FAS Historical SAP Data Event Message

Use the FasHistoricalSapDataEvent message to determine Satisfactory Academic Progress (SAP) statuses for programs processed outside of Student Financial Planning (SFP) at their current SAP level. Converting students from a legacy application to SFP for processing is an example.

Overview

Using this message, the application can revert the SAP status back to the prior program; for example, when student returns to a previous program. When a Historical SAP Data Event message is received and matches the current program, the historical SAP data is displayed in the SAP Information UI.

The Prior SAP Record is displayed after a Student Academic and Financial Information (SAFI) message is received and the student's current program matches the student's prior program.

Confirm the FasHistoricalSapDataEvent in these database tables:

• SIS_SAP_PERIOD.
• SIS_SAP_APPEAL.

The Prior SAP Record is also displayed on the Student Summary page. If a FAS Historical Event Message isn't received for a student, the Prior SAP Record defaults to Regular.

Required Role Permissions

The user must have a role with these General Permissions through Roles Management to complete the associated Evaluate Change of Program task.

• Student
• Transfer Change of Program Evaluator. Use this permission to View and complete the Evaluate Change of Program task.

See Set General Permissions Matrix for additional information.

Manual Processing Steps

Here are suggested steps for reviewing a student record based on various scenarios:

New Student in SFP

When a student is new to the institution and SFP, they won't have any prior SAP evaluations in the legacy application or in the SFP application. Therefore, the Prior SAP Record displays an SAP status of RG - Regular.

1. Sign into the Student Financial Planning User Interface (UI).
2. Enter the student's external student ID number in the search field.
3. View the SAP Status from the default Student Summary page.
4. Navigate to Student > Student Record > SAP Information.
5. Review Prior SAP Record details:
   • The Academic Year, Payment Period (PP), PP Start/End Dates are N/A due to no prior SAP evaluations in the application.
   • The default SAP Status for a new student with no prior evaluations is RG - Regular.
   • The Program Code should match the student's current program code.

Conversion from Legacy System to SFP

To convert a student from a legacy application to SFP, the institution can send a FasHistoricalSapDataEvent message to communicate the student's latest SAP status and Appeals information. In this example, the student is converted from the legacy application to SFP while enrolled in the same program with a Prior SAP Status of FW - Financial Aid Warning. After the student completes their first payment period in SFP, the system evaluates them for SAP, and they fail one of the SAP components. Because the student fails an SAP component, their SAP Status is updated from FW - Financial Aid Warning toFD - Financial Aid Disqualification. With this status, the student isn't eligible for Title IV funds unless they submit an appeal and are approved. From the SAP Information page in the UI, you can see if the student has any prior appeals on file and the maximum number of appeals allowed.

1. Sign into the Student Financial Planning User Interface (UI).
2. Enter the student's external student ID number in the search field.
3. View the Prior SAP Record and Current SAP Status from the default Student Summary page.
4. Navigate to View the Prior SAP Record and Current SAP Status from the default Student Summary page.
5. Review Prior SAP Record details:
   • The prior SAP status is based on the FasHistoricalSapDataEvent message (FW).
   • Number of Approved Appeals is based on the FasHistoricalSapDataEvent message (1).
   • The Program Code should match the student's current program code (JTA1).
6. Review Latest SAP Record details:
   • Current SAP Status (FD).
   • Maximum Number of Appeals Allowed.
   • Failed SAP component.

Note: For Academic Year SAP, the system doesn't consider historical SAP evaluations with a FW - Financial Aid Warning status.

Conversion from Legacy System with Prior SAP Record, then Changes Program in a New Academic Year

To convert a student from a legacy application to SFP, the institution can send a FasHistoricalSapDataEvent message to communicate the student's latest SAP status and Appeals information. In the example below, the student's latest SAP status in the legacy application is FW - Financial Aid Warning. When the student completes their first payment period in SFP, they fail one of the SAP components resulting in an SAP Status of FD - Financial Disqualification. In this example, the student decides to change programs to something more suitable. When they change programs, their SAP status is updating to RG - Regular for the new program of study.

1. Sign into the Student Financial Planning User Interface (UI).
2. Enter the student's external student ID number in the search field.
3. View the SAP Status from the default Student Summary Screen (current/new program, RG).
4. Navigate to Student > Student Record > SAP Information (for the current/new program of study).
5. Review Prior SAP Record details:
   • The Academic Year, Payment Period (PP), PP Start/End Dates are N/A due to no prior SAP evaluations in the application for this program code (BSB/A).
   • The default SAP status for a new student with no prior evaluations is RG - Regular.
   • The Program Code should match the student's current program code.
6. Navigate to Original Program: Click the Program of Study Link in the Student Information bar and choose the Original Enrollment record.
7. Review Prior SAP Record details:
   • The prior SAP status is based on the FasHistoricalSapDataEvent message (FW) for the matching Program Code (JTA1).
   • Number of Approved Appeals is based on the FasHistoricalSapDataEvent message (1).
   • The Program Code should match the student's current program code (JTA1).
8. Review Latest SAP Record details:
   • Current SAP Status (FD).
   • Maximum Number of Appeals Allowed (based on configuration).
   • Failed SAP component.

Conversion from Legacy System with Prior SAP Record, then Re-enters After 180 Days

To convert a student from a legacy application to SFP, the institution can send a FasHistoricalSapDataEvent message to communicate the student's latest SAP status and Appeals information. In this example, the student converted from the legacy application with a Prior SAP Status of RG - Regular. When they completed their first Payment Period in SFP, they failed one SAP component and their SAP Status updated from RG - Regular to FW - Financial Aid Warning. The student then withdrew and later re-entered after 180 days into the same program of study. The application uses the latest SAP evaluation for that program which is FW - Financial Aid Warning. When the student has an SAP evaluation in the SFP for a program of study, the school doesn't have to send a FasHistoricalSapDataEvent message even if the student withdraws.

1. Sign into the Student Financial Planning User Interface (UI).
2. Enter the student's external student ID number in the search field.
3. View the SAP Status from the default Student Summary Screen (current/program or latest enrollment record)
   • Prior SAP Status (FW is the latest SAP Status from Original Enrollment).
   • Latest SAP Status for the current "Re-entry" enrollment (FD).
4. Navigate to Student > Student Record > SAP Information (to view more info for the current/re-entry enrollment record).
5. Review Prior SAP Record details:
   • The Academic Year, Payment Period (PP), PP Start/End Dates are available because the student has prior enrollment record in SFP with a completed SAP evaluation.
   • The last SAP status for student is displayed (FW).
   • The Program Code should match the student's current program code.
6. Review Latest SAP Record details:
   • Current SAP Status (FD) is because the Prior SAP Record was FW, due to the last SAP evaluation in SFP before the student withdrew from the same program.
   • Failed SAP component resulted in SAP status change FW to FD.
7. Navigate to Original Program: Click Program of Study in the Student Information bar and choose the Original Enrollment record.
8. Review Prior SAP Record details:
   • The prior SAP status is based on the FasHistoricalSapDataEvent message (RG) for the matching Program Code (JTA1).
   • Number of Approved Appeals is based on the FasHistoricalSapDataEvent message (1).
   • The Program Code should match the student's current program code (JTA1).
9. Review Latest SAP Record details:
   • Current SAP Status (FD).
   • Failed SAP component resulted in SAP status change from RG to FW.

Conversion from Legacy System with Prior SAP Record, then Re-enters Within 180 Days

To convert a student from a legacy application to SFP, the institution can send a FasHistoricalSapDataEvent message to communicate the student's latest SAP status and Appeals information. In this example, the student converted from the legacy application with a Prior SAP Status of FW - Financial Aid Warning. When they completed their first Payment Period in SFP, they failed one SAP component and their SAP Status updated from FW - Financial Aid Warning to FD - Financial Aid Disqualification. The student then withdrew and later re-entered within 180 days into the same program of study. The application uses the latest SAP evaluation for that program which is FD - Financial Aid Disqualification. When the student has an SAP evaluation in the SFP for a program of study, the school doesn't have to send a FasHistoricalSapDataEvent message even if the student withdraws.

1. Sign into the Student Financial Planning User Interface (UI).
2. Enter the student's external student ID number in the search field.
3. View the SAP Status from the default Student Summary Screen
4. Navigate to Student > Student Record > SAP Information.
5. Review Prior SAP Record details:
   1. The details for the prior SAP record is based on the FasHistoricalSapDataEvent message for the matching Program Code (JTA1).
   2. Maximum Number of Appeals Allowed is based on configuration.
6. Review SAP Record details for SFP Academic Year 1, Payment Period 1.

   Current SAP Status (FD) due to Prior SAP Record SAP Status (FW) and a failed SAP component.

7. Review SAP Record details for SFP Academic Year 1, Payment Period 2.

   Current SAP Status (FD) due to Prior SAP Record SAP Status (FD) and another failed SAP component.