Setting Up and Accessing a Financial Aid Shopping Sheet

This section discusses how to:

Set up group options.
Set up institution information.
Set up budget mapping.
Set up award mapping.
Assign Shopping Sheet groups.
View Shopping Sheets.

The Financial Aid Shopping Sheet is a consumer tool created by the United States Department of Education (ED). The Shopping Sheet's format is prescribed by an ED-issued template, which this feature of the system uses without modification. The Shopping Sheet is designed to provide a standardized award letter allowing students to easily compare financial aid packages and make informed decisions on where to attend college. According to ED, the Shopping Sheet can be used with or in lieu of a financial aid award letter.

Within the system, you setup and assign students to a Shopping Sheet Group. The exact number of Shopping Sheet Groups you create is based on your school’s needs and setup. Some school’s may only require one group per aid year while others may need several. The pages used for setting up Shopping Sheet Groups control what institution and student data is used when the Shopping Sheet is generated for the student. Once your Shopping Sheet Groups are created, you assign them to the appropriate population of students. Assignment can be performed manually for one student at a time on the Packaging Status Summary page or in batch using Population Update. Once assigned, students have access to their Shopping Sheet in Financial Aid Self Service. Access to the Shopping Sheet can be revoked by removing the student from the Shopping Sheet Group which can be done manually or in batch.

Image: ED Sample Shopping Sheet (1 of 2)

This example illustrates the ED Sample Shopping Sheet (1 of 2).

ED (united states department of education) Sample Shopping Sheet (1 of 2)

Image: ED Sample Shopping Sheet (2 of 2)

This example illustrates the ED Sample Shopping Sheet (2 of 2).

ED (united states department of education) Sample Shopping Sheet (2 of 2)

Page Name	Definition Name	Navigation	Usage
Group Options	SFA_SS_SETUP	Set Up SACR, Product Related, Financial Aid, Shopping Sheet Setup, Group Options tab	Select Shopping Sheet Group attributes.
Institution Information	SFA_SS_SETUP2	Set Up SACR, Product Related, Financial Aid, Shopping Sheet Setup, Institution Information tab	Enter institution data and metrics.
Budget Mapping	SFA_SS_SETUP_COA	Set Up SACR, Product Related, Financial Aid, Shopping Sheet Setup, Budget Mapping	Map Shopping Sheet Cost Groups to Budget Item Categories.
Award Mapping	SFA_SS_SETUP_AWD	Set Up SACR, Product Related, Financial Aid, Shopping Sheet Setup, Award Mapping	Map Shopping Sheet Award Groups to Fin Aid Type, Source, and Federal ID.

Access the Shopping Sheet Setup Group Options page (select Setup SACR, then select Product Related, then select Financial Aid, then select Shopping Sheet Setup, then select Group Options tab).

Image: Group Options page

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

Field or Control	Definition
Copy Group	Click this button to open the Shopping Sheet Group Copy window. You can use this window to copy existing Shopping Sheet Groups for modification and then saving as a new Shopping Sheet Group.
Group Description	Enter a description for this Shopping Sheet Group code.
Academic Career	Select a career to associate to the shopping sheet group. This value is used when retrieving budget and award information.
Award Period	Select an award period to associate to the shopping sheet group. This value is used when retrieving budget and award information. If you select “Both”, data from both the ‘Academic’ and ‘Non Standard’ Award Periods are included on one Shopping Sheet.
EFC Option	Select which EFC to display on the Shopping Sheet. `Federal` – Uses the Prorated EFC (PRORATED_EFC) based on Federal Methodology. `Institutional` – Uses the Institutional EFC (INST_EFC) based on Institutional Methodology.
Self Service Link Label	Enter the text you want to display as the Financial Aid Self Service link to the Shopping Sheet. “Shopping Sheet” is the default text.
Allow display with no awards	Select this check box if you want the Shopping Sheet link to be available to students in Self Service even if the student doesn't have any qualifying awards for the Institution and Aid Year. Note: This option helps institutions comply with the expectations within Principles of Excellence in Executive Order 13607 which states that educational institutions provide meaningful information to service members, veterans, spouses, and other family members about the financial cost (budget) and quality (institutional metrics) of educational institutions. Although the student may not have any awards, it is assumed that they would have a cost of attendance budget assigned which is used to create the Shopping Sheet based on the Budget Mapping options.

Access the Shopping Sheet Setup Institution Information page (select Set Up SACR, then select Product Related, then select Financial Aid, then select Shopping Sheet Setup, then select Institution Information tab).

Image: Institution Information page (1 of 2)

This example illustrates the fields and controls on the Institution Information page (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Institution Information page (2 of 2)

This example illustrates the fields and controls on the Institution Information page (2 of 2). You can find definitions for the fields and controls later on this page.

Field or Control	Definition
Preview	After entering data on this page, click this button to view how your school's data would be rendered on the Shopping Sheet. The Preview page is used to verify the display of your institution's data only. Student specific fields display generic values. Every setup value on this page is pulled in during Preview. Note: You may need modify data elements if they extend beyond their designated line.

Header Information

Field or Control	Definition
Institution Name	Enter the name of the Institution as you want it to appear in the header of the Shopping Sheet.
Institution Initial	Enter a short descriptor for the institution (for example, PSUNV). This data is displayed in the header and Median Borrowing sections of the Shopping Sheet.
Institution Logo	Enter the object name of your institution's logo. The logo you want to use must be imported into your database as an image file measuring approximately 65 by 65 pixels. You may need to consult your technical staff on making the object available for this setup.

Not Applicable Awards

Select the Shopping Sheet Award Group(s) for which you wish to display “N/A”. ED states that you cannot remove award groups from displaying on the Shopping Sheet but can display N/A for certain award groups when necessary.

For example, you may use these options if the population to which you are assigning the Shopping Sheet isn't eligible for this type of award or if your school doesn't participate in this particular award program. Displaying “N/A” instead of “$0” may help avoid confusion.

Note: If you choose to display “N/A” for an Award Group, you may want to explain why the awards are not available in the Customized Information Message.

Institutional Metrics

Enter the values provided by ED on the Institution Metric Data spreadsheet. The values entered here control how the data and graphs are rendered within the Institutional Metrics section on the right side of the Shopping Sheet.

Field or Control	Definition
Institution Group	Enter the Institution Group value as provided by ED. The value entered here determines what message is displayed in the Graduation Rate section on the Shopping Sheet. Valid values are: `1 - Primarily bachelor’s degree granting` `2 - Primarily associate’s degree granting` `3 - Primarily certificate granting` `4 - Primarily graduate degree granting` `5 - Primarily non-degree granting`

Cohort Year	Enter your Cohort Year value as provided by ED. This value is used in the message of the Graduation Rate section when a negative graduation rate is indicated.
Graduation Rate	Enter your Graduation Rate value as provided by ED. ED has also issued three valid negative values (-2, -3 and -4). If a negative value is entered here: The Graduation Rate Level field on this page is not available. The message/bar graph in the Graduation Rate section of the Shopping Sheet is changed to indicate no data is available.
Graduation Rate Level	Select the correct Graduation Rate Level based on the values provided by ED.
No Loan Default Data	Select this check box if your Institution Loan Default Rate value provided by ED is blank. Do not select this check box if your Loan Default Rate is zero (0). Zero is a valid value and should be entered in the Institution Loan Default Rate field. If this check box is selected: The Institution Loan Default Rate and National Loan Default Rate fields on this page are not available. The message/graph in the Loan Default Rate section of the Shopping Sheet are changed to indicate that no data is available.
Institution Loan Default Rate	Enter your Institution Loan Default Rate value as provided by ED.
National Loan Default Rate	Enter the National Loan Default Rate value as provided by ED.
No Median Borrowing Data	Select this check box if your Average Borrowed Amount value provided by ED is blank. If this check box is selected: The Average Borrowed Amount and Average Monthly Payment fields on this page are not available. The message in the Median Borrowing section of the Shopping Sheet is changed to indicate that no data is available.
Average Borrowed Amount	Enter your Average Borrowed Amount value as provided by ED.
Average Monthly Payment	Enter your Average Monthly Payment value as provided by ED. ED provides a value with 2 decimal places, but has indicated that rounding to the nearest whole dollar is acceptable.

Address Information

Enter your institution's address and contact information.

Note: The fields in this section allow for large entries which can distort the Shopping Sheet appearance. Click the Preview button at the top of the page to ensure your school's data displays correctly.

Customized Information Messages

Use the Message Catalog to create custom messages to display.

Customized Message 1 displays at the bottom of the main Shopping Sheet page. A default message with Message Set Number 14402 and Message Number 410 is delivered with the product code. The default message includes an example of how you can include links in your custom message to lead students to additional information.

Customized Message 2 displays below the Glossary on the Shopping Sheet. Oracle does not provide any default message for this. If no Message Set Number/Message Number is entered, this section is suppressed when the Shopping Sheet is generated.

See PeopleTools: System and Server Administration, Using PeopleTools Utilities, Using Administration Utilities, Message Catalog.

Access the Shopping Sheet Setup page (select Set Up SACR, then select Product Related, then select Financial Aid, then select Shopping Sheet Setup, then select Budget Mapping).

Image: Budget Mapping page

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

Map your Budget Item Categories to the appropriate Shopping Sheet Cost Group. You can map multiple Budget Item Categories to a single Shopping Sheet Cost Group, but you can only use a Budget Item Category once.

When a Shopping Sheet is generated for a student, the system reviews the student's current budget data for the given Institution, Aid Year, Academic Career, Award Period, and Budget Item Category. Any matching values are used to calculate totals displayed in each Shopping Sheet Cost Group.

Note: If your students have access to Cost of Education information in Financial Aid Self Service, you should attempt to map the Shopping Sheet Cost Groups so they match the Cost of Attendance Self Service information.

Access the Shopping Sheet Setup page (select Set Up SACR, then select Product Related, then select Financial Aid, then select Shopping Sheet Setup, then select Award Mapping).

Image: Award Mapping page

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

Note: To match the existing self service functionality, only those Financial Aid Item Types having a Print Option of “P” (Print) are used to calculate the Shopping Sheet Award Group totals. Although the setup page allows you to map individual Item Types that have a Print Option not equal to “P”, these Item Types are ignored when calculating the Shopping Sheet Award totals.

Award Group Mapping

Map your Fin Aid Type, Source, and Federal ID (when applicable) to the appropriate Shopping Sheet Award Groups. You can map multiple Fin Aid Type, Source, and Federal ID combinations to a single Shopping Sheet Award Group.

When a Shopping Sheet is generated for a student, the system reviews the student's current award data for the given Institution, Aid Year, Academic Career, Award Period, Fin Aid Type, Source, and Federal ID. Any matching values are used to calculate totals displayed in each Shopping Sheet Award Group.

Note: If your students have access to Award information in Financial Aid Self Service, you should attempt to map the Shopping Sheet Award Groups so they match the Award Self Service information.

Item Type Inclusion Exceptions

Use this setup to include additional Item Types in Shopping Sheet Award Groups that are not included using the Award Group Mapping.

Select a Shopping Sheet Award Group in which you want to include a specific Item Type and then choose the Item Type you want to include. You can include multiple Item Types in the same Shopping Sheet Award Group, but you can only include an Item Type once across all Shopping Sheet Award Groups.

The availability of the Shopping Sheet link within Self Service is controlled by the student's Shopping Sheet Group. The Shopping Sheet Group for a student can be assigned and viewed on the Packaging Status Summary page. If a student is assigned a Shopping Sheet Group, has Award Detail security for Self Service, and has been awarded, the Shopping Sheet link displays in Self Service.

Shopping Sheet Groups can also be assigned in batch using the Population Update process. When using Population Update, use the Record (Table) Name of STDNT_AID_ATRBT and field name of “Shopping Sheet Group”.

You may want to remove a student's access to his or her Shopping Sheet, for example, when he or she has accepted or declined awards. To remove a student's access to his or her Shopping Sheet, go to the Packaging Status Summary page, make the Shopping Sheet Group field equal to blank, and save. You may also use the Population Update process to set the Shopping Sheet Group to blank.

See Reviewing the Packaging Status Summary Page.

See Running the Population Update Process.

Access the Financial Aid Self Service Award Summary page (select Campus Community, then select Student Services Center, then select View Financial Aid link, then select 20XX (award year) link, then select Shopping Sheet link).

Image: Self Service with Shopping Sheet Link Example

This example illustrates the Self Service with Shopping Sheet Link Example.

The Shopping Sheet link is available to students on the Financial Aid Award Summary page in Financial Aid Self Service. Display of the Financial Aid Award Summary page is controlled by the Financial Aid Self Service Inquiry Options. On the Inquiry Options page in the Display Data group box, the Award Detail check box must be selected for students to have access to the Financial Aid Award Summary page, and, therefore, their Shopping Sheets. The Shopping Sheet link is displayed whether you choose to display Award Detail by Aid Year or Award Period.

Note: The Shopping Sheet link displays in this same location if you choose the 'Allow display with no awards' option on the Shopping Sheet setup Group Options page.

Note: Students must have a Shopping Sheet Group assigned to have a Shopping Sheet to link to from Financial Aid Self Service.

Image: System Sample Shopping Sheet (1 of 2)

This example illustrates the System Sample Shopping Sheet (1 of 2).