Packaging Status Promotion

You can use the Packaging Status Promotion page to configure the sets of promotion requirements for each packaging status.

The packaging status promotions you specify here can then be selected when you configure your campuses so that you can have Anthology Student automatically promote packages.

When you have Anthology Student automatically promote the packages, Anthology Student evaluates every 2 minutes: 

• Any package that has changed

• Any package with related information that has changed

The following are examples of changes to packages and package-related information.

• Updates to student attendance

• Any change to a document or document list for the student

• Changes to FAFSAs and ISIRs for the student (such as setting a FAFSA status to Ready to Send, importing an ISIR, or changing the status of an ISIR to Verified) 

• Changes to the Awards page for a student (such as changing the academic year, adding a second award year, and adding or editing an award for a fund source) 

Prerequisites

You must have Financial Aid - Configuration - Manage authorization.

If you have students with crossover terms or payment periods and you want to configure requirements for packaging status promotion, you should have configured two sets of statuses.

• One set is used for the first award year defined in the academic year.

• Another set is used to determine the packaging status for crossover students, where a second award year is defined in the academic year.

The two statuses work independently of each other. It is not necessary to ensure all required elements for Award Year 1 are satisfied to allow the statuses for Award Year 2 to be promoted.

Access Method

Select the Configuration tile > expand Financial Aid > select Packaging Status Promotion.

Procedure to Add or Edit Items

Specify or select all the requirements to promote the package to the packaging status. A package must meet all the requirements for Anthology Student to automatically promote it.

If two packaging statuses have the same requirements, and a package satisfies both sets of criteria, the one with the higher promotion level is the one that Anthology Student sets the package to.

1. Review the values of the records in the grid.

2. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

   • Edit an existing list item, select the name in the list

3. Review, specify, or change the following values.

Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

Name The descriptive name of the item.

4. If you want to: 

• Add a packaging status, select the Add button

• Edit a packaging status, select the name in the Name column

Anthology Student displays a dialog.

5. Review, specify, or change the following values.

   Aid > COA  Select the check box to specify that the amount packaged for the student must be greater than or equal to their cost of attendance (COA) for a financial aid package to meet the requirement. Aid > Inst Costs Select the check box to specify that the amount packaged for the student must be greater than or equal to their institutional charges for a financial aid package to meet the requirement. Aid on File If selected, specifies that the tolerance amount that you configured for the campus is used in the validations Anthology Student performs when you select the Aid > COA, Aid > Inst Costs, Approved > COA, and Approved > Inst Costs check boxes. The tolerance amount should account for any small differences that might occur in the award for the student that would cause the student to fall out of the promoted packaging status when it is reevaluated (such as bank fees or disbursement schedule changes). If no tolerance is specified or 0 is specified, there is no tolerance. Approved > COA Select the check box to specify that the amount packaged for the student must have a status of Approved and must be greater than or equal to their cost of attendance (COA) for a financial aid package to meet the requirement. Approved > Inst Costs Select the check box to specify that the amount packaged for the student must have a status of Approved and must be greater than or equal to their institutional charges for a financial aid package to meet the requirement. Auto Promote When selected, specifies that the packaging status is included Anthology Student automatically promotes packages. When selected, Anthology Student can evaluate the packages with this status and promote other packages to this packaging status as long as you configure one or more requirements (such as ISIR Received or Aid > COA). If you do not specify requirements and you also select the Reevaluate option, Anthology Student will not select this packaging status, but a package can be changed from this status to another packaging status. If you do not specify requirements and you do not select the Reevaluate option, a package that no longer meets any requirements specified by other statuses would be set to this status. If Anthology Student reevaluates a package for automatic promotion and it does not meet the requirements for any other packaging statuses and a new status could not be selected, the package is set to the NEW status. Award Letter Select the check box to specify that an award letter must be printed for a financial aid package to meet the requirement. Award Year 2 Select the check box to specify that the packaging status only applies to the second award year. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Document List The name of the document list. Document lists are configured by your institution. FAFSA Select the check box to specify that a FAFSA estimated family contribution (EFC) / Student Aid Index (SAI) must be calculated for a financial aid package to meet the requirement.

   Fund Source Types Select a type of fund source that must be in the package for it to meet the criteria. For example, if you select 3 types in the list, the package will meet the criteria and can be promoted if the package contains an award for any one of the 3 types. If the student's package contains an Award type not listed in the criteria, Packaging Status Promotion will not meet the criteria for this status. When you select one or more values in the list, Anthology Student selects and then disables the check box for Require Fund Source Types. ISIR Received Select the check box to specify that a valid ISIR must be on file for the student for a financial aid package to meet the requirements. Anthology Student checks the ISIR received date to determine if a valid ISIR was received. The date is displayed on the Awards tab (Students Profile > Financial Aid > Awarding > Awards tab.) The award year for a Pell Grant must also match the award year for the package. The ISIR must also not have Reject Codes on it to be considered valid. Reject codes are displayed on the ISIRs Received page (Student Profile > Financial Aid > ISIRs Received > select an Award Year > select an ISIR ID > select Corrections.) Level Specifies the order in which you want the packaging statuses promoted. A level can be 0 or greater. For example, 0 is promoted to 1 and 1 is promoted to 2. If you specify the same level for more than one status, the first packaging status where the package meets the requirement is the status that Anthology Student sets even if there is the same level with different requirements. Manual Select the check box to specify that staff members can select this packaging status when they award financial aid for an academic year. (Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Academic Years tab.) Anthology Student does not evaluate or verify the criteria you specify here when you manually select a packaging status. You must manually verify that the package has met the requirements. When it is not selected, if Anthology Student automatically promotes a package to this status, it is displayed in the list on the Academic Years tab, but it cannot be selected. Name The descriptive name of the item. Packaging Status The packaging status that you want assigned to the financial aid package when it is promoted to the level you specify. Once you have selected a packaging status, you cannot select it again in the same promotion process. ReEvaluate Select this check box to allow Anthology Student to include lower and higher statuses from the policy to be re-evaluated. When this check box is not selected, only higher levels will be evaluated. Require Docs When you select a list of documents in Document List, Anthology Student selects and then disables the check box. Require Fund Source Types When you select one or more fund sources in the Fund Source Type list, Anthology Student selects and then disables this check box. Verify Cleared Select the check box to specify that validation is required for the ISIR. The award year for a Pell Grant must also match the award year for the package. The verification status must be a value other than S (Selected), such as V (Verified).

   Field	In-Depth Field Details
   Aid ≥ COA	If the sum of FaStudentAid.AmountPackaged is greater than or equal to the FaStudentAy.CostofAttend, this condition is met.
   Aid ≥ Inst Costs	If the sum of FaStudentAid.AmountPackaged is greater than or equal to the FaStudentAy.InstitutionalCharges, this condition is met.
   Aid on File	If any FaStudentAid rows are found for the FaStudentAyID, where the amount packaged is greater than zero, this condition is met. The Packaging Status Promotion Process applies a tolerance to the four packaging status promotion attributes listed below. The RBS tolerance level can be configured in the Tolerance Amount field on the Campus Information Setup form on the Financial Aid tab. The maximum tolerance limit is $1000. If the Tolerance Amount field is zero or remains blank, no tolerance is applied.
   Approved ≥ COA	If the sum of FaStudentAid.AmountPackaged, where the status equals "A" is greater than or equal to the FaStudentAy.CostofAttend, this condition is met.
   Approved ≥ Inst Costs	If the sum of FaStudentAid.AmountPackaged, where the status = "A" is greater than or equal to the FaStudentAy.InstitutionalCharges, this condition is met.
   Award Letter	Indicates that the award letter must be printed before the packaging status can be set. The FaStudentAY.AwardNoticePrinted is evaluated to determine if the award letter was printed.
   Award Year 2	Select this check box if the status belongs to the second award year.
   Document List	If the "RequireFADocsReceived" column is 1 (true), select the document list to be used to verify that all documents are on file. This column has a drop-down list of all document lists that have been defined for financial aid. Financial Aid automatic package status promotion checks the document list to see if the student has all listed documents Assigned and On File/Approved. If the student is assigned any of the documents in the list and the documents are also On File/Approved, the packaging status is automatically changed to the next packaging status level. If a student is assigned any document in the document list, and one or more of the assigned documents is not On File, the packaging status is not automatically changed to the next packaging status level. If the document is Award Year specific, the document is evaluated for the Award Year specified in the student's document folder. If the document is Assigned and On File/Approved, the packaging status is automatically changed to the next packaging status level if the Award Year being evaluated matches the Award Year specified for the document. If the Award Year specified for the document does not match the Award Year being evaluated, the packaging status does not promoted. If the assigned document is not valid (e.g., the ISIR has Reject codes), the packaging status is not automatically changed to the next packaging status level. Note: When using documents as part of Packaging Status Promotion, the document in question must be in the student’s saved documents.
   FAFSA	Indicates that a FAFSA (EFC/SAI) must be calculated before the packaging status can be set.
   Fund Source Types	Use this feature to set up a Package Status Auto Promotion scheme. If a student's financial aid package is made up of certain "cash-like" types, such as direct loans, you can specify the funding sources. Whenever the student's package, is re-evaluated, the Package Status is automatically updated if the funding sources include funding from ONLY the types specified in this form.
   ISIR Received	Indicates that a valid ISIR must be on file. The FaStudentPell.ISIRDateRecv is checked for a valid ISIR. The FaStudentPell.AwardYear must match the FaStudentAY.AwardYear1. The date can be anything other than a null value to satisfy this condition. The ISIR must not have Reject Codes on it to be considered valid. Anthology Student checks FaStudentPell.RejectCodes to determine this. Only valid ISIRs will be promoted to ISIR Received status. Note: We suggest using student groups or creating activities based on the student group to handle ISIRs with reject codes.
   Manual	This indicates if you can set this packaging status on the Student Academic Year form.
   Packaging Status	Read-only: FaPackStatus.Descrip. You can create two sets of packaging statuses. One set of statuses applies to the first award year evaluation criteria. The second set applies to cross over students for the second award year packaging.
   ReEvaluate	When the student's current assigned packaging status on the student academic year has a re-evaluate setting in the policy flag set to: No (ReEvaluate check box cleared), only higher rows from the policy are included in the automatic evaluation Yes (ReEvaluate check box selected), rows that are higher and lower from the policy are included in the automatic evaluation If the evaluation moves to a row in the policy that is lower than the status assigned on the student's academic year, and the re-evaluate flag is set to Yes, the logic evaluates to determine if the student data meets the row criteria. If the logic determines the student data does not meet the row criteria for the row with re-evaluate set to "Yes", the logic moves to evaluate the next lower row. However, if the logic reaches a lower row in the policy where the re-evaluate flag is "No", the logic assigns that status to the student's packaging status without an evaluation. This is done for institutions that want to prevent the status from moving to a row (packaging status) that is lower than needed. Institutions may have internal business processes associated with specific statuses that would not need to be reviewed again. Note: Normally, statuses that are flagged to participate in auto promotion but that have no conditions specified for them are statuses that a package can be changed from, but not to. However, if such a status also does not have the ReEvaluate option selected, a package that no longer meets any conditions specified by other statuses would be set to this status.
   Verify Cleared	Indicates that if validation is required on the ISIR, it must be resolved (i.e., FaStudentPell.VerifStatus not equal to "S"). The FaStudentPell.AwardYear must match the FaStudentAY.AwardYear1 and the status must be anything other than "S" for this condition to be met.

6. Select the OK button.

   Anthology Student adds the promotion process to the list and sorts the list in ascending order by the value in the Level column.

7. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

Example

The table shows an example of a promotion process for students with crossover terms or payment periods.

Packaging Status	Level	Manual	Auto Promote	Award Year 2	FAFSA	Award Letter	ISIR Received	Aid on File	Require Docs
Not Packaged	0	X	X
Partial Packaged	1		X		X
Final Package	2		X		X	X	X
Complete	3		X		X	X	X	X	X
Cash	4	X
Not Packaged - AY 2	5	X	X	X
Partial Packaged - AY 2	6		X	X	X
Final Package - AY 2	7		X	X	X	X	X
Complete - AY 2	8		X	X	X	X	X	X	X
Cash 2	9	X		X