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

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

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

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

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

6. System Administrator’s Access Request Form
Form is used to add or delete administrators access to the WebGrants system.
Form must be signed by administrator requesting access and the principal of the school.
Without principal signature access cannot be granted.
The college Access Request form is similar

7. Security and Confidentiality Agreement
Form must be completed and sent with the System Administrator Access Form.
Form is to be signed by administrator requesting access and the principal of school.
The college Security and Confidentiality form is similar

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

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

11. Located within the Help link
User Guides
Located within the Help link

12. WebGrants Help Menu

13. California Student Aid Commission
Calculating GPAs
California Student Aid Commission

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

15. Calculating Cal Grant GPAs For high school graduates
Use grades from sophomore year through summer after senior year.
DO NOT include grades from P.E., ROTC, or remedial courses (as defined by the school).
Failing grades not retaken must be included.
Calculate the GPAs on a 4.00 scale - GPAs over 4.00 will not be accepted.

16. Calculating Cal Grant GPAs
For College Students
Please refer to the website for specific instructions on calculating a college GPA.
Reestablished California Community College GPA:
Based on completed units
Reestablished GPAs are not accepted for Dream Act applicants
Regular California Community College GPA:
Based on 24+ completed units

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

18. California Student Aid Commission
Data in Excel
California Student Aid Commission

19. Non-SSN GPA Excel Template
Data in Excel
Non-SSN GPA Excel Template
Click on the Tools link in the upper right-hand corner to view tools.

20. Non-SSN GPA Excel Template
Data in Excel
Non-SSN GPA Excel Template
Scroll to the bottom of the page then right-click on the Excel Non-SSN GPA Template link to open and save the Excel Template.

21. Non-SSN GPA - Excel Template
Note: When the template is first opened you may need to enable the Macros in Excel.
Worksheet can be re-named

22. Data Fields Definitions

23. Data Collection
Create a text file using your Student Information Management System (Aeries)
Export the necessary data from your system into a text file then import the data into the Non-SSN Excel template.

24. Excel Template with Sample Data
Data in Excel
Excel Template with Sample Data

25. Data in Excel After the data has been entered in Excel:
Saving the Data
After the data has been entered in Excel:
Save the Excel sheet to a desired location.
Save the data as a text file.
We are now ready to upload the text file.

26. Data in Excel Saving data as Text Click on the View tab.
Then click on the Macros button to bring up the Macros window.

27. Saving Excel data as text file
Data in Excel
Saving Excel data as text file
Once the Macro window pops-up, scroll down and select the StartDataTools Macro .
Click on the Run button to bring up the startup window.
TIP: Bring up the startup
window using a shortcut enter: “Ctrl+Shift+E”

28. Saving Excel data as text file – cont.
Data in Excel
Saving Excel data as text file – cont.
An opening screen will appear for 5 seconds then
The save as pop-up box will appear, click the “Save As Text File”.
In the drop down list select the data sheet name then click the Save button.

29. Saving Excel data as text file – cont.
Data in Excel
Saving Excel data as text file – cont.
Save the text file to the same location as the Excel document.
A confirmation message will let you know that the file has been saved.
Exit out of the save menu and Excel.

30. Data in Excel View of Text File Sample data in Text format.
Data is position specific.

31. WebGrants Screens Getting to the GPA menu
Click on the WebGrants link to get to the GPA menu.
Click to get to the GPA menu

32. Access to Non-SSN GPA Screen
WebGrants Screens
Access to Non-SSN GPA Screen
Access to Non-SSN GPA Screen

33. WebGrants Screens
Non-SSN GPA Menu
Access Non-SSN GPA Upload Screen

34. Upload Non-SSN GPAs Screen
WebGrants Screens
Upload Non-SSN GPAs Screen
Click the “Browse” button to search for saved text document.

35. Upload NON-SSN GPAs Screen – Cont.
WebGrants Screens
Upload NON-SSN GPAs Screen – Cont.
Navigate to saved text file, then click the “Open” button.
Navigate to saved file

36. Upload Non-SSN GPAs Screen – Cont.
WebGrants Screens
Upload Non-SSN GPAs Screen – Cont.
Once the text file has been selected it will appear in the field next to the Browse button, then click the “Begin Upload” button.

37. Upload Non-SSN GPAs Screen – Cont.
WebGrants Screens
Upload Non-SSN GPAs Screen – Cont.
A confirmation message will appear, click OK to continue with upload.

38. Non-SSN GPA File Upload Status Screen
WebGrants Screens
Non-SSN GPA File Upload Status Screen
Identifies any invalid records, that must be fixed before the upload will continue.
Click the “View Invalid Records” button to view the invalid records.

39. NON-SSN GPA Invalid Record List
WebGrants Screens
NON-SSN GPA Invalid Record List
This screen shows the invalid records.
This screen lists the reason why record is considered invalid.

40. Excel Template with errors
WebGrants Screens
Excel Template with errors
To correct errors, open the spread sheet and update fields.

41. Excel Template with fixed errors
WebGrants Screens
Excel Template with fixed errors
After the data has been updated, re-save the Excel document.
The Excel document will have to be saved as a text file again.

42. WebGrants Screens Saving data as Text #1 #2
To save the Excel document to text, click on the View tab.
Then click on the Macros button to bring up the Macros window. #1 #2

43. Saving Excel data as text file
WebGrants Screens
Saving Excel data as text file
Once the Macro window pops-up, scroll down and select the StartDataTools Macro.
Click on the Run button to bring up the startup window.
TIP: Bring up the startup
window by using a shortcut, enter: “Ctrl+Shift+E” #2 #1

44. WebGrants Screens Saving Excel data as text file – cont. #1 #2 #3
An opening screen will appear for 5 seconds followed by
the save as pop-up box, click the “Save As Text File”.
In the drop down list select the data sheet name then click the Save button. #1 #2 #3

45. Saving Excel data as text file – cont.
WebGrants Screens
Saving Excel data as text file – cont.
Save the text file to the same location as the Excel document.
A confirmation message will let you know that the file has been saved.
Exit out of the save menu and Excel.

46. Upload Non-SSN GPAs Screen – Cont.
WebGrants Screens
Upload Non-SSN GPAs Screen – Cont.
Click the “Browse” button to find the text file.
Click the “Begin Upload” button.

47. Non-SSN GPA Summary Screen
WebGrants Screens
Non-SSN GPA Summary Screen
Screen shows that all the records are now valid. Click Submit Records.

48. Summary of Non-SSN GPA Records
WebGrants Screens
Summary of Non-SSN GPA Records
Batch Number should be recorded for future reference.
Click on Batch Number row to view records submitted.
Confirmation Message and sent to user after upload.

49. Non-SSN GPA Roster Report
WebGrants Screens
Non-SSN GPA Roster Report
Screen print of students submitted.

50. WebGrants Screens
Submitting Individual Non-SSN GPA records to WebGrants

51. WebGrants Screens
Non-SSN GPA Menu
Add Individual Non-SSN GPA Records

52. Non-SSN GPA Verification Form
For students that do not want to list their SSN on a Cal Grant GPA Verification form.
For students that will be completing the Cal Dream Act Application
Available at

53. California Student Aid Commission
Reports
California Student Aid Commission

54. WebGrants>Data Transfer Menu>Report Download
Reports
WebGrants>Data Transfer Menu>Report Download
Non-SSN GPA Reports
Non-SSN GPA School Upload Report
Summary of records submitted including records with invalid data
Non-SSN GPA Status Report
Displays status of student after the Non-SSN GPA has been received
Financial Application (No GPA) Report
Displays list of students who have submitted a FAFSA/Dream Application but do not have a GPA on file
School of Origin Report
Displays students by name and date of birth that have been offered the award

55. Reports

56. Non-SSN GPA School Upload Report
Reports
Non-SSN GPA School Upload Report
Summary of records submitted including records with invalid data

57. Non-SSN GPA Status Report
Reports
Non-SSN GPA Status Report
Status of student’s Non-SSN GPA including unmatched records

58. Thank you for attending
Contact & Training Resources
School Support Phone
WebGrants Tools: Non-SSN GPA Excel Template
WebGrants Help: Non-SSN GPA Upload User Guide