Certification/Signature Page?, Print FAA Comments?, Print SAR Comments?, and
Print Loan Information?

9. Click OK.

Important Note
• The e-mail address that prints on the ISIR is labeled “E-mail Address 1” on the Demo tab,
but prints on the ISIR as “E-mail Address.”

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 31
To print the List–Processed ISIRs report:

1. Select File, Print from the menu bar.

2. Select the App Express tab.

3. Click the down arrow in the Report box and select List–Processed ISIRs.

4. Click Printer, File, or Screen for the output destination.

If you want to send the report to a file, click the File button and type a name for the file, then
click Open.
If you chose File as your output destination, no paper copy prints. To print a paper copy,
locate the file, open it using a text editing program such as Windows Notepad, and print it.
If you chose Screen as your output destination, no paper copy prints. Use the scroll bars to
view the report and click Close when you are finished. To print a paper copy, click the Print
button to print from the screen.

5. (Optional) Click the down arrow next to Sort Order to specify the order in which you want
ISIR data to print.

6. (Optional) Click the down arrow next to Transaction Preference to specify which ISIR
transactions you want included on the report.

7. (Optional) Click the ellipsis (…) button to the right of Import ID to select the import ID
associated with the ISIRs you want included on the report.

8. (Optional) Select or deselect other options as appropriate.

9. (Optional) Click the Selection Criteria button if you want to use specific selection criteria
to narrow the number of records you want included on the report.

10. Click OK to send the list to the output destination you chose.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 32
Exporting External
Demographic and ISIR
Data

External Demographic Data Export

EDExpress enables you to export demographic data to an external system. You can create
Global file formats that include any of the fields on a student’s demographic record, including
the student’s e-mail addresses. File formats are limited to a maximum of 255 fields.

To export external demographic data:

1. Close any records that are open.

2. Select File, Export from the menu bar, then choose Global.

3. Confirm that “External Demographic Data” appears in the Export Type field. The default
path and file name appear in the Export To field.

4. If you want to export using a different file name, click the File button and type a name for the
file, then click Save.

5. Select the delimiter type.

6. Type the format code in the Format Code field, or click the ellipsis (…) button to select from
a list of format codes.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 33
7. (Optional) Click Selection Criteria to narrow the group of records you want to export.
When you are finished, click OK.

8. Click OK to export the data. EDExpress exports the file to the directory shown in the Export
To field. An In Progress dialog box appears.

9. Click OK to close the In Progress dialog box when the export is finished.

Important Note
• To use the external export feature in Global, you must establish a file format. See the topic
“File Formats” in the EDExpress online Help for more information.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 34
External ISIR Export
EDExpress enables you to export ISIR data to an external system.

To export external ISIR data:

1. Close any records that are open.

2. Select File, Export from the menu bar, then choose App Express.

3. Confirm that “External ISIR” appears in the Export Type field. The default path and file
name appear in the Export To field.

4. If you want to export using a different file name, click the File button and type a name for the
file, then click Save.

5. Select the transaction preference.

6. Select the delimiter type.

7. Type the format code in the Format Code field, or click the ellipsis (…) button to select from
a list of format codes.

8. (Optional) Click Selection Criteria to narrow the group of records you want to export.
When you are finished, click OK.

9. Click OK to export the data. EDExpress exports the file to the directory shown in the Export
To field. An In Progress dialog box appears.

10. Click OK to close the In Progress dialog box when the export is finished.

Important Note
• To use the external export feature in App Express, you must establish a file format. See the
topic “File Formats” in the EDExpress online Help for more information.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 35
Introduction to Packaging

What Is Packaging?
Financial aid packaging is the process of tracking, awarding, and managing financial aid funds or
resources. EDExpress Packaging uses the term award methodology. An award methodology is a
formula that determines how financial aid funds are allocated to your students. Within
EDExpress, the Package process automatically applies your school’s award methodologies that
you set up in the software to one or all of your students. Your students are packaged or awarded
aid from the sources and amounts specified by your award methodologies and the criteria you
attach to them.

This section of the desk reference guides you through the packaging process from setup through
exporting your data. We recommend that you review the checklist provided at the beginning of
the Packaging Setup section.

For compliance with Section 508 of the Rehabilitation Act, all required fields highlighted in
yellow display an “-R” at the end of the field label. Fields that turn blue when the value is
changed display a “-C” at the end of the field label when the change is saved.

For compliance with Section 508 of the Rehabilitation Act, grids display floating text
descriptions of the contents of grid cells. The text appears one cell above (or one cell below, for
cells in the first line of a grid) the selected cell. The text lists row number, column title, and (if
applicable) the current value. Clicking once in a cell, or using the Tab key or arrow keys to
move to a cell, displays the text. Clicking a second time hides the text.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 36
The first time you log in, the default user ID and password is SYSADMIN. The system then
prompts you to change the default password by entering a new password and verifying it.
Floating text is always enabled for the SYSADMIN user ID and always appears in the Startup
Information dialog box. To disable the floating text, select Tools, Setup, Security Users from
the menu bar and create a new user ID and password. Exit the software, and then log in again
with your new user ID and password.

For all users other than SYSADMIN, floating text is disabled by default. To enable it, select the
Enable 508 Grid Functionality? checkbox in the Security Users dialog box.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 37
Packaging Setup

Packaging Setup Checklist

Follow the steps below before using the EDExpress Packaging module. The key to successful
packaging with EDExpress is to plan and define your school guidelines thoroughly.

• Plan priority order for budget codes and award methodology codes

• Create queries for budget codes, fund maintenance codes, and award methodology codes

• Set up system values

• Establish academic year profiles

• Enter fund maintenance information

• Define award methodologies

• Establish budgets

• (Optional) Define SAP values

• (Optional) Set up a user-defined database (see “Set Up a User Database” section in this desk
reference for more information)

• (Optional) Set up user-defined formulas

• (Optional) Write user-defined text (see “Create User-Defined User Letter Text,” “Create
User-Defined Award Letter Text,” and “Create User-Defined Document Tracking Letter
Text” in this desk reference for more information)

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 38
Important Notes
• If you have not established your assumed school in Global System setup, you must do so
before using the Packaging module.

• You can save time by importing much of your Packaging setup from EDExpress for
Windows 2007-2008. See “Prior Year Import” in this desk reference for additional
information.

• If using the Packaging module only to print the FISAP–Eligible Dependent Students and
FISAP–Eligible Independent Students reports, you only have to set up an academic year
profile and a budget before importing ISIRs into Packaging. Refer to the EDExpress Help
topic “Set Up Packaging to Print FISAP Reports” for detailed setup instructions.

• Complete all query setups before packaging any records.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 39
Assign Priorities to Packaging Functions
Two packaging elements—Award Methodology and Budgets—are assigned according to
priorities you establish.

Priority determines the order in which EDExpress evaluates packaging elements when making
assignments, starting at the element with priority closest to 1.

The Packaging module compares the criteria assigned to that element with the student record
being processed. If the record meets the given criteria, then that element is assigned to the
record and no further elements of this type are considered. If the record does not meet the
criteria, EDExpress goes to the element with the next highest priority. Priority is established
highest to lowest, 1...999, A...ZZZ.

Example:

Code Priority Criteria

030 3 Dependency Status = I
020 2 Dependency Status = D
015 1 Dependency Status = D and Housing = 2

A dependent student who reports housing plans of 3 would not meet the criteria for Code 015.
However, the student meets the next criteria and is assigned Code 020.

Important Notes
• The element with the most restrictive criteria should have the priority closest to 1 so that it is
assessed and assigned first.

• The last priority should have no selection criteria, so it will include those students whose
records are missing elements considered critical by your selection criteria.

• You may want to number the priorities in increments of 5 or 10 to give yourself more
flexibility in the future for adding subsequent priorities between the previously created
priorities. For example, by establishing priorities 5, 10, 15, etc., you can easily add a priority
13 that processes between priorities 10 and 15.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 40
Packaging System Setup
To set up Packaging system values:

1. Select Tools, Setup from the menu bar, then choose Packaging, System.

2. Enter the following values:

Parameter Description
Total Number of Award This field defines the number of copies of the award letters to
Letters to be Printed per print for each student each time award letters are printed.
Student?
Maximum Number of This field defines the number of times an award letter can be
Award Letters to be Sent printed for an individual student when printing letters for
per Student? multiple students.
Award Letter Type This field defines which award letter type you want to print.
O = Offer Letter
N = Notification Letter
Allow imported Pell EFC This field defines whether the Pell EFC is a protected field on
to be Modified? records that were not manually entered. Select the checkbox
if you want to allow the Pell EFC field to be modified after
the ISIR is imported into Packaging.
Packaging Results This field defines the packaging results default status on a
Default Status student record after packaging. The two default options are:
O = Offered
A = Accepted
Priority Deadline Date This field defines the date type you want to use as your
Type priority deadline date when indexing for packaging process
and reports. Valid priority date types are:
A = Application Received Date
P = Processed Date
R = Ready Date
U = User-Defined Date
If the date type is U, the date is taken from the User Database
field.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 41
 Parameter Description
User Defined Date Name This field defines the name of the User Database to be used
when determining which student records to include or exclude
in running a process. It is enabled only if the priority deadline
date type is U (User-Defined Date).
Use Low Tuition? This field enables you to access the Low Tuition Tables for
use in packaging students who qualify.
Default Housing Plans This field defines a default value for manually created records
and imported ISIRs with a blank value for Housing Plans.
Valid housing plan options are:
1 = On campus
2 = Off campus
3 = With parent

3. Click OK to continue.

4. Click Yes to save.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 42
Establish Academic Year Profiles
Academic year profiles determine how your funds are divided. Academic Year Profile setup
enables you to customize up to five terms, including distribution percentages for seven types of
awards. You can create an unlimited number of academic year profiles.

For the academic year profiles, gather and enter information for Federal Pell Grant formulas
(standard term, clock-hours, etc.) and distribution percentages for aid programs.

To establish academic year profiles:

1. Select Tools, Setup from the menu bar, then choose Packaging, Academic Year Profile.

2. If this is your first time adding an academic year profile, go to Step 3. To add more
academic year profiles, click Add.

3. Enter or confirm the following values:

Parameter Description
Code This code is a four-character code you assign to identify each
academic year profile.
Default This field enables you to define your standard academic year profile
for all records when importing from the ISIR database. Each school
has only one default profile. However, if the profile is not assigned
to any students, you can change this field at any time.
User Modified The user ID of the person who last modified the academic year
profile.
Date Modified The date the academic profile was last modified.
Title The title is the 50-character description of the academic year profile
you have established.
Pell Grant Formula This field is based on the school’s definition of an academic year.
Click the down arrow to view a list of valid Pell formulas:
1–Standard-term, credit-hour programs (30 weeks)
2–Standard-term, credit-hour programs (<30 weeks)
3–Any term-based credit-hour programs
4–Clock hour programs and credit-hour programs without terms
5–Correspondence Study, non term-based program
6–Correspondence Study, term-based program

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 Parameter Description
Program Proration This field specifies the percentage of the student’s program to be
Percent completed in the academic year. It applies only to:
• Standard term credit-hour programs of less than 30 weeks,
• Clock-hour and credit-hour programs without terms, and
• Correspondence study non-term-based programs
EFC program This field sets the EFC Program Length derived from imported ISIR
length to import records.
from the ISIR
database
Term This field identifies a specific term that you designate. For example,
Fall, Spring, Term One, Term Two, etc.
Enrollment Status This field indicates the enrollment status to package for each term
you define. For example, full-time, etc.
Percentages This field defines the percentage of an annual award to post to a
given term for each of seven aid types. For example, enter 50% for
Perkins % to the first term if you want 50% of the annual Perkins
amount awarded in the first term. Percentages cannot exceed 100%.

4. Click OK to continue.

5. Click Yes to save.

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Enter Fund Maintenance Information
In Fund Maintenance setup, you can add and maintain as many aid sources as needed for
packaging students. Fund Maintenance also provides you with instant information on the total
funds awarded to your financial aid recipients.

To set up Fund Maintenance:

1. Select Tools, Setup from the menu bar, then choose Packaging, Fund Maintenance.

2. If this is your first time adding a fund, go to Step 3 below. For more funds, click Add.

3. Enter or confirm the following values:

Parameter Description
User Modified The user ID of the person who last modified the fund.
Date Modified The date the fund was last modified.
Fund Code This code is an abbreviated identification code (of up to eight
characters) you assign to identify each fund.
Fund Description This description is a full description (of up to 25 characters) of the
fund you have established.
Aid Type This field identifies the type of aid associated with this fund. Click
the down arrow for a list of valid aid types. Aid types D, E, F, K, P,
S, W, and U can be used only once, after which they no longer appear
on the list.
E = Federal Supplemental Education Opportunity Grant (FSEOG)
F = Federal Pell Grant
G = Any grant or scholarship, but not Pell Grant or FSEOG
R = Grant Non-Need Based
K = Federal Perkins loan
N = Non-Need Based Loan (NNB)
L = Other Need Based Loan (NB), not Perkins, Direct, or Stafford
loans
S = Subsidized Loan (Sub, Need Based)
U = Unsubsidized Loan (Unsub, Non-need Based)
D = Unsubsidized Loan (Unsub, Need Based)
P = Federal Parent Loan for Undergraduate Students (PLUS)
O = Outside Resources
V = Chapter 30 VA Benefits/AmeriCorps
W = Federal Work-Study (FWS)
Y = Other Work-Study

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 Parameter Description
Do not remove if Select this checkbox if you want awards of this fund code to remain
unpackaged? unmodified on a student record during the Unpackage process. If you
activate this feature and repackage your students, funds may be
awarded a second time.
Criteria Use this field to select queries to determine the group of students
eligible to receive this fund.
Beginning Balance This field represents the beginning balance in your school’s account for
the upcoming year.
Adjustment to This field represents any adjustments (+ or -) to be made to the fund.
Beginning Balance
Funds Awarded This field reflects the current amount awarded to your eligible financial
aid applicants.
Current Balance This field represents the current outstanding fund balance remaining for
your school to award. Once your current balance reaches zero, you can
no longer award this fund to students (unless you enter a positive
amount in the Adjustment to Beginning Balance field).
Remaining Need Click this button to establish minimum and maximum need amounts for
this fund. See the following section for additional information.

4. Click OK to continue.

5. Click Yes to save.

Important Notes
• Make sure that the aid type you selected matches the fund you are creating; for example, F =
Federal Pell Grant.

• For Fund Maintenance examples, click Help in the Fund Maintenance dialog box, then
choose the related topic Fund Maintenance Setup Examples.

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Enter Remaining Need Information
You can award a specific amount from a fund at different levels of remaining need within the
packaging process. For example, if you have a school fund that you want to award for different
levels depending on the remaining need of the aid recipient, you can do so with this feature.
Remaining need is optional for Packaging.

Example
Fund: School Need-Based Scholarship (Aid Type G)

After awarding Stafford loans (Sub/Unsub), if there is still at least $2,500 or greater remaining
need, you can direct Packaging to award $500. If at least $2,000 to $2,499 you award $300; if
between $500 and $1,999 you award $150.

The following aid types are excluded:

F Federal Pell Grant
D Unsubsidized Loan (Unsub, Need Based)
O Outside Resources
V Chapter 30 VA Benefits/AmeriCorps
You can set your remaining need amounts for all funds in Fund Maintenance setup by clicking
the Remaining Need button, or you can set (or adjust) the remaining need amounts for each fund
in the award methodology by clicking the Values button in the Remaining Need column.

The Remaining Need dialog box contains the following fields:

Minimum Need Enter the minimum remaining need amount for awarding this fund.
Maximum Need Enter the maximum remaining need amount for awarding this fund.
Award Amount Enter the amount of this fund that you will award based on the Minimum
and Maximum Need range.

Important Note
• Minimum and maximum need amounts on one line should not overlap with the minimum and
maximum need amounts on any other line. For example, if the first range is 0-500, the next
range should start with 501 or higher.

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Define Award Methodologies
You can establish methodologies for determining how various funds are awarded to a specific
population of students. You must choose whether you will enter maximum percentages or dollar
amounts.

For award methodology examples, click Help in the Award Methodology dialog box, then
choose the related topic Award Methodology Setup Examples.

Important Notes
• For Funds Subsidized Loans (S), Unsubsidized Loans Non-need Based (U), Unsubsidized
Loans Need Based (D), and PLUS Loans (P), we recommend you leave all 9s for the
maximum EFC and the maximum amount. The system will calculate according to the
statutory guidelines.

• Since the Federal Pell Grant is a calculated award, you cannot include the Pell Grant in your
award methodology. EDExpress automatically awards Pell to eligible students if Pell is
correctly defined in Fund Maintenance.

• Use the Criteria field to identify the group of students who will be packaged using this
methodology. The criteria listed are created in Query.

• If you need to base your award methodology on EFC ranges, such as for a state grant that
uses EFC ranges as criteria, you can have too many ranges to define in one award
methodology code and still include other funds. In this situation, you can define Packaging
queries for each EFC range. Add the EFC queries as primary query criteria to an equal
number of award methodologies, then add the state grant to each methodology by using the
Award Min and Award Max fields to control the exact award amount for that EFC range.

To define award methodologies:

1. Select Tools, Setup from the menu bar, then choose Packaging, Award Methodology.

2. If this is your first time adding an award methodology, go to Step 3. To add more award
methodologies, click Add.

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3. Enter or confirm the following values:

Parameter Description
Code This code is a four-character, user-defined code used to identify the
methodologies.
User Modified The user ID of the person who last modified the award
methodology.
Date Modified The date the award methodology was last modified.
Title The title is the description (of up to 50 characters) of the award
methodology. It should identify which students will be packaged
using this methodology.
Priority This field prioritizes the methodology in relation to other
methodologies during the packaging process. During the packaging
process, EDExpress selects the highest priority methodology met
by the student. Consider creating a generic methodology and give
it the lowest priority (in other words, highest number) to ensure
every student is packaged, regardless of the criteria used in your
other methodologies.
Use Percentages or These options enable you to use percentages or dollar amounts for
Use Dollar Amount the Self-Help and Gift Aid Maximum fields. Select the appropriate
option.
Self-Help Aid This field identifies the maximum of need to be met with self-help
Maximum aid during the packaging process. This can be a percentage or a
specific dollar amount.
Gift Aid Maximum This field identifies the maximum of need to be met with gift aid
during the packaging process. This can be a percentage or a
specific dollar amount.
Criteria This field determines what methodology is applied to a student’s
record, using your existing queries.
Fund Code This field represents the fund codes associated with this award
methodology to be used during the packaging process. Click the
down arrow for a list of available fund codes.
Fund Priority This field indicates the order in which funds will be awarded within
this award methodology. Funds with priority 1 are awarded first.
School Minimum This field indicates the minimum amount awarded for this fund
within the award methodology.
School Max This field indicates the maximum amount awarded for this fund
within the award methodology.

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 Parameter Description
Min EFC This field identifies the minimum EFC allowed for this fund to be
packaged when using the award methodology.
Max EFC This field identifies the maximum EFC allowed for this fund to be
packaged when using the award methodology.
Remaining Need Click the Value button to view the remaining need values
established in Fund Maintenance setup or to establish a remaining
need value at the award methodology level. You can also modify
values established in Fund Maintenance.
4. Click OK to continue.

5. Click Yes to save.

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Establish Budgets
A budget defines the cost of attendance for a specified program in a standard academic year. An
integral part of packaging at your school begins with assigning a budget for an applicant. In
Packaging, you create customized budgets to meet your school’s needs. You can create a single
budget for your entire applicant population or separate budgets for subsets of your students.

For budget examples, click the Help in the Budgets dialog box, then choose the related topic
Budget Setup Examples.

To establish budgets:

1. Select Tools, Setup from the menu bar, then choose Packaging, Budgets.

2. If this is your first time adding a budget, go to Step 3 below. For more budgets, click Add.

3. Enter or confirm the following values:

Parameter Description
User Modified The user ID of the person who last modified the budget.
Date Modified The date the budget was last modified.
Budget Code This code is a four-character, user-defined abbreviated
identification code assigned to each budget. This code appears on
the student’s record.
Priority This field enables you to prioritize the order in which EDExpress
searches the budget database when assigning budgets. The first
budget in which the student meets the selection criteria is used to
package that student.
Budget Total This field is the sum of the budget component amounts you entered,
and is display only.
Pell COA This field is used to calculate Pell awards only and can be modified
in individual records and in multiple records using Multiple Entry.
Title The title is the description of the budget. The title can be up to 50
characters.
Criteria This field determines which budget is applied to a given student
using your existing queries.
Budget Amounts This field defines the amounts for the six budget components listed:
Tuition and Fees, Loan Fees, Room and Board, Books and
Supplies, Transportation Cost, and Miscellaneous. These can be
left blank.
User Defined If the student’s budget contains other components, enter the title
Budget Amounts and amount here.

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4. Click OK to continue.

5. Click Yes to save.

Important Note
• Before packaging, a budget must be assigned to each student’s record.

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Define SAP Values (Optional)
EDExpress enables you to track Satisfactory Academic Progress (SAP) for each of your students.
SAP Values give you the ability to develop separate codes for different types of progress. For
example: S = Satisfactory Progress and U = Unsatisfactory Progress.

You can prevent records from being packaged if students do not meet your SAP criteria by
creating SAP codes containing the No Packaging Flag. You must add the codes to student
records prior to the packaging process. You can define an unlimited number of SAP codes.

For SAP values examples, click the Help button in the SAP Values dialog box.

To define SAP codes:

1. Select Tools, Setup from the menu bar, then choose Packaging, SAP Values.

2. Enter the following values for each SAP code:

Parameter Description
SAP Code This field is a two-character alphanumeric identifier.
No Packaging Flag This option prevents students with this code from being
packaged.
SAP Description This field is a 50-character description of the code.

3. Click OK to continue.

4. Click Yes to save.

NOTES

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Set Up User-Defined Formulas (Optional)
User-defined formulas allow you to calculate data by adding, subtracting, multiplying, or
dividing two existing fields in the EDExpress database.

For examples of user-defined formulas, click the Help button in the lower portion of the User-
Defined Formulas dialog box. Use the down arrow to scroll to the User-Defined Formulas
Examples.

To set up user-defined formulas:

1. Select Tools, Setup from the menu bar, then choose Packaging, User-Defined Formulas.

2. Enter or confirm the following values for each formula field you want to add to your
database:

Parameter Description
Table This setting determines where the value you use in Field 1 resides.
Enter:
• S for a field from the Student Table (student database)
• F for a field from the Fund Table (fund maintenance database)
• U for a field from the User-Defined Table (user-defined database)
Field Name This field lists all the fields that are available from the table chosen in
the Database Table 1 Field.
Operand This option lists the mathematical operations available: addition,
subtraction, multiplication, or division.
Table This setting determines where the value you use in Field 2 resides.
Enter:
• S for a field from the Student Table (student database)
• F for a field from the Fund Table (fund maintenance database)
• U for a field from the User-Defined Table (user-defined database)
Field Name This field lists all the fields that are available from the table chosen in
the Database Table 2 field.
Description This description displays the name of the field that describes the result
of your formula.

3. Click OK to continue.

4. Click Yes to save.

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Important Notes
• The calculated results from any previously created user-defined formula can be used as a new
formula field (in the S or Student database table) in another user-defined formula.

• Set up user-defined formulas prior to importing records into the Packaging database.

• You can create a user-defined formula after importing records into Packaging. After
importing your records, create the new formula, then select Process, Calculate User-
Defined Formulas from the menu bar to apply the new formula to your records.

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Creating Packaging
Records

Packaging Entry
You can use three types of entry to establish a packaging record:

• Manually enter data from a printed document, such as a SAR, an ISIR, or a paper FAFSA.

• Import ISIR data from the application processing module of EDExpress (App Express).

• Import records from your school system using the Import External Add option.

Important Note
• If you intend to import records from your school system, you must follow the record layouts
found in the Packaging Technical Reference. It is available for download in Adobe PDF
format from the U.S. Department of Education’s Federal Student Aid Download
(FSAdownload) Web site, located at fsadownload.ed.gov.

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Manual Entry
If a student does not already have a demographic record in the database, follow the steps below
to enter the student’s record manually.

To enter a student record manually:

1. Select File, New from the menu bar.

2. Enter the student’s SSN.

3. Enter the student’s demographic information on the Demo tab. At minimum, you must enter
a first or last name. For packaging purposes, enter the student’s dependency status.

4. Click Save.

5. Click the Awards tab.

6. Complete the student’s packaging record. Press F1 for help with completing each field.

7. To save the packaging record, select File, Save from the menu bar.

8. To return to the EDExpress main screen, select File, Close from the menu bar

Important Note
• Make sure the correct dependency status appears on the Demo tab. Packaging awards funds,
in part, based on this field.

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Importing ISIRs
You can quickly establish a student’s financial record by importing the student’s ISIR data from
App Express. The ISIR import process imports the active transaction. See online Help for more
information.

New for 2008-2009! The ISIR question “Are You Male?” has been changed to “Male or
Female?” Valid values are 1 – Male, 2 – Female, and blank.

The answer to the ISIR question “Male or Female?” is imported into the Packaging module when
you import ISIR data and can be used in queries. Since “Male or Female?” is not a required field
on the ISIR, however, the field can be blank on student records. The field is not displayed on the
Packaging record.

To import ISIRs:

1. Select File, Import from the menu bar, then choose Packaging, Packaging Data–ISIR
Data.

2. Enter the following values:

Parameter Description
Report To Choose Printer, File, or Screen to print, send to a file, or view the
Packaging Import ISIR Data report. The report shows the results of
the ISIR import process.
Add Budgets? Choose this option to assign budgets automatically to the students
upon import.
Print a list of Choose this option to print a list of records added during the ISIR
imported import process.
packaging
records?
Academic Year Choose this option to assign an academic year profile to each record
Profile during the ISIR import process. Click the ellipsis (…) button to
display and select from a list of codes.
Selection Criteria Choose Selection Criteria to narrow the selection of students during
the ISIR import process.

3. Click OK.

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 Important Notes
• To avoid packaging a student’s record in error, the Packaging module does not import
rejected ISIRs from the App Express module.

• You must have at least one academic year profile code defined to import ISIRs. You may
also want to set up your budget codes.

• If you import large numbers of ISIRs into Packaging, you may want to consider assigning
your budgets at a later time in order to speed up the import process.

• When a packaging award record is created by importing ISIR data into the Packaging
module, EDExpress selects the Interested In: Employment and Interested In: Student Loans
checkboxes based on the ISIR value for the “Interested in Work-Study/Loans?” field using
the following logic:

− The Interested In: Employment checkbox is selected if the answer is 1 (Work Study) or 3
(Both)

− The Interested In: Student Loan checkbox is selected if the answer is 2 (Loans) or 3
(Both)

− Neither checkbox is selected if the answer is 4 (Neither), 5 (Don’t Know), or blank

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Importing External Records
You can import records from your school’s external system into EDExpress to establish student
financial aid records. To use the Import External Add or Change function, you must first create
an input file according to the specifications provided in the Packaging Technical Reference,
which is available in Adobe PDF format from the U.S. Department of Education’s Federal
Student Aid Download (FSAdownload) Web site, located at fsadownload.ed.gov.

If more than one record with the same Social Security Number (SSN) exists in an external add
file, only the first record is imported. Duplicate records are skipped. The External Add Import
Records Edit Report lists any records that were not imported.

To import external records from your school system:

1. Select File, Import from the menu bar, then choose Packaging.

2. Click the down arrow next to Import Type, then click Packaging Data–External Add,
Packaging Data–External Change, or Packaging Data–Add Fund Amounts.

Parameter Description
Add This option enables you to add packaging records to
the Packaging database.
Change This option enables you to modify specific fields on an
existing packaging record on the Packaging database.
Add Fund Amounts This option enables you to update Fund awards on a
student record by importing from an external file.
Report to This option enables you to view, print, or send the
output document to a file to be retained at your school.
Print a list of imported This option enables you to print a listing of records
packaging records? added during the Import External process.
Print Successfully Imported This option enables you to print successfully imported
Funds? funds. Select this checkbox to print the Funds
Imported Report upon completion of the import
process.

3. Click OK.

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The Package, Unpackage,
and Repackage Processes

The Basic Processes

The Package, Unpackage, and Repackage processes are available in two different modes.

Single Student
Use this method to package, unpackage, or repackage a student’s record with the student’s record
open.

To package, unpackage, or repackage an individual student record:

1. Select File, Open from the menu bar.

2. Enter the student’s SSN.

3. Click OK.

4. Click the student’s Awards tab.

5. Select Process from the menu bar, then choose Package, Unpackage, or Repackage.

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Multiple Students
Use this method to package, unpackage, or repackage a group of student records by selecting
Process, Package from the menu bar, then choosing Selection Criteria. You can also use the Sort
By option to sort the records you selected to package. When the process is complete, EDExpress
asks if you would like to print a list of packaged students. The list includes the student’s name
and Social Security Number (SSN).

To package, unpackage, or repackage a group of students:

1. With records closed, select Process from the menu bar, then choose Package, Unpackage,
or Repackage.

2. Use selection criteria to specify a group of students to package.

3. Use the Sort By option to prioritize the students in your selected group. Click Help for more
information.

4. Click OK.

Note: You can also package, unpackage, or repackage a single student from outside the
student’s record by following the steps above and using selection criteria to select an individual
student.

Package
The Package process creates a student financial aid package for a student or a group of students
in your Packaging database.

Important Note
• Note the current Packaging Status field in the upper right corner of the screen:

H = Hand Packaged
M = Manually Adjusted Package
N = Not Ready to Package
P = Packaged
R = Ready to Package
U = Unpackaged

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Unpackage
The Unpackage process reverses the Package process. It performs these actions:

• Returns all monies to the funds from which they originated in Fund Maintenance, except for
the funds awarded as Outside Resources, Aid Type O. These funds (which are often
awarded by hand) remain awarded to the student and are not returned to Fund Maintenance.

• Changes the packaging status to U.

Important Notes
• The Unpackage process returns awarded funds to the fund accounts you established in Fund
Maintenance. Note that awarded funds marked “Do not remove if unpackaged?” are retained
on the student record.

• Do not use selection criteria if you want to unpackage all of your packaged records.

• After unpackaging a student, the status flag is changed from P (Packaged), H (Hand
Packaged), or M (Manually Adjusted Package) to U (Unpackaged).

Repackage
The Repackage process recomputes the entire financial aid package of individual students or
groups of students based on changes to their demographic information, financial data, award
methodology, or fund values.

Important Note
• To repackage records, the packaging status must be P (Packaged), H (Hand Packaged), or M
(Manually Adjusted Package).

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Printing Reports

Print Award Letters

In EDExpress, you can print two types of award letters:

• Financial Aid Award Offer: Students return this letter to the financial aid office if they
want to accept part or all of the award.

• Financial Aid Award Notification: Students do not need to return this letter to the financial
aid office if they accept the total award. This letter still gives the student the option to
decline part or all of the award by marking the declined fund and returning the award letter.

Award letters can be printed for a single student or a group of students.

Since the student’s Social Security Number (SSN) is excluded from e-mailed letters for security
reasons, the Exclude SSN? checkbox is automatically selected and unable to be cleared (unless
you select a different print option) when you choose E-mail as the letter destination on the Print
dialog box.

In Global System setup, you can choose to use the student’s E-mail Address 1 or E-mail Address
2 on reports that can be e-mailed directly to students, such as document tracking letters and
award letters. E-mail Address 1 is the default value. You can change this setting in the Print
dialog box for a specific print job at any time, but the default setting remains the same until you
change it in Global System setup.

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To print award letters:

1. Select File, Print from the menu bar, then choose Packaging.

2. Click the down arrow next to Report and select Letters–Award.

3. Click Single to print a letter for a single student; click Multiple to print a letter for a group of
students.

4. Click Printer, File, Screen, or E-mail for the output destination. If you print to the screen,
the letter count is not affected. If you want to send the report to a file, click the File button
and type a name for the file, then click Open.

5. Enter the following values:

Parameter Description
Enter SSN (Single option only) This field is the SSN of the student who will be
receiving the letter.
Address This field specifies the address you want to use. The information is
taken from the Demo tab.
In Global System setup, you can choose to use the student’s
permanent or local address on all printed items that include the
student’s address, such as mailing labels. The student’s permanent
address is the default value. You can change this setting in the Print
dialog box for a specific print job at any time, but the default setting
remains the same until you change it in Global System setup.
Sort Order (Multiple option only) This field specifies the order in which the
letters will print. Sort order options are Last Name, SSN, or Zip
Code.
Acceptance Date This date is the date by which you want the student to respond to the
(Offer Letter) award package. This date prints on the award letter. The acceptance
date is not available for notification letters (this option is dimmed on
the screen), but is required for offer letters.
Exclude Heading This option omits the heading “Financial Aid Award Notification
from Letter? XXXX-XXXX Award Year” from the award letter.
Exclude Records (Multiple option only) This checkbox prevents printing award letters
with Award Letter already marked as received.
Received?

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 Parameter Description
Exclude Needs This option omits the needs analysis detail from the award letter.
Analysis?
Print User Defined This option prints the text you set up in User-Defined User Letter
Text? Text setup.
Print Missing This option prints a list of requested documents missing or
Documents? incomplete from the student’s file.
Exclude This option omits the signature block on the award letter.
Signature?
Exclude SSN? This option excludes the student’s Social Security Number from the
award letter.
Print School This option is selected automatically by EDExpress. By clearing this
Name/Address? checkbox, you are indicating you do not want the school’s name and
address to print on the award letter.

6. Click the Selection Criteria button (Multiple option only) if you want to narrow the number
of records you want to work with.

7. Click OK.

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Print FISAP-Eligible Dependent/Independent
Students
This option prints a detailed page of student information, including the student’s FISAP income
range. Also, you can print a report displaying the distribution of all eligible dependent or eligible
independent students by income range in your Packaging database. This report is helpful when
you are preparing Part II, Section F of the FISAP.

To print FISAP-eligible dependent/independent student information:

1. Select File, Print from the menu bar, then choose Packaging.

2. Click the down arrow next to Report and select FISAP−Eligible Dependent Students or
FISAP−Eligible Independent Students.

3. Click Printer, File, or Screen as the output destination. If you want to send the report to a
file, click the File button and type a name for the file, then click Open.

4. Select the Print Details? checkbox for a student-by-student listing of records included in the
FISAP summary report.

5. Click OK.

Important Notes
• The FISAP is the Fiscal Operations Report and Application to Participate for Funds.

• For further information on completing the FISAP, see the FISAP Form and Instructions on
the Information for Financial Aid Professionals (IFAP) Web site, located at ifap.ed.gov.

• If you package a student but the student does not attend your school, unpackage and delete
that student’s packaging record so that the student does not appear on the FISAP grid in
EDExpress.

• If using the Packaging module only to print the FISAP–Eligible Dependent Students and
FISAP–Eligible Independent Students reports, you only have to set up an academic year
profile and a budget before importing ISIRs into Packaging. Refer to the EDExpress Help
topic “Set Up Packaging to Print FISAP Reports” for detailed setup instructions. Keep in
mind that for the fiscal operations report, you must use student information from the previous
award year. For example, in 2009, you will report student information for the 2007-2008
award year, so make sure you print FISAP information from the correct version of
EDExpress.

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Print Lists
Using this option, you can print a variety of lists and other items. These include:

Lists
• List–Fund Maintenance
• List–Students by Fund Code
• List–Packaged Students
• List–Unpackaged Students
• List–Entered Packaging Records
• List–Packaging Setup
• List–Funds Forecast

Other Items
• Packaging Record
• Measurement Tools–Funds
• Record Layout–User Defined Formats
• Student Summary

To print lists:

1. Select File, Print from the menu bar, then choose Packaging.

2. Click the down arrow next to Report and select the item that you want to print.

3. Click Printer, File, or Screen as the output destination. If you want to send the report to a
file, click the File button and type a name for the file, then click Open.
If you print to a file, no hard copy prints on your printer. To print a hard copy, repeat the
print process and select Printer as your output destination.

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4. Depending on the item you selected, select the remaining options available to you on the
screen.

5. (Optional) Click Selection Criteria to select specific records or to use a query to select a
group of records.

6. Click OK. If you chose Screen as your output destination, use the scroll bars to view the
list. Click Close when you have finished.

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Exporting Packaging Data

Packaging Export
EDExpress enables you to export Packaging data to an external system.

To export Packaging data:

1. Close any records that are open.

2. Select File, Export from the menu bar, then choose Packaging.

3. Confirm that Packaging Data appears in the Export Type field. The default path and file
name appear in the Export To field.

4. If you want to export using a different file name, click the File button and type a name for the
file, then click Save.

5. Select the export status.

Note: When you create a packaging record, the display only External Export flag on the
Awards tab is set to Y, indicating that the record can be exported in an External Export file.
Selecting Y as the Export Status exports packaging records that have Y as the External
Export flag. If the packaging record is not complete, or if you have previously exported the
packaging record, the External Export flag is set to N.

Selecting N as the Export Status exports packaging records that have N as the External
Export flag. Selecting Both exports packaging records with either Y or N as the External
Export flag. If you make changes to a student’s packaging record that has N as the External
Export flag, the External Export flag changes back to Y.

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6. Select the delimiter type.

7. Type the format code in the Format Code field, or click the ellipsis (…) button to select from
a list of format codes.

8. (Optional) Click Selection Criteria to narrow the group of records you want to export.
When you are finished, click OK.

9. Click OK to export the data. EDExpress exports the file to the file shown in the Export To
field, and an In Progress dialog box appears.

10. Click OK to close the In Progress dialog box when the export is finished.

Important Notes
• To use the Export feature in Packaging, you must establish a file format. See the topic “File
Formats (Packaging)” in the EDExpress online Help for more information.

• The default export message class is PKEX09IN.

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Query

Rules for Queries

A query is a set of criteria that describes a particular student population. Queries are used in
functions like Print and Export to select specific groups of student records from all records in the
database. Some queries have fixed values, and for others you can enter different values each
time you use the query.

Queries are specific to individual modules, so you must create your queries in the modules in
which you intend to use them. For example, if you need a query to use when printing a list of
ISIRs, you must create the query in the App Express module.

When creating your own queries, consider these basic rules:

• Queries are processed from left to right, or beginning to end; however, AND is applied first,
even if it appears after OR in the query statement.
• Parentheses change the order of precedence. Expressions enclosed in parentheses are
processed before AND and OR. In the case of nested expressions, innermost parentheses are
processed first. See the topic “Using Parentheses” in the online Help for more information.
• Both segments of the query connected by AND must be true for a record to be selected.
• Only one of the segments connected by OR must be true for a record to be selected.

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Helpful Hints!
• Select the Field to Field Comparison checkbox to build a query that compares numeric
fields within one record. For example, if a student has two ISIR transactions, a field-to-field
query in App Express compares the numeric fields in the 01 transaction only with the other
numeric fields in the 01, not with the numeric fields in the 02. This option is not available if
you selected Prompt at Execution or Current Date. See “Field to Field Queries” in this desk
reference for examples.

• Select Help, Help Topics from the menu bar, then choose Contents, Query, Dialog boxes,
Query dialog box for information about:
− Query dialog box
− Query Grid dialog box
− Parameter Query Entry dialog box
− View Query dialog box

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 73
Creating a Query
For information about creating complex queries with nested expressions, see the topic “Rules for
Queries” in online Help.

To create a query:

1. Select Tools, Query from the menu bar.

2. Click the tab of the module for which you want to create the query.

3. Click Add.

4. Type a descriptive title for the query. The title can consist of any keyboard character except
the pipe symbol ( | ) and apostrophe (’).

5. Select a field from the Field list. You can type the first letters of a field to find the field name
that begins with those letters.

6. Click the down arrow in the Operator field to select an operator.

7. Type a value for the field. Click the Value Help button to see the valid values for the field.

Tip: If you want to be prompted for a value at the time you use the query, do not specify a
value for the query statement. Instead, select the Prompt at Execution checkbox. Note that
Prompt at Execution queries cannot be used with Packaging setup.

8. Click the Append button to add the query statement to the Criteria field.

9. (Optional) Click the And button or the Or button to add another statement to the query.

10. Repeat steps 5 through 9 until you have added all statements for the query, then continue
with step 11.

11. Click Save to save the query. Click OK.

12. Click OK to close the Query dialog box or click Add to create another query.

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Creating a Query from a Predefined Query
EDExpress comes with a set of predefined queries commonly used in Global, App Express,
Packaging, Direct Loan, and Pell. Wherever the Selection Criteria option is available in
EDExpress, you can use these queries to identify groups of records. See “Using a Query” in this
desk reference for more information.

You can also use predefined queries as templates to create your own queries.

When you open Query for the first time, you will see that the predefined queries are stored as the
first set of records in the Query database. You will know a query is predefined if the Query Title
is PREDEFINED QUERY.

Use the Query function to create queries that are most useful to your school and the way you
process data.

To create a query from a predefined query:

1. Select Tools, Query from the menu bar.

2. Click the tab of the module for which you want to create the query.

3. Click the Retrieve button. Use the arrow buttons in the database buttons box to locate the
predefined query you want to use for a template. Click OK.

4. Type a new title for the query. You can modify and save a predefined query only if you
rename it.

5. To delete a line, select the line and click Remove. To add a new line, select the line in the
Criteria field above where you want to add the new line. Specify the Field, Operator, and
Value for the new line, then click Append. Use the other buttons located to the right of the
Criteria field to fine-tune the query statement, if necessary.

6. Click Save to save the query. Click OK.

7. Click OK to close the Query dialog box or click Add to create another query.

Important Note
• Parameter (Prompt at Execution) queries cannot be used with Packaging setup (for example,
Fund Maintenance and Award Methodology).

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Modifying a Query
To modify a query:

1. Select Tools, Query from the menu bar.

2. Click the tab of the module for the query you want to modify.

3. Click the Retrieve button. Use the arrow buttons in the database buttons box to locate the
query you want to modify.

4. Modify the query. Click any criteria line to select it and change the Field, Operator, or
Value. Then click the Change button. You can also delete lines or add new lines to the
query.

To delete a line, select the line and click Remove. To add a new line, select the line in the
Criteria field above where you want to insert the new line. Specify the Field, Operator, and
Value for the new line, then click Append. Use the other buttons located to the right of the
Criteria field to fine-tune the query statement, if necessary.

5. Click Save to save the query. Click OK.

6. Click OK to close the Query dialog box.

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Using a Query
You can use queries in any function where you see a Selection Criteria button, such as when you
are printing lists, importing ISIR data into Packaging, exporting packaging data, using multiple
entry, and packaging, unpackaging, and repackaging student records.
To use a query:

1. Click the Selection Criteria button.

2. Click the ellipsis (…) button next to the Query Title field to display a list of queries. The
Query Grid dialog box appears.

3. Click the query you want to use to select it.

• If the Parameter Query column is not selected, click OK. EDExpress returns you to the
Selection Criteria dialog box and enters the title of the query in the Query Title field.
Skip to step 8.

• If the Parameter Query column is selected, click OK. EDExpress returns you to the
Selection Criteria dialog box and enters the title of the query in the Query Title field.
Click OK again and the Parameter Query Entry dialog box appears.

4. Click in the Field Value column next to each Field Name and type a valid value. Click the
Value Help button to see a list of valid values.

If you leave a value blank, EDExpress automatically enters NULL as the value. When you
run the query, records that contain NULL for that field value are selected.

5. Click the View Query button to see the completed query. Review the query carefully to be
sure you have entered the correct values for each field.

6. Click Close to return to the Parameter Query Entry dialog box.

7. Click OK to save your entries.

8. Click OK to run the query. An In Progress dialog box displays the progress of the process.

9. Click OK to clear the In Progress dialog box.

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Sample Queries
Here are three examples of queries that you can use in processing your students’ financial aid
data. See “Using a Query” for instructions on how to use these queries.
Sample 1
Dependent students from New Mexico whose parents’ number in college is greater than 1 or
whose adjusted gross income is less than $25,000.

Click the App Express tab.

((DEPENDENCY STATUS = ‘D’) AND
(STUDENT’S STATE OF LEGAL RESIDENCE = ‘NM’)) AND
((PARENTS’ NUMBER IN COLLEGE > ‘1’) OR
(PARENTS’ ADJUSTED GROSS
INCOME < ‘25000‘))
Sample 2
Graduate students under 2000 EFC who are not packaged
Click the Packaging tab.
(EFC-PACKAGING<2000) AND
((COLLEGE GRADE LEVEL-PACKAGING = ‘6’) OR
(COLLEGE GRADE LEVEL-PACKAGING = ‘7’)) AND
((PACKAGING STATUS = ‘N’) OR
(PACKAGING STATUS = ‘R’) OR
(PACKAGING STATUS = ‘U’))
Sample 3
Independent students assigned documents required for packaging and/or verification.

Click the Packaging tab.

((DOCUMENT STATUS = ‘P’) OR
(DOCUMENT STATUS = ‘V’) OR
(DOCUMENT STATUS = ‘B’)) AND
(DEPENDENCY STATUS = ‘I’)

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Field to Field Queries
The Field to Field option helps you build a query that compares numeric fields within one
record. For example, if a student has two ISIR transactions, a field to field query compares the
numeric fields in the 01 transaction only with the other numeric fields in the 01, not with the
numeric fields in the 02. This option is not available if you marked Prompt at Execution or
Current Date.

Examples of Field to Field Queries

As an example of how to use this function, you can query on taxes paid as a percentage of AGI.
The statement would look something like this:

PARENTS’ U.S. INCOME TAX > PARENTS’ ADJUSTED GROSS INCOME * 0.10 (or
other decimal for the percentage you choose)

More examples:

Father’s Income > Parents’ Adjusted Gross Income

Mother’s Income > Parents’ Adjusted Gross Income

Student’s Income > Student’s Adjusted Gross Income

Student’s U.S. income Tax Paid > Student’s Adjusted Gross Income * 0.22 (or other decimal
for the percentage you choose)

Worksheet A > Student’s Adjusted Gross Income * 0.07 (or other decimal for the percentage
you choose)

Worksheet B > Student’s Adjusted Gross Income * 0.11 (or other decimal for the percentage
you choose)

Worksheet C > Student’s Adjusted Gross Income

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Deleting a Query
To delete a query:

1. Select Tools, Query from the menu bar.

2. Click the tab of the module for the query you want to delete.

3. Use the arrow buttons in the database buttons box to locate the query you want to delete.
You cannot delete predefined queries.

4. Click Delete in the database buttons box. EDExpress asks you to confirm that you want to
delete the query.

5. Click Yes to delete the query.

6. Click OK to continue.

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Bits and Bytes

Message Classes (Sent by CPS)

Data Type Message Class Data Description

Daily IDAP09OP Daily ISIRs that are the result of application records
submitted by your school

Daily IDSA09OP Daily ISIRs that are generated for all schools listed on the
record

Daily IDRE09OP Daily ISIRs for State Agency residents

Daily IDNR09OP Daily ISIRs for State Agency non-residents

CPS Pushed IGAA09OP Daily automatic ISIRs resulting from students self-
identifying their Academic Competitiveness Grant (ACG)
eligibility

Note: An ISIR is only sent under the IGAA message class

if ACG self-identification results are the sole change to the
prior ISIR transaction for the student.

CPS Pushed IGCO09OP Daily ISIRs that are the result of correction records
submitted by your school

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 Message Classes (Sent by CPS) (Continued)
Data Type Message Class Data Description

CPS Pushed IGSA09OP Pushed automatic ISIRs that are generated for all schools
listed on the record except the school that submitted the
correction

CPS Pushed IGSG09OP Pushed ISIRs generated for all schools listed on the record
that are a result of system-generated processing by the CPS

Note: IGSG files are sent to schools when new

transactions are system-generated by the CPS for
circumstances such as reprocessing, NSLDS post-
screening, or Department of Homeland Security (DHS)
automated secondary confirmation.

CPS Pushed IGRE09OP Pushed ISIRs for State Agency residents

CPS Pushed IGNR09OP Pushed ISIRs for State Agency non-residents

Requested ISRF09OP ISIRs requested directly from the ISIR Datamart

Errors EAPR09OP Error records from processing of application data

Errors CORE09OP Error records from processing of correction data

Errors SIGA09OP Error records from processing of signature records

Helpful Hint!
For record layouts, see the EDE Technical Reference, which is available for download in Adobe
PDF format from the U.S. Department of Education’s Federal Student Aid Download
(FSAdownload) Web site, located at fsadownload.ed.gov.

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Downloading EDExpress Software and
Documentation
EDExpress for Windows 2008-2009, Release 1.0, is distributed on the Internet. You can
download the software and the related user documentation in Adobe PDF format from the U.S.
Department of Education’s Federal Student Aid Download (FSAdownload) Web site, located at
fsadownload.ed.gov.

The following types of documentation are available to download for EDExpress:

• EDExpress for Windows 2008-2009 Cover Letters

• EDExpress for Windows 2008-2009 Installation Guide

• EDExpress for Windows 2008-2009 Desk References

• 2008-2009 EDExpress Packaging Technical Reference

• 2008-2009 Electronic Data Exchange (EDE) Technical Reference

• 2008-2009 Common Origination and Disbursement (COD) Technical Reference, Volume III
(Pell Grant, ACG, National SMART Grant & Direct Loan Combination System Supplement)

Instructions for downloading EDExpress for Windows software and documentation are located
in the “Downloading Documentation from the FSAdownload Web Site” section of the
EDExpress for Windows 2008-2009 Installation Guide. The amount of time it takes to download
a file depends on the file size and the speed of your Internet connection. If you do not have a
direct connection to the Internet, a 56 KB modem is recommended.

If you experience difficulties with the EDExpress for Windows 2008-2009, Release 1.0 software,
contact CPS/SAIG Technical Support at 800/330-5947 (TDD/TTY 800/516-5806), or by e-mail
at [email protected].

Important Note
• Some organizations block their users’ ability to download software from the Internet. If you
have trouble downloading EDExpress, try again later. If you are still unable to download,
contact your technical support staff to ensure you have full download rights.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 83
Getting Help

Online Help
General help is available from the menu bar within EDExpress. You can view the main list of help
topics by selecting Help, Help Topics, Contents from the EDExpress menu bar. If you are
unfamiliar with using online Help within Windows applications, select Help, Using Help. Use the
Find tab on the Help screen to locate specific words or phrases anywhere within Help. Also, field
help is available by pressing the F1 key.

Helpful Hints!
• Open the Help Contents books to access Help topics. Each book contains several individual
Help topics.

• Check the How Do I? topics for frequently performed procedures by selecting How Do I? from
the Help menu.

January 2008 (2008-2009) EDExpress for Windows Release 1.0 Desk Reference 84
CPS/SAIG Technical Support
For questions regarding technical assistance and software functionality, call CPS/SAIG Technical
Support at:
800/330-5947

TDD/TTY: 800/516-5806

Customer service representatives are available 7 a.m.–7 p.m. (CT), Monday through Friday,
excluding federal holidays. You can also e-mail your inquiries to the CPS/SAIG at
[email protected].

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Technical References
Technical references are manuals provided to postsecondary schools and third-party servicers.
These manuals include record layouts, data entry specifications, import and export formats, and
print specifications that you can use to develop your own EDE system or software to interface
with EDExpress. The three technical references that are available from the U.S. Department of
Education’s Federal Student Aid Download (FSAdownload) Web site, located at
fsadownload.ed.gov, are:

• The 2008-2009 EDE Technical Reference, which is a compilation of record layouts,

processing codes, and ISIR printing formats provided to assist EDE participants in
developing their own software to interface with EDExpress. For further assistance, call
800/330-5947 (TDD/TTY 800/516-5806).

• The 2008-2009 Packaging Technical Reference, which is a compilation of record layouts

for adding and changing records in the Packaging module of EDExpress.

• The 2008-2009 Common Origination and Disbursement (COD) Technical Reference,

which provides processing information and technical specifications for the Common Record
and includes record layouts for adding and changing records in the Direct Loan and Pell
modules of EDExpress.

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