1.0 Student Account - bcgov/SIMS GitHub Wiki

1.1 Create / Update Student Account

1.1.1 Student Login

A student logs in for the first time and sets up an account through the use of BC Services Card (BCSC).

An alternate solution to BCSC login will provide for around 0.8% of students, plus a similar proportion of parents and partners. These are users who are unable to access the system or unable to confirm their identity using a BC Services Card as the authentication method. If a student needs to edit their BCSC information, they will do this directly with BCSC as the system does not push updates back to BCSC.

Process Description:

This feature allows the student to sign up, log in and log off of their personalized SIMS student account. It also provides capability for parents or partners to log in and log off to their respective accounts which are linked to a student profile. An authenticated BC Services Card or BCSC alternate login method will allow users to access SIMS. SIMS maintains all login and logout user history.

1.1.2 Provide Account Information

A student adds required contact information to their account after an initial log in.

Process Description:

A student needs to provide a valid Social Insurance Number (SIN) and contact information (address, phone number). They can then save that information in the system. This information collected from the student and similarly from parents/partners is factored in when assessing a student’s financial need and calculating an assessment award.

1.1.3 Update Account Information

A student updates contact and/or personal information in their account after logging in.

Process Description:

At any point of time while their account is still active, a student can modify their contact information only. They can view their personal details (read only), however to change it, a student must update their information with BCSC (a link is provided).

1.1.4 Student Home Page

This is the student landing page.

Process Description:

Once the student has successfully logged in to SIMS they will be taken to the Home Page. From this page, students can start a new application, manage loans or contact the help center.

1.2 Verify Student Information

1.2.1 SIN Validation

SIMS verifies a student's SIN on account set up and account update (phone number, address).

Process Description:

When a student first logs in and completes their profile, their account is flagged for SIN validation with Employment and Social Development Canada (ESDC). Until the SIN comes back as a match, the student is restricted from doing certain things. If SIN validation fails, the student is restricted until they resolve the discrepancy on their own or by contacting SABC. All in-flight disbursements are halted until SIN validation is confirmed.

When a student enters a temporary SIN that starts with the number 9, the student is prompted to upload a supporting document to confirm their status. The student then completes their profile. In future, when a student with a temporary SIN receives a permanent SIN, the Ministry will be able to update this information accordingly. In certain scenarios, the Ministry may need to override a failed SIN check. In this case, they can skip the validations and manually enter the SIN number and expiry date.

Every time a student updates their account, a SIN validation is triggered by the system.

1.2.2 Permanent Disability (PD) Verification

Students can request and receive permanent disability (PD) status.

Process Description:

Students can request permanent disability status at their SIMS account level. Permanent disability status is pending until status is confirmed by Assistive Technology BC (ATBC). Based on the validation check from ATBC, a student is either granted or denied status. If a student is granted PD status, they become eligible for additional funding through provincial and federal grants/bursaries.

1.2.3 Income Verification

A student's income is verified when a FT/PT application is submitted.

Process Description:

When a student submits a FT/PT application they provide their line 15000 income. Once an application is summited, SABC is required to validate the income with the Canada Revenue Agency (CRA).

1.2.4 Credit Check

A student's credit is checked when a FT/PT application is submitted.

Process Description:

Similar to the Canada Revenue Agency (CRA) validation for income assessment, SABC is required to verify the credit status of first time applicants. For an application to successfully go through financial need assessment, a credit check must pass. If the credit check fails, the application will not go through and the student will be informed. In addition, a restriction will be applied to the student account.

1.3 Manage Student Account Communications

1.3.1 View Messages

Students can view messages from the system or SABC.

Process Description:

When a student logs in to SIMS they may see a notification/alert (in red) which means that there is a new message for them to view. Upon having read the message, the notification icon disappears, meaning that the message has been read by the student. All historical messages are stored in a message center for the students to view and take note.

1.3.2 Upload Files

Students and Ministry staff can upload files to student accounts.

Process Description:

A student may need to provide supporting information or submit other documents not part of their application. For this reason, when a student uploads a file using the file upload feature, SABC is required to review the file to determine its appropriate course of action. A notification is sent to SABC when student uploads a document in their account. Similarly, Ministry users also have this feature available to correspond with students as needed and students will be notified in the same manner. Historically uploaded documents are available to be viewed by users.

1.4 Manage Restrictions

1.4.1 Add or Remove a Restriction on the Student or Institution Account

Ministry or Federal Government can add, or remove a restriction on a student or institution account.

Process Description:

Provincial or federal restrictions may be applied by the Ministry. Restrictions may be added to a student or institution accounts during various stages and can be removed once the requirement set by Student Aid BC policy has been met. This status inhibits the ability to perform various actions in SIMS without intervention from Student Aid BC staff.

The Ministry can add one or more restrictions on a student or institution account. This can result in, for example, barring the student’s ability to receive disbursements, preventing the student from submitting new applications, or stopping the institution from adding new education programs or becoming designated.

Only Ministry users have the ability to remove restrictions on a student or institution account.

1.4.2 View a Restriction on a Student Account

Users have the ability to view a restriction on a student account.

Process Description:

A Ministry user will be able to see all active or resolved restrictions and associated details of a student or institution account. This will include profile information, restrictions, and notes.

Student and institution users can also view restrictions applicable to their SIMS account in the system. These could be warnings or errors and are shown throughout in the system as header banners. Restrictions can be viewed under Account Activity.