Add financial aid details on behalf of a student
userEducator Xello productXello 6-12 Time5 minutes

You can track and manage FAFSA and state financial aid applications on behalf of your students. If a student brings in physical proof, needs help submitting their application, or chooses to opt out, you can enter and update their details directly from their student profile in your educator account in Xello.

noteNote: The FAFSA and state aid section is visible for students in grades 11–12. The option to track state aid applications is only visible when state aid is available in your state.

Educators can manage all stages of the financial aid workflow on behalf of a student. The available statuses you or your students can select are:

  • In progress: The student has begun the application process and is not looking for help.
  • Need help with application: The student has begun the application process and is looking for assistance.
  • Submitted - Awaiting results: The application has been submitted and is awaiting results. Confirmation of submission (screenshot, file upload, or in-person verification) is required.
  • Submitted - Needs corrections: The application was submitted and processed, but a correction is required.
  • Received results: The application has been submitted and results have been received. Confirmation of results (screenshot, file upload, or in-person verification) is required.

You can also indicate if a student is opting out of applying for financial aid by selecting Not applying. If opting out, you can attach their financial aid opt-out form or record that it was provided in person.

In your educator account, you can also Run reports on FAFSA and state aid tracking to monitor submission statuses across your school or district, filter applications by who entered them, and export financial aid data.

In this article

Add financial aid details

Educators can add FAFSA and state aid details directly from a student's profile.

To add financial aid application details on behalf of a student: 

  1. In the search bar located at the top of any page in your educator account, enter the student's name or ID.
    Search bar in Xello educator account highlighted with cursor hovering
    Click to enlarge
    Search bar in Xello educator account highlighted with cursor hovering
    tipTip: Alternatively, from the left menu, click Students and select Student list to browse the full list of students.
  2. Click on the student's name. The About student tab of their profile opens.
    Click to enlarge
    pointer hovering over search bar
    A student's profile in Xello open to the About student tab.
    Click to enlarge
    A student's profile in Xello open to the About student tab.
  3. Click the Financial Aid tab.
    Educator account with the student profile open and the cursor clicking the Financial aid tab
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    Educator account with the student profile open and the cursor clicking the Financial aid tab
  4. In the FAFSA and state aid applications section, click Add details.
    Student profile Financial Aid tab with cursor clicking Add details next to FAFSA and state aid applications.
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    Student profile Financial Aid tab with cursor clicking Add details next to FAFSA and state aid applications.
  5. Select whether the entry is for FAFSA, a state aid application (if available), or if the student is Not applying.
    The Add application details page. Question is asking which aid program they're applying to.
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    The Add application details page. Question is asking which aid program they're applying to.
  6. Select the current status of the application from the dropdown menu.
    The Add application details page. The status dropdown is open with options like In progress, Need help with application.
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    The Add application details page. The status dropdown is open with options like In progress, Need help with application.
  7. Where necessary, upload a screenshot or file of their confirmation or select In person if they showed physical confirmation.
    The Add application details page. There's a message to show confirmation of the completed application with the option to upload the file or show in person.
    Click to enlarge
    The Add application details page. There's a message to show confirmation of the completed application with the option to upload the file or show in person.
  8. Click Save.
  9. A success banner will display at the top of the screen.
    • Students will see your addition on their College Planning page.

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Edit financial aid application details

You can edit application details, update the status, or upload a new confirmation file for any entry created by you or the student.

How to edit application details:

  1. From the student's profile, click the Financial Aid tab.
    Educator account with the student profile open and the cursor clicking the Financial aid tab
    Click to enlarge
    Educator account with the student profile open and the cursor clicking the Financial aid tab
  2. In the FAFSA and state aid applications section, click Edit next to the entry you'd like to update.
    Educator account with a student profile open to the Financial aid tab. The cursor is clicking Edit details next to a recorded financial aid entry
    Click to enlarge
    Educator account with a student profile open to the Financial aid tab. The cursor is clicking Edit details next to a recorded financial aid entry
  3. Make your changes to the status, option, or document upload, and click Save.
  4. A success banner will confirm your changes, and the entry's updated details will reflect across both educator and student views.

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Review and verify application details

You can mark an entry as verified or flagged directly from the student's profile table without navigating to reports.

How to review and verify entries:

  1. From the student's profile, click the Financial Aid tab.
    Educator account with the student profile open and the cursor clicking the Financial aid tab
    Click to enlarge
    Educator account with the student profile open and the cursor clicking the Financial aid tab
  2. In the FAFSA and state aid applications section, locate the Reviewed dropdown in the table row for that application.
  3. Select either Verified or Flagged.
    Educator account with a student profile open to the Financial aid tab. The cursor has opened the Select status dropdown to choose between Verified or Flagged.
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    Educator account with a student profile open to the Financial aid tab. The cursor has opened the Select status dropdown to choose between Verified or Flagged.

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Delete financial aid application details

Educators can delete financial aid entries when necessary.

To delete FAFSA and state aid details:

  1. From the student's profile, click the Financial Aid tab.
    Educator account with the student profile open and the cursor clicking the Financial aid tab
    Click to enlarge
    Educator account with the student profile open and the cursor clicking the Financial aid tab
  2. In the FAFSA and state aid applications section, click Edit next to the entry you'd like to update.
    Educator account with a student profile open to the Financial aid tab. The cursor is clicking Edit details next to a recorded financial aid entry
    Click to enlarge
    Educator account with a student profile open to the Financial aid tab. The cursor is clicking Edit details next to a recorded financial aid entry
  3. At the bottom right, click Delete.
    The add application details page is being edited. The Delete link is highlighted.
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    The add application details page is being edited. The Delete link is highlighted.
  4. Confirm that you want to delete the entry in the modal window.
  5. A success banner will confirm the deletion, and the entry will no longer display in the student's profile.

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Additional resources

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