Add a Pell Grant

You can use the Awards tab on the Awarding page to add a Pell Grant.

When a student has multiple enrollments, if the Financial Aid is not moved to the new current enrollment, Anthology Student allows you to enter multiple Pell awards when the enrollment is transferred up to the eligible amount. You cannot add more than the eligible Pell amount for the award year onto the second enrollment.

If a student is eligible for a year-round Pell Grant and received full eligibility on a prior enrollment, you must add a new award for the additional eligibility on the new enrollment.

The system can also create the Pell award based on the remaining lifetime eligibility when auto-packaging or manually adding the award and a student nears their Pell LEU.

You should be familiar with the Background for Pell Grants.

Prerequisites

Access Method

Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.

Procedure to Add a Pell Grant

1. Select the Academic Year The academic year configured by your institution.

2. Verify that the program version is correct. If not, select the specific program version in the Program Version drop-down list.

3. If this is the first award added for the student, select the Packaging Method The packaging methods used for your financial aid programs. They contain the guidelines for your programs (such as the grade levels to which they apply and the minimum and maximum amounts that can be awarded for the fund sources). The list contains the packaging methods configured for the campus, grade level, award year, and dependency model for the student. Students that are configured with the Unsupported Dependent check box enabled are packaged with Unsubsidized Stafford loans only, despite the value displayed in the Packaging Method field.

4. Select the New button and specify the values in the dialog.

   Award Year The financial aid award year. Disbursement Schedule The name of the schedule that defines disbursement dates for campuses and fund sources. Disbursement schedules are defined by your institution. Your institution can configure the fund source for an award to require a disbursement schedule. A disbursement schedule can be selected when awarding financial aid only if the academic year start date for the student falls within the academic year start date of the disbursement schedule. On the New Award form, the Disbursement Schedule drop-down is enabled only when you select awards of type Grant, Loan, or Work-Study.  See Note. If Term Association was used to build the academic years, only disbursement schedules with a start date range that contains the academic year start and the exact same terms as what is in term association will be presented. Pell Grants require all disbursements used to build the academic years to have a matching term in the disbursement schedule due to Department of Education requirements. The packaging logic in Anthology Student assigns amounts to eligible terms up to the eligible amount for the year accounting for Pell Grants on prior enrollments and at prior institutions.) Gross Amount The gross amount the student is eligible to receive for the fund source before any fees. For Direct loans, this field is read-only of the origination status of the loan is Accepted, Batched to Send, or Pending Approval.

   Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source. Status The status of the award. The values are Estimated, Pending Approval, Approved, and Canceled. The Approved option is available only if: - You are in a staff group with permission to approve the fund source. - The student does not have pending ISIR corrections. - The institution does not use a servicer (such as Global Financial Services) to process financial aid. Type of Aid The source of the aid.

   If you receive the message "The gross amount entered exceeds the maximum Pell amount for the award year. It will be reset to the original calculated amount.", see this Note.

   Note: The message "The gross amount entered exceeds the maximum Pell amount for the award year. It will be reset to the original calculated amount." will appear if the Pell Cost of Attendance (COA) is $0 and when the NSLDS Information form has records for previous awards at another institution.

   You should no longer receive the message when awarding a Pell Grant if you follow this guidance:

   • Remove the records on the Current tab of the NSLDS Information form.

   • Select the Academic Years tab and ensure that all of the data is entered, especially the budget information for the COA.

   • Calculate the budget again and then select Save on the Academic Year. The Pell COA will be populated.

   The Pell COA field is not visible if the Need Analysis Grid is set to "Alternate" under Settings > Financial Aid > Packaging. Anthology recommends setting the Need Analysis Grid to "Standard". The Standard grid displays the Pell COA field and gives an immediate indicator as to why some students may not have a calculated Pell award when it is initially added.

5. If the student received 100% of their eligible Pell amount on a prior enrollment, Anthology Student displays a message asking you if you want to change the Additional Eligibility Indicator (AEI) so that you can specify a year-round Pell Grant.

   If you select AEI, Anthology Student

   • Calculates and displays a value in the Amount field

   • Selects the Additional Eligibility Indicator Select this flag if the student has received a Pell amount greater than 100% at another school. You can then populate the prior percentage disbursed for packaging to determine whether the student should be packaged for Additional Eligibility and determine the remaining Pell amount above 100% that can be packaged. check box and makes it read-only

6. Select the Next or Proceed button.

   Anthology Student redisplays the page with the information for the Pell Grant. If you selected a disbursement schedule or the disbursements are calculated, the system also displays the disbursements on the Scheduled Disbursements tab.

7. Review the values at the top of the page.

   Annual Scheduled Amount The Annual Pell Award is the Scheduled Pell Award adjusted for enrollment intensity for awards year 2024-25 and later. The Scheduled Pell Award is the maximum amount a student can receive during the award year if the student attends full-time for a full academic year. The value indicates either the Max Pell, Min Pell, or Temporary Scheduled Award (TSA) amount based on the ISIR flags. Initial awarding will always package to a default of 100% enrollment intensity. For more details, see "Background for Pell Grants". Current Year Eligibility The remaining eligible percentage of a student's original Pell-eligible percentage for the current award year.

   Remaining Lifetime Eligibility The remaining eligibility based on the Pell LEU from the student's ISIR.

8. Review the values of the Pell Grant and make any needed changes. The values will vary depending on your configuration and some of the values are read-only.

   Academic Calendar The academic calendar. The values correspond to calendar options required by the Department of Education. They are non-standard terms, standard terms of quarters, standard terms of semesters, standard terms of trimesters, clock hours, and credit hours without terms. The default is the academic calendar configured for the program version. If you are configuring program versions from Financial Aid, the list is filtered to show the academic calendars appropriate for the Curriculum Standard selected when the program version was configured from Academic Records. Additional Eligibility Indicator Select this flag if the student has received a Pell amount greater than 100% at another school. You can then populate the prior percentage disbursed for packaging to determine whether the student should be packaged for Additional Eligibility and determine the remaining Pell amount above 100% that can be packaged. Administrative Relief If you are using the Financial Aid Automation COD Export feature and your institution has been granted Administrative Relief, select the check box to ensure that records for the closed award year are included in the COD Export process. Amount The amount in dollars. For some awards, a default amount is set. For example, for a Pell grant, the amount is calculated by COD from the student's FAFSA. Award Status The status of the award. The values are Estimated, Pending Approval, Approved, and Canceled. The Approved option is available only if: - You are in a staff group with permission to approve the fund source. - The student does not have pending ISIR corrections. - The institution does not use a servicer (such as Global Financial Services) to process financial aid. Comment Codes The Central Processing System (CPS) adds comment codes and text to the student’s transaction to provide information to the student and the Financial Aid Administration (FAA) about the student’s processed FAFSA. Enrollment Date The enrollment date for the Pell award is populated with the start date of the first eligible payment period for the award year. Enrollment Status The enrollment status for the student after the add and drop period. It is the status that determines whether a student is eligible to receive the federal aid that was packaged for the academic year. If a student has registered for a course but never attends that course, institutions can still charge the student for the course but might need to reduce federal aid. For an award, the default is the status on the enrollment record. If there is no status on the enrollment record, the default is Full Time. For a disbursement, the default is the value specified for the award. Incarcerated Code Please reference the FSA handbook for the restrictions involving incarcerated students.

   Lifetime Eligibility Used % Percentage of the eligibility that the student has used. This field is read-only and is updated when the COD record for the Pell grant is imported from COD. Beginning in the 2010-2011 award year, COD returns the Lifetime Eligibility Used % in the Common Record Response and the Negative Disbursement System-Generated response for Pell awards for first-time Pell recipients for the 2010-2011 award year and forward. This field is sent in multiple Pell reports from COD (Multiple Reporting Records, Reconciliation Report, and Year-to-Date file). Only the Year-to- Date file updates this field within the database. In the other files, it is just used for display. This field is saved to the database and displayed on the form. Num of Payment Periods in AY The number of payment periods in the academic year. The default is the number of payment periods you specified on the Academic Years tab. The maximum is 15. Origination Amount The amount being sent to COD for the grant. The field is editable for cases where there is more than one grant for the same award year. If the origination status of the award is Accepted, this is the amount at COD. If you change the amount and your institution has configured Anthology Student to automatically update the origination status, the origination status is changed to Ready to Send. If your institution is not automatically updating the origination status, Anthology Student gives you the option to change the status. Origination Batch Identifier When you save the grant, Anthology Student checks for an ISIR on file before writing the Origination ID. If an ISIR is on file, the ID is populated from the ISIR record. Origination Status Origination status of the award. The values are Accepted (A), Batched to Send (B), Error/Rejected (E), Not Ready to Send or Not Ready to Send, No ISIR (N), Ready to Send (R), and Blank (not on file). This field cannot always be edited. Pell Cost of Attendance Calculated Pell cost of attendance (COA) based on a 9-month academic year. If your academic year is longer or shorter, this value may differ from the value displayed in the Cost of Attendance field.  See Note. If the Pell Cost of Attendance (COA) is 0, Anthology Student will not let you award a Pell Grant. The Pell COA is populated in two ways: Specify the Pell COA amount in the Program Version for Financial Aid. This amount will always populate the Pell COA on the Award form. See Pell COA. If that is not entered, the system will use the Budget Information from the Academic Year form to calculate and populate the Pell COA. See Add Academic Year Sequences. Tip: Be sure to select Save on the Academic Year form after the Budget Information is populated. Otherwise, the Pell COA will not populate and you cannot enter a Pell award. Total Eligibility Used % The percentage of the eligible amount of the grant for the award year that the student has used. Use Sec. EFC/SAI Code Displays the secondary estimated family contribution (EFC) from the student's ISIR. N/A - indicates there is no value. O - indicates award previously based on secondary EFC. S - indicates award based on Secondary EFC. For award years 2024-25 and later, the EFC is replaced with the Student Aid Index (SAI).

9. If you selected a disbursement schedule or the disbursements were calculated, review the disbursements in the Disbursements from Selected Enrollment grid.

   Acad Year The academic year configured by your institution. Actual Enroll Intensity The Actual Enroll Intensity displays the value based on courses the student is taking in the term. This field is not editable and is used to help guide users in determining if they want to manually change the Packaged Enrollment Intensity and recalculate. Disb The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off. Enroll Status The enrollment status for the student after the add and drop period. It is the status that determines whether a student is eligible to receive the federal aid that was packaged for the academic year. If a student has registered for a course but never attends that course, institutions can still charge the student for the course but might need to reduce federal aid. For an award, the default is the status on the enrollment record. If there is no status on the enrollment record, the default is Full Time. For a disbursement, the default is the value specified for the award. Enroll Intensity The Enroll Intensity column is displayed only for Pell awards. Enrollment Intensity will be used when calculating Pell disbursements for term-based programs in 2024-25 and later. The field will be displayed for any award year but only used in the amount calculations for 2024-25 and beyond. For new Pell awards, the default value is 100%. The field is editable. When you specify a percentage value and select Save or Recalculate Pell Eligibility, the Enrollment Intensity value you specified is saved and stored in the database. The database stores the percentage values as decimal values (e.g., 80% is saved as 0.80). Exp Amount The expected amount to be disbursed. If it is calculated by Anthology Student, Anthology Student divides the total award amount by the number of payment periods in the academic year. When disbursement amounts cannot be divided evenly, the first payment is the highest. For example, for a $2,000 award, the first two disbursements are $667 and the last disbursement is $666. For a $1000 award, the first disbursement is $334 and the last two disbursements are $333. The auto package features use the same method.

   Exp Date The date on which the disbursement is to be paid. For grants and Perkins loans, it must be before the end of the award year and academic year. For Direct loans, the date can be changed to a date outside both the loan period and academic year dates for non-term program versions. Override Disb Date If the scheduled disbursement date was overridden during the COD export process, the date specified during export. For example, if a disbursement date is a holiday, it can be changed during the export. This is only displayed if Student Financial Aid Awarding (SFAA) is enabled and configured to exclude weekends and holidays and your institution has configured multiple disbursement rules. Packaged Enroll Intensity The Packaged Enrollment Intensity defaults to 100% during initial packaging since institutions often package Pell Grants before students are registered into courses. When registration/un-registration events occur, the system recalculates the Actual Enrollment Intensity and displays it in the Term Summary. To enable this calculation, the field "Pell Enrollment Intensity - Packaged = Actual" must be selected in the Disbursement Approval Criteria policy under Configuration > Financial Aid > Disbursement Approval Criteria and the Disbursement Approval Criteria policy must be associated with the Pell fund source. Pmt Begin Date The start date of the payment. It must be before the end of the academic year. If you also select a payment period, the date must also be in the award year. Status The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are Scheduled (S), Ready to Pay (R), Paid (P), and Canceled (C). Term The available terms with start date and end date of each term. The start date must be before the end date of the award year.

10. If you selected the Additional Eligibility Indicator check box, manually calculate the amount and add the additional disbursement. (You can also use the Recalculate Pell Eligibility button.) 

11. Review the disbursements from other enrollments in the Disbursements from Other Enrollments grid.

    Amount The amount in dollars. Campus The campus where the student or students were enrolled. Disbursed Date The date on which the disbursement is to be paid. For grants and Perkins loans, it must be before the end of the award year and academic year. For Direct loans, the date can be changed to a date outside both the loan period and academic year dates for non-term program versions.

    Disbursement Number The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off. Status The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are Scheduled (S), Ready to Pay (R), Paid (P), and Canceled (C). Term The available terms with start date and end date of each term. The start date must be before the end date of the award year.

12. If you want to save and:

• Continue making changes, select the Save button

• Close, select the Save & Close button

Anthology Student validates: 

• The amount so that it does not exceed the maximum allowed for the award or maximums configured by your institution (such as limiting awards to the student cost of attendance)

• Any authorization limits configured for the general ledger

If the total of the scheduled disbursements does not equal the Amount value for the award, Anthology Student recalculates the Amount value when you save the award.

If the Amount value is $0, Anthology Student automatically sets the status to canceled.

If your institution has configured an automatic promotion process or document triggers, the process or triggers are initiated after you save the award.

If a Pell award for 2024-25 or later is packaged for a student enrolled in a non-standard program version of Academic Calendar 1 and no instructional weeks have been configured on the scheduled disbursements, Anthology Student displays the following message to alert users that the enrollment intensity could not be calculated: "At least one term(s) does not have Instructional Weeks (IW) defined for calculating Enrollment Intensity (EI). EI will calculate IW between the start and end date of those terms." See Terms.

Note: If the Pell award cannot be packaged and you receive a "maximum amount exceeded" message, remove the records under Grant/Perkins Information on the Current tab of the NSLDS form. See NSLDS.

If You Add or Edit and Manually Override the Values

If you add or edit a Pell grant and manually override the amount of Pell from the Pell tables, you must calculate the correct amounts for: 

• The Origination Amount field
• All of the disbursements on the Scheduled Disbursements tab

Do not select the Recalculate Pell Eligibility button if you manually change the: 

• Origination Amount field
• Disbursements on the Scheduled Disbursements tab

If you select the button, Anthology Student recalculates the amounts based on the standards in the Pell tables and can change the amounts you manually overrode. Recalculating the disbursements does not change any other values for the disbursement (such as the value for Exp Date or Enroll Status).

You can use the Override COD Originations process to synchronize the Anthology Student data with the COD information.