Configure Academic Year Information for Program Versions

You can use the Academic Years tab on the Program Versions page to associate academic years and create the academic year sequences for the different enrollment statuses for a program version.

If you selected Yes for Use Clock to Credit and conversion information, you can also specify different academic year information for each conversion rate.

You can also specify the weeks and hours or credits in the sequence and select the default budget that Anthology Student will use when the academic year sequences are created for a student on their Academic Years tab. (Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Academic Years tab.)

An academic year is generally equivalent to the freshman, sophomore, junior, or senior year. In institutions where part time students are admitted, there are variations of the traditional academic years. The Department of Education defines academic years based on the way your institution has set up terms (such as semesters, trimesters, quarters, and clock hours).

If you also specify terms associations on the Term Associations tab, the term associations take precedence. If you specify both, Anthology Student will use the values you specify here if term associations cannot be found.

Prerequisites

You must have Financial Aid - Configuration - Manage authorization.

Access Method

Select the Configuration tile > locate Financial Aid in the tree > select Program Versions.

Procedure to Associate Academic Years

If you are adding academic year sequences, you must add them in order. For example, you must add sequence one first and then sequence 2.

1. If not already selected, select the program version in the grid.

2. Select the Academic Years tab.

3. If you selected Yes for Use Clock to Credit and Yes to Use Clock to Credit - As of 07/01/2011, select or change the conversion rate. (If you selected No for Clock to Credit, the list is blank. If you selected Yes for Use Clock to Credit and No for Use Clock to Credit - As of 07/01/2011, it only displays Conversion Rate - Prior To 07/01/2011.) 

4. If you want to:

   • Add an academic year sequence, click the Add button, select the Enrollment Status Select the enrollment status to which the academic year applies. The values are Less than half time, Half Time, 3/4 Time, Full Time, and Default. If you select Default, Anthology Student uses the values for any enrollment status that you do not configure. For example, if you specify Full-Time and Default. The values for Default are used for Half Tim, Less than half time, and 3/4 Time. in the dialog, and click the OK button. Anthology Student adds a record to the list.

   • Edit an academic year sequence, click the cell in the record you want to change.

5. Specify or change the following values. The values you can specify or change will depend on the calendar you selected in the Academic Calendar list.

   Credits The number of credits in the academic year sequence. 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. (Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > 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. Hours The number of hours in the academic year sequence. Name The name of the academic year.

   Sequence Number assigned by the system to the academic year, loan period, or payment period record. Terms The number of terms in the academic year. 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.

6. If you want to save and: 

   • Continue making changes, click the Save button

   • Close, click the Save & Close button

   If you used the Clock to Credit Conversion list and specified different academic calendars, Anthology Student compares the start date of the program version for a student to the dates and uses the correct conversion rate.