With Gap Access

“TAKIN’ CARE OF BUSINESS” WITH GAP ACCESS ILLINOIS STUDENT ASSISTANCE COMMISSION ILLINOIS ASSOCIATION OF STUDENT FINANCIAL AID ADMINISTRATORS ANNUAL CONFERENCE April 8 – 10, 2015 Embassy Suites, East Peoria, IL Administer MAP in GAP Access • Student eligibility and payment information is managed and processed via ISAC’s Gift Assistance Programs (GAP) portal, known as GAP Access • GAP Access was introduced for the 2012-13 academic year and will eventually be used to administer all ISAC Programs • It provides a secure authentication process for accessing student data and updated technology for managing student data ILASFAA Conference 2015 - In Concert Administer MAP in GAP Access • The financial aid director at each school is considered the Primary Administrator for GAP Access and is responsible for approving staff access at their institution • There are two additional levels of system users • School Administrators can add and update access for the school’s GAP Access users • School Users can have the ability to view and update program data depending on the access levels given to them by an administrator • Schools should have a process in place to remove non-active users on a frequent and regular basis ILASFAA Conference 2015 - In Concert ILASFAA Conference 2015 - In Concert GAP Access Security • A 2-step authentication is required to log in to GAP Access • This enhanced security measure was implemented in January 2015 • Users will be asked to answer one of the three security questions provided at the time they signed up for access • If a user answers all 3 challenge questions incorrectly, the user’s access will be locked and their password will need to be reset • In order to reset the password, the user must contact a GAP Access Administrator at the school • ISAC will not be able to reset a password for users at a school ILASFAA Conference 2015 - In Concert “TAKIN’ CARE OF BUSINESS” • Written by Randy Bachman while a member of “The Guess Who” • Originally a song titled White Collar Worker written about studio recording technicians • “Takin’ Care of Business” was released in January of 1974 on “Bachman-Turner Overdrive’s” second album • The song is the victory anthem for the National Basketball Association's Charlotte Hornets MAP Payment Processing • Payment requests are made via the GAP Access Portal • Schools may also send payment requests to ISAC via a File Transfer Protocol (FTP) process • File specifications for FTP processing are available on the Electronic Tools page in the e-Library • Payment is sent to the school on behalf of the student • Payment comes from the State Comptroller’s office • Schools must meet MAP payment claim deadline dates each term, which are typically set at the September Commission Meeting ILASFAA Conference 2015 - In Concert Payment Results Summary/ Invoice Detail Reports • This is a compilation of four reports generated by ISAC following a school’s payment request. It includes: • Payment Results Report • Payment Exception Report (if there were exceptions) • Payment Results Summary (by term) • Payment Results Summary (all terms) • This report should be printed or downloaded each time a payment request is submitted ILASFAA Conference 2015 - In Concert NEW! – Dislocated Worker Fields Eligibility: List Screen – DW Icons • Two new icons have been added to assist users in determining which DW students are in Suspense DW New Icons • The regular question mark -- ? -- identifies a DW student that has missed the regular suspense date but has not missed the DW suspense date • This student is in MAP Suspense but not DW Suspense. • Although the yellow light bulb appears on this record, which usually indicates ineligibility, if this student is confirmed as a DW at the time of the payment request, the payment request will be processed DW New Icons • The enclosed yellow question mark -- -- means that a DW student is in DW suspense, meaning that the student has missed both the regular suspense date and the DW suspense date • Because the student is ineligible based on the information provided, the yellow light bulb is shown along with this icon “MAKE IT EASY ON YOURSELF” • Written by famous song writers Burt Bacharach and Hal David • Originally demo’ed by then virtually unknown Dionne Warwick • Recorded by Jerry Butler in 1962 • A Top 20 Hit for the UK group The Walker Brothers • The Walker Brothers recording became #1 hit in the UK Filters, Sorts, Columns • Use the Student Lookup to get to an individual record. • Use Filters – Eligible Records Only, Highest Transaction Only, to Lower the records on the list. • Remove some of the columns to reduce the amount of data presented on the list. File Transfer Protocol (FTP) • Allows schools to identify and create payment requests outside of MAP. • Use the MAP system to deal with processing exceptions, review reports, etc. • Does require some IT support. • Calculating awards • Creating and password protecting files • Transmitting data ISAC Contact Information • School Services Communication Center Exclusively for school inquiries Phone: 866.247.2172 Fax: 847.831.8327 E-mail: [email protected] • Kim Eck, Training Services Phone: 217-785-7139 E-mail: [email protected] TCB WITH GAP ACCESS QUESTIONS? Thanks for participating today! .

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