Academic Years
You can use the Academic Years page to configure academic year (AY) definitions that you can select when you configure programs for financial aid.
If you configured Anthology Student to also create disbursement schedules using academic year definitions, you can configure the number of disbursements for the academic year along with the percentages of funds dispersed for the different fund sources (such as Pell grants and Direct loans).
Prerequisites
You must have Financial Aid - Configuration - Manage authorization.
Access Method
Select the Configuration tile > expand Financial Aid > select Academic Years.
Procedure to Add or Edit Academic Years
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If you want to:
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Add a new list item, click the New button on the toolbar
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Add a new list item by copying and modifying an existing list item, select the required row in the list and click the Duplicate button on the toolbar
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Edit an existing list item, click the item name in the list
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Review, specify, or change the following values.
Note: Anthology Student calculates a 36-week AY as 8 months, whereas institutions look at a 36-week AY as 9 months with 4 weeks per month. The Anthology Student calculation is based on 4.33 weeks per month. Holidays are added to the calculation of the AY end date. Anthology Student checks the calendar file and extends the end date of the AY based on this schedule.
The purpose of the Weeks Non-Enrolled field is to specify the number of weeks in the AY that the student is not expected to be in attendance. The total of Weeks in AY and Weeks Non-Enroll should add up to 52. This number is used (combined with Weeks in AY) to estimate the time between the start of one AY and the start of the next AY.
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Under Fund Sources, if you configured Anthology Student to create disbursement schedules using academic year definitions, click the arrow () to expand the type of fund source.
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The action depends on whether you are adding or editing disbursements.
Action Action to Take Add disbursements or edit the number of disbursements 1. Click the Add button.
2. In the dialog, specify the number of disbursements and click the OK button.
Anthology Student adds:
• A record for the number of disbursements specified
• Default percentages for each disbursement
For example, if you add or edit the number to be 3, the first disbursement will have a percentage of 34, and disbursements 2 and 3 will have a percentage of 33.
The maximum number of disbursements for a:
• CommonLine loan is 4
• Direct loan is 20
• Grant other than Pell is 6
• Loan other than Direct, CommonLine, and Perkins is 6
• Pell grant is 15
• Perkins loan is 6
Remove disbursements 1. Select the record for the disbursement you want to remove.
2. Click the Remove button.
Anthology Student:
• Removes the record for the disbursement
• Renumbers the disbursements
• Changes the percentages for each disbursement to the default
For example, if you remove 1 of 3 disbursements, it changes the percentages of the 2 remaining disbursements to 50.
If you want to modify the percentages for disbursements, select the record and specify the number in column Percentage % .
If you want to save and:
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Continue making changes, click the Save button
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Continue to add another item to the list, click the Save & New button
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Close, click the Save & Close button
Delete or Deactivate Academic Years
You can use the Academic Years page to delete or deactivate academic year definitions.
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Deleting an item permanently removes it. No record of deleted list items is maintained in Anthology Student.
- Deactivating an item keeps a record of it in Anthology Student (preferred). It can no longer be assigned to a student or record but remains assigned if it was previously assigned.
If an item:
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Is not associated with a student or record, you can delete or deactivate it
- Is associated with a student or record, you can only deactivate it
Procedure to Delete Items
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Highlight the item in the list.
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Click the Delete button on the toolbar.
The item is:
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Removed from the list on the page and the list is redisplayed
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No longer available to select on the forms that contain the list
Procedures for Deactivating Items
There is more than one method for deactivating an item.
Method | Procedure to Follow | Result |
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Using a toolbar button |
1. Highlight one item in the list. 2. Click the Deactivate button on the toolbar. |
The item: • Remains displayed in the list with No in the Active column • Is also no longer available to select on the forms that contain the list |
Editing the item |
1. Click the name of the item in the list. 2. In the Active drop-down, select No. 3. Click the Save and Close button. |
Because the item is not removed, you can also make it active again by selecting the Activate button.