Automated Awarding Global Settings

Using the Automated Awarding Global Settings form, you can configure automated awarding and packaging options for all program versions at a single campus at one time. These configurations are for specific fields and are automatically populated within the Packaging Options section of the Automated Budget and Packaging Options form. Once you select the automated awarding and packaging configurations for a campus and select Save, the changes are made globally to every program version associated with that campus.

Note: Modifications to these fields will only update program version budgets that are already configured/saved within the system.

A message will indicate when you have successfully updated a program version budget or if it has invalid data and cannot be updated. The message presents two grids that can be expanded to review the following details: Campus, Program Version, Program Version Code, and Area of Study/Student Group (when applicable). The grid results can be filtered and exported to Excel or PDF.

Important: Be aware that once you select Save in the toolbar, this immediately executes the awarding and packaging changes that you made for that specific campus throughout the system, changing any and all associated program version records for that campus.

Prerequisites

You must have:

  • Common - Configuration - View authorization

  • Financial Aid Automation - Configuration - Automated Awarding Global Settings - Save and View authorization.

Access Method

Select the Configuration tile > expand Financial Aid > select Automated Awarding Global Settings.

Procedure to Manage Automated Awarding Global Settings

  1. Under Automated Awarding Global Settings, specify your value in the CampusClosed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. field. You can only configure a single campus at a time.

    The form initially displays the configuration for the default campus. If you remove the default campus value, the system clears out all the configured fields, and if no campus is selected, the Options fields remain disabled.

  2. Under Awarding Options, select the check box for the desired awarding option and specify the values in the appropriate Global field that is enabled by your selection.

    Awarding Option:

    Awarding Methodology

    Award Disbursement

    Displayed Field:

    Global Awarding MethodologyClosed Your selection here configures all automated awarding for the selected campus (up to the cost of either the Cost of Attendance or Institutional Charges) on a global scale.

    Global Award DisbursementClosed Used to configure the scheduled disbursement dates for all aid that has been awarded on a global scale for the campus you selected. You can select the following options: Scheduled Disbursement Days From Start of Payment Period or Scheduled Disbursement Using Configured Disbursement Scheduled.

    Details regarding Global Award DisbursementClosed Used to configure the scheduled disbursement dates for all aid that has been awarded on a global scale for the campus you selected. You can select the following options: Scheduled Disbursement Days From Start of Payment Period or Scheduled Disbursement Using Configured Disbursement Scheduled.:

    • Scheduled Disbursement Days From Start of Payment Period - This awards each disbursement for the number of days after the start of the payment period at the campus level.

      • Term Programs must have term association configured or an exception will prevent awarding of all funds.

      • Non-Term Programs will be awarded based on the academic year definition configured.

      This field can accept values from -10 to 99. When the program is configured to use Not SE9W, the disbursement date calculation happens based on the value entered here.

    • Scheduled Disbursement Using Configured Disbursement Scheduled - This awards each disbursement for the configured dates by the academic year start date, configured campus(es), and configured fund source(s).

      Term and Non-Term disbursement schedules must start within the academic year, but the disbursement dates can be configured for before, during, or after the academic year.

      All funds anticipated to be awarded, except cash payment plans and federal work-study, must be enabled for the disbursement schedule. Otherwise, an exception will be generated to let you know a student is eligible for funds that cannot be awarded.

    Depending on your selection in the Global Award Disbursement field, one of the following two fields is displayed. Based on your choice, specify the value.

    This form will only operate by a single-select settings update so that if any one Awarding Option or Packaging Option is selected, a user can only update that one field.

    Global Disbursement SchedulesClosed Select the configured disbursement schedule for the disbursement you are packaging.

    Number of DaysClosed The number of scheduled disbursement days from the start of the payment period that you are packaging.

  3. Under Packaging Options, select the check box for the desired packaging option and then specify the values in the appropriate Global field that is enabled by your selection.

    Packaging Option:

    Student Enrollment Status Using

    Package by Award Years

    Award Loan Fees

    Auto Repackaging Triggers

    Displayed Field:

    Global Student Enrollment Status UsingClosed What to use in regard to the student enrollment: select Default COA, Packaged To, or Prior Completed Term.

    Global Package by Award YearsClosed Indicates whether auto packaging applies the award to one or multiple academic years. Select either Annual or Multiple.

    Global Award Loan FeesClosed Indicates whether fees apply to the loan award. Select Yes or No.

    Global Auto Repackaging TriggersClosed Select one or more triggers for auto repackaging from the list configured within your system.

    List of Global Auto Repackaging TriggersClosed Triggers that will cause the auto-awarding process to award or recalculate a student financial aid award.

    Trigger Details
    Academic Year Criteria Changes A student is queued to be evaluated for repackaging based on changes made to the academic year dates.
    Census Date

    The auto-awarding logic will trigger the Census options to be presented so you can configure a single or multiple period(s) of time to have the student's aid evaluated for auto-repackaging for that program version.

    The Census Date triggers are mutually exclusive, e.g., if you select Census Date by Fund Source, you cannot also select the Census Date trigger.
    Census Date by Fund Source

    The auto-awarding logic will trigger the Census options to be presented so you can configure a single or multiple period(s) of time to have the student's aid evaluated against individual or multiple fund sources for auto-repackaging for that program version.

    The Census Date triggers are mutually exclusive, e.g., if you select Census Date by Fund Source, you cannot also select the Census Date trigger.
    Document Status Assign a document status option with a repackaging trigger configured against the program's program version. Automated budget program versions cannot be updated with a document that is not assigned to them.
    Eligibility A student is queued to be evaluated for repackaging if there is a refund, cancellation, or reduction of a disbursement that fails the eligibility criteria set.
    Enroll Status Change

    This trigger causes a student's aid to be evaluated for repackaging when changes to the student's enrollment status are detected in the Enroll Status field on the Student Enrollment Periods form. This is included as part of the rules defined for the Eligibility Process.

    A change in an enrollment status that results in a repackage can also change the institutional charges.
    Enrollments Connected or Disconnected When an institution has multiple enrollments and two enrollments are connected, the default enrollment will be reevaluated for awarding. In addition, if two enrollments are disconnected the Auto Awarding logic will perform a reevaluation and remove awarding if applicable.
    Grade Level Change

    A student is queued to be evaluated for repackaging based on grade Level Changes.

    For example, in a Standard Term program, a student may advance to the next grade level within an academic year. When this occurs, a student is eligible for the difference between the original Stafford loan limit and the maximum limit based on the subsequent grade level.

    The Auto Awarding logic will be triggered to award the increased Stafford amount and make any necessary adjustments to the student's award package. This will be based on an existing configuration in Anthology Student.
    Institutional Charge Change This trigger causes a student's aid to be evaluated for repackaging when the system detects changes to institutional charges that were originally assessed and had aid awarded. The charges tied to this trigger are direct charges posted to the student's ledger card (posted charges or adjusted charges).
    ISIR Corrections A student is queued to be evaluated for repackaging based on the import of a valid ISIR correction. The ISIR Import trigger shall be queued when a student's ISIR Import file has field #173 with any value other than 1C, 2C, 3C, 4C, 4J, 4K, or 6C.
    ISIR Import A student is queued to be evaluated for repackaging upon the import of a valid ISIR and the linking of that ISIR to a student.
    Manual Awards A student is queued to be evaluated for repackaging when a user manually adds aid or adjusts the aid in a student's existing award package. A user can select "Auto Package" on the Award Screen to initiate the automated awarding process after entering a manual award.
    NSLDS Change

    A student is queued to be evaluated for repackaging based on the import of a subsequent ISIR that contains information resulting in a student losing eligibility for aid that has already been packaged.

    For example, if a student was previously awarded a Stafford Loan and the NSLDS history contained on a subsequent ISIR resulted in the student being ineligible for that Stafford loan (Defaulted on a prior loan for example), the awarding logic would award GAP funding for the loss of the Stafford already awarded.
    SFM Fund Source A student is queued to be evaluated for repackaging when a student edits a fund source or has a fund source added to the Student Fund Management form.

    Tip: Be aware that Process Activation must be enabled for all the triggers listed above to queue the student for auto-repackaging. If it is not enabled, the student will not be queued for repackaging.

    Note: When selecting a Census Date-related trigger, only one can be selected at a given time. (e.g., If you select Census Date by Fund Source, you cannot also select the Census Date trigger.) If you select a Census Date-related trigger, the Census Options section is displayed.

    Census Options section

    Census PeriodClosed Select the Census Period: Course, Payment Period, or Child Term/Module. Census Recurrence Closed When the Census occurs. Select either Number of Days, Add/Drop Date, or Percentage of Period. Note: the fields underneath Census Recurrence change based on your selection - either multiple Days fields display when Number of Days is chosen or multiple Value fields display when Percentage of Period is chosen.

    If you selected the Census Date trigger, after you configure Census Period and Census Recurrence, eight fields will be displayed based on your selection in Census Recurrence - either multiple Days fields appear when Number of Days is chosen or multiple Value fields appear when Percentage of Period is chosen.

    If you selected the Census Date by Fund Source trigger, a grid enables you to configure a single or multiple period(s) of time to have the student's aid evaluated against individual or multiple fund sources for auto-repackaging for that program version. You can add new single or multiple fund sources or edit and/or remove existing fund sources using Add, Remove, and Edit in the toolbar.

    Document Status Options section

    This section appears when you select Document Status in the Auto Repackaging TriggersClosed Select one or more triggers for auto repackaging from the list configured within your system. field. Select Add to select a document(s) to act as the document status trigger.

    The grid displays the following values:

    ActiveClosed Notates whether the listed Document Status trigger is Active.

    CodeClosed The internal code assigned to the selected document.

    Date ModifiedClosed The date when the item was changed. On some pages, it also includes the timestamp for the time.

    Document TypeClosed The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...)

    Document StatusClosed Indicates the status of the selected document ("Received", "Ready to Send", etc...).

    Modified ByClosed The name of the person who changed the item.

    ModuleClosed The various categories that pertain to functional areas within an institution. For example, Academic Records, Financial Aid, and so on. If the list contains All, it includes all areas.

    NameClosed The descriptive name of the item.

    Select the desired status in the Document Status column for all necessary entries and select Save.

    COA Adjustment by Billing section

    If you need to configure transaction codes that can be auto-repackaged into the student's academic year budget, utilize the configurable COA Adjustment by Billing grid in this section.

    Transaction codes are configured within this grid. These transaction codes can be auto-repackaged into the student's AY budget based on the billing posted to the student's ledger card so that the default budget awarded during auto-packaging can be repackaged so it is based on exact billing charges and all awarding by Cost of Attendance is accurate and in compliance.

    The COA Adjustment by Billing grid is only updated for program versions that have a budget component configured for a Repackage Method of Billing.

    Auto Repackaging Trigger Actions section

    After you select values in the Auto Repackaging Triggers field, a grid is displayed enabling you to modify the details of certain repackaging triggers (not all repackaging triggers have configurable trigger actions).

    Select the link for a trigger to open the Auto Repackaging Triggers Actions pop-up where you can select one or more system configured Actions for that trigger. Any change to a trigger action for a repackaging trigger will result in the student being queued for repackaging.

    Review and configure the following values.

    Date ModifiedClosed The date when the item was changed. On some pages, it also includes the timestamp for the time.

    Modified ByClosed The name of the person who changed the item.

    Name of ActionsClosed The specific Action(s) configured for the selected Trigger.

    Trigger (Auto Awarding)Closed Configurable defined events that queue the Auto Repackaging feature.

    You can edit the Actions for these triggers:

    Repackaging Trigger Configurable Trigger Actions
    Academic Year
    Criteria Changes

    Academic Year form:

    • Months in AY field
    • Weeks In AY field
    • Weeks Enrolled In AY field
    • Credits In Academic Year field
    • Credits Exp To Complete field
    • Housing field
    • Start Date field
    • End Date field
    • Package To Status field
    • Award Year 1 field
    • Award Year 2 field
    • Unsubsidized HEAL field
    • Eligible Health Profession field
    • Dependency Status field
    • PLUS Credit Decision Status field
    • Grade Level field
    • Total Budget (Budget Information section)

    Awards form:

    • ISIR Being Paid On field
    • Verification Status field
    • EFC Override field
    • Institutional EFC (within the FaStudentPell Database table)
    • Parent unable to Obtain PLUS Loans (Borrower Information tab for the Direct Unsubsidized loan)
    Enroll Status Change
    • Academic Enrollment Status (within AdAttStatId in the AdEnroll table)
    • Academic Term Enrollment Status (within AdAttStatId in the AdEnrollTerm table)
    • FA Enrollment Status
    • FA Term Enrollment Status

    When the Advanced Feature Enable FA Credits for Enrollment Status and Enrollment IntensityClosed This flag displays the following columns in the Enrollment Based Term Summary section of the student's enrollment: FA Enrollment Status, FA Credits Per Term, and FA Credits (EI). This feature is activated on a version of Student 24.2.0 or higher and Regulatory US 24.4.0 or higher. is activated (in Student 24.2.0 or higher and Regulatory US 24.4.0 or higher), the trigger action "Term Enrollment Status" is renamed to "Academic Term Enrollment Status" and the Enroll Status Change trigger includes the renamed and two newly added trigger actions "FA Enrollment Status" and "FA Term Enrollment Status".
    Institutional Charge Change

    Student Ledger Card:

    • Post Charges
    • Debit Amount Change
    • Credit Amount Change
    ISIR Corrections
    • ISIR Corrections ISIR field #173
      • ISIR field #173 of 1C
      • ISIR field #173 of 2C
      • ISIR field #173 of 3C
      • ISIR field #173 of 4C
      • ISIR field #173 of 4J
      • ISIR field #173 of 4K
      • ISIR field #173 of 6C
    ISIR Import
    • Pushed ISIR from CPS
    • C-code
    • Invalid ISIR Codes
    • Matched ISIR (date when it is matched)
    Manual Awards
    • Award Status Change - any saved change to the Status field
    • Award Value Change - any saved change to the Amount Packaged field (this covers when a fund is added or altered)
    • Disbursement Enrollment Status Change
    • Pell Origination Status Change
    • Direct Loan Origination Status Change
    • TEACH Origination Status Change
    • Award Value Remove
    • Fund Source Cancel
    SFM Fund Source

    Fund Criteria:

    • Found Source Type
    • Fund Source
    • Award Year
    • Max Amount Type
    • Agency
    • Agency Branch
    • Max Amount
    • Min Credit Load
    • Payment Periods
    • Fund Can Pay Stipend

    Awarding Criteria: (Only Editable when the Max Amount Type = Lifetime)

    • Max Paid Credit Limit
    • Range: Min Credit Hours
    • Max Credit Hours

    Fund Attributes:

    • Effective Date (Non-Editable)
    • Re-Award Fund

    Military VA Benefits and Tuition Assistance:

    • VA Benefit
    • State
    • Program Enroll-Category
    • Credit Hours
    • Military Branch
    • Tuition Assistance Credit Type
    • Tuition Assistance Credit Amount
    • Award Top up Benefits

    Veteran Points:

    • Max
    • Used
    • Balance (Non-Editable)

    Transaction Priority:

    • Restrict Fund to Transaction Category Priority Only
    • Grid Values (Add & Edit)

  4. Select Save to complete the global changes, or select Cancel to exit the form without saving.

Users working in the Automated Awarding Global Settings form will receive a message letting them know when they successfully update a program version budget or if it has invalid data and cannot be updated. The message displays two grids that can be expanded to review the following details:

  • Campus
  • Program Version
  • Program Version Code
  • Area of Study/Student Group (when applicable)

The grid results can be filtered and exported to Excel or PDF.