ctcLink Reference Center9.2 Financial Aid9.2 FA - SAPSAP9.2 Identifying and Tracking State Aid-Eligible MAXT (Max Time Frame) Students

9.2 Identifying and Tracking State Aid-Eligible MAXT (Max Time Frame) Students

Purpose:  Use this document as a reference on how to identify and override SAP statuses for students who are MAXT and have remaining state-aid eligibility.

Audience:  Financial Aid Staff.

Note: you must define the SAP Set Up Criteria before moving through the steps in this process.  

Step 1:  Identify State Aid Students with SAP Status of MAXT - Effective July 1, 2020 (2020-21 Aid Year), WSAC has eliminated the 125% Max Time Frame rule.  Students who have met or exceeded the 150% federal max time frame for Title IV aid will be assigned the SAP Status of MAXT for the term.  The status will not prevent state aid from packaging, but will prevent state aid from Authorizing and Disbursing. You must pre-emptively identify these State Aid-eligble MAXT students so their progress can be reviewed for a TEMP SAP override.

Step 2:  Override MAXT SAP Status - After review of each student's progress, for students who are at MAXT, but have State Aid eligibility remaining, you can Override SAP Status with a TEMP status, thereby allowing Authorization and Disbursement to occur under the TEMP - Meets Satis Acad Prgrs status.

Step 3:  Disburse State Aid - After the SAP Status has been overridden, aid can be Authorized and Disbursed manually, or in batch.

Step 4:  Identify State Aid Students with TEMP SAP Status - After disbursing state aid, students on whom a SAP Status of TEMP still exists, the same query will need to be run again to identify those students.

Step 5: Clear TEMP SAP Status - Once TEMP students have been identified, the TEMP SAP Status must be cleared, and status saved, so that the original SAP Status of Not Meeting Satis Acad Prgrs reverts back to MAXT.  

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Identifying and Tracking State Aid-Eligible MAXT (Max Time Frame) Students

Step 1:  Identify State Aid Students with MAXT SAP Status

Note - run this query after running SAP, and after your main disbursement run of aid, each quarter.

Navigation:  NavBar > Navigator > Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter the Query Name of "QCS_FA_SAP_MAXT_STATE_AID_ELIG".
  3. Select the Search button.
  4. The Search Results display.
  5. Select the HTML link.  
Query Viewer page
  1. The Query page displays.
  2. In your query prompts, enter:
    • Academic Institution
    • Term
    • Aid Year
  3. Select the View Results button.

Tip!  Select the Excel Spreadsheet link to download your list into a sortable excel doc.

Query page input
  1. Step 1 complete.
Step 2:  Override MAXT SAP Status

You must have at least one of these local college managed security roles:

  • ZC FA SAP Prcs
  • ZD FA Director
  • ZD FA SAP Prcs
  • ZZ FA SAP Prcs

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Financial Aid > Satisfactory Academic Progress > Maintain Student SAP Data

  1. The Maintain Student SAP Data Search Criteria page displays.
  2. Enter the:
    • ID
    • Institution
  3. Select the Search button.
maintain student SAP data search page
  1. The Maintain Student SAP Data page displays.
  2. Enter the TEMP status into the Override SAP Status field.
  3. Select the Save button.
Maintain Student SAP Status page with Override SAP Status field populated with TEMP and Save button annotated with red box

Note, if the student whose SAP Status is now overridden to TEMP, their award can be picked up in the normal batch authorization and disbursement run because at TEMP, the SAP Status = Meets Satis Acad Prgrs.  Be sure to manually Authorize and Disburse to ensure their state aid is properly disbursed.

Also note, do not leave the SAP status in TEMP because State Aid QER must be reviewed quarterly.  If left in the TEMP status, the SAP logic sees the overridden status as "Meeting Satis Acad Progress", and carries that status forward each time SAP is run.  This 5-step identifying and tracking of State Aid-Eligible MAXT process is why you must monitor these students each quarter.

  1. Step 2 complete.
Step 3:  Disburse State Aid
  1. The Disburse Aid Search Criteria page displays.
  2. Enter the:
    • Empl ID
    • Academic Institution
    • Aid Year
    • Term
  3. Select the Search button.
  4. In the results, select the Term.
disburse aid search page
  1. The Disburse Aid Search Criteria page displays.
  2. In the Washington College Grant Item Type, select the Authorize button.  

Note, that instead of manually disbursing all your TEMP SAP status students, you can allow the Batch Authorization and Disbursement process to run to pick up these students.  If you choose to use the Batch Authorization Disbursement process, you must proceed through Step 6 and 7 after Batch Disbursement runs.

washington college grant item type authorization
  1. Next, select the Disbursement button.  Repeat for all students with TEMP status until all your State Aid LEU students have been disbursed for the desired term.
washington college grant item type disbursement

Note: it is recommended that you NOT bypass the entire TEMP override status process using Disburse with Override.  Doing so ignores all other fail-safes that are in place for the student -- i.e., Negative Service Indicators, open Checklists, Verification not being completed, etc.  You might even Disburse on a non-enrolled student.  If you choose to use the Disburse with Override - use at your own risk!

  1. Step 3 complete.
Step 4:  Identify State Aid Students with TEMP Status

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Query Reporting > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. Enter the Query Name QCS_FA_SAP_MAXT_STATE_AID_ELIG.  
  3. Select the Search button.
  4. The Search Results display.
  5. Select the HTML link.
search results
  1. The Query page displays.
  2. Enter the query criteria:
    • Academic Institution
    • Term
    • Aid Year
  3. Select the View Results button.
  4. Results display in the same window.
  5. Note the row with TEMP in the Override Status -- this student's TEMP status will need to be cleared from the student's Maintain Student SAP Data Override Status.
query prompts
  1. Step 4 complete.
Step 5:  Clear SAP TEMP Status

You must have at least one of these local college managed security roles:

  • ZC FA SAP Prcs
  • ZD FA Director
  • ZD FA SAP Prcs
  • ZZ FA SAP Prcs

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Financial Aid > Satisfactory Academic Progress > Maintain Student SAP Data

  1. The Maintain Student SAP Data Search Criteria page displays.
  2. Enter:
    • ID
    • Institution
    • Academic Career
  3. Select the Search button.
maintain student SAP data search page
  1. The Maintain Student SAP Data page displays.
  2. In the Override SAP Status field, clear out the TEMP status.
  3. Select the Save button.
student SAP tab override SAP status

Note the Maintain Student SAP Data page now reflects Not Meeting Satis Acad Prgrs.

Next time SAP is run, it will read this status of MAXT, and Identifying and Tracking of State Aid-Eligible MAXT Process will have to run again (quarterly), and the student reviewed again at the next term's disbursement run.

not meeting satisfactory academic progress status
  1. End of procedure.

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