Managing Data to Calculate Return of Title IV Aid

This section discusses how to manage data to calculate the return of Title IV aid.

Page Name	Definition Name	Navigation	Usage
Return TIV Session	STDNT_RT_TIV_AID_M	select Financial Aid, then select Return to TIV Funds HERA, then select Return TIV Session, then select Return TIV Session	Manage return of Title IV aid enrollment session data.
Return TIV Session Notes	SFA_RTN_SES_NOTES	Financial Aid, Return to TIV Funds HERA, Return TIV Session, Return TIV Session, Return TIV Session Notes	Use this page to add notes about the student's withdrawal.
Return TIV Aid	STDNT_RTRN_TIV_AID	select Financial Aid, then select Return to TIV Funds HERA, then select Create Worksheet, then select Return TIV Aid Funds Worksheet, then select Return TIV Aid	Manage the return of Title IV aid. Add a student who has withdrawn, calculate the withdrawal percentage, view various dates from different sources, view the payment or enrollment period, or view term information.
Packaging Status Summary	STDNT_AID_PACKAGE	Click the Student Status link on the Return TIV Aid page.	Review the student's need, budget, and award or to change the student's packaging status.
FA Term	STDNT_FA_TERM	Click the FA Term link on the Return TIV Aid page.	View a student's term information, add a new term for a student, or build the student's financial aid term.
Last Updated	STDNT_RTRN_TIVSEC5	Click the Last Updated link on the Return TIV Aid page.	View the user's ID and the date and time of the last update made to the Return Title IV Aid page.

Access the Return TIV Session page (select Financial Aid, then select Return to TIV Funds HERA, then select Return TIV Session, then select Return TIV Session).

Image: Return TIV Session page

This example illustrates the fields and controls on the Return TIV Session page. You can find definitions for the fields and controls later on this page.

On the initial add, this page is populated with data from the Term Session table and Student Records. This data can be adjusted for the first and subsequent withdrawals based on student changes and/or your school's business process.

Field or Control	Definition
Calculate All	Click to populate the Period Summary information with the student's calculated withdrawal information for days and percent earned.
Last Updated	Click to access the Last Updated page to view the user ID, last update timestamp, and other information for the last update made to the page.

Image: Return TIV Session Last Updated page

This example illustrates the fields and controls on the Return TIV Session Last Updated page. You can find definitions for the fields and controls later on this page.

Return TIV (title four) Session Last Updated page

Session Details

Field or Control	Definition
Session	Enter the Session from the Term in context to populate the Session Begin Date, Session End Date, and Holiday Schedule fields.

Session Break and Override Session Break	Select the Override Session Break check box to make the calculated Session Break field available to edit. Session Breaks greater than 4 days are deducted from total number of days and completed days, if withdrawal occurs after the Break. Sessions must be entered in order by start date, then end date. There must be exclusive start and end dates with no overlaps in order for a calculation to occur.
Status	Select the status for the Session. `Cancel` – This status cannot be manually selected but is populated from Term History Session Withdraw. `Completed` – Student has completed all classes for the Session. `In Progress` – Student is actively attending classes for the Session. `Not Enrolled` – Student not enrolled in any classes for the Session. `Not Started` – Session has not started. `Rescind` – Student previously qualified for and had a RTIV calculation processed. Due to re-enrollment or proof of intent to enroll in a future session, the withdraw has been rescinded. `Withdraw` – Populated from Term History Session Withdraw. Can be manually selected.
Completed Days	Displays number of days completed in the Session. Can be updated if the Override Complete Days check box is selected.
Override Completed Days	Select this check box to override Completed Days.
Total Days	Displays total number of days in the Session. Can be updated if Total Days override is used.
Override Total Days	Select this check box to override Total Days.

Period Summary

Period Summary is populated from calculated Session Detail information. It summarizes the dates, days, and percent earned to be used in Create Worksheet to complete the withdrawal calculation process.

Field or Control	Definition
Completed Days for Period	Displays calculated earned days.
Completed Days for Period Override	Select to override calculated completed days.
Total Days for Period	Displays calculated total days for entire span of sessions as determined by the institution.
Total Days for Period Override	Select to override calculated total days.
Period Adjustment	Displays the adjustment that is required for scheduled holidays of five consecutive days or more. The system displays 0 if no holidays are scheduled consecutively for 5 or more days.
Period Adjustment Override	Select to override the Period Adjustment .
Holiday Scheduleand Detail	Displays the name of the Holiday Schedule. Click Detail link for detailed Holiday Schedule information.
Pct. TIV Aid Earned for Period(Percent Title IV aid earned for period)	Displays calculated percent of aid earned.
Date of Withdrawal	Displays highest date of withdrawal from Session Details.
Session Period Begin Date	Displays lowest session begin date based on session rows inserted in Session Details.
Session Period End Date	Displays highest session begin date based on session rows inserted in Session Details.
60 Pct Eff Dt for Session(60 percent effective date for session)	Displays the 60 percent date for the session in which the withdraw is taking place as recorded in the Term/Session Table. Note: This date is NOT a 60 percent point in time for the span of multiple sessions.

Return TIV Session Notes

Access the Return TIV Session page (select Financial Aid, then select Return to TIV Funds HERA, then select Return TIV Session, then select Return TIV Session, then select Return TIV Session Notes tab).

Image: Return TIV Session Notes page

This example illustrates the fields and controls on the Return TIV Session Notes page.

Return TIV (title four) Session Notes page

Use this page to add notes about the student's withdrawal.

Access the Return TIV Aid page (select Financial Aid, then select Return to TIV Funds HERA, then select Create Worksheet, then select Return TIV Aid Funds Worksheet, then select Return TIV Aid).

Image: Return TIV Aid page

This example illustrates the fields and controls on the Return TIV Aid page. You can find definitions for the fields and controls later on this page.

The fields are populated with data generated by the Return to TIV Session component.

Field or Control	Definition
Student Status	Click to access the Packaging Status Summary page to review the student's need, budget, and award or to change the student's packaging status.
FA Term	Click to access the Financial Aid Term page to view a student's term information, add a new term for a student, or build the student's financial aid term. If the student withdraws and the withdrawal date defined by Student Records changes, you must rebuild the FA Term.
Calculate All	Click to update and populate the fields with the student's calculated withdrawal information. The system displays the withdrawal status of the student for the specified term or sessions within a term and calculates the actual values for the amount of earned aid, amount of unearned aid, and amount of aid to be returned. When you click this link, the system uses the setup and award data specific to the student. If you change the start and end dates from the Return TIV Aid page or Return TIV Session page, click the Calculate All button to update the values on the Return of Funds Worksheet page.

Summary

Field or Control	Definition
Days Elapsed	After an institution determines the date of withdrawal, the system calculates and displays the number of days passed since the student withdrew. The days are calculated using the Institutional Determination Date field as a starting date.
Overall Status	Select the student's withdrawal status. The values are: `Pending:` The calculation and the return of Title IV funds are still in progress. The default status is `Pending` until you manually change the status to `Complete.` `Complete:` Indicates that the calculation, the student notification, and the return of Title IV funds has occurred. After you set the status to `Complete,` affected fields and pages become view-only.
Date Form Completed	Displays the date when the Calculate All button is clicked on this page to calculate the student's withdrawal percentage. The date is set to the current date by default when you change the overall status to `Complete.` The Oprid is also updated when you change the status to `Complete` and save. You can view the Oprid updates on the RTIV Calculation History page when you click the Last Updated link.
FA Term Academic Career	Displays the grouping of all academic work undertaken by a student at an institution. This information is from the Financial Aid Term table.
Last Updated	Click this link to access the RTIV Calculation History page and view the Oprid, last update timestamp, and other information for each time the Overall Status has been updated to `Complete` and saved on this page. Access the RTIV Calculation History page (select Financial Aid, then select Return to TIV Funds HERA, then select Create Worksheet, then select Return TIV Aid Funds Worksheet, then select Return TIV Aid, then select click the Last Updated link).

Image: Return TIV Aid Last Updated page (1of 3)

This example illustrates the fields and controls on the Return TIV Aid Last Updated page (1of 3). You can find definitions for the fields and controls later on this page.

Return TIV (title four) Aid Last Updated page (1of 3)

Image: Return TIV Aid Last Updated page (2 of 3)

This example illustrates the fields and controls on the Return TIV Aid Last Updated page (2 of 3). You can find definitions for the fields and controls later on this page.

Return TIV (title four) Aid Last Updated page (2 of 3)

Image: Return TIV Aid Last Updated page (3 of 3)

This example illustrates the fields and controls on the Return TIV Aid Last Updated page (3 of 3). You can find definitions for the fields and controls later on this page.

Return TIV (title four) Aid Last Updated page (3 of 3)

Period Information

Field or Control	Definition
Payment Period	Select to indicate nonstandard periods or terms. A nonstandard period or term is defined as a term that is not a quarter, semester, or trimester. It can be a payment period or a period of enrollment. A payment period can consist of more than one term.
Enrollment Period	Select to indicate the academic period determined by an institution for which charges are assessed. The enrollment period is the length of the term.
Start Date and End Date	Displays the beginning and ending date of the payment or enrollment period. The system uses the start and end date in the actual Return of Title IV Funds calculation for term processing. Note: Because you can change the enrollment period start and end dates that are used by the system to calculate the Title IV percentage, you should establish procedures to define how these dates should be changed.

Term Information

Field or Control	Definition
Term	Displays the identification number for the term. A term is a period of time designated as an instructional accounting period.
Withdraw Date	Displays the date the student withdrew from the term. The value is from the Student Records Student Career Term table.
60 Pct Dt (60 percent date)	Displays the default value from the Term Session table. This is the date when a student would have completed 60% of the credit/clock hour of the program for the term.
Term Begin Date	Displays the beginning date of the term.
Term End Date	Displays the ending date of the term.
FA Term Withdraw Date	Displays the date the student withdrew from the term. The Financial Aid Term table provides the FA term withdrawal date. Student Records determines the date.

Session Information

Field or Control	Definition
Session	Displays the session from which the student has withdrawn.
Withdraw Date	Displays the date the student withdrew from the Session Period. The value is from the Student Records Student Career Term table.
Session Withdraw Date	Displays the date the student withdrew from the Session Period from the Return TIV Session Table.
60 Pct Dt (60 percent date)	Displays the default value from the Term Session table. This is the date when a student would have completed 60% of a single session.
60 Pct Effective Dt (60 percent effective date)	Displays the 60 percent date for the session in which the withdraw is taking place as recorded in the Term/Session Table or as entered in the Return TIV Session table. Note: This date is not necessarily a 60 percent point in time for the span of multiple sessions.
Session Period Begin Date	Displays the lowest beginning date of the Session Period as entered in the Return TIV Session table.
Session Period End Date	Displays the highest ending date of the Session Period as entered in the Return TIV Session table.
Multiple Session Details	Click this link to access the Return TIV Session component. This link displays only for Session records and is not displayed for regular Term withdraws.
Override Days from Session	Select to use session information for calculating a session withdraw. Not selecting will result in a term withdraw calculation.