North Dakota University System Campus Solutions Financial Aid Aid Year Rollover Contents

Transcription

1 Contents Pre-Rollover Preparation... 2 Review Term/Session Table Setup... 2 Post-Rollover Steps... 3 Review FA Term Dates... 3 Update Disb/Authorization Calendars... 7 Update/confirm Disbursement Date and Loan Request... 8 Update Award Messages... 9 Review recurring Direct Loan/Pell Outbound Processes Update PLUS Application Options Review C-Code List revisions/additions NDU Verification Checklist Completion Before Budgeting and Packaging Update FA Pell Item Type maximum if needed Update SF Item Type Pell maximum if needed Update Packaging Plan FA Pell Item Type maximum if needed Update Max Pell Award if needed Update Packaging/Repackaging Item Types Update Self Service Options Verify information rolled over correctly Post Packaging Update Budget Group Zero Update Self Service Access for prior years Update Shopping Sheet Metrics Update Population Update Process Parameters

2 Pre-Rollover Preparation Set Up SACR> Foundation Tables> Term Setup> Term/Session Table Review Term/Session Table Setup Date Due: Completed: Remember, you have Read Only access to this navigation. Contact SR/Registrar to request updates/revisions. Term Category: Needs to be Regular Term for regular terms and Summer Term for summer terms. You won t be able to make awards if this is wrong. Academic Year: Should be correct; will reflect bad information on the first tab of FA Term if it isn t. Default Session Code: FA Term Set Up reads the term dates from the session indicated here. Although it isn t marked as required, impress upon your Registrars that for FA, it is indeed needed. Weeks of Instruction: Your Pell may calculate incorrectly if this is inconsistent with the global 16 weeks for the Regular Terms. Summer Terms can vary but are typically set to 12 weeks. If this isn t completed for all terms, your Disbursement IDs and Disbursement Calendar will be incomplete.. 2

3 Post-Rollover Steps North Dakota University System Set Up SACR> Product Related> Financial Aid> Financial Aid Term> Setup FA Term Review FA Term Dates Date Due: TBA Completed: This step needs to be completed before we run FA Term Build for the first time for the new year, usually mid-february/early March. Insert Census Dates. Recommend you follow the three day model when establishing your dates. Because of the common last day to add classes date, there is not enough available processing time to use the two day model: AY Day 1: Last day to add classes, (4 September 2019, 23 January 2020). 2. Day 2: Starting after 0001 hrs the next day, run the last FA Term build before FA Census 3. Day 3: FA Census Date (6 September 2019, 25 January 2020 [Saturday]); FA Load is locked as of the last FA Term build before this date. AY Day 1: Last day to add classes, (2 September 2020, 21 January 2021). 2. Day 2: Starting after 0001 hrs the next day, run the last FA Term build before FA Census 3. Day 3: FA Census Date (4 September 2020, 23 January 2021 [Saturday]); FA Load is locked as of the last FA Term build before this date. 3

4 You will also want to ensure you have only checked the Select box for the fall and spring terms for each career. If you elect to check the box for the summer term, it will build an FA Term Row in projection for summer for every student. Currently we recommend only building an FA Term Row for summer if they are actively enrolled for the term. 4

5 In addition to updating the FA Census Dt field for each career, ensure there is a Census Dt populated as well. We are unable to build FA Term until all careers and terms in the AY have a Census Date assigned. This date comes from the Term/Session Table (Set Up SACR > Foundation Tables > Term Setup): 5

6 Set Up SACR> Product Related>Financial Aid> Aid Year> Valid Terms for Career Update/confirm Loan Period Start and End date. Date Due: Completed: Review dates for each career. Pay special attention to the Payment Period Start Date. AY Term Start Term End FA Census AY /20/18 12/14/18 08/31/18 01/07/19 05/10/19 01/19/19 AY /26/19 12/20/19 09/06/19 01/14/20 05/15/20 01/25/20 AY /25/20 12/18/20 09/04/20 01/12/21 05/14/21 01/23/21 6

7 North Dakota University System Set Up SACR > Product Related > Financial Aid > Disbursement> Setup Disb/Authorization Calendars Update Disb/Authorization Calendars Date Due: TBA Completed: 1. Ensure all terms are listed on both tabs 2. Update/confirm Disbursement Calendar Cut-Off dates 7

8 Set Up SACR > Product Related > Financial Aid > Awards > Disbursement ID Table Date Due: Update/confirm Disbursement Date and Loan Request Completed: Students can see this date in Student Center. To preclude questions, you may want to make this date the same as the SF Disbursement date. Be sure to check all rows. 8

9 Query Set Up SACR > Product Related > Financial Aid > Awards > Award Messages. Update Award Messages Date Due: TBA Completed: Update any message with dates in them 9

10 People Tools> Process Scheduler> Process Monitor Review recurring Direct Loan/Pell Outbound Processes Date Due: TBA Completed: Review recurring Direct Loan/Pell processes and request that Campus Solutions suspend any recurrences that would otherwise run on holidays. Processes on a recurrence are identified by the circular green arrow. Click the link to find the name of the recurrence attached to the process. Provide the name(s) of the recurrence in a help ticket. 10

11 School > Direct Loans> Options Update PLUS Application Options Date Due: TBA Completed: The earliest date that a PLUS application is available defaults to 1 May. Modify as necessary for the new aid year. 11

12 Set Up SACR> Product Related> Financial Aid> Application Processing> Maintain ISIR Comment Codes Review C-Code List revisions/additions Date Due: Campus decision Completed: New/additional C-codes may need to be setup at NDU Applications > NDU Financial Aid > Setup >NDU ISIR C-Code 3C Processing 12

13 NDU Applications> NDU Financial Aid> Process> NDU Verification Chklst Comptn NDU Verification Checklist Completion Date Due: TBA Completed: Complete old checklists before creating Verification Letters for the first time. If you want to see what checklist will be closed by the process, suggest running NDU_FA_0047 Verification Not Completed Query for the old even/odd year-i.e. if 2015 is the new odd year, run the query for 2013 (old odd year) with Checklist Codes FAVDOY and FAVIOY and sort by date. Use the most recent date that checklist would have been assigned in your Checklist Completion run control. 13

14 Before Budgeting and Packaging Set Up SACR > Product Related > Financial Aid > Awards > Financial Aid Item Types, Tab 4 Update FA Pell Item Type maximum if needed Date Due: Campus decision Completed: Add a new row. The amount that goes here is the single term amount (i.e., half the annual maximum amount of 6095, or 3048). 14

15 Set Up SACR> Product Related> Student Financials> Item Types> Item Types Update SF Item Type Pell maximum if needed Date Due: Campus decision Completed: Add a new row, Amount Edits tab, ensure Maximum Transaction Amount is

16 North Dakota University System Set Up SACR > Product Related > Financial Aid > Awards > Packaging Plan Update Packaging Plan FA Pell Item Type maximum if needed Date Due: Campus decision Completed: For each Packaging Plan, Packaging Rules 1 tab (also change the Pell Item Type number if you use different numbers for even and odd years). 16

17 North Dakota University System Set Up SACR > Product Related > Financial Aid > Pell Grants> Pell Payment. Update Max Pell Award if needed. Date Due: Campus decision Completed: Update Maximum Pell Award to 6095 and Max EFC to

18 Set Up SACR > Product Related > Financial Aid > Awards > Packaging Plan/Repackaging Plan Update Packaging/Repackaging Item Types Date Due: Campus decision Completed: If you DO have even year/odd year item types, update your packaging plans to the ODD year item types. 18

19 Set Up SACR > Common Definitions > Self Service > Financial Aid > Self Service Options Update Self Service Options Date Due: Campus decision Completed: Disallow access for the new aid year if you do not want students to see budgets with no awards. 19

20 North Dakota University System Verify information rolled over correctly Date Due: Campus decision Completed: i. Set Up SACR > Product Related > Financial Aid > Awards > Loan Fee Setup. If DL fees have changed, update the fees here. ii. Set Up SACR > Product Related > Financial Aid > Awards > Financial Aid Item Types. If DL fees have changed, assign the correct Loan Fees to the last tab. iii. Set Up SACR > Product Related > Financial Aid > Budget >Budget Items: Update/confirm budget amounts for the new AY, including Pell Amounts. iv. Set Up SACR > Product Related > Financial Aid > Awards > Fiscal Item Types: Update/confirm Max to Offer, Max to Accept and Disbursement Amounts for each item type. v. Set Up SACR > Product Related > Financial Aid > Disbursement > Define Global Rules. Review for changes. vi. Set Up SACR > Product Related > Financial Aid > Disbursement > Define Item Type Rules. Review for changes. vii. Set Up SACR > Product Related > Financial Aid > Budgets > Budget Items (verify Pell Amounts particularly). viii. Set Up SACR > Product Related > Financial Aid > Loans > Create Loan Types. Any DL loan Types need to be reviewed for changes to loan fees. If necessary, ensure fees are updated in the Loan Fee Rate box. ix. Set Up SACR > Product Related > Financial Aid > Awards > Packaging Plan. If you are using different loan item types for even and odd years, update the Item Types on the last two tabs. 20

21 Post Packaging North Dakota University System Set Up SACR > Common Definitions > Self Service > Financial Aid > Self Service Options Update Self Service Options Date Due: Campus decision Completed: If you previously disallowed self-service access, allow access when packaging begins 21

22 Set Up SACR > Product Related > Financial Aid > Budgets > Budget Groups. Update Budget Group Zero Date Due: Campus decision Completed: If you use the Budget Group Zero, ensure it copied over to the new aid year. 22

23 Financial Aid > Awards > Self Service Awarding > Assign Self Service Access Update Self Service Access for prior years. Date Due: Campus decision Completed: Consider running this to deny Award Access and EA Access for prior aid years. 23

24 Set Up SACR> Production Related> Financial Aid> Shopping Sheet. Update Shopping Sheet Metrics Date Due: Campus decision Completed: Metrics for the new AY are generally released in December. For compllete set up details see: 24

25 Set Up SACR > System Administration > Utilities > Population Update > Population Update Process Update Population Update Process Parameters Date Due: Campus decision Completed: Note: You will need two separate run controls, one for each year. Record (Table) Name: use STDNT_AID_ATRBT, Selection Tool: use PS Query, Institution: Your institution code (like BSC01, LRSC1, NDSCS). Aid Year: The aid year you want the update to run for. Query Name: NDU_FA_SHOP_SHEET_GROUP, Edit Prompts: Enter institution, term and the Career that matches the Shopping Sheet Group you are assigning. Field Name: Shopping Sheet, Group Field Value: Shopping Sheet Group that belongs to the population in the PS Query you are using. 25

26 Don t forget the Edit Prompts. North Dakota University System 26