JB Pritzker, Governor, State of Illinois

ECACE Electronic Processing

Overview
Access to the GAP Access Portal
Access ECACE Data
Hours of Operation
ECACE User Guide
ECACE File Specifications
Helpful Hints

Overview

The Early Childhood Access Consortium for Equity (ECACE) Scholarship Program is processed through ISAC’s Gift Assistance Program (GAP) Access portal. Processing via the ECACE system has the same look, feel, and functionality as the other Gift Assistance Programs administered through GAP Access. School staff must have the appropriate level of access in order to view records, certify eligibility, and submit payment requests. The school's primary administrator or a designated administrator is responsible for authorizing access levels.

A Certification record is created in the ECACE system after ISAC determines the ECACE online application process has been completed [this includes both the ECACE application and the Free Application for Federal Student Aid (FAFSA®) or, if applicable, the Alternative Application for Illinois Financial Aid] and the applicant meets all initial eligibility requirements (i.e., requirements other than those that must be verified by the college). Only records that need to be certified display on the Certification List: View screen. All Certifications available in the ECACE system must be completed regardless of whether the school certifies a student as eligible or ineligible. Once certified, the applicant status information will be updated on the Certification List: View screen.

The opening of the Certification function also allows colleges to view a listing of ECACE applicant records in the ECACE system. The Student List Eligibility: View screen displays applicants who listed the institution on their application and whose application has been reviewed by ISAC staff for completeness. Additional records will appear on the Student List on an ongoing basis as applications are reviewed. Once an applicant’s awarding status has been determined, it will be reflected on the Student List Eligibility: View screen.

Students with complete applications and who are certified as eligible by the college will also display on the Student Detail: Payment screen. By submitting a payment request to ISAC via the ECACE system, a college is confirming that the student is enrolled and continues to meet all eligibility criteria.

Currently colleges have the option to submit individual or batch payment requests for awarded students. Refer to the ECACE Payment page for information about the payment request and payment authorization processes.

Access to the GAP Access Portal

The GAP Access Administrator authorizes privileges for users at their school to access data for all Gift Assistance Programs on the GAP Access portal. The financial aid director is the primary GAP Access Administrator, however, the director may select others to act as GAP Access Administrators. GAP Access Administrators are responsible for monitoring passwords, security and staff access to the portal and the ECACE system. The financial aid director should select the administrators based on the confidential nature of, and the access to, student data. Refer to the GAP Access User Guide for general questions, user name and password maintenance, and technical information about accessing programs in GAP Access.

After obtaining a user ID and password from the Administrator, two-factor authentication is required for both School User and Administrator accounts every time a user logs in. All users, not just those who work in the financial aid office, are required to use two-factor authentication.

If the application needed to implement two-factor authentication has not been installed, users will not be able to log in to the GAP Access portal. Refer to the GAP Access Two-Factor Authentication User Guide found in the GAP Access User Guides section of the GAP Access page or contact the School Services Department for assistance.

Access ECACE Data

To access ECACE data:

  • sign on to the GAP Access system using the assigned User ID and password then complete the two-factor authentication process
  • select "Programs" from the blue ribbon across the top of the screen and select “ECACE” from the drop-down menu;
  • select the academic year from the drop-down menu; and
  • either:
    • select one of the tabs at the top of the “ECACE” screen to access any of the functions (e.g., select the “Student” Tab to access the Student List Eligibility: View), or
    • enter an SSN to access an individual student record.

Hours of Operation

The ECACE system is available each day between 7 a.m. and 10 p.m. (CT).

ECACE User Guide

The ECACE User Guide, which provides details regarding access to student data, eligibility certification, and payment processing, is available to view online, print or save to your computer for future reference.

ECACE File Specifications

Currently, only individual and batch payment request entry is available for this program. Colleges will be notified when file specifications pertinent to utilizing the file extraction feature of the ECACE system, or sending ECACE Payment Requests to ISAC via File Transfer Protocol (FTP), is available.

Helpful Hints

  • The ECACE system via GAP Access can be experienced best using the Google Chrome browser.
  • Adjust the screen resolution if needed.
  • For optimum printing of screens, set the printing option to landscape.