9.2 Spring Term Shift - Financial Aid

Purpose: Use this document as a reference on how to update the necessary Financial Aid set up pages and tables for Spring Term shift.

Audience: Financial Aid Staff

ABOUT THIS GUIDE: IMPORTANT! READ FIRST!

This quick reference guide was created to support colleges in configuration changes needed to adjust term calendars in response to social distancing requirements due to COVID-19.

This guide is a very high-level document, as it may not address specific business process needs of each college.  For specific college business process needs, or for guidance through this process, please reach out to FA ERP Support via a help desk ticket. When filing support tickets, we kindly request there is time allotted for the updates to occur and for disbursements to be made as planned.

ALL CHANGES IN CONFIGURATION COVERED IN THIS GUIDE MUST BE MADE PRIOR TO THE START OF THE AFFECTED TERMS AND PRIOR TO ANY DISBURSEMENTS FOR THE AFFECTED TERMS. THIS INCLUDES AUTHORIZING AND DISBURSING AID FOR THE AFFECTED TERMS.

The following items are required to be reviewed for any configuration changes related to the shift in Spring and Summer term dates.  Review each area carefully and make the necessary changes

Term/Session Table

Navigation:  Nav Bar > Navigator > Set Up SACR > Foundation Tables > Term Setup > Term/Session Table

  1. Please ensure that ALL term/session table changes have been made for the affected terms. Check with your Records and Enrollment office.
Define Financial Aid Year

Navigation:  Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Aid Year > Define Financial Aid Years

  1. Correct the end date of the Financial Aid Year on the Define Financial Aid Year Page, if necessary. These dates are used by the DL Origination process and populate the Academic Year values in the COD XML file. The Academic Year End Date of the current aid year cannot overlap with the Academic Year Start date of the upcoming aid year.
Define Financial Aid Year with new spring shift dates
Set Up Financial Aid Term

Navigator:  Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Financial Aid Term > Setup Financial Aid Term

  1. At the FA Term Setup page, in the Career Information group box, review and make the necessary updates to the FA Census Date fields:
    1. 2203 – Spring 2020
      1. FA Census Date:
    2. 2205 – Summer 2020
      1. FA Census Date:
FA Term Setup page
Valid Terms for Career

Navigation:  Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Aid Year > Valid Terms for Career

  1. Review Loan Period Start Dates, Loan Period End Dates, and the Payment Period Start Dates for all affected terms:
    1. 2203 - Spring 2020
      • Start Date:
      • End Date:
      • Payment Period Start Date:
    2. 2205 - Summer 2020
      • Start Date:
      • End Date:
      • Payment Period Start Date:
Valid Terms for Careers page
Disbursement ID Table

Navigation:  Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Disbursement ID Table

  1. Review Disbursement Date and Loan Request Date for each Disbursement Plan ID that may be affected by a change in the start or end date of the term.

To view disbursement plan IDs that are currently tied to your disbursement calendar, you may also reference your disbursement calendar at: Set Up SACR > Product Related > Financial Aid > Disbursement > Set Up Disbursement Calendar

However, actual changes to disbursement dates for each plan ID are made at the navigation: Set Up SACR > Product Related > Financial Aid > Awards > Disbursement ID Table as displayed below:

Disbursement Plan ID:

  1. 2203 - Spring 2020
    1. Disbursement Date:
  2. 2205 - Summer 2020
    1. Disbursement Date:

Single-Quarter Loans:

  1. 2203 - Spring 2020
    1. Disb 1 Date:
    2. Disb 2 Date:
  2. 2205 - Summer 2020
    1. Disb 1 Date:
    2. Disb 2 Date:

30-Day Delay Loans:

  1. 2203 - Spring 2020
    1. Disbursement Date:
  2. 2205 - Summer 2020
    1. Disbursement Date:  
Disbursement ID page

*Note: Oracle has provided guidance for when it is okay to update Disbursement date setup:

1)  Disbursements date setup can be updated anytime prior to awarding.

2)  After awarding, it is advised to use caution before updating disbursement dates. In this relational database, the disbursement dates are recorded at the time of awarding, originating Pell and Loans, Disbursements of any awards. The recorded disbursement date does not automatically update in each of those areas when the disbursement date is changed. This can cause downstream issues.

3)  After disbursements begin for the term, it is HIGHLY recommended to NOT change the disbursement dates. The disbursed awards will have the original disbursement date locked on the Student Financials record. If the award is reduced and re-disbursed, changing the disbursement date will cause the reduction to fail since it will not be able to link to the original date.

Recommendations:

1) Assign the term to the disbursement run control on the first day of disbursement and use UEMs to prevent early disbursements of awards such as 30-day delay loans.

2) Use the Process Loan Dates function to update the loan period and academic period dates on originations.

Set Up Disbursement Calendar

Navigation:  Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > Financial Aid > Disbursement > Set Up Disbursement Calendar

  1. Review Set Up Disbursement Calendar for the affected terms. Review cutoff date and disbursement dates for accuracy.  If a new cutoff date is needed:
    1. Insert a new row for the term
    2. Enter the new cutoff date
    3. Select Save.
Define Rules for State Return

Navigation:  Nav Bar > Navigator > Set Up SACR > Product Related > Financial Aid > CTC Custom > Define Rules for State Return

  1. Review and make the necessary changes to the rules for state return screens to ensure new start and end dates populate for the affected terms.  Enter new percent cutoff dates.
    1. 2203 - Spring 2020
      1. Start Date:
      2. End Date:
      3. Cutoff Pct Date:
    2. 2205 - Summer 2020
      1. Start Date:
      2. End Date:
      3. Cutoff Pct Date:
Return Calendar page
State Work Study Report

Navigation:  Nav Bar > Naviagtor > Set Up SACR > Product Related > Financial Aid > CTC Custom > State Work Study Report

  1. At the State Work Study tab, review and make necessary changes within the CS tab under the Pay Period Dates section for Aid Year 2020 and terms 2203/2205. The beginning and end dates should be the beginning and end of the term.
State Work Study Configuration

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