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Academic Year Type  The type of academic year. If you selected Non-standard terms, Credit hours without terms, or Clock Hours in the Academic Calendar list, Borrower-Based Academic Year is selected by default and the list is disabled. If you select any other value in the Academic Calendar list, the field is enabled and you can select either Borrower-Based Academic Year or Scheduled Academic Year. When a student enrolls in a program version that has the Scheduled Academic Year selected, the process for enrolling the student is filtered to standard terms. If you selected Standard term of quarters for Academic Calendar, Anthology Student sets the value in No. of Terms in Academic Year to 3. If you selected Standard terms of semesters or Standard term of trimesters, Anthology Student sets it to 2. When Scheduled Academic Year is selected, academic years do not need to be associated with the program version. If academic years are configured, they are ignored because Anthology Student creates the academic year based on the value you specified for Full Academic Year – Credits and Weeks specified on this form. (They must be specified for Anthology Student to create the correct academic years.)
Days to Assign New Award Year (Optional) Configure the number of days before a new award year for assigning the subsequent award year instead of using the default logic that uses the AY start date to assign the award year (A new award year starts on 7/1 of each calendar year).
This option allows the system to assign the second award year when the academic year crosses over 2 award years. The start date must be within xx days of a new award year.
A value of 0 means the feature is not configured.
Define number of terms per Academic Year Some Graduate level programs need the ability to specify the number of terms and credits weeks per academic year. For example, first-year students attend 2 terms; second-year students attend 3 terms; third-year students attend 2 terms. You can customize your configuration of Graduate-level program versions by determining terms, months, credits, and weeks for an academic year.
If this field is set to Yes, the Months in Academic Year field is disabled and the Academic Year Term Validation grid is enabled within the Term Association tab. In this grid, you can configure specific numbers of months, credits, weeks, and terms per an academic year sequence to be utilized during term association. The default setting is No.
Full Academic Year - Credits The number of credits in a full academic year. If you selected Credit hours without terms in the Academic Calendar list, the Department of Education (ED) defines the minimum as 24 credits (semester) and 36 credits (quarterly).
Full Academic Year - Hours The number of hours in a full academic year. If you selected Clock hours in the Academic Calendar list, the Department of Education (ED) defines the minimum as 900 clock hours.
Months in Academic Year For Academic Calendars (AC) 2, 3, and 4, Anthology Student provides a configuration option for Months in Academic Year (AY) on the program version. AC 1 and 6 use different configurations to define the number of terms per AY.
For AC 2, 3, and 4, the Months in Academic Year field displays a link labeled “No Months in AY Configured” when the Academic Calendar to determine terms has not been configured. When you select the link, you can specify the number of months in the Summer, Fall, Winter, and Spring (quarters) or Fall, Spring, Summer (semesters/trimesters) terms. Read Note.
Note:
When the Academic Year Type is Borrower-Based Academic Year (BBAY), the Months in AY field at the student level will only use values from the seasonal (fall, winter spring, summer) months being used to build the AY from Term Association (refer to Background for Academic Years and Term Association).
When the Academic Year Type is Scheduled Academic Year (SAY), specify values for the full AY and populate a value for each seasonal term. If a summer header or trailer is used, add a value for Summer. When a student has a mid-year start, the Term Association that makes up the AY will adjust at the student level AYs to determine the months in AY based on the terms that make up that individual AY.
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If the seasonal values are configured on the AY, the system uses a summation of the values for the seasonal months making up the AY to determine the months in AY on the FaStudentAY record.
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If the seasonal values are not configured on the AY, the system uses the weeks in a Full AY and divides by 4.333 to determine the months in AY on the FaStudentAY record.
The logic described above is only used during the initial build of the AY. The system will not recalculate the Months in AY value at any point during the student life cycle if a Months in AY value is populated for any start. If a staff member manually edits and changes the value, the system saves that value.
If the AY configuration is not using Term Association (using AY sequence logic), the Months in AY field is populated from the value set on each AY sequence in the program version configuration.
Term Association is the recommended configuration to build AY's for student enrollments using SAY / BBAY terms and non-standard term SE9W-based programs. Disbursement Schedules are often used by schools to select exact disbursement dates within a term to allow for multiple disbursements. The need is for both of these features to recognize similar terms and work together. With Term Association the system will only use Disbursement Schedules that match the Term Association terms used to build the AY.
Not SE9W If you selected Non-standard terms in the Academic Calendar list, select the check box if the program version is not SE9W. Refer to the FSA handbook for additional information about this academic calendar. If the check box is selected, Pell Grants use the terms as the payment period and Direct Loans will use the payment period or loan periods and not terms. If the check box is not selected, Pell Grants will use terms as the payment period and Direct lLoans will also use terms as the payment period.
No. of Terms in Academic Year This field is available only if the “Define Varying Number of Terms per AY” Advanced Feature flag is enabled and:
• There are no students in the program version with a start date before the Date Modified on the feature flag. (Otherwise, academic years would need to be rebuilt.)
• The Degree assigned to the Program version in Academic Records has a degree level for a Graduate program version When the above criteria are met for the program version, the Start Date field will only show start dates that are greater than the Date Modified of the feature flag. We recommend not changing this flag on a current enrollment because every current start date would have to be reconfigured.
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Number of Payment Periods The number of payment periods in the academic year for non-Title IV awards and all Title IV awards besides loans. It also indicates the number of payment periods for Pell, SEOG, ACG, and SMART grants.
Package in Summer Term If you selected Scheduled Academic Year in the Academic Year list and Header or Trailer in the Uses Summer list, select Yes or No to specify whether or not financial aid is packaged for the summer term.
Payment Periods not Used If you selected Clock Hours or Credit hours without terms in the Academic Calendar list, select No if you do not want Anthology Student to automatically create the 2 payment periods for the academic year.
Summer Term Credits The number of default credits to be awarded in a summer term as a header or trailer. If you specify a value, the total academic year credits will be the value you specified for Full Academic Year - Credits added to this value. If you do not specify a value, Anthology Student will determine the number of credits in the summer term. It divides the full credits in the academic year by the total number of terms in the academic year, including the summer term. Anthology Student uses the value you specify here or the result of the calculation to determine the correct enrollment status for the student during the summer term.
Title IV Loan Payment Periods If you selected Clock Hours or Credit hours without terms in the Academic Calendar and Clock Hr/Credit Hr wo/Terms in the Payment Methodology list, specify the number of payment periods for Title IV loans in the academic year. The number of payment periods for Title IV loans can differ from all other loan types.
Uses Summer If you selected Standard terms of quarters, Standard terms of semesters, or Standard terms of trimesters in the Academic Calendar list and you selected Scheduled Academic Year in the Academic Year Type list, select either Header or Trailer. Anthology Student includes the summer header or trailer when it creates the academic years and matches the start and end dates with the summer header or trailer. For additional information, refer to the background for processing for summer packaging.
Weeks The number of weeks in the academic year. If you selected Non-standard terms, Standard terms of quarters, Standard terms of semesters, Standard terms of trimesters, or Credit hours without terms in the Academic Calendar list, the Department of Education (ED), defines the minimum as 30 weeks. If you selected Clock hours in the Academic Calendar list, ED defines the minimum as 26 weeks.
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