Nursing Loan Document Creation Process

Context:

To receive a Nursing Loan, students must meet with a counselor and sign multiple documents. The process detailed below is the process that I used to create the forms that the students will need to sign. 

Steps:

1. Create a new folder in OneDrive under the file path Team-SFS-Files -> Operations -> Nursing Loan. Historically we have named the folder YYYY NSL Recipients e.g. (2025 NSL Recipients) 
    
2. Under the new folder that we just created make a new "_Files" sub folder. This sub folder will hold the loan document templates.
    
3. Copy the contents of the _Files folder from the prior year and paste it into the newly created current year _Files folder and rename the files for the current aid year.
    
4. The following lists each form and the updates that should be made on the templates:

• Federal nursing loan disclosure form, adjust the aid year in the first paragraph. 
• Federal nursing student loan program entrance interview information sheet, we need to edit the loan amount and max aggregate amounts on this document. I download a copy of the file and made edits using the Adobe Acrobat DC software. The values for loan amount and maximums can be found on the HRSA website. Once edits are made, save the pdf file and re upload it to OneDrive replacing the prior copy.
• Master promissory note, no changes made on this document.
• Nursing loan approval disclosure, in the estimated repayment schedule & terms table increase the aid years by 1. In the federal loan alternatives table, update the current interest rates. I have found this FSA webpage as a good resource.
• Nursing loan final disclosure, this requires the same aid year and interest rate changes from the document above.
• Personal and confidential information form, no changes made on this document.
• Private education loan applicant self-certification form, ensure a new file has not been released by the Govt. The new form can typically be found on the FSA partners website. If no new form is available we will use the prior year's form.
• Truth-in-lending statement, no changes made on this document.

5. The other UDSFS_NURSINGLOANDATA excel file that is located in the _Files sub folder is a data file that is used to auto fill the templates with student data. The file was reworked for 2025 so that the process can be rolled forward for the following years. The following steps will detail how to update the excel document for the current year.
    
6. Once the file is open, switch to the CY UDSFS_NURSING... tab. All data can be cleared on this tab. In PeopleSoft we need to run the UDSFS_NURSING_LOAN_DATA query. Enter in the current aid year and current term for the query prompts. Download the output, copy the data, and paste it into the CY UDSFS_NURSING... tab. 
    
7. Switch to the PY_UDSFS_NURSING... tab. All data can be cleared on this tab. In PeopleSoft, we need to rerun the same UDSFS_NURSING_LOAN_DATA query. Enter in the prior aid year and leave the term prompt blank. Download the output, copy the data and paste it into the PY_UDSFS_NURSING... tab.
    
8. The Combined w Formulas tab is formula driven and should not need to be manually edited. It pulls data from both of the tabs that we just updated and has some formula driven calculations. Select the data, starting with column 6, and copy.
    
9. Switch to the Combined tab, all data can be cleared on this tab. Right click and paste as values the data we copied from the prior step. It is important to paste as values so that the data is hard coded. Delete any rows where the ID = 0. Save the file.
    
10. We have finished updating the excel document. Navigate back to the NSL Recipients OneDrive folder and create sub folders for each student that is listed on the combined tab of our excel sheet.
     
11. Once the student sub folders are created, we can begin copying the templates. The federal nursing student loan program entrance interview information sheet, master promissory note, personal and confidential information form, & private education loan applicant self-certification form don't contain auto fill data. Those 4 files can be copied to each student's sub folder with no other changes needed.
     
12. Open the federal nursing loan disclosure word doc. I recommend opening the file with the Microsoft Word installed on your computer instead of the the O365/ Web 365 version of office. If you receive a message that opening the document will run a SQL command, you can select "No". 
     
13.  Once the file has opened In Word, select the Mailings tab. Then click on "Select Recipients" and pick "Use an Existing List..."
     
     
14. Navigate to the UDSFS_NURSINGLOANDATA excel file. From the Select Table screen, pick "Combined$". Make sure the "First row of data contains column headers" box is checked. Then select OK.
    
     
15. The process should refresh and take you back to the word document. Through the Mailings tab you can double check the auto fill results by selecting "Preview Results" and clicking through the left and right arrows. If nothing looks out of the norm, select to "Finish & Merge" then "Print Documents..."
    
     
16. Select "All" and from the print dialog select "Microsoft Print to PDF" or any other PDF print resource. I typically save the output to a new folder in my downloads folder. At this point the process has taken each student's auto filled form and saved them all together as one PDF file.
    
     
17. Now we need to breakout the combined PDF into individual files for each student. I recommend opening the file in Adobe Acrobat DC and using the split tool under the organize pages tab to create the individual files. Move/Save the individual files into the appropriate student's sub folder.
     
18. Repeat steps 12 through 17 for the nursing loan approval disclosure, nursing loan final disclosure, and truth-in-lending statement.
     
19. Once each student has all 8 documents in their sub folder, alert the appropriate parties to give them a heads up that student nursing loan documents are ready for signing.