SAP & Alerts Settings for Campuses

You can use the SAP & Alerts tab to set up the CommonLine Import path and an alert for automatic disbursement updates. You can use this page to determine when SAP can be run and view automated SAP results.

You can also direct Anthology Student not to update Academic Year (AY) and Loan Period (LP) Credits/Hours/Weeks when entering transfer credits if any award in the AY/LP is fully disbursed.

Prerequisites

You must have System - Settings - Campuses - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item but cannot edit it. When you add an item, you can only select campuses to which you have access.

You should be familiar with:

• Background for SAP
• Background for SPE
• Background for Direct Loans
• Background for Title IV

Access Method

Select the Settings tile > expand System > select Campuses > select the name of an existing campus on the list or select the New button, specify the required information, and Save the campus > select the Financial Aid tile. 

Procedure to Edit Items

1. Select the SAP & Alerts tab.

2. Review, specify, or change the following values.

   CommonLine Path Specify the CommonLine import path directory.

   Entrance Interview Document Select the Entrance Interview document. When the document has been added to the student's document folder and the document status code is OK, REC, RECVD, RECEIVED, REC'VD, or A and is associated with an Approved/On file status, the entrance interview date in the Academic Year form is set to the date the document was received.

3. Under Disbursement Auto Update Alert, review, specify, or change the following values.

   This feature is specific to notifications for adjustments made by Student Pace Evaluation (SPE). You can set up notifications for Title IV grant disbursements or Direct Loans. You can configure the system to notify a staff member when a Direct Loan is canceled or cannot be canceled by SPE, or when SPE cancels Title IV grant disbursements.

   • Title IV grant disbursements are cancelled by SPE. When the payment period start date of a Title IV grant disbursement is moved beyond the Award Year’s end date by the SPE, the disbursement is cancelled and activities can be configured to notify the appropriate staff member of the cancellation.

   • A Direct loan is cancelled or cannot be cancelled by SPE. Disbursement Auto update Alert allows you to specify the appropriate staff member to notify when the loan is cancelled or cannot be cancelled by the SPE due to invalid BBAY dates.

   If Academic Year/ Loan Period is enabled, the following scenarios are affected:

   • Anthology Student adjusts an Academic Year/ Loan Period (AY/LP) sequence when transfer credits, CLEP, Associated, or reassigned courses before the PV start date are added, and no awards have been fully disbursed for that AY/LP.

   • Anthology Student adjusts the AY/LP and associated attributes for awards that are in a partially disbursed status. A notification message will not be generated if the AY/LP definition cannot be adjusted.

   • If an award has been fully disbursed when transfer credits, CLEP, Associated, or reassigned courses before the PV start date are added, and there is a staff user assigned to the activity, Anthology Student creates an activity with a message that the AY/LP cannot be changed.

   The credits and weeks for an AY/LP are not automatically adjusted if any award has all disbursements in a “Paid” status.

   This feature also works when Anthology Student is configured to Allow zero out extra AY/LP Select the check box to allow the system to adjust a packaged academic year (AY) and loan period (LP) when Course work to reduce AY/LPs is enabled. With this check box enabled, credits or hours and weeks can be adjusted to zero even when the values cannot be removed due to packaged aid, comments, or applied locks. Anthology Student can then adjust prior sequence credits or hours and weeks as more "Course work to reduce AY/LPs" is entered. This setting can work in conjunction with the "Do not adjust AY/LP if award is fully disbursed" setting. With that setting enabled, Anthology Student stops adjusting AY/LP sequences with a sequence that contains a fully disbursed award. Course work to reduce AY/LPs includes approved Transfer Credits, CLEP courses, associated courses, and coursework before the version start date (if null Exp. Start Date). The Student Pace Evaluation (SPE) tool checks the "Allow zero out extra AY/LP" setting when adjusting AY/LP. For example, if PP2 has a disbursement, and "Allow zero out extra AY/LP" is selected, SPE sets PP2 to zero. If the option is not selected, Anthology Student notifies the user that the AY/LP could not be adjusted.. With both features enabled, a student’s AY/LP cannot be reduced to zero when transfer credits, CLEP, Associated, or reassigned courses before the Program Version start date are added, and the AY has been fully disbursed.

   If the student has been only packaged or partially disbursed and Anthology Student determines the Academic Year and Loan Period are no longer needed, an adjustment is made to zero for credits/hours or weeks of the final Academic Year and Loan Period.

   Academic Year/ Loan Period Specify whether you want to enable the Academic Year/Loan Period Notification field. Academic Year/ Loan Period Notification Select the staff member who will receive a notification when the system does not change a student's credits/hours or weeks values due to an award being fully disbursed. This field is available only when the Academic Year / Loan Period is set to Yes. Cancel Direct Loan Select whether you want to notify a staff member when a Direct Loan is canceled/cannot be cancelled by SPE. When you select Yes, the Cancel Direct Loan Notification field becomes editable. Cancel Direct Loan Notification Select the staff member to be notified when a Direct Loan is canceled/cannot be cancelled by SPE. This field is editable only when Cancel Direct Loan is set to Yes. Cancel Disbursement Template Select the disbursement template. This field is editable only when Cancel Direct Loan is set to Yes.

   Cancel Grant Disbursements Specify whether you want to notify a staff member when Title IV grant disbursements are canceled by SPE. When you select Yes, the Cancel Disbursement Template, Re-expect Disbursement Template, and Notify Staff fields become editable. Notify Staff Select the staff member to be notified when Title IV grant disbursements are canceled by SPE. This field is editable when Cancel Grant Disbursements is set to Yes. Re-expect Disbursement Template Select the disbursement template to re-expect. This field is editable only when Cancel Direct Loan is set to Yes. Title IV Eligibility Select whether you want to set up Title IV eligibility notifications for a user. When you select Yes, the Title IV Eligibility Notification field becomes editable. Title IV Eligibility Notification Select the staff member to be notified about changes to a student's Title IV eligibility. This field is editable only when Title IV Eligibility is set to Yes.

4. Under SAP, review, specify, or change the following values.

   Continue calculation days after payment period end Specify the number of days after a payment period end date during which Automated SAP processing occurs. Once this value has been exceeded, automatic or manual SAP processing no longer occurs, unless you have the authority to override this setting. If the field is blank, manual processing may be done at any time, but no Automatic SAP processing occurs. Continue calculation days after term end Specify the number of days after a term end date during which Automated SAP processing occurs. Once this value has been exceeded, automatic or manual SAP processing no longer occurs, unless you have the authority to override this setting. If the field is blank, manual processing may be done at any time but no Automatic SAP processing occurs.

   Enable Automated SAP Select the check box when your campus uses Automated SAP Reporting and wants to allow viewing of the results of SAP Calculation Processing. Perform SAP after dropping student Select the check box to calculate SAP for any student who has dropped.

5. Select Save to save the changes.