Approve Packaged Aid

Instead of approving the awards for individual students, you can use the Process tab on the Approved Packaged Aid page to create and queue a batch that approves the awards for students. You can use the selection criteria on the page to display all awards that meet the criteria specified and then select all or only specific awards to approve.

If an award cannot be approved, you can also investigate why. For example, you can display the Documents list for the student so that you can check for missing documents.

For batches that you created to approve awards for students, you can use the History tab to review the status of all the batches, review the results of specific batches, and manage batches that have been queued. For example, you can:

  • Select batches to review the list of students and the status of their approvals for batches that succeeded or completed

  • Cancel batches that have been queued, but have not been executed and completed yet

  • Retry batches that failed

Prerequisites

You must have:

  • Common - Processes - View authorization

  • Financial Aid – Approve Packaged Aid - Queue authorization

You must meet all the same prerequisites that you must meet to manually approve awards. For example: 

  • If your institution has configured permissions for fund sources, you must be in a staff group that has permission to approve the fund source. See Fund Source Security.

  • If the fund source for the award is configured to be Title IV and your institution has configured the campus to require a verified ISIR to save a Title IV award with a status of Approved, the student must have a verified ISIR on file at your institution.

If your institution is using a servicer (such as Global Financial Services), you can approve Title IV awards if the servicer has been configured so that it allows staff members to modify Title IV awards. If it prevents users from modifying Title IV awards, you can only approve awards that are not Title IV. 

The awards must have: 

  • A fund source that is active

  • A status of Estimated

Access Method

Select the Processes tile > expand Financial Aid > select Approve Packaged Aid.

Procedure to Approve Packaged Aid

Process Tab

Use the Process tab to filter the data and queue the batch job.

  1. Specify the Selection Criteria.

    Award Notice PrintedClosed The date when the award notice was printed manually or in batch mode. From and To

    CampusClosed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

    Disbursement DateClosed The date the disbursement was paid. From and To

    Financial Aid AdvisorClosed Name of the student advisor.

    Fund SourcesClosed The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source.

    Awards Moved from EstimatesClosed Specifies whether or not awards that were estimated awards are displayed in the list.

    Loan Period End DateClosed The end date of the loan. The default is the end date of the academic year. For other loans, the date must be before the graduation date. For Direct loans, it must be before the end date of the academic year. From and To

    Loan Period Start DateClosed The start date of the loan. The default is the start date of the academic year. For Direct loans, it must be after the start date for the academic year. From and To

    Package DateClosed The date when the financial aid package was prepared. From and To

    Packaging StatusesClosed The packaging status. The statuses are configured by your institution.

    Student StatusesClosed Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.

  2. Click the Next button. Anthology Student: 

    • Validates the students and awards (For example, if your institution requires a verified ISIR, Anthology Student verifies the student has a verified ISIR. Anthology Student excludes students with financial aid holds.)

    • Hides the check box for the students and awards that cannot be approved

    • Displays the Results grid with the students and awards that cannot be approved at the top of the list

  3. In the Results grid, you can: 

    • Review reasons why award were not approved by clicking the link in the Fund Source column

    • Check for any missing or unapproved documents by right-clicking the link in the Document column and selecting the option on the menu to open in a new browser tab (Anthology Student displays their Documents list.) 

  4. Review the remaining values for the students and their awards.

    Award Year Closed The financial aid award year.

    Fund SourceClosed The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source.

    DocumentClosed The documents submitted by a student, or by persons and organizations connected with the student.

    EFCClosed The dollar amount in the Expected Family Contribution (EFC) field is based on a formula to determine the financial strength of a student's family and the student's need for Title IV assistance.

    Enrollment StatusClosed The enrollment status included in the student's Enrollment record. For example, Full Time.

    Estimated EFCClosed Expected Family Contribution (EFC) estimated by your institution for the student when financial aid was estimated for the student on the FA Estimates page.

    Estimated Enrollment StatusClosed Enrollment estimated by your institution for the student when financial aid was estimated for the student on the FA Estimates page.

    Expected Start DateClosed The date the student is expected to start the enrollment at your institution.

    Gross AwardClosed The amount of the award, including bank fees.

    Loan Period End Date Closed The end date of the loan. The default is the end date of the academic year. For other loans, the date must be before the graduation date. For Direct loans, it must be before the end date of the academic year.

    Loan Period Start Date Closed The start date of the loan. The default is the start date of the academic year. For Direct loans, it must be after the start date for the academic year.

    Program VersionClosed The program version associated with the student or item.

    StudentClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can click the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Student NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned, is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning the ID.

    Student Status Closed Specifies the status of the prospect or student at your institution. Statuses vary by institution. They are configured by your institution. If you change the status for a student, a dialog is displayed so that you can confirm the change. If there are also tasks associated with the previous status, Anthology Student displays a dialog that you can use to select the tasks to keep and the tasks to close with the result of canceled.

    Verification StatusClosed Select Enrollment Specific if you want a document considered on file if no Enrollment ID is specified on the document or an Enrollment ID is specified and it matches the Enrollment ID on the disbursement being evaluated. Select Student Specific if you want a document considered on file if the Student ID matches the Student ID on the disbursement being evaluated. When documents are configured as student specific, Anthology Student ignores any enrollment associated with the award. For example, documents like Proof of Graduation only need to be collected by an institution one time, while other documents may be enrollment specific. The documents that Anthology Student evaluates when automatically approved disbursements to pay are specific to the enrollment of the student. This means that the document is associated with the enrollment for which the disbursement is scheduled.

  5. To approve the awards for: 

    • One or more students, select the check boxes for individual records

    • All students, select the check box in the header row

  6. Click the Queue Approve Aid button.

  7. In the Queue Batch dialog, review or change the name of the batch and click the Queue button.

    Anthology Student processes the batch.

If your campus has configured the financial aid to prevent awarding when authorization is expended, Anthology Student makes sure the award does not exceed the commitment level in the Financial Aid General Ledger (FAGL). Messages related to validations during processing are displayed for the batch on the History tab.

When processing is complete, Anthology Student: 

  • Displays a message that shows the number of awards that were approved (succeeded) or not approved (failed)

  • Takes the same actions it does when you approve individual student awards using the Awarding tile from the Student Profile. For example: 

    • If your institution has configured Anthology Student to update origination statuses for the campus for estimated awards, Anthology Student updates the origination status

    • If there is a document trigger when an award is approved, the document is triggered

Continue with the History tab.

History Tab

Use the History tab to review the results of manually queued jobs.

Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export (Export button) button on the toolbar.

  1. Review the records in the Batches grid.

    DurationClosed The amount of time it took to process the job or batch.

    NameClosed The descriptive name of the item.

    Started Closed The date and time when the first job within the batch started executing.

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be at Succeeded state, but at least one of the jobs is at a Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    Submitted ByClosed The name of the staff member who submitted the batch for processing.

  2. Click the refresh icon (Refresh button) in the footer of the grid to retrieve the current status of the background jobs.

  3. If the job status is "Completed" and there is a "Details" link in the Results column indicating that the job did not succeed, you can click the Retry Batch button in the grid toolbar to resubmit the job.

    This option can be useful if an error occurred after the job was submitted (e.g., network issues, SQL cannot be reached).

  4. To remove a batch, click the Cancel Batch button in the grid toolbar.

  5. For a job with a status of Succeeded, click the link in the Name column to review the records contained in the batch. Anthology Student displays the details for the job in the Job Results grid.

  1. Review the details in the Job Results grid.

    Student Closed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can click the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Student NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned, is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning the ID.

    Job CreatedClosed The date and time when the job was added to the background job queue.

    Job StartedClosed The date and time when the job was pulled from the queue and started executing. The Started time for a job will be the same time or later than the started time for the batch.

    Job StatusClosed Indicates the status of the processing for the award. If it was processed and the award was approved, it displays Succeeded. If the award was not approved, it displays Deleted. Deleted means that it was removed from the batch.

    ResultClosed Indicates the result of the processing for the student or item in the job. If they were successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

    Program VersionClosed The program version associated with the student or item.

    Fund SourceClosed The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source.

    Award YearClosed The financial aid award year.

    Gross AwardClosed The amount of the award, including bank fees.

  2. To view the Student Profile for a record, click the link on the student name. The Student Profile page for the selected record is displayed in a new browser tab if you have permissions to view student data.