Setting Up Your Financial Aid Awarding Cycle

This chapter provides an overview of the financial aid awarding cycle, lists prerequisites, and discusses how to:

• Establish aid years.

• Set up your school codes.

• Establish defaults.

• Establish careers and programs.

• Activate an aid year for a student.

• Review National Student Loan Data System (NSLDS) codes.

• Define aid year rollover.

Understanding the Financial Aid Awarding Cycle

The financial aid awarding cycle is a set of recurrent operations used by institutions when they process and manage student data to evaluate, award, and disburse federal, state, institutional, and private funding. The typical financial aid processing cycle may encompass multiple academic years. Institutions process continuing students for the current aid year and, at the same time, process applications for the upcoming aid year.

One of the first steps in setting up your awarding cycle is to define the boundaries of each financial aid year to maintain separate and unique financial aid years throughout a student's educational career. In addition to setting up the aid year, your institution must associate the financial aid year with your school code or codes and identify all possible careers for each aid year and school code. School codes are defined by the U.S. Department of Education and are used to track a student's aggregate aid history. An institution might have separate school codes for a medical school and a law school. Because school codes do not share careers, you must link each school code and academic career separately.

You must specify which academic careers qualify for financial aid and set up valid terms for each financial aid career. Doing so provides the general guidelines to award and process aid within the award year. For example, your institution might have an evening degree program that does not award financial aid or offer financial aid for all of its academic terms.

The actual Awarding process takes place when your institution receives the first Institutional Student Information Records (ISIRs), PROFILE, or institutional application. The ISIR is the need analysis from the Department of Education to establish a student's need for financial aid. PROFILE is the need analysis form the College Board. Institutional applications are institution-specific need analysis forms. For new students, awards are made and notifications are sent on an ongoing basis up to the beginning and sometimes well into the award year for which the students are admitted. For continuing students, the goal is to mail notifications before the close of the academic year. The financial aid process of awarding entails need analysis and, for continuing students, checking academic progress.

In addition to the awarding cycle, the following processes must occur in the financial aid office for each aid cycle:

• Loading ISIRs and PROFILE applicant data.

• Entering institutional application information.

• Verifying selected students.

• Handling ISIR corrections.

• Processing budgets for the current and upcoming award years.

• Tracking requested documents and loan applications.

• Monitoring all spending and reconciliation of funds.

• Managing origination and disbursement of Title IV/Campus Based programs.

• Providing ongoing loan entrance and exit counseling.

• Defining aid year rollover.

Prerequisites

Before implementing the Financial Aid system, examine how your financial aid office and your institution function. To take advantage of the flexibility of the PeopleSoft Campus Solutions system, decide how you want to implement your operational structure, awarding practices, and institutional procedures within the Financial Aid system.

When you prepare to set up the Financial Aid system:

• Decide what data elements you want converted for use in your new system if you are moving from a legacy system.

• Identify and decide which academic careers are valid for awarding and processing of financial aid after you establish your institution's academic structure.

  The creation and design of academic careers is carried out primarily by the staff that operates PeopleSoft Student Records.

  See Creating Aid Processing Rule Sets.

• Identify which terms and sessions are valid for awarding and processing of financial aid after you establish your institution's academic structure.

  The design and creation of terms and sessions is carried out primarily by the staff that operates Student Records.

  See Establishing Terms and Sessions.

• Determine all aspects that need to be considered for the setup process.

  Consider your institutional and financial aid office needs in broad terms. This plan should include such items as your term structure, the Title IV school codes for your institution, your packaging policies, your disbursement patterns, financial aid fund information, and any business practices that are unique to your institution.

Establishing Aid Years

To set up aid years, use the Define Federal Aid Years (FED_AID_YR_TBL) and Define Financial Aid Years (AID_YEAR_TABLE) components.

This section discusses how to:

• Define federal aid years.

• Associate federal aid years with academic years.

Pages Used to Establish Aid Years

Defining Federal Aid Years

Access the Federal Aid Year Setup page (Set Up SACR, Product Related, Financial Aid, Aid Year, Define Federal Aid Year, Federal Aid Year Setup).

This table defines the aid year according to the standards set by the U.S. Department of Education. You must define all aid years that you are processing in this table.

Enter the days that the aid year begins and ends.

Associating Federal Aid Years with Academic Years

Access the Financial Aid Year page (Set Up SACR, Product Related, Financial Aid, Aid Year, Define Financial Aid Years, Financial Aid Year).

Aid Year	Select the federal aid year to be associated with your academic year start and end dates.
Academic Year Start Date and Academic Year End Date	Enter the dates that your institution's academic year begins and ends. Academic year start and end dates are reported on the origination record to the Common Origination and Disbursement (COD) system.

Setting Up Your School Codes

To set up school codes, use the School Code Table (TIV_SCHOOL_CODE), Campus OPEID (SFA_COD_CAMP_OPEID), and School Codes for Institutions (INST_SCHOOL_CDS1) components.

A school code is assigned to each institution participating with the Department of Education and is used as an identification code during Electronic Data Exchange (EDE). In addition to its use in EDE processing, the Title IV school code is used to track a student's aggregate aid history.

This section discusses how to:

• Define your school code.

• Define your Campus OPEID codes.

• Associate federal aid years with an aid year.

Pages Used to Set Up School Codes

Defining Your School Code

Access the TIV School Code Information page (Set Up SACR, Product Related, Financial Aid, Aid Year, School Code Table, TIV School Code Information).

You can add or correct information on this page if the U.S. Department of Education has made an error or omission in the description or address information for your institution.

Defining Your Campus OPEID Codes

Access the OPEID Codes page Set Up SACR, Product Related, Financial Aid, Aid Year, Campus OPEID Codes, COD Campus OPEID, Campus OPEID

Use this page to set up campus OPEID codes for campuses and designate default codes.

COD requires schools to report a student's physical campus of attendance as the Enrollment School Code using the 8 digit OPEID codes assigned to your institution. You may enter as many unique combinations as is required to support your processing. However only one unique Campus and OPEID Code combination can be designated as the default for COD disbursement use. COD processing uses Campus OPEID setup and the Campus field on a student's Financial Aid Term record to determine what OPEID Code should be reported to COD as the Enrollment School Code. The Enrollment School Code is maintained at an individual disbursement level and can be overridden for an individual student on the student's COD Origination record. Once an actual disbursement has been reported to COD, the field will no longer be available for override.

The Enrollment School Code can also be updated on both the Loan and Pell origination disbursement records with the Population Update process.

See Reviewing Pell Disbursement Results.

See Viewing Loan Status Summary Information.

See Using the Population Selection Process.

Associating School Codes with an Aid Year

Access the School Codes for Institution page (Set Up SACR, Product Related, Financial Aid, Aid Year, School Codes for Institution, School Codes for Institution).

School Code	Select the school code that you want to associate with the displayed aid year. If your institution has more than one school code, you can add rows and enter as many school codes as you need.
Copy from Previous Year	Click to copy the school codes entered for the previous aid year to the current aid year. This process overrides any information that you have entered for the current aid year.

Establishing Defaults

To set up defaults, use the Installation Defaults (INSTALLATION_FA) and Aid Processing Rule Setup (FA_DFLT_RULE_SET) components.

This section provides an overview of defaults and discusses how to:

• Define installation level defaults.

• Create aid processing rule sets.

• Link aid processing rule sets to careers and programs.

Understanding Defaults

Many of the setup pages in the Financial Aid system are specific to an aid year or a career. However, the various processes in the system use certain general financial aid processing values as default values. These default values remain the same for many aid years and apply to students regardless of their career. Therefore, these defaults are established on one page, the Financial Aid Defaults page, which is not keyed by aid year or career, and are applied to all institutions in your system. When you establish your installation defaults, select the values that represent the majority of your institutions, careers, and programs.

Financial Aid provides additional flexibility in creating aid processing defaults. If certain careers or programs require default values that vary from the installation defaults, you can establish aid processing rule sets at either a career-specific or program-specific level to define alternate values for selected defaults. These default options include:

• Academic and nonstandard base weeks.

• Pell Grant eligibility calculation criteria.

• Gap financial aid item types.

• Packaging data source defaults.

• Institutional application source.

• Pell number of terms.

The aid processing rule set can then be associated with the career that varies from the installation defaults, or the program that varies from both the career and installation defaults.

Set up aid processing rule sets only for those combinations of aid year and career that differ from each other and from your installation defaults and for those combinations of aid year and program that differ from each other, from the associated career level defaults, and from your installation defaults.

Associate these rule sets with the appropriate aid year and career combination on the Valid Careers for Aid Year page or with the appropriate aid year and program combination on the Valid Programs for Aid Year and Career page. If a career or program does not vary from the installation defaults, you do not need to establish and assign an aid processing rule set for that career or program.

Note. If no careers or programs differ from the installation defaults, you do not need to create aid processing rule sets, and you can leave the Aid Processing Rule Set column blank on both the Valid Careers for Aid Year and Valid Programs for Aid Year and Career pages.

Because the default aid processing rules for an individual student can be defined at the program, career, or installation level, various financial aid processes check for defaults in the following order to ensure that the correct aid processing rules are used:

1. Aid processing rule set associated with the student's program.

2. Aid processing rule set associated with the student's career.

3. Installation defaults specified on the Financial Aid Defaults page.

Pages Used to Establish Defaults

Defining Installation Level Defaults

Access the Financial Aid Defaults page (Set Up SACR, Install, Financial Aid Installation, Financial Aid Defaults).

Academic Base Weeks	Enter the number of weeks that define your institution's Academic Award Period (AAP). Several financial aid processes use this value to calculate eligibility and to calculate prorated expected family contribution (EFC). Valid values are 0.0 to 99.9.
Non-Standard Base Weeks	Enter the number of weeks that define your institution's Non-Standard Award Period (NSAP). Several financial aid processes use this value to calculate eligibility and to calculate prorated EFCs. Non-standard terms are usually summer terms or inter-sessions. Valid values are 0.0 to 99.9.
Pell 3 Academic Weeks Only	Select so the Pell Grant calculation uses only Academic Base Weeks as the Academic Program's Weeks of Instruction for Formula 3. If not selected, the Pell Grant calculation sums the Academic Base Weeks and Non-Standard Base Weeks together to determine the Academic Program's Weeks of Instruction. Note. Academic Base Weeks and Non-Standard-Base Weeks are added together to determine an Academic Program's Weeks of Instruction. This Weeks of Instruction value serves as the denominator in the percentage calculation for a student's number of enrolled weeks in a term when calculating Pell Grant eligibility for Formula 3— FA Load, Formula 3—Current Load, and Formula 3 — Full-time Load.
INAS Rule Set (institutional need analysis system rule set)	Select an INAS rule set to define need analysis calculation options for your student population that do not have an academic career specified in the Financial Aid Term record or in the Student Career Term table. You can use a different rule set for any career or program by establishing a relationship between the career and rule set on the Valid Careers for Aid Year page (AID_YEAR_CAREER) or the program and rule set on the Valid Programs for Aid Year and Career page (AID_YEAR_PROGRAM). The INAS rule set value provides full flexibility to determine how need analysis is performed. You load the INAS Rule Set table into the system by using a data mover script that is delivered to your institution each year in a regulatory release. Select the INAS Rule Set from these values: CSS Rules, Health Pro (health professional), or Ugrd/Grad (undergraduate/graduate). The INAS rule sets are delivered as translate values and should not be changed or altered in any way. You can create additional INAS rules sets for your institution by creating additional translate values.
Pell Calculation Start	Enter the option to use for Pell calculations made before the student's academic term start date. Values are: Enrollment Current Load (For use only with 2009 and prior Aid Years): Directs the Pell calculation to use the Current Load value from Financial Aid Term to determine which Federal Pell Grant disbursement schedule to use when it is calculating the student's eligibility for a Pell Grant. The Current Load value uses the number of units that the student is currently enrolled in, plus the number of units from already completed sessions in the term to determine the student's load for the term. Enrollment FA Load (For use only with 2009 and prior Aid Years): Directs the Pell calculation to use the FA Load value from Financial Aid Term to determine which Federal Pell Grant disbursement schedule to use when it is calculating the student's eligibility for a Pell Grant. The FA Load value uses the number of financial aid eligible units that the student is enrolled in for the term to determine the student's load. Formula 1 — FA Load (For use only with 2010 and future Aid Years): Directs the Pell calculation to divide the Pell Grant award by the Pell Number of Terms and uses the student's actual FA Load for each term. Formula 1 — Full-time (For use only with 2010 and future Aid Years):Directs the Pell calculation to divide the Pell Grant by the Pell Number of Terms and uses Full-time as the student's FA Load for each term. Formula 3 — Current Load (For use only with 2010 and future Aid Years): Directs the Pell calculation to sum the Academic Base Weeks and Non-Standard Base Weeks values to determine an Academic Program's Weeks of Instruction. This value serves as the denominator in the percentage calculation for student's number of enrolled weeks in a term. This mode uses the Current Load value from Financial Aid Term to determine which Federal Pell Grant schedule to use when it is calculating the student's eligibility for a Pell Grant. The Current Load value uses the number of units in which a student is currently enrolled ("In Progress" from the Financial Aid Term Session Detail) plus the number of units from completed sessions in the term to determine the student's load for the term. Formula 3 — FA Load (For use only with 2010 and future Aid Years): Directs the Pell calculation to sum the Academic Base Weeks and Non-Standard Base Weeks values to determine an Academic Program's Weeks of Instruction. This value serves as the denominator in the percentage calculation for a student's number of enrolled weeks in a term. This mode uses the FA Load value from Financial Aid Term to determine which Federal Pell Grant schedule to use when it is calculating the student's eligibility. The FA Load value uses the number of financial aid eligible units in which the student is enrolled for the term to determine the student's load. Formula 3 — Full-time Load (For use only with 2010 and future Aid Years): Directs the Pell calculation to sum the Academic Base Weeks and Non-Standard Base Weeks values to determine an Academic Program's Weeks of Instruction. This value serves as the denominator in the percentage calculation for a student's number of enrolled weeks in a term. This mode uses Full-time as the FA Load value when it is calculating the student's eligibility. Full Time (For use only with 2009 and prior Aid Years): Directs the Pell calculation to always use the full time Federal Pell Grant disbursement schedule to determine the student's eligibility for a Pell Grant regardless of the student's enrollment. Half Time (For use only with 2009 and prior Aid Years): Directs the Pell calculation to always use the half time Federal Pell Grant disbursement schedule to determine the student's eligibility for a Pell Grant, regardless of the student's enrollment.
Pell Calculation Midterm	Enter the load value to use for Pell Grant calculations made on or after the student's academic term start date but before the student's term census date. The available values match those for Pell Calculation Start.
Pell Calculation Census	Enter the load value to use for Pell Grant calculations made on or after the student's term census date. The available values match those for Pell Calculation Start.
Pell Number of Terms	Enter the number of terms that define the Academic Program. Although this value should match the TERM_TYPE on the ACAD_CAR_TBL, there is no cross-check between the two to ensure that these values correlate. Packaging uses this value to distribute a Pell Grant across the student's enrolled terms when making a Pell Grant calculation using the Formula 1 - FA Load, Formula 1 - Full-time, Full Time, or Half Time Pell calculation values. If you select Formula 1 — FA Load or Formula 1 — Full-time, you must populate the Pell Number of Terms field.
Gap Item Type	Select the gap financial aid item type that you created for this instance. Gap is an artificial figure that instructs Packaging to set aside an amount of unmet need to be funded later. It prevents full funding to any student to conserve funds or to provide room to award other types of aid in the future. The gap financial aid item type that you enter here is used when you assign a gap packaging rule in a packaging plan. See Defining Gap Financial Aid Item Types.
Packaging Data Source	Select which application data to use when packaging a student for financial aid. The system also tells the Equation processor which application data to gather for use in equations. Fed Only (federal only): This is the default value that instructs Packaging to gather data from the ISIR_** records. When Fed Only is selected, students are packaged only if they have federal application data (ISIR) available. If Fed Only is selected and the student has no ISIR data, the student is not packaged and the following error message is displayed during packaging: Student has no ISIR data. Fed, Inst (federal, institutional): Instructs Packaging to gather federal application data (ISIR) if available. Otherwise, Packaging gathers institutional application data (PROFILE). If neither federal nor institutional application data exists for the student, the student is not packaged and the following error message is displayed during packaging: Student has neither ISIR nor Institutional data. Inst Only (institutional only): Instructs Packaging to gather data from the INST_** records. When Inst Only is selected, students are packaged only if they have institutional application data (PROFILE or institutional application) available. If Inst Only is selected and the student has no PROFILE data, the student is not packaged and the following error message is displayed during packaging: Student has no Institutional data. Inst, Fed (institutional, federal): Instructs Packaging to gather institutional application data (PROFILE, or institutional application) if available. Otherwise, Packaging gathers federal application data (ISIR). If neither institutional nor federal application data exists for the student, the student is not packaged and the following error message is displayed during packaging: Student has neither ISIR nor Institutional data.
Aggregate Source	Select the source for aggregate lifetime totals that Packaging should reference when determining lifetime limits. Values are: NSLDS: Packaging uses National Student Loan Data System (NSLDS) aggregate history totals that have been pushed into the PeopleSoft aggregate tables for packaging. PS: This is the default value. Packaging uses the existing undergraduate and graduate totals currently maintained by the institution on the aggregate tables for packaging. Note. Aggregate Source is set either at the installation default level or individually for each student on the Packaging Status Summary or award page components.
Inst Application Source (institutional application source)	Enter the institutional application used when you select Fed, Inst, Inst Only, or Inst, Fed as the Packaging Data Source. You can select Inst App (institutional application), or Profile.
CNAS FM Rule Set (Canadian need analysis system federal methodology rule set)	Enter the rule set that defines the CNAS calculation guidelines that use federal methodology.
CNAS IM Rule Set (Canadian need analysis system institutional methodology rule set)	Enter the rule set that defines the CNAS calculation guidelines that uses institutional methodology.
Last Loan Batch Sequence	Enter a new sequence number of the last loan batch ID code processed. The system automatically updates this field each time a CommonLine or Direct Loan transaction file is created. You may need to update this if a conflict occurs.
Loan Counseling Version	Select the Loan Counseling Version for use throughout the system. This selection controls what components of Loan Counseling are available and how Authorization and Disbursement processing evaluates loan counseling requirements to release funds for disbursement. This selection also controls how loan counseling is displayed on the Packaging Status Summary page. Simple: Select to limit the management of loan counseling to annual evaluation and processing. This is the default value. Expanded: Select to enable multiple loan counseling setup options: annual , multiple aid year, and student self-service,
Do Not Use PKG Data Source (do not use a packaging data source)	Select this check box to have the system not check for either an existing federal application (ISIR) or an institutional application (such as PROFILE) when accessing the Award Entry component. Clear this check box to have the system check for the existence of either a federal application or an institutional application when accessing the Award Entry component. If the student doesn't have either application, a warning message appears.
Background Errors Allowed	Enter the number of background errors that your institution wants to allow during background processing before the system terminates the run. You may want to set this field to a number greater than one. If you do not increase this value, background processing stops after encountering only one error.
Last Packaging Batch Nbr (last packaging batch number)	Displays the number that the system generates when you run the Mass Packaging process.

Activation Indicators

See Also

Selecting Your Application Data Source for Awarding

Defining Packaging Plans

Awarding Pell Grants for the 2010 and Future Aid Years

Creating Aid Processing Rule Sets

Access the Aid Processing Rule Setup page (Set Up SACR, Product Related, Financial Aid, Aid Year, Aid Processing Rule Setup).

Create as many rule sets as necessary for your business practices. The aid processing rule sets created on this page can be associated with a combination of aid year and academic career or aid year and academic program.

Enter a value for all fields on this page. The fields in the Fields for use on Career level only group box cannot differ for programs within the same career. If you are defining aid processing rule sets for multiple programs within a career, the values that you select in this group box should be the same for both aid processing rule sets. If you select different values, Packaging uses the values from the first aid processing rule set associated with the career for these fields.

The fields on this page correspond to those on the Financial Aid Defaults (INSTALLATION_FA) page.

Note. The Pell Number of Terms field is at the Academic Program Level.

See Also

Defining Installation Level Defaults

Linking Aid Processing Rule Sets to Careers and Programs

Complete the Valid Career for Aid Year page, as described later in this chapter. (Set Up SACR, Product Related, Financial Aid, Aid Year, Valid Careers for Aid Year).

See Also

Listing Valid Careers for the Aid Year

Establishing Careers and Programs

To set up careers and programs, use the Valid Careers for Aid Year component (AID_YEAR_CAREER), Valid Programs for Aid Year component (AID_YEAR_PROGRAM), Careers for School Codes component (SCHOOL_CAREER1), Valid Terms for Career component (AID_YR_CAR_TERM), and the Define Career Types component (CAREER_TYPE). Use the AID_YR_CAR_TERM_CI component interface to load the data into the tables for this component interface.

This section discusses how to:

• List valid careers for the aid year.

• Define valid programs for aid year and career.

• Associate careers with school codes.

• Define valid terms for careers.

• Assign financial aid career types.

Pages Used to Establish Careers and Programs

Listing Valid Careers for the Aid Year

Access the Valid Careers for Aid Year page (Set Up SACR, Product Related, Financial Aid, Aid Year, Valid Careers for Aid Year).

Insert additional rows for all academic careers for this aid year at your institution.

See Also

Establishing Defaults

Defining Valid Programs for Aid Year and Career

Access the Valid Programs for Aid Year and Career page (Set Up SACR, Product Related, Financial Aid, Aid Year, Valid Programs for Aid Year, Valid Programs for Aid Year and Career).

Enter only those programs that require a different need analysis or aid processing rule set than the installation defaults or the rule sets assigned to the program's career. If none of the academic programs within a career requires rule sets that differ from the career's rule sets, do not set up any programs for that career on this page.

For each academic program that you enter on this page, enter only those fields that differ from the career's value or the installation default value. For example, if the academic program uses the same INAS rule set as the career, but requires a different aid processing rule set, populate only the Aid Processing Rule Set field on this page. For Pell Grant Awarding purposes, you might consider creating unique Pell Calculation Rule Sets by Academic Program. For example, if an Academic Program supports a Leading Summer term, you might create a unique Pell Calculation Rule Set that distinguishes it from an Academic Program that doesn't support a Summer term.

Click the Copy button to access the Copy Programs for Aid Year and Career page and copy program-level defaults from one combination of academic institution, aid year, and career to another.

See Also

Listing Valid Careers for the Aid Year

Establishing Defaults

Associating Careers with School Codes

Access the Careers For School Codes page (Set Up SACR, Product Related, Financial Aid, Aid Year, Careers for School Codes).

Aggregate Aid processing uses this information about school codes and careers to track a student's financial aid history at your institution. The loan system uses this information to create loan institution records during setup.

Defining Valid Terms for Careers

Access the Valid Terms for Careers page (Set Up SACR, Product Related, Financial Aid, Aid Year, Valid Terms for Careers).

Defining the valid terms for each financial aid career provides the system with general guidelines for awarding and processing financial aid within the academic year.

See Also

Establishing Terms and Sessions

Understanding Passive/Active Mode in Multiple Award Period Processing

Assigning Financial Aid Career Types

Access the Financial Aid Career Type page (Set Up SACR, Product Related, Financial Aid, Financial Aid Terms, Define Career Types, Financial Aid Career Type).

When a student has more than one academic career, Financial Aid Term statistics are combined for all academic careers that have the same financial aid career type. For example, if a student has two academic careers (undergraduate engineering and undergraduate) and the FA Career Type field is Undergraduate for both academic careers, Financial Aid Term statistics are combined for the two academic careers.

If the FA Career Type field is not the same for a student with multiple academic careers, the academic career primacy rules are used. The term statistics for the academic career with the higher primacy is used for the FA Term data. The term statistics for the academic career with the lower primacy are defined as other; you can view these statistics on the FA Term Other Units page.

The FA Career Type field is located on ACAD_CAR_TBL.

Note. If you do not assign financial aid career types, the system associates all academic careers with the Undergraduate career type by default and combines statistics for all your academic careers.

Activating an Aid Year for a Student

This section discusses how to:

• Activate an aid year manually.

• Activate an aid year in batch.

Loading electronic data for the student automatically activates the student for the aid year. If you do not expect to use electronic data from an outside source such as ISIR or PROFILE, you can manually activate an aid year for an individual student or a group of students.

For example, if you need to post external awards, such as outside scholarships or Student Financial transactions, before ISIR or PROFILE activity, you can activate the aid year using the batch process for that selected population.

Pages Used to Activate an Aid Year for a Student

Activating an Aid Year Manually

Access the Student Aid Year Activation page (Financial Aid, Aid Year Activation, Manage Financial Aid Years, Student Aid Year Activation).

Use this page to create and manage aid years for an individual student ID. After you add a row, enter an aid year to activate and save your work.

Important! Before activating an aid year for a student, ensure that the student has personal, biographical, and demographic data in PeopleSoft Campus Community. To verify this information or add the student, select Campus Community, Personal Information, Biographical.

Activating an Aid Year in Batch

Access the Aid Year Activate page (Financial Aid, Aid Year Activation, Process Financial Aid Years, Aid Year Activate).

Use the Aid Year Activate process to create an aid year for a group of students.

Population Selection

Select Values to Update

Reviewing NSLDS Codes

To set up NSLDS codes, use the Maintain NSLDS Codes component (NSLDS_CODES1).

This section discusses how to review the NSLDS Code Table.

The U.S. Department of Education defines the NSLDS loan status codes, which are updated each year in a regulatory release. The NSLDS database is maintained by the Department of Education and provides a student's complete Pell Grant and loan history and their current status. You can view NSLDS status codes in the View NSLDS History component.

Page Used to Review NSLDS Codes

Reviewing the NSLDS Code Table

Access the NSLDS Code Table page (Set Up SACR, Product Related, Financial Aid, Application Processing, Maintain NSLDS Codes, NSLDS Code Table).

NSLDS Status Code (National Student Loan Data System status code)	Displays the two-letter code defined by the U.S. Department of Education.
NSLDS Code Type (National Student Loan Data System code type)	Indicates the type of action associated with the status code. A status code can have a type of Cancelatn (cancellation), Default, Deferment, or General. This field is for informational purposes only.
Title IV Eligible	Indicates whether the NSLDS status code affects eligibility for Title IV aid. Review the default values to determine whether they apply to your institutional business rules. If this check box is selected, the student is still eligible for Title IV aid when the NSLDS status code appears on his or her database record. If the check box is cleared, the student is not eligible for Title IV aid when the NSLDS status code appears on their database record. If the check box is unavailable, the NSLDS status code has no effect on eligibility. This check box is for informational purposes only; no processing is associated with it.

Note. You can change the NSLDS Code Table if you find an error or if the U.S. Department of Education makes midyear regulatory changes.

Defining Aid Year Rollover

To set up aid year rollover, use the Term Values Cross Reference (TERM_VALUES_XREF) and Aid Year Setup (AID_YEAR_SETUP) components.

This section provides an overview of aid year rollover and discusses how to:

• Set up term values cross-reference.

• Set up aid year rollover.

• Review table rollover options.

Understanding Aid Year Rollover

This section addresses many processing setup tables that you encounter throughout PeopleBooks. After your set up your source processing for the award year, you can use aid year rollover to set up award year processing on an annual basis.

Aid year rollover provides an automated way for you create aid-year-specific setup tables from year to year. Two pages support this process: Aid Year Setup and Term Values Cross Reference. You must follow three steps to initiate this process.

1. Run the Aid Year Setup process (FA_AID_YEAR) to create General Aid Year and Aggregate Aid Limit tables (AGGR_AID_TBL).

2. Populate the Term Values Cross Reference table (TERM_VALUES_XREF).

3. Run the Aid Year Setup process to create remaining tables that are eligible for this process.

   You can use the Aid Year Setup page (RUNCTL_AID_YEAR) to define the setID, institution, and aid year that you want to copy from one aid year to the next. In addition, the system provides options for effective date usage, rollover for active or inactive rows, and a choice of tables to be copied forward to a target year.

The following dependencies are built into this process:

1. You must create or process General Aid Year tables first.

2. You can select General Aid Year and Aggregate Aid limits at the same time.

   If you select both, the system always runs General Aid Year before Aggregate Aid Limits.

3. You cannot run General Aid Year or Aggregate Aid Limits if you have Term Value Cross Reference-dependent setup options activated.

4. All options listed below Term Values Cross Reference depend on setup of the Term Values Cross Reference table.

5. Term Values Cross Reference depends on Term Values and Term/Session setup by records.

   This enables rollover to associate a term from the base year to a term in the target year.

6. You must run FA Term setup (RUN_CNTL_FATRMP) as a single option to check and update the tables as needed for the target year and then proceed with the remaining options.

   Many tables created subsequently use the FA Term tables created as prompt tables.

7. Budget Tables depend on FA Term table creation for career term values.

8. FA item types depend on aggregate aid limits.

   If Aggregate Area is populated in FA Item Type (FINANCIAL_AID_ITEM) for source year, the system verifies that aggregate aid limits are set up for the target year. If the Aggregate Area is blank, the system bypasses the dependency. The rollover of disbursement IDs and disbursement split codes is included in FA Item Type tables setup.

9. Disbursement rules are keyed by FA Item Type and depend on FA Term and FA Item Types table creation.

10. Disbursement Rules setup copies all effective-dated rows from the source year using the same effective dates.

    Therefore, you must adjust the effective dates for the new aid year before you can run the authorization and disbursement processes. Adjust the effective dates in the Disbursement Authorization Calendar, Disbursement Rules: Global, and Disbursement Rules: Item Type components.

11. Packaging table setup depends on the creation of the FA Item Types table.

12. Return of TIV depends on the creation of the Budget table.

13. Loan Tables depend on the creation of the FA Item Types table.

14. Pell payment depends on records setup of ACAD_CAR_TBL and ACAD_PROG_TBL.

Pages Used to Define Aid Year Rollover

Setting Up Term Values Cross Reference

Access the Term Values Cross Reference page (Set Up SACR, Product Related, Financial Aid, Aid Year, Term Values Cross Reference).

Set up the Term Values Cross Reference page to process all options except General Aid Year and Aggregate Aid Limits. Confirm that your records department has set up term values for the target aid year being created and has also associated each term with the appropriate career in the Term/Session table. Term values that are set up in Cross Reference that do not exist in Student Records are not created for the tables being processed. Verify term setup in Student Records before you set up your Term Values Cross Reference.

Setting Up Aid Year Rollover

Access the Aid Year Setup page (Set Up SACR, Product Related, Financial Aid, Aid Year, Aid Year Setup)..

Note. You must perform a separate aid year rollover for each set of setID and institution combinations.

After selecting your rollover options, click the Run button to run the FA_AID_YEAR process.

Carefully review the message log generated by this process. Although you can access the message log several ways, to get additional details, click Process Monitor to locate the appropriate process instance for this process. Click Details and then click Message Log. For each process action, you can click Explain to review additional information about the action taken or the action that you might need to take.

Aid Year Criteria

Target Year Effective Date Options

General FA Tables Setup

Additional FA Tables Setup

Before you can update any of the following tables, you must set up the Term Values Cross Reference page (Set Up SACR, Product Related, Financial Aid, Aid Year, Term Values Cross Reference).

Reviewing Table Rollover Options

The following tables are eligible for rollover for the new year. The order in which they appear for each setup option is the processing order.

General Aid Year

This table displays rollover options for general aid year:

Aggregate Aid Limits

This table displays rollover options for aggregate aid limits:

FA Term

This table displays rollover options for FA Term:

Budgets

This table displays rollover options for budgets:

FA Item Type Tables

This table displays rollover options for FA item types:

Disbursement Rules

This table displays rollover options for disbursement rules:

Packaging

This table displays rollover options for packaging:

Return of Title IV

This table displays rollover options for return of Title IV:

ISIR

This table displays rollover options for ISIR:

Loans

This table displays rollover options for loans:

Pell/ACG/SMART Tables

This table displays rollover options for Pell payment , ACG grant, and SMART grant:

PROFILE

This table displays rollover options for PROFILE: