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 > locate Financial Aid in the tree > select Automated Awarding Campus Settings

Columns

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

   Access from External System Whether there is other access to the trigger from any external system source (ex. API). Aid Acceptance Select a confirmation option to configure the awarded Aid Acceptance. You can select the following options: Passive Confirmation or Active Confirmation. 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 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 that are prior to 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 in 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. Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time.

   Modified By The name of the person who changed the item. 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 Auto Award engine in test mode. This staff member or staff group can see the processing of events and calculating of awards and results without actually committing an update. Test Mode Task Template If you have opted to choose Test mode results, you will be notified through Task Template. On the result set grid, Test Mode Task Template shows the Task Template that is assigned for that campus.

   Note: The terms in an academic year are determined based on the program version's term association during Auto Packaging/Repackaging. This is done by 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. When the Advanced Feature for 'Enable Advanced Auto Packaging' is disabled, the Award Disbursement field appears in the Automated Awarding Campus Settings form. When the Advanced Feature for 'Enable Advanced Auto Packaging' is enabled, the Award Disbursement field appears in the Automated Budget and Packaging Options form.

   Caution must be exercised when configuring the Automated Awarding Effective Date field as the configurations within the Effective Date and Effective Date Type fields (located in 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 field is configured with a date prior to the configured value in the Financial Aid Automation Effective Date by Campus field within the COD & Packaging tab, the following error message is displayed:

   "Automated Awarding Effective Date must be on or after the Financial Aid Effective Date by Campus of [XX/XX/XXXX]."

2. To edit a record, select it in the grid by clicking 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 or adjustments.

   Awarding Options section

   Aid Acceptance Configuration for the Aid Acceptance that is being awarded: Passive or Active. 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.

   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.

   Details regarding Aid Acceptance Configuration for the Aid Acceptance that is being awarded: Passive or Active.

   • Active Confirmation - A student is required to actively accept the award before committing to the financial aid.

   • Passive Confirmation - If a student does not accept the financial aid award, passive acceptance of a financial aid award will be activated.

   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. Note: Primary configurations for Noel Levitz is done outside this form in a separate menu under FA > Configuration. If Yes is selected for any campus within Settings and Triggers, then that specific campus is displayed under Noel Levitz configuration. 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: 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 on 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.

   Auto Awarding calculates the Direct Loan COA by taking either the Pell COA or the AY COA amount for the students academic year being awarded and 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) then 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 the user to manually 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 in 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, prior to 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. Default setting for this field is always None. Award Delivery Method Select if the award notification is delivered via Email, Web Alert, Print (letter).

   Email Specific configured email template for the award notification.

3. To copy campus configuration settings to another campus or multiple campuses, click Copy Campus Settings in the toolbar. In the Copy Campus Settings pop-up form that appears, 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 configurations to the campus selected in the To Campus field by overriding all existing configurations. As part of best practices, it is recommended to have same field values and make sure that is shared across both the campuses. To review the updated values, you simply need to refresh the grid.

   Note: The following warning message is displayed within the form: "WARNING: Copied configuration values will override existing configurations."

4. If you want to save and: 

• Continue making changes, click the Save button

• Close, click the Save & Close button

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