Writing and Using Equations for ACG and SMART Eligibility

This section provides an overview of equations used for ACG and SMART eligibility and discusses how to:

Design HERA equations.
Write equations for specific grant functions.
Use delivered equations for HERA eligibility evaluation.

This section describes the following components:

Equation groups.
Equation Engine variables.
Evaluation of equation results.

Equation Groups

Use one equation group per award type (ACG1, ACG2, SMART1, SMART2, SMART3). Within the equation group, specify the order to run the equations by setting the sequence.

Equation Engine Variables

The global variables listed here are available to all equations in the equation group. The variables listed in the first column are passed in and can be updated by the equation. The variables listed in the second column are examined when returned from each equation.

Updateable Global Variables	Global Variables Returned from Equations
EMPLID	RESULT
INSTITUTION	MESSAGE_SET_NBR
AID_YEAR	MESSAGE_NBR
STRM
TABLE_ID (hardcoded value of '1')
SFA_ASG_ACAD_LEVEL
SFA_ASG_ACLVL_OVRD
SFA_COD_ELIGRSN_CD
SFA_COD_HS_PROG_CD
CIP_CODE
SFA_ASG_CIPCD_OVRD
GPA
SFA_ASG_GPA_OVRD
SFA_ASG_DISB_PRTCT
REVIEW_FLAG (valid values: blank or Y)

The global variables RESULT, MESSAGE_SET_NBR, and MESSAGE_NBR are reset before each equation calculation.

All other global variables are set before the first equation group is called.

If an equation updates the value of a global variable (other than RESULT, MESSAGE_SET_NBR, and MESSAGE_NBR), the new value is passed on to any subsequent equations that are called.

After all equations in an equation group have been executed, any changes to the global variables (other than EMPLID, INSTITUTION, AID_YEAR, STRM, TABLE_ID, REVIEW_FLAG, RESULT, MESSAGE_SET_NBR, and MESSAGE_NBR) are saved in the Eligibility tables.

Any MESSAGE_SET_NBR and MESSAGE_NBR values generated by each equation are saved in the Eligibility tables.

Evaluation of Equation Results

Results from all equations called are evaluated with an AND condition:

If an equation returns a blank RESULT, it is not be included in the AND condition.
If all equations return a RESULT of PASSED, the student status is Eligible.
If one or more equations return a RESULT of FAILED, the student status is Ineligible.
If one or more equations return a RESULT of UNDETERMINED, and all other equations returned a RESULT of PASSED, the student status is Eligible, pending review.
If the REVIEW_FLAG is set to Y, the student status is Eligible, pending review or Ineligible, pending review.

You can design equations to:

Update an existing field in the eligibility record. For example, an equation can set the GPA value.
Post non-evaluation related messages to the user.
Set a review flag to ensure a student is reviewed.
Run in a set sequence so that the results of one equation can be used by later equations.

All equations must return a message (message set number and message number) so that it can be displayed to the user.

Equations that perform evaluations for grant eligibility must return a result (PASSED, FAILED, UNDETERMINED) and a message (message set number and message number).

Creating Equation Groups for Special Purposes

You can create special equation groups to evaluate special business processes such as a census reevaluation of eligibility or renewing eligibility for subsequent terms. These may not require the same equations used to make the initial eligibility determination. For example, you could create a special equation group for students already made eligible that would perform census date re-evaluations that only check the student's current enrollment and GPA.

Updating Fields in the Grant Eligibility Record

To update fields in the eligibility record, set the corresponding global variable for the field you want to update with your value. If you use equations that use an eligibility record field that has been updated by another equation, ensure that the equations are executed in the correct sequence. The Grant Eligibility Status field cannot be set by an equation.

Using the Override Fields on the Eligibility Record

If you write equations that update those fields with a corresponding override field, such as HERA Academic Level, CIP Code, or GPA, add logic to check the override field setting and not replace the current value as needed.

Here are some guidelines for writing equations for the grant process.

Equations designed to evaluate grant eligibility criteria must generate a RESULT and a message (message set number and message number). The possible result can be PASSED, FAILED, or UNDETERMINED:

Use PASSED if the student meets the conditions of the equation.
Use FAILED if the student not only does not meet the conditions of the equation criteria, but also makes the student ineligible for the grant.
Use UNDETERMINED if the criteria of the equation is not met, but you do not want to assign FAILED, such as cases where not enough information is available to make a PASSED or FAILED result, but information is expected so that a final result can be determined.

For each result, set a corresponding message catalog entry. The message appears on the ACG/Grant Eligibility pages to communicate how the equation result was determined.

The overall grant eligibility status is based on the evaluation of results from all equations in the equation group. You can write several simple individual equations to pass information. These equations do not determine the student's eligibility status for the grant themselves, but as a part of the equation group.

Requiring a Student to Be Reviewed

The REVIEW_FLAG variable field automatically forces a record to be resolved by manual review. When the grant process reviews all equation group results, if any equation sets the REVIEW_FLAG to Y, the status is either Eligible, pending review or Ineligible, pending review.

Note: These status values can be set without setting the REVIEW_FLAG. You can create an equation that determines whether the student is a new transfer student and set the review flag to force the record to be reviewed so that the GPA calculation is performed manually.

Equation Security

For information about Equation Engine security, see Completing Equation Engine Setup.

See Understanding Equation Engine.

Identifying Equations to Be Used by ACG, SMART, or Both

To associate an equation with ACG or SMART processing, an Equation Engine application prompt must be assigned to the equation. Adding an application prompt for a grant type allows the equation to be included in an equation group for that grant type. The application prompt is assigned on the Equation Engine Editor page. The valid application prompts are in:

Fin Aid ACG Grant Eval
Fin Aid SMART Grant Eval

The following equations were created to test the PeopleSoft Campus Solutions grant review process. Some might be applicable for use at your institution. Others might be used to develop similar equations that are more applicable based on your business requirements.

Completed Equations

FAASSCIPFATM


Description	Uses the CIP Code source and the student's academic program, plan, and sub-plan information stored in FA Term to determine the CIP code. The equation does not verify that the CIP code is SMART eligible.
Results	Assigns the student's CIP code.
Design notes	This should be the default equation used by most schools to determine the CIP code. This equation is intended to be assigned on the ACG/SMART Processing Options page and should not be used in equation groups. The equation currently passes a result and messages, but because it is not called from an equation group, they do not appear on the page. This does not affect how the equation determines CIP code.
Suggested local modification	None

FAASSCIPELIG


Description	Evaluates the student's CIP code stored in the grant tables for SMART eligibility.
Results	PASSED: CIP code is SMART eligible. FAILED: CIP code is not eligible or CIP code is blank.
Design notes	This should be a mandatory equation for SMART equation groups.
Suggested local modification	Logic eventually must be added for handling renewal awards where the qualifying CIP code is no longer eligible for new awards. Currently there are no CIP codes that lose eligibility for SMART.

FAASSPELLELG


Description	Verifies that the student is Pell eligible based on current ISIR data.
Results	PASSED: Student is Pell eligible. FAILED: Student is not Pell eligible. UNDETERMINED: An ISIR does not exist.
Design notes	Equation finds the last official ISIR loaded and determines whether the PS_ISIR_CONTROL.PELL_ELIGIBILITY field value is Y.
Suggested local modification	None

FAASSFTLOAD


Description	Verifies that the student's FA load in FA Term is full time.
Results	PASSED: Student is full time. FAILED: Student is not full time.
Design notes	Equation gets the current FA_LOAD value from FA Term to verify full-time status. Useful before the student enrolls for the term. After the term begins, switch to monitoring the current load in FA term.
Suggested local modification	None

FAASSCURLOAD


Description	Verifies that the student's current load in FA Term is full time.
Results	PASSED: Student is full time. FAILED: Student is not full time.
Design notes	Equation gets the current FA LOAD_CURRENT value from FA Term to verify full-time status. Useful after the term has begun. Can be used as part of a census re-evaluation.
Suggested local modification	None

FAASSNSLDSG


Description	Checks the NSLDS history tables for previously reported ACG eligibility.
Results	No results are set.
Design notes	This equation sets the REVIEW_FLAG if ACG history data exists. This causes the record to be reviewed manually to complete the review. A message also appears on the grant eligibility page.
Suggested local modification	Can be modified to read the eligibility criteria met and use the same values for the current eligibility record.

FAASSCRTMGPA


Description	Assigns the GPA from Term History (PS_STDNT_CAR_TERM.CUM_GPA).
Results	No results are set.
Design notes	Messages appear on the grant eligibility page to indicate whether the GPA was updated. The equation respects the GPA override.
Suggested local modification	Calculate a new GPA based on manipulating the STDNT_CAR_TERM enrollment information.

FAASSTERMGPA


Description	Assigns the student's GPA from the cumulative GPA field on FA Term.
Results	No results are set.
Design notes	Messages appear on the grant eligibility page to indicate whether the GPA was updated. The equation respects the GPA override.
Suggested local modification	Modify to use the calculated GPA if an override GPA is not acceptable to use.

FAASDACG2GPA


Description	GPA check for ACG2 recipients.
Results	PASSED FAILED UNDETERMINED
Design notes	The equation performs the same check as disbursement authorization does for ACG2 recipients. It looks for the earliest FA Term record that the student was enrolled where the beginning of term HERA level is 1 and the end of term level is 2. The GPA threshold is hard coded for 3.0. If no FA Term record that meets the criteria can be found, UNDETERMINED is set. This may be a new transfer student or one who had not applied for financial aid in previous terms.
Suggested local modification	Modify the GPA if your school uses a different grading scale. Modify the beginning of term HERA level to include 0 – 1st year, never attended.

FAASDCITIZEN


Description	Verifies the student's citizenship and eligible noncitizen status.
Results	PASSED FAILED UNDETERMINED
Criteria	If the aid year is 2009 or earlier: Get the current effective dated row in PS_ISIR_STUDENT. If CITIZENSHIP_STATUS = 1, If PS_STDNT_AID_ATRBT.SSA_CITIZENSHP_IND ='A' OR ' ', or SSA_CITIZEN_OVRD = Y, then PASSED, If not, then FAILED, If no ISIR_STUDENT row exists, then UNDETERMINED. A different message appears depending on the result. If the aid year is 2010 or later: Get the current effective dated row in PS_ISIR_STUDENT. If CITIZENSHIP_STATUS = 1, If PS_STDNT_AID_ATRBT.SSA_CITIZENSHP_IND ='A' OR ' ', or SSA_CITIZEN_OVRD= Y, then PASSED, If not, then FAILED, If CITIZENSHIP_STATUS = 2, If PS_STDNT_AID_ATRBT.INS_MATCH = Y, or ISIR_SEC_INS_MATCH = Y, or INS_MATCH_OVRD = Y, then PASSED, If PS_STDNT_AID_ATRBT.INS_MATCH is Not Y and ISIR_SEC_INS_MATCH = P, C, X, then UNDETERMINED, If CITIZENSHIP_STATUS is Not 1 or 2, then FAILED, If no PS_ISIR_STUDENT record, then UNDETERMINED.
Messages (Set 14426)	5010: PASSED: US citizenship/eligible non-citizenship has been confirmed 5011: FAILED: US citizenship/eligible non-citizenship has not been confirmed 5012: UNDETERMINED: Not enough citizenship data exists for the student
Suggested local modification	Equation does not check ISIR comment codes or the alien registration number reported.

Equation Templates

The following equations are examples of how to accomplish a specific evaluation. They are not intended to function at your institution without modification. You should create new equations to use any of the described functionality.

FAASDACGCHKL


Description	ACG eligibility determined based on the student having a completed checklist.
Results	PASSED (and REVIEW_FLAG is set to Y) UNDETERMINED
Design notes	A customer suggested this equation during the Alliance conference. The equation assumes that a completed ACG checklist indicates that the student is eligible. The REVIEW_FLAG is set so that the user must review the student's information to determine the actual eligibility criteria the student met. No review of the checklist items is performed.
Suggested local modification	Schools must create a new SQL statement to replace the delivered FAAS_COMPLETE_CHKLST_EXIST if they use different checklist names. If a school uses checklists as the only method for determining ACG eligibility, it could enhance it by: Creating unique Checklist Items that represents the actual condition that the student met to be eligible for ACG – HS program, AP/IB, rigorous coursework. The equation could be modified to assign the eligibility reason code based on the existence of the relevant checklist item. If this were done, the REVIEW_FLAG would not be required to be set. The State program code could be assigned as well. Creating a unique message if the checklist exists, but the checklist is not complete. This would probably pass UNDETERMINED status, but a new message, such as ACG grant checklist exists, but is currently in progress.

FAASDACGISIR


Description	Determines whether the student self reported ACG eligibility on the ISIR. Makes ineligible for ACG if the student did not self-report.
Results	PASSED FAILED
Design notes	A customer suggested this equation during the Alliance conference. If an ACG self-identifying comment does not exist, the FAILED status makes the student ineligible. The equation checks all loaded ISIRs for the student for the existence of comments 267, 268, 269, or 270. If any were received, the equation passes. If none exist, the equation fails.
Suggested local modification	This equation can be modified so that it is merely informational and a message appears on the Grant Eligibility page. Do not set the RESULT to FAILED if no comment exists. Set no result. Can be modified to only check the current loaded ISIR for comments. Can check the ISIR staging tables instead of only the loaded ISIR data.

FAASDACGRIG


Description	Checks to see if the student meets the ED eligibility criteria for ACG based on External Education, External Subject information.
Results	PASSED FAILED UNDETERMINED
Design notes	This equation is based on a current customer practice. This assumes that the school updates the student's external education records with ACG-specific external subject codes after review by staff. Each external subject code indicates the eligibility criteria met by the student. The codes and their meaning are: ACG1 – Student meets state scholars requirement. ACG2 – Student meets ED high school ACG requirement. ACG3 – Student meets the AP/IB ACG requirement. ACG4 – Student not eligible for ACG. Based on the entered code, the ACG Eligibility reason field can be set by the equation, as well as the state High School program code. Currently the equation only sets ACG Eligibility Reason Code 1 (if ACG1 is posted), but can be modified to set 2 (if ACG3 exists) and 3 (if ACG2 exists). If none of the external subject codes are found, the equation passes an UNDETERMINED status, which prevents a final status from being updated by the process. This assumes that all ACG candidates have one of these codes to indicate eligibility. The equation looks at the external subject table without regard to what type of external data is present.
Suggested local modification	In addition to modifying the external subject codes you use (and creating a new equation SQL routine), if you can determine the high school program code to assign, that logic can also be entered. This can be accomplished by creating additional external subject codes.

FAASDACGSGRP


Description	ACG eligibility check using student groups.
Results	PASSED (and REVIEW_FLAG is set to Y) FAILED UNDETERMINED
Design notes	This equation was suggested by a few schools based on how they currently track whether or not a student is eligible for ACG. The equation is designed to identify if the student has an eligible student group. If so, the review flag is set so that the record must be reviewed manually in order to indicate the ACG eligibility reason code required by COD. If the student has an ineligible student group value, the student is made ineligible. If no student group data exists, the STATUS is set to UNDETERMINED, which prevents the system from automatically setting a final eligibility status. Two student groups were created: ACG1 to represent ACG eligibility and ACG4 to represent ineligibility for ACG. The equation checks for the existence of these student groups. If none exists, UNDETERMINED is set so that the record is reprocessed. If ACG1 exists, PASSED is set with the REVIEW_FLAG. This would cause an Eligible, pending status (assuming all other equations passed) so that a manual review can be performed and the actual eligibility criteria determined. If ACG4 is found, FAIL is set, which makes the record ineligible.
Suggested local modification	The equation searches for only two student groups. This can be expanded to handle more student group codes. If a student group value is tied to a specific ACG eligibility reason code, then this value can be assigned by the equation and written to the eligibility table. If this is done, then the setting of the REVIEW_FLAG may not be necessary. If not all ACG candidates use student groups to determine eligibility, you could modify the equation to not set an UNDETERMINED result if no group exists.

FAASDAPTEST


Description	ACG check to see if the student has met the AP requirement for ACG by examining the external test score tables.
Results	PASSED FAILED None
Design notes	This checks the PS_STDNT_TEST_COMP tables for records where the TEST_ID = AP when the SCORE is greater than or equal to 3.0. This table is populated by the external test score load process. If two or more AP rows that meet the criteria are selected, the equation PASSED. If not, then it FAILED. If no rows exist, no result is set.
Suggested local modification	Equation might require modification to only check scores that are accepted by the school. The equation currently checks all loaded test scores that are AP. If IB scores can also be loaded into this record, then modify the equation to include IB test scores.

FAASDAPTSTEX


Description	ACG check to see if the student has met the AP or IB requirement for ACG by examining the student's external transcript data.
Results	PASSED FAILED None
Design notes	The equation uses SQL routines to check the PS_EXT_ACAD_SUBJ for AP and IB subjects. If no subjects exist, no result is set and a message is posted. If subjects exist, the equation passes or fails based on the selected rows.
Suggested local modification	Equation uses the external GPA value as the basis of the AP/IB score. This might require modification if schools capture the score elsewhere in the record.

FAASDCKHERAL


Description	HERA level check. The student's level is calculated without test credits and compared with the current HERA level. If different, the REVIEW FLAG is set.
Results	PASSED FAILED (and REVIEW_FLAG is set to Y)
Design notes	This equation calculates the HERA level by taking the total cumulative units and subtracting all test credit units. Using the same level rule as the FA Term process, the HERA level is determined and then compared with the FA Term calculated level. If they do not match, then a FAILED result is set and the REVIEW_FLAG is set to Y. If the levels match, PASSED is the result.
Suggested local modification	Modify to perform an alternate total number of completed units value that your school prefers to use.

FAASDGRADDT1


Description	High School graduation date check from the external education (transcript) tables.
Results	PASSED FAILED UNDETERMINED
Design notes	Because this structure does not actually have a graduation date field, some customers use the PS_SFA_EXT_ACAD.TO_DT field for this purpose. The equation checks the TO_DT for all records where EXT_CAREER = HS. Based on the student's level, the high school graduation date requirement differs. If a high school record exists with no TO_DT value, the result is UNDETERMINED. If the TO_DT exists, the equation results in either PASSED or FAILED. Level 0,1: 01/01/06 and after Level 2: 01/01/2005 and after
Suggested local modification	Additional criteria might be added to further validate the transcript information. You might combine this equation with FAASDGRADDT2.

FAASDGRADDT2


Description	High school graduation check from the admissions application.
Results	PASSED FAILED UNDETERMINED
Design notes	This equation looks at the admissions application data structure for the graduation date at the last school attended. The school must belong to a specific user-defined school type. Based on the student's level, the high school graduation date requirement differ. If a high school record exists with no GRADUATION_DATE value, the result is UNDETERMINED. If the GRADUATION_DATE exists, the equation results in either PASSED or FAILED. Level 0,1: 01/01/06 and after Level 2: 01/01/2005 and after
Suggested local modification	The school type defined in the equation must be modified. You might combine this equation with FAASDGRADDT1.

FAASDINCMPLT


Description	Checks to see if the student has an incomplete graded course in a past term. If one exists, set the REVIEW_FLAG and post message.
Results	None
Design notes	Similar to what is performed by disbursements, this equation uses the FAASS_GET_INCOMPL_GRADE SQL to select any courses with either an incomplete or missing grade in a course where the session end date has already passed.
Suggested local modification	SQL might require updating to modify the grade marks that represent an incomplete grade at your school. Currently, 'I' and blank are hard-coded in the SQL. May want the SQL to not include any courses in the same term as the equation is evaluating. Modify the equation to set a FAILED result instead of only setting the review flag.

FAASSWEEKINS


Description	Checks for any posted transfer coursework for the student where no FA Weeks Calculation Statistics have been calculated. Use this equation to identify potential review candidates when running the grant eligibility process. This equation sets the review flag, which prevents an eligibility record from being set to an `Eligible` or `Ineligible` status. To update any new transfer work, you must rebuild FA Term to recalculate the HERA level of the student, and then rerun the eligibility process.
Results	PASSED, REVIEW FLAG set to `Y` PASSED, REVIEW FLAG set to `N`
Design notes	Get the max effective dated, ACTIVE row in STDNT_FA_TERM for the student with the same term value and get the career (ACAD_CAREER), academic program (ACAD_PROG_PRIMARY) and academic plan (ACAD_PLAN) values. Using the EMPLID, ACAD_CAREER, ACAD_PROG and ACAD_PLAN, look for a match in PS_TRNS_CRSE_SCH Where any of the following fields is greater than 0: TRF_TAKEN_GPA, TRF_TAKEN_NOGPA, TRF_PASSED_GPA, TRF_PASSED_NOGPA, UNT_TAKEN, UNT_TRNSFR If no row exists, then Result = PASSED. Message (14426, 5160): No posted transfer coursework for the student's career, program, and plan. If a row exists, check PS_TRNS_CRSE_TERM (join on EMPLID, ACAD_CAREER, INSTITUTION, MODEL_NBR) Check the value of these fields:SSR_FAWI_TKN, SSR_FAWI_TKN_GPA, SSR_FAWI_TKN_NOGPA, SSR_FAWI_PSD, SSR_FAWI_PSD_GPA, SSR_FAWI_PSD_NOGPA If any is greater than 0, then Result = PASSED Message (14426, 5161): Transfer weeks of instruction review appears to have been completed If none (all fields are 0 or blank), then set REVIEW FLAG to Y and Result = PASSED Message (14426, 5162): Student appears to have posted transfer coursework that requires review. Note: Equation cannot determine whether any posted transfer work with 0 in the FAWI fields was reviewed and no units were allowed. For example, all credit was earned while enrolled in an ineligible program or the credits were exclusively AP or International Baccalaureate (IB) courses.
Suggested local modification	Can be used as a template for creating an equation that checks the transfer test credit or other transfer credit records.

Special Use Equations

FAASDCIPSR


Description	Determines the CIP code the same as in FAASCIPFATRM, except that it uses the student's program, plan, and sub plan information in Student Records rather than the Financial aid Term record. The equation does not verify that the CIP code is SMART eligible.
Results	None
Design notes	This is an alternate CIP code equation intended as an example of using non FA Term information to determine the CIP code. This equation is not intended to be used in equation groups, but is set on the ACG/SMART Processing Options page.
Suggested local modification	The equation is coded to get the same results as the FAASCIPFATRM equation. Additional modification is required in order to determine which code to select when the student has multiple programs, plans, or subplans.

FAASDHERALVL


Description	Alternate HERA level calculation that does not include test credits in the total units used to calculate the student's level.
Results	None
Design notes	An alternate equation that is set on the ACG/SMART Processing Options page. If not used, the HERA level calculated by the FA Term process is used. This calculates and assigns the student's HERA level stored in the grant record. This is similar to the equation FAASDCKHERAL. If used, may cause conflicting level values between the grant record and FA Term. The FA Term value must match in order for awarding and disbursements to function.
Suggested local modification	Modify to derive a total completed units based on your institution's requirements.

FAASDACGDRVR


Description	ACG Driver Equation. Calls multiple existing equations for an ACG eligibility determination.
Results	PASSED FAIL UNDETERMINED
Design notes	For the ACG grant, the student must only meet one of the rigorous study requirements to become eligible. This conflicts with the equation group evaluation logic. If one failed, then the eligibility status would become Ineligible (or Ineligible, pending review if the review flag was set). This equation reviews the results for each equation called and sets a PASSED status if only one equation passes and the rest either fail or are undetermined. This equation processes the results for each attached equation in sequence. When a PASSED result occurs, the driver equation stops. If no called equation passes, then if one resulted in UNDETERMINED, the driver equation results in UNDETERMINED. If none resulted in UNDETERMINED, then the driver equation results in FAILED. This equation demonstrates how to call the following equations: FASSDAPTEST, FAASDAPTSTEX, FAASDACGRIG, FAASDACGCHKL, FAASDACGSGRP. Equations that are added must be able to set a result status of PASSED, FAILED, and UNDETERMINED. Any individual equation called from this main equation should not be used in the same equation group, as it has already been called. An example equation group using this driver equation would contain: FAASDACGDRVR – to determine whether the ACG requirement is met. FAASSPELLELG – Pell check. FAASDCITIZEN – US Citizenship check. FASSFTLOAD – Full time load check.
Suggested local modification	Schools must add the equations they require to be executed.