Grade Level Promotion Rules

You can use the Grade Level Promotion Rules page to configure the rules that specify how many credits a student must have for Anthology Student to automatically: 

  • Promote the student to a higher grade level
  • Advance their financial aid packaging

If students meet the defined threshold during the year, they automatically get packaged for the additional eligibility loans to an estimated status. The students are also promoted to the new grade level. Your institution can schedule tasks to have the Financial Aid Advisor for the student review the additional eligibility loan records to validate and approve eligibility.

The grade level promotion rules you specify here are selected by staff members when they configure program versions. (Select the Configuration tile > expand Academic Records > select Programs > select the name of the program > select the New button and specify the general information or select an existing program version.)

Modes for Grade Level Promotion

Grade level promotion can be run in two different modes, Actual or Anticipated, based on the configuration under Grade Level Promotions on the Campuses > Academic Records > Grades & Registration tab.

  • Actual grade level promotion will be automatically run after a GPA calculation as the result of posting a grade. It uses credits earned to increase the grade level and will also add additional estimated loans for the new grade level if selected to do so.

  • Anticipated grade level promotion uses credits earned plus credits scheduled during the academic year to add additional estimated loans. Anticipated grade level promotion relies on a background process job and will never update the grade level.

Refer to Grades & Registration Settings for Campuses for details about the campus settings.

Relationship to Financial Aid

Anthology Student packages subsidized and unsubsidized loans up to the maximum allocated within the packaging method assigned to the student's academic year and provides an accurate representation of the eligibility of the student for subsidized and unsubsidized loans.

Your institution can configure the maximum amounts for each fund source based on the eligibility of the student and EFC/SAI as defined by the Department of Education for each program. The thresholds are based on the student grade level for the current enrollment. If the loan eligibility for the student changes as their grade level changes, the student is eligible as soon as the new grade level is reached. If the student was already packaged for a lower amount, the student can receive an additional amount in subsidized aid based on the new grade level.

While your institution can manually add this aid record to update the grade level on the academic year record, your institution can also use grade level promotion rules to define a schedule for the number of credits needed to automatically advance the financial aid packaging for the student and their grade level promotion. If a student meets the defined threshold during the year, the student is: 

  • Automatically packaged for the additional eligibility loans to an estimated status
  • Automatically promoted to the new grade level

If your institution has scheduled the tasks, Anthology Student will automatically add a task to have the Financial Aid Advisor for the student review the additional eligibility loan record to validate and approve eligibility.

Required Configuration

The table lists the required properties for the task template. (Select the Configuration tile > expand Contact Manager > select Task Templates.)

Property Required Value
Code ADDLOAN 
Comments A grade level change to the student's academic year found additional loan eligibility. The loan has been added to the student's award record in an estimated status. Please evaluate the award to confirm eligibility. Activity is due on the day it is scheduled.
Description Additional Loan Eligibility Notification
Task Template Message

Your institution must also select the task when it configures the options for grade level promotion for a campus.

You must also configure a task schedule. (Select the Configuration tile > locate Contact Manager > select Task Schedules.) The task schedule must: 

  • Trigger the task
  • Specify FA A/Y Grade Level-(Auto Change) for When

Prerequisites

To view the page, you must have Academics - Configuration - View authorization.

To view the page, you must have Academics - Configuration - View authorization.

Your institution must have configured: 

  • A task template with the required properties and scheduled the task
  • The option for grade level promotion for the campus and selected the task template

Your institution must have configured grade levels (Select the Configuration tile > locate Academic Records > select Grade Levels.).

Access Method

Select the Configuration tile > locate Academic Records > select Grade Level Promotion Rules.

Procedure to Add or Edit Items

  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.

    ActiveClosed Specifies whether the associated record is active.

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

    NameClosed The descriptive name of the item.

  4. In the Grade Level Ranges grid, specify the following values.

    High CreditsClosed The number of credits required to be automatically promoted to the next grade level.

    Low CreditsClosed The minimum number of credits required for the level.

  1. 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