Aggregate FA Term Information

The Aggregate FA Term Information tile is displayed for term-based programs (Academic Calendars 1, 2, 3, or 4) if Enable FA Credits for Enrollment Status and Enrollment IntensityClosed This flag displays the following columns in the Enrollment Based Term Summary section of the student's enrollment: FA Enrollment Status, FA Credits Per Term, and FA Credits (EI). This feature is activated on a version of Student 24.2.0 or higher and Regulatory US 24.4.0 or higher. is set to Yes under Settings > System > Advanced Features.

You can use the Aggregate FA Term Information page to view the breakdown per term of the FA Enrollment Status, FA Enrollment Intensity, and FA Credits (from the FAStudentCredits table). The aggregate data is gathered from courses registered in all of the student's program versions. The page displays the student's courses registered in the term or a child of the term. Child records are grouped by program version. The terms are ordered from the most recent date to the earliest date.

When you modify the Include in FA CalculationClosed When the courses are loaded, the system determines which courses should be included in the FA Credits Calculation. If the course is eligible for FA Credits, the system sets the value to Yes. The default value is No if the course is not included as part of the initial course list, not included as part of Areas of Study or Electives/Substitutions, or has been retaken more than 2 times. The column is editable, unless the terms are closed out (i.e., if the current date is greater than the Term End Date). A comment is required when the value is edited, and Save is selected. The updated value is retained even after multiple attempts to register/unregister, or when the course status changes. field, the page will reflect the FA Credits, FA Enrollment Status, and FA Enrollment Intensity as per the modification.

You can select the Load Historical Terms option to load the historical term information for that student and refresh the view. When historical terms are loaded, FA Credits for those terms are summed, updating the FA Credits (both individual and aggregate).

Enhancements to the FA Credits Feature

The following enhancements to the FA Credits feature are available when Regulatory US 26.0.0 is paired with Anthology Student 26.0.0 (or later versions). When Anthology Student is at 25.3.x, and Regulatory US is at 26.0.0, any of the enhancements described below will not be available, and the previously existing functionality will apply.

FA Credits for Enrollments in a Single Program

When a student is enrolled in a single program, the required course credits are determined as FA Credits, which are then used to calculate the FA Enrollment Status and FA Enrollment Intensity. At the same time, FA Aggregate Credits, FA Aggregate Enrollment Status, and FA Aggregate Enrollment Intensity are calculated. Typically, the program-level credits and aggregate-level credits will be identical when the student is only in one program.

If a Transfer Credit is linked to an existing term, it is grouped under that term. The FA Credits, FA Enrollment Status, and FA Enrollment Intensity are summed individually based on the Term.

FA Credits for Enrollments in Multiple Programs

For students enrolled in multiple programs, the required course credits are identified as FA Credits, with FA Enrollment Status and FA Enrollment Intensity calculated separately at the Program level. Additionally, FA Aggregate Credits, FA Aggregate Enrollment Status, and FA Aggregate Enrollment Intensity are calculated, but here these aggregate values are determined at the Term level.

If a Term is used across multiple programs, then:

  • The credits are summed as FA Aggregate Credits

  • The enrollment status is summed as FA Aggregate Enrollment Status

  • The enrollment intensity is summed as FA Aggregate Enrollment Intensity

This approach applies to various combinations of enrollments, such as:

  • Multiple enrollments with different school statuses – e.g., Transfer & Active, LOA & Active/Being Processed, Graduate & Future/Active

  • Multiple enrollments that are connected – More than two enrollments where each enrollment has registered courses; the Term can be the same or different for each course.

Regardless of which program a course is registered to, both FA Credits (at Program and Term levels) and FA Aggregate Credits (only at Term level) are determined.

Database Changes

The AdProgramVersionId column in the FaStudentCredits table is set to NULL.

UI Changes

Aggregate FA Term Information: The Enrollment drop-down is removed from the parent row. The parent row only displays the Term, FA Credits, FA Enrollment Status, and FA Enrollment Intensity.

FA Credits are aggregated at the Term level. If a student is registered for a course—regardless of their enrollment status or the course requirements—this page displays the course. Based on the calculated FA Credits, the FA Enrollment Status and FA Enrollment Intensity are also determined. When the “Include in FA Credits” flag changes, updates are reflected in:

  • Cumulative FA Credits
  • Enrollment Term Summary
  • FA Enrollment Status Audit

Enrollment Status History Tracking

Regulatory 26.3.0 enhances FA Aggregate Term Information by capturing, storing, and displaying Financial Aid (FA) Enrollment Status changes over time. This enhancement improves transparency, traceability, and reporting for FA enrollment evaluations used in Title IV processing.

The FA Enrollment Status Audit view displays historical records of FA Enrollment Status changes for the student at the individual program level and the aggregate level. The aggregate calculates FA Enrollment Status changes in the same term but from different Program Version courses.

The status changes are driven by registrations/un-registrations, transfers, and the "Include in FA Calculation" toggle (Yes/No). Status changes are tracked for single enrollments, multiple enrollments, and connected enrollments. The status audit information is available for both newly generated changes and historically loaded data that were registered after upgrading to Regulatory US 26.3.0.

Prerequisites

You must have:

  • Common - Student - View authorization

  • To edit, save, and recalculate Aggregate FA Term Information, Financial Aid – Student Credits – Edit authorization

  • To view Aggregate FA Term Information, Financial Aid – Student Credits – View authorization

You should be familiar with the Background for FA Credits.

Access Method

Aggregate FA Term Information page (Select the Students tile > select the name in the Students list > expand Financial Aid > select the Aggregate FA Term Information tile.)

Procedure to View or Edit Aggregate FA Term Information

  1. Review the values on the page. Each record represents a program version the student is enrolled in.

    Enroll Status Grid FromClosed Indicates the program version configuration from which the FA Credits and FA Enrollment Status are retrieved.  ClosedRead Note.

    Term CodeClosed 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.

    FA Enrollment StatusClosed The FA Enrollment Status is based on the FA Credits Per Term and the Full Time Minimum, Half Time Minimum, 3/4 Time Minimum, and Less Than Half Time Minimum configured on the program version. This item is displayed only if the Advanced Feature "Enable FA Credits for Enrollment Status and Enrollment Intensity" is enabled.

    FA Enrollment IntensityClosed Indicates Enrollment Intensity (EI) associated with the FA Credits. For example, for an enrollment with 12 FA Credits, the EI value is 100%. The EI value is stored in the database as a decimal value and displayed on the form as a percent value. This item is displayed only if the Advanced Feature "Enable FA Credits for Enrollment Status and Enrollment Intensity" is enabled.

    FA Credits Per TermClosed The FA Credits Per Term are based on the registered courses that are on the student's program version course list, including elective pools. These are the eligible FA Credits per term for the student. This item is displayed only if the Advanced Feature "Enable FA Credits for Enrollment Status and Enrollment Intensity" is enabled.

    To access the extended FA Credits, Student 25.2.0 and Regulatory US 25.7.0 is required.

    Example

    A student is enrolled in 2 program versions. The Fall 2024 term is used by all enrollments.

    • 3 credits are registered in the fall term under enrollment A
    • 3 credits are registered in the fall term under enrollment B

    The FaTermRegCredits table will store 6 credits. This would produce an FA Enrollment Status of Half Time for the Fall 2024 term at the program version level.

    Note the value of the Cumulative FA Credits for the student above the grid.

  2. Select the expand icon (Expand icon) to view the child records associated with the program versions.

    Academic CreditsClosed The number of credits registered for the specified term and enrollment.

    Child Term CodeClosed 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.

    Course CodeClosed 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.  ClosedRead Note.

    Course StatusClosed The status of the course. For example, Future, Future (Waitlisted), Future (Reserved), Scheduled, Current, Complete, and Dropped.  ClosedRead Note.

    FA CreditsClosed The FA Credits Per Term are based on the registered courses that are on the student's program version course list, including elective pools. These are the eligible FA Credits per term for the student. This item is displayed only if the Advanced Feature "Enable FA Credits for Enrollment Status and Enrollment Intensity" is enabled. This field shows the actual FA credits
    when the course is eligible for the FA Calculation.
    Otherwise, the value is zero (0).

    HistoryClosed The History column displays a link that opens a pop-up if the value of the "Include in FA Calculation" field has been modified. The pop-up contains the date of the modification, the user name, and the comment text.

    Include in FA CalculationClosed When the courses are loaded, the system determines which courses should be included in the FA Credits Calculation. If the course is eligible for FA Credits, the system sets the value to Yes. The default value is No if the course is not included as part of the initial course list, not included as part of Areas of Study or Electives/Substitutions, or has been retaken more than 2 times. The column is editable, unless the terms are closed out (i.e., if the current date is greater than the Term End Date). A comment is required when the value is edited, and Save is selected. The updated value is retained even after multiple attempts to register/unregister, or when the course status changes.

    Program Version CodeClosed 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.

    SourceClosed This column indicates how these courses are added. The possible values include Program Lists, Areas of Study, Electives/Substitutions, and Blank (when the course source does not fall in any of the listed conditions).

  3. If you have Edit permission, you can select different Program Versions in the drop-down lists of the Enroll Status Grid From column.  ClosedRead Note.

    Keep in mind that when a course is:

    • Included in the course list, the FA Credits, and EI will be calculated (credits will be shown in the FAStudentCredits table and EI will be updated)

    • Excluded from the course list, the FA Credits, and EI will not be calculated (credits will not be shown in the FAStudentCredits table and EI will not be updated)

  4. Select the Load Historical Terms in the grid toolbar to load the historical term information for that student and refresh the view.

    The historical terms option:

    • Displays all the term information from the start of the academic year in descending order (latest first)

    • Updates the suffixes on the courses for retakes and remedial courses while loading

      Example:

      • Course COMM101 is taken in FALL2023.

      • COMM101 is registered for SPR2024 and is displayed on the Aggregate FA Term Information page.

      When you select Load Historical Terms:

      • COMM101 for SPR2024 is displayed as COMM101_Retake.

      • FALL2023 displays COMM101.

    The historical terms view does not include perpetual terms since they do not apply to standard term programs.

  5. Select the FA Enrollment Status Audit button on the toolbar to view the student's FA Enrollment Status changes at the individual program level and the aggregate level. The aggregate values are calculated for FA Enrollment Status changes in the same term but from different Program Version courses for a single enrollment, multiple enrollments, and connected enrollments.

    The grid is read-only and intended for monitoring and review purposes. It shows the following values:

    • New and previous FA Enrollment Status
    • New and previous aggregate FA Enrollment Status
    • Effective date of the change

    Registrations/un-registrations, transfers, and the "Include in FA Calculation" toggle (Yes/No) trigger changes in the status values.

    Note: When there are connected enrollments, and a course is registered in one enrollment, the FA Enrollment Credits will be applied to that enrollment. If the other enrollment has no registered courses, there will be no update to the FA enrollment credits for that enrollment.

  6. Select the Save button on the toolbar.

    If you modified the Include in FA CalculationClosed When the courses are loaded, the system determines which courses should be included in the FA Credits Calculation. If the course is eligible for FA Credits, the system sets the value to Yes. The default value is No if the course is not included as part of the initial course list, not included as part of Areas of Study or Electives/Substitutions, or has been retaken more than 2 times. The column is editable, unless the terms are closed out (i.e., if the current date is greater than the Term End Date). A comment is required when the value is edited, and Save is selected. The updated value is retained even after multiple attempts to register/unregister, or when the course status changes. value for one or more records, you must specify a Comment before the page is saved. The comments will be saved and can be viewed by selecting the History link.

    The values in the FA Enrollment Status, FA Enrollment Intensity, and FA Credits fields will be updated based on the program versions you selected and saved. All changes will be tracked in the Financial Aid Audit.

    The FA Credits information will be updated in the following location:

    • Academics - Enrollment - Enrollment Based Term Summary accordion

 

This feature applies to U.S. compliance only.