Update Award Information

You can use the Update Award Information page to edit existing awards for students. You can:

Change the award year
Delete an award that uses a servicer
Move a servicer ID to another program version and academic year sequence
Move an award to another program version, academic year sequence, and loan period sequence (if applicable). You can only move Title IV awards:
- From a term-based program (AC 1, 2, 3, and 4) to another term-based program
- From a clock hour program (AC 5) to another clock hour program
- From a non-term program (AC 6) to another non-term program
In all other cases, Anthology Student will display a message indicating that an award cannot be moved due to Academic Calendar (AC) incompatibility between enrollments. You will have to close out the original award and add a new award to another program version.

Warning: Take extreme care when using this tool. Changes to awards can adversely affect a student's eligibility to receive aid. Erroneous reporting can lead to negative audit points and possibly affect your institution's eligibility to offer various types of aid to its students.

Prerequisites

You must have:

Common - Processes - View authorization

Financial Aid – Processes – Update Award Information authorization

Access Method

Select the Processes tile > expand Financial Aid > select Update Award Information.

Procedure to Update Award Information

Specify the filter criteria.

Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source.

Include All Global Fund Sources If your institution is using a servicer, specifies whether awards that are managed by servicers are included in the list of awards you can update. Yes specifies that they are included. No specifies that they are excluded.

Student The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

Select the Apply Filters button.

Review the values in the list.

Academic Year The academic year configured by your institution.

Award Status The status of the award. The possible statuses are Estimated, Pending Approval, Approved, and Canceled.

Award Year The financial aid award year.

AY End Date The end date of the sequence. For the first sequence, Anthology Student defaults to a date calculated from the enrollment date for the student plus the number of weeks in the academic year or loan period. The end date of the second and subsequent academic years are estimated using the number of weeks in the academic year or loan period and the number of weeks not enrolled. If your institution configured calendars, holidays are added to the calculation of the end date of the sequence. If needed, you can change the estimated date on the Academic Years tab. For loan periods in most cases, the date should not be after the graduation date. For loan periods, the end date must be between the start and end dates for the Borrower-Based Academic Year (BBAY).

AY Start Date The start date of the sequence. For the first sequence, Anthology Student defaults to the start date in the student's enrollment record. The start dates of the student's second and succeeding sequences are estimated using the number of weeks in the academic year or loan period and the number of weeks not enrolled. If needed, you can change the estimated date on the Academic Years tab. For loan periods, in most cases, the date should not be before the start date of the program version. For loan periods, the start date must be between the start and end dates for the Borrower-Based Academic Year (BBAY).

Fund Source The source of this fund. If your institution is using fund source security, you must have permission to work with the fund source.

Loan Period Sequence Number assigned by the system to the academic year, loan period, or payment period record.

Loan End Date The end date of the loan.

Loan Start Date The start date of the loan.

Net Award Amount The amount of the award less bank fees.

Origination Status Origination status of the award. The values are Accepted (A), Batched to Send (B), Error/Rejected (E), Not Ready to Send or Not Ready to Send, No ISIR (N), Ready to Send (R), and Blank (not on file). This field cannot always be edited.

Program Version The program version associated with the student or item.

Servicer ID The ID for the servicer.

Title IV Indicates whether the award is configured to be a Title IV award. For fund sources that are typically Title IV, the check box is selected by default. If you select the Student Payments in the Type list or the Institutional check box, the Title IV check box is disabled.

Select the records for the awards you want to change.

If you select more than one award, the awards you select must all be for the same program version.
Select the Update Award Information button on the toolbar. Anthology Student displays the Update Award Information dialog.
In the Option list, select the appropriate value:
1. To change the award year, select Change Award Year
  
  The award must have an origination status of E, N, R, or Blank (not on file).
2. To delete an award that uses a servicer, select Delete Aid with Servicer ID
  
  You must be in a staff group that has permission to delete the fund source.
  
  None of the disbursements for the award can have a status of Paid. You cannot delete an award that has disbursements with a status of Paid.
3. To move a servicer ID to another program version and academic year sequence, select Move Servicer ID to Another Program Version
  
  The program version you select for the move must be at a campus that has a servicer configured.
4. To move an award to another program version, academic year sequence, and loan period sequence (if applicable), select Move Aid to another Program Version
  
  The program versions must:
  - Have the same number of academic years configured
  - Be configured to use the same academic calendar
  - Be at the same campus
  For example, if the award was created for a program version configured to use:
  - Clock hours, you can only move it to a program version that uses clock hours
  - Standard terms, you can only move it to a program version that uses standard terms
  If the award is a Direct loan:
  - For a program version that uses clock hours, credit hours without terms, or non-standard terms and there are no loan periods, Anthology Student displays a message so that you can create the loan periods
  - That has been originated and there are changes to the academic year or loan periods, Anthology Student displays a message so that you know to re-originate the loan
  If you are moving a Direct loan and the student received financial aid from a previous institution, use the NSLDS tile to add the NSLDS award information so that Anthology Student can determine if there are overlapping loan periods and validate the awards. For more details, refer to Background for NSLDS and Overlapping Loans.
  When you select "Move Aid to another Program Version", the Update Award Information process will only move the aid to the Academic Year (AY) sequences that exist on the new enrollment. You may get a message that indicates there are not enough AYs on the new enrollment to which the process can move the aid. In this scenario you can either:
  - Cancel the transfer and ask the FA staff to add the AYs and then complete the transfer
  - Continue with the transfer and then ask the FA staff to manually create the AYs and move the aid
Select an Award Year.

If applicable, select a Program Version and Loan Period.
Select the Update button.