Regulatory US 24.4.0

Application Processing

Correction Record Layout Update 5/22/2024

The system has been updated to handle the new field number 34 (Student Date of Birth) specified in the update to the Correction Record Layout by the Department of Education on May 22, 2024.

Locations -

• Student Profile > Financial Aid > ISIRs Received

• Processes > Financial Aid > Application Data Export (2024-25 award year)

• Reports > Financial Aid > ISIR Summary Report

Auto Awarding

Auto Repackaging Adjusts the Non-Title IV Fund Source Based on the (Financial Aid) Credits for Term-based Programs

When enabling the Advanced Feature for “FA Credits for Enrollment Status and Enrollment Intensity", and the Grant Other than Pell, Other Outside Resources, & Scholarship set as Simulation, the system will automatically repackage Non-Title IV fund source Disbursement amounts based on the simulation awards determined by the Financial Aid Enrollment Credits settings configured on a student's Aggregate FA Term Information page of the student's Financial Aid tile.

The system will grant the eligible amount based on the student's FA enrollment credits to issue the disbursement amount based on the Automated Awarding Fund Source Rule's configuration of the Term Payment Period Enrollment Allocation. The system automatically repackages the Grant Other than Pell, Other Outside Resources, & Scholarship by simulation only when the Term Repackaging Effective dates are active for that term. This will ensure the student receives their full eligible amount, without exceeding the Cost of Attendance.

Location - Student Profile > Financial Aid > Aggregate FA Term Information

Auto Repackaging Adjusts the Federal SEOG Based on the (Financial Aid) Enrollment Intensity Percent for Term-Based Programs

When enabling the Advanced Feature for “FA Credits for Enrollment Status and Enrollment Intensity", and the Federal SEOG has the Automated Awarding Fund Source Rule's column for Repackage Method set as Simulation, it will be automatically repackaged based on the simulation awards determined by the Financial Aid Enrollment Credits settings configured on a student's Aggregate FA Term Information tile of the student's Financial Aid tile.

The system will grant the eligible amount based on the student's FA enrollment credits to issue the disbursement amount based on the Automated Awarding Fund Source Rule's configuration of the Term Payment Period Enrollment Allocation. The system automatically repackages FSEOG by simulation only when the Term Repackaging Effective dates are active for that term. This will ensure the student receives their full eligible amount, without exceeding the Cost of Attendance.

Auto Repackaging Adjusts the Pell Grant Based on the (Financial Aid) Enrollment Intensity Percent for Term-Based programs

When enabling the Advanced Feature for “FA Credits for Enrollment Status and Enrollment Intensity", and the Pell Grant has the Automated Awarding Fund Source Rule's column for Repackage Method set as Simulation, it will be automatically repackaged based on the simulation awards determined by the Financial Aid Enrollment Intensity settings configured on a student's Aggregate FA Term Information tile of the student's Financial Aid tile.

The system never awards more than 100% when awarding per enrollment intensity. The system automatically repackages Pell Grants by simulation only when the Term Repackaging Effective dates are active for that term. This will ensure the student receives their full eligible amount, without exceeding the Cost of Attendance.

Auto Repackaging Adjusts the TEACH Grant Based on the (Financial Aid) Enrollment Intensity Percent for Term-Based Programs

When enabling the Advanced Feature for “FA Credits for Enrollment Status and Enrollment Intensity", and the TEACH Grant has the Automated Awarding Fund Source Rule's column for Repackage Method set as Simulation, it will be automatically repackaged based on the simulation awards determined by the Financial Aid Enrollment Status settings configured on a student's Aggregate FA Term Information tile of the student's Financial Aid tile.

The system will grant the eligible amount based on the student's FA enrolment status to issue the disbursement amount. The system will only automatically recalculate the TEACH Grant through a simulation if the Term Repackaging Effective dates are active for that particular term. This will ensure the student receives their full eligible amount, without exceeding the Cost of Attendance.

Auto Repackaging Cancels Direct Loans for Less Than Half-Time Enrollment in Term-Based Programs

When enabling the Advanced Feature for “FA Credits for Enrollment Status and Enrollment Intensity", and the Direct Loans has the Automated Awarding Fund Source Rule's column for Repackage Method set as Simulation, the system will automatically repackage the financial aid based on the simulation awards determined by the Financial Aid Enrollment Status settings configured on a student's Aggregate FA Term Information tile of the student's Financial Aid tile.

When a student's enrollment status drops below half-time, scheduled disbursements for their direct loan will be canceled, with no refunds for any paid disbursements. The system automatically repackages Direct Loans by simulation only when the Term Repackaging Effective dates are active for that term. This will ensure the student receives their full eligible amount, without exceeding the Cost of Attendance.

Automated Awarding Global Settings Configures and Executes Repackaging Triggers for 'FA Enrollment Status' & 'FA Term Enrollment Status'

When the advanced feature for "Enable FA Credits for Enrollment Status and Enrollment Intensity" is enabled, the Automated Global Settings for the Packaging Options against the Auto Repackaging Trigger of "Term Enrollment Status" is renamed to "Academic Term Enrollment Status". The Auto Repackaging Trigger of Enrollment Status Change now includes the renamed and the two newly added triggers for editable triggers against the "FA Enrollment Status" & "FA Term Enrollment Status" in the Automated Awarding Global Settings.

Automated Budget and Packaging Options Configure and Execute Repackaging Triggers for Financial Aid Credit/Status Configurations

When the Advanced Feature for “FA Credits for Enrollment Status and Enrollment Intensity" is enabled, the Automated Budget and Packaging Options for the Packaging Options against the Auto Repackaging Trigger of "Term Enrollment Status" gets renamed to "Academic Term Enrollment Status". The Auto Repackaging Trigger of Enrollment Status Change now includes an editable trigger against "FA Enrollment Status" and "FA Term Enrollment Status" for the Automated Budget and Packaging Options. Users can now enable or disable FA status to trigger an auto-repackaging queue for students.

Auto Awarding with Proration Based on Term Remaining in the Last Academic Year

Auto-awarding will reduce the loan period by the number of terms remaining in the last academic year. The correct number of terms should be selected for awarding disbursements in the awards form. For example, if 2 out of 3 terms are selected, 2 disbursements will be awarded, and the loan period should only cover the timeframe of those 2 terms.

Location - Student Profile > Financial Aid > Awarding > Awards

Auto Repackaging - Pell awarding when crossover disbursement is shifted from AY1 to AY2 and Term Repackaging Effective Dates are not active for the terms in AY2

Automated Awarding ensures that the total amount awarded does not exceed 150% of the standard academic year amount. When Pell is awarded for more than 1 academic year and when crossover disbursement is shifted from AY1 to AY2, and Term Repackaging Effective Dates are not active for the terms in AY2, then the award level should never exceed 150% of the full eligible max Pell amount.

Note: If the future award year Pell Grant fund source is locked from being Auto Repackaged, then neither the current nor future Pell Grant will be adjusted.

Auto Refund Calculation

Converting a Hypothetical to an Actual Refund Calculation

The message "No actions allowed, Automated Refund Calculation must be set to No Longer Needed." was displayed when staff users tried to convert a hypothetical R2T4 refund calculation to an Actual R2T4 refund calculation. However, at the same time, the "Convert to Actual" button was disabled when a hypothetical R2T4 refund calculation was on file for Active students. The validation message is no longer displayed for Active students and users can create a hypothetical refund calculation and convert it to an actual calculation.

Location - Student Profile > Student Accounts > Refund Calculation

Subsequent Refund Calculation Was Not Created

A subsequent refund was not calculated for the next period based on a new NSLDS Withdrawal Date when the prior R2T4 refund calculation status was Exempted and the IR Refund was Approved. A new refund calculation is now created in the same parent term. The best practice is that users complete the 1st refund calculation before processing the 2nd calculation.

Location - Processes > Financial Aid > Automated Refund Calculation Review

Automated Refund Calculation Warns Users to Review the IR Calculation Before Approving R2T4

With the release of Regulatory US 24.4.0, Automated Refund Calculation Review presents a warning message indicating that approving the R2T4 before reviewing the IR (regardless of the IR status), could cause unwarranted scheduling of refunds. The warning appears after the current message of untimely processing of a calculation, when applicable.

"Warning: Please review the Institutional Refund calculation prior to approving the R2T4 because once the R2T4 is Approved, the status and refunds cannot be changed."

Location - Processes > Financial Aid > Automated Refund Calculation Review

Automated Refund Calculation Prevents Duplicates and Allows Student Accounts to Post Manual Refund Calculations

When Automated Process Activation has the Automated Refund Calculation enabled, the automated refund calculation job only creates new refund calculations for students who don't have an already created calculation for that same LDA, WD, DoD regardless of the calculation type on the Student Accounts refund calculation grid.

No new calculation is created for the same LDA, WD, or DoD when the:

• R2T4 is Not Required and the IR is No Longer Needed

• IR is Not Required and the R2T4 is No Longer Needed

Location - Processes > Financial Aid > Automated Refund Calculation Review

COD

2024-25 - Updates to Fixed Length Message Classes - DSDF Report

The Direct Loan Reports (DSDF250P, DSFL25OP) have been updated to support the changes introduced for the 2024-25 award year so that these message classes can be successfully imported using the Student Web App (not the legacy app. The updates include the increased field length for applicable fields.

• Direct Loan School Account Statement (SAS) Year-to-Date and Monthly Cash Summary
  • Record Type: T = Cash Summary
  • Changes: Record Length increased from 220 to 450
• Direct Loan SAS Disbursement Summary by Loan Type(Year-to-Date and Monthly)
  • Record Type: Y =Year-To-Date Disbursement Summary, M = Monthly Disbursement Summary
  • Changes: Record Length increased from 220 to 450
• Direct Loan School Account Statement (SAS) Year-to-Date or Monthly Cash Detail
  • Record Type: C = Cash Detail
  • Changes: Record Length increased from 220 to 450
• Direct Loan SAS Loan Level: Direct Loan School Account Statement (SAS) Year-to-Date Loan Level
  • Record Type: L = Loan Detail
  • Changes: Record Length increased from 220 to 450
  • Added the following field(s):
    • Borrower’s Name Suffix
    • Student’s Name Suffix
  • Modified the following field(s):
    • Loan Identifier modified to Award Identifier
    • Borrower’s First Name modified max length
    • Borrower’s Middle Initial modified to Borrower’s Middle Name
    • Borrower’s Middle Name modified max length
    • Borrower’s Last Name modified max length
    • Student’s First Name modified max length
    • Student’s Middle Initial modified to Student’s Middle Name
    • Student’s Middle Name modified max length
    • Student’s Last Name modified max length
    • Student and Borrower name fields to be ordered First, Middle, Last, and Suffix
  • Student and Borrower name fields are now required fields

Location - Processes > Financial Aid > COD Import

Automated COD Import 2024-25 - Support New Tag Enrollment Intensity During Import

The automated COD Import Job will now store the newly added Enrollment Intensity tag for 2024-25 Pell Grants. The enrollment intensity will be used while reporting any adjustments for accepted disbursements so that enrollment intensity will be consistent across the disbursement transaction. This tag will be stored in all the message classes that COD supports to report Enrollment Intensity for 2024-25 Pell Grants.

Automated COD Import 2024-25 - Add/Modify CFH and IASG Eligible During Import

Two new tags, <IASG Eligible> and <CFH Eligible>, have been added to the Pell Award response block. These tags are optional and valid for award years 2024-25 and later.

Automated COD Export 2024-25 - Add/Modify CPS to FPS Tags During Export

Upon running the Automated COD Export job, for the 2024-25 award year and forward:

• The CPS Transaction Number will be replaced by the FPS Transaction Number.

If 2023-24 and 2024-25 are exported in the same file (same 5.0b schema), then this tag will have FPS for 2023-24 and 2024-25. If only 2023-24 is reported in the prior schema, then CPS is not renamed to FPS. The <FPSTransactionNumber> will be exported.

Automated COD Export 2024-25 - Add/Modify Suffix Tag During Export

Upon executing the export job, the new tag <Suffix> should be present under the person block for both the student and borrower.

Tag Presence – Optional

The system added a new Name Suffix field with a minimum length of 1 and a maximum length of 10 characters:

• <xsd:elementname="Suffix" minOccurs="0">
• <xsd:simpleType>
• <xsd:restrictionbase="xsd:string">
• <xsd:minLengthvalue="1"/>
• <xsd:maxLengthvalue="10"/>
• </xsd:restriction>
• </xsd:simpleType>
• </xsd:element>

The system slips the tag only when the tag contains invalid characters (not as per technical reference) and when there is no value in the tag. No strong validation exception will be created.

2024-25 Changes to Direct Loan Rebuild File

The system has been updated to import and process the CODRBF file in its new format for the 2024-25 award year. The system continues to support importing and processing the CODRBF file in the existing format for award years before 2024-25. Clients will not receive the CODRBF file containing multiple award years in the same file.

The following fields in the CODRBF for 2024-25 have been updated:

• Removed
  • CPS Transaction Number
• Added
  • Borrower’s Name Suffix
  • Student’s Name Suffix (PLUS)
  • FPS Transaction Number
• Modified
  • Borrower’s Middle Initial modified to Borrower’s Middle Name
  • Borrower’s Middle Name modified max length
  • Borrower’s First Name modified max length
  • Borrower’s Last Name modified max length
  • Student’s Middle Initial modified to Student’s Middle Name. Student’s Middle Name modified max length
  • Student’s First Name modified max length
  • Student’s Last Name modified max length
  • Person’s Permanent Zip Code modified max length
  • Borrower’s Telephone Number modified max length
  • Student’s Temporary Postal Code modified max length

The Direct Loan Rebuild Disbursement Detail Record in fixed-length format has been updated to include the following formatting changes:

• Added Program CIP Code 2 and CIP Code 3
• Modified Program CIP Code to Program CIP Code 1

The Direct Loan Rebuild Origination Detail Record and the Direct Loan Rebuild Disbursement Detail Record maintain a Total Record Length of 1200 characters.

Location - Processes > Financial Aid > COD Import

2024-25 TEACH Rebuild File Changes

The system has been updated to import and process the THRB25OPfile in its new format for the 2024-25 award year. The system continues to support importing and processing the THRBxxOP file in the existing format for award years before 2024-25.

The following fields in the THRB25OP for 2024-25 have been updated:

• Added
  • Student’s Name Suffix
• Modified
  • Student’s Middle Initial modified to Student’s Middle Name
  • Student’s First Name modified max length
  • Student’s Last Name modified max length
  • Student’s Permanent Zip Code modified max length
  • Student’s Telephone Number modified max length
  • CPS Transaction Number modified to FPS Transaction Number

The TEACH Rebuild Disbursement Detail Record in fixed-length format has been updated to include the following formatting changes:

• Added Program CIP Code 2 and CIP Code 3
• Modified Program CIP Code to Program CIP Code 1

The Total Record Length for the TEACH Rebuild Origination Detail Record and TEACH Rebuild Disbursement Detail Record has been updated from 406 to 422 characters.

Location - Processes > Financial Aid > COD Import

Automated COD Export 2024-25 - Add Enrollment Intensity Tags During Export

A new tag <EnrollmentIntensity> has been added to the disbursement block for 2024-25 and subsequent Federal Pell Grant awards. The value will be taken from the Pell Disbursement and should always be 100% unless the reported amount is $0, in which case the EI should be 0%. An exception (CODEXPRT0076) will be created for invalid or missing EI values.

If the EI column is blank for the posted refunds that are Ready to Send, the COD Export looks up the accepted Disbursement EI, updates the adjustment, and sends out the adjustments in the file.

Automated COD Export 2024-25 - Enhance First Name, Middle Name, Postal Code, and Phone Number Tags

The First Name, Middle Initial, Postal Code, and Phone Number fields have been enhanced to meet the requirements of the 2024–25 COD Technical Reference (May 2024 Update).

Automated COD Import 2024-25 - Process Origination, Disbursement, and Adjustment Data for Common Record Files

Financial aid administrators can import and process Origination, Disbursement, and Adjustment data for the 2024-25 award year using the COD Common Record 5.0b Schema. This ensures the successful handling of files for the specified award year. Additionally, the system maintains support for previous schemas to process data from earlier award years.

Automated COD Import 2024-25 - Importing COD System Generated Files

The COD Import functionality in Financial Aid Automation within the Desktop Client supports the import of all Unsolicited System-Generated Responses (Web Response Files) for the 2024-25 award year in the 5.0b schema.

When updating the COD Common Record XML Schema Version 5.0b, a school or third-party software provider should consider the following impact areas:

• Common Record Documents
• Unsolicited System-Generated Responses (Web Response Files):
  • BN - Booking Notification
  • CS - Credit Decision Override
  • ND - Negative Disbursement
  • PN - Promissory Note
  • AT - Agreement to Serve
  • EC - Entrance Counseling
  • SP - PLUS Application Acknowledgment
  • OF - Origination Fee and Interest Rebate
• COD Web Activity Responses
• Full COD Schema Validation

Automated COD Export 2024-25 - Award Year Common Record Document Submissions in 5.0b Schema

All Common Record documents for the 2024-25 period produced in Financial Aid Automation comply with the COD Common Record 5.0b Schema. This schema encompasses all supported message classes, all funding sources, and the export of originations. Additionally, Financial Aid Automation maintains support for the export and import of files from previous award years.

Automated COD Export 2024-25 - Award Year Common Record Document Submissions in 5.0b schema - Export by Disbursement Batch

All Common Record documents for the 2024-25 period, generated within the Financial Aid Automation of the legacy client, comply with the COD Common Record 5.0b Schema. This schema encompasses all supported message classes, Fund Sources, and Export options for Disbursements, as well as Origination Changes. It is also applicable to the Export Method of Export by Disbursement Batch, including Adjustments, Date Changes, and Paid Disbursements.

Automated COD Export 2024-25 - Award Year Common Record Document Submissions in 5.0b Schema - Identifier Changes

All 2024-25 identifier change records in Financial Aid Automation adhere to the COD Common Record 5.0b Schema.

Common Record Layout information:

https://fsapartners.ed.gov/knowledge-center/library/system-technical-references/2024-02-29/2024-2025-cod-technical-reference-may-2024-update

COD Import: Process Warning Edit 229

The system processes, displays, and stores new Person Level Warning Edit 229 (Pell LEU Restoration Due to Eligible Loan Discharge) per the existing functionality of processing Correcting/Reject Edits for all award years. Edit 229 is triggered at the Person Level for all COD Fund Sources (Pell, TEACH, and Direct Loans). Edit 229 will be returned in the same message class in which the data was submitted and in the Web Response Files.

Locations –

• Processes > Financial Aid > COD Import
• Student Profile > Financial Aid > Awarding > Awards

Disbursement Eligibility

Updated Resolution Steps for Disbursement Eligibility Exceptions

The resolution steps for the following exceptions have been updated to accommodate the scenario where the evaluation of a fund source involves the newly added Disbursement Approval Criteria (DAC) field “Use FA Credits for Non-TIV Awards”.

• ELIGBLTY0021
• ELIGBLTY0033
• ELIGBLTY0068
• ELIGBLTY0071
• ELIGBLTY0227

When the Advanced Feature flag “Enable FA Credits for Enrollment Status and Enrollment Intensity” is set to “Yes” and the program version is set to a Title IV-eligible program, the DAC form displays the "Use FA Credits for Non-TIV Awards" check box. When selected, Anthology Student uses FA Enrollment Intensity and FA Enrollment Status from the FA Aggregate Information tile.

Location - Financial Aid Exceptions

Updates for FA Credits, Enrollment Status, and Enrollment Intensity

When the advanced feature flag "Enable FA Credits for Enrollment Status and Enrollment Intensity" is set to "Yes" and the program version is a Title IV-eligible program, Anthology Student will capture Financial Aid credits and derive Financial Aid Enrollment Status and Financial Aid Enrollment Intensity.

The aforementioned values can be seen under Student Profile > Financial Aid tile > Aggregate FA Term information tile.

Automated Disbursement Eligibility will evaluate student's enrollment status and enrollment intensity (2024-25 Pell Grant) based on the FA Credits. By default, all of this validation will be applied for Title IV fund sources. However, for non-title IV fund sources, the Disbursement Approval Criteria form has a new option "Use FA Credits for Non-TIV Awards" to evaluate Non-Title IV fund sources using FA Credits.

If you select the check box, Anthology Student will allow a non-Title IV fund to use fields related to FA credits from the Aggregate FA Term Information tile. During the Approve Disbursements to Pay process, the DAC will be validated using the FA Enrollment Status and FA Enrollment Intensity values when evaluating non-Title IV awards. Please note that the "Minimum Enrollment Status" and "Enroll status = packaged status" fields in the DAC reference the FA Enrollment Status and FA Enrollment Intensity for FA credits on Title IV funds.

If you do not select the check box, the system will not allow a non-Title IV fund to use fields related to FA credits.

Location - Configuration > Financial Aid > Disbursement Approval Criteria

Financial Aid (Student Experience)

Disbursements are Calculated as Whole Numbers

When a student adjusts the loan amount on the Financial Aid Offer page in the Student Portal, Anthology Student always calculates the disbursements as whole numbers rather than in cents.

Display of Disbursement Statuses for Fund Sources

When a student selects the “Expand all tables to see disbursements” link on the Financial Aid Offer page, the Disbursement Status column displays the disbursement statuses for each fund source per academic year.

Valid Disbursement Statuses are:

• Scheduled - when the fund source is listed on the “Scheduled Disbursements" tab of the Student Profile > Financial Aid > Awarding > Awards form.

• Paid - when a staff member has updated the disbursement to Paid and the fund source is listed with Type = D on the “Received Disbursement & Refunds/Stipends" tab of the Student Profile > Financial Aid > Awarding > Awards form.

• Refund to Fund Source - when the refund is processed for disbursement and the fund source is listed with Type = R on the “Received Disb and Refund/Stipend " tab of the Student Profile > Financial Aid > Awarding > Awards form.

The Disbursement Dates on the Financial Aid Offer page reflect the dates associated with each disbursement on the Scheduled Disbursements tab of the student’s Awards form.

When a staff member makes a partial refund for a disbursement or student cash payment is received, the Financial Aid Offer page displays the updated Total amount with the remaining amount after the partial refund is done and updates the Disbursement date with the date when the partial refund was done.

When a complete refund for OTHER fund types is made, the Total amount on the Financial Aid Offer page is updated to 0 because disbursement details are not available for these fund types. When a partial refund for OTHER fund types is made, the Remaining amount on the Financial Aid Offer page is updated.

When a staff user cancels or deletes disbursements or the fund source, the Financial Aid Offer page no longer displays the canceled/deleted disbursements and fund sources.

Configurable Notification to Update Housing

The Housing tab under Configuration > Student Experience > Financial Aid Overview enables administrators to configure Anthology Student to send a housing notification to eligible students. The configuration options include:

• Student Statuses
• ISIR Status.
• Email Template
• Frequency in Days
• Maximum Number of Notifications

Job Management

Automated Job Management Retains Job's Name and Description When Jobs Are Added/Modified from Legacy

When an automated job is created or edited in the legacy interface (Daily > Automated Processes > Job Management > Jobs), the Name and Description field values are retained in the Student Web App.

Location Configuration > Financial Aid > Automated Job Management > Jobs

Automated COD Reports - New Columns in COD Extract, Import Response, and CRND Reports

Upon exporting or importing, the following tags will appear as a new column in the reports within the Job Management History tab after selecting the Document ID.

• Enrollment Intensity - Extract Report, Import Response Report, CRND Report
• CFH Eligible - Import Response Report, CRND
• IASG Eligible - Import Response Report, CRND

The system updates and stores First Name and Middle Name during export and import for both student and borrower.

Names for the Automated Jobs on the Automated Job Management Form

On the Jobs tab of the Automated Job Management form, two new fields are added:

• Name - It is a mandatory field displaying the name/code of the configured jobs. It is unique for every job.
• Description - It is a mandatory field displaying the description of the configured jobs. This applies to the jobs that are in the sequence.

Both the Name and Description fields have a maximum of 50 characters. This can contain alphabetic, numeric, and special characters.

The Name and Description will be displayed in the History tab as well.

Location - Configuration > Financial Aid > Automated Job Management

Student Fund Management

Automated Student Fund Management Now Recognizes Terms

When clients imported or created an Automated Student Fund Management batch, the Term Codes drop-down did not display all the configured options. The Term Codes associated with the selected Academic Year are now available for selection. The system retrieves all terms from the following three sources:

• Program Version Term Association
• Disbursement Schedule
• Enrollment Term Summary

The terms listed are unique. If a term is retrieved from all three sources, only one term is listed. If a term does not match the collection from all three sources, all terms are listed.

Location - Processes > Financial Aid > Automated Student Fund Management