Processing and Maintaining SAP

This section discusses how to:

Run the SAP batch process.
Maintain student SAP.
View the Satisfactory Academic Progress field.
Define student-specific career exceptions.
Define student-specific aid year exceptions or term exceptions.
Create SAP communications.
Simulate a student SAP calculation.
Review students from a batch run.

Note: When running an online, batch, or simulated SAP process, there must be an active FA Term row for either the aid year or the term being processed. Also, ensure that the Set Up Activation field is set to Active on the Setup page (Set Up SACR, Product Related, Financial Aid, Satisfactory Academic Progress, Define Setup Criteria, Setup).

Page Name	Definition Name	Navigation	Usage
Process SAP	SFA_RUN_SAP	select Financial Aid, then select Satisfactory Academic Progress, then select Process SAP	Run the batch SAP process. The setup must have a status of active for the process to execute successfully.
Student SAP	SFA_SAP_STDNT	select Financial Aid, then select Satisfactory Academic Progress, then select Maintain Student SAP Data, then select Student SAP	Run the SAP process for an individual student, view SAP calculated values, set student level exclusions, and set the use of the Override SAP Status. The setup must have a status of active for the process to execute successfully.
Packaging Status Summary	STDNT_AID_PACKAGE	Click the Packaging Status Summary link from the Student SAP page.	View the Satisfactory Academic Progress field value.
Career Exceptions	SFA_SAP_STDNT2	select Financial Aid, then select Satisfactory Academic Progress, then select Maintain Student SAP Data, then select Career Exceptions	Define exceptions at the student level.
Term Exceptions (Page visibility depends on SAP Career level setup)	SFA_SAP_STDNT3	select Financial Aid, then select Satisfactory Academic Progress, then select Maintain Student SAP Data, then select Term Exceptions	Define exceptions at the student level for term processing.
Aid Year Exceptions (Page visibility depends on SAP Career level setup)	SFA_SAP_STDNT4	select Financial Aid, then select Satisfactory Academic Progress, then select Aid Year Exceptions	Define exceptions at the student level for aid year processing.
Create SAP Communications	SFA_RUN_SAP3C	select Financial Aid, then select Satisfactory Academic Progress, then select Create SAP Communications	Set up event triggers for 3C communications.
Simulate Student Eligibility	SFA_SAP_STDNT_SIM	select Financial Aid, then select Satisfactory Academic Progress, then select Simulate Student Eligibility	Simulate SAP status processing without saving data.
Review Report Data	SFA_SAP_RPT	select Financial Aid, then select Satisfactory Academic Progress, then select Review Report Data	Store batch SAP status details by run control IDs.

Access the Process SAP page (select Financial Aid, then select Satisfactory Academic Progress, then select Process SAP).

Image: Process SAP page

This example illustrates the fields and controls on the Process SAP page. You can find definitions for the fields and controls later on this page.

Before running the SAP process, ensure that the Set Up Activation field is set to Active on the Setup page select (Set Up SACR, then select Product Related, then select Financial Aid, then select Satisfactory Academic Progress, then select Define Setup Criteria, then select Setup).

Population Selection

The Population Selection check box is selected or cleared, depending on the value in the Selection Criteria field in the Input Parameters group box on this page. When the check box is selected, population selection options appear in the Population Selection group box.

For more information on population selection:

See Using the Population Selection Process.

Field or Control	Definition
Population Selection	This check box is selected by default when you select `Population Selection` in the Selection Criteria field in the Input Parameters group box on this page. Use the Population Selection option to restrict the selection of IDs to only the IDs identified by a tool configured to select a specific population. Only identified IDs are selected for an SAP evaluation. If they meet the evaluation criteria, an SAP calculation is created. If the preview functionality is enabled for the selection tool, you can preview the population selection results before you run the process.
Selection Tool	This field is available if the Population Selection check box is selected. Select from `Equation Engine,` `PS Query,` or `External File,` or enter a tool that your institution created to select the IDs to review for an SAP calculation. Additional parameters are displayed for your selected tool.
Query Name	Select a query to use for Population Selection. This field is available only when `PS Query` is selected in the Selection Tool field. Select a PS Query that uses the SFA_SAP_BIND bind record.

Field or Control

Definition

Population Selection

This check box is selected by default when you select Population Selection in the Selection Criteria field in the Input Parameters group box on this page.

Use the Population Selection option to restrict the selection of IDs to only the IDs identified by a tool configured to select a specific population. Only identified IDs are selected for an SAP evaluation. If they meet the evaluation criteria, an SAP calculation is created.

If the preview functionality is enabled for the selection tool, you can preview the population selection results before you run the process.

Selection Tool

This field is available if the Population Selection check box is selected. Select from Equation Engine, PS Query, or External File, or enter a tool that your institution created to select the IDs to review for an SAP calculation. Additional parameters are displayed for your selected tool.

Query Name

Select a query to use for Population Selection. This field is available only when PS Query is selected in the Selection Tool field. Select a PS Query that uses the SFA_SAP_BIND bind record.

Input Parameters

Field or Control	Definition
Aid Year	Select the aid year for which you want to evaluate Satisfactory Academic Progress. This field displays only if you have selected a SAP Process Type of `Aid Year` for the career in context in your SAP setup.
Term	Select the term for which you want to evaluate Satisfactory Academic Progress. This field displays only if you have selected a SAP Process Type of `Term` for the career in context in your SAP setup.
Selection Criteria	Select one of three options to determine which IDs are selected and evaluated for an SAP Calculation. Select `Population Selection` to use the Population Selection feature to select IDs for an SAP evaluation. When selected, the Population Selection check box is selected, the options in the Population Selection group box are displayed, the Student Override check box is not available, and the Student Override grid is hidden. Select `Student Override` to manually enter in specific IDs for an SAP evaluation in the Student Override grid. When selected, the Student Override check box is enabled, the Student Override grid is displayed, the Population Selection check box is disabled, and the Population Selection options are hidden. Select `Standard SAP Selection` to use the built-in SAP selection criteria to select IDs for an SAP evaluation. This option disables the Student Override and Population Selection check boxes and hides both the Student Override grid and the Population Selection options.
Processing Option	Select the processing option: `Update and Report` inserts the same row into the Student SAP Record and the Review Report Data page. `Report Only` inserts a row into the Review Report Data page. Use this option to see the results before updating the SAP status on the Packaging Status Summary page. `Update Only` inserts a row into the Student SAP Record.
Update using most recent evaluation term (Pass 2)	Select this check box to update Pass 2 into the Student SAP record. If this is not selected, Pass 2 results are not updated in the Student SAP record. Pass 2 processing occurs when the student does not have a row for the term or aid year being processed. Statistics from the latest term or aid year are used to calculate the student's SAP Status. Statuses and Actions rules are not evaluated for Pass 2.
Skip Status and Actions	Select this check box to skip the Statuses and Actions rules set up when processing Pass 1 for multiple aid years or terms. This avoids an incorrect Calc SAP status from being calculated. If this option is selected on the SAP processing run control and Statuses and Actions rules are set up and selected, they are skipped. Use this option when you are running multiple aid year or term processes and comparing with the prior status would not be accurate. This option obtains the actual calculated SAP status for the student and does not evaluate the prior statuses and any matching statuses and action rules. As an example, you would not select this option in this case: If processing in January for spring 2006 and for fall 2006, the previous fall 2005 is the maximum term past the fully graded date that both processing terms select. If the process is run for spring 2006 with a status of `Probation,` then runs for fall 2006, it calculates `Probation,` then compares it to the spring value of `Probation,` and gives an overall status of `Disqualified` which would be incorrect.
Don't Run If SAP Status Exists	Select this check box if you do not want to recalculate for students who already have a SAP Status code for either the aid year or term that you are processing.

Update Options

These options appear only when the Don't Run If SAP Status Exists check box is not selected.

Field or Control	Definition
Calc SAP Status Change Only (calculate SAP status change only)	Select this option to insert a new SAP record if no SAP record exists for the run control values or if the Calc SAP Status code changes.
Any Calculation Value Change	If this option is selected, the process inserts a new row (create a new SAP calculation) if any of the values change from a previous calculated row for the same term/aid year - even if the resulting changes do not change the Calculated Status. It also inserts a new row if no row exists. If this option is not selected, then a new row is only inserted if there is a change to the Calculated Status. It also inserts a new row if none exists, unless there is no data to process for that term or aid year.

Field or Control

Definition

Calc SAP Status Change Only (calculate SAP status change only)

Select this option to insert a new SAP record if no SAP record exists for the run control values or if the Calc SAP Status code changes.

Any Calculation Value Change

If this option is selected, the process inserts a new row (create a new SAP calculation) if any of the values change from a previous calculated row for the same term/aid year - even if the resulting changes do not change the Calculated Status. It also inserts a new row if no row exists.

If this option is not selected, then a new row is only inserted if there is a change to the Calculated Status. It also inserts a new row if none exists, unless there is no data to process for that term or aid year.

Student Override

Select the Student Override option to display the Student Override grid for entry of student IDs. Enter the IDs of the students to be considered for SAP evaluation. If the students meet the evaluation criteria, an SAP calculation is created. Only the IDs you list are processed.

Access the Student SAP page (select Financial Aid, then select Satisfactory Academic Progress, then select Maintain Student SAP Data, then select Student SAP).

Image: Student SAP page

This example illustrates the fields and controls on the Student SAP page. You can find definitions for the fields and controls later on this page.

All students with an FA Term built are able to access the SAP Student Data page, which allows for online SAP calculation for an individual student. Students must have an active row in FA Term for the term or aid year that is being processed. If an active row does not exist, the process executes but returns a blank page, or, if a previous status exists, the existing page data is displayed.

Note: Before running the online process, ensure that the Set Up Activation field is set to Active on the Setup page select (Set Up SACR, then select Product Related, then select Financial Aid, then select Satisfactory Academic Progress, then select Define Setup Criteria, then select Setup).

This page displays the SAP status code and all the calculation results used to determine a student's SAP status code.

The Aid Year or Term field is displayed depending on the setup criteria. Enter the aid year or term to process for the SAP online process.

Click the Calc SAP button to run the SAP process for an individual. An Active FA Term record must exist for the aid year or term being processed. After processing, the SAP Calculation Results, SAP Calculation Data, and Processing Information group boxes are populated.

Student SAP

Field or Control	Definition
Aid Year or Term	The aid year or term used in the SAP online or batch calculation. If the batch process calculated the data, this is the aid year or term used on the run control for that batch run.
Packaging Status Summary	Click this link to view the Satisfactory Academic Progress field on the Packaging Status Summary page.
Program	Displays the academic program from FA Term that was used to determine SAP status.
Plan	Displays the academic plan from FA Term that was used to determine SAP status.
Calc SAP Status (calculated SAP status)	Displays the calculated SAP status that controls the value in the SAP field on the Packaging Status Summary page. To access this page, click the Packaging Status Summary link.
Override SAP Status	You can enter a SAP status to override the calculated SAP status. If populated, this status overrides the value in the Calc SAP Status field and controls the Satisfactory Academic Progress field on the Packaging Status Summary page. Delete the override status before running the process after the fully graded date.
Updated	Displays the date that an override is placed on the student's SAP record.
User ID	Displays the user ID of the person who applied the override.
Comment	A comment can be placed in this field to provide additional information on a student's SAP. Use the comment field when you override a student's SAP Status.

SAP Calculation Results

Field or Control	Definition
Test	The eight tests used to determine an SAP status. The possible tests are: Academic Standing Max Attempted Units Max Attempted Terms Min Current GPA Min Cumulative GPA Current Earned Units Cumulative Earned Units Two Year GPA
Used	Indicates whether this test was used to determined SAP status.
Actual	Displays the calculated value for any test that is used. This is the value that is used in the rule comparison.
Rule Range From	Displays the lower end of the failed range of the test if the student failed the test. Academic standing does not use ranges and no value exists for the Academic Standing Test row.
Rule Range To	Displays the upper end of the failed range of the test if the student failed the test. Academic standing does not use ranges and no value exists for the Academic Standing Test row.
Failed	Displays as checked if the student failed the test.
Status	Displays the calculated status for each test.
Severity	Displays the severity of each SAP test. The status of the test with the highest severity is used to populate the Calc SAP Status field.
Exception Used	Indicates whether an exception rule was used to determine SAP status.
Term	Displays the term used to evaluate academic standing from Student Records. Only displays for the Academic Standing test.

SAP Calculation Data

Field or Control	Definition
Current Units Attempted	Displays the number of units the student is attempting for the evaluation term or aid year terms. This is used in the Current Earned Units test.
Cumulative Units Attempted	Displays the cumulative number of units the student attempted, up to and including the units for the term or terms in the aid year being evaluated. This is used in the Cumulative Earned Units test.
Two Year Nbr of Terms (two year number of terms)	Displays the number of attempted terms calculated for use in the Two Year GPA test.

Current Earned Units Percent(	Displays the Current Earned Units Percent field calculated when the “Use Percentage” option is selected for Current Earned Units Test in the SAP Define Set Up Criteria.

Cumulative Earned Units Pct( (cumulative earned units percent)	Displays the Cumulative Earned Units Percent field calculated when the “Use Percentage” option is selected for Cumulative Earned Units Test in the SAP Define Set Up Criteria.

Processing Information

Field or Control	Definition
Process User ID	Displays the user ID of the person who ran the batch process.
Process Date/Time	Displays the date and time when the process was run.
Processing Message:	Displays the source of the status code: Default SAP Status. The status assigned to students who pass all of the selected tests. Statistics Calc Pass 1, Term XXX. Calculated status from the evaluation term or max term in an aid year. Statistics Calc Pass 2, Term XXX. Calculated status from the latest (max) term on the student's record.

Field or Control

Definition

Process User ID

Displays the user ID of the person who ran the batch process.

Process Date/Time

Displays the date and time when the process was run.

Processing Message:

Displays the source of the status code:

Default SAP Status. The status assigned to students who pass all of the selected tests.
Statistics Calc Pass 1, Term XXX. Calculated status from the evaluation term or max term in an aid year.
Statistics Calc Pass 2, Term XXX. Calculated status from the latest (max) term on the student's record.

Access the Packaging Status Summary page. (Click the Packaging Status Summary link from the Student SAP page.)

Image: Packaging Status Summary page

This example illustrates the fields and controls on the Packaging Status Summary page. You can find definitions for the fields and controls later on this page.

Field or Control	Definition
Satisfactory Academic Progress	Enter the SAP status. If the field is not editable, active SAP setup data exists. When active setup data exists, the Process SAP process updates this value based on the SAP status code setup.
SAP Details	Click this link to navigate to the Student SAP page.

Access the Career Exceptions page (select Financial Aid, then select Satisfactory Academic Progress, then select Maintain Student SAP Data, then select Career Exceptions).

Image: Career Exceptions page

This example illustrates the fields and controls on the Career Exceptions page. You can find definitions for the fields and controls later on this page.

This page is for student-specific career rules, rewriting the rule at the student level for the Effective Date and Status control when the student-specific career rule is applied. If any career rules fail when processing, the Exception Failure Default Status is applied and the exception flag is set to Y for the test using the exception.

The SAP status assigned for any career exception failure is the Exception Fail Default Status. It is recommended that this Severity code is the highest of the Not Meet status codes.

Click the Calc SAP button to run the SAP process for an individual. An Active FA Term record must exist for the aid year or term being processed.

Career Exceptions

Field or Control	Definition
Effective Date	Date this rule is applied.
Status	`Active:` Rule is active and in effect. `Inactive:` Rule is inactive and not in effect.
Attempted Max Units (attempted maximum units)	Enter the total number of attempted units to which the student is limited.
Attempted Max Terms (attempted maximum terms)	Enter the this total number of attempted terms to which the student is limited.
Min Cumulative GPA (minimum cumulative GPA)	Enter the minimum cumulative GPA that the student must have.
Cum Earned Units % (cumulative earned units percentage)	Enter the minimum percentage (attempted units divided by earned units) to which the student is limited.
Cum Earned Units (cumulative earned units)	Enter the minimum number of (attempted units divided by earned units) to which the student is limited.
Cum Att Units to Exclude	Enter the total number of cumulative attempted units to exclude from the calculation.
Two Year GPA	Enter the minimum cumulative GPA that the student must have for his or her second year.
Terms From	Enter the starting number for the range of terms for which this career exception to the Two Year GPA rule applies. The numbers are inclusive. If 10 is the starting number, it is included in the range.
Terms To	Enter the ending number for the range of terms for which this career exception to the Two Year GPA rule applies. The numbers are inclusive. If 10 is the ending number, it is included in the range.
Comments	Enter remarks up to 254 characters, that apply to the student career exception.

Access the Term Exceptions page (select Financial Aid, then select Satisfactory Academic Progress, then select Maintain Student SAP Data, then select Term Exceptions).

Image: Term Exceptions page

This example illustrates the fields and controls on the Term Exceptions page. You can find definitions for the fields and controls later on this page.

This page appears when the process type set up for this student's institution and career is set to term processing. This page is for student-specific term rules. The rules apply only to the specific term entered.

If any of these rules fail, the Exception Failure Default Status is applied. You should make this Severity code the highest of all the Not Meet status codes.

Click the Calc SAP button to run the SAP process for an individual. An active FA Term record must exist for term being processed.

Term Exceptions

Field or Control	Definition
Term	Enter the term to which these specific student rules apply.
Override Academic Standing	Select this check box to override the academic standing rule for students with Warning or Disqualified status.
Min Cumulative GPA (minimum cumulative GPA)	Enter the minimum cumulative GPA that a student must achieve at the end of the term.
Min Current GPA (minimum current GPA)	Enter the minimum current GPA that the student must achieve for the term.
Cur Earned Units % (current earned units percentage)	Enter the minimum percentage (attempted units divided by earned units) for the term that the student must achieve.
Cur Earned Units (current earned units)	Enter the minimum number of attempted/earned units for the term that the student must achieve.
Cur Att Units to Exclude	Enter the total number of current attempted units to exclude from the calculation.
Two Year GPA	Enter the minimum cumulative GPA that the student must have for his or her second year.
Terms From	Enter the starting number for the range of terms for which this career exception to the Two Year GPA rule applies. The numbers are inclusive. If 10 is the starting number, it is included in the range.
Terms To	Enter the ending number for the range of terms for which this career exception to the Two Year GPA rule applies. The numbers are inclusive. If 10 is the ending number, it is included in the range
Comments	Enter remarks up to 254 characters that apply to the student term exception.

Audit Information

Field or Control	Definition
Last Update User ID	Displays the user ID of the person who last saved change to this page.
Last Update Date/Time	Displays the date and time when this page was last saved.

Access the Aid Year Exceptions page (select Financial Aid, then select Satisfactory Academic Progress, then select Maintain Student SAP Data, then select Aid Year Exceptions ).

Image: Aid Year Exceptions page

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

This page appears when the process type set up for this student's institution and career is set to aid year processing. This page is for student-specific aid year rules. The rules apply only to the specific aid year that is entered.

If any of these rules fail, the Exception Failure Default Status is applied. You should make this Severity code the highest of all the Not Meet status codes.

Click the Calc SAP button to run the SAP process for an individual. An active FA Term record must exist within the aid year being processed.

Note: For descriptions of the fields on this page, refer to the documentation about the fields on the Term Exceptions page and replace term with aid year.

Access the Create SAP Communications page select (Financial Aid, then select Satisfactory Academic Progress, then select Create SAP Communications).

Image: Create SAP Communications page

This example illustrates the fields and controls on the Create SAP Communications page. You can find definitions for the fields and controls later on this page.

The SAP Communications process inserts a row into the Event 3C Trigger table. The unmodified (vanilla) Event Process creates the 3C elements as set up in the Event setup record. You can control the production of duplicate communications by using the unmodified (vanilla) event processing controls.

See Identifying Trigger Conditions.

See Naming an Event.

Field or Control	Definition
Term or Aid Year	Enter the maximum row in the Student SAP record for either term or aid year.
SAP Status Code	Enter the SAP Status Code for which you want to create SAP communications.

Access the Simulate Student Eligibility page (select Financial Aid, then select Satisfactory Academic Progress, then select Simulate Student Eligibility).

Image: Simulate Student Eligibility page

This example illustrates the fields and controls on the Simulate Student Eligibility page. You can find definitions for the fields and controls later on this page.

To run the SAP process for a single student without updating the SAP Student Data page, use this page to process SAP status online.

Depending on your setup criteria, either the Term or Aid Year field appears. Enter the aid year or term to process for the SAP online process.

Click the Calc SAP button to run the SAP simulation process for an individual. An Active FA Term record must exist for the aid year or term being processed. After processing, the SAP Calculation Results, SAP Calculation Data, and Processing Information group boxes are populated.