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OFAXDual Enrollment at Oregon
State
Rebecca MartinezAssociate Director of Financial Aid
&
Tim HarrisSystems Analyst
May 3, 2005
OFAXOFAX
Oregon Financial Aid Exchange Oregon Financial Aid Exchange
• Multiple-enrollment data exchange for financial aid purposes
• Allows combination of enrollment from multiple institutions for financial aid
Privacy…• The student release on the FAFSA
indicates okay to share data for determining financial aid eligibility
• The student authorizes sharing the data on the admission application
• Institutions may not report a student to OFAX unless they have signed up at that institution
• The data may only be used for Financial Aid purposes
OFAX Data Exchange• Participating schools send in their
data via a secure web site– Local programming is required to create this output
file
• OFAX server processes file (uses Microsoft SQL Server/ASP technology)
– Match on SSN– Return matching records sent in by
other schools via password protected email attachment
OFAX Data Layout• Data is sent/received in comma delimited text
file.
• The full layout is available from OSAC’s web site.
see http://www.osac.state.or.us/ofax_faq.html for more info.
• This file can be loaded into Excel and processed manually, or loaded into a database and automated via local programming.
• This allows schools to process the OFAX data anyhow they see fit.
DesignInstitution uploads
encrypted file throughsecure SSL OFAX
web page
Institution uploads encrypted file through
secure SSL OFAXweb page
OFAX system creates output
file for requesting institution
OFAX system creates output
file for requesting institution
Output file forrequesting
institution encryptedand password
protected
Output file forrequesting
institution encryptedand password
protected
Matched file sentto requesting
institution
Matched file sentto requesting
institution
Financial Aid Officeprepares fileof eligible
“multiple-enrolled”students
Financial Aid Officeprepares fileof eligible
“multiple-enrolled”students
Financial Aidreceives file
fromOFAX system
Financial Aidreceives file
fromOFAX system
School’sFinancial Aid
SoftwareSystem
School’sFinancial Aid
SoftwareSystem
For example…
Our example student enrolls at Institution A and requests multiple-enrollment status.
He signs a release form informing him that his data will be sent to any other institution that participates in OFAX where he has also signed a multiple-enrollment status release form.
Because he has signed the release, the institution may transmit this student’s data to OFAX and may receive this student’s data from other schools from OFAX.
Our example student enrolls at Institution A and requests multiple-enrollment status.
He signs a release form informing him that his data will be sent to any other institution that participates in OFAX where he has also signed a multiple-enrollment status release form.
Because he has signed the release, the institution may transmit this student’s data to OFAX and may receive this student’s data from other schools from OFAX.
AAAA
Our example student also enrolls at Institution B and
requests multiple-enrollment status.
He signs a similar multiple-enrollment
status release form here.
Our example student also enrolls at Institution B and
requests multiple-enrollment status.
He signs a similar multiple-enrollment
status release form here.
BBBBIn this example the data for both Institution A and
Institution B would be sent to OFAX from both institutions
because thestudent signed up at both and
authorized the institution to send and receive his data.
OFAX would transmit output to both institutions based
upon the fact that the student information matched.
Each institution can then decide whether or not to
credit the classes from the other institution based upon
institution policy.
In this example the data for both Institution A and
Institution B would be sent to OFAX from both institutions
because thestudent signed up at both and
authorized the institution to send and receive his data.
OFAX would transmit output to both institutions based
upon the fact that the student information matched.
Each institution can then decide whether or not to
credit the classes from the other institution based upon
institution policy.
OFAXOFAX
And the matching…• Institution A sends:
• Institution B sends:
• Institution C sends:
• Institutions A, B & C receive:
Institution Name SSN Class Details…Institution A Dowd, E. 123456789 English 101Institution A Dowd, E. 123456789 Math 101
Institution Name SSN Class Details…Institution B Dowd, E. 123456789 Art 101Institution B Dowd, E. 123456789 History 101
Institution Name SSN Class Details…Institution C Dowd, E. 123456789 Biology 101Institution C Dowd, E. 123456789 Anatomy 101
Institution Name SSN Class Details…Institution A Dowd, E. 123456789 English 101Institution A Dowd, E. 123456789 Math 101Institution B Dowd, E. 123456789 Art 101Institution B Dowd, E. 123456789 History 101Institution C Dowd, E. 123456789 Biology 101Institution C Dowd, E. 123456789 Anatomy 101
11:40 AM 11:42 AM
Receive combined file
back from OFAX via zip
file
Receive message that OSU file has
uploaded
Log into OFAX website
Upload new
OSU file
Extract the combined
data
Visually view data that
uploaded on OFAX
OFAX Data Exchange Timeline
Loading the Data into Banner(OSU’s version)
• We’ve written a local process that the Financial Aid Office runs
• It loads up the file returned from OFAX and assigns the correct local OSU term code– term codes are unique to each school
yet we have to associate data for corresponding terms
What do we want to do with the data once we
have it?• Verify/More reporting. Report on
– Home institution discrepancies– Continued enrollment at partner institution– Any other “oddball” things (like same course at two
places at once)• Disburse aid based on sum of OSU hours plus
qualifying hours at participating institution(s)• Report SSCR data accurately for those whom
OSU is their “Home institution”• Sat. Academic Progress processing after term
has finished• We’ve also written a display-only data form
that the FAO can query…
Resources
• OFAX Website– www.osac.state.or.us/ofax.html
• Contacts– Joyce Eaton [email protected]– [email protected]– [email protected]– [email protected]