Updates to ECM/Perceptive Process - October 2024

These instructions detail the Perceptive/ECM process updates concerning financial aid documents submitted for students, families, and prospective students. 

Student documents are submitted to Perceptive in two ways:

1. Directly from the student or family using the uploader in My Student Aid (preferred method).
2. From a financial aid or HUB staff member via the [e-mail] email address (used only as a last resort).

Historically, documents in Perceptive were indexed on the student’s record by award year and document type, with minimal additional properties for further categorization. Please see below.

Moving forward, documents submitted to Perceptive will also be categorized by calendar year and owner.

Documents sent to Perceptive will be indexed by calendar year.  For example, the academic year for a tax return might be 2024, while the calendar year would be 2022.

Documents will be assigned by the owner. There are five owners Perceptive will accept: 

1. Parent
2. Student
3. Parent Spouse or Partner
4. Noncustodial Parent
5. Student Spouse

Documents submitted to Perceptive via email should include the following header in the body of the email. Please refer to page 3 for instructions on how to set up and use a template in Gmail to incorporate the header to use that method. 

^^drawer^^ FAO Student Documents      

^^type^^ FAO Requirement                    

^^alternateid^^

^^awardyear^^ 

^^calendaryear^^

^^owner^^ 

The FAO Student Documents and FAO Requirement lines of the header should remain unchanged.

The following documents are new in Perceptive: 

FAO Foreign Non Tax Filer Letter

FAO IRS Tax Return Transcript

FAO Form W2

FAO IRS Tax Return Form 1040

FAO Tax Return Form 1040X

FAO US Territory Tax Return

FAO Verification of NonFiling

The following documents are no longer in use:

FAO Parent W2 (now FAO Form W2)

FAO Parent IRS Tax Return Transcript (now FAO IRS Tax Return Transcript)  

FAO Student IRS Tax Return Transcript (now FAO IRS Tax Return Transcript)

FAO Parent Non Tax Filer Statement (now FAO FAO Non Tax Filer Statement)  

FAO Student Non Tax Filer Statement (now FAO FAO Non Tax Filer Statement)  

FAO Parent Tax Return (now FAO IRS Tax Return Form 1040)  

FAO Student Tax Return  (now FAO IRS Tax Return Form 1040)

FAO Parent 1040 X (now FAO Tax Return Form 1040X)

Linking Process for Documents Sent via Email:

1. Documents have a new general document type called a FAO Requirement that should come over in the header if it comes from the HUB or other staff via email:

2. The document type should be updated before routing the document forward.

3. Before routing the document forward, the following custom properties should also be set/updated/confirmed to be correct: award year, calendar year, owner, and any other fields updated according to previous processes.