Automated Awarding Campus Settings

Using Automated Awarding Campus Settings, you can configure various settings and triggers that are used within the auto–awarding feature at the campus level. Settings are prescriptive options that are available, enabling an organization to invoke auto-awarding outcomes. Triggers are configurable defined events that queue the auto-awarding feature to review a student award record.

You can configure settings and triggers for a single campus or a group of campuses within auto-awarding.

You can configure the following items per campus or across multiple campuses:

• Packaging status updates
• Acceptance of award
• Award letter delivery
• Noel Levitz integration
• Test mode

Prerequisites

You must have:

• Common - Configuration - View authorization

• Financial Aid Automation - Configuration - Automated Awarding Campus Settings - Edit and View authorization.

Access Method

Select the Configuration tile > expand Financial Aid > select Automated Awarding Campus Settings.

Add or Edit Automated Awarding Campus Settings

1. Under Automated Awarding Campus Settings, review the records and values in the grid.

   Access from External System Whether there is other access to the trigger from any external system source (ex. API). Award Disbursement Used to configure the scheduled disbursement dates for all aid that has been awarded. You can select the following options: Scheduled Disbursement Days From Start of Payment Period or Scheduled Disbursement Using Configured Disbursement Scheduled. Award Level Methodology Configure the awarding up to the cost of either the Cost of Attendance or Institutional Charges. Award Loan Fees Configure to apply any loan fees against the last awarded loan fund source. Automated Awarding Effective Date This field provides an effective date that determines which budget view is displayed and which academic years can be processed for auto-awarding. All academic years before the selected effective date are displayed with the Anthology Student budget. All academic years that are on or after the selected effective date are displayed with the Automated Awarding budget and will also be displayed when you use the Auto Package/Auto Repackage button on the Awards form. Campus 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. Modified By The name of the person who changed the item.

   Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time. Days After Term to Cancel The configured number of days that will elapse after the term finishes before disbursements are canceled. Print Award Email Alert If an email is generated showing the specific type of award letter configured to the setting/trigger. Print Award Letter Whether the setting/trigger is configured to cause an award letter to print. Print Award Web Alert Whether the setting/trigger is configured to cause an award Web Alert to print. Test Mode Assignment The staff member or staff group assigned to run the Auto Award engine in test mode. This staff member or staff group can see the processing of events and calculation of awards and results without committing an update. Test Mode Task Template If you have opted to choose Test mode results, you will be notified through the Task Template. On the result set grid, the Test Mode Task Template shows the Task Template assigned for that campus.

   The items displayed on the page depend on whether the following advanced features are enabled (see Configure Advanced Features for Anthology Student):

   • Enable Advanced Auto Packaging See details.

     When you select Enable Advanced Auto Packaging Enable Advanced Auto Packaging if you want to allow configurations related to Auto Repackaging only in the standard interface of Anthology Student. Advanced Auto Packaging allows the Auto Repackaging column to be displayed under Automate by Campus on the Automated Process Activation form. When Advanced Auto Packaging is enabled, the Population form can be configured only in the Student Web App, and the Population form is deprecated in the legacy interface.

     • The following columns are hidden in the main grid:

       • “Awarding Level Methodology”
       • “Award Disbursement”
       • “Award Loan Fees”

     • The “Days After Term To Cancel” column is shown in the Student Web App only.

     • The following fields are moved to the Automated Budget and Packaging Options page in the Student Web App only:

       • “Awarding Methodology”
       • “Award Disbursement”
       • “Num of Days”
       • “Student Enrollment Status Using”
       • “Award Loan Fees”
       • “Direct Loan COA Calculation”

     • The following fields are shown only for campuses with Auto Repackaging enabled on the Automated Process Activation page:

       • “Update Packaging Status After Auto Repackaging”
       • “Number of Days After Term to Cancel Disbursements”

     • The Settings and Triggers form in the legacy interface is no longer accessible; which means the Noel Levitz is accessible.

   • Automated Awarding Test Mode at Student and/or Job Level See details.

     When you select Automated Awarding Test Mode at Student and/or Job Level Select Yes to activate this feature which will permanently remove the Activate Test Mode Notification field on the Automated Awarding Campus Settings page. This enables you to have more control over test mode at the student and/or job level. The Advanced Feature "Enable Advanced Auto Packaging" must be enabled to use this functionality.

     • The following columns/fields will be hidden:

       • “Test Mode Assignment”
       • “Test Mode Task Template”
       • “Activate Test Mode Notification”

     • The new locations of the test mode will be on each:

       • Student's academic year Award page (“Test Mode” button on the grid toolbar)
       • Automated Awarding Job (Auto Packaging and Auto Repackaging) by the field name “Activate Test Mode”.

     • The new locations are accessible in the Student Web App. However, if you put a student or job in test mode and invoke auto awarding in the legacy interface, it will be run in test mode.

2. To edit a record, select it in the grid by selecting the link in the Campus column. The Edit Automated Awarding Campus Settings section opens. In the three separate sections, review the values in the following fields and make any necessary changes.

   Awarding Options section:

   Automated Awarding Effective Date This field provides an effective date that determines which budget view is displayed and which academic years can be processed for auto-awarding. All academic years before the selected effective date are displayed with the Anthology Student budget. All academic years that are on or after the selected effective date are displayed with the Automated Awarding budget and will also be displayed when you use the Auto Package/Auto Repackage button on the Awards form. Award Letter Select the type of award letter. Number of Days The number of scheduled disbursement days from the start of the payment period that you are packaging./Disbursement Schedules Select the configured disbursement schedule for the disbursement you are packaging.

   Packaging Statuses The current packaging status of the award. Queue Award Letter By Configuration to queue awards for students and review the awards within the Auto Award Review Summary screen. You can Always Queue Awards, Never Queue Awards, or Queue Awards Based on Packaging Status Change. Report Award Letter By Configuration to report awards for students by either Award Year or Academic Year. Note: Whatever setting is configured in Settings > FA > Package will be displayed within this field.

   Caution: Be careful when configuring the "Automated Awarding Effective Date" because the configurations in the "Effective Date" and "Effective Date Type" fields on the Automated Budget and Packaging Options form can cause a user to display the Anthology Student budget view but calculate the Automated Awarding budget amount (and vice versa).

   If the "Automated Awarding Effective Date" is configured with a date before the configured value in the "Financial Aid Automation Effective Date by Campus" field on the COD & Packaging tab, the following message is displayed: "Automated Awarding Effective Date must be on or after the Financial Aid Effective Date by Campus of [XX/XX/XXXX]."

   Packaging Options section:

   Access from External System Whether there is other access to the trigger from any external system source (ex. API). Direct Loan COA Calculation Select Pell COA, AY COA, or None. The system automatically updates the Direct Loan Cost of Attendance field value during Auto Awarding when you select Pell COA or AY COA. Note: When the Advanced Feature for Enable Advanced Auto Packaging is disabled, this field appears in the Automated Campus Settings form. When the Advanced Feature for Enable Advanced Auto Packaging is enabled, this field appears in the Automated Budget and Packaging form. Noel Levitz Integration Select Yes or No to enable/disable Noel Levitz configuration on the trigger. Primary configurations for Noel Levitz are done outside this form in a separate menu. Days from Start of Payment Period to Prorate COA based on Enrollment Status Specify the number of days from the start of the pay period for the COA proration.

   Number of Days After Term to Cancel Disbursements The configured number of days that will elapse after the term finishes before disbursements are canceled. Update Packaging Status After Auto Packaging Specify what the packaging status should be set to after auto packaging. Update Packaging Status After Auto Repackaging Specify what the packaging status should be set to after auto repackaging.

   Note: The terms in an academic year are determined based on the program version's term association during auto-packaging/repackaging. This is done using the academic year Start and End dates and not the student's academic year sequence number to calculate the student's budget or award funding.

   Auto-awarding calculates the Direct Loan COA by taking the Pell COA or AY COA amount for the student's academic year being awarded and

   • Prorates it based on the number of terms the loan period includes by the standard number of terms in an academic year as defined in the program version. Normal rounding rules apply for this amount (.50 cents and up rounds up). The Pell COA is gathered from the student's financial aid Awards form. The AY COA is gathered from the student's financial aid Academic Year total budget.

   • Updates the Direct Loan COA with the full amount when the Loan Period is for the full academic year and encompasses the full standard AY number of terms. If a loan period has more terms than the standard academic year number of terms (SAY with summer), the Direct Loan COA will be the full amount. The system will never exceed 100% of the Pell COA or AY COA.

   If the Direct Loan COA Calculation is configured as None, Auto-awarding leaves the field value as $0.00. This allows you to update any value as required. The system will update the Direct Loan COA each time the loan is auto-packaged or repackaged but NOT when the loan is Locked or the status is Batch to Send or Rejected.

   Be aware: The Automated Awarding Campus Settings form only displays the "Award Disbursement" field, the "Num of Days" field within Awarding Options, and the "Direct Loan COA Calculation" field within Packaging Options when the Advanced Feature for auto-packaging is DISABLED. When the Advanced Feature in ENABLED, these fields are displayed on the Automated Budget and Packaging Options form.

   Details regarding Student Enrollment Status Used by the system to calculate and allocate a Cost of Attendance budget for students.

   • Prior Term Completed - Awards based on the enrollment status of the prior term, before the academic year being awarded, for all terms being awarded. If no term is available, it will default to Full Time status.

   • Packaged To - Reviews the academic year sequence being awarded to determine which Packaged To status was configured for the student of Full Time, ¾ Time, Half Time, or Less than Half Time.

   • Default COA - Awards based on the enrollment status of Full Time, ¾ Time, Half Time, or Less than Half Time that is configured as the default COA.

   Notification Options section:

   Activate Test Mode Notification to Enables test mode, allowing testing of the Auto Award engine without making updates to Anthology Student. Whoever you select (staff member or staff group) can see the processing of events, the calculating of awards, and the results without actually committing an update. The default setting for this field is None. Award Delivery Method Select if the award notification is delivered via Email, Web Alert, or Print (letter).

   Email Specific configured email template for the award notification. Web Alert The type of web alert to send (Advising Alert, Status Change, Meet With Advisor, etc.)

3. To copy campus configuration settings to another campus or multiple campuses, select Copy Campus Settings in the toolbar. On the Copy Campus Settings pop-up, select the appropriate values in the following fields:

   From Campus Choose the campus you would like to copy the existing configuration from.

   To Campuses Choose the campus you would like to copy the existing configuration to. Note that you can add multiple campuses within this field.

   This action copies the configuration to the campus selected in the To Campus field by overriding all existing configurations. The following message is displayed: "WARNING: Copied configuration values will override existing configurations."

   Note:The Print Award Email Alert and Print Award Web Alert values are copied only if corresponding email and web alert values are configured in the target campus(es).  The Automated Awarding Effective Date value is not copied/overwritten.

4. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

To discard any additions or removals you have made, select Cancel.