User-Defined IVG Reports

The user-defined reports generate using the Eligibility data. Selecting one of the titles under Reports from the left menu can access the user-defined reports.

• Eligibility by Status
• Payment Claim by School Code and Term
• Payment Claim by Student

For each of the user-defined reports, the user defines the criteria to filter the information reported, then requests the report when needed. Reports can be viewed online, or they can be printed or saved in a PDF format.  Each report includes a standard heading according to the report selected and the date the report is created. All user-defined reports print on 8 ½ x 11-inch paper.  The Eligibility by Status report prints in a portrait format, and the Payment Claim by School Code and Term and Payment Claim by Student reports print in a landscape format.

Eligibility By Status 

The Eligibility By Status report identifies students by status (approved or ineligible) for a specific school.  Records that display on this report are based on the filter criteria and are sorted by Last Name in ascending (A-Z) order. The report prints in a portrait format on 8 ½ x 11-inch paper.

Define the criteria included in the report on the IVG Report: Request screen:

• Status  - select A (approved) or I (ineligible) from the drop-down box; 
• Name Range – select A-F, G-K, L-P, Q-U, V-Z, or All from the drop-down box.
• School Code on Claim  - enter a valid three-digit IVG code. 
  • If the school code is not 3 digits, the error message "School code must be 3 digits" will display on the filter screen. Enter the 3-digit School Code and click on Request Report again.
  • If the school code is invalid, the report will return with "No data".

After selecting the criteria, click the “Request Report” button to initiate the report. Click on the “list” button to access the IVG Report: List screen, then select the report when the status indicates the report is completed.

The columns and order in which they display on the Student Eligibility By Status report are:

• SSN 
• Name 
• IVG Eligibility # 
• Cumulative Eligibility Units 
• Initial Process Date 
• Total Benefits 
• First Benefit Date 
• Prior SSN

Payment Claim by School Code and Term

The Payment Claim by School Code and Term report displays claim information for a school for a specific term in the most recent academic year. The primary purpose of this report is for use when reconciling payment claim records by term. Records that display on the report are based on the filter criteria and are sorted by SSN in ascending (lowest to highest) order. The report prints in a landscape format on 8 ½ x 11-inch paper.

Define the criteria included in the report on the IVG Report: Request screen:

• Academic Year – Select the academic year from the drop-down box (currently, only the 2005-2006 academic year is available)
• School Code on Claim - enter a valid three-digit IVG code.
  • If the school code is not 3 digits, the error message "School code must be 3 digits" will display. 
  • If the school code is invalid, the report will return with "No data".
• Term Date – select Summer, Spring or Fall from the drop-down box.

After selecting the criteria, click the “Request Report” button to initiate the report. Click on the “List” button to display the IVG Report: List screen then, select the report when the status indicates the report is completed.

The columns and order in which they display on the Payment Claim by School Code and Term report are:

• SSN 
• Name 
• Status 
• Cumulative Eligibility Units 
• Term Type 
• Credit Hours 
• Eligibility Units 
• Benefits 
• Tuition Code 
• Enrollment Status 
• Claim Process Date 
• Tuition Fees

Payment Claim by Student 

The Payment Claim by Student report displays both eligibility and claim information for a particular student.  A student can be selected using either their Social Security Number or IVG Eligibility Number. The report includes cumulative detail and individual claim detail for the student.  The claim information for the recipient requested displays by school then, by term date in ascending order. The report prints in a landscape format on 8 ½ x 11-inch paper.

Define the criteria included in the report on the IVG Report: Request screen:

• Select SSN or IVG Eligibility # - from the drop-down box 
• Enter the value for the criteria selected. 
  • Enter an SSN without dashes.  If an invalid format is entered, the error message "Enter the SSN as 999999999” will display on the filter screen. 
  • The alpha characters in the IVG Eligibility # are not case sensitive. 
  • The report will return with “No Data” if the SSN does not exist in the Master File, and if the IVG Eligibility number is in the correct format but is invalid or does not exist in the Master File.

After selecting the criteria, click the “Request Report” button to initiate the report. Click on the “List” button to display the IVG Report: List screen then, select the report when the status indicates the report is completed.

The report will display cumulative information about the student selected including SSN, Name, Status, IVG Eligibility #, First Benefit Date, Cumulative Eligibility Units, Total Benefits, Prior SSN, the Initial Process Date.  Individual claim detail will display below the cumulative information.

The columns and order in which they display on the Payment Claim by Student report are:

• School Code 
• Term Date 
• Term Type 
• Credit Hours 
• Eligibility Units  
• Benefits 
• Tuition Code 
• Prorate 
• Enrollment status 
• Claim Process Date 
• Tuition 
• Fees

IVG Report: List Status 

After selecting the criteria, click the "Request Report" button to initiate the report. Click on the “List” button to display the IVG Report: List Screen. The report request is placed in an internal queue along with requests submitted by other users.  The status associated with each request is defined as:

• Waiting: The requested report is in queue waiting for the preceding report requests to be completed. 
• In-progress: The requested report is currently being processed. 
• Failed: The requested report did not complete.  
• Completed: The requested report is completed and ready to view, print and save.

The report title hyperlink will be enabled when the status of the report is “Completed”.  The report may be viewed online by clicking on the hyperlink.  From the hyperlink, the report will open in PDF format to be printed or saved.

If the report contains a large volume of data, the number in the File Size (Bytes) column will be highlighted in red and there will be a warning message below the status list cautioning the user that printing and saving the file may be a problem. Reports will remain in the queue for 24 hours, and then be automatically deleted.

Quick Steps to Request a User-Defined IVG Report 

The steps to request a report are the same for all user-defined reports. Remember that IVG Eligibility at My Zone is refreshed daily.  Reports can be requested as often as needed.

• Select IVG from the My Zone Program Selection screen to access the IVG at My Zone first menu; 
• Click on the name of the report you wish to request in the Report section in the left menu to display a the IVG Report: List Request screen; 
  • Define the criteria in the drop-down boxes and character box. 
• Click on “Request Report” button to initiate the report.
• Click on “List: to display the IVG Report: List screen. The report requested is placed in a queue along with requests for the same report submitted by other users.
  • The status of the report will be listed on the IVG Reports: List screen. The report title hyperlink will be enabled when the status is “Completed”.   
  • Click on the hyperlink to view the report online. The report will open in PDF format and can be printed or saved as a PDF file. 
  • To print the report, select the <File> option from the toolbar in the browser, then <Print>. The entire report prints on 8 ½ x 11-inch paper.  
  • To save the report on your desktop, select <Save As> from the <File> option on the Browser. Select a folder, enter a <File Name> and press <Save>. The report will save with a .PDF extension.
• To exit the report, click on the report screen close (X) button located in the upper right-hand corner of the screen to return to the IVG Reports: List screen. Select another View or Report option from the left margin menu. 

Note:  To access user-defined reports that have already been generated, and not yet automatically deleted from the queue, select the Reports from the left menu then select the IVG Reports: List button to access the queue for that report. Each user-defined report has its own queue.