Submission of Financial Aid Documents

WinZip instructions for file/folder encryption and password protection. Please follow these instructions carefully to ensure your attachments meet the minimum requirements.

1. 1. Open a folder to the location of the file(s)/folder(s) that you wish to encrypt.
   2. Select the file(s)/folder(s) that you wish to encrypt. Note that in order to select more
      than one file/folder, you must press the “Ctrl” key on the keyboard while selecting
      them.
   3. Right-click over one of the selected items.
   4. Select WinZip. From the submenu that appears, select “Add to Zip File.”
   5. In the “Add Files” dialog box, specify a ‘File name’ and ‘Destination’ (location) for the
      finished Zip file.
   6. Select “.Zip” as the Compression Type.
   7. Under Encryption, check the “Encrypt files” box.
   8. Click the “Add” button.
   9. A pop-up window may appear saying “You should be aware of the advantages and
      disadvantages of the various encryption methods before using this feature. Please
      press the F1 key for more information, particularly if this is the first time you are using
      encryption.” Select the “OK” button to continue.
   10. In the “Enter Password” field, enter an appropriate password. Passwords must be at
       least eight characters and must contain at least one of each the following: a lowercase
       character (a-z), an uppercase character (A-Z), a number character (0-9), and a symbol
       character (!, @, #, $, %, ^, &, *, etc.).
   11. In the “Re-enter Password” field, enter the same password from Step #10, and
       remember the password for future reference.
   12. Click the “OK” button.
   13. A pop-up window may appear saying “Add Complete. Your files have been added. The
       files will be compressed and encrypted when saved.” Click the “OK” button to
       continue.
   14. The encrypted WinZip file should be in the location identified in Step #5 above.
   15. The password must not be included in the same message and should be
       included in a separate email. NOTE: verbal passwords will not be accepted.

There are many applications that have the ability to encrypt and you are not required to use WinZip. If you use another application you must ensure they meet the ED’s minimum acceptable encryption requirements of AES 256-bit.

Some reminders when sending in documents from a phone:

• Write the student’s ID number on each document you need to submit.
• Lay the document on a flat surface.
• Only take a picture or scan one page at a time.
• Fill up the screen with the document as much as you can, but be sure not to cut off any information.
• Make sure you are in good lighting when scanning or taking the photo. If it is too dark use the flash option.

Determine the best way to take a picture of the document or use a scan app with your phone. The exact process will depend on your phone or the app you are using.

Google Drive (free & downloadable from any app store) is a commonly used scanning app

1. Open the Google Drive app
2. In the bottom right, tap Add 
3. Tap Scan 
4. Take a photo of the document you’d like to scan
   1. Adjust scan area: Tap Crop 
   2. Take photo again: Tap Re-scan current page 
   3. Scan another page: Tap Add 
5. To save the finished document, tap Done 

iPhones also offer a scanning option within the “Notes” app which is pre-downloaded in all iPhones

1. Open the Notes app and choose to compose a new note
2. Select the camera image and choose scan “Scan Documents”
   • Adjust scan area: Move the corners of the white rectangle to include what you want
   • Take photo again: Tap Retake
   • Scan another page: Tap Keep Scan and then take a new photo
3. To save the finished documents press save, this will save the scans you took as a PDF in your notes