What this category's data looks like
This page covers three types of materials in student awards, grants, loans, and hardship determination scenarios: the family economic hardship determination form, the scholarship/grant application form, and the loan receipt. The materials are entered and updated in batches by semester or academic year by counselors, department-level financial aid specialists, and the Student Financial Aid Management Center, and the update cadence is synchronized with determination batches, award/grant review cycles, and loan receipt collection time points. Field characteristics center on name, student ID, number of family members, income amount, determination level, application amount, receipt number, signature, and date; when comparing across tables, names, quantities, and dates are the most prone to discrepancies. After the three types of materials enter this feature, they respectively serve as the source of basic identity and hardship level, the source of award/grant items and amounts, and the source of loan disbursement and receipt evidence, and are used to generate a discrepancy list and hand it to the reviewer for write-back.
Configuration and implementation checks
Enable commercial file permissions and give the member read access to the knowledge base.
This part is enforced by member permissions and file-level permissions (server-side authentication), and outputs the set of visible files filtered by member. The "discrepancy list" is subsequently completed by AI nodes, code nodes, or manual work; the file list and retrieval only return the readable set filtered by member. Team administrators do not bypass file-level permissions; the system root and team owner are considered to have all permissions on all files.
| Object | Check | Verification action |
|---|---|---|
| Family economic hardship determination form | Compare with the scholarship/grant application form to check whether name, student ID, number of family members, determination level, signature, and date are consistent | Use a restricted member account to view the file list and details, check the fields, and record inconsistent items |
| Scholarship/grant application form | Compare with the loan receipt to check whether name, application amount, receipt number, and date are consistent, and check whether signatures are complete | Locate the member's visible scope by teamId and tmbId, and check amounts and dates item by item |
| Loan receipt | Compare with the determination form to check the receipt number, disbursed amount, and date, and confirm the version is synchronized and there is no missing signature or receipt | Use a collaborator account to attempt to delete a file not created by that user, and confirm it is filtered and a prompt is shown |
| Discrepancy list | When the name, quantity, or date of the same record does not match across two materials, list each item | Use a restricted member account to search for the same issue, and verify that unauthorized files are not recalled |
Three common errors
- Symptom: The same student's name or student ID is written differently in the determination form and the application form, and the amount and date also do not match. Cause: The two materials are entered at different stages, and no field-level comparison is performed against the same record.
- Symptom: The loan receipt number or disbursement date is inconsistent with the ledger, and the old version is still referenced. Cause: The material versions are not synchronized, and the updated receipt has not replaced the old file.
- Symptom: The determination form is missing a signature or the receipt is missing, yet it still enters the discrepancy list workflow. Cause: Signatures and receipts are not included as verification dimensions, and no completeness check is performed before review.
How to verify the setup
Feature acceptance: Use a restricted account to view the file list and perform one retrieval, and verify that the visible scope contains only files for which that member has read permission, and that unauthorized files neither occupy a place nor are recalled.
Business test: Use one real record to find a field inconsistent with the ledger, write it into the discrepancy list, and hand it to the reviewer to confirm the write-back.
- Check the member's visible file set by
teamIdandtmbId, and confirm that the list and retrieval return consistent results. - Check the same record field by field for name, quantity, date, signature, and receipt, and write discrepancy items into the discrepancy list.