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

1. Select the program version in the grid.

2. Review the values configured by Academic Records for the program version.

   Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Degree Degrees are formal academic qualifications awarded to students upon completion of requirements for a program or major. For example, Associate, Bachelor’s, or Master’s degree. Degrees are linked to specific program versions and may include minors or concentrations. The Degree Progress Audit (DPA) ensures students meet all requirements for the degree. Program The name of the program. Programs are configured by your institution.

   Total Credits The total credits required for the enrollment. Total Hours The total hours required for the enrollment. Total Weeks The total number of weeks required to complete this program version. The Published Program Length should always match Total Weeks. When start dates are not associated with program versions, the system calculates graduation by the Total Weeks value listed on the program version, which only reflects instructional weeks, and does not factor in breaks, etc., when calculating graduation dates.

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

   Academic Calendar Indicates the type of academic calendars that apply to your institution. The values correspond to calendar options required by the Department of Education. The Academic Calendar (AC) Types are: • AC1 Credit hours - non-standard terms (not semester, trimester or quarter terms); • AC2 Credit hours - standard terms of quarters (fall, spring, winter, summer); FT=12 credits per quarter; • AC3 Credit hours - standard terms of semesters (fall, spring); FT=12 credits per semester; • AC4 Credit hours - standard terms of trimesters (fall, spring, summer); FT=12 credits per trimester; • AC5 Clock hours (non-term) - Courses that do not begin and end within a set time; • AC6 Credit hours without terms (non-term) The default is the academic calendar configured for the program version. If you are configuring program versions from Financial Aid, the list is filtered to show the academic calendars appropriate for the Curriculum Standard selected when the program version was configured from Academic Records. Active Specifies whether the associated record is active. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item. Default Budget The default budget associated with the program version or academic year sequence. Budgets are configured by your institution. The list only contains Active budgets. The budget is displayed on the Academic Years tab for the student for the academic year and program version (Students > select the student name > Financial Aid > Awarding > Academic Years tab.) Anthology Student will first use any configured enrollment status value (e.g., Full Time) and then use the default budget if no specific enrollment status value is found. Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file). Non-TIV Program Revenue in 90/10 Calc If you selected No for Title IV Eligible, Anthology Student enables this list so that you can specify whether the non-Title IV program version still qualifies to have its revenue included in 90/10 reporting. Select Yes if the program version qualifies and you want its revenue included. Otherwise, select No. Payment Methodology Select the payment methodology. The list displays only the payment methodologies appropriate for the value you selected in the Academic Calendar list. A default payment methodology was configured for COD grants when financial aid was configured. For Non-standard terms, you can select codes 3 and 5. For Standard terms of quarters, semesters, or trimesters, you can select codes 1-3 and 5. For Credit hours without terms, you can select codes 4-5. For Clock Hours, you can select code 4. Payment Period Determination Date Select the date you want Anthology Student to use to evaluate whether the student has attended a payment period when the student is moved to the status category of Permanent Out. The values are the last day of attendance (LDA), Date of Determination, NSLDS Withdrawal Date. If your institution configured financial aid for Direct loans to auto-create loan period origination changes when a student withdraws, or a refund is posted, Anthology Student uses the date you specify here to evaluate whether the student has attended a payment period after the initial payment period on the Direct loan. If the student does not show any attendance, an origination change is created to adjust the end date for the loan period to exclude that payment period from the loan period.

   Payment Period SAP If you selected Non-standard terms in the Academic Calendar list and the SAP mode was configured to be payment period and term and/or cumulative, specifies whether the optional payment period will be included when satisfactory academic progress (SAP) is evaluated. Period of Enrollment Time Frame If you selected Payment Period in either of the Return Title IV Period Type lists, specify whether the start and end dates that you want Anthology Student to use in the calculation are based on the program or academic year. Anthology Student validates the dates. The period's end date must be greater than the period's begin date. The period's begin date must be greater than or equal to the start date for the student. The period end date must be less than or equal to the expected graduation date for the student. Prorate Cost Based On If you selected Calculate Total Program Costs for Inst Charges Calc Method when you configured the budget selected for this program version, specifies whether you want Anthology Student to use the weeks, credits, or clock hours in the calculation. If you selected Non-standard terms, Standard terms or quarters, Standard terms of semesters, Standard terms of trimesters, or Credit hours without terms in the Academic Calendar list, you can select Weeks or Credits. If you selected Clock Hours in the Academic Calendar list, you can select Weeks or Clock Hours in the list. Recalculate Budgets If you select Yes or a Y is displayed, it specifies that you want Anthology Student to automatically recalculate budget amounts based on the instructional weeks (IW) that occur between the academic year and loan period dates. All of these conditions must also be met for Anthology Student to recalculate. You must have selected Clock Hours or Credit hours without terms in the Academic Calendar list. Yes must have been selected for Use Monthly Amounts, and Use Amounts Entered Here must have been selected for Institutional Charges Method when your institution configured the budget (Configuration > Financial Aid > Budgets). The amounts on the budget are multiplied by the value contained in the Instructional Months field to populate values in the budget section for the student academic year. Locked academic years and loan periods are not recalculated. On this page, you can filter the list using the Recalculate Budgets column to display only the program versions configured to recalculate the budget amounts. R2T4 Period Type If you select Standard terms in the Academic Calendar list, the field value defaults to the payment period. However, if you select Non-standard terms, Credit Hours without terms, or Clock Hours in the Academic Calendar list, you must specify the defined time frame for the Return of Title IV Funds calculations. Select Payment Period to specify the time frame as the Title IV payment period. Select Period of Enrollment to specify that the time frame is the period of enrollment that the student was attending when the student withdrew from school. R2T4 Period Type Reenroll/Transfer If you select Standard terms in the Academic Calendar list, the field value defaults to the payment period. However, if you select Non-standard terms, Credit Hours without terms, or Clock Hours in the Academic Calendar list, you must specify the defined time frame for Return of Title IV Funds calculations for reenrollments and transfers. Select Payment Period to specify the time frame as the Title IV payment period. Select Period of Enrollment to specify that the time frame is the period of enrollment that the student was attending when the student withdrew from school. Servicer Program Number If you are using a Financial Aid servicer (such as Global), specify the 1 to 16-character number recognized by the servicer. The number identifies the program to the servicer. It can include the program code used by the servicer to identify this program, a Q or S determined by semester or quarter hours when the program is subject to the clock-to-credit conversion, or any other designator the servicer requires. This data is extracted in the extract files for each student's detail record. Contact your servicer for questions on these issues. Title IV Eligible Select Yes to specify that the program version qualifies as a Title IV eligible program for 90/10 reporting. Select No if the program version does not qualify as Title IV. When you select No, Anthology Student enables the Non-TIV Program Revenue in the 90/10 Calc list so that you can specify whether the non-Title IV program version still qualifies to have its revenue included in 90/10 reporting. This field specifies the Title IV status of the program version for 90/10 reporting only. It does not change or affect the Title IV status for awarding. Additionally, this field is used for Servicer Extracts to include students enrolled in certificate programs.

   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.

4. Under Academic Year Information, review, specify, or change the following values.

   Academic Year Type The type of academic year. If you selected Non-standard terms, Credit hours without terms, or Clock Hours in the Academic Calendar list, Borrower-Based Academic Year is selected by default, and the list is disabled. If you select any other value in the Academic Calendar list, the field is enabled, and you can select either Borrower-Based Academic Year or Scheduled Academic Year. When a student enrolls in a program version that has the Scheduled Academic Year selected, the process for enrolling the student is filtered to standard terms. If you selected the Standard term of quarters for the Academic Calendar, Anthology Student sets the value of No. of Terms in Academic Year to 3. If you selected Standard terms of semesters or Standard term of trimesters, Anthology Student sets it to 2. When the Scheduled Academic Year is selected, academic years do not need to be associated with the program version. If academic years are configured, they are ignored because Anthology Student creates the academic year based on the value you specified for Full Academic Year – Credits and Weeks specified on this form. (They must be specified for Anthology Student to create the correct academic years.) Days to Assign New Award Year (Optional) Configure the number of days before a new award year for assigning the subsequent award year instead of using the default logic that uses the AY start date to assign the award year (A new award year starts on 7/1 of each calendar year). This option allows the system to assign the second award year when the academic year crosses over 2 award years. The start date must be within xx days of a new award year. A value of 0 means the feature is not configured. Define number of terms per Academic Year Some Graduate level programs need the ability to specify the number of terms and credits/weeks per academic year. For example, first-year students attend 2 terms; second-year students attend 3 terms; third-year students attend 2 terms. You can customize your configuration of Graduate-level program versions by determining terms, months, credits, and weeks for an academic year. If this field is set to Yes, the Months in Academic Year field is disabled, and the Academic Year Term Validation grid is enabled within the Term Association tab. In this grid, you can configure specific numbers of months, credits, weeks, and terms per an academic year sequence to be utilized during term association. The default setting is No. Full Academic Year - Credits The number of credits in a full academic year. If you selected Credit hours without terms in the Academic Calendar list, the Department of Education (ED) defines the minimum as 24 credits (semester) and 36 credits (quarterly). Full Academic Year - Hours The number of hours in a full academic year. If you selected Clock hours in the Academic Calendar list, the Department of Education (ED) defines the minimum as 900 clock hours. Months in Academic Year For Academic Calendars (AC) 2, 3, and 4, Anthology Student provides a configuration option for Months in Academic Year (AY) on the program version. AC 1 and 6 use different configurations to define the number of terms per AY. For AC 2, 3, and 4, the Months in Academic Year field displays a link labeled "No Months in AY Configured" when the Academic Calendar to determine terms has not been configured. When you select the link, you can specify the number of months in the Summer, Fall, Winter, and Spring (quarters) or Fall, Spring, Summer (semesters/trimesters) terms.  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. 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. 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. Not SE9W If you selected Non-standard terms in the Academic Calendar list, select the check box if the program version is not SE9W. Refer to the FSA handbook for additional information about this academic calendar. If the check box is selected, Pell Grants use the terms as the payment period, and Direct Loans will use the payment period or loan periods and not terms. If the check box is not selected, Pell Grants will use terms as the payment period, and Direct Loans will also use terms as the payment period. No. of Terms in Academic Year This field is available only if the "Define Varying Number of Terms per AY" Advanced Feature flag is enabled and: • There are no students in the program version with a start date before the Date Modified on the feature flag. (Otherwise, academic years would need to be rebuilt.) • The Degree assigned to the Program version in Academic Records has a degree level for a Graduate program version. When the above criteria are met for the program version, the Start Date field will only show start dates that are greater than the Date Modified of the feature flag. We recommend not changing this flag on a current enrollment because every current start date would have to be reconfigured.

   Number of Payment Periods The number of payment periods in the academic year for non-Title IV awards and all Title IV awards besides loans. It also indicates the number of payment periods for Pell, SEOG, ACG, and SMART grants. Package in Summer Term If you selected Scheduled Academic Year in the Academic Year list and Header or Trailer in the Uses Summer list, select Yes or No to specify whether financial aid is packaged for the summer term. Payment Periods not Used If you selected Clock Hours or Credit hours without terms in the Academic Calendar list, select No if you do not want Anthology Student to automatically create the 2 payment periods for the academic year. Summer Term Credits The number of default credits to be awarded in a summer term as a header or trailer. If you specify a value, the total academic year credits will be the value you specified for Full Academic Year - Credits added to this value. If you do not specify a value, Anthology Student will determine the number of credits in the summer term. It divides the full credits in the academic year by the total number of terms in the academic year, including the summer term. Anthology Student uses the value you specify here or the result of the calculation to determine the correct enrollment status for the student during the summer term. Title IV Loan Payment Periods If you selected Clock Hours or Credit hours without terms in the Academic Calendar and Clock Hr/Credit Hr wo/Terms in the Payment Methodology list, specify the number of payment periods for Title IV loans in the academic year. The number of payment periods for Title IV loans can differ from all other loan types. Uses Summer If you selected Standard terms of quarters, Standard terms of semesters, or Standard terms of trimesters in the Academic Calendar list and you selected Scheduled Academic Year in the Academic Year Type list, select either Header or Trailer. Anthology Student includes the summer header or trailer when it creates the academic years and matches the start and end dates with the summer header or trailer. For additional information, refer to the background for processing for summer packaging. Weeks The number of weeks in the academic year. If you selected Non-standard terms, Standard terms of quarters, Standard terms of semesters, Standard terms of trimesters, or Credit hours without terms in the Academic Calendar list, the Department of Education (ED) defines the minimum as 30 weeks. If you selected Clock hours in the Academic Calendar list, ED defines the minimum as 26 weeks.

   Academic Year Information for Non-Term and Clock Hour Programs

   For non-term and clock hour programs, the Academic Year Information section defines the institution’s standard (full) academic year for the program version. The Full Academic Year Credits and Full Academic Year Weeks fields serve as baseline values that are referenced throughout the system to build, evaluate, and prorate academic years for financial aid processing.

   • Full Academic Year Credits — Defines the credit-hour threshold for one full academic year; used to build AY sequences, determine final AY proration, and evaluate loan period eligibility

   • Full Academic Year Weeks — Defines the instructional time for one full academic year; used in proration calculations, payment period construction, and loan disbursement logic

   The Full Academic Year Credits and Weeks fields do not represent student-specific enrollment. Instead, they define the institutional academic year standard for the program version and are referenced system-wide to calculate academic year length, payment periods, loan periods, and final academic year proration.

   1. Academic Year Sequence Construction

      Anthology Student uses the Full Academic Year Credits and Weeks to automatically build academic year (AY) sequences for a student’s program version. These values define what constitutes one complete academic year and are required for the system to generate academic year records. If these fields are not populated, academic year sequences cannot be created and system errors may occur during packaging.

   2. Proration of the Final Academic Year (Non-Term Programs)

      In non-term credit hour programs, the system uses the ratio of full academic year credits to full academic year weeks to prorate the final academic year when a student requires fewer credits than a full academic year (for example, due to transfer credits or accelerated progression).

      The system calculates final academic year weeks using the following relationship:

      Full AY Weeks / Full AY Credits × Final AY Credits Needed = Final AY Weeks

   3. Payment Period Creation and Evaluation

      For non-term programs, academic years and payment periods are derived from the academic year definition on the program version. The credits and weeks defined for a full academic year must be accurate for payment periods to be created and evaluated correctly by enrollment logic. Incorrect values can result in improperly built payment periods and misalignment between enrollment and aid eligibility.

   4. Loan Period and Disbursement Logic

      The Full Academic Year Credits and Weeks are used to:

      • Determine whether a loan period meets the minimum requirements for a full academic year
      • Identify when a student enters a final or “stub” academic year
      • Control whether one or two loan disbursements are required for a loan period

      If the remaining credits or weeks fall below half of the full academic year definition, the loan period structure must be adjusted accordingly.

   5. Default Values for Student Academic Year Records

      When an academic year record is created for a student, the Credits in Academic Year and Weeks in Academic Year fields default from the Full Academic Year Credits and Weeks configured on the program version. These values may later be adjusted for the final academic year based on student need.

5. Under Clock to Credit Conversion Information, review, specify, or change the following values.

   Conversion Rate - As of 07/01/2011 If you selected Yes for Use Clock to Credit – As of 07/01/2011, specify the rate (typically, 25 for quarter-based program versions and 30 for semester or term-based program versions). Anthology Student will use the rate for students who enroll in the program version with a start date for the program version after 06/30/2011. The rate is divided into the clock hours completed to get the FA credits completed. Conversion Rate - Prior to 07/01/2011 If you selected Yes for Use Clock to Credit, specify the rate (typically, 20 for quarter-based program versions and 37.5 for semester or term-based program versions). The rate is divided into the clock hours completed to get the FA credits completed. FA Credits If the program version is configured with an academic calendar of credit hours without terms, you selected Use Clock to Credit, and the Student Pace Evaluation (SPE) feature has been configured to allow courses to be exempt from progression, specify the number of financial aid (FA) credits. The SPE feature uses the value to measure progression and adjust academic year and loan period sequences if the total FA credits for a program version are different from the academic credits.

   Total Out of Class Coursework Hours If you selected Yes for Program Version Use Clock to Credit, specify the number of out-of-class coursework hours. The value is used to calculate the academic years. For the maximum number of hours allowed, refer to the Department of Education (ED). Use Clock to Credit Select Yes to that the program version uses a clock-to-credit conversion rate. If you select Yes, you must also specify a value in the Conversion Rate – Prior 07/01/2011. Use Clock to Credit - As of 07/01/2011 If you selected Yes in the Use Clock-to-Credit list, select Yes to specify that the program version is also subject to the updated conversion rate for students enrolling into the program with a start date for the program version after 06/30/2011. If you do not select Yes, Anthology Student uses the rate you specified for Conversion Rate – Prior 07/01/2011 for program versions after 06/30/2011. For example, you would select Yes for Program Version Use Clock-to-Credit and No in this list for program versions that are exempt from the updated clock-to-credit conversion rate.

6. If you want to save and: 

   • Continue making changes, select the Save button

   • 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.

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:

• Academic Years
• Program Costs
• Pell COA
• Term Association

Implications of Editing Specific Fields on the Page

There are implications in editing some of the values on the page. For example: 

• Any values you specified are not saved.

• 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

• 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

• 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

• 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