Eligibility Review

You can use the Eligibility Review tab on the Approve Disbursements to Pay page to run the disbursement approval criteria (DAC) sets on the parameters that you would use to create a batch. The Eligibility Review allows you to determine which students would fail the DAC before the batch is created. This feature allows you to correct any failures before creating the batch.

In preparation for an upcoming term, institutions often want to determine which students are "out of compliance" for payment of aid funds, what is missing, and for what term so they can gather the missing information. This report provides a means to determine which students are "out of compliance" before gathering disbursements in an Approve Disbursements to Pay batch.

Additionally, institutions can validate posted Financial Aid Disbursement batches against the DAC to verify student eligibility. This is especially useful for CommonLine disbursement batches.

We recommend that you set Enforce Disbursement Batch Integrity Select Yes if you want to allow financial aid officers to move successful disbursement approvals to Student Accounts without sacrificing batch integrity and force reports to display the parent batch ID number when separate batches are created from a parent batch. The default is No. to "No" in Settings > Financial Aid > General. When this attribute is configured to "Yes", it creates a child batch of students that have failed the DAC after the main batch has been approved. The child batch can become locked and cannot be deleted or modified.

Prerequisites

You must have:

Common - Processes - View authorization

Financial Aid - Processes - Unapproved Disbursements authorization

You should be familiar with the Background for Approve Disbursements to Pay.

Access Method

Select the Processes tile > expand Financial Aid > select Approve Disbursements to Pay.

Procedure to Review Eligibility

Select the Eligibility Review tab.

Under Selection Criteria, specify the following values. The fields will depend on the value you select for Disbursement Status.

Award Years The financial aid award year associated with the record.

Batch Date The batch creation date range. From and To

Campuses 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.

Disbursement Batch # The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

Disbursement Date The date on which the disbursement is to be paid. For grants and Perkins loans, it must be before the end of the award year and academic year. For Direct loans, the date can be changed to a date outside both the loan period and academic year dates for non-term program versions. From and To

Disbursement Status The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are: N = Not Ready to Send to COD, R = Ready to Send to COD, B = Batched to send to COD, A = Accepted by COD, and E = Rejected by COD.

Fund Sources The fund source associated with the award against which the refund is scheduled. If your institution uses fund source security, you must have permission to work with the fund source.

Student Statuses The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

Terms Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

Select Next. Anthology Student displays all the disbursements that meet the criteria in the Results list.

Review the records in the Results grid.

Amount The amount of the disbursements reported to COD by that school code.

Award Year The financial aid award year associated with the record.

Disbursement Date The date the disbursement was paid.

Fund Source The fund source associated with the award against which the refund is scheduled. If your institution uses fund source security, you must have permission to work with the fund source.

Payment Period The payment period for the disbursement. The column is displayed only if the program version for the student has an academic calendar that uses non-standard terms or clock hours or credit hours without terms that have been configured to use payment periods.

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.

Student Status The prospect or student status at your institution is configurable and may differ by school. When you change a student's status, you must confirm the update in a dialog box, and if there are pending tasks from the previous status, another dialog lets you choose which tasks to keep or close as canceled. A student's current status (like Active) depends on their history and activation units; simply entering a Version Start Date does not automatically activate them without proper status progression. Status values help filter student records in lists, processes, and reports. Alumni statuses include "complete" or "graduated."

Select the link on the student name to view the Awarding page for a record. The Awards tab of the Awarding page for the selected record is displayed in a new browser tab if you have permission to view student data.
Select the Queue Eligibility Review button at the bottom of the Results grid to create a batch job for the eligibility review.
Select the History tab, select the link for the eligibility review job, and review the approval status of the students. Refer to History - Review Batches for Disbursements to Pay.