Configure FA Information for Program Versions
You can use the Program Versions page to configure the financial aid information for the program versions configured by your Academic Records area.
Prerequisites
You must have Financial Aid - Configuration - Manage authorization.
Your Academic Records area must have configured your institution's programs and program versions.
The program version you want to work with must be active.
If you will be packaging in the summer, you should be familiar with the Background for Processing for Summer Packaging.
Access Method
Select the Configuration tile > expand Financial Aid > select Program Versions.
Procedure to Configure the FA Information for Program Versions
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Select the program version in the grid.
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Review the values configured by Academic Records for the program version.
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Review, specify, or change the following values.
Period of Enrollment Time Frame
Anthology Student enables the fields and tabs appropriate for the values you specified.
The default budget will not be calculated when Automated Awarding is enabled.
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Under Academic Year Information, review, specify, or change the following values.
Define number of terms per Academic Year
Read 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.
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Under Clock to Credit Conversion Information, review, specify, or change the following values.
Conversion Rate - As of 07/01/2011
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If you want to save and:
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Continue making changes, select the Save button
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Close, select the Save & Close button
If you specified a value for Total Out of Class Coursework Hours, Anthology Student validates the data and displays a message if the sum of Total Out of Class Coursework Hours from the courses in the course list on the program version does not equal the total hours configured on the Program Version.
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Once you have added or edited the information program versions, you can complete any additional tabs appropriate for the program version. For example, you can complete the Term Associations tab for program versions with academic calendars for non-standard and standard terms. Use the tabs at the bottom of the page to configure:
Implications of Editing Specific Fields on the Page
There are implications in editing some of the values on the page. For example:
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Any values you specified are not saved.
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If you change any of the following values and then save the program version, the Term Association tab is reset.
- Academic Calendar
- Academic Year Type
- Full Academic Year - Credits
- No. of Terms in Academic Year
- Uses Summer
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If you change Use Clock to Credit from Yes to No, the:
- Academic Years tab is reset
- Information on the Optional Payment Period tab should be reviewed, and if needed, revised
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If you change any of the following values and then save the program version, the Optional Payment Period tab is reset.
- Academic calendar from Credit hours without terms or Clock hours to another calendar
- For Credit hours without terms, Payment Methodology from Clock Hr/Credit Hr without/Terms to the other methodology
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If you change Payment Periods Not Used from:
- Yes to No, Anthology Student displays a message asking if you want to change all the fund sources on the Optional Payment Period tab to Do Not Use
- No to Yes, Anthology Student displays a message asking if you want to change all the fund sources on the Optional Payment Period tab to Title IV