1. How do I process new award year updates?
  2. Update Packaging and Awarding Configuration

Update Packaging and Awarding Configuration

Review and update these configuration workbooks for packaging and awarding. Keeping these configurations up to date enables you to properly award students and disburse their funds for the new award year.

When the workbooks are updated for the new award year, update your SFA configuration. For more information, see How do I manage configuration workbooks?

COA

Review and update: All columns for each Item per Component, Enrollment Status, Program Type, Program Modality and award year

You can choose to update your COA as soon as your institutional values are available to provide correct projected award amounts with aid eligibility, or wait until you have added the other configuration to support awarding the new year.

Baseline configuration should only be used as a possible guide as institutional-specific policies must be configured.

Funds won't award, but will project on prior award years configuration until COA is configured. Packaging will select the COA based on the first award year overlapping the academic year in crossover scenarios.

For more information, look up the COA workbook in Oracle Help Center.

COA_CFP

Review and update:

  • If there are no changes to the how the COA Items are mapped to categories on the published College Financing Plan Template: Aid_Year

  • Otherwise, all columns per COA Item and CFP Category per award year.

Each year, baseline configuration will be updated based on the US Department of Education's specifications.

For more information, look up the COA College Financing Plan workbook in Oracle Help Center.

FAS_FUND_CONFIG

Review and update: All rows for each Title IV fund per award year

Title IV funds are award year-based and need to be configured for the award year to accurately project and award the fund for students. Each year, baseline configuration will be updated based on ED’s specifications.

Baseline configuration will duplicate all rows for Title IV funds for the new award year with the following values being updated based on published ED specifications.

  • Effective_Start_Date (for all fund types) will be set to 1/1/YY but should be updated to the date that you'd like SFA to begin using the new configuration within packaging.

  • Aid_Year (for all fund types) will be set to the new award year.

  • Fund_Close_Out_Date (for all fund types) will be set based on the date ED closes COD and should be on or after the awarding close out date configured (that is, 9/30/YY+1 for Pell and 7/31/YY+2 for Direct Loans).

  • Pell_Maximum_Regulatory_Amount (for Pell only) will be set based on ED’s published maximum Pell amount.

  • Pell_Minimum_Regulatory_Amount (for Pell only) will be set based on ED’s published minimum Pell amount.

  • Awarding_Close_Out_Date (for all fund types) will be set based on the date ED closes COD and should be before the fund close out date configured (that is, 9/30/YY+1 for Pell and 7/31/YY+2 for Direct Loans).

For more information, look up the FAS Fund Config workbook in Oracle Help Center.

Note:

For FSEOG awards, you’ll also need to ensure that the correct fund allocation is set up for the award year. See How do I manage fund allocations?

NFR_ATTRIB

Review and update: All columns for per Non Federal fund and award year (if award year-specific)

Nontitle IV Funds that are award year based need to be configured for the award year to accurately project and award the fund for students.

Baseline configuration should only be used as a possible guide as institutional specific policies must be configured.

If eligibility rules remain the same per award year, nonfederal funds can be duplicated for the new award year with the following values being updated for each specific year.

  • Aid_Year

  • Aid_Year_Close_Out_Date

  • Effective_Start_Date

For more information, look up the Nonfederal Fund Attributes workbook in Oracle Help Center.

Note:

For any nonfederal funds that require fund allocation (Fund_Allocation_Indicator = TRUE), you'll also need to ensure that the correct fund allocation is set up for the award year. See How do I manage fund allocations?

FUND_PRIORITY

Review and update: All columns for any new funds being added

If you are adding funds with a new Fund_Code within FAS_FUND_CONFIG or NFR_ATTRIB, you'll need to add a new row for the fund to FUND_PRIORITY with its applicable Fund_Award_Priority set based on your existing funds.

For more information, look up the Fund Priority workbook in Oracle Help Center.

REGULATORY_DEADLINE

Review and update: COD_Origination_Disbursement_Start_Date_TIV_Grants_Loans

Once features are delivered to support integration with COD with the packaging and award new year release, the COD Origination/Disbursement Start Date will be prepopulated with default logic based on the Department of Education's published dates.

For more information, look up the Regulatory Deadlines workbook in Oracle Help Center.