Oracle Financial Aid - Oracle Help Center Financial Aid User’s Guide Release 11i July 2002 Part Number: A97709-01 Oracle Financial Aid User’s Guide, Release 11i The part number

Oracle Financial Aid

User’s Guide

Release 11i

July 2002

Part Number: A97709-01

Oracle Financial Aid User’s Guide, Release 11i

The part number for this book is A97709-01. To reorder this book, use the book part number: A97709-01

Copyright © 1999, 2002, Oracle Corporation. All rights reserved.

Writers: Syed Mujeeb Ahmed, Aruna Sri Aluru, Shailaja Babanagar, Aju Kumar Chandrasekharan, Joydeep Dey, Lee Ann Lay, Rinku Mohapatra, Sankara Rajanala, Neelam Singh, Anjana Suparna Sriram, Sasi Yerrabolu

Contributors: Christopher Andrews, Satish Bhat, Rajeev Bhatia, Judy Boles, Ray Bradbury, Mary Brilliant, Scott Brown, Venkat Chamakura, Brian Chan, Maxine Chan, Prajesh Chandran, Amitava Sen Choudhuri, Kit Craig, Phil Cram, Kalyan Dande, Chris Davila, Sarah Davies, Adele Davis, Cheslyn D’Cruz, Srikanth Dirisala, Vireshwar Dixit, Tammy Dixon, Steve Dudiak, Greg Fairbanks, Melanie Featherstone, Linda Feng, Srini Gaddamadugu, Amit Gairola, Marsha Gottovi, Preeti Goyal, Ben Gu, Rachel Hendrickson, Boe Heynike, Bill Hollowsky, Geetha Iyer, Alison Jenkins, Girish Jha, Sachin Jadhav, Bharathy Kaliappan, Shirley Kang, Krishna Kappaganti, Atif Kazmi, Kamran Khan, Sridhar Koppula, Ann Kuchins, Gustavus Kundahl, David Larsen, Carol Ann Lapeyrouse, Joseph LeCluyse, Ben Lee, James Li, Julianna Litwin, Pat Lovitt, Prasanthi Madireddi, Tultul Majumder, Nimit Mankodi, Halina Matyla, Annamalai Muthu, Kedarnath Nag, Oli Nandkishore, Grace Narine, Kamalakar Narisetty, Margaret Neary, Srinivasasarma Nemani, Raghav Nirwani, Kiran Padiyar, Vinod Palcharla, Prabhat Kumar Patel, Abe Philip, Nancy Raabe, Babu Rajendra, Soumya Ramadas, Sivaramakrishnan Ramanathan, Pallavi Rao, Barbara Randlett, Vasudeva Rao, Sri Reddi, Ramesh Rengarajan, Ralph Ross, Ashish Saigal, Nupur Sanghal, Subhajyoti Sanyal, Simran Sawhney, Sanjiv Shah, Don Shellito, Jagpreet Singh, Rakesh Singh, Navin Kumar Sinha, Meenakshi Srinivasan, Dan Stockwell, Carlton Stroud, Srikanth Kumar Tangirala, Arkadi Tereshenkov, Nadine Thompson, Sudhakar Udumala, Carl Vadnais, Sridhar Vedala, Kristine Wong

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Contents

Send Us Your Comments ................................................................................................................ xxi

Preface......................................................................................................................................................... xxiii

Audience for this Guide ................................................................................................................... xxivConventions ............................................................................................................................... .......... xxvDocumentation Accessibility ......................................................................................................... xxviiOther Information Sources ............................................................................................................. xxviiiNavigation Paths ............................................................................................................................... xxxiiiTraining and Support...................................................................................................................... xxxivDo Not Use Database Tools to Modify Oracle Applications Data ......................................... xxxvAbout Oracle..................................................................................................................................... xxxviDocumentation Sales ..................................................................................................................... xxxviiFeedback ........................................................................................................................................... xxxviii

1 Introduction

Overview .............................................................................................................................................. 1-2Part I - Financial Aid Overview ....................................................................................................... 1-3Part II - Application Processing ....................................................................................................... 1-4Part III - Award Processing and Sponsorship ............................................................................... 1-5Part IV - Grants, Loans, and Student Employment...................................................................... 1-6Part V - Satisfactory Academic Progress and Disbursement...................................................... 1-7

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2 Financial Aid Overview

Definition ............................................................................................................................................. 2-2

Overview .............................................................................................................................................. 2-2Financial Aid Setup Overview ......................................................................................................... 2-3Application Processing ...................................................................................................................... 2-4Awards Processing.............................................................................................................................. 2-5Pell Grant Processing ......................................................................................................................... 2-5Loan Processing ............................................................................................................................... .... 2-6Sponsorships............................................................................................................................... ......... 2-7Student Employment ......................................................................................................................... 2-7Satisfactory Academic Progress ....................................................................................................... 2-7Disbursements..................................................................................................................................... 2-8

Part I Application Processing

3 Application Processing Overview

Purpose.................................................................................................................................................. 3-2User Responsibilities ......................................................................................................................... 3-2Application Processing Processes .................................................................................................... 3-3

4 Application Processing Setup

Definition ............................................................................................................................................. 4-4Overview .............................................................................................................................................. 4-4Setting Up Batch Year Mappings Procedure ................................................................................. 4-9Batch Year Mappings Window....................................................................................................... 4-10Batch Year Mappings Window Description ................................................................................ 4-11Setting Up Application Processing Parameters Procedure ....................................................... 4-12Application Processing Parameters Window .............................................................................. 4-13Application Processing Parameters Window Description........................................................ 4-14Assigning To Do List Procedure .................................................................................................... 4-15To Do List Window .......................................................................................................................... 4-16To Do List Window Description .................................................................................................... 4-17Setting Up Institutional Applications Procedure ....................................................................... 4-18Institutional Application Setup Window .................................................................................... 4-19

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Institutional Application Setup Window Description .............................................................. 4-20Setting Up User Defined Verification Fields Procedure ........................................................... 4-21

User Defined Verification Fields Window .................................................................................. 4-22User Defined Verification Fields Window Description ........................................................... 4-23Setting Up Financial Aid Office Procedure ................................................................................. 4-24Financial Aid Office Window ........................................................................................................ 4-25Financial Aid Office Window Description.................................................................................. 4-26Setting Up Record Matching Criteria Procedure........................................................................ 4-28Record Matching Criteria Window ............................................................................................... 4-29Record Matching Criteria Window Description......................................................................... 4-30Creating To Do List Items Procedure............................................................................................ 4-31To Do List Items Window ............................................................................................................... 4-32To Do List Items Window Description ........................................................................................ 4-33Defining Data Change Workflow Attribute Procedure ............................................................ 4-34Data Change Workflow Attribute Window ................................................................................ 4-35Data Change Workflow Attribute Window Description.......................................................... 4-36Mapping Financial Aid Attendance Types Procedure .............................................................. 4-37Financial Aid Attendance Types Window ................................................................................... 4-38Financial Aid Attendance Types Window Description ............................................................ 4-39Mapping Financial Aid Grade Levels Procedure ....................................................................... 4-40Financial Aid Grade Level Mapping Window............................................................................ 4-41Financial Aid Grade Level Mapping Window Description ..................................................... 4-42Setting up Need Analysis Methodology Types Procedure ...................................................... 4-43Need Analysis Methodology Types Widow ............................................................................... 4-44Need Analysis Methodology Types Window Description ...................................................... 4-45Setting up Family Contribution Multiplication Factor Procedure ......................................... 4-46Family Contribution Multiplication Factor Window ................................................................ 4-47Family Contribution Multiplication Factor Window Description.......................................... 4-48Setting up State and Other Tax Allowances Procedure ............................................................ 4-51State and Other Tax Allowance Widow ....................................................................................... 4-52State and Other Tax Allowance Window Description .............................................................. 4-53Setting up Generic Tax Table Procedure ..................................................................................... 4-54Generic Tax Tables Window .......................................................................................................... 4-55Generic Tax Table Window Description ..................................................................................... 4-56Setting up Asset Protection Allowances Procedure ................................................................... 4-59

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Asset Protection Allowance Window ........................................................................................... 4-60Asset Protection Allowance Window Description..................................................................... 4-61

Setting up Income Protection Allowance Allowance Procedure............................................. 4-62Income Protection Allowance Window ........................................................................................ 4-63Income Protection Allowance Window Description ................................................................. 4-64

5 Application Processing Procedures

Definition ............................................................................................................................................. 5-3Overview .............................................................................................................................................. 5-3Maintaining Financial Aid Base Record Procedures ................................................................. 5-14Financial Aid Base Record Window.............................................................................................. 5-16Modifying ISIR Corrections Procedure........................................................................................ 5-19ISIR Corrections Window ............................................................................................................... 5-20Determining Need Details Procedure........................................................................................... 5-21Need Details Window ...................................................................................................................... 5-22Viewing Financial Aid Base Record History Procedure ........................................................... 5-23Financial Aid Base Record History Window ............................................................................... 5-24Viewing ISIR Details Procedure.................................................................................................... 5-25ISIR Details Window ....................................................................................................................... 5-26Maintaining Institutional Application Procedure...................................................................... 5-27Institutional Application Window ................................................................................................ 5-28Comparing Applications Procedure.............................................................................................. 5-29Compare Application Window ...................................................................................................... 5-30Maintaining Verification Worksheet Procedure ........................................................................ 5-31Verification Worksheet Window ................................................................................................... 5-32Maintaining Track To Do List Procedure .................................................................................... 5-33Track To Do List Window ............................................................................................................... 5-34Item Details Window ....................................................................................................................... 5-35Reviewing Unmatched Records Procedure ................................................................................. 5-37Review Unmatched Records Window .......................................................................................... 5-38Comparing Profile Records Procedure ......................................................................................... 5-40Compare Profile Records Window ................................................................................................ 5-41Viewing Profile Details Procedure................................................................................................ 5-42Profile Details Window ................................................................................................................... 5-43

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Viewing ISIR Batch Details Procedure ........................................................................................ 5-44ISIR Batch Details Window ............................................................................................................ 5-45Creating Financial Aid Notes Procedure ...................................................................................... 5-46

6 Application Processing Concurrent Processes

Definition ............................................................................................................................................. 6-2Overview .............................................................................................................................................. 6-2Running the Concurrent Processes Procedure .............................................................................. 6-4ISIR - Import ISIR Records Concurrent Process........................................................................... 6-6ISIR Import Concurrent Process ...................................................................................................... 6-7Verification - Create ISIR Corrections File Concurrent Process................................................ 6-8Verification Process Concurrent Process...................................................................................... 6-10Verification - Create ISIR Corrections Concurrent Process ..................................................... 6-11CSS Profile Import Concurrent Process ....................................................................................... 6-12Missing Items Letter Concurrent Process .................................................................................... 6-13Base Record-Initiate Student System Data Change Workflow Concurrent Process ........... 6-14Need Analysis - Calculate Family Contribution Concurrent Process .................................... 6-15

Part II Award Processing and Sponsorships

7 Award Processing Overview

Purpose ................................................................................................................................................. 7-2User Responsibilities ......................................................................................................................... 7-3Award Process ..................................................................................................................................... 7-4Packaging ............................................................................................................................................. 7-6Award Processing Concurrent Processes ....................................................................................... 7-9

8 Award Processing Setup

Definition ............................................................................................................................................. 8-4Overview .............................................................................................................................................. 8-4Creating Fund Types Procedure .................................................................................................... 8-13Fund Type Window.......................................................................................................................... 8-14Fund Type Window Description ................................................................................................... 8-15Creating Fund Codes Procedure .................................................................................................... 8-16Fund Code Window ......................................................................................................................... 8-17

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Fund Code Window Description ................................................................................................... 8-18Maintaining Fund Manager Procedure ........................................................................................ 8-19Fund Manager Window................................................................................................................... 8-20

Fund Manager Window Description ............................................................................................ 8-21Specifying Fund Academic Progress Outcomes Procedure...................................................... 8-26Fund Academic Progress Outcomes Window ............................................................................. 8-27Fund Academic Progress Outcomes Window Description....................................................... 8-28Specifying Fund Term Installments Procedure .......................................................................... 8-29Fund Term Installments Window ................................................................................................. 8-30Fund Term Installments Window Description ........................................................................... 8-31Linking Fund Calendar Relations Procedure.............................................................................. 8-32Fund Calendar Relations Window ................................................................................................ 8-33Fund Calendar Relations Window Description.......................................................................... 8-34Rolling Over Fund Attributes Procedure ..................................................................................... 8-35Fund Rollover Window ................................................................................................................... 8-36Rollover Fund Attributes Window Description ......................................................................... 8-37Mapping External Terms Procedure ............................................................................................. 8-38External Term Mapping Window .................................................................................................. 8-39External Term Mapping Window Description ........................................................................... 8-40Creating Cost of Attendance Type Procedure ............................................................................. 8-41Cost of Attendance Type Window ................................................................................................ 8-42Cost of Attendance Type Window Description .......................................................................... 8-43Defining Cost of Attendance Items Procedure ........................................................................... 8-44Cost of Attendance Items Window................................................................................................ 8-45Cost of Attendance Items Window Description ......................................................................... 8-46Assigning Item to Cost of Attendance Item Type Procedure................................................... 8-47Cost of Attendance Assignment Window .................................................................................... 8-48Cost of Attendance Assignment Window Description ............................................................. 8-49Specifying Teaching Period Distribution Procedure ................................................................ 8-50Teaching Period Distribution Window ........................................................................................ 8-51Teaching Periods Distribution Window Description................................................................ 8-52COA Item Distribution Override Procedure ............................................................................... 8-53COA Item Distribution Override Window.................................................................................. 8-54COA Item Distribution Override Window Description ........................................................... 8-55COA Item Teaching Periods Distribution Override Procedure .............................................. 8-56COA Item Teaching Periods Distribution Override Window ................................................. 8-57

x

COA Item Teaching Periods Distribution Override Window Description .......................... 8-58Defining Award Groups Procedure .............................................................................................. 8-59

Award Groups Window .................................................................................................................. 8-60Award Groups Window Description............................................................................................ 8-61Creating Award Policies Procedure .............................................................................................. 8-62Award Policies Window .................................................................................................................. 8-63Award Policies Window Description ........................................................................................... 8-64Specifying Formula Group Policies Procedure........................................................................... 8-65Formula Group Policies Window .................................................................................................. 8-66Formula Group Policies Window Description ........................................................................... 8-67Creating Packaging Sequence Procedure..................................................................................... 8-68Packaging Sequence Window ........................................................................................................ 8-69Packaging Sequence Window Description.................................................................................. 8-70Setting Up Award Revision Reasons Procedure ........................................................................ 8-71Award Revision Reasons Window................................................................................................ 8-72Award Revision Reasons Window Description ......................................................................... 8-73

9 Award Processing Procedures

Definition ............................................................................................................................................. 9-2Overview .............................................................................................................................................. 9-2Evaluating Student Cost of Attendance Procedure...................................................................... 9-7Student Cost of Attendance Window ............................................................................................. 9-8Student Cost of Attendance Window Description....................................................................... 9-9Student COA Item Teaching Distribution Override Procedure ............................................. 9-11Student COA Item Teaching Distribution Override Window ................................................ 9-12Student COA Item Teaching Distribution Override Window Description.......................... 9-13Viewing and Entering Student Awards Procedure.................................................................... 9-14Student Awards Window ................................................................................................................ 9-15Student Awards Window Description ......................................................................................... 9-16Viewing Aggregate Award by Award Year/Fund Code Procedure ........................................ 9-18Aggregate Award by Award Year/Fund Code Window............................................................ 9-19Aggregate Award by Award Year/Fund Code Window Description ..................................... 9-20Viewing Aggregate Award by Fund Code/Award Year Procedure ........................................ 9-21Aggregate Award by Fund Code/Award Year Window............................................................ 9-22

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Aggregate Award by Fund Cod/Award Year Window Description ....................................... 9-23

10 Awards Concurrent Processes

Definition ........................................................................................................................................... 10-2Overview ............................................................................................................................................ 10-2Running the Awards Processing Concurrent Processes Procedure ........................................ 10-3Awards - Assign Awards and Cost of Attendance Groups Concurrent Process .................. 10-5Cost of Attendance - Compute Cost of Attendance Concurrent Process ............................... 10-6Awards - Cancel Offered Awards Concurrent Process.............................................................. 10-7Awards - Package Students Concurrent Process......................................................................... 10-8Awards - Package a Single Fund Concurrent Process ............................................................. 10-12Awards - Repackage Pell Grant Concurrent Process ............................................................... 10-13Awards - Rollover Fund Attributes Concurrent Process......................................................... 10-14Awards - Retrieve and Load External Award File Concurrent Process ................................ 10-15

11 Sponsorships Overview

Purpose............................................................................................................................... ................. 11-2User Responsibilities ....................................................................................................................... 11-2Sponsorships Processes ................................................................................................................... 11-3

12 Sponsorships Setup

Definition ........................................................................................................................................... 12-2Overview ............................................................................................................................................ 12-2Setting up Sponsor Procedure ........................................................................................................ 12-3Sponsor Setup Window ................................................................................................................... 12-4Sponsor Setup Window Description ............................................................................................ 12-5

13 Sponsorships Procedures

Definition ........................................................................................................................................... 13-2Overview ............................................................................................................................................ 13-2Assign Students to Sponsor Procedure ........................................................................................ 13-3Assign Students to Sponsor Window ........................................................................................... 13-4Assign Students to Sponsor Window Description..................................................................... 13-5

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Entering Student Sponsorships Procedure .................................................................................. 13-6Student Sponsorships Window ..................................................................................................... 13-7Student Sponsorships Window Description ............................................................................... 13-8

Entering Student Awards Procedure ............................................................................................ 13-9Student Awards Window .............................................................................................................. 13-10Student Awards Window Description ....................................................................................... 13-11

14 Sponsorships Concurrent Processes

Definition ........................................................................................................................................... 14-2Overview ............................................................................................................................................ 14-2Running the Sponsorships Concurrent Processes Procedure .................................................. 14-3Base Record - Create Financial Aid Base Records Concurrent Process.................................. 14-4Awards - Rollover Sponsorship Attributes Concurrent Process ............................................. 14-5Awards - Assign Sponsorship Awards Concurrent Process..................................................... 14-6

Part III Grants, Loans, and Work Study

15 Pell Grant Processing Overview

Purpose ............................................................................................................................................... 15-2User Responsibilities ....................................................................................................................... 15-3RFMS Process .................................................................................................................................... 15-4

16 Pell Grant Processing Setup

Definition ........................................................................................................................................... 16-2Overview ............................................................................................................................................ 16-2Setting Up Pell Profile Procedure.................................................................................................. 16-5Pell Profile Window ......................................................................................................................... 16-6Pell Profile Window Description .................................................................................................. 16-7Setting Up Pell Setup Procedure ................................................................................................... 16-8Pell Setup Window......................................................................................................................... 16-10Pell Setup Window Description .................................................................................................. 16-11Creating Pell Setup Matrix Procedure ........................................................................................ 16-13Pell Setup Matrix Window............................................................................................................ 16-14Pell Setup Matrix Window Description ..................................................................................... 16-15

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Setting Up Federal Pell Alternate Schedule Procedure........................................................... 16-16Federal Pell Alternate Schedule Window .................................................................................. 16-17Federal Pell Alternate Schedule Window Description ........................................................... 16-18

17 Pell Grant Processing Procedures

Definition ........................................................................................................................................... 17-2Overview ............................................................................................................................................ 17-2Creating Pell Origination Record Procedure ............................................................................... 17-4Pell Origination Window ................................................................................................................ 17-5

18 Pell Grant Processing Concurrent Processes

Definition ........................................................................................................................................... 18-2Overview ............................................................................................................................................ 18-2Running the Pell Grant Processing Concurrent Processes Procedure.................................... 18-3Create RFMS Record Concurrent Process .................................................................................... 18-5RFMS Originations Concurrent Process ...................................................................................... 18-6RFMS Disbursements Concurrent Process .................................................................................. 18-7RFMS Originations Acknowledgment Concurrent Process ..................................................... 18-8RFMS Disbursements Acknowledgment Concurrent Process ................................................ 18-9Year To Date Data Upload Concurrent Process ........................................................................ 18-10MRR Data Upload Concurrent Process ...................................................................................... 18-11Electronic Statement of Account Record Concurrent Process ................................................ 18-12

19 Loan Processing Overview

Purpose............................................................................................................................... ................. 19-2Loan Types ......................................................................................................................................... 19-3Loan Process ............................................................................................................................... ........ 19-6User Responsibility .......................................................................................................................... 19-8Prerequisites ...................................................................................................................................... 19-9

20 Loan Processing Setup

Definition ........................................................................................................................................... 20-2Overview ............................................................................................................................................ 20-2Maintaining Lender Codes Procedure .......................................................................................... 20-5Lender Codes Window .................................................................................................................... 20-6

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Maintaining Guarantor Codes Procedure .................................................................................... 20-7Guarantor Codes Window .............................................................................................................. 20-8Maintaining Servicer Codes Procedure ........................................................................................ 20-9

Servicer Codes Window ................................................................................................................ 20-10Maintaining Lender Relationships Procedure .......................................................................... 20-11Lender Relationships Window .................................................................................................... 20-12Maintaining Direct Loan Setup Procedure ................................................................................ 20-13Direct Loan Setup Window .......................................................................................................... 20-14Maintaining FFELP Setup Procedure.......................................................................................... 20-15FFELP Setup Window .................................................................................................................... 20-16Setting Up Federal Stafford Loan Limits Procedure................................................................ 20-17Federal Stafford Loan Limits Window ....................................................................................... 20-18

21 Loan Processing Procedures

Definition ........................................................................................................................................... 21-3Overview ............................................................................................................................................ 21-3Prerequisites ...................................................................................................................................... 21-4Modifying Loan Details Procedure ............................................................................................... 21-5Loan Details Window ...................................................................................................................... 21-6Loan Details Window Description................................................................................................ 21-7Viewing Direct Loan Origination Procedure ............................................................................ 21-10Direct Loan Origination Window................................................................................................ 21-11Direct Loan Origination Window Description ......................................................................... 21-12Viewing Promissory Note Status History Procedure .............................................................. 21-16Promissory Note Status History Window .................................................................................. 21-17Promissory Note Status History Window Description ........................................................... 21-18Viewing Reject Details Procedure............................................................................................... 21-19Reject Details Window .................................................................................................................. 21-20Reject Details Window Description............................................................................................ 21-21Viewing Correspondence Interaction History Procedure....................................................... 21-22Correspondence Interaction History Window .......................................................................... 21-23Correspondence Interaction History Window Description ................................................... 21-24Entering PLUS Loan Borrower Details Procedure ................................................................... 21-25PLUS Loan Borrower Details Window....................................................................................... 21-26PLUS Loan Borrower Details Window Description ................................................................ 21-27

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22 Loan Processing Concurrent Processes

Definition ........................................................................................................................................... 22-2

Overview ............................................................................................................................................ 22-2Running the Loan Processing Concurrent Processes Procedure ............................................. 22-4Loans - Create Stafford and PLUS Applications from Awards Concurrent Process ........... 22-6Direct Loan Origination Concurrent Process .............................................................................. 22-7Direct Loan Origination Acknowledgment Concurrent Process............................................. 22-8Direct Loan Change Origination Concurrent Process ............................................................... 22-9Direct Loan Change Acknowledgment Concurrent Process .................................................. 22-10FFELP Loan Origination Concurrent Process ............................................................................ 22-11FFELP Origination Acknowledgment Concurrent Process .................................................... 22-12Direct Loan Print Promissory Note Concurrent Process ......................................................... 22-13Direct Loan Promissory Note Acknowledgment Concurrent Process.................................. 22-14Direct Loan Manifest Promissory Note Concurrent Process .................................................. 22-15Direct Loan Promissory Note Acknowledgment Workflow Concurrent Process .............. 22-16

23 Student Employment Overview

Purpose............................................................................................................................... ................. 23-2User Responsibilities ....................................................................................................................... 23-2Student Employment Processes ..................................................................................................... 23-3

24 Student Employment Setup

Definition ........................................................................................................................................... 24-2Overview ............................................................................................................................................ 24-2Setting Up Student External and Internal Jobs Procedure ....................................................... 24-3Student External and Internal Jobs Window............................................................................... 24-4Student External and Internal Jobs Window Description ........................................................ 24-5

25 Student Employment Procedures

Definition ........................................................................................................................................... 25-2Overview ............................................................................................................................................ 25-2Viewing Student Work Award Progress and Payroll Summary Procedure .......................... 25-4Student Work Award Progress and Payroll Summary Window ............................................. 25-5Student Work Award Progress and Payroll Summary Window Description....................... 25-6

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Viewing Authorization History Procedure.................................................................................. 25-8View Authorization History Window .......................................................................................... 25-9

View Authorization History Window Description.................................................................. 25-10

26 Student Employment Concurrent Processes

Definition ........................................................................................................................................... 26-2Overview ............................................................................................................................................ 26-2Running Student Employment Concurrent Processes .............................................................. 26-4Send Work Authorization Concurrent Process........................................................................... 26-5Upload Payment Details Concurrent Process ............................................................................. 26-6

Part IV Academic Progress and Disbursements

27 Satisfactory Academic Progress Overview

Purpose ............................................................................................................................................... 27-2User Responsibilities ....................................................................................................................... 27-2Satisfactory Academic Progress Process....................................................................................... 27-3

28 Satisfactory Academic Progress Setup

Definition ........................................................................................................................................... 28-2Overview ............................................................................................................................................ 28-2Setting Up Satisfactory Academic Progress Types Procedure ................................................. 28-4Satisfactory Academic Progress Types Window ........................................................................ 28-5Satisfactory Academic Progress Types Window Description.................................................. 28-6Assigning Academic Progress Rules Procedure ......................................................................... 28-8Maintain Academic Progress Rules Window.............................................................................. 28-9Maintain Academic Progress Rules Window Description ..................................................... 28-10Setting Up Selection Groups Procedure..................................................................................... 28-11Selection Groups Window ............................................................................................................ 28-12Selection Groups Window Description ..................................................................................... 28-13Setting Up Academic Progress Outcomes Procedure .............................................................. 28-14Academic Progress Outcomes Window...................................................................................... 28-15Academic Progress Outcomes Window Description ............................................................... 28-16

xvii

Setting Up Academic Progress Rules Procedure ...................................................................... 28-17Academic Progress Rules Window.............................................................................................. 28-18Academic Progress Rules Window Description ....................................................................... 28-19

29 Satisfactory Academic Progress Procedure

Definition ........................................................................................................................................... 29-2Overview ............................................................................................................................................ 29-2Viewing Academic Progress Details Procedure.......................................................................... 29-3Academic Progress Details Window ............................................................................................. 29-4Academic Progress Details Window Description....................................................................... 29-5

30 Satisfactory Academic Progress Concurrent Processes

Definition ........................................................................................................................................... 30-2Overview ............................................................................................................................................ 30-2Running the Satisfactory Academic Progress Concurrent Process Procedure...................... 30-3Student Academic Progress Concurrent Process ........................................................................ 30-4

31 Disbursement Overview

Purpose............................................................................................................................... ................. 31-2User Responsibilities ....................................................................................................................... 31-2Disbursement Processes .................................................................................................................. 31-3

32 Disbursement Setup

Definition ........................................................................................................................................... 32-2Overview ............................................................................................................................................ 32-2Setting up Pays Only Fee Classes Procedure .............................................................................. 32-3Pays Only Fee Classes Window ..................................................................................................... 32-4Pays Only Fee Classes Window Description............................................................................... 32-5Setting up Pays Only Programs Procedure .................................................................................. 32-6Pays Only Programs Window......................................................................................................... 32-7Pays Only Programs Window Description .................................................................................. 32-8Setting up Pays Only Units Procedure ......................................................................................... 32-9Pays Only Units Window .............................................................................................................. 32-10Pays Only Units Window Description ....................................................................................... 32-11Setting up To Do Items Procedure .............................................................................................. 32-12

xviii

To Do Items Window ..................................................................................................................... 32-13To Do Items Window Description .............................................................................................. 32-14

33 Disbursement Procedures

Definition ........................................................................................................................................... 33-2Overview ............................................................................................................................................ 33-2Maintaining General Disbursements ........................................................................................... 33-4General Disbursements Window .................................................................................................. 33-5General Disbursements Window Description............................................................................ 33-6Maintaining FFELP Disbursements .............................................................................................. 33-8FFELP Disbursements Window ..................................................................................................... 33-9FFELP Disbursements Window Description ............................................................................ 33-10Maintaining Direct Loan Disbursements .................................................................................. 33-13Direct Loan Disbursements Window ......................................................................................... 33-14Direct Loan Disbursements Window Description................................................................... 33-15Viewing Adjustment Details........................................................................................................ 33-17Adjustment Details Window........................................................................................................ 33-18Adjustment Details Window Description ................................................................................. 33-19Maintaining Disbursement Holds .............................................................................................. 33-21Disbursement Holds Window ..................................................................................................... 33-22Disbursement Holds Window Description ............................................................................... 33-23

34 Disbursements Concurrent Processes

Definition ........................................................................................................................................... 34-2Overview ............................................................................................................................................ 34-2Running the Disbursements Concurrent Processes .................................................................. 34-3Awards - Disbursements - Process Records Concurrent Process ............................................ 34-4Awards - Disbursements - Transfer to Student Accounts Concurrent Process .................... 34-5

Glossary

Index

xix

xx

Send Us Your Comments

Oracle Financial Aid User’s Guide, Release 11 i

Part No. A97709-01Oracle Corporation welcomes your comments and suggestions on the quality and usefulness of this publication. Your input is an important part of the information used for revision.

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Oracle Student System Financial Aid User’s Guide

-xxii Oracle Student System Financial Aid User’s Guide

Preface

The Oracle Student System Financial Aid User’s Guide provides information on how to use Financial Aid subsystem in Oracle Student System.

The following sections are included in this preface:

■ Audience for this Guide

■ Conventions

■ Documentation Accessibility

■ Other Information Sources

■ Navigation Paths

■ Training and Support

■ Do Not Use Database Tools to Modify Oracle Applications Data

■ About Oracle

■ Documentation Sales

■ Feedback

xxiii

Audience for this Guide

Audience for this GuideWelcome to Release 11i of the Oracle Student System Financial Aid User’s Guide.

This guide assumes users have a working knowledge of the following:

■ principles and customary practices of the business area

■ Oracle Student System

Oracle suggests that users who have never used Oracle Student System attend one or more of the Oracle Student System training classes available through Oracle University.

■ Oracle Applications graphical user interface

To learn more about the Oracle Applications graphical user interface, read the Oracle Applications User’s Guide.

See Other Information Sources for more information about Oracle Applications product information.

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Conventions

ConventionsThe following conventions are observed:

■ special conventions

■ usage conventions

■ references

Special ConventionsThe following special conventions are observed:

bold Bold type denotes buttons or menu paths, as in the following example:

Submit and File - New - Open

UPPERCASE Uppercase text denotes Oracle keywords, statements, and statuses, as in the following example:

CONFIRMED

Courier Courier font denotes a mathematical formula, as in the following example:

2%/(100%-2%) x 360/((30-(10-0)) = 0.367

<> Angle brackets denote a user-selected value, as in the following example:

<Pagebreak 1>

[ ] Square brackets denote a description that assists the user, but is not actually a part of the application, as in the following example:

[field not available]

Note: Notes alert users to the following type of information in this guide:

Note: Notes alert users to key points to consider when using a feature.

WARNING: Warnings alert users to the following type of information in this guide:

WARNING: Warnings highlight text that warns of actions that could result in loss of data or incorrect processing.

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Conventions

Usage ConventionsThe following usage conventions are observed:

ReferencesAll references to specific chapters refer to chapters in this guide unless otherwise noted.

Attach file Indicates that users should click the Attachment icon to attach a document to a record.

For information on attachments, see About Attachments and Attachments Window, Oracle Applications User’s Guide.

Close the window. Indicates users should close the window using either the File - Close Form command or by clicking on the x in the upper right-hand corner.

Note: The File - Close Form command produces different results depending on the product and platform in use. For example, sometimes it closes only one window; at other times, it closes all open windows. Users must familiarize themselves with how the command behaves in their own environments.

Descriptions of Graphics

Textual descriptions accompany all graphics that appear in this guide. Screen shot fields are described in the accompanying window description tables.

Query appropriate data.

Indicates users should query data in the window using View - Find or View - Query By Example - Enter.

For information on entering and querying data, see Entering and Querying Data, Oracle Applications User’s Guide.

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Documentation Accessibility

Documentation AccessibilityOur goal is to make Oracle products, services, and supporting documentation accessible, with good usability, to the disabled community. To that end, our documentation includes features that make information available to users of assistive technology. This documentation is available in HTML format, and contains markup to facilitate access by the disabled community. Standards will continue to evolve over time, and Oracle Corporation is actively engaged with other market-leading technology vendors to address technical obstacles so that our documentation can be accessible to all of our customers. For additional information, visit the Oracle Accessibility Program Web site at http://www.oracle.com/accessibility/.

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Other Information Sources

Other Information SourcesUsers can choose from many sources of information, including online documentation, training, and support services, to increase their knowledge and understanding of Oracle Student System.

When this guide refers to other Oracle Applications documentation, use only the Release 11i versions of those guides.

Online DocumentationAll Oracle Applications documentation is available online in HTML or PDF.

■ Online Help - The new features section, located in the product overview chapter in the HTML help, describes new features in 11i. This information is updated for each new release of Oracle Student System. The new features section also includes information about any features that were not yet available when this guide was printed. For example, if the system administrator installs software from mini-packs or an upgrade, this section describes the new features.

Online help patches with the latest help are available on MetaLink, as are Documentation Update Notes (DUN). DUNs provide the latest information, as found in the online help patches, in PDF format.

■ 11i Features Matrix - This document lists new features available by patch and identifies any associated new documentation. The new features matrix document is available on MetaLink.

■ About Oracle Student System Document - Refer to the About Oracle Student System document on MetaLink to learn about new documentation or documentation patches available for download.

Related User’s GuidesOracle Student System shares business and setup information with other Oracle Applications products. Users may want to refer to other user’s guides when setting up and using Oracle Student System.

Read the guides online by choosing Library from the expandable menu on the HTML help window, by reading from the Oracle Applications Document Library CD included in the media pack, or using a Web browser with a URL provided by

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the system administrator.


Purchase printed guides, if required, from the Oracle Store at http://oraclestore.oracle.com.

Guides Related to All Products

Oracle Applications User’s GuideThis guide explains how to enter data, query, run reports, and navigate using the graphical user interface available with this release of Oracle Student System and any other Oracle Applications products. This guide also includes information on setting user profiles, as well as running and reviewing reports and concurrent processes.

Access this user’s guide by choosing Getting Started with Oracle Applications from any Oracle Applications help file.

User’s Guides Related to This ProductThis guide contains references to the following Oracle publications:

■ Oracle Student System User’s Guide

Installation and System Administration

Oracle Applications ConceptsThis guide provides an introduction to the concepts, features, technology stack, architecture, and terminology for Oracle Applications, Release 11i. It is a useful first book to read before an installation of Oracle Applications. This guide also introduces the concepts behind Applications-wide features such as Business Intelligence (BIS), languages and character sets, and Self Service Web Applications.

Installing Oracle ApplicationsThis guide provides instructions for managing the installation of Oracle Applications products. In Release 11i, much of the installation process is handled using Oracle Rapid Install, which minimizes the time to install Oracle Applications, the Oracle8 technology stack, and the Oracle8i Server technology stack by automating many of the required steps. This guide contains instructions for using

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Oracle Rapid Install and lists the tasks needed to complete an installation. Use this guide in conjunction with individual product user’s guides and implementation guides.


Upgrading Oracle ApplicationsRefer to this guide when upgrading Oracle Applications Release 10.7 or Release 11.0 products to Release 11i. This guide describes the upgrade process and lists database and product-specific upgrade tasks. To upgrade to Release 11i, users must be at Release 10.7, in NCA, SmartClient, or character mode, or Release 11.0. Users cannot upgrade to Release 11i directly from releases prior to 10.7.

Maintaining Oracle ApplicationsUse this guide to run various AD utilities, such as AutoUpgrade, AutoPatch, AD Administration, AD Controller, AD Relink, License Manager, and others. The guide contains how-to steps, screenshots, and other information needed to run the AD utilities. This guide also provides information on maintaining the Oracle Applications file system and database.

Oracle Applications System Administrator’s GuideThe guide provides planning and reference information for the Oracle Applications system administrator. The guide contains information on how to define security, customize menus and online help, and manage concurrent processing.

Oracle Alert User’s GuideThis guide explains how to define periodic and event alerts to monitor the status of Oracle Applications data.

Oracle Applications Developer’s GuideThis guide contains the coding standards followed by the Oracle Applications development staff. It describes the Oracle Application Object Library components needed to implement the Oracle Applications user interface (UI) described in the Oracle Applications User Interface Standards for Forms-Based Products. It also provides information to help users build custom Oracle Forms Developer 6i forms so that they integrate with Oracle Applications.

Oracle Applications User Interface Standards for Forms-Based ProductsThis guide contains the UI standards followed by the Oracle Applications development staff. It describes the UI for Oracle Applications products and how to apply this UI to the design of an application built by using Oracle Forms.

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Other Implementation Documentation

Oracle Student System Open Interfaces User’s GuideThe Oracle Student System Open Interfaces User’s Guide provides information on using interface tables to perform the following:

■ import data into Oracle Student System

■ transfer data within Student System

■ export data from Student System to another Oracle application or third party software and import the processed data into Student System

Oracle Applications Product Update NotesUse this guide as a reference for upgrading an installation of Oracle Applications. It provides a history of the changes to individual Oracle Applications products between Release 11.0 and Release 11i. It includes new features, enhancements, and changes made to database objects, profile options, and seed data for this interval.

Oracle Workflow GuideThis guide explains how to define new workflow business processes as well as customize existing Oracle Applications-embedded workflow processes. Use this guide to complete the setup steps necessary for any Oracle Applications product that includes workflow-enabled processes.

Oracle Applications Flexfields GuideThis guide provides flexfields planning, setup, and reference information for the Oracle Student System implementation team, as well as for users responsible for the ongoing maintenance of Oracle Applications product data. This manual also provides information on creating custom reports on flexfields data.

Oracle eTechnical Reference ManualsEach eTechnical Reference Manual (eTRM) contains database diagrams and a detailed description of database tables, forms, reports, and programs for a specific Oracle Applications product. This information helps users convert data from existing applications, integrate Oracle Applications data with non-Oracle applications, and write custom reports for Oracle Applications products. Oracle

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eTRM is available on MetaLink.


Oracle Manufacturing APIs and Open Interfaces ManualThis manual contains up-to-date information about integrating with other Oracle Manufacturing applications and with other systems. The guide includes APIs and open interfaces found in Oracle Manufacturing.

Oracle Order Management Suite APIs and Open Interfaces ManualThe manual contains up-to-date information about integrating with other Oracle Manufacturing applications and with other systems. The guide includes APIs and open interfaces found in Oracle Order Management Suite.

Oracle Applications Message Reference ManualThis manual describes all Oracle Applications messages. The guide is available in HTML format on the documentation CD-ROM for Release 11i.

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Navigation Paths

Navigation PathsNavigation paths for windows in Oracle Student System are documented for the system as they are shipped. If responsibilities are changed after installation the documented navigation paths may not be correct.

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Training and Support

Training and Support

TrainingOracle offers a complete set of training courses to help users and their staffs master Oracle Student System and reach full productivity quickly. These courses are organized into functional learning paths, so users take only those courses appropriate to their jobs or areas of responsibility.

Users have a choice of educational environments. They can attend courses offered by Oracle University at any one of our many Education Centers, or can arrange for our trainers to teach at their facility, or can employ the Oracle Learning Network (OLN), Oracle University’s online education utility. In addition, Oracle training professionals can tailor standard courses or develop custom courses to meet users’ needs. For example, users can employ their own organizational structure, terminology, and data as examples in a customized training session delivered at their own facility.

SupportFrom on-site support to central support, our team of experienced professionals provides the help and information needed to keep Oracle Student System working for all users. This team includes the technical representative, account manager, and Oracle’s large staff of consultants and support specialists with expertise in users’ specific business areas, managing an Oracle server, and users’ hardware and software environments.

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Do Not Use Database Tools to Modify Oracle Applications Data

Do Not Use Database Tools to Modify Oracle Applications DataWe STRONGLY RECOMMEND that users never use SQL*Plus, Oracle Data Browser, database triggers, or any other tool to modify Oracle Applications tables, unless otherwise instructed.

Oracle Corporation provides powerful tools users can employ to create, store, change, retrieve, and maintain information in an Oracle database. But if users employ tools such as SQL*Plus to modify Oracle Applications data, they risk destroying the integrity of the data and lose the ability to audit changes to the data.

Because Oracle Applications tables are interrelated, any change made using Oracle Applications can update many tables at once. But when users modify Oracle Applications data using anything other than Oracle Applications, users might change a row in one table without making corresponding changes in related tables. If the tables get out of synchronization with each other, users risk retrieving erroneous information and unpredictable results throughout Oracle Applications.

When users employ Oracle Applications to modify the data, Oracle Applications automatically checks that the changes are valid. Oracle Applications also keeps track of who changes the information. But if users enter information into database tables using database tools, users can store invalid information. Users also lose the ability to track who has changed the information because SQL*Plus and other database tools do not keep a record of changes.

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About Oracle

About OracleOracle Corporation develops and markets an integrated line of software products for database management, applications development, decision support, and office automation, as well as Oracle Applications, an integrated suite of more than 160 software modules for financial management, supply chain management, manufacturing, project systems, human resources, and customer relationship management.

Oracle products are available for mainframes, minicomputers, personal computers, network computers, and personal digital assistants, enabling organizations to integrate different computers, different operating systems, different networks, and even different database management systems, into a single, unified computing and information resource.

Oracle is the world’s leading supplier of software for information management, and the world’s second largest software company. Oracle offers its database, tools, and application products, along with related consulting, education, and support services, in over 145 countries around the world.

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Documentation Sales

Documentation SalesTo order hard copy documentation, go to the Oracle Store at http://oraclestore.oracle.com.

Support sales contact information by region and country is available at http://www.oracle.com/support/index.html?contact.html.

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Feedback

FeedbackThank you for using Oracle Student System and this user’s guide.

Oracle values comments and feedback. At the end of this guide is a Reader’s Comment Form that users can employ to explain what they like or dislike about Oracle Student System or this user’s guide. Mail comments to the following address or call us directly at (650) 506-8968.

Oracle Applications Documentation Manager

Oracle Corporation

500 Oracle Parkway

Redwood Shores, CA 94065

U.S.A

Or, send electronic mail to [email protected].

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Introdu

1Introduction

This chapter describes how Oracle Student System Financial Aid User’s Guide is organized. The following sections are in this chapter:

■ Overview

■ Part I - Financial Aid Overview

■ Part II - Application Processing

■ Part III - Award Processing and Sponsorship

■ Part IV - Grants, Loans, and Student Employment

■ Part V - Satisfactory Academic Progress and Disbursement

ction 1-1

Overview

OverviewThe Oracle Student System Financial Aid User’s Guide contains information required to understand the Financial Aid subsystem.

This guide is divided into the following parts:

■ Part I - Financial Aid Overview

■ Part II - Application Processing

■ Part III - Award Processing and Sponsorship

■ Part IV - Grants, Loans, and Student Employment

■ Part V - Satisfactory Academic Progress and Disbursement

WARNING: Enhancements are made to this product regularly. Information presented here may be superseded by subsequent updates to this publication. If there is a discrepancy between product functionality and the online help describing it, ensure that the system administrator has installed the most current updates to online help.

1-2 Oracle Financial Aid User’s Guide

Part I - Financial Aid Overview

Part I - Financial Aid OverviewThe Financial Aid Overview chapter gives an overview, and functionality of each subsystem in Oracle Student System Financial Aid.

Introduction 1-3

Part II - Application Processing

Part II - Application ProcessingThe Application Processing subsystem is used to process the applications submitted by students requesting financial aid.

Details on application processing overview, setup, and procedures are provided in the following chapters:

■ Chapter 3, Application Processing Overview

■ Chapter 4, Application Processing Setup

■ Chapter 5, Application Processing Procedures

■ Chapter 6, Application Processing Concurrent Processes


Part III - Award Processing and Sponsorship

Part III - Award Processing and SponsorshipThe Awards Processing subsystem is used to create Awards for students, modify the Award details, and set the funds and fund properties.

Details on award processing overview, setup, and procedures are provided in the following chapters:

■ Chapter 7, Award Processing Overview

■ Chapter 8, Award Processing Setup

■ Chapter 9, Award Processing Procedures

■ Chapter 10, Awards Concurrent Processes

The Sponsorships subsystem is used to assign students to a sponsor, maintain the details of the sponsorship funds.

Details on sponsorship overview, setup, and procedures are provided in the following chapters:

■ Chapter 11, Sponsorships Overview

■ Chapter 12, Sponsorships Setup

■ Chapter 13, Sponsorships Procedures

■ Chapter 14, Sponsorships Concurrent Processes

Introduction 1-5

Part IV - Grants, Loans, and Student Employment

Part IV - Grants, Loans, and Student EmploymentThe Pell Grant Processing subsystem is used to maintain pell grant fund disbursement and RFMS processes.

Details on grant processing overview, setup, and procedures are provided in the following chapters:

■ Chapter 15, Pell Grant Processing Overview

■ Chapter 16, Pell Grant Processing Setup

■ Chapter 17, Pell Grant Processing Procedures

■ Chapter 18, Pell Grant Processing Concurrent Processes

The Loan Processing subsystem is used to manage the loan processing functions and maintain the details of Lender Codes, Guarantor Codes, Servicer Codes, and Lender Relationships.

Details on loans overview, setup, and procedures are provided in the following chapters:

■ Chapter 19, Loan Processing Overview

■ Chapter 20, Loan Processing Setup

■ Chapter 21, Loan Processing Procedures

■ Chapter 22, Loan Processing Concurrent Processes

The Student Employment subsystem is used to maintain internal and external job details, the students take up during for the award year.

Details on work study overview, setup, and procedures are provided in the following chapters:

■ Chapter 23, Student Employment Overview

■ Chapter 24, Student Employment Setup

■ Chapter 25, Student Employment Procedures

■ Chapter 26, Student Employment Concurrent Processes


Part V - Satisfactory Academic Progress and Disbursement

Part V - Satisfactory Academic Progress and DisbursementThe Satisfactory Academic Progress subsystem is used to maintain the quantitative and qualitative details of a student’s progress.

Details on academic progress overview, setup, and procedures are provided in the following chapters:

■ Chapter 27, Satisfactory Academic Progress Overview

■ Chapter 28, Satisfactory Academic Progress Setup

■ Chapter 29, Satisfactory Academic Progress Procedure

■ Chapter 30, Satisfactory Academic Progress Concurrent Processes

The Disbursements subsystem is used to maintain the details of loan and award disbursements.

Details on disbursement overview, setup, and procedures are provided in the following chapters:

■ Chapter 31, Disbursement Overview

■ Chapter 32, Disbursement Setup

■ Chapter 33, Disbursement Procedures

■ Chapter 34, Disbursements Concurrent Processes

Introduction 1-7

Part V - Satisfactory Academic Progress and Disbursement


Financial Aid O

2Financial Aid Overview

This chapter provides an overview of Financial Aid subsystem. The following sections are in this chapter:

■ Definition

■ Overview

■ Application Processing

■ Awards Processing

■ Pell Grant Processing

■ Loan Processing

■ Sponsorships

■ Student Employment

■ Satisfactory Academic Progress

■ Disbursements

verview 2-1

Definition

DefinitionOracle Student System Financial Aid Subsystem is an integrated suite of software modules for administration of student financial aid programs for schools. Financial Aid must be used with Oracle Student System.

OverviewOracle Student System Financial Aid manages student administration and financial management of higher education and includes the following subsystems:

■ Application Processing

■ Awards Processing

■ Pell Grant Processing

■ Loan Processing

■ Sponsorships

■ Student Employment

■ Satisfactory Academic Progress

■ Disbursements


Financial Aid Setup Overview

Financial Aid Setup OverviewImplementation of Financial Aid requires setup of Oracle Student System and Oracle Applications.

The following guides must be used with the Oracle Student System Financial Aid User’s Guide to set up Student System and System Administration:

■ Oracle Student System User’s Guide

■ Oracle Applications System Administrator’s Guide

A complete setup checklist and detailed descriptions of setup steps that are required for implementation of Financial Aid are included in this guide.

Setup should be reviewed annually or as needed to update system security, reflect changes in the organizations’ structure, or accommodate new requirements.

For more information on setting up Financial Aid, see Chapter 4,Oracle Student System Setup Checklist.

Financial Aid Overview 2-3

Application Processing

Application ProcessingApplication processing is used by institutions to process applications submitted by students requesting financial aid. It enables institutions to receive, review, and process applications and includes the following procedures:

■ creating and maintaining financial aid (FA) base records

■ modifying Institutional Student Information Report (ISIR) records

■ analyzing need for financial aid

■ viewing ISIR details

■ maintaining institutional applications

■ comparing applications

■ maintaining verification worksheets

■ maintaining To Do lists

For information on application processing, see Chapter 5,, Application Processing Procedures.


Pell Grant Processing

Awards ProcessingAwards processing determines how financial aid funds are distributed among students applying for financial aid.

The award process function allocates an institution’s funds to meet students’ needs. Funds available to students through this process are need-based or non-need based. Need is calculated during the application process. The award process includes the following procedures:

■ entering fund types

■ creating fund codes

■ maintaining fund information

■ creating cost of attendance (COA) types

■ defining cost of attendance (COA) items

■ assigning COA items to a particular COA type

■ defining award groups

■ creating award policies

■ creating run sequences

■ configuring calendars

For information on processing awards, see Chapter 9,, Award Processing Procedures.

Pell Grant ProcessingThe federal Pell Grant processing program provides funding for undergraduate students.

The amount of award is established by the U.S. Department of Education based on the family contribution and enrollment status. A student’s eligibility for a Pell Grant does not depend on the availability of funds at the school. The Pell Grant processing manages Pell Grant award processing for an undergraduate student and includes the following procedures:

■ entering and maintaining Pell Grant setup related reference data


■ managing disbursement related dates

■ defining origination processes

Loan Processing

■ managing data requests

■ managing Recipient Financial Management System (RFMS) processes

■ managing funding methods in the federal Pell Grant program

For information on processing Pell Grant awards, see Chapter 17,, Pell Grant Processing Procedures.

Loan ProcessingLoan processing records or tracks processing of the loan after it is awarded to a student. Financial Aid loan processing describes origination and error handling in a loan application, and tracks the following types of federal direct student loan program (FDSLP) loans:

■ subsidized Stafford

■ unsubsidized Stafford

■ parent loan for undergraduate students (PLUS)

In addition, Financial Aid also tracks the same loan types with federal family education loan program (FFELP) loans, which differ from FDSLP loans in that the school originates loans with lenders and guarantee agencies. FFELP loans can be tracked using the FFELP electronic process, which allows schools to originate loans and receive funds electronically.

A student can apply for a loan awarded based on eligibility. The school processes student loans using an external processor such as a lender, guarantor, or the federal government. The school receives funds and disburses them to the students. A student, also known as a borrower, can be eligible for more than one type of student loan. Loan processing includes the following procedures:

■ creating a loan base record

■ adding a loan tracking record

■ processing loan origination

■ updating a loan record

■ viewing an edit report

■ viewing promissory note data elements


For information on the loan processing procedure, see Chapter 21,, Loan Processing Procedures.

Satisfactory Academic Progress

SponsorshipsSponsors can undertake to pay for all or a portion of a student’s tuition and fees, for specific terms. The sponsorships functionality captures details of the sponsorships and relates them to the student.

The sponsorship function also enables users to assign students to a sponsor and maintains details of which fee classes the sponsor pays for, and what percentage of the fees (or the maximum amount) the sponsor is willing to pay. The sponsorships includes the following procedures:

■ assigning students to a sponsor

■ maintaining student sponsorships

■ maintaining student awards

For information on setting up sponsor details, see Chapter 12,, Sponsorships Setup.

Student EmploymentStudent employment includes a range of activities that help students secure on-campus and off-campus jobs. When employment involves Federal Work Study, commonly known as work study, strict federal regulations and procedures are applied to the disbursement and tracking of funds

Student Employment setup includes specifying the internal and external jobs available for the award year.

The Student Employment function maintains data related to work study awards for the institution. Users can view payroll summary and authorization history. The student employment includes the following procedures:

■ viewing student work award progress and payroll summary

■ viewing authorization history

For information on viewing payroll summary and authorization history, see Chapter 25,, Student Employment Procedures.

Satisfactory Academic ProgressThe Satisfactory Academic Progress subsystem provides a quantitative and


qualitative measure of a student’s progress. The satisfactory academic progress includes the following procedure:

Disbursements

■ viewing academic progress details

For information on processing satisfactory academic progress, see Chapter 29, Satisfactory Academic Progress Procedure.

DisbursementsThe Disbursements subsystem is used to maintain the details of loan and award disbursements. The Disbursements includes the following procedures:

■ maintaining general disbursements

■ maintaining FFELP disbursements

■ maintaining direct loan disbursements

■ viewing adjustment details

■ maintaining disbursement holds

For information on disbursement procedures, see Chapter 33,Disbursement Procedures.


Part IApplication Processing

Application Processing Overv

3Application Processing Overview

This chapter provides an overview of application processing. The following sections are in this chapter:

■ Purpose

■ User Responsibilities

■ Application Processing Processes

iew 3-1

Purpose

PurposeThe Application Processing subsystem processes applications for the institution as follows:

■ creating and maintaining financial aid (FA) base records

■ modifying Institutional Student Information Report (ISIR) corrections

■ analyzing need

■ viewing ISIR details

■ maintaining institutional applications

■ comparing applications

■ maintaining verification worksheets

■ maintaining To Do lists

■ reviewing unmatched records

■ comparing profile records

■ viewing profile details

■ viewing ISIR batch details

For information on setting up application processing, see Chapter 4, Application Processing Setup.

For information on maintaining application processing, see Chapter 5,Application Processing Procedures.

User ResponsibilitiesInstitutions process applications submitted by students requesting financial aid.

Routine maintenance tasks include creating and maintaining FA base records, including ISIR details, To Do list items, and institutional applications.

The remaining functionality is usually reserved for the application processing subsystem specialists or system administrators, who set up and maintain the Application Processing subsystem.


Application Processing Processes

Application Processing ProcessesApplication processing in Oracle Financial Aid enables institutions to receive, review, and process applications for financial aid. Users import financial aid application records from the U.S. Department of Education, review and verify the applications, determine the need, and transmit corrections to the U.S. Department of Education. Application processing consists of corresponding with the applicant, comparing data, and managing documents.

Schools use various methods to identify students interested in financial aid. Students can register during recruitment or admissions activities or submit a financial aid application through external agencies. These applications are usually processed electronically. The U.S. Department of Education collects data through the Free Application for Federal Student Aid (FAFSA). Data is sent to the school in an electronic format so that it can be easily used for further processing and calculating financial aid.

Application processing includes the following processes:

■ Financial Aid Base Record

■ ISIR Correction Records

■ Need Details

■ Compare Application

■ Institutional Application

■ To Do Lists

■ Verification Process

■ Reviewing Unmatched Records

■ Comparing Profile Records

■ Viewing Profile Details

■ Viewing ISIR batch details

Financial Aid Base RecordThe financial aid base record is a link between various application processes in financial aid management, tracking the processing status of a student and the

Application Processing Overview 3-3

results of the various application and awarding processes. The financial aid base record also provides information on the current status of aid processing for a student, the processing period, and the status of profile details.


The Central Processing System (CPS) performs the following tasks:

■ collects the external data for financial aid applicants

■ receives FAFSA applications completed by students

■ calculates family contribution

■ returns an ISIR record to the school

The ISIR records received by the school are used to process financial aid. All schools participating in Federal financial aid programs are required to obtain a valid ISIR for each student who receives funds. A school can receive several ISIR records for one student during a processing year. The school sets the eligibility criteria for the students.

When student data is received, a financial aid tracking record is created that monitors the student through the financial aid application and award process. The student’s tracking record is updated after receiving and reviewing additional information. Schools can request data from the students, parents, or legal guardians before allowing the student to continue through the financial aid process. Application processing describes the type of data schools can receive both from external and internal sources. The format of data received by schools depends on the data source and the relevant award year.

ISIR Correction RecordsThe received ISIR correction records are matched with the students in the Oracle Student System database. For the matched records, a new student records is created in Financial Aid. Application processing starts tracking student applications for completeness. Application processing determines if sufficient data exists to progress or if additional information is required for the student’s application. Completeness can differ according to the requirements determined by the institution and can vary for different categories of students at the same institution.

Need DetailsNeed analysis is the process of collecting student data and determining the student's family contribution towards academic expenses. However, the student's true need cannot be calculated until the student is assigned a cost of attendance (COA).


The school calculates the student's family contribution under the Federal Methodology (FM) formula after receiving the required data. FM calculations or results determine the student's eligibility for Federal financial aid and institutional


funds. Many schools choose to use FM for all calculations including institutional funds.

Compare ApplicationEach school sets their own policies and regulations to place students on a priority list for financial aid. In the process of selecting students, data received from them is compared with the data received from ISIR records. For example, if the absolute difference between the Adjusted Gross Income (AGI) and that reported on the ISIR is greater than the Federal tolerance level, then application processing automatically creates Federal corrections, if verification data is entered.

The compare application process compares data submitted by the applicant through FAFSA against the reports submitted to the institution during the verification process. After the verification process, ISIR records can be corrected. If an ISIR is corrected, the record is automatically flagged for inclusion in a correction batch. The school determines the corrections affecting the student’s EFC that are to be automatically processed in the next correction batch. When the corresponding ISIR transaction is generated and returned to the school, application processing sets the appropriate status flags according to the student’s status.

Institutional ApplicationData on the ISIR can affect the student’s eligibility for financial aid. The Federal processor checks the student’s data against additional Federal databases. Institutions must monitor flags selected on the ISIR for data matches. Data matches such as Immigration and Naturalization Service (INS), Social Security Administration (SSA), Department of Veterans Affairs (VA), Selective Service, or the National Student Loan Data System (NSLDS) can affect eligibility for Federal aid. A student can be considered ineligible for aid based on this data and is required to supply additional materials proving eligibility, or the funding can be limited due to aggregate borrowing. Additionally, users can make corrections based on the collected data. Users can also monitor changed ISIR data that can affect a student’s eligibility for Federal funds.

To provide users with an indication of a student’s current status in Student System and to facilitate processing, application processing maintains the status of the individual student.



To Do ListsApplication processing assigns a To Do list item after an FA base record is created. To Do lists are defined by the following:

■ rule engine

■ Student System rules processing system

■ student attributes

The To Do list also lists specific actions or documents required for processing.

Verification ProcessWhen an FA base record is successfully created, application processing tests for Federal verification and comment codes that requires To Do list items to be added to the student’s record. A record selected for verification or in need of a comment code review is triggered on the To Do list. Typically, a comment code review can be anything related to INS, SSA, VA, Selective Service, or NSLDS. Rule based student attributes determine if the system must conduct additional processing. For example, if the Verification Setup field indicates that Federal verification is selected to Yes, and the incoming record type is selected to ISIR, application processing determines if the student is selected for verification. Also, application processing identifies ISIR comment codes that add an item to the To Do list on the student’s record. or "that add a To do list item to the student’s record."

Verification data elements are entered and compared with ISIR or profile records to be paid. The ISIR ID in the FA base record is considered as the payment ISIR. Comparison and verification is carried out against this ISIR or profile record. If the values match and fall in the tolerance band, or the verification item is waived, then the student verification status is complete. If complete, records are updated as verified in the FA base record. If records do not match and the item is not waived, then the process automatically raises a correction ISIR for the mismatched fields.

Reviewing Unmatched RecordsUsers can enter the records matching criteria for the matching process. During the matching process, the profile records having a matching score less than the auto person match and greater than the lower limit set to mark the record as unmatched can be viewed. Users can view the records marked for review, see all the records in


Oracle Student System that partially match the student record in Financial Aid. Users can also match the record with an existing student record in Student System or choose to create a new person for the student record in Financial Aid.


Users can select to create a person record based on the profile or an ISIR record in Oracle Student System, that in turn creates an FA base record.

Comparing Profile RecordsUsers can compare, view, and update any profile records. The compare process does not update the original profile record, but creates another record and updates it. The updated information is used to calculate EFC using INAS.

Viewing Profile DetailsUsers can view the details of the student, parents, and family for both profile and FNAR records. Users can also compare the profile records.

Viewing ISIR batch detailsUsers can view the ISIR data file details. The ISIR data files have header and trailer records storing information, such as number of student records in the data file, number of new records, and number of old records.




Application Processing S

■ User Defined Verification Fields Window Description

■ Setting Up Financial Aid Office Procedure

4Application Processing Setup

This chapter describes how to set up application processing. The following sections are in this chapter:

■ Definition

■ Overview

■ Setting Up Batch Year Mappings Procedure

■ Batch Year Mappings Window

■ Batch Year Mappings Window Description

■ Setting Up Application Processing Parameters Procedure

■ Application Processing Parameters Window

■ Application Processing Parameters Window Description

■ Assigning To Do List Procedure

■ To Do List Window

■ To Do List Window Description

■ Setting Up Institutional Applications Procedure

■ Institutional Application Setup Window

■ Institutional Application Setup Window Description

■ Setting Up User Defined Verification Fields Procedure

■ User Defined Verification Fields Window

etup 4-1

■ Financial Aid Office Window

■ Financial Aid Office Window Description

■ Setting Up Record Matching Criteria Procedure

■ Record Matching Criteria Window

■ Record Matching Criteria Window Description

■ Creating To Do List Items Procedure

■ To Do List Items Window

■ To Do List Items Window Description

■ Defining Data Change Workflow Attribute Procedure

■ Data Change Workflow Attribute Window

■ Data Change Workflow Attribute Window Description

■ Mapping Financial Aid Attendance Types Procedure

■ Financial Aid Attendance Types Window

■ Financial Aid Attendance Types Window Description

■ Mapping Financial Aid Grade Levels Procedure

■ Financial Aid Grade Level Mapping Window

■ Financial Aid Grade Level Mapping Window Description

■ Setting up Need Analysis Methodology Types Procedure

■ Need Analysis Methodology Types Widow

■ Need Analysis Methodology Types Window Description

■ Setting up Family Contribution Multiplication Factor Procedure

■ Family Contribution Multiplication Factor Window

■ Family Contribution Multiplication Factor Window Description

■ Setting up State and Other Tax Allowances Procedure

■ State and Other Tax Allowance Widow

■ State and Other Tax Allowance Window Description


■ Setting up Generic Tax Table Procedure

■ Generic Tax Tables Window

■ Generic Tax Table Window Description

■ Setting up Asset Protection Allowances Procedure

■ Asset Protection Allowance Window

■ Asset Protection Allowance Window Description

■ Setting up Income Protection Allowance Allowance Procedure

■ Income Protection Allowance Window

■ Income Protection Allowance Window Description

Application Processing Setup 4-3

Definition

DefinitionThe Application Processing setup procedures enable schools to receive Central Processing System (CPS) records containing Institutional Student Information Report (ISIR), College Scholarship Service (CSS) PROFILE records, and National Student Loan Data System (NSLDS) records.

OverviewApplication processing setup includes the following procedures:

■ Batch Year Mappings

■ Application Processing Parameters

■ To Do List

■ Institutional Applications Setup

■ User Defined Verification Fields

■ Financial Aid Office

■ Record Matching Criteria

■ To Do List Items

■ Data Change Workflow Attribute

■ Financial Aid Attendance Types

■ Financial Aid Grade Level Mapping

■ Family Contribution Setup

Batch Year MappingsThe Batch Year Mappings procedure enables users to map the batch year code defined in the CPS record to the award year, admission year, academic year, and profile year defined in Oracle Financial Aid. Users can also select a formula code for a specific award year.

The unique key defined for the profile academic year prevents users from entering duplicate values in the Academic Year field.


A one-to-one mapping exists between the ISIR batch year and CSS PROFILE academic year.

Overview

Application Processing ParametersThe Application Processing Parameters procedure enables users to import data and define conditions for entering data in Financial Aid.

To Do ListThe To Do List procedure defines To Do List Items to be used in Financial Aid.

Institutional Applications SetupThe Institutional Application Setup procedure enables users to define questions for institutions. These questions are institution-specific.

An institutional application is a pre-defined Financial Aid application for schools, that gets automatically assigned to students. Users can assign only one institutional application for a student in a processing year.

User Defined Verification FieldsThe User Defined Verification Fields procedure enables users to define verification items for award year and group code. Users can compare a verified value with the corresponding value in ISIR or profile records. The degree of variance between defined money-based verified values and the corresponding ISIR or profile records is checked against the tolerance amount for a verification item. Users can define the total tolerance amount collectively for all verification items.

The User Defined Fields region displays verification items and their corresponding descriptions, field type, statutory verifications, required by, and ISIR and PROFILE profile details.

Financial Aid OfficeThe Financial Aid Office procedure enables users to enter static details relating to the financial aid office.

Record Matching CriteriaThe Record Matching Criteria procedure enables users to set up matching criteria for the person matching process.


Overview

To Do List ItemsThe To Do List Items procedure enables users to create a master list of To Do list items that can be manually assigned to a student’s Track To Do List.

Data Change Workflow AttributeThe data workflow attribute procedure enables users to set up data elements for the workflow notification when the data element’s value changes.

Financial Aid Attendance TypesThe Financial Aid attendance type mapping procedure enables users to map the program attendance types defined in Student System to the Financial Aid attendance types.

Financial Aid Grade Level MappingThe Financial Aid grade level mapping procedure enables users to map the class standing defined in Student System to the Financial Aid grade level codes.

Family Contribution SetupThe expected family contribution (EFC) is the amount a family can be expected to contribute toward a student’s college costs. By comparing the EFC to the student’s cost of attendance, the financial aid administrator at the school can determine the student’s financial need for federal student aid from the U.S. Department of Education and from other sources.

The EFC formula is used to determine need for assistance from the following types of student financial assistance: Federal Pell Grants, subsidized Federal Direct Stafford/Ford Loans (made under the Direct Loan Program), subsidized Federal Stafford Loans (made under the Federal Family Education Loan [FFEL] Program), and assistance from the campus-based programs such as Federal Supplemental Educational Opportunity Grants (FSEOG), Federal Perkins Loans, and Federal Work-Study (FWS).

The methodology for determining the EFC is found in Part F of Title IV of the Higher Education. All data used to calculate a student’s EFC come from the information the student provides on the Free Application for Federal Student Aid


(FAFSA) distributed by the U.S. Department of Education.

Setting up family contribution parameters includes specifying the following details:

Overview

■ Need Analysis Methodology Types

■ Family Contribution Multiplication Factor

■ State and Other Tax Allowance

■ Generic Tax Table

■ Asset Protection Allowance

■ Income Protection Allowance

Need Analysis Methodology TypesNeed Analysis Methodology Types setup specifies the various need analysis methodologies that can be used in the calculation of EFC.

Family Contribution Multiplication FactorThe Family Contribution Multiplication Factor setup specifies the formulas for various methodologies that can be used for need analysis of students eligible for financial aid. There are three regular (full-data) formulas:

■ Formula A: for the dependent student

■ Formula B: for the independent student without dependent(s) other than a spouse

■ Formula C: for the independent student with dependent(s) other than a spouse

State and Other Tax AllowanceState and Other Tax Allowances setup specifies the income ranges and the percentage of tax allowances for various states.

Generic Tax TableGeneric Tax Table setup enables users to enter details of social security tax, adjusted networth of business/farm and parents’ contribution from adjusted available income for the purpose of need analysis in financial aid processing.

Asset Protection AllowanceThe Asset Protection Allowance setup is required for calculating Expected Family


Contribution (EFC) and performing need analysis of students eligible for financial aid.

Overview

Income Protection AllowanceThe Income Protection Allowance setup is required for calculating EFC and performing need analysis of students eligible for financial aid.


Setting Up Batch Year Mappings Procedure

Setting Up Batch Year Mappings ProcedureTo set up a batch year mapping, perform the following steps.

1. In Oracle Student System, navigate to the Batch Year Mappings window as follows:

Financial Aid - Setup - Application Processing - Batch Year Mappings

2. Query or enter data in each field of the Batch Year Mappings window as described in Table 4–1, page 4-11.

3. Save or save and continue as follows:

File - Save or Save and Proceed

4. Close the window.


Batch Year Mappings Window

Batch Year Mappings Window

Figure 4–1 Batch Year Mappings Window


Batch Year Mappings Window Description

Batch Year Mappings Window Description

Table 4–1 Batch Year Mappings Window Description

Field Name Type Features Description

ISIR Batch Year required ISIR batch year that maps to Batch Year in ISIR records

Award Year required list of values award year

Start Date display only award year start date

End Date display only award year end date

Academic Year required list of values academic year

Admission Year required list of values admission year

Profile Year list of values CSS profile year mapping to the ISIR batch year

Family Contribution Setup Tab

Family Contribution Formula Version

required list of values Expected Family Contribution (EFC) formula version

Number of Days Divisor

optional list of values number of days in a month for dividing a period of enrollment into a number of months to determine which number-of-months EFC is to be used in Need Details

Round off Factor optional list of values round off factor for the number of days divisor

Formula Cut off Date of Birth

optional calendar formula cut off date for date of birth

File Specifications Tab

Pell Version required list of values PELL version

Profile Version required list of values profile version

ISIR Version required list of values ISIR version


Setting Up Application Processing Parameters Procedure

Setting Up Application Processing Parameters ProcedureTo set up an application processing parameter, perform the following steps.

1. In Oracle Student System, navigate to the Application Processing Parameters window as follows:

Financial Aid - Setup - Application Processing - Application Processing Parameters

2. Enter data in each field of the Application Processing Parameters window as described in Table 4–2, page 4-14.





Application Processing Parameters Window

Application Processing Parameters Window

Figure 4–2 Application Processing Parameters Window


Application Processing Parameters Window Description

Application Processing Parameters Window DescriptionTable 4–2 Application Processing Parameters Window Description


Enable Workflow optional check box if selected, indicates that workflow is enabled for the system

SSN Required for Base Record Creation

optional check box if selected, indicates that social security number is required for base record creation

Auto Need Analysis Status Change

optional check box if selected, indicates that users can manually update the Financial Aid process status to complete the analy-sis

Auto Correction optional check box if selected, indicates that a correction record is created whenever the ISIR value changes


Assigning To Do List Procedure

Assigning To Do List ProcedureTo assign a To Do list, perform the following steps.

1. In Oracle Student System, navigate to the To Do List window as follows:

Financial Aid - Setup - Application Processing - To Do List

2. Enter data in each field of the To Do List window as described in Table 4–3, page 4-17.





To Do List Window

To Do List Window

Figure 4–3 To Do List Window


To Do List Window Description

To Do List Window Description

Table 4–3 To Do List Window Description


Processing Type required list of values processing type; values are Application Processing or Verification Processing

Group Code required group code

Description optional group code description

Rule Description display only rule description

Rule Text display only rule text

Edit Rule button opens the Rule window


Setting Up Institutional Applications Procedure

Setting Up Institutional Applications ProcedureTo set up an application for the institution, perform the following steps.

1. In Oracle Student System, navigate to the Institutional Application Setup window as follows:

Financial Aid - Setup - Application Processing - Institutional Application Setup

2. Enter data in each field of the Institutional Application Setup window as described in Table 4–4, page 4-20.





Institutional Application Setup Window

Institutional Application Setup Window

Figure 4–4 Institutional Application Setup Window


Institutional Application Setup Window Description

Institutional Application Setup Window Description

Table 4–4 Institutional Application Setup Window Description



Effective Dates display only effective start and end dates

Questions Region

[Data Coordination Check Box]

optional check box If selected, data in the Questions region is automatically refreshed and coordinated with data in the header region. If deselected, data is refreshed only on navigation to the Question field in the Questions region. Leave deselected to speed up performance when querying records.

Question required questions to set up institutional applications

Enabled optional check box if selected, the question will be displayed for the selected award year


Setting Up User Defined Verification Fields Procedure

Setting Up User Defined Verification Fields ProcedureTo set up a user defined verification field, perform the following steps.

1. In Oracle Student System, navigate to the User Defined Verification Fields window as follows:

Financial Aid - Setup - Application Processing - User Defined Verification Fields

2. Query or enter an award year.

3. Enter data in each field of the User Defined Verification Fields window as described in Table 4–5, page 4-23.





User Defined Verification Fields Window

User Defined Verification Fields Window

Figure 4–5 User Defined Verification Fields Window


User Defined Verification Fields Window Description

User Defined Verification Fields Window DescriptionTable 4–5 User Defined Verification Fields Window Description




Group Code required list of values group code

Total Tolerance Amount

optional total tolerance amount

User Defined Fields Region


optional check box If selected, data in the User Defined Fields region is automatically refreshed and coordinated with data in the header region. If deselected, data is refreshed only on navigation to the Verification Item field in the User Defined Fields region. Leave deselected to speed up performance when querying records.

Verification Item required user defined verification item

Description required user defined verification item description

Field Type required drop-down list

field type; valid values are Text, Number, and Date

Statutory required check box if selected, indicates that the records cannot be edited

Note: If the Statutory check box is selected, none of the fields can be updated

Required By required drop-down list

valid values are Federal Verification, Institutional Veri-fication, and Both

ISIR Column required list of values ISIR column

Profile Column optional maps the verification item to Profile item

Included in Toler-ance Amount

optional check box if selected, indicates that the verification item is included in tolerance amount calculation

Packaging Require-ment

optional check box if selected, includes that the verification item is an packaging requirement


Setting Up Financial Aid Office Procedure

Setting Up Financial Aid Office ProcedureTo set up a financial aid office, perform the following steps.

1. In Oracle Financial Aid, navigate to the Financial Aid Office window as follows:

Financial Aid - Setup - Application Processing - Financial Aid Office

2. Enter data in each field of the Financial Aid Office window as described in Table 4–6, page 4-26.





Financial Aid Office Window

Financial Aid Office Window

Figure 4–6 Financial Aid Office Window


Financial Aid Office Window Description


Table 4–6 Financial Aid Office Window Description


Office ID display only financial aid office ID

Name required financial aid office ID name

Org Unit Code required list of values organizational unit code

Description display only organizational unit code description

OPE ID optional list of values U.S. Department of Education Office of Postsecondary Education Identifier (OPEID)

PELL ID optional list of values six digit random number as an identification number for the Federal Pell Grant Program

DUNS ID optional list of values DUNS identifier; a nine digit random Data Universal Numbering System (DUNS) identifier issued to the institution by the Dun & Bradstreet Corporation which is used by the institution in electronic commerce with various federal agencies

CSS ID optional list of values college board identifier

State Agency ID optional list of values state agency identifier

Campus Based optional list of values U.S. Department of Education Campus Bases Aid identifier

Central Registry Service

optional list of values twelve digit Central Registry Service Number from ED that is a conversion of the TIN assigned by the Internal Revenue Service that the institution uses for certain purposes with the U.S. Department of Education

ETI Destination Code required TG number designated by Title IV Wide Area Net work

FSEOG Match Method

optional drop-down list

FSEOG match method; Fund Specific, Individual Matching, Aggregate Matching

FSEOG Contribution optional percentage of FSEOG contribution

GPA/Hours Default Type

optional GPA/hours default type

FESOG Waiver optional check box if selected, indicates whether Federal Supplemental


Opportunity Grant matching is waived for the school


Experimental optional check box if selected, indicates whether school is an experimental site for the U.S. Department of Education

Low Value optional check box if selected, indicates if a school is low value tuition school for use of the Federal Pell Grant Alternate Schedule

QA School optional check box if selected, indicates if a school is participant in the Quality Assurance Program of the U.S. Department of Education

Table 4–6 Financial Aid Office Window Description



Setting Up Record Matching Criteria Procedure

Setting Up Record Matching Criteria ProcedureTo set up record matching criteria, perform the following steps.

1. In Oracle Student System, navigate to the Record Matching Criteria window as follows:

Financial Aid - Setup - Application Processing - Record Matching Criteria

2. Enter data in each field of the Record Matching Criteria window as described in Table 4–7, page 4-30.





Record Matching Criteria Window

Record Matching Criteria Window

Figure 4–7 Record Matching Criteria Window


Record Matching Criteria Window Description

Record Matching Criteria Window DescriptionTable 4–7 Record Matching Criteria Window Description


SSN Match Weight required Social Security number record matching weight

Note: The valid match weight is between 0 and 5.

Given Name Match Weight

required name matching weight

Note: The valid match weight for Given Name is between 0 and 5.

Surname Match Weight

required surname matching weight

Note: The valid match weight for Surname is between 0 and 5.

Date of Birth Match Weight

required date of birth matching weight

Note: The valid match weight for Date of Birth is between 0 and 5.

Street Address Match Weight

required address matching weight

Note: The valid match weight for SSN, Given Name, Surname, Date of Birth, Street Address is between 0 and 5.

City Match Weight required city matching weight

Note: The valid match weight for City is between 0 and 5.

Postal Code Match Weight

required postal code matching weight

Note: The valid match weight for Postal Code is between 0 and 5.

Score Region

Minimum Score for Automatic Creation of FA Base Record

required minimum score for automatic creation of Financial Aid Base record

Note: The valid minimum score for Automatic Cre-ation of FA Base Record is between 0 and 35.

Minimum Score for Manual Review to Create FA Base Record

required minimum score for manual review to create Financial Aid Base record

Note: The valid score Manual Review to Create FA Base Record is between 0 and 35.


Creating To Do List Items Procedure

Creating To Do List Items ProcedureTo create a To Do list item, perform the following steps.

1. In Oracle Student System, navigate to the To Do List Items window as follows:

Financial Aid - Setup - Application Processing - To Do List Items

2. Enter or query an award year.

The effective dates are displayed.

3. Enter data in each field of the Record Matching Criteria window as described in Table 4–8, page 4-33.





To Do List Items Window

To Do List Items Window

Figure 4–8 To Do List Items Window


To Do List Items Window Description

To Do List Items Window DescriptionTable 4–8 To Do List Items Window Description




To Do Item List Region


optional check box If selected, data in the To Do Item List region is auto-matically refreshed and coordinated with data in the header region. If deselected, data is refreshed only on navigation to the Item Code field in the To Do Item List region. Leave deselected to speed up performance when querying records.

Item code required item code

Description required item code description

Correspondence Text optional correspondence comments

Max. Attempts optional maximum number of attempts

Attempt frequency Days

optional attempt frequency days

Career Item optional check box if selected, the record is a career item and it needs to be verified only once in the student’s career. For example, proof for date of birth.

Required for Comple-tion

optional check box if selected, indicates that the To Do item is required to be complete before the students Financial Aid process status can be changed to Application Complete.


Defining Data Change Workflow Attribute Procedure

Defining Data Change Workflow Attribute ProcedureTo define an data attribute workflow, perform the following steps:

1. In Oracle Student System, navigate to the Data Change Workflow Attribute window as follows:

Financial Aid - Setup - Application Processing - Data Change Workflow Attribute

2. Enter data in each field of the Data Change Workflow Attribute window as described in Table 4–9, page 4-36.





Data Change Workflow Attribute Window

Data Change Workflow Attribute Window

Figure 4–9 Data Change Workflow Attribute Window


Data Change Workflow Attribute Window Description

Data Change Workflow Attribute Window Description

Table 4–9 Data Change Workflow Attribute Window Description


Data Attributes required list of values data attributes

Include in Workflow optional check box if selected, enables workflow notification if any change in the value of the selected data attribute


Mapping Financial Aid Attendance Types Procedure

Mapping Financial Aid Attendance Types ProcedureTo map Financial Aid attendance type to Student System attendance type, perform the following steps:

1. In Oracle Student System, navigate to the Financial Aid Attendance Types window as follows:

Financial Aid - Setup - Application Processing - Financial Aid Attendance Types

2. Query and enter data in the appropriate fields of the Financial Aid Attendance Types window as described in Table 4–10, page 4-39.





Financial Aid Attendance Types Window

Financial Aid Attendance Types Window

Figure 4–10 Financial Aid Attendance Types window


Financial Aid Attendance Types Window Description

Financial Aid Attendance Types Window Description

Table 4–10 Financial Aid Attendance Types Window Description


Student System Attendance Types Region

Attendance Type display only attendance type

Description display only attendance type description

Government Attendance Type

display only government attendance type

Closed optional check box if selected, prevents further use of the record

Academic Period Load Range Region

Lower Load Limit display only lower load limit

Upper Load Limit display only upper load limit

Research display only academic period load range research

Financial Aid Attendance Types Region

Pell Grant required list of values Pell Grant attendance types; for example full-time, three-quarter time, half-time, less than half-time

Pell Grant Code display only code used for Federal Pell Grant origination

CommonLine Loans required list of values CommonLine attendance types

CommonLine Loans Code

display only code used for CommonLine loan origination

Application Processing

required list of values general application processing attendance types

Application Processing Code

display only code used for application processing attendance type


Mapping Financial Aid Grade Levels Procedure

Mapping Financial Aid Grade Levels ProcedureTo map the system defined grade level standings to Financial Aid grade level standings, perform the following steps.

1. In Oracle Student System, navigate to the Financial Aid Grade Level Mapping window as follows:

Financial Aid - Setup - Application Processing - Enrollment Mappings - Financial Aid Grade Level Mapping

2. Query and enter data in the appropriate fields of the Financial Aid Attendance Types window as described in Table 4–11, page 4-42.

3. Save or save and proceed as follows:




Financial Aid Grade Level Mapping Window

Financial Aid Grade Level Mapping Window

Figure 4–11 Financial Aid Grade Level Mapping Window


Financial Aid Grade Level Mapping Window Description

Financial Aid Grade Level Mapping Window Description

Table 4–11 Financial Aid Grade Level Mapping Window Description


Course Type display only Student System course type

Description display only Student System course type description

Consider Changes display only consider changes

Effective Dates display only course effective start and end dates

Student System Class Standing Region

Class Standing display only derived class standing values

Description display only derived class standing value description

Minimum Credit Points

display only minimum accumulated credit points of class standing in context

Maximum Credit Points

display only Maximum accumulated credit points of Class Standing in context.

Academic Year display only Context Academic Year

Financial Aid Grade Levels Region

ISIR Level list of values ISIR grade levels

ISIR Description display only ISIR grade level description

Direct Loan Level list of values Direct Loan grade level

Direct Loan Description

display only Direct Loan grade level description

CommonLine Loan Level

list of values CommonLine grade level

CommonLine Loan Description

display only CommonLine grade level description


Setting up Need Analysis Methodology Types Procedure

Setting up Need Analysis Methodology Types ProcedureTo set up need analysis methodology types, perform the following steps.

1. In Oracle Student System, navigate to the Need Analysis Methodology Types window as follows:

Financial Aid - Application Processing - Setup - Family Contribution - Need Analysis Methodology Types

2. Enter the values in each field of the Need Analysis Methodology Types window as described in Table 4–12, page 4-45.


File - Save or Save and Proceed.



Need Analysis Methodology Types Widow

Need Analysis Methodology Types Widow

Figure 4–12 Need Analysis Methodology Types window


Need Analysis Methodology Types Window Description

Need Analysis Methodology Types Window Description

Table 4–12 Need Analysis Methodology Types window description


Method Code required User-defined need analysis methodology name; e.g. "Federal"

Description required Description of user-defined need analysis methodology name; e.g. "Federal Methodology"

Emulate Federal optional check box if selected, indicates that the methodology follows federal methodology; only one methodology can emulate federal

Institutional Methodology

optional check box if selected, indicates that the method is institutional; only one methodology can be specified as institutional


Setting up Family Contribution Multiplication Factor Procedure

Setting up Family Contribution Multiplication Factor ProcedureTo set up Family Contribution multiplication factor, perform the following steps.

1. In Oracle Student System, navigate to the Family Contribution Multiplication Factor window as follows:

Financial Aid - Application Processing - Setup - Family Contribution - Family Contribution Multiplication Factor

2. Enter the values in each field of the Family Contribution Multiplication Factor window as described in Table 4–13, page 4-48.





Family Contribution Multiplication Factor Window

Family Contribution Multiplication Factor Window

Figure 4–13 Family Contribution Multiplication Factor window


Family Contribution Multiplication Factor Window Description


Table 4–13 EFC Multiplication Factor window description


Award Year default display only

award year for which income levels are defined

Effective Dates default display only

effective start and end dates of the award year

Need Analysis Methodology Code

default display only

need analysis methodology code and description

Multiplication Factor Region

Formula A Tab

Employment Expense Allowance One Parent

optional An allowance to meet expenses related to employment for a one parent family. The formula uses the lesser of the dollar amount or percentage of the parent’s income.

Employment Expense Allowance Two Parent

optional An allowance to meet expenses related to employment for a two parent family when both parents work. The formula uses the lesser of the dollar amount or percentage of the lesser of the two parents’ incomes.

Parent’s Asset Conversion Rate

optional parent’s asset conversion rate

Student Income Protection Allowance

optional student income protection allowance

Assessment of Student’s Available Income

optional student's income assessment rate

Student’s Asset Assessment Rate

optional student’s asset assessment rate

Income Protection Differential for other than 9 months

optional income protection allowance differential for EFC's for periods other than 9 months.

A5 Default Age optional parent’s default age if the age of the older parent is left blank in the ISIR


Formula B Tab


Income Protection Allowance Region

Unmarried optional amount for unmarried student

Married - Student and Spouse Enrolled at least Half Time

optional amount for married student with spouse enrolled at least half time

Married - only Student Enrolled at least Half Time

optional amount for married, only student enrolled at least half time

Employment Expense Allowance Region

Unmarried optional amount for unmarried student

Married One Working

optional amount for student where one spouse is working

Married Both Working Region

Lesser of Region

Lower Income optional percentage of the lesser of the student’s and student’s spouse’s incomes

Amount optional amount

Assessment of Student’s Available Income

optional student's available income assessment rate

Student Asset Conversion Rate

optional student asset conversion rate

Formula C Tab

Employment Expense Allowance Region

Student and Spouse Both Working




Region

Lesser of Region


Lower Income % required percent of the lesser of the student’s and student’s spouse’s incomes

Amount required amount

One Parent Family Region

Lesser of Region

Lower Income % required percentage of the single parent student’s income

Amount required amount

Student’s Asset Conversion Rate

required student’s asset conversion rate

Alternative Factors Tab

Dependency Status required list of values dependent or independent

Alternative required list of values simplified needs test or automatic zero EFC

Maximum Income Threshold

required maximum income threshold for this alternative need analysis

Tax Returns Form Region

1040 optional check box U.S. federal income tax return form required for this alternative need analysis

1040A optional check box U.S. federal income tax return form required for this alternative need analysis

1040EZ optional check box U.S. federal income tax return form required for this alternative need analysis




Setting up State and Other Tax Allowances Procedure

Setting up State and Other Tax Allowances ProcedureTo set up state and other tax allowances, perform the following steps.

1. In Oracle Student System, navigate to the State and Other Tax Allowances window as follows:

Financial Aid - Application Processing - Setup - Family Contribution - State and Other Tax Allowances

2. Enter the values in each field of the State and Other Tax Allowance window as described in Table 4–14, page 4-53.





State and Other Tax Allowance Widow

State and Other Tax Allowance Widow

Figure 4–14 State and Other Tax Allowance window


State and Other Tax Allowance Window Description

State and Other Tax Allowance Window Description

Table 4–14 State and Other Tax Allowance window description


Award Year default, display only


Effective Dates default, display only



default, display only


Table Code default, display only

state and other tax allowance table based on Federal EFC formula

Income Ranges Region

From required lower limit of the income range; ranges cannot overlap

To required upper limit of the income range; ranges cannot overlap

Data Coordination Check Box

optional check box If selected, data in the Percentage by State region is automatically refreshed and coordinated with data in the header region. If deselected, data in the Percentage by State region is refreshed only when the user navigates to any field in that regions. Leave deselected to speed up performance when querying records.

Percentages by State Region

State required state name

% required allowance percentage for the state


Setting up Generic Tax Table Procedure

Setting up Generic Tax Table ProcedureTo set up generic tax tables, perform the following steps.

1. In Oracle Student System, navigate to the Generic Tax Table window as follows:

Financial Aid - Application Processing - Setup - Family Contribution - Generic Tax Table

2. Enter the values in each field of the window of the Generic Tax Table window as described in Table 4–15, page 4-56.





Generic Tax Tables Window

Generic Tax Tables Window

Figure 4–15 Generic Tax Tables window


Generic Tax Table Window Description


Table 4–15 Generic Tax Table window description










tax, asset, or income allowance table code based on Federal EFC formula

Social Security Tax Tab

Income Earned from Work Region

From required lower limit of the income range; ranges cannot overlap

To required upper limit of the income range; ranges cannot overlap

Social Security Tax Region

% of Income optional flat percentage of income allowed for social security tax. Users can specify this or amount, excess % and income over. If percentage is not specified, social security is calculated as amount + percentage specified for income over.

Amount optional base amount of social security income allowance if not specifying a flat percentage of income

Excess % optional percentage of income over the "Income over" amount to be added to the base amount of social security income allowance if not specifying a flat percentage of income

Income Over optional income above this level will be multiplied by the "Excess %" amount and be added to the base amount of social security tax for the total allowance for social security tax when not using the flat percentage of


social security tax

Business/Farm Net Worth Tab


Net Worth of a Business/Farm Region

From required net worth of a business/farm range lower limit; ranges cannot overlap

To required net worth of a business/farm range upper limit; ranges cannot overlap

Adjusted Networth Business/Farm Region

% flat percentage of asset . You can specify this or amount, excess % and asset amount over. If percentage is not specified, asset allowance is calculated as amount + percentage specified for amount over.

Amount base amount of asset allowance if not specifying a flat percentage of asset

Excess % percentage of asset over the "Amount over" to be added to the base amount of asset allowance if not specifying a flat percentage of asset

Amount Over assets this level will be multiplied by the "Excess %" amount and be added to the base amount of the asset tax for the total allowance for the assets when not using the flat percentage of the assets

Parents’/Student’s Contribution Tab

Adjusted Available Income Region

From required parents’ adjusted available income range lower limit; ranges cannot overlap

To required parents’ adjusted available income range upper limit; ranges cannot overlap

Contribution from Adjusted Available Income Region





% flat percentage of income allowed for adjusted available income. you can specify this or amount, excess % and income over. If percentage is not specified, adjusted available income allowance is calculated as amount + percentage specified for income over.

Amount base amount of adjusted available income allowance if not specifying a flat percentage of adjusted available income

Excess % percentage of adjusted available income over the "Amount over" to be added to the base amount of adjusted available income if not specifying a flat percentage of asset

Income Over amount and be added to the base amount of the adjusted available income for the total allowance for the adjusted available income when not using the flat percentage of the adjusted available income




Setting up Asset Protection Allowances Procedure

Setting up Asset Protection Allowances ProcedureTo set up asset protection allowance, perform the following steps.

1. In Oracle Student System, navigate to the Asset Protection Allowance window as follows:

Financial Aid - Application Processing - Setup - Family Contribution - Asset Protection Allowance

2. Enter the values in each field of the Asset Protection Allowance window as described in Table 4–16 , page 4-61.





Asset Protection Allowance Window

Asset Protection Allowance Window

Figure 4–16 Asset Protection Allowance window


Asset Protection Allowance Window Description

Asset Protection Allowance Window Description

Table 4–16 Asset Protection Allowance window description


Award Year award year for which income levels are defined

Effective Dates effective start and end dates of the award year



Table Code asset allowance table code based on Federal EFC formula

Allowable Accounts Region

Age of Older Parent or Independent Student

required age of older parent or independent student

Allowance for Two Parents or Independent Student

allowance for two parents or independent student

Allowance for One Parent or Unmarried Student

allowance for one parent or unmarried student


Setting up Income Protection Allowance Allowance Procedure

Setting up Income Protection Allowance Allowance ProcedureTo set up income protection allowance, perform the following steps.

1. In Oracle Student System, navigate to the Income Protection Allowance window as follows:

Financial Aid - Application Processing - Setup - Family Contribution - Income Protection Allowance

2. Enter the values in each field of the window as described in Table 4–17, page 4-64.





Income Protection Allowance Window

Income Protection Allowance Window

Figure 4–17 State and Other Tax Allowances window


Income Protection Allowance Window Description

Income Protection Allowance Window Description

Table 4–17 Income Protection Allowance window description










income allowance table code based on Federal EFC formula


optional check box if selected, data in the Household Count and Income Allowances regions is automatically refreshed and coordinated with data in the header region. If deselected, data in these regions is refreshed only when the user navigates to any field in these regions. Leave deselected to speed up performance when querying records.

Household Count Region

Number of People in Household

required number of persons in the household

Income Allowances Region

Number of Students in Household

required number of students in the household

Income Protection Allowance

required income protection allowance


Application Processing Pro

■ Maintaining Verification Worksheet Procedure

■ Verification Worksheet Window

5Application Processing Procedures

This chapter describes how to process applications. The following sections are in this chapter:

■ Definition

■ Overview

■ Maintaining Financial Aid Base Record Procedures

■ Financial Aid Base Record Window

■ Modifying ISIR Corrections Procedure

■ ISIR Corrections Window

■ Determining Need Details Procedure

■ Need Details Window

■ Viewing Financial Aid Base Record History Procedure

■ Financial Aid Base Record History Window

■ Viewing ISIR Details Procedure

■ ISIR Details Window

■ Maintaining Institutional Application Procedure

■ Institutional Application Window

■ Comparing Applications Procedure

■ Compare Application Window

cedures 5-1

■ Maintaining Track To Do List Procedure

■ Track To Do List Window

■ Item Details Window

■ Reviewing Unmatched Records Procedure

■ Review Unmatched Records Window

■ Comparing Profile Records Procedure

■ Compare Profile Records Window

■ Viewing Profile Details Procedure

■ Profile Details Window

■ Viewing ISIR Batch Details Procedure

■ ISIR Batch Details Window


Overview

DefinitionApplication processing processes applications submitted by students requesting financial aid. Procedures are available to process Federal Central Processing System (CPS) records, Institutional Student Information Report (ISIR) records, College Scholarship Service (CSS) profile records, and institutional applications.

OverviewApplication processing includes the following procedures:

■ Financial Aid Base Record

■ ISIR Corrections

■ Need Details

■ Financial Aid Base Record History

■ ISIR Details

■ Institutional Application

■ Compare Application

■ Verification Worksheet

■ Track To Do Lists

■ Review Unmatched Records

■ Compare Profile Records

■ Profile Details

■ ISIR Batch Details

■ Financial Aid Notes

Financial Aid Base RecordThe Financial Aid base record is the default home page of the financial aid system. The Financial Aid base record is a link between various application processes in financial aid management, tracking the processing status of a student, and the results of the various application and awarding processes. The Financial Aid base

Application Processing Procedures 5-3

record also provides information on the current status of aid processing for a student, the processing period and the status of profile details.

Overview

Profile records are another type of financial aid application received electronically by the institutions. A profile record is also sent in paper form and may be manually entered. A profile collects additional information needed for Institutional Methodology (IM) need analysis. If a revised profile record is received, the existing profile record is overwritten by the revised profile record.

Some schools receive supplementary financial information on students via the CSS profile form.

The Financial Aid base record is the center of all financial aid activity. This record must exist before storing any student application, award, loan details, or processing any additional corollary financial aid. An Financial Aid base record can only exist for valid students in Oracle Student System. The Social Security Number (SSN) is a required ID type for financial aid processing. The Financial Aid base record tracks all financial aid activity for one student during an award cycle. An award cycle is also known as a processing year and is usually 18 to 20 months long. Award cycles overlap as a new cycle starts every year. All data in the Financial Aid base record is based on the processing year. For example, in July 2001, a student can be awarded financial aid for the 2001-2002 award year and also have awards for 2000-2001 processing concurrently. These students will have two Financial Aid base records.

Note: If a student has two Financial Aid base records, then the base record for each year is different.

The Financial Aid Base Record window performs the following tasks:

■ create, query, and update student details

■ display the current aid status and profile details of a student

Financial Aid Base Record DescriptionFinancial Aid base record is created when any of the following actions occur:

■ notification is received that a student is interested in financial aid

■ on receipt of an ISIR

■ on receipt of an application designed by an institution

Each student in Oracle Student System can have only one base record for each award year or processing period.

If a base record already exists, application processing updates the record with the


admission status and date, enrollment status and date, grade level, grade type, and grade level date.

If a base record does not exist the following occurs:

Overview

■ A new Financial Aid base record is created.

■ Application processing loads unmatched ISIR records into respective tables and the unmatched ISIRs are held in a table waiting for a match.

The Financial Aid Base Record window includes the following tabs:

■ Summary tab displays the student’s financial aid details and status. Users can update Title IV Reject Codes, Professional Judgement, and NSLDS Data Override check boxes.

■ Admissions tab displays admission details.

■ Need Analysis tab displays ISIR details related to student profile information. Users can navigate to View Profile window from here and select a particular ISIR and view its details.

■ Awards tab displays the student’s award details and enables users to update the Cost of Attendance Code and Target Group fields.

■ Enrollment tab displays the student’s enrollment details.

ISIR CorrectionsAn ISIR correction record conforms to the specifications published in the Electronic Data Exchange (EDE) Technical Reference, revised and re-issued annually by the U.S. Department of Education.

The correction record also stores tracking fields including batch ID and change status details to enable users to monitor change processing.

The ISIR Corrections window enables users to create and update an ISIR record. An output file of the corrected records is created and sent to the CPS. The CPS acknowledges the corrections and dispatches the modified ISIR records to the relevant institutions.

Changes to an ISIR record are initiated if users manually change an ISIR record in the ISIR entry window.

Manual ISIR corrections can be entered by school staff and are triggered by the verification and application review process. Attributes of the correction entity help users track the correction while processing manual ISIR corrections. Users can identify when corrections are made, if the correction is being processed, or if it has been successfully processed by the CPS.


A modified record can have the following attributes:

■ processing year

Overview

■ ISIR ID such as the original SSN, first two letters of the last name, and transaction number

■ Student Aid Report (SAR) field number such as the corrected field

■ previous value

■ modified value

■ batch ID number

An ISIR correction record is only recognized if the record status is Ready. The following correction statuses are valid:

■ Ready indicates that the correction record can be included for processing.

■ Batched indicates that the correction record has been included for processing.

■ Pending indicates that a correction has been batched and sent, and all additional corrections to the same ISIR are marked as pending.

■ Hold indicates that corrections are pending but the record is not included.

■ Acknowledged indicates that a correction record has been received by CPS and a corresponding new ISIR record has been returned.

■ Not Ready indicates that the correction record is not included.

A batch ID is assigned to all selected records. The status changes to Batched when the correction output file is created. The correction status changes to Acknowledged when the corrections are acknowledged by the Federal processor.

Need DetailsThe need details procedure describes how to calculate the financial need of a student for an award year.

Need is defined as the difference between the Cost of Attendance (COA) and the Effective Family Contribution (EFC).

The COA is the total amount needed to cover education expenses including tuition fees, accommodation and board, books, supplies, travel, and personal expenses. The COA can be adjusted for individual need calculations and used while calculating the need. Net need is also adjusted if any additional financial resources are available to the student. The unmet need is calculated and updated when the


awarding process generates an award package for the student.

Information used for EFC calculation can be changed before the calculation is made. Default values of the matched ISIRs are used if no changes are made.

Overview

The family contribution (FC) applies to a processing period. The FC is apportioned to different terms based on the effective student unit attempt for each term.

If the need is recalculated after packaging of the award is complete, the award does not reflect the new calculated need. Users receive notification of the recalculation and can repackage the award.

The Need Details window includes the Federal Methodology tab.

■ Federal Methodology Tab

Federal Methodology TabThe federal methodology of calculating family contributions, based on the financial and demographic information from the Free Application for Student Aid (FAFSA), is considered to be the official family contribution.

Financial Aid Base Record HistoryThe Financial Aid base record history procedure maintains the history information of student system data attributes that affect the processing of the financial aid of a student.

A single record for each Base ID is set as the primary record as Financial Aid Base Record History window maintains the data attributes of a student. Oracle Financial Aid concurrent programs and rules uses this primary record to pick up the student system related information for the student from this window.

ISIR DetailsThe ISIR details procedure displays the student’s ISIR details. In the ISIR Details window, users can only update the Payment ISIR field.

The ISIR Details window includes the following buttons:

■ FAFSA Button

■ ISIR Button

■ NSLDS Button

■ Need Button

■ Corrections Button


Overview

FAFSA ButtonThe status of the student’s aid details such as personal, income, family, and transaction details are displayed.

ISIR ButtonData processed for a student such as student details, family contributions, allowances, income, and additional contributions are displayed.

NSLDS ButtonDetails of loans awarded to a student such as loan data, loan aggregate, Pell, and additional loan details are displayed.

Need ButtonNeed details such as federal methodology and family contribution calculations are displayed.

Corrections ButtonThe ISIR correction details are displayed.

Institutional ApplicationInstitutions receive applications from students requesting financial aid in electronic format.

Institutions define questions for an award year using the Institutional Application Setup window and students respond to questions in the Institutional Application window. For information on setting up institutional application, see Setting Up Institutional Applications Procedure, Chapter 4,Application Processing Setup.

Compare ApplicationThe compare ISIR records procedure enables users to view and compare two ISIR records and create an ISIR correction record. Users can also update the corrections and use the corrected value to calculate Effective Family Contribution (EFC) for the student. The two records are displayed in adjacent blocks for comparison. To compare the ISIR records, users need to select a transaction ID from the list of


values.

Users can invoke the Active ISIR plus information from Institutional Need Analysis System (INAS) to update the information to calculate EFC for the student. This

Overview

action can also create an ISIR correction if depending on the selection criteria set in see Setting Up Application Processing Parameters Procedure, Chapter 4,Application Processing Setup.

The Compare Application window has the following parts:

■ Compare Application Region

■ Student Information Region

■ Record One Block

■ Record Two Block

■ Documentation Block

■ Change Indicator Block

■ View Button

Compare Application RegionThe Compare Application region is used to query a person record. After querying it displays person number, SSN, full name, award year, and active ISIR fields.

Student Information RegionThe Student Information region displays last name, first name, middle initial, mail address, city, and additional information.

Record One BlockThe Record One block displays the details of the first record after selecting the transaction ID from the list of values.

Record Two BlockThe Record Two block displays the details of the second record after selecting the transaction ID from the list of values.

Documentation BlockThe Documentation block displays the active ISIR values. Users can update the values of any ISIR and call INAS for FC calculation. The results from the INAS


calculation are displayed in this block.

Overview

Change Indicator BlockThe Change Indicator block indicates the status of the ISIR corrections made in the documentation block.

View ButtonAfter selecting a different transaction ID, click the View button to view data in Record One and Record Two blocks.

Verification WorksheetThe verification worksheet procedure describes how to track verification details received from students during the verification process. Users can define verification items and map them to a profile records.

The institution assesses accuracy of the data after receiving a request for financial aid from the student, either from a college scholarship services profile or an ISIR application form. Each institution defines its own policy for short listing students. Data is reviewed during the verification process to determine if sufficient information exists for processing the application or if additional data is required from the student. Completeness of applications can differ according to the requirements defined by the institution. The requirements can vary between different categories of students at the same institution. The institution should conduct federal verification if an ISIR or profile record is flagged for verification by the CPS.

Verification results in a request to the student for documentation to support the federal or institutional application for financial aid, and forwards a To Do list to the student.

When the student returns the requested details, the data is entered in the student’s verification worksheet. Many institutions choose to enter additional tax data from tax returns for use during verification by the institution.

Verification data elements are entered and compared with ISIR or profile records to be paid. The ISIR ID in the Financial Aid base record is considered as the payment ISIR. Comparison and verification is carried out against this ISIR or profile record. If the values match, fall in the tolerance band, or the verification item has been waived, then the student verification status is complete. If complete, records are updated as verified in the Financial Aid base record. If records do not match and


the item is not waived, then the process automatically raises a correction ISIR for the mismatched fields.

The Verification Worksheet window includes the following regions:

Overview

■ Verification Worksheet Region

■ Compare Region

Verification Worksheet RegionThe Verification Worksheet region displays person number, SSN, full name, award year, effective dates, and active ISIR details.

Compare RegionThe Compare region displays Federal verification status, dependency status, Federal verification status date, tolerance amount, Pell eligible, title IV eligible details, verification item, ISIR or profile value, tax or worksheet, difference, and waive details.

Track To Do ListsThe track To Do list procedure maintains the track To Do list items assigned to students by the verification process or through the Track To Do List window.

A financial aid To Do list is created to monitor the student’s progress through the award period.

Users can update the item code, its status, the date when the status was updated, the date the correspondence was added, the date the correspondence was sent, the correspondence date when the To Do list is to be sent to the student, and comment text.

Review Unmatched RecordsThe review unmatched procedure displays all the profile records which have a matching score less than the auto person match and greater than the lower limit set to mark the record as unmatched.

Users can view the records marked for review, and see all the records in Oracle Student System that partially match the student record in Financial Aid. Users can also match the record with an existing student record in Student System or choose to create a new person for the student record in Financial Aid.


Overview

Add Record ProcessUsers can map a profile or ISIR record to a person record in Oracle Student System by selecting the Force Record Creation check box and clicking the Create Person button.

Create Person ProcessUsers can create a person record for an ISIR or profile record. This in turn creates an Financial Aid Base record.

Compare Profile RecordsThe compare profile records procedure enables users to view and update a profile record. The potation process does not update the original profile record, but creates another record and updates it. The updated information is used to calculate EFC using INAS.

The Compare Profile Records window includes the following regions:

■ Student Information Region

■ Profile Information Region

Student Information RegionThe student information region displays the profile status, date the profile was received, dependency status, and EFC. Users can calculate the need by clicking the Calculate Need button.

Profile Information RegionThe profile information region displays the details of the profile categorized under different tabs. In each tab, the First region displays the profile details and users can modify the details in the Second region.

Profile DetailsThe view profile record procedure enables users to view the student, parents, and family details in profile and FNAR records.

Users can click the following buttons to view the data categorized under different


tabs:

■ the Student, Parent, and Family buttons in profile information to display the profile details of the student

Overview

■ the Student, Parent, and Miscellaneous buttons in FNAR Information to display FNAR details of the student

■ the Compare button to compare the profile records

ISIR Batch DetailsThe ISIR batch details procedure display the ISIR data file details. The ISIR data files have header and trailer records storing information such as the number of student records in the data file, number of new records, and number of old records. Users can also validate the loaded data.

Financial Aid NotesThe Financial Aid notes procedure enables users to attach notes to a student at the award year level or at the person level.


Maintaining Financial Aid Base Record Procedures

Maintaining Financial Aid Base Record ProceduresMaintaining Financial Aid Base Record procedures includes the following parts:

■ Creating Financial Aid Base Record

■ Maintaining Financial Aid Base Record

Creating Financial Aid Base RecordTo create an Financial Aid base record, perform the following steps.

1. In Oracle Student System, navigate to the Financial Aid Base Record window as follows:

Financial Aid - Financial Aid Base Record

2. Optionally, in the Person Number field, enter a Person Number or query a record.

The SSN, Full Name, and Effective Dates fields are displayed.

3. Optionally, in the Award Year field, enter or query an award year.

The Effective Dates fields are displayed.

4. Optionally, select the Title IV Reject Codes check box.

5. Optionally, select the Professional Judgement check box.

The Professional Judgement check box can be selected only if an Active ISIR value exists.

6. Optionally, select the NSLDS Data Override check box.




Maintaining Financial Aid Base RecordThe following information applies to this procedure:

■ ISIR details can be viewed only if a student has a valid ISIR Status.


To maintain an Financial Aid Base Record, perform the following steps.

1. In Oracle Student System, navigate to the Financial Aid Base Record window as follows:

Maintaining Financial Aid Base Record Procedures

Application Processing - Financial Aid Base Record

2. Query a student record.

3. Select the Need Analysis tab.

4. Click ISIR Details.

The Select ISIR To View window appears:

5. In the Select ISIR field, select an ISIR record from the list of values.

6. Click View ISIR.

7. The ISIR Details window appears.

For more information on the ISIR details window, see Viewing ISIR Details Procedure.


The Financial Aid Base Record window appears.

9. To view profile details, click Details.

The Profile Details window appears.

10. Click Financial Aid Note to view Financial Aid note details.

11. Click Person Details.





Financial Aid Base Record Window


Figure 5–1 Financial Aid Base Record Window



Figure 5–2 ISIR Details Window



Figure 5–3 Profile Details Window


Modifying ISIR Corrections Procedure

Modifying ISIR Corrections ProcedureTo modify an ISIR, perform the following steps.

1. In Oracle Student System, navigate to the ISIR Corrections window as follows:

Financial Aid - ISIR Records - ISIR Corrections

2. Query the appropriate record.

The student aid report (SAR) number, description, original value, new value, and correction status data fields are displayed.

3. Edit or modify the required fields.

Note: Fields can be modified only if the Status is Read. Any modifications overwrite the original values when users view the modified ISIR record.





ISIR Corrections Window

ISIR Corrections Window

Figure 5–4 ISIR Corrections Window


Determining Need Details Procedure

Determining Need Details ProcedureTo determine need, perform the following steps.

1. In Oracle Student System, navigate to the Need Details window as follows:

Financial Aid - Need Details

2. Select the Federal Methodology tab.

3. In the Cost of Attendance field, enter the cost of attendance.

4. In the Resource field, enter a resource amount.

5. Optionally, select the Official Effective Family Contribution check box.

6. Select the Family Contribution Calculation tab and enter data in appropriate fields.

7. Optionally, to calculate need based on the Institutional Need Analysis Result (INAR) record, select the Selected to Determine Need check box.

8. Optionally, to overwrite the ISIR family contribution, select the Overwrite ISIR Family Contribution check box.

9. Optionally, select the Adjustment check box.

The COA for each term is available from the student’s COA details. Users can overwrite the COA and those records are marked by selecting this check box.





Need Details Window

Need Details Window

Figure 5–5 Need Details Window


Viewing Financial Aid Base Record History Procedure

Viewing Financial Aid Base Record History ProcedureTo view a Financial Aid base record history, perform the following steps.

1. In Oracle Student System, navigate to the Financial Aid Base Record History window as follows:

Financial Aid - Financial Aid Base Record History

2. View data in each field of the Financial Aid Base Record History window as described in .



Financial Aid Base Record History Window

Financial Aid Base Record History Window

Figure 5–6 Financial Aid Base Record History Window


Viewing ISIR Details Procedure

Viewing ISIR Details ProcedureTo view ISIR Details, perform the following steps.

1. In Oracle Student System, navigate to the ISIR Details window as follows:

Financial Aid - ISIR Records - ISIR Details

2. Query a record.

The SSN, full name, and effective dates fields are populated.

3. Optionally, to update the ISIR payment, select the Payment ISIR check box.

4. To view personal details, income details, family details, and transaction details, click FAFSA.

5. To view data processed for a student such as student details, family contributions, allowances, income, additional contributions, and assumed information, click ISIR.

6. To view details of loans awarded to a student such as loan data, loan aggregate, and Pell, click NSLDS.

7. To view need details such as federal methodology and family contribution calculations, click Need.

8. To view ISIR correction details, click Corrections.



ISIR Details Window

ISIR Details Window

Figure 5–7 ISIR Details Window


Maintaining Institutional Application Procedure

Maintaining Institutional Application ProcedureTo maintain an institutional application, perform the following steps.

1. In Oracle Student System, navigate to the Institutional Application window as follows:

Financial Aid - Institutional Application

2. Enter a Person Number or query a record.

3. In the Answers field, answer the questions.

For information on setting up questions, see Setting Up Institutional Applications Procedure, Chapter 4,Application Processing Setup.





Institutional Application Window

Institutional Application Window

Figure 5–8 Institutional Application Window


Comparing Applications Procedure

Comparing Applications ProcedureTo compare applications, perform the following steps.

1. In Oracle Student System, navigate to the Compare Application window as follows:

Financial Aid - ISIR Records - Compare Application

2. Enter a person number or query a record.

Data is displayed in all the fields.

3. To compare ISIR records in Record One, select a Transaction ID from the list of values.

4. To compare ISIR records in Record Two, select a Transaction ID from the list of values.

5. To view the details of the transaction IDs in Record One and Record Two, click View.



Compare Application Window

Compare Application Window

Figure 5–9 Compare Application Window


Maintaining Verification Worksheet Procedure

Maintaining Verification Worksheet ProcedureTo maintain a verification worksheet, perform the following steps.

1. In Oracle Student System, navigate to the Verification Worksheet window as follows:

Financial Aid - Verification Worksheet

2. Query a record.

3. In the Federal Verification Status field, select a verification status from the list of values.

4. In the Tax/Worksheet field, enter a value.

5. Optionally, to indicate that the verification item is not required to complete the verification status process, select the Waive check box.





Verification Worksheet Window

Verification Worksheet Window

Figure 5–10 Verification Worksheet Window


Maintaining Track To Do List Procedure

Maintaining Track To Do List ProcedureTo maintain a track To Do list, perform the following steps.

1. In Oracle Student System, navigate to the Track To Do List window as follows:

Financial Aid - Track To Do List

2. Optionally, in the Person Number field, enter a Person Number or query a record.

The SSN, Full Name, award year, effective dates, and active ISIR fields are populated.

3. In the Item Code field, select a code from the list of values.

4. In the Status field, select a new status from the list of values.

5. In the Status Date field, select a date from the pop-up calendar.

6. In the Add Date field, select a date from the pop-up calendar.

7. In the Correspondence Date field, select a date from the pop-up calendar.

8. In the Count field, enter the number of times the correspondence has been sent to the student.

9. In the Custom Text, enter text in free format.

10. To view item details, click Item Details.

The Item Details window appears.

11. Enter data in appropriate fields to override the To Do list items.

12. To return to Track To Do List window, click Done.



14. To close the window, click Done.


Track To Do List Window

Track To Do List Window

Figure 5–11 Track To Do List Window


Item Details Window

Item Details Window

Figure 5–12 Item Details Window


Item Details Window

Figure 5–13 Correspondence Interaction History Window


Reviewing Unmatched Records Procedure

Reviewing Unmatched Records ProcedureTo review an unmatched record, perform the following steps.

1. In Oracle Student System, navigate to the Review Unmatched Records window as follows:

Financial Aid - Financial Aid Data Receipt - Review Unmatched Records

2. Query or select an award year from the list of values.

The SSN, student name, and date received fields are populated.

3. In the Record Type field, select either Profile or ISIR from the drop-down list.

4. To view matching records, click View Matches.

The Possible Record Matches window appears.

5. Enter data in appropriate fields.

6. To select a record to be created, select the Force Record Creation check box.

7. To create a record, click Add Record.

8. To create a person record, click Create Person.





Review Unmatched Records Window


Figure 5–14 Review Unmatched Records Window



Figure 5–15 Possible Record Matches Window


Comparing Profile Records Procedure

Comparing Profile Records ProcedureTo compare profile records, perform the following steps.

1. In Oracle Student System, navigate to the Compare PROFILE Records window as follows:

Financial Aid - PROFILE Records - Compare PROFILE Records

2. Query a student record.

3. To change student details, enter data in the Second block.

The Change Indicator check box is selected for the modified fields.

4. To calculate the need, click Need.



6. To close the window, click Done.


Compare Profile Records Window

Compare Profile Records Window

Figure 5–16 Compare Profile Records Window


Viewing Profile Details Procedure

Viewing Profile Details ProcedureThe following information applies to this procedure:

■ To view required information related to either a profile or an FNAR record, click the appropriate button in the respective regions.

To view a profile or an FNAR record, perform the following steps.

1. In Oracle Student System, navigate to the Profile Details window as follows:

Financial Aid - PROFILE Records - PROFILE Details

2. Query a record.

3. To view the required information, click the appropriate button.

4. To view Profile information of the student, in the Profile Information region, click Student.

5. To compare a profile, click Compare.

The Compare Profile Records window appears. For information on the compare profile records procedure, see Comparing Profile Records Procedure.



Profile Details Window

Profile Details Window

Figure 5–17 Profile Details Window


Viewing ISIR Batch Details Procedure

Viewing ISIR Batch Details ProcedureTo view ISIR batch details, perform the following steps.

1. In Oracle Student System, navigate to the ISIR Batch Details window as follows:

Financial Aid - Financial Aid Data Receipt - ISIR Batch Details

2. Enter or query a record.

All the fields in the window are populated.



ISIR Batch Details Window

ISIR Batch Details Window

Figure 5–18 ISIR Batch Details Window


Creating Financial Aid Notes Procedure

Creating Financial Aid Notes ProcedureTo create Financial Aid notes, perform the following steps:

1. In Oracle Student System, navigate to the Financial Aid Notes window as follows:

Financial Aid Base Record

The Financial Aid Base Record window appears.


3. Click Financial Aid Notes.

The Financial Aid Notes window appears.

4. Select a person note type from the Person Note Type field.

5. Enter a description in the Short Description field.





Application Processing Concurrent Pr

6Application Processing Concurrent

Processes

This chapter describes how to run application processing concurrent processes. The following sections are in this chapter:

■ Definition

■ Overview

■ Running the Concurrent Processes Procedure

■ ISIR - Import ISIR Records Concurrent Process

■ ISIR Import Concurrent Process

■ Verification - Create ISIR Corrections File Concurrent Process

■ Verification Process Concurrent Process

■ Verification - Create ISIR Corrections Concurrent Process

■ CSS Profile Import Concurrent Process

■ Missing Items Letter Concurrent Process

■ Base Record-Initiate Student System Data Change Workflow Concurrent Process

■ Need Analysis - Calculate Family Contribution Concurrent Process

ocesses 6-1

Definition

DefinitionThe application processing concurrent process enables users to load and match need analysis information from third parties, correspond with students about their financial aid applications, and verify and correct need analysis information.

OverviewThe application processing concurrent processes enable institutions to import student records from the U.S. Department of Education - Institutional Student Information Record (ISIR) and the College Board (PROFILE). Depending on the match criteria and application processing parameters selected, the ISIR processes search for person records in Oracle Student System and creates a financial aid base record. Correspondence processes allow users to request information to complete and verify a financial aid application. Corrections to ISIR’s are created after data is received from students and existing data is validated.

Table 6–1 describes application processing concurrent processes.

Table 6–1 Application Processing Concurrent Processes Description

Concurrent Process Description

ISIR - Import ISIR Records imports ISIR data from the U.S. Department of Education into tables that can be imported into the Oracle Student System; this process must be performed prior to ISIR Import Process

ISIR Import Process matches ISIR records to person records in Student System and creates and updates Financial Aid Base Records for those persons and delivers ISIR records to matching table, for the parameters set up in the Record Matching Criteria window and those in the concurrent process matching process. In addition, the concurrent process determines if ISIR is Payment ISIR and sets value accordingly. For information on setting ISIR as Payment ISIR field see Viewing ISIR Details Procedure, Chapter 5,Application Processing Procedures.

Verification - ISIR Corrections File

collects ISIR corrections required for students and creates a data file in the format required by the U.S. Department of Education

Verification Process analyzes all the rules marked for verification.

Verification - Create ISIR adds verification items to a student’s record based on the


Corrections institutional policy and the information received from the student’s ISIR

Overview

CSS Profile Import Process

imports PROFILE data from the College Board into the Oracle Student System matches PROFILE records to person records in Student System and creates/updates Financial Aid Base Records for those persons. Delivers PROFILE records to Matching table. (The parameters set up in the Record Matching Criteria form and those in the concurrent process guide the matching process.)

Financial Aid - Missing Items Letter

notifies the students about missing information in the Financial Aid application

Base Record-Initiate Student System Data Change Workflow Concurrent Process

creates a Financial Aid Base History record if the data attribute changes and triggers workflow notification if any of the Student System’s attribute changes

Need Analysis - Calculate Family Contributions

calculates the Expected Family Contribution (EFC) of a particular student or all of the students

Table 6–1 Application Processing Concurrent Processes Description


Application Processing Concurrent Processes 6-3

Running the Concurrent Processes Procedure

Running the Concurrent Processes ProcedureTo run an application processing concurrent process, perform the following steps.

1. In Oracle Student System, navigate to the Submit a New Request window as follows:

Requests - Concurrent Manager - Requests - Run

The Submit a New Request window appears.

2. To submit a single request, select the Single Request radio button.

3. To submit a request set, select the Request Set radio button.

4. Click OK.

Depending on the radio button selected, the Submit Request window or the Submit Request Set window appears.

5. In the Name field, select the concurrent process from the list of values.

6. Click OK.

The Parameters window appears.

7. Enter data in the appropriate fields.

For information on ISIR Loader concurrent process parameters, see Table 6–2, page 6-6.

For information on ISIR Import concurrent process parameters, see Table 6–3, page 6-7.

For information on Verification - Create ISIR Corrections File concurrent process parameters, see Table 6–5, page 6-11.

For information on Verification concurrent process parameters, see Table 6–6, page 6-10.

For information on Verification - Create ISIR Corrections concurrent process parameters, see Table 6–7, page 6-11.

For information on CSS Profile Import concurrent process parameters, see Table 6–8, page 6-12.

For information on Need Analysis - Calculate Family Contributions concurrent


process parameters, see Table 6–9, page 6-16.

8. To apply the parameters, click OK.

Running the Concurrent Processes Procedure

The Submit Request window appears.

9. To send the request to the concurrent manager, click Submit.


Note: If there are any errors, users must make the necessary corrections and run the concurrent process again.


ISIR - Import ISIR Records Concurrent Process

ISIR - Import ISIR Records Concurrent ProcessThe ISIR - Import ISIR Records concurrent process imports the ISIR data file from a source outside of Oracle Student System to a staging table within Student System. This process must be performed prior to the ISIR Import Process.

The ISIR Loader concurrent process is a request set and has the following sub processes:

■ ISIR Loader

■ ISIR Loader Process-Set Org ID

Table 6–2 describes the ISIR Loader concurrent process parameter.

Table 6–2 ISIR - Import ISIR Records Concurrent Process Parameters

Parameter Description

Data File with Path ISIR data file name with path


ISIR Import Concurrent Process

ISIR Import Concurrent ProcessThe ISIR Import concurrent process performs the following tasks:

■ matches ISIR records to person records in Student System

The ISIR import concurrent process matches a student’s social security number, first name, last name, date of birth, address, city, and zip code. If a match is found, the process adds the ISIR record to the student’s record and creates or updates a Financial Aid Base record.

■ imports ISIR records to Matching table

■ sets the ISIR as Payment ISIR field for the student after analyzing results

For information on setting ISIR as payment ISIR field, see Viewing ISIR Details Procedure, Chapter 5,Application Processing Procedures.

Table 6–3 describes the possible correction statuses.

For information on setting up application processing parameters, see Setting Up Application Processing Parameters Procedure, Chapter 4, Application Processing Setup.

Table 6–3 ISIR Import Concurrent Process Parameters

Parameters Description

Create Person Record on No Match

valid values are Yes and No

If Yes is selected, the system will automatically create person records and financial aid base Records for Unmatched records. If No is selected, Unmatched ISIR records will remain unmatched.

Create Admission Inquiry


if Yes is selected, an admission inquiry record is created for matched records where person has no Admission Inquiry and Unmatched records if the Create Person and Financial Aid Base Record on No Match is set to Yes

Admission Inquiry Source Type

is enabled only if Create Admission Inquiry is set to Yes


For information on running the ISIR Loader concurrent process, see ISIR - Import ISIR Records Concurrent Process.

Verification - Create ISIR Corrections File Concurrent Process

Verification - Create ISIR Corrections File Concurrent ProcessInstitutions validate the ISIR received from the ISIR concurrent process and data submitted by students Institutional Student Information Record (ISIR) based on the verification selection criteria. It compares the values of verification item instances for selected students against the corresponding columns in the ISIR record. Any mismatches found during validation are reported to the corrections concurrent process through a correction record. The CPS updates student information in the database and sends a corrected ISIR to the institute. The school manually creates correction records for a student, or the batch verification concurrent process creates correction records based on documents received from the student.

A batch identifier is assigned to all the selected records. Once the correction output file is created, all the correction records display the status as Batched. After the corrections are acknowledged by the Federal Processor, the correction status is changed to Acknowledged.

Users can view the log file to view the outcome of this process.

Table 6–4 describes the possible correction statuses.

Table 6–4 Correction Statuses

Status Description

Ready indicates that the correction record can be picked up for processing

Batched indicates that the correction record has been picked up for processing

Pending indicates that a correction has been batched. In this case, all other corrections to the same ISIR display the status as pending

Hold indicates that corrections are pending but the record must not to be batched

Acknowledged indicates that a correction record has been received by FPS and they have returned a corresponding new ISIR record

Not Ready indicates that the correction record is not to be batched


Verification - Create ISIR Corrections File Concurrent Process

Table 6–5 describes the Verification - Create ISIR Corrections File concurrent process parameters.

Table 6–5 Verification - Create ISIR Corrections File Concurrent Process Parameters


Award Year award year


Verification Process Concurrent Process

Verification Process Concurrent ProcessThe Verification Process concurrent process adds To Do list and verification items to student records based on the institutional policy and the information received by the school on the student’s ISIR. The To Do items are documents requested from students, and verification items are fields in the ISIR that require validation.

Table 6–6 describes the Verification Process concurrent process parameters.

Table 6–6 Verification Process Concurrent Process Parameters


Receipt Status Receipt statuses are:

Comment code processed: selects all records that are run through the comment code process.

ISIR Assign To Do list processed: selects all records that are run through the Assign To Do list process.

Matched record: includes records that are marked as Payment ISIR by the import process.

Processed data: indicates records that are processed by the import process and marked as Payment ISIR.

Person Number person’s number


Group Code group code


Verification - Create ISIR Corrections Concurrent Process

Verification - Create ISIR Corrections Concurrent ProcessThe Auto Batch Verification Request concurrent process enables users to trigger the process to select the student’s Financial Aid Base Records based on the verification selection criteria. It compares the values of verification item instances for selected students against the corresponding columns in the ISIR record.

If all the values match or if they fall in the system-defined tolerance band, then the verification status in the financial aid base record is set to Complete. If the values do not match, then a correction ISIR is generated, and the verification status is set to Corrsent. The Corrsent status indicates that the financial aid base record is not yet verified, and ISIR correction has been requested. It also creates a log file that includes the number of records processed, number of corrections sent, and the number of records completed successfully.

Table 6–7 describes the Verification - Create ISIR Corrections concurrent process parameters.

Table 6–7 Verification - Create ISIR Corrections Concurrent Process Parameters




CSS Profile Import Concurrent Process

CSS Profile Import Concurrent ProcessThe CSS Profile Import concurrent process performs the following tasks:

■ matches PROFILE records to person records in Student System

The PROFILE import concurrent process matches a student’s social security number, first name, last name, date of birth, address, city, and zip code. If a match is found, the process adds the PROFILE record to the student’s record and creates or updates a Financial Aid Base record.

■ imports PROFILE records to Matching table

Table 6–8 describes the CSS Profile Import concurrent process parameter.

Table 6–8 CSS Profile Import Concurrent Process Parameter


Status Description

Create Person Record on No Match


If Yes is selected, the system will automatically create person records and financial aid base records for Unmatched records. If No is selected, Unmatched ISIR records will remain unmatched.

Create Admission Inquiry


if Yes is selected, an admission inquiry record is created for matched records where person has no Admission Inquiry and Unmatched records if the Create Person and Financial Aid Base Record on No Match is set to Yes

Admission Inquiry Source Type

is enabled only if Create Admission Inquiry is set to Yes


Missing Items Letter Concurrent Process

Missing Items Letter Concurrent ProcessThe Missing Items Letter concurrent process enables users to send mails based on pending To Do items. This process is divided into two parts. In the first part, it picks up the correspondence text based on pending To Do items. In the second part, the actual letter for correspondence is printed informing students about the necessary tasks required to complete the application.




The Base Record-Initiate Student System Data Change Workflow concurrent process enables users to create a Financial Aid base history record, if the data attribute changes, for a student for an award year. This process updates the changes in person information, admission or enrollment statuses, program attempt and others.

The Base Record-Initiate Student System Data Change Workflow concurrent process also triggers workflow notification if any of the student system attributes changes from the latest record.


Need Analysis - Calculate Family Contribution Concurrent Process

Need Analysis - Calculate Family Contribution Concurrent ProcessThe Need Analysis - Calculate Family Contribution concurrent process calculates the Expected Family Contribution (EFC) of a particular student or all of the students. The student’s need for financial aid is determined by subtracting the EFC from the cost of attendance.

This process populates the Need Details form after completing the calculation.

If the methodology code is specified, EFC is calculated for that methodology. If no methodology type is specified, EFC is calculated for the methodology that emulates federal methodology.

In case the Person Number is specified, the process calculates EFC only for the Person. If the Person Number field is blank, it computes for all the persons in the Award Year.

As part of the calculation the process first determines the Dependency status of the student. Based on which it determines which Formula to use: Formula A for the dependent student; Formula B for the independent student without dependents other than a spouse; Formula C for the independent student with dependents other than a spouse.

After this it determines if the Student qualifies for Simplified or Regular formula. Assets are not considered in the simplified EFC formulas.

The criteria listed below determine which students may have their family contributions calculated by a simplified formula. For the 2001-02 award year, a dependent student qualifies for the simplified EFC formula if all of the following are true:

■ the student’s parents filed or are eligible to file a 2000 IRS Form 1040A or 1040EZ* (they are not required to file a 2000 Form 1040), or the parents are not required to file any income tax return

■ the student filed or is eligible to file a 2000 IRS Form 1040A or 1040EZ* (he or she is not required to file a 2000 Form 1040), or he or she is not required to file any income tax return

■ the 2000 income of the student’s parents from the two sources below is $49,999 or less (excluding any income of the dependent student)

■ for tax filers, the parents’ adjusted gross income from 2000 Form 1040A or


1040EZ* is $49,999 or less, and

■ for non-tax filers, the income shown on the 2000 W-2 forms of both parents (plus any other earnings from work not included on the W-2s) is $49,999 or less.


For the 2001-02 award year, an independent student qualifies for the simplified EFC formula if both of the following are true:

■ the student (and the student’s spouse, if any) filed or is eligible to file a 2000 IRS Form 1040A or 1040EZ* (he or she is not required to file a 2000 Form 1040), or he or she is not required to file any income tax return

■ the student’s (and spouse’s) 2000 income from the two sources below is $49,999 or less

For tax filers, the student’s (and spouse’s) adjusted gross income from 2000 Form 1040A or 1040EZ* is $49,999 or less, or for non-tax filers, the income shown on the student’s (and spouse’s) 2000 W-2 forms (plus any other earnings from work not included on the W-2s) is $49,999 or less.

Certain students are automatically eligible for a zero EFC. For the 2001-02 award year, a dependent student automatically qualifies for a zero EFC if both of the following are true:

■ the student and parents filed or are eligible to file a 2000 IRS Form 1040A or 1040EZ (they are not required to file a 2000 Form 1040), or the student and parents are not required to file any income tax returns

■ the sum of both parents’ 2000 adjusted gross incomes is $13,000 or less, or if the parents are not tax filers, the sum of their earned incomes is $13,000 or less.

An independent student with dependents other than a spouse automatically qualifies for a zero EFC if both of the following are true:

■ the student (and student’s spouse, if any) filed or is eligible to file a 2000 IRS Form 1040A or 1040EZ (he or she is not required to file a 2000 Form 1040), or the student (and spouse) is not required to file any income tax return

■ the sum of the 2000 adjusted gross income(s) of the student (and spouse) is $13,000 or less, or if the student (and spouse) are not tax filers, the sum of their earned income(s) is $13,000 or less

Table 6–9 describes the Verification concurrent process parameters.

Table 6–9 Need Analysis - Calculate Family Contribution Concurrent Process Parameters



Award Year award year; required

Person Number student’s person number if a particular student’s EFC is to be calculated


Methodology Type need analysis methodology type

Table 6–9 Need Analysis - Calculate Family Contribution Concurrent Process Parameters





Part IIAward Processing and Sponsorships

Award Processing O

7Award Processing Overview

This chapter provides an overview of the award processing subsystem. The following sections are in this chapter:

■ Purpose


■ Award Process

■ Packaging

■ Award Processing Concurrent Processes

verview 7-1

Purpose

PurposeThe award processing subsystem determines how financial aid funds are distributed among students requesting financial aid. It includes the following procedures:

■ entering fund types

■ creating fund codes

■ maintaining fund information

■ creating cost of attendance types

■ defining cost of attendance items

■ assigning cost of attendance items to a particular cost of attendance type

■ defining award groups

■ creating award policies

■ creating packaging sequences

■ linking fund calendar relations

■ rolling over fund attributes

■ mapping external terms

■ setting up award revision reasons

For information on setting up award processing, see Chapter 8, Award Processing Setup.

For information on processing awards, see Chapter 9, Award Processing Procedures.


User Responsibilities

User ResponsibilitiesFinancial aid super users perform the following procedures:

■ set up and maintain subsystem

■ query and maintain student awards

■ run concurrent processes

Award Processing Overview 7-3

Award Process

Award ProcessThe award process determines a student’s qualification for financial assistance and financial aid fund distribution among students applying for financial aid.

Funds available to students through the financial aid process are need based or non-need based. The cost of attendance also varies, depending on the institution’s policies.

The following topics are described in this section:

■ Need Definition

■ Award Process Calculation

Need DefinitionA student’s need is typically defined by the ability of the student and the student’s family to pay for education in relation to the cost of attendance. A student’s ability to contribute varies, depending on institutional policies, although the federal government requires a specific methodology to be used when awarding federal funds. Many schools use the institutional methodology as well as the federal methodology to allocate funds.

The difference between the cost of attendance and the expected family contribution determines a student's financial need. Financial need is the gap between the cost of attending school and the student's resources. Often, a part of a student’s financial aid package is based on the amount of financial need. The process of determining a student's need is known as need analysis.

Need can be divided into the following components:

■ Gross need is the difference between the cost of attendance and family contribution, not including additional resources.

■ Net need includes aid resources and changes each time resources are added or subtracted.

■ Unmet need is the difference between a student’s cost of attendance family contribution, any aid awarded, and other financial resources.

Note: Any or all of the need components can be a negative number. If a student’s expected family contribution is greater than the cost of attendance, the student has


no need.

The school must define policies to manage resources and govern distribution.

Award Process

Award Process CalculationThe award process uses data calculated during the application process as shown by the following formula:

financial need = cost of attendance - family contribution

During packaging, a student’s gross need does not change, but the net need changes after each award is made. This distinction is important because some packaging formulas are based on a student’s net need, that requires a running calculation to be kept while awards are assigned during packaging.


Packaging

PackagingPackaging is the process of awarding funds to students.

A packaging run sequence defines target groups of students to be packaged along with the sequence order in which the groups are selected. At the time of execution, a run code is selected and packaged, re-packaged, or simulated.

In a typical award year, packaging is automated at the beginning of the cycle when large groups of students require packaging. The process of running automated packaging becomes too cumbersome for smaller groups of students, and generally stops at the beginning of the academic year. Any subsequent packaging is then carried out on an individual basis. Financial Aid enables automated packaging for the entire award cycle, at batch and record levels.

The packaging process consists of the following procedures:

■ calculating the cost of attendance

■ creating award groups to set overall packaging composition constraints on each group

■ assigning packaging groups

■ creating an award policy for each group consisting of the award sequence as well as other parameters that apply to each fund within the particular group’s award sequence

■ identifying existing awards in the system

■ identifying historical awards if required by the fund manager

■ running packaging simulation that allows several iterations

■ running packaging in batches or on an individual basis

■ updating the fund manager with account totals


■ Packaging Process

Packaging ProcessPackaging can be run when the run definition in packaging setup is complete.



■ Requirements Before Packaging Run

Packaging

■ Student Information Maintained During Packaging Run

■ Information Generated During Packaging Run

■ Overriding Packaging Rules

Requirements Before Packaging RunThe following must be defined before running packaging:

■ run mode that designates the run as package, repackage, or simulate

■ run name including a list of groups that should be included

■ packaging group sequence that is the order in which groups are included

■ funds to award and associated rules that the system tries to apply to the formula group, and rules if any, to apply to the fund

■ group policy that defines upper level constraints for a students’ awards

Student Information Maintained During Packaging RunThe following information is maintained for each student in Financial Aid during packaging:

■ award status

■ packaging status

■ cost of attendance

■ federal methodology contribution

■ need based aid on file that is included in need calculation

■ non-need based aid on file

Information Generated During Packaging RunThe following information is generated during packaging:

■ maximum aid is equal to the cost of attendance with the exception of entitlements

■ fund manager need is the cost of attendance minus the fund manager contribution


■ fund manager unmet need is the fund manager need minus any aid received

Packaging

■ maximum need based aid and information about the fund manager can also be generated. The fund manager is the fund manager need.

■ fund manager grant, loan or work target amount that is derived from award groups

■ Gross need is the cost of attendance minus effective family contribution.

■ Net need is the cost of attendance minus effective family contribution, minus entitlements.

Note: When packaging uses an unmet need field, it is not a constant. Unmet need is reduced each time an award is made. Any calculations on unmet need must be made on the unmet need that exists at the time of award, and not the original unmet need

Overriding Packaging RulesThe following overriding packaging rules apply:

■ total need-based aid cannot exceed need with the possible exception involving an entitlement

■ total aid cannot exceed need with the possible exception involving an entitlement


Award Processing Concurrent Processes

Award Processing Concurrent ProcessesThe following concurrent processes are included in the Award Processing subsystem:

■ Awards - Assign Award and Cost of Attendance Groups Concurrent Process

■ Cost of Attendance - Compute Cost of Attendance Concurrent Process

■ Awards - Package Student Concurrent Process

■ Awards - Package Single Fund Concurrent Process

■ Awards - Cancel Offered Awards Concurrent Process

■ Awards - Retrieve and Load External Award File Concurrent Process

■ Awards - Repackaging Pell Grant Concurrent Process

■ Awards - Fund Rollover Concurrent Process

■ Financial Aid - Award Notification Letter Concurrent Process

Awards - Assign Award and Cost of Attendance Groups Concurrent Process The Assign Award and Cost of Attendance concurrent process runs rules that are predefined in Oracle Student System. Rules can be attached when defining target groups and cost of attendance codes.

Cost of Attendance - Compute Cost of Attendance Concurrent ProcessThe Compute Cost of Attendance concurrent process calculates the cost of attendance for a student.

The cost of attendance is the total amount needed to cover educational expenses including tuition fees, accommodation, food, books, transport, personal expenses, and supplies. For students living on-campus, the allowance is the standard amount typically assessed for most residents; for those living off-campus but not with parents, the allowance is based on reasonable expenses for room and board.

Awards - Package Student Concurrent ProcessStudents receive a package of financial aid from fund sources that are defined by


the fund manager. A financial aid package is made up of one or more funds, where each fund has a particular set of conditions governing the criteria that a student must meet, to receive funds. The packaging process creates awards in the


subsystem. The process can be run either in the simulation mode or in the packaging mode.

A package can be simulated and a student can be packaged through this process. The Package Student concurrent process has a run type parameter that determines if the packaging run is simulated. It can further be run for a run code or for a single student or for a particular target group.

Note: The cost of attendance process has to be run before the package student concurrent process is run.

Awards - Package Single Fund Concurrent ProcessThe Package Single Fund concurrent process packages all the students who have been awarded a specified fund.

Note: The cost of attendance process has to be run before the package student concurrent process is run.

Awards - Cancel Offered Awards Concurrent ProcessThe Cancel Offered Awards concurrent process automatically cancels awards that are issued to students enrolled within an enrollment cut off date. The date is set in the system.

The process can be run either in a fund mode or in an award year mode. If it is run in a fund mode, it checks only awards that were issued from the context fund. In case of an award year mode, it checks all funds.

Awards - Retrieve and Load External Award File Concurrent ProcessThe Retrieve and Load External Award File concurrent process loads external awards into the system. Oracle Financial Aid supports external awards. However, the format in which these awards are uploaded are predefined. In addition, the terms in the flat file must match with the term in the Calendar Mapping window in Financial Aid.

Awards - Repackaging Pell Grant Concurrent ProcessThe Repackaging Pell Grant concurrent process repackages students. If the current


Recipient Financial Management System record has been sent to the RFMS system, the system will not repackage for that student, instead it will post a message in the log file.


Awards - Fund Rollover Concurrent ProcessThe Fund Rollover concurrent process rolls over funds from a current award year to a new award year. This process can be run either for the entire award year or for an individual fund. The properties and disbursement schedules of the new funds are based on the properties of the fund that is being rolled over.

Financial Aid - Award Notification Letter Concurrent ProcessThe Financial Aid - Award Notification Letter concurrent process generates award notification letter or letters for a particular student or list of students. The list of students must be created in Oracle CRM.




Award Processing

■ Fund Term Installments Window Description

■ Linking Fund Calendar Relations Procedure

8Award Processing Setup

This chapter describes how to set up awards. The following sections are in this chapter:

■ Definition

■ Overview

■ Creating Fund Types Procedure

■ Fund Type Window

■ Fund Type Window Description

■ Creating Fund Codes Procedure

■ Fund Code Window

■ Fund Code Window Description

■ Maintaining Fund Manager Procedure

■ Fund Manager Window

■ Fund Manager Window Description

■ Specifying Fund Academic Progress Outcomes Procedure

■ Fund Academic Progress Outcomes Window

■ Fund Academic Progress Outcomes Window Description

■ Specifying Fund Term Installments Procedure

■ Fund Term Installments Window

Setup 8-1

■ Fund Calendar Relations Window

■ Fund Calendar Relations Window Description

■ Rolling Over Fund Attributes Procedure

■ Fund Rollover Window

■ Rolling Over Fund Attributes Procedure

■ Fund Rollover Window

■ Mapping External Terms Procedure

■ External Term Mapping Window

■ External Term Mapping Window Description

■ Creating Cost of Attendance Type Procedure

■ Cost of Attendance Type Window

■ Cost of Attendance Type Window Description

■ Defining Cost of Attendance Items Procedure

■ Cost of Attendance Items Window

■ Cost of Attendance Items Window Description

■ Assigning Item to Cost of Attendance Item Type Procedure

■ Cost of Attendance Assignment Window

■ Assigning Item to Cost of Attendance Item Type Procedure

■ Specifying Teaching Period Distribution Procedure

■ Teaching Period Distribution Window

■ Teaching Periods Distribution Window Description

■ COA Item Distribution Override Procedure

■ COA Item Distribution Override Window

■ COA Item Distribution Override Window Description

■ COA Item Teaching Periods Distribution Override Procedure

■ COA Item Teaching Periods Distribution Override Window


■ COA Item Teaching Periods Distribution Override Window Description

■ Defining Award Groups Procedure

■ Award Groups Window

■ Award Groups Window Description

■ Creating Award Policies Procedure

■ Award Policies Window

■ Award Policies Window Description

■ Specifying Formula Group Policies Procedure

■ Formula Group Policies Window

■ Formula Group Policies Window Description

■ Creating Packaging Sequence Procedure

■ Packaging Sequence Window

■ Packaging Sequence Window Description

■ Setting Up Award Revision Reasons Procedure

■ Award Revision Reasons Window

■ Award Revision Reasons Window Description

Award Processing Setup 8-3

Definition

DefinitionAward processing setup enables users to determine how financial aid funds are distributed among students applying for financial aid. This process also allocates school resources to meet a student’s need.

OverviewAward processing setup includes the following procedures:

■ Fund Type

■ Fund Code

■ Fund Manager

■ Fund Term Installments

■ Fund Calendar Relations

■ Fund Rollover Process

■ External Term Mapping

■ Cost of Attendance Type

■ Cost of Attendance Items

■ Cost of Attendance Assignment

■ Teaching Period Distribution

■ COA Item Distribution Override

■ COA Item Teaching Periods Distribution Override

■ Award Groups

■ Award Policies

■ Packaging Sequence

■ Award Revision Reasons

Fund TypeThe fund type procedure enables users to identify each of the funds that will be


awarded. A fund type can be a grant, loan, academic scholarship, or talent scholarship.

Overview

Fund CodeThe fund code procedure enables users to create fund codes for fund types. Users can categorize a fund code based on the fund type and fund source such as grants, loans, academic scholarships, and talent scholarships. Each fund type belongs to a source such as endowment, federal, institutional, outside, and state funds.

A system fund type and a system fund code must be associated with each fund code that is created. The system fund types are as follows:

■ grants where no repayments are required

■ loans that should be repaid

■ workstudy where the student works in exchange for funds

Fund ManagerThe fund manager procedure enables users to set fund properties and maintain fund information. Only users with appropriate access rights can manage fund information. Fund management is a set of activities and processes that define fund sources and create financial aid packages for students.

A financial aid package is made up of one or more funds where each fund has a set of conditions that governs the criteria for allocating funds. The associated attributes that define how the fund can be used include the following: amount available to award students, rules governing the disbursement of funds, and summary information used to create reports.

The following tabs are present in the Fund Manager window:

■ Summary Tab

■ Packaging Tab

■ Disbursements Tab

■ Student Employment Tab

■ Relative Funds Tab

■ Terms Tab

Summary Tab


The summary tab enables users to enter overall fund parameters.

Overview

Packaging TabThe packaging tabs enables users to enter fund packaging details and link packaging to Academic Progress Outcomes.

Disbursements TabThe disbursements tab enables users to enter details of the fund disbursement and specify pays only fee classes, pays only programs, pays only units and to do items.

Student Employment TabThe student employment tab enables users to enter work study parameters such as hourly rates and notification threshold.

Relative Funds TabThe relative funds tab enables users to specify funds which are mutually exclusive and relative funds which go together. If one of the funds listed under relative funds is taken up for packaging, all of the funds specified must also be considered.

Terms TabThe terms tab enables users to specify the terms for awarding the fund.

Fund Term InstallmentsThe fund term installments enables users to distribute funds across various teaching periods within terms in the award year.

Fund Calendar RelationsThe fund calendar relations enables users to link calendar instances with each other. Users can find out the equivalent calendar instance of the previous year or the successive year.

Fund Rollover ProcessThe fund rollover procedure enables users to rollover funds from one award year to the successive award year. The disbursement schedule for the new fund is created based on the calendar rollover information that is entered in the fund calendar


rollover relationships.

Overview

External Term MappingThe external term mapping procedure enables users to map external terms to the terms within Oracle Student System. When external awards are uploaded into the system, users must identify the disbursement schedule for these external awards.

The information specified here is used in the Awards - Retrieve and Load External Award File concurrent request. The external terms specified in the flat file have to be mapped to system terms. This mapping is retrieved from the external term mapping setup.

Cost of Attendance TypeThe cost of attendance type procedure enables users to create COA types or groups. The COA is the total amount needed to cover educational expenses including tuition fees, accommodation, food, books, transport, personal expenses, and supplies. For students living on-campus, the allowance is the standard amount typically assessed for most residents; for those living off-campus but not with parents, the allowance is based on reasonable expenses for room and board.

Institutions can have one or more types of COA. Each COA type is used for a group of students. The COA types can include residents and non-residents, or undergraduates and graduates.

Cost of Attendance ItemsThe COA items procedure enables users to define COA items. The COA is made up of many parts such as tuition, fees, room, board, books, travel, and miscellaneous costs. Costs are assigned to the COA items after the items are defined. The institution can define multiple items associated with a variable cost, for example, tuition. Users can create different COA items for residents’ and non-residents’ tuition. Each item has a lookup code corresponding to a fixed dollar amount.

Cost of Attendance AssignmentThe COA assignment procedure enables users to assign different COA items to a particular COA type.

Users can modify default COA item values and also distribute amounts between teaching periods. For example, if books are COA items, then during teaching periods


A and B, the number of books required can be expensive, but the student does not need to buy additional new books in teaching periods C and D. Therefore, the student can reduce the COA for books in the final teaching period.

Overview

The Cost of Attendance Assignment window displays the following information:

■ cost of attendance selected from the list of values

■ award year for the current COA

■ details of the rule associated with the COA

Financial Aid allows a rule to be entered against each COA. Users run the rules concurrent process to check if students satisfy the rule. A COA is assigned to the student if the rule is satisfied; if the rule is not satisfied, the rule checks for the next COA.

The Cost of Attendance Assignment window includes the following tabs and button:

■ Budget Items Tab

■ Terms Tab

■ Add/Edit Rule Button

Budget Items TabIn the Budget Items tab, users can assign an item to a COA type and select an item code from the Item Code list of values. Items that are marked Active when defined, appear in the list of values. The Description field is displayed and an amount is assigned to all students for the current item by default.

The following items can be selected:

■ Fixed Cost of Attendance check box, if the current item is a part of the fixed cost

■ Active check box, if the item is assigned to the selected COA type

Terms TabIn the Terms tab, users can specify the cost of attendance distribution across various terms.

Add/Edit Rule ButtonUsers can click Add/Edit Rule button to view the Rule window. Users can attach a rule to the COA type by selecting rules already defined in Oracle Student System. Users can click Options/Validate button to select or validate a rule.


Overview

Teaching Period DistributionTeaching Period Distribution procedure enables users to specify teaching periods within a term, and assign a percentage to distribute the cost of attendance across teaching periods. The percentages of the teaching periods put together must add up to a hundred.

COA Item Distribution OverrideThe distribution of the cost of attendance across the terms is applicable to all of the items. However, for a particular item, the distribution across terms can be changed such that the percentages specified in this window are taken into account for calculating that item.

COA Item Teaching Periods Distribution OverrideThe distribution of the cost of attendance across the teaching periods specified under teaching period distribution is applicable to all of the items. However, for a particular item, the distribution across teaching periods can be changed such that the percentages specified in this window are taken into account for calculating that item.

Award GroupsThe award groups procedure enables users to define the upper level constraints of a student’s financial package. For example, a school has a policy stating that incoming freshmen cannot receive more than 60% in grant assistance or the maximum grant assistance from all grant funds cannot exceed $5,000.

Award Groups set overall packaging constraints on each group of students. Schools need the flexibility to set these high level constraints based on several variables and to set them either as a percentage or a fixed dollar amount. In addition, schools can use a gap packaging formula for a group of students. This is essentially an unmet need amount applied before any aid is awarded. The policy also specifies the total amount of package aid that a student can receive.

The Award Groups window includes the following regions:

■ Award Groups Region

■ Maximum Limit for Award Group Properties Region


Overview

Award Groups RegionIn the Award Groups region, users define a group code and attach a rule by clicking Add/Edit Rule.

Add/Edit Rule Button Users can click Add/Edit Rule button to view the Rule window. In the Rule window, users attach a rule to the group policy by selecting rules already defined in Student System. Users can click Options/Validate button to select or validate a rule.

Maximum Limits for Award Groups Properties RegionIn the Maximum Limits for Award Groups Properties region, users can perform the following tasks:

■ Users can enter a fixed dollar amount, or a percentage of the amount for grant aid, loan aid, work aid, and aid in the form of self-help that a student can receive. Loans and work aid are mutually exclusive with self-help aid.

■ Users can enter a percentage factor to be used in calculating the maximum percentage amount such as gross need, net need, unmet need, expected family contribution (EFC), and fixed costs.

■ Users can enter a gap amount that is the initial amount added to the EFC to decrease a student’s need.

■ Users can specify if the fixed amounts can be used for packaging.

Award PoliciesThe award policies procedure enables users to determine the sequence in which funds are allocated to the student for calculating aid. The policy has rules attached to the target group that apply to each fund within the award sequence of a particular group. Only one award policy is valid for a particular award year and target group.

For each award group, users can define the sequence of awards that packaging attempts to award. Packaging is the process of awarding funds to students. A run sequence defines the target groups to be packaged along with the sequence order in which these groups are selected. At the time of execution, a run code is selected and packaged, or simulated.


A student progresses through the sequence list until either the award groups constraint is met or all funds in the list are exhausted. Most students receive several funds from the award sequence, but there can be students who do not receive any

Overview

awards. An award policy can have rules attached to the target group. For example, a fund in the award sequence might be restricted for students who have not paid their fees. This restriction is attached to the award and entered by users. Only restrictions available in the fund manager are enforced by Financial Aid. If a student fails any of these restrictions, funds are not awarded and the restriction skips this fund and selects the next fund. Users must have the option to apply deviations to fund rules that are set in the fund manager tables. For example, freshmen can only receive a $1,000 award from a fund, even though the fund manager has set an overall maximum of $2,000. Likewise, the fund manager cannot have rules, but the award has a rule attached that restricts the fund to specific students in the group.

Student records are processed based on target groups that are linked to a particular award policy. The award policy consists of rules that apply to each fund within the award group. Each fund has a minimum and maximum amount that can be modified. The Formula Group Policies button is enabled after entries are saved.

The Award Policies window includes the following regions:

■ Award Policies Region

■ Fund to Award Region

Award Policies RegionIn the Award Policies region, users create an award policy by selecting an award year from the Award Year list of values, and a group code from the Group Code list of values.

Note: The Formula Group Policies button is enabled after saving the entries.

Formula Group Policies Button Users can view the Formula Group Policies window by clicking Formula Group Policies button. When an award policy is created, all the target groups policies are inherited. The policies can be modified by users for the selected policy. The fixed amount or percentages can also be modified.

Funds to Award RegionIn the Funds to Award region, users can enter a sequence number, select a Fund Code from the list of values, and optionally enter values for the minimum and maximum awards. Users can select the Replace Family Contribution check box to


indicate if the fund should replace family contribution.

Overview

Formula Group PoliciesUsers can override the award amounts specified in the Award Groups window for a particular award policy formula in this window.

Packaging SequenceThe packaging sequence procedure enables users to award funds to students.

A run sequence defines target groups to be packaged along with the sequence order in which the groups are selected. At the time of execution, a run code is selected and is packaged or simulated.

In a typical award year, packaging is generally automated at the beginning of the cycle when large groups of students require packaging. The process of running automated packaging becomes too cumbersome for smaller groups of students and generally stops at the beginning of the academic year. Any subsequent packaging is then carried out on an individual basis. Financial Aid enables automated packaging for the entire award cycle on the batch and record levels.

Packaging Run DefinitionA school can set up several target groups in a packaging run that must be packaged at the same time. Before executing a packaging run, users must define groups to be packaged and the order of these groups. The primary task of the packaging run definition is to select the mode and determine the order in which the target groups are applied to students. Users can create many packaging runs with different groups.

In the Packaging Sequence window, users can enter a run code, description, award year, date when the award expires, number of days the award expires.

Award Revision ReasonsThe award revision reasons procedure enables users to setup various reasons when an award is modified. When users manually correct a disbursement they can set a revision code against the correction record stating the reason for revising the disbursement.


Creating Fund Types Procedure

Creating Fund Types ProcedureTo create a fund type, perform the following steps.

1. In Oracle Student System, navigate to the Fund Type window as follows:

Financial Aid - Setup - Award Processing - Funds - Fund Type

2. Enter data in each field of the Fund Type window as described in Table 8–1, page 8-15.





Fund Type Window

Fund Type Window

Figure 8–1 Fund Type Window


Fund Type Window Description

Fund Type Window Description

Table 8–1 Fund Type Window Description


Fund Type required fund type code

Description required fund type description

Active optional check box is selected by default; if deselected makes fund type inactive preventing further use of record


Creating Fund Codes Procedure

Creating Fund Codes ProcedureTo create a fund code, perform the following steps.

1. In Oracle Student System, navigate to the Fund Code window as follows:

Financial Aid - Setup - Award Processing - Funds - Fund Code

2. Enter data in each field of the Fund Code window as described in Table 8–2, page 8-18.





Fund Code Window

Fund Code Window

Figure 8–2 Fund Code Window


Fund Code Window Description

Fund Code Window Description

Table 8–2 Fund Code Window Description


Fund Code required user-defined fund code

Description required user-defined fund code

Fund Type required list of values user-defined fund type code and description

System Fund Code required list of values system-defined fund code to be associated with the user-defined fund code; Only one fund can be mapped to a System Fund Code, with the exception of General Fund and External Fund. Work Study can have any number of funds mapped to it, but only one fund can have the Fund Source set to Federal. Based on this field the System identifies the following funds, and processes them differently: Alternate Loan, Direct Loan PLUS, Direct Loan Subsidized, Direct Loan Unsubsidized, External Fund, FFELP PLUS, FFELP Subsidized, FFELP Unsubsidized, Federal Supplemental Educational Opportunity Grant, General Fund, Pell Grant, Perkins Loan, Sponsorship, and Work Study

Fund Source display only fund source

System Fund Type display only system-defined fund type to be associated with the user-defined fund code

Active optional check box if selected, indicates that the user-defined fund code is active


Maintaining Fund Manager Procedure

Maintaining Fund Manager ProcedureTo maintain the fund manager, perform the following steps.

1. In Oracle Student System, navigate to the Fund Manager window as follows:

Financial Aid - Setup - Award Processing - Funds - Fund Manager

2. Enter data in each field of the Fund Manager window as described in Table 8–3, page 8-21.





Fund Manager Window

Fund Manager Window

Figure 8–3 Fund Manager Window,


Fund Manager Window Description


Table 8–3 Fund Manager Window Description


Fund Code required list of values fund code and description

Type display only fund type of selected fund code

Source display only source of selected fund code

Award Year required list of values award year for which selected fund is to be managed

Effective Dates display only start and end dates of validity of selected award year

Discontinue Fund optional check box if selected, packaging process does not consider this fund

[Descriptive Flexfield]

optional user-customization field

Summary Tab

Authorized Amount required total authorized amount available for named fund in named award year

Exceed By Amount optional amount by which given authorized amount can be exceeded

Exceed By % optional percentage of authorized amount allowed in excess of authorized amount

Summary Totals Region

Offered Amount display only total amount of authorized amount actually offered in given award year

Offered Award Count

display only total number of awards offered in given award year from given fund

Accepted Amount display only total amount of offered amount accepted in given award year

Accepted Award Count

display only total number of offered awards accepted in given award year from given fund

Declined Amount display only total amount of offered amount declined in given award year


Declined Award Count

display only total number of offered awards declined in given award year from given fund


Canceled Amount display only total amount of authorized amount cancelled in given award year

Canceled Award Count

display only total number of authorized awards cancelled in given award year from given fund

Disbursed Amount display only total amount of accepted amount disbursed in given award year

Disbursed Award Count

display only total number of accepted awards disbursed in given award year from given fund

Remaining to Disburse

display only number of accepted awards left to be disbursed for given award year and fund

Remaining to Award display only total number of offered awards not accepted or declined that remains to be awarded

Packaging Tab

Min Award Amount optional minimum amount to be awarded per award count

Max Award Amount required maximum amount that can be awarded per award count from given fund; once set, validates against this to prevent any excess being awarded

Max Yearly Amount optional maximum amount that can be awarded in a given award year

Lifetime Max Amount

optional maximum award a student can receive from this fund

Award Expiration Offset

optional list of values date alias for the duration after which the award is canceled

Academic Progress Type

optional list of values type of academic progress check or milestone for periodic fund disbursements; users must enter a progress type to view or check for progress outcome

Initial Award Status required list of values award status at the beginning of award year; if Offered, Cancelled

Need Analysis Methodology

required list of values the student’s EFC will be taken as per the need analysis methodology specified here during packaging.

Round Off Factor optional list of values round off factor for the award sum




Lifetime Max Terms optional lifetime max terms

Min Disbursements optional minimum number of disbursements


Max Disbursements optional

Print Award Letter optional check box if selected, prints award letter

Replace Family Contribution

optional check box if selected, increases the need to the extent of the student’s family contribution

Entitlement optional check box if selected, this fund is awarded irrespective of the need

Update Need optional check box if selected, reduces the need by the amount awarded

Manual Packaging optional check box if selected,

Self Help optional check box if selected, indicates that this fund is of the type self help

Auto Packaging optional check box if selected, packaging process takes this fund into consideration

Exceed Authorized Funds

optional check box if selected, packaging process takes into account the amount or percentage specified as Exceed By

Academic Progress Outcomes

optional button opens Fund Academic Progress Outcomes window

Award Text optional button opens Editor window for users to enter award text

Disbursements Tab

Eligibility Criteria required drop-down list

attendance type or credit points

Min Attendance Type optional list of values minimum attendance type; must be specified if eligibility criterion is attendance type

Fee Type optional list of values when a disbursement is canceled, charge is created against this fee type in student finance

Credit Type optional list of values disbursement is credited into this credit type in student finance

No NSLDS History Disbursement Date Offset

required disbursement offset date alias in case no NSLDS record exists

Disbursement optional list of values disbursement offset date alias in case no NSLDS record




Expiration Offset exists


Verification Enforcement Date Offset

optional list of values offset date alias for verification of actual disbursement against enrollment and pays only validation

Disbursement Record Required

optional check box if selected, specifies that external agency’s disbursement record must exist

Promissory Note Required

optional check box if selected,

Origination Record Required


Receipt of Funds Required

optional check box if selected, disbursement can take place only if the funds are received by the institute

Disburse to Student Account


Include as Planned Credit (J)


Credit Description display only

Pays Only Fee Classes

optional button opens the Pays Only Fee Classes window. For information, see Setting up Pays Only Fee Classes Procedure, Chapter 32,Disbursement Setup.

To Do Items optional button opens the Pays Only Fee Classes window. For information, see Setting up To Do Items Procedure, Chapter 32,Disbursement Setup

Pays Only Programs optional button opens the Pays Only Fee Classes window. For information, see Setting up Pays Only Programs Procedure, Chapter 32,Disbursement Setup

Pays Only Units optional button opens the Pays Only Units window. For information, see Setting up Pays Only Units Procedure, Chapter 32,Disbursement Setup

Student Employment Tab

Payment Region

Government Share % optional government share %




Employer Share % display only employer share %

Hourly Rates Region


Minimum optional minimum

Maximum optional maximum

Salary Based optional check box if selected, specifies that the payment is salary-based

Notification Threshold Region

% optional either this, or a value must be specified; when the specified percentage of the fund is utilized, a notification is sent out

Value optional either this, or a percentage must be specified; when the specified value is utilized, a notification is sent out

Relative Funds Tab

Exclusive Funds Region

Fund Code required list of values code of exclusive fund

Description display only exclusive fund description

Relative Funds Region

Fund Code required list of values code of relative fund

Description display only relative fund description

Terms Tab

Term Calendar display only term calendar

Start Date display only start date

End Date display only end date

Installment % required percentage of the fund to be awarded in the specified term

Fund Term Installments

optional button opens the Fund Term Installments window




Specifying Fund Academic Progress Outcomes Procedure

Specifying Fund Academic Progress Outcomes ProcedureTo set up outcomes and outcome effects for a fund code and academic progress type, perform the following steps.

1. In Oracle Student System, navigate to the Fund Academic Progress Outcomes window as follows:


The Fund Manager window appears.

2. In the Packaging tab, click Academic Progress Outcomes.

The Fund Academic Progress Outcomes window appears

3. Enter data in each field of the Fund Academic Progress Outcomes window as described in Table 8–4, page 8-28.





Fund Academic Progress Outcomes Window

Fund Academic Progress Outcomes Window

Figure 8–4 Fund Academic Progress Outcomes Window


Fund Academic Progress Outcomes Window Description

Fund Academic Progress Outcomes Window Description

Table 8–4 Fund Academic Progress Outcomes Window Description


Fund Code display only code and description of fund entered or queried in Fund Manager window


display only description of academic progress type entered in Packaging tab of Fund Manager window, for which users to set up progress outcomes and for each outcome, outcome effects

Outcomes Region

Outcome required list of values code of academic progress outcome or result for given progress type

Description display only academic progress outcome description

Outcome Effect Region


optional check box if selected, data in the outcome effects region is automatically refreshed and coordinated with data in the outcomes region

Outcome Effects required list of values code of possible action to be taken for selected outcome; for example, for a progress outcome of not cleared, the effects may be hold disbursement, hold packaging, notify applicant

Description display only description of action to be taken or outcome effect


Specifying Fund Term Installments Procedure

Specifying Fund Term Installments ProcedureTo specify installments for a term and fund code, perform the following steps.

1. In Oracle Student System, navigate to the Fund Term Installments window as follows:



2. In the Terms tab, click Fund Term Installments.

The Fund Term Installments window appears.

3. Enter data in each field of the Fund Term Installments window as described in Table 8–5, page 8-31.





Fund Term Installments Window

Fund Term Installments Window

Figure 8–5 Fund Term Installments Window


Fund Term Installments Window Description

Fund Term Installments Window Description

Table 8–5 Fund Term Installments Window Description


Fund Code display only code and description of fund for which installments to be setup

Award Year display only

Terms Region

Term display only codes of terms in named award year

Start Date display only start date of named term

End Date display only end date of named term

Fund % display only percentage of fund to be awarded in specified term

Installment Distribution Region

Teaching Period required list of values code of teaching period or periods within named term over which named fund is to be distributed for disbursement to applicant

Start Date display only start date of named teaching period

End Date display only end date of named teaching period

Disbursement Date Offset

optional list of values date alias for disbursement offset

Cumulative Credit Points

display only minimum cumulative credit points that are required for disbursing the fund in specified teaching period.

Fund % required percentage of the fund to be awarded for this teaching period

Done button returns users to Fund Manager window


Linking Fund Calendar Relations Procedure

Linking Fund Calendar Relations ProcedureTo link calendar instances with each other, perform the following steps.

1. In Oracle Student System, navigate to the Fund Calendar Relations window as follows:

Financial Aid - Setup - Award Processing - Funds - Fund Calendar Relations

2. Enter data in each field in the Fund Calendar Relations window as described in Table 8–6, page 8-34.





Fund Calendar Relations Window

Fund Calendar Relations Window

Figure 8–6 Fund Calendar Relations Window


Fund Calendar Relations Window Description

Fund Calendar Relations Window DescriptionTable 8–6 describes selected fields of the Fund Calendar Relations window.

Table 8–6 Fund Calendar Relations Window Description


Current Year Region

Calendar required list of values calendar instance such as term or teaching period; This information is used during Fund Rollover Process. Whenever a fund is rolled over, the process picks each term and teaching period for the specified fund and searches for the succeeding year’s term or teaching period from this setup window. Users can map 2 calendar instances in the current year to 1 calendar instance in the succeeding year.


Rolling Over Fund Attributes Procedure

Rolling Over Fund Attributes ProcedureThe following information applies to the rolling over fund attributes procedure:

■ Rolling over fund attributes is performed at the award year level

■ Rolling over fund attributes can be performed only once

■ In case any fund fails the rollover for some reason, then these funds have to be rolled over individually as per the Fund Rollover Concurrent Procedure.

To rollover an award from one award year to the successive award year, perform the following steps.

1. In Oracle Student System, navigate to the Rollover Fund Attributes window as follows:

Financial Aid - Setup - Award Processing - Funds - Rollover Fund Attributes

2. Enter data in each field of the Rollover Fund Attributes window as described in Table 8–7, page 8-37.

3. Click Rollover to roll over fund attributes to the specified award year.



Fund Rollover Window

Fund Rollover Window

Figure 8–7 Fund Rollover Window


Rollover Fund Attributes Window Description

Rollover Fund Attributes Window DescriptionTable 8–7 describes selected fields of the Cost of Attendance Type window.

Table 8–7 Rollover Fund Attributes Window Description


Rollover optional button rolls over fund attributes from the specified award year to the succeeding award year as defined in Fund Calendar Relations. For information, see Linking Fund Calendar Relations Procedure.


Mapping External Terms Procedure

Mapping External Terms ProcedureTo map external terms to the terms in Oracle Financial Aid, perform the following steps.

1. In Oracle Student System, navigate to the External Term Mapping window as follows:

Financial Aid - Setup - Award Processing - Funds - External Term Mapping

2. Enter data in each field of the External Term Mapping window as described in Table 8–8, page 8-40.





External Term Mapping Window

External Term Mapping Window

Figure 8–8 External Term Mapping Window


External Term Mapping Window Description

External Term Mapping Window DescriptionTable 8–8 describes selected fields of the Cost of Attendance Type window.

Table 8–8 External Term Mapping Window Description


External Terms Region

External Term required external term loaded into the system in the Award - Retrieve and Load External Awards File process

System Term required system term to which the external term maps

Active optional check box if selected, indicates that the external term is active


Creating Cost of Attendance Type Procedure

Creating Cost of Attendance Type ProcedureTo create a cost of attendance type, perform the following steps.

1. In Oracle Student System, navigate to the Cost of Attendance Type window as follows:

Financial Aid - Setup - Award Processing - Cost of Attendance - Cost of Attendance Type

2. Enter data in each field of the Cost of Attendance Type window as described in Table 8–9, page 8-40.





Cost of Attendance Type Window

Cost of Attendance Type Window

Figure 8–9 Cost of Attendance Type Window


Cost of Attendance Type Window Description

Cost of Attendance Type Window DescriptionTable 8–9 describes selected fields of the Cost of Attendance Type window.

Table 8–9 Cost of Attendance Type Window Description


Active optional check box if selected, indicates that the cost of attendance type is active


Defining Cost of Attendance Items Procedure

Defining Cost of Attendance Items ProcedureTo define a cost of attendance item, perform the following steps.

1. In Oracle Student System, navigate to the Cost of Attendance Type window as follows:

Financial Aid - Setup - Award Processing - Cost of Attendance - Cost of Attendance Items

2. Enter data in each field of the Cost of Attendance Type window as described in Table 8–10, page 8-46.





Cost of Attendance Items Window

Cost of Attendance Items Window

Figure 8–10 Cost of Attendance Items Window


Cost of Attendance Items Window Description

Cost of Attendance Items Window DescriptionTable 8–10 describes selected fields of the Cost of Attendance Items window.

Table 8–10 Cost of Attendance Items Window Description




Assigning Item to Cost of Attendance Item Type Procedure

Assigning Item to Cost of Attendance Item Type ProcedureTo assign an item to a particular COA item type, perform the following steps.

1. In Oracle Student System, navigate to the Cost of Attendance Assignment window as follows:

Financial Aid - Setup - Award Processing - Cost of Attendance - Cost of Attendance Assignment

2. Enter data in each field of the Cost of Attendance Assignment window as described in Table 8–11 on page 49.





Cost of Attendance Assignment Window

Cost of Attendance Assignment Window

Figure 8–11 Cost of Attendance Assignment Window


Cost of Attendance Assignment Window Description

Cost of Attendance Assignment Window DescriptionTable 8–11 describes selected fields of the Cost of Attendance Assignment window.

Table 8–11 Cost of Attendance Assignment Window Description


Cost of Attendance Type

required list of values cost of attendance type code and description

Add/Edit Rule optional button opens the Rule window and allows users to add or edit rules

Pell Grant required cost of attendance associated with Pell grant

Budget Items Region

Fixed optional check box if selected, indicates that the cost is fixed


Distribution Override optional button opens the COA Item Teaching Distribution Override window. For information, see COA Item Distribution Override Procedure.

Restore Defaults optional button restores the COA item distribution to original and ignores values entered in the C


Specifying Teaching Period Distribution Procedure

Specifying Teaching Period Distribution ProcedureTo specify teaching period distribution of a COA item, perform the following steps.



The Cost of Attendance Assignment window appears.

2. In the Terms tab, click Teaching Period Distribution.

The Teaching Period Distribution window appears.

3. Enter data in each field of the Teaching Period Distribution window as described in Table 8–12 on page 52.





Teaching Period Distribution Window

Teaching Period Distribution Window

Figure 8–12 Teaching Period Distr ibut ion Window


Teaching Periods Distribution Window Description

Teaching Periods Distribution Window DescriptionTable 8–12 describes selected fields of the Teaching Period Distribution window.

Table 8–12 Teaching Period Distr ibut ion Window Description


Teaching Period Distribution Region

% required percentage of the cost of attendance for the specified teaching period; all the percentages put together must add up to hundred


COA Item Distribution Override Procedure

COA Item Distribution Override ProcedureTo override a COA item distribution across terms, perform the following steps.




2. In the Budget Items tab, click Distribution Override.

The COA Item Distribution Override window appears.

3. Enter data in each field of the COA Item Distribution Override window as described in Table 8–13, page 8-55.





COA Item Distribution Override Window

COA Item Distribution Override Window

Figure 8–13 COA Item Distribution Override Window


COA Item Distribution Override Window Description

COA Item Distribution Override Window DescriptionTable 8–13 describes selected fields of the COA Item Distribution Override window.

Table 8–13 COA Item Distribution Override Window Description


Terms Region


optional check box If selected, data in the Terms region is automatically refreshed and coordinated with data in the header region. If deselected, data in the Terms region is refreshed only when the user navigates to any field in the Terms region. Leave deselected to speed up performance when querying records.

% required percentage of the cost of attendance for the specified item for the specified term; all percentages must add up to hundred

Teaching Period Distribution

optional button opens the COA Item Teaching Periods Distribution Override window


COA Item Teaching Periods Distribution Override Procedure

COA Item Teaching Periods Distribution Override ProcedureTo override a COA item distribution across teaching periods, perform the following steps.




2. In the Budget Items tab, click Distribution Override.

The COA Item Distribution Override window appears.

3. Click Teaching Period Distribution.

The COA Item Teaching Periods Distribution Override window appears.

4. Enter data in each field of the COA Item Teaching Periods Distribution Override window as described in Table 8–14, page 8-58.





COA Item Teaching Periods Distribution Override Window

COA Item Teaching Periods Distribution Override Window

Figure 8–14 COA Item Teaching Periods Distr ibut ion Override Window


COA Item Teaching Periods Distribution Override Window Description

COA Item Teaching Periods Distribution Override Window DescriptionTable 8–14 describes selected fields of the COA Item Teaching Periods Distribution Override window.

Table 8–14 COA Item Teaching Periods Distr ibut ion Override Window Description


Terms Region


optional check box If selected, data in the Terms region is automatically refreshed and coordinated with data in the header region. If deselected, data in the Terms region is refreshed only when the user navigates to any field in the Terms region. Leave deselected to speed up performance when querying records.

% required percentage of the cost of attendance for the specified item for the specified teaching period; all percentages must add up to hundred


Defining Award Groups Procedure

Defining Award Groups ProcedureTo define an award group, perform the following steps.

1. In Oracle Student System, navigate to the Award Groups window as follows:

Financial Aid - Setup - Award Processing - Award Packaging - Award Groups

2. Enter data in each field of the Award Groups window as described in Table 8–15, page 8-61.





Award Groups Window

Award Groups Window

Figure 8–15 Award Groups Window


Award Groups Window Description

Award Groups Window DescriptionTable 8–15 describes selected fields of the Award Groups window.

Table 8–15 Award Groups Window Description


Group Code required list of values target group specified in FA Base Record window

Add/Edit Rule optional button opens the Rule window which enables users to add or edit rules

Fixed Amount optional maximum amount of the fund type that could be awarded to the award group

% optional percentage of the specified factor that can be awarded from the specified fund type to the award group; if this is specified, %Factor must also be specified

% Factor optional list of values award calculation factor such as cost of attendance, expected family contribution, gross need or net need

Gap Amount optional amount that will not be packaged; maximum package will be COA minus gap amount

Aid Package required total packaging amount allowed for the award group

Package Against Direct Costs

optional check box packaging takes into account only direct costs, that is, cost of attendance items against which the Fixed check box is selected


Creating Award Policies Procedure

Creating Award Policies ProcedureTo create an award policy, perform the following steps.

1. In Oracle Student System, navigate to the Award Policies window as follows:

Financial Aid - Setup - Award Processing - Award Packaging - Award Groups

2. Enter data in each field of the Award Policies window as described in Table 8–16, page 8-64.





Award Policies Window

Award Policies Window

Figure 8–16 Award Policies Window


Award Policies Window Description

Award Policies Window DescriptionTable 8–16 describes selected fields of the Award Policies window.

Table 8–16 Award Policies Window Description


Formula Code required award policy formula code

Group Code required list of values target group specified in FA Base Record window

Active optional check box if selected, indicates that the formula is active

Formula Group Policies

optional button opens the Formula Group Policies window wherein users can override the amounts specified in Award Groups window


optional check box If selected, data in the Funds To Award region is automatically refreshed and coordinated with data in the header region. If deselected, data in the Funds To Award region is refreshed only when the user navigates to any field in the Funds To Award region. Leave deselected to speed up performance when querying records.

Funds To Award Region

Sequence Number required position of this fund in the packaging sequence

Minimum Award required minimum amount to be awarded from this fund to the award group; this amount must not be lower than the minimum specified for the fund in Fund Manager

Maximum Award required maximum amount to be awarded from this fund to the award group

Replace Family Contribution

optional check box if selected, the sum awarded from this fund is deducted from the family contribution, thus increasing the need; this setting overrides the setting in Fund Manager


Specifying Formula Group Policies Procedure

Specifying Formula Group Policies ProcedureTo define an award group, perform the following steps.

1. In Oracle Student System, navigate to the Award Groups window as follows:

Financial Aid - Setup - Award Processing - Award Packaging - Award Policies

The Award Policies window appears.

2. Click Formula Group Policies.

The Formula Group Policies window appears.

The Formula Group Policies window displays the the values defined at the award group level for the group attached to the current award policy.

3. Enter data in each field of the Formula Group Policies window as described in Table 8–17, page 8-67.





Formula Group Policies Window

Formula Group Policies Window

Figure 8–17 Formula Group Policies Window


Formula Group Policies Window Description

Formula Group Policies Window DescriptionTable 8–17 describes selected fields of the Formula Group Policies window.

Table 8–17 Formula Group Policies Window Description


Formula Code display only formula code

Maximum Limits for Group Policies

Fixed Amount optional maximum amount of the fund type that could be awarded to the award group

% optional percentage of the specified factor that can be awarded from the specified fund type to the award group; if this is specified, %Factor must also be specified

% Factor optional list of values award calculation factor such as cost of attendance, expected family contribution, gross need or net need

Gap Amount optional amount that will not be packaged; maximum package will be COA minus gap amount

Aid Package required total packaging amount allowed for the award group

Package Against Fixed Costs

optional check box packaging takes into account only direct costs, that is, cost of attendance items against which the Fixed check box is selected


Creating Packaging Sequence Procedure

Creating Packaging Sequence ProcedureTo create a packaging sequence, perform the following steps.

1. In Oracle Student System, navigate to the Packaging Sequence window as follows:

Financial Aid - Setup - Award Processing - Award Packaging - Packaging Sequence

2. Enter data in each field of the Packaging Sequence window as described in Table 8–18, page 8-70.





Packaging Sequence Window

Packaging Sequence Window

Figure 8–18 Packaging Sequence Window


Packaging Sequence Window Description

Packaging Sequence Window DescriptionTable 8–18 describes selected fields of the Packaging Sequence window.

Table 8–18 Packaging Sequence Window Description


Run Code required packaging run ID for which sequence is being defined

Copy From optional button Users can click the Copy From button to select a run code from a list of codes previously defined in Financial Aid. When a run code is selected, the target groups region automatically displays details of the selected run code.

Target Groups

Sequence Number required serial number of the award group in the packaging sequence being defined


Setting Up Award Revision Reasons Procedure

Setting Up Award Revision Reasons ProcedureTo set up reasons to modify an award, perform the following steps.

1. In Oracle Student System, navigate to the Award Revision Reasons window as follows:

Financial Aid - Award Processing - Setup -Award Revision Reasons

2. Enter data in appropriate fields as described in Table 8–19, page 8-73


4. File - Save or Save and Proceed



Award Revision Reasons Window

Award Revision Reasons Window

Figure 8–19 Award Revision Reasons Window


Award Revision Reasons Window Description

Award Revision Reasons Window DescriptionTable 8–19 describes selected fields of the Award Revision Reasons window.

Table 8–19 Award Revision Reasons Window Description


Revision Code required revision ID

Description required award revision reason

Active optional check box if selected, indicates that the award revision reason is active


Award Revision Reasons Window Description


Award Processing P

■ Aggregate Award by Fund Cod/Award Year Window Description

9Award Processing Procedures

This chapter describes how to process awards. The following sections are in this chapter:

■ Definition

■ Overview

■ Evaluating Student Cost of Attendance Procedure

■ Student Cost of Attendance Window

■ Student Cost of Attendance Window Description

■ Student COA Item Teaching Distribution Override Procedure

■ Student COA Item Teaching Distribution Override Window

■ Student COA Item Teaching Distribution Override Window Description

■ Viewing and Entering Student Awards Procedure

■ Student Awards Window

■ Student Awards Window Description

■ Viewing Aggregate Award by Award Year/Fund Code Procedure

■ Aggregate Award by Award Year/Fund Code Window

■ Aggregate Award by Award Year/Fund Code Window Description

■ Viewing Aggregate Award by Fund Code/Award Year Procedure

■ Aggregate Award by Fund Code/Award Year Window

rocedures 9-1

Definition

DefinitionAward processing determines how financial aid funds are distributed among students applying for financial aid. This process maintains information at the student level.

OverviewAward processing includes of the following procedures:

■ Student Cost of Attendance

■ Student COA Item Teaching Distribution Override

■ Student Awards

■ Aggregate Award by Award Year/Fund Code

■ Aggregate Award by Fund Code/Award Year

Student Cost of AttendanceThe student cost of attendance procedure enables users to assign a cost of attendance (COA) to a student. The COA is an estimate of a student’s education expenses for the enrollment period. The COA breakup is the total COA for the current term, the total COA for Pell items for the current term, and the total COA for the award year.

The total aid that students can receive from the Student Financial Aid (SFA) programs and additional sources, when added to the student’s expected family contribution (EFC), cannot normally exceed the student’s total costs. Students can receive aid in excess of their COA if all funds are non-need based or if the funds are designated as entitlement.

COA components are the same for all SFA programs, as specified by law. However, if enrollment periods or programs of study are shorter or longer than the school’s academic year, the COA used to determine eligibility for loans and campus-based aid differs from the COA that is used to determine eligibility for the Federal Pell Grant program. Pell costs are prorated to the costs of a full-time student for a full academic year, but the COA for additional programs is based on the student’s actual costs for the requirement period in question.


The Student Cost of Attendance window includes the following regions:

■ Student Cost of Attendance Region

Overview

■ Terms for Award Year Region

■ COA Totals Region

■ Budget Items Region

Student Cost of Attendance RegionThe Student Cost of Attendance region displays the person number, social security number (SSN), name, cost of attendance, and active Institutional Student Information Report (ISIR) details.

Terms for Award Year RegionThe Terms for Award Year region displays the award year and the term with which the student is associated.

COA Totals RegionThe COA Totals region displays totals for the term, Pell COA, and the award year. The Term field displays the total COA for the current term. The Pell field displays the total COA for Pell for the current term and the Award Year field displays the total COA for the selected award year.

Budget Items RegionBudgeted items are items assigned to the selected COA.

The Budget Items region includes the following tabs:

■ Teaching Period Budgeted Items Tab

■ Academic Year Budgeted Items Tab

Teaching Period Budgeted Items Tab The Teaching Period Budgeted Items tab displays COA items by teaching period.

Academic Year Budgeted Items Tab The Academic Year Budgeted Items tab displays COA items by academic year.

Student COA Item Teaching Distribution Override

Award Processing Procedures 9-3

The Student COA Item Teaching Distribution Override window enables users to override the amount or the teaching period distribution percentages for a particular cost of attendance item for a selected student.

Overview

Cost of attendance (COA) items have a predefined break-up across terms and teaching periods. For a given student, the percentages distributed across teaching periods within a term can be overridden in this window.

Student AwardsThe student awards procedure enables users to view a student’s awards. A student is awarded funds through the packaging process and all awards that a student receives are displayed.

The Student Awards window displays the person number, social security number, full name, award year, effective dates, and active ISIR details.

The Student Awards window includes the following parts:

■ Awards Region

■ Terms Region

■ Disbursement Details Button

Awards RegionThe Awards region displays the award ID, award status, fund ID, description, offered amount, accepted amount, and paid amount of the student’s current award.

Terms RegionThe Terms region gives the term-wise break up of the award amount in the categories: awarded, accepted, and paid.

Disbursement Details ButtonUsers can click Disbursement Details button to modify an award details in the disbursement details window. For information on disbursement details, see Chapter 33, Disbursement Procedures.

The following validations are performed in the Student Awards window:

■ The student must have a Payment ISIR to be awarded manually.

■ The award is subject to the maximum and minimum award amounts specified for the fund in the Fund Manager. It is also subject to to maximum yearly amount, maximum life time amount and the maximum number of times the


fund can be awarded as specified in the Fund Manager window.

Overview

■ If the fund is of type loan and the federal fund code is FLS, FLU, DLS, DLU, or ALT, then the award is subject to the Federal Stafford Loan Limit. The user can override the Stafford loan limits.

■ Pell awards are subject to the Pell matrix. If the award does not fit into the matrix, an error message is displayed and the user needs to correct the amount.

■ If an award results in overaward, the system prompts the users to decide whether to place overaward holds on the disbursements of those awards or not to place to the holds.

■ The Disbursement Details button is enabled for all the awards where the fund is not of type Work Study and Sponsorship. For Work Study funds the Disbursement Details button is disabled and Work Study Details button is enabled. The Work Study Details button is disabled for all the funds.

■ No award except a simulated award can be deleted.

■ The offered amount field is display only and the user can change the offered amount only through the Disbursement Details window. If the user changes the offered or accepted amounts in the Disbursement Details window and returns to the Student Awards window then the new offered and accepted amounts are displayed.

■ User can create awards either in Offered or Accepted status only.

■ The award status field can be updated from Offered to Accepted, Accepted to Canceled, Declined to Canceled or Declined to Offered. Other ways of updating the award status are not permitted.

Aggregate Award by Award Year/Fund CodeThe aggregate award by award year or fund code procedure enables users to view awards for the current year of the student and the previous year. Users can also view totals for each award year and a grand total of all the award years.

The Aggregate Award by Award Year/Fund Code window displays the person number, Social Security number, full name, and award year.

The Aggregate Awards region displays the fund, offered amount, accepted amount, paid amount, total aid for the award year, and total aid for all award years.


Overview

Aggregate Award by Fund Code/Award YearThe aggregate award by fund code or award year procedure enables users to view awards that the student receives in the order of fund code. Users can also view the totals for each fund across award years.

The Aggregate Award by Fund Code/Award Year window displays the person number, Social Security number, full name, and fund.

The Aggregate Awards region displays the award year, offered amount, accepted amount, paid amount, total aid for fund in all award years, and total aid for all award years.


Evaluating Student Cost of Attendance Procedure

Evaluating Student Cost of Attendance ProcedureTo evaluate the COA at student level, perform the following steps.

1. In Oracle Student System, navigate to the Student Cost of Attendance window as follows:

Financial Aid - Student Cost of Attendance

2. Query and modify the appropriate fields in the Student Cost of Attendance window as described in Table 9–1, page 9-9.





Student Cost of Attendance Window

Student Cost of Attendance Window

Figure 9–1 Student Cost of Attendance Window


Student Cost of Attendance Window Description


Table 9–1 Student Cost of Attendance Window Description


Person Number display only person number

SSN display only social security number

Full Name display only person’s full name

Cost of Attendance display only cost of attendance

Active ISIR display only active ISIR number

Calendar Terms for Award Year Region

Award Year display only award year

Term display only term

Start Date display only award year/term start date

End Date display only award year/term end date

Cost of Attendance Totals Region

Term display only total cost of attendance for the term

Pell Budget display only cost of attendance as per Pell matrix

Award Year display only total cost of attendance for the award year

Budget Item Region


optional check box If selected, data in the Budget Item region is automatically refreshed and coordinated with data in the header region. If deselected, data in the Budget Items region is refreshed only when the user navigates to any field in that region. Leave deselected to speed up performance when querying records.

Terms Budgeted Items Tab

Item Code display only COA item code

Description display only description


Amount display only amount for the term


Override optional button opens the Student COA Teaching Period Override window. For information, see Student COA Item Teaching Distribution Override Procedure.

Academic Year Budgeted Items Tab

Item Code display only COA item code


Total Amount display only total amount for the award year

Add Cost of Attendance Items

optional button allows you to add a COA item to the student’s cost of attendance and apportion it to various terms

Table 9–1 Student Cost of Attendance Window Description



Student COA Item Teaching Distribution Override Procedure

Student COA Item Teaching Distribution Override ProcedureTo override COA item distribution across teaching periods, perform the following steps.

1. In Oracle Student System, navigate to the Award Summary by Teaching Periods window as follows:

Financial Aid - Awards Processing - Student Cost of Attendance

The Student Cost of Attendance window appears.

2. In the Terms Budgeted Items tab, click Override.

The Student COA Item Teaching Distribution Override window appears.

3. Override the appropriate costs in the Student COA Item Teaching Distribution Override window as described in Table 9–2, page 9-13.





Student COA Item Teaching Distribution Override Window

Student COA Item Teaching Distribution Override Window

Figure 9–2 Student COA Item Teaching Distribution Override Window


Student COA Item Teaching Distribution Override Window Description

Student COA Item Teaching Distribution Override Window Description

Table 9–2 Student COA Item Teaching Distribution Override Window Description



Award Year display only award year; start date and end date


Item Code display only the COA item for which distribution override is applied

Cost of Attendance Code

display only cost of attendance type

Terms Region

Data Coordination Check box

optional check box If selected, data in the Terms and Teaching Period Distribution regions is automatically refreshed and coordinated with data in the header region. If deselected, data in the Terms and Teaching Period Distribution regions is refreshed only when the user navigates to any field in those regions. Leave deselected to speed up performance when querying records.


Start Date display only term start date

End Date display only term end date

Amount display only amount for the term for the specified COA item

Teaching Period Distribution Region

Teaching Period display only teaching period within the term

Start Date display only teaching period start date

End Date display only teaching period end date

Amount optional amount can be overridden


Viewing and Entering Student Awards Procedure

Viewing and Entering Student Awards ProcedureTo view student award details, perform the following steps.

1. In Oracle Student System, navigate to the Student Awards window as follows:

Financial Aid - Awards Processing - Student Awards - Student Awards

2. Query the appropriate record. Users can also enter values if the record does not have any system-assigned award details as described in Table 9–3, page 9-16.





Student Awards Window


Figure 9–3 Student Awards Window


Student Awards Window Description


Table 9–3 Student Awards Window Description





Effective Dates display only effective start and end dates of the award year



optional check box If selected, data in the Awards and Terms regions is automatically refreshed and coordinated with data in the header region. If deselected, data in the Awards and Terms regions is refreshed only when the user navigates to any field in those regions. Leave deselected to speed up performance when querying records.

Awards Region

Award ID display only award ID

Fund Code display only fund from which student is to be awarded

Award Status optional status such as offered, accepted, or canceled

Offered Amount display only offered amount for the award year

Accepted Amount display only accepted amount for the award year

Paid Amount display only paid amount for the award year

Total display only total offered amount, accepted amount, or paid amount

Terms Region


Offered Amount display only offered amount for the term

Accepted Amount display only accepted amount for the term



Paid Amount display only paid amount for the term

Total display only total offered amount, accepted amount, or paid amount

Disbursement Details button optional opens the Disbursement Details window. For information see Chapter 33, Disbursement Procedures.




Viewing Aggregate Award by Award Year/Fund Code Procedure

Viewing Aggregate Award by Award Year/Fund Code ProcedureTo view a student’s awards by the award year, perform the following steps.

1. In Oracle Student System, navigate to the Aggregate Award by Award Year/Fund Code window as follows:

Financial Aid - Awards Processing - Aggregate Award by Award Year/Fund Code

2. Query the appropriate record in the Aggregate Award by Award Year/Fund Code window as described in Table 9–4, page 9-20.



Aggregate Award by Award Year/Fund Code Window

Aggregate Award by Award Year/Fund Code Window

Figure 9–4 Aggregate Award by Award Year/Fund Code Window


Aggregate Award by Award Year/Fund Code Window Description

Aggregate Award by Award Year/Fund Code Window Description

Table 9–4 Aggregate Award by Award Year/Fund Code Window Description





Award Year display only award year for which fund-wise breakdown is displayed

Effective Dates display only effective start and end dates of the award year



optional check box If selected, data in the Aggregate Awards regions is automatically refreshed and coordinated with data in the header region. If deselected, data in the Aggregate Awards region is refreshed only when the user navigates to any field in those regions. Leave deselected to speed up performance when querying records.

Aggregate Awards Region

Fund display only fund




Total Aid for the Award Year

display only total aid from all the funds for the specified award year

Total Aid All Years display only total aid for all years and all funds


Viewing Aggregate Award by Fund Code/Award Year Procedure

Viewing Aggregate Award by Fund Code/Award Year ProcedureTo view a student’s awards by the fund code, perform the following steps.

1. In Oracle Student System, navigate to the Aggregate Award by Fund Code/Award Year window as follows:

Financial Aid - Student Awards - Aggregate Award by Fund Code/Award Year

2. Query the appropriate record in the Aggregate Award by Fund Code/Award Year window as described in Table 9–5, page 9-23.



Aggregate Award by Fund Code/Award Year Window

Aggregate Award by Fund Code/Award Year Window

Figure 9–5 Aggregate Award by Fund Code/Award Year Window


Aggregate Award by Fund Cod/Award Year Window Description


Table 9–5 Aggregate Award by Fund Code/Award Year Window Description





Fund display only fund for which year-wise breakdown is displayed



optional check box If selected, data in the Aggregate Awards regions is automatically refreshed and coordinated with data in the header region. If deselected, data in the Aggregate Awards region is refreshed only when the user navigates to any field in those regions. Leave deselected to speed up performance when querying records.

Aggregate Awards Region


Start Date display only award year start date

End Date display only award year end date




Total Aid for the Current Fund

display only total aid from the current fund for all years

Total Aid for All Funds

display only total aid for all years and all funds




Awards Concurrent Pro

10Awards Concurrent Processes

This chapter describes how to run award processing concurrent processes. The following sections are in this chapter:

■ Definition

■ Overview

■ Running the Awards Processing Concurrent Processes Procedure

■ Awards - Assign Awards and Cost of Attendance Groups Concurrent Process

■ Cost of Attendance - Compute Cost of Attendance Concurrent Process

■ Awards - Cancel Offered Awards Concurrent Process

■ Awards - Package Students Concurrent Process

■ Awards - Package a Single Fund Concurrent Process

■ Awards - Repackage Pell Grant Concurrent Process

■ Awards - Rollover Fund Attributes Concurrent Process

■ Awards - Retrieve and Load External Award File Concurrent Process

cesses 10-1

Definition

DefinitionThe award processing concurrent process calculates the cost of attendance (COA) for individual students and awards funds to students.

OverviewTable 10–1 describes the award processing concurrent processes.

Table 10–1 Awards Processing Concurrent Processes


Awards - Assign Awards and Cost of Attendance Groups

runs rules that are predefined in Oracle Student System

Cost of Attendance - Compute Cost of Attendance

calculates the cost of attendance for a student

Awards - Package Student has a run type parameter that determines if the packaging run is simulated

Awards - Package Single Fund

packages awards from a single fund

Awards - Cancel Offered Awards

automatically cancels awards that are issued to students enrolled within an enrollment cut off date

Award - Retrieve and Load External Award File

loads external awards into the system

Awards - Repackaging Pell Grant

repackaging criteria changes a student’s enrollment status

Awards - Rollover Fund Attributes

rolls over funds from a current award year to a new award year


Running the Awards Processing Concurrent Processes Procedure

Running the Awards Processing Concurrent Processes ProcedureTo run an award processing concurrent process, perform the following steps.


Requests - Run



3. To submit a request set, select the Request Set radio button.

4. Click OK.

Depending on the radio button selected, the Submit Requests window or the Submit Request Sets window appears.


6. Click OK.



For information on Awards - Assign Awards and Cost of Attendance Groups concurrent process parameters, see Table 10–2 on page 10-5.

For information on Cost of Attendance - Compute Cost of Attendance concurrent process parameters, see Table 10–3 on page 10-6.

For information on Awards - Cancel Offered Awards concurrent process parameters, see Table 10–4 on page 10-7.

For information on Awards - Package Students concurrent process parameters, see Table 10–5 on page 10-10.

For information on Awards - Package a Single Fund concurrent process parameters, see Table 10–6 on page 10-12.

For information on Awards - Repackage Pell Grant concurrent process parameters, see Table 10–7 on page 10-13.

For information on Awards - Rollover Fund Attributes concurrent process

Awards Concurrent Processes 10-3

parameters, see Table 10–8 on page 10-14.

For information on Awards - Retrieve and Load External Award File concurrent process parameters, see Table 10–9 on page 10-15.

Running the Awards Processing Concurrent Processes Procedure





Note: If there are any errors, make corrections and run the concurrent process again.


Awards - Assign Awards and Cost of Attendance Groups Concurrent Process

Awards - Assign Awards and Cost of Attendance Groups Concurrent Process

Rules can be attached when defining target groups and cost of attendance codes. The Awards - Assign Awards and Cost of Attendance Groups Concurrent Process runs rules that are predefined in Oracle Student System.

Table 10–2 describes the Awards - Assign Awards and Cost of Attendance Groups concurrent process parameters.

Table 10–2 Awards - Assign Awards and Cost of Attendance Groups Concurrent Process Parameters


Run Type cost of attendance or target group

Award Year selects the award year

Person Number selects the person number when run in single student mode

Get Latest OSS Data Y: yes; N: No


Cost of Attendance - Compute Cost of Attendance Concurrent Process

Cost of Attendance - Compute Cost of Attendance Concurrent ProcessThe cost of attendance is the total amount needed to cover educational expenses including tuition fees, accommodation, food, books, transport, personal expenses, and supplies. For students living on-campus, the allowance is the standard amount typically assessed for most residents; for those living off-campus but not with parents, the allowance is based on reasonable expenses for room and board.

The Cost of Attendance - Compute Cost of Attendance Concurrent Process calculates the cost of attendance for a student.

Table 10–3 describes the Cost of Attendance - Compute Cost of Attendance concurrent process parameters.

A formatted log file is generated displaying the COA assigned to each student.

Table 10–3 Cost of Attendance - Compute Cost of Attendance Concurrent Process Parameters


Run Type mode in which users can run process as follows:

calculates the cost of attendance for the selected student when run for a single student

calculates the cost of attendance for all the students belonging to the selected award year, when run for an award year


Person Number person number; used when run in single student mode


Awards - Cancel Offered Awards Concurrent Process

Awards - Cancel Offered Awards Concurrent ProcessThe Awards - Cancel Offered Awards Concurrent Process automatically cancels awards that are issued to students enrolled within an enrollment cut off date. The date is set in the system.

The process can be run either in a fund mode or in an award year mode. If it is run in a fund mode, it checks only awards that were issued from the context fund. In case of an award year mode, it checks all funds.

Table 10–4 describes the Awards - Cancel Offered Awards concurrent process parameters.

Table 10–4 Awards - Cancel Offered Award Concurrent Process Parameters


Award Year award year when run in an award year mode

Fund ID fund identifier

Person Number person number


Awards - Package Students Concurrent Process

Awards - Package Students Concurrent ProcessStudents receive a package of financial aid from fund sources that are defined by the fund manager. A financial aid package is made up of one or more funds, where each fund has a particular set of conditions governing the criteria that a student must meet, to receive funds. The packaging process creates awards in the subsystem. The process can be run either in the simulation mode or in the packaging mode.

A package can be simulated and a student can be packaged through this process. The Awards - Package Students Concurrent Process has a run type parameter that determines if the packaging run is simulated. It can further be run for a run code or for a single student or for a particular target group.

When run in simulation mode, the packaging process creates awards with Simulated status. These awards are helpful for the user to have an idea of how the awarding would be when packaging is run in actual mode. When run in the simulation mode, the packaging is subject to the same set of validations, as when run in actual mode. Simulated awards are for view only and are not picked up by the system to determine the resources of students.

The following validations apply to the students for the Awards - Package Students concurrent process:

■ Students should have a Payment ISIR.

■ There should not be any packaging holds on the student placed by SAP.

■ The Verification Process Status of the student should map to one of the terminal statuses in the list of ’ACCURATE’, ’NOTSELECTED’, ’REPROCESSED’, 'NOTVERIFIED', 'WAIVED', ‘TOLERANCE' and 'CALCULATED'.

■ Award Policies for the student should have been defined. That is, the student should have been assigned a target group and that target group should have been associated with an award policy for the award year in context.

Note: The compute cost of attendance process has to be run before the package students concurrent process is run.

The following validations are applicable to the fund. Note that these validations are applicable to the Awards - Package a Single Fund Concurrent Process.

■ Fund should have the load calendars and teaching calendars setup.


■ Fund shall be awarded only if there is amount left over in the fund.


■ A fund that is already awarded to the student is never re-packaged for that student. Such funds are skipped in the packaging run for that student.

■ Funds are subjected to exclusive and inclusive funds check as setup in the fund manager. The existing awards of the student are also taken into consideration to determine whether a fund passes the exclusive and inclusive check.

■ For all funds except Pell, the EFC should have been calculated for the student as per the EFC methodology attached to the fund in the fund manager. The context ISIR based on which the efc should be calculated is defined by the terminal verification status attached to the student. When the verification status of the student is in (ACCURATE’, ’NOTSELECTED’, ’REPROCESSED’, ’NOTVERIFIED’, ’WAIVED’) then the efc calculated as per the Payment ISIR of the student is used. If the terminal status is in (‘TOLERANCE’, ’CALCULATED’) then the efc calculated as per the Correction ISIR is of the student is used.

■ For awarding Pell the 9 month EFC of the student known as Paid EFC on the payment ISIR is used as the EFC for determining the Pell award from Pell matrix. The Cost of attendance is also different for Pell. It is the Pell cost of attendance as setup in the Cost of attendance.

■ When awarding Pell through packaging process the attendance type of the students is defaulted to Pell Full Time attendance.

■ If the fund is a loan and federal fund code happens to be one of the following ‘DLS’, ’DLU’, ’FLS’, ’FLU’, ’ALT’ then the student shall be subjected to Stafford loan limits. If the Stafford loan limits are not setup for the Direct Loan and Common Line Loan grade levels then system shall not award any of these funds to the student. System uses actual class standing of the student to determine the Stafford loan limits if the award is for current term. If the award if for the future term, then system uses predictive class standing of the student.

■ The award amount of the fund is subjected to the minimum and maximum award amounts defined in the fund manager setup and award policies setup. Fund is also subjected to maximum yearly amount, maximum life time amount and the maximum number of times the fund can be awarded checks. (Defined in fund manager setup).

■ Before awarding a fund , the need as per the EFC methodology (attached to the fund) is determined. If no need exists, then system checks whether the fund is entitlement. If it is entitlement it awards the fund, without looking into the


need. If it is not entitlement then it checks whether the fund can replace the family contribution (setup in fund manager or award policies). If the fund can replace the family contribution, the fund is awarded to the extent of the


remaining family contribution 2 that can be replaced. Family contribution would have been replaced by the existing awards in the system or the other funds in the current run that are prior in the sequence.

■ Then the awarded amount is subjected to the award policy level validations i.e. Maximum Grant, Maximum Loan etc., depending on the fund type. The award amount from the fund is some times adjusted downwards to meet these award policy level validations. But the downward adjustment always happens for funds that are not entitlement. In case of entitlement funds, these policy level checks do not happen.

■ Never an award of zero offered amount is awarded. If after all the validations are applied and the award amount from a fund is reduced to zero, then that fund is skipped and not awarded to the student.

■ If any award results in overaward to the student, then an overaward hold is placed on all the disbursements of that award. The need to calculate the overaward is always calculated as per the federal methodology.

■ Disbursements for the award are created as per the setup for the fund done in the fund term installments in the fund manager.

■ When attaching the ToDo items to the student when he is awarded a fund (Todo items for a fund are defined in the fund manager setup) , only the ToDo items that are not attached to the student are attached.

Table 10–5 describes the Awards - Package Students concurrent process parameters.

Table 10–5 Awards - Package Students Concurrent Process Parameters


Run Type mode in which users can run the process; used for single students, group runs, or run codes in simulation or package mode: RS - Run for a run code in simulation mode; RP - Run for a run code in packaging mode; GS - Run for a target group in simulation mode; GP - Run for a target group in packaging mode; SS - Run for a student in simulation mode; SP - Run for a student in packaging mode


Run Code run code against which the packaging process is run

Group Code target group code


Person Number person number; used when run in single student mode


Package Individual values are Y for Yes or N for No

indicates if user is packaging a single student

Run Mode run mode: DM - Detailed Mode; SM - Summary Mode

Get Latest OSS Information

specifies if the latest information should be fetched

Notify Award to Student Y: yes; N: No

Table 10–5 Awards - Package Students Concurrent Process Parameters



Awards - Package a Single Fund Concurrent Process

Awards - Package a Single Fund Concurrent ProcessAwards - Package a Single Fund creates awards from a single specified fund. The f conditions specified under Awards - Package Students Concurrent Process also apply to this process, with the exception of award policy checks.

Table 10–6 describes the Awards - Package Students concurrent process parameters.

Table 10–6 Awards - Package a Single Fund Concurrent Process Parameters



Fund Code fund code for which packaging is to be run

Group Code target group code; Group Code, Person Number, and Person ID Group are mutually exclusive

Person Number person number; used when run in single student mode; Group Code, Person Number, and Person ID Group are mutually exclusive

Person ID Group person ID group; Group Code, Person Number, and Person ID Group are mutually exclusive

Get Latest OSS Information

specifies if the latest information should be fetched

Create Over Award Holds

creates disbursement holds if fund is overawarded; NA: No Award; CH: Create Hold; NH: No Hold

Notify Award to Student Y: yes; N: No


Awards - Repackage Pell Grant Concurrent Process

Awards - Repackage Pell Grant Concurrent ProcessThe Awards - Repackage Pell Grant concurrent process repackages students. If the current Recipient Financial Management System record has been sent to the RFMS system, the system will not repackage for that student, instead it will post a message in the log file.

Table 10–7 describes the Awards - Repackage Pell Grant concurrent process parameters.

Table 10–7 Awards - Repackage Pell Grant Concurrent Process Parameters





Awards - Rollover Fund Attributes Concurrent Process

Awards - Rollover Fund Attributes Concurrent ProcessThe Awards - Rollover Fund Attributes Concurrent Process rolls over funds from a current award year to a new award year. This process can be run either for the entire award year or for an individual fund. The properties and disbursement schedules of the new funds are based on the properties of the fund that is being rolled over.

Table 10–8 describes the Awards - Rollover Fund Attributes concurrent process parameters.

Table 10–8 Awards - Rollover Fund Attributes Concurrent Process Parameters


Award Year award year when run for an award year

Fund ID fund identifier


Awards - Retrieve and Load External Award File Concurrent Process

Awards - Retrieve and Load External Award File Concurrent ProcessThe Awards - Retrieve and Load External Award File Concurrent Process loads external awards into the system. Oracle Financial Aid supports external awards. However, the format in which these awards are uploaded are predefined. In addition, the terms in the flat file must match with the term in the Calendar Mapping window in Financial Aid.

Table 10–9 describes the Awards - Retrieve and Load External Award File concurrent process parameters.

Table 10–9 Awards - Retrieve and Load External Award File Concurrent Process Parameters


DataFile with Path data file to be loaded


Awards - Retrieve and Load External Award File Concurrent Process


Sponsorships Ov

11Sponsorships Overview

This chapter provides an overview of sponsorships. The following sections are in this chapter:

n Purpose

n User Responsibilities

n Sponsorships Processes

erview 11-1

Purpose

PurposeSponsors can undertake to pay for all or a portion of a student’s tuition and fees, for specific terms. The sponsorships functionality captures details of the sponsorships and relates them to the student.

The sponsorship function also enables users to assign students to a sponsor and maintains details of which fee classes the sponsor pays for, and what percentage of the fees (or the maximum amount) the sponsor is willing to pay.

For information on setting up sponsor details, see Chapter 12, Sponsorships Setup.

For information on sponsorships procedures, see Chapter 13, Sponsorships Procedures.

User ResponsibilitiesOracle Student System super users must set up sponsor details, enter sponsorship details and relate sponsorships to student awards.


Sponsorships Processes

Sponsorships ProcessesSponsorships function includes the following processes:

n Base Record - Create Financial Aid Base Record Process

n Awards - Rollover Sponsorship Attributes Process

n Awards - Assign Sponsorship Awards Process

Base Record - Create Financial Aid Base Record ProcessCreate Financial Aid Base Record process collects person information from Oracle Student System records and creates corresponding records in the Financial Aid subsystem. This process is a prerequisite for Assigning students to sponsor and also for Sponsor award process.

Awards - Rollover Sponsorship Attributes ProcessSponsor rollover process carries forward the details of sponsor setup or sponsor-student relationships, or both to the following award year. Users can specify which details are to be rolled over.

The create financial aid base record process must be run before running sponsor rollover process.

Awards - Assign Sponsorship Awards ProcessSponsor Awards process creates both awards and disbursements for a fund in the Financial Aid subsystem. When the process is run with the actual award type parameter, it also checks for eligibility criteria and validations before awarding the sponsor amount to the students.

When the process is run in the test mode, no database update takes place, and only a report is generated.

Awarding money to the students can be performed manually through the student awards window in addition to awarding money through the sponsor award process.

Sponsorships Overview 11-3

Sponsorships Processes


Sponsorships

12Sponsorships Setup

This chapter describes how to set up relation between sponsors and students. The following sections are in this chapter:

■ Definition

■ Overview

■ Setting up Sponsor Procedure

■ Sponsor Setup Window

■ Sponsor Setup Window Description

Setup 12-1

Definition

DefinitionThe sponsor setup allows users to capture details of a sponsor.

OverviewSponsor setup captures details of a sponsor and the details are used in the sponsor rollover process.

You can also assign student to the sponsor by clicking the Assign Student button. For information see Chapter 13Sponsorships Procedures.


Setting up Sponsor Procedure

Setting up Sponsor ProcedureTo specify sponsor details in an award year, perform the following steps.

1. In Oracle Student System, navigate to the Sponsor Setup window as follows:

Financial Aid - Student Finance - Sponsorships - Sponsor Setup

2. Enter data in each field of the Sponsor Setup window as described in Table 12–1, page 12-5.




Sponsorships Setup 12-3

Sponsor Setup Window

Sponsor Setup Window

Figure 12–1 Sponsor Setup Window


Sponsor Setup Window Description


Table 12–1 Sponsor Setup Window Description


Sponsor Code required list of values sponsor code and description

Award Year required list of values award year code, start and end dates

Closed optional check box if selected, indicates that the sponsor is no longer valid for further awards

Party Number required list of values party number.

Sponsor Ref Num sponsor reference number

Credit Type required list of values credit type

Adjustment Fee Type required list of values adjustment fee type

Sponsor Fee Type required sponsor fee type

Totals Sponsor Amount

optional total sponsor amount

Min Credit Points minimum credit points

Min Attendance type minimum attendance type

Person ID Group optional person ID group

Include U.S. Planned Credit

check box if selected, indicates that U.S. planned credit is to be included

[Descriptive Flexfield]

optional user-customization field

Pays Only Tab

Fee Classes fee classes that are paid by the sponsor

% percent of fee paid by sponsor

Max Amount maximum amount paid by the sponsor

Terms Tab

Term Calendar required term calendar

Effective Dates term effective start and end dates

Sponsorships Setup 12-5

Program Details optional button opens the Program Details window

Assign Student optional button opens the Assign Student to Sponsor window



Sponsorships Proc

13Sponsorships Procedures

This chapter describes how to administer sponsorships. The following sections are in this chapter:

■ Definition

■ Overview

■ Assign Students to Sponsor Procedure

■ Assign Students to Sponsor Window

■ Assign Students to Sponsor Window Description

■ Entering Student Sponsorships Procedure

■ Student Sponsorships Window

■ Student Sponsorships Window Description

■ Entering Student Awards Procedure

■ Student Awards Window

■ Student Awards Window Description

edures 13-1

Definition

DefinitionThe sponsor procedures allow users to capture details of a student awards, sponsorships for an academic year and students assigned to each sponsor.

OverviewSponsor procedures include:

■ Assign Students to Sponsor

■ Student Sponsorships

■ Student Awards

Assign Students to SponsorThe Assign Students to Sponsor procedure assigns students to sponsor such that the Awards - Assign Sponsorship Awards process awards funds from the specified sponsor to the students assigned to that sponsor.

The window displays details specified in the sponsor setup window. Users can overwrite the values in this window.

Student SponsorshipsThe Student Sponsorships procedure captures the details of sponsorships pertaining to individual students.

The window displays details specified in the sponsor setup window. Users can overwrite the values in this window.

The sponsor details and pays only details are displayed for the term selected in the Term Details region.

Student AwardsThe Student Awards procedure enables users to view and modify student award details.


Assign Students to Sponsor Procedure

Assign Students to Sponsor ProcedureThe following information applies to this procedure.

Prerequisites for performing this procedure are:

■ Fund Type setup

■ Fund Code setup

■ Batch Year Mapping setup

■ Fund Calendar Relations setup

■ Sponsor setup

To assign students to a sponsor in an award year, perform the following steps.

1. In Oracle Student System, navigate to the Assign Students to Sponsor window as follows:

Student Finance - Sponsorships - Assign Students to Sponsor

2. Enter data in each field of the Assign Students to Sponsor window as described in Table 13–1 on page 13-5.




Sponsorships Procedures 13-3

Assign Students to Sponsor Window

Assign Students to Sponsor Window

Figure 13–1 Assign Students to Sponsor Window


Assign Students to Sponsor Window Description

Assign Students to Sponsor Window DescriptionTable 13–1 describes selected fields of the Assign Students to Sponsor window.

Table 13–1 Assign Students to Sponsor Window Description



optional check box If selected, data in the Person Details and Pays Only regions is automatically refreshed and coordinated with data in the header region. If deselected, data in the Person Details and Pays Only regions is refreshed only when the user navigates to any field in those regions. Leave deselected to speed up performance when querying records.

Person Details Region

Min Attendance Type optional minimum attendance type required by the sponsor

Min Credit Points optional minimum credit points required by the sponsor

Total Sponsor Amount

optional total amount paid by the sponsor; if this amount is specified, then Pays Only need not be specified

Pays Only Region

Fee Class optional fee class that the sponsor pays for; if total sponsor amount is specified, this need not be specified

% optional percentage of the fee paid by the sponsor; if total sponsor amount is specified, this need not be specified

Max Amount optional maximum amount paid by the sponsor; if total sponsor amount is specified, this need not be specified

Program Details optional button opens the Program Details window, in which users can specify the program details


Entering Student Sponsorships Procedure

Entering Student Sponsorships ProcedureTo enter student sponsorship details in an award year, perform the following steps.

1. In Oracle Student System, navigate to the Student Sponsorships window as follows:

Student Finance - Sponsorships - Student Sponsorships

2. Enter data in each field of the Student Sponsorships window as described in Table 13–2 on page 13-8.





Student Sponsorships Window

Student Sponsorships Window

Figure 13–2 Student Sponsorships Window


Student Sponsorships Window Description

Student Sponsorships Window DescriptionTable 13–2 describes selected fields of the Assign Students to Sponsor window.

Table 13–2 Student Sponsorships Window Description



optional check box If selected, data in the Sponsor Details and Pays Only regions is automatically refreshed and coordinated with data in the header region. If deselected, data in the Sponsor Details and Pays Only regions is refreshed only when the user navigates to any field in those regions. Leave deselected to speed up performance when querying records.

Sponsor Details Region

Min Attendance Type optional list of values minimum attendance type required by the sponsor

Min Credit Points optional minimum credit points required by the sponsor

Total Sponsor Amount

optional total amount paid by the sponsor; if this amount is specified, then Pays Only need not be specified

Pays Only Region

Fee Class optional fee class that the sponsor pays for; if total sponsor amount is specified, then this need not be specified

% optional percentage of the fee paid by the sponsor; if total sponsor amount is specified, then this need not be specified

Amount optional amount paid by the sponsor; if total sponsor amount is specified, then this need not be specified

Program Details optional button opens the Program Details window, in which users can specify program details


Entering Student Awards Procedure

Entering Student Awards ProcedureTo enter student award details relating to sponsorships, perform the following steps.


Student Finance - Sponsorships - Student Awards

2. Enter data in each field of the Student Awards window as described in Table 13–3 on page 13-11.







Figure 13–3 Student Awards Window



Student Awards Window DescriptionTable 13–3 describes selected fields of the Assign Students to Sponsor window.




optional check box if selected, data in awards region is automatically refreshed and coordinated with data in the person details region; if deselected, data in the awards region is refreshed only when users clicks on the Award ID field in Awards region. Leave deselected to speed up performance when querying records.

Awards Region

Award Status required list of values award status such as offered or accepted; The award status field can be updated from Offered to Accepted, Accepted to Canceled, Declined to Canceled or Declined to Offered. Other ways of updating the award status are not permitted.

Disbursement Details optional button opens the Disbursement Details window. For information, see Chapter 33, Disbursement Procedures. The Disbursement Details button is enabled for all the awards where the fund is not of type Work Study and Sponsorship. For Work Study funds the Disbursement Details button is disabled and Work Study Details button is enabled. The Work Study Details button is disabled for all the funds.




Sponsorships Concurrent Pr

14Sponsorships Concurrent Processes

This chapter describes how to run sponsorships concurrent processes. The following sections are in this chapter:

■ Definition

■ Overview

■ Running the Sponsorships Concurrent Processes Procedure

■ Base Record - Create Financial Aid Base Records Concurrent Process

■ Awards - Rollover Sponsorship Attributes Concurrent Process

■ Awards - Assign Sponsorship Awards Concurrent Process

ocesses 14-1

Definition

DefinitionSponsorships concurrent processes create student base records, update the system with sponsorships awards details and carry forward sponsorship details to the specified award year.

OverviewTable 14–1 describes the sponsorships concurrent processes.

The Awards - Disbursements - Transfer to Student Accounts concurrent process updates the student accounts with sponsor award disbursements.

Table 14–1 Sponsorships Concurrent Processes


Base Record - Create Financial Aid Base Records

Creates student records in Oracle Financial Aid based on the Oracle Student System person records. This process is a prerequisite for

Awards - Rollover Sponsorship Attributes

Carries forward sponsorship details to the specified award year

Awards - Assign Sponsorship Awards

Updates the system with sponsorship awards


Running the Sponsorships Concurrent Processes Procedure

Running the Sponsorships Concurrent Processes ProcedureTo run a sponsorships concurrent process, perform the following steps.

1. In Oracle Student System, navigate to the Submit Requests window as follows:

Requests - Concurrent Manager - Requests - Run



3. Optionally, to submit a request set, select the Request Set radio button.

4. Click OK.



6. Click OK.



For information on Create Student Base Records concurrent process parameters, see Table 14–2 on page 4.

For information on Sponsor Rollover concurrent process parameters, see Table 14–3 on page 5.

For information on Sponsor Awards concurrent process, see Table 14–4 on page 6.


The Submit Requests window appears.




Sponsorships Concurrent Processes 14-3

Base Record - Create Financial Aid Base Records Concurrent Process

Base Record - Create Financial Aid Base Records Concurrent ProcessBase Record - Create Financial Aid Base Record process collects person information from Oracle Student System records and creates corresponding records in Oracle Financial Aid. This process is a prerequisite for Assigning Students to Sponsor procedure and Awards - Rollover Sponsorship Attributes concurrent process.

Table 14–2 describes Base Record - Create Financial Aid Base Records concurrent process parameters.

Table 14–2 Base Record - Create Financial Aid Base Records Concurrent Process Parameters


Award Year award year for which base records are to be created

Person Number person number of the student whose record is to be created (optional)

Person ID Group group ID of the set of students for whom base records are to be created (optional)


Awards - Rollover Sponsorship Attributes Concurrent Process

Awards - Rollover Sponsorship Attributes Concurrent ProcessAward - Rollover Sponsorship Attributes process carries forward the details of sponsor setup or sponsor-student relationships, or both, to the specified award year. Users can specify which details are to be rolled over.

Prerequisites for running this process are:

■ Active Award Year, Term/Load Calendar rollover mappings must be present in the Financial Aid calendar tables

■ Fund rollover process must be performed

■ Base Record - Create Financial Aid Base Record process must be run

Table 14–3 describes the Awards - Rollover Sponsorship Attributes concurrent process parameters.

Table 14–3 Awards - Rollover Sponsorship Attributes Concurrent Process Parameters


Award Year award year (list of values)

Rollover R: Sponsor-Student Relation Rollover; S: Sponsor Setup Rollover; B: both R and S

Sponsor Code sponsor code for which rollover is to be done

Test Mode Y: test mode; N: actual

Sponsorships Concurrent Processes 14-5

Awards - Assign Sponsorship Awards Concurrent Process

Awards - Assign Sponsorship Awards Concurrent ProcessAwards - Assign Sponsorship Awards concurrent process creates both awards and disbursements for a fund in Financial Aid subsystem. It also checks for eligibility criteria and validations before awarding the sponsor amount to the students.

Awarding money to the students can also be done manually apart from awarding money through the sponsor award process.

Prerequisite for running this process is that students must be assigned to the sponsors for the current award year.

Table 14–4 describes the Awards - Assign Sponsorship Awards concurrent process parameters.

Table 14–4 Awards - Assign Sponsorship Awards Concurrent Process Parameters


Award Year award year (list of values)

Term Calendar term calendar for which sponsor awards are to be generated; this is enabled only when Award Year Term Calendar is optional

Person Number person number of the student for whom awards are to be generated (optional)

Person ID Group group ID of the group of persons for whom awards are to be generated (optional)

Sponsor Code sponsor code; this is enabled only when Award Year Term Calendar is optional

Award Type List of values: A: Actual; P: Planned

Test Mode Y: test mode; N: actual


Part IIIGrants, Loans, and Work Study

Pell Grant Processing Ov

15Pell Grant Processing Overview

This chapter provides an overview of Pell Grant processing. The following sections are in this chapter:

■ Purpose


■ RFMS Process

erview 15-1

Purpose

PurposeThe Pell Grant Processing manages the processing of a Pell Grant award for an undergraduate student and includes the following:

■ entering and maintaining Pell Grant setup related reference data

■ managing disbursement related dates

■ defining origination processes

■ managing data requests

■ managing Recipient Financial Management System (RFMS) processes

■ managing funding methods in the Federal Pell Grant Program

For information on setting up Pell Grant processing, see Chapter 16, Pell Grant Processing Setup.

For information on processing Pell Grant awards, see Chapter 17, Pell Grant Processing Procedures.


User Responsibilities

User ResponsibilitiesThe Federal Pell Grant program provides funding for high-need, undergraduate students. The sum awarded is determined by the U.S. Department of Education based on the student’s expected family contribution and enrollment status.

Institutions must ensure that each recipient meets the eligibility requirements for the Federal Pell Grant Program, and that payment is made to eligible students.

The Recipient Financial Management System (RFMS) requires that institutions originate Federal Pell Grants prior to disbursement. The electronic processing of RFMS is similar to the Federal Direct Loan Program.

The remaining functionality is usually reserved for Pell Grant processing specialists or system administrators who set up and maintain the subsystem.

Pell Grant Processing Overview 15-3

RFMS Process

RFMS ProcessOracle Financial Aid includes the Pell Origination RFMS process.

Pell OriginationOrigination is the process of reporting a Pell Grant award to RFMS. Origination can occur before or at the same time as the initial disbursement. The majority of data transmitted to RFMS through the Pell Origination process is established in Pell Setup. The remaining data is taken from the Pell Grant base record.

The origination record establishes a student’s eligibility and the amount of federal Pell Grant funding the student can receive for the award year. A school must submit an origination record for every federal Pell Grant recipient.

The following procedures are related to Pell origination:

■ Acknowledgement of an Origination Record

■ Updating an Origination Record

Acknowledgement of an Origination RecordAn acknowledgement is returned to the school for every origination record sent to RFMS. The acknowledgement confirms receipt of the record and indicates the record status in RFMS. The acknowledgement includes the following:

■ origination record status as follows:

■ A indicates Accepted

■ C indicates Corrected

■ E indicates Rejected

■ values accepted by RFMS during processing

■ edit and comment codes to indicate rejection

■ data corrections

■ warning messages

The origination acknowledgment also includes the authorized scheduled federal Pell Grant award for the recipient at the institution.


RFMS Process

Updating an Origination RecordUsers can update origination data by resubmitting the record with the relevant changes. For example, an origination record can be updated if there are changes to the student’s data that affect the amount of the award or if RFMS sets values that users want to change.

Note: Users should review and update the origination record, if appropriate, when the acknowledgement record is received. RFMS uses the origination award amounts to verify disbursement requests.

Pell Grant Processing Overview 15-5

RFMS Process


Pell Grant Process

16Pell Grant Processing Setup

This chapter describes how to set up Pell Grant processing. The following sections are in this chapter:

■ Definition

■ Overview

■ Setting Up Pell Profile Procedure

■ Pell Profile Window

■ Pell Profile Window Description

■ Setting Up Pell Setup Procedure

■ Pell Setup Window

■ Pell Setup Window Description

■ Creating Pell Setup Matrix Procedure

■ Pell Setup Matrix Window

■ Pell Setup Matrix Window Description

■ Setting Up Federal Pell Alternate Schedule Procedure

■ Federal Pell Alternate Schedule Window

■ Federal Pell Alternate Schedule Window Description

ing Setup 16-1

Definition

DefinitionThe Federal Pell Grant program provides funding for undergraduate students. The sum awarded is determined by the U.S. Department of Education, based on the student’s expected family contribution and enrollment status.

OverviewPell Grant processing setup includes the following procedures:

■ Pell Profile

■ Pell Setup

■ Pell Setup Matrix

■ Federal Pell Alternate Schedule

For information on processing Pell Grant awards, see Chapter 17, Pell Grant Processing Procedures.

Pell ProfileThe Pell profile procedure enables users to set up the default Pell profile for each aid year. Pell profiles are selected for students based on criteria. If a profile is set up, the values set in the Pell setup for that corresponding profile are used for students assigned with a Pell profile. If no rules are set up, all students belong to the default Pell profiles. Pell profiles are stored in the Pell base record.

Pell SetupThe Pell setup procedure establishes certain fields in the Common Origination and Disbursement Pell Origination that are not student-specific. The fields include enrollment, institution, cost of attendance, and disbursement fields. These default values are entered by users each year during regulatory setup. An institution can have different sets of defaults or profiles for different groups of students. The Pell setup window displays the Pell defaults for a particular reporting Pell ID and profile. Default data from the profile is used in the creation of Pell origination files. The Pell record created for each Pell eligible student is batched and sent as origination files to Pell for processing. The Pell origination file enables users to link multiple reporting Pell IDs to organizational structures. After the reporting Pell ID


is entered, default Pell setup can take place.

Overview

The Pell Setup window enables users to set the following defaults for the Pell origination file:

■ attending campus Pell ID

■ institution cross-reference

■ number of payment periods in student’s school year

■ estimated disbursement dates

■ low tuition and fees code

■ incarcerated federal Pell recipient code

■ academic calendar

■ payment method

■ weeks of instructional time used to calculate payment

■ weeks of institution time in program’s definition of academic year

■ credit or clock hours in all payment periods expected to complete the current school year

■ maximum amount of Pell Grant for the current academic year

■ maximum expected family contribution (EFC) for the current academic year

Pell Setup MatrixThe Pell Setup Matrix window is used to enter the Pell award schedule that is released by the government.

The Pell Setup Matrix window includes the following regions:

■ Pell Setup Matrix Region

■ Expected Family Contribution Values Region

Pell Setup Matrix RegionIn the Pell Setup Matrix region, users enter enrollment status, award year data, and cost of attendance range details. Cost of attendance ranges are obtained from the Pell schedule.

Pell Grant Processing Setup 16-3

Overview

Expected Family Contribution Values RegionIn the Expected Family Contribution Values region, users enter the corresponding EFC ranges with the amount. EFC ranges and amount are obtained from the Pell schedule.

The Pell matrix is a table where users enter data from a predefined Pell matrix provided by the Federal Government.

Federal Pell Alternate ScheduleThe pell alternate schedule procedure enables users to determine the pell award, if a school is a low tuition school.

The Pell Alternate Schedule window enables users to setup the alternate Pell schedule.


Setting Up Pell Profile Procedure

Setting Up Pell Profile ProcedureTo set up a Pell profile, perform the following steps.

1. In Oracle Student System, navigate to the Pell Profile window as follows:

Financial Aid - Setup - Pell Grant Processing - Pell Profile

2. In the Pell Profile Code field, enter the appropriate Pell profile code.

Institutes can also create multiple Pell profiles for the current year.

3. In the Num of Payment Periods field, enter the appropriate number of payment periods.

4. In the Academic Calendar field, select an academic year from the list of values.

The calendar that applies to the student’s educational program must be valid to process the record.

5. In the Payment Method field, select the payment method from the list of values.

6. In the Funding Method region, select the Advance radio button.

7. Select the following check boxes as appropriate:

■ Use Census Dates

■ Default Pell Profile

■ Active





Pell Profile Window

Pell Profile Window

Figure 16–1 Pell Profile Window


Pell Profile Window Description

Pell Profile Window Description

Table 16–1 Pell Profile Window Description


Pell Profile Code required unique code for the current Pell profile

No. of Payment Periods

required number of payment periods in student’s school year

Academic Calendar required list of values calendar which applies to student’s educational program

Payment Method required list of values formula used to calculate student’s Federal Pell Grant Award

Funding Method Region

Just in Time optional radio button allows institutions to report disbursements 5 days prior to making them

Advance required radio button allows institutions to report disbursements 30 days prior to making them

Footer Region

Use Census Dates optional check box enables date used by institution to freeze enrollment levels for Pell Calculations

Default Pell Profile optional check box sets the Default Pell Profile

Active optional check box activates Pell Profile Code


Setting Up Pell Setup Procedure

Setting Up Pell Setup ProcedureThe following information applies to this procedure:

■ Users cannot delete Pell awards if dependent Pell ranges exist.

To set up a Pell, perform the following steps.

1. In Oracle Student System, navigate to the Pell Setup window as follows:

Financial Aid - Setup - Pell Grant Processing - Pell Setup

2. In the Reporting Pell ID field, select the Reporting Pell ID parent to this record from the list of values.

3. In the Award Year field, select an award year from the list of values.

4. In the Pell Profile field, select a Pell profile from the list of values.

Depending on the Pell profile selected, the effective dates automatically populates the Effective Dates field.

5. In the Attend Campus ID field, select a Pell ID from the list of values of the attending campuses.

A change in this field creates a new origination record. Institutions must change award amounts for students at the original campus attended as necessary.

Note: If the Branch Campus check box is selected, the Attend Campus ID field is populated. This field includes the attended campus ID’s list of values. If the Branch Campus check box is not selected, the Attending Campus ID field is disabled and automatically defaults to the Reporting Pell ID field.

6. Optionally, in the Institutional Cross Ref Code field, enter a cross reference code.

7. In the Alternate Cost of Attendance Limit, enter an alternate cost of attendance limit associated with a pell setup record.

8. In the Academic region, select a value from the list of available academic calendars in the Calendar field.

9. In the Academic Weeks field, enter the number of weeks of instructional time in the program's definition of academic year.

Valid values depend upon Payment Methodology and Academic Calendar


fields. A school reports to the Federal Pell Grant Program if the institution’s academic year is less than 30 weeks. If an institution’s academic year is greater than 30 weeks, the actual number of weeks is reported.

Setting Up Pell Setup Procedure

10. In the Academic Hours field, enter the total number of credit or clock hours in the institution’s definition of a full academic year for the student’s program of study.

11. In the Payment region, select a payment method from list of values in the Method field.

12. In the Payment Weeks field, enter the number of weeks of instructional time.

The payment methodology represents standard formulas to calculate student awards, established by the federal Pell Grant program regulations. This methodology is used in award am, if the annual tuition is less than the validation. The academic calendar and payment methodology must be consistent.

13. In the Funding Method region, click the Advance radio button to designate the institution’s funding method as advance.

14. In the Low Tuition Fee field, enter the appropriate value of the fee.

15. In the Expected Hours field, enter the student’s expected hours.

Valid values depend upon Payment Methodology and Academic Calendar fields.

16. Optionally, select the Use Census Dates check box.





Pell Setup Window

Pell Setup Window

Figure 16–2 Pell Setup Window


Pell Setup Window Description


Table 16–2 Pell Setup Window Description


Reporting Pell ID required list of values parent to this record; from the Reporting Pell Setup window

Award Year required list of values period of a Pell Award

Pell Profile required list of values identification of a particular group of setup data

Effective Dates default dates define the period during which the Reporting Pell ID is valid

Branch Campus optional check box enables branch campuses to report to a single Reporting Pell ID set up for the entire institution

Attend Campus ID optional Pell ID of attending campus; change creates new origination record

Institutional Cross Ref Code

optional useful to the institution to identify student records internally

Alternate Cost of Attendance Limit

optional

Academic Region

Calendar required list of values applies to a particular student’s educational program

Weeks required total number of weeks of instructional time in the institution’s academic year

Hours required total number of credit or clock hours in the institution’s academic year

Payment Region

Method required list of values

Weeks required number of weeks of instructional time; used to calculate payment for a particular period

Funding Method Region

Advance optional radio button type of funding method that allows institutions to report disbursements 30 days prior to making them


Just In Time optional radio button type of funding method that allows institutions to report disbursements 30 days prior to making them


Footer Region

Low Tuition Fee optional flag which identifies tuition ranges when the annual tuition is less than or equal to the minimum defined by the low tuition and fees table

Expected Hours optional total number of credit or clock hours the institution expects a student to complete and be paid for during the current Federal Pell Grant award year

Use Census Dates optional check box enables date institution uses to freeze enrollment levels for Pell Calculations

Table 16–2 Pell Setup Window Description



Creating Pell Setup Matrix Procedure

Creating Pell Setup Matrix ProcedureTo create a Pell setup matrix, perform the following steps.

Note: Data should be entered using the Pell Payment Schedule provided by the Department of Education.

1. In Oracle Student System, navigate to the Pell Setup Matrix window as follows:

Financial Aid - Setup - Pell Grant Processing - Pell Setup Matrix

2. In the Award Year field, select an available award year from the list of values.

Depending on the award year selected, the Effective Dates field is automatically populated.

3. In the Enrollment Status field, select an enrollment status from the list of values.

4. In the Cost of Attendance Range field, enter the start and end range of the COA amount.

5. In the Expected Family Contribution fields, enter the start and end range of the expected family contribution (EFC) amounts.

Note: The end range amount must be greater than the start range amount.

6. In the Amount field, enter the amount of the Pell Grant.





Pell Setup Matrix Window

Pell Setup Matrix Window

Figure 16–3 Pell Setup Matrix Window


Pell Setup Matrix Window Description

Pell Setup Matrix Window Description

Table 16–3 Pell Setup Matrix Window Description



Effective Dates default period during which the Reporting Pell ID is valid

Enrollment Status required list of values student’s expected enrollment status for the entire award year

Cost of Attendance Range

required minimum and maximum values of cost of attendance range value obtained from the Pell Payment schedule

Expected Family Contribution Values


optional check box If selected, data in the Pell Setup Matrix Window is automatically refreshed and coordinated with data in the parent window; if deselected, data in the Pell Setup Matrix Window is refreshed only when the user clicks in the Expected Family Contribution region. Leave deselected to speed up performance when querying records.

Range Start required minimum expected family contribution value

Range End required maximum expected family contribution value

Amount required Pell Award amount


Setting Up Federal Pell Alternate Schedule Procedure

Setting Up Federal Pell Alternate Schedule ProcedureTo set up Pell alternate schedule, perform the following steps.

Note: Data should be entered using the Alternate Pell Payment Schedule provided by the Department of Education.

1. In Oracle Student System, navigate to the Federal Pell Alternate Schedule window as follows:

Financial Aid - Setup - Pell Grant Processing - Federal Pell Alternate Schedule

2. In the Award Year field, select an available award year from the list of values.

Depending on the award year selected, the Effective Dates field is automatically populated.

3. In the Enrollment Status field, select an enrollment status from the list of values.

4. In the Cost of Attendance Range field, enter the start and end range of the COA amount.

5. In the Alternate Schedule Expenses region, enter the start and end range of the alternate schedule expenses amounts.

6. In the Expected Family Contribution region, enter the start and end range of the expected family contribution (EFC) amounts.

7. In the Pell Amount field, enter the amount of the Pell Grant.





Federal Pell Alternate Schedule Window

Federal Pell Alternate Schedule Window

Figure 16–4 Federal Pell Alternate Schedule Window


Federal Pell Alternate Schedule Window Description

Federal Pell Alternate Schedule Window Description

Table 16–4 Federal Pell Alternate Schedule Window Description



Effective Dates default period of alternate Pell Award

Enrollment Status required list of values student’s expected enrollment status for the entire award year

Cost of Attendance Range

required minimum and maximum values of cost of attendance range

Alternate Schedule Expenses


optional check box If selected, data in the Federal Pell Alternate Schedule Window is automatically refreshed and coordinated with data in the parent window; if deselected, data in the Federal Pell Alternate Schedule Window is refreshed only when the user clicks in the Alternate Schedule Expenses region. Leave deselected to speed up performance when querying records.

Range Start optional minimum alternate schedule expense amount

Range End optional maximum alternate schedule expense amount; end range amount must be greater than the start range amount

Expected Family Contribution

Range Start required minimum expected family contribution value

Range End required maximum expected family contribution value; end range amount must be greater than the start range amount

Pell Amount required Pell Award amount


Pell Grant Processing Pro

17Pell Grant Processing Procedures

This chapter describes how to process a Pell Grant award. The following sections are in this chapter:

■ Definition

■ Overview

■ Creating Pell Origination Record Procedure

■ Pell Origination Window

cedures 17-1

Definition

DefinitionThe Federal Pell Grant Program provides funding for undergraduate students. The award amount is determined by the U.S. Department of Education based on the student’s expected family contribution (EFC), enrollment status, and cost of attendance. A student’s eligibility for Pell Grants does not depend on the availability of funds at the school, unlike a student’s eligibility for campus-based programs.

The department provides funds for each participating school to grant awards to eligible students based on payment data. As the department grants Pell awards to all eligible students, the school is not responsible for selecting recipients. However, the school must ensure that each recipient meets the eligibility requirements of the Federal Pell Grant Program.

OverviewThe Recipient Financial Management System (RFMS) requires that schools originate Federal Pell Grants before disbursement. Schools use the Electronic Data Exchange (EDE) automated process to transfer Pell Grant data to and from RFMS.

For information on setting up Pell Grant processing, see Chapter 16, Pell Grant Processing Setup.

This section describes the RFMS Origination procedure.

RFMS Origination ProcedureThe RFMS Origination window enables users to enter current Pell Grant data and correct any applicable default information, reported in the Pell Grant setup for each student. Users have the ability to determine the student’s Pell Grant status and make any corrections or overrides.

Once a Pell Grant is awarded and the record successfully passes all edits during the origination creation process, users can perform the origination process to create the electronic records to be sent to RFMS through the concurrent process. The origination record establishes a student’s eligibility and the Pell amount a student can receive for the award year.

The RFMS Origination window enables users to perform the following tasks:


■ send Pell origination records to RFMS using the transmission method chosen by the institution

■ receive Pell origination acknowledgments from RFMS

Overview

The following processes are related to Pell origination:

■ Pell Origination Process

■ Pell Origination Acknowledgment Process

Pell Origination ProcessThe Pell origination process collects data from the RFMS origination table and creates the RFMS records in a flat file format that is sent to RFMS

Pell Origination Acknowledgment Process The Pell origination acknowledgment process receives processed origination records from RFMS in a flat file format and populates the origination table.

The concurrent process generates the following files:

■ output file or default concurrent output file

The output file generated by the concurrent process contains information including the origination ID, Social Security Number (SSN), name code, and acknowledgment result that is a value taken from the Action Code column.

■ log file or default concurrent log file

The log file generated by the concurrent process contains information including the origination ID, SSN, name code, acknowledgment result, and reject codes.

Pell Grant Processing Procedures 17-3

Creating Pell Origination Record Procedure

Creating Pell Origination Record ProcedureThe following information applies to this procedure:

■ In the RFMS Details region, based on the concurrent processes run by users, the system populates status, batch ID, cost of attendance, process date, EFC, verification status, Pell award, scheduled award, enrollment status, and transaction number fields.

■ Based on the Pell setup data, payment weeks, payment methodology, Pell profile, and academic calendar fields populates automatically in the RFMS Details region.

■ The Pell Origination window needs to be redone to eliminate duplication. The information must always be the same, except for ones that RFMS used default data to change incorrect information. If RFMS rejects the information, there won’t be any inconsistent data to display.

To create a Pell origination record, perform the following steps.

1. In Oracle Student System, navigate to the Pell Origination window as follows:

Financial Aid - Pell Grant Processing - Pell Origination

2. In the Award Year field, select an award year from the list of values.

The effective dates are displayed based on the award year selected.

3. In the Person Number field, select a person number from the list of values.

Depending on the person number selected, the SSN and Name fields are populated automatically from the original Free Application for Federal Student Aid (FAFSA).

4. In the Origination ID field, enter a unique number to identify the origination.

5. In the Attending Campus ID field, enter the campus Pell ID.

A new origination record is created when updates are made. Institutions must change award amounts for students based on the campus originally attended.

6. In the RFMS Details region, enter the appropriate information.





Pell Origination Window


Figure 17–1 Pell Origination Window

Pell Grant Processing Procedures 17-5



Pell Grant Processing Concurrent

18Pell Grant Processing Concurrent

Processes

This chapter describes how to run Pell Grant processing concurrent processes. The following sections are in this chapter:

n Definition

n Overview

n Running the Pell Grant Processing Concurrent Processes Procedure

n Create RFMS Record Concurrent Process

n RFMS Originations Concurrent Process

n RFMS Disbursements Concurrent Process

n RFMS Originations Acknowledgment Concurrent Process

n RFMS Disbursements Acknowledgment Concurrent Process

n Year To Date Data Upload Concurrent Process

n MRR Data Upload Concurrent Process

n Electronic Statement of Account Record Concurrent Process

Processes 18-1

Definition

DefinitionPell Grant processing concurrent processes are run by schools to report Pell disbursements to the U.S. Department of Education through Recipient Financial Management System (RFMS). Schools are required to submit origination records for any student who might receive a Pell award. When RFMS receives an origination record, the record is checked for errors and an acknowledgement is returned to the school.

OverviewTable 18–1 describes the Pell Grant processing concurrent processes.

Table 18–1 Pell Grant Processing Concurrent Processes


Create RFMS Records Enter a student ID to create RFMS records for individual students or an award year to create RFMS records for an award year.

RFMS Origination Request

Data is read from the RFMS records and written into a flat file that is sent to the RFMS authority.

RFMS Disbursement Request

Data is read from RFMS disbursement records and written into a flat file that is sent to the RFMS authority.

RFMS Origination Request Set

RFMS origination records are sent to an external source for validation, and the records are returned to the institutions in a flat file.

RFMS Disbursement Request Set

RFMS disbursement records are sent to an external source for validation and the records are returned to the institutions in a flat file.

Year To Date Data Upload Year-to-date data from external sources is uploaded.

MRR Data Upload MRR data from external sources is uploaded.

Electronic Statement of Account Record

Statement of account record data is uploaded.


Running the Pell Grant Processing Concurrent Processes Procedure

Running the Pell Grant Processing Concurrent Processes ProcedureTo run a Pell Grant processing concurrent process, perform the following steps.


Financial Aid - Requests - Run




4. Click OK.



6. Click OK.



For information on Create RFMS Record concurrent process parameters, see Table 18–2 on page 5.

For information on RFMS Origination concurrent process parameters, see Table 18–3 on page 6.

For information on RFMS Disbursement concurrent process parameters, see Table 18–4 on page 7.

For information on RFMS Originations Acknowledgment concurrent process parameters, see Table 18–5 on page 8.

For information on RFMS Disbursements Acknowledgment concurrent process parameters, see Table 18–6 on page 9.

For information on Year To Date Data Upload concurrent process parameters, see Table 18–7 on page 10.

For information on MMR Data Upload concurrent process parameters, see Table 18–8 on page 11.

Pell Grant Processing Concurrent Processes 18-3



Running the Pell Grant Processing Concurrent Processes Procedure





Create RFMS Record Concurrent Process

Create RFMS Record Concurrent ProcessThe Create RFMS Record concurrent process is run for an individual student if a student ID is entered or for an award year if an award year is entered. The process scans all awards awarded to the selected student through the packaging process and awards added manually by the users. The concurrent process selects Pell awards and creates an RFMS record for the student for each Pell award. RFMS disbursement records are also created for the Pell Award.

Table 18–2 describes the Create RFMS Record concurrent process parameters.

Once RFMS records are created, records can be queried and modified in the Pell Origination window and Pell Disbursement window.

Table 18–2 Create RFMS Record Concurrent Process Parameters


Run Type S indicates student; Y indicates award year. If S is selected, the job is run in single student mode; if Y is selected, the job is run in award year mode.

Award Year Enter the award year, if the job is run in award year mode.

Student ID Enter the student ID, if the job is run in single student mode.


RFMS Originations Concurrent Process

RFMS Originations Concurrent ProcessThe RFMS Origination concurrent process takes records from the RFMS origination table and creates a flat file which is sent to the RFMS system.

The RFMS Origination concurrent process can be run for individual students if a student ID is entered or an award year, if an award year is entered.

The output of the flat file can be viewed by clicking View Output in the Submit Request window.

Table 18–3 describes the RFMS Origination concurrent process parameters.

Table 18–3 RFMS Origination Concurrent Process Parameters


Award Year Select an award year from the list of values.

Person Number Select a person number from the list of values.

FLAG - A (run for award year) / S (run for a student)

A indicates award year; S indicates student. If A is selected, the job is run in award year mode; if S is selected, the job is run in single student mode.


RFMS Disbursements Concurrent Process

RFMS Disbursements Concurrent ProcessThe RFMS Disbursements concurrent process reads data from the RFMS disbursement records and writes it into a flat file that is sent to the RFMS authority.

The RFMS Disbursements concurrent process can be run for individual students if a student ID is entered or for an award year, if an award year is entered.

The output of the flat file can be viewed by clicking View Output in the Submit Request window.

Table 18–4 describes the RFMS Disbursement concurrent process parameters.

Table 18–4 RFMS Disbursement Concurrent Process Parameters


Award Year Select an award year from the list of values.

Person Number Select a person number from the list of values.

FLAG - Y (run for award year) / S (run for a student)

Y indicates award year; S indicates student. If Y is selected, the job is run in award year mode; if S is selected, the job is run in single student mode

Disbursement Number A disbursement number is required when an RFMS disbursement flat file is generated for a particular disbursement number.


RFMS Originations Acknowledgment Concurrent Process

RFMS Originations Acknowledgment Concurrent ProcessRFMS origination records are validated and returned in a flat file after the records are sent to the external source. The flat file is then uploaded through the RFMS Disbursements Acknowledgment concurrent process.

The RFMS Originations Acknowledgment concurrent process consists of the following:

n RFMS acknowledgment loader that loads acknowledged data from the external flat file into a staging table

n RFMS process that loads data from the staging table into the system

Table 18–5 describes the RFMS Originations Acknowledgment concurrent process parameters.

The number of records that are uploaded depends on the number of records in the external flat file.

Table 18–5 RFMS Originations Acknowledgment Concurrent Process Parameters


Enter Datafile name along with full path

Enter the name of the flat file and the full path. The upload program reads from this file.


RFMS Disbursements Acknowledgment Concurrent Process

RFMS Disbursements Acknowledgment Concurrent ProcessRFMS disbursement records are validated and returned in a flat file after the records are sent to the external source. The flat file is then uploaded through the RFMS Disbursements Acknowledgment concurrent process.

The RFMS Disbursements Acknowledgment concurrent process consists of the following:

n RFMS Acknowledgment Loader that loads acknowledged disbursement data from the external flat file into a staging table

n RFMS Disbursement Process that loads disbursement data from the staging table into the system

Table 18–6 describes the RFMS Disbursements Acknowledgment concurrent process parameters.

The number of records that are uploaded depends on the number of records present in the external flat file.

Table 18–6 RFMS Disbursements Acknowledgment Concurrent Process Parameters





Year To Date Data Upload Concurrent Process

Year To Date Data Upload Concurrent ProcessThe Year To Date Data Upload concurrent process uploads year-to-date (YTD) data from an external source. RFMS stores YTD records. The YTD file includes origination and disbursement information for each student, as well as a summary of all information submitted by the school.

YTD data only includes information from accepted or amended records. This data is not processed. RFMS does not retain any information from rejected records. YTD records are not automatically sent to schools; the records must be requested by the schools. YTD records are copies of all student data in RFMS. YTD records can be used to rebuild a database.

Table 18–7 describes the Year To Date Data Upload concurrent process parameters.

Table 18–7 Year To Date Data Upload Concurrent Process Parameters





MRR Data Upload Concurrent Process

MRR Data Upload Concurrent ProcessThe MRR Data Upload concurrent process uploads MRR data from an external source. In order to reduce potential overpayments, RFMS uses multiple reporting records (MRR).

MRRs are used to notify schools when an origination or disbursement record is submitted for an existing student by another school. Schools are permitted to request records, but MRRs can be sent automatically in some situations. The MRR data is not processed.

Table 18–8 describes the MMR Data Upload concurrent process parameters.

Table 18–8 MMR Data Upload Concurrent Process Parameters





Electronic Statement of Account Record Concurrent Process

Electronic Statement of Account Record Concurrent ProcessThe Electronic Statement of Account Record (ESOA) concurrent process uploads the statement of account data into the system.

RFMS sends an ESOA to schools to notify them of their initial authorization. As the school reports disbursements to RFMS, RFMS makes any necessary adjustments to the authorization and notifies GAPS so that funds are available to the school. RFMS enables the U.S. Department of Education to track a school’s need for funds as the award year progresses and adjusts the school’s authorization on that basis.

The ESOA is a 200 byte fixed-length record. ESOAs are transmitted by the RFMS to the SAIG on the same day they are processed by the U.S. Department of Education. There are no paper SOAs for 2001-2002, as the file is sent in the PGAS message class. ESOAs can be retrieved by the school at any time for a six-month period following placement on the network. ESOAs are deleted if not retrieved within this six-month period. The ESOA data is not processed.

ESOAs are transmitted in batches containing a batch header record, one or multiple ESOAs, and a batch trailer record. Reformatting to recombine transmission segments into 200 byte ESOA records is no longer necessary as under SAIG, records are no longer broken into 80 byte segments.


Loan Processing O

19Loan Processing Overview

This chapter provides an overview of the Loan Processing subsystem. The following sections are in this chapter:

■ Purpose

■ Loan Types

■ Loan Process

■ User Responsibility

■ Prerequisites

verview 19-1

Purpose

PurposeLoan Processing describes the following:

■ Creating loans after a student has accepted a loan award

■ Validating the loan details before lending to the LOC

■ Method for noting errors in a loan application

■ Loans to the Loan Origination Centre

■ Acknowledging the loan information that is been sent to LOC

■ Send and receive Direct Loan Promissory Note Details

The Loan Processing subsystem manages the loan processing functions and includes granting various loans to the student and the setup of Lender Codes, Guarantor Codes, Servicer Codes, and Lender Relationships.

For information on setting up Loan Processing, see Chapter 20, Loan Processing Setup.

For information on Loan Processing procedure, see Chapter 21, Loan Processing Procedures.


Loan Types

Loan TypesThe following loans are available to a student:

■ Federal Direct Loans

■ CommonLine Loans

■ Perkins Loans

■ Title VII Loans

Federal Direct LoansThe Federal Direct Loan program is also known as the Federal Family Education Loan Program (FFELP) and William D. Ford Direct Loan Program. The Direct Loan program enables students to borrow directly from the U.S. Department of Education. The school originates loan records, prints promissory notes, requests funds, and delivers funds to the students. This loan activity is based on the processing activities with the loan origination center. The following loans are processed as Direct Loans:

■ Federal Direct Subsidized Loans

■ Federal Direct Unsubsidized Loans

■ Federal Direct PLUS loans

Federal Direct Subsidized Loans Subsidized Loans are based on need. Interest on these loans is paid by the federal government while the student is in school. The grace period starts the day after a student ceases to be enrolled at least half time at an eligible institution and during this time, the student is not required to make any payments and is not charged interest. The duration of the grace period is six months but can be longer if the student is in active military duty.

Federal Direct Unsubsidized LoansFederal Direct Unsubsidized loans are not need based and can be used to replace the expected family contribution (EFC). While the student is in school, the student can elect to pay the interest. If the student does not elect to pay the interest, the interest is capitalized, resulting in a higher loan amount.

Loan Processing Overview 19-3

Loan Types

Federal Direct PLUS loansA federal direct PLUS loan is available to eligible parents. A federal direct PLUS loan borrower must be creditworthy or obtain a creditworthy endorser on the loan. The student’s parent is responsible for repaying the lender. Payment to the lender includes interest accrued on the loan from the time the loan is disbursed until it is fully repaid. Federal direct PLUS loans can be requested from the school.

CommonLine LoansThe CommonLine loan program delivers the same loan types to the student as Federal Direct Loans. CommonLine loans are processed by external processors, such as lenders and guarantors. Most lenders and guarantee agencies participate in the CommonLine electronic process enabling schools to originate loans and receive funds for loans electronically. In addition to Stafford and PLUS loans, the CommonLine loan program also enables schools to originate alternative loans, such as non-federal loans originated with the lender. The CommonLine loan program is also known as the Federal Family Education Loan Program. In addition to Direct Loans, the following loans are processed as CommonLine loans:

■ Alternative loans are provided by private lenders to supplement the student loan programs available from the federal and state governments.

■ Perkins loans are comprised of federal Perkins loans, national direct student loans and national defense student loans. These loans are low interest rate loans and the interest rate is 5%. While there is no electronic process, the school generates the promissory note and disburses the funds in a similar method as the Direct Loans and CommonLine loans. The school is considered the lender for Perkins loans with funds coming from loan repayments of previous Perkins loans and annual Federal Capital Contribution (FCC) funds from the federal government.

Perkins LoansPerkins loans consist of federal Perkins loans, national direct student loans, and national defense student loans. These loans are low interest rate loans and the interest rate is 5%. While there is no electronic process, the school generates the promissory note and disburses the funds in a similar method as the Direct Loans and CommonLine loans. The school is considered the lender for Perkins loans with funds coming from loan repayments of previous Perkins loans and annual Federal


Capital Contribution (FCC) funds from the federal government.

Loan Types

Title VII Loans The U.S. Department of Health and Human Services offers a variety of loans for students in health professions authorized by Title VII of the Public Health Service Act. 0.


Loan Process

Loan ProcessA student can apply for a loan that is awarded based on eligibility. The school processes student loans using an external processor, such as a lender, guarantor, or the federal government. The school receives funds and disburses them to the students. The student is also known as a borrower. A student can be eligible for more than one type of student loan. Loan processing consists of the following:

■ Loan Base

■ Adding Loan Tracking Record

■ Origination

■ Updating Loan Record

■ Viewing Edit Report

■ Viewing Promissory Note Data Elements

Loan Base Loan base records have the data required to process any loan type. The loan base record identifies the loan type, amount, processing status, and promissory note indicators and relates to expected and actual loan disbursements. Each loan generates a loan base record.

Adding Loan Tracking RecordThe loan processing subsystem stores data required for tracking various loan types. This data is stored through various processing steps. When a loan is awarded to a student, a loan tracking record is created for the student. Users can add loans manually to student records and view student loans simultaneously.

OriginationOrigination is a document or record that certifies the loan purpose, borrower’s eligibility, expected loan amount, and the date that the loan is expected to be disbursed to the student. This document is sent to the external processor, who edits the record and accepts or rejects the origination. The external processor sends a response back to the school.


Note: If any changes occur to the loan data after the loan record is submitted to the external processor, these changes must be submitted to the external processor.

Loan Process

Optionally, an entire origination record with updates or just the changed values can be sent to the external processor.

Note: Origination is specific to direct loans.

Updating Loan Record Rejected records can be updated and the origination status can be manually selected by users in the Loan Details window. This loan is included in the next origination batch process.

Viewing Edit ReportAfter all associated records are updated with loan record and loan rejected details, an edit report can be viewed.

Viewing Promissory Note Data ElementsA promissory note is a legal document detailing loan terms and the borrower’s obligation to repay the loan. On receipt of the promissory note, the processor approves the loan and notifies the school.


User Responsibility

User ResponsibilityInstitutions can configure the loan processing subsystem to enter and maintain Student Loan Details, Lender Codes, Guarantor Codes, Servicer Codes, and Lender Relationships.

The routine data entry task includes entering student and loan details.

The remaining functionality is usually reserved for loan processing specialists or system administrators who set up and maintain the subsystem.

Institutions must configure the appropriate loan set up data to create and maintain loan details. The system must have the student information and their loan award in order to create loan information.


Prerequisites

Prerequisites■ Awards must be set up.


Prerequisites


Loan Process

20Loan Processing Setup

This chapter describes how a loan is processed. The following sections are in this chapter:

■ Definition

■ Overview

■ Maintaining Lender Codes Procedure

■ Lender Codes Window

■ Maintaining Guarantor Codes Procedure

■ Guarantor Codes Window

■ Maintaining Servicer Codes Procedure

■ Servicer Codes Window

■ Maintaining Lender Relationships Procedure

■ Lender Relationships Window

■ Maintaining Direct Loan Setup Procedure

■ Direct Loan Setup Window

■ Maintaining FFELP Setup Procedure

■ FFELP Setup Window

■ Setting Up Federal Stafford Loan Limits Procedure

■ Federal Stafford Loan Limits Window

ing Setup 20-1

Definition

DefinitionTheLoan Processing setup procedure describes how to set up Lender Codes, Guarantor Codes, Servicer Codes, Lender Relationships, Direct Loan Setup, and CommonLine Setup.

OverviewLoan Processing setup includes the following procedures:

■ Lender Codes

■ Guarantor Codes

■ Servicer Codes

■ Lender Relationships

■ Federal Direct Loan Setup

■ FFELP Setup

■ Federal Stafford Loan Limits

For information on the loan processing procedure, see Chapter 21, Loan Processing Procedures.

Lender CodesThe Lender Codes window maintains the lender IDs and the lender non-ED branch IDs. Some loans in the school are processed with help of lenders, who provide funds and servicing for student loans. The student’s eligibility, award amount, and expected dates of disbursement details are indicated to the lender.

Most lenders participate in the CommonLine electronic process that enables schools, to originate loans and receive funds for loans electronically. The Department of Education is also a lender and manages the Federal Direct Loan program through the Loan Origination Center (LOC). The school is able to electronically originate and receive funds electronically using the Electronic Data Exchange (EDE) process. The school is the lender for Perkins Loans. The funds come from loan repayments and annual federal capital contributions. The lender is usually the recipient, but in some instances, it can be a guarantor or servicer.


Overview

Guarantor CodesThe Guarantor Codes window maintains the guarantor’s details. FFELP loans are processed with the help of lenders and Guarantee agencies. A Stafford loan and PLUS loan is given to the student or parent by a bank and the loan is guaranteed by a guarantor approved by the U.S. Department of Education. Some guarantors are also lenders. In the FFELP CommonLine process, the application send record should be originated with a lender and guaranteed by a guarantor. If the originator and the guarantor authority is not the same, or do not have an agreement to process records together, the lender can return a response file with the origination. The guarantor can send a second response file with the guarantee data.

Servicer CodesThe Servicer Codes window maintains the Servicer IDs and the Servicer Non-ED Branch IDs.

Lender RelationshipsThe Lender Relationships window maintains the lender, guarantor, and recipient relationships. The relationship between the lender, guarantor, and servicer can vary from lender to lender. A lender can have loans guaranteed by multiple guarantee agencies or the guarantee agency can guarantee loans for several lenders. Establishing the relationships defines the loan process among the lender, servicer, and guarantor.

Federal Direct Loan Setup The Federal Direct Loan Setup window maintains details of the Federal Direct Loan. This includes Origination Fee, Promissory note, and Disbursement details. The Federal Direct loan program provides students with the ability to borrow directly from the U.S. Department of Education. The school originates loan records, prints promissory notes, requests funds, and delivers funds to the students based on the processing activities with the Loan Origination Center. Direct Loan disbursements must be reported within 30 days of the date, the student’s account is credited.

The following loans are processed under federal direct loans:

■ Federal Direct Subsidized Loans

Loan Processing Setup 20-3

■ Federal Direct Unsubsidized Loans

■ Federal Direct PLUS loans

Overview

For information on these loans, see Chapter 19, Loan Processing Overview, Loan Processing Overview

FFELP SetupThe FFELP Setup window maintains the FFELP loan setup details. The FFELP electronic process enables schools to originate loans and receive funds for loans electronically.

Federal Stafford Loan LimitsThe federal stafford loan limits procedure enables users to set up limits for federal stafford loans for an award year, based on the system grade level and dependency status.

The annual stafford loan limits are determined not only by need, cost of attendance, and other financial aid received, but also by student dependency status and grade level. The total aggregate limits for federal stafford loans are determined by dependency status and grade level.

The Federal Stafford Loan Limits window displays the award year and effective dates.

The Loan Details region displays the system grade level, dependency status, DL grade level, FFELP grade level, subsidized annual limit, total annual limit, subsidized aggregate limit, and total aggregate limit.


Maintaining Lender Codes Procedure

Maintaining Lender Codes ProcedureTo maintain lender code details, perform the following steps.

1. In Oracle Student System, navigate to the Lender Codes window as follows:

Financial Aid - Setup - Loan Processing - FFELP - Lender Codes Setup

2. In the Lender ID field, enter a unique lender code.

3. In the Description field, enter a brief description about the lender.

4. In the DUNS ID field, enter the lender ID assigned by the DUNS.

5. Optionally, select the Active check box.

Note: If the lender is active, select the check box.

6. Optionally, to enter the lender non-ED branch details, in the Lender Non-ED Branch Details region, select the check box.

7. In the Branch ID field, enter a unique Branch ID.

8. In the Description field, enter a brief description about the branch.

9. If the branch is active, select the Active check box.





Lender Codes Window

Lender Codes Window

Figure 20–1 Lender Codes Window


Maintaining Guarantor Codes Procedure

Maintaining Guarantor Codes ProcedureTo maintain guarantor code details, perform the following steps.

1. In Oracle Financial Aid, navigate to the Guarantor Codes window as follows:

Financial Aid - Setup - Loan Processing - FFELP - Guarantor Codes Setup

2. Optionally, if the Guarantor is active, select the Enabled check box.





Guarantor Codes Window

Guarantor Codes Window

Figure 20–2 Guarantor Codes Window


Maintaining Servicer Codes Procedure

Maintaining Servicer Codes ProcedureTo maintain servicer code details, perform the following steps.

1. In Oracle Student System, navigate to the Servicer Codes window as follows:

Financial Aid - Setup - Loan Processing - FFELP - Servicer Codes Setup

2. If the servicer is active, select the Active check box.

3. Optionally, to enter the servicer non-ED branch Details, select the check box in Servicer Non -ED Branch Details region.

4. If the branch is active, select the Active check box.





Servicer Codes Window

Servicer Codes Window

Figure 20–3 Servicer Codes Window


Maintaining Lender Relationships Procedure

Maintaining Lender Relationships ProcedureThe following information applies to this procedure:

■ Lender ID, Lender Non-ED Branch ID, Guarantor ID, Recipient ID, Recipient Non-ED Branch ID must be a unique combination.

■ If the lender does not have any branches, then lender non-ED branch ID details cannot be entered.

■ Users can select the lender from the list that shows all the lenders and their branch details. Users can select any lender from this list and associate a guarantor and recipient to this lender.

To maintain lender relationships details, perform the following steps.

1. In Oracle Student System, navigate to the Lender Relationships window as follows:

Financial Aid - Setup - Loan Processing - FFELP - Lender Relationships

2. In the Lender ID field, select a unique ID from the list of values.

Depending on the lender ID selected, the Description, DUNS ID, and Non-ED Branch ID fields are automatically populated.

3. If the Lender is active, select the Active check box.

4. In the Guarantor ID field, select an ID of the Guarantor for the Lender from the list of values.

Depending on the Guarantor ID selected, the DUNS ID field is automatically populated.

5. In the Recipient ID field, select a recipient ID for this lender from the list of values.

Depending on the recipient selected, the DUNS ID and Non-ED Branch ID fields are automatically populated.





Lender Relationships Window

Lender Relationships Window

Figure 20–4 Lender Relationships Window


Maintaining Direct Loan Setup Procedure

Maintaining Direct Loan Setup ProcedureThe following information applies to this procedure:

■ There can be only one setup record per year.

To maintain direct loan details, perform the following steps:

1. In Oracle Student System, navigate to the Direct Loan Setup window as follows:

Financial Aid - Setup - Loan Processing - Direct Loan Setup

2. If LOC is printing the disclosure statement, select the LOC prints Disclosure check box.

3. If an accepted promissory note is required prior to disbursement, select the Accepted Note Required check box.

4. If affirmation is required, select the Affirmation Required check box.

5. If an entrance interview is required, select the Interview Required check box.

6. If an institution is designated as a special school, select the Special School check box.





Direct Loan Setup Window

Direct Loan Setup Window

Figure 20–5 Direct Loan Setup Window


Maintaining FFELP Setup Procedure

Maintaining FFELP Setup ProcedureThe following information applies to this procedure:

■ There can be only one setup record per year.

To maintain FFELP setup details, perform the following steps.

1. In the Oracle Student System, navigate to the FFELP Setup window as follows:

Financial Aid - Loan Processing - FFELP - FFELP Setup

2. If the borrower intends to pay interest on loan while in school, select the Borrower Interest Indicator check box.

3. Optionally, to indicate to the lender to hold the disbursement of funds until notified by the institution, select the Hold Indicator check box.

4. Optionally, select the EFT Authorization check box.

This permits the lender to electronically send the funds to the school, based on the student’s authorization.

5. Optionally, select the Automatic Fund Late Disbursements check box.

This allows the system to accept funds that are coded as late disbursement from the lender.





FFELP Setup Window

FFELP Setup Window

Figure 20–6 FFELP Setup WIndow


Setting Up Federal Stafford Loan Limits Procedure

Setting Up Federal Stafford Loan Limits ProcedureTo set up limits for the federal stafford loan, perform the following steps.

1. In Oracle Student System, navigate to the Federal Stafford Loan Limits window as follows:

Setup - Loan Processing - Federal Stafford Loan Limits

2. Enter data in appropriate fields.


4. File - Save or Save and Proceed



Federal Stafford Loan Limits Window

Federal Stafford Loan Limits Window

Figure 20–7 Federal Stafford Loan Limits Window


Loan Processing Proc

■ Entering PLUS Loan Borrower Details Procedure

■ PLUS Loan Borrower Details Window

21Loan Processing Procedures

This chapter describes how to process loans. The following sections are in this chapter:

■ Definition

■ Overview

■ Prerequisites

■ Modifying Loan Details Procedure

■ Loan Details Window

■ Loan Details Window Description

■ Viewing Direct Loan Origination Procedure

■ Direct Loan Origination Window

■ Viewing Promissory Note Status History Procedure

■ Promissory Note Status History Window

■ Viewing Reject Details Procedure

■ Reject Details Window

■ Reject Details Window Description

■ Viewing Correspondence Interaction History Procedure

■ Correspondence Interaction History Window

■ Correspondence Interaction History Window Description

edures 21-1

■ Entering PLUS Loan Borrower Details Procedure


Overview

DefinitionLoan Processing procedures describes the origination, error handling in a loan application, promissory note processing, for Stafford and PLUS loans.

OverviewUsers can use the loan details window to view the loan details of a student and modify the term calendar dates, change the loan status and inactivate load awarded.

Users can open the following windows from Loan Details window:

Correspondence History: Users can click on Correspondence History button to view Correspondence Interaction History window. The Correspondence Interaction History window displays the details related to student correspondence.

Origination window: Users can click the Origination button to view the Direct Loan Origination window. This window is displayed, if a student is awarded or has requested a federal direct loan. The Direct Loan Origination window maintains federal direct loan origination details.

Promissory Note Status window: Users can click on the Promissory Note Status button to view the Promissory Note Status window. This window displays the Promissory Note Status changes and the date it was changed.

Disbursement Details window: Users must click on Disbursements Details button to view the Disbursement Details window. This window displays the disbursements for the loan selected.

Reject Details window: Users can click on the Reject Details button to view the Reject Details window. This window displays the validation errors generated during loan origination.

Loan Processing Procedures 21-3

Prerequisites

Prerequisites■ Student must be given an award manually or through an award - package

student concurrent process.

■ Loans - Create Stafford and PLUS Applications from Awards concurrent process must be run.

■ Details must be entered in the ISIR Details window.

■ Details must be entered in the Student Awards window.

For more information on Award ID window see Viewing and Entering Student Awards Procedure, Chapter 9Award Processing Procedures.

■ Loans - Create Stafford and PLUS Applications from Awards concurrent process must be run.

■ The Loan must be active for the details to be modified.


Modifying Loan Details Procedure

Modifying Loan Details ProcedureTo view loan details, perform the following steps.

1. In Oracle Student System, navigate to the Loan Details window as follows:

Financial Aid - Loan Processing - Loan Details


3. View and modify data in each field of the Loan Details window as described in Table 21–1, page 21-7.





Loan Details Window

Loan Details Window

Figure 21–1 Loan Details Window


Loan Details Window Description


Table 21–1 Loan Details Window Description


Person Number display only person’s number


Full Name display only full name of the student

Award Year display only year the loan awarded

Effective Dates display only period of the award

Active ISIR display only active ISIR

Loan Details Region

Data Coordination Check box

optional check box If selected, data in the Loan Details region is automatically refreshed and coordinated with data in the header region. If deselected, data in the Loan Details region is refreshed only when the user navigates to the Loan Type field in the Loan Details region. Leave deselected to speed up performance when querying records.

Loan Type display only loan or loans awarded to student; the various loan types are: DLS, DLP, FLS, FLP, DLU, FLU,

DLS - Direct Loan

DLP - Direct Loan

FLS - Federal Stafford Loan Subsidized

FLP - Federal Loan PLUS

DLU -Direct Loan Unsubsidized

FLU - Federal Stafford Loan Unsubsidized

Loan ID display only unique loan ID

Award ID display only unique ID for the award given

Amount display only award amount

From required start date of the first teaching period in the term calendar


Note: The start date can be modified.


To required end date of the last teaching period in the term calendar

Note: The End Date can be modified.

Loan Status required drop-down list

status of the loan after the Loans - Create Stafford and PLUS Applications from Awards concurrent process is run; by default the status is Ready To Send

Loan status changes after the loan origination concurrent process is run. Users can also modify the status.

Various types of loan statuses are:

Not Ready: The status is set to Not Ready, if some details are missing in the loan details form, that it to be sent to loan origination.

Ready To Send: This is the default status set when the Loans - Create Stafford and PLUS Applications from Awards concurrent process is run.

Sent: The status is set to Sent, after the loan origination concurrent process is run.

Accepted: The status is set to Accepted after the loan origination is accepted by the CPS, the file is sent back by CPS, and the upload origination acknowledgment concurrent process or the FFELP - upload origination acknowledgment concurrent process is run.

Rejected: The status is set to Rejected, if the loan details form is rejected by the CPS.

Terminated: The status is set to Terminated, if the loan application is rejected.

Cancelled: The status is set to Cancelled, if the loan application is rejected.

Loan Change Status required drop-down list

the status displayed after the loan status displays Accepted and the user makes any changes in the loan form; for example, a change in address or award amount; the Loan Change Status displays Ready To Send status; users can also modify the status




Note: Loan Change Origination concurrent process must be run after the status is set to Ready to Send.

Active check box if selected, prevents loan from origination


Correspondence History

button opens correspondence history window for users to view details related to student correspondence

Origination button opens federal direct origination window for users to maintain the federal direct loan origination details

Promissory Note Status

button opens the promissory note status history window, for users to view the promissory note status changes and the date it was changed

Disbursement Details button opens the disbursement details window, for users to view the disbursements for the loan selected

Reject Details button opens the reject details window for users to view the validation errors generated during loan origination




Viewing Direct Loan Origination Procedure

Viewing Direct Loan Origination ProcedureTo view direct loan origination details, perform the following steps.

1. In Oracle Student System, navigate to the Direct Loan Origination window as follows:



3. Click Origination.

4. View and modify data in each field of the Direct Loan Origination window as described in Table 21–2, page 21-12.





Direct Loan Origination Window

Direct Loan Origination Window

Figure 21–2 Direct Loan Origination Window


Direct Loan Origination Window Description


Table 21–2 Direct Loan Origination Window Description




[Preferred Alternate ID]

display only institution-designated alternate identifier for a person; for example, social security number

Award Year display only year the loan is awarded


Loan Type display only loan or loans awarded to student; various loan types are: DLS, DLP, FLS, FLP, DLU, FLU,

DLS - Direct Loan

DLP - Direct Loan





Loan Amount display only loan or award amount

Loan Period display only loan period



Loan Status required drop-down list

status of the loan after the Loans - Create Stafford and PLUS Applications from Awards concurrent process is run; by default the status is Ready To Send

Loan status changes after the loan origination concurrent process is run. Users can also modify the status.

Various types of loan statuses are:

Not Ready: The status is set to Not Ready, if some details are missing in the loan details form, that it to be sent to loan origination.

Ready To Send: This is the default status set when the Loans - Create Stafford and PLUS Applications from Awards concurrent process is run.

Sent: The status is set to Sent, after the loan origination concurrent process is run.

Accepted: The status is set to Accepted after the loan origination is accepted by the CPS, the file is sent back by CPS, and the upload origination acknowledgment concurrent process or the FFELP - upload origination acknowledgment concurrent process is run.

Rejected: The status is set to Rejected, if the loan details form is rejected by the CPS.

Terminated: The status is set to Terminated, if the loan application is rejected.

Cancelled: The status is set to Cancelled, if the loan application is rejected.

Loan Change Status required drop-down list

the status displayed after the loan status displays Accepted and the user makes any changes in the loan form; for example, a change in address or award amount; the Loan Change Status displays Ready To Send status; users can also modify the status

Note: Loan Change Origination concurrent process must be run after the status is set to Ready to Send.

Done button click this button to return to the loan details window




Validate button validate the loan origination record against the loan origination rules


Reject Details button opens the Reject Details window for users to vie the validation errors that occurred during loan origination

Origination Tab

School Certification display only school certification

Additional Unsubsidized Eligibility for Health Professions

drop-down list

additional unsubsidized eligibility for health professions

Grade level display only grade level

Student Default Status

drop-down list

student default status

Additional Unsubsidized Eligibility for Dependent Student

drop-down list

additional unsubsidized eligibility for dependent student

Origination Region

Status display only status

Batch ID display only Batch ID that is generated when the Direct Loan Origination concurrent process and Commonline Origination concurrent process is run

Fee display only fee

Batch Date display only batch date

Acknowledgment Date

display only day the direct loan-upload origination acknowledgment and FFELP - upload origination acknowledgment is received and uploaded in the system

Print Indicator drop-down list

indicates if the LOC or School is printing the Promissory Note

Status Tab

Promissory Note Region




Status required promissory note status


Status Date display only day the promissory note status is assigned or changed

Note: The date changes as and when the status changes

Accepted Amount display only award or loan amount accept by the student; the accepted amount can be full award amount or a part award amount

Accepted Date display only day the promissory note is signed

Batch ID display only Batch ID

Acknowledgment Date

display only acknowledgment date

MPN Indicator display only MPN ID

MPN ID list of values MPN indicator

Electronic Borrower Indicator

electronic borrower indicator

Parent Tab

Parent Borrower list of values parent or the borrower’s ID

Full Name display only parent or the borrower’s name



Default Status display only drop-down list

default status

Credit Status display only credit status

Credit Decision Date display only credit decision date




Viewing Promissory Note Status History Procedure

Viewing Promissory Note Status History ProcedureTo view promissory note details, perform the following steps.

1. In Oracle Student System, navigate to the Promissory Note Status History window as follows:



3. Click Promissory Note Status.

4. View and modify data in each field of the Promissory Note Status History window as described in Table 21–3, page 21-18.





Promissory Note Status History Window

Promissory Note Status History Window

Figure 21–3 Promissory Note Status History Window


Promissory Note Status History Window Description

Promissory Note Status History Window Description

Table 21–3 Promissory Note Status History Window Description


Person Number display only person’s number

Full Name display only student’s full name



Award Year display only year the loan is awarded


Loan Type display only loan or loans awarded to student; the various loan types are: DLS, DLP, FLS, FLP, DLU, FLU,

DLS - Direct Loan

DLP - Direct Loan





Loan Amount display only loan or award amount the student received

Loan Period display only loan period

Loan Status display only list of values loan status

Loan Change Status display only list of values loan change status

Promissory Note Statuses Region

Status display only promissory note status

Status Date display only promissory note status date


Viewing Reject Details Procedure

Viewing Reject Details ProcedureTo view Reject Details, perform the following steps.

1. In Oracle Student System, navigate to the Reject Details window as follows:


The Loan Details window appears.


3. Click Reject Details.

The Reject Details window appears.

4. View data in each field of the Reject Details window as described in Table 21–4, page 21-21.

5. To close the window and return to Loan Details window click Done.


Reject Details Window

Reject Details Window

Figure 21–4 Reject Details Window


Reject Details Window Description

Reject Details Window Description

Table 21–4 Reject Details Window Description


Loan ID display only Loan ID

Edit Stage display only Edit Stage

Loan Field display only Loan Field

Value display only Value

Reject Description display only Reject Description

Done button Returns to the Loan Details window


Viewing Correspondence Interaction History Procedure

Viewing Correspondence Interaction History ProcedureTo view correspondence interaction history, perform the following steps.

1. In Oracle Student System, navigate to the Correspondence Interaction History window as follows:

Financial Aid - Correspondence - Correspondence Interaction History

2. View data in the fields of the Correspondence Interaction History window as described in Table 21–5, page 21-24.



Correspondence Interaction History Window

Correspondence Interaction History Window

Figure 21–5 Correspondence Interaction History Window


Correspondence Interaction History Window Description

Correspondence Interaction History Window DescriptionTable 21–5 describes selected fields of the Correspondence Interaction History window.

Table 21–5 Correspondence Interaction History Window Description


Interactions Tab

Document Name display only name of the document sent to the student

Document Type display only document type; system letter or ad hoc letter

System Letter Code display only system letter code to which document is mapped

Status display only document status; Success, if letter is sent to student, Failure, if not sent, and Submitted, if request is made for letter to be sent

Date Sent display only document sent date

Sort By Region

[Sort By] required radio button sort by: document name, system letter code, document type or date sent

Interaction Details Tab

Document Name display only name of the document sent to the student

Application Number display only student’s application number

Program Code display only program code student applied for

Sequence Number display only student’s application sequence number

Award Year display only program award year

Effective Dates display only award year start and end dates


Entering PLUS Loan Borrower Details Procedure

Entering PLUS Loan Borrower Details ProcedureTo view Plus Loan Borrower Details, perform the following steps.

1. In Oracle Student System, navigate to the PLUS Loan Borrower Details window as follows:

Financial Aid - Loan Processing - PLUS Loan Borrower Details


3. View and enter data in the fields of the PLUS Loan Borrower Details window as described in Table 21–6, page 21-27.





PLUS Loan Borrower Details Window

PLUS Loan Borrower Details Window

Figure 21–6 PLUS Loan Borrower Details Window


PLUS Loan Borrower Details Window Description


Table 21–6 PLUS Loan Borrower Details Window Description


Person Number display only list of values person number

Find Person Icon opens the Find person window




Sex display only student’s gender

Date of Birth display only date of birth

Loan Borrower Details Region

License Number optional license number

License State optional license state

Citizenship Description

list of values citizenship description

Alien Registration Number

optional alien registration number

State of Legal Residence

optional list of values state of legal residence

State Residence since Date

optional list of values state residence since date

Borrower Authentication Code

check box borrower authentication code




Loan Processing Concurrent Pr

22Loan Processing Concurrent Processes

This chapter describes how to run loan processing concurrent processes. The following sections are in this chapter:

■ Definition

■ Overview

■ Running the Loan Processing Concurrent Processes Procedure

■ Loans - Create Stafford and PLUS Applications from Awards Concurrent Process

■ Direct Loan Origination Concurrent Process

■ Direct Loan Origination Acknowledgment Concurrent Process

■ Direct Loan Change Origination Concurrent Process

■ Direct Loan Change Acknowledgment Concurrent Process

■ FFELP Loan Origination Concurrent Process

■ FFELP Origination Acknowledgment Concurrent Process

■ Direct Loan Print Promissory Note Concurrent Process

■ Direct Loan Promissory Note Acknowledgment Concurrent Process

■ Direct Loan Manifest Promissory Note Concurrent Process

■ Direct Loan Promissory Note Acknowledgment Concurrent Process

ocesses 22-1

Definition

DefinitionThe Loan Processing concurrent processes creates loan application records for Direct loans and FFELP loans.

OverviewTable 22–1describes the Loan Processing concurrent processes.

Table 22–1 When Loan Processing Concurrent Processes are Run

Loan Processing Concurrent Process Description

Loans - Create Stafford and PLUS Applications from Awards Concurrent Process

creates loan origination records

Direct Loan Origination Concurrent Process

sends Direct Loan origination records to the Loan Origination Center (LOC)

Direct Loan Origination Acknowledgment Concurrent Process

confirms that LOC has processed Direct Loan origination records

Direct Loan Change Origination Concurrent Process

sends Direct Loan change origination records to the LOC

Direct Loan Change Acknowledgment Concurrent Process

confirms that LOC has processed Direct Loan change origination records

FFELP Loan Origination Concurrent Process

sends Federal Family Education Loan Program (FFELP) origination records to external processors

FFELP Origination Acknowledgment Concurrent Process

confirms external processors have processed FFELP loan origination records

Direct Loan Print Promissory Note Concurrent Process

provides the ability to create and maintain direct loan promissory notes by year and term

Direct Loan Promissory process is run after the school receives the promissory note


Note Acknowledgment Concurrent Process

acknowledgement flat file from the LOC

Overview

Direct Loan Manifest Promissory Note Concurrent Process

prepares the data that is ready to be manifested

Direct Loan Promissory Note Acknowledgment Workflow Concurrent Process

loads and validates the data file, and then updates the promissory note status on the loan application and loan origination records

Table 22–1 When Loan Processing Concurrent Processes are Run

Loan Processing Concurrent Process Description

Loan Processing Concurrent Processes 22-3

Running the Loan Processing Concurrent Processes Procedure

Running the Loan Processing Concurrent Processes ProcedureTo run the Loan Processing concurrent process, perform the following steps.


Financial Aid - Requests - Run


2. To submit a single request, click the Single Request radio button.

3. To submit a request set, click the Request Set radio button.

4. Click OK.

Depending on the radio button clicked, the Submit Request window or the Submit Request Set window appears.


6. Click OK.



For information on loan application creation concurrent process parameters, see Table 22–2, page 22-6 .

For information on Direct loan origination concurrent process parameters, see Table 22–3, page 22-7.

For information on Direct loan origination acknowledgment concurrent process parameters, see Table 22–4 , page 22-8.

For information on Direct loan change origination concurrent process parameters, see Table 22–5, page 22-9 .

For information on Direct loan change acknowledgment concurrent process parameters, see Table 22–6, page 22-10.

For information on CommonLine loan origination concurrent process parameters, see Table 22–7, page 22-11.

For information on CommonLine origination acknowledgment concurrent


process parameters, see Table 22–8 , page 22-12.

For information on Direct loan print promissory note concurrent process parameters, see Table 22–9, page 22-13.

Running the Loan Processing Concurrent Processes Procedure

For information on Direct loan promissory note acknowledgment concurrent process parameters, see Table 22–10 , page 22-14.

For information on Direct loan manifest promissory note concurrent process parameters, see Table 22–11 , page 22-15.

For information on Direct loan promissory note acknowledgment workflow concurrent process parameters, see Table 22–12 , page 22-16.









The Loans - Create Stafford and PLUS Applications from Awards Concurrent Process concurrent process creates loan application records for all types of loans, including Direct loans, and FFELP loans. The application record displays loan details such as the award year, fund code, and award ID. The concurrent process takes loan details from the Award Processing subsystem.

When Inserting the Origination record into the Loan Origination table, the value of Promissory Note Status is defaulted to Not Ready.

Table 22–2 describes the loan application creation concurrent process parameters.

Table 22–2 Loans - Create and PLUS Applications from Awards Concurrent Process Parameters


Award Year award year when loan is requested

Fund Code loan fund code

Award ID award ID


Direct Loan Origination Concurrent Process

Direct Loan Origination Concurrent ProcessThe direct loan origination concurrent process validates and sends loan application records to the LOC. A log file is generated if any of the validations fail.

Table 22–3 describes the direct loan origination concurrent process parameters.

Table 22–3 Direct Loan Origination Concurrent Process Parameters


Award Year award year when loan is requested

Loan Category loan type requested

Loan ID loan ID


Direct Loan Origination Acknowledgment Concurrent Process

Direct Loan Origination Acknowledgment Concurrent ProcessThe direct loan origination acknowledgment concurrent process processes loan application records received by the LOC. The LOC processes these records and during the loan application record processing period the , the LOC accepts or rejects the record.

Once the Loan Status is set to Accepted by this process and the School decides to print the Promissory Note, then the Promissory Note Status is set to "Ready to Print".

Table 22–4 describes the direct loan origination acknowledgment concurrent process parameters.

Table 22–4 Direct Loan Origination Acknowledgment Concurrent Process Parameters


Data File data file name and location


Direct Loan Change Origination Concurrent Process

Direct Loan Change Origination Concurrent ProcessThe Direct loan change origination concurrent process accepts changes made to loan application records after the records are sent to and accepted by the LOC. For example, the award year or loan amount can change after the application is submitted. Any changes are communicated to the LOC by the school. This concurrent process can be run only if the loan application record is accepted by the LOC.

Table 22–5 describes the Direct loan change origination concurrent process parameters.

Table 22–5 Direct Loan Change Origination Concurrent Process Parameters


Award Year year when loan is requested



Direct Loan Change Acknowledgment Concurrent Process

Direct Loan Change Acknowledgment Concurrent ProcessThe loan application records are sent to the LOC for approval. The Direct loan change acknowledgment concurrent process accepts or rejects loan records and returns the records to the school. The reason why the record is rejected is also communicated to the school.

Table 22–6 describes the Direct loan change acknowledgment concurrent process parameters.

Table 22–6 Direct Loan Change Acknowledgment Concurrent Process Parameters




FFELP Loan Origination Concurrent Process

FFELP Loan Origination Concurrent ProcessThe CommonLine loan origination concurrent process validates and sends loan application records to the external processor, lender, or guarantor. A log file is generated if any of the validations fail.

Table 22–7 describes the CommonLine loan origination concurrent process parameters.

Table 22–7 FFELP Loan Origination Concurrent Process Parameters




Loan ID loan ID


FFELP Origination Acknowledgment Concurrent Process

FFELP Origination Acknowledgment Concurrent ProcessLoan application records are sent to the external processor for approval. The CommonLine origination acknowledgment concurrent process accepts or rejects the loan record sent by the school.

Table 22–8 describes the CommonLine origination acknowledgment concurrent process parameters.

Table 22–8 FFELP Origination Acknowledgment Concurrent Process Parameters




Direct Loan Print Promissory Note Concurrent Process

Direct Loan Print Promissory Note Concurrent ProcessThis concurrent process retrieves all the Direct Loan Origination records with a Promissory Note Status as "Ready to Print" and for the respective subset of records to be run. This process then creates data for the Promissory notes. Based on this data the user can base the report that prints the note in the format user wants. The existing Direct Loan Origination Process sets the Promissory Note Status = "R", if origination is accepted. If the status is not equal to "R", then the record is skipped.

Table 22–9 describes the Direct loan print promissory note concurrent process parameters.

Table 22–9 Direct Loan Print Promissory Note Concurrent Process Parameters




Student ID ID of the student who received the loan

Loan ID direct loan numbers that user can select and print


Direct Loan Promissory Note Acknowledgment Concurrent Process

Direct Loan Promissory Note Acknowledgment Concurrent ProcessThis concurrent process is run after the school receives the Promissory note acknowledgement flat file from the LOC.

The direct loan promissory note acknowledgment concurrent Process loads this data file, validates, and updates the promissory note status on the loan application and loan origination records.

Table 22–10 describes the Direct loan promissory note acknowledgment concurrent process parameters.

Table 22–10 Direct Loan Promissory Note Acknowledgment Concurrent Process Parameters







Direct Loan Manifest Promissory Note Concurrent Process

Direct Loan Manifest Promissory Note Concurrent ProcessFor the Federal Direct Loan Program, all Promissory Notes must be accompanied by a paper manifest that lists the borrower’s name and identification number for each promissory note.

The Direct Loan Manifest Promissory Note Process picks up the loans for different sets of user inputs like "for a particular Loan ID/ Student for a particular Loan Category (Stafford/PLUS), for a particular Award Year". This process then inserts the data into the Direct Loan Manifest table, and sets the Promissory Note Status for these Direct Loans to be Manifested. The user must run this Process to prepare the data that is ready to be manifested.

Table 22–11 describes the direct loan manifest promissory note concurrent process parameters.

Table 22–11 Direct Loan Manifest Promissory Note Concurrent Process Parameters









The LOC processes the Promissory Note that is printed and sent to the LOC, along with the Manifest by the School. The LOC then sends an electronic acknowledgment file to the school, with details of the promissory note status and other details.

This process sends the details like "Student SSN, Student Name, Award Year, Loan Number, Reject Reasons", as a notification mail to the user. The user then reviews and makes the necessary corrections in the system. User can resubmit the promissory note, for that Loan ID, for Printing and Manifesting, either by manually setting the Promissory Note Status to "Ready to Print" or can reply to the Notification Mail, received earlier. This would invoke another process to set the Promissory Note Status for that Loan ID to "Ready to Print".

Table 22–12 describes the Direct loan promissory note acknowledgment concurrent process parameters.

Table 22–12 Direct Loan Promissory Note Acknowledgment Workflow Concurrent Process Parameters


Batch ID batch ID for the Promissory Note Acknowledgment Batch being Loaded

Loan ID loan ID rejected by the LOC


Student Employment

23Student Employment Overview

This chapter provides an overview of application processing. The following sections are in this chapter:

■ Purpose


■ Student Employment Processes

Overview 23-1

Purpose

PurposeStudent employment includes a range of activities that help students secure on-campus and off-campus jobs. When employment involves Federal Work Study, commonly known as work study, strict federal regulations and procedures are applied to the disbursement and tracking of funds

Student Employment setup includes specifying the internal and external jobs available for the award year.

For information on setting up internal and external jobs, see Chapter 24, Student Employment Setup.

The Student Employment function maintains data related to work study awards for the institution. Users can view payroll summary and authorization history.

For information on viewing payroll summary and authorization history, see Chapter 25, Student Employment Procedures.

User ResponsibilitiesInstitutions track the progress of the work study awards provided as part of a student’s financial aid package.

Student employment administration is shared by the Financial Aid office and employment or career services office. An interface with Oracle HR/Payroll system or any external HR system facilitates the tracking of employment and payroll details.


Student Employment Processes

Student Employment ProcessesStudent employment processes interact with the external HR system and track student’s work study award details.

Student employment includes the following processes:

■ Send Work Authorization Process

■ Upload Payment Details Process

Send Work Authorization ProcessThe payroll system returns summarized pay period information for a student work study fund related job. This information can be uploaded as a batch process or manually through an interface in the payroll application. This information is stored and used to adjust the Paid Amount against the awarded Work Study fund.

The Send Work Authorization concurrent process creates work authorizations from system award data and uploads them to an interface table for the Payroll system. This process uploads student employment information into an interface table for use by the integrated payroll system.

The Send Work Authorization concurrent process can be integrated with an external Human Resources payroll system. It can receive employee time sheets from the Payroll system upon completing the authorization of student employment.

Upload Payment Details ProcessThe Payroll system sends details of the amount paid as part of the work study award to the student. For each pay period, employee time sheets are uploaded from the integrated payroll system indicating information such as the job assignment, allocation, paid-to-date amount and pay rate. The paid amount is adjusted against the award amount accepted by the student for the work study fund in the award year.

The adjustment is done against the diminishing accepted amount. If the paid amount exceeds the accepted amount, the payroll upload is rejected. Every time a payroll is successfully uploaded, the remaining amount is reduced

For each work study fund, a notification limit is defined either as a percentage of the fund amount or as value. The upload payment details process also initiates a

Student Employment Overview 23-3

workflow to intimate both the student and the employer that the student compensation is approaching the maximum eligibility for the fund in a particular term period as defined in the fund setup.

Student Employment Processes

This process is called at the time of payroll adjustment. It gets the notification details for the fund awarded to the student and checks for the limit. If the limit is reached or crossed, it will trigger a notification.


Student Employmen

24Student Employment Setup

This chapter describes how to set up internal and external jobs as part of the Student Employment setup. The following sections are in this chapter:

■ Definition

■ Overview

■ Setting Up Student External and Internal Jobs Procedure

■ Student External and Internal Jobs Window

■ Student External and Internal Jobs Window Description

t Setup 24-1

Definition

DefinitionStudent employment setup includes specifying the external and internal jobs available for the award year.

OverviewSetting up student external and internal jobs can involve setting up an organizational unit. The Organization Details button in the External and Internal Jobs window enables users to set up an organizational unit.

For information on setting up an organization unit, see Organizational structure process.


Setting Up Student External and Internal Jobs Procedure

Setting Up Student External and Internal Jobs ProcedureTo set up Student External and Internal Jobs, perform the following steps.

1. In Oracle Student System, navigate to the Student External and Internal Jobs window as follows:

Financial Aid - Student Employment - Student External and Internal Jobs

2. Enter data in each field of the window as described in Table 24–1, page 24-5.




Student Employment Setup 24-3

Student External and Internal Jobs Window

Student External and Internal Jobs Window

Figure 24–1 Student External and Internal Jobs window


Student External and Internal Jobs Window Description


Table 24–1 Student External and Internal Jobs Window Description


Unit Code required organizational unit code and description

Organization Type required organization type

Status required organization status, such as active or inactive

Member Type required member type

Organization Details optional button opens the Organizational Unit window

Job Listings Region

Job Code required job code

Description required brief job description

Work Location required work location: on-campus or off-campus

Closed optional check box if selected, indicates that the position is closed

Summary Tab

Supervisor Contact optional hiring supervisor name

Contact Number optional hiring supervisor’s contact number

Pay Range optional pay range; start and end figures

Work Start Date optional work start date

Job Description optional text box long job description

Job Location and Development

optional check box required by the federal government

Paid by Off Campus Employer

optional check box if selected, indicates that salary is directly paid by the off-campus employer

Details Tab

Help America Read Position

optional check box if selected, indicates that the job is a Help America Read position; federal government-specific

Community Service Position

optional check box if selected, indicates that the job is a Community Service position; federal government-specific

Student Employment Setup 24-5

Skills Required required text box skills required for the job

Educational Objective required text box job’s educational objective



Student Employment Pro

25Student Employment Procedures

This chapter describes how to view student employment and payroll details. The following sections are in this chapter:

■ Definition

■ Overview

■ Viewing Student Work Award Progress and Payroll Summary Procedure

■ Student Work Award Progress and Payroll Summary Window

■ Student Work Award Progress and Payroll Summary Window Description

■ Viewing Authorization History Procedure

■ View Authorization History Window

■ View Authorization History Window Description

cedures 25-1

Definition

DefinitionStudent Employment includes a wide array of activities related to helping students secure employment both on-campus and off-campus. The student employment procedures in this chapter enable users to query and view all the data pertaining to student employment and payroll.

OverviewStudent Employment supplements grants, loans, and scholarships in a student’s financial aid package. It is administered by the Financial Aid office. Student Employment can include Federal Work Study (FWS), also known as work study.

Strict federal regulations govern the collection, disbursement, and tracking of funds in the case of work study.

Student employment involves setting up internal and external jobs. For information on setting up internal and external jobs, see Setting Up Student External and Internal Jobs Procedure, Chapter 24, Student Employment Setup.

Student Employment function includes the following procedures:

■ Student Work Award Progress and Payroll Summary

■ View Authorization History

Student Work Award Progress and Payroll SummaryThe Student Work Award Progress and Payroll Summary window provides a summarized view of Student Job Authorizations and Payroll Details and also the student’s progress toward the award amount.

Details of only the queried Work Study Award are displayed. This window displays details of the student, award year, fund information and all the term-wise actual student earnings for the award year.

For each of the term-wise earnings displayed, the user can also create a new or update an existing Work Authorization by clicking the Send Work Authorization button.

View Authorization History


The View Authorization History window enables users to view previous authorization records. The authorization details may change for a student if the

Overview

student award disbursement record is manually updated, or if a new disbursement record gets created for the student award and term combination.

Student Employment Procedures 25-3

Viewing Student Work Award Progress and Payroll Summary Procedure

Viewing Student Work Award Progress and Payroll Summary ProcedureTo view a student work award progress and payroll summary record, perform the following steps.

1. In Oracle Student System, navigate to the Student Work Award Progress and Payroll Summary window as follows:

Financial Aid -Student Employment - Student Work Award Progress

2. Query and view data in the Student Work Award Progress and Payroll Summary window as described inTable 25–1, page 25-6.



Student Work Award Progress and Payroll Summary Window

Student Work Award Progress and Payroll Summary Window

Figure 25–1 Student Work Award Progress and Payroll Summary window


Student Work Award Progress and Payroll Summary Window Description


Table 25–1 Student Work Award Progress and Payroll Summary window description



SSN display only Social Security Number

Full Name display only students full name

Award Year display only award year for which details are generated

Effective Dates display only start and end dates of the academic year

Active ISIR display only

Data coordination Check Box

optional check box If selected, data in the Fund Details, Award Summary and Payroll Details regions is automatically refreshed and coordinated with data in the header region. If deselected, data in the Selection Groups region is refreshed only when the user navigates to any field in the Fund Details, Award Summary and Payroll Details regions. Leave deselected to speed up performance when querying records.

Fund Details Region


Fund Code display only fund code and description

Work Study Details Region

Term optional award term

Offered Amount required award amount offered for the term

Accepted Amount optional award amount accepted by the student for the term

Remaining Amount display only remaining award amount

Earned Till Date display only amount earned till date

Progress Towards Limit

display only percentage progress of the work study fund paid till date out of the total work study fund accepted by the


student

Work Authorization Region


ID display only work authorization ID

Date display only work authorization date

Limit Notification Region

Sent display only check box indicates that limit notification is sent to the employer indicating that the threshold limit of the fund is reached.

Date display only date on which limit notification is sent

View Authorization History

button opens the View Authorization History window.

Send Work Authorization

button runs the Send Work Authorization concurrent process

Payroll Details Region

Hours Worked display only hours the student worked in the payroll period

Paid Amount display only amount paid to the student

Paid Date display only date on which amount is paid

Pay Source display only specifies whether data was Uploaded into the system or was manually entered

Table 25–1 Student Work Award Progress and Payroll Summary window description



Viewing Authorization History Procedure

Viewing Authorization History ProcedureTo view a authorization history record, perform the following steps.

1. In Oracle Student System, navigate to the Authorization History window as follows:

Financial Aid - Student Employment - Authorization History

2. Click View Authorization History.

3. View data in each field of the View Authorization History window, as described in Table 25–2, page 25-10.



View Authorization History Window

View Authorization History Window

Figure 25–2 View Authorization History Window


View Authorization History Window Description


Table 25–2 View Authorization History Window Description





Full Name display only students full name

Award Year display only award year for which details are generated

Effective Dates display only academic year start and end dates

Active ISIR


If selected, data in the Fund Details and Award Summary regions is automatically refreshed and coordinated with data in the header region. If deselected, data in the Selection Groups region is refreshed only when the user navigates to any field in the Fund Details and Award Summary regions. Leave deselected to speed up performance when querying records.

Fund Details Region


Authorization History Details Region

Term display only award term

Work Period Region

Start Date display only work period start date

End Date display only work period end date

Accepted Amount display only amount the student accepted for the work period

Work Authorization Region


ID display only work authorization identifier

Date display only work authorization date


Threshold Region

% display only funds threshold percentage

Value display only funds threshold value

Government% display only federal government’s share of the fund

Table 25–2 View Authorization History Window Description




Student Employment Concurrent Pr

26Student Employment Concurrent

Processes

This chapter describes how to run student employment concurrent processes. The following sections are in this chapter:

■ Definition

■ Overview

■ Running Student Employment Concurrent Processes

■ Send Work Authorization Concurrent Process

■ Upload Payment Details Concurrent Process

ocesses 26-1

Definition

DefinitionThe Send Work Authorization concurrent process creates an authorization note for a student for each Federal Work Study Award. There can be multiple authorizations for an award, one for each term.

OverviewStudent employment concurrent process procedures include:

■ Send Work Authorization and Upload External Payroll Details

■ Upload Payment Details

Send Work Authorization and Upload External Payroll DetailsThe payroll system returns summarized pay period information for a student work study fund related job. This information can be uploaded as a batch process or manually through an interface in the payroll application. This information is stored and used to adjust the Paid Amount against the awarded Work Study fund.

The Send Work Authorization concurrent process creates work authorizations from system award data and uploads them to an interface table for the Payroll system. This process uploads student employment information into an interface table for use by the integrated payroll system.

The Send Work Authorization concurrent process can be integrated with an external Human Resources payroll system. It can receive employee time sheets from the Payroll system upon completing the authorization of student employment. For each pay period, employee time sheets can be uploaded from the integrated payroll system indicating information such as the job assignment, allocation, paid-to-date amount and pay rate.

Note: Send Work Authorization concurrent process can be accessed from the Student Work Award Progress and Payroll Summary window.

Upload Payment DetailsThe Payroll system sends details of the amount paid as part of the work study award to the student. This amount is adjusted against the award amount accepted by the student for the work study fund in the award year.


Overview

The adjustment is done against the diminishing accepted amount. If the paid amount exceeds the accepted amount, the payroll upload is rejected. Every time a payroll is successfully uploaded, the remaining amount is reduced

This process also initiates a workflow to intimate both the student and the employer that the student compensation is approaching the maximum eligibility for the fund in a particular term period as defined in the fund setup. For each work study fund, a notification limit is defined either as a percentage of the fund amount or as value.

This process is called at the time of payroll adjustment. It gets the notification details for the fund awarded to the student and checks for the limit. If the limit is reached or crossed, it will trigger a notification.

Student Employment Concurrent Processes 26-3

Running Student Employment Concurrent Processes

Running Student Employment Concurrent ProcessesTo run a Student Employment concurrent process, perform the following steps.


Requests - Run




4. Click OK.



6. Click OK.



For information on Send Work Authorization parameters, see.







Send Work Authorization Concurrent Process

Send Work Authorization Concurrent ProcessThe Send Work Authorization concurrent process is run for a specified load calendar.

Table 26–1 describes the Send Work Authorization concurrent process parameters.

Table 26–1 Send Work Authorization Concurrent Process Parameters


Load Calendar award term

Student Employment Concurrent Processes 26-5

Upload Payment Details Concurrent Process

Upload Payment Details Concurrent ProcessThe Upload Payment Details concurrent process is run for a particular batch ID and authorization ID.

Table 26–2 describes the Upload Payment Details concurrent process parameters.

Table 26–2 Upload Payment Details Concurrent Process Parameters


Batch ID list of values; batch ID given in the interface table

Authorization ID work authorization ID

Validation Level level of validation; can be Y or N


Part IVAcademic Progress and Disbursements

Satisfactory Academic Progress Ov

27Satisfactory Academic Progress Overview

This chapter provides an overview of satisfactory academic progress. The following sections are in this chapter:

■ Purpose


■ Satisfactory Academic Progress Process

erview 27-1

Purpose

PurposeThe Satisfactory Academic Progress subsystem provides a quantitative and qualitative measure of a student’s progress. The satisfactory academic progress process involves the following steps:

■ creating satisfactory academic progress types

■ creating academic progress selection rules

■ defining academic progress rules

■ creating academic progress outcome and outcome effects

■ defining academic progress policy in the Satisfactory Academic Progress Types window

■ running the Student Academic Progress concurrent process to determine the outcome for a set of students

■ viewing the outcome status for the satisfactory academic progress types in the Academic Progress Rules window

For information on setting up satisfactory academic progress, see Chapter 28, Satisfactory Academic Progress Setup.

For information on processing satisfactory academic progress, see Chapter 29, Satisfactory Academic Progress Procedure.

User ResponsibilitiesOracle Student System is designed to meet the standards required by the U.S. Department of Education for financial aid processing. To be eligible for financial aid, a student must have a valid citizenship, must not have previous Student Financial Aid (SFA) loan defaults, and must meet satisfactory academic progress requirements.

Each institution must define an academic progress policy to evaluate student progress. The setup of satisfactory academic progress is governed by academic progress and selection rules. The institution can set up satisfactory academic progress rules, types, and outcomes, assign security privileges to one or more users to maintain academic progress rules, and execute the process.

Users also need access to Oracle Student System enrollment data to calculate


student GPA. The remaining functionality is usually reserved for the Satisfactory Academic Progress subsystem specialists or system administrators who set up and maintain the subsystem.

Satisfactory Academic Progress Process

Satisfactory Academic Progress ProcessEach institution has its own academic progress policy to monitor student eligibility for financial aid. The academic progress policy includes the following basic elements:

■ Satisfactory Academic Progress Types

■ Academic Progress Rules

■ Academic Progress Outcomes

Satisfactory Academic Progress TypesSatisfactory academic progress types are Federal, Institutional, State, and Others. User-defined academic progress types are mapped to these system-defined academic progress types. A default outcome is applied to each academic progress type. A satisfactory academic progress type is attached to a selection group with multiple rules applied to it. The selection group in turn has academic progress rules attached to it.

Note: If a student fails to clear any of the academic progress rules of the selection group, the default outcome of the satisfactory academic progress type is assigned.

Academic Progress RulesAcademic progress rules define the academic progress policy of an institution. These rules are applied to a selection group. A student who falls under a selection group is checked against all the academic progress rules that are applied to it.

Note: Oracle Financial Aid uses the Student System rules engine to handle rules requirements for Satisfactory Academic Progress.

Academic Progress OutcomesAcademic progress outcomes are attached to the academic progress rules. If a student is verified against an academic progress rule, the relevant outcome attached to it is assigned. All outcomes have corresponding outcome effects.

The different types of outcome effects are as follows:

■ Hold Disbursement

Satisfactory Academic Progress Overview 27-3

A hold is placed on student fund disbursement.

■ Hold Packaging

Satisfactory Academic Progress Process

A hold is placed on student packaging.

■ Notification

The appropriate student and staff are notified.

Note: When a student is awarded a fund that is mapped to an academic progress type, the outcome and outcome effect defined at the fund level supersede the default outcome effect defined.

The process evaluates student academic progress against various academic progress policies defined in the Satisfactory Academic Progress Types window. The satisfactory academic progress types along with the attached selection groups and academic progress rules form the policy. Students belonging to an academic progress type are assessed for all academic progress rules applied to it. Consequently, students are assigned the outcome attached to the academic progress rule. If a student fails to satisfy any of the academic progress rules, the default outcome of the academic progress type is assigned.

The student academic progress status is maintained and updated in the Academic Progress Details window. It displays all the outcomes for various academic progress types for a student.


Satisfactory Academic Progress

■ Academic Progress Rules Window Description

28Satisfactory Academic Progress Setup

This chapter describes how to set up satisfactory academic progress processes. The following sections are in this chapter:

■ Definition

■ Overview

■ Setting Up Satisfactory Academic Progress Types Procedure

■ Satisfactory Academic Progress Types Window

■ Satisfactory Academic Progress Types Window Description

■ Assigning Academic Progress Rules Procedure

■ Maintain Academic Progress Rules Window

■ Maintain Academic Progress Rules Window Description

■ Setting Up Selection Groups Procedure

■ Selection Groups Window

■ Selection Groups Window Description

■ Setting Up Academic Progress Outcomes Procedure

■ Academic Progress Outcomes Window

■ Academic Progress Outcomes Window Description

■ Setting Up Academic Progress Rules Procedure

■ Academic Progress Rules Window

Setup 28-1

Definition

DefinitionThe satisfactory academic progress setup procedures enable users to evaluate student progress to determine eligibility for financial aid. To implement the academic progress policy, users need to set up academic progress types, selection groups, academic progress rules, and outcomes based on an institution’s academic progress policy.

OverviewSatisfactory Academic Progress setups includes the following key procedures:

■ Satisfactory Academic Progress Types

■ Selection Groups

■ Academic Progress Outcomes

■ Academic Progress Rules

For information on processing satisfactory academic progress, see Chapter 29,Satisfactory Academic Progress Procedure.

Satisfactory Academic Progress TypesThe satisfactory academic progress types setup procedure enables users to create academic progress types. A default outcome is attached to each academic progress type. If a student fails to qualify all the academic progress rules, the default outcome is assigned.

The academic progress type has multiple academic progress selection rules defined and each academic progress selection rule has multiple academic progress rules attached to it.

Users can define academic progress rules and the corresponding outcomes for an academic progress type. Users can also edit selection rules for an academic progress type.

Selection GroupsAcademic progress policies can be different for different groups of students. An academic progress type is attached to a selection group. A selection group has a


selection rule and multiple academic progress rules applied to it. A student qualifying an academic progress rule is assigned the outcome attached to it.

Overview

Note: A selection group is defined using either a rule or a person ID group.

Users can add or edit rules for a selection group.Selection Groups.

Academic Progress OutcomesStudent academic progress evaluation can be a factor for processing financial aid. Users can define academic progress policies using the academic progress types, selection groups, academic progress rules, and outcomes. Outcomes are assigned to academic progress rules.

Users can assign system-defined outcome effects to the outcomes. These outcome effects are assigned in the Outcome Effects region.

Note: An outcome effect is assigned to an outcome only once.

Academic Progress RulesSelection groups are assigned different academic progress rules against which student is evaluated.

Users can add or edit academic progress rules.

Satisfactory Academic Progress Setup 28-3

Setting Up Satisfactory Academic Progress Types Procedure

Setting Up Satisfactory Academic Progress Types ProcedureTo set up an academic progress type, perform the following steps.

1. In Oracle Student System, navigate to the Satisfactory Academic Progress Types window as follows:

Financial Aid - Setup - Satisfactory Academic Progress - Satisfactory Academic Progress Types

2. Enter data in each field of the Satisfactory Academic Progress Types window as described in Table 28–1, page 28-6.





Satisfactory Academic Progress Types Window

Satisfactory Academic Progress Types Window

Figure 28–1 Satisfactory Academic Progress Types Window


Satisfactory Academic Progress Types Window Description


Table 28–1 Satisfactory Academic Progress Types Window Description


Satisfactory Academic Progress Type

required satisfactory academic progress type

Closed optional check box if selected, prevents future use of the academic progress type

Note: Closed indicator cannot be set for a default academic progress type.

System Satisfactory Academic Progress Type

required drop-down list

system satisfactory academic progress type

Default optional check box if selected, indicates default academic progress type

Note: Only one academic progress type is selected as default and it is displayed in the Financial Aid Base Record.

Default Outcome required list of values default outcome

Description required default outcome description


optional check box if selected, data in the Selection Groups region is automatically refreshed and coordinated with data in the header region; if deselected, data in the Selection Groups region is refreshed only when users navigate to the Name field in Selection Groups region. Leave deselected to speed up performance when querying records.

Selection Groups Region

Name optional list of values selection group name

Description display only selection group description

Person Group optional person group

Order required order of selection group

Note: Order must be unique for a selection group


record for an academic progress type.


Rule Text display only notes on rule

Maintain Academic Progress Rules

button opens Maintain Academic Progress Rules window

Edit Selection Rules button opens Rule window

Table 28–1 Satisfactory Academic Progress Types Window Description



Assigning Academic Progress Rules Procedure

Assigning Academic Progress Rules ProcedureTo assign an academic progress rule to a selection group and an academic progress type, perform the following steps.

1. In Oracle Student System, navigate to the Maintain Academic Progress Rules window as follows:

Financial Aid - Setup - Satisfactory Academic Progress - Satisfactory Academic Progress Types

The Satisfactory Academic Progress Types window appears.


3. Click Maintain Academic Progress Rules.

The Maintain Academic Progress Rules window appears.

4. Enter data in each field of the Maintain Academic Progress Rules window as described in Table 28–2, page 28-10.





Maintain Academic Progress Rules Window

Maintain Academic Progress Rules Window

Figure 28–2 Maintain Academic Progress RulesWindow


Maintain Academic Progress Rules Window Description

Maintain Academic Progress Rules Window Description

Table 28–2 Maintain Academic Progress RulesWindow Description




academic progress type

Selection Group default, display only

selection group

Academic Progress Rule

required list of values rule attached to selection group

Description display only academic progress rule description

Outcome Name required list of values default outcome


Edit Rule button opens Rule window


Setting Up Selection Groups Procedure

Setting Up Selection Groups ProcedureTo set up a selection group, perform the following steps.

1. In Oracle Student System, navigate to the Selection Groups window as follows:

Financial Aid - Setup - Satisfactory Academic Progress - Selection Groups

2. Enter data in each field of the Selection Groups window as described in Table 28–3, page 28-13.





Selection Groups Window

Selection Groups Window

Figure 28–3 Selection Groups Window


Selection Groups Window Description

Selection Groups Window Description

Table 28–3 Selection Groups Window Description


Selection Rule Name required selection rule name

Description optional selection rule description


Add/Edit Rule button opens Rule window


Setting Up Academic Progress Outcomes Procedure

Setting Up Academic Progress Outcomes ProcedureTo set up an academic progress outcome, perform the following steps.

1. In Oracle Student System, navigate to the Academic Progress Outcomes window as follows:

Financial Aid - Setup - Satisfactory Academic Progress - Academic Progress Outcomes

2. Enter data in each field of the Academic Progress Outcomes window as described in Table 28–4, page 28-16.





Academic Progress Outcomes Window

Academic Progress Outcomes Window

Figure 28–4 Academic Progress Outcomes Window


Academic Progress Outcomes Window Description

Academic Progress Outcomes Window Description

Table 28–4 Academic Progress Outcomes Window Description


Outcome required academic progress outcome

Description required outcome description


optional check box if selected, data in the Default Outcome Effects region is automatically refreshed and coordinated with data in the header region; if deselected, data in the Default Outcome Effects region is refreshed only when users navigate to the Outcome Effect field in the Selection Groups region. Leave deselected to speed up performance when querying records.

Default Outcome Effects Region

Outcome Effect required list of values outcome effect name

Description optional outcome effect description


Setting Up Academic Progress Rules Procedure

Setting Up Academic Progress Rules ProcedureTo set up academic progress rules, perform the following steps.

1. In Oracle Student System, navigate to the Academic Progress Rules window as follows:

Financial Aid - Setup - Satisfactory Academic Progress - Academic Progress Rules

2. Enter data in each field of the Academic Progress Rules window as described in Table 28–5, page 28-19.





Academic Progress Rules Window

Academic Progress Rules Window

Figure 28–5 Academic Progress Rules Window


Academic Progress Rules Window Description


Table 28–5 Academic Progress Rules Window Description


Academic Rule Name required academic rule name

Description optional academic rule description


Add/Edit Rule button opens Rule window




Satisfactory Academic Progress P

29Satisfactory Academic Progress Procedure

This chapter describes how to process satisfactory academic progress policies. The following sections are in this chapter:

■ Definition

■ Overview

■ Viewing Academic Progress Details Procedure

■ Academic Progress Details Window

■ Academic Progress Details Window Description

rocedure 29-1

Definition

DefinitionThe Satisfactory Academic Progress process evaluates student progress to assess eligibility for financial aid. Each institution has a unique satisfactory academic progress policy that is set up with the satisfactory academic progress types, rules, and outcomes. A student academic progress concurrent process is run and the details are displayed in the Academic Progress Details window.

OverviewOnce the satisfactory academic progress concurrent process is run, the outcome status is displayed in the Academic Progress Details window. The Student Academic Progress Details region displays the student’s term and cumulative grade point average. Users can modify the outcome statuses.

For information on setting up satisfactory academic progress processing, see Chapter 28,Satisfactory Academic Progress Setup


Viewing Academic Progress Details Procedure

Viewing Academic Progress Details ProcedureTo view an academic progress details record, perform the following steps.

1. In Oracle Student System, navigate to the Academic Progress Details window as follows:

Financial Aid - Academic Progress Details

2. Enter data in each field of the Academic Progress Details window as described in Table 29–1, page 29-5.




Satisfactory Academic Progress Procedure 29-3

Academic Progress Details Window

Academic Progress Details Window

Figure 29–1 Academic Progress Details Window


Academic Progress Details Window Description


Table 29–1 Academic Progress Details Window Description


Person Number required person number

SSN display only Social Security number


Sex display only person’s gender

Date of Birth display only person’s birth date


optional check box if selected, data in the Student Academic Progress Details region is automatically refreshed and coordinated with data in the header region; if deselected, data in the Student Academic Progress Details region is refreshed only when users navigate to the Type field in the Student Academic Progress Details region. Leave deselected to speed up performance when querying records.

Student Academic Progress Details Region

Type display only satisfactory academic progress type

Status optional list of values outcome status

Status Date display only outcome status date


Term Region

GPA display only grade point average

Credit Points Enrolled

display only enrolled credit points

Credit Points Achieved

display only credit points achieved

% Credit Points Complete

display only percentage of credit points completed

Satisfactory Academic Progress Procedure 29-5

Cumulative Region

GPA display only cumulative grade point average


Credit Points Enrolled

display only cumulative credit points enrolled

Credit Points Achieved

display only cumulative credit points achieved

% Credit Points Complete

display only percentage of credit points completed

Table 29–1 Academic Progress Details Window Description



Satisfactory Academic Progress Concurrent Pr

30Satisfactory Academic Progress

Concurrent Processes

This chapter describes how to run Satisfactory Academic Progress concurrent process. The following sections are in this chapter:

■ Definition

■ Overview

■ Running the Satisfactory Academic Progress Concurrent Process Procedure

■ Student Academic Progress Concurrent Process

ocesses 30-1

Definition

DefinitionThe Satisfactory Academic Progress concurrent process enables users to evaluate student performance against various institution-defined academic progress policies.

OverviewThe Satisfactory Academic Progress concurrent process evaluates the student’s satisfactory academic progress for financial aid. Institutions can run the process as often as needed. Typically, it is run once for each enrollment period, or after each teaching period.


Running the Satisfactory Academic Progress Concurrent Process Procedure

Running the Satisfactory Academic Progress Concurrent Process Procedure

To run the Satisfactory Academic Progress concurrent process, perform the following steps.


Requests - Run



3. Click OK.


4. In the Name field, select Student Academic Progress from the list of values.

5. Click OK.



For information on Students Academic Progress concurrent process parameters, see Table 30–1 on page 4.






Satisfactory Academic Progress Concurrent Processes 30-3

Student Academic Progress Concurrent Process

Student Academic Progress Concurrent ProcessThe Student Academic Progress concurrent process enables institutions to evaluate student’s academic progress.

If the award year and term are entered, it runs for all the students for the specified award year and term. Users can also set parameters for person number, person ID group, outcome status, satisfactory academic progress type, attendance mode, or program type.

Students are evaluated against the selection group or person ID group for a particular academic progress type. Students qualifying for the selection rule are evaluated with all the Academic Progress rules defined for the selection rule. Students are assigned the outcome of the academic progress rule that they have qualified for.

Note: If there is more than one outcome, outcome effects are assigned in order of Hold Disbursement, Hold Packaging, and Notify.

If a student is awarded a fund, the outcome and outcome effect of the fund are processed, instead of the outcome and outcome effect of the selection groups.

Table 30–1 describes the Student Academic Progress concurrent process parameters.

Table 30–1 Student Academic Progress Concurrent Process Parameters


Award Year specified award year

Term specified term


Person ID Group person ID group

Outcome Status outcome status

Academic Progress Type academic progress type

Attendance Mode attendance mode

Program Code program code

Program Type program type


Once the process is run, the details can be queried and status updated in the Academic Progress Details window.


For information on academic progress details, seeChapter 29,Satisfactory Academic Progress Procedure.

Satisfactory Academic Progress Concurrent Processes 30-5



Disbursement Ov

31Disbursement Overview

This chapter provides an overview of financial aid disbursements. The following sections are in this chapter:

■ Purpose


■ Disbursement Processes

erview 31-1

Purpose

PurposeThe disbursements function includes the following procedures:

■ fund pays only program setup

■ fund pays only units setup

■ fund pays only fee classes setup

■ fund to do items setup

■ maintaining general disbursement details

■ maintaining FFELP disbursement details

■ maintaining direct loan disbursement details

■ maintaining Pell disbursement details

■ viewing adjustment details

■ creating disbursement holds

For information on setting up disbursements, see Chapter 32Disbursement Setup.

For information on maintaining general disbursement details, FFELP and direct loan disbursement details, see Chapter 33Disbursement Procedures.

For information on maintaining Pell disbursement details, see Chapter 17Pell Grant Processing Procedures.

User ResponsibilitiesInstitutions maintain details of fund disbursements as part of financial aid administration. Routine maintenance includes viewing disbursement details and placing and releasing disbursement holds.

The remaining functionality is usually reserved for financial aid super users and system administrators, who set up and maintain the fund pays only programs, units, and fee classes and fund to do items.


Disbursement Processes

Disbursement ProcessesThe disbursements function in Oracle Financial Aid enables institutions to track and maintain the disbursement of grants and loans.

The disbursements processes also include direct loan origination and uploading direct loan disbursement acknowledgements.

Disbursement data is also transferred to OSS for updating the student finance subsystem.

Disbursement function includes the following processes:

■ process disbursement records

■ transfer disbursement details to student accounts

Disbursement Overview 31-3

Disbursement Processes


Disbursemen

32Disbursement Setup

This chapter describes how to set up disbursements. The following sections are in this chapter:

■ Definition

■ Overview

■ Setting up Pays Only Fee Classes Procedure

■ Pays Only Fee Classes Window

■ Pays Only Fee Classes Window Description

■ Setting up Pays Only Programs Procedure

■ Pays Only Programs Window

■ Pays Only Programs Window Description

■ Setting up Pays Only Units Procedure

■ Pays Only Units Window

■ Pays Only Units Window Description

■ Setting up To Do Items Procedure

■ To Do Items Window

■ To Do Items Window Description

t Setup 32-1

Definition

DefinitionThe disbursement function maintains details of funds paid out to students as part of financial aid administration.

OverviewDisbursement setup includes the following procedures:

■ Pays Only Fee Classes

■ Pays Only Programs

■ Pays Only Units

■ To Do Items

Pays Only Fee ClassesThe Pays Only Fee Classes setup specifies the fee classes which can be paid from a particular fund. A specified fund can only be used to pay for only these fee classes. Fee classes are defined under Student Finance.

Pays Only ProgramsThe Pays Only Programs setup specifies the academic programs which can be paid from a particular fund. A specified fund can only be used to pay for only these programs.

Pays Only UnitsThe Pays Only Units setup specifies the academic program units which can be paid from a particular fund. A specified fund can only be used to pay for only these program units.

To Do ItemsThe To Do Items setup specifies the action items to be performed before paying out a particular fund.


Setting up Pays Only Fee Classes Procedure

Setting up Pays Only Fee Classes ProcedureTo specify pays only fee classes for a fund in an award year, perform the following steps.




2. In the Disbursements tab, click Pays Only Fee Classes.

The Pays Only Fee Classes window appears.

3. Enter data in each field of the Pays Only Fee Classes window as described in Table 32–2 on page 32-8.




Disbursement Setup 32-3

Pays Only Fee Classes Window

Pays Only Fee Classes Window

Figure 32–1 Pays Only Fee Classes Window


Pays Only Fee Classes Window Description

Pays Only Fee Classes Window Description

Table 32–1 Pays Only Fee Classes Window Description


Fund Code default, display only

fund code and description


award year code, start and end dates

Fee Classes Region

Fee Class required list of values fee class defined under Student Finance, such as Books, Course, etc.

Description display only description of fee class


Setting up Pays Only Programs Procedure

Setting up Pays Only Programs ProcedureTo specify fund pays only programs for a fund in an award year, perform the following steps.




2. In the Disbursements tab, click Pays Only Programs.

The Pays Only Programs window appears.

3. Enter data in each field of the Pays Only Programs window as described in Table 32–2 on page 32-8.





Pays Only Programs Window

Pays Only Programs Window

Figure 32–2 Pays Only Programs Window


Pays Only Programs Window Description

Pays Only Programs Window Description

Table 32–2 Fund Pays Only Programs Window Description






Programs Region

Program required list of values academic program

Version Number required program version number



Setting up Pays Only Units Procedure

Setting up Pays Only Units ProcedureTo specify fund pays only programs for a fund in an award year, perform the following steps.




2. In the Disbursements tab, click Pays Only Units.

The Pays Only Units window appears.

3. Enter data in each field of the Fund Pays Only Units window as described in Table 32–3 on page 32-11.





Pays Only Units Window

Pays Only Units Window

Figure 32–3 Pays Only Units Window


Pays Only Units Window Description

Pays Only Units Window Description

Table 32–3 Pays Only Units Window Description






Units Region

Unit required list of values program unit code

Version Number required unit version number

Description display only unit name or title


Setting up To Do Items Procedure

Setting up To Do Items ProcedureTo specify fund to do items, perform the following steps.




2. In the Disbursements tab, click To Do Items.

The To Do Items window appears.

3. Enter data in each field of the To Do Items window as described in Table 32–4 on page 32-14.





To Do Items Window

To Do Items Window

Figure 32–4 To Do Items Window


To Do Items Window Description

To Do Items Window Description

Table 32–4 To Do Items Window Description






To Do Items Region

To Do Items required list of values to do item code for the fund specified

Description display only to do item description


Disbursem

n Disbursement Holds Window Description

33Disbursement Procedures

This chapter describes disbursements procedures. The following sections are in this chapter:

n Definition

n Overview

n Maintaining General Disbursements

n General Disbursements Window

n General Disbursements Window Description

n Maintaining FFELP Disbursements

n FFELP Disbursements Window

n FFELP Disbursements Window Description

n Maintaining Direct Loan Disbursements

n Direct Loan Disbursements Window

n Direct Loan Disbursements Window Description

n Viewing Adjustment Details

n Adjustment Details Window

n Adjustment Details Window Description

n Maintaining Disbursement Holds

n Disbursement Holds Window

ent Procedures 33-1

Definition

DefinitionThe disbursement function maintains details of funds paid out to students as part of financial aid administration.

OverviewDisbursement procedures include the following procedures:

n General Disbursements

n FFELP Loan Disbursements

n Direct Loan Disbursements

n Adjustment Details

n Disbursement Holds

General DisbursementsThis window enables users to maintain general disbursements, that is, disbursements other than FFELP or direct loan, or Pell grant disbursements.

FFELP Loan DisbursementsThis window enables users to view and modify FFELP loan disbursement details.

If the award status is accepted or offered, the window allows users to modify the details. For any other status, the window opens in read-only mode.

Direct Loan DisbursementsThis window enables users to view and modify direct loan disbursement details. If the award status is accepted or offered, the window allows users to modify the details. For any other status, the window opens in read-only mode.

Adjustment DetailsThis window enables users to view adjustment details against actual payments.


Overview

Disbursement HoldsThis window enables users to track and release disbursement holds placed by various processes.

Disbursement Procedures 33-3

Maintaining General Disbursements

Maintaining General DisbursementsTo maintain general disbursement details, perform the following steps.


Financial Aid - Student Awards - Student Awards

The Student Awards window appears.

2. Select a record and click Disbursement Details.

If the selected record’s fund code is other than FLS, FLU, FLP, ALT, DLS, DLU, DLP, Pell or FWS, then the General Disbursements window appears.

3. Enter data in each field of the General Disbursements window as described in Table 33–1, page 33-6.





General Disbursements Window

General Disbursements Window

Figure 33–1 General Disbursements Window


General Disbursements Window Description


Table 33–1 General Disbursements Window Description


Person Number default, display only

person number

SSN default, display only

social security number

Full Name default, display only

student’s full name


award year code


effective start and end dates

Active ISIR default, display only

active ISIR number

Fund Details Region



Term disbursement term; users can create a new term

Effective Dates display only term start and end dates

Disbursement Details Region

Disbursement Number

display only disbursement number

Transaction Type drop-down transaction type, such as planned, actual or cancelled

Teaching Calendar list of values teaching calendar

Start Date display only teaching calendar start date

End Date display only teaching calendar end date

Disbursement Date display only disbursement date

Offered Amount offered amount; can be modified for the specific


disbursement

Accepted Amount optional accepted amount


Paid Amount display only paid amount

Eligibility Status and Date

display only eligibility status and date


optional cumulative credit points required; can be modified only if the eligibility is set up as credit points in the fund manager

Expiration Date optional award expiration date

Enforcement Date optional date when the rechecking of attendance eligibility is performed

Revision Code optional revision code

Include As Planned Credit

optional check box if selected, indicates that the disbursement can be included as planned credit

Force optional check box if selected, overrides any eligibility checks and forces the record to student finance

Hold optional check box if selected, places a disbursement hold

Online Disbursements

display button runs the Awards - Disbursements - Process Records concurrent process. For information, see Awards - Disbursements - Process Records Concurrent Process ,Chapter 34, Disbursements Concurrent Processes

Table 33–1 General Disbursements Window Description



Maintaining FFELP Disbursements

Maintaining FFELP DisbursementsTo maintain FFELP loan disbursement details, perform the following steps.





If the selected record’s fund code is FLS, FLU, FLP or ALT, then the FFELP Disbursements window appears.

3. View and modify the details in the FFELP Disbursements window as described in Table 33–2, page 33-10.





FFELP Disbursements Window

FFELP Disbursements Window

Figure 33–2 FFELP Disbursements Window


FFELP Disbursements Window Description


Table 33–2 FFELP Disbursements Window Description



person number






award year code




active ISIR number

Fund Details Region



Term disbursement term; users can create a new term



Disbursement Number

display only

Transaction Type display only drop-down transaction type, such as planned, actual or cancelled

Teaching Calendar display only list of values teaching calendar




Offered Amount display only offered amount


Accepted Amount optional accepted amount



Eligibility Status and Date




Expiration Date display only award expiration date

Enforcement Date display only enforcement date

Revision Code display only revision code


display only check box if selected, overrides planned credit to permit student accounts to view

Force display only check box if selected, overrides any eligibility checks and forces the record to student finance

Hold display only check box if selected, indicates that a hold exists

FFEL Tab

Disbursement Number


Transaction Type display only transaction type

Disbursement Status optional disbursement status

Disbursement Status Date

optional disbursement status date

Net Amount display only net amount (fees only)

Origination Fee optional origination fee

Origination Fee Paid optional origination fee paid by student

Guarantee Fee optional guarantee fee

Guarantee Fee Paid optional guarantee fee paid by student

Fund Status optional drop-down fund status

Fund Status Date optional fund status date

Fund Disbursement Method

optional drop-down fund disbursement method



Check Number optional check digit

Fund Release Date optional fund release date


Hold Release Indicator

display only hold release indicator

Previously Reported Indicator

optional previously reported indicator exists

Late Disburser optional check box when selected, indicates that the fund is a late disburser



Maintaining Direct Loan Disbursements

Maintaining Direct Loan DisbursementsTo maintain direct loan disbursements, perform the following steps.





If the selected record’s fund code is DLS, DLU, or DLP, then the Direct Loan Disbursements window appears.

3. View and modify the details in the Direct Loan Disbursements window as described in Table 33–3, page 33-15.





Direct Loan Disbursements Window

Direct Loan Disbursements Window

Figure 33–3 Direct Loan Disbursements Window


Direct Loan Disbursements Window Description


Table 33–3 Direct Loan Disbursements Window Description



person number






award year code




active ISIR number

Fund Details Region



Term display only disbursement term



Disbursement Number

display only

Transaction Type display only drop-down transaction type, such as planned, actual or cancelled

Teaching Calendar display only list of values teaching calendar



Disbursement Date disbursement date

Offered Amount offered amount


Accepted Amount accepted amount



Eligibility Status and date




Expiration Date optional award expiration date

Enforcement Date optional enforcement date

Revision Code optional revision code


optional check box if selected, indicates that the disbursement must be shown on the bill

Force optional check box if selected, overrides any eligibility checks and forces the record to student finance

Hold display only check box if selected, indicates that a hold exists

Direct Loan Tab

Disbursement Number


Transaction Type display only transaction type

Interest Rebate display only interest rebate


Origination Fee optional origination fee

Affirmation Flag optional check box when selected, indicates that the borrower confirmed the disbursement

Table 33–3 Direct Loan Disbursements Window Description



Viewing Adjustment Details

Viewing Adjustment DetailsThe following information applies to this procedure: the Direct Loan tab appears in the Adjustment Details window only when it is accessed from the Direct Loan Disbursements window. When Adjustment Details window is accessed from other windows, the tab is disabled.

To view adjustment details, perform the following steps.





Depending on the record selected, General Disbursements, FFELP Disbursement, or Direct Loan Disbursements window appears.

3. Click Adjustment Details.

The Adjustment Details window appears.

4. View the details in the Adjustment Details window as described in Table 33–4, page 33-19.



Adjustment Details Window

Adjustment Details Window

Figure 33–4 Adjustment Details Window


Adjustment Details Window Description

Adjustment Details Window DescriptionTable 33-4 describes selected fields in the Adjustment Details window.

Table 33–4 Adjustment Details Window Description



person number






award year code




Adjustments Tab

Seq. display only serial number

Gross Amount display only gross amount


Adjustment Amount display only adjustment amount


Error display only error in the student finance processing

Direct Loan Tab

Seq. Num display only serial number

Status status

Batch ID display only batch ID

Acknowledgement Date

display only acknowledgement date

Booking ID display only booking ID


Booking Date display only booking date

Adjustment Details Window Description

Disbursement Status and Status Date

display only disbursement status and status date

Invoice tab

Seq Num display only sequence number

Transaction Status display only drop-down transaction status: Ready to Send; Posted; Error

Status Date display only status date

Invoice Number display only invoice number

Credit Number display only credit number

Notification Date display only notification date

Table 33–4 Adjustment Details Window Description



Maintaining Disbursement Holds

Maintaining Disbursement HoldsTo maintain disbursement holds, perform the following steps.





Depending on the record selected, General Disbursements, FFELP Disbursement, or Direct Loan Disbursements window appears.

3. Click Holds.

The Disbursement Holds window appears

4. Enter data in each field of the Disbursement Holds window as described in Table 33–5, page 33-23.





Disbursement Holds Window

Disbursement Holds Window

Figure 33–5 Disbursement Holds Window


Disbursement Holds Window Description


Table 33–5 Disbursement Holds Window Description


Fund Code default; display only


Award ID default; display only

award ID

Award Year default; display only

award year

Disbursement Number


Holds Region

Hold description of hold

Date hold date

Released optional check box if selected, indicates that the disbursement is released

Reason for Release reason for releasing

Date date of releasing




Disbursements Concurrent Pr

34Disbursements Concurrent Processes

This chapter describes how to run disbursements concurrent processes. The following sections are in this chapter:

n Definition

n Overview

n Running the Disbursements Concurrent Processes

n Awards - Disbursements - Process Records Concurrent Process

n Awards - Disbursements - Transfer to Student Accounts Concurrent Process

ocesses 34-1

Definition

DefinitionDisbursements concurrent processes update the system and student accounts with disbursement details.

OverviewTable 34–1 describes the disbursements concurrent processes.

Table 34–1 Disbursements Concurrent Processes


Awards - Disbursements - Process Records

Processes disbursements details.

Disbursements - Transfer to Student Accounts

Transfers disbursement details to student accounts.


Running the Disbursements Concurrent Processes

Running the Disbursements Concurrent Processes To run a disbursements concurrent process, perform the following steps.


Requests - Run




4. Click OK.



6. Click OK.



For information on Awards - Disbursements - Process Records concurrent process parameters, see Table 34–2 on page 4.

For information on Awards - Disbursements - Transfer to Student Accounts concurrent process parameters, see Table 34–3 on page 5.






Disbursements Concurrent Processes 34-3

Awards - Disbursements - Process Records Concurrent Process

Awards - Disbursements - Process Records Concurrent ProcessThis process evaluates each disbursement transaction that has a Transaction Type of Planned to determine if the record should be passed to the Student Finance system. It determines if the student has sufficient credits or the required attendance type (from the disbursement detail or the fund manager) and also determines if the student has met the conditions of any Pays Only requirements. If all conditions are satisfied and the disbursement date has been reached, then the transaction type is set to actual, an adjustment detail record is created which will populate the Student Finance system.

If a record already has a transaction type of Actual and the Verification Enforcement Date has been reached, the record is reevaluated for enrollment and Pays Only requirement. If the conditions are not satisfied at that time, the disbursement is cancelled and an adjustment detail record is created which reverses the initial disbursement.

Table 34–2 describes Awards - Disbursements - Process Records concurrent process parameters.

Table 34–2 Awards - Disbursements - Process Records Concurrent Process Parameters



Run For parameter for which the process is to be run: Person, Person ID Group, or Fund

Person ID Group person ID group

Fund Code fund code

Log Detail y: specifies that a detailed log file is to be created; n: specifies that a detailed log file is not required


Awards - Disbursements - Transfer to Student Accounts Concurrent Process


The transfer to student accounts concurrent process collects all the eligible disbursement records and posts them to student accounts under student finance. Upon completion, the Amount Paid is updated in the disbursement details, the award record, and the fund manager for each transaction. The unique credit ID of the transaction that updated Student Finance is recorded in the invoice details tab of the Adjustment Details window.

The output of the process updates the student finance subsystem.

Table 34–3 describes the Awards - Disbursements - Transfer to Student Accounts concurrent process parameters.

Table 34–3 Awards - Disbursements - Transfer to Student Accounts Concurrent Process Parameters




Person Group person group

Fund Code fund code

Term Calendar term calendar

Disbursements Concurrent Processes 34-5



Glossary

1040 form/1040A form/1040EZ form

Federal income tax returns. Each person who received an income during the previous year must file a 1040 form with the IRS by April 15.

1090 form

Used by businesses to report income paid to a non-employee. Banks use this form to report interest income.

401(k)

Type of retirement fund. Money can be borrowed from a 401(k) to help pay for a child’s education.

academic year

Period during which the school is in session, consisting of at least 30 weeks of instructional time. The school year typically runs from the beginning of September through the end of May at most colleges and universities.

accrual date

Date on which interest charges on an educational loan begin to accrue. See subsidized loan.

achievement tests

Tests measuring a student's proficiency and accumulated knowledge of specific subject areas. Different schools require different achievement tests as part of their admissions requirements. Since March 1994, these tests are known as the SAT II

Glossary-1

tests. See educational testing service and scholastic assessment test.

ACT

See american college testing program.

adjusted available income

Remaining income in the federal methodology after tax and basic living allowances are subtracted.

admit/deny

A practice admits marginal students, but does not award them any financial aid.

advanced placement test

Test used to earn credit for college subjects studied in high school. Offered by the Education Testing Service in the spring. AP tests are scored on a scale from 1 to 5 where 5 is the highest possible score. See educational testing service.

alternative loans

See private loans.

american college testing program

One of two national standardized college entrance examinations used in the United States. Most universities require either the ACT or SAT as part of an admission application. See scholastic assessment test.

amortization

Gradual repayment of a loan over an extended period of time through periodic installments of principal and interest.

AP

See advanced placement test.

appeal

Formal request for a financial aid administrator to review a student’s aid eligibility and possible use of professional judgment to adjust the figures. For example, if a student believes the financial information on the financial aid application does not reflect the family's current ability to pay, for example, because of a parent’s death, unemployment, or any unusual circumstances, an appeal must be considered. See professional judgement.

Glossary-2 Oracle Financial Aid User’s Guide

asset

An item of value, such as a family’s home, business, farm equity, real estate, stocks, bonds, mutual funds, cash, certificates of deposit (CDs), bank accounts, trust funds, and additional property and investments.

asset protection allowance

A portion of a student’s parents' assets that are not included in the calculation of the parent contribution, as calculated by the federal methodology need analysis formula. The asset protection allowance increases with the age of the parents.

assistantship

See graduate assistantship.

associate degree

Degree granted by two-year colleges.

award letter

Official document issued by a school's financial aid office listing all financial aid awarded to the student. Provides details of the student’s financial need and a breakdown of the financial aid package according to amount, source, and type of aid. Also includes terms and conditions of the financial aid and cost of attendance information. Students are required to sign a copy of the letter, accepting or declining each source of aid, and return it to the financial aid office. Also known as Financial Aid Notification (FAN).

award year

Academic year for which the financial aid is requested or received. An award year is a smaller unit than a processing year. See processing year.

bachelor’s degree

Undergraduate degree granted by four-year colleges and universities.

balloon payment

A larger than usual payment used to repay the outstanding balance of a loan without penalty. Not all loans allow balloon payments. Simple interest loans such as educational loans, generally allow balloon payments.

Glossary-3

bankruptcy

A bankrupt person is declared legally insolvent and all property is distributed among creditors or otherwise administered to satisfy the interests of creditors. Federal student loans, however, cannot typically be discharged through bankruptcy.

base year

Tax year prior to the academic or award year for the year that the financial aid is requested. The base year runs from January 1 of the junior year in high school through December 31 of the senior year. Financial information from the base year determines eligibility for financial aid.

budget

See cost of attendance.

bursars office

University office responsible for billing and collection of university charges. Also known as Student Accounts Office.

campus-based aid

Financial aid programs administered by the university. The Federal Government provides the university with a fixed annual allocation that is awarded by the financial aid administrator to deserving students. Such programs include the Perkins Loan, Supplemental Education Opportunity Grant, and Federal Work-Study.

cancellation

Some loan programs provide for cancellation of the loan in certain circumstances, such as death or permanent special need of the borrower. Some Federal student loan programs have additional cancellation provisions. For example, if students become teachers in certain national shortage areas, they can be eligible for cancellation of all or part of the balance of their educational loans. Repayment assistance is available if the borrower serves in the military; the military pays off a portion of the loans for every year of service.

capital gain

Increase in the value of an asset such as stocks, bonds, mutual funds, and real estate


between the time the asset was purchased and sold.

capitalization

Addition of unpaid interest charges to the principal balance of an educational loan, thereby increasing the size of the loan. Interest is charged on the new balance, including both the unpaid principal and the accrued interest. Capitalizing the interest increases the monthly payment and the amount of money that must be repaid. Capitalization is also known as compounding. See unsubsidized loan.

collateral

Property used to secure a loan. If the borrower defaults on the loan, the lender can seize the collateral. For example, a mortgage is usually secured by the house purchased with the loan.

collection agency

A company often hired by the lender or guarantee agency to recover defaulted loans.

college board

A nonprofit educational association of colleges, universities, educational systems, and any educational institutions.

college work-study

College work-study is a part-time job.

compounded interest

Interest paid on the principal balance of a loan and on any accrued interest. Capitalizing the interest on an unsubsidized Stafford loan is a form of compounding. See capitalization and Stafford loans.

consolidation loan

Combines several student loans into one loan from a single lender. Used to repay balances on additional loans.

cooperative education

Program where the student spends time engaged in employment related to their major in addition to regular classroom study.

cosigner

Glossary-5

Assumes responsibility for a loan if the borrower fails to repay it.

cost of attendance

Total cost of student attending school, including tuition and fees, room and board, allowances for books and supplies, travel, personal, and incidental expenses. Loan fees, if applicable, can also be included in the COA. Child care and expenses for disabilities can also be included at the discretion of the financial aid administrator. Schools establish different standard budget amounts for students living on-campus and off-campus, married and unmarried students, and in-state and out-of-state students. Also known as the cost of education or budget.

credit rating

An evaluation of the likelihood of a borrower to default on a loan. Credit bureaus and credit reporting agencies provide this information to banks and businesses to help them decide whether to issue a loan or extend credit. A credit rating can include a borrower’s payment history, a list of current and past credit accounts with balances, employment and personal information, and a history of past credit problems.

custodial parent

If a student's parents are divorced or separated, the custodial parent is the one with whom the student lived the most during the past 12 months. The student's need analysis is based on financial information supplied by the custodial parent.

CWS

See college work-study.

default

A borrower’s failure to repay according to the terms agreed upon when the promissory note was signed. Default can also occur when a borrower fails to submit requests for deferment or cancellation and is generally referred to as a technical default. When a borrower defaults on a federal student loan, the school, organization holding the loan, guarantee agency, and Federal Government can all take action to recover the money. A borrower is considered to be in default when payments are 180 or more days overdue and no satisfactory arrangements for deferment or forbearance are made. Assets, including Internal Revenue Service (IRS) refunds can be seized and the borrower’s credit record or history is negatively affected. Student loan borrowers who are in default are ineligible for additional federal student aid, including grants and loans.


deferment

Occurs when a borrower is allowed to postpone repaying the loan. If the borrower has a subsidized loan, the Federal Government pays the interest charges during the deferment period. The borrower is responsible for the interest that accrues during the deferment period on an unsubsidized loan. The interest charges can be postponed by capitalizing the interest that increases the size of the loan. Most federal loan programs enable students to defer their loans while they are in school at least half time. If the borrower does not qualify for a deferment, a forbearance can be possible. A deferment is not possible if the loan is in default.

delinquent

If the borrower fails to make a payment on time, the borrower is considered delinquent and late fees can be charged. If the borrower misses several payments, the loan goes into default.

dependant

A child or an additional person who lives with the student, and the student provides the child with more than half of their support. Spouses do not count as dependants in the federal methodology. Two people, such as husband and wife, cannot both claim the same child as a dependant. See independent.

dependency status

Determines to what degree a student has access to parental financial resources.

direct loans

The William D. Ford Federal Direct Loan Program, also known as the Direct Loan Program, is a federal program where the school becomes the lending agency and manages the funds directly, with the Federal Government providing the loan funds.

disbursement

Release of loan funds to the school for delivery to the borrower. Payment is co-payable to the student and school. Loan funds are first credited to the student’s account for payment of tuition, fees, room and board, and additional school charges. Excess funds are paid to the student in cash or by check. The disbursement is made in at least two equal installments unless the loan amount is under $500.

disclosure statement

Glossary-7

Provides the borrower with information about the actual cost of the loan, including the interest rate, origination, insurance, loan fees, and any additional finance

charges. Lenders are required to provide the borrower with a disclosure statement before issuing a loan.

due diligence

If a borrower fails to make payments on the loan according to the terms of the promissory note, the Federal Government requires the lender, holder, or servicer of the loan to make frequent attempts to contact the borrower, through telephone and mail, to encourage repayment of the loan and to make arrangements to resolve the delinquency. See delinquent.

early action

A program with earlier deadlines and notification dates than the regular admissions process. Students applying to an early action program do not commit to attending the school if admitted, unlike an early decision program. Ivy League schools do not enable applications to more than one Ivy League early action. See early decision.

early admission

Program enabling gifted high school juniors to skip their senior year and enroll in college. The term Early Admission is sometimes used to refer collectively to early action and early decision programs. See early action and early decision.

early decision

Program with earlier deadlines and notification dates than the regular admissions process. Students who apply to an early decision program commit to attending the school if admitted. Early decision can be applied to only one school.

EDE

See electronic data exchange.

electronic data exchange

Program used by participating schools to electronically receive SARs from the federal processor. At some schools, Electronic Data Exchange (EDE) enables students to electronically file the Free Application for Federal Student Aid (FAFSA). See student aid report and free application for federal student aid.

educational testing service

Company that produces and administers the SAT and additional educational


achievement tests. See scholastic assessment test.

EFT

See electronic funds transfer.

electronic funds transfer

Used by some schools and lenders to wire funds for Stafford and PLUS loans directly to participating schools without requiring an intermediate check for the student to endorse. Money is transferred electronically instead of using paper and is available to the student sooner.

invoice workbench

Used for entering invoices in Oracle Payables.

EFC

See expected family contribution.

eligible noncitizen

Person who is not a U.S. citizen but is eligible for federal student aid. Eligible noncitizens include U.S. permanent residents who are holders of valid green cards, U.S. nationals, holders of form I-94 who have been granted refugee or asylum status, and certain noncitizens. Noncitizens who hold a student visa or an exchange visitor visa are not eligible for federal student aid.

ELO

See expanded lending option.

emancipated

To release a child from the control of a parent or guardian. Declaring a child to be legally emancipated is not sufficient to release the parents or legal guardians from the responsibility of providing for the child’s education. See dependency status.

endowment

Funds owned by an institution and invested to provide an income to support the operation of the institution. Many educational institutions use a portion of their endowment income for financial aid.

enrollment status

Glossary-9

Indicates if a student is fulltime or part-time. Generally, a student must be enrolled at least half-time, and in some cases fulltime, to qualify for financial aid.

entitlement

Entitlement programs award funds to qualified applicants such as the Pell Grant program.

entrance interview

See loan interviews.

ETS

See educational testing service.

exit interview

See loan interviews.

expanded lending option

Program enabling some schools to offer higher annual and cumulative loan limits to students receiving the Perkins loan. ELO is restricted to schools with a Perkins loan default rate of 15% or less. See Perkins loan.

expected family contribution

Sum of money that the family is expected to be able to contribute to the student’s education, as determined by the federal methodology need analysis formula approved by Congress. Includes the parent and student contributions and depends on the student’s dependency status, family size, number of family members in school, taxable and nontaxable income, and assets. The difference between the cost of attendance and the expected family contribution is the student’s financial need and is used in determining the student’s eligibility for need-based financial aid. If a student has unusual financial circumstances such as high medical expenses, loss of employment, or death of a parent that can affect the ability to pay for an education, the financial aid administrator (FAA) can adjust the cost of attendance or expected family contribution to compensate. See professional judgement.

FAA

See financial aid administrator.

FAF

See financial aid form.


FAN

See award letter.

FAO

See financial aid office.

FAT

See financial aid transcript.

FDSLP

See federal direct student loan program.

federal direct student loan program

Similar to the Federal Family Education Loan Program (FFELP). Funds for these loans are provided by the U.S. Government directly to students and their parents through their schools. Includes the subsidized and unsubsidized Federal Direct Stafford Loan and the Federal Direct Parent Loan for Undergraduate Students (PLUS). See federal family education loan program and parent loan for undergraduate students.

federal family education loan program

Includes the subsidized and unsubsidized Federal Stafford Loan, Federal Perkins Loan, and Parent Loan for Undergraduate Students (PLUS). Funds for these loans are provided by private lenders such as banks, credit unions, and savings and loan associations. Loans are guaranteed against default by the Federal Government.

federal methodology

Need analysis formula used to determine the expected family contribution. The federal methodology takes into account family size, number of family members in college, taxable and nontaxable income, and assets. The net value of the family residence is not included.

federal processor

Organization that processes information submitted on the Free Application for Federal Student Aid (FAFSA) and assesses eligibility for federal student aid.

federal work study

Program providing undergraduate and graduate students with part-time employment during the school year. The Federal Government pays a portion of the student’s salary, making it cheaper for departments and businesses to hire the

Glossary-11

student. Eligibility for FWS is based on need. Money earned from FWS is not counted as income for the subsequent year’s need analysis process.

fellowship

Aid given to graduates to help support their education. Some fellowships include a tuition waiver or a payment to the university in lieu of tuition. Most fellowships include a stipend to cover reasonable living expenses. Fellowships are a form of gift aid and are not repaid.

FFELP

See federal family education loan program.

financial aid

Money provided to the student and family to help pay for the student’s education. Includes gift aid such as grants, scholarships and self-help aid including loans and employment.

financial aid administrator

College or university employee involved in the administration of financial aid. Also known as financial aid advisors or counselors.

financial aid form

Previously known as the Financial Aid PROFILE. The Financial Aid PROFILE is a supplementary financial aid form processed by the College Scholarship Service (CSS). A Financial Aid Profile does not require an application for federal student financial aid; the Free Application for Federal Student Aid is sufficient. The Financial Aid PROFILE is used by many private colleges and universities for awarding institutional funds.

financial aid notification

See award letter.

financial aid office

College or university office responsible for determining financial need and awarding financial aid.

financial aid package

Includes grants, scholarships, loans, and work-study employment from all sources offered to a student to enable attendance at the college or university. Note that unsubsidized Stafford loans and PLUS loans are not considered part of the financial


aid package, since these financing options are available to the family to help meet the expected family contribution.

financial aid transcript

Record of all federal aid received by the student at each school attended. If a student previously attended an institution of higher education and is now applying for financial aid from a different university, the university requires a FAT from each of the schools previously attended, regardless of whether aid was received. This is required by federal law. A student must submit a FAT even if in high school at the time. The FAT is not the same as an academic transcript.

financial safety school

A school that definitely admits a student and is inexpensive enough to be attended with little or no financial aid.

first-time borrower

A first-year undergraduate student who has no unpaid loan balances outstanding on the date a promissory note is signed for an educational loan. The first loan payment is disbursed 30 days after the first day of the enrollment period. If the student withdraws during the first 30 days of classes, the loan is canceled.

forbearance

Lender allows the borrower to temporarily postpone repaying the principal, but the interest charges continue to accrue, even on subsidized loans. The borrower continues paying the interest charges during the forbearance period. Forbearances are granted at the lender’s discretion, usually in cases of extreme financial hardship or unusual circumstances when the borrower does not qualify for a deferment. The borrower cannot receive a forbearance if the loan is in default.

free application for federal student aid

Form used to apply for Pell Grants and all additional need-based aid. No fee is charged to file a FAFSA.

FWS

See federal work study.

gapping

Failing to meet a student’s full demonstrated need. See unmet need.

garnishment

Glossary-13

Withholding a portion of a defaulted borrower’s wages to repay an outstanding loan without consent.

gift aid

Financial aid, such as grants and scholarships, that is not repaid.

grace period

Period after graduation when the borrower is not required to repay student loans. The grace period can be used if the borrower leaves school for a reason other than graduation or falls below half-time enrollment. Depending on the type of loan, the borrower has a grace period of six months for Stafford loans or nine months for Perkins loans before making repayments. PLUS loans do not have a grace period.

grade point average

Average of a student’s grades, converted to a 4.0 scale where 4.0 is an A, 3.0 is a B, and 2.0 is a C. Some schools use a 5.0 scale for the GPA.

graduate assistantship

Two types of graduate assistantships are available, teaching assistantships and research assistantships. TAs and RAs receive a full or partial tuition waiver and a small living stipend. TAs are required to perform teaching duties. RAs are required to perform research duties, not necessarily related to the student’s thesis research. See teaching assistantship and research assistantship.

graduated repayment

Repayment schedule if the monthly payments gradually increase over the repayment period.

grant

Type of financial aid based on financial need that is not repaid.

gross income

Income before taxes, deductions, and allowances are subtracted.

guarantee agency/guarantor

State agencies responsible for approving student loans and insuring them against default. Guarantee agencies also oversee the student loan process and enforce federal and state rules regarding student loans.

guarantee fee


Small percentage of loan paid to the guarantor to insure the loan against default. Fee is usually 1% of the loan amount and by law cannot exceed 3% of the loan amount.

guaranteed student loan

Loan insured against default. Federal Government agrees to repay the loans in case of default. Each loan is charged a guarantee fee to cover the costs of defaulted loans. This loan is also known as the Stafford loan.

half-time

Financial aid programs usually require that the student is enrolled at least half-time to be eligible for aid. Some programs require the student to be enrolled fulltime.

health education assistance loan

Low interest loan administered by the U.S. Department of Health and Human Services. Available to medical school students pursuing medicine, osteopathy, dentistry, veterinary medicine, optometry, podiatry, clinical psychology, health administration, and public health. Undergraduate pharmacology students are also eligible.

health professions student loan

Low interest loan administered by the U.S. Department of Health and Human Services (HHS). See primary care loan.

holder

Lender, institution, or agency holding legal title to a loan such as the bank that issued the loan, a secondary market that purchased the loan from the bank, or a guarantee agency if the borrower defaulted on the loan.

HSS

See U.S. Department of Health and Human Services.

HPSL

See primary care loan.

IM

See institutional methodology.

in-state student

Student who meets the legal residency requirements for the state and is eligible for

Glossary-15

reduced in-state student tuition at public colleges and universities.

income contingent repayment

Under an income contingent repayment schedule, the size of the monthly payments depends on the income earned by the borrower. As the borrower’s income increases, so do the payments. The income contingent repayment plan is not available for PLUS loans.

independent

An independent student is one or more of the following: at least 24 years old as of January 1 of the academic year; married; a graduate or professional student; has a legal dependant other than a spouse; a veteran of the U.S. Armed Forces; an orphan or ward of the court or was a ward of the court until aged 18. A parent refusing to provide support for their child’s education is not sufficient for the child to be declared independent. See also dependant.

individual retirement account

Type of retirement fund. It is illegal to borrow money from an IRA to help pay for a child’s education.

installment loan

Consumer loan if the principal and interest are repaid on a regular, usually monthly, schedule. Payments are called installments and are of equal amounts.

institutional methodology

Formula referred to if a college or university uses its own formula to determine financial need for allocation of the school’s own financial aid funds

institutional student information report

Electronic version of SARs delivered to schools by ED express.

insurance fee

Fee passed on by lender to the Federal Government as insurance against default. Insurance fees are charged as the loan is disbursed and typically run to 1% of the amount disbursed. See guarantee fee.

interest

Fee charged by the lender for borrowing money, usually calculated as a percentage


of the principal balance of the loan. Percentage rate can be fixed for the life of the loan, or it can be variable, depending on loan terms. All federal loans issued after

October 1992 uses variable interest rates that are pegged to the cost of U.S. Treasury Bills.

internal revenue service

Federal agency responsible for enforcing U.S. tax laws and collecting taxes.

internship

Part-time job during the academic year or summer months a student receives supervised practical training in their field. Internships are often closely related to the student’s academic and career goals, and can serve as a precursor to professional employment. Some internships provide very close supervision by a mentor in an apprenticeship-like relationship.

IRA

See individual retirement account.

lender

Bank, credit union, savings and loan association, or additional financial institution that provides funds to the student or parent for an educational loan. Some schools now participate in the Federal Direct Loan program and no longer use a private lender, since loan funds are provided by the U.S. Government.

leveraging

If a school offers a talented student extra financial aid, regardless of need, the student is more likely to enroll. Leveraging is the controversial practice of calculating how to attract such students and customizing aid offers to optimize the quality of the incoming class.

line of credit

A bank, credit union, savings and loan association, or additional financial institution that provides funds to the student or parent for an educational loan. Some schools now participate in the Federal Direct Loan program and no longer use a private lender, since loan funds are provided by the U.S. Government.

loan consolidation

See consolidation loan.

Glossary-17

loan forgiveness

Federal Government cancels all or part of an educational loan because the borrower meets certain criteria, such as performing military or volunteer service.

loan interviews

Students with educational loans are required to meet with a financial aid administrator before receiving the first loan disbursement and again before graduating or leaving school. During these counseling sessions, called entrance and exit interviews, the financial aid administrator reviews the repayment terms of the loan and the repayment schedule with the student.

maturity date

Date when a loan becomes due and must be repaid in full.

MDE

See multiple data entry processor.

merit-based

Financial aid that depends on the student’s academic, artistic, or athletic merit, for example, and does not depend on the existence of financial need. Uses the student’s grades, test scores, hobbies, and special talents to determine eligibility for scholarships.

multiple data entry processor

Company that processes FAFSA forms submitted by students. The College Scholarship Service (CSS) and PHEAA are both MDE processors.

national health corps scholarship

Scholarship program administered by the U.S. Department of Health and Human Services (HHS). Available to medical students studying allopathic and osteopathic medicine and to dentistry students.

national merit scholarship qualifying test

See preliminary scholastic assessment test.

National service trust

National community service program. If a student participates in this program


before attending school, the funds can be used to pay educational expenses. If the student participates after graduating, the funds can be used to repay federal student

loans. Eligible types of community service include education, human services, the environment, and public safety.

need

The difference between the cost of attendance and the expected family contribution is the student’s financial need; the gap between the cost of attending school and the student’s resources. The financial aid package is based on the amount of financial need. The process of determining a student’s need is known as need analysis.

The following formula shows how need is calculated:

Cost of Attendance - Expected Family Contribution = Financial Need

See cost of attendance and expected family contribution.

need analysis

Determines a student’s financial need by analyzing financial information provided by the student, the student’s parents, and spouse, if applicable, on a financial aid form. The student must submit a need analysis form to apply for need-based aid. Need analysis forms include the Free Application for Federal Student Aid (FAFSA) and the Financial Aid Profile.

need based

Financial aid that depends on a student’s financial situation. Most government sources of financial aid are need-based.

need-blind

An offer of admission made to a student without considering the student's financial situation. Most schools use a need-blind admissions process. Some schools use financial need to decide whether to include marginal students in the wait list.

need-sensitive

The student's financial situation is taken into account when deciding whether to admit the student. Some schools use need-sensitive admissions when deciding to accept a borderline student or to take the student from the waiting list.

new borrower

See first-time borrower.

Glossary-19

NHCS

See national health corps scholarship.

NMSQT


NSL

See nursing student loan.

nursing student loan

Low interest loan administered by the U.S. Department of Health and Human Services (HHS) and available to students enrolled in nursing programs.

origination fee

Fee paid to the bank as compensation for the cost of administering the loan. Origination fees are charged as the loan is disbursed and typically run to 3% of the amount disbursed. A portion of this fee is paid to Federal Government to offset the administrative costs of the loan.

outside resource

Aid or benefits available because a student is in school and calculated after need is determined, such as outside scholarships, prepaid tuition plans, and VA educational benefits.

outside scholarship

Scholarship originating from sources other than the school and federal or state government.

out-of-state student

Students who do not meet the legal residency requirements for the state and are often charged a higher tuition rate at public colleges and universities.

overawards

Students who receive federal support cannot receive awards totaling more than $400 in excess of financial need.

packaging

Process of assembling a financial aid package.

parent contribution


An estimate of the portion of a student’s educational expenses that the Federal Government believes the student’s parents can afford. Based on the parents’

income, number of parents earning income, assets, family size, number of family members currently attending a university, and additional factors. Students who qualify as independent are not expected to receive a parent contribution.

parent loan for undergraduate students

Federal loans available to parents of dependant undergraduate students to help finance the child’s education. Parents can borrow up to the full cost of their children’s education, less the amount of any additional financial aid received. PLUS loans can be used to pay the expected family contribution.

PCL

See primary care loan.

Pell Grant

Federal grant based on the student’s financial need.

Perkins loan

Low interest rate loan awarded by the financial aid administrator to students with exceptional financial need. The student must apply for a Pell Grant to be eligible. Interest on the Perkins loan is subsidized while the student is in school. Formerly known as the National Direct Student Loan Program.

PJ

See professional judgement.

PLAN

Test taken in the fall of the sophomore year in high school as practice for the ACT.

PLUS

See parent loan for undergraduate students.

preliminary scholastic assessment test

Test taken during the junior year as practice for the scholastic assessment test. Scores on the PSAT are used to select semifinalists for the National Merit Scholarship program.

prepaid tuition plan

Glossary-21

College savings plan guaranteed to rise in value at the same rate as college tuition fees. For example, if a family purchases shares that are worth half a year’s tuition at

a state college, they are always worth half a year’s tuition, even if tuition rates have doubled 10 years later.

primary care loan

Low interest loan administered by the U.S. Department of Health and Human Services (HHS). Available to medical school students studying medicine, osteopathy, dentistry, veterinary medicine, optometry, and podiatry. Undergraduate pharmacology students are also eligible. To be eligible for this loan, a student must commit to working in the field of primary care. Previously known as the Health Professions Student Loan (HPSL).

principal

Sum of money borrowed or remaining unpaid on a loan. Interest is charged as a percentage of the principal. Insurance and origination fees are deducted from this amount before disbursement.

private loans

Education loan programs established by private lenders to supplement the student and parent education loan programs available from federal and state governments.

processing year

Longest period of time when the processing of financial aid applications occurs for an academic year. Processing years can start 12 months in advance of an academic year.

professional degree

Degree awarded in a field such as law, education, medicine, pharmacy, or dentistry.

professional judgement

For need-based federal aid programs, the financial aid administrator can adjust the expected family contribution, adjust the cost of attendance, or change the dependency status when extenuating circumstances exist. For example, if a parent dies or if a parent becomes unemployed or disabled, the financial aid administrator can use estimated income information for the award year instead of the actual income figures from the base year. Delegation of authority from the Federal Government to the financial aid administrator is known as professional judgement.


promissory note

Binding legal document signed by the student borrower before loan funds are disbursed by the lender. States terms and conditions of the loan, including repayment schedule, interest rate, deferment policy, and cancellations.

PSAT


RA

See research assistantship.

reaching school

A student’s preferred school, but the school is not obliged to admit the student. See safety school.

renewable scholarship

Scholarship awarded for more than one year. Usually, the student must maintain certain academic standards to be eligible for subsequent years of the award. Some renewable scholarships require the student to reapply for the scholarship each year; others require a report on the student's progress.

repayment schedule

Provides details of the monthly payment, interest rate, total repayment obligation, payment due dates, and term of the loan.

repayment term

Period during which the borrower is required to make payments on outstanding loans. Usually indicated as a number of payments or years when the payments are made monthly.

research assistantship

Financial aid awarded to graduate students to help support their education. Research assistantships usually provide the graduate student with a waiver of all or part of tuition, plus a small stipend for living expenses. The RA is required to perform research duties.

safety school

Glossary-23

A school that most certainly admits the student. See reaching school.

sallie mae

Largest secondary market holding approximately one third of all educational loans. Formerly known as the Student Loan Marketing Association (SLMA).

SAP

See satisfactory academic progress.

SAT

See scholastic assessment test.

satisfactory academic progress

A student is required to continue making progress to receive federal aid. If a student fails to maintain an academic standing consistent with the school’s SAP policy, the school’s graduation requirements are unlikely to be met.

scholarship

Type of financial aid given to undergraduate students to help pay for their education. Most scholarships are restricted to paying all or part of tuition expenses. Scholarships are a form of gift aid and are not repaid. Many scholarships are restricted to students in specific programs of study or with academic, athletic, or artistic talent.

scholarship search service

Service that charges a fee to compare the student’s profile against a database of scholarship programs.

scholastic assessment test

One of two national standardized college entrance examinations used in the U.S. The other is the American College Testing Program. The SAT, previously known as the Scholastic Aptitude Test, is administered by the Educational Testing Service (ETS). Most universities require either ACT or SAT as part of an admission application. See american college testing program.

secondary market

Organization buying loans from lenders, providing the lender with capital to issue new loans. Selling loans is a common practice among lenders, and the bank a student makes payments to can change during the life of the loan. The terms and


conditions of a loan do not change when it is sold to another holder. Sallie Mae is the nation’s largest secondary market and holds approximately one third of all educational loans.

secured loan

Loan backed by collateral. If a student fails to repay the loan, the lender can seize the collateral and sell it to repay the loan. Auto loans and home mortgages are examples of secured loans. Educational loans are generally not secured.

selective service

Registration for the military draft. Male students who are U.S. citizens and have reached the age of 18 and were born after December 31, 1959 must be registered with Selective Service to be eligible for federal financial aid. If the student did not register and is older than 25, and the school determines that the failure to register was knowing and willful, the student is ineligible for all federal student financial aid programs. The school’s decision as to whether the failure to register was willful is not subject to appeal.

self-help aid

Financial aid in the form of loans and student employment. If a financial aid package is required to include a minimum amount of self-help aid before any gift aid is granted, that level is known as the self-help level.

Service Academy

U.S. Air Force Academy, U.S. Coast Guard Academy, U.S. Merchant Marine Academy, U.S. Military Academy, and U.S. Naval Academy. Admission is highly selective as students must be nominated by their Congressional Representative in order to apply.

servicer

Organization collecting loan payments and performing additional administrative tasks associated with maintaining a loan portfolio. Loan servicers disburse loans funds, monitor loans while the borrowers are in school, collect payments, process deferments and forbearances, respond to borrower inquiries, ensure that the loans are administered in compliance with federal regulations, and guarantee agency requirements.

simple interest

Interest paid only on the principal balance of the loan and not on any accrued interest. Most federal student loan programs offer simple interest. Capitalizing interest on an unsubsidized Stafford loan is a form of compounded interest.

Glossary-25

simplified needs test

The federal methodology ignores assets when calculating the expected family contribution. If parents have an adjusted gross income of less than $50,000 and if every family member is eligible to file an IRS Form 1040A or 1040EZ or does not need to file a federal income tax return and if a student filed a 1040 but was not required to do so, then that student can be eligible for the simplified needs test.

SLMA

See sallie mae.

SSIG

See state student incentive grants.

Stafford loans

Subsidized and unsubsidized federal loans. Subsidized loans are based on need; unsubsidized loans are not. Interest on subsidized Stafford loans is paid by the Federal Government while the student is in school and during the six month grace period. Subsidized Stafford loans were previously called Guaranteed Student Loans (GSL). Unsubsidized Stafford loans can be used to pay the expected family contribution.

state student incentive grants

State-run financial aid program for state residents. States receive equal funds from the Federal Government to help them fund the program.

statement of educational purpose

A legal document that the student agrees to use financial aid for educational expenses only. Students must sign this document before receiving federal need-based aid.

student accounts office

See bursars office.

student aid report

Summarizes information included in the Free Application for Federal Students Aid (FAFSA) and must be provided to a school’s financial aid office. The SAR also indicates the amount of Pell Grant eligibility, if any, and the expected family


contribution. Students receive a copy of the SAR four to six weeks after filing a FAFSA.

student contribution

Sum of money the Federal Government expects students to contribute to their education and included as part of the expected family contribution. Standard contributions depend on the student’s income and assets but can vary from school to school.

student loan marketing association

See sallie mae.

subsidized loan

The government pays interest on the loan, such as the Perkins loan or the subsidized Stafford loan, while the student is in school, during the six-month grace period and during any deferment periods. Subsidized loans are awarded based on financial need and might not be used to finance the family contribution. See Stafford loans and unsubsidized loan.

supplemental education opportunity grants

Federal grant program for undergraduate students with exceptional need. SEOG grants are awarded by the school’s financial aid office. To qualify, a student must also be a recipient of a Pell Grant.

supplemental loan for students

Federal loans for financially independent students. This program was discontinued in 1994 with the introduction of unsubsidized Stafford loans program.

TA

See teaching assistantship.

teaching assistantship

Financial aid awarded to graduate students to help support their education. Teaching assistantships usually provide the graduate student with a waiver of all or part of tuition, plus a small stipend for living expenses. A TA is required to perform teaching-related duties.

term

Number of months or years during which the loan is to be repaid. See term.

Glossary-27

title IV loans

Title IV of the Higher Education Act of 1965 created several education loan programs, collectively referred to as the Federal Family Education Loan Program (FFELP). These loans, also called Title IV loans, are subsidized and unsubsidized Federal Stafford loans, Federal PLUS loans, and Federal consolidation loans.

title IV school code

Required for completion of the Free Application for Federal Student Aid. This code is a six-character identifier starting with one of the following letters: O, G, B, or E.

TOEFL

See test of english as a foreign language.

test of english as a foreign language

Most colleges and universities require international students to take the TOEFL as part of the admission application. TOEFL evaluates a student’s ability to communicate in and understand English.

unearned income

Interest income, dividend income, and capital gains.

unmet need

Due to budget constraints, the financial aid officer can provide the student with less than the student’s need. This gap is known as the unmet need. See need.

unsecured loan

Loan not backed by collateral, representing a greater risk to the lender. The lender can require a cosigner on the loan to reduce risk. If a borrower defaults on the loan, the cosigner is held responsible for repayment. Most educational loans are unsecured loans. In the case of federal student loans, the federal government guarantees repayment of the loans.

unsubsidized loan

Interest is not paid by the government on unsubsidized loans. The borrower is responsible for interest on an unsubsidized loan from the date the loan is disbursed, even while the student is in school. Students can avoid paying interest while they are in school by capitalizing the interest that increases the loan amount.


Unsubsidized loans are not based on financial need and can be used to finance the family contribution. See Stafford loans and subsidized loan.

untaxed income

Contributions to IRAs, Keoghs, tax-sheltered annuities, and 401k plans, as well as worker’s compensation and welfare benefits.

U.S. Department of Education

Government agency administering several federal student financial aid programs, including federal Pell Grants, Federal Work-Study Programs, Federal Perkins loans, Federal Stafford loans, and Federal PLUS loans.

U.S. Department of Health and Human Services

Government agency administering several health education loan programs, including the Health Education Assistance Loan, Health Profession Student Loan, and Nursing Student Loan programs.

USED

See U.S. Department of Education.

variable interest

Interest rate that changes periodically.

verification

Review process if the financial aid office determines the accuracy of information provided on the student’s financial aid application. During the verification process, the student and parent are required to submit documentation for the amounts on the financial aid application. Examples include signed copies of the most recent federal and state income tax returns for the student, the student’s spouse if applicable and the student’s parents, proof of citizenship, proof of registration with Selective Service, and copies of Social Security benefit statements. Financial aid applications are randomly selected by the federal processor for verification, with most schools verifying at least one third of all applications. An asterisk next to the expected family contribution figure on a Student Aid Report (SAR) indicates that the SAR has been selected for verification. Schools might select additional students for verification if they suspect fraud. Some schools undergo 100% verification. If any discrepancies are uncovered during verification, a student’s final financial aid package might vary from the initial package described on the award letter received from the school. If a student refuses to submit the required documentation, the financial aid package is cancelled and no aid is awarded.

Glossary-29

veteran

For federal financial aid purposes, such as determining dependency status, a veteran is a former member of the U.S. Armed Forces, for example, Army, Navy, Air Force, Marines, or Coast Guard, who served on active duty and was discharged dishonorably, that is received an honorable or medical discharge. A person is a veteran even if they serve one day on active duty and that does not include active duty for training, before receiving DD-214 and formal discharge papers. ROTC students, members of the National Guard, and most reservists are not considered veterans. Having a DD-214 does not necessarily mean that a student is a veteran for financial aid purposes.

W2 form

Form listing an employee’s wages and taxes withheld. Employers are required by the IRS to issue a W2 form for each employee before February 28.

work study

See federal work study.


Index

Aacademic progress

Fund Academic Progress Outcomes windowdescription, 8-28example, 8-27

proceduresspecifying fund academic progress

outcomes, 8-26academic progress details

proceduresviewing academic progress details, 29-3

adding loan tracking recordoverview, 19-6

application proceduresCompare Application window

example, 5-30ISIR Details window

example, 5-26Need Details window

example, 5-22procedures

maintaining verification worksheet, 5-31Verification Worksheet window

example, 5-32Application Processing

proceduressetting up financial aid office, 4-24

application processingModifying ISIR Corrections window

example, 5-20need analysis methodology types

procedure, 4-43overview, 2-4procedures

creating and maintaining financial aid base record, 5-14

creating financial aid notes, 5-46defining data change workflow

attribute, 4-34determining need details, 5-21maintaining institutional application, 5-27maintaining To Do list items, 4-31maintaining track To Do list, 5-33maintaining verification worksheet, 5-31mapping Fianacial Aid attendance

types, 4-37mapping Fianacial Aid grade levels, 4-40modifying ISIR corrections, 5-19reviewing unmatched records, 5-37setting up application processing

parameters, 4-12setting up batch year mappings, 4-9setting up institutional application, 4-18setting up record matching criteria, 4-28setting up user defined verification

fields, 4-21viewing financial aid base record

history, 5-23, 5-24viewing ISIR batch details, 5-44viewing ISIR details, 5-25viewing profile details, 5-42

setting up family contribution multiplication factor, 4-46

setting up generic tax tables, 4-54setting up state and other tax allowance, 4-51

application processing overviewprocesses, 3-3

compare applications, 3-5comparing profile records, 3-7financial aid base record, 3-3institutional applications, 3-5ISIR correction records, 3-4need details, 3-4reviewing unmatched records, 3-6To Do lists, 3-6verification process, 3-6

Index-1

assigning To Do list, 4-15comparing applications, 5-29comparing profile records, 5-40

viewing ISIR batch details, 3-7viewing profile details, 3-7

purpose, 3-2

user responsibilities, 3-2application processing parameters

Application Processing Parameters windowexample, 4-13

application processing proceduresCompare Profile Records window

example, 5-41compare records, 5-12definition, 5-3Institutional Application window

example, 5-28ISIR batch details, 5-13ISIR Batch Details window

example, 5-45Item Details window

example, 5-35overview, 5-3

add record process, 5-12chnage indicator block, 5-10compare application, 5-8compare application region, 5-9compare region, 5-11create person process, 5-12documentation block, 5-9federal methodology tab, 5-7financial aid base record, 5-3financial aid base record description, 5-4financial aid base record history, 5-7financial aid notes, 5-13institutional application, 5-8ISIR corrections, 5-5ISIR details, 5-7need details, 5-6record one block, 5-9record two block, 5-9student information region, 5-9track To Do lists, 5-11verification worksheet, 5-10verification worksheet region, 5-11view button, 5-10

procedurescomparing applications, 5-29

maintaining financial aid baserecord, 5-14

creating financial aid notes, 5-46determining need details, 5-21maintaining institutional application, 5-27maintaining track To Do list, 5-33modifying ISIR corrections, 5-19reviewing unmatched records, 5-37viewing financial aid base record

history, 5-23, 5-24viewing ISIR batch details, 5-44viewing ISIR details, 5-25viewing profile details, 5-42

profile details, 5-12Profile Details window

example, 5-43review unmatched records, 5-11Track To Do List window

example, 5-34application processing proceduresReview

Unmatched Records windowexample, 5-38

application processing setupsBatch Year Mappings window

example, 4-10Data Change Workflow Attribute window

description, 4-36example, 4-35

definition, 4-4Financial Aid Attendance Types window


Financial Aid Grade Level Mapping windowdescription, 4-42example, 4-41

Institutional Application Setup windowexample, 4-19

overview, 4-4batch year mappings, 4-4, 4-5institutional application setup, 4-5record matching criteria, 4-5To Do lists, 4-5

Index-2

comparing profile records, 5-40creating and maintaining financial aid base

record, 5-14

To To List items, 4-6user defined verification fields, 4-5

procedures

defining data change workflow attribute, 4-34

maintaining To Do list items, 4-31mapping Financial Aid attendance

types, 4-37mapping Financial Aid grade levels, 4-40setting up record matching criteria, 4-28setting up user defined verification

fields, 4-21Record Matching Criteria window

example, 4-29To Do List Items window

example, 4-32To Do List window

example, 4-16User Defined Verification Fields window

example, 4-22application setups

Financial Aid Office windowexample, 4-25

overviewdata change workflow attribute, 4-6family contribution, 4-6Financial Aid attendance types, 4-6Financial Aid grade level mapping, 4-6financial aid office, 4-5

proceduressetting up, 4-24setting up application processing

parameters, 4-12setting up batch year mappings, 4-9setting up institutional application, 4-18To Do list

assigning To Do list, 4-15applications

definition, 6-2Financial Aid Base Record window

example, 5-16overview, 6-2

assign awards and cost of attendance groups concurrent process, 10-5

award concurrent processes

disbursement details windowexample, 9-12, 9-15

overview, 9-2award processing

Aggregate Award by Award Year/Fund Code window


Aggregate Award by Fund Code/Award Year window


evaluating student cost of attendance, 9-7Fund Manager window

example, 8-20overriding student COA teaching period

distibution, 9-11procedures

assigning items to a coa, 8-47creating a run sequence, 8-67creating award policies, 8-61creating cost of attendance types, 8-41creating fund codes, 8-16creating fund types, 8-13creating packaging sequence, 8-67defining award groups, 8-58, 8-64defining cost of attendance items, 8-44evaluating student cost of attendance

procedure, 9-7linking fund calendar relations, 8-32maintaining fund manager, 8-19mapping external terms, 8-38overriding COA item distribution, 8-53overriding COA item teaching periods

distribution, 8-56overriding student COA teaching period

distibution, 9-11setting up award revision reasons, 8-70specifying fund academic progress

outcomes, 8-26specifying fund term installments, 8-29specifying teaching period distribution, 8-50

Index-3

definition, 10-2award procedures

definition, 9-2

viewing aggregate award by fund code/award year, 9-21

viewing aggregate awards by award

year/fund code, 9-18viewing student awards, 9-14

Student Cost of Attendance windowdescription, 9-9, 9-13, 9-16example, 9-8

viewing aggregate award by fund code/award year, 9-21

viewing aggregate awards by award year/fund code, 9-18

viewing student awards, 9-14award processing concurrent process

overview, 10-2award setup

Award Group windowdescription, 8-60, 8-66

Award Policies windowdescription, 8-63example, 8-62

Award Revision Reasons windowdescription, 8-72example, 8-71

COA Item Distribution Override windowdescription, 8-55example, 8-54

COA Item Teaching Periods Distribution Override window

description, 8-57definition, 8-4Fund Manager window

description, 8-21Fund Term Installments window

description, 8-31overview, 8-4Packaging Sequence window

description, 8-69procedures

creating, 8-67creating award policies, 8-61creating packaging sequence, 8-67defining award groups, 8-58, 8-64overriding COA item distribution, 8-53overriding COA item teaching periods

specifying teaching period distribution, 8-50Teaching Period Distribution window


award setupsAward Groups window

example, 8-59, 8-65cost of attendance assignment window

example, 8-48cost of attendance item window

example, 8-45cost of attendance type window

example, 8-42packaging parameters window


assigning, 8-47creating, 8-41defining, 8-44

awards - cancel offered awards concurrent process, 10-7

awards - package students concurrent process, 10-8

awards - repackage Pell grant concurrent process, 10-13

awards - retrieve and load external award file concurrent process, 10-15

awards - rollover fund attributes concurrent process, 10-14

awards overviewaward process, 7-4

award process calculation, 7-5need definition, 7-4

concurrent processes, 7-9assign award and cost of attendance

groups, 7-9award notification letter, 7-11cancel offered awards, 7-10compute cost of attendance, 7-9fund rollover, 7-11package single fund, 7-10package student, 7-9

Index-4

distribution, 8-56rolling over fund attributes, 8-35setting up award revision reasons, 8-70

repackaging Pell grant, 7-10retrieve and load external award file, 7-10

packaging, 7-6

packaging process, 7-6purpose, 7-2user responsibilities, 7-3

awards processingoverview, 2-5

awards setupCost of Attendance Items window

description, 8-46Cost of Attendance Type window

description, 8-43overview

award groups, 8-9award policies, 8-10award revision reasons, 8-12COA item distribution override, 8-9COA item teaching periods distribution

override, 8-9cost of attendance assignment, 8-7cost of attendance items, 8-7cost of attendance type, 8-7external term mapping, 8-7formula group policies, 8-12fund calendar relations, 8-6fund code, 8-5fund manager, 8-5fund rollover process, 8-6fund term installments, 8-6fund type, 8-4packaging sequence, 8-12teaching period distribution, 8-9

BBase Record-Initiate Student System Data Change

Workflow concurrent process, 6-14, 6-15batch verification request concurrent process, 6-11

Ccommonline loan origination concurrent

process, 22-11commonline loans

22-16concurrent processes

assign awards and cost of attendance groups, 10-5

awards - cancel offered awards, 10-7awards - package students, 10-8awards - repackage Pell grant, 10-13awards - retrieve and load external award

file, 10-15awards - rollover fund attributes, 10-14Base Record-Initiate Student System Data Change

Workflow, 6-14batch verification request, 6-11commonline loan origination, 22-11cost of attendance - compute cost of

attendance, 10-6create RFMS record, 18-5create student base records, 14-4CSS profile import, 6-12direct loan change acknowledgment, 22-10direct loan change origination, 22-9direct loan origination, 22-7direct loan origination acknowledgement, 22-8electronic statement of account record, 18-12ISIR corrections, 6-8ISIR import, 6-7ISIR loader, 6-6Loans - Create Stafford and PLUS Applications

from Awards, 22-6Missing Items Letter, 6-13MMR data upload, 18-11Need Analysis - Calculate Family

Contribution, 6-15package a single fund, 10-12procedures

Application Processing, 6-4award processing, 10-3disbursements, 34-3loan processing, 22-4Pell Grant Processing, 18-3Satisfactory Academic Progress, 30-3sponsorships, 14-3

Index-5

overview, 19-4commonline origination acknowledgment

concurrent process, 22-12, 22-13, 22-14, 22-15,

student employment, 26-4process disbursement records, 34-4RFMS disbursements, 18-7

RFMS disbursements acknowledgment, 18-9RFMS originations, 18-6RFMS originations acknowledgment, 18-8send work authorization, 26-5sponsor award, 14-6sponsor rollover, 14-5student academic progress, 30-4transfer disbursements to student

accounts, 34-5upload payment details, 26-6verification, 6-10year to date data upload, 18-10

conventionsangle brackets, xcviiattach file, xcviiibold, xcviiClose Form command, xcviiiCourier font, xcviigraphics descriptions, xcviiiquery data, xcviiisquare brackets, xcviiuppercase, xcviiwarning symbol, xcvii

Correspondenceprocedures

viewing correspondence interaction history, 21-22

correspondence interaction historyCorrespondence Interaction History window


proceduresviewing correspondence interaction

history, 21-22cost of attendance - compute cost of attendance

concurrent process, 10-6create RFMS record concurrent process, 18-5create student base records concurrent

process, 14-4CSS profile import concurrent process, 6-12

direct loan change origination concurrent process, 22-9

direct loan originationDirect Loan Origination window

description, 21-12direct loan origination acknowledgement concurrent

process, 22-8direct loan origination concurrent process, 22-7disbursement

processes, 31-3purpose, 31-2user responsibilities, 31-2

disbursement proceduresAdjustment Details window


administering disbursement holds, 33-21definition, 33-2Direct Loan Disbursements window


Disbursement Holds windowdescription, 33-23example, 33-22

FFELP Disbursements windowdescription, 33-10example, 33-9

General Disbursements windowdescription, 33-6example, 33-5

maintaining general disbursements, 33-4overview, 33-2

adjustment details, 33-2direct loan disbursements, 33-2disbursement holds, 33-3FFELP loan disbursements, 33-2general disbursements, 33-2

viewing adjustment details, 33-17viewing direct loan disbursements, 33-13viewing FFELP disbursements, 33-8

disbursement setupdefinition, 32-2

Index-6

Ddirect loan change acknowledgment concurrent

process, 22-10

Fund Pays Onlyexample, 32-7

fund pays only programs procedure, 32-6

Fund Pays Only Programs window description, 12-5, 13-5, 13-8, 13-11, 32-5, 32-8, 32-11, 32-14, 33-6, 33-10, 33-15, 33-19, 33-23

overview, 32-2Pays Only Fee Classes

example, 32-4pays only fee classes procedure, 32-3Pays Only Fee Classes window

description, 32-5Pays Only Units

example, 32-10pays only units procedure, 32-9Pays Only Units window

description, 32-11To Do Items

example, 32-13to do items procedure, 32-12To Do Items window

description, 32-14disbursements

overview, 2-8disbursements setup

Fund To Do Items windowdescription, 32-14

Eelectronic statement of account record concurrent

process, 18-12expected family contribution

Need Analysis Methodology Types windowdescription, 4-45

expected family contribution setupAsset Protection Allowance window


Family Contribution Multiplication Factor window

description, 4-11, 4-14, 4-17, 4-20, 4-23, 4-30, 4-33, 4-48

example, 4-47

example, 4-55Income Protection Allowance window


Need Analysis Methodology Types procedure, 4-43

Need Analysis Methodology Types windowexample, 4-44

setting up asset protection allowance, 4-59setting up family contribution multiplication

factor, 4-46setting up generic tax tables, 4-54setting up income protection allowance, 4-62state and other tax allowance procedure, 4-51State and Other Tax Allowance window


External and Interal Jobswindow

example, 24-4external term mapping

External Term Mapping windowdescription, 8-40example, 8-39

proceduresmapping external terms, 8-38

FFederal Direct Loan Setup

Overview, 20-3federal direct loans

overview, 19-3federal direct PLUS loans

overview, 19-4federal direct subsidized loans

overview, 19-3federal direct unsubsidized loans

overview, 19-3federal pell alternate schedule

Federal Pell Alternate Schedule windowdescription, 16-18

Index-7

Generic Tax Table windowdescription, 4-56

Generic Tax Tables window

proceduressetting up federal pell alternate

schedule, 16-16

Federal Pell Alternate Schedule SetupFederal Pell Alternate Schedule window

example, 16-17Federal Stafford Loan Limits

Federal Stafford Loan Limits windowexample, 20-18

federal stafford loan limitsprocedures

setting up, 20-17FFELP Setup

Overview, 20-4financial aid office

windowdescription, 4-26

Financial Aid overviewdefinition, 2-2overview, 2-2

Fund Academic Progress Outcomeswindow

description, 8-21, 8-28fund calendar relations

Fund Calendar Relations windowdescription, 8-34example, 8-33

procedureslinking fund calendar relations, 8-32

fund codeFund Code window

description, 8-18fund codes

Fund Code windowexample, 8-17

procedurescreating fund codes, 8-16

fund managerprocedures

maintaining fund manager, 8-19fund rollover

proceduresrolling over fund attributes, 8-35

Rollover Fund Attributes windowdescription, 8-37

description, 8-31, 8-34, 8-37, 8-40fund term installments

Fund Term Installments windowexample, 8-30

proceduresspecifying fund term installments, 8-29

Fund Typewindow

description, 8-15, 8-60, 8-63, 8-66, 8-69, 8-72, 9-9, 9-13, 9-16, 9-20, 9-23

fund typeFund Type window

description, 8-15fund types

Fund Type windowexample, 8-14

procedurescreating fund types, 8-13

GGuarantor Codes

Overview, 20-3

IISIR corrections concurrent process, 6-8ISIR import concurrent process, 6-7ISIR loader concurrent process, 6-6

LLender Codes

Overview, 20-2Lender Relationships Codes

Overview, 20-3loan base

overview, 19-6loan details

Loan Details windowdescription, 21-7

loan procedures

Index-8

example, 8-36Fund Term Installments

window

commonline setup windowexample, 20-16

definition, 21-3

direct loan origination windowexample, 21-11

direct loan setup windowexample, 20-14

guarantor codes windowexample, 20-8

lender relationships windowexample, 20-12

loan details windowexample, 21-6

overview, 21-3PLUS loan borrower details window


entering, 21-25maintaining, 20-7, 20-9, 20-11, 20-13, 20-15viewing, 21-10, 21-16, 21-19

promissory note status historyexample, 21-17

reject details windowexample, 21-20

servicer codes windowexample, 20-10

loan processoverview, 19-6

Loan Processingprocedures

setting up federal stafford loan limits, 20-17loan processing

adding loan tracking record, 19-6commonline loans, 19-4concurrent processes, 22-1federal direct loans, 19-3federal direct PLUS loans, 19-4federal direct subsidized loans, 19-3federal direct unsubsidized loans, 19-3loan base, 19-6loan process, 19-6loan types, 19-3overview, 2-6, 19-6perkins loans, 19-4prerequisites, 19-9

maintaining direct loan setup, 20-13maintaining guarantor codes, 20-7maintaining lender codes, 20-5maintaining lender relationships, 20-11maintaining servicer codes, 20-9viewing commonline loan origination, 21-16viewing federal direct loan origination, 21-10viewing loan details, 21-5viewing reject details, 21-19

purpose, 19-2title VII loans, 19-5updating loan record, 19-7user responsibility, 19-8viewing edit report, 19-7viewing promissory note data elements, 19-7

loan processing concurrent processesdefinition, 22-2overview, 22-2

loan processing proceduresprerequisites, 21-4

loan setupsdefinition, 20-2lender codes window

example, 20-6overview, 20-2procedures

maintaining, 20-5loan types

overview, 19-3loans - create stafford and PLUS applications from

awards concurrent process-, 22-6loans procedures

proceduresmodifying, 21-5

Mmissing items letter concurrent process, 6-13MMR data upload concurrent process, 18-11

N

Index-9

proceduresentering PLUS loan borrower details, 21-25maintaining commonline setup, 20-15

newlink SRS.IGF, 6-7

Oorigination

overview, 19-6

Ppackage a single fund concurrent process, 10-12Pell Grant Processing

procedurescreating Pell origination record, 17-4creating Pell setup, 16-8creating Pell setup matrix, 16-13setting up federal pell alternate

schedule, 16-16setting up Pell profile, 16-5

processes, 15-4purpose, 15-2user responsibilities, 15-3

Pell Grant processingoverview, 2-5

Pell Grant SetupPell Setup Matrix window

example, 16-14Pell Grant setups

definition, 16-2overview, 16-2Pell Profile window

example, 16-6Pell Setup window

example, 16-10pell grants

definition, 17-2overview, 17-2Pell Origination window


creating, 17-4pell profile

Pell Profile windowdescription, 16-7

procedures

procedurescreating pell setup, 16-8

pell setup matrixPell Setup Matrix window

description, 16-15procedures

creating pell setup matrix, 16-13perkins loans

overview, 19-4plus loan borrower details

Plus Loan Borrower Details windowdescription, 21-27

proceduresFISAP Income Levels setup procedure, 24-3

process disbursement records concurrent process, 34-4

promissory note status historyPromissory Note Status History window

description, 21-18

Rreject details

Reject Details windowdescription, 21-21

responsibilities, user, 3-2, 11-2, 23-2, 27-2, 31-2RFMS disbursements acknowledgment concurrent

process, 18-9RFMS disbursements concurrent process, 18-7RFMS originations acknowledgment concurrent

process, 18-8RFMS originations concurrent process, 18-6, 34-5

SSatisfactory Academic Progress

concurrent processdefinition, 30-2

concurrent processesoverview, 30-2

proceduresAcademic Progress Outcomes, 28-14

Index-10

setting up pell profile, 16-5pell setup

Pell Setup windowdescription, 16-11

assigning academic progress rules, 28-8creating academic progress details, 29-3setting up academic progress rules, 28-17

setting up satisfactory academic progress types, 28-4

setting up selection groups, 28-11process, 27-3

academic progress outcomes, 27-3academic progress rules, 27-3satisfactory academic progress types, 27-3

purpose, 27-2user responsibilities, 27-2

satisfactory academic progressoverview, 2-7

satisfactory academic progress proceduresAcademic Progress Details window


definition, 29-2overview, 29-2

satisfactory academic progress setupsAcademic Progress Outcomes window


Academic Progress Rules windowdescription, 28-19example, 28-18

definition, 28-2Maintain Academic Progress Rules window


overview, 28-2academic progress outcomes, 28-3academic progress rules, 28-3satisfactory academic progress types, 28-2selection groups, 28-2

proceduresassigning academic progress rules, 28-8setting up academic progress

outcomes, 28-14setting up academic progress rules, 28-17setting up satisfactory academic progress

types, 28-4setting up selection groups, 28-11

Satisfactory Academic Progress Types window


send work authorizationrunning the process, 26-4

send work authorization concurrent process, 26-5Servicer Codes

Overview, 20-3sponsor award concurrent process, 14-6sponsor procedures

assign students to sponsor procedure, 13-3Assign Students to Sponsor window

description, 13-5Assing Students to Sponsor

example, 13-4definition, 13-2overview, 13-2

assign students to sponsor, 13-2student awards, 13-2student sponsorships, 13-2

Student Awardsexample, 13-10

student awards procedure, 13-9Student Awards window

description, 13-11Student Sponsorships

example, 13-7student sponsorships procedure, 13-6Student Sponsorships window

description, 13-8sponsor rollover concurrent process, 14-5sponsor setup

definition, 12-2overview, 12-2procedure, 12-3Sponsor Setup

example, 12-4Sponsor Setup window

description, 12-5sponsorships

overview, 2-7processes, 11-3purpose, 11-2

Index-11


Selection Groups window

user responsibilities, 11-2sponsorships concurrent processes

definition, 14-2

overview, 14-2SRS.IGFAPJ01, 6-7student academic progress concurrent

process, 30-4student employment

concurrent processdefinition, 26-2

definition, 25-2overview, 25-2procedures

viewing authorization history, 25-8viewing student work award progress and

payroll summary, 25-4processes, 23-3purpose, 23-2user responsibilities, 23-2

student employment concurrent processesoverview, 26-2

student employment proceduresprocedures

viewing authorization history, 25-8Student Work Award Progress and Payroll

Summary windowdescription, 25-6example, 25-5

View Authorization History windowexample, 25-9

viewing student work award progress and payroll summary, 25-4

student employment setupdefinition, 24-2External and Internal Jobs setup, 24-3External and Internal Jobs window

description, 24-5overview, 24-2

stuent employementoverview, 2-7

Ttitle VII loans

overview, 19-5

Uupdating loan record

overview, 19-7upload payment details concurrent process, 26-6user responsibilities, 3-2, 11-2, 23-2, 27-2, 31-2

Vverification concurrent process, 6-10View Authorization History

window description, 25-10viewing edit report

overview, 19-7viewing promissory note data elements

overview, 19-7

Wwindow

Track To Do List, 5-34windows

Academic Progress Details, 29-4Academic Progress Outcomes, 28-15Academic Progress Rules, 28-18Adjustment Details, 33-18Aggregate Award by Award Year/Fund

Code, 9-19Aggregate Award by Fund Code/Award

Year, 9-22Application Processing Parameters, 4-13Asset Protection Allowance, 4-60Assign Students to Sponsor, 13-4Award Groups, 8-59, 8-65Award Policies, 8-62Award Revision Reasons, 8-71Batch Year Mappings, 4-10COA Item Distribution Override, 8-54commonline setup, 20-16Compare Application, 5-30Compare Profile Records, 5-41Correspondence Interaction History, 21-23

Index-12

cost of attendance assignment, 8-48cost of attendance items, 8-45cost of attendance type, 8-42Data Change Workflow Attribute, 4-35

Direct Loan Disbursements, 33-14direct loan origination, 21-11direct loan setup, 20-14disbursement details, 9-12, 9-15Disbursement Holds, 33-22External and Internal Jobs, 24-4External Term Mapping, 8-39Family Contribution Multiplication Factor

window, 4-47Federal Pell Alternate Schedule, 16-17Federal Stafford Loan Limits, 20-18FFELP Disbursements, 33-9Financial Aid Attendance Types, 4-38Financial Aid Base Record, 5-16Financial Aid Grade Level Mapping, 4-41Financial Aid Office, 4-25Fund Academic Progress Outcomes, 8-27Fund Calendar Relations, 8-33Fund Code, 8-17Fund Manager, 8-20Fund Pays Only, 32-7Fund Term Installments, 8-30Fund Type, 8-14General Disbursements, 33-5Generic Tax Tables, 4-55guarantor codes, 20-8Income Protection Allowance, 4-63Institutional Application, 5-28Institutional Application Setup, 4-19ISIR Batch Details, 5-45ISIR Details, 5-26Item Details, 5-35lender codes, 20-6lender relationships, 20-12loan details, 21-6Maintain Academic Progress Rules, 28-9Modifying ISIR Corrections, 5-20Need Analysis Methodology Types, 4-44Need Details, Family Contribution Calculation

Tab, 5-22Need Details, Federal Methodology Tab, 5-22packaging parameters, 8-68

Pell Origination, 17-5Pell Profile, 16-6Pell Setup, 16-10PLUS loan borrower details, 21-26Profile Details, 5-43promissory note status history, 21-17Record Matching Criteria, 4-29reject details, 21-20Review Unmatched Records, 5-38Rollover Fund Attributes, 8-36Satisfactory Academic Progress Types, 28-5Selection Groups, 28-12servicer codes, 20-10Sponsor Setup, 12-4State and Other Tax Allowance, 4-52Student Awards, 13-10Student Cost of Attendance, 9-8Student Sponsorships, 13-7Student Work Award Progress and Payroll

Summary, 25-5Teaching Period Distribution, 8-51To Do Items, 32-13To Do List, 4-16To Do List Items, 4-32User Defined Verification Fields, 4-22Verification Worksheet, 5-32View Authorization History, 25-9

Yyear to date data upload concurrent process, 18-10

Index-13

Pays Only Fee Classes, 32-4Pays Only Units, 32-10Pell Matrix, 16-14

Index-14

Oracle Financial Aid - Oracle Help Center Financial Aid User’s Guide Release 11i July 2002 Part Number: A97709-01 Oracle Financial Aid User’s Guide, Release 11i The part number

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