Notification

You can use the Notification tab of the Automated Refund Calculation Settings form to send notification of Post Withdrawal Disbursement (PWD), Inadvertent Overpayment PWD, or Refund activities to a student and/or parent using Contact Manager Email, Web Alert, and Letter. Email and web alert activities are executed using a Windows service running every 2 minutes. If a different time-frequency interval needs to be configured, your Information Technology department can adjust the schedule as it can be set to run as frequently as you desire depending on your organization's operational model.

Prerequisites

You must have:

• Common - Configuration - View authorization

• Financial Aid Automation - Configuration - Automated Refund Calculation Settings - Edit and View authorization.

Access Method

Select the Configuration tile > expand Financial Aid > select Automated Refund Calculation Settings > Notification (tab).

Procedure to Manage Automated Refund Calculation Notifications

1. Select the Notification Type The type of notification you wish to configure: Inadvertent Overpayment PWD, PWD, or Refund. and then review the records and the following values in the Automated Refund Calculation Notifications grid.

   Campus 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. Date Modified The date when the item was changed. On some pages, it also includes the timestamp. Modified By The name of the person who changed the item. Parent Document Type The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...) Parent Printing Assignment Assignment for this task: either Staff Group or a Staff Member.

   Parent Printing Activity The activity assigned to the contact manager. Student Document Type The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...) Student Printing Activity The activity assigned to the contact manager. Student Printing Assignment Assignment for this task: either Staff Group or a Staff Member.

   The "Automated Refund Calculation Activated" column displays "Yes" or "No" to indicate whether the automated refund calculation is activated at the campus based on the Automated Process Activation level.

2. To add notifications for a new campus, select the New button in the grid toolbar. The New Automated Refund Calculation Notifications form is displayed.

   Configure the following values:

   Campus 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.

   Notification Type The type of notification you wish to configure: Inadvertent Overpayment PWD, PWD, or Refund.

   When creating a New record, if multiple campuses are selected, all settings on the form will be applied to all selected campuses. An individual record will be created for each variation.

   Student Notification Options

   Contact Manager Activity The specific activity assigned to the contact manager (Refund Calculation, Verification Review, Scholarship Review, etc...) Document Type The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...) Email The email address. Report Name The name of the report.

   Paper Printing Assignment Staff Assignment for this task: either Staff Group or a Staff Member. Staff Group Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group. Web Alert The type of web alert to send (Advising Alert, Status Change, Meet With Advisor, etc.)

   Parent Notification Options

   Contact Manager Activity The specific activity assigned to the contact manager (Refund Calculation, Verification Review, Scholarship Review, etc...) Document Type The type of document to be sent to the student or parent (Financial Aid Waiver, Promissory Note, Intent to Retuirn, etc...) Paper Printing Assignment Staff Assignment for this task: either Staff Group or a Staff Member.

   Report Name The name of the report. Staff Group Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group.

   Student Group

   Natural Disaster Designate a specific student group that you have identified for students in declared recognized natural disaster areas. These groups are allowed additional time to have their PWD notifications extended for responding.

   Military Deployment Designate a specific student group that you have identified for students in military deployment. These groups are allowed additional time to have their PWD notifications extended for responding.

3. To edit a current configuration, select the Campus in the grid.

   The Edit Automated Refund Calculation Notifications form is displayed. Edit the fields as needed.

4. 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