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National
Association of Student Financial Aid Administrators
Electronic Encyclopedia of Student
Financial Aid FAQ
Technical Issues
1.
Where do I find help for the Electronic
Encyclopedia?
2. Where can I find the Encyclopedia’s
User’s Guide?
3. What is included in the Encyclopedia’s
User’s Guide?
5. Where can I
find the QuickGuides?
6. Where can I find help with the Adobe
Acrobat Reader and its function?
7. What do I need in order to run the
Electronic Encyclopedia properly?
8. How do I install the Electronic
Encyclopedia?
9. How do I install the Electronic
Encyclopedia on a network?
1. How do I order the Encyclopedia?
2. How do I check the status of my
subscription?
3. What is the subscription year?
4. How many licenses are included in my
subscription?
5. What does concurrent user mean?
6. How much do additional licenses cost?
7. How do I order additional licenses?
1. Why have you chosen Adobe Acrobat Reader?
2. Why have you not chosen an HTML format?
3. Is the Electronic Encyclopedia available
online?
4. Will online availability mean quicker
updates?
1. What is the difference between the
Encyclopedia and other financial aid websites and products?
2. Why should I pay for the Encyclopedia
when the websites and other products are free?
3. How far back in time do your documents
go?
4. Why does the original text in the
electronic version look different from my paper copy?
5. Is the text in the electronic version the
same as the text in the paper version?
6. Who writes the original text sections of
the Encyclopedia?
8. What do I do if I have a question on what
I find in the Encyclopedia?
1. How do I open or close documents in the
Encyclopedia?
2. How can I tell what kind of document I am
in?
3. Where can I find out what each of the
buttons does?
6. How do I make things bigger or smaller on
my screen?
7. How do I copy text to paste into another
document?
8. How can I tell that something is linked
to another item or document?
9. How do I backtrack through the links?
2. How do I use Boolean search functions in
my search?
3. Where can I find my search results again
without redoing the search?
4. Can I view other documents on the search
results list without returning to the search dialogue box?
5. What do the circles mean in the search
results dialogue box?
7. What is the difference between find and
search?
8.
Technical
Issues
1.
Where do I find help for the Electronic Encyclopedia?
For technical issues
on installation or difficulties opening files in the Electronic
Encyclopedia please contact NASFAA at eplus@nasfaa.org or (202) 785-0453 x124. You may also find answers
to your questions in the User's Guide or QuickGuides.
2.
Where can I find the User's Guide?
The User’s Guide is available online and by clicking on QuickGuides on the cover page
of the Electronic Encyclopedia. The cover page is the first
view that appears upon launching the Encyclopedia.
3.
What is included in the User's Guide?
The User's Guide
explains how to use the Encyclopedia and provides an overview of the
Adobe Acrobat Reader. It identifies and explains how to use the reader’s
tools and icons. It also describes how to use the Search function.
There are four QuickGuides, each of which explains
a particular aspect of the Encyclopedia
in detail. The topics covered by the Quick Guides are: Getting Started,
Navigation, Search, and Encyclopedia Text.
5.
Where can I find the QuickGuides?
The QuickGuides are
available by clicking on QuickGuides on the cover page of the Electronic
Encyclopedia. The cover page is the first view that appears upon
launching the Encyclopedia.
6.
Where can I find help with the Adobe Acrobat Reader and its
function?
The best place to
start if you’re experiencing printing, reading, and/or viewing errors is
the help file located in Adobe Acrobat Reader software. The help file
addresses most difficulties users have with the software. If your question
is not answered in the help file, please go to the Adobe website page dedicated to Reader support. Only after you have
consulted both of these sources should you contact NASFAA support staff at eplus@nasfaa.org.
7.
What do I need in order to run the Electronic Encyclopedia
properly?
25 MB minimum of hard-disk space
50 MB for optimal performance
310 MB minimum of available hard-disk space
400 MB for optimal performance
128 MB of RAM for optimal performance
8. How do I
install the Electronic Encyclopedia?
To
install the Encyclopedia on a stand-alone computer, simply insert
the CD-ROM into the CD-ROM drive. The installation program will
automatically launch unless the auto play function of your CD drive is
turned off. Select “Install NASFAA Encyclopedia 2.6” to initialize the
installation process.
A
welcome box will appear. Select Next to continue. The next screen contains the
license agreement for the Electronic Encyclopedia. After you read the terms
select “Accept” to continue with the installation.
To
install the Encyclopedia on a stand-alone computer, select “Install
Encyclopedia.” There are two options on the installation method screen.
Select “Typical” if you want to run E+ from the CD. Select “Full” if you
want to run E+ from a hard drive.
After
you select a destination location and a program group, the installation
process automatically begins. Once the installation process is complete,
you are given the option to install Adobe Acrobat Reader. If you do not
have the proper version of the reader, the Encyclopedia will not
function properly.
IMPORTANT:
If you do not accept NASFAA’s software license agreement you will be unable
to complete the installation process. If this is the case, please return
the Encyclopedia CD for a full refund.
9.
How do I install the Electronic Encyclopedia on a network?
For
network installation, simply select the “Network Administrator” option in
the installation program. Then select “Server” to install E+ to your
network server. After you select a destination location and a program
group, the installation process automatically begins. Once the installation
process is complete, you are given the option to install Adobe Acrobat
Reader.
Go
back to the “Network Administrator” option in the installation program.
Then select “Client” to get client set-up instructions on how to provide
users with an icon to access the Encyclopedia.
Subscriptions
1.
How do I order the Encyclopedia?
Subscription
information and an order form are available in our publication catalog.
2.
How do I check the status of my subscription?
Contact
Beth Spenard in the NASFAA office to confirm any
order or determine the type or duration of your subscription. She can be
contacted at spenardb@nasfaa.org or (202) 785-0453 x135.
3.
What is the subscription year?
NASFAA's
Electronic Encyclopedia subscription year extends from October 1
through September 30. A typical subscription year will include 2 or more
updates.
4.
How many licenses are included in my subscription?
Only
one license is included in a standard subscription. With one license,
anyone in your office may use the Encyclopedia; however, only one person
may use the Encyclopedia at a time. If there will be concurrent users of
the Encyclopedia, you will need more than one license.
5.
What does concurrent user mean?
Concurrent
users are those who are using the software simultaneously. For example,
suppose your standard subscription is for only one license. Even though you
may have installed the Encyclopedia on each staff member’s computer, only
one staff member may use the Encyclopedia at a time. If your subscription
is for two licenses, at most only two of your staff may use the
Encyclopedia at the same time. The number of licenses you need depends on
the maximum number of staff you expect to have using the Encyclopedia
simultaneously.
6.
How much do additional licenses cost?
Currently,
additional licenses are available at $100 per license for NASFAA members and
$150 per license for NASFAA non-members.
7. How do I order additional licenses?
Additional
licenses can be ordered online.
Format
1.
Why have you chosen Adobe Acrobat Reader?
Adobe
Acrobat Reader was chosen above other available formats for several
reasons.
Among
those reasons is the fact that many of our users are already familiar with
the product. Additional considerations include the ability to cross-link
and cross-reference the documents internally, as well as allow our
development staff to link our products externally. Due to the popularity of
Adobe Acrobat Reader, we are confident in its widespread availability and
its continual development. Adobe Acrobat Reader is capable of supporting
both graphics and text in a "what you see is what you get"
format. The increasing trend of the Department of Education and other
government agencies associated with financial aid to release their
documents in a PDF format are also strong indicators of its benefits.
Scanning
technology combined with an impressive search function also support the
decision to use to the Adobe Acrobat Reader. Older documents can be scanned
directly into .pdf and be clear enough visually
to enable the end user to copy and paste from the documents. A person can
search on a term and find not only page point accuracy, but also the search
terms.
2.
Why have you not chosen an HTML format?
HTML
has several drawbacks. The search capability is not as efficient as the
Adobe Acrobat Reader’s, especially in its ability to direct a user to the
location of the matches it finds. Additionally, Adobe Acrobat’s ability to
represent graphics and columnar text within documents is necessary to show
the Handbooks and other Department materials.
HTML
also is not as efficient in cross-referencing and creating tables of
contents. Though the HTML format is familiar to many, its lower
functionality can’t compete with the benefits associated with Adobe Acrobat
Reader.
3.
Is the Electronic Encyclopedia available online?
4. Will online availability
mean quicker updates?
NASFAA’s
methodology for updating the Electronic
Encyclopedia involves revising the text and incorporating reference
documents that did not appear in previous versions, and is deliberately
meticulous. The goal is to deliver the most accurate, reliable information
possible, and no shortcuts are anticipated for the web version. Online
availability will make it possible to deliver the Encyclopedia to
subscribers more quickly by eliminating the lag time due to CD production
and mailing.
Content
1.
What is the difference between the Encyclopedia and other
financial aid websites and products?
One
benefit of the Encyclopedia over the other options is the
Encyclopedia's explanatory text, which describes programs, procedures, and
other aspects of financial aid in easily understandable language.
Cross-referencing allows you to view reference material from the Department
of Education, the Federal Register, the Office of Management and Budget,
and others. The Encyclopedia takes you directly to the precise
section of the selected document that is relevant to your topic. The Encyclopedia
provides a streamlined method for finding answers to specific questions
about various student financial aid topics swiftly and efficiently.
Not
only are current reference materials available, but historical and
background information is provided as well to help provide context.
Further,
the Electronic Encyclopedia is
fully searchable. In addition to the comprehensive search on all materials
contained in the Encyclopedia,
you can also perform targeted searches of just the regulations or just the Encyclopedia text.
2.
Why do I need to pay for the Encyclopedia when the websites
and other products are free?
The
Encyclopedia is more than a reorganization of publications; it is a
reference document in and of itself, numbering over 2000 pages. It also
goes further into the history of financial aid and contains all relevant
documents as well as historical references not available elsewhere.
3.
How far back in time do your documents go?
Full
copies the SFA Handbook go back as far as 1993-94, and relevant partial texts
extend as far back as 1982. In the cases of Dear Colleague Letters, Federal
Registers, and other miscellaneous references, the Encyclopedia goes
as far back as 1977.
4.
Why does the Encyclopedia
text in the electronic version look different from my paper copy?
The
text was formatted differently to facilitate on-screen viewing. The smaller
page size allows for a greater magnification, and ensures that more of the
text will be legible when the zoom is set to view the full page.
5.
Is the text in the electronic version the same as the text in the
paper version?
Yes.
The text is identical.
6.
Who writes the original text sections of the Encyclopedia?
Technical
writers in NASFAA's Training and Technical Assistance department produce
the text of the Encyclopedia.
The
text is divided into chapters, each chapter representing a different broad topic
of student financial aid. Chapters are then subdivided into increasingly
detailed levels expounding on particular aspects of the major topic or
program under review.
The
text itself is in a table format with NASFAA’s explanatory text in the left
column and references in the right column. All citations are linked to the
particular reference.
8.
What do I do if I have a question on what I find in the Encyclopedia?
Manipulating
the Encyclopedia
1.
How do I open or close documents in the Encyclopedia?
The
best way to access documents in the Encyclopedia is to click on
"Table of Contents" on the Encyclopedia’s cover page. You
will see a list of the chapters of the Encyclopedia text and a list
of the reference documents. If you do not find the type of reference
document you are looking for, check for the document under "Other
Department of Education Publications" or "Miscellaneous Related
Documents." You can also do a search to locate the document you seek.
2.
How can I tell what kind of document I am in?
On
the menu bar select “File,” “Document Properties,” and then “Summary;” or
press Ctrl+D. This will give you the information
about the document including its title and what type of document it is.
3.
Where can I find out what each of the buttons does?
You
can access the QuickGuide to Navigation by clicking on QuickGuides on the
cover page of the Electronic
Encyclopedia. You can also find information in the User’s Guide which is available online.
A
bookmark is a preset table of contents imbedded into the document. To view
the bookmarks you can click on the “Show/Hide Navigation Pane” icon on your
toolbar, press the F5 key, or on the menu bar select “Window” and then
“Bookmarks.”
Treat
bookmarks as you would a link. Simply click on the heading you wish to view, and the bookmark will take you to that portion of
the file.
A
thumbnail is a miniature picture of the current document. It is useful for
finding graphs or charts if you are not certain on which page they are
located. You can also adjust magnification using the thumbnail screen. See
the Adobe Acrobat Reader help file for additional uses of the thumbnails.
To
open thumbnails, click on the Show/Hide Navigation Pane icon on your
toolbar and then Thumbnails, press the F4 key, or on the menu bar select
Window, Show Thumbnails.
6.
How do I make things bigger or smaller on my screen?
Click
on the button on your toolbar that looks like a magnifying glass with a
plus sign (+) inside. This will turn your cursor into a magnifying glass as
well. To magnify, either click on the document you would like to make
larger, or draw a box around the text or graphic that you would like to
magnify. To de-magnify, simply press the ctrl key and hold it when you
click on the document, or use the button on your toolbar that looks like a
magnifying glass with a minus sign (-) inside.
Additional
options allow you to size the screen to suit your needs: the 100% view, the
fit page view, and the fit width view. See the Navigation Quick Guide for
information on how to make documents, paragraphs, or words easier to read.
You can select one of these three screen views by other means as well. For
the 100% view, press ctrl+1or select from the menu bar View, Actual Size.
For the fit page view, press ctrl+0 or select from the menu bar View, Fit
in Window. For the fit width view, press ctrl+2 or select from the menu bar
View, Fit Width.
7.
How do I copy text to paste into another document?
Click
on the Text Select Tool button on your toolbar. This will convert your
cursor to the I-beam tool. Use the I-beam to highlight the text you want to
copy. Next, press Ctrl+C, or select on the menu
“Edit” and then “Copy.” Move your cursor to where you want to place the
text in the other document and paste the text as you normally would. More
details are contained in the QuickGuide on Encyclopedia Text.
8.
How can I determine that something is linked to another item or
document?
When
an item is linked, the cursor will change from a basic hand to a pointing
hand, the index finger outstretched. If you single click on this item you
will be taken to what this item has been linked to, much like a regular
browser.
9.
How do I backtrack through the links?
In
Adobe Acrobat Reader, you do not backtrack through links; instead you
backtrack through views. If click on the Go to Previous View icon on your
toolbar (the arrow facing left), it will take you back to what you have
previously seen. If you continue to click on that button it will eventually
take you back to the initial document you opened in the Adobe Acrobat
Reader. This is the most efficient way to backtrack. A second method of
going back to a document that you were previously looking at is to select
Window, and then the document. See also the QuickGuide on Navigation.
Searching
You
can launch a search using the search menu on the cover page of the Electronic Encyclopedia or by using
the search icon on the toolbar.
The
cover page is the first screen you see upon opening the Electronic Encyclopedia. On the
right half of the page are several choices, the second one being Search.
When you mouse over Search, a secondary menu drops down, showing the three
Search choices. Click on the Search type you desire.
You
can also start a search by clicking on the Search icon (binoculars with the
paper behind) on the toolbar or by selecting Tools, Search, Query on the menu bar. The search dialogue box will
appear. Enter the word or words you would like to search on.
Within the search dialogue box,
you should also select the Proximity box so that items in an AND search are
found within three pages of each other. You also should check the Word
Stemming box so that the search will find all words that share the same
stem. For example, a search on "changing" would include the words
"changes" and "change."
2.
How do I use the Boolean search functions in my search?
If
you use the word AND between words, the search will look for instances in
which all of those words appear. If you use the word OR between words, the
search will look for instances in which any of those words appear. You may
also use NOT to exclude words from appearing in your search. Please note
that if you want to search on a phrase that contains the words
"and," "or," or "not," you must enclose the
phrase in quotation marks. For example, to search on the phrase "trick
or treat," you must enclose the phrase in quotation marks. Otherwise,
the search function will look for instances where either the word trick OR
the word treat appears.
3.
Where can I find my search results again without redoing the search?
Return
to the search results list by clicking on the Search Results icon on the
toolbar. You also can return to the search results list by selecting on the
menu bar Tools, Search, Results.
Yes.
To view the next search result, click on the Next Highlight icon on the
toolbar (the paper with the right facing triangle). To view the previous
document in the search results, click on the Previous Highlight icon on the
toolbar (the paper with the left facing triangle).
5.
What do the circles mean in the search results dialogue box?
From
full circle to empty circle, they rank documents from highest to lowest
likelihood of containing relevant information. The relevance ranking
indicates how frequently the search word appears in the document, both in
absolute terms and relative to the number of other words in the document.
When you use an OR between two words or phrases in a search, documents that
contain both items have relevance ranking higher than documents that
contain just one of them. When you use the Proximity option, the closer the
occurrences of matches for your query are within a document, the higher the
relevance ranking for the document.
The
files are named in such a way that their type should be evident. A
reference to a Dear Colleague Letter for example, will contain the year and
the term DCL. Handbook references contain the year, the term SFA Handbook,
and then the chapter number if applicable. The only items that do not have
this naming standard are those items that are part of NASFAA's explanatory
text of the Encyclopedia. These text files have their subject matter
as their heading. You can gain further insight into the type of file by
highlighting the file (single click until the item is highlighted) and then
click on the Info button at the bottom of the search dialogue box.
7.
What is the difference between find and search?
The
Search function allows you to search the entire Encyclopedia,
that is, all the files of the current version of the Encyclopedia.
The Search button is the picture binoculars with a piece of paper
behind it. You can also target your search to just the regulations, or to
just NASFAA's explanatory text.
8.
Where can I find a document of a specific type (DCL/DPL,
Regulations, Law, Federal Register)?
