Financial Aid 8.25 User Guide

Banner Financial AidUser GuideRelease 8.25January 2016/nWithout limitation: Elluci an®, Banner®, Colleague®, and Luminis® are trademarks of the Ellucian group of companies that are reg istered in the U.S. and certain other countries; and Ellucian AdvanceŽ, Ellucian Course SignalsŽ, Ellucian Degree WorksŽ, Ellucian PowerCampus Ž, Ellucian RecruiterŽ, Ellucian Sm artCallŽ, are also trademarks of the Ellucian gr oup of companies. Other names may be trademarks of their respective owners. © 1991-2016 Ellucian Contains confidential and proprietary inform ation of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written li cense agreements between Ellucian and the licensee in question. In preparing and providing this publication, Ellucian is not rendering legal, accounti ng, or other similar professional service s. Ellucian makes no claims that an institution's use of this publication or the soft ware for which it is provided will guarantee compliance with ap plicable federal or state laws, rules, or regulations. Each organiza tion should seek legal, accounting, and other similar professional services from competent providers of the organization's own choosing. Ellucian 4375 Fair Lakes Court Fairfax, VA 22033 United States of America /n 3Banner Financial Aid User Guide |Contents Contents System Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Documentation corrections/clarifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Banner Financial Aid Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Chapter layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Application summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Module integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Financial Aid system process flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Naming conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Applicant processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Applicant processing flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Need Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Need Analysis online recalculation process flow narrative. . . . . . . . . . . . . . . . . . . . . . 48 Requirements Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Requirements Tracking process flow narrative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Aid Year budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Aid Year budgeting control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Period budgeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Period budgeting control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Budgeting process flow narrative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 /n 4Banner Financial Aid User Guide |Contents Packaging and Disbursement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Packaging and Disbursement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Packaging and Disbursement control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Packaging process flow narrative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Athletics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Athletics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Athletics control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Funds Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Funds Management process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Electronic Data Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Electronic Data Exchange process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 History and Transcripts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 History process flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Financial Aid Common Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Common Functions process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Student System Shared Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Student System Shared Data process flow narrative. . . . . . . . . . . . . . . . . . . . . . . . . . 70 Short-Term Credit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Short-Term Credit process flow narrative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Student Employment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Student Employment process flow narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 /n 5Banner Financial Aid User Guide |Contents Loan Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Manual Loan process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Return of Title IV Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Return of Title IV Funds process flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Financial Aid Self-Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80 Data Load procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Understanding Data Load. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 EDE ISIR Data Load process flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 CSS PROFILE Data Load process flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Setting up rule and validation forms for Data Load. . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Build the Interface Data Code Validation (RTVINFC) form.. . . . . . . . . . . . . . . . . . . 84 Build the Interface Data Translation Rules (RCRTPTR) form. . . . . . . . . . . . . . . . . 84 Build the Global Institution Financial Aid Options (ROAINST) form.. . . . . . . . . . . . 85 Build the User-Defined Variables Description (RORUSER) form.. . . . . . . . . . . . . . 85 Define the Common Matching Source Code Validation (GTVCMSC) form. . . . . . . 86 Build the Common Matching Source Rules (GORCMSC) form.. . . . . . . . . . . . . . . 86 Build the Common Matching Rules (GORCMRL) form. . . . . . . . . . . . . . . . . . . . . . 86 Build the Name Translation Rules (GORNAME) form Š Optional.. . . . . . . . . . . . . 87 Create a Parameter Set for Online FA Dataload Part 3 (RCRTPxx). . . . . . . . . . . . 88 Build the Data Source Rules (RCRDTSR) form.. . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Preparing the data to load into Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Default file names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 File Concatenation Process (FILECAT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Running the Data Load process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Run the FA EDE Dataload Pt 1 (RCBTPxx or RCPTPxx) process.. . . . . . . . . . . . . 91 Run FA CSS Data Load Part 1 (RCPCTxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Run the Financial Aid Dataload Part 2 (RCPMTCH) process. . . . . . . . . . . . . . . . . 95 Run FA Dataload Part 3 (RCRTPxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Review the records on the Financial Aid Suspended Records Maintenance (RCRSUSP) form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Run the RCRTPxx process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Run the FA Data Load Table Deletes (RCPDTMP) process. . . . . . . . . . . . . . . . . . 108 Additional Data Load topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Loading and storing of ISIR records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 New Person versus Existing Person. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 /n 6Banner Financial Aid User Guide |Contents Dataload Pt 1 (RCBTPxx, RCPTPxx, or RCPCTxx) temporary tables. . . . . . . . . . . . . 113 Common Matching algorithm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Field Length values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Primary Match logic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Secondary match logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Examples of matching algorithm and results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Audit logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Viewing logging records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Logging archive and purge. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 EDE correction logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Processing EDE corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Methodology specific changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Setting a student™s dependency codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Overriding the student's dependency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 EFC proration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Estimated vs official contributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 Recalculate Need Analysis I ndicator functionality updates . . . . . . . . . . . . . . . . . . 126 FM Need Analysis solution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Global Institution Financial Aid Options (ROAINST). . . . . . . . . . . . . . . . . . . . . . . . 129 Project Based Parameter Setup (RORPARM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Parameter configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Job submission vs. servlet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Calculation flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Processing flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Online processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 FM Need Analysis solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Batch processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 FM Need Analysis solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 /n 7Banner Financial Aid User Guide |Contents Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 FM Need Analysis (RNPFMxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 FM Need Analysis reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 Need Analysis Report (RNRNAxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Output Format and Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Period based processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Period creation and setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Period Base Data (RORPRDS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Period creation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Crossover periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Using periods for different cohorts of students . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Fund Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Disbursement tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Disbursement Locks Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Funds Management (ROAMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Tracking Requirements Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Disbursement Lock Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Additional Disbursement Options window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Applicant Immediate Process (ROAIMMP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Period processing vs. term based processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Period Based Awarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Award status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Mixed award status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Setting up funds for Period Based Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Processing Awards by Period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Creating and maintaining the awards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Fund tracking requirements - period eligible. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Offer Expiration Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Updating award status when fund is locked. . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 TEACH Grant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Award batch posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 All awards - calculating declined and cancelled amounts . . . . . . . . . . . . . . . . . 153 Frequently Asked Questions (FAQ™s) - period processing . . . . . . . . . . . . . . . . . . . . . . 154 Requirements tracking procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Requirements tracking implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Budgeting procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Budget implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Aid year budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 /n 8Banner Financial Aid User Guide |Contents Period based and algorithmic budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Set-up and configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 Period Budgeting Setup Diagram. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 Applicant Period Budgeting Diagram. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Validation forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Period Budget Type Validation (RTVPBTP). . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Period Budget Group Validation (RTVPBGP) . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Period Budget Component Validation (RTVPBCP) . . . . . . . . . . . . . . . . . . . . . . 162 Budget Component Category Validation (RTVBCAT) . . . . . . . . . . . . . . . . . . . . 163 Algorithmic Budgeting Rule Validation (RTVABRC). . . . . . . . . . . . . . . . . . . . . . 163 Rules forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163 Period Budgeting Aid Year Rules (RBRPBYR) . . . . . . . . . . . . . . . . . . . . . . . . . 163 Period Budget Group Aid Year Rules (RBRPBGR). . . . . . . . . . . . . . . . . . . . . . 165 Period Budget Detail Rules (RBRPBDR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Algorithmic Support (RORALGS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Algorithmic Budgeting Rules (RBRABRC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Financial Aid Selection Rules (RO RRULE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Message Code Validation (RTVMESG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Fund Management (RFRMGMT) and Funds Management (ROAMGMT). . . . . 169 Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . 169 Assigning period budget groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Period Budget Grouping Process (RBRPBGP) . . . . . . . . . . . . . . . . . . . . . . . . . 170 Applicant processing using period based/algorithmic budgeting. . . . . . . . . . . . . . . 171 Applicant Period Budget (RBAPBUD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 Applicant Budget by Period (RBIABPR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Period Budget Category Inquiry (RBIPBCT) . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Period Budget Group Detail (RBAPBGD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Applicant Status (ROASTAT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Award Maintenance Forms (RPAAWRD, RP AAPMT, and ROARMAN). . . . . . . 175 Group Inquiry (ROIGRPI). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 Period Budget Simulation Inquiry (RBISIMI) . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Period Budget Simulation (RBRSIMR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Period Budget Recalc Process (RBRPBRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Self-Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . 177 Financial Aid Status page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Cost of Attendance page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Award Overview page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 /n 9Banner Financial Aid User Guide |Contents Satisfactory Academic Progress (SAP) processing . . . . . . . . . . . . . . . . . . . . . . . . 178 SAP forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 78Satisfactory Academic Progress Validation (RTVSAPR). . . . . . . . . . . . . . . . . . . . . 178 Financial Aid Selection Ru les (RORRULE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Applicant Immediate Process (ROAIMMP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Applicant Status (ROASTAT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181 SAP Translation Rules (RORSTRF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 Group Inquiry (ROIGRPI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 Global Institution Financial Aid Options (ROAINST). . . . . . . . . . . . . . . . . . . . . . . . 183 Determining satisfactory academic progress using periods . . . . . . . . . . . . . . . . . . 183 SAP processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 SAP Assignment Process (ROPSAPR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Process flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 87Sample rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 88Funds Management procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Funds Management implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Fund balance reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191 Calculating fund balances and the remaining Available to Offer Amount. . . . . . . . . . . 192 Option 1: Use only offered aid to calculate the amount available to offer. . . . . . . . 192 Option 2: Use aid which is Offered, Cancelled, and Declined with an Over Commitment Percent greater than 100% to calculate the amount available to offer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193 Reviewing Fund Balances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195 Banner Financial Aid Fund Specific Packaging options . . . . . . . . . . . . . . . . . . . . 196 Banner Financial Aid Global Packaging options . . . . . . . . . . . . . . . . . . . . . . . . . . . 203 Repeat coursework processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206 Financial Aid Repeat Course Exclusion (RORRPCX). . . . . . . . . . . . . . . . . . . . . . . 206 Enrollment Rule Validation (RTVENRR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206 Enrollment Rules (RORENRR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 Repeat/Multiple Course Rules (SHARPTR). . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 Course Detail Information (SCADETL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208 Grade Code Maintenance (SHAGRDE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208 Course Registration Status Code Validation (STVRSTS) . . . . . . . . . . . . . . . . . 208 Transfer Course (SHATRNS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Additional institutional setup considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Repeat course checking functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Multiple enrollment calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Non U.S. institutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Calculation of repeated coursework for SAP & transfer credits applied towards the student™s academic program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 /n 10Banner Financial Aid User Guide |Contents Student enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 Course in program of study . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 Enrollment Rules (RORENRR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 Financial Aid Enrollment (ROAENRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Enrollment calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Sample course in program of study calculations . . . . . . . . . . . . . . . . . . . . . . . . 215 Display and maintenance of student enrollment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222 Financial Aid Enrollment (ROAENRL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 Financial aid hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Current hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Financial aid hours by period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Financial aid attending by period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Current hours by period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Current attending by period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Calculating enrollment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Financial Aid Selection Rules (RORRULE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234 Hints for RORRULE form use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 Algorithmic packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Algorithmic packaging features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Algorithms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Algorithmic packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Algorithmic packaging definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238 Algorithmic Packaging Rules (RPRALGR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238 Algorithmic Packaging Rule Code Validation (RTVALGR). . . . . . . . . . . . . . . . . 238 Algorithmic Support (RORALGS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238 Packaging functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 Awarding based on other funds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 Award a fund based on a percentage of another fund . . . . . . . . . . . . . . . . . . . . . . 239 Simplification of rules creation and maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . 239 Ability to store and reference internal interim values in packa ging rules. . . . . . . . . 240 Packaging simulation options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 /n 11Banner Financial Aid User Guide |Contents Related fund features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Packaging Group Fund Category Maximums Rules (RPRFCAT) . . . . . . . . . . . 240 Fund Category Validation (RTVFCAT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Fund Award Inquiry (RPIFAWD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Fund Award Period Inquiry (RPIFTRM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Group fund limits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Ability to apply a percenta ge to all the funds in the package as a group. . . . . . . . . 241 Rounding options for awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Ability to inactivate fund codes, groups, and rules . . . . . . . . . . . . . . . . . . . . . . . . . 241 Ability to override a fund rule for a specific student. . . . . . . . . . . . . . . . . . . . . . . . . 241 Fund category and fund cross-reference fields for packaging and reporting . . . . . 242 Fund Balance Roll Process (RFPFBRL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Ability to display all recipients of a particular fund code by aid year or period . . . . 242 Sample algorithmic packaging rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Columns defined on the Temporary Packaging Need Table (RPTNEED) . . . . . . . . . . 265 RPTNEED_SIMULATE_SW Column . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266 Functions defined in the rpkalgr package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267 F_GET_FUND_OFFER. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267 F_GET_FFID_OFFER. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 F_GET_PRIOR_YEAR_FUND_OFFER. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 F_GET_PRIOR_YEAR_FFID_OFFER. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 Packaging process definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Initialization process (run as part of RPEPCKG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Simulated packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Actual packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Awarding dependent student without parental support. . . . . . . . . . . . . . . . . . . . . . . . . 269 Using NSLDS data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 Award validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 Award validation prior to receipt of NSLDS data. . . . . . . . . . . . . . . . . . . . . . . . . . . 271 Award validation after receipt of NSLDS data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271 Original awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271 Modifying existing Stafford, Direct or Perkins awards. . . . . . . . . . . . . . . . . . . . . . . . . . 271 Stafford/Direct loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271 Perkins loans. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272 Default/refund information and financial aid eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . 272 Validating awards against defaults/refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272 Validating disbursements against defaults/refunds. . . . . . . . . . . . . . . . . . . . . . . . . . . . 273 Packaging and disbursement procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273 Packaging implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273 Packaging/simulation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 /n 12Banner Financial Aid User Guide |Contents Federal Shopping Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276 Shopping Sheet Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276 Generated Federal Shopping Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281 FAQs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281 Federal Shopping Sheet Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281 Advance Queuing (AQ) Setup for the Shopping Sheet . . . . . . . . . . . . . . . . . . . . . . . . 282 Pell processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Year Round Pell Discontinued - 2011 - 2012 aid year. . . . . . . . . . . . . . . . . . . . . . . 283 Pell setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Pell procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Pell process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Pell setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284 Fund Base Data (RFRBASE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284 Detail Code Control Form - Student (TSADETC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284 Fund Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284 Aid year specific data - Packaging Options window . . . . . . . . . . . . . . . . . . . . . . . . 284 Aid year specific data - Disbursement Options window. . . . . . . . . . . . . . . . . . . . . . 285 Disbursement Locks window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Aid period Base Rules (ROBAPRD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Examples: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Semester based. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Quarter based . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Period Base Data (RORPRDS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287 COD Entity ID Rules (RORCODI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288 Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . . . . . . 288 Cross-Over Pell enhancement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288 Options tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288 Credit Hours tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289 U.S. Specific Institution Financial Aid Options (ROAUSIO) . . . . . . . . . . . . . . . . . . . . . 289 Institutional Defaults tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289 Grant and EDE Options tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289 Campus Defaults tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290 Packaging Options (RPROPTS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 Main window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 Enrollment Cutoff Date Rules window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 Grant Options window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 Grant Options window - Enrollment Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292 /n 13Banner Financial Aid User Guide |Contents Aid Period Rules (RORTPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294 Examples: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295 Trailer School. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295 Header School. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295 Default Award and Disbursement Schedule Rules (RFRDEFA). . . . . . . . . . . . . . . . . . 295 Fund Award and Disbursement Schedule Rules (RFRASCH). . . . . . . . . . . . . . . . . . . 295 Academic Year Rules (RORACYR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Key block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Rules block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Applicant Pell Grant (ROAPELL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Budget Component Validation (RTVCOMP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297 Period Budgeting Aid Year Rules (RBRPBYR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297 Period Budget Group Aid Year Rules (RBRPBGR) . . . . . . . . . . . . . . . . . . . . . . . . . . . 297 Applicant Immediate Process (ROAIMMP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Federal Rules Inquiry (RPIFEDR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Pell procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Batch Pell Awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Override a Bachelors Degree. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Manual adjustments to Pell grants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Why and how to lock Pell grants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 Lock types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 Fund locks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 Period locks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 Lock functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 Package Maintenance (RPAAPMT) and Award Maint enance (RPAAWRD) . . . . . . . . 300 Award Maintenance tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 Summary tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301 Pell and Loan tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302 Additional Eligibility Indicator (RORSTAT_ADDL_PELL_ELIG_IND). . . . . . . . . 302 Post 9/11 Pell Eligibility indicator (RORSTAT_POST_911_PELL_ELIG). . . . . . 302 Processing Post 9/11 Students who do not have a Pell eligible EFC (IASG): . . 303 Post 9/11 eligibility processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303 Department of Education Eligibility Processing for 2010-2011 and beyond . . . . . . 304 Financial Aid Record Maintenance (ROARMAN). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305 Batch Posting Rules (RORPOST) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305 Updating award amounts to agree with actual disbursement amounts . . . . . . . . . . . . 308 Reducing an award for Pell paid at another school in the same aid year. . . . . . . . . . . 310 Handling less-than-half time for Pell more efficiently . . . . . . . . . . . . . . . . . . . . . . . . . . 310 /n 14Banner Financial Aid User Guide |Contents Controlling when the Pell calculation process is run . . . . . . . . . . . . . . . . . . . . . . . . . . 311 ROASTAT student level prevent automatic Pell calculation is checked:. . . . . . . . . 312 ROAINST campus level prevent automatic Pell calculation is checked:. . . . . . . . . 313 ROAINST institutional level prev ent automatic Pell calculation is checked:. . . . . . 313 Setup procedure for multiple Pell fund codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313 Pell Calculation Process (RPEPELL) for Pell processing. . . . . . . . . . . . . . . . . . . . . . . 314 Option to delete zero Pell awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314 Recognizing co-existence of multiple Pells for same student simultaneously. . . . . 315 Locked records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315 Rounding 0ption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 Offered or auto accepted. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 Award schedules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 Award change letter indicator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 Disbursement Process (RPEDISB) for Pell processing . . . . . . . . . . . . . . . . . . . . . . . . 316 Recognizing multiple Pell funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317 Back out of memo, authorizations, and disbursements. . . . . . . . . . . . . . . . . . . . . . 317 Use disbursement enrollment edits for memo option . . . . . . . . . . . . . . . . . . . . . . . 317 RPEDISB process reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318 Disbursement Results (ROIDISB). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318 Pell Edit/Error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318 Pell processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321 Pell Calculation Process (RPEPELL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321 Processing Modifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323 Examples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323 Crossover period logic and calculation to dete rmine most beneficial aid year . . . . 324 Pell Lifetime Eligibility Used (LEU) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325 Current Year Pell Already Used. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326 Beginning LEU. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326 Beginning Remaining Eligibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326 Current Year Eligibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326 Pell grant award calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333 100% Pell grant award calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333 100% Pell percentage awarding example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334 Pell grant disbursement calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336 100% Pell percentage disbursement example . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336 Pell grant award and disbursement processing . . . . . . . . . . . . . . . . . . . . . . . . . . . 337 TEACH grant processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339 TEACH awarding and disbursing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340 Criteria for awarding and disbursing a TEACH grant . . . . . . . . . . . . . . . . . . . . . . . 340 The following will be checked to determine if the student is eligible. . . . . . . . . . . . 341 The following is NOT required for TEACH.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341 /n 15Banner Financial Aid User Guide |Contents TEACH grant setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342 COD TEACH Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342 Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343 Student packaged full-time, enrolled ¾ time . . . . . . . . . . . . . . . . . . . . . . . . . . . 344 Student packaged full-time, enrolled < ½ time. . . . . . . . . . . . . . . . . . . . . . . . . . 344 Student packaged ¾ time, enrolled full-time . . . . . . . . . . . . . . . . . . . . . . . . . . . 344 Student receiving more than one TEACH grant scheduled award within the aid year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345 Student with prior enrollment and payments . . . . . . . . . . . . . . . . . . . . . . . . . . . 345 TCHU1 is batch posted to a student using the F batch posting type. . . . . . . . . 345 TCHU1 is batch posted to a st udent using FN batch posting type. . . . . . . . . . . 345 Student in a 150% aid period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346 Student in a 50% aid period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346 Awards are locked on the period window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346 Additional examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346 RPROPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347 RFRDEFA/RFRASCH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347 RNANAxx. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347 ROAENRL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347 Manually enter a $4000 TEACH award on RPAAWRD (not recommended). . . 347 Batch post a $4000 TEACH award using RORBPST (not recommended) . . . . 348 Use the RPEPCKG or RPRGRNT proces s to calculate the TEACH award (recommended) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348 Use the RPAAWRD Reschedule Indicator to reschedule the periods when aid period did not change (not recommended) . . . . . . . . . . . . . . . . . . . . . . . . . 348 Use the RPAAWRD Reschedule Indicator to reschedule the periods when aid period changed (not recommended).. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349 Use the RPRGRNT process to recalc ulate the award when aid period changed (recommended). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349 Use the RPRGRNT process to recalc ulate the award when aid period changed (recommended). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350 Use the RPRGRNT process to reca lculate the award when the aid period changed (recommended).. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350 State grant award processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351 Resources, contracts, and exemptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352 Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352 Exemptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 53Excluding contracts and exemptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354 Maintaining resources and calculation in unmet need . . . . . . . . . . . . . . . . . . . . . . . . . 355 Resource Maintenance (RPAARSC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355 Other Resources block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355 Summary block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356 Resource calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357 Exemptions and contracts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358 /n 16Banner Financial Aid User Guide |Contents Adding periods to an award schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358 Rescheduling disbursement date using periods . . . . . . . . . . . . . . . . . . . . . . . . . . 359 Period Based Awarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359 Setting up funds for Period Based Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361 Updating awards for enrollment changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363 Manually scheduling awards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364 Updating awards when locked . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365 Global Institution Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . . . . . . 365 Award lock. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365 Identifying students needing new or revised award letters . . . . . . . . . . . . . . . . . . 365 Banner Financial Aid Gl obal Disbursement options . . . . . . . . . . . . . . . . . . . . . . . . 367 Banner Financial Aid Fund Specific Disbursement options . . . . . . . . . . . . . . . . . 370 Disbursement validation edits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379 Other disbursement considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385 Regulatory compliance for Stafford disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . 385 Disbursement edits for loans to match edits for other funds. . . . . . . . . . . . . . . . . . . . . 386 Memo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386 Loan authorization to net returned amounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386 Using enrollment disbursement edits for funds in memo status. . . . . . . . . . . . . . . . . . 387 Recognition of Pell payment cell to disbursement process . . . . . . . . . . . . . . . . . . . . . 387 Part-Time proration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387 Memos processed after scheduled disbursement date . . . . . . . . . . . . . . . . . . . . . . . . 389 VA Chapter 30 - prior to the 2010-2011 aid year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389 Voiding excess payments for students no longer eligible. . . . . . . . . . . . . . . . . . . . . . . 389 Disbursement validation reject messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390 Disbursement reports generated by disbursement process. . . . . . . . . . . . . . . . . . . . . 390 Final Disbursement - optional processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391 Rescheduling disbursement date using periods . . . . . . . . . . . . . . . . . . . . . . . . . . 391 /n 17Banner Financial Aid User Guide |Contents Student employment procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391 Student employment implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391 Scholarship and athletics processing by period . . . . . . . . . . . . . . . . . . . . . . . . . . . 393 Potential Athletic Grant Defaults (RAAPAGD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394 Sport Aid by Period (RAASPTM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394 Team Sport Period Aid (RAITMTM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394 Donor and Scholarship Demographics (RFADSCD) . . . . . . . . . . . . . . . . . . . . . . . . . . 394 Scholarship Period Information (RPASTRM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394 Athletic Aid Type Validation (RTVAATP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394 Financial Aid Sport Validation (RTVFASP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395 Grades to Donor Validation (RTVGRDD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395 Scholarship Source Validation (RTVSSRC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395 Reviewed Validation (RTVREVW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395 Thank You Letter Validation (RTVTYLT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395 Third Party Contract Rules (RPRCONT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395 Exemption Rules (RPREXPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395 Resource Code Validation (RTVARSC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396 Athletic Grant Period Roll (RAPAGRL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396 Athletic Aid Discrepancy Rpt (RARATAD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396 Loan processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396 Manual loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 6Disbursing manual loan checks through Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . 396 U.S. Specific Institution Financial Aid Options (ROAUSIO) . . . . . . . . . . . . . . . . . . . . . 397 Aid Period Rules (RORTPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397 Default Award and Disbursement Schedule Rules (RFRDEFA). . . . . . . . . . . . . . . . . . 398 Detail Code Control Form - Student (TSADETC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398 Fund Base Data (RFRBASE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398 Funds Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398 Packaging Options (RPROPTS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399 Class Code Translation (RPRCLSS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Certification Initials Validation (RTVCINT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Loan Status Validation (RTVLNST) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Lender Base Data (RPRLNDR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Loan Period Base Data (RPRLPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Loan Options (RPRLOPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401 Lender/Disbursing Agents Rules (RPRLNDA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402 /n 18Banner Financial Aid User Guide |Contents First-year, first-time borrower loan rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402 Crosswalk Validation (GTVSDAX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403 Applicant Requirements (RRAAREQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404 Award/Package Maintenance (RPAAWRD)/(RPAAPMT). . . . . . . . . . . . . . . . . . . . . . . 404 Electronic Loan Application (RPRELAP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404 RPAELAP fields updated by RPRELAP process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406 Loan Parent Inquiry (RPILPAR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408 Unmatched COD Records (REAUCOD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409 Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409 Unmatched COD Records (RPAUCOD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410 Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410 Electronic Loan Appl Extract (RPRELAX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411 Batch Control (RPIBATC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412 RPAELAP fields updated by the RPRELAX process . . . . . . . . . . . . . . . . . . . . . . . . . . 412 Electronic Loan Response Upload (RPRELRU). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412 RPAELAP fields updated by the RPRELRU process. . . . . . . . . . . . . . . . . . . . . . . . . . 413 Disbursement/Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414 Hold/Release Process (RPRHDRL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415 Electronic transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 5EFT Posting Process (RPREFTP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416 Disbursement form field population . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417 Disburse to student account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419 Loan adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419 Loan reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 20CommonLine loan adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421 Electronic loans as certification requests in common response file . . . . . . . . . . . . . . . 422 Alternative loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423 Alternative loan processing flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423 Global Institutional Financial Aid Options (ROAINST) . . . . . . . . . . . . . . . . . . . . . . . . . 424 Fund Base Data (RFRBASE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424 Fund Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424 Loan Options (RPRLOPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424 Loan Period Base Data Rules (RPRLPRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424 Electronic Loan Application (RPRELAP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424 Electronic Loan Application (RPAELAP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425 Electronic Loan Appl Extract (RPRELAX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425 Electronic Loan Response Upload (RPRELRU). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425 /n 19Banner Financial Aid User Guide |Contents Electronic Loan Load/EFT Posting Processes (RPEFTL/RPREFTP) . . . . . . . . . . . . . 426 Disbursement Process (RPEDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Disbursement/adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Disbursement Process (RPEDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Hold/Release Process (RPRHDRL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Electronic transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427 EFT/Disbursement Roster Upload (RPREFTL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427 Electronic Payment Receipt (RPAEPMT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427 EFT Posting Process (RPREFTP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428 RPAELAP fields populated by RPREFTP process. . . . . . . . . . . . . . . . . . . . . . . . . . . . 428 Electronic Loan Disbursement (RPAELDB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429 Disbursement form field population . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429 Electronic Loan Disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431 Disbursement Process (RPEDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431 Loan adjustments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432 Loan reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433 Loan Proceeds Aging Report (RPRLNAG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433 Loan Funding Exception Report (RPRLNEX). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433 Loan Summary Report (RPRLSUM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433 CommonLine loan adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433 Electronic loans received as certification re quests in common response file . . . . . 435 Direct lending . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436 Financial Aid common functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436 Aid year default. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 36User-defined data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 436 General Algorithmic Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437 Batch Posting Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437 Implementing General Algorithmic Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438 General Algorithmic Rule Validation - RTVALGO . . . . . . . . . . . . . . . . . . . . . . . 438 General Algorithmic Rules - RORALGO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 438 Assign the General Algorithmic Rule as appropriate for the process that will use the rule.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439 Batch posting process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440 Updating the Use Indicator in batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451 Processing examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453 /n 20Banner Financial Aid User Guide |Contents Processing holds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455 Hold Type Validation (RTVHOLD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455 Packaging process when holds exist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455 Disbursement process when holds exist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455 Applicant Holds (ROAHOLD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455 Using NSLDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456 Student Loan Data (RNASLxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456 Applicant Student Loan Data Inquiry (RNINSLD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456 Need Analysis Result (RNARSxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458 Award forms (RPAAWRD)/(RPAAPMT)/(ROARMAN) . . . . . . . . . . . . . . . . . . . . . . . . . 458 Output population selection with financial aid Dataload Part 3. . . . . . . . . . . . . . . . . . . 459 Default/refund processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459 Levels of default/refund administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459 Sources of default/refund information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460 Title IV refund/repayment process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460 Financial Aid Self-Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461 Unsecured access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461 Secured access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461 Set up Financial Aid on the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463 Financial Aid Self-Service Period Based Awarding . . . . . . . . . . . . . . . . . . . . . . . . . . . 464 Financial Aid Self-Service web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464 Financial Aid Links (bmenu.P_FAAUnsecMn u and bmenu.P_FAASecMnu) . . . . . 465 Financial Aid Forms (bmenu.P_FAFormsMnu). . . . . . . . . . . . . . . . . . . . . . . . . . . . 465 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466 Aid Year (bwrkolib.P_SelDefAidy). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467 /n 21Banner Financial Aid User Guide |Contents Financial Aid Status for Aid Year (bwrksumm.P_DispSumm). . . . . . . . . . . . . . . . . 468 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472 Cost of Attendance (bwrkbudg.P_DispBudg) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472 Aid Year Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473 Period Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474 Award Package for Aid Year (bwrkrhst.P_DispAwdAidYear). . . . . . . . . . . . . . . . . . 475 General Information tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 475 Award Overview tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482 Resources/Additional Information tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482 Terms and Conditions tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486 Accept Award Offer tab (bwrkrhst.P_DisplayTabs) . . . . . . . . . . . . . . . . . . . . . . 488 Special Messages tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496 Award Messages (bwrkrhst.P_DispAwdMsg) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 499 Account Summary By Term (bwskoacc.P_ViewAcct) . . . . . . . . . . . . . . . . . . . . . . . 499 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502 Eligibility requirements for Aid Year page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502 Student Requirements tab (bwrktrkr.P_DispTrkReq) . . . . . . . . . . . . . . . . . . . . . 503 Automatic satisfaction of Award Letter Tracking Requirement. . . . . . . . . . . . . . 504 Holds tab (bwrkhold.P_DispHold) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509 Academic Progress tab (bwrksaph.P_DispSAP) . . . . . . . . . . . . . . . . . . . . . . . . 510 Messages (bwrkamsg.P_FAAppMsg). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 511 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 /n 22Banner Financial Aid User Guide |Contents Award Payment Schedule for Aid Year (bwrkpays.P_DispPaySched) . . . . . . . . . . 512 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515 Award History (bwrkrhst.P_DispAwdHst) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519 Loan Application History (bwrklhst.P_DispLoanHst). . . . . . . . . . . . . . . . . . . . . . . . 519 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 520 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 521 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522 Withdrawal Information (bwrktivw.P_TitleIVWithdraw) . . . . . . . . . . . . . . . . . . . . . . 522 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526 Title IV Fund Detail (bwrktivw.P_TitleIVDetail) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526 Web page fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526 Setup requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527 Updates to Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527 Links to other web pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527 Buttons/Icons on this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527 Web menus with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527 Other web pages with links to this page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527 Web Snapshot system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528 Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528 Web Snapshot system configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528 Adding the Web Snapshot system to a menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 528 Managing access to the Web Snapshot system . . . . . . . . . . . . . . . . . . . . . . . . . . . 528 WebTailor administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529 Adding a new item to an existing menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529 Assigning WebTailor user roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530 /n 23Banner Financial Aid User Guide |Contents Using the Web Snapshot system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530 Layout maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530 Modifying a Snapshot Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 531 Creating a New Layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532 Save a Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532 Single student snapshot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532 Using a population selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532 Creating and updating Web Snapshot Panes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533 To create a new Snapshot Pane:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533 Oracle Pipes/Advanced Queuing for COBOL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535 fiListenerfl mode online processing performance enhancement using Oracle Pipes/Advanced Queuing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535 What is the difference between Oracle Pipes and Oracle Advanced Queuing?. . . . . . 536 Configuring supported processes to use Oracle Pipes/Advanced Queuing. . . . . . . . . 537 Starting and stopping filistenerfl mode Processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540 Starting filistenersfl. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540 Stop filistenersfl . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540 Configuring time-out for filistenerfl mode processes . . . . . . . . . . . . . . . . . . . . . . . . . . . 541 Oracle Advanced Queuing for Java . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541 Advanced Queuing for FM Need Analysis Calculations. . . . . . . . . . . . . . . . . . . . . . . . 542 Advanced Queuing for Shopping Sheet batch processing. . . . . . . . . . . . . . . . . . . . . . 543 Interfaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .545 Student Employment module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545 Banner Human Resources requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547 Banner Financial Aid requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548 Setting up student employment forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 549 Setting up applicant forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550 Awarding work study funds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550 Tracking non-work study awards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551 Referring students to positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551 Authorizing students to work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551 Using payroll feed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553 Entering earnings without payroll feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553 Making payroll corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554 Terminating a Student From a Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554 Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555 /n 24Banner Financial Aid User Guide |Contents Banner Human Resources requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555 Testing of student employment payroll feed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 556 Accounts Receivable module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 557 Setting up detail codes for financial aid disbursement . . . . . . . . . . . . . . . . . . . . . . . . . 557 Setting Up Aid Year, Term, Period for Financial Aid. . . . . . . . . . . . . . . . . . . . . . . . . . . 557 Disbursing financial aid funds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 558 Running financial aid disbursement process (online and batch) . . . . . . . . . . . . . . . . . 561 Billing and payments for financial aid. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561 Processing disbursements, authorizations, and memos . . . . . . . . . . . . . . . . . . . . . . . 562 Billing parameters and financial aid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564 Financial aid disbursement process and A/R. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565 Campus Receivables Collector (CRC) module . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567 Section overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567 Organization of material. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568 Release requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568 Necessary releases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568 Release components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568 CRC components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569 Banner components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569 Functional overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569 Banner to CRC disbursement feed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569 Background. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569 Approach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569 Banner to CRC enrollment interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570 Background. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570 Approach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570 CRC to Banner accounting feed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570 Background. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 570 Approach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571 Installation and setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571 Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 571 Non-OpenVMS Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572 Procedural customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572 Banner System -- Assign CRC loan fund numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . 573 Background. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 573 Setup requirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 573 Banner System -- Assign coding scheme translations. . . . . . . . . . . . . . . . . . . . . . . . . 574 Background. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574 Setup requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574 /n 25Banner Financial Aid User Guide |Contents Banner -- Setup general ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575 Background. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575 Setup requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575 CRC System -- Assign accounting distribution rules . . . . . . . . . . . . . . . . . . . . . . . . . . 575 Background. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575 Setup requirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575 General procedure for the Banner to CRC disbursement feed . . . . . . . . . . . . . . . . . . 576 Frequency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576 Involvement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576 Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576 Banner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 576 CRC. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 7Banner to CRC enrollment interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 577 Frequency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 577 Involvement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 577 Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 577 Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578 CRC to Banner accounting feed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578 Frequency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578 Involvement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579 Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579 CRC (Plus system) operations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 580 Online operations and screen formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 580 Banner operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581 Online operations and screen formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581 Fund Management (RFRMGMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581 Class Code Validation (STVCLAS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 582 Ethnic Code Validation (STVETHN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 582 Nation Code Validation (STVNATN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 582 Banner batch operations and reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583 Banner Enrolled Borrower Verification (NBA809). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583 Banner Finance Accrual Accounting Feed (NBB229) . . . . . . . . . . . . . . . . . . . . . . . . . 584 Banner Finance Cash Accounting Feed (NBD029) . . . . . . . . . . . . . . . . . . . . . . . . . . . 585 CRC Interface Accounting Feed (RPBLMIA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 586 Accounting Feed report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 588 CRC Interface Disbursement Feed (RPBLMID). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589 RPBLMID comment messages: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591 Disbursement Feed report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 592 CRC Interface Enrollment Extract (RPBLMIE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 594 Enrollment Extract report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 595 /n 26Banner Financial Aid User Guide |Contents Ellucian Recruiter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 596 General Module enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 596 PIN maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 596 Partial data masking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 597 Reports and Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .598Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598 Naming conventions (reports and processes) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599 Report and process descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601 Athletic Grant Term Roll Process (RAPAGRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 602 Athletic Grant Term Roll Process report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . 603 Athletic Aid Discrepancy Report (RARATAD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604 Athletic Aid Discrepancy Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605 Applicant Budget Report (RBRABUD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 606 Applicant Budget Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 609 Budget Component Report (RBRBCMP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 611 Budget Component Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612 Period Budget Grouping Process (RBRPBGP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 613 Simulation processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 613 Period Budgeting Group Assignment sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 615 Period Budgeting Detail Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 616 Period Budget Recalc Process (RBRPBRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 617 Period Budgeting Recalculation Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . 619 Period Budgeting Recalculation Detail Report sample . . . . . . . . . . . . . . . . . . . . . . 619 Financial Aid EDE Data Load Part 1 Process (RCBTPxx). . . . . . . . . . . . . . . . . . . . . . 620 Financial Aid EDE Data Load Part 1 Report sample. . . . . . . . . . . . . . . . . . . . . . . . 622 California Application Dataload Part 1 (RCPCAxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . 624 California Application Dataload Part 1 Report sample . . . . . . . . . . . . . . . . . . . . . . 626 FA CSS Dataload Pt 1 (RCPCTxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627 Permanent or mailing address processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 628 FA CSS Data Load Part 1 report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630 Financial Aid Data Load Table Deletes Process (RCPDTMP) . . . . . . . . . . . . . . . . . . . 631 Financial Aid Data Load Table Deletes Process report sample. . . . . . . . . . . . . . . . 632 Copy IM Data to FM Process (RCPIMFM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634 Copy IM Data to FM Process report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 635 Financial Aid Data Load Part 2 Process (RCPMTCH) . . . . . . . . . . . . . . . . . . . . . . . . . 636 Financial Aid Data Load Part 2 Process report sample. . . . . . . . . . . . . . . . . . . . . . 637 /n 27Banner Financial Aid User Guide |Contents Financial Aid EDE Dataload Part 1 (RCPTPxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 639 Financial Aid EDE Data Load Part 1 Report sample. . . . . . . . . . . . . . . . . . . . . . . . 641 Financial Aid Data Load Part 3 Process (RCRTPxx) . . . . . . . . . . . . . . . . . . . . . . . . . . 643 Financial Aid Data Load, Part 3 report sample (student listing) . . . . . . . . . . . . . . . 647 Financial Aid Data Load, Part 3 report sample (discrepancy report). . . . . . . . . . . . 648 Financial Aid Data Load, Part 3 report sample (NSLDS discrepancy report) . . . . . 649 Financial Aid Data Load, Part 3 report sample (errors listing). . . . . . . . . . . . . . . . . 650 Financial Aid Data Load, Part 3 report sample (report control listing). . . . . . . . . . . 651 ISIR Correction/Request Process (REBCDxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 652 ISIR Correction/Request Process report sample . . . . . . . . . . . . . . . . . . . . . . . . . . 656 COD Print Process (RERCDxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 657 Pell Origination Report - sent origination records . . . . . . . . . . . . . . . . . . . . . . . . . . 659 ACG Origination Report - sent origination records . . . . . . . . . . . . . . . . . . . . . . . . . 659 SMART Origination Report - sent origination records. . . . . . . . . . . . . . . . . . . . . . . 660 Direct Loan Origination Report - sent origination records . . . . . . . . . . . . . . . . . . . 660 Pell Origination Report - unsent origination records . . . . . . . . . . . . . . . . . . . . . . . . 661 ACG Origination Report - unsent origination records . . . . . . . . . . . . . . . . . . . . . . . 661 SMART Origination Report - unsent origination records . . . . . . . . . . . . . . . . . . . . 662 Direct Loan Origination Report - unsent origination records. . . . . . . . . . . . . . . . . . 662 Pell Disbursement Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 663 ACG Disbursement Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 663 SMART Disbursement Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 664 Direct Loan Disbursement Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 664 Correction Error Report (RERCExx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 665 Importing EDE correction/rejection records (CORExxOP message file). . . . . . . . . 665 Correction Error Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666 ISIR Corr/Request Control Report (RERCRCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 669 ISIR Corr/Request Control Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 670 COD Extract Process (REREXxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685 COD address requirements and the REREXxx process. . . . . . . . . . . . . . . . . . . . . 685 Output files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685 COD Extract Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 691 COD Extract/Import Report (REREXIM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 692 AC report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 694 EC report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 694 SP report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 694 Financial Aid COD Extract/Import report sample - (DL Origination Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 697 Financial Aid COD Extract/Import report sample - (DL Disbursement Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . 697 Financial Aid COD Extract/Import report sample - (DL Origination Change Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . 698 Financial Aid COD Extract/Import report sample - (Pell Origination Import records) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 698 Financial Aid COD Extract/Import report sample - TEACH Origination Import records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 699 /n 28Banner Financial Aid User Guide |Contents Financial Aid COD Extract/Import report sample - TEACH Disbursement records Import report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 699 Financial Aid COD Extract/Import report sample - Control Summary. . . . . . . . . . . 700 Financial Aid COD Extract/Import report sample - (Pell Disbursement Records - Extract Report/Records in Sent Status). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 700 Financial Aid COD Extract/Import report sample - (Pell Origination Records - Import Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701 Financial Aid COD Extract/Import report sample - (Pell Disbursement Records - Import Report). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701 Financial Aid COD Extract/Import report sample - (Direct Loan Origination Records - Import Report). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 702 Financial Aid COD Extract/Import report sample - (Direct Loan Change Records - Import Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 702 Financial Aid COD Import/Export Report Š (Student Identifier Compare Report) . 703 Financial Aid COD Import/Export Report Š (Identifier Change Records and Identifier Records with Edits/Rejects). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 703 Grant File Import Process (RERFIxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704 Pell Grant Message Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704 TEACH Grant Message Classes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 704 Pell File Import sample (RERFIxx.lis) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706 Pell File Import sample (RERFIxx.log) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706 Pell File Import sample (RERFIxx.ls1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 707 Pell File Import sample (RERFIxx.ls2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 707 Grant COD Miscellaneous Report (RERGRNT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 708 Pell Disbursement Locked for COD sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 713 ACG Disbursement Locked for COD sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 714 SMART Disbursement Locked for COD sample. . . . . . . . . . . . . . . . . . . . . . . . . . . 714 Multiple Reporting Records sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 715 Rejected Origination Records sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 715 Rejected Disbursement Records sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 715 Year To Date Records: Reconciliation Records without a Matching Banner Origination Record sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716 Year To Date Records: Banner Originations without a Matching Reconciliation Record sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717 Year To Date Records: All Grant Recipients sample. . . . . . . . . . . . . . . . . . . . . . . . 718 Year To Date Records: All Grant Recipients sample. . . . . . . . . . . . . . . . . . . . . . . . 719 Year To Date Records: COD Accept Amount <> Banner Award Amount sample. . 720 COD Import Process (RERIMxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721 Pell imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721 TEACH imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721 Direct Loan imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 721 Combined Pell, TEACH, and Direct Loan imports. . . . . . . . . . . . . . . . . . . . . . . . . . 722 COD Import Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 724 2013-2014 COD 4.0a File Import (RERIM4A) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 725 /n 29Banner Financial Aid User Guide |Contents COD Import/Export Report (RERIMEX). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726 AC report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 728 EC report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 728 SP report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 728 Financial Aid COD Extract/Import report sample - (DL Origination Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 731 Financial Aid COD Extract/Import report sample - (DL Disbursement Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . 731 Financial Aid COD Extract/Import report sample - (DL Origination Change Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . 732 Financial Aid COD Extract/Import report sample - (Pell Origination Import records) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 732 Financial Aid COD Extract/Import report sample - TEACH Origination Import records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 733 Financial Aid COD Extract/Import report sample - TEACH Disbursement records Import report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 733 Financial Aid COD Extract/Import report sample - Control Summary. . . . . . . . . . . 734 Financial Aid COD Extract/Import report sample - (Pell Disbursement Records - Extract Report/Records in Sent Status) . . . . . . . . . . . . . . . . . . . . . . . . . 734 Financial Aid COD Extract/Import report sample - (Pell Origination Records - Import Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735 Financial Aid COD Extract/Import report sample - (Pell Disbursement Records - Import Report). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735 Financial Aid COD Extract/Import report sample - (Direct Loan Origination Records - Import Report). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 736 Financial Aid COD Extract/Import report sample - (Direct Loan Change Records - Import Report) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 736 Financial Aid COD Import/Export Report Š (Student Identifier Compare Report) . 737 Financial Aid COD Import/Export Report Š (Identifier Change Records and Identifier Records with Edits/Rejects). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 737 ISIR Print Process (RERISxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 738 ISIR Print Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 740 Grant Origination Creation Process (RERORxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750 Conditions for the creation of Pell originations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 750 Grant Origination Creation Process report sample. . . . . . . . . . . . . . . . . . . . . . . . . 752 Grant Origination Creation Process report sample. . . . . . . . . . . . . . . . . . . . . . . . . 753 Fund Balance Roll Process (RFPFBRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 754 Fund balance roll option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 754 Adjusting the prior year allocation amount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 755 Fund Balance Roll Process report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 756 Account Balance Report (RFRABAL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 758 Account Balance Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760 Fund Budget Report (RFRBUDG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 762 Fund Budget Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 763 Fund Description Report (RFRFUND) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 765 Fund Description Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 766 /n 30Banner Financial Aid User Guide |Contents Simulation Fund Balance Report (RFRSBAL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 772 Simulation Fund Balance Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773 Applicant Comments Report (RHRCOMM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 774 Applicant Comments Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 775 Applicant Comments Purge Process (RHRPCOM) . . . . . . . . . . . . . . . . . . . . . . . . . . . 777 Applicant Comments Purge Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 779 Authorization Report (RJRAUTH). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 780 Authorization Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 781 Pay Period Report (RJRDPPR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 783 Pay Period Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 784 Payroll Load Process (RJRLOAD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 786 Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 787 Payroll Load Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790 Payroll Exception Report (RJRPAYE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 791 Payroll Exception Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 793 Earnings Control Report (RJRSEEC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 794 Earnings Control Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 796 Direct Loan Origination Creation Process (RLPDLOC) . . . . . . . . . . . . . . . . . . . . . . . . 799 Loan Period dates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 799 BBAY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 799 Academic Year dates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 800 Year in College . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 800 Origination Period amounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 800 Scheduled Disbursement dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 801 Fee and Rebate percent from RLRDFEE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 801 Payment Period start date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 801 Single Origination option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 802 Student Demographic, Address and Identifier record creation . . . . . . . . . . . . . . . . 802 MPN matching. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 802 Direct Loan School Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 802 Direct Loan Batch Update Process (RLPDLUP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 808 Direct Loan Batch Update Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 811 Direct Loan Reconciliation Reports (RLRDLRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 812 Direct Loan Reconciliation Reports sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 815 /n 31Banner Financial Aid User Guide |Contents Direct Loan Flat-File Import (RLRDUxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 818 School code matching. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 819 Uploading of entrance and exit counseling results files. . . . . . . . . . . . . . . . . . . . . . 820 Uploading of school account statement (SAS) files. . . . . . . . . . . . . . . . . . . . . . . . . 820 Uploading of MPN files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 820 Direct Loan Flat-File Upload - DLSAS sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . 822 Direct Loan Flat-File Import - MPNDISOP sample . . . . . . . . . . . . . . . . . . . . . . . . . 829 Direct Loan Flat-File Import - MPNINAOP sample . . . . . . . . . . . . . . . . . . . . . . . . . 830 Direct Loan Flat-File Import - MP NEXPOP sample. . . . . . . . . . . . . . . . . . . . . . . . . 830 Direct Loan Flat-File Import (RLRDUxx.lis) sample. . . . . . . . . . . . . . . . . . . . . . . . . 831 Direct Loan Flat-File Import (RLRDUxx.lis) sample. . . . . . . . . . . . . . . . . . . . . . . . . 831 Award/Tracking Letter Indicator Reset Process (RLRLETR) . . . . . . . . . . . . . . . . . . . . 832 Award/Tracking Letter Indicator Reset Process sample . . . . . . . . . . . . . . . . . . . . . 833 Need Analysis Logging Report (RLRLOGG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 834 Need Analysis Logging Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 835 Need Analysis Calculation Process (RNEINxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 836 Results of the INAS Comparison Process (RNECPxx). . . . . . . . . . . . . . . . . . . . . . 836 Results of the INAS Comparison Process (RNECPxx) sample. . . . . . . . . . . . . 838 FM Need Analysis (RNPFMxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 839 Need Analysis Report (RNRNAxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 840 Output format and printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 840 Transfer Monitoring Application Creation Process (RNRTMAC) . . . . . . . . . . . . . . . . . 842 Process notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 842 Transfer Monitoring Application Creation Process sample . . . . . . . . . . . . . . . . . . . 845 Transfer Monitoring Extract Process (RNRTMNE). . . . . . . . . . . . . . . . . . . . . . . . . . . . 846 Transfer Monitoring Inform/FAH Extract Report sample . . . . . . . . . . . . . . . . . . . . . 848 Transfer Monitoring Import Process (RNRTMNI). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 849 Transfer Monitoring Import Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 851 Verification Discrepancy Report (RNRVRFY). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 852 Verification Discrepancy Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 855 Update Batch Post Categories (ROPPCAT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 857 Update Batch Post Categories sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 858 Financial Aid New Year Roll Process (ROPROLL). . . . . . . . . . . . . . . . . . . . . . . . . . . . 859 Financial Aid New Year Roll Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 861 SAP Assignment Process (ROPSAPR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 864 SAP Assignment Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 865 Financial Aid Term Roll Process (ROPTERM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 866 User-Defined Data Process (ROPUSER). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 867 Audit Log Report (RORALOG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 868 Audit Log Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 870 Basic Applicant Report (RORAPLT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 873 Basic Applicant Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 874 /n 32Banner Financial Aid User Guide |Contents Applicant Purge Process (RORAPRG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 875 Audit Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 875 Archive/Purge Logging Records Parameter Settings . . . . . . . . . . . . . . . . . . . . . . . 876 Archive/Purge Applicant Process (RORARCH) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 878 Archive Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 878 Batch Posting Process (RORBPST). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 880 Batch Posting Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 882 Calculated Values Process (RORCALC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 883 Calculated Values Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 885 Financial Aid E-mail (ROREMAL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 887 FISAP Report (RORFSxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 889 FISAP reporting within Banner is separated into two steps. . . . . . . . . . . . . . . . . . . 889 FISAP definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 890 Calculation of automatic zero EFC. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 890 Dependent students. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 891 Independent students. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 891 Full-Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 892 Calculation of FISAP total income . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 893 Dependency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 897 Level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 897 With or without bachelor™s or first prof. degree. . . . . . . . . . . . . . . . . . . . . . . . . . 897 RORFSxx_yyyyy.lis file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 901 RORFSxx Discrepancy Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 908 Grade Exception Report (RORGRDE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 910 Grade Exception Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 911 Automatic Group Assignment (RORGRPS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 912 Financial Aid HS/Admission Data Posting (RORHSDP). . . . . . . . . . . . . . . . . . . . . . . . 915 Financial Aid HS/Admission Data Posting sample . . . . . . . . . . . . . . . . . . . . . . . . . 917 Logging Archive/Purge Process (RORLOGA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 919 Purging RORLOGM and RORLOGD data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 919 Archiving RORLOGM and RORLOGD data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 920 RORLOGA_xxxxx.lis file. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 922 Financial Aid Registration Report (RORREGS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 924 Financial Aid Registration Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 926 Rules Purge Process (RORRPRG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 927 Disbursement Print Process (RPBDDRV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 928 Disbursement Print Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 928 CRC Interface Accounting Feed (RPBLMIA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 929 CRC Interface Accounting Feed sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 930 CRC Disbursement Feed (RPBLMID) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 931 CRC Disbursement Feed sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 933 CRC Interface Enrollment Extract (RPBLMIE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 935 CRC Interface Enrollment Extract sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 936 /n 33Banner Financial Aid User Guide |Contents Packaging Print Process (RPBPDRV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 937 Packaging Print Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 938 Disbursement Process (RPEDISB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 939 DL Advance Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 939 Direct Loans and TEACH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 939 TEACH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 940 Pell Grant and Post 9/11 IASG processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 940 Student Aid Disbursement Report - sorted by reject/warning message . . . . . . . . . 943 Student Aid Disbursement Report - sorted by fund. . . . . . . . . . . . . . . . . . . . . . . . . 944 Student Aid Disbursement Report - sorted by fund type. . . . . . . . . . . . . . . . . . . . . 945 Packaging Process (RPEPCKG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 946 Simulated packaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 946 Actual packaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 946 Simulation packaging for applicants already packaged (for repackaging purposes) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 947 Running the RPEPCKG process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 947 Scheduled Academic Year (SAY) and Borrower-Based Academic Year (BBAY) Direct Loan processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 947 Pell Calculation Process (RPEPELL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 952 Processing modifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 953 Pell Calculation Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 954 Web Applicant Info Process (RPPINFO). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 955 Web Applicant Info Purge Process (RPPPINF). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 957 Student Program In formation Process (RPPSPGM) . . . . . . . . . . . . . . . . . . . . . . . . . . 959 Processing logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 959 Record creation and reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 960 Create/Audit Option (Parameter 02) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 961 Fund Code (Parameter 03) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 961 Student Program Records Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 962 Award Roll Process (RPRAROL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 965 Changing the rolled award amount. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 965 Award Roll Process sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 967 Applicant Disbursement Report (RPRADSB). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 968 Applicant Disbursement Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 969 Award and Disbursement Report (RPRAWDB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 971 Award and Disbursement Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 972 Applicant Award Report (RPRAWRD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975 Applicant Award Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 977 Award Cancellation Process Report (RPRCNCL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 980 Award Cancellation Process Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 981 Direct Loan Compare Extract Process (RPRCPxx) . . . . . . . . . . . . . . . . . . . . . . . . . . . 983 Direct Loan Compare Extract Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . 984 Disbursement Schedule Date Update (RPRDDUP). . . . . . . . . . . . . . . . . . . . . . . . . . . 986 Disbursement Schedule Date Update Process sample . . . . . . . . . . . . . . . . . . . . . 987 /n 34Banner Financial Aid User Guide |Contents Promissory Note Manifest (RPRDLPM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 988 Batch Promissory Note Manifest sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 991 Disclosure Statement Printing (RPRDSPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 995 Disclosure Statement Printing sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 998 Disclosure Statement Printing sample (continued) . . . . . . . . . . . . . . . . . . . . . . . . . 999 Direct Loan Flat-File Upload (RPRDUxx). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1000 School code matching. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1002 Uploading of entrance and exit counseling results files. . . . . . . . . . . . . . . . . . . . . . 1002 Uploading of school account statement (SAS) files. . . . . . . . . . . . . . . . . . . . . . . . . 1002 Uploading of MPN files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1003 Direct Loan Flat-File Upload - DLSAS sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1004 Direct Loan Flat-File Upload - MPNDISOP sample. . . . . . . . . . . . . . . . . . . . . . . . . 1011 Direct Loan Flat-File Upload - MPNINAOP sample. . . . . . . . . . . . . . . . . . . . . . . . . 1012 Direct Loan Flat-File Upload - MP NEXPOP sample. . . . . . . . . . . . . . . . . . . . . . . . 1012 Direct Loan Flat-File Upload (RP RDUxx.lis) sample. . . . . . . . . . . . . . . . . . . . . . . . 1013 Direct Loan Flat-File Upload (RP RDUxx.lis) sample. . . . . . . . . . . . . . . . . . . . . . . . 1013 EFT/Disbursement Roster Upload (RPREFTL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1014 EFT Posting Process (RPREFTP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1017 Electronic Loan Application Process (RPRELAP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1019 Electronic Loan Application Extract (RPRELAX) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1031 Electronic Loan Application Extract sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1034 Electronic Loan Change Transaction Extract (RPRELCT). . . . . . . . . . . . . . . . . . . . . . 1036 Electronic Loan Change Transaction Report sample . . . . . . . . . . . . . . . . . . . . . . . 1038 Electronic Loan Response Upload (RPRELRU). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1039 Electronic Loan Response Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1040 Grant Calculation Process (RPRGRNT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1042 Hold/Release Process (RPRHDRL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1044 Electronic Loan Hold/Release Extract sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1046 Loan Proceeds Aging Report (RPRLNAG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1047 Loan Process Aging Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1048 Loan Funding Exception Report (RPRLNEX). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1049 Loan Funding Exception Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1052 Direct Loan Record Creation (RPRLORC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1054 Direct Loan Record Creation (RPRLORC.lis) sample. . . . . . . . . . . . . . . . . . . . . . . 1061 Loan Summary Report (RPRLSUM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1062 Loan Summary Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1064 /n 35Banner Financial Aid User Guide |Contents Promissory Note Printing Program (RPRPNPT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1068 rprpnpt.li4 (subsidized/unsubsidized direct loan MPN), rprpnpt.li6 (grad PLUS loan MPN), and rprpnpt.li5 (parent PLUS loan MPN) printing instructions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1069 RPRPNPT.lis sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1074 RPRPNPT.li4 sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1078 RPRPNPT.li5 sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1079 RPRPNPT.li6 sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1080 Simulation Award Report (RPRSAWD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1081 Simulation Award Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1082 Financial Aid Student Billing Payment (RPRSBPR). . . . . . . . . . . . . . . . . . . . . . . . . . . 1083 Financial Aid Student Billing Payment sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1085 Shopping Sheet Batch Process (RPRSSBP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1087 Processing logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1089 Report layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1089 Shopping Sheet Batch Process sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1090 Short-Term Credits Report (RPRSTCR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1091 Short-Term Credits Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1092 Title IV Funds Return Calculation (RPRTIVC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1093 Return of Title IV Funds Calculation sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1096 Return of Title IV Funds Withdrawal Calculation (RPRTIVI). . . . . . . . . . . . . . . . . . . . . 1100 Return of Title IV Funds Withdrawal Calculation sample . . . . . . . . . . . . . . . . . . . . 1103 Title IV Recipient Withdrawn (RPRTIVR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1106 Return of Title IV Funds Recipient Withdrawn Status Report sample. . . . . . . . . . . 1109 VA Benefits on FAFSA Report (RPRVABN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1112 VA Benefits on FAFSA Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1113 Validate Award Process (RPRVAWD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1114 Direct Loan awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1114 Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1115 Validate Award Process Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1116 Disbursement Validation Report (RPRVDIS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1119 Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1119 Disbursement Validation Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1120 Applicant Requirements Report (RRRAREQ) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1123 Applicant Requirements Report sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1126 /n 36Banner Financial Aid User Guide |Contents Exit Interview Requirements (RRREXIT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1127 Selecting the population . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1127 Graduating Students - both loan and TEACH exit counseling. . . . . . . . . . . . . . 1127 Withdrawals - both loan and TEACH exit counseling. . . . . . . . . . . . . . . . . . . . . 1127 Low Enrollment - loan exit counseling only . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1128 No Enrollment - TEACH exit counseling only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1128 Invalid Major - TEACH exit counseling only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1128 Selecting the award. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1129 Posting the requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1129 When the tracking requirement code is added: . . . . . . . . . . . . . . . . . . . . . . . . . 1129 When a tracking requirement code is updated: . . . . . . . . . . . . . . . . . . . . . . . . . 1129 Exit Interview Requirements Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1134 Data Discrepancies Report (RSRDSCP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1136 Data Discrepancies Report sample. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1139 Financial Aid Enrollment Hours (RSRENRL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1141 Financial Aid Enrollment Hours sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1145 Appendix - 2016 - 2017 New Aid Year Checklist . . . . . . . . . . . . . . . . . . .1146 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1146 New Year Start-Up Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1147 Financial Aid New Year Roll Process (ROPROLL). . . . . . . . . . . . . . . . . . . . . . . . . . . . 1147 Common Functions Module (RESCOMN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1152 Data Management Module (RESDATA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1156 Need Analysis Module (RESNEED) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1157 Requirements Tracking Module (RESTRACK). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1158 Aid Year Budgeting Module (RESAIDYBUDG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1160 Period Budgeting Module (RESPRDSBUDG). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1163 Funds Management M odule (RESFUND). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1165 Packaging And Disbursement Module (RESPACK) . . . . . . . . . . . . . . . . . . . . . . . . . . 1168 Loan Processing Module (RESLOAN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1173 Electronic Data Exchange (EDE) Module (RESEDE). . . . . . . . . . . . . . . . . . . . . . . . . 1175 Student Employment Module (RESEMPL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1176 Athletic Module (RESATHL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1177 Schedule A Š System validation and rules form reference. . . . . . . . . . . . . . . . . . . . . 1178 Schedule B Š Delivered system required data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1181 Tables Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1181 /n 37Banner Financial Aid User Guide |System Overview System OverviewDocumentation corrections/clarifications Any corrections/clarifications to this documentation that arise, subsequent to its posting, will be documented in the, Are there any corrections or clarifications to documentation for the Banner Financial Aid User Guide Release 8.25, November 2015? , Article # 000034839, and made available through the Ellucian Support Center (http://www.ellucian.com/Solutions/Ellucian-Client-Support/ ). Please refer to the Article periodically as you use to this document. Banner Financial Aid Tables An article has been prepared and is also available through the Ellucian Support Center (http://www.ellucian.com/Solutions/Ellucian-Client-Support/ ) that describes a process used to generate a listing of Banner Financial Aid tables. ŁArticle Number 000031555 ŁSummary Where can I find a list of Banner Financial Aid Tables? ŁSolution A list of tables can be generated out of your database using the attached script tables.sql. The script will spool to finaid_tables.txt and provide table name and table comments. Chapter layoutThis chapter introduces you to Banner Financia l Aid. The following is a list of the sections in this chapter and a brief description of their contents. ŁThe Application Summary section provides a description of the application and the problems it resolves. It also describes the application™s place in Banner as well as identifying database and hardware environments. ŁThe Functions section describes the key functions of Banner Financial Aid. /n 38Banner Financial Aid User Guide |System Overview ŁThe Module Integration section explains the interaction of Banner Financial Aid functions. ŁThe Financial Aid System Process Flow se ction diagrams the Banner Financial Aid process. Application summaryThe Banner series of software products assist with the task of resource management by supporting the integrated flow of information throughout your institution. This tradition continues with the Banner Financial Aid product. Handling the daily activities of the financ ial aid office, Banner performs tracking, budgeting, need analysis and packaging. Meeting the demands for information, Banner Financial Aid contains the following integrated components: applicant record creation, requirements tracking, student budget assignment, need analysis, and packaging. Also included are funds management, disbursement, award history, direct lending, electronic data exchange (EDE), reporting, loan processing, Transfer Monitoring, Financial Aid Self-Service, return of Title IV fund information, and Athletics. Banner Financial Aid places your financial aid office at the forefront of technology through its use of Oracle®Šthe advanced relational database management system from Oracle Corporation and SQLŠthe standard for databa se access. By combining this technology with rule-based architecture and the capability for distribut ed processing, Banner creates an information environment that you can tailor to meet your unique requirements without extensive technical support. This combination gives you the advantages of an easy-to-use query language and report writer, and direct access to strategic decision support information. FunctionsBanner Financial Aid performs the following functions via its integrated modules: ŁApplicant Processing ŁNeed Analysis/Verification ŁRequirements Tracking ŁBudgeting ŁPackaging and Disbursement ŁAthleticsŁFunds Management ŁElectronic Data Exchange /n 39Banner Financial Aid User Guide |System Overview ŁHistory and Transcripts ŁFinancial Aid Common Functions ŁStudent System Shared Data ŁShort-Term Credit ŁStudent Employment ŁLoan Processing ŁReturn of Title IV Funds ŁFinancial Aid Self-Service All modules can be tailored to your institution by using Banner™s rule-based architecture to define validation codes and processing rules. Module integration1.Applicant Processing accepts records created through several processes including ISIR data loads, CSS Profile Loads, Pell Electronic Data Exchange, and manual creation through the Record Creation/Need Analysis forms. 2.Need Analysis/Verification performs calculations that determine the contribution applicants are expected to make towards their expenses. The verification process validates certain information provided on an aid application against the same data from other documents. 3.Requirements Tracking monitors the request for and receipt of certain documents which are often required so that applications can be fully processed. 4.Budgeting maintains data on the applicant™s cost to attend the institution. 5.Packaging and Disbursements matches an applicant™s need with available funds to determine an appropriate package for the applicant and records disbursement of the funds. 6.Athletics monitors Athletic Award levels by sport and student and maintains scholarship and donor information. 7.Funds Management maintains data related to financial aid funding sources. 8.Electronic Data Exchange allows institutions to share information electronically with the central processor and COD. 9.History and Transcripts maintains historical data on the applicant through the Transfer Monitoring Process. 10. Financial Aid Common Functions are general functions that support all of the other financial aid processes such as; Financial Aid Holds, Standards of Academic Progress, Student Messages, Audit Logging, and User Defined Data. 11. Student System Shared Data shares information with the institution™s Student Information System (that being the Banner Student or another student system). /n 40Banner Financial Aid User Guide |System Overview 12. Short-Term Credit creates and maintains short-term loans. 13. Student Employment establishes job referrals, authorizations, placements, and tracks compensation limits for students employed by the institution. 14. Loan Processing allows for the creation and processing of loan applications for Electronic Loans, Direct Loans, or Manual Loans. 15. Return of Title IV Funds assists you in complying with the Title IV regulations for federal financial aid. Title IV features involve the Accounts Receivable, Student, and Financial Aid products. /n 41Banner Financial Aid User Guide |System Overview Financial Aid system process flow/n 42Banner Financial Aid User Guide |System Overview Naming conventionsThe names of all Banner forms are seven characters in length and use the following convention. Note: The letters W, Y, and Z have been reserved for the first two characters of all client-developed forms and reports. For client-developed new applications built to co-exist with Banner applications, W, Y, and Z is used as the first character. For client-developed forms, reports, ta bles, or modules used within an Banner application, the system identifier is used as the first character (i.e., R = Financial Aid, etc.), and W, Y, and Z is used as the second character. Position 1: Identifies the primary system owning the report as: If W, Y, or Z appears as the first character of the form name, refer to Note (above). Position 2: Identifies the primary module owning the form as: Position Locations:ROAINST 1234567 A=Advancement F=Finance G=General N=Position Control P=Human Resources R=Financial Aid S=Student T=Accounts Receivable A=Athletics B=Budgeting C=Record Creation E=Electronic Data Exchange (EDE) /n 43Banner Financial Aid User Guide |System Overview If W, Y, or Z appears as the second character of the form name, refer to Note (above). Position 3: Identifies the type of form as: Positions 4 - 7: Identifies the unique four-character abbreviation of the form name. For example, the derivation of ROAI NST (Institutional Options Form) is: F=Funds Management H=History and Transcripts J=Student Employment L=Logging N=Need Analysis O=Common Functions P=Packaging and Disbursements R=Requirements Tracking S=Student System Shared Data T=Validation Form/Table A=Application Form B=Base Table I=Inquiry Form R=Rule Table T=Temporary Table V=Validation Table R=Financial Aid O=Common Functions A=Application Form INST =Institutional Options /n 44Banner Financial Aid User Guide |System Overview Applicant processingThe Applicant Processing module contains the forms that you use on a regular basis for the day-to-day processing of student financial aid information. All of the forms in this module also exist in other modules in Banner Financial Aid. FormsThe following forms can be found within the Applicant Processing module: Applicant StatusROASTAT Financial Aid Record MaintenanceROARMAN Need AnalysisRNANAxx Need Analysis ProcessingRNAPRxx Need Analysis Document VerificationRNAVRxx Student Loan Data SystemRNASLxx NSLDS Transfer Monitoring ApplicationRNATMNT Need Analysis ResultRNARSxx Applicant RequirementsRRAAREQ Applicant BudgetRBAABUD Applicant Period BudgetRBAPBUD Award MaintenanceRPAAWRD Applicant User Defined DataROAUSDF Applicant Non-Year User DefinedROANYUD Financial Aid EnrollmentROAENRL Applicant High School a nd Admission DataROAHSDT Summary Academic History InquiryRSIHIST Basic Student Information InquiryRSISTDN Admissions Application InquiryRSIAPPL Account Detail Revi ew InquiryRSIAREV Degrees and Other Formal Awards InquiryRSIDEGR Housing Information InquiryRSIHOUS Prior College InquiryRSIPCOL High School InquiryRSIHSCH /n 45Banner Financial Aid User Guide |System Overview Applicant processing flowŁApplicant Status (ROASTAT) The Applicant Status form displays applicant information such as general financial aid status information, satisfactory academic progress data, admissions status information, financial need data, and award data. ŁFinancial Aid Record Maintenance (ROARMAN) The Financial Aid Record Maintenance form enables you to review and change most of the important aspects of a student™s financial aid record from one central form. Specifically, it displays and updates the following parts of a student™s record: ŁNeed Analysis (RNANAxx) You can view, enter, and maintain all core financial aid application information on the Need Analysis form. The information on this form is specific to the aid year and applicant. It is presented and stored in MDE independent format. ŁNeed Analysis Processing (RNAPRxx) Use the Need Analysis Processing form to view and process both (Federal Methodology) FM and (Institutional Methodology) IM calculations for a specified aid year. The form allows you to view the data and process data changes for both calculations, side-by-side. Once data is load ed and modified (if required), this form can be used to perform need analysis (either FM using the Banner FM Need Analysis product, IM using INAS, or both) and receiv e new need analysis results. This form also allows you to perform need analysis calculations after making simulated data changes and to save both the data changes and the need analysis results, if desired. RNAPRxx maintains many of the characteristics of the Need Analysis form (RNANAxx), including the ability to perform need analysis, to add a need analysis record manually, and to utilize Pell Corrections functionality. Test Score InquiryRSITEST Veteran Certificat ion InquiryRSIVETN Third Party Contract InquiryRSICONT Billing Exemption InquiryRSIEXPT Ławard detailŁ applicant processing status Łenrollment status Ł satisfactory academic progress Ładmissions status detail Ł budget components Łother resourcesŁ coded and non-coded tracking requirements ŁPell Grant statusŁ need analysis information. /n 46Banner Financial Aid User Guide |System Overview ŁNeed Analysis Document Verification (RNAVRxx) Use the Need Analysis Document Verification form to verify the data that exists in the student's application record with physical tax forms and other documents submitted by the student. This form includes student application and verification records, as well as parent application and verification data. ŁStudent Loan Data (RNASLxx) You can view and maintain National Student Loan Data System (NSLDS) information on the Student Loan Data System form. Load the NSLDS data from files received through the Electronic Data Exchange (E DE) process or from the Applicant Data Reporting Service from the Department of Education. ŁNSLDS Transfer Monitoring Application (RNATMNT) Use RNATMNT to enter the names of students who need to be added to or removed from the NSLDS Monitoring List or reques t Financial Aid History records (NSLDS). Data entered on this form is used by the Transfer Monitoring Extract Process (RNRTMNE) to create the Transfer Monitoring School Inform File and Financial Aid History request file, which are sent to NSLDS. ŁNeed Analysis Result (RNARSxx) Use the Need Analysis Result form to view, enter, and edit the results of the calculations of a student™s Federal Methodology (FM), Pell EFC, and Institutional Methodology (IM) contributions. You can load the results from electronic applications or you can manually enter the results or you can manually enter the results from a hard copy ISIR. You can also change the results to reflect professional judgment where permitted and protect those changes from system updates by setting the corresponding Lock field to Y.ŁApplicant Requirements (RRAAREQ) Use the Applicant Requirements form to as sign tracking requirements to a financial aid applicant for a specified aid year. A tr acking group can be used to assign the applicant to a general group of tracking requirements. You can also assign a set of non-standard requirements to the applicant. The Promissory Notes section enables you to prevent the disbursement of student loan funds to students who have not yet signed their promissory note for the period. ŁApplicant Budget (RBAABUD)Use the Applicant Budget form to assign a set of budget components to a financial aid applicant for a specified aid year. You can also use RBAABUD to assign an aid year budget group to a student and an aid period. The aid period defines the portion of the aid year that the student will be in attendance. ŁApplicant Period Budget (RBAPBUD) Use the Applicant Period Budget form to assign a set of budget components based on the budget group for each period in the applicant™s aid period. The component amounts may be pre-defined or calculated using algorithmic rules to customize the amount assigned based on user defined criteria. You can also use RBAPBUD to assign an ai d period, period based budget group(s), and a Pell Budget to a student. /n 47Banner Financial Aid User Guide |System Overview ŁAward Maintenance (RPAAWRD) Refer to the Award Maintenance form to maintain packaging information for an applicant. ŁApplicant User-Defined Data (ROAUSDF) Refer to the Applicant User-Defined Data fo rm to view the user-defined fields for an applicant. ŁApplicant Non-Year User Defined Data (ROANYUD) Refer to the Applicant Non-Year User Defined Data form to view the non-year user defined fields for an applicant. ŁFinancial Aid Enrollment (ROAENRL) Use ROAENRL to maintain Banner Financial Aid hours and display Banner Student hours. ŁApplicant High School and Admission Data (ROAHSDT) Use ROAHSDT to enter the information necessary to record whether the student meets TEACH Grant eligibility requirements, as well as specific Ability-to-Benefit eligibility information for the student. ŁStudent System Shared Data menu The Student System Shared Data module allows you to integrate Banner Student with Financial Aid. This option permits you to view forms that contain information concerning recruiting, admissions, registration, general student information, housing, accounts receivable, and academic history. Need AnalysisIn the Need Analysis module, the student™s financial need is determined by subtracting the student™s Federal Methodology (FM) or Institutional Methodology (IM) Estimated Family Contribution (EFC) from the student™s packaging budget. You have the ability to define which methodology is used in the calculation of the student™s need, and a transaction log maintains a record of all changes. FormsThe following forms are included within the Need Analysis module. For more information about a specific form, select Help > Online Help from that form in Banner. Need Analysis RNANAxx Need Analysis Processing RNAPRxxSupplemental Need Analysis RNASUxx /n 48Banner Financial Aid User Guide |System Overview Need Analysis online recalculation process flow narrativeŁFinancial Aid Application Current Record Each financial aid applicant may have multiple application records from different sources, one of which will always be marked current . The current re cord is always used for need analysis calculations. If a Federal Methodology (FM) record exists (which will be marked as the current record) and an Institutional Methodology (IM) record exists, then need analysis will be run for both, assuming the proper options are chosen on ROAINST. The FM calculation is performed using the Banner FM Need Analysis product while the IM is performe d by the College Scholarship Service (CSS) Institutional Need Anal ysis System (INAS). ŁNeed Analysis Policy Options Both FM and IM need analysis policy options are delivered with default values within the system. If you would like to change the default values, you may do so for all students on the Need Analysis Global Policy Option Rules form (RNRGLxx). In addition, individual student overrides for both methodologies can be made on the Applicant Override (RNAOVxx) form. ŁPell Calculation A Pell Award calculation can be run after the need analysis calculation is completed. The Pell calculation determines the amount of the student™s Pell award, checks the validity of the award, and packages the award in the student™s award package. Country Coefficient ValidationRTVCCOE Need Analysis Result RNARSxx Applicant Override RNAOVxx Applicant Need Analysis Application Inquiry RNIAPPL Applicant Student Loan Data Inquiry RNINSLD Calculated Need Analysis Detail Inquiry RNINAIQ Assumption Rules InquiryRCIASMP Miscellaneous Results Inquiry RNIMSxx Need Analysis Global Policy Options RulesRNRGLxx Applicant Status ROASTAT Applicant Pell Grant ROAPELL Need Analysis Document Verification RNAVRxx Application Purge RNAPURG Student Loan Data System RNASLxx NSLDS Transfer Monitoring Application RNATMNT /n 49Banner Financial Aid User Guide |System Overview When running the Need Analysis Calculation online from a form, the Pell calculation will be called automatically under certain conditions. When running need analysis (RNPFMxx for FM or RNEINxx for IM) from Job Submission, the Pell calculation is not automatically run. Pell batch calculations can be done by running the Pell Calculation Process (RPEPELL). ŁNeed Analysis Results Need Analysis Results can be seen online on both the Need Analysis Result form (RNARSxx) and the Calculated Need Analysis Detail Inquiry form (RNINAIQ). In addition, both types of need analysis calculations produce a printed report. Requirements Tracking The Requirements Tracking module permits you to define an unlimited number of documents or statuses that students need to submit or complete. These requirements control whether a student is eligible to be packaged or receive a payment of aid. This module provides you with the following features: ŁRequirement Definition Œ defines an unlimited number of application requirements ŁGrouping of Students Œ places students with similar characteristics into groups and assigns the same requirements to all students in the same group ŁMass Entry Œ allows entry of information about multiple documents/requirements for multiple students on one screen ŁLetter Generation Œ provides the ability to print letters to students informing them of the documents/requirements they need to submit or satisfy The use of period based tracking is available. Please refer to the Period Based Processing chapter in this User Guide for further detail. FormsThe following forms are included within the Requirements Trackin g module. For more information about a specific form, select Help > Online Help from that form in Banner. Applicant Requirements RRAAREQApplicant Requirements Inquiry RRIAREQ Financial Aid Record Maintenance ROARMAN Applicant Requirements Mass Entry RRAMASS Applicant Comments RHACOMM Applicant Immediate Process ROAIMMP Financial Aid Selection Rules RORRULE /n 50Banner Financial Aid User Guide |System Overview Requirements Tracking process flow narrative ŁFinancial Aid Application Current Record Each financial aid applicant may have multiple application records from different sources, one of which will always be marked current. If a Federal Methodology (FM) record exists (which will be marked as the current record) and an Institutional Methodology (IM) record exists, then both records, along with other information from other Banner systems, may be used to determine whether additional documents need to be supplied by the applicant. If only an FM record exists with multiple sequences, only the current record, along with other information from other Banner systems, will be used to determine whether addition al documents need to be supplied. ŁCreate Applicant Requirement Records Applicant requirement records can be established in several ways. When applicants are loaded into Banner Financial Aid thro ugh data load, they are usually also run through the Requirements Tracking Batch Group Assignment Process. This process places the applicants into Requirements Tracking groups according to user-defined criteria. Each group has a set of requirements associated with it, which are then assigned to each applicant that falls into the group. Applicants can also be individually assigned to Requirements Trac king groups online, either manually or automatically. Individual requirements can be manually assigned to applicants online as well. Systematically, requirements can also be assigned through batch or online grouping, batch posting, awarding of a fund, mass entry or individually, and through entrance and exit interview processing. ŁRequirement Tracking Group Codes and Rules The Financial Aid Office establishes the Re quirement Tracking Group codes and rules that associate specific groups with specific sets of tracking components. ŁApplicant Requirement Records Applicant Requirement Records contain information about outstanding and satisfied requirements, including the date the requirement was established, the last date and action taken against the requirement, whether the requirement is required by the Packaging, Disbursement and/or Memo processes, and the fund code of a specific fund or period to which the requirement is linked. Requirements Tracking Group/Requirements Rules RRRGREQ Message Rules RORMESG Group Inquiry ROIGRPI Requirements Tracking Validation RTVTREQ Requirements Tracking Group Validation RTVTGRP Requirements Tracking Status Validation RTVTRST /n 51Banner Financial Aid User Guide |System Overview ŁAdditional Documents Required The Financial Aid office establishes policies regarding which additional documents are required from certain applicants. The rules governing which applicants are assigned requirements are set up online, and users can monitor an applicant™s progress toward fulfilling these require ments at any time. ŁOther Processes Can Proceed Requirements are categorized as necessary for certain processing in three specific functional areas: Packaging, Memoing, and Disbursement. When all requirements that are mandatory in one of the functional areas have been met, processing in that area can proceed. ŁSend Requirements Tracking No tifications to Applicants After applicants have been assigned requirements, the Financial Aid office sends letters to each applicant with unsatisfied requirements, advising them that certain documents need to be supplied. These letters can be created through the Letter Generation portion of Banner. In addition , an e-mail message can also be sent, notifying the student to access Banner Self-Service and view any outstanding requirements that may be needed. ŁApplicant Documents After being notified of the request for documents, applicants send those documents to the Financial Aid office. ŁPost Satisfied Requirements Receipt of the documents from applicants is entered online. The status of the requirement is changed to satisfied , if the requirement has been properly met. BudgetingThe Budgeting module calculates and assigns cost of attendance values to each applicant based on budget types established by the institution (for example; tuition, fees, room and board, etc.). This module provides you with the following features: ŁAid Year Budgeting ŁBudget component assignment Œ assigns a pre-defined set of budget components and values to applicants according to their budget group for the aid year. ŁBudget averaging Œ creates a budget which is a weighted average of two or more budgets using the mixed budgeting feature. ŁMultiple budgets Œ assigns a Pell Budget plus one additional budget. ŁTransaction Log Œ maintains an online log of all budget changes when the appropriate tables and columns have been activated for logging. /n 52Banner Financial Aid User Guide |System Overview ŁPeriod Based Budgeting ŁBudget component assignment Œ assigns a pre-defined set of budget components based on the budget group for each period in the applicant™s aid period. The component amounts may be pre-defined or calculated using algorithmic rules to customize the amount assigned based on user defined criteria. ŁBudget categories Œ multiple budget components may be defined or calculated separately and combined into a category for presenting to the applicant. For example, separate components may be used for Housing and Meals and combined into a single category of Room and Board to display in Self-Service. ŁMultiple budgets Œ an applicant may have a Pell budget, a budget based on FM EFC methodology, and a budget based on IM EFC methodology. The Packaging Process will select the appropriate budget based on the EFC methodology for the fund on Packaging Group Fund Rules (RPRGFND). ŁSimulated Budgeting Œ permits you to design and run what-if budgeting analysis. ŁBudget Recalculation Process - provides the ability to recalculate the budget components for an applicant without re-assigning a student to a new budget group. ŁTransaction Log Œ maintains an online log of all budget changes when the appropriate tables and columns have been activated for logging. FormsThe following forms can be found within the Budgeting module. For more information about a specific form, select Help > Online Help from that form in Banner. Aid Year budgeting Applicant Budget RBAABUDFinancial Aid Record Maintenance ROARMAN Applicant Comments RHACOMM Applicant Immediate Process ROAIMMP /n 53Banner Financial Aid User Guide |System Overview Aid Year budgeting control Period budgeting Period budgeting control Budget Component Rules RBRCOMP Financial Aid Selection Rules RORRULE Budget Group/Type Rules RBRGTYP Message Rules RORMESG Budget InquiryRBIBUDG Group Inquiry ROIGRPI Budget Group Validation RTVBGRP Budget Type Validation RTVBTYP Budget Component Validation RTVCOMP Aid Period Rules RORTPRD Scheduled Academic Year Rules RORSAYR Aid Period Base Rules ROBAPRD Scheduled Academic Year Validation RTVSAYR Aid Period Validation RTVAPRD Period Base Data RORPRDS Applicant Period Budget RBAPBUDFinancial Aid Record Maintenance ROARMAN Applicant Comments RHACOMM Applicant Immediate Process ROAIMMP Applicant Budget by PeriodRBIABPRPeriod Budget Catego ry InquiryRBIPBCT Period Budget Simulation RBRSIMR Period Budget Detail Rules RBRPBDR Period Budgeting Aid Year Rules RBRPBYR Period Budget Group Aid Year Rules RBRPBGR /n 54Banner Financial Aid User Guide |System Overview Budgeting process flow narrativeŁFinancial Aid Application Current Record Each financial aid applicant may have multiple application records from different sources, one of which will always be marked current. If a Federal Methodology (FM) record exists (which will be marked as the current record) and an Institutional Methodology (IM) record exists then both records, along with other information from other Banner systems, may be used to determine budget information. If only a FM record exists with multiple sequences, only the current record, along with other information from other Banner systems, will be used to determine budget information. ŁCreate Applicant Budget Records Applicant Budget records can be established in several ways. When applicants are loaded into Banner Financial Aid through data load, they are usually also run through the Budgeting Batch Group Assignment Process (RORGRPS) for Aid Year budgeting or the Period Budget Grouping Process (RBRPBGP) for Period Based budgeting. These processes place the applicants into Budgeting groups according to user- defined criteria. Each group has a set of budget components associated with it, which are then assigned to each applicant that falls into the group. Applicants can also be individually assigned to Budgeting groups on line, either manually or automatically. Individual budget components can be manually assigned to applicants online as well. Algorithmic Budgeting Rules RBRABRC Algorithmic SupportRORALGS Financial Aid Selection Rules RORRULE Period Budget Group Validation RTVPBGP Period Budget Type Validation RTVPBTP Period Budget Component Validation RTVPBCP Budget Component Category Validation RTVBCAT Algorithmic Budgeting Rule Validation RTVABRC Message Rules RORMESG Aid Period Rules RORTPRD Scheduled Academic Year Rules RORSAYR Aid Period Base Rules ROBAPRD Scheduled Academic Year Validation RTVSAYR Aid Period Validation RTVAPRD Period Base Data RORPRDS /n 55Banner Financial Aid User Guide |System Overview ŁBudget Components Budget Components are the individual line items for which the Financial Aid office establishes costs. Examples of budget components are; tuition, books and supplies, and commuting costs. Period Based Budgeting allows you to use Algorithmic rules to gather specific budget component amounts on an individual student basis. ŁBudgeting Group Codes and Rules The Financial Aid Office establishes th e Budgeting Group codes and rules that associate specific groups with specific sets of budget components. ŁApplicant Budgets Applicant Budgets reflect the approximate costs that an applicant will incur by attending the institution. These costs are different for different categories of students - on-campus vs. off-campus, graduate vs. undergraduate, and so on. If you are processing using Aid Year budgeting, an individual applicant can have at most two different budgets Œ one for Pell Grants and a second for non-Pell programs. If you are processing using Period Based Budgeting, an individual applicant can have a budget used for Pell grant processing, a budget for using Federal (FM) EFC processing, and a budget for using Institutional (IM) methodology processing. ŁOther Financial Aid Processes Other functional areas within Banner use the applicant budgets developed within the Budgeting module to determine the financial need that an applicant has, and the appropriate aid that will meet that need. ŁBudget Information Can be Included in Award Notifications to Applicants Letters that are sent to applicants detail ing their financial aid awards can optionally include a section dealing with the applicants™ budgets, which are drawn from this module. These letters can be created through the Letter Generation portion of Banner. In addition, an e-mail message can be sent to a student, informing them to view their student cost of attendance on Banner Self-Service. Packaging and DisbursementThe Packaging and Disbursement module provides a flexible automatic packaging function that allows an unlimited number of ways individual or groups of applicants may be packaged. The following processes are incl uded in the Packaging and Disbursement module: ŁUser-Defined Packaging Œ permits applicants to be assigned into an unlimited number of packaging groups, which have a unique set of user-defined packaging formulas ŁAlgorithmic Packaging - permits you to use Algorithmic rules to automatically package students in accordance with your institution™s awarding philosophy. The rules allow the use of mathematical expressions as part of the awarding rules and logic for a particular fund within a packaging group based upon data elements in the Banner system. ŁSimulated Packaging Œ permits you to design and run what-if packaging analysis /n 56Banner Financial Aid User Guide |System Overview ŁLetter Generation Œ allows you to produce an unlimited number of different types of award letters ŁTransaction Log Œ maintains an online log of all packaging changes FormsThe following forms are included within the Packaging and Disbursement module. For more information about a specific form, select Help > Online Help from that form in Banner. Packaging and Disbursement Packaging MaintenanceRPAAPMT Award Maintenance RPAAWRD Applicant Borrower-Bas ed Academic Years RPABBAY Applicant Borrower-Based Academic Year Detail RPABDTL Scholarship Period Information RPASTRM Financial Aid Record Maintenance ROARMAN Fund Award Inquiry RPIFAWD Fund Award Period Inquiry RPIFTRM Award Acceptance Mass Entry RPAMACC Award Offer Mass Entry RPAMOFF Resource MaintenanceRPAARSC Applicant High School a nd Admission Data ROAHSDT Applicant Comments RHACOMM Applicant Immediate Process ROAIMMP Applicant Award by Period RPIATRM /n 57Banner Financial Aid User Guide |System Overview Packaging and Disbursement control Packaging process flow narrativeŁFinancial Aid Application Current Record Each financial aid applicant may have multiple application records from different sources, one of which will always be marked current. If a Federal Methodology (FM) record exists (which will be marked as the current record) and an Institutional Methodology (IM) record exists then both records, along with other information from other Banner systems, may be used in the packaging process to determine funds awarded to a student. If only a FM record exists with multiple sequences, only the Financial Aid Selection RulesRORRULE Algorithmic Packaging RulesRPRALGR Borrower-Based Academic Year DataRORBBAY Financial Aid CIP Code RulesRPICIPC State Advanced/Honors Program CodesRPISAHP Packaging Group Fund RulesRPRGFND Default Packaging RulesRPRDEFR Packaging RulesRPRPCKR Exemption RulesRPREXPT Third Party Contra ct RulesRPRCONT Packaging OptionsRPROPTS Audit Grading ModeRPRAUDT Packaging Group Fund Category Maximums RulesRPRFCAT Group InquiryROIGRPI Class Code TranslationRPRCLSS Financial Aid Major RulesRPRMAJR Federal Shopping Sheet SetupRPRSHOP Algorithmic Packaging Rule Code ValidationRTVALGR Borrower-Based Academic Ye ar Type ValidationRTVBBTP Award Status ValidationRTVAWST Fund Category ValidationRTVFCAT Packaging Group ValidationRTVPGRP Resource Code ValidationRTVARSC /n 58Banner Financial Aid User Guide |System Overview current record, along with other information from other Banner systems, will be used to determine funds awarded to a student. ŁAssign Applicants to Packaging Groups (required if using automated packaging) Applicants can be assigned to Packaging groups in several ways. When applicants are loaded into Banner through data load, they are usually also run through the Packaging Batch Group Assignment Process (RORGRPS). This process places the applicants into Packaging groups according to user-defined criteria. Applicants can also be individually assigned to Packaging groups online, either manually or automatically. ŁPackaging Group Codes and Rules The Financial Aid Office establishes the Packaging group codes and rules that associate specific groups with specific sets of packaging components. ŁPackaging and Fund Rules Packaging and Fund rules define how and when awards to applicants will be made. These rules include awarding rules, funds management rules, gap equity and self- help packaging rules, algorithmic rules, and exemption and third-party contract rules. ŁApplicant Budgets The Packaging process uses the applicant budgets, in conjunction with the Need Analysis results, to determine the financial need that an applicant has and the appropriate aid that will meet that need. ŁNeed Analysis Results Record Packaging uses the Expected Family Contribution, in conjunction with the applicant™s budget, to determine the contribution an applicant and family can make toward meeting financial need. ŁPackaging Process The Packaging process determines an award package for each applicant based on rules within the Packaging module, data from other modules within Financial Aid (unsatisfied requirements, packaging holds, and so on), and federal financial aid rules. ŁApplicant Award Package The Applicant Award Package consists of award amounts from various funds and an award schedule by period and a schedule of when the amounts will be disbursed. ŁAdditional Need If, after the automatic Packaging process is performed, additional need remains for an applicant, manual packaging can be performed to attempt to meet the need. ŁManual Packaging Manual packaging can be performed online at any time for an applicant (that is, before or after automatic packaging). /n 59Banner Financial Aid User Guide |System Overview ŁSend Award Notifications Send Award Letters/E-mail messages to applicants after determination of partial or final awards. In addition to financial aid awards, Award Letters can optionally contain other messages related to the budget or awards. An e-mail message can direct student to Banner Self-Service for viewing awards and accepting the award package. ŁPost Applicant Acceptance/Rejection Applicant responses to award letters can be updated manually online. Students can optionally accept awards via Banner Self-Service. AthleticsUse the Athletics module to maintain athletic, scholarship, and donor information. Through this module, you have the ability to: ŁSet up and track scholarship information by period. ŁEnter default potential values for grants by Sport Code. ŁMaintain donor and scholarship demographic information. ŁSelect specific types of thank you notes donors will receive. ŁSelect specific groups whose grades will be reported to donors. ŁTrack specific team sport information by period. FormsThe following forms can be found within the Athletics module. For more information about a specific form, select Help > Online Help from that form in Banner. AthleticsPotential Athletic Grant Defaults RAAPAGD Sport Aid by Period RAASPTM Team Sport Period Aid RAITMTM /n 60Banner Financial Aid User Guide |System Overview Athletics controlAthletic Grant Peri od Roll (RAPAGRL) Use this process to roll athletic grant period information on RAASPTM from one period to the next. Athletic Aid Discrepancy Rpt (RARATAD) Use this report to display the discrepant information between the actual fund/resource amounts and the reported amounts on RAASPT M. This report s hould be used to determine if a student™s award information has been updated since this information was originally reported to Athletics. Third Party Contract Rules (RPRCONT) Use the Count for Athletics field on RPRCONT to indicate if a contract should be counted for Athletic reporting purposes. Exemption Rules (RPREXPT) Use the Count for Athletics field on RPREXPT to indicate if the exemption should be counted for Athletic reporting purposes. Resource Code Validation (RTVARSC) Use the Count for Athletics field on RTVARSC to indicate if the resource should be counted for Athletic reporting purposes. Funds ManagementThe Funds Management module defines and monitors an unlimited number of funds, fund types, and fund associated eligibility rule s for purposes of awarding and disbursing financial aid. This module provides you with the following features: ŁPackaging Options - provides the ability to set packaging options by aid year and fund ŁDisbursement Options - offers the ability to set disbursement options by fund and aid yearŁFund Comments, Budget Rules, Detail Code Rules - allows comments by fund, linking awarding to students COA and linking disbursement to actual charges the student incurs. ŁApplicant Requirements Œ allows application requirements to be associated with individual funds assigned to the student™s tracking record when the fund is packaged Athletic Aid Type Validation RTVAATP Financial Aid Sport Validation RTVFASP /n 61Banner Financial Aid User Guide |System Overview ŁFund Messages Œ permits messages that are unique to a specific fund to be printed in the award letter ŁAwarding and Disbursement Schedules - allo ws award schedules, by aid period or by fund and aid period and disbursement schedules by aid period or by fund and aid period ŁFund Award and Disbursement Rules - allows for user defined awarding and disbursement rules by fund FormsThe following forms are included within the Funds Management module. For more information about a specific form, select Help > Online Help from that form in Banner. Fund Management RFRMGMT Funds ManagementROAMGMT Fund Budget Inquiry RFIBUDG Federal Fund ID Inquiry RFIFFID Federal Rules InquiryRPIFEDR Default Award and Disbursement Schedule Rules RFRDEFA Fund Award and Disbursement Schedule Rules RFRASCH Financial Aid Selection RulesRORRULE Fund Base Data RFRBASE Fund Enrollment RulesRFRENRR Fund Mass Update RulesRFRMUPD Donor and Scholarship DemographicsRFADSCD Fund Source Code ValidationRTVFSRC Financial Aid Fund Type ValidationRTVFTYP Grades to Donor ValidationRTVGRDD Reviewed ValidationRTVREVW Scholarship Source ValidationRTVSSRC Thank You Letter ValidationRTVTYLT /n 62Banner Financial Aid User Guide |System Overview Funds Management process flow narrativeŁDefine Basic Fund Data Basic fund data includes fund type, funding source, and other fund information which is established by the Financial Aid Office on the Financial Aid Fund Type Validation (RTVFTYP), the Fund Source Code Validation (RTVFSRC), and the Fund Base Data (RFRBASE) forms. ŁStandard Award & Disbursement Schedules Standard awarding and disbursement schedul es for each aid period are set up on the Default Award and Disbursement Schedule Rules (RFRDEFA) form. ŁCreate Fund Aid Year-Specific Data Aid Year-specific fund records contain info rmation about monies available to be awarded, packaging options, disbursement options, messages, and comments. This is defined on the Fund Management (RFRMGMT) form. ŁCreate Fund-Specific Award and Disbursement Schedule If the standard award and disbursement schedule is not applicable to the fund for any specific aid period, a customized fund award and disbursement schedule is created on the Fund Award and Disbursement Schedule Rules (RFRASCH) form. ŁCreate Fund Awarding Rules (optional) Awarding rules specific to the fund are created on the Financial Aid Selection Rules (RORRULE) form. ŁPackaging Process The rules established in the Funds Management are used extensively in the Packaging process. ŁCreate Fund Disbursement Rules (optional) Disbursement rules specific to the fund are created on the Financial Aid Selection Rules (RORRULE) form. Electronic Data Exchange The Electronic Data Exchange module enabl es you to perform the following functions: ŁApplicant Record Creation Œ Load ISIRs into the Banner Financial Aid System ŁOnline Need Analysis Œ Use online need analysis verification forms to log data changes to an applicant™s record. ŁISIR Correction/Request Processing Œ Create data files for transfer to the Central Processor. /n 63Banner Financial Aid User Guide |System Overview ŁCOD Processing Œ Creates data files for transfer to COD using information from the Banner Financial Aid database. ŁData File Generation Œ Send data files generated by Banner Financial Aid to the EDE Central Processor. FormsThe following forms can be found within the Electronic Data Exchange module. For more information about a specific form, select Help > Online Help from that form in Banner. ISIR Correction/RequestREACORR Batch ControlRPIBATC COD Document Control FormREICODD Miscellaneous Results InquiryRNIMSxx Grant Origination/Acknowledgement FormREAORxx Grant Disbursement/Acknowledgement FormREADIxx Student Subsidized Usage Information FromRPASSUI TEACH Grant Agreement to ServeRPATATS Rejection Code ValidationRTVRJCT Assumption Rules InquiryRCIASMP Summary Statement of Account InquiryREISSOA Detail Statement of Account InquiryREIDSOA Data Request RecordRERRDRQ Multiple Reporting Re cord InquiryREIRMRR COD Year to Date Grant SummaryREIYTDS COD Year to Date Grant OriginationREIYTDO COD Year to Date Grant DisbursementREIYTDD COD Grant ReconciliationREIRECN NSLDS Transfer Monitoring ApplicationRNATMNT COD IdentifierREASTID COD Student Information FormREACODS COD Entity ID RulesRORCODI Applicant High School a nd Admission DataROAHSDT Unmatched COD RecordsRPAUCOD /n 64Banner Financial Aid User Guide |System Overview Electronic Data Exchange process flow narrative ŁStudent Signs ISIR or Initiates Corrections The student signs the electronic SAR (ISIR) and returns it to the school. Or, the student initiates the corrections and sends the information directly to the Central Processor. ŁProcess the ISIR through Banner and Create a Corrections Batch ŁEnsure that rules for EDE Correction logging are established. ŁMake the necessary data changes on the RNANAxx, RNAVRxx, RNAOVxx and RNARPxx forms. ŁRun the Need Analysis Logging Rpt (RLRLOGG) to move the data from the temporary log tables to the permanent log tables. ŁReview corrections on the ISIR Correction/Request (REACORR) form. Corrections can be deleted from this form manually. ŁRun the ISIR Corr/Request Process (REBCDxx) to extract the corrections and to create the data file. The flat file consists of EDE corrections and requests for ISIRs. ŁTransfer the data file from Banner to your PC. You must download the data file to a PC in order to transmit the information electronically to the CPS through EdConnect. ŁSchool using Federal SAIG Network The school uses the SAIG Network to load revised ISIRs. ŁCentral Processor The Central Processor responds to ISIR requests and transmits corrected ISIRs for the students after successfully processing your corrections. If the CPS rejects an ISIR Request, it will return the transaction to you, along with codes indicating the reason for the rejection. ŁCreate EDE Files Change the name of the ISIR file to xxxxesar.tap and load the ISIR file to the correct Banner directory so that it can be pr ocessed by the programs that will load the data into the Financial Aid database. ŁFILECAT on PC (optional) Financial Aid CIP Code RulesRPICIPC State Advanced/Honors Program CodesRPISAHP Electronic Counseling StatusRPILECS Ability-to-Benefit Test Score RulesRORTESC Ability-to-Benefit Test Ad ministrators RulesRORTADM Ability-to-Benefit Test COD Rules InquiryROIATBT /n 65Banner Financial Aid User Guide |System Overview Use the File Concatenation Process (FILECAT) to combine multiple ISIR files into one file for uploading to Banner. ŁBanner Data Load Process Run the Data Load process to load financial aid applicant records into Banner from external sources. ŁCreate FAFSA/NSLDS Record An NSLDS record is created for each student for whom an ISIR record is received. In addition, a group of students can be selected using the NSLDS population selection option in the dataload process. ŁCreate ISIR Record In addition to the current EDE record, an ISIR record, which cannot be changed, is created in the database. The ISIR record is the official notification, delivered by EDE, to the school about students™ Expected Family Contribution (EFC) and eligibility for Federal Aid. ŁPrint Revised ISIR (optional) You can print valid ISIR records directly from Banner using the RERISxx process. History and Transcripts The History and Transcripts module maintains student financial aid records online for use in packaging, and audit functions. This module provides you with the following features: ŁNSLDS Transfer Monitoring and FAH Requests Œ Applicant history of funds awarded at your institution as well as other institutions. ŁProvides for the ability to enter Pre-Banner Award History. FormsThe following forms are included within the History and Transcripts module. For more information about a specific form, select Help > Online Help from that form in Banner. Note: Student Financial Aid history may also be viewed on the Student Loan Data (RNASLxx) form. NSLDS Transfer Monitoring ApplicationRNATMNT Pre-Banner Awar d SummaryRHAPBAW Fund Sequence History InquiryRHIAFSH Applicant CommentsRHACOMM /n 66Banner Financial Aid User Guide |System Overview History process flowŁEnter/Convert Pre-Banner Award Summary Data Historical data that exists in any pre-Ban ner Financial Aid that is needed for printing on financial aid transcripts should either be run through a conversion process, or entered manually online. ŁEnter Applicant Comments Free-form applicant comments are maintained in the History module. ŁCreate NSLDS Transfer Monitoring and FAH Requests Financial Aid Common FunctionsThe Financial Aid Common Functions module maintains frequently used financial aid functions. This module provides you with the following features: ŁData Management Œ allows the entry of rules to control the loading of student and financial aid records into the database from external sources ŁCommon Function Controls Œ includes features such as: processing additional Pell Grants, establishing and maintaining financial aid record holds, displaying student summary information, creating and maintaining user-defined fields, FISAP annual report processing, displaying the management audit log, maintaining standards of academic progress, creating and maintaining general algorithmic rules, and setting institutional options ŁForm Call Sequencing (Quick Flow) Œ Allows the definition and execution of a series of functions in a predefined order FormsThe following forms are included within the Financial Aid Common Functions module. For more information about a specific form, select Help > Online Help from that form in Banner. General Person IdentificationSPAIDEN Person Name/ID SearchROAIDEN FISAP Person MaintenanceROAFSAP Aid Year InquiryROIAIDY Group InquiryROIGRPI Data Log InquiryROIILOG Logging Activity InquiryROILOGA /n 67Banner Financial Aid User Guide |System Overview Message Code Inquiry ROIMESG SAR ID InquiryROISARI Financial Aid Term Code Inquiry ROITERM Periods InquiryROIPRDS Financial Aid Integration Rules RORINTR Saved Output Review GJIREVO Applicant Common Functions RESAPPLCTFinancial Aid Record Maintenance ROARMAN Applicant Status ROASTAT Applicant Pell GrantROAPELLApplicant Non Year User-Defined Data ROANYUDApplicant User-Defined Data ROAUSDF Applicant Holds ROAHOLD Applicant Data Log Inquiry ROIALOG Applicant Data Log Application ROAALOG Applicant Immediate Process ROAIMMP Applicant Comments RHACOMM Applicant SummaryROASMRY Applicant Messages ROAMESG Applicant High School a nd Admission Data ROAHSDT Financial Aid Enrollment ROAENRL Applicant Status Inquiry ROIASIQ Applicant MailRUAMAIL Financial Aid Common Functions Control RESCOMNCM Global Institution Financial Aid Options ROAINST U.S. Specific Institution Financial Aid Options ROAUSIOSection Unavailable for Aid ROASECT Enrollment Rules RORENRR Enrollment Rule Validation RTVENRR Financial Aid Repeat Course Exclusion RORRPCX Logging Control ROALOGC Miscellaneous Validation Rules Inquiry ROIMVAL /n 68Banner Financial Aid User Guide |System Overview Academic Year Rules RORACYR Project Based Para meter Setup RORPARM Miscellaneous Parameters RORMPRMData Log Rules RORDATA Message Rules RORMESG General Algorithmic RulesRORALGO Batch Posting RulesRORPOST SAP Translation Rules RORSTRFAid Period/Period Rules RORTPRD Scheduled Academic Year Rules RORSAYR Aid period Base RulesROBAPRD Scheduled Academic Year Validation RTVSAYR Period Base Data RORPRDS General Algorithmic Rules Validation RTVALGO Aid Period Validation RTVAPRD Comment Category Code Validation RTVCCOM Hold Type Validation RTVHOLD ISIR Comment Code Validation RTVICMT Message Code Validation RTVMESG Batch Posting Type Indicator Validation RTVPTYP Rejection Code Validation RTVRJCT Assumption Rules Inquiry RCIASMP Satisfactory Academic Progress Validation RTVSAPR Non Year User-Defined Variables Description RORNYVD User-Defined Variables Description RORUSER E-Mail Letter Rules RORELTR E-Mail Letter Format Rules RORELTF E-Mail Letter Module Validation RTVELTM Ability-to-Benefit Test Score Rules RORTESC Ability-to-Benefit Test Ad ministrators Rules RORTADM Ability-to-Benefit Test COD Rules Inquiry ROIATBT Data Management RESDATA /n 69Banner Financial Aid User Guide |System Overview Common Functions process flow narrativeCommon Functions tables, forms, reports and batch processes are utilized by all other Financial Aid modules. Common Functions s upport other modules' processes, but don't clearly fit into any one other module. Examples of Common Functions tables are th e Applicant Status Table (RORSTAT), which is the base table in which applicant data is stored; the Regular Pell Grant Schedule Table (RORPELL), which contains a matrix of values used in Pell Grant award and disbursement calculations; and the Applicant Satisfactory Academic Progress Table (RORSAPR), which details applicants' academic progress. Student System Shared Data The Student System Shared Data module integrates Banner Student with Financial Aid. This option permits you to view information in the following modules: ŁRecruiting ŁAdmissionsŁRegistrationŁHousingŁAccounts Receivable ŁAcademic History Financial Aid Suspended Records MaintenanceRCRSUSP Data Source RulesRCRDTSR Interface Data Translation RulesRCRTPTR Name Translation RulesGORNAME Common Matching RulesGORCMRL Common Matching So urce RulesGORCMSC Data Source Code Validation RTVINFC Common Matching Source Code Validation GTVCMSC QuickFlow SequenceRESCOMNCA QuickFlow GUAQGFLW QuickFlow DefinitionsGUAQUIK QuickFlow Code Validation GTVQUIK /n 70Banner Financial Aid User Guide |System Overview FormsThe following forms are included within the Student System Shared Data module. For more information about a specific form, select Help > Online Help from that form in Banner. Student System Shared Data process flow narrativeThrough the Student System Shared Data module, Banner Student data is shared with the Financial Aid system. This module consists of inquiry-only forms that contain information that the Financial Aid system requires for processing. This data is available through these shared views, instead of through direct access in order to enable institutions that use Banner Financial Aid as a standalone product to access the data from their Student Systems. Short-Term Credit The Short-Term Credit module allows you to build history files on a student™s short period loans. Summary Academic History InquiryRSIHIST Basic Student Information InquiryRSISTDN Admissions Application InquiryRSIAPPL Account Detail Revi ew InquiryRSIAREV Degrees and Other Formal Awards InquiryRSIDEGR Housing Information InquiryRSIHOUS Prior College InquiryRSIPCOL High School InquiryRSIHSCH Test Score InquiryRSITEST Veteran Certificat ion InquiryRSIVETN Third Party Contract InquiryRSICONT Billing Exemption InquiryRSIEXPT /n 71Banner Financial Aid User Guide |System Overview FormsThe following forms are included within the Short-Term Credit module. For more information about a specific form, select Help > Online Help from that form in Banner. Short-Term Credit process flow narrative ŁShort-Term Credit Account Short-Term Credit Accounts are established online, and include such data as; budgeted loan amounts, amounts requested, approved and repaid, and account comments (RPRSTAM). ŁShort-Term Credit Request Short-Term Credit Requests are recorded by student ID, and include such data as; amounts requested, approved and repaid, repayment source, and comments (RPASTCD). ŁDetermine Loan Eligibility After Short-Term Credit has been requested, the Financial Aid Office must determine whether the applicant is eligible for the loan (RPASTCD). ŁStudent Receives Short-Term Credit Once the Financial Aid Office has determined the eligibility of the applicant and the loan amount, this information is recorded online (RPASTCD). ŁStudent Repays Short-Term Credit Data is maintained regarding how and when the student repays the short-term loan (RPASTCD). Student Employment The Student Employment module performs the referral, placement, hours submission, and tracking functions for student employees. Th is module provides y ou with the following features: ŁWork Authorization - allows processing of the student™s work location, employment dates, rate of pay, and authorized hours and earnings Short-Term Credit DetailRPASTCD Short-Term Account MaintenanceRPRSTAM Short-Term Credit Inquiry RPISTCI Certification Initials Validation RTVCINT Repayment Source Validation RTVRPSR /n 72Banner Financial Aid User Guide |System Overview ŁWork Referrals - allows processing of student work referrals for multiple jobs ŁMass Entry of Time - allows the mass entry of earnings for adjustments or initial entry of earnings ŁDepartmental Time Reports - permits submission and monitoring of the student™s hours workedFormsThe following forms are included within the Student Employment module. For more information about a specific form, select Help > Online Help from that form in Banner. Student Employment process flow narrative ŁPlacement Rules Placement rules define the Position, Allocation, Employee Class , Chart of Accounts code , and Organization code with which a Placement code is associated (RJRPLRL). ŁPayroll Employee Class and Payroll Position The Employee Class code and Position code associated with a Placement code are either obtained from Banner Human Resources, or are free-format, unvalidated data elements (RJRPLRL). Student Employment AuthorizationRJASEAR Student Employment ReferralRJASERF Student Employment Mass EntryRJASEME Student Employment Work HistoryRJISEWH Student Employment ControlRESEMPLCM Student Employment Default RulesRJRSEDR Payroll Load ControlRJRPAYL Placement RulesRJRPLRL Placement Base DataRJAPLBD Job Title Base DataRJRJOBT Job Title RequirementsRJRJREQ Referral Status ValidationRTVRFST Employment Authorization Status ValidationRTVAUST /n 73Banner Financial Aid User Guide |System Overview ŁFinance Chart of Accounts The Chart of Accounts code associated with a Placement code is either obtained from Banner Finance, or is a non-enterable data element (RJRPLRL). ŁFinance or Payroll Organization The organization code associated with a Placement code is either obtained from Banner Finance, Banner Human Resources, or is a free-format unvalidated data element (RJRPLRL). ŁCreate ReferralsPosition referrals are created for each employed student by Placement code (RJASERF). ŁCreate Employment Authorizations Student Employment Authorizations are created for each employed student by Fund and Placement code . The authorizations obtain data from multiple tables and update the Student Employment Wo rk History table (RJASEAR). ŁEmployment Default Rules These rules are used in the creation of position referrals and contain starting and ending dates for Authorizations and Payments , Pay Rate , and Authorization Status (RJRSEDR). ŁApplicant Awards, Work History, and Payroll Earnings These data elements are us ed in the creati on of position referrals (RJASERF). ŁPayroll Load Process This process updates Financial Aid student employment data with actual payroll earnings and produces the Payroll Load Process (RJRLOAD). ŁPayroll Load Rules These rules are used during the Payroll Load Process and identify the payroll(s) that should be interfaced to the Financial Aid student employment module (RJRPAYL). ŁPayroll Calendar Rules and Payroll Base History These rules are used to create the Payroll Load rules. The Calendar rules define beginning and ending Pay Dates and Check Date , and valid combinations of Payroll Year , Payroll ID , and Payroll Number . The Base History table defines the Payroll Disposition indicator. (RJRPAYL) Loan ProcessingThis module enables you to process Dire ct Loans, CommonLine Loans, and Manual Loans. /n 74Banner Financial Aid User Guide |System Overview Banner Financial Aid clients who process Pe ll grants, TEACH grants, and Direct Loans must process the files as Common Origination and Disbursement (COD). Refer to the Banner Financial Aid COD Handbook for information on the entire COD Process. Refer to the Banner Financial Aid Electronic Loan Handbook for complete information on CommonLine Loan processing. FormsThe following forms are included within the Loan Processing module. For more information about a specific form, select Help > Online Help from that form in Banner. Direct Loan Processing Direct Loan OriginationRLADLOR COD Student Information FormREACODS Direct Loan PLUS Borrower FormRLADBOR Applicant Direct Loan MPNRLADMPN Applicant PLUS Application FormRLAPAPP Unmatched COD RecordsREAUCOD Applicant Borrower-Bas ed Academic YearsRPABBAY Applicant Borrower-Based Academic Year DetailRPABDTL Direct Loan Origination Fee Rules FormRLRDFEE Direct Loan OriginationRPALORG Scheduled Academic Year RulesRORSAYR Borrower-Based Academic Year DataRORBBAY Batch ControlRPIBATC COD Document Control FormREACODD Direct Loan CorrectionsRPADLCR Promissory NoteRPAPROM Loan Electronic Counseling StatusRPILECS Direct Loan Cash DrawdownRPACASH Direct Loan Account SummaryRPIDLAS COD State Codes RulesRTVCDST COD Nation Codes RulesRTVCDNT Loan Parent InquiryRPILPAR Unmatched COD RecordsRPAUCOD /n 75Banner Financial Aid User Guide |System Overview Manual Loan processŁStudent Returns Completed Application Electronic Loan Processing Electronic Loan ApplicationRPAELAP Student Lender History DataRPASLND Loan DisbursementRPALDSB Change Transaction Record RequestRPACTRR Electronic Payment ReceiptRPAEPMT Electronic Loan DisbursementRPAELDB Loan Parent InquiryRPILPAR Batch ControlRPIBATC Electronic Counseling StatusRPILECS Manual Loan Processing Loan ApplicationRPALAPP Loan DisbursementRPALDSB Loan Parent InquiryRPILPAR Loan Control Loan Period Base DataRPRLPRD Lender Base DataRPRLNDR Lenders/Disbursing Agents RulesRPRLNDA Loan OptionsRPRLOPT Class Code TranslationRPRCLSS Federal Rules InquiryRPIFEDR Loan Status ValidationRTVLNST Certification Initials ValidationRTVCINT COD State Code RulesRTVCDST COD Nation Codes RulesRTVCDNT COD Document Control FormREACODD Unmatched COD RecordsREAUCOD Direct Loan Logging Control Inquiry FormRLIDLLC /n 76Banner Financial Aid User Guide |System Overview ŁDetermine Award Amount The loan amount is determined based on need. ŁCreate/Update Loan Information The loan information is created and maintained on the Loan Application (RPALAPP) form. This form is us ed to create a loan application, review eligibility and admissions data, establish references for the applicant, view the application information, modify the loan period and disbursement schedules, and certify the loan. ŁManually Record CheckWhen received from the lender, the loan check is manually recorded and a summary of all loan activity for the student is reviewed using the Loan Disbursement (RPALDSB) form. ŁGenerate Memos, Authorizations, Payment Records Run the Disbursement Process (RPEDISB) to generate memos, authorizations, and payment records pertaining to amount of deferred financial aid available, amount of financial aid available to be disbursed, and the schedule for disbursement. Return of Title IV Funds The Return of Title IV Funds module assists yo u in complying with the Title IV regulations for federal financial aid. The Title IV module the Accounts Receivable, Student, and Financial Aid products and enables you to do the following. ŁIdentify Title IV institutional change, such as aid year, and manual refund detail codes. ŁRecord authorizations from students to authorize the use of Title IV aid to pay off non- allowable charges, prior year minor institutional charges, and/or hold excess Title IV aid for future use. ŁAllow application of payments to pay off only allowable charges, or to pay off all charges based on user authoriz ation. You can also choose to a pply payments so that they will only pay off charges for terms within an aid year, with parameter to control future terms within the aid year. ŁIdentify original charges as required for the return calculation. ŁDefine break periods within the period of enrollment. ŁIdentify Title IV recipients who have fully withdrawn, or are no longer in attendance. ŁDetermine the enrollment period and the point in the period that enrollment terminated. ŁDetermine a student™s institutional charges, Title IV aid, and percentage of enrollment period completed in order to calculate the Title IV repayment. ŁDetermine the amount of Title IV aid that should be returned to the Title IV programs by the institution and/or student, or post-withdrawal disbursed to the student. ŁRefund Title IV credits. /n 77Banner Financial Aid User Guide |System Overview FormsThe following forms are included within the Return of Title IV Funds module. For more information about a specific form, select Help > Online Help from that form in Banner. Return of Title IV Funds process flow ŁRun the Title IV Recipients Withdrawn Process. Determine students who have withdrawal records by running the Title IV Recipients Withdrawn (RPRTIVR) process. ŁCalculate the Title IV fund amount to be returned to students. ŁBatch Process: Calculate the Title IV fund amount to be returned to students by running the Title IV Fund Return Calc (RPRTIVC) process. ŁOnline Process: Calculate the Title IV fund amount to be returned to an individual student by using the Return of Title IV Funds Calculation (RPATIVC) form. Both the batch and online process use a Simulation and Calculate and Save mode. Use the Simulation mode to review the results. Use the Calculate and Save mode to create a Return of Title IV Funds record. Ł(Optional) Review calculations for all students by running Return of Title IV Funds With (RPRTIVI) process. Ł(Optional) Review individual student records using the Return of Title IV Funds Calculation Inquiry (RPITIVC) form. ŁUpdate the student™s award based on the results of the Return of Title IV Calculation. ŁRun the Disbursement Process to update the paid amounts for affected funds. ŁThe business office returns the money to the appropriate Title IV funds. Financial Aid Self-ServiceThis module functions with the Financial Ai d Self-Service product. The Web Processing rules tab on the ROAINST form provides you with several options for the type of information you can display in Self-Service. The Award for Aid Year page in Self-Service provides several tabs with information that may be displayed; options are provided through the Web Processing rules for displaying these tabs as well as the data that is displayed. Return of Title IV Funds CalculationRPATIVC Return of Title IV Funds Calculation InquiryRPITIVC /n 78Banner Financial Aid User Guide |System Overview You have the ability to display text (including variables) to pull applicant specific data based on rules using the Web Text validation, rules, and tab forms in Banner. The text may be defined to display on specific tabs on the Award for Aid year in Self-Service. You also have the ability to require an applic ant to complete Terms and Conditions prior to the acceptance of awards. You establish a tracking requirement which is satisfied when the Terms and Conditions are accepted. You may also create questions and define answers for the applicant to complete and can also stipulate that a specific answer will stop the applicant from moving forward with the electronic award process and accepting/ declining awards in Self-Service. You can print an Award letter using the Award information in Self-Service. Additionally, you may also choose the option to print the Terms and Conditions along with the award. The ROREMAL process provides you the capability of sending an e-mail using a population selection so you may provide a notice that awards are ready to review or changes to awards have been made. You can also inactivate lenders who are no longer participating in the FFEL program. You have the ability to select a lender for display in Self-Service. You can use a form to store the lenders for a student by program (Stafford, Parent PLUS, Graduate PLUS). You may provide the ability for an applican t to select a lender if one does not exist for the applicant in Self-Service; the information submitted ca n be used by the Electronic loan application process (RPRELAP). Historical retention of Award Letters: If you have licensed the Banner Document Management System, the capability exists using the AX Report Management option to have the Award Letters produced through Letter Generation or merged into Word, and visible from the Financial Aid Award form s similar to viewing Requirement documents scanned and visible on Requirements Tracking. FormsThe following forms are included within the Financial Aid Self-Service module. For more information about a specific form, select Help > Online Help from that form in Banner. Web Applicant Reported InformationRPAINFO Award MaintenanceRPAAWRD Package MaintenanceRPAAPMT Financial Aid Record MaintenanceROARMAN Applicant RequirementsRRAAREQ Resource MaintenanceRPAARSC Student Lender History DataRPASLND Financial Aid Self-Service ControlRESWEBCM Global Institution Financial Aid OptionsROAINST Fund ManagementRFRMGMT /n 79Banner Financial Aid User Guide |System Overview Funds Management ROAMGMT Fund Base Data RFRBASE Third Party Contra ct RulesRPRCONT Exemption RulesRPREXPT Message Rules RORMESG Lender Base Data RPRLNDR Miscellaneous Parameters RORMPRMWeb Question and Answer Rules RORWBQA Web Tab Rules RORWTAB Web Text Rules RORWTXT Web Variable RORWVAR Federal Shopping Sheet Setup RPRSHOP Resource Code Validation RTVARSC Award Status Validation RTVAWST E-Mail Letter Module Validation RTVELTM Hold Type Validation RTVHOLD Message Code Validation RTVMESG Packaging Group Validation RTVPGRP Requirements Tracking Validation RTVTREQ Web Question Validation RTVWEBQ Web Text Rule Code Validation RTVWTXT Web Variable Validation RTVWVAR /n 80Banner Financial Aid User Guide |Processing ProcessingThis section discusses topics and procedures of interest in Financial Aid processing. Data Load procedures This section discusses the steps you must follow to run the Data Load process. Understanding Data Load Note: As of the 2013-2014 aid year, the RCPTPxx process (Java) replaced the RCBTPxx process (Cobol). For information about the RCBTPxx process (which was used in aid years 2012-2013 and prior), please refer to the RCBTPxx process in Chapter 4, Reports and Processes in this User Guide.The Data Load process loads financial aid applicant records into Banner Financial Aid from external sources via electronic media. This information is stored in temporary Oracle tables (loaded by the RCPCTxx, RCBTPxx, or RCPTPxx processes), which are then used by the RCPMTCH (Financial Aid Data Load Part 2) and RCRTPxx (FA Dataload Part 3) programs to complete the Data Load process. The xx in the last two positions of the program name indicates the aid year for which the program is designed. The RCBTP12 program, for example, is written specifically for the 2011 - 2012 financial aid year. These progra ms are year-specific because financial aid application record formats change annually. The names of the underlying financial aid tables are not year-specific, however; columns are merely added to these tables as necessary on a year-to-year basis. Data Load is divided into three mandatory steps: 1.Loading Data into Temporary Tables (through RCPCTxx, RCBTPxx, or RCPTPxx) 2.Performing Match Process (RCPMTCH) 3.Loading Data into Production Database (RCRTPxx) EDE ISIR Data Load process flow 1.Set Up Rule and Validation forms (Annually) Enter requirement codes and statuses on the Data Source Code Validation (RTVINFC) form for the EDE source to allow Banner to post documents indicating that a federal application has been received. /n 81Banner Financial Aid User Guide |Processing ŁUse the Interface Data Translation Rules (RCRTPTR) form to convert codes on incoming federal application records to valid Banner values if your school will load all application records. ŁEnter values and rules on Banner General Common Matching forms used for matching incoming application records to existing person records in Banner. ŁEstablish the matching sour ce and parameter set on Da ta Source Rules (RCRDTSR) form for the aid year and data source used for the processing of individual records from the Financial Aid Suspended ŁFinancial Aid Suspended Records Maintenance (RCRSUSP) form. ŁSet fields on the Global Institution Financial Aid Options (ROAINST) form that control the dataload process or that act as default values during the load. 2.Prepare Incoming files for Data Load Use the File Concatenation Process (FIL ECAT) to combine multiple EDE files downloaded via the EdConnect software into one file for uploading to Banner. Note: You cannot use the FILECAT process with files in XML format. Rename the file to the default name that is recognized by Banner processes. 3.Load Records to Temporary Tables (RCBTPxx or RCPTPxx) The RCBTPxx or RCPTPxx process loads in coming EDE ISIR files to a set of temporary tables. The temporary tables acco mmodate files for more than one aid year and for more than one data source. 4.Match Incoming Records to Exis ting Banner Records (RCPMTCH) The RCPMTCH process uses the matching rules established on the Banner General Common Matching forms to compare incoming EDE records to existing General Person records in the production database. The process identifies New records, those that have an existing Match , and those that have potential matches or matching errors. During this process, you may place unmatched New records in a Hold status to prevent them from loading to the production tables until a matching General Person record exists in Banner. 5.Load Records to Production Database (RCRTPxx) This step loads New and Matched status records from temporary tables to production tables and deletes corresponding records from temporary tables. You may run RCRTPxx in batch, or initiate the load for individual records as the records are matched, on the Financial Aid Suspended Records Maintenance (RCRSUSP) form (See Step 7). 6.Resolve Records on the Financial Aid Suspended Records Maintenance (RCRSUSP) form. Review each Suspended , Duplicate , and Error record on the RCRSUSP form. Initiate Common Matching rules to determine whether the record is New or Matched or if potential matches exist. You may access selected Banner Student processing forms to assist in suspense resolution. If a match is determined, use the Select ID button in the Data Load Record Block to update the ID and determine the match status. Select the Load button to load individual New and Match records /n 82Banner Financial Aid User Guide |Processing to the production tables via the RCRTPxx process. If applicable, use the online Delete Record feature on RCRSUSP to remove individual records from the temporary tables. 7.Load Records to Production Database (RCRTPxx) You must run RCRTPxx again if you did not load files individually after identifying them as Matched or New on the RCRSUSP form. This loads the files you marked from temporary tables to production tables an d deletes the corresponding records from temporary tables. This process is run as described in step 5 above. Note: It is important to run steps 4, 5, 6, and 7 as close together as possible. This decreases the chance of someone adding new students online, which would make the New status, as determined by RCPMTCH, incorrect. If the record is a duplicate, change only one entry to avoid Oracle errors in RCRTPxx. 8.Delete Temporary Suspense Tables (RCRDTMP) (optional) Use RCPDTMP to delete files from the temp orary database tables at the end of a completed aid year if you used the option to assign a status of Hold to records that did not have a matching record in the production database. In addition, you can delete temporary files individually during daily processing from the RCRSUSP form (see Step 5). You may use the Delete Temporary Records option for immediate deletion, or set the Delete Record indicator on RCRSUSP and run the RCPDTMP process to batch delete the selected records. CSS PROFILE Data Load process flow 1.Set Up Rule and Validation forms (Annually) Enter requirement codes and statuses on the Data Source Code Validation form (RTVINFC) for the CSS source to allow Banner to post documents indicating that a CSS PROFILE application has been received . Use the Interface Data Translation Rules form (RCRTPTR) to convert codes on incoming applications to valid Banner values if your school decides to load all incoming application records. Enter values and rules on Banner General Common Matching forms used for matching incoming application records to existing person records in Banner. Establish the matching source and parameter set on the Data Source Rules form (RCRDTSR) for the aid year and data source used for the processing of individual records from the Financial Aid Suspended Record Maintenance form (RCRSUSP). Set fields on the Institution Financial Aid Options form (ROAINST) that control the data load process or that act as default values during the data load. 2.Load Records to Temporary Tables (RCPCTxx) The RCPCTxx process loads incoming CSS PROFILE files to a set of temporary tables. The temporary tables accommodate f iles for more than one aid year and for more than one data source. 3.Match Incoming Records to Exis ting Banner Records (RCPMTCH) The RCPMTCH process uses the matching rules established on the Banner General Common Matching forms to compare incoming CSS PROFILE records to existing General Person records in the production database. The process identifies New /n 83Banner Financial Aid User Guide |Processing records, those that have an existing Match , and those that have potential matches or matching errors. During this process, you may place unmatched New records in a Hold status to prevent them from loading to the production tables until a matching General Person record exists in Banner. 4.Load Records to Production Database (RCRTPxx) This step loads New and Matched status records from temporary tables to production tables and deletes corresponding records from temporary tables. You may run RCRTPxx in batch, or initiate the load for individual records as the records are matched, on the Suspended Records Maintenance form (RCRSUSP) (see Step 7). 5.Resolve Records on the Financial Aid Suspended Records Maintenance (RCRSUSP) form. Review each Suspended , Duplicate , and Error record on the RCRSUSP form. Initiate Common Matching rules to determine whether the record is New or Matched or if potential matches exist. You may access selected Banner Student processing forms to assist in suspense resolution. If a match is determined, use the Select ID button in the Data Load Record Block to update the ID and determine the match status. Select the Load button to load individual New and Match records to the production tables via the RCRTPxx process. If applicable, use the online Delete Record feature on RCRSUSP to remove individual records from the temporary tables. 6.Load Records to Production Database using RCRTPxx You must run RCRTPxx again if you did not load files individually after identifying them as Matched or New on the RCRSUSP form. This loads the files you marked from temporary tables to production tables an d deletes the corresponding records from temporary tables. This process is run as described in step 5 above. Note: It is important to run steps 4, 5, 6, and 7 as close together as possible. This decreases the chance of someone adding new students online, which would make the New status, as determined by RCPMTCH, incorrect. If the record is a duplicate, change only one entry to avoid Oracle errors in RCRTPxx. 7.Delete Temporary Suspense Tables (RCRDTMP) (optional) Use RCPDTMP to delete files from the temp orary database tables at the end of a completed aid year if you used the option to assign a status of Hold to records that did not have a matching record in the production database. In addition, you can delete temporary files individually during daily processing from the RCRSUSP form (see Step 5). You may use the Delete Temporary Records option for immediate deletion, or set the Delete Record indicator on RCRSUSP and run the RCPDTMP process to batch delete the selected records. /n 84Banner Financial Aid User Guide |Processing Setting up rule and validation forms for Data Load Build the Interface Data Code Validation (RTVINFC) form. The Interface Data block is not aid year-specific. Select the Source Code (such as EDE or CSS) and enter a tracking requirement code in the Code Requirements field. Banner uses this value to update the student™s tr acking requirement record when the first application record for that source is loaded into Banner. You can enter a second requirement (such as an institutional application) in the Supplemental Requirements field. Enter the tracking requirement status that you want to post with the tracking requirement in the Status Requirements field. You must populate the Recruiting Source and Contact Type fields. This data is required for Part 3 of Data Load (RCRTPxx) to complete successfully, even though you may not create recruiting records. If you create recruiting records with RCRTPxx, the Recruit Prospect information (SRARECR) form is populated. The Aid Year Specific Rules block is optional. If your tracking requirement is different each year, you may enter an Aid Year Code for each year and source combination you want to define. Associate an aid-year-spe cific tracking requirement with each entry. If you choose to enter aid-year specific requirements, the tracking entries on the Interface Data Block are ignored. Build the Interface Data Tran slation Rules (RCRTPTR) form. This form allows you to convert specified data values in the temporary tables to institutional values during Data Load. The four tables that are recognized by Banner are MRTL (Marital), MAJR (Major), SBGI (prior schools attended), and CITZ (Citizenship). Data Load processing requires MRTL, MAJR, and SBGI Table Name, Data Value, and Converted Code field entries. CITZ is an optional entry. The form is completed for each application Source Code (EDE, CSS) in use at your school. Data Value is the value for the field that comes in from the Data Load file. The Converted Code field contains the desired value you want the incoming data to be when posted to Banner. The Converted Code must match values already defined in a corresponding Banner validation table. Description automatically populates when you enter the converted code.When the incoming data field contains a blank value, enter an asterisk () in the Data Value field with its associated Converted Code value. If a data value exists, but is not listed in the corresponding validation form, or if you choose to convert all data to one value, you must enter the word Default in the Data Value field for its associated Converted Code value.When building this form, there must be a minimum of two entries for each MAJR , MRTL , and SBGI. These two values are an asterisk () and the word Default in the Data Value field. Even though students do not provi de data for major or prior schools attended on the FAFSA, or the CSS PROF ILE, Banner Data Load still r equires at least the default and () entries for the MAJR , MRTL, and SBGI tables. A Default entry is not required for the CITZ table. /n 85Banner Financial Aid User Guide |Processing Sample EDE record data values are as follows. Build the Global Institution Financi al Aid Options (ROAINST) form.Codes in various fields on this form serve as global controls for the dataload process, or are used as defaults, as application records are loaded. You must define the following fields in this step: Start Date and Year , End Date and Year , Primary Application Source , Application Received Date Indicator , Tracking Established Status , Source for Application Received Date (if you load both EDE ISIR and CSS Profile records) Default Aid Period or Defa ult Aid Period Rule Code , Current Term Code , Current Period , Initial SAP Code . You may optionally defined a Default Expected Enrollment status for the aid year or an algorithmic rule to calculate the expected enrollment status as well as a Default Expected Enrollment status fo r each period in the applicant's aid period using a specific value or an algorithmic rule. Build the User-Defined Variables Description (RORUSER) form. Note: This step is optional and is for CSS PROFILE only. If you contract with CSS for students to complete optional questions on the PROFILE application, you may load up to 30 responses to User Defined fields for the student. Select a range of fields on the RORUSER form. Enter the CSS Profile question number and a description for each question that students w ill complete. Once the data is loaded, you can view the results on the Applicant User-Defined Data (ROAUSDF) form. Table NameData ValueConverted Value MAJR Value for undeclared major - STVMAJR MAJR DEFAULT Value for undeclared major - STVMAJR MRTL Value for single - STVMRTL MRTL 1Value for single - STVMRTL MRTL 2Value for married - STVMRTL MRTL 3Value for single or separated - STVMRTL MRTL DEFAULT Value for single - STVMRTL SBGI Institution™s Sc hool Code - STVSBGI SBGI DEFAULT Institution™s Sc hool Code - STVSBGI CITZ Value for U.S. Citizen Œ STVCITZ CITZ 1Value for U.S. Citizen - STVCITZ CITZ 2Value for U.S. Citizen - STVCITZ CITZ 3Value for Non-Citizen - STVCITZ /n 86Banner Financial Aid User Guide |Processing Define the Common Matching Source Code Validation (GTVCMSC) form.Enter a Matching Source code (name) and a Description on the Common Matching Source Code Validation form (GTVCMSC) for the set of rules that you want to use when matching the records for an application data source during Financial Aid Dataload Part 2 (RCPMTCH) and during online matching when resolving suspended records. You may define a common matching source code for each data source (EDE, CSS), or you may choose to define one common matching source code for all data sources. Each data source code can have multiple rules that determine if the record already exists in the database. Build the Common Matching Source Rules (GORCMSC) form. Set up default information for a Matching Source code on the Common Matching Source Rules (GORCMSC) form.Select the Person value for the Match Type field to match against person records in Banner. Specify forms in the Option Display Rules Block to which the user can navigate using the Details button on the Common Matching Entry (GOAMTCH) form to see more detailed information about possible matched records. Note: The Use for Online Common Matching, Default Address Type, Default Telephone Type, and Default E-mail Type fields on the GORCMSC form are applicable to a Common Matching Source Code that will be used for creating records on the various %IDEN forms such as SPAIDEN; they are NOT applicable to a Common Matching Source Code that will be used to match records from the RCRSUSP form after a Financial Aid Data Load. If you elect to create person records for new applicants or to update existing person records during Data Load, Banner will use only the Address, Telephone, and E-mail types defined in the parameters of Data Load Part 1 (RCBTPxx, RCPTP,xx, or RCPCTxx). Build the Common Matching Rules (GORCMRL) form.Create rules for your Common Matching Source Codes on the Common Matching Rules form (GORCMRL) and give each rule a priority. Banner accesses your rules in priority order. If the Priority 1 rule finds a match, or finds no potential matches, the record is matched or new respectively and processing stops. If the Priority 1 rule finds potential matches, the procedure goes to the next priority and executes the rule to attempt to find matched records. For this reason, the Priority 1 rule should have the most restrictive criteria.Select the Create Required Rules button to use default data elements (elements marked as required for matching by checking the Required Element field on the Common Matching Data Dictionary (GORCMDD) form ). The GORCMDD form is populated and delivered by with the system. The only data element delivered as a required element is SPRIDEN_SEARCH_LAST_NAME ./n 87Banner Financial Aid User Guide |Processing Select additional data elements to use in matching by using the Column List of Values from the GORCMDD data element listing that will make up each rule. In the Length field, indicate the number of charac ters to compare during the matching process (for fields not defined as a code in Banner). If the Allow Negative Length field is checked for a selected data element on the Common Matching Data Dictionary form (GORCMDD), you may enter a negative number for comparison. For example, enter 10 to read the first ten characters of the Last Name; enter Œ4 to read the last four characters of the Social Security Number. The algorithm that controls Common Matchi ng uses a combination of primary and secondary matches (see the complete algorithm in the Additional Data Load Topics section below). You should use the Social Security Number along with other criteria, such as birth day and an item from the address, in your rules to achieve optimum matches. Also, you should test your choice of Match on Null Data option. A simple rule that uses only Last Name Œ Match on Null Data = No (Required Element for the rule) and SSN Œ Match on Null Data = Yes could find an incorrect student. The primary match on Last Name would find the student, and SSN would be considered a match if the SSN is null in Banner but not null in the incoming data load record. This form allows you to copy previously created rules in the Copy Rules To window. You also may add specific matching procedures for matching components that are not within Banner General tables (i.e., matching on high school data for Banner Student) in the Matching Procedures window. Build the Name Translation Rule s (GORNAME) form Š Optional.Use the GORNAME form to build common tran slations between the first and middle names you receive in Data Load files and the first and middle names stored in the Banner General Person record (SPRIDEN). The RCPMTCH routine uses entries on this form to assist in the matching of the first and middles names on records in the temporary tables. If the normal match routine comes up with a first name mismatch, the process goes to the GORNAME rules to attempt a match. If there is an exact match between the primary columns on this form, the match exists and this record passes the first name match requirement. If there is no record present on this form that exactly matches the first name in the temporary tables, there is no match and the record fails the first name match. The listing also is used when the Common Matc hing process is started from the RCRSUSP form. Some first name translations are delivered with Banner. You may enter additional translations. See the examples below. Note: The translations work both ways. You do not need to create one record associating, for example, William with W ill and a second record associating Will with William. One reco rd with the combination will suffice. BobRobert HaroldHal RebeccaBecky /n 88Banner Financial Aid User Guide |Processing Create a Parameter Set for Online FA Dataload Part 3 (RCRTPxx). Note: If you are processing both EDE and CSS records, you must define a parameter set for each data source. Build a default parameter set for each application data source (EDE, CSS) to control FA Dataload Part 3 (RCRTPxx) when you run the process online from the Financial Aid Suspended Records Maintenance (RCRSUSP) form. On the Job Parameter Set Rule (GJRJPRM) form, enter RCRTPxx in the Process field. Define a parameter set name that includes the application data source name (i.e., 1112_EDE_RCRTPxx , 1112_CSS_RCRTPxx ) in the Parameter Set field and enter a Description.Access the Default Parameter Value Validation (GJAPDFT) form. Enter RCRTPxx in the Process field and the saved parameter set name created on the Job Parameter Set Rules (GJRJPRM) form in the Parameter field. Create user-defined values appropriate for the data source for all required parameters. After the annual parameter set is created for a data source, each user who has permission to load records to Banner from RCRSUSP must copy the parameter set to his/her ow n user name. Use the copy feature on the GJAPDFT form for this purpose. Banner validates the User ID, parameter set name, and job when RCRTPxx is run from RCRSUSP. Build the Data Source Rules (RCRDTSR) form. Use this form to establish the Common Matching Source Code and RCRTPxx parameter set to use when you process records from the Financial Aid Suspended Record Maintenance (RCRSUSP) form. You need to create an entry for each application Source Code (EDE, CSS) at your school. Enter the Aid Year , application Source Code (EDE or CSS), Common Matching Source Code , and the saved Parameter Set name for Data Load Part 3 (RCRTPxx). You may use the same Common Matching Source Code rule set for each entry, but you must have separate parameter sets saved if your schools loads both EDE and CSS records. Preparing the data to load into Banner Incoming application files from all sources must be loaded to the $DATA_HOME/ finaid directory for Unix or DATA$HOME for VMS, or BANNER_FINAID_DATA_HOME for NT. The incoming file must be renamed to match what the processes are expecting for RCBTPxx (EDE ISIR for years prior to 2013-2014) and RCPTPxx (CSS PROFILE). This step must be completed every time there is a new input file to load to Banner. Input names for the RCBTPxx (EDE ISIR) and RCPCTxx (CSS PROFILE) processes are shown below. The xxyy in each filename represents the aid year for which the load is performed. Beginning with 2013-2014 ai d year, RCPTPxx for EDE ISIR Data load allows you to input the file name as a parameter for the process and therefore you do not need to rename the ISIR file. /n 89Banner Financial Aid User Guide |Processing Default file namesFor FA EDE Dataload Pt 1 (RCBTPxx), the default filename, which is mandatory for processing aid years prior to 2013-2014, is: Note: Starting with aid year 2013-2014, the RCPTPxx is used. The RCPTPxx uses a parameter that allows you to specify the desired filename. For FA CSS Dataload Pt 1 (RCPCTxx), the default filename is: Once you complete Data Load, you may want to save the input file under some other name and archive it. This way, the next time a file is loa ded, it will not overwrite your previous input file. File Concatenation Process (FILECAT) You can use the File Concatenation Process (FILECAT) for Data Load files. You can view the complete list of files that you concatenate with this process in the Reports and Processes Chapter . You cannot use FILECAT with XML formatted files. FILECAT combines multiple ISIR files downloaded via the federal software into one file (per processing year) for uploading to the Banner environment. The following is an overview of the installation and usage of FILECAT. Copy the file filecat.exe from the filecat directory of the release CD to the directory where files downloaded via the federal software reside. This may be any directory you choose.Warning! Do not rename the files that are downloaded via the federal software. Start the program by typing filecat at the DOS prompt in the directory where you installed the utility. Enter the names of the IS IR files you want to add to the xxxxESAR.tap (for example, where xxxx = 1112) file to be uploaded to Banner. You may process as many ISIR files as you wish.Filecat syntax is: Input FileFilenameEDE ISIRxxyyesar.tap Input FileFilename CSS PROFILExxyycssd.xml /n 90Banner Financial Aid User Guide |Processing filecat -i file1 [file2...fileN] [-e ext] [-o outfile] [-v] [-a] where: Ł-i list of input files (wildcards are allowed) Ł-e extension of file to be output first Ł-o output file name (default is filecat.out )Ł-v enable verbose output mode Ł-a append rows to output file instead of overwriting You can type filecat without parameters to get detailed instructions for its use. Warning! When using the -i parameter, the list of files to concatenate should be separated by a space, not a comma. If you double click the file from Windows Explorer or Run it from the windows Start Menu, the text displays too briefly for it to be read. If the program is not run from within a DOS window, you will not see the output messages generated by the program. If you run the program from the Windows Start Menu and include command line parameters, it will run successfully. However, you will not see any output messages, so you will not receive confirmation that the run was successful. FILECAT permits any input filenames (including the * wildcard -- for example, Sara). You can create any output filename, though the output filename defaults to filecat.out if not specified. Use the -a parameter to append new files to an existing file; otherwise, it creates or overwrites the specified output filename. If you use the -a parameter and the output file does not already exist, you receive an appropriate error message. The process determines the record length of the output file from the first input file it encounters, matching the input filename mask. If subsequent files have a different record length, it displays an error message and quits. For example, if you specify filecat -i 1112 as the input file(s), and 1112cssd.dat and 1112esar.dat both exist in the directory, an error message displays when you hit the 1112esar.dat file because its length differs from 1112cssd.dat . Conversely, if you use filecat -i 1112e and 1112esar.dat , 1112esar.001 , 1112esar.002 , 1112esar.003 all exist in the directory, all four files concatenate into the output file. Each time you run the process, a new subdirectory is created and all processed files are moved into it. This prevents you from accidently reloading the same file. The format of the subdirectory name is \processed_cyymmddhh24miss . The output file remains in the original tapedata directory. /n 91Banner Financial Aid User Guide |Processing For example: 1.filecat - i 1112esar Since the -o filename was not specified, it defaulted to filecat.out file. It moved processed files to processed_20110620103501. 2.filecat -i ytdo12op. -o filecat.out -a Appended to current data in filecat.out .3.filecat -i ytdo12op. -a Appended to current default file (filecat.out). If the data should be appended to another file, you will need to specify with the -o filename. 4.filecat -i 1112esar -o esar.tap This creates a new output file of 1112esar.tap. 5.filecat -i ytdo120p -o filecat.out .This overwrites the existing data in filecat.out file. Warning! You must exercise care in determining which ISIR files are to be added to the output file ( filecat.out ) xxyyESAR.tap . Be sure that only files that have not been previously uploaded to Banner are added to the file. After the xxyyESAR.tap file is created, transfer this file to your Data Load directory in Banner by using an option in your transfer utility (for example, FTP ) that will not change the original file structure. Running the Data Load process This section covers each step of the dataload process. It includes explanations of process parameters and a discussion of each operation. Run the FA EDE Dataload Pt 1 (RCBTPxx or RCPTPxx) process.Note: As of the 2013-2014 aid year, the RCPTPxx process (Java) replaced the RCBTPxx process (Cobol). For information about the RCBTPxx process (which was used in aid years 2012-2013 and prior), please refer to the RCBTPxx process in Chapter 4, Reports and Processes in this User Guide.The FA EDE Dataload Pt 1 (RCBTPxx or RCPTPxx) process for Federal data (EDE) records loads incoming files to temporary tables. These temporary tables, which are duplicates of the Oracle tables where the production data is stored, contain fields that convert data from the flat-file format to the Oracle format when discrepancies exist. /n 92Banner Financial Aid User Guide |Processing For example, a temporary person file name is ROTPERS, while the actual table name is SPBPERS . The temporary table contains the exact fiel ds of the actual table plus fields that are needed to convert the birth date to the proper format. The data in some of these temporary tables is then compared against the data in the production database to ensure that the information can be loaded to the correct person if they already exist in the database, or to create a new person if the student does not yet have a record at the institution. This is Step 2, Performing the Match Process. Note: A listing of the temporary tables is included in the Additional Data Load Topics section below. The RCPTPxx parameters are: Explanations of selected RCBTPxx parameters follow: Parameter Value 01Aid Year Code Appropriate Aid Year Code for RCBTPxx or RCPTPxx version 02Data Source CodeEDE only 03Import Filename Blank (Default) 04Generated ID/ Use SSN Indicator GGenerated ID S Use SSN as ID (Default) 05Recalculate Need Indicator Y Recalculate Need (Default) N Don™t Recalculate Need 06Address Type CodeValid Address Type Code as listed on the STVATYP form 07Telephone Type CodeValid Telephone Type Code as listed on the STVTELE form 08Student Email Address Type Email Type Code as listed on the GTVEMAL form 9Parent Email Address Type Email Type Code as listed on the GTVEMAL form Export Error records Y N (Default) Export File Name Blank (Default) 04Generated ID/ Use SSN Indicator GGenerated ID S Use SSN as ID (Default) /n 93Banner Financial Aid User Guide |Processing The Generate ID/Use SSN Indicator enables Banner to generate an ID for a new person, or use the SSN (social security number) as the ID. When this parameter is set to S, the Student ID will be created using SSN; when this value is G, the RCBTPxx process will assign a temporary generated ID to each record loaded to the temporary tables. The temporary ID becomes permanent for students loaded as New. The temporary ID is replaced with the generated ID in the Banner database if a match is achieved with an existing record. When this parameter is set to Y, all applicant records will be created with their Recalculate Need Indicator set to Y, indicating that need will be recalculated the next time you run the batch Need Analysis process after the records have been loaded. Note: If a school chooses to set the Parameter 05 Recalculate Need Indicator to N, the federal student Need Analysis reco rd will reflect the information imported on the ISIR wi th no changes. Schools that load federal ISIR and CSS Profile records should set Parameter 05 to Y to flag the records for a Need Analysis calcul ation. This will produce a Need Analysis Report with both the ISIR and PROFILE information listed for each student. (Review set up of Ne ed Analysis Global Policy Options.) Schools that choose to run the Institutional Methodology (IM) need analysis calculation in batch should review Need Analysis documentation carefully to understand differences in assumptions when a recalculation is done. To run the RCPTPxx process, access the Pr ocess Submission Controls (GJAPCTL) form and enter the required parameters. You can proceed in one of two ways: 1.Select the Submit radio button in the Submission Block and select the Save button to submit the job, or 2.Select the Hold radio button in the Submission Block and press the Save button to hold the job. Note the sequence number. If you select the Hold option, you must have access to the job submission directory to complete job processing. Note: As a general rule, you should confirm that each Data Load process is complete before running the next process. Note: When inserting the name into the temporary table (ROTIDEN), the following prefixes and suffixes are removed to assist with the matching process. ŒSpecific prefixes are: Dr., Dr, Mr., Mr, Miss, Ms., Ms, Mrs., Mrs, Prof., Prof. ŒSpecific suffixes are: Jr., Jr, Sr., Sr, III, IV, Ph.D, PhD, CPA, MD, RN, Esq., Esq, DVM.05Recalculate Need Indicator Y Recalculate Need (Default) N Don™t Recalculate Need /n 94Banner Financial Aid User Guide |Processing Run FA CSS Data Lo ad Part 1 (RCPCTxx).The FA CSS Data Load Part 1 (RCPCTxx) process takes incoming CSS PROFILE data in XML format and loads it to the temporary Oracle tables. This data is then available for use by the remaining steps of the Data Load process. RCPCTxx parameters (CSS PROFILE data only) include: Explanations of selected RCPCTxx parameters follow: The Generate ID/Use SSN Indicator enables Banner to generate an ID for a new person, or use the SSN (social security number) as the ID. When this parameter is set to S, the Student ID will be created using SSN; when this value is G, the RCPCTxx process will assign a temporary generated ID to each record loaded to the temporary tables. The temporary ID becomes permanent for students loaded as New. The temporary ID is replaced with the generated ID in the Banner database if a match is achieved with an existing record. Note: The use of Generated IDs is strongly recommended because of the possibility of CSS data records not containing SSNs. If you choose to use SSNs for RCPCTxx and RCPMTCH, the students will be generated with an ID of 0 and marked as fiNew" or "Hold". If marked as "New", these Parameter Value 01Aid Year Code Appropriate Aid Year Code for RCPCTxx version 02Data Source for CSSCSS only 03Generated ID/ Use SSN Indicator GGenerated ID S Use SSN as ID (Default) 04Recalculate Need Indicator Y Recalculate Need (Default) N Don™t Recalculate Need 05Permanent Address Type Code Valid Address Type Code as listed on the STVATYP form 06Permanent Telephone Type Code Valid Telephone Type Code as listed on the STVTELE form 07Student Email Address Type Code Student e-mail Type Code as listed on the GTVEMAL form 08Mailing Address Type CodeMailing Type Code as listed on the STVATYP form 09Parent Email Address Type Parent e-mail Type Code as listed on the GTVEMAL form 03Generated ID/ Use SSN Indicator GGenerated ID S Use SSN as ID (Default) /n 95Banner Financial Aid User Guide |Processing students appear on the errs.lis output file of RCRTPxx and gets into suspense on RCRSUSP, where you have the opportunity to create an ID for the students. When this parameter is set to Y, all applicant records will be created with their Recalculate Need Indicator set to Y, indicating that need will be recalculated the next time you run the batch Need Analysis process after the records have been loaded. Note: If a school chooses to set the Parameter 04 Recalculate Need Indicator to N, the federal student Need Analysis reco rd will reflect the information imported on the ISIR wi th no changes. Schools that load federal ISIR and CSS Profile records should set Parameter 04 to Y to flag the records for a Needs Analysis calculation. This will produce a Need Analysis Report with both the ISIR and PROFILE information listed for each student. (Review set up of Ne ed Analysis Global Policy Options.) Schools that choose to run the Needs Analysis calculation in batch should review Need Analysis documentation ca refully to understand differences in assumptions when a recalculation is done. To run the RCPCTxx process, access the Process Parameter Entry form (GJAPCTL) and enter the required parameters. You can proceed in one of two ways: 1.Select the Submit radio button in the Submission Block and select the Save button to submit the job, or 2.Select the Hold radio button in the Submission Block and press the Save button to hold the job. Note the sequence number. If you select the Hold option, you must have access to the job submission directory to complete job processing. Note: As a general rule, you should confirm that each Data Load process is complete before running the next process. Note: When inserting the name into the temporary table (ROTIDEN), the following prefixes and suffixes are removed to assist with the matching process. ŒSpecific prefixes are: Dr., Dr, Mr., Mr, Miss, Ms., Ms, Mrs., Mrs, Prof., Prof. ŒSpecific suffixes are: Jr., Jr, Sr., Sr, III, IV, Ph.D, PhD, CPA, MD, RN, Esq., Esq, DVM.Run the Financial Aid Dataload Part 2 (RCPMTCH) process.Note: Before running this step, verify that you have created matching rules on the Common Matchi ng Rules (GORCMRL) form. 04Recalculate Need Indicator Y Recalculate Need (Default) N Don™t Recalculate Need /n 96Banner Financial Aid User Guide |Processing The RCPMTCH process is the matching step of Data Load. RCPMTCH performs a comparison between the student data in the temporary tables ( ROTIDEN , ROTPERS , ROTADDR , ROTEMAL ) and student person (General Person) data that already exists in the database. RCPMTCH follows matching rules set up on the Common Matching Rules (GORCMRL) form for the Data Source Code that you enter for the RCPMTCH Common Matching Source Code (parameter 06). As part of the matching process, all non-code fields used in matching are changed to upper case, compressed to re move all spaces, and all special characters are removed. This occurs with both the data in the Financial Aid temporary tables as well as the data in Banner. You also can use the Name Translation Rules (GORNAME) form for matching situations such as Bob Œ Robert . This process uses the name search fields to determine if a student is new, or if the student truly exists on the database with the name entered in a slightly different manner each time. The result of this process is a status code that is posted to each student record in the temporary tables. The status code assigned to a record determines whether this record is ready to be loaded directly to the database, needs manual review and intervention, or is in a hold status. Below is a listing of all status codes used and their definitions. Each record in the temporary ID table (ROTIDEN) is updated with one of the following statuses: StatusComment DDuplicate. This name and/or ID has a match within the temporary file indicating multiple records for the same person. EError. This record encountered an error that would prohibit a determination of a New or Matched status. See the Error listing below for information. MMatched. Based on the rules defined for the Common Matching Source Code, this record matches a record on the production table database and has a Need Analysis record for the aid year being processed. N/HNew. No match was found for this record. It is a new person. If a school chooses to define new students with a status of Hold, then the new student will not be processed in step 3 (RCRTPxx) until the status is changed. RMatched student. Based on the rules defined for the Common Matching Source Code, this record matches a record on the production table database but no Financial Aid record (RORSTAT) exists for the current year. AMatched student. Based on the rules defined for the Common Matching Source Code, this record matches a record on the production table database with a Financial Aid record (RORSTAT) for the current year, but no Need Analysis record (RCRAPP1) for the current year. SSuspend. This indicates at least one record where some of the fields match the record being entered, but not all, or there is more than one record that matches all the rules. A record will also be Suspended with an error code if determined as new but the ID or SSN exists in the production database. /n 97Banner Financial Aid User Guide |Processing The RCPMTCH parameters are: Explanations of selected RCPMTCH parameters follow: This is the status code that is posted to all students who do not appear to match anyone in the production database. Part 3 of the Data Load process loads all students with a status code of N, but Data Load does not load students with a status code of H. This option is available for those institutions that do not de sire to have the Data Load process create new students (person records) in the production database. Records with a status of H (Hold) remain in the temporary tables until the records match a person record in the This is a database problem and must be corrected for the problem student before attempting to process this student in Step 3 (RCRTPxx). Warning! The RCRTPxx program that follows RCPMTCH only processes records with a status of N, M, A, or R. Records with other statuses stay in the temporary files until deleted using RCPDTMP, or until the statuses are manually changed using the RCRSUSP form and you rerun the RCRTPxx Process. Statuses that you have updated during RCRSUSP record resolution can be changed if the RCPMTCH process is run again before records resolved on RCRSUSP ar e loaded to the permanent tables using RCRTPxx. Parameter Value 01Aid Year Code Appropriate aid year 02Data Source CodeValid Source Code on the RTVINFC form 03Generate ID/Use SSN Indicator GGenerate IDS Use SSN as ID (Default) 04Value for New Students NNew HHold05Sort Order Indicator ISort by IDN Sort by Name (Default) TSort By Temporary PIDM 06Common Matching Source CodeValid Source Code on the GTVCMSC form 04Value for New Students NNew HHoldStatusComment /n 98Banner Financial Aid User Guide |Processing database and their status is updated appropriately, or until the delete from temporary tables process is run (RCPDTMP) in batch or for the individual record. Banner starts the Common Matching Application Programming Interface (API) using the rules defined for the Common Matching Source Code entered for this parameter. To run the RCPMTCH process, access the Pr ocess Submission Controls (GJAPCTL) form and enter the required parameters. You can proceed in one of two ways: 1.Select the Submit radio button in the Submission Block and select the Save button to submit the job, or 2.Select the Hold radio button in the Submission Block and press the Save button to hold the job. Note the sequence number. If you select the Hold option, you must have access to the job submission directory to complete job processing. Banner prompts you for a User ID, a password, and the previously mentioned sequence number (the job submission one-up number). This job produces an rcpmtch_seqno.lis file. Print this file to capture the results of the process. This file contains five reports: ŁFinancial Aid Data Load Matching Process - Parameters . This report lists the job submission parameters used to run the job. The Common Matching Source Code ŁData Load Match Process Œ All Records . All records in the temporary tables for the aid year and Data Source will be listed with th e status returned from the matching procedure (status E = Error, D = Duplicate, M = Match-M, A = Match-A, R = Match-R, * = Dup PIDMs, S = Suspense, N = New, H = New-Hold), t he rule priority if matched, the error code if an error was encountered, and a message regarding the status. ŁData Load Match Process - Duplicate Record . This report lists all people appearing on the temporary tables two or more times. Note that this report is the only report for all data source codes (see RTVINFC). Other reports are only for the data source code (infc code) selected in parameter number two of this job. ŁData Load Match Process Œ Summary of Totals . This report lists Data Load matching process totals by status and error code. Valid error messages that appear on this report are listed below. ŁData Load Match Process - Control Summary .This report lists the parameters, job number, report file name, and the number of pages. Valid error messages that appear on the Data Load Match Process Œ Summary of Totals report are: 06Common Matching Source CodeValid Source Code on the GTVCMSC form ErrorDescription 13ID and SSN not equal /n 99Banner Financial Aid User Guide |Processing The RCPMTCH process also creates an rcpmtch_seqno.log file.This log file contains information that will be helpful to the technical st aff if a problem running this process is encountered. Once the matching process is complete, the da ta for those students that the process has determined are either a match, or new students, must be loaded to the production database. This is Data Load, Part 3 (RCRTPxx). Run FA Dataload Part 3 (RCRTPxx) This step loads applicant information from temporary tables to permanent tables, creates person records for New student records, and completes the necessary conversions using the codes established in the RCRTPTR form. Note: RCRTPxx loads all records designated as New or Matched by RCPMTCH. The process also loads al l records designated by you as New or Matched on the RCRSUSP form. It is important to run the RCPMTCH and RCRTPxx steps as close together as possible. This decreases the chance of someone adding new students online, which would make the New status, as determined by RCPMTCH, incorrect. RCRTPxx process parameters include: 21ID or SSN is null 22Last name or First name is null and SSN is null 23City is null 25SSN exists on temporary tables 2 or more times 26ID exists multiple times 27ID exists in the database 28SSN exists in the database 29Missing Last Name 30Missing First Name Parameter Value 01Aid Year Code Appropriate Aid Year for RCRTPxx version. 02Data Source CodeValid Data So urce Code on the RTVINFC form. ErrorDescription /n 100 Banner Financial Aid User Guide |Processing 03Load Option for Need Analysis1.Load all as current. 2.If first record from primary MDE, load as current record, else load as non-current record 3.If first record from primary MDE, load as current, else do not load 4.Load as non-current record 5.Do not load records, but print discrepancy report 6.Replace existing CSS PROFILE record 7.Do not replace existing CSS PROFILE record Note - Options 6 or 7 also include MANUAL IM records. If a MANUAL IM record exists and option 6 is used, the MANUAL IM record will be replaced. Tip - To prevent the batch process from overwriting a manual record, use the IM Batch Lock on the Need Analysis Processing (RNAPRxx) form when creating the record. If the record is locked, any new records being loaded electronically will not be ov erwritten. This lock will not cause the record to be locked from manual updates. This lock indicator locks the record from being overwritten in a data load and from manual updates. 8.Replace existing CAL record (for California application data load) 9.Do not replace existing CAL record (for California application data load) 04Not used at this time 05NSLDS Print Option Y Print Discrepancy Report to report changes in NSLDS summary data N Do not print the NSLDS Discrepancy Report 06Need Analysis Print Option YPrint Need Analysis Discrepancy Report NDo not print Need Analysis Discrepancy ReportParameter Value /n 101 Banner Financial Aid User Guide |Processing 07Recruiting Option YCreate Banner Student Recruiting records NDo not create Banner Student Recruiting records Note - The Major field on the STVMAJR form must be checked for the converted major code in the Converted Value field on the RCRTPTR form to be considered a valid major. A valid major is necessary if you want to create recruitment records using this parameter. 08Recalc Need Analysis OptionY Set Recalc Need Analysis indicator to Y N Set Recalc Need Analysis indicator to N 09NSLDS Output Application IDGeneral area for which the Selection ID was defined for NSLDS output 10NSLDS Output Selection IDCode that identifies the sub-population to be updated by NSLDS 11NSLDS Output Creator IDID of the person who created the sub-population rules for NSLDS 12ISIR Creation Option Y Create ISIR records NDo not create ISIR records 13Load VA Data to Resource Table YLoad VA Data to Resource Table NDon™t Load VA Data 14Process Indicator BProcess BatchOProcess Online 15Temporary PIDMBlank when running in batch 16Update Postal Address Y Update Postal Address N Don™t Update Postal Address 17Update Telephone Number YUpdate Telephone Number N Don™t Update Telephone Number 18Update E-mail address YUpdate E-mail Address NDon™t Up-date E-mail Address 19Update Social Security NumberY Update Social Security Number N Don™t Update SS Number Parameter Value /n 102 Banner Financial Aid User Guide |Processing Explanations of selected RCRTPxx parameters follow: Note: Data Load options 6 and 7 are the only valid options if you enter CSS PROFILE for the Data Source Code parameter. Students without current application records for this year - the status is N (New), R (match found, but no RORSTAT record for the current year) , or A (match found, but no RCRAPP1 record for the current year) - are loaded as current application records, regardless of the load option. 20Name Type Code Name type to be used for new students. 21Address Source CodeAddress source to be used for new addresses. 03Load Option for Need Analysis1.Load all as current. 2.If first record from primary MDE, load as current record, else load as non-current record 3.If first record from primary MDE, load as current, else do not load 4.Load as non-current record 5.Do not load records, but print discrepancy report 6.Replace existing CSS PROFILE record 7.Do not replace existing CSS PROFILE record Note - Options 6 or 7 also include MANUAL IM records. If a MANUAL IM record exists and option 6 is used, the MANUAL IM record will be replaced. Tip - To prevent the batch process from overwriting a manual record, use the IM Batch Lock on the Need Analysis Processing (RNAPRxx) form when creating the record. If the record is locked, any new records being loaded electronically will not be overwritten. This lock will not cause the record to be locked from manual updates. This lock indicator locks the record from being overwritten in a data load and from manual updates. 8.Replace existing CAL record (for California application data load) 9.Do not replace existing CAL record (for California application data load) Parameter Value /n 103 Banner Financial Aid User Guide |Processing Students with a locked Need Analysis record are loaded as non-current, regardless of the load option that you select. All new ISIR records with accompanying NSLDS data contain an NSLDS Transaction Number. If the Transaction Number on the new NSLDS/ISIR record is greater than the NSLDS Transaction Number of the Current NSLDS record in Banner, the process loads the new NSLDS record as the Current NSLDS record and changes the Current record indicator on the previous Current record to Non-current. No NSLDS records are ever loaded as non-current. The records are either loaded as current or not at all. You can print a Discrepancy Report for options 1 - 5, provided that you enter a Y value for the subsequent Print Option parameter. The Sequence Number on the NSLDS records is independent of the Sequence Number on the RCRAPPx records. The sequence number on the NSLDS record is not unique by source. For example, the second NSLDS record to be loaded for a student would be sequence number 2 even if the first record was from a different source (that is, Manual).ŁSince award validation must use current NSLD S data (if applicable) and you can choose to not load the need analysis data from the ISIR, the NSLDS Data Match Indicator is also stored as part of the NSLDS record. The Match Indicator is stored in RCRLDS4_MATCH_IND for this purpose. The value of this field is displayed in the Federal Match Indicators window of the Need Analysis Result (RNARSxx) form in the NSLDS field, as well as in the NSLDS Match field in the NSLDS Summary window of the Student Loan Data (RNASLxx) form. These fields display the match status for the current NSLDS record. ŁA separate NSLDS Discrepancy Report is created to report changes in NSLDS Summary Data. Whenever a student is listed on the NSLDS Discrepancy Report, an NSLDS Override Flag is printed if the student has any overrides for the aid year - either the NSLDS Override or the Fund/Period Specific NSLDS Ov erride. Review in a timely manner those students with new NSLDS records and overrides to ensure that the overrides still apply. If Parameter 03 Load Option (for Need Analysis) is set to a value of 5 (do not load records, but print the discrepancy report), the Print Option parameter is automatically set to Y, and the Recruiting and Recalc Need Analysis parameters are set to N.05NSLDS Print Option Y Print Discrepancy Report to report changes in NSLDS summary data N Do not print the NSLDS Discrepancy Report 09NSLDS Output Application IDGeneral area for which the Selection ID was defined for NSLDS output 10NSLDS Output Selection IDCode that identifies the sub-population to be updated by NSLDS 11NSLDS Output Creator IDID of the person who created the sub-population rules for NSLDS /n 104 Banner Financial Aid User Guide |Processing The preceding NSLDS population selection parameters are optional. NSLDS information entered via Data Load informs you as to whether a student is in default. This information may affect the awar d process. If you use Early Decision, your school may package awards before you receiv e NSLDS information. Creating an NSLDS population selection allows you to re-valid ate previously processed awards based on NSLDS information received after packaging. When the first NSLDS record is loaded for a student for the year, or when a new NSLDS record is loaded, Banner has the capability to capture the student™s PIDM in a population selection ID so that you can run the Validate Award Process (RPRVAWD) to verify that the previously packaged award is still valid. A printed or electronic ISIR is only valid if the information matches the data at the CPS for a given transaction number. To maintain a true ISIR database in a manner that preserves the original content, Banner loads EDE re cords to the RCRAPP1 through RCRAPP4 and RCRESAR tables with an INFC Code (source c ode) of ISIR and EDE. The ISIR records are frozen as ISIR transactions. This option is controlled by the ISIR Creation Option (Parameter 12). Parameter 15 - Temporary PIDM is used only when RCRTPxx is run from the RCRSUSP form. Leave the parameter blank for batch processing. If an incoming record is matched to an existing person record in the production database, RCRTPxx loads all financial aid data from t he incoming record. RCRTPxx does not update populated fields on an existing person record. RCRTPxx updates the Postal Address , Telephone Number , and/or E-mail Address if you answer Y to parameter 16, 17 or 18 and there is no record for the Address, Telephone, or E-mail type that you specified in your Data Load Part 1 parameters. Social Security Numbers are updated on an existing person record if it is blank and you enter Y for RCRTPxx parameter 19. 12ISIR Creation Option Y Create ISIR records NDo not create ISIR records 15Temporary PIDMBlank when running in batch 16Update Postal Address Y Update Postal Address N Don™t Update Postal Address 17Update Telephone Number YUpdate Telephone Number N Don™t Update Telephone Number 18Update E-mail address YUpdate E-mail Address NDon™t Up-date E-mail Address 19Update Social Security NumberY Update Social Security Number N Don™t Update SS Number /n 105 Banner Financial Aid User Guide |Processing If no person record in the production database matches the incoming record, records exist, RCRTPxx will create a person record for the student using data from the record in the temporary tables, and will insert all financial aid data. (See section on New vs. Existing Person below for additional discussion.) Once RCRTPxx loads a record to the production database, all data for that record is removed from the temporary tables. To run the RCRTPxx process, access the Proc ess Submission Controls (GJAPCTL) form and enter the required parameters. You can proceed in one of two ways: ŁPress the Submit radio button in the Submission block and press the Save button to submit the job ŁPress the Hold radio button in the Submission block and press the Save button to hold the job. Note the sequence number. If you select the Hold option, you must have access to the job submission directory to complete job processing. You are prompted for a User ID, a password, and then the sequence number from above (job submission one-up number). RCRTPxx output includes the following reports: Note: If there is no data for the reports, the file and output are suppressed. ŁReport Control Information ( rcrtpxx_jobseqno.lis ). This report lists the parameters used when Data Load Part 3 was run and the totals for the number of records processed, the number of ISIR records added, the number of NSLDS records added, duplicate transaction information, the number of Financial Aid records (RORSTAT) created, the number of records not loaded as current, due to a locked Need Analysis, the number of records not loaded when load option 3 was used, and the number of Oracle and/or API errors encountered. ŁStudent listing ( rcrtpxx_jobseqno_apps.lis ). This report lists the records processed, if the Need Analysis was load as the current record, if NSLDS data was loaded as the current record, and identifies duplicate transactions. ŁDiscrepancy report ( rcrtpxx_jobseqno_need.lis ). If you selected the Need Analysis Print option, this report displays discrepancies between the new record being loaded and the existing current Federal record. ŁNSLDS Discrepancy report ( rcrtpxx_jobseqno_nslds.lis ). If you selected the NSLDS Print option, this report displays discrepancies between existing and new NSLDS information. ŁErrors Œ Students Not loaded or errors encountered loading data (rcrtpxx_jobseqno_errs.lis ). If errors were encountered during Data Load part 3, the name, ID, match status, and the error received are listed. If the record could not be loaded, the Match status for the record is updated to Suspense with an error code of 31 - Record not created. Failed Data Load Part 3. If the record was created but not all data could be inserted, the error listing the data is provided; i.e., the process was able to create the ID and biographical information for the record, but could not insert the address due to missing data. /n 106 Banner Financial Aid User Guide |Processing Review the records on the Fina ncial Aid Suspended Records Maintenance (RCRSUSP) form. Records that are assigned a status of Suspend , Hold , Duplicate , , or Error during Financial Aid Dataload Part 2 (RCPMTCH) display on the Financial Aid Suspended Records Maintenance (RCRSUSP) form; records assigned a status of Match or New during the RCPMTCH process do not appear on the form. Only status codes of Duplicate , Error, Hold, and Suspense may be resolved from the RCRSUSP form. If the status code is an asterisk ( ), there is a data integrity problem with this student that needs to be resolved prior to loading this student (a duplicate PIDM exists). The status cannot be updated from an ( ) on the RCRSUSP form. If the status code is E, which means that a required field is null, you can correct the data in the temporary table (top section) on this form and you can update the status. You should work directly from the output report from the RCPMTCH process as it lists all the students in the Suspense file and the status code of each. To have this report you must print a copy of the Data Load Match Process Œ All Records report. The Data Load Record block of the RCRSUSP form displays data for a record in the temporary tables, including a temporary ID assigned during FA CSS Data Load Part 1 (RCBTPxx, RCPTPxx, or RCPCTxx). The ID may be the Social Security Number from the incoming record or a temporary generated ID depending on your parameter choice during Dataload Pt 1 (RCRTPxx, RCPCTxx). The RC PMTCH status and any associated error codes also display. Error code descriptions are printed in the Data Load Match Process Œ All Records report and display on RCRSUSP as part of the Error field. The Match Results Window on RCRSUSP displays student data that exists in the production database once you have selected a record as an actual match for the one displayed in the Data Load Record Block. While on the RCRSUSP form, select the Match button to access the Common Matching Entry (GOAMTCH) form. From GOAMTCH, us e the Common Matching functionality to examine existing or potential matching records in the production database to resolve suspended records. To utilize the Common Matching process, scroll to a record in the Data Load Record Block on RCRSUSP, and press the Match icon or perform the Next Block function. This will open the Common Matching Entry (GOAMTCH) form. Information from the record in the temporary table will display in the Data Entry window. Press the Duplicate Check icon to display a matching record (Match tab) or a listing of potential matching records (Potential Matches) tab. If there are no records that match the rules that you established on the Common Matching Rules (GORCMRL) form, you will receive an alert message. If no match is found on GOAMTCH, and your school is loading New records, enter the code of N in the Override field on the RCRSUSP form. The Status field is updated to New. If you are using the status of Hold at your school, and you do not achieve a match on a record with a Hold status, leave the status as H for matching later. If Banner displays a single matching record under the Match tab, information displays according to the data elements present in your rules (i.e., If City is a data element in your rule, and an address (of any address type) exists in the database that matches the one in the temporary table, the matching address information displays. If no address data elements are in your rule, no address information will display in the match fields.) If you are presented with a list of potential matches , the same student may appear in the listing /n 107 Banner Financial Aid User Guide |Processing more than once if you are using multiple priority rules and the student meets more than one of your rules. When reviewing a single matched record or multiple matching records, you may check additional detail in the All Addresses field. You also may access selected Banner forms by pressing the Details button on the GOAMTCH form. The Match Priority and Match Results fields will indicate the rule used for matching and the portions of the rule that were met, or not met. It is important to study th e Common Matching algorithm to understand what constitutes a match. Once a matching record is confirmed, press the Select ID button on the GOAMTCH form to return the data for the ma tching record to the Match Results Block of the RCRSUSP form. Banner displays data items consistent wi th your rule. The address that displays on RCRSUSP is for the address type that you specified in your Data Load Step 1 parameters, or the most recent address in the Banner database, if no address exists for the type specified during Data Load. Press the Select ID button on RCRSUSP, and Banner automatically updates the match status and re places the temporary ID in the Data Load Record Block with the ID that exists in the production database. Save the record to finalize the matching process. A Duplicate status indicates that a student has two or more records in the temporary tables at the same time. These may be from a single data source (EDE) or from multiple data sources (EDE and CSS). Examine the records and select one for Common Matching. If your school loads all records, select the duplicate with the earliest transaction number first. After performing a Common Matching search, and achieving a match or entering a status of New on the first record, you should load the record to Banner. If you have only one more record for the student, you should achieve a match status the next time you run the matching process in batch or online. If you have more than one duplicate remaining, you must repeat the matching and loading processes until all records are loaded to the production database. If you make a mistake in changing a student™s status and wish to return to the original status code, you have two options. Re-run the RCPMTCH process for all students, or prior to committing the status, change the Override status code to fi-fl for that student. When you save the record, it will revert back to the original status code. Note: Changing the status code on the form only works if you have not left the RCRSUSP form (Exit or Clear form Rollback) since making the initial change. Once you leave the form, the changes are saved and the Match and New records no longer appear on the RCRSUSP form. Match and New records continue to appear on the form until you perform an Exit or a Clear form Rollback. Once a record is assigned a Match or New status, you must load the record to the Banner database using the FA Dataload Part 3 (RCRTPxx) process. You may select the Load button on the RCRSUSP form to run RCRTPxx immediately, which loads the record to the permanent tables. You must have permission to run RCRTPxx and must have a parameter set established in your user name to run the online process. Once you load the record, or leave the record after assigning a New or Match status, the record no longer appears on the RCRSUSP form. If you do not want to use the online load process, or if you forget to load the record immediately after updating the status to Match or New , you may run FA Dataload Part 3 (RCRTPxx) in batch (see Run the RCRTPxx process step below). /n 108 Banner Financial Aid User Guide |Processing Warning! If you elect to run FA Dataload Part 3 (RCRTPxx) in batch after resolving records on the RCRSUSP form, do not run Financial Aid Dataload Part 2 RCPMTCH again prior to running RCRTPxx. RCPMTCH returns your New and Match status codes to those originally assigned to the temporary records. The Suspended Records Maintenance form also includes functionality to delete selected records from the temporary tables. You may check the Delete Record field on a selected record to flag the record for deletion according to your institutional Data Load policy. Once the flag is set, you may select Delete Temporary Records on the Options menu of the RCRSUSP form. This removes all flagged records for the aid year and data source displayed in the key block of RCRSUSP. If you do not use the online delete option, you may run the FA Data Load Table Deletes (RCPDTMP) process in batch using parameter choices to delete records flagged on the RCRSUSP form. Records flagged for deletion continue to appear on RCRSUSP until the record is deleted or until the Delete Record field is unchecked. Note: The online Delete Temporary Records Process does not check for the User ID before deleting flagged records. Run the RCRTPxx process This step is a repeat of the Run FA Dataload Part 3 (RCRTPxx) step. You should run batch RCRTPxx immediately after resolving suspended records if you do not choose to load the records to the production database individually from the RCRSUSP form. This moves those corrected records to t he production databa se for processing, and will reduce the chance of another user creating a duplicate record in Banner for the same student. It is critical that you repeat the RCPMTCH process and the RCRTPxx process until all records in the temporary tables that can be resolved are resolved. These are iterative processes and can be run over and over again until there are no longer any records in the temporary tables that need to be moved. Run the FA Data Load Tabl e Deletes (RCPDTMP) processThe FA Data Load Table Deletes (RCPDTMP) process, which is used to delete records from the temporary tables, may be run in batch, or the process may be run on-line from the RCRSUSP form. The batch process can delete all records in the temporary tables for a selected Aid Year and INFC Source Code. The process also can delete all records where the Delete Record field is checked on the RCRSUSP form. To delete records on- line from RCRSUSP, you would check the Delete Record field to flag selected records. Then you would select the Delete Temporary Records selection on the Options menu. This deletes flagged records for the Aid Year and Source Code displayed in the RCRSUSP key block. If you choose to delete selected records using either the on-line or the batch process, all other records remain unchanged in the temporary tables. /n 109 Banner Financial Aid User Guide |Processing Parameters for the RCRDTMP process are:Note: Parameter 01 and 02 are required if parameter 03 is set to N. However, these parameters are not required if parameter 03 is set to Y. If parameter 03 is set to Y and neither 01 or 02 is populated, the process deletes all records where the ROTIDEN_DELETE_FLAG = Y, without regard to the Aid Year code or INFC code. However, if either, or both, 01 and 02 are populated and 03 = Y, then the process use the combination of the parameters to delete the correct flagged records. When parameter 03 is set to Y, records that are not flagged for deletion on RCRSUSP remain in the temporary tables. On the Process Submission Controls (GJAPCTL) form, enter the required parameter for RCPDTMP. You can proceed in one of two ways: Select the Submit radio button in the Submission block and select the Save button to submit the job Select the Hold radio button in the Submission block and select the Save button to hold the job. Note the sequence number. If you select the Hold option, you must have access to the jo b submission directory to complete job processing. You are prompted for a User ID, a password, and the sequence number from above (job submission one-up number). This process produces a rcpdtmp_seq.lis file. You should print or save this file to capture the results of the process. The RCPDTMP Process also creates an rcpdtmp_seqno.log file. This log file contains information that will be helpful to the technical staff if you encounter a problem running this process. (As a general rule, you should always review the output from any job prior to starting the next process.) Note: You must decide when you need to run the RCPDTMP process to delete records from the temporary tables: Parameter Value 01Aid Year Code Appropriate Aid Year 02Data Source CodeVa lid Data Source Code 03Delete Flagged Records OnlyYDelete Flagged Records Only NDelete All Records /n 110 Banner Financial Aid User Guide |Processing ŒIf your school is diligent in the act of resolving all suspended records from Data Load to Data Load, and you are loading all New student records to the database, the RCRSUSP form should be empty after each Data Load. You would not need to run the RCPDTMP Process. ŒIf you are using the RCPMTCH status of Hold to keep records in the temporary tables until a matching per son record exists in the production database, you would run RCPDTMP only at the end of the financial aid processing year. You would use the Aid Year and INFC Source Code parameters for the batch process to remove records for the completed aid year from the temporary tables. ŒIf you are loading only selected records into the production database (for example, the latest transaction when two records with the same EFC exist in the temporary tables), you may choose to flag records for deletion on RCRSUSP and use the on-line Delete Temporary Tables option or the batch process parameter to Delete Flagged Records Only. Warning! Once data is deleted from the temporary tables, it is lost. If you accidentally delete all data it could mean re-running the Data Load Process for a particular file or for the particular aid year. This might include records that already have been loaded to the production database. Additional Data Load topics The following sections discuss additional topics related to Data Load. Loading and storing of ISIR recordsThe Institutional Student Information Record (ISIR) is the Department™s official notification to your school about a stu dent™s Expected Family Contribu tion (EFC) and eligibility for Federal aid. This electronic ISIR record alon g with NSLDS information is delivered to your school through EDE. You must maintain these original ISIRs along with the NSLDS information for audit purposes and you may need to print them for internal or student use. To maintain these records, your school needs to support a database of ISIRs in a manner that preserves the original content. A printed or electronic ISIR is only valid if the information matches the data at the CPS for a given transaction number. However, a school may want to change information on the original ISIR, and to facilitate this Banner provides an option during data load to create two records from the original ISIR data. To maintain a true ISIR database, you have the option to load EDE ISIR records with source codes (INFC Code) of ISIR and EDE. Those transactions with a source code of ISIR are never updated, maintaining the original ISIR transaction information. Those records with a source code of EDE may be changed. Parameter 12 of FA Dataload Part 3 (RCRTPxx) determines whether or not an ISIR record is created. When this parameter is set to Y (Yes), both an EDE and ISIR source record may be created at the time of data load. The Current Record Indicator on records with a source code of ISIR is always N./n 111 Banner Financial Aid User Guide |Processing Occasionally, the processing center (CPS) sends duplicate transactions for students. Historically, this has been because CPS sent the original ISIR transaction with incorrect information as a result of a processing problem. Also, this occurs when a student submits a correction to their name directly to CPS and a second transaction ‚01™ record with a new SAR ID is received. Banner may load these duplicate EDE and ISIR records depending on the parameter options used for FA Dataload, Part 3 (RCRTPxx). For both sources of records, the sequence number associated with the transaction is incremented by one each time a duplicate transaction is loaded. The ISIR a nd EDE record with the highest transaction number (and if a duplicate transaction, the highest sequence number) is the most recent sent by CPS. A listing of all transactions from all sources for a student can be viewed on the Applicant Need Analysis Application Inquiry (RNIAPPL) window. Also, the Applicant Listing produced by RCRTPxx will identify dup licate transactions with an asterisk () for the source ISIR. A count of duplicate ISIRs is also included in the Control Totals for the process. Depending on parameter choices during Data Load, it is possible that an EDE record will be created without a corresponding ISIR record. It is also possible that the ISIR record can be created without the EDE record. For this reason, the sequence numbers for EDE records and ISIR records may not correspond. However, whenever you are reviewing records, either EDE or ISIR, the transaction with the highest transaction number and, if there are duplicate transactions, the highest sequence number is the most recent. Selections for the Load Option and Print Option parameters in FA Dataload, Part 3 (RCRTPxx) are only applied to those students who already have a financial aid application record for the current year. For students without a current year record, EDE source records are always loaded to the database. They are updated as the current EDE record and the Recalc Need Analysis flag set according to the value selected for this parameter in FA EDE Dataload Pt 1 (RCBTPxx or RCPTPxx). The value for Parameter 03, Load Option for Need Analysis is disregarded for these new application records. For example, if the option for Parameter 03 was to load all records as non-current, the process only loads non-current record s for students with existing aid year information. Whether a record with a source code of ISIR is created depends on the option for Parameter 12 in FA Dataload Part 3 (RCRTPxx). NSLDS information is always loaded unless it is a duplicate transaction without any changes.NSLDS data is stored in non-updateable records in the RCRLDS4 Œ RCRLDS7 tables. ISIRs and NSLDS records each have a unique Transaction Number and the two may be different. Since NSLDS data is printed on the ISIR, Banner maintains a record of which NSLDS transaction record came in on which ISIR transaction. The NSLDS transaction number associated with the ISIR is stored in RCRAPP4_NSLDS_TRAN_NO .NSLDS documentation indicates the transacti on number will be in cremented whenever data changes exist. However, schools on occasion may receive updated information on an NSLDS record without a new transaction number. Banner loads duplicate NSLDS transaction numbers, incrementing the sequence number, if there is a change to any information on the new NSLDS record. The current NSLDS record is the one with the highest transaction and, if there are duplicate transactions, the highest sequence number. NSLDS detail information is viewed on the Student Loan Data (RNASLxx) window. A listing of all NSLDS records for a student is accessible from this window as well as by going directly to the Applicant Student Loan Data Inquiry (RNINSLD) form. FA Dataload Part 3 (RCRTPxx) output reports duplicate NSLDS transactions in the Student Summary listing with an asterisk () in the NSLDS-current column for the source /n 112 Banner Financial Aid User Guide |Processing EDE. A count of people who had NSLDS data added with duplicate transactions is included in the Report Control Totals ( rcrtpxx_nn.lis ). Also, there is an option to print an NSLDS Discrepancy Report. ISIR records may be printed using the ISIR Print Process (RERISxx). Using Parameter 7 (Banner ID Trans No ), when you enter only a Banner ID then the process prints the ISIR with the highest transaction number and sequence number. If an optional Transaction Number is entered along with the Banner ID, then the ISIR with that transaction number and highest sequence number is printed. Enter a Banner ID, Transaction Number and Sequence Number to print specific ISIRs. New Person versus Existing Person If a person record exists in Banner at the time of Data Load, FA Dataload Part 3 (RCRTPxx) does not update fields on that pers on record except for fields specified in RCRTPxx parameters 16, 17, 18, 19. If no person record exists, and you decide to load New records, a new person record is created with data from the incoming record as shown below: Any element with an asterisk () on the followi ng tables must have a Banner Conversion Value on the Interface Data Translation Rules (RCRTPTR) form. Identification Information (SPRIDEN, ROTIDEN Tables) Person Information (SPBPERS, ROTPERS Tables) Address Information (SPRADDR , SPRTELE, ROTADDR Tables) Recruiting Information (SRBRECR, RCTRECR Tables) Financial Aid Applicant Status Information (RORSTAT, ROTSTAT Tables) Financial Aid Satisfactory Academic Progress Information (RORSAPR, ROTSAPR Tables) Identification NumberLast Name First NameMiddle Initial Gender IndicatorSSNMarital Status Birth DateTitleCitizenship Address Type CodeState CodeTelephone Number Street Line 1ZIP/Postal CodeStart Date of Residence CityArea Code Desired Entry TermLevel CodeMajor Code Department CodeDegree Code /n 113 Banner Financial Aid User Guide |Processing Financial Aid Application Information (RCRAPP1, RCRAPP2, RCRAPP3, RCRAPP4, RCRTMP1, RCRTMP2, RCRTMP3, RC RTMP4, RCRESAR, RCTESAR Tables) Financial Aid National Student Loan Da ta System (RCRLDS1, RCRLDS2, RCRLDS3 Tables) Dataload Pt 1 (RCBTPxx, RCPTPxx, or RCPCTxx) temporary tables The RCBTPxx or RCPTPxx process for Federal data (EDE) records and the RCPCTxx process for CSS Profile data records load incoming files to temporary tables. These temporary tables, which are duplicates of the Oracle tables where the production data is stored, contain fields that convert data from the flat-file format (EDE) and XML format (CSS) to the Oracle format when discrepancies exist. For example, a temporary person file name is ROTPERS, while the actual table name is SPBPERS. The temporary table contai ns the exact fields of the ac tual table plus fields that are needed to convert the birth date to the proper format. Temporary tables and their matching producti on tables used during this Data Load step include: Temporary Table Production Table Name/ID Information Table (ROTIDEN) Name/ID Information Table (SPRIDEN) Basic Person Information Table (ROTPERS) Basic Person Information Table (SPBPERS) Address Information Table (ROTADDR)Address Information Table (SPRADDR) Telephone Table (SPRTELE) Recruiting Data Table (RCTRECR)R ecruiting Data Table (SRBRECR) Recruiting Source Table (RCTRSRC)Re cruiting Source Table (SRRRSRC) Recruiting Contact Table (RPTCONT)R ecruiting Contact Table (SORCONT) Application Table (RCRTMP1) Application Table (RCRAPP1) Application Table (RCRTMP2) Application Table (RCRAPP2) Application Table (RCRTMP3) Application Table (RCRAPP3) Application Table (RCRTMP4) Application Table (RCRAPP4) Application Table IM data (RCRTMP5)Application Table IM data (RCRIMP1) Applicant Assumptions (RCTASUM) Applicant Assumptions (RCRASUM) User-Defined IM Data Table (RCRTMP6)User-Defined IM Data Table (ROBUSDF) ISIR Table (RCTESAR) ISIR Table (RCRESAR) NSLDS Table (RCTLDS4) NSLDS Table (RCRLDS4) /n 114 Banner Financial Aid User Guide |Processing The following permanent tables -- though used in this Data Load step - have no temporary table equivalent: NSLDS Table (RCTLDS6)NSLDS Table (RCRLDS6) NSLDS Table (RCTLDS7)NSLDS Table (RCRLDS7) E-Mail Table (ROTEMAL)E-Mail Table (GOREMAL) Satisfactory Progress Table (ROTSAPR )Satisfactory Progress Table (RORSAPR) Student Status Table (ROTSTAT)Student Status Table (RORSTAT) NSLDS ACG Payment (RCTLDSA)NSLDS ACG Payment (RCRLDSA) NSLDS SMART Payment (RCTLDSS)NSLDS SMART Payment (RCRLDSS) NSLDS TEACH Payment (RCTLDST)N SLDS TEACH Payment (RCRLDST) Report/Process Definition TableGJBJOBS Process Run Parameter TableGJBPRUN Population SelectionGLBEXTR Population Selection Base TableGLBSLCT Common Matching RulesGORCMSR Institutional Description TableGUBINST Code Conversion TableRCRTPTR Log Table (current record change) ROBALOG Institutional Options TableROBINST Application User-Defined Data TableROBUSDF Tracking Requirement TableRRRAREQ Data Code Validation TableRTVINFC Tracking Requirement Code TableRTVTREQ Tracking Requirement Status TableRTVTRST User-Defined Variable Description TableRORUSER Interface Data Aid Year Rule TableRCRINFC Temporary Table Production Table /n 115 Banner Financial Aid User Guide |Processing Common Matching algorithmŁThe Common Matching procedure allows for the processing of multiple rules. Define priority numbers for each rule indicating the sequence in which to process the rules. Assign your strictest rule as the first priority (i.e., #1). ŁThe Common Matching procedure processes each rule in order, separately and completely. ŁThe first step is to perform primary matching for the rule. This step defines the population on which the rest of the processi ng (secondary match) is performed. If no match occurs during the primary match, the external record is considered new. ŁThe second step is to perform the secondary matching processing against the results of the primary match. If the secondary match determines an exact match on only one record, the external source record is considered a match. If more than one record is matched to the criteria, the external source record is considered in suspense. The external source record is considered in suspense if data matches part of the criteria of the rules but does not match all the criteria. ŁIf the results of the rule are new or match, the results are returned to the calling process. No other rules are processed. ŁWhen all the rules have been processed, the Common Matching procedure examines the results and returns the results to the calling process. The Match Status ( new, matched , or suspense ) is returned as well as a results message providing the elements that were matched, not matched, or missing as a result of processing the rule. ŁOnline only. If a record is determined as a match using one rule, but as a suspense using one or more additional rules, the record™s match status is set to match but you can view the potential match records as well. Field Length valuesWhenever a length is specified on a rule on the Common Matching Rules (GORCMRL) form, a comparison is made using the rule leng th of the fields. For example, using the last name, the comparison is between the rule lengths of the last name on the external source to the rule length of the last name in Banner. If the rule length is 5, the first five characters of the external source last name are compared to the first five characters of the Banner last name. You can enter a negative length for ID and SSN/SIN/TFN fields to reverse the order to last to first; i.e., enter a Œ5 for the length of SSN/SIN/TIN , the last 5 characters of the external source are compared to the last 5 characters of the Banner S SN/SIN/TIN .ExampleLast Name length: 4First Name length: 3SSN/SIN/TFN length: -4Patricia Longnecker, 555116789 The first 4 characters of the last name are used: LONG/n 116 Banner Financial Aid User Guide |Processing The first 3 characters of the first name are used: PATThe last 4 characters of the SSN/SIN/TFN are used: 6789Primary Match logic The primary match uses the Last Name/Non-person name (SPRIDEN_SEARCH_LAST_NAME ), which is a required data element for Common Matching. If the First Name (SPRIDEN_SEARCH_FIRST_NAME ) or Middle Name (SPRIDEN_SEARCH_MI ) are specified data elements in a rule, these elements are used as part of the primary match for name as well. In addition, if ID (SPRIDEN_ID ) and/or SSN/SIN/TFN (SPBPERS_SSN ) are specified data elements in a rule, these elements are used as part of the primary match. The Common Matching process uses the Entity indicator established for the Source on the Common Matching Source Rules (GORCMSC) form to determine the records to select in Banner. ŁA match type indicator of P selects person records: GORCMSC_ENTITY_CDE = P selects records from SPRIDEN where the SPRIDEN_ENTITY_IND = P.ŁA match type indicator of C selects non-person records: GORCMSC_ENTITY_CDE = C selects records from SPRIDEN where the SPRIDEN_ENTITY_IND = C.ŁA match type indicator of B selects person and non-person records: GORCMSC_ENTITY_CDE = B selects records from the SPRIDEN where SPRIDEN_ENTITY_IND = P or C.Either Step 1 or Step 2 below must be true for a record to pass the primary match. If the External record fails the primary match, the match status is marked New.Step 1 Š If the SSN/SIN/TFN is defined for the Source and rule priority number, retrieve all records from Banner with a matching SSN/SIN/TFN. ŒSSN/SIN/TFN data element is defined as part of the rule and SPBPERS_SSN = External source SSN/SIN/TFN. Step 2 Š If First name and/or Middle names are defined for the Source and rule priority number, combine with Last name criteria and retrieve all records from Banner with a matching Name. Note: When matching non-person records, the First and Middle names should not be included as part of the rule. Step 2A ŠThe following must be true: ŒSPRIDEN_SEARCH_LAST_NAME must equal the last name on the External source for the specified length. Note: If the Source is defined to match non-person records and SPRIDEN_SEARCH_LAST_NAME is not like the non-person name from the External Source, the matching algorithm checks to see if a matching record exists on the GORNPNM alias table. /n 117 Banner Financial Aid User Guide |Processing Step 2B Š One of the following must be true: ŒFirst Name data element is not defined or ŒFirst Name data element is defined for the rule and SPRIDEN_SEARCH_FIRST_NAME is equal to the External source First Name for the specified length. Note: If the SPRIDEN_SEARCH_FIRST_NAME is not like the First name from the External Source, the matching algorithm checks to see if a matching record exists on the GORNAME alias table if the Source is defined to match person records. Step 2C Š One of the following must be true: ŒMiddle Name data element is not defined. ŒMiddle Name data element is defined for the rule and SPRIDEN_SEARCH_MI is equal to the External source Middle Name for the specified length. Note: If the SPRIDEN_SEARCH_MI is not like the Middle name from the External Source, the matching algorith m will check to see if a matching record exists on the GORNAME alias table if the Source is defined to match person Records. Step 3 Š If ID is defined for the Source and rule priority number, retrieve all records from Banner with a matching ID. ŒID data element is defined as part of the rule and SPRIDEN_ID = External source ID. Secondary match logic The secondary match compares the data elements defined for the Source and rule priority number for all records returned by the primary match process. The goal of this match is to find an exact match between the External Source record and an Banner record. When comparing a data field with a Yes value in the Match on Null Data Yes or No? field on the GORCMRL form, a null value may exist either in Banner or the external source. If a null value exists either in Banner or the external source for the data element, the data element is considered as matched. When the Match on Null Data Yes or No? field is No, if the field is null in either Banner or the incoming record for the data element, it is not considered during the matching process and a message will be returned that data is missing in the Match Status. For an External Source record to be considered a match, the following conditions must be true: /n 118 Banner Financial Aid User Guide |Processing This step is repeated for each of the data elements for the rule and one condition must be true for each: ŁData element is not defined. ŁData element Match on Null Data is Y or R and the Banner value is equal to the External source value for the specified length. or ŁData element Match on Null Data is Y and Banner value is NULL. or ŁData element Match on Null Data is Y and External Sour ce value is null. When the data being matched is part of a logical unit (an address), the logical unit is matched separately and completely. For example, when matching on city and zip code, the city and zip code must be associated with one address. Exception: For an External Source record to be considered new when the record has already passed the primary match, all non-name data elements must be determined as not a match and none of the non-name elements may be null. Examples of matching algorithm and results If all required data elements are missing, the record will be suspended. Last name = Required First Name = Required DOB Day = Required DOB Month = Required DOB Year = Required City = Required Banner values: Mildred Jones , DOB = 08/17/1957 , City = Topeka External values: Mildred Jones The external record passes the primary matc h because the first and last names match. However, since all other data elements are missing (i.e., null) from the external source (not matched, but are null), the record is suspended. In this example, the external record passes the primary match as the first and last name matches against 2 Banner records. These 2 records are then used in the secondary match. Rule 1Rule 2 Last name = RLast Name = RFirst name = YFirst Name = Y/n 119 Banner Financial Aid User Guide |Processing The external record passes the primary match because the first and last name matches at least one Banner record with the same first and last name. Using Rule 1 and the matching algorithm, the external record matches against Banner record 1. It will suspend against Banner record 2. Using Rule 2, the external record suspends against Banner record 1 as well as Banner record 2. Since an exact match was found, the algorithm returns a match. In this example, the external record passes the primary match, which usually means that the match status will be ‚Suspense™ at a minimum. However, in this case, because none of the non-name/SSN fields match, the external record is set as ‚New™. SSN = YDOB = YDOB = YCity = YCity = YZip code = YZip code = YBanner values: 1) Alberta Rockville, 330229101, Largesse, 06259, 05/01/1985 2) Alberta Rockville, no SSN, Pomfret, 19355, no DOB External values:Alberta Rockville, 330229101, Largesse, 06259, no DOB Rule 1Rule 2 Last Name = RLast Name = RFirst Name = RFirst Name = RSSN = YDOB = YDOB = YCity = YCity = YZip = YZip = YBanner values: Tomasso Dalimonte, SSN = null, DOB = 06/02/ 78, City = Marikesh, Zip = 11233 External values:Tomasso Dalimonte, SSN = null, DOB = 09/07/ 59, City = Woodstock, Zip = 06281 Rule 1Rule 2 /n 120 Banner Financial Aid User Guide |Processing The external record passes the primary matc h because the first and last names match. Normally, this would mean that the record would be suspended at a minimum. However, because the DOB, City and Zip code fields sp ecifically do not match (i.e., none of them are null), the record™s match status is set to New. This is the only exception to the basic matching algorithm. Audit loggingAudit logging provides the ability for users to view a history of their data changes, the date the change occurred, and the user ID of the person who made the change. This may include inserts, updates, deletions, or a combination of these activities. This is accomplished using database triggers on all tables within the Banner Financial Aid module which will then log these changes when made by a user on a form, a batch process, or any other means in which the data in the table is updated. Note: All triggers are disabled as part of any Financial Aid release to prevent unnecessary logging entries when table changes have been made as part of the release. The institution has the ability to decide which tables and which columns within the table they want to log changes, as well as the type of change to be logged (i.e., insert, update, or delete). This is accomplished by setting indicators on the Logging Control (ROALOGC) form. Logging will not be activated for a table until the Active? checkbox is selected. The scripts that add entries to the underlying Logging Control Base Table (ROBLOGC) have the ROBLOGC_ACTIVE_IND column set to N. You must check the Active? indicator for the table to enable logging on that table. Any table that is able to be logged will automatically display in the query of this form. You are not able to insert or delete tables on this form. You may, however, activate a table for logging by checking the box under Active? . In addition, you may specify if you want the insert, or update, or deletion of data to this table logged or any combination of these activities. Finally, on the first window you may choose to activate all columns on this table for logging by checking the checkbox Activate All Columns . If you choose not to activate all columns for logging, the second window of ROALOGC will display all columns in the table your cursor was located on in the first window. The second window allows you to turn logging on or off, per column, by checking the Log? Indicator for those columns you choose to log for this table. Note: EDE Correction Logging is done us ing a different logging process. Information on EDE correction logging is found under the section EDE Correction Logging. /n 121 Banner Financial Aid User Guide |Processing Viewing logging records The Logging Activity Inquiry (ROILOGA) form allows you to view your logged data. This form opens in Query Mode. Use the form™s first window to query on any field except Name. Fields 1 - 12 display the identifying data(Key) in the row of the table in which the data was changed. For example, when an offer amount for an award is changed on one of the Award forms, the fund code for the award updated will be in field 1 for the table RPRAWRD if logging is checked for the table RPRAWRD to log changes to the offer amount. The form™s second window displays the exact column name that was changed, what it was prior to the change, and current value. Note: This includes inserts and deletions, assuming you set it up this way on ROALOGC. You may also query on any of the fields on the second window to narrow your search. If your institution has selected to log validation, control, and rule tables, which are not related to student specific data, you may query the logging records on the Logging Activity Inquiry (ROILOGA) form, by entering the table name and executing the query. For example, if logging was activated for the RF RASPC table, which is the table containing Fund specific data on the Funds Management (RFRMGMT) form, you would enter the table RFRASPC in the Table: field for the appropriate aid y ear and execute query to view changes made to the data existing in the table. Logging archive and purgeThe Logging Archive/Purge Process (RORLOGA ) archives and/or purges records from the Data Log Activity Master Table (RORLOGM) and the Data Log Detail Table (RORLOGD). When you execute this process, all of the logging activity data existing in the RORLOGM and RORLOGD tables, with an activity date prior to the date entered in the Process Activity Date parameter, is copied to temporary copies of the same tables Š the Archive Data Log Activity Master Table (ROALOGM) and the Archive Data Log Detail Table (ROALOGD). Once the data has been transferred to the archive tables, you can use Oracle™s EXPORT process to back-up the data. This also allows you to import the data at some point in the future with Oracle™s IMPORT process, if the need arises. Refer to the RORLOGA process in the Reports and Processes chapter for additional details. EDE correction loggingBanner Financial Aid allows changes to need an alysis data to be stored in a special log table that is used for submitting ISIR corr ections to the Central Processing System (CPS). Storing this information creates an audit trail of the changes that have been made on the /n 122 Banner Financial Aid User Guide |Processing student™s EDE record. To log EDE corrections, there are three separate controls that must be set: ŁThe first level is the institutional level. EDE correction logging must be activated by checking the appropriate option on the U.S. Specific Institution Financial Aid Options (ROAUSIO) form for the aid year. ŁThe ROAUSIO option controls the default value for the EDE Correction switch in the key block section of the Need Analysis (RNANAxx) form. This switch must also be set to Yes to log changes for Pell EDE. If you do not wish to log the changes, this flag must be set to N each time upon entering the RNANAxx form. Note: For example, if you set the default value on ROAINST = Y, and you do not wish to log changes for a particular student, set the flag = N in the key block of RNANAxx. However, if the value on ROAINST = N, no EDE changes will be logged. ŁThe third level is the individual field level. This is the EDE Correction indicator on the Data Log Rules (RORDATA) form for the field that is being changed. Warning! This is system delivered data and should not be changed by the user. Under this method of logging EDE corrections, the form stores the changes in temporary tables and you must run RLRLOGG to move the data from the temporary log tables to the permanent log table (ROBALOG). Once this process is completed, the changes can be viewed on the Applicant Data Log form (ROIALOG), the Data Log Inquiry form (ROIILOG) or the Applicant Data Log Application form (ROAALOG). The date/time stamp on the audit log record is the date and time that the information was changed. Warning! Setting on RORDATA are delivered each year, according to which fields can have changes repor ted and those that cannot. It is recommended that users do not alter any settings on the RORDATA form. Processing EDE correctionsOnce you have completed the logging process by running RLRLOGG, EDE corrections pending submission to the Central Processing System (CPS) can be displayed on the ISIR Correction/Request (REACORR) form. Unnecessary corrections can be deleted here and missing or incorrect Pell IDs can be changed. The actual data that you send to the CPS cannot be changed on this form. The ISIR Request window of the REACORR form can be used to request Institution Changes and Housing Code changes. The REBCDxx process provides options for what ty pe of changes you want to submit. /n 123 Banner Financial Aid User Guide |Processing The ROAALOG form can also be used to flag EDE corrections that have been previously extracted that for some reason must be resubmitted. By setting the Resend checkbox on this form, this EDE data will again be logged as a correction and extracted to be sent the next time the REBCDxx process is run. REBCDxx will create an output file; CORRxxIN.DAT will that will be submitted to CPS for processing. The file will contain corrections, institutional changes, and housing changes. Once the REBCDxx process has completed and th e correction file created, you must use a transfer utility that will not change the contents of the file to move the file to your PC for submission to CPS. Review the Reports and Process chapter for information on the parameter options that are available for the REBCDxx process. Methodology specific changes Methodology-specific changes as handled on the Applicant Override window of the Applicant Override (RNAOVxx) form are as follows. Regardless of your preferred methodology (IM or FM), you can override the IM or FM formulas. Both columns are always displayed and you can select any combination. If both methodologies are selected, you will get the same results as if you h ad just made the change once on the Need Analysis (RNANAxx) form, which by default affects all formulas. Most fields in the Applicant Override blo ck of the Applicant Override (RNAOVxx) form provide individual student overrides to the INAS Institutional Methodology (IM). That is, the value of the override field controls how INAS performs some of its IM calculations. However, three of these overrides allow the user to change, at the individual student level, how the Banner FM Need Analysis product performs the Federal Methodology or FM calculation. These three incl ude: Budget Duration, FM Dependency, and the ability to calculate a parental contribution (PC) for an independent student. Regardless of whether the override is set for the FM or IM, however, the need analysis process must be run for the override to take effect and cause a change in the need analysis results. Setting a student™s dependency codes The Dependency override field will directly change the student™s dependency status as stored in the Banner database. There are two database fields that identify a student's dependency status: ŁRCRAPP2_C_DEPEND_STATUS field can contain a value from 1 to 8 where 1 = Independent, 2 = Dependent, 3 = (Not used), 4 = Independent (documentation needed), 5 = Independent due to professional judgment, 6 = Dependent due to prior year data, 7 = Dependent rejected, and 8 = Independent rejected. ŁRCRAPP2_MODEL_CDE field can contain a D for dependent or an I for independent. /n 124 Banner Financial Aid User Guide |Processing For example, if you enter an I for the FM Student Dependency field on the Applicant Override form, Banner will set RCRAPP2_C_DEPEND_STATUS to 1 and RCRAPP2_MODEL_CDE to I for the FM need analysis. If you enter a D on the RNAOVxx form for the FM Stud ent Dependency override, Banner will set RCRAPP2_C_DEPEND_STATUS to 2 and RCRAPP2_MODEL_CDE to D for the FM need analysis. As long as the Dependency override field on RNAOVxx is not null, the student™s dependency status will be set to the dependency override value for the affected need analysis regardless of how the student answered the dependency status questions. If the FM Student Dependency override is null and the computed dependency loaded during the EDE data load is not based on professional judgment, the FM Need Analysis will determine the student™s FM dependency status based on the applicant™s responses to the dependency questions on the FAFSA. By the same token, if there is no IM Student Dependency override present and the comput ed dependency status loaded from a Profile record is not a 5 or 6, indicating professional judgment, the INAS IM dependency status will be based on the applicant™s responses to the dependency questio ns on the Profile application. This is performed at Data Load time, after need analysis, and when dependency is changed on the override form. These are the only ways to set or change a dependency status. Overriding the student's dependencyMost Financial Aid forms display a student's dependency status as either I for independent or D for dependent. However, there are two database fields that contain a student's dependency status. The value in RCRAPP2_C_DEPEND_STATUS is a number from 1 to 8 or null. Financial Aid always converts the number to the more common I or D. The value stored in the field RCRAPP2_MODEL_CDE is a D for dependent students and an I for independent students. If you want to use the student's dependency status in a selection statement to identify dependent students (which is done frequently), you could write a statement such as: RCRAPP2_C_DEPEND_STATUS is (2,6,7) ORRCRAPP2_C_DEPEND_STATUS is nullOr you could use the following statement: RCRAPP2_MODEL_CDE = D The RCRAPP2_MODEL_CDE field is set to I when RCRAPP2_C_DEPEND_STATUS equals a 1, 4, 5, or 8. The RCRAPP2_MODEL_CDE is set to D when RCRAPP2_C_DEPEND_STATUS equals a 2, 6, 7, or null. /n 125 Banner Financial Aid User Guide |Processing EFC prorationAdjustment to the EFC for students not attending a standard nine-month academic year are accomplished by adjusting the budget duration, number of months, and performing a Need Analysis calculation. Both the FM Need Analysis and IM Need Analysis calculations will calculate the appropriat e PC, SC, and Total EFC, bas ed on the up dated budget duration information. For aid years beginning with 2014-2015, the budget duration for FM and IM can be associated with the aid period on the Aid Period Base Rules (ROBAPRD) form. The Need Calculation processes will use the budget duration for the applicant's aid period to determine the EFC. In the event you need to assign the applicant a different budget duration than has been established for the aid period on ROBAPRD, or if you choose not to associate the budget duration with your aid periods, a budget duration override may be entered on the Applicant Override (RNAOVxx) form and a new need calculation performed. The budget duration overrides on RNAOVxx are separate fields for the FM and IM calculations. The hierarchy for determining the budget duration that should be used by the FM Need Calculation and the IM Need Calculation is as follows: 1.If the budget duration has been entered on the Need Analysis Override (RNAOVxx) form, it will be used. 2.The budget duration associated with the aid period, if a budget duration has been entered for the aid period on Aid Peri od Rules (ROBAPRD) for the aid year. 3.The Default FM Budget Duration defined on the Options tab of ROAINST for FM Need Calculation and the default IM Budget Duration for Independent and Dependent applicants on the Need Analysis Global Policy Options Rule (RNRGLxx) form. Also beginning with the 2014-2015 aid year, yo u have the ability to us e an algorithmic rule to determine the aid period that should be assigned to the applicant when the Applicant Status record (RORSTAT) is created for the aid year. This provides flexibility to then run the need Analysis calculations to update the EFC based on the budget duration associated with the aid period. The algorithmic rule to determine the aid period to assign to the applicant is created and maintained on the General Algorithmic Rules (RORALGO) form for the Process of "DAPRD-Default Aid Period"? and then entered on the Defaults tab of ROAINST in the Default Aid Period Rule Code field. The FA Dataload Part 3 (RCRTPxx), will automatically set the Need Recalculation indicators (RORSTAT_RECALC_NA_IND or RORSTAT_RECALC_IM_IND ) to Yes, Waiting (value of Y) when the budget duration associated with the applicant's aid period is not equal to 9 months. When changing the applicant's aid period for aid years beginning with 2014-2015 and you have defined the budget durations for FM and IM on ROBAPRD, the Need Recalculation indicators ( RORSTAT_RECALC_NA_IND or RORSTAT_RECALC_IM_IND ) will automatically be updated when the new aid period's budget duration has changed. You may then run the Calculate Need process from the Options Menu or use the F3 Function Key to execute the Need Calculation(s). If you have entered a budget duration override on RNAOVxx (FM and/or IM budget duration overrides) and are changing the aid period, the budget duration overrides on RNAOVxx will be set to NULL with a warning message provided which will include the prior values en tered on RNAOVxx. This will occur and the /n 126 Banner Financial Aid User Guide |Processing message received whether you are changing the aid period on the budget forms, RBAABUD or RBAPBUD, or throug h the Batch Posting process.For aid years prior to 2014-2015, entry of the FM and IM budget durations are not permitted for the aid periods on ROBAPRD. To adjust the applicant's EFC for an aid period, other than the standard 9 month calculation, you will need to enter the student's FM or IM budget duration on the Applicant Override (RNAOVxx) form and perform a new need analysis calculation. Estimated vs official contributionsWhen the Need Analysis calculation encounters any of the federal reject conditions, the corresponding contributions are labeled as Estimated rather than Official results. Federal regulations prohibit the disbursement of Title IV funds to students until their need has been computed based on official results. There is no such prohibition against packaging with estimated results. Banner Financial Aid includes a user-defined option (RPROPTS) to control whether to permit students to be packaged when their contributions are estimated rather than official. There is no similar option for disbursement. The following rule could be used to prevent the disbursement of a non-Title IV fund to students with estimated contributions: ((RCRAPP2_MODEL_CDE = I AND RCRAPP2_C_1_CTRB_OFFL_EST = 1) OR (RCRAPP2_MODEL_CDE = D AND RCRAPP2_C_PAR_1_CTRB_OFFL_EST = 1 ANDRCRAPP2_C_1_CTRB_OFFL_EST = 1)) ANDRCRAPP1_CURR_REC_IND = Y Recalculate Need Analysis Indicator functionality updates The Recalculate Need Analysis Indicator ( Recalc ) is set to Y when a current record has been changed, or when the Date of Birth (DOB) has been changed. The Recalc field displays in the Applicant Status Summary window of many forms throughout Banner. The Need Analysis Calculation field on the Applicant Immediate Process (ROAIMMP) form displays a Current Status value of Waiting if the Recalc field is set to Y for the ID and aid year. The Current Status indicator for the Need Analysis Calculation field is blank if the Recalc indicator is set to N.Because you can change a record and then move this record to a non-current record without running need analysis, changing this same record back to a current record sets the Recalc indicator to a Y because need analysis has not been run since changes were committed to this record. /n 127 Banner Financial Aid User Guide |Processing For this reason, Banner sets the Recalc indicator to Y every time a current record is changed on the RNAOVxx form. A DOB change may impact the bottom line need analysis results in some cases. Th erefore, a change to this field also sets the Recalc indicator to Y. Beginning with the 2014-2015 aid year, separate Recalculate Need Analysis Indicators are defined for FM and IM processing. Changes made to an FM record will update the Recalculation field for FM ( RORSTAT_RECALC_NA_IND ) and reflect a Current Status of Waiting next to the FM field on ROAIMMP. When the FM Need Calculation is run, the Completion Date field for FM will be populated to reflect the date of the last Need Calculation. Changes made to an IM record will update the Recalculation field for IM (RORSTAT_RECALC_IM_IND ) and reflect a Current Status of Waiting next to the IM field on ROAIMMP. When the IM Need Calculation (RNEINxx) is run, the Completion Date field for IM will be populated to reflect the date of the last IM Need Calculation. The Dataload process will also update the appropriate Recalculate Need Analysis indicator based on the parameter options. Beginning with 2014-2015 aid year, if you have defined budget durations for your aid periods on ROBAPRD and the aid period assigned to the student is different than the standard nine-months, the Recalculate Need Analysis indicator will be updated to Yes based on the type of record being loaded regardless of how the parameters are set for the dataload process. For example, if the applicants aid period is FALL with a budget duration of 5 mo nths, the recalculation indicator will be set to Y when a new record is loaded even when the parameter option to Recalculate Need Analysis has been set to No.FM Need Analysis solutionBeginning with the 2011-2012 aid year, the system will no longer support the INAS integration to Banner for Federal Methodology (FM) - including Estimated Federal Methodology (EFM). In its place, the FM Need Analysis calculation will be used for Federal Methodology and Estimated Federal Methodology. The Institutional Methodology (IM) calculation will continue to be provided by the College Board through INAS. These changes are being implemented through either of two Need Analysis options: ŁOff-Premise - This Software-as-a-Service (SaaS) component will be offered as a managed service. For this option, there are no specific hardware or software requirements, and you will no longer need to implement patches and upgrades specifically for the FM Need Analysis calculation. ŁOn-Premise - This option requires local management and is similar to your current implementation but requires additional setup (both hardware and software) for the hosted INAS component. For this option, additional server-class hardware and software is required./n 128 Banner Financial Aid User Guide |Processing Benefits This FM Need Analysis calculation and depl oyment model provides the following benefits: ŁDirect involvement with the Department of Education to deliver calculation logic to customers more quickly. ŁOne regulatory posting (in February) can be eliminated annually. ŁUpdates and defect resolutions can be delivered more quickly. ŁClients can adopt the changes as they occur without having to make upgrades. ŁThe burden on customer IT staff is redu ced because upgrades and defect patches related to FM need analysis are no longer applied on site. ArchitectureThe following diagram illustrates the components of the Off-Premise solution: The components are used as follows: ŁThe EFC Calculation Web service exposes the processing logic used to calculate the EFC. ŁThe XML configuration file identifies the award year to be used for calculating the EFC.ŁThe EFC Processor loads the EFC Calculations component for the award year being calculated. /n 129 Banner Financial Aid User Guide |Processing ŁThe EFC Calculations component evaluates eligibility criteria, selects the appropriate calculation formula, and calculates the feder al EFC for a given student record. Different EFC Calculations components are used for different award years. If your institution chooses the On-Premise solution, installation and maintenance replicates that of standard releases. For institutions interested in making a change from the On-Premise solution to the Off-Premise solution (or vice versa), please contact your Account Manager. SecurityThe EFC Calculation Web service is protec ted via HTTP basic authentication. All information is encrypted via Secure Socket Layer (SSL) between the client and the server. Only data that is required by the calculation is transmitted through this process. Personally identifiable information (PII) such as names, addresses, and Social Security numbers are not transmitted. The only transmitted data th at might be considered PII are the student and parent birth dates, which are required in the calculation. All data resides on the client database. No information is stored at the Off-Premise site. SetupGlobal Institution Financ ial Aid Options (ROAINST) The Need Analysis Calculation Option (ROBINST_FM_IM_FLG ) determines which methodology is used to calculate the EFC. Ba sed on institutional need, the choices are: F (Federal Methodology), I (Institutional Methodology), or B (Both [Default]). Project Based Parameter Setup (RORPARM) This form has been included to allow you to configure institution specific data to perform Federal Methodology Need Analysis Calculations. The RORPARM form was designed to accept entry of group-based parameter data. Field Description Group Name Group name. Parameter The group parameter Data The data associated with the group parameter. Description Description of the parameter. ActiveIndicates the parameter is active. /n 130 Banner Financial Aid User Guide |Processing Parameter configurationBATCH_SIZE The BATCH_SIZE parameter, working in conjunction with THREAD_SIZE parameter, is used to optimize performance of the FM Calc ulation batch process, running from Process Submission Controls (GJAPCTL) form. It is recommended that these initial settings not be modified unless instructed to do so by the Banner Financial Aid ActionLine. DEBUG When running the FM Calculation process online, any errors that occur will be displayed as a pop-up window on the form. By default, these error mess ages will be shown in full text and unedited. This parameter can be set to N to minimize the number of error messages. ONLINE_REPORT By default, the Need Analysis Report option is set to N. Set this option to Y if you want to generate the Need Analysis Report when calculating need online. SERVLET_URL By default, the online FM Calculation process is configured to run using a servlet running on the Oracle Application Server (OAS). This servlet must be configured and installed at each institution. Once installed, the servlet™s URL must be entered and saved (in place of the default string, fi fl). The value entered should use the following format, fi http:// :/rnpfmxx/ FmCalxx fl. A valid URL could be: http://mal0500374.corp.sct.com:8888/rnpfmxx/FmCalxx Note: To perform correctly, the value of the SERVLET_URL parameter must be provided by your institution for all aspects of the Federal Methodology Need Analysis Calculation. Note: Even though the servlet remains available for aid year calculations prior to 2014-2015, its use is highly impractical and not recommended. Servlet use would require that you make RORPARM parameter changes (back and forth) depending upon the aid year being calculated. Note: The FmCalxx portion of the above URL is case sensitive. THREAD_SIZEMaximum concurrent threads used in the RNPFMxx process. Refer to parameter BATCH_SIZE for details. /n 131 Banner Financial Aid User Guide |Processing USE_JOBSUB By default, the online FM Calculation is configured to run using a Servlet. As an option, your institution can run the FM Calculation vi a the Banner job submission server. To run the online FM Calculation through Banner job submission, set this parameter to Y.Note: Even though the servlet remains available for aid year calculations prior to 2014-2015, its use is highly impractical and not recommended. Servlet use would require that you make RORPARM parameter changes (back and forth) depending upon the aid year being calculated. WS_ENDPOINT By default, the FM Calculation Web Service is supplied as a managed service. For institutions that have opted to provide the We b Service locally (On-Premise), the institution URL to the On-Premise Web Service must be updated here. WS_ENDPOINT_ONLINEBy default, the FM Calculation Web Service is supplied as a managed service. This is the web service URL for online FM calculations. XML_DUMPThe information transmitted between the FM Calculation Client and the Web Service is passed using XML. By default, the XML inform ation is not persistent. Data only exists within the context of the data transmitted between the Client and Web Service and cannot be viewed. If your institution wishes to see the actual data that was transmitted, update this parameter to Y. For an FM Calculation that was processed through job submission, the XML dump can be found in the log file on the job submission server. For online processing that uses the servlet, the XML dump will be available in the log file located on the OAS. Note: Even though the servlet remains available for aid year calculations prior to 2014-2015, its use is highly impractical and not recommended. Servlet use would require that you make RORPARM parameter changes (back and forth) depending upon the aid year being calculated. Warning! There is a significant system performance trade-off in setting the XML_DUMP parameter to Y when running through job submission. It is highly recommended that this option be used only for a very small population. Once processing is complete (on a job-by-job basis), the parameter should be returned to the default value of N./n 132 Banner Financial Aid User Guide |Processing Job submission vs. servletThe FM Need Analysis Solution provides th ree ways for the user to run FM Need Calculations. The three ways include: Batch via job submission, Online via job submission, and Online via the Servlet. The Servlet method is only available for online calculations.Note: Even though the servlet remains available for aid year calculations prior to 2014-2015, its use is highly impractical and not recommended. Servlet use would require that you make RORPARM parameter changes (back and forth) depending upon the aid year being calculated. When deciding which method to use when callin g the online need calculation, there are several options to weigh regarding environments and resources. The main difference between the two methods is processing time. If your institution chooses to use the Servlet method for calling the need calculation, then processing timeframes replicate INAS calculations timeframes. If the job submission method is used, processing time is typically increased to 6 to 30 seconds, depending on the institutions environment. Calculation flowThe diagram below helps to understand the processing flow from Banner Financial Aid through the call to the EFC calculation. As shown below, the job submission and Servlet methods serve the purpose of calling and returning the EFC calculation; they do not hold the code for the calculation. The code itself is housed in either the Off-Premise or On-Premise solution. Note: Even though the servlet remains available for aid year calculations prior to 2014-2015, its use is highly impractical and not recommended. Servlet use would require that you make RORPARM parameter changes (back and forth) depending upon the aid year being calculated. /n 133 Banner Financial Aid User Guide |Processing Processing flowThe following sections describe the proces sing flow for EFC calculations. You can calculate EFC online through certain forms or with batch processes, just as you have in the past. Online processing You can calculate EFC on the following forms: FM Need Analysis solutionThe following processing occurs when online EFC calculations from a form are performed using the FM Need Analysis solution. Note: Even if your institution uses the FM Need Analysis solution for FM calculations, you can also use the INAS algorithms for IM calculations if the ROAINST option is set appropriately. 1.The user calls the need calculation from a Banner Financial Aid form. 2.The FM calculations are performed as follows: 2.1. The form calls the FM Need Analysis (RNPFMxx) process. 2.2. The RNPFMxx process calls the EFC Calculation Web service. 2.3. The Web service calculates the federal EFC for the student. 2.4. The Web service returns the results to Banner. 2.5. Banner updates the student records (where applicable). 3.(Optional) If the Need Analysis Calculation Option on ROAINST indicates that your institution uses both IM and FM calculations, the IM calculations are performed as follows: 3.1. After the RNPFMxx process finishes, it calls the Need Analysis Process (RNEINxx). 3.2. RNEINxx calculates the institutional EFC for the student. 3.3. Banner updates the student records (where applicable). RNANAxxNeed Analysis RNAOVxxApplicant Override RNAPRxxNeed Analysis Processing RNASUxxSupplemental Need Analysis RNAVRxxNeed Analysis Document Verification ROAIMMPApplicant Immediate Process /n 134 Banner Financial Aid User Guide |Processing Note: On the RORPARM form, if the ONLINE_REPORT parameter is set to Y, then the RNRNAxx.lis report will gene rate after the co nclusion of the RNPFMxx process. This will occur wh en calling the ne ed calculation through either the job submission or the Servlet method. Note: Even though the servlet remains available for aid year calculations prior to 2014-2015, its use is highly impractical and not recommended. Servlet use would require that you make RORPARM parameter changes (back and forth) depending upon the aid year being calculated. If your institution uses the job submission me thod for calling the EFC calculation, then RNPFMxx.log and .lis output files will appear in your job submission directory. The .lis file provides the Report Control Information used when running the RNPFMxx process. The .log file provides any errors associated with running the process. If the Servlet method is used for calling the EFC calculation, then there is no RNPFMxx output generated. To view a report of the EFC calculation results, you must set the ONLINE_REPORT parameter on the RORPARM form to Y.Note: Even though the servlet remains available for aid year calculations prior to 2014-2015, its use is highly impractical and not recommended. Servlet use would require that you make RORPARM parameter changes (back and forth) depending upon the aid year being calculated. Batch processingThe following batch processes calculate EFC: ŁNeed Analysis Process (RNEINxx) uses INAS algorithms for IM calculations. ŁFM Need Analysis (RNPFMxx) uses the FM Need Analysis solution for FM calculations. Processing flow depends on whether your institution uses FM, IM, or both FM and IM. This is determined by the Need Analysi s Calculation Option on ROAINST. FM Need Analysis solutionThe following processing occurs when batc h EFC calculations are performed using the FM Need Analysis solution. Note: Even if your institution uses the FM Need Analysis solution for FM calculations, you can also use the INAS algorithms for IM calculations if the ROAINST option is set appropriately. 1.The user executes the FM Need Analysis (RNPFMxx) process. /n 135 Banner Financial Aid User Guide |Processing 2.The RNPFMxx process calls the EFC Calculation Web service. ŁIf the value in Parameter 08 of the RNPFMxx process is N or I, the RNRNAxx report will generate after the RNPFMxx process concludes. If the value is X, the RNRNAxx report will not generate.3.The Web service calculates the federal EFC for the students. 4.The Web service returns the results to Banner. 5.Banner updates the student records (where applicable). 6.(Optional) If the Need Analysis Calculation Option on ROAINST indicates that your institution uses both IM and FM calculations, the IM calculations are performed as follows: 6.1. The RNPFMxx process automatically calls the Need Analysis Process (RNEINxx) after the RNPFMxx process is complete. 6.2. The RNEINxx process calculates the institutional EFC for the same population of students. 6.3. Banner updates the student records (where applicable). ProcessingFM Need Analysis (RNPFMxx) The RNPFMxx process uses the previously established web service to make the call to the EFC service to send the student(s) through for need calculation. The FM Need Analysis calculation is performed and the results are returned via the established web service. Banner updates the student records accordingly. Note: No Personally Identifiable information is included in the Off- Premise transactions. If the Need Analysis Calculation Option ( ROBINST_FM_IM_FLG ) field on the ROAINST form is set to B, the RNPFMxx process will be executed before running the RNEINxx process. This maintains consistency with the order in which the processes are run, when doing online calculations from the Banner forms. For specific parameter information, please visit the RNPFMxx process in the Reports and Process chapter of this User Guide .FM Need Analysis reportingThe existing Report Options parameter (08) has been changed and determines whether to run the RNRNAxx process after RNPFMxx has completed, rather than producing the report output in the RNPFMxx.lis file. When parameter 08 (Report Options) is set to N or I, the Need Analysis Report (RNRNAxx) will be run, automatically, after RNP FMxx is complete. Also, the value for /n 136 Banner Financial Aid User Guide |Processing parameter 08 (Report Options) will be passed to RNRNA xx for parameter 07 (Report Options) in that process. Note: If RNPFMxx parameter 08 (Report Options) is set to X (No Report), RNRNAxx will not be run and no parameter values will be passed to the RNRNAxx process. Need Analysis Report (RNRNAxx)This report has been created as a replacement for the current output provided in the RNPFMxx.lis file and acts as a separate process that allows you to decide when you would like to run the report (online or in batch). Additionally, if the process is run during online calculations, the output will be provided in the jobsub directory. The report will be automatically generated in batch or online after the RNPFMxx process is complete. Therefore, this report™s output will contain the most fiup-to-datefl calculations for FM.For specific parameter information, please visit the RNRNAxx report in the Reports and Process chapter of this User Guide .Output Format and PrintingThe output of this report has been formatted to print in portrait mode while being limited to no more than two pages. Two CSS Profile items are included on this report that are not currently found on the report generated by the FM Need Analysis (RNPFMxx) process: ŁCSS ID (RCRAPP4_MDE_ED_NO )ŁCountry COEFF ( RCRAPP2_C_PAR_CNTRY_COEFF )Labels and data items have been abbreviated (to provide space) and some items that were originally included on the RNPFMxx output have been removed from RNRNAxx output. The custodial parent information and t he FISAP Total Income items have been removed from this report. Period based processingIntroductionThe foundation of the Banner system has always been the Term Code Validation (STVTERM) form which forced restrictions on system capabilities. Banner Financial Aid has replaced the concept of Term with Period of Attendance. In most cases, the value for these fields will be same, but this shift allows more flexibility to define Summer as a Header or Trailer for an individual student, and combine mini-terms or sessions to create a /n 137 Banner Financial Aid User Guide |Processing single payment period, including calculatin g enrollment for the combined terms or sessions.Processing within the Financ ial Aid System uses Period rather than Term with the exception of capturing term enrollment, Satisfactory Academic Progress, and Resources which use Term. Throughout the Banner Financial Aid system, you will see that Period is used rather than Term for labels, auto-hints, warning and error messages, options, and process parameters. Periods are processed in sequence number order which is assigned when the Period is created. For schools who do not have a need to combine terms, Periods will still need to be created as part of the New Year setup but can be as simple as copying the information from STVTERM which the Period will correspond to. You have the ability to create multiple Periods assigning the same term code to assist with identifying specific enrollment patterns for different cohorts of students. Note: Return of TIV calculation for processing a period consisting of multiple terms was not included as of September 2010. The determination of the length of the enrollment period in the Student system and the calculation of institutional charges in the A/R system is still done by term. Therefore, withdrawals, for a combined term, should be done manually. The Title IV Recipients Withdrawn Pr ocess (RPRTIVR), will identify if a withdrawal record exists for any term which is part of the period entered as a parameter option. For institutions not wishing to go forward with period processing, there is a section titled Period Processing vs. Term Based Processing later in this chapter that will assist your institution with the minimum period setup required. Period creation and setupWhen setting up the New Aid Year, an additional step is required to create periods for the new aid year before you create aid periods. Addi tionally, you will also need to create new periods if you choose to begin combining terms to create a period and follow the steps outlined in the new year checklist. This procedure ensures that you have included your new period in aid periods, award/disbursement schedules, packaging options, credit hour rules, and loan periods. This means that instead of building an aid period from terms, first, periods will be associated with the corresponding term(s), and then, aid periods will be built with periods. For example, build the following (in order): 1.Periods for the new year, associating terms from STVTERM to the Period. 2.Aid periods on RORTPRD, associating appropriate Periods rather than terms. Note: An Aid Period used as a default on ROAINST should be created on RORTPRD with appropriate Periods to ensure the Applicant Period Status records (RORPRST) are created properly. 3.Default award and disbursement schedules (RFRDEFA), associating Periods rather than terms. /n 138 Banner Financial Aid User Guide |Processing 4.Fund specific award and disbursement schedules (RFRASCH), associating Periods rather than terms. 5.Institutional options (RPROPTS) with Periods rather than terms. 6.Credit Hour rules (ROAINST) with Periods rather than terms. Note: Cobol processes have a limitation on the number of records which can be used. Currently, only a maximum of 25 period award records (RPRATRM) can be handled for a student per aid year. Therefore, when building Aid Periods and Award/Disbursement schedules, keep in mind that an Aid Period should not consist of more than 25 Periods. Period Base Data (RORPRDS) The Period Base Data (RORPRDS) form is used to create and maintain the definition of a Period. This form™s function is similar to that of the STVTERM form, in that it is used to define a code, description (short and long), st art and end dates, and the aid year used for financial aid processing. The ability to define the crossover aid year is also provided (for those periods which represent a crossover period). The code used to define the period allows up to15 characters for a descriptive code plus a 30 character (long) period description. Period creationTo create a period, you are expected to enter a code in the key block that will be used to identify the period. Then, you must navigate to the Base Data block to enter the necessary data to define the period. The sequence number must be unique because the sequence number will be used to ensure sequential pe riod order. To assist you in determining the sequence number to assign when creating a period, the Periods Inquiry (ROIPRDS) form can be viewed by clicking the View Current Periods icon in the Base Data block. The key block also contains a term code field with a List of Values to STVTERM. When a value is entered in this field, the period will be created with the same attributes as the term from STVTERM. For those instances where onl y one term will exist for the period, this provides assistance in creating the periods as part of the New Year Setup. Note: Sequence Numbers for Periods are not aid year specific. Periods are not aid year specific. Because a period can now be used in more than one aid year, the se quential order of periods will be used to determine the order periods are processed. Once the period™s Base Data has been created, the form™s Period Rules block is used to define the term (or terms) that will be included in the period. To do so, you are expected to select a term that will be used to populate the %TERM_CODE columns in the tables and the disbursement process to pass to Accounts Receivable. This is done by checking the Accounts Receivable checkbox, associated with the term™s row. For example, a period is created which incl udes three terms. You will need to check the Accounts Receivable indicator for one of the terms. The term code selected will be the value passed in the disbursement process to Accounts Receivable as payment for all of the terms included in the period. The term where the Accounts Receivable indicator is /n 139 Banner Financial Aid User Guide |Processing checked will also be the valu e used to populate the table name_term_code values when records are inserted or updated. You are also expected to sele ct which term will be used fo r retrieving data from the Student system (such as the campus, level, and major) by checking the block™s Student checkbox. The processing logic will look for the record in Banner Student which is equal to or less than the term code selected for the period. The Satisfactory Academic Progress checkbox is used to identify which term will be used in disbursement processing to determi ne whether or not the student is making satisfactory academic progress. The processing logic will look for the satisfactory academic progress term which is equal to or less than the term code selected for the period. The initial value of each of these checkboxes is unchecked (No) when a term code is entered on the form. Note: At least one term must be selected for each of the required indicators. For those who wish to create periods using either a PERIOD that is equal to STVTERM_CODE or a period with the same attributes: 1.Enter the code in the key block and select the term (from the Term Code LOV) that will act as the source. ŁThis copies the term information into the definition of the Period. 2.Navigate to the form™s next block to copy data from STVTERM into the Base Data and Period Rules blocks. 3.Define the sequence number for the period along with the Academic Year type. Note: Currently, only the Academic Year of fiSTANDARDfl is allowed. 4.Commit and save your changes. When the Period Rules are created in this manner, the Accounts Receivable , Student , and Satisfactory Academic Progress indicators will be popu lated as being checked (yes). Edits on RORPRDS require the term to fall within the period start and end dates. The logic is in place to prevent entering incorrect term codes for a period and then attaching them to aid periods or award/disbursement schedules and then getting assigned to students thus causing excessive cleanup. Terms and parts-of-terms defined may not fit neatly into your defined start and end dates of the periods so to accommodate this, start and end dates can be updated once the initial record is created. Edits on RORTPRD also prevent building an aid period where the Periods crossover to ensure students are not getting fidoublefl aid for the same period of time. In the SFA Handbook defining an Academic Calendar and Terms, it states that a program cannot be treated as term-based for FSA purposes if the term overlaps within a program. The edits provided can actually assist in substantiati ng term based processing by not allowing the Periods which you will be assigning to the student to overlap. /n 140 Banner Financial Aid User Guide |Processing You can enter a new period and term code in the key block to default the term information from STVTERM in the Base Data block. Once that information is populated, you can update the data as needed. Additionally, you can also enter a new period without a term code in the key block and manually enter all the information in the Base Data block. Either way allows you to update start/end dates so they don™t overlap in an aid period. Crossover periodsA period which has been designated as a crossover period on the Period Base Data (RORPRDS) form can be assigned to an aid period for the aid year or crossover aid year defined. This allows you to award non-Pell aid from either year. Funds will be awarded and paid from the aid year associated with student™s award. When you create a Period whether you will be attaching only one term code or multiple term codes, you should assign the Aid Ye ar which you normally would use for the crossover Period. For example, if you normally process the crossover Period as being the trailer to the Aid Year, assign that Aid Year to the Period and the future Aid Year as the crossover Aid Year. If you normally process the crossover Period as the header for your Aid Year, you would assign that as your Aid Year for the crossover Period and the prior year as the crossover Aid Year. In the diagram below, period Summer 1011 with an aid year of 1011 and a crossover aid year of 1112 may be used as either a trailer or a header for an aid period. When creating aid periods, an edit is in place to verify that periods do not overlap. This step in the process prevents creating an aid period with multiple periods for the same student enrollment and overpayment of aid. /n 141 Banner Financial Aid User Guide |Processing Additional edits are in place to prevent assign ing a student an aid period which includes a period that has been assigned to the student in a different aid year. For example, a student assigned an aid period with the Summer 1011 period for the 1011 aid year would not be allowed to have an aid period in the 1112 aid year which included the Summer 1011 period. Additionally, an edit to verify that the terms which are included in the period do not exist as part of a period assigned to the st udent in another aid year. These edits prevent the possibility of the student receiving aid from two aid years for the same period of time. Processing for Pell to evaluate the most be neficial Pell for a crossover period will still require using the Pell aid period. Using periods for different cohorts of students The flexibility of Periods also allows you to establish Periods with different start and end dates or even some with multiple terms attached for different cohorts of students. The Periods would then be assigned to aid periods representing the cohort of students allowing flexibility of assigning different award and disbursement schedules with different dates. For example, a medical program and dental program use the same term codes but have different start and end dates. STVTERMDental Program Summer/Fall/Spring: Medical Program Summer/Fall/Spring Term Code: Start Date: End Date: 201160 (Summer) 06-JUN-2011 09-AUG-2011 201180 (Fall) 16-AUG-2011 17-DEC-2011 201210 (Spring) 11-JAN-2012 21-MAY-2012 Term Code: Start Date: End Date: 201160 (Summer) 06-JUN-2011 15-JUL-2011 201180 (Fall) 09-AUG-2011 10-DEC-2011 201210 (Spring) 11-JAN-2012 21-MAY-2012 Term Code: Start Date: End Date: 201160 (Summer) 27-JUN-2011 22-AUG-2011 201180 (Fall) 29-AUG-2011 17-DEC-2011 201210 (Spring) 11-JAN-2012 21-MAY-2012 /n 142 Banner Financial Aid User Guide |Processing 1.Create two Periods for summer, one for Dental Program, and one for Medical Program: On RORPRDS, either manually create the Pe riod or copy information from STVTERM for the 201160 term code. In the key block, enter the code you want to assign the Period such as 201160D for the Dental Program and enter the term code 201160. Next block to copy the information from STVTERM, assign the sequence number and save the record. Update the start and end dates to reflect the time of enrollment for Summer for the Dental Program: start 06-JUN-2011 and end 15-JUL-2011 and save. Create a Summer Period for the Medical Program. In the key block, enter the code you want to assign the Period such as 201160M for the Medical Program and enter the term code 201160. Next block to copy the information from STVTERM, assign the sequence number and save the record. Update the start and end dates to reflect the time of enrollment for Summer for the Medical Program: start 27-JUN-2011 and end 22-AUG-2011 and save. 2.Create two Periods for Fall, one for Dental Program and one for Medical Program: On RORPRDS, either manually create the Pe riod or copy information from STVTERM for the 201180 term code. In the key block, enter the code you want to assign the Period such as 201180D for the Dental Program and enter the term code 201180. Next block to copy the information from STVTERM, assign the sequence number and save the record. Update the start and end dates to reflect the time of enrollment for Fall for the Dental Program: start 09-AUG-2011 and end 10-DEC-2011 and save. Create a Fall Period for the Medical Program. In the key block, enter the code you want to assign the Period such as 201180M for the Medical Program and enter the term code 201180. Next block to copy the information from STVTERM, assign the sequence number and save the record. Update the start and end dates to reflect the time of enrollment for Fall for the Medical Program: start 29-AUG-2011 and end 17-DEC-2011 and save. 3.In this example, both programs have the same start and end dates for the Spring Term. There is no need to create separate Periods for Spring. You still must create at least one Period for Spring. In the key block, enter the code you want to assign the Period such as 201210 and enter the term code 201210. Next block to copy the information from STVTERM, assign the sequence number and save the record. 4.On the Aid Period Validation (RTVAPRD) form, create aid periods of summer/fall/ spring for each of the programs. For our example, one for the Dental program, called DENSFS (Dental summer/fall/spring), and another for the Medical program, called MEDSFS (Medical summer/fall/spring). /n 143 Banner Financial Aid User Guide |Processing 5.On the Aid Period Base Rules (ROBAPRD) form, create the aid periods for the appropriate aid year. Assign the appropriate percentages for the Budget Full Year Percent , Pell Full Year Percent , Grant Full Year Percent , and the number of months the aid period represents in FM Budget Duration for FM EFC adjustments and, if applicable, IM Budget Duration for IM EFC calculations. 6.Build the aid periods on the Aid Period Rules (RORTPRD) form associated the appropriate Periods for the aid period. ŁIn the key block of RORTPRD, enter DENSFS and next block. Assign the Periods: Œ201160DEN (Summer for Dental program) Œ201180DEN (Fall for Dental program) Œ201210 (Spring) ŁIn the key block of RORTPRD, enter MEDSFS and next block. Assign the Periods: Œ201160MED (Summer for Medical program) Œ201180MED (Fall for Medical program) Œ201210 (Spring) 7.Build the award and disbursement schedules for each of the aid periods using the Periods which were assigned. By creating the different Periods and assigning different aid periods, you can establish different rules for such things as memo expiration date and disbursement dates. Fund Management (RFRMGMT)Disbursement tab The +/- Days for Attending Hours field allows you to define the number of days prior to or after the enrollment start date to allow disbursement. When the number of days has been entered for the fund, the enrollment will be calculated based on the date disbursement is run +/- the number of days specified. If no value has been entered (for the number of days), the enrollment will be calculated based on the date disbursement is run. To allow disbursement to pay the student prior to the student beginning attendance for the calculated enrollment load, yo u will enter a positive number. To withhold disbursement until after the student begins attendance, you will enter a negative number. ExampleFor the fund, the number of days entered is 5, to pay five days prior to the attendance start date. Attend DateNumber of Hours 10-AUG-20106 20-AUG-201012 /n 144 Banner Financial Aid User Guide |Processing The disbursement process will allow the studen t to be paid based on 6 hours, 5 days in advance, 05-AUG-2010, and will allow the student to be paid based on 12 hours, 5 days in advance, 15-AUG-2010, providing all other criteria is met. Disbursement Locks Tab The Term lock on this tab has been changed to Period. Funds Management (ROAMGMT)ROAMGMT has been modified to now access Fund Budget Inquiry (RFIBUDG) when you double click on the Fund Code. The buttons previously accessed from a double click on the fund code, Allocation, Monitor by Year , Monitor by Term , View Term Summary , and View Term Detail , have been removed because accessing the RFIBUDG form will provide the information. Tracking Requirements Button The Term Eligible indicator has been changed to Period Eligible.Disbursement Lock ButtonThe Disbursement Lock window now uses a view to display and query the data based on the sequence numbers assigned to the periods. Term has been replaced with Period. Additional Disbursement Options windowAll term references have been replaced with period. Also, a new field has been added to the form™s Additional Disbursement Options window. This new field allows you to define the number of days prior to or after the enrollment start date to allow disbursement. When the number of days has been entered for the fund, the enrollment will be calculated based on the date disbursement is run +/- the number of days specified. If no value has been entered (for the number of days), the enrollment will be calculated based on the date disbursement is run. To allow disbursement to pay the student prior to the student beginning attendance for the calculated enrollment load, yo u will enter a positive number. To withhold disbursement until after the student begins attendance, you will enter a negative number. ExampleFor the fund, the number of days entered is 5, to pay five days prior to the attendance start date. Attend DateNumber of Hours 10-AUG-20106 20-AUG-201012 /n 145 Banner Financial Aid User Guide |Processing The disbursement process will allow the studen t to be paid based on 6 hours, 5 days in advance, 05-AUG-2010, and will allow the student to be paid based on 12 hours, 5 days in advance, 15-AUG-2010, providing all other criteria is met. Applicant Immediate Process (ROAIMMP) The ROAIMMP form allows you to select a Period to be used in rules for Tracking, Budgeting, and Packaging group process (ROR GRPS). When a Period is entered, it will be passed to RORGRPS. The Term field for Group Assignment can still be used to continue processing any rules which you have written to use tablename_term_code .If you have rules for Tracking, Budgeting, and/or Packaging group assignment which use term_code from a financial aid table, other than Satisfactory Academic Progress (ROPSAPR), Enrollment (RORENRL, RORA TND), or Resources (RPRARSC), you should still enter the term code to be used in the rules for th e Grouping process. Once you have reviewed and updated any rules necessary to use table name_period , you should begin entering the Period when running the Grouping process. You may always enter both the term and the period without causing an issue with the Grouping process. A message will be provided in the output file which is cr eated to indicate that a term or period has been entered as a parameter, but is not used by the rules. Additionally, entering a term when Tracking, Budgeting, or Packaging Group Assignment is not required. Satisfactory Academic progress will still be referenced by term. The Period must be entered when Authorize or Disburse Available Aid has been selected. The Current Period from ROAINST will default into the field when entered, but may be updated before the process is submitted. The period entered must be the period assigned to the student, as part of the award schedule. The term code, which has been designated with the Accounts Receivable indicator checked, will be the term code passed to Accounts Receivable.Period processing vs. term based processingSince September 2010, institutions are required to create periods starting with the next aid year setup. For some institutions, this will greatly enha nce their processing. For others, they want to keep the same term based processing that has been in use in years past. The fiperiodfl philosophy will allow your institut ion to keep term based processing, but with just one more step in the setup process. For institutions wishing to create periods an d use that functionality, please refer to the Period Creation and Setup section in the beginning of this chapter. For institutions wishing to keep the same term based processing as done in years past, this can be done with the new functionality. The setup steps for creating an aid period remains the same, with the e xception of completing the ne cessary setup in the RORPRDS form. The basic theory behind creating periods carries over to terms. An institution can create a period named Fall and it would only include the Fall term. The information in the Base Data block of RORPRDS would mimic that of the term data housed in STVTERM. /n 146 Banner Financial Aid User Guide |Processing ExampleAn institution has an academic calendar that consists of Fall, Spring, and Summer terms. Prior to September 2010, each of these terms existed in STVTERM and their corresponding term codes were built into the aid period setup. Since September 2010, these terms still exist in STVTERM, but they also need to be built into periods in the Financial Aid module. To do this, the institution would: 1.Enter a name in the Period field (e.g. Fall 2011 or your STVTERM term code) 2.In the Term Code field, click on the LOV button and choose the corresponding term from STVTERM.3.Once chosen, perform a next block to get into the Base Data block of the RORPRDS form. You will notice that the corresponding information from STVTERM loads into the Base Data and Period Ru les blocks on the form. 4.If the period is to match the term code, then no modifications to the data need to occur, except when creating a Sequence Nu mber and/or creating a Crossover Period. Note: A Sequence Number is required to distinguish the order of periods when processing occurs. 5.Once all of the data is entered, save the updates. Your period, which matches the term data, is now created. These steps need to be completed for each period that needs to be created to mimic the terms from STVTERM for the aid year. For institutions that have a term which can cr ossover for Pell purposes, you can create a period that mimics term data as described above. When doing so, you must check the period as a Crossover and list the Crossover Aid Year in the Base Data block on RORPRDS. If your institution chooses to keep its periods with the same naming convention as its term codes, remember that users will see thos e term codes displayed in Period fields throughout the Financial Aid module. Processes have also been changed to use periods instead of term codes, so it is imperative that users understand that a period has been created using the same term code na ming convention as shown in STVTERM. Period Based Awarding This section describes enhanced functionality used to create and maintain financial aid awards by period rather than by aid year. The functionality to allow awards to be created and maintained by period will be optional and defined by fund. Currently, processing Electronic and Manual loans by period remain at the aid year level. You will not be able to select to process these loan funds by period. Fund management forms have been adjusted to allow you to update one or more funds at the same time to enable the processing by period. Note: If processing by period is not enabled for the fund, awards must be created and maintained at the aid year level. /n 147 Banner Financial Aid User Guide |Processing An error will be displayed if you attempt to update the award status at the period level for a fund where the Allow Processing by Period indicator is No. The Allow Processing by Period indicator will be set to No for all funds. When processing by period for an enabled fund, the status of the award can be maintained by period, whether it is offered, accepted, declined, or cancelled. The award forms, RPAAWRD and RPAAPMT, allow updates to the period award status column in the RPRATRM table. Additionally, you are allowed to create an award for a specific period on the Award Schedule tab (RPRATRM) of the award forms, rather than forcing the award to first exist for the aid year (RPRAWRD). The Award Offer Mass Entry (RPAMOFF) and Award Acceptance Mass Entry (RPAMACC) forms also provide you with the ability to offer, accept, and reject awards either for an aid year or by period. Award status With the ability to have awards in different states for different periods of enrollment, a hierarchy for determining the overall status of the award for the aid year is necessary. For example, the Fall award could have been ac cepted while the Spring award had been declined. When it is determined that multiple periods exist (RPRATRM table) with differing values (offered, accepted, declined, or cancelled), the following hierarchy will be used to determine the overall status for the award at the aid year level (RPRAWRD): /n 148 Banner Financial Aid User Guide |Processing Note: A system delivered value for a Cancelled award status, SYSC = System Cancelled, will be cr eated with this release and will update a new field for the default Ca ncel status on the fund management forms (RFRASPC table). This defaul t Cancel status will be used for updating the award level status code when different codes meaning cancelled exist for period awards. The system delivered value may be updated in the fund table, RFRASPC, to one established at your institution. If your institution currently has an award status defined of SYSC in the RTVAWST table, this will be the value used for updating the Cancel Status on the fund manag ement forms (RFRASPC table). It is important for you to verify the SYSC value has the Cancel indicator set and reflects the status you want to use. For example, Fall is cancelled with a status code of CNCL and Spring is cancelled with a status code of CSAP , both having a value of cancelled. The award status will be updated to the award status defined for Cancel for the fund. Award condition(s) Overall Status (award for the aid year) ŁIf any period has an accepted status and additional periods exist that are not accepted. Accepted Example: Fall accepted and Spring offered.The award is accepted for the aid year ŁIf any period has an offered status and no period is accepted. Offered Example: Fall is declined and Spring is offered.The award is considered offered for the aid year ŁIf any period has a declined status, and no period is accepted or offered. DeclinedExample: Fall is declined and Spring is cancell ed.The award is considered declined for the aid year. If any period has a cancelled status, and no period is accepted, offered, or declined. Cancelled Example: Fall is cancelled and Spring is cancelledT he award is considered cancelled for the aid year. /n 149 Banner Financial Aid User Guide |Processing The award amounts at the aid year level (RPRAWRD table) for offered, accepted, declined, and cancelled are reflec tive of the sum of all periods. Example:A student is offered $1,000.00 for the aid year: The award is scheduled for Fall and Spring: The student accepts only the Fall award, leaving the Spring award as offered. The aid year award reflects the sum of the periods Fall and Spring for the amount offered and accepted: The award schedule: StatusOfferedAccepted Aid Year Amount (RPRAWRD) OFRD1,000.00N/A Period (RPRATRM) Period StatusOfferedAccepted Fall OFRD500.00N/A Spring OFRD500.00N/A StatusOfferedAccepted Aid Year Amount (RPRAWRD) ACPT1,000.00500.00 Period (RPRATRM) Period StatusOfferedAccepted Fall ACPT500.00500.00 Spring OFRD500.00N/A /n 150 Banner Financial Aid User Guide |Processing Mixed award status To help in identifying awards where the awards for periods differ, period based awarding offers you the ability to define award status codes that repres ent a mixed status exists for the aid year. Mixed award statuses will be defined on the fund management forms (RFRMGMT and ROAMGMT) and assigned based on the award status hierarchy. ŁMixed Accept - The status defined for Mixed Accept will be assigned to the award for the aid year if any period has an accepted status and additional periods exist that are not accepted. If a Mixed Accept status has not been defined, the status defined for Accept will be used. ŁMixed Offer - The status defined for Mixed Offe r will be assigned to the award for the aid year if any period has an offered status and no period is accepted. If a Mixed Offer status has not been defined, th e status defined for Offer will be used. ŁMixed Decline - The status defined for Mixed Decline will be assigned to the award for the aid year if any period has a declined status, and no period is accepted or offered. If a Mixed Decline status has not been defined , the status defined for Decline will be used. However, once awards for the periods have been updated and are in different states (Fall - accepted and Spring - declined), updates to the award status must be made by period. As a result, an error message will be displayed if you are attempting to update the aid year award status when all the period award statuses are not the same value. Setting up funds for Period Based Processing 1.If you will be using the award status codes representing a Mixed Offer , Mixed Accept, and Mixed Decline status, create award status codes for these new values on the Award Status Validation (RTVAWST) form. The status for Mixed Offer should be defined with the Offer indicator checked, the status for Mixed Accept should be defined with the Accept indicator checked, and the status for Mixed Decline should be defined with the Decline indicator checked. For each of these new status codes, indicate if changing the award status to this value should update the Award Letter indicator to Y (yes). 2.After you have identified the funds you want to allow processing, by period, you have two options for setting up the fund for period processing: ŁSingle Fund Update - RFRMGMT/ROAMGMT ŁUpdate the Allow Processing by Period indicator. ŁUpdate the award status codes ŁUpdate the web processing rules (see below for options) /n 151 Banner Financial Aid User Guide |Processing ŁMass Update - RFRMUPD ŁUpdate the award status codes for multiple funds where you have queried the funds based on criteria such as fund type or fund source. ŁEnable Period Processing by updating the Allow Processing by Period indicator for multiple funds where you have queried the funds based on criteria such as fund type or fund source. Update the Web Processing Rules. Note: The Allow Processing by Period indicator cannot be updated for Electronic or Manual loans at this ti me. The ability to process loan funds will be provided in a future Banner Financial Aid enhancement. 3.Determine how the fund will be accept ed or declined in Banner Financial Aid Self-Service.ŁFor funds which do not allow processing by period (Allow Processing by Period is unchecked), awards in Self-Service may only be accepted or declined for the aid year. ŁFunds where you allow processing by period (A llow Processing by Period is checked), have two options for how the fund is accepted or declined by the student: ŁAward may be accepted or declined for each period separately (Allow Web Accept/ Decline by = Period) ŁAward must be accepted or declined by aid year unless a period is offered while other periods for the fund are accepted, declined, or cancelled (Allow Web Accept/ Decline by = Aid Year unless status mixed). For example: ŒStudent offered Merit for Fall and Spring, the award must be accepted or declined for the aid year. The student accepts the award. ŒAid Period is changed to Fall/Spring/Summer and the Merit fund is offered to the student in Summer (Fall and Spring remain as accepted). The student now has the ability to accept or decline the Summer award without any impact to the Fall and Summer award. ŁPartial Acceptance If you will allow a partial amount of an award to be accepted in Self -Service fo r the fund, update the fund specific field, Allow Partial Amount Acceptance, on the fund management form, RFRMGMT or ROAMGMT. The Fund Mass Update Rules form (RFRMUPD) may also be used for update of multiple funds. The fund specific option replaces the Global option Allow Partial Amount Acceptance on the Web Processing Rules tab of ROAINST. Funds where period processing is enabled a nd the fund may be accepted or declined for a specific period will allow a partial amount acceptance by period when the Allow Partial Amount Acceptance is checked for the fund. /n 152 Banner Financial Aid User Guide |Processing Processing Awards by Period Creating and maintaining the awards You may update the period award status (RPRATRM table) on the award schedule Tab of the award forms for any funds where period processing has been enabled (Allow Processing by Period is checked). You may al so update the award status for the aid year (RPRAWRD table) if you are offering, accepting, declining, or cancelling the entire award as long as all of the periods are the same status as the award. For example, the award is offered for the aid year with all periods in offered status, the award for the aid year may be accepted, declined, or cancelled. However, once awards for the periods have been updated and are in different states (Fall - accepted and Spring - declined), updates to the award status must be made by period. As a re sult, an error message will be displayed if you are attempting to update the aid year aw ard status when all the period award statuses are not the same state. Note: Funds where period processing is not enabled (Allow Processing by Period is unchecked) must be processed by aid year. The period award status cannot be updated using the form or process. You may also create the initial award for the student on the Award Schedule tab of the award forms or by using the Award Offer Mass Entry form (RPAMOFF). This allows you to award the fund for a specific period without needing to create the award for the aid year first. When the award is updated at the period level (RPRATRM), the award for the aid year (RPRAWRD) will be updated to assign the aid year award status based on the hierarchy and calculate the amounts of the award offered, accepted, declined, and cancelled. Fund tracking requirements - period eligible Fund Requirements assigned on the fund management forms that are Period eligible will be created and maintained based on the award status for the period. For example, the requirement has been defined to be created when the award is accepted; the fund (Processing by Period is enabled) originally awarded as offered for Fall and Spring is then accepted only for the Fall period, the requirement will be created only for the Fall Period. If the Spring period is later accepted, the requirement would then be created for the Spring Period. Similarly, if the requirement is created when the fund is offered so the requirement is created for both Fall and Spring, cancelling or declining one of the periods will remove the requirement for that period if it is not satisfied. Promissory Notes for non-Direct Loans Funds which are not Direct loans that are defined to create the promissory note when the fund has been accept ed will have the Promissory Note created for only those periods which are accepted. For example, an Institutional scholarship (Processing by Period is enabled) which requires a Promissory Note (or a document you are processing using the Promissory Note functionality) is offered for Fall and Spring; the fund is accepted for Fall only and the Spring is declined, the Promissory Note will be created for the Fall period only. /n 153 Banner Financial Aid User Guide |Processing Offer Expiration Date The Offer Expiration Date offers the ability to Batch Post the award Offer Expiration Date (RPRAWRD) and the period award Offer Expiration Date (RPRATRM) using a specific date or algorithmic rules to determine the date. You can then use the Batch Posting Process (RORBPST) to updat e the award status at the aid year level or the period level to cancel the award. Updating award status when fund is locked When you have the Allow Award Status Updates When Locked indicator checked (Yes) on the Options tab of ROAINST, the award status may be updated in Banner and the student able to accept or decline the award in Self-Service when the award is locked (for the aid year or any period is locked). This functionality allows the update of a period award status when the Allow Award Status Updates When Locked indicator is checked and the award is locked for the aid year or the peri od if the fund is set to allow processing by period. This will allow the student to accept or decline the award in Self-Service but will not allow acceptance of a partial amount. Award amounts may not be changed when the fund is locked either for the aid year or a period. TEACH Grant With the ability to select processing by period and allowing a partial amount of an award to be accepted in Self-Service by fund, the student could have the ability to accept or decline a TEACH grant by period as well as accept a lesser amount for the aid year or for a period. To help ensure the amount accepted is preserved, a fund lock of E will be updated if the award (RPRAWRD) is accepted with an amount less than the offer amount. If the TEACH is processed by period, the period lo ck for a TEACH fund will be updated to E when the accepted amount is less than what was offered. Award batch posting Award batch posting offers the ability to batch post an award for a specific period. A series of Batch Posting types have been provided to add or update an award for a specific period, using award validation as well as without award validation. The ability to batch post a period award status code without updating the fund amount is also provided. When batch posting an award for a period, algorithmic rules may be used to determine the amount of the fund to be posted to the applicant. All awards - calculating declined and cancelled amounts The amount offered, accepted, declined, and cancelled for the award for the aid year (RPRAWRD) is calculate using the sum of the amounts for all periods scheduled (RPRATRM). Additionally, the amount of an award that is cancelled or declined will only occur when there is a change to the award status (e.g. offered to accept). In the situation where you are updating the award from offered to accepted and both the offer amount and the accepted amount are entered (reduce offer amount to new accepted amount) but no change is made to the award status, a declined amount will not be calculated. /n 154 Banner Financial Aid User Guide |Processing Note: A best practice for accepting a lesser amount of an award is to update the award status and enter the amount accepted allowing the calculation of the declined amount to occur. When changes are made to the offer amount whether it is to reduce the award or re-award a previously declined/cance lled award, it will be treated as a new award for the student. If re-awarding the fund, the previous amount declined or cancelled will be set to NULL and the fund balances updated accordingly. Frequently Asked Questions (FAQ™s) - period processing As the Period concept has changed the architec ture of the Financial Aid module, here are some Frequently Asked Questions (FAQ™s) to as sist institutions in processing and setup. Question: Why was Period processing created? Answer: The use of periods (enrollment period or period of attendance) lays the foundation for processing non-standard terms, clock hour and non term programs. The change also allows for multiple terms to be housed in a single enrollment period or a term to an enrollment period. Furthermore, this is the framework for the support of BBAY loans. Question: Why would an institution need this new functionality if terms already sufficed? Answer: Federal regulations allow institutions to combine smaller terms which do not meet the definition of a standard term into a single enrollment/payment period. To support those schools which want to combine smaller terms such as summer mini sessions or combine a winter intersession to a fall or spring term, the concept of a period was established. The same philosophy exists for the permission of a summer crossover. As stated above, schools have the option of keeping the term code structure, although period creation is still necessary. Question: What is the difference between the new fiperiodfl concept and an aid period? Answer: A period will need to be built first in RORPRDS, associating term(s) as needed. As previously noted, the period name can be the same as the term code. Once this is complete, aid periods will be built using periods from RORPRDS instead of terms from STVTERM. Question: If my academic calendar consists of Fall, Spring, and Summer terms, how would I correctly build my periods so they do not disburse under one term code? Answer: A period is a single enrollment/payment period. Therefore, you would create three individual periods, Fall, Spring, and Summer. Once those periods are created, you would create an aid period that would consist of those three individual periods. By doing so, each term will continue to disburse under the term code associated with that period. Default award and disbursement schedule s will still need be built in RFRDEFA. /n 155 Banner Financial Aid User Guide |Processing Question: How are students put into these Periods? Is this a systematic process or a manual process? Answer: This is not a manual process. The assignment of periods occurs automatically when a student is assigned an aid peri od, which consists of these periods. Question: If my period consists of multiple terms, will the funds memo or authorize for the total amount of the fund or the portion dict ated by the award and disbursement schedule? Answer: The fund will memo or authorize according to the award and disbursement schedule setup for that period on RFRDEFA and RFRASCH. Requirements tracking procedures Requirements tracking implementation 1.Define your tracking requirement codes on the Requirements Tracking Validation (RTVTREQ) form. Think about the types of codes (that is, documents/requirements) that you would use in your office. Examples might include: institutional applications, tax returns, verification statements, loan applications, and so on. You may also define tracking requirements to be Period specific which enables you to create a requirement code that can prohibit a memo and/or disbursement for a specific period. The period requirement may also be fund specific. Requirement tracking by period is optional functionality. Institutions can continue tracking using pre-period philosophies. The Required Once indicator, if checked, will satisf y the requirement in a future aid year (or prior aid year if Update Prior Year is checked) where the fund codes are the same. For example, a requirement code of INTERV in the 1112 aid year for the DIRECT fund code which is satisfied, would also be satisfied in the 1213 aid year for the same DIRECT fund code. If the fund code happened to be DLUNSB, the requirement would not be satisfied because the fund codes were not equal. The Satisfy All indicator, if checked, implies that if a requirement is satisfied for the aid year, all requirements which are the sa me will be satisfied (unless the SBGI code is included) where the fund codes are different. The Satisfy All processing does not cross aid years. For example, a requirement code of INTERV for the DIRECT fund code and another requirement of INTERV for the DLUNSB fund code in the same aid year will be satisfied if one of them is satisfied. The Period Eligible field allows for period based tracking. The Period Eligible field indicates if the requirement can have a period code associated with it. If you check this field, you cannot check the Satisfy All , Required Once , Perkins MPN , and Packaging fields for this record. /n 156 Banner Financial Aid User Guide |Processing Note: If checked, you cannot use the requirement codes for the following fields: RCRINFC_TREQ_CODE , ROBINST_TREQ_CODE_ENTER_INTV , ROBINST_TREQ_CODE_EXIT_INTV , ROBINST_TREQ_CODE_APPL , ROBINST_TREQ_CODE_SAR , RORWEBA_TREQ_CODE , RPBLOPT_TREQ_CODE , RRRGREQ_TREQ_CODE , RTVINFC_TREQ_CODE , RTVINFC_TREQ_CODE_SUPP The Match Federal Fund ID field, if checked, will match the federal fund IDs of the fund codes rather than the fund codes themselves being equal. The Match Federal Fund ID logic does cross aid years when the Required Once indicator is checked as well as within the same Aid Year. If the fi eld is unchecked, the fund codes must be equal. ExampleIf the Match Federal Fund ID is checked for an entrance interview for a Stafford loan along with the Required Once indicator checked, the entrance interviews for any fund with a federal fund ID of STFD will be satisfied even though the fund codes are different. 2.Define your tracking requirement status codes on the Requirements Tracking Status Validation (RTVTRST) form. The Info Access indicator field has allows you to determine if a requirement will display in Self-Service based on the status of the requirement. Also, a Long Description field has been added to allow up to 50 characters for a requirement status description display in Self-Service. If you enter a value in the Long Description field, it will display in Self -Service, otherwise the Description field displays.Think about different codes you would use to establish or satisfy a requirement, or to track a document through a procedure. Ex amples might include: received, waived, established, satisfied, cancelled, received incomplete. 3.Define your tracking groups on the Requirements Tracking Group Validation (RTVTGRP) form. Think of all possible groups or combinations of students who may require a different set of documents. Examples might include variations of graduate vs. undergraduate documents, selected for verification documents, independent vs. dependent verification groups, and so on. 4.Develop tracking group requirements for each group on the Requirements Tracking Group/Requirements Rules (RRRGREQ) form. Indicate which documents are required for each specific tracking group. You can change your defaults for a specific code from the defaults you indicated on the RTVTREQ for the code. These defaults will only be used if Banner brings in the requirements for the specific student. If the requirement is entered manually and the manually entered code is not defined in the student's particular tracking group, the default from the RTVTREQ table will appear. /n 157 Banner Financial Aid User Guide |Processing 5.Develop tracking group rules associated with each group on the Financial Aid Selection Rules (RORRULE) form. Assign criteria for placing applicants into tracking groups. Use the standard Banner data element dictionary table. Selection criteria may come from Banner Student, Financial Aid, or any other installed Banner system. 6.Develop specific messages for each tracki ng code, if desired, on the Message Rules (RORMESG) form. Applicant Requirements Inquiry (RRIAREQ) Use the Applicant Requirements Inquiry Form to view both coded and non-coded requirements for an applicant without stipulating an aid year. You can sort the data by Requirement Code, Aid Year, Period Code, or Fund Code. You can also view requirements which exist in the Applic ant Saved Requirements Table (RORSREQ) from the Applicant Purge Process or the Archive/Purge Process. Active Tab The Active Tab lists all active tracking requirements established for the student. The information is sorted by the sort option specified in the key block. Saved Tab The Saved Tab lists any saved requirements. Saved requirements are those that exist in the RORSREQ table as a result of the Applicant Purge or Archive Purge process. This allows you to view any requirements which were kept (once only, unexpired Perkins MPNs) when the RORSTAT record no longer exists. The key block sort option does not apply to this tab. Budgeting proceduresBudget implementation 1.Access the Aid Year Inquiry (ROIAIDY) form to see all the valid aid years defined on the ROAINST form. 2.Define valid aid periods on the Aid Period Validation (RTVAPRD) form. 3.Define the codes and description representing the Scheduled Academic Years for your institution on the Scheduled Academic Year Validation (RTVSAYR). If you have an optional summer enrollment, you will need to define one SAY code representing your school™s defined academic year and one SAY code representing your defined academic year plus the summer enrollment. Note: Define SAY codes for each of your school™s different academic calendars. /n 158 Banner Financial Aid User Guide |Processing 4.For each SAY code for the aid year on the Scheduled Academic Year Rules (RORSAYR): 4.1. Establish if the SAY code is the Scheduled Academic Year (Type of S-SAY No Crossover) or if the SAY code includes summer (Type of C-SAY Includes Crossover).4.2. Define the start and end dates for the Scheduled Academic Year the SAY represents. 4.3. Enter any comments. 4.4. Assign the periods that are associated with the SAY code 5.Create the aid periods you will use for the aid year on ROBAPRD. 5.1. Define the percent of a Full Year budget that the aid period will represent in the Budget Full Year Percent column. The aid period defined as 100% must represent the standard academic year. The Pell process will use the 100% budget defined for the Pell type in Aid Year Budgeting to determine the Pell Budget of the student. Note: Only one aid period may have a 100% Budget Full Year Percent defined. 5.2. Define the percent of a full aid year that the period represents for Pell award calculations in the Pell Full Year Percent column.5.3. The Grant Full Year Percent column represents the percent of a full aid year for Federal non-Pell grant award calculations. Enter the number of months that represents the FM Budget Duration for the aid period which will be the FM Need Calculation in the calculation of the EFC for the student. 5.4. If you will also be using IM processing, enter the number of months in the IM Budget Duration column for the aid period to be used in the IM calculation process. 5.5. Enter the SAY code that should be associated to each of the aid periods in the SAY Code column. The SAY code will be us ed to determine the academic year start and end dates 6.Define valid periods within aid periods on the Aid Period Rules (RORTPRD) form for the aid periods created on RTVAPRD and ROBAPRD for the aid year. Refer to the Period based processing section in this User Guide for information on establishing periods for financial aid. Note: An Aid Period used as a default on ROAINST should be created on RORTPRD with appropriate Periods to ensure the Applicant Period Status records (RORPRST) are created properly. You may view existing periods from the Period Inquiry (ROIPRDS) form. Update the start and end date of each period to reflect the correct payment period dates for the students that will be assigned this aid period. The period start and end dates must be within the start and end date of the SAY associated with the aid period. The dates for each of the periods in the aid period will be used to determine the loan period start and end dates for Direct Loans. Likewise, these dates are also used to determine the payment period start date for Direct Loans, TEACH, and Pell grant reporting to COD. /n 159 Banner Financial Aid User Guide |Processing Note: The Period field of the Aid Period Rules (RORTPRD) form will access a listing of valid periods for the aid year in the key block, through the List function. Aid year budgetingOverviewAid year budgeting allows you to establish an d maintain an applicant™s budget based on the aid period assigned. You must establis h an aid period representing 100% of an academic year that will be used for Pell processing as well as available to automatically calculate the percent of full year for aid periods that are either less than or greater than the full year. Budget components and amounts are assigned for the aid period. 1.Define all valid budget components on the Budget Component Validation (RTVCOMP) form. Review all of the possible budget components which you use in budget development. The default indicator allows you to specify whether the component should be automatically included in all budget groups when you define components within groups on RBRCOMP. If the budget component should be used to determine eligibility for the Alternate Pell Schedule, check that box (that is, determine low tuition and fees). Note: Alternate Pell Schedule functionality has been disabled - beginning with the 2007-2008 and 2008-2009 aid years. 2.Define all valid budget types on the Budget Type Validation (RTVBTYP) form. Review all of the valid budget types and indicate whether they are Campus, Institutional, Pell, State, or some other budget. For example, for each budget type, which Expected Family Contribution should be used, Federal or Institutional? 3.Define all valid budget groups on the Budget Group Validation (RTVBGRP) form. Think about all the combinations of budget groups you use. Assign a grouping priority to each budget group. Note: The lower the number, the higher the priority. You want to assign the priorities so that the most populated budget group has the highest priority. Doing so helps in the efficiency of the grouping process. 4.Define the valid budget types within groups on the Budget Group/Type Rules (RBRGTYP) form. For each budget type, specify which budget types would be valid (for example, for a graduate budget, Pell would not be a valid type). The default indicator defines which of the valid types should be created for students in this group, in addition to the Pell budget (if Pell is a valid budget type for the group). /n 160 Banner Financial Aid User Guide |Processing 5.Define budget components and the amounts associated with them for each budget group on the Budget Component Rules (RBRCOMP) form. In this step you first need to define your 100% budgets for each combination of group, type, and period. Then, if desired, use the Default Prorated Amounts icon to default the components with amounts based on the aid period™s percent of full-year amounts. You may use the Add Default Components icon to add components defined as default on RTVCOMP with a $0 dollar amount. Note: You can define the components here or the components can be defaulted with the prorated amounts into the applicant's budget record based on the aid period. 6.Use the Budget Inquiry form to view the combinations of budgets you have defined. 7.Define the group selection rules for each budget group on the Financial Aid Selection Rules (RORRULE) form. 8.Using elements from Banner, create selectio n rules based on the group definition. As an example, for an undergraduate, in-state, on-campus student, your selection criteria would look for these characteristics to group the student. 9.Use the Group Inquiry (ROIGRPI) form to view the budget groups which have group selection rules associated with them and the number of students which have been assigned to each group. 10. Assign explanatory messages to respective budget group message codes that you want to display on communications to the applicant on the Message Rules (RORMESG) form. Period based and algorithmic budgetingOverviewA combination of Banner Financial Aid program objects (forms, processes and tables) are combined to offer period based and algorithmic budgeting. In other words, the ability to assign a budget group by period. The budget components/amounts may be different for each group, therefore different for each period in the student™s aid period for non-Pell budget types. Pell budgets will still be by aid year reflecting the full-time/full-year budget used for awarding. This allows: ŁBudget components and associated amounts to be determined by period. ŁThe ability to have a component in one period but not in another Budget component amounts can be either defaulted (defined) or calculated. This offers the ability to:ŁCalculate the amount of a budget component using algorithmic rules. ŁAssign default values or default algorithmic rule for a component. /n 161 Banner Financial Aid User Guide |Processing The ability to perform budget simulation has also been incorporated into this strategy. Simulations may be done as a preliminary re view (without actually assigning a budget group to the student) or as a mechanism to compare if changes have occurred that would otherwise place the student in a different budget group or adjust any of the component amounts. Additionally, the ability to recalculate budget components is also available. This allows you to reflect changes that may impact the student™s budget, such as enrollment changes, without running the budget grouping process to re-assign the budget group. As an optional Financial Aid module, this functi onality is used to determine the appropriate budget (aid year vs. period based budgeting). This functionality allows you to create and define validation, rules, and assign budgets wi thout impacting the processing of financial aid for your students if you are currently using aid year budgeting. This optional to implement functionality is activated through the use of an indicator (Period Budgeting Enabled ) found on the Options tab of the Global Institution Financial Aid Options (ROAINST) form. Once Period Budgeting has been enabled for the aid year, all processing and forms will use the period budget for the applicants. Set-up and configurationPeriod Budgeting Setup DiagramNote: This diagram includes a combination of form and table names. /n 162 Banner Financial Aid User Guide |Processing Applicant Period Budgeting DiagramValidation forms Use the following validation forms to define period based and algorithmic budgeting data. Period Budget Type Validation (RTVPBTP) Determine and create the appropriate budget types. Period budgeting allows a student to have more than one non-Pell budget type, such as both an IM and FM budget type. You will need to establish a Pell budget ty pe for processing Federal Pell grants. Period Budget Group Validation (RTVPBGP) Create the appropriate budget groups to categorize applicants with similar budgeting considerations into the same group. Note: For those who are making the transition from aid year budgeting to period budgeting, the same budget group codes may be used in both. Aid year budgeting and period budgeting are separate functionality. Period Budget Component Validation (RTVPBCP) Create the appropriate budget components to be used for establishing an applicant™s budget. Period budgeting will use budget categories which allow you to combine multiple budget components into a single category to present to the applicant in Banner Self-Service. Therefore, it is necessary that all components are associated with a budget category. If you will not be combining t he component with another, you may use the Create as Category option prior to saving the record. The Create as Category option, when selected, creates the budget component code and description, as a Budget Component Category. Note: For those budget components that you do not wish to combine, use create as category to simplify cr eating budget component categories. /n 163 Banner Financial Aid User Guide |Processing Budget Component Category Validation (RTVBCAT) Create the appropriate budget component categories. Multiple period budget components may be combined into a single category such as a component of fiTuitionfl and a component of fiFeesfl may be combined into a single category of fiTuition and Feesfl. This allows you to calculate the components separately but display the total of the components for the category. Note: These component ca tegories will be used for display in Banner Financial Aid Self-Service and can be used for letters, web text, etc. Algorithmic Budgeting Rule Validation (RTVABRC) Create Algorithmic Budgeting Rule codes if you will be using algorithmic rules to calculate an amount for a budget component rather than a defined amount. The algorithmic rule will be assigned to the budget component for the budget group/type. Rules formsUse the following rule forms to define period based and algorithmic budgeting data for an aid year. Period Budgeting Aid Year Rules (RBRPBYR) Establish period budget groups, budget types, budget categories, and budget components that will be valid for the aid year . Period Budget Aid Year rules can be rolled as part of the Financial Aid New Year Roll Process (ROPROLL). Budget Groups tab Define budget groups which will be used for the aid year. 1.Select an active Group Code that has been defined on the Period Budget Group Validation (RTVPBGP) form. 2.The Long Description will use the value for the Period Budget Group which has been defined on the Period Budget Group Valid ation (RTVPBGP) form but may be updated to reflect a more user friendly description to present to the student in Self-Service. A value of 60 characters may be used to describe the budget group. ŁThe budget group™s Long Description will be displayed in Self-Service. 3.Assign the Priority order for the budget groups to be used for group assignment. Note: The lower the number assigned, the higher the priority. You want to assign the priorities so that the most populated budget group has the highest priority. Doing so helps in the efficiency of the grouping process. 4.The Comment field allows you to enter up to 2000 text characters to help describe the budget group (for internal use only). /n 164 Banner Financial Aid User Guide |Processing Budget Types tab Define budget types which will be used for the aid year. 1.Select an active Type Code that has been defined on the Period Budget Type Validation (RTVPBTP) form. 2.Assign the appropriate EFC methodology to be used for the selected budget type. If the budget type is being defined for Pell, the EFC indicator must have a value of (N)one. 3.Specify budget type to be used for Pell by checking the Pell indicator checkbox. 4.The Long Description will use the value for the Period Budget Group which has been defined on the Period Budget Type Validation (RTVPBTP) fo rm but may be updated to a more user friendly description with a maximum value of 60 characters that may be used for external processing such as web text, letters, or reports. 5.The Comment field allows you to enter up to 2000 text characters to help describe the budget type (for internal use only). Budget Categories tab Define budget categories which will be used for the aid year. Budget categories provide the ability to combine period budget components into a ca tegory for displaying the category and combined amount in Banner Self-Service. A budget category must be defined for each budget component that will be used for the aid year. This provides the ability to calculate individual components for a studen t but sum them toget her into a single category. 1.Select an active Category Code that has been defined on the Budget Component Category Validation (RTVBCAT) form. 2.Establish the Print Order for display. 3.The Long Description will use the value for the Period Budget Group which has been defined on the Budget Component Category Validation (RTVBCAT) form but may be updated to reflect a more user friendly description to present to the student in Self- Service. A value of 60 characters may be used to describe the component category. Note: The Budget Categories will display the long description and the sum of the budget components that are associated to the category code. 4.The Comment field allows you to enter up to 2000 text characters to help describe the budget category (for internal use only). /n 165 Banner Financial Aid User Guide |Processing Budget Components tab Define budget components which will be used for the aid year. 1.Select an active Component Code that has been defined on the Period Budget Component Validation (RTVPBCP) form. 2.Assign the appropriate budget Category Code to the component. 2.1. A Category Code must be assigned. 2.2. Multiple components can be assigned the same category to present the sum of the components in Banner Self-Service, letters, web text, etc. 3.Check the Default indicator if the component should be added when assigning the components to the budget group/type and Add Default Components is selected. 4.Check the Used for < ½ Pell indicator if the component should be used when determining the Pell budget when the student is less than half-time. 5.A default amount or a default algorithmic rule code can be entered that will allow the budget component to be created with the value when assigning the components to the budget group/type either as a default component or, for non-default components, when manually adding the component to the budget group/type. The default amount or algorithmic rule code can be entered for the non-Pell budget types and/or the Pell budget type. Note: The amount to be used for the Pell budget type should reflect the full year/full-time amount to be used for the component. 6.The Long Description will use the value for the Period Budget Component which has been defined on the Period Budget Component Validation (RTVPBCP) form but may be updated to a more user friendly description with a maximum value of 60 characters that may be used for external processing such as web text, letters, or reports. 7.The Comment field allows you to enter up to 2000 text characters to help describe the budget component (for internal use only). Period Budget Group Aid Year Rules (RBRPBGR) Establish period budget group rules for the aid year to associate the budget types that are valid for the group. If the period budget group is associated with a Pell budget type, define the appropriate components and amounts to be used for the Pell budget on the Pell tab. Period Budget Group Aid Year rules can be rolled as part of the Financial Aid New Year Roll Process (ROPROLL). Types tab Associate the applicable period budget types with the period budget group for the aid year. The EFC and Pell indicator values are display only and reflect the values established for the Type on the Period Budgetin g Aid Year Rules (RBRPBYR) form. /n 166 Banner Financial Aid User Guide |Processing Pell tab The Pell tab is accessible only when a budget type defined as Pell is associated with the budget group code for the aid year. 1.Establish the budget components that are to be assigned to the student™s Pell budget for the group. 2.Establish the full-time/full-year amount for the component or enter the algorithmic rule code that should be used to calculate the component amount. Note: Algorithmic rules used for calculating the component amounts for Pell budgets should return the full-time/full-year amount of the component. 3.Select the Add Default Components icon to add the period budget components that have been defined with the default indicator set on the Period Budgeting Aid Year Rules (RBRPBYR) form. If an am ount or an algorithmic ru le code for the component has been defined for Pell, th e amount or algorithmic rule code will also be assigned. Note: Components not defined as being Default or if components are added manually (without using the Add Default Components icon), any amounts or algorithmic rule codes associated with the component will automatically be added and may then be updated as necessary. The tab™s Copy From block allows you to copy the components defined for the group in the key block to another group or aid year/group. The group being copied to must be associated with a Pell budget type prior to copying the components. Period Budget Deta il Rules (RBRPBDR)Establish the budget components for each budget group/non-Pell budget type. The detail rules establishing the components and amounts/algorithmic rule can be rolled as part of the Financial Aid New Year Roll Process (ROPROLL). In the key block, enter the period budget group and non-Pell budget type to establish the appropriate components and amount. The budget components and amounts/rules can be defined which are specific to a period by entering the period in the key-block. If a period is not defined, the budget components and amounts/algorithmic rules will be used as a default for the budget group and type. In other words, the period budget grouping process will use a hierarchy to determine the appropriate components and amounts to assign by first determining if the period being processed is defined for the group on RBRPBDR: ŁIf the period is defined, use those components and amounts. ŁIf the period is not defined, use the components and amounts for the group where the period is NULL./n 167 Banner Financial Aid User Guide |Processing ExampleSchool with fall and spring semesters and an optional summer program. The budget components and amounts are the same for the Undergraduate Dependent student for both the fall and spring periods however the institution has discounted tuition charges and required campus fees for students who attend during the summer. The components and amounts/algorithmic rule to be used for fall and spring are defined for the Undergraduate Dependent group by leaving the Period null in the key block of the Period Budget Detail Rules (RBRPBDR) form, allowing the same rules to be used. The components and amounts/algorithmic rules that will be used when the student has summer included as part of their aid period will be defined differently by entering the period associated with summer in the key block for the Undergraduate Dependent group. Establish the appropriate budget components and amounts for the period budget group, type, and optionally period. Note: The amounts and the algorithmic rules that are assigned to the Period Budget Group/non-Pell type should reflect the amount for a period. Select the Add Default Components icon to add the period budget components that have been defined with the default indicator set to Y on the Period Budgeting Aid Year Rules (RBRPBYR) form. If an am ount or an algorithmic rule code for the component has been defined for Non-Pell, the amount or al gorithmic rule code will also default in. Add any appropriate components and amounts/algorithmic rules that should also be included. Note: Components not defined as being Default or if components are added manually (without using the Add Default Components icon), any amounts or algorithmic rule codes associated with the component will automatically be added and may then be updated as necessary. The tab™s Copy To block allows you to copy the budget components and amounts/ algorithmic rules to another budget group/type and optionally to a period. The Default Key Block Values for update icon can be used to reduce the amount of data entry involved when using the copy feature. When selected, the key block values will be copied accordingly and you may update the necessary fields prior to selecting the Copy icon.Algorithmic Support (RORALGS)The Algorithmic Support (RORALGS) form allo ws you to define a specific amount to be returned by an algorithmic rule, based on the applicant meeting the criteria entered as the value for the keys which will be used as part of the algorithmic rule. If you are using this form to assist with algorithmic budgeting rules, determine the criteria and amounts to be entered for calculating the budget component. The Algorithmic Support rules can be rolled as part of the Financial Aid New Year Roll Process (ROPROLL). /n 168 Banner Financial Aid User Guide |Processing 1.For the period budget component that will use the algori thmic support rules, determine the criteria that must be met for each amount that should be assigned to the student for the budget component. 2.Enter each of the criteria which must be met as a Key value.2.1. Enter the Amount to be assigned to the component when the student meets the criteria of all the keys associated with the amount. 2.2. Enter a Comment for the algorithmic support rule and/or for each Key to provide supporting information. ExampleDevelop a list of criteria used to assign values for the Tuition component, based on enrollment status on the Need Analysis (RNANAxx) form: Algorithmic Budgeting Rules (RBRABRC) Use the Algorithmic Budgeting Rules (RBRABRC) form to create rules required for calculating the component amount to be assigned to the individual student. Algorithmic budgeting rules can be rolled as part of the Financial Aid New Year Roll Process (ROPROLL). 1.For the Algorithmic rule code that will be used to calculate the budget component, enter the sequence number and SQL statement to be used. 1.1. Multiple sequences should be used to establish all possibilities including a default as the last sequence should the student not meet any criteria for calculating the component. 1.2. Save the SQL statement. Note: Rules are processed in sequence order. 2.After saving the SQL statement, select the Validate icon to ensure that the SQL statement™s syntax is correct. All sequences of the rule must be validated for successful rule execution. 2.1. Once the syntax is validate d, a check will appear in the Validated indicator. 2.2. If the syntax could not be validated, any and all errors for the Sequence must be corrected before attempting to Validate again. KEY 1 = ComponentKEY 2 = Enrollment status from RNANAxx AMOUNT to be returnedTUITION 14000.00 TUITION 23000.00 TUITION 32000.00 TUITION 41000.00 /n 169 Banner Financial Aid User Guide |Processing Note: The SQL statement's syntax must be validated prior to using the Test Rule function. 3.Use the Test Rule icon to execute the rule to verify desired/expected results. Note: You must enter the appropriate values for any of the substitution variables to be used in the rule. The Copy To block allows you to copy a rule from one aid year, rule, and sequence combination to another aid year, rule, and sequence combination, allowing you to transfer the same rules from one aid year to another aid year, or to copy rule information from one sequence number to another sequence number. Financial Aid Selection Rules (RORRULE)Use the Financial Aid Selection Rules (RORRULE) form to create Period Budget Group assignment rules that will be used by the Period Budget Grouping Process (RBRPBGP) to assign a Period Budget Group to each period or a specific period that is part of the student™s aid period. The Rule Type of G, Period Budget Group Assignment, must be used. Period Budget Group Assignment rules can be rolled as part of the Financial Aid New Year Roll Process (ROPROLL). Message Code Validat ion (RTVMESG) Use the Message Code Validation (RTVMESG) form to associate messages which have been defined for Period Budget groups for the aid year. Messages associated with Period Budget groups may be rolled as part of the Financial Aid New Year Roll Process (ROPROLL). Fund Management (RFRMGMT) and Funds Management (ROAMGMT)For any funds that award an amount based on a budget component, the RFRMGMT form (Budget tab) and ROAMGMT form (Budget Rules tab) are used to associate the appropriate period budget component and percentage. The amount of the fund awarded cannot exceed the sum of the period budget component for all periods in the student™s aid period. Period budget components associated with a fund can be rolled by the Financial Aid New Year Roll Process (ROPROLL). Global Institution Financial Aid Options (ROAINST) Use the Global Institution Financial Aid Options (ROAINST) form (Options tab) to establish the period budgeting group that will be used as a default when a student does not meet the criteria of any period budget group assignment rule. Check the Period Budgeting Enabled checkbox to enabled the use of period b udgeting which is assigned to applicants for packaging, award validation, and display on forms and in Self-Service. Note: You can create all validation and rule forms for period budgeting and assign period budgets to all of your applicants prior to checking the Period Budgeting Enabled indicator. /n 170 Banner Financial Aid User Guide |Processing The Period Budgeting Enabled indicator tells the system whether to use Aid Year budgeting (unchecked) or Period based budgeting (checked) for processing, display of budget information on forms and Self-Service. Assigning period budget groups Period Budget Grouping Process (RBRPBGP)Use the Period Budget Grouping Process (RBRPBGP) to assign a budget group to an applicant based on the rules established for Period Budgeting Group on Financial Aid Selection Rules (RORRULE). Peri od budget groups will be assig ned for each period of the student™s aid period. You can also run the Period Budget Grouping Process for a specific period. Once the student has been assigned the budget group for a period, the process will assign the budget types and associated budget components for all types established for the group. Algorithmic rules assigned to the budget component for the budget group/type will be executed and the amount returned will be used for the component. The Period Budget Grouping process will also provide you with the ability to run the process in simulation mode (without actually assigning the budget group/components to the student). Because you may wish to run simulated budgeting multiple times, a unique simulation run name is required with the results of the simulation stored as part of the table. You will be able to review the results of all simulation runs both online and within the output produced by the process. As a main tenance feature, simulation runs may be deleted. Note: For additional details, refer to Chapter 4 , Reports and Processes .After running the Period Budget Grouping Process, a series of Banner Financial Aid tables are updated, accordingly: Budget Run Base Table (RBBBRUN) The Budget Run Base Table will store the run name when the process is executed. A Budget Run name of fiActualfl is delivered an d is system required. When the process is executed for ( A)ctual budgeting, the run name of fiA CTUALfl will exist in the Applicant budget tables representing the actual budget used for processing and display on forms. When the process is executed in ( S)imulation, you must provide a unique run name that will then be part of all the Appl icant budget tables to identify and link all of the results. Applicant Period Budget Group (RPRAPBG)The Applicant Period Budget Group table will st ore the period and the period budget group assigned for the period along with the appropriate run name used by the process. The run name of fiACTUALfl identifies the records representing the period budget group used in processing and on forms for the period. /n 171 Banner Financial Aid User Guide |Processing Applicant Period Budget Type (RBRAPTP) The Applicant Period Budget Type table will st ore the period and th e period budget types assigned for the period along with the appropriate run name used by the process. The run name of fiACTUALfl identifies the records representing the period budget types used in processing and on forms for the period. Applicant Period Budget Component (RBRAPBC)The Applicant Period Budget Component table will store the period, bu dget type and the period budget components assigned for the period and budget type along with the appropriate run name used by the process. The run name of fiACTUALfl identifies the records representing the period budget components used in processing and on forms for the period. Note: Refer to Period Budget Simulation Inquiry (RBRSIMI) and Period Budget Simulation (RBRSIMR) for further information on viewing the results of a simulation run of Period Budget Grouping process. Applicant processing using per iod based/algorithmic budgeting Applicant Period Budget (RBAPBUD)The Applicant Period Budget (RBAPBUD) fo rm provides the abilit y to change the aid period, display the budget components and amounts for the aid period, and maintain the applicant™s budget by period and the applicant™s Pell budget for the aid year. Applicant Budget tab The applicant™s aid period is maintained on the Applicant Budget tab. The percent of the full year budget associated with the aid pe riod from the Aid Period Validation form (RTVAPRD) is also displayed. You may view the applicant™s budget group, components and amounts by period by accessing the View Budgets by Period icon or by using the Options menu to access Applicant Budget by Period (RBIABPR) form. The Information Access Indicator allows you to allow (checked) or prohibit (unchecked) display of the applicant™s budget information in Self-Service. When the Information Access Indicator is checked, budget information w ill be displayed in Self-Service based on your settings on the Web Processing Rules tab of the Global Financial Aid Institutional Options (ROAINST) form. Additionally, for period budget processing, you may select your institutional preference to display either the IM or FM EFC and budget associated with the methodology type. If the preferred period budget EFC methodology is IM and no IM budget type exists for the applicant, the FM budget type will be displayed. You may delete the applicant™s budget by selecting the Delete Budget icon. When the Delete Budget icon is selected, all period budget groups, types, and components will be deleted for all periods in the applicant™s aid period. /n 172 Banner Financial Aid User Guide |Processing Budget Maintenance tab The applicant™s budget is maintained by period on the Budget Maintenance tab. The aid period assigned is display only and updated on the Applicant Budget tab. The period budget groups assigned for the periods in the applicant™s aid period are maintained in the Group block. Use the next/previous record f unction to navigate through the period budget group/periods. A period budget group may be added, removed, or updated for a period. Once the update is made in the Group Code field, the budget types and components associated with the period budget group will be added if you are creating/updating the period budget group or removed if you are removing the period budget group for the period. The Lock indicator, when selected, will prevent any updates to the budget group for the period. Changes may be made to the budget types and budget components when the budget group is locked including the ability to recalculate the budget components. The Freeze indicator, when selected, will prevent any updates to the budget group, types, or components for the period. If you freeze the budget for the period, the budget components cannot be recalculated by the recalculation process. Adjustments to the budget components and amounts can be automatically made by selecting the Calculate icon or by accessing the Applicant Immediate Process (ROAIMMP) form from the Options menu and selecting the Period Budget Recalculation option. When the calculation is performed, any algorithmic rules assigned to the budget components will be executed to ensure the current amount based on the criteria is assigned. Additionally, any changes to the budget components for the period budget group and type (and optionally the period) that have been made on the Period Budget Detail Rules (RBRPBDR) form will be reflected. When the Calculate icon is selected in the Group block, the calculation will occur for all budget types associated with the budget group for the period. When the Calculate icon is selected in the Type block, the calculation will occur for only that budget type and period. Components and amounts may be added, updated, or deleted by period on the Budget Maintenance tab. Any manual or batch posted compone nts will not be recalculated. Note: If an amount is manually changed on a budget component that used an algorithmic budgeting rule, the algorithmic rule code and sequence number will be removed bec ause the amount is no longer the result of the algorithmic rule. Pell Budget Maintenance tab The Pell budget (for the period budget group) is created with the full-year/full-time components and amounts on the Period Budget Group Aid Year Rules (RBRPBGR) form. The Pell budget will exist for the group assigned for each period in the student™s aid period. However, the Pell budget that is displayed, accessible for updates on the Applicant Period Budget (RBAPBUD) form, an d used for the Pell calculat ion and reporting to COD, will be the group and Pell budget from the earliest period in th e student™s aid period. If you have initially assigned a Fall/Spring aid period, the Pell budget established for the period budget group assign ed for the Fall semester will be used for calculating the student™s Pell budget and award. If you then changed the ai d period to Spring (only), the period budget group and the corresponding Pell budget assigned for the Spring semester will become the student™s Pell budget and used for calculating the award. /n 173 Banner Financial Aid User Guide |Processing The Calculate icon when selected will perform a re calculation of the applicant™s Pell budget and the components and amounts updated based on any algorithmic rules used for the budget components or updates made to the Pell budget for the group that have been made on Period Budget Group Aid Year Rules (RBRPBGR). Budget components may be added, updated, or deleted. Any updates to amounts or new components added to the applicant™s Pell budget should reflect the Full-time/Full-year amount. Note: If an amount is manually changed on a budget component that used an algorithmic budgeting rule, the algorithmic rule code and sequence number will be removed bec ause the amount is no longer the result of the algorithmic rule. Changing Aid PeriodsChanging an aid period to remove a period that does not have aid in memo, authorized, or paid status. On the Applicant Budget Tab, enter the new aid period in the Aid Period field and save the record. As part of the update, when the new aid period is saved, the period budget group, type(s), and components associat ed with the period being removed will automatically be deleted. If you are changing the aid period from Fall/Spring to Spring only, the period budget gr oup, type(s), and component s for Fall will be deleted. Changing an aid period to add a period such as Fall/Spring to Fall/Spring/Summer. On the Applicant Budget Tab, enter the new aid period in the Aid Period field and save the record. To assign the period budget group to the period being added, Summer in this example, without re-grouping the applicant for the Fall and Spring periods, you have the following options: 1.From the Options menu, access the Applicant Immediate Process (ROAIMMP) form, and select to run the Period Budget Grouping Process for the period being added to the applicant™s aid period. The Period Bud get Grouping Process will assign the period budget group and associated types and components for the period. 2.Access the Budget Maintenance tab of RBAPBUD. You can manually assign a period budget group by entering the desired group in the Group Code field and saving the record. As part of the updates when the group is added, the budget types and components associated with the group will automatically be added for the period. Any updates can then be made as necessary. 3.The applicant may be included as part of batch processing run of the Period Budget Grouping Process (RBRPBGP) using a population selection and entering the specific period as part of the parameters to assign the period budget group. Eliminating a period budget group when you are unable to remove a period from the aid period due to funds already paid. 1.Access the Budget Maintenance tab of RBAPBUD. From the Group Code field, remove the budget group code (clear field) and save the record. This will remove all budget types and budget components for th e period (the period itself will remain). 2.Freeze the period with a null budget group to eliminate the grouping process or manual updates from assigning a budget group and components. /n 174 Banner Financial Aid User Guide |Processing If a Pell budget had existed for the group/period which was removed and was the earliest period in the aid period, the Pell budget ty pe will be removed when the budget group is deleted for the period; therefore, the earliest pe riod where a Pell budget type exists will be used for Pell processing. ExampleApplicant is in a Fall/Spring aid period with a period budget group of UGINOS for Fall and UGINIS for Spring. Fall aid was paid and backed out. The Fall period cannot be removed from the aid period, however the applicant™s budget needs to reflect only the Spring budget amount. On the Budget Maintenance tab of RBAPBUD, remove the budget group for the Fall period. This deletes all budget types for the budget group being removed, including Pell and the associated components. Check the Freeze indicator to prevent a group from being assigned or manual entry of a budget type or components for Fall. The student™s period budget will now reflect only the Sp ring amounts for non-Pell. The Pell budget associated with the Spring budget group (UGINIS) will be used to calculate Pell and submitted to COD. Applicant Budget by Period (RBIABPR)The Applicant Budget by Period (RBIABPR) form is an inquiry form used to display the components/amounts assigned to the student for each period in their aid period. The information will be displayed based on the EFC method (Federal or Institutional), which is associated with the budget type. The period budgeting group code assigned for the period will also be displayed. Period Budget Category Inquiry (RBIPBCT)The Period Budget Category Inquiry (RBIPBCT) form is used to display the budget information for the student using the categories. This will be the information that is displayed in Self-Servi ce for the student if Display COA Detail indicator on the Web Processing Rules tab of the ROAINST form has been checked ( Yes ) and the student™s Information Access Indicator on the Applicant Budget tab of the RBAPBUD form has been checked ( Yes ).Period Budget Group Detail (RBAPBGD) The Period Budget Group Detail (RBAPBGD) fo rm displays the period budget group that has been assigned for each period in the student™s aid period. Only the Lock and Freeze indicators will allow updates on the form. This form will be accessed from other forms where the budget group is currently displayed, such as the Applicant Status (ROASTAT) form. Applicant Status (ROASTAT) The Applicant Status (ROASTAT) form includes a line that displays the status of the Period Budget Group . The budget group assigned to the earliest period in the student™s aid period will be used with an asterisk displa yed, if the student is assigned a different period budget group in a subsequent period. For example, the student has a Fall/Spring /n 175 Banner Financial Aid User Guide |Processing aid period and assigned UGDEP in the fall and UGIND in the spring. The UGDEP will display with an asterisk. When Period Budgeting is enabled (via ROAINST), the Period Budget Group Detail icon, when selected, will open the Period Bud get Group Detail (RB APBGD) form. This will allow you to review all periods and budget groups assigned to the student. The summary block displays the Budget amounts and EFC values for each of the three potential budget types (FM, IM, Pell). Additionally, the Gross Need and Unmet Need values will be calculated and displayed for both the FM and IM budget types. Award Maintenance Forms (RPA AWRD, RPAAPMT, and ROARMAN) The Banner Financial Aid award and maintenance forms, RPAA WRD, RPAAPMT, and ROARMAN allow you to display either the aid year budgeting group or the period budgeting group in the Budget Group field. If Period Budgeting is not enabled (via ROAINST), the aid year budgeting group ( RORSTAT_BGRP_CODE ) will be displayed. When Period Budgeting is enabled (via ROAINST), the period budget group assigned for the earliest period in the student™s aid period ( RBRAPBG_PBGP_CODE , RBRAPBG_PERIOD ) will be displayed. An asterisk will display if the student is assigned a different period budget group in a subsequent period. For example, the student has a Fall/ Spring aid period and is assigned UGDEP in the fall and UGIND in the spring. The UGDEP will display with an asterisk. An option to view all period budget groups is provided by selecting the Period Budget Group Detail icon (RBAPBGD) which will only be acti ve when Period Budgeting has been enabled on ROAINST. The summary block displays the Budget amounts and EFC values for each of the three potential budget types (FM, IM, Pell). Additionally, the Gross Need and Unmet Need values will be calculated and displayed for both the FM and IM budget types. On ROARMAN, if Period Budgeting has been enabled (via ROAINST), when the Budget icon is selected, the Applican t Period Budget (RBAPBUD) form will be displayed. If Period Budgeting has not been enabled (via ROAINST), the Applicant Budget (RBAABUD) will be displayed. Group Inquiry (ROIGRPI)Use the Group Inquiry (ROIGRPI) form, Period Budgeting tab, to display and review group related data for the specified aid year. Period Entered From the Period Budgeting tab, selecting a specific period will display the number of students assigned to the period budget groups defined for the aid year. The Student Count = = > Total field will display the number of students assigned a Period Budgeting Group for the Period defined. The tab™s Query value will reflect the number of students in the query assigned a Period Budgeting Group for the Period defined. /n 176 Banner Financial Aid User Guide |Processing The View Student™s option will display the students assigned to the period budget groups based on the Period entered. No Period Entered If no Period is entered on the Period Budgeting tab, the total number of students who have been assigned to the Period Budget group in any Period for the aid year will be displayed. The Student Count = = > Total field will display the number of students (non-duplicated) who have been assigned a Period budget group in the aid year specified. The tab™s Query value will reflect the number of students in the query assigned a Period Budgeting Group for the aid year. The View Student™s option will display the students who have been assigned to the budget group for any period in the aid year with a designator that the student has been assigned multiple groups for the aid year. Period Budget Simulation Inquiry (RBISIMI)The Period Budget Simulation Inquiry (RBISIMI) form will display all of the simulation runs of the Period Budget Grouping Process (RBRPBGP). Period Budget Simulation (RBRSIMR)The Period Budget Simulation (RBRSIMR) form allows you to display and review the results of the Period Group Assignment process when run in simulation mode. The applicant™s current budget information will also be displayed allowing you to review any differences between the applicant™s current budget assignments and new results from a simulation run prior to re-budgeting. When a student record is displayed, you can use the next-block function to display a more detailed comparison of the student™s actual and simulation run. For the Period, Group, Type, and Component, the amount for the actual and simulation run will be displayed. The ability to purge the entire simulation run is provided by selecting the Purge Simulation Run icon. You also will have the ability to remove an individual record from the simulation. Period Budget Recalc Process (RBRPBRC)Period Budgeting offers you the ability to recalculate the budget components for a student without re-grouping the student to assign a new budget group. This functionality performs the necessary changes to components and amounts that you wish to adjust, based on variables like a student™s actual enrollment level. Recalculation of the budget components is provided both online and in batch. The Period Budget Recalc Process (RBRPBRC) will execute algorithmic budgeting rules to calculate the budget components. The process may be run to calculate components for a specific period or for all periods assigned to the student™s aid period. You may also define recalculation for a specific budget type or all budget types or recalculate one or more specific components. /n 177 Banner Financial Aid User Guide |Processing If a student™s period budget has been frozen, a message will be provided in the output and no updates will be made to an y of the student™s components. Recalculation of a student™s budget will occur when the budget group is locked. Self-ServiceOnce Period Budgeting has been enabled on the Global Financial Aid Institutional Options (ROAINST) form, the period budgets will display for the student. ŁWhen displaying the Cost of Attendance detail s, the budget categories will be used and display in the fiPrint Orderfl defined on the Budget Categories tab of the Period Budgeting Aid Year Ru les (RBRPBYR) form. ŁWhen displaying the period budget group to the student, the long description for the budget group/aid year entered on the Period Budgeting Aid Year Rules (RBRPBYR) form will be used. Global Institution Financial Aid Options (ROAINST) Web Processing Rules tab: ŁSet the Period Budget Preferred EFC accordingly, as it is possible for the student to have both FM and IM budget types. ŁIf the Display COA Detail indicator is unchecked (No), budget status is not displayed (information text from Web Tailor) and the Cost of Attendance link (via Self-Service) will not be displayed on the Financial Aid Stat us page. This prevents the applicant from accessing the Cost of Attendance web page. Financial Aid Status page When period budgets are enabled (via ROAINST), the budget group and period will be displayed for all period™s in the student™s aid period. The page™s Cost of Attendance link will not be displayed if the Display COA Detail indicator is unchecked (via ROAINST). Cost of Attendance page The Cost of Attendance page is available by accessing the link from the Financial Aid Status page. The applicant ™s period budget informat ion will be displayed if Period Budgeting Enabled indicator has been checked on ROAINST for the aid year. Award Overview page The applicant™s period b udget information will be displayed if the Period Budgeting Enabled indicator has been checked on ROAINST for the aid year. /n 178 Banner Financial Aid User Guide |Processing Satisfactory Academic Progress (SAP) processingThis process focuses on automation to meet the following objectives: ŁReduce the degree of end-user intervention in the SAP process ŁPromote integration between student records and financial aid ŁProvide functionality to accomm odate user-defined SAP policies This lets you use a group assignment-like process within Banner to assign SAP codes to student records, along with the automatic posting of a letter code to the GURMAIL Table for use in Letter Generation. There is also flexibility allowed in the definition for which fund sources the user can restrict packaging and disbursement activity. The functionality that is av ailable with the RORRULE form to write both simple and complex rules lends itself directly to the Satisfactory Academic Progress process. You can write your own rules for as many different SAP codes as needed in ei ther the expert or simple mode on the RORRULE form. These rules are used by the SAP process to assign SAP status codes automatically to the student record. Satisfactory Academic Progress data is kept on a term-by-term basis and stored in the RORSAPR table. SAP formsThe following forms are used in SAP processing. Satisfactory Academic Progress Validation (RTVSAPR) The primary sort order on this form is defined with the SAP Status Code Priority field. This is the same basic format as that on th e Group Assignment Validation forms and the functionality is almost the same, with the lowest number ( 1- 999 ) representing the highest priority. This means that the rules will be analyzed by Banner in the order of their priority codes.While this form operates much like the RTVTGRP, RTVBGRP, and RTVPGRP forms, the output is not a group code, but rather an SAP status assigned to the student for a specific term. The SAP process does not use the Grou p Assignment Process of RORGRPS, but instead has its own uniq ue process - the SAP Assignment Process (ROPSAPR). When you create a new SAP status code, a priority code with a value of 1 is created as the default; you can update this field at that ti me. If you plan on using the ROPSAPR process, you must assign a priority co de to all SAP status codes. Note: The primary sort on this form is priority code. If no priority code exists, it will sort on the SAP status code. Those with priority codes will come before those without. /n 179 Banner Financial Aid User Guide |Processing The Letter Code field is validated against the Letter Code Validation (GTVLETR) form. This field allows for th e association of a letter code to an SAP status an d is optional. If the student is assigned that SAP status, a pending letter is posted to the GURMAIL table automatically. This only occurs if the SAP status was determined through the SAP Assignment Process (ROPSAPR) or the SAP status is being u pdated through Batch Posting. Pending le tters will not be create d automatically if a SAP st atus code is posted manually, updated manually, or is posted through any other mechanism such as PL/SQL. Note: Only one pending letter will be created for any specific letter. Until that letter code has been printed, the same letter will not be posted as pending for the same aid year. However, other pending letters can be created at the same time for different letter codes. The Message Number field for Web and Voice Response access is optional. The SAP Status Code field, which is six positions in leng th, provides you with flexibility in the definition of these codes and allows you to make the codes meaningful. For example, a PROB1 value might represent the 1st Probation, while PROB2 might represent the 2nd probation, or you could use P1 and P2. The objective is to provide flexibility to define an SAP status with more meaning for the user. Al l related processes and all forms that store an SAP status have been modified to accommodate this longer field length. The RTVSAPR form contains an options list of Which Aid can be attached to each SAP status to prevent packaging and/or disbur sement activities. These options, which are available via a drop-down list, include: ŁNoneŁAll AidŁTitle IV only ŁAll Federal AidPlus, the additional options of (prevent packaging/prevent disbursement for): ŁState only ŁState and Federal ŁState and Title IV ŁInstitutional onlyŁInstitutional and State ŁInstitutional and Federal ŁInstitutional and Title IV ŁInstitutional, State, and Title IV ŁInstitutional, State, and Federal (leaves Other Source code if any funds are defined) /n 180 Banner Financial Aid User Guide |Processing Financial Aid Selection Rules (RORRULE) On the RORRULE form, the Group Code field becomes SAP Code when the Rule Type field is assigned a value of S. The ROPROLL process allows for the rules to be rolled from aid year to aid year. While it may be that a school™s SAP rules do not change from year to year, in some cases they will. As a result, to allow for those situations where these rules do change, the aid year remains a part of the key for the rule, and the SAP rules will be treated as all others in rolling from aid year to aid year. If there are no changes, you can just continue processing, as the roll process now rolls the compiled versions of the rules from RORRULE to the new aid year. If your institution calcul ates SAP status on a specific term results rather than cumulative results, the form will not automatically add the appropriate terminal variable of :TERM. You will need to add this variable at the end of the rule by using the Substitution button from the expert mode rules and selecti ng :TERM. This will then allow the Calculate From term value to replace this in the rules when they are executed. This works the same as the :PIDM and :AIDY values, except that you must manually add this to your rules when initially creating them. By using this variable (:TERM) you will not be required to hard code a term value into the rules and then make sure it is updated every time you want to run SAP for a diff erent term.Note: Satisfactory Academic Processing is by term. Therefore, the substitution variable of :PERIOD cannot be used as part of a rule used for SAP processing.Applicant Immediate Process (ROAIMMP) This form allows the assignment of a SAP stat us online. The process involves the use of two term codes. The first term code, Calc From , points the assignment process to the term from which you want to calcul ate the newest SAP status. This Calc From term code is required and automatically defaults the current term code as defined on the Global Institution Financial Aid Options (ROAINST) form and can be changed. Although this value is required, the field is only utilized by those rules which are term-specific and for those schools that perform a term-specific SAP calculation. This Calc From term code must belong to the aid year in the key block of the form. The validation on this term code will restrict the options to only thos e terms which exist in the aid year. The second term code, Effective, which is also required, directs the process to the term in which to post the results (the New SAP Status on the ROASTAT form). The term for which the new SAP code is being posted will not be validated against the aid year in the key block of the form. For example, suppose that it is the end of the Spring term and you want to determine SAP, and you want the result to be posted to the Fall term. The Spring term code ( Calc From) would need to belong to the aid year in the key block of the form, while the Fall term, where the results will be posted (Effective term) would not need to belong to that year. The Effective term must be later than the Calculate From term. The validation on this term restricts the options to only those terms which are later than the Calc From term. Logic within these term s prevents you from po sting the results of the SAP calculation to the term for which the calculation was just done, or any prior term. In this way, the process ensures that yo u are posting the new SAP code to a term later than that from which the /n 181 Banner Financial Aid User Guide |Processing calculation originated. In other words, the form will make sure that you do not calculate the New SAP code from the spring term and then accidentally update the Spring SAP code, when you meant to update the Fall SAP code. This same logic applies to the parameters in job submission. The SAP process on the ROAIMMP form diff ers from the other group assignments process for tracking, budgetin g, and packaging. The SAP proc ess uses the same process from online and from job submi ssion to assign the SAP codes. The name of this process is ROPSAPR, or the SAP Assign ment Process. Also, th e only option for the Action Indicator is I (Immediate), therefore eliminating any need for the Current Status and Completion Date columns. Check the SAP field option to perform this calculation. Applicant Status (ROASTAT) The Satisfactory Academic Progress block on the ROASTAT form displays the SAP code assignment process history and all related information for the student on a term-by-term basis. This form captures the following information. The Term is the effective term code that was used by the ROAIMMP form (using the ROPSAPR Process) or as a para meter in job submission. The Calculated SAP Status is the status that the SAP Assignm ent Process determined the stude nt qualified for at this point in time based on the rules from RORRULE. However, the New SAP Status is the status that has gone through the additional translation process from the Satisfactory Academic Progress Translation Rules (RORSTRF) form, if applicable. If the RORSTRF form is not used, the New SAP Status will always be the same as the Calculated SAP Status . The Lock Indicator field allows you to lock a new SAP status code from an y further chan ges. You canno t update the calculated SAP Status with th is form. Only the SAP Assign ment Process can update the calculated SAP status. The Lock Indicator , when set, prevents all manual and automated updates. You must remove the lock before any fu rther updates are allowed. If a SAP status is not locked and there is another SAP calculation run for the same term, the old record is replaced with the latest result. In all cases, the User ID and Activity Date default into the appropriate fields. The Term , Calculated SAP Status , and New SAP Status fields utilize the List of Values function, which allows you to access to the full description for each of the codes displayed. The description for each SAP status displa ys as the cursor moves to that field. Note: The Calculated SAP Status field will be null for all terms where there is a SAP status prior to utilizi ng the ROPSAPR process. This field is only populated through the ROPSAPR process. Therefore any other means of posting an SAP code, manual batch posting, or through an outside process will not populate this field. Batch posting a SAP code will auto matically set the lock indicator. /n 182 Banner Financial Aid User Guide |Processing SAP Translation Rules (RORSTRF) There is a need at many institutions to allow the SAP proces s to go through a final rule process beyond just the calculation of the current SAP status. This process uses the student™s current (calculated) SAP status and their last SAP stat us to determine their real SAP status at the current time. An optional rules form can be used to support the additional process that defines the actual SAP status code that you want to post to the ROR SAPR record. The name of the form is the Satisfactory Academic Progress Translation Rules form (RORSTRF). Banner takes the calculated va lue from the SAP Assignment Proces s and compares the results to the following rules form. The process then determines and posts the appropriate new SAP status. In all cases, these are the same SAP statuses that were defined on the RTVSAPR form. This is a repeating rules form allowing for the definition of as many status combinations desired. It also allows for the definition of the Letter Code to be posted to the GURMAIL table as a pending letter for anyone with this combination. The SAP Letter Code is validated against GTVLETR and the ot her three columns against RTVSAPR. The SAP Letter Code field is optional if you use this form. If the appropriate combination is defined on RORSTRF, the calculated status, which is assigned as a result of th e ROPSAPR process, is not the student's New SAP status, but rather is just the stat us that has been determi ned from this recent ca lculation. It is the SAP status that the student qualifies for - given the results of the rules. However, the calculated SAP status will go through one mo re process to determine what is the correct SAP status to post to the RORSAPR table and to be used by the packaging and disbursement processes. The ROPSAPR process will see if th e combination of Previous SAP status and Calculated SAP status exist on RORSTRF. If they are present, the student will be assigned whatever New SAP status the rules dictate. If your school chooses not to use this rule form, the status code that is derived from the ROPSAPR Process is the code th at is posted to the New SAP status field and posted to the RORSAPR table. However, if your school chooses to use this fo rm and only wants to build certain combinations of SAP statuses on this form, rather than the complete exhaustive list of all possible options, the process will support that also. This means that if there is a combination of Previous SAP Status and Calculated Status present on this form that matches a student, the appropriate New SAP status an d Letter Code are posted accordingly. However, if the SAP Status co mbination is not pr esent on the rule form, the Calculated SAP Status will be the status posted to the New SAP Code and updated to the RORSAPR table. For example, suppose the Previous St atus is X and the Calculated Status is PROB1. Given the above example, this comb ination is not present, therefore PROB1 becomes the New SAP status and gets posted to RORSAPR. The SAP Assignment Process will always look at the RORSTRF form first to see if the student™s combination of Previo us SAP status and Calculated SAP status exist. If they do exist on the rule fo rm, the ROPSAPR process will post the appropriate values to the RORSAPR table (visible on the ROASTAT fo rm) and the GURMAIL table (visible on the RUAMAIL form). If the student™s combination does not exist on RORSTRF, the Calculated SAP status will also be the new SAP status. If there is a letter code associated with that status on the Satisfactory Academic Progress Validation fo rm (RTVSAPR), it will be posted to the GURMAIL table as a pending letter. /n 183 Banner Financial Aid User Guide |Processing Note: Only one pending letter will be created for any specific letter. Until that letter code has been printed, the same letter will not be posted as pending for the same aid year. However, other pending letters can be created at the same time for different letter codes. Group Inquiry (ROIGRPI) This form is a tracking, budgeting, packaging, and SAP group assignme nt query form used to view the results of the assignment process and to see if rules exist. When you enter a value of SAP in the Group Type field and a term code in the Term field, the form returns the count of how many applicants have a specific SAP code for that particular term. The form also enables you to see if rules exist for that SAP code for the year in which the term is associated. The sort order on the form is by Group Priority . Remember, if you choose to a ssign SAP codes, re gardless of the existence of a RORSTAT record, these numbers reflect the counts in the RORSAPR table, not RORSTAT. Global Institution Financ ial Aid Options (ROAINST) The Global Institution Financial Aid Options (ROAINST) uses a six-character SAP code field. The Initial SAP Status remains as the SAP code that is assigned to a student/ applicant when the initial RORSTAT record is created. The Exception SAP Status field is used when the applicant falls through all of the SAP rules defined on RORRULE and does not fit into any of the predefine d rules. This is the SAP code of last resort, much like the default group codes assigned in tracking, budget ing, and packaging. This field is also six positions in length and is vali dated against the RTVSAPR values. Determining satisfactory academic progress using periods When creating periods with multiple terms, you are required to select the term to be used when evaluating if the student is making satisfactory academic progress. The disbursement process will look for the most recent term in the satisfactory academic progress table (RORSAPR) which is less than or equal to the term with the SAP indicator checked for the period being disbursed. You should consider your institution™s policy and evaluate how setting the SAP indicator will impact the evaluation of making satisfactory academic progress. /n 184 Banner Financial Aid User Guide |Processing ExampleŁSAP for 201120 exists as Making Satisfactory Academic ProgressŁDisbursement is run for Summer 2011 period ŁDisbursement looks for most recent term where SAP indicator checked for period being disbursed = 201120 ŁMaking Satisfactory progress Œ funds disburse ŁSAP process is run for 201130 term and resu lts posted with 20 1130 as Probation (eligible) ŁDisbursement is run for Summer 2011 period ŁDisbursement looks for most recent term where SAP indicator checked for period being disbursed = 201130 ŁProbation (eligible) - funds disburse ŁSAP process is run for 201140 term and resu lts posted with 20 1140 as Failing SAP ŁDisbursement looks for most recent term where SAP indicator checked for period being disbursed = 201130 (201140 does not have SAP indicator checked) ŁProbation (eligible) - funds disburse SAP processesThe applicant™s SAP code is used throughout Banner. Banner looks at this value when packaging and disbursing the aid for the student. SAP Assignment Process (ROPSAPR)This process utilizes the rules established on the RORRULE form with a Rule Type of S. Unlike other Banner Financial Aid jobs, you must select which group of students to process through rules using parameters 05, 06, or 07 through 10. The process will not default to only those with RORSTAT records for the aid year as many of the other Financial Aid processes do. In fact, this process will allow students to be used Satisfactory Academic Progress PeriodTerm Codes within PeriodSAP Indicator Checked Spring 20112011200 YSummer 2011 201130 Y201140 201150 /n 185 Banner Financial Aid User Guide |Processing who do not have RORSTAT records. This will allow those institutions who wish to calculate and maintain SAP statuses on all students to do so, whether or not they are currently receiving financial aid funds. The parameters for this process include: Ł01 Aid Year Code (Required). The aid year value is used to validate the Term Code for the calculation (must be defined as belonging to that aid year). Ł02 Term Code For Calculation (Required). This value is used for those schools who want to calculate SAP on a specific term set of values rather than the cumulative statistics of an applicant. This parameter is not used by schools that do not specify a term value in their rules. This value is only utilized in the rules if there is a terminal value in the compiled rule :TERM. It must be defined as a part of the aid year in Parameter 01. Ł03 SAP Effective Term Code (Required). This is the term code that is associated with the results of the process. The process requires this term to be later than that used for Parameter 02. This term also identifies the aid year that all letters will be posted to in the GURMAIL Table (RUAMAIL form). Ł04 Student ID. This option cannot be used when running the process from job submission. Ł05 Use All with RORSTAT for Aid Year (Required - default of N).This option allows for the process to run on only those applicants with RORSTAT records for the aid year (as defined in Parameter 01). Ł06 Use All Enrolled for Term (Required - default of N). This option allows for the process to run on only those students who have enrollment records for the Term Code for Calculation (as defined in Parameter 02). Ł07 Application Code. This parameter is utilize d in population selection. Ł08 Creator ID of Selection ID. This parameter is utilize d in population selection. Ł09 Selection Identifier. This parameter is utilize d in population selection. Ł10 User ID. This parameter is utilize d in population selection. Ł11 Create RORSTAT Record Y or N (Required). If there were applicants who went through the process and did not already have RORSTAT records, do you want RORSTAT records created? The first term code parameter, Term Code for Calculation (Parameter 02), validates against the Aid Year Code (Parameter 01) to ensure it is defined for that aid year code. The second term code para meter used in the process, SAP Effect ive Term Code (Parameter 03), is the term to which the results of the SAP process are posted. This term code is not validated against the aid year code parameter, as it may fall outside the range of the aid year. For example, SAP is being calc ulated at the end of the Spring term for the Fall. The Effective SAP Term Code would be the Fall term code, while the aid year parameter for the process would be the prior year. /n 186 Banner Financial Aid User Guide |Processing The goal in requiring you to define these separate terms as input to the process up front is to minimize the need for you to hardcode specific term codes into the rules themselves. This would require you to maintain this data every time you need to run the rules. The part of this process that has always ca used confusion has been deciding which term the SAP has been calculated for and what term should be us ed in posting this SAP code. For example, if the student status at the end of the Spring semester is being reviewed, the code must be posted for th e next term. Therefore, when running the SAP process, the term that should be used as the Effective term is not the Spring term, but rather the Fall term code (or possibly the Summer), as that is the term you want the results to affect. The packaging and disbursement pr ocesses will look at the Fall term code and will apply any and all logic for that SAP code to activity for t he Fall; therefore, the Fall term code will be the Effective Term. The first step of the SAP Assignment Process is the determination of what is the student™s Calculated SAP status from th e logic defined by th e rules on RORRULE. This result will be posted to the RORSAPR table and displayed on the ROASTAT form. From here, the ROPSAPR process must de termine if there are rules present on the RORSTRF form. If there are rules present and t he combination of Previous SAP Status and Calculated SAP Status is present and matches that combination with a student, the process will pick up the New SAP Status as defined on RORSTRF and post that status as the New Status to the RORSAPR table which will again display on ROASTAT. If there ar e no rules on the RORSTRF form or the combination for Previous SAP Status and Calculated SAP Status is not defined, the Calculated SAP Status will become the New SAP Status and be posted as such.Finally, the process must dete rmine if there is a letter code defined for the New SAP Status anywhere. The processes will look at the RORSTRF rules form first. If there is a letter code defined for the combination of Previous Status and Calculated Status, the process will post that code to the GURMAIL table as a pending letter, using the aid year code associated to the Effective term. If the combination is not present on RORSTRF, the process will then look at the RTVSAPR rules fo rm. If there is a lett er code defined for the student™s New SAP Status, that le tter code will be posted to th e GURMAIL form. If there is not a letter code in either location, no letter code will be posted. In the previous examples, the SAP status was being determined from the Spring term and posted to the Fall term. In this case, the Calculate From term is the Spring and the Effective term is the Fall. The letter code will be posted as a pending letter to the aid year associated with the Ef fective term - or the Fall. Sinc e this will impact the Fall term eligibility, it was de termined that this was the appropriate year in wh ich to attach the letter. The ROPSAPR output files, the .log and .lis files, will identify the number of students that were processed through the SAP rules and if there ar e any locked records which could not be processed. The output will itemize those students who were not processed due to locked records. SAP Status Codes View (ROVSAPR) This view is intended to provide a method for selecting the maximum value SAP code for any student at any point in time. This view can be used as a tool for writing population selection rules, batch posting rules, or any other set of rules that is appropriate. /n 187 Banner Financial Aid User Guide |Processing Process flow1.Set up all rules associated with this function (ROAINST, RTVSAPR, RORRULE, RORSTRF).2.When appropriate, run the ROPSAPR process from job submission for the desired group of students. 3.On an individual basis, th e SAP process can be run online from the ROAIMMP form or the SAP code may be updated manually on the ROASTAT form. It is on this form that results may also be locked. (The batch posting process can also be used). 4.Run letters that were posted to the GURMAIL table as pending. When you run the GLBLSEL process, respond to the first question, Print All Pending? with No. Select a specific letter code. Then you will be asked again, Print Pending Letters for this Letter Code ?. Answer Yes and all letters with that letter code will be selected to be run. Once you have run these letters through the GLRLETR process, the print date will populate and they will no longer be pending. 5.If there was a change to the SAP Status for the term and a pending letter has already been created, but not yet printed, you will need to review the RUAMAIL form for accuracy. Note: For those institutions which use an aid year counter (or term counter) in their rules, this data can be stored in a user-defined field and accessed in your rules. The same is true for those schools who require a specific number of hours to be completed within an academic year. This data can be collected and stored in a user-defined field. This data is then available for use in your SAP rules. Note: Those clients who plan to take advantage of the latest enhancements in SAP processing will need to notify their Database Administrator to pay particular attention to the rate of growth of the Satisfactory Academic Progress Rule s Table, RORSAPR. It it becomes too large, the table may need to be resized. The Ge neral utility script gurrddl.sql (found in the plus subdirectory of Banner General) can be useful in accomplishing this task. This will particularly be true for those schools who choose to start maintaining SAP data on all students who are enrolled, not just those with RORSTAT records. The batch posting process will not use the rules established on the RORSTRF form since there will not be a calculated SAP status determined. It will act the same way as a ma nual update to the SAP status, and impact only the effectiv e SAP status code. However, batch posting will work differ ently than manually upd ating or posting an SAP status, in that it will create a pending letter if the status code being posted is defined with a letter code on the RTVSAPR form. It should also be noted that SAP records will be locked through the batch posting process.If you are writing term-specific rules and you wish to test the results while still on the RORRULE form by pressing Execute , you must replace your /n 188 Banner Financial Aid User Guide |Processing :TERM variable with a specific term code so the rule can know which term to look for. However, remember to change this back to the :TERM variable before leaving the form as the appropriate term code will pass into this rule from the job parameters at run time. For those institutions who wish to run the ROPSAPR process from the command line, the following are the instructions to do so. On the Process Parameter Entry form (GJAPCTL), enter the required parameters for ROPSAPR. Select the Hold radio button of the Submission Block and press commit. Note the sequence number that returns to the screen. Go to the command line and enter: For Unix: ropsapr.shl For VMS: ropsapr You will then be prompted for a User ID, a password, and the sequence number from above. Sample rulesBelow are some examples of rules that might be useful when trying to develop your own rules. It is helpful to note that the SHRTGPA table stores term-specific data about students, while the SHRLGPA table stores cumulative data. In the SHRTGPA table, there are options of whether to choose all data for a term-related to Institution coursework ( I) or all data related to transfer work ( T). In the SHRLGPA table there are three options. Institution (I), Transfer ( T), or Overall ( O).1.A term-specific rule that does not require a RORSTAT record. Would have to be written in expert mode. select DISTINCT(spriden_PIDM) from spriden, sgbstdn x, shrtgpa where sgbstdn_degc_code_1 in ('BA','BBA','AS','AA') and shrtgpa_levl_code = 'UG' and sgbstdn_majr_code_1 in ('ACCT','ANTH','CHEM','BUSI','ENGL','PSYC','SOC','BIOL') and (shrtgpa_gpa_type_ind = 'I' and ((.60shrtgpa_hours_attempted) <= shrtgpa_hours_earned)) and sgbstdn_term_code_eff = (select max (y.sgbstdn_term_code_eff) from sgbstdn y where y.sgbstdn_pidm = x.sgbstdn_pidm and y.sgbstdn_term_code_eff <= :TERM) and sgbstdn_pidm = spriden_pidm and shrtgpa_pidm = spriden_pidm and spriden_pidm = :PIDM and shrtgpa_term_code = :TERM /n 189 Banner Financial Aid User Guide |Processing 2.A cumulative rule which requires a RORSTAT record. Can be written in simple or expert mode. This rule will also have to be updated every year as it uses the rovst99 view. Simple rule: shrlgpa_levl_code = ‚UG™ and rovst99_degc_code_1 in (‚BA™,™BBA™,™AS™,™AA™) and rovst99_majr_code_1 in (‚ACCT™,™ANT™,™CHEM™,™BUSI™,™ENGL™) and (((shrlgpa_hours_attempted > 0 and shrlgpa_hours attempted <= 44) and shrlgpa_gpa >=1.60 and shrlgpa_gpa_type_ind = ‚O™) or ((shrlgpa_hours_attempted >=45 and shrlgpa_hours_attempted <=89) and shrlgpa_gpa >=1.75 and shrlgpa_gpa_type_ind = ‚O™) or ((shrlgpa_hours_attempted >=90 and shrlgpa_hours_attempted <=134) and shrlgpa_gpa >=1.90 and shrlgpa_gpa_type_ind = ‚O™) or ((shrlgpa_hours_attempted >=135 and shrlgpa_hours_attempted <=275) and shrlgpa_gpa >=2.00 and shrlgpa_gpa_type_ind = ‚O™)) and ((.75shrlgpa_hours_attempted) <= shrlgpa_hours_earned) 3.Example of the same rule as #2 without the rovst99 view. Would not require updating, but will require expert mode rule s. This rule contains the same logic within it that the view does. Select distinct(spriden_pidm) from spriden, sgbstdn x, shrlgpa where sgbstdn_degc_code_1 in (‚BA™,™BBA™,™AS™,™AA™) and shrlgpa_levl_code = ‚UG™ and sgbstdn_majr_code_1 in (‚ACCT™,™ANT™,™CHEM™,™BUSI™,™ENGL™) and (((shrlgpa_hours_attempted > 0 and shrlgpa_hours attempted <= 44) and shrlgpa_gpa >=1.60 and shrlgpa_gpa_type_ind = ‚O™) or ((shrlgpa_hours_attempted >=45 and shrlgpa_hours_attempted <=89) and shrlgpa_gpa >=1.75 and shrlgpa_gpa_type_ind = ‚O™) or ((shrlgpa_hours_attempted >=90 and shrlgpa_hours_attempted <=134) and shrlgpa_gpa >=1.90 and shrlgpa_gpa_type_ind = ‚O™) or ((shrlgpa_hours_attempted >=135 and shrlgpa_hours_attempted <=275) and /n 190 Banner Financial Aid User Guide |Processing shrlgpa_gpa >=2.00 and shrlgpa_gpa_type_ind = ‚O™)) and ((.75shrlgpa_hours_attempted) <= shrlgpa_hours_earned) and sgbstdn_term_code_eff = (select max(sgbstdn_term_code_eff) from sgbstdn y, robinst where y.sgbstdn_pidm = x.sgbstdn_pidm and y.sgbstdn_term_code_eff <=robinst_current_term_code and robinst_aidy_code = :AIDY) and sgbstdn_pidm = spriden_pidm and shrlgpa_pidm = spriden_pidm and Funds Management proceduresFunds Management implementation 1.Determine the various fund types your funds may have on the Fund Type Validation form (RTVFTYP). Fund types include: Loan, Work, Grant, or Scholarship. 2.Determine the various fund sources for your funds on the Fund Source Validation form (RTVFSRC). Fund sources include: Federal, State, Institutional, or Other. 3.Define all potential funds on th e Fund Base Data (RFRBASE) form. If the fund is able to be disbursed to the student account, relate an A/R detail code to the fund. From the Financial Aid Fund Type Validation (RTVFTYP) form and the Fund Source Code Validation (RTVFSRC) form, determine the type and source of each defined fund. Relate a Federal Fund ID to those Federal funds to which Federal hard- coded rules should apply. (Use the List function to determine valid values for these fields.) Determine the print order of the funds. Note that this print order determines the order of the funds for display in Self-Service and for letter-generation printing purposes. This does not affect the order of the funds on the award form. Note: You can use the GTIV (General Title IV Rules) code to subject the hard-coded federal rules to any non-Federal funds to which you wish them to apply. 4.For each fund, define any awarding rules that may apply using Rule Type Fund Awarding on the Financial Aid Selection Rules (RORRULE) form. These rules are interrogated during the packaging process when the fund is to be packaged. /n 191 Banner Financial Aid User Guide |Processing 5.For each fund, define any disbursement rules that may apply on the Financial Aid Selection Rules (RORRULE) form. These rules are interrogated during the disbursement process when the fund is to be disbursed. 6.Define the award and disbursement schedul es by aid periods in the Default Award and Disbursement Schedule Rules (RFRDEFA) form. Note that the default rules are not by fund, but only by aid period. You may use the Insert Record function or select the Default Award Schedule icon to bring in the valid periods for both the Award and the Dis bursement Schedule for the aid period identified in the Key Information section. ŁIn the Award Schedule section, the Award Percent for all periods must equal 100%. Define valid memo expiration dates for ea ch period. The Grant Award Percent must also be defined for all periods and must total at least 100%, but may total up to 200%. ŁIn the Disbursement Schedule section, the di sbursement date will default to the cut- off date defined by period on the Packaging Options (RPROPTS) form. The disbursement percent for each period must equal 100%. 7.Access the Fund Award and Disbursement Schedule Rules (RFRASCH) form. Use this form for any funds whose award and disbursement rules differ from the defaults set up on the RFRDEFA in Step 6. If no rules are defined specifically for the fund, the default rules will be used when the award and disbursement schedules are created in the student™s packages. 8.Access the Fund Management (RFRMGMT) form. Use this form to define aid-year specific budget information, packaging, disbursement, and Self-Service options as well as budge t and detail code rules, and tracking and message assignment rules for each particular fund. Refer to Online Help for specific information on the use of the fields. Fund balance reconciliationThe fund balances on the Fund Budget Inquiry (RFIBUDG) form are stored in the RFRASPC Table. The balances in the RFRASPC Table are updated whenever a student™s award for the year changes, when the status of the award changes, or when the amount of the memo, authorization, or payment changes. These balances are the summary of all activity for the year for awards made to all students. Individual student award information is stored in the RPRAWRD Table. Note: If a fund is out of balance, Bann er may stop awarding or disbursing funds to students because it erroneously thinks that the fund is out of money. Running this reconciliation process will restore the fund balances to their proper level. From time to time the totals that display in the RFIBUDG form and those stored in the RPRAWRD table get out of sync. To correct any discrepancies between the amounts awarded to the students (RPRAWRD) and the fund totals (RFRASPC), it is recommended that you use the Reconcile Fund(s) regularly which is available using the SQLPLUS /n 192 Banner Financial Aid User Guide |Processing script, rslfndbl.sql which will list the fund balances for the aid year and rupfndbl.sql which will update the fund balance information and the counts (in RFRASPC) based on the number and amount of awards (in RPRAWRD). You may also use the Reconcile Fund feature from the ROAMGMT form or by running the Fund Account Balance report, RFRABAL, using the option to Perform Fund Reconciliation (parameter 08). Warning! Original Offer totals are not updated by SQLPLUS scripts nor by the Reconcile options on ROAMGMT or the Fund Reconciliation option using RFRABAL. Calculating fund balances and the remaining Available to Offer AmountThe amount of actual dollars available for funds are entered on RFRMGMT or ROAMGMT. The Amount Available to Offer for the fund is established by entering an over commitment level as a percent of the total allocated amount. There are two options for determining the remaining amount which is available to offer by the packaging process or awarding the fund directly on one of the award forms. The option for how you want the remaining available to offer amount calculated is established on ROAINST form under the Options tab by selecting Yes (checked) or No (unchecked) for the Use Only Offered to Calculate the Available to Offer indicator. Option 1: Use only offered aid to calculate the amount available to offer When the Use Only Offered to Calculate the Available to Offer indicator is checked (Yes), the amount of funds available to be aw arded is determined by subtracting the aid that is offered from the Fund Available to offer amount: When setting the over commitment level for a fund, you may want to consider if the disbursements may be less than the total allocated such as when a fund prorates the amount disbursed based on enrollment or actual dollars earned for Work Study. Warning! When establishing the amount available to offer for your funds, entering an Over Commitment Percent greater than 100.00% allows awards and potentially disbursements to exceed the actual Total Allocated dollars for the fund. RFRASPC_AVAIL_OFFER_AMT -RFRASPC_OFFER_AMT =Amount of Funds Available /n 193 Banner Financial Aid User Guide |Processing ExampleFund allocation defined on RFRMGMT with Over Commitment of 100% Use Only Offered to Calculate the Available to Offer is checked (Yes) on ROAINST. Option 2: Use aid which is Offered, Cancelled, and Declined with an Over Commitment Percent greater than 100% to calculate the amount available to offer When the Use Only Offered to Calculate the Available to Offer indicator is unchecked (No), the amount of funds available to be awarded is determined by subtracting the sum of aid that is offered, declined, and cancelled from the Fund Available to Offer amount: Based on past experience, you can estimate the amount of specific awards that you can safely over commit during packaging because you know that all awards are not actually paid; a percentage of awards are either canceled or declined before payment. Note: If the over commitment projection is correct, the final current offers will eventually equal the total allocate d. Banner still cannot save you if you over commit too much and your final current offers exceed your total allocated. The total amount of canceled and declined awards in one year Total Allocated:50,000.00 Available to Offer:50,000.00 (RFRASPC_AVAIL_OFFER_AMT) Over Commitment Percent: 100.000 Amount Remaining AmountRemaining PercentActual RemainingCurrent Offered 25,000.00 (RFRASPC_OFFER_AMT )25,000.00 (Amount of Funds Remaining)50.00025,000.00 Offered5,000.00 Accepted20,000.00 Cancelled5,000.00 Declined10,000.00 RFRASPC_AVAIL_OFFER_AMT -(RFRASPC_OFFER_AMT + RFRASPC_DECLINE_AMT + RFRASPC_CANCEL_AMT) = Amount of Funds Available /n 194 Banner Financial Aid User Guide |Processing will be a good measure of what the over commitment level for the next year should be. When testing to see if the fund has enough money available to make new or additional awards, the calculation takes the Available to Offer Amount (over commitment level) and subtracts the current offers, declined amounts, and canceled amounts. When an award is canceled or declined, the Available to Offer amount does not change because the canceled/declined amount is still being used to reduce the balance. Example 1:Fund allocation defined on RFRMGMT with Over Commitment of 100% Use Only Offered to Calculate the Available to Offer is unchecked (No) on ROAINST. Example 2:Fund allocation defined on RFRMGMT with Over Commitment of 125% Total Allocated:50,000.00 Available to Offer:50,000.00 (RFRASPC_AVAIL_OFFER_AMT) Over Commitment Percent: 100.000 Amount Remaining AmountRemaining PercentActual RemainingCurrent Offered 25,000.00 (RFRASPC_OFFER_AMT )10,000.00 (Amount of Funds Remaining)20.00025,000.00 Offered5,000.00 Accepted20,000.00 Cancelled5,000.00 (RFRASPC_CANCEL_AMT )Declined10,000.00 (RFRASPC_DECLINE_AMT )Total Allocated:50,000.00 Available to Offer:62,500.00 (RFRASPC_AVAIL_OFFER_AMT) Over Commitment Percent: 125.000 /n 195 Banner Financial Aid User Guide |Processing Use Only Offered to Calculate the Available to Offer is unchecked (No) on ROAINST. Reviewing Fund BalancesThe Fund Balance Inquiry form, RFIBUDG, displays detailed information about the fund balance, amount available to offer, and the information on the number and amounts of awards made to students. When reviewing the fund balance information: ŁThe Actual Remaining Amount field displays the amount of the Total Allocated minus the Current Offered amount (aid which is offered or accepted). ŁThe Remaining Amount and the Remaining Percent fields represent the calculated amount still available to offer based on the over commitment level (Available to Offer amount for the fund) and the option setting on ROAINST to use only amounts offered (Option 1 above) or to include amounts which are cancelled and declined (Option 2 above). You may also view the detailed information for the fund by term or by period on RFIBUDG by accessing the appropriate page from the Options menu. The Account Balance report, RFRABAL, and the Fund Budget report, RFRBUDG, may also be used to view information regarding your funds. These reports will also use the option on ROAINST for calculating the remaining amount and percent that is available to be offered for the fund. Amount Remaining AmountRemaining PercentActual RemainingCurrent Offered 25,000.00 (RFRASPC_OFFER_AMT )22,500.00 (Amount of Funds Remaining)36.00025,000.00 Offered5,000.00 Accepted20,000.00 Cancelled5,000.00 (RFRASPC_CANCEL_AMT )Declined10,000.00 (RFRASPC_DECLINE_AMT )/n 196 Banner Financial Aid User Guide |Processing Banner Financial Aid Fund Specific Packaging optionsPolicy Question If Yes, then use formUse OptionSet Option ToComments When you offer an award to a student, what award status code do you want Banner to assign when you package the award? RFRMGMT (Packaging Options window) Offer StatusValid Award Status Code defined as Offered When the packaging program offers the fund, Banner uses this award status code for the specific fund. What award status code do you want to use when Banner accepts an award for a student? RFRMGMT (Packaging Options window) Accept StatusValid Award Status Code defined as Accepted Banner uses this defined status when the fund is set to auto-accept. It also uses this status when you accept the fund through the Award Acceptance Mass Entry (RPAMACC) form. What award status code do you want to use when Banner declines an award for a student? RFRMGMT (Packaging Options window) Decline Status Valid Award Status Code defined as DeclinedBanner uses this decline status when you decline the award with the Award Acceptance Mass Entry (RPAMACC) form. What award status code do you want to use when Banner declines an award for a student? RFRMGMT (Packaging Options window) Cancel StatusValid Award Status Code defined as Cancelled Banner uses this cancel status as a default when the award has been cancelled. Do you want to automatically package the fund through batch or online auto packaging? RFRMGMT(Packaging Options window) Auto Packagea checked boxIf you do not check this box, you cannot use the fund on the Packaging Group Fund Rules (RPRGFND) form for the aid year. Once you award the fund, do you want to schedule it between the periods in the student™s aid period? RFRMGMT (Packaging Options window) Auto Schedule a checked boxIf you do not check this box, the fund is not scheduled between periods in the aid period. There will be award letter implications to consider if you don™t check this option. There will also be disbursement implications. It is recommended this is always checked. /n 197 Banner Financial Aid User Guide |Processing When you offer an award as part of the student™s package, do you want Banner to automatically accept it? RFRMGMT (Packaging Options window) Auto Accepta checked boxIf you check this field and you enter the fund with an Offered status, the status automatically changes to an Accepted status as defined for this fund and aid year. Do not check the Auto Accept field for any funds which you require a student to accept (that is, via an award letter). Note that funds cannot be disbursed until Accepted. When the award is packaged (whether in batch or online), do you want to package the award even if it exceeds the student's need? RFRMGMT (Packaging Options window) Override Needa checked boxNote that you cannot override the overaward edit in Award Validation regardless of how this indicator is set if any Title IV monies already exist in the student™s package. When the award is packaged (whether in batch or online), do you want to package the award but not exceed the Cost of Attendance? RFRMGMT (Packaging Options window) Override Need to Cost of Attendance a checked boxThis allows you to add an additional packaging override to allow some funds such as Merit Scholarships to have edits similar to PLUS loans (that is, need can be exceeded, but you cannot exceed the COA). Note - You cannot set both the Override Need indicator and Override Need to Cost of Attendance simultaneously, as they cannot co-exist on the same fund. If you attempt to do so, an error message will appear. Do you want to allow Banner to disburse a fund to a student without regard to his/her academic standing? If you set this option to Y, the award and disbursement validation routines skip the academic progress check.RFRMGMT (Packaging Options window) Override SAPRa checked boxFor example, you may want to package or disburse a particular institutional scholarship to a student not making satisfactory academic progress, despite the fact that the student is not eligible for any other institutional or federal aid. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 198 Banner Financial Aid User Guide |Processing When the award is packaged (whether in batch or online), do you want to package this award regardless of whether or not any general unsatisfied tracking requirements which prevent packaging exist? RFRMGMT (Packaging Options window) Override Rqmta checked boxA general tracking requirement is defined as a requirement which is not fund specific, that is a requirement that gets assigned as part of the group assignment process. For Actual packaging, if unsatisfied general requirements exist that prevent packaging, a fund will not be packaged unless the Override Requirement field is checked on RFRMGMT. Should the award be used to replace the student™s EFC in the calculation of Need? RFRMGMT (Packaging Options window) Replace EFCa checked boxField will replace EFC first. When it has replaced 100% of EFC, it will start to reduce need. Banner reduces need if the EFC replacement award is greater than the EFC.Should the award be used to reduce the student™s need in the calculation of Need? RFRMGMT (Packaging Options window) Reduce Needa checked boxWill reduce need by amount of award. The Replace EFC and Reduce Need fields are mutually exclusive. You cannot check both options. Should the fund be processed through the Loan Module? RFRMGMT (Packaging Options window) Loan Processa checked boxIf you check this field, you can create fund rules in the loan module for the key aid year. If this field is checked, you must not check the Disburse field since loan disbursement occurs from within the Loan Module. In order for the fund to be packaged, is a Need Analysis record required to be on file? RFRMGMT (Packaging Options window) Need Analysisa checked boxA warning message alerts you during packaging if a student does not have a need analysis record for the aid year in which the fund is packaged. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 199 Banner Financial Aid User Guide |Processing When you add or change the award in the student's package, do you want Banner to automatically set the award letter indicator on the student™s record for award letter selection? RFRMGMT (Packaging Options window) Award Letter Ind a checked boxYou can use this indicator with population selection to select those students who need an award letter. Once you generate the award letter through the Letter Generation Process, the RLRLETR Process changes the award letter indicator on the RPAAPMT, RPAAWRD, and ROARMAN forms back to N for the selected students. Do you want to allow the award to be offered, accepted, declined, or cancelled by period? RFRMGMT (Packaging Options window) Allow Processing by Period a checked boxWhen this field is checked, updates can be made to the period award status to accept, decline, or cancel an award for one or more periods within Banner. Also when checked, the Option is provided to allow the student to accept or decline the award in Self-Service by period. If you use the Equity packaging philosophy, do you want this fund to count in the computation of the student's equity level? RFRMGMT (Packaging Options window) Equity Funda checked boxNote that you must set up the Pell fund code as an Equity fund. Any fund with this indicator checked reduces the student™s calculated equity level in the packaging process. Do you want to identify this fund as a fund that you to count for NCAA regulations? RFRMGMT (Packaging Options window) Count for NCAAa checked boxBanner does not perform any processing on this data. It is available for use in conjunction with your institutionally defined rules. The Fund Aid Year Specific Table (RFRASPC) contains the RFRASPC_NCAA_IND field. Should applicants be able to accept/decline this fund in Self-Service?RFRMGMT (Packaging Options window) Allow Accept/ Declinea checked boxThis allows the applicants to do self-service on their award package. They can only accept or decline the entire amount of the fund. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 200 Banner Financial Aid User Guide |Processing Should the applicant be able to accept a partial amount of this fund in Self-Service?RFRMGMT (Packaging Options window) Allow Partial Amount Acceptance a checked boxWhen checked, the applicant will be allow to accept less than the amount offered. Is this fund a Direct Loan fund with a Rebate Fee Percent? RFRMGMT (Packaging Options window) Rebate Fee PercentPercentage amount of the rebate This percentage will be used when processing the loan to determine the correct amount to award to the student. If you process the fund through the loan module, what is the total percentage of origination and agency fees that you want to deduct from the gross loan amount for calculating net expected check amounts? RFRMGMT (Packaging Options window) Loan Fee PercentPercentage of fees to be deducted from the gross loan amounts. This percentage defaults into the Loan Application records created for the fund, but you can override the percentage on an individual student basis on the RPAELAP and RPALAPP forms. You can use the calculated net amount to memo the net amounts of the anticipated checks and to anticipate the receivable amount. What is the interest rate if this is a Direct Loan? RFRMGMT (Packaging Options window) Interest RateThe percentage of the Direct Loan interest rate. The amount of the interest rate for the direct loan. What type of loan is this Direct Loan? RFRMGMT (Packaging Options window) Direct Loan Indicator SubUnsubPLUSOther This field is used to determine how to process the loan. If the fund is a grant or scholarship, and you use self-help packaging, do you want to use any portion of the fund to reduce the student™s self-help level? RFRMGMT (Packaging Options window) Self - Help Reduction % Percentage of the award which should reduce self- help level If the student has a pre- awarded fund with a self- help reduction %, Banner uses that percentage of the student™s award to reduce the calculated self-help level for the student during packaging. Is this an Alternate Loan fund? RFRMGMT (Packaging Options window) Alt Loan Prog Type Three- character code to indicate if this fund is an alternative loan fund as defined by NCHELP. Used by Packaging and Loan processes to determine correct edits to use. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 201 Banner Financial Aid User Guide |Processing When you package the fund, how do you want to round the aid year award? RFRMGMT (Packaging Options window) Round Award 001 = $1 010 = $10 025 = $25 050 = $50 100 = $100 Note that Banner rounds down all awards to the nearest specified dollar amount. If the award is scheduled between periods (if the Auto Schedule field is set to Y (Yes)), how do you want to define the rounding rules in scheduling the award by periods and for use in fund disbursement? RFRMGMT (Packaging Options window) Round Schedule RC Rd Cents RD Round $ TC Trun Cts TD Trun $ Round Cents Round Dollars Truncate Cents Truncate Dollars Does the fund have a limit on how much Banner can award to a student based on estimated tuition and fees, etc.? RFRMGMTBudget Component Rules window Valid Budget Components Banner only packages the fund up to the sum of the defined budget components, or to the eligible packaged amount - whichever is less. When you award a fund to a student, are there any additional requirements which the student must satisfy before you memo or disburse the fund? RFRMGMTTracking Requirement s window Valid Tracking CodesWhen you package the award, Banner posts these tracking codes to the student™s tracking record. You cannot enter tracking codes that prevent packaging here. Banner posts these tracking requirements with a system indicator of F Fund. If you delete the award that is associated with the tracking requirement, Banner also deletes the tracking requirement provided the requirement has not already been satisfied. When you award a fund to a student, are there any specific messages you would like to appear on the award letter regarding the specific award? RFRMGMTMessage Assignment window Valid Message CodesWhen you generate award letters and the student has the specific fund in their package, the message prints on the letter. A Letter Generation variable for fund messages must exist in the letter definition in order for the messages to print. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 202 Banner Financial Aid User Guide |Processing Do you have any institutional specific awarding rules for the fund? RORRULE (using Rule Type Fund Awarding) Define valid conditions The Award Validation process checks to assure that the student meets these defined conditions for the fund. Are any of the institutionally specific awarding rules for the fund specific to a group of students? RORRULE (using Rule Type Packaging Group Fund Awarding) Define valid conditions The Award Validation process checks to assure that the student meets these defined conditions for the fund based on the student™s specific packaging group. Banner only validates these rules when you automatically package the fund in batch or online modes. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 203 Banner Financial Aid User Guide |Processing Banner Financial Aid Global Packaging optionsPolicy Question If Yes, then use formUse OptionSet Option ToComments Do you want to use the student's reported expected enrollment for various packaging functions if the student reported an expected enrollment? RPROPTSUse Estimated Enrollment a checked boxIf you do not check this box, Banner uses the Default Estimated Enrollment value. Estimated enrollment is used in packaging, exemptions & contracts, Pell awarding, etc. What default enrollment would you use to package a student if the student did not report an expected enrollment, or if you chose not to use the student™s expected enrollment in the preceding option? RPROPTSDefault Estimated Enrollment 1 = Full-time 2 = ThreeQtr 3 = Halftime 4 = Less-half This is a required field. You must enter one of the indicated values. Do you wish to package a student if the student™s EFC is an estimate? RPROPTSPackage Using Estimated EFCa checked boxIf you do not check this box, the student will not be packaged if the EFC is estimated for the current Need Analysis record. Do you wish to package a student if a SAR C-Flag exists? RPROPTSPackage if SAR C Flag Exists a checked boxIf you check this box, the student will be packaged if there is a SAR C-Flag on the current Need Analysis record. Do you wish to default increased amount of Stafford Loan? RPROPTSAdditional Stafford Elig Defaulta checked boxWhen this indicator is set (that is, checked), independent students will automatically be eligible to receive the higher amount of the unsubsidized Stafford loan.Where to get information for packaging? RPROPTSSource of Award HistoryB = Banner N = NSLDS Only N is valid for 0607 and beyond This is a required field. When determining award cumulatives, where should that come from. Do you wish to allow the user to mass accept awards for student? RPROPTSAllow Award Mass Accept a checked boxBy setting this indicator to checked, the user can mass accept awards for an applicant from the RPAMACC form. /n 204 Banner Financial Aid User Guide |Processing Do you wish to limit the amount of time an applicant has to respond to an offer of aid? RPROPTSOffer Expiration DaysNumber of DaysOnce the number of days specified in this field has expired, you have the opportunity to automatically cancel all unaccepted awards or simply to get a report of them by running the RPRCNCL report. Do you wish to assign any tracking requirements specific to a fund when it is awarded? RPROPTSTracking Requirement Status The appropriate Tracking Requirement Status This is a required field. The value will default when the fund is awarded. Do you want to interface selected exemptions from the Banner Student Accounts Receivable Module so that you can count the exemptions as a resource in the student™s aid package? RPROPTSInterface Exemptions a checked boxExemptions will only be interfaced for students who are authorized for the exemption on TSAEXPT. If estimated amounts are desired prior to actual A/R postings, use the Exemption Rules (RPREXPT) form. Do you want to interface a selected third-party contract from the Banner Student Accounts Receivable Module so that you can count it as a resource in the student's aid package? RPROPTSInterface 3rd Party Cont a checked boxContracts will only be interfaced for students who are authorized for the contract on TSACONT. If estimated amounts are desired prior to actual A/R postings, use the Third Party Contract Rules (RPRCONT) form. If you choose to interface exemptions and/or contracts, do you want to always use the estimated amount of the exemption or contract as a resource in the student™s aid package? RPROPTSAlways Use Estimateda checked boxIf this field is unchecked, Banner uses the estimated amount as a resource until the actual amount is paid. When paid, Banner uses the actual amount. If you choose to interface exemptions and/or contracts, do you want to assume that the student is enrolled full-time for the purposes of estimating the amount of the exemption or contract prior to its payment? RPROPTSAssume Full Time a checked boxIf this field is unchecked, Banner uses the proration percentages based on the load to calculate the estimated amount. If this field is checked, the estimated amount comes from the rules (RPREXPT or RPRCONT). Policy Question If Yes, then use formUse OptionSet Option ToComments /n 205 Banner Financial Aid User Guide |Processing Repeat coursework processingChanges became effective on July 1, 2011, specifically identifying how Repeat Coursework must be taken into account by institutions when defining fiFull-Timefl status for enrollment, as well as how that coursework is counted in the Satisfactory Academic Progress (SAP) calculation. Note: The amended definition of Repeat Coursework can be found in section §668.2 of the Federal Register .The Notice of Proposed Rulemaking suggested that institutions pay for any coursework previously taken. The final rule, as enacted, became effective on July 1, 2011 and amended the definition of a fiFull-timefl student to include: fiincluding for a term-based program, repeatin g any coursework prev iously taken in the program but not including either more than one repetition of a previously passed course, or any repetition of a previously passed course due to the student failing other coursework.fl (34CFR Section 668.2) The regulation provides further detail regarding fiThree-Quarter timefl and fiHalf-timefl, with regard to the proration of fiFull-timefl. Functionality is provided in Banner to assist you with managing repeat coursework for federal funds, according to the requirements that became effective on July 1, 2011. In addition, functionality exists to allow you to manage alternate repeat coursework rules that might be applicable at your institution for non-federal funds. If you decided in the previous option not to assume full-time for the purposes of estimating the amount of the exemption/ contract, how do you want to prorate the estimated amount based on the student™s expected load? RPROPTS3/4 Time Pct 1/2 Time Pct Less 1/2 Time Pct Enter Percentages for each load option Note that when you calculate the estimated amount based on the load, the student™s load comes from the reported data first, (if you check the Estimated Enrollment - Pell field); it will then default to the Default Estimated Enrollment value. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 206 Banner Financial Aid User Guide |Processing SetupFinancial Aid Repeat Course Exclusion (RORRPCX) The RORRPCX form allows the institution to insert and update courses which will be excluded from the Financial Aid Repeat Coursework enrollment calculations. Examples of courses that would possibly fall into the category of legitimate repeats and ultimately excluded from the Repeat Coursework calculat ion would be thesis courses, dissertation courses, some physical education courses, and performance courses. Institutions may also have individual courses outside of the examples listed above that they may want to include as exclusions; that is permissible. Subject , Course and From Term are required fields. Data must be populated for each of these fields before the Description field will be populated. Th e Description used will be the default Course Title (from SCBCRSE) for the course, not an individual Course Title from the section created. To determine the correct Course Title to populate as the Description field, the From Term field™s value will be used. ŁIf a course exists (from SCBCRSE) for the same term entered in the From Term field on RORRPCX, the Course Title will be used to populate the Description on RORRPCX. ŁIf a course does not exist (from SCBCRSE) for the same term entered in the From Term field on RORRPCX, the Course Title (from SCBCRSE) will be chosen by selecting the earliest From Term sequence (from SCBCRSE) and use the Course Title that appears with that sequence record. For each course and subject listed, a From Term and To Term must be entered to specify the range of terms for which this course should not be included in the Repeat Coursework calculation. The To Term field can be left blank. If the To Term field is left blank, an understanding of infinity will be used to determine the To Term value. Once the term range has surpassed, the course listed will be subject to consideration in the Repeat Coursework calculation. Identical courses may be entered in this form, providing their term ranges do not coincide nor do they exist in a previously established term range for an existing row matching the same Subject and Course. Also, there is no sti pulation on length of the term range; it can be as short as one term and as long as infinity. Once a record is committed, the Subject, Course, and From Term are not updateable. The To Term may be updated. If the Subject, Course, or From Term must be updated, you must perform a record remove on the current record and insert a new record. Enrollment Rule Validation (RTVENRR) The RTVENRR form allows you to define di fferent rule codes. Removing the Active Indicator for that rule does not inactivate the rule for that year but w ill prevent the rule on RORENRR for this code from rolling in the ROPROLL process. /n 207 Banner Financial Aid User Guide |Processing Enrollment Rules (RORENRR)The RORENRR form allows you to define the criteria for determining whether a course should be included in the calculation of an applicant™s credit, billing, and adjusted hours. An enrollment rule will perform repeat course checking if the Use Repeat Course Checking indicator is checked. At the Federal Student Aid (FSA) conference in November 2011, the Department of Education (ED) stated that withdrawn courses are not to be counted as the one repeat allowed of a previously passed course in Repe at Coursework processing. Additionally, the Student Financial Aid Handbook, Volume 1, Chapter 1 for the 2012-2013 aid year has been updated, providing guidance regarding the counting of withdrawn courses as the student's allowed retake of the course. fiA student may be repeatedly paid for repeatedly failing the same course (normal SAP policy still applies to such cases), and if a student withdraws before completing the course that he or she is being paid Title IV funds for retaking, then that is not counted as his or her one allowed retake for that course. However, if a student passed a class once then is repaid for retaking it and fails the second time, that failure counts as their paid retake, and the student may not be paid for retaking the class a third time.fl To address this situation, functionality in Repeat Coursework processing allows withdrawn courses to be included or excluded by the sc hool in their Repeat Coursework Enrollment Rules. This control will be set by the school and can be modified as needed. This functionality is associated with the Count Withdrawal Status as Repeat Attempt indicator on the RORENRR form. This indicator allows the school to determine whether they want their withdrawn status codes to be counted as an attempted repeat in their Repeat Coursework processing. All Status Codes from the Course Registration Status Code Validation (STVRSTS) form that have the Withdrawal Indicator checked ( STVRSTS_WITHDRAW_IND = Y) will be considered when the Repeat Coursework logic determines if the course is considered a repeat. Note: If the Count Withdrawal Status as a Repeat Attempt indicator is unchecked (do not count withdrawal as a repeat), a course withdrawn in the current term being proc essed will be included as a repeat to preserve the repeat count when the student was actively registered in the course. For example, when registered for the course in the current term, the repeat count was 2. When the student withdraws from the course, the repeat will remain as 2 for the current term. Repeat/Multiple Course Rules (SHARPTR)This package uses the institution™s defined settings in the Repeat/Multiple Course Rules (SHARPTR) form for the Level Indicator , Title Indicator, Schedule Type Indicator , and Transfer Course Indicator fields when determining if a course is considered a repeat and included or excluded from the Repeat Coursework enrollment calculation. These four indicators are the only fields used on this form for the Financial Aid Repeat Coursework functionality. /n 208 Banner Financial Aid User Guide |Processing To ensure proper and accurate processing, it is recommended that your Financial Aid office coordinate with the Registrar™s office to ensure these indicators are set according to both institutional policy and in accordance with the repeat coursework federal regulation. Although required by federal regulation, using transfer coursework in repeat coursework processing is optional at the institutional le vel. If your institution does accept transfer credits towards the student s program of study, the Transfer Course Indicator on the SHARPTR form should be checked to include those courses in repeat coursework processing. When doing so, the Equivalency Detail block of the Transfer Course (SHATRNS) form must have the courses™ equivalency information completed. Using transfer courses in repeat coursework processing w ill be successful, providing the transfer course is entered manually on the SHATRNS form or via the Transfer Articulation module in the Banner Student system. Please refer to the Banner Student User Guide for additional information regarding transfer coursework data entry. Course Detail Information (SCADETL) The Equivalent Course block of this form is used to indicate course equivalencies or ficourse inclusionsfl. Course equivalencies are typically built when subject/course numbering is different for grade levels yet the course content is identical, or when the course life cycle is expired and a new course subject/course number is created in its place. Course equivalencies may already be defined by institutional policy or course expiration. To ensure proper and accurate processing, it is recommended that your Financial Aid office coordinate with the Registrar™s office to make certain that all course equivalencies are entered correctly and in a timely fashion. Grade Code Maintenance (SHAGRDE)The Grade Code Maintenance (SHAGRDE) form contains institutional control used to determine which Grade Codes are to be included in repeat coursework processing. This is accomplished by checking the form™s Repeat Indicator. Without this option being hardcoded, institutions have an additional method to control which Grade Codes will be used in repeat coursewo rk processing and which will not be used. All grade codes which are to be used in processing must have the Repeat Indicator checked. If the Repeat Indicator is changed at any time, the repeat cour sework enrollment calculations will be affected, dynamically. Control over which grade codes are considered fipassing gradesfl is housed in the Count in Passed Indicator. This indicator must be checke d for the grade code to be considered a passing grade. As grading policies vary among institutions, ensuring that these settings are accurate will prevent incorrect enrollment calculati ons and avoid invalid aid disbursements. Course Registration Status Code Validation (STVRSTS) The Status Code used for courses enrolled must have the Count in Enrollment indicator checked if the status code is to count in the enrollment calculation of both total hours and repeat coursework hours. For withdrawn status codes to be considered in the repeat coursework enrollment calculation, the Count in Enrollment indicator must be checked. /n 209 Banner Financial Aid User Guide |Processing Institutional policy will typically dictate if withdrawn courses count in the enrollment calculation. For the repeat coursework enrollment calculation to accurately account for withdrawn courses counted in enrollment, the course should not have a grade code populated. Transfer Course (SHATRNS) For transfer coursework to be included in the repeat coursework calculation, the transfer course must have any and all Equivalency Detail completed on the Transfer Course (SHATRNS) form. Along with entering the equivalent courses, the Count in GPA indicator must also be checked. It is important to remember that the Repeat indicator on the Grade Code Maintenance (SHAGRDE) form should be checked for the Grade Code used as well as ensuring the Transfer indicator on the Repeat/Multiple Course Rules (SHARPTR) form is checked. The repeat coursework calculation works with transfer courses entered manually on the Transfer Course (SHATRNS) form or via the Transfer Articulation module in the Banner Student system. Additional institutional setup considerationsRepeat Coursework processing will exclude a course from being considered a firepeatfl in the Repeat Coursework enrollment calculation if: ŁThe Student Level or Course Level is marked for exclusion on the Global Institution Financial Aid Options (ROAINST) form. orŁThe Grading Mode or Registration Status has been listed on the Audit Grading Mode (RPRAUDT) form. orŁThe section is labeled as unavailable for aid on the Section Unavailable for Aid (ROASECT) form. This functionality is optional and can be implemented at any time by your institution. When in effect, enrollment calculations will reflect the exclusion of the course based on the form entries above. Repeat course checking functionality The business logic used to determine Repeat Coursework is housed within the Financial Aid Repeat Course Package (ROKRPTS). This package contains logic to determine if a course is considered a repeat based on numerous sets of criteria. Using the settings mentioned in the sections below, the RO KRPTS package will determine if a course is considered a repeat and included or excluded from the Repeat Coursework calculation based upon whether that repeat violates the regulatory limit towards the calculation of fiFull-timefl enrollment, using courses that are graded, not graded, rolled to history, and not rolled to history. This logic holds true for both institutional and transfer courses./n 210 Banner Financial Aid User Guide |Processing Multiple enrollment calculationsThe use of Repeat Course Checking allows institutions to have multiple enrollment calculations running simultaneously for enrollment rules using and not using the Repeat Course Checking logic. The outcome of this functionality may result in a different enrollment calculation for enrollment rules that use Repeat Course Checking versus enrollment rules that do not use Repeat Course Checking. At the time of disbursement, one fund code or category of fund codes may disburse based on a different number of credits compared to fund codes with a larger number of credits which do not use Repeat Course Checking in their corresponding enrollment rules. Many processes and reports have been updated to accommodate this type of processing and the proper calculations will display on the Financial Aid Enrollment (ROAENRL) form, respectively. Non U.S. institutions Although U.S. Federal Regulations state that Federal Title IV aid must use the Repeat Coursework regulations, the overall use of Re peat Course Checking functionality is not limited to U.S. based institutions only. Non U.S. institutions may use this functionality for any Fund Code(s) desired in enrollment rules as desired. Calculation of repeated coursework for SAP & transfer credits applied towards the student™s academic program In the Student system, functionality exists for handling the Calculation of Repeated Coursework for Satisfacto ry Academic Progress (SAP) . The Registration Repeat Checking and Academic History Repeat Processing module is where the logic resides. Functionality also exists for handling the processing of Transfer Credit(s) which are Applied towards a Student™s Academic Program. The setup and processing of this functionality is located within the Transfer Evaluation and Transfer Articulation modules of the Student system. Note: Information regarding setup and processing for both of these can be found in the Banner Student User Guide, chapters 12 & 13. /n 211 Banner Financial Aid User Guide |Processing Student enrollment Course in program of studyThe ability to include only courses which are part of the student's program of study as well as consider or exclude remedial and ESL courses is available only when using the Student Course Program of Study functionality. If the Student Course Program of Study is not implemented and activated within Financial Aid, no determination the course being part of the student's program will be performed. OverviewEnrollment Rules (RORENRR) The Enrollment Rules (RORENRR) form allows you to define the criteria for determining whether a course should be included in the calculation of an applicant™s credit, billing, and adjusted hours. RORENRR allows you to update the Use Course in Program and Exclude Remedial Courses check boxes. The form's Apply Remedial Limits field, which works in conjunction with the Exclude Remedial Courses check box to allow remedial courses (up to the defined number of remedial hours) to be included in the number of hours calculated for the Enrollment Rule. This acts to exclude courses where the hours would exceed the number of allowable remedial hours. The form, via the Exclude ESL Courses field, also allows you to exclude English as a second language courses from any enrollment calculation. Note: The options for Use Course in Program , Exclude Remedial , Apply Remedial Limits , and Exclude ESL Courses , are applicable only when using the Student Course Program of Study functionality. This RORENRR functionality, combined with Banner Student processing offers you the option to use the results of Student Course Evaluation Audit (SFASCRE) when calculating eligible courses that may be included in the number of hours for an Enrollment Rule. The Banner Student Course Program of Study Process (SFPCPOS) may be used to determine the following eligibility criteria that may now be included in your Enrollment Rules (RORENRR) for Financial Aid: In combination with this functionality, a Banne r Student solution, this Banner Financial Aid functionality allows you to determine th e following student eligibility criteria: ŁCourse is included in the st udent's program as determined by CAPP or Degree Works ŁCourse is defined as remedial and the number of remedial hours the student has attempted /n 212 Banner Financial Aid User Guide |Processing ŁCourse is defined as an ESL course ŁRepeat coursework evaluation Note: Repeat coursework checking is av ailable within Banner Financial Aid. However, use of repeat coursework evaluation using the Student Course Program of Study Process (SFPCPOS) will improve performance for Financial Aid processing by eliminating the continual repeat processing when evaluating a st udent's current registration. When you choose to use the results of the Student Course Evaluation Audit, the most recent results in the Student Course Evaluation table (SFRSCRE) are used to determine the results for each course in the student's current registration for the term. Results will be displayed on the Schedule tab of the Financial Aid Enrollment (ROAENRL) form. When using the results of the Student Course Evaluation Audit, it may be possible that the course does not exist in the SFRSCRE table if the Student Course Program of Study Process (SFPCPOS) has not yet been run. It is also possible that the assessment of remedial, ESL, or repeat coursewo rk evaluation has been disabled. Default values have been provided within Financial Aid to indicate how the course should then be defined for the enrollment calculation for the following. Courses should be: ŁConsidered in the student's program ŁDefined as remedial and the number of remedial hours to assign ŁDefined as an ESL course ŁConsidered a repeat and the number of repeats to assign The option to use the results of the Student Course Evaluation Audit is controlled by creating Local entries for one or more of the options on Miscellaneous Parameter (RORMPRM) form for the term code you wish processing to begin. Enrollment calculations for terms prior to the te rm code for the Local entry will continue to use the enrollment calculations, as in the past. You may select to not use this functionality with the results of the Student Course Evalua tion Audit by leaving the Baseline entries for the options delivered as part of this release. Also, this functionality may be disabled by deleting the Local entries or updating the term code to a future term. To determine if a Course is included in the student's program, evaluate remedial and ESL courses, and use the repeat coursework checking within the student process SFPCPOS, you must update RORMPRM and use the Student Course Program of Study Process (SFPCPOS). Financial Aid Enrollment (ROAENRL)The Financial Aid Enrollment (ROAENRL) form maintains Banner Financial Aid hours and displays Banner Student hours. Additionally, the form™s Enrollment by Course window is used to display the results of the Banner Student Course Program of Study Process (SFPCPOS). /n 213 Banner Financial Aid User Guide |Processing If a course has been determined to be in the student's program, The following is displayed: ŁRemedial course and the number of remedial course hours (as calculated) ŁThe course as well as if the course is identified as ESL. Note: If you have not selected to use the Course Program of Study enrollment calculation (options on RORMPRM remain as Baseline), the values for Counts in Program will be checked ( Yes ), Remedial Course unchecked (No), and ESL unchecked ( No). This reflects processing as it has without using the Course Program of Study (SFRSCRE) table to obtain the results. Enrollment calculation The calculation of enrollment hours for the student reviews results found in the Student Course Evaluation table (SFRSCRE) for the mo st recent record of the course and term being processed for each of the options established on RORMPRM with a Local entry having a term code =< than processing term. When the L=Local entry exists on RORMPRM an d enrollment processing is evaluating the results stored in the SFRSCRE table, if the course is not found or if the option was selected to disable processing for remedial, ESL, or Repeat coursework, the default values established on ROAINST for the appr opriate option will be assigned to the course. ExampleWhen a L=Local entry does not exist for an option, the enrollment calculation will perform as it has in the past and the course will not be ev aluated for Course Counts in Program, Exclude Remedial Courses (including limit check), and ESL courses. The ROKMISC_RULES package which performs the calculation of Financial Aid hours will also call the algorithmic rule wh en calculating the allowable remedial hour limit when the algorithmic rule has been defined on ROAINST. If no algorithmic rule has been defined, the default value for the remedial hour limit will be used. Local Entry created for COURSE_IN_PROGRAM term Spring 201620 ŁEnrollment calculation beginning with Spring 201620 looks for course in SFRSCRE ŁIf the course exists in SFRSCRE with a value of Yes or No for In Program (SFASCRE), th e value will be returned ŁIf course does not exist in SFRSCRE, the Default on ROAINST for Course in Program used ŁChecked, course considered in student's program ŁUnchecked, course is not considered in student's program ŁEnrollment calculation for terms prior to Spring 201620 uses current logic ŁDefault value for course in program = Yes /n 214 Banner Financial Aid User Guide |Processing When evaluating the course eligibility, the rules for ex cluding course by level, excluding course by section and the rules for Adjusted Hours (RPRAUDT) are completed first. The course is then evaluated using the criteria for your Enrollment Rules on RORENRR. SetupUse the following steps to setup and use Banner Financial Aid course in program of study processing. 1.Specify a desired Aid Year and configure selection criteria on the Enrollment Rules (RORENRR) form. 2.For the Aid Year previously specified, define the following Enrollment Rules Defaults on the Defaults tab of the Global Institution Financial Aid Options (ROAINST) form: ŁCourse in Program (course not found in SFRSCRE). ŒCheck ( Yes ) to default course is included in student's program. ŒUncheck ( No) for course should not count as included in student's program. ŁRepeat Course Checking (course not found in SFRSCRE or Disabled). ŒCheck ( Yes ) to default course is considered a repeat. ŒUncheck ( No) for course is not considered a repeat. ŁRepeat No Default - used when Repeat Course Checking default is checked ( Yes ).ŒNumber of repeat attempts to assign to the course. ŒUsed for both count and don't count Withdrawal registration status. ŁRemedial Course Checking (course not found in SFRSCRE or Disabled). ŒCheck ( Yes ) to default course is considered a remedial. ŒUncheck ( No) for course is not considered a remedial. ŁRemedial No Default - used when Remedial Course Checking default is checked ( Yes ).ŒNumber of remedial hours to assign to the course. ŁESL Course Checking (course not found in SFRSCRE or Disabled) ŒCheck ( Yes ) to default course is considered as ESL. ŒUncheck ( No) for course is not considered as ESL. 3.To apply the results of the Student Course Evaluation Audit (SFASCRE), define L=Local entries on the Miscellaneous Parameters (RORMPRM) form. /n 215 Banner Financial Aid User Guide |Processing Delivered data includes the following B=Baseline data ( ENROLLMENT_RULES Parameter values, four course type Key values, and placeholders for Data values: ŁUse the form™s Duplicate Record function to insert a new L=Local option for each of the above course types (Key column). ŁChange the Data column™s placeholder values (ZZZZZZ) to reflect the term code you wish to begin processing for the option. These steps create L=Local records in the table which may be deleted or updated to a future term should you wish to return to the basic enrollment calculation and no longer use the Student Course Evaluation Audit. Note: Keeping the B=Baseline ENROLLMENT_RULES options in RORMPRM will maintain the enrollment calculation as it previously worked prior to these additions and will not lo ok for results in the SFRSCRE table. Sample course in program of study calculationsThe following examples use calculations from the Banner Student Course Program of Study Process (SFPCPOS) to determine: ParameterKey Data SourceIndicator System RequiredENROLLMENT_RULESCOURSE_IN_PROGRAM ZZZZZZB=BaselineYes ENROLLMENT_RULESESL ZZZZZZB=BaselineYes ENROLLMENT_RULESREMEDIAL ZZZZZZB=BaselineYes ENROLLMENT_RULESREPEAT ZZZZZZB=BaselineYes ParameterKey Data Source Indicator System RequiredENROLLMENT_RULESCOURSE_IN_PROGRAM ZZZZZZB=BaselineYes ENROLLMENT_RULESCOURSE_IN_PROGRAM 201610L=LocalNo ENROLLMENT_RULESESL ZZZZZZB=BaselineYes ENROLLMENT_RULESESL 201610L=LocalNo ENROLLMENT_RULESREMEDIAL ZZZZZZB=BaselineYes ENROLLMENT_RULESREMEDIAL 201610L=LocalNo ENROLLMENT_RULESREPEAT ZZZZZZB=BaselineYes ENROLLMENT_RULESREPEAT 201610L=LocalNo /n 216 Banner Financial Aid User Guide |Processing ŁIf the course included in the student's program ŁIf the course is remedial and the number of remedial hours attempted, including the course being evaluated ŁIf the course is English a a Second Language ŁRepeat Coursework evaluation The following Global Institution Financial Aid Options (ROAINST) Enrollment Rules Defaults are applied: Courses in ProgramUnchecked (No) Repeat Course CheckingUnchecked (No) Remedial Course CheckingUnchecked (No) ESL Course CheckingUnchecked (No) Remedial No Default0 Repeat No Default0 Remedial Limit30 Remedial Limit Rule CodeNULL /n 217 Banner Financial Aid User Guide |Processing Example 1 - Use Only Courses in Program with Remedial Limits Applied Example 1 Result: Total hours for the Enrollment rule = 6. ENG 500 is included in the student's program. MATH 100 is not included in the student's program but identified as a Remedial course and remedial hours are <= the remedial limit of 30. Enrollment RuleUse Repeat Course Checking NCount Withdrawal Status as Repeat AttemptN Attendance Must be Verified NExclude Remedial Courses YApply Remedial Limit YExclude ESL Courses NUse Only Courses in Program YCourseHoursWithdrawal CountedWithdrawal Not CountedAttend. Verified Counts In ProgramRemedialRemedial HoursESLENG 500 300NYN0N MATH 100 300NNY6N /n 218 Banner Financial Aid User Guide |Processing Example 2 - Use Only Courses in Program with Remedial Limits applied Example 2 Result: Total hours for Enrollment Rule = 3. ENG 500 is included in the student's program. MATH 100 is identified as remedial, however, the remedial hours of 33 is > than the remedial limit of 30 and will not be included. Enrollment RuleUse Repeat Course Checking NCount Withdrawal Status as Repeat AttemptN Attendance Must be Verified NExclude Remedial Courses YApply Remedial Limit YExclude ESL Courses NUse Only Courses in Program YCourseHoursWithdrawal CountedWithdrawal Not CountedAttend. Verified Counts In ProgramRemedialRemedial HoursESLENG 500 300NYN0N MATH 100 300NNY33N /n 219 Banner Financial Aid User Guide |Processing Example 3 - Use Only Courses in Program with Excluding all Remedial CoursesExample 3 Result: Total hours for Enrollment Rule = 3. ENG 500 is included in the student's program. MATH 100 is identified as Remedial, however, the enrollment rule indicates to Exclude Remedial courses and do not apply the remedial limits, therefore, MATH 100 is excluded. Enrollment RuleUse Repeat Course Checking NCount Withdrawal Status as Repeat AttemptN Attendance Must be Verified NExclude Remedial Courses YApply Remedial Limit NExclude ESL Courses NUse Only Courses in Program YCourseHoursWithdrawal CountedWithdrawal Not CountedAttend. Verified Counts In ProgramRemedialRemedial HoursESLENG 500 300NYN0N MATH 100 300NNY6N /n 220 Banner Financial Aid User Guide |Processing Example 4 - Default value from ROAINST used with Use Only Courses in Program with Remedial Limits applied Student registered for ENG 500 and the SFPCPOS process is run. The student then registers for ANTH 600. The SFPCPOS process has not been run at the point in time Enrollment is evaluated, so, the Enrollment Rules Default values are used for ANTH 600. Example 4 Result: Total Hours for Enrollment Rule = 3. ENG 500 is included in the student's program (SFPCPOS process). ANTH 600 uses the default values from ROAINST, Counts in Program = N and Remedial Course = N. Therefore, ANTH 600 does not meet the requirements for the enrollment rule and will not be included. Enrollment RuleUse Repeat Course Checking NCount Withdrawal Status as Repeat AttemptN Attendance Must be Verified NExclude Remedial Courses YApply Remedial Limit YExclude ESL Courses NUse Only Courses in Program YCourseHoursWithdrawal CountedWithdrawal Not CountedAttend. Verified Counts In ProgramRemedialRemedial HoursESLENG 500 300NYN0N CourseHoursWithdrawal CountedWithdrawal Not CountedAttend. Verified Counts In ProgramRemedialRemedial HoursESLENG 500 300NYN0N ANTH 600 400NNN0N /n 221 Banner Financial Aid User Guide |Processing Example 5 - Use Only Courses in Program with Course Excluded by Level for RemedialStudent is UG level and registers for the following: ŁENG 500 Œ level = UG ŁSPELL Œ level = EL ROAINST Exclude Level is defined to exclude Course level code of EL (Elementary) for Student level code of UG Example 5 Result: Total hours for enrollment rule = 3. ENG 500 is included in the student™s program. Even though SPELL is identi fied as a Remedial Course, the course level has been excluded from the enroll ment hours for all enro llment rules (billing and adjusted hours). Enrollment RuleUse Repeat Course Checking NCount Withdrawal Status as Repeat AttemptN Attendance Must be Verified NExclude Remedial Courses YApply Remedial Limit NExclude ESL Courses NUse Only Courses in Program YCourseHoursWithdrawal CountedWithdrawal Not CountedAttend. Verified Counts In ProgramRemedialRemedial HoursESLENG 500 300NYN0N SPELL300NNY3N /n 222 Banner Financial Aid User Guide |Processing Example 6 - Use only Courses in Program with Repeat Limit checkStudent registered for ENG 500 and HIST 1200. For the term being processed, this is the 2nd attempted of ENG 500 (2nd attempted of a previously passed course) Example 6 Result: The Hours for the Enrollment Rule = 4 because ENG 500 exceeds the allowable number of repeats. Display and maintenance of student enrollmentThe Financial Aid Enrollment (ROAENRL) form maintains Banner Financial Aid hours and displays Banner Student hours. This form maintains Attending Hours by date for the student both for Financial Aid hours and Current Hours from registration. You can view the student™s registration for the term. When an Aid Year has been entered in the key block, the terms associated with the aid year or a crossover year are displayed. You may only insert manual Financial Aid hours when an Aid Year has been provided. Additionally, you may filter the data based on the period and/or enrollment rule supplied in the key block. The Aid Year in the key block may be left blank to view all enrollment hours for a student. When the Aid Year in the key block is left blank, the form acts as a query form to display the enrollment terms in descending order for the student. Enrollment RuleUse Repeat Course Checking YCount Withdrawal Status as Repeat AttemptN Repeats Allowed 1Attendance Must be Verified NExclude Remedial Courses YApply Remedial Limit YExclude ESL Courses NUse Only Courses in Program YCourseHoursWithdrawal CountedWithdrawal Not CountedAttend. Verified Counts In ProgramRemedialRemedial HoursESLENG 500 322NYN0N HIST 1200 400NYN0N /n 223 Banner Financial Aid User Guide |Processing If necessary, you can select the ID button or List to search for existing applicants with the Person Search (SOAIDEN) form or the SSN/SIN Alternate ID Search (GUIALTI) form. Financial Aid Enrollment (ROAENRL) The Financial Aid Enrollment (ROAENRL) form also provides an option to view an applicant™s financial aid hours and student hours by period and/or enrollment rule. This information is based on the enrollment rule and/or the aid period and Pell aid period (if they exist), that have been assigned to the applicant for the aid year in the form™s key block. The attending hours fo r the period will also be provid ed to allow the number of hours to be viewed when disbursing on the number of hours currently attending. This allows you to view the term and attending hours for all terms within the applicant™s period. ExampleFinancial Aid and Current Student Hours (page 1 of ROAENRL) Summer 2011 period has been created with a financial aid year of 1011 and a crossover aid year of 1112 and has terms 201130 and 201145 belonging to the period. When the 1011 aid year is entered for the ID, Financial Aid hours if they exist and Current Student hours for the terms 201130 and 201145 will be di splayed. Since the period Summer 2011 has been designated as a crossover period for the 1112 aid year, both the 201130 and 201145 Financial Aid and Current Student hours will also be displayed when accessing ROAENRL for the 1112 aid year for the ID. Financial Aid Hours by Period and Current Student Hours by Period (By Period and By Current Period buttons)When accessing either the Financial Aid Hours by Period or the Current Student Hours by Period, the sum of the hours for the 201130 and 201145 terms will be reflected in the enrollment for period Summer 2011. This will be the enrollment used by the disbursement process when disbursing for the Summer 2011 period. The Summer 2011 period enrollment will be displayed when the Summer 2011 period is included in the student™s aid period or Summer 2011 is included in the student™s pell aid period. Ł1011 aid period of Fall/S pring/Summer will display Su mmer 2011 period enrollment when aid year is 1011 in key block Ł1112 Pell aid period of Summer/Fall/Spring will display Summer 2011 period enrollment when aid year is 1112 in key block The display of Financial Aid Attending by Period and the Student Current Attending by Period will display the calculated enrollment as of the Attend Date displayed for each period in the student™s aid period or Pell aid period. /n 224 Banner Financial Aid User Guide |Processing In the example below, for the Summer 2011 period, the student™s calculated enrollment is 3 hours as of May 1st, and calculated enrollment of 6 hours on June 15th. Only the Financial Aid term a nd attending hours fields will be updateable. Enrollment will remain by term and the enrollment load will be calculated based on the hours enrolled in each term of a period. If the applicant is not enrolled in all terms of the period, the enrollment load will be calculated based on the terms which the student is enrolled. If the Consortium Indicator has been checked for only one term in a period which contains multiple terms, the functionality for the Consortium Indicator will only apply to the term where the Consortium Indicator = Y.Financial aid hoursWhen the By Period button is selected, the Financial Aid Enrollment by Period window is displayed.Note: If an aid year has not been defined in the form™s key block, the By Period button is disabled (de-emphasized). Current hoursThe Charges Accepted indicator displays if the charges have been accepted for the term based on the values from the Student System ( SFBETRM_AR_IND ).When the Current By Period button is selected, the Current Enrollment by Period window is displayed. Note: If an aid year has not been defined in the form™s key block, the By Period button is disabled (de-emphasized). Financial aid hours by periodOnly terms that have been associated with periods included in the student™s aid period or Pell aid period will be displayed. If the student does not have hours for a term associated with the period, the period will still be listed however, the hours will be blank. Financial aid attending by periodThe Financial Aid Attending By Period is display only. For each Period in the student™s aid period, the total number of hours for the period as of the Attend date are provided. PeriodAttend DateCredit HoursBilling Hours Adjusted HoursSummer 201115_JUN-20116 66Summer 201101-MAY-20113 33/n 225 Banner Financial Aid User Guide |Processing Current hours by periodOnly terms that have been associated with periods included in the student™s aid period or Pell aid period will be displayed. If the student does not have hours for a term associated with a period, the period will still be listed however, the hours will be blank. Current attending by periodThe Current Attending By Period is a display of the attending hours from the student system. For each Period in the student™s aid period, the total number of hours for the period as of the Attend date are provided. Calculating enrollmentEnrollment Rules are used to define which checks should be included to determine the credit, billing, and adjusted hour s for the student. The rules will a llow indicators to be set to establish whether the rule requires evaluation of repeat coursework along with the number of repeat courses, if a Withdrawn Registration status is considered an attempt of a course previously passed, or if attendance must be verified in the course. Enrollment Rules are aid year specific and are included in the FA New Year Roll Process (ROPROLL) as part of rolling your Funds. The Enrollment rule is then assigned to the funds as appropriate and will be used to determine the student™s enrollment for the specific fund. Two Enrollment rules are delivered with Banner: ŁStandard Enrollment Rule ŁRepeat Enrollment Rule Additional rules can be created at your institution. Standard Enrollment Rule This rule is delivered as system required and cannot be updated or removed. The Standard Enrollment Rule w ill determine the Credit, Bil ling, and Adjusted hours. Repeat Enrollment RuleThis rule is delivered to determine enrollment using the Repeat Coursework check. As delivered, this rule is defined to allow one repeat of a previously passed course and will count a Withdrawal Status code as an attempt of a previous passed course. The hours determined as Credit, Billing, and Adjusted hours using the Repeat Coursework checking will be associated with the Repeat Enrollment Rule. You may define additional rules to stipulate different criteria needed to determine the enrollment for different types of funds. /n 226 Banner Financial Aid User Guide |Processing Enrollment calculation using rulesEnrollment Rules are defined to define the criteria that must be met for a course to be included in the calculation of credit, billing, and adjusted hours for that Rule. To provide the ability to access the student™s registration multiple time s as well as to improve performance when evaluating Repeat Coursework, the st udent™s registration will be populated in a temporary database table (ROTSREG). This data is then used to determine the number of credit, billing, and adjusted hours for each Enrollment Rule. If you freeze Financial Aid Hours and Financia l Aid Attending Hours, the Financial Aid Hours process, RSRENRL, will freeze the calc ulated hours for each En rollment Rule that has been established for the aid year. A para meter in the RSRENRL process allows you to specify freezing Financial Aid hours for a specific Enrollment Rule. When the enrollment for a fund is needed, for example, in the Disbursement process, the Enrollment Rule that has been assigned to the fund will be us ed to determine the student™s enrollment. If using Financial Aid Hours, the Financial Aid hours for the Enrollment rule must exist in order to determine the student™s enrollment. If using the hours from the student™s registration, the hours will be determined for the rule using the data in the temporary table ROTSREG. Enrollment calculation using repeat course checkFederal Regulations state that only one repeat of a previously passed course may be included in the calculation of enrollment load for Federal Funds. However, it is possible that your institution may also need to define another number of allowable repeats for other fund types. For example, state grants may require a value different from that used for Federal Funds. In some situations, course repeats may be prohibited, altogether. Repeat Course Check provides the functionality needed to define: ŁAn enrollment rule to use repeat coursework checking. ŁThe number of times a course may be repeated. ŁThe ability to define whether a Registration status indicating a Withdrawal is counted as an attempt of a previously passed course. Multiple enrollment rules using the repeat coursework check will be permitted to have different numbers of allowable repeats. Enrollment rules can then be assigned to the funds accordingly on the Fund Enrollment Rules (RFRENRR), Fund Management (RFRMGMT), or Funds Management (ROAMGMT) forms. The Financial Aid repeat coursework calculation returns the number of repeats represented by the course being evaluated. Th e results of the calculation are displayed in the Schedule view from the Financial Aid Enrollment (ROAENRL) form. The following table lists some potential student scenarios: Student Scenario Number of repeats The student has never taken the course 0/n 227 Banner Financial Aid User Guide |Processing Enrollment calculation using attendance verificationThe ability to define an Enrollment Rule to require that attendan ce in the course be verified to be counted towards the student™s enrollment is provided. To use this functionality, you must establish a mechanism for updating the Last Attend Date in the Student Course Registration Repeating Table ( SFRSTCR_LAST_ATTEND ). Only courses where the Last Attendance Date ( SFRSTCR_LAST_ATTEND ) date is not NULL will be included in the enrollment calculation when the Enrollment Rule is defined that Attendance Must be Verified (indicator is checked Yes ) on RORENRR. Enrollment calculation using periodsBecause periods can consist of multiple terms, the possibility of the financial aid hours existing for one term and no financial aid hours existing for another term but the student is registered for courses in the term could occu r. To address this po ssibility, Banner will calculate the enrollment for the period, eval uating each term separately to determine financial aid hours/student hours and then perform the sum to determine enrollment for the period. The enrollment for the period is also influenced by options selected in the enrollment rules such as repeat course checking and attendance verification. 1.Identify all terms associated with the period. 2.For first term in period, if financial aid hours exist, select those Œ if not, use student hours Œ hold this value. 3.For second term in period, if financial aid hours exist, select those Œ if not, use student hours Œ hold this value. 4.For third term in period, if financial aid hours exist, select those Œ if not, use student hours Œ hold this value. The student took the course and failed, enrolled in the course for the term being evaluated 0The student took the course and passed, enrolled in the course for the term being evaluated 1The student took the course and passed, enrolled in the course in prior term and failed/passed, enrolled in the course for the term being evaluated 2Student Scenario Number of repeats /n 228 Banner Financial Aid User Guide |Processing 5.Sum the hours from each of the terms for the period to determine hours for the period. If the student does not have financial aid or student hours in a term(s) for the period, no errors or warnings will be provided and en rollment will be calculat ed based on the terms which have hours using the above logic.The ab ility to view the financial aid and student hours based on the periods which make up the student™s aid period, has been added to the ROAENRL form. This will represent the enrollment used for the enrollment calculation in the disbursement process. Determining ½ time enrollment (required for Federal loan disbursement)The enrollment edit for Federal loans requires that the student is at least ½ time when the fund(s) are actually disbursed. ExampleThe student is actively registered ½ time and Financial Aid hours are frozen at ½ time. The student withdraws and is < ½ time (registration status that does not count in enrollment). When disbursing a Federal fund, the disbursement process checks to validate the student is currently enrolled at least ½ time. In this case, the disbursement process will reject the enrollment, providing the following error message:fiEnrollment invalid for federal fund IDfl Banner will calculate the enrollment for the period evaluating each term separately for determining the hours the student is actively registered and then perform the sum to determine the enrollment for the period. The enrollment for the period is also influenced by options selected in the enroll ment rules such as repeat course checking and attendance verification. PeriodTerms in PeriodFA HoursStudent HoursHours used in calculated Summer2010 201030333 - FA hrs. 201040333 - FA hrs. 20105066 - Stu Reg hrs. Total enrollment for period 12 - Combined FA and Stu Reg hrs. /n 229 Banner Financial Aid User Guide |Processing Enrollment calculation using periods for consortium students It is possible for a period consisting of multiple terms to not have the Consortium Indicator checked for all terms in the period. Ba nner will calculate th e enrollment for the period, evaluating each term separately to determine financial aid hours/student hours and then perform the sum. If the Consortium Indicator is checked, only financial aid hours for that term will be used. The following is an example of calculation of enrollment using periods with the Consortium Indicator checked for one term of a period. ExampleThe Summer 2010 period consists of 3 terms: 201030, 201040, and 201050. In the table below, the student has the Consortium Indicator checked for only 1 term (201040). Financial Aid hours have not be en frozen for the last term (201050). Each term will be evaluated separately, using financial aid hours only for the term where the Consortium Indicator is checked. PeriodTerms in PeriodFA HoursConsortium Ind.Student HoursHours used in enrollment calc. for non-Federal loan fundHours used in enrollment calc. for Federal loan fundSummer2010 2010306N0-withdrawn60 2010403N333 2010503N0-withdrawn30 Total enrollment for Period 12123 - disbursement edit fails with current registration at 3 /n 230 Banner Financial Aid User Guide |Processing .Attending hours functionality using periodsFunds set to use Attending Hours are disbursed based on the calculation of the number of hours which have begun for the student using the class start date at the time the disbursement process is run. Banner will calc ulate the enrollment for the period evaluating each term separately for determining financial aid hours/student hours and attending hours. The enrollment for the period is also influenced by options selected in the enrollment rules such as repeat course checking and attendance verification. Disbursement will look at the enrollment load for all terms within the period based on the date disbursement is run. When using attending hours, if no attending hours exist for the term the start date of the term will be used to determine the attend date. If the Consortium Indicator is set for a term and attending hours are being used, financial aid attending hours/date will be used if they exist, otherwise, the start date of the term will be used to determine the attend date of the hours entered for the term. The ability to view the financia l aid and student hour s based on the periods which make up the student™s aid period has been added to the ROAENRL form. This will represent the enrollment used for the enrollment calculation in the disbursement process. PeriodTerms in PeriodFA HoursConsortium Ind.Student HoursHours used in enrollment calc. for non-Federal loan fundHours used in enrollment calc. for Federal loan fundSummer2010 2010303N333 2010403Y33 201050N222 Total enrollment for Period 88 - passes disbursement edit /n 231 Banner Financial Aid User Guide |Processing ExampleThis example demonstrates using attending hours where the Consortium Indicator is fiNofl for all terms within the period: ŁIf disbursement is run on June 1st, the attending hours will be 3 ŁIf disbursement is run on June 15th, the attending hours will be 6 ŁIf disbursement is run on June 20th, the attending hours will be 9 ŁIf disbursement is run on July 1st, the attending hours will be 12 Attending hours with consortium Indicator no for all terms within the period PeriodTerms in PeriodFA HoursConsortium Ind.Attending HoursAttending hours dateHours used in enrlmnt. calc. by termHours calcd. for disb. for the periodSummer2010 2010306N301-JUN- 2010 33615-JUN- 2010 662010403N320-JUN- 2010 392010503N301-JUL- 2010 312 /n 232 Banner Financial Aid User Guide |Processing ExampleThis example demonstrates using attending hours where the Consortium Indicator is fiYes fl for one term within the period and financial aid attending hours have been entered manually for that term: ŁIf disbursement is run on June 1st, the attending hours will be 3 ŁIf disbursement is run on June 15th, the attending hours will be 6 ŁIf disbursement is fun on June 20t h, the attending hours will be 9 ŁIf disbursement is run on July 1st, the attending hours will be 12 The example below demonstrates using attending hours where the Consortium Indicator is fi Yes fl for one term within the period and no financial aid attending hours have been entered for that term. The term start date will be used to determine the attend date for hours entered for the term. Attending hours with consortium indicator yes, attending hours exist PeriodTerms in PeriodFA HoursConsortium Ind.Attending HoursAttending hours dateHours used in enrlmnt. calc. by termHours calcd. for disb. for the periodSummer2010 2010306N301-JUN- 2010 33615-JUN- 2010 662010403Y320-JUN- 2010 392010503N301-JUL- 2010 312 /n 233 Banner Financial Aid User Guide |Processing ExampleThis example demonstrates using attending hours where the Consortium Indicator is fiYes fl for one term within the period and no financial aid attending hours have been entered for that term. The term start date will be used to determine the attend date for hours entered for the term: ŁIf disbursement is run on June 1st, the attending hours will be 3 ŁIf disbursement is run on June 15th, the attending hours will be 6 ŁIf disbursement is run on June 20th, the attending hours will be 9 ŁIf disbursement is run on July 1st, the attending hours will be 12 Using the +/- number of days for attending hoursThe option for disbursing based upon the nu mber of hours which have begun for a student is at the fund level on RFRMGMT/ROAMGMT. The option, +/- Days for Attending Hours , allows you to pay the fund either prior to or after the date the calculated number of hours begins. If you want to pay prior to the date the calculated enrollment begins, you are expected to enter a positive number. If you want to pay after the date the calculated enrollment begins, you are expected to enter a negative number. ExampleŁFor the fund, the number of days entered is 5, to pay five days prior to the attendance start date. Attending hours with consortium indicator yes for one term and term start date used PeriodTerms in PeriodFA HoursConsortium Ind.Attending HoursAttending hours dateSTVTERM Start Date Hours used in enrlmnt. calc. by termHours calcd. for disb. for the periodSummer2010 2010306N301-JUN- 2010 20-MAY- 2010 33615-JUN- 2010 662010403Y20-JUN- 2010 392010503N301-JUL- 2010 30-JUN- 2010 312 Attend DateNumber of Hours 10-AUG-20106 20-AUG-201012 /n 234 Banner Financial Aid User Guide |Processing The disbursement process will allow the student to be paid (providing all other criteria is met): ŁBased on 6 hours, 5 days in advance, on 05-AUG-2010 ŁBased on 12 hours, 5 days in advance, on 15-AUG-2010 Financial Aid Selection Rules (RORRULE)This form is used to create, compile, and ex ecute rules for assigning requirement tracking groups, aid year budget groups, period budget groups, packaging groups, satisfactory academic progress (SAP) codes, fund awarding, fund awarding rules for a packaging group, and fund disbursement. You can also check a simulation view of those students that would be assigned to a group, view exampl es of rules, and copy rules form one aid year to another aid year. The system retains the rules that you enter on this form in the database. You can use the Immediate Process (ROAIMMP) form for processi ng an individual student or you can use the appropriate batch process to use with your defined selection criteria. Use the key block to establish the rule type you will be creati ng or maintaining for the aid year. RORRULE provides the ability to write basic rules selecting the criteria for specific columns using Simple Mode in the Selection Criteria block of the main window without entering all of the table joins, substitution variables, and the FROM and WHERE clauses. When the rule is saved, a database package will add the necessary table joins, substitution variables, and the FROM and WHERE clauses to create the proper SQL statement using the correct syntax. The tables, views, and column names are validated to ensure they exist in the database. Note: The Selection Rules Schema Owne rs Validation (RTVRULO) form is used to define Selection Rules Schema Owners. Any schema owners entered on RTVRULO will be allowed to be used in rules defined on RORRULE. Standard Banner owners FAISMGR, SATURN, TAISMGR, PAYROLL, POSNCTL, ALUMNI, BANINST1, and GENERAL are system required data for table RTVRULO and will be displayed on RORRULE, but may not be deleted. RORRULE also provides the ability to write complex SQL Statements which may include such things as sub-queries and not exists statements using the Compiled and Expert SQL window. When the rule is saved, a database package will validate the tables, views, and column names are valid as well as ensuring the SQL statement is valid and executable. If a group code and/or fund code is inactive fo r the aid year, you will not be able to create a new rule. However, if rules currently exist, the rule may be updated or deleted. If a rule is inactive for the aid year, you are prevented from creating, updating, or deleting the rule.Selection Criteria Basic rules using Simple Mode are written in the Selection Criteria block. Text information above the area for entering rule criteria provides guidance for writing the rules; an optional /n 235 Banner Financial Aid User Guide |Processing open parenthesis followed by a required database column name or value, followed by a required operator (=, < >, <, >, and so on), followed by another database column name or value, followed by an optional close parenthes is followed by a connector ('and' or 'or'; except on the last line entered). All elements that make up a selection condition do not have to be on the same line of the screen. They may continue on a subsequent line. Also, multiple conditions may be entered on the same screen line. However, it is recommended that you enter the rules in such a way that they can be easily read and understood by another user. When you enter rules in this block, you must press perform a Next Record function (or click on the next line with your mouse) to continue to enter additional rules. Enter the data element to which you want to assign a rule. The column name is any column name from the Banner system and is validated against the Oracle ALL_COL_COMMENTS Table. The Column Name List of Values requires that you enter the Table you are requesting to view the column values. The Table Names displayed in the Table Name List of Values and available for entry on this form are any tables and views owned by Banner schema owners ALUMNI, BANINST1, FAISMGR, GENERAL, PAYROLL, POSNCTL, SATURN, TAISMGR, and any additional Schema Owners added to the Selection Rules Schema Owners Validation (RTVRULO) form. Once you have entered the data element (column name), enter the operator. The Operator List of Values has the most common operators that can be used. Enter a selection value that corresponds to the data element. For example, if one of the requirements for the group is the applicant's fi nancial aid application must be received by May 1st, your rule would look something like this: RORSTAT_APPL_RCVD_DATE <= 01-MAY-20xx Note: When constructing selection statements on the RORRULE form, it is always a good idea to surround selection statements connected with an OR with an open parenthesis and a closed parenthesis. This is recommended even if it appears to be unnecessary. Without the parenthesis, Banner may be forced to make assumptions on how to process the data. Be sure to enter the data in a way that Banner will know for sure how you wanted it to be processed. When using Simple Mode in the Selection Criteria block of the main window, you do not enter all of the table joins, substitution variables, and the FROM and WHERE clauses. When the rule is saved, a database package will add the necessary table joins, substitution variables, and the FROM and WHERE clauses to create the proper SQL statement using the correct syntax. In addition, the Compile Rule option allows the user to force a recompile of the simple rule into an updated compiled rule, even if you have made no changes to the simple rules. During this compile process, the rule is validated for proper syntax. Any errors found are displayed. The complete SQL Statement may then be viewed or updated on the Compiled and Ex pert SQL window. The tables, views, and column names are validated to ensure they exist in the database. A rule may have a maximum length of 32,767 characters after the commit has occurred adding the appropriate table joins, substitution vari ables, and the FROM and WHERE clauses. Note: Rules written in Simple Mode do not allow use of sub-queries or exists and not exists statements. Rules which include these must be written in the Compiled and Expert SQL window. /n 236 Banner Financial Aid User Guide |Processing Hints for RORRULE form use The following are suggestions for improv ing RORRULE performance: ŁIf you use RCRAPP2, 3, 4 or RCRESAR, the first rule on the simple mode form should use one of these tables to en sure that the correct join will be done behind the scenes. ŁIf you use RCRAPP1, 2, 3, 4 or RCRESAR, you should include the rule: AND RCRAPP1_CURR_REC_IND = YIt does not have to be last, but should not be first. This is done so that the rule will use the unique index on the RCRAPP1tabl e and not a non-unique index.ŁDo not use a view as the first rule on the simp le rule form. The table or view of the first rule is used to join all of the other tables. This may cause performance issues. ŁIf you only want to use a view as part of your rule, use one of the following as the first rule to improve performance: RORSTAT_ACTIVITY_DATE IS NOT NULL ŁBefore using Expert mode, create as much of the rule as possible in Simple mode and compile it. Then go to Expert mode and modify it. This will show the joins which Banner generally expects and the format of them. ŁIn Expert mode, use UPPER CASE. ŁWhen the rule is saved, the rule is validated that the SQL statement is valid and executable. You can select the option to Execute the rule to simulate the records that met the criteria of the rule. To test grouping rules and see what is really being executed, the technical person can get the test student's PIDM, set the priority on the group to 1 on RTVPGRP and then put RORGRPS on hold on GJAPCTL. The full rule (the grouping process selection statement pl us the compiled rule) will appear in the log. This can also be done by putting the student in a single person population selection and running RORGRPS in debug mode. Please note, however, that RORGRPS will currently hang if it hits any group without rules, so the user will need to either press Y several times until they get back to a prompt or < N> ENTER to exit the job at that first error. There are many factors when it comes to tuning. Unless you are using one of our views which uses the RORVIEW table, views must populate for the entire database before returning a single row. This is why it is inadvisable to use a view as the first rule because all joins will be performed against it. Also, to determine which index to use, Oracle reads from the bottom up. The first index which it completes is the one which it will use whether it is the desired one or not. There are many other factors as well including size of table, extents, etc. Factors related to tuning are documented in Oracle's documentation. /n 237 Banner Financial Aid User Guide |Processing Algorithmic packaging OverviewPackaging is a fundamental activity for all Fi nancial Aid offices in the administration of financial aid. Key to leveraging scarce financial resources to attract the targeted incoming class each year, as well as successfully supporting the enrollment management retention goals, is the ability to systematically package students according to an institution™s awarding philosophy. A cornerstone of Enrollment Management, packaging should provide the ability to match the institution™s awarding philoso phy directly to the actual awards offered to the prospective students to successfully harvest the ideal class and award returning students accordingly. If an institution cannot package according to their awarding philosophy, they are forced to sacrif ice their philosophy and yield rates based on the limitations of software functionality or perhaps continue to package students manually. Manual packaging is not reasonable for most institutions since it is a cumbersome process and lends itself to errors. Algorithmic packaging allows clients to use a business rules engine to automatically package students in accordance with the institution™s awarding philosophy. In addition to the algorithmic packaging business rules solution, many other changes have been made to enhance the packaging process. Algorithmic packaging features This feature is designed to facilitate the use of algorithmic packaging with the Banner Financial Aid baseline product. forms and processes have been added or modified to provide a more complete means of automatically packaging students through the use of algorithmic packaging forms in conjunction wi th pre-existing Banner Financial Aid rules forms. The information that follows summarizes these features. Algorithms Banner Financial Aid includes an algorithmic packaging solution in the baseline product. Algorithms can be performed at the fund level in addition to the packaging group level. Algorithmic packaging ŁEnables predictive modeling to support an institution™s enrollment. ŁProvides a management strategy to help an institution manage comp lex calculations to award the right funds to the right students. ŁAllows an institution to package multiple financial aid awards based upon configurable rules and calculations that support an institution™s awarding philosophies. ŁIncludes the functionality to allow the use of algorithms as part of the fund awarding sequence within the current packaging process. /n 238 Banner Financial Aid User Guide |Processing Algorithmic packaging definition End user creation of a set of ordered rules or steps for the automatic packaging of financial aid funds. The rules or steps allow the use of mathematical expressions as part of the awarding rules and logic for a particul ar fund within a packaging group based upon data elements within the student and/or financial aid system. ExampleAward Fund 1 with a maximum of $1,000 and minimum of $200 not to exceed unmet need Award Fund 2 up to 50% of Fund 1, not to exceed unmet need Award Fund 3 up to 25% of Fund 1 total + 25% of Fund 2 total, not to exceed unmet need Award Fund 4 up to 70% of remaining unmet need, not to exceed the total of Fund 1 Award Fund 5 up to 100% of remaining unmet need Note: All the rules and steps utilize the fund award rules as the overall master rule for fund eligibility. FormsAlgorithmic Packaging Rules (RPRALGR)The RPRALGR form enables you to use algorithmic packaging rules to award funds. On this form, you write SQL statements to defi ne algorithmic packaging rules, which are arranged by rule code and sequence number. Once you™ve validated the rule, you can test the rule by entering values for any substitution parameters used in the rule and execute the rule in test mode. The system uses your need analysis data in the testing of your algorithmic rules and temporarily stores the simulated results in the Temporary Packaging Need Table (RPTNEED). The results display in the Calculated Amount field. This allows you to verify that the rule will return the expected results when used by the Packaging Process. Algorithmic Packaging Rule Code Validation (RTVALGR) The RTVALGR form enables you to define algorithmic packaging rule codes for use on the Algorithmic Packaging Rules (RPRALGR), Packaging Rules (RPRPCKR), and Packaging Group Fund Rules (RPRGFND) forms. Algorithmic Support (RORALGS)The Algorithmic Support (RORALGS) form allo ws you to define a specific amount to be returned by an algorithmic rule, based on the applicant meeting the criteria entered as the value for the keys which will be used as part of the algorithmic rule. If you are using this /n 239 Banner Financial Aid User Guide |Processing form to assist with algorithmic packaging rules, determine the criteria and amounts to be entered for calculating the fund award. Packaging functions Using algorithms and parameters, functi ons include calculations based upon: Ła percentage of a fund award, Ła fixed dollar amount of a fund award Ła data value housed in the Banner system (less than, equal, greater than, not equal) and Ła value that falls within a range of values housed in the Banner system (Between). Awarding based on other funds Using algorithms and parameters, you can limit funds to specific amounts based upon other funds, fund sources, or fund groups. Refer to the Sample Algorithmic Packaging Rules section for examples. Award a fund based on a per centage of another fund You can award a fund based on a percentage of other funds within a packaging group. Simplification of rules creation and maintenance Algorithms can be performed at the packaging group level, in addition to the fund level. KEY 1 = FundKEY 2 = Year in College status from RNANAxxAMOUNT to be returned MERIT 01000.00 MERIT 11000.00 MERIT 21500.00 MERIT 32000.00 MERIT 42500.00 MERIT 52500.00 /n 240 Banner Financial Aid User Guide |Processing Ability to store and refe rence internal interim values in packaging rules The Algorithmic Packaging Ru les (RPRALGR) form allows you to reference internal interim values in SQL statements. These internal interim values are created and referenced in the Temporary Packaging Need Table (RPTNEED). The RPTNEED table is a temporary table which temporarily stores need analysis data for use in algorithmic packaging rules. A row is inserted into the ta ble for each student that is processed prior to packaging the student and is deleted after the student is processed. Packaging simulation options The Packaging Process (RPEPCKG) includes parameters that a llow the process to:Łbypass tracking requirements during Simulated Packaging only, Łto award Pell in both Simulated and Actual mode, and Łto stop the awarding of an individual fund du ring simulated packaging, when that fund's available amount has been exhausted. Related fund featuresFormsPackaging Group Fund Category Maximums Rules (RPRFCAT) The Packaging Group Fund Category Maximums Rules form allows you to place fund category maximums on packaging groups. Fund Category Validation (RTVFCAT) This form enables you to define fund categories for use on the Fund Base Data (RFRBASE) form. Fund Award Inquiry (RPIFAWD) The Fund Award Inquiry form enables you to view all students who have a particular fund for a particular aid year. Fund Award Period Inquiry (RPIFTRM) The Fund Award Period Inquiry form enables you to view all students with a particular fund for a particular period. /n 241 Banner Financial Aid User Guide |Processing Group fund limits You can use group fund limits which supersede individual fund limits. For example, suppose a student has total need of $10,000 and tuition of $7,000. Fund #1 has an individual award cap of $5,000 and Fund #2 also has a cap of $5,000. However, Funds #1 and #2 are defined in a group, and the group rule is that total aid from all funds in the group cannot exceed tuition.Therefore, the award from Fund #1 would be $5,000 but Fund #2 is limited to $2,000 because of the group cap. The remaining $3,000 of unmet need must be met from funds outside the group. Ability to apply a percentage to a ll the funds in the package as a group If the original unmet need or gross need is not being used throughout the packaging process, you can take a defined percentage of remaining need or gross need and award the funds so the original percentage is not exceeded. For example, if remaining need is 5,375 and the percentage of remaining need to award is 85%. The sum of the funds packaged should not exceed 4,568. Rounding options for awards The Round Award field on the Fund Management (RFRMGMT) form enables you to specify how you want to round the award.The RPEPCKG process rounds the award down to a multiple of this amount to prevent an overaward. This field had fixed rounding amounts of 10, 25, 50, or 100. The valid values for this field are 1 Œ 99999. Ability to inactivate fund codes, groups, and rules The Fund Active field on the Fund Base Data (RFRBASE) form and Funds Management (ROAMGMT) form allows you to inactivate a fund code. You can globally inactivate a budgeting gr oup (RTVBGRP), packaging group (RTVPGRP), requirements tracking group (RTVTGRP), or satisfactory academic progress group (RTVSAPR). The Rule Active field on the Financial Aid Selectio n Rules (RORRULE) form allows you to inactivate fund awarding, budget group assignment, fund disbursement, packaging group fund awarding, packaging group assignment, satisfactory academic progress and requirements tracking group rules. Ability to override a fund rule for a specific student The Fund Award Rule Override feature on RPAAWRD and RPAAPMT allows you to override a Fund Award Rule, if one exists, for the aid year. The Fund Disbursement Rule Override feature on RPAAWRD and RPAAPMT allows you to override a Fund Disbursement Rule, if one exists, for the period. /n 242 Banner Financial Aid User Guide |Processing Fund category and fund cross-reference fields for packaging and reportingThe Fund Cross Reference field enables you to cross reference IDs used for funds by another office.This field is a user-defined field with no validation. The Fund Category field allows you to group fund codes by a user-defined category. Fund Balance Roll Process (RFPFBRL)The RFPFBRL process provides the ability to optionally roll fund balances from one aid year to the next aid year. Ability to display all recipients of a particular fund code by aid year or periodThe Fund Award Inquiry (RPIFAWD) form enables you to view all students who have a particular fund for a particular aid year. The Fund Award Period Inquiry (RPIFTRM) form enables you to view all students with a particular fund for a particular period. Sample algorithmic packaging rules The examples that follow demonstrate ho w you might use the Algorithmic Packaging Rules (RPRALGR) form to set up business rules for your institution. Refer to Banner Online Help for detailed form and field information. Example 1 - Institutional grant with amounts based on GPA and IM EFC rangesThe following information provides an example of the calculation of an institutional grant with amounts based on GPA and IM EFC ranges. The rule uses three mutually exclusive sequences to award $5000 to the student if their EFC is <10,000 and their GPA is at least 4.0, $2500 if their EFC is <10,000 and GPA is at least 3.5, and $1500 if their EFC is <10,000 and their GPA is at least 3.0. Subsequent sequences are evaluated only if the prior sequences fail. This example uses the Temporary Packaging Table (RPTNEED). The RPTNEED table is populated for a financial ai d recipient by the Packaging Process (RPEPCKG) prior to packaging the student. Any row created on this table is inserted for a student, used, and then deleted. The table is also populated when you use the Test Rule button on the Algorithmic Packaging Rules (RPRALGR) form. /n 243 Banner Financial Aid User Guide |Processing The f_get_gpa function is for illustrative purposes only. This function is not a fisystem deliveredfl function; the f_get_gpa function illustrates the use of a client-created function within the rules. Field Value RuleGPA_EFC_RULE Sequence 1SQL Statement SELECT 5000 FROM DUAL WHERE EXISTS (SELECT ‚X™ FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_IM_EFC < 10,000) AND f_get_gpa(:AIDY, :PIDM) >= 4.0 Field Value RuleGPA_EFC_RULE Sequence 2SQL Statement SELECT 2500 FROM DUAL WHERE EXISTS (SELECT ‚X™ FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_IM_EFC < 10,000) AND f_get_gpa(:AIDY, :PIDM) >= 3.5 Field Value RuleGPA_EFC_RULE Sequence 3/n 244 Banner Financial Aid User Guide |Processing Example 2 - SEOG award calculation based on Pell award amounts for the yearThis case illustrates how you can create a rule for a fund which is based on another fund award for the year. For example, you can base the calculation of an SEOG award on Pell award amounts for the year. This example assumes you use a single fund code for all Pell awards. In this example, $2000 is awarded for SEOG when the student™s Pell award is less than or equal to $4300 but more than $3000; $1500 SEOG is awarded when the Pell award is less than or equal to $3000 but more than $1500; and $1000 SEOG is awarded when the Pell award is less than or equal to $1500 but greater than 0. SQL Statement SELECT 1500 FROM DUAL WHERE EXISTS (SELECT ‚X™ FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_IM_EFC < 10,000) AND f_get_gpa(:AIDY, :PIDM) >= 3.0 FieldValue RuleSEOG_CALC_1 Sequence 1SQL Statement SELECT 2000 FROM DUAL WHERE EXISTS (SELECT ‚X™ FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_OFFER_AMT <= 4310 AND RPRAWRD_OFFER_AMT > 3000 AND RPRAWRD_FUND_CODE = ‚PELL™) FieldValue /n 245 Banner Financial Aid User Guide |Processing Example 3 - SEOG award calculation based on Pell award amounts for the year while using baseline database functions This case illustrates how you can create a rule for a fund which is based on another fund award for the year. For example, you can base the calculation of an SEOG award on Pell award amounts for the year. This example is similar to Example 2 but uses baseline database functions delivered with Banner Financial Aid. This example uses the Temporary Packaging Table (RPTNEED). Field Value RuleSEOG_CALC_1 Sequence 2SQL Statement SELECT 1500 FROM DUAL WHERE EXISTS (SELECT ‚X™ FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_OFFER_AMT <= 3000 AND RPRAWRD_OFFER_AMT > 1500 AND RPRAWRD_FUND_CODE = ‚PELL™) Field Value RuleSEOG_CALC_1 Sequence 3SQL Statement SELECT 1000 FROM DUAL WHERE EXISTS (SELECT ‚X™ FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_OFFER_AMT <= 1500 AND RPRAWRD_OFFER_AMT > 0 AND RPRAWRD_FUND_CODE = ‚PELL™) /n 246 Banner Financial Aid User Guide |Processing Inserts to the RPTNEED table are done auto matically by the RPEPCKG process during packaging. During that insert, the Simulate Switch ( RPTNEED_SIMULATE_SW ) is set, depending on whether you are performing Actual or Simulated packaging. The Simulate Switch indicates whether or not this row was created during simulated packaging. This allows you to write an algorithmic rule that is based on the RPRAWRD Award table during Actual packaging, and based on the RPTAWRD Temporary Award table during Simulated packaging. The f_get_fund_offer function uses the RPTNEED_SIMULATE_SW to determine which table to use for the calculation. Field Value RuleSEOG_CALC_2 Sequence 1SQL Statement SELECT 2000 FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_fund_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 4310 AND rpkalgr.f_get_fund_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 3000 FieldValue RuleSEOG_CALC_2 Sequence 2/n 247 Banner Financial Aid User Guide |Processing SQL Statement SELECT 2000 FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_fund_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 3000 AND rpkalgr.f_get_fund_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 1500 FieldValue RuleSEOG_CALC_2 Sequence 3Field Value /n 248 Banner Financial Aid User Guide |Processing Example 4 - SEOG award calculation based on Pell award amounts for the year while using multiple Pell fund codesThis example creates a rule for a fund which is based on the total award for a federal fund ID for the year. For example, you can base the calculation of an SEOG award on Pell award amounts for the year. This example assu mes the institution uses multiple Pell fund codes.In this example, $2000 is awarded for SEO G when the student has funds awarded with federal fund IDs of PELL whose total amount is between $3001 and $4310; $1500 is awarded for SEOG when the student has funds awarded with federal fund IDs of PELL whose total amount is between $1501 and $3000; $1000 is awarded for SEOG when the student has funds awarded with federal fund IDs of PELL whose total amount is between $1 and $1500. SQL Statement SELECT 1000 FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_fund_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 1500 AND rpkalgr.f_get_fund_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 0 FieldValue RuleSEOG_CALC_3 Sequence 1Field Value /n 249 Banner Financial Aid User Guide |Processing SQL Statement SELECT 2000 FROM DUAL WHERE (SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0) FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_FUND_CODE IN (SELECT RFRBASE_FUND_CODE FROM RFRBASE WHERE RFRBASE_FED_FUND_ID = ‚PELL™)) <= 4310 AND (SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0) FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_FUND_CODE IN (SELECT RFRBASE_FUND_CODE FROM RFRBASE WHERE RFRBASE_FED_FUND_ID = ‚PELL™)) > 3000 Field Value RuleSEOG_CALC_3 Sequence 2Field Value /n 250 Banner Financial Aid User Guide |Processing SQL Statement SELECT 1500 FROM DUAL WHERE (SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0) FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_FUND_CODE IN (SELECT RFRBASE_FUND_CODE FROM RFRBASE WHERE RFRBASE_FED_FUND_ID = ‚PELL™)) <= 3000 AND (SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0) FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_FUND_CODE IN (SELECT RFRBASE_FUND_CODE FROM RFRBASE WHERE RFRBASE_FED_FUND_ID = ‚PELL™)) > 1500 Field Value RuleSEOG_CALC_3 Sequence 3Field Value /n 251 Banner Financial Aid User Guide |Processing Example 5 - SEOG award calculation based on Pell award amounts for the year while using multiple Pell fund codes and while using baseline database functions This case illustrates how you can create a rule for a fund which is based on another fund award for the year. For example, you can base the calculation of an SEOG award on Pell award amounts for the year. This example assumes you use multiple Pell fund codes. This example is similar to Example 4 but uses baseline database functions delivered with Banner Financial Aid. This example uses the Temporary Packaging Table (RPTNEED). Inserts to the RPTNEED table are done auto matically by the RPEPCKG process during packaging. During that insert, the Simulate Switch ( RPTNEED_SIMULATE_SW ) is set, SQL Statement SELECT 1000 FROM DUAL WHERE (SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0) FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_FUND_CODE IN (SELECT RFRBASE_FUND_CODE FROM RFRBASE WHERE RFRBASE_FED_FUND_ID = ‚PELL™)) <= 1500 AND (SELECT SUM(NVL(RPRAWRD_OFFER_AMT,0) FROM RPRAWRD WHERE RPAWRD_AIDY_CODE = :AIDY AND RPRAWRD_PIDM = :PIDM AND RPRAWRD_FUND_CODE IN (SELECT RFRBASE_FUND_CODE FROM RFRBASE WHERE RFRBASE_FED_FUND_ID = ‚PELL™)) > 0 Field Value /n 252 Banner Financial Aid User Guide |Processing depending on whether you are performing Actual or Simulated packaging. The Simulate Switch indicates whether or not this row was created during simulated packaging. This allows you to write an algorithmic rule that is based on the RPRAWRD Award table during Actual packaging, and based on the RPTAWRD Temporary Award table during Simulated packaging. The f_get_ffid_offer function uses the RPTNEED_SIMULATE_SW to determine which table to use for the calculation. Field Value RuleSEOG_CALC_4 Sequence 1SQL Statement SELECT 2000 FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 4310 AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 3000 FieldValue RuleSEOG_CALC_4 Sequence 2/n 253 Banner Financial Aid User Guide |Processing SQL Statement SELECT 1500 FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 3000 AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 1500 FieldValue RuleSEOG_CALC_4 Sequence 3Field Value /n 254 Banner Financial Aid User Guide |Processing Example 6 - Calculating Perkins loans as a percentage of Pell This case illustrates how you can create a rule for a fund which is based on another fund award for the year. For example, this rule ca lculates a Perkins loan as a percentage of Pell.In this example, Perkins would be awarded for 75% of the student™s Pell award if the student™s Pell award was between $3001 and $4310; 50% of the student™s Pell award if the student™s Pell award was between $1501 and $3000; 25% of the student™s Pell award if the student™s Pell award was between $1 and $1500. SQL Statement SELECT 1000 FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 1500 AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 0 FieldValue RulePERK_CALC Sequence 1Field Value /n 255 Banner Financial Aid User Guide |Processing SQL Statement SELECT .75 * rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 4310 AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 3000 FieldValue RulePERK_CALC Sequence 2Field Value /n 256 Banner Financial Aid User Guide |Processing SQL Statement SELECT .50 * rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 3000 AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 1500 FieldValue RulePERK_CALC Sequence 3Field Value /n 257 Banner Financial Aid User Guide |Processing Example 7 - Calculation for a state fund which has a range of offer amounts based on a percentage of need and various ranges of Cost of Attendance and EFCThis case illustrates how you create a rule for a fund which has a range of offer amounts based on a percentage of need and various ranges of Cost of Attendance and EFC. In this example, the rule also has defined minimu m and maximum amounts. If the calculated award falls below the minimum amount defined for the rule, no award is made. If the calculated award is greater than the maxi mum amount defined for the rule, the maximum amount is awarded, rather than the calculated amount. In this example, the student would receive a State grant of 47% of their unmet need at the time the packaging process begins (minimum of $500 and maximum of $4300) if the EFC is between $1 and $4000 and their Budget is between $18001 and $24000; 37% of their unmet need at the time the packaging process begins (minimum of $500 and maximum of SQL Statement SELECT .25 * rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) <= 1500 AND rpkalgr.f_get_ffid_offer (:AIDY, :PIDM, ‚PELL™, RPTNEED_SIMULATE_SW) > 0 FieldValue /n 258 Banner Financial Aid User Guide |Processing $4300) if the EFC is between $4001 and $6000 and their Budget is between $18001 and $24000; 27% of their unmet need at the time the packaging process begins (minimum of $500 and maximum of $4300) if the EFC is greater than $6000 and their Budget is between $18001 and $24000; 47% of their unmet need at the time the packaging process begins (minimum of $500 and maximum of $4700) if the EFC is between $1 and $4000 and their Budget is between $24001 and $26000; 37% of their unmet need at the time the packaging process begins (minimum of $500 and maximum of $4700) if the EFC is between $4001 and $6000 and their Budget is between $24001 and $26000; 27% of their unmet need at the time the packaging process begins (minimum of $500 and maximum of $4700) if the EFC is greater than $6000 and their Budget is between $24001 and $26000. Also note in this example that the RPTNEED table has several Unmet Need Amount columns. This example uses the RPTNEED_BEG_UNMET_NEED_AMT column. (The beginning value of the student™s FM unmet need when the packaging process is run.) This number is calculated when the packaging process starts processing a student, and remains fixed. So t he resulting calculated amount will be the same regardless of what priority the STATE_CALC_1 fund has in the packaging group. If the rule had used RPTNEED_UNMET_NEED_AMT , the resulting calculated amount would differ, depending on which funds and amounts were awarded to the student during the packaging process before the STATE_CALC_1 rule was executed. Note: To keep algorithmic rules as simp le as possible, only conditions which determine the actual amount of an award should be included in algorithmic rules. Conditions which det ermine the overall eligibility of the student for an award should continue to be defined on the Financial Aid Selection Rules (RORRULE) form. For example, suppose an institution has a state grant which requires that the student actually reside in the st ate. The residency condition could be defined as a Fund Awarding rule on the RORRULE form, because it isn™t actually required to determine the amount of the award (see state grant Example 7, below). Another institution may have a grant program which awards larger amounts for in-state students. The residency condition would need to be included in the algorithmic rule which calculates the amount of the grant (see state grant Example 8, below). Field Value RuleSTATE_CALC_1 Sequence 1/n 259 Banner Financial Aid User Guide |Processing SQL Statement SELECT .47 * RPTNEED_BEG_UNMET_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_FM_EFC_AMT > 0 AND RPTNEED_FM_EFC_AMT <= 4000 AND RPTNEED_BUDGET_AMOUNT >= 18001 AND RPTNEED_BUDGET_AMOUNT <= 24000 Award Minimum 500Award Maximum4300 Field Value RuleSTATE_CALC_1 Sequence 2SQL Statement SELECT .37 * RPTNEED_BEG_UNMET_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_FM_EFC_AMT > 4000 AND RPTNEED_FM_EFC_AMT <= 6000 AND RPTNEED_BUDGET_AMOUNT >= 18001 AND RPTNEED_BUDGET_AMOUNT <= 24000 Award Minimum 500Award Maximum4300 Field Value RuleSTATE_CALC_1 Sequence 3Field Value /n 260 Banner Financial Aid User Guide |Processing SQL Statement SELECT .27 * RPTNEED_BEG_UNMET_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_FM_EFC_AMT > 6000 AND RPTNEED_BUDGET_AMOUNT >= 18001 AND RPTNEED_BUDGET_AMOUNT <= 24000 Award Minimum 500Award Maximum4300 Field Value RuleSTATE_CALC_1 Sequence 4SQL Statement SELECT .47 * RPTNEED_BEG_UNMET_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_FM_EFC_AMT > 0 AND RPTNEED_FM_EFC_AMT <= 4000 AND RPTNEED_BUDGET_AMOUNT > 24000 AND RPTNEED_BUDGET_AMOUNT <= 26000 Award Minimum 500Award Maximum4700 Field Value RuleSTATE_CALC_1 Sequence 5Field Value /n 261 Banner Financial Aid User Guide |Processing Example 8 - Calculation for a state fund which has a range of offer amounts based on EFC and whether a student is in-sta te or out-of-state This case illustrates how you create a rule for a fund which has a range of offer amounts based on EFC and whether a student is in-state or out-of-state. (Assume the institution is in Illinois.) SQL Statement SELECT .37 * RPTNEED_BEG_UNMET_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_FM_EFC_AMT > 4000 AND RPTNEED_FM_EFC_AMT <= 6000 AND RPTNEED_BUDGET_AMOUNT > 24000 AND RPTNEED_BUDGET_AMOUNT <= 26000 Award Minimum 500Award Maximum4700 Field Value RuleSTATE_CALC_1 Sequence 6SQL Statement SELECT .27 * RPTNEED_BEG_UNMET_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_FM_EFC_AMT > 6000 AND RPTNEED_BUDGET_AMOUNT > 24000 AND RPTNEED_BUDGET_AMOUNT <= 26000 Award Minimum 500Award Maximum4700 Field Value /n 262 Banner Financial Aid User Guide |Processing In this example, the student would be awarded a State grant for $2000 if their FM EFC amount was $5000 or less and their state of residence was Illinois; $1000 if their FM EFC amount was $5000 or less and their state of residence was not Illinois. Field Value RuleSTATE_CALC_2 Sequence 1SQL Statement SELECT 2000FROM RPTNEED, RCRAPP1 WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_FM_EFC_AMT <= 5000 AND RCRAPP1_STAT_CODE = ‚IL™ AND RCRAPP1_AIDY_CODE = RPTNEED_AIDY_CODE AND RCRAPP1_PIDM = RPTNEED_PIDM AND RCRAPP1_CURR_REC_IND = ‚Y™ FieldValue RuleSTATE_CALC_2 Sequence 2SQL Statement SELECT 1000 FROM RPTNEED, RCRAPP1 WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_FM_EFC_AMT <= 5000 AND RCRAPP1_STAT_CODE <> ‚IL™ AND RCRAPP1_AIDY_CODE = RPTNEED_AIDY_CODE AND RCRAPP1_PIDM = RPTNEED_PIDM AND RCRAPP1_CURR_REC_IND = ‚Y™ /n 263 Banner Financial Aid User Guide |Processing Example 9 - Calculate an equity packaging am ount based on both gross need and budgetThe preceding examples are all rules that might be defined for use on the Packaging Group Fund Rules (RPRGFND) form to calculate award amounts for individual funds.You can also define rules which you can use on the Default Packaging Rules (RPRDEFR) form and the Packaging Rules (RPRPCKR) form to give additional flexibility in defining GAP, Equity, and Self-Service amounts. In the past, you could only define fixed Amounts, Percent of Budget, or Percent of Gross Need on those forms. You can now use an algorithmic rule for more complex calculations as in the following example. If this rule was used on RPRPCKR, the equity level for the packaging group would be as follows: 50% of FM gross need if FM gross need was greater than $5000 and the budget $10000 or greater; 40% of FM gross need if FM gross need was greater than $5000 and the budget was less $10000; 30% of FM gross need if FM gross need was $5000 or less and the budget was greater than $10000; 20% of FM gross need if FM gross need was $5000 or less and the budget was $10000 or less. This would set the overall equity level for the student in a particular packaging group so any equity funds defined on RPRGFND would not exceed these totals. Also, in this example, if the institution has used an algorithmic rule on RPRGFND for one of the equity funds, the rule on RPRPCKR is processed first then any rules on RPRGFND are processed. Field Value RuleEQUITY_CALC Sequence 1SQL Statement SELECT .50 * RPTNEED_GROSS_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_GROSS_NEED_AMT > 5000 AND RPTNEED_BUDGET_AMOUNT > 10000 Field Value RuleEQUITY_CALC Sequence 2/n 264 Banner Financial Aid User Guide |Processing SQL Statement SELECT .40 * RPTNEED_GROSS_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_GROSS_NEED_AMT > 5000 AND RPTNEED_BUDGET_AMOUNT <= 10000 Field Value RuleEQUITY_CALC Sequence 3SQL Statement SELECT .30 * RPTNEED_GROSS_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_GROSS_NEED_AMT <= 5000 AND RPTNEED_BUDGET_AMOUNT > 10000 Field Value RuleEQUITY_CALC Sequence 4SQL Statement SELECT .20 * RPTNEED_GROSS_NEED_AMT FROM RPTNEED WHERE RPTNEED_AIDY_CODE = :AIDY AND RPTNEED_PIDM = :PIDM AND RPTNEED_GROSS_NEED_AMT <= 5000 AND RPTNEED_BUDGET_AMOUNT <= 10000 Field Value /n 265 Banner Financial Aid User Guide |Processing Columns defined on the Temporary Packaging Need Table (RPTNEED) The Temporary Packaging Table (RPTNEED) is populated for a financial aid recipient by the Packaging Process (RPEPCKG ) prior to packaging the student. Any row created on this table is inserted for a student, used, and then deleted. The table is also populated when you use the Test Rule button on the Algorithmic Packaging Rules (RPRALGR) form. Column Name Comment RPTNEED_AIDY_CODE AID YEAR CODE: The aid y ear associated with the need data. RPTNEED_PIDM PIDM: The internal system generated student identification number. RPTNEED_SIMULATE_SW (See note below regarding this column)SIMULATE SWITCH: Indicates whether or not this row was created during simulated packaging. RPTNEED_BUDGET_AMOUNT BUDGET AMOUNT: The amount of the student™s cost of attendance. RPTNEED_RESOURCE_ AMOUNT RESOURCE AMOUNT: The total amount of outside resources used in the applicant™s need calculation. These include contracts and exemptions which are not excluded from counting towards financial aid resources. RPTNEED_REPLACE_EFC_ AMTREPLACE EFC AMOUNT: The total amount of the student™s awards used to replace the expected family contribution. RPTNEED_REDUCE_NEED_ AMTREDUCE NEED AMOUNT: The total amount of the student™s awards used towards gross need. RPTNEED_EFC_IND EFC INDICATOR: The expected family contribution (EFC) to be used in the calculation of need. An fiFfl indicates FM EFC will be used. An fiIfl indicates IM EFC will be used. RPTNEED_EFC_AMT EXPECTED FAMILY CONTRI BUTION: The student™s most recently calculated expected family contribution (EFC). RPTNEED_FM_EFC_AMT FM EXPECTED FAMILY CONTRIBUTION: The student™s most recently calculated expected family contribution (EFC) using federal methodology (FM). RPTNEED_GROSS_NEED_AMT GROSS NEED: The gross need of the applicant defined as budget minus expected family contribution (EFC), minus resources. /n 266 Banner Financial Aid User Guide |Processing RPTNEED_SIMULATE_SW Column The RPTNEED_SIMULATE_SW column is populated dynamically based on whether RPEPCKG is run in A (Actual) or S (Simulated) mode. If run in A (Actual), the value is N. If run in S (Simulated), the value is Y. When using functions, you can use the RPTNEED_SIMULATE_SW so the packaging process can look at the RPRAWRD (permanent) or RPTAWRD (temporary) tables. RPTNEED_EXCESS_EFC_AMT EXCESS EFC: The total amount of the stud ent™s awards which are designated as replacing EFC but instead are used to reduce need. RPTNEED_UNMET_NEED_AMT UNMET NEED: The student™s unmet need which is the gross need minus any awards. RPTNEED_IM_EFC_AMT IM EXPECTED FAMILY CONTRIBUTION: The student™s most recently calculated expected family contribution (EFC) using institutional methodology (IM). RPTNEED_IM_GROSS_NEED_ AMTIM GROSS NEED: The gross need of the applicant defined as budget minus IM expected family contribution (EFC), minus resources. RPTNEED_IM_UNMET_NEED_ AMTIM UNMET NEED: The student™s unmet need which is the IM gross need minus any awards. RPTNEED_BEG_UNMET_ NEED_AMT UNMET NEED: The beginning value of the student™s FM unmet need when the packaging process is run. RPTNEED_BEG_IM_UNMET_ NEED_AMT IM UNMET NEED: The beginning value of the student™s IM unmet need when the packaging process is run. RPTNEED_FM_BUDGET_AMT FM BUDGET AMOUNT: The amount of the student™s FM cost of attendance. RPTNEED_IM_BUDGET_AMT IM BUDGET AMOUNT: The amount of the student™s IM cost of attendance. RPTNEED_IM_EXCESS_EFC_ AMTIM EXCESS EFC: The total amount of the student™s awards which are designated as replacing IM EFC but instead are used to reduce need. RPTNEED_FM_DIRECT_ COST_AMT FM DIRECT COST AMOUNT: Th e direct cost amount of the student™s FM cost of attendance. RPTNEED_IM_DIRECT_ COST_AMT IM DIRECT COST AMOUNT: Th e direct cost amount of the student™s IM cost of attendance. RPTNEED_BUDGET_AMOUNT BUDGET AMOUNT: The amount of the student™s cost of attendance associated with the EFC indicator. Column Name Comment /n 267 Banner Financial Aid User Guide |Processing The example below demonstrates how to utilize this column in a rule. Select 1500 from RPTNEED Where RPTNEED_AIDY_CODE = :aidy and RPTNEED_PIDM = :pidm and RPKALGR.F_GET_FUND_OFFER (:AIDY,:PIDM,'PELL',RPTNEED_SIMULATE_SW) <4310 When RPEPCKG is run in A (Actual), the packaging process examines the permanent tables to obtain the Pell value (this assumes that the Calculate Pell Award parameter is set to Y or Pell has already been awarded). When RPEPCKG is run in S (Simulated), the packaging process looks at the temporary tables to obtain the Pell value (this also assumes that the Calculate Pell Award parameter is set to Y).Examples 3, 5 and 6 in the Sample Algorithmic Packaging Rules section also demonstrate how this switch can be utilized in rules. Warning! It is recommended that you do not use RPTNEED_SIMULATE_SW = 'Y' as a hard-coded value in a rule since inaccurate results could occur if you are packaging in Actual Mode and the temporary tables are not available, or have different values than that which is in the permanent tables. Functions defined in the rpkalgr package The following section lists the functions defined in the rpkalgr package that you can use in algorithmic packaging rules. F_GET_FUND_OFFERFunction to calculate award offer amounts for an aid year, student, and fund code. f_get_fund_offer ( p_aidy_code, p_pidm, p_fund_code, p_simulate_sw) /n 268 Banner Financial Aid User Guide |Processing F_GET_FFID_OFFERFunction to calculate award offer amounts total for an aid year, student, and federal fund ID.f_get_ffid_offer ( p_aidy_code, p_pidm, p_fed_fund_id, p_simulate_sw) F_GET_PRIOR_YEAR_FUND_OFFER Function to calculate prior year award offer amounts for an aid year, student, and fund code. (The p_aidy_code value is the current year.) f_get_prior_year_fund_offer ( p_aidy_code, p_pidm, p_fund_code) F_GET_PRIOR_YEAR_FFID_OFFERFunction to calculate prior year award offer amounts total for an aid year, student, and federal fund id. f_get_prior_year_ffid_offer ( p_aidy_code, p_pidm, p_fed_fund_id) /n 269 Banner Financial Aid User Guide |Processing Packaging process definitionsInitialization process (run as part of RPEPCKG) The initialization process takes any pre-awarded funds that are on the student™s award record in an offered or accepted status and, if the award was system generated, refunds the dollars to the appropriate fund management account. Warning! This process will not delete and redeposit any funds or portion of funds if: (1) the fund was manually added; (2) the award has been memoed, authorized, or paid; or (3) the fund is locked. Following this process, the new fund balances can be seen by running a Simulation Fund Balance Report (RFRSBAL), or by viewing the Fund Budget Inquiry (RFIBUDG) form. Simulated packaging First, the Action indicator on the GJAPCTL form for this process must be set to S (Simulation). Then, to get a true picture of the funds available to be awarded, the initialization process needs to be run. In simulated packaging, online results cannot be viewed as the database is not being updated. Al so in simulation, if the fund runs out of money, the fund will continue to be packaged. The amount of insufficient funds will then be indicated in a separate column on the fund report. Actual packaging To run actual packaging, the Action indicator on the GJAPCTL form for this process must be set to Actual. The actual packaging m ode will go through the initialization process, then the packaging process, and then it will post the packaged aw ards to the student's award record. Following the actual packaging routine, the applicant award report can be run to show the packaged awards, in order, by student ( rpbawrd.out ).Awarding dependent student without parental support When a student has completed the FAFSA as a dependent student without parental information, their ISIR is rejected and the EFC is an Unofficial EF C. Once the school confirms that the student is not receiving any parental support, the school can indicate this by checking the Dependent without Parent Data field on RPAAWRD - Pell and Loan tab and award the student an Unsubsidized Stafford loan. /n 270 Banner Financial Aid User Guide |Processing Using NSLDS data The following sections explain how Banner provides the capability to utilize the NSLDS source data in determining financial aid eligibility. The Fi nancial Aid processes utilize the cumulative loan-limit checking features. Award validation Generally, a student is not eligible for U.S. Federal Student Aid funds if the student is in default on a Federal student loan or owes an overpayment on a Federal grant or loan and has not made a repayment arrangement for the default or overpayment. When the FAFSA is processed, the CPS matches the student against the National Student Loan Data System (NSLDS) to check for defaults, overpayments, and exceeded loan limits. Due to NSLDS matching, the use of Financial Aid Tr anscripts (FAT) became redundant beginning with the 2001-2002 aid year when the mandatory use of the NSLDS was required. Banner still contained logic to examine the FAT table if the option was set to use Banner history. For this reason, a change was made in Banner to exclude the old logic for default and overpayment processing to only use NSLDS information when packaging U.S. Federal funds, creating Federal loan applications, and disbursing Federal funds. Often institutions award aid early in the processing year, but do not create loan originations until a later time. During this time lapse, it is possible for default and/or overpayment information to be received from NSLDS which then makes the student ineligible. The creation of a loan origination, whether a Direct Loan or Electronic Loan, will be prohibited if the student is now in default. An institution may override the status of default and/or overpayment when sufficient documentation has been received, by manually creating a current NSLDS record or using the NSLDS Override field on the Need Analysis Result (RNARSxx) form. When an override has been performed, a loan origination may be created; however, the Loan Default field ( RPRLAPP_IN_DEFAULT ) is updated to N (No) to reflect the current situation of the student. When NSLDS data became available to schools in the EDE data load files many years ago, Banner implemented a Source of Award History option on the Packaging Options form (RPROPTS) to allow schools to select either N (NSLDS) data or B (Banner) data. All schools must now use NSLDS data for this purpose. Starting with the 2006Œ2007 aid year, N (NSLDS) is the only valid source of award history. The Packaging and Disbursement processes w ill use NSLDS data for validation purposes. The Electronic Loan Application (RPRELAP) and Direct Loan Record Creation (RPRLORC) processes will use the NSLDS Match indicator values to determine if a student is in default or overpayment. Loan records are not created if the student is in default and/or overpayment, unless the NSLDS Override field is set in the following manner on the Federal Match Indicators win dow of the Need Analysis Result (RNARSxx) form. NSLDS Match field (RNASLxx)NSLDS Override Field Must Be (RNARSxx) 2=Default D=Default tests or A=All tests 3=Overpayment O=Overpayment tests or A=All tests 4=Default and OverpaymentA=All tests /n 271 Banner Financial Aid User Guide |Processing Award validation prior to receipt of NSLDS data It is possible that Stafford and/or Perkins awards could be made prior to the receipt of NSLDS data for the year. In this event, cumulative limit or default/refund checking could not be performed against current year data in packaging. Default/refund checking would instead be performed at disbursement time. No federal aid would be disbursed until the Official Source indicator was set to Official, but cumulative limit tests could not be done. In this case, for Stafford Loans, Banner will use the Aggregate Outsta nding Balances from the most recent NSLDS record from the prior year. We should assume that no current year loans are included in the prior year NSLDS data. The formula to use in validation would be (NSLDS Aggregate Outstanding Balance + Prior Banner amount for the current year + Award Difference) must be less than or equal to the aggregate limit for the federal fund ID in RPRFEDR for the current year. Perkins Loans (Cumulative Amount from NSLDS + Prior Banner amount for the current year + Award difference) must be less than or equal to the aggregate limit for Perkins loans in RPRFEDR. If the ELO Indicator on the NSLDS record = Y, use the rows in RPRFEDR where the ELO Indicator = Y.Award validation after receipt of NSLDS data Original awardsWhen an original award is made for the year, it can be assumed that the NSLDS amounts do not include any current year amounts. Stafford loans (NSLDS Total Loan Amount + New Award for the year) must be less than or equal to the cumulative amount from RPRFEDR. The Total Loan Amount differs from the Aggregate Outstanding Balance in that the total already includes any pendi ng disbursements whereas the Outstanding Balance does not include pending disbursement s. Any pending disbursements present at this time would have to be for the prior year since the new award has not been made for the current year yet so NSLDS cannot know about it yet. Pending disbursements from a prior year will be included in the aggregate test. Also, Outsta nding Balances could include capitalized interest on unsubsidized loans but Total Loan Amount would not. Capitalized Interest does not reduce the remaining amount available to borrow so the total will be used. Modifying existing Stafford, Direct or Perkins awards Stafford/Direct loans For Stafford/Direct loans, Banner determines if a current year loan is included in the current NSLDS record. ŁThe first check is of the recent loans table (RCRLDS6) where the NSLDS Program Code matches the type of loan being validated (Direct Sub = D1, Unsub Direct = D2, Sub Stafford = SF, Unsub Stafford = SU)./n 272 Banner Financial Aid User Guide |Processing ŁIf the Begin Date is between the Aid Year Start Date and the Aid Year End Date, Banner assumes that the current year amounts are already included in the NSLDS aggregate amounts. Otherwise, Banner assumes that the current year amounts are not included. If the assumption is Yes , Banner validates that (Total Amount from NSLDS + Award Difference only) is less than the cumulative limit from RPRFEDR. If the assumption is No, Banner validates that (Total Amount from NSLDS + Prior Banner amount for the year + Award Difference) is less than the cumulative limit from RPRFEDR. Perkins loansFor Perkins loans, Banner validates that ((NSLDS Cumulative Amount - NSLDS Current Year Amount) + Prior Banner amount for the year + Award Difference) is less than the cumulative limit from RPRFEDR. Default/refund information and financial aid eligibilityBanner provides the capabili ty for Banner to utilize NSLDS source data for default/ overpayment information in determining eligibility for financial aid. Validating awards against defaults/refunds Previously, the Award Validation routine (U VARTN) checked the NSLDS default/refund statuses on the curr ent RCRAPP4 record ( RCRAPP4_NSLDS_MATCH ). Banner now checks the current NSLDS record ( RCRLDS4_MATCH_IND ) for the information. The RCRAPP4 check is available to main tain prior year compatibility. For students who resolve default/refund problems during the aid year: If a default or refund problem is resolved by a student during the year, the student regains eligibility for FFEL and Direct loans for the entire aid year (loan period). The student only regains eligibility for other Title IV aid programs for the current payment period (period) and for future payment periods in the same aid year, but not for prior payment periods in the same aid year. Since NSLDS only has one summary default/refund status field ( NSLDS Match Indicator ), Banner cannot perform separate edits by payment period. Banner uses the single indicator and assume that value for the entire year. This must be done since: ŁThere is no way to tell if the match indicator changed to correct an NSLDS data problem or if the status actually changed, ŁThere is no way to tell the effective date of that change to determine which payment period the change became effective, and ŁIt is possible that the first and only NSLDS record received by the school for the year shows a satisfactory default/refund status; the school would never know that the status for a previous payment period was unsatisfactory. /n 273 Banner Financial Aid User Guide |Processing Validating disbursements against defaults/refunds Disbursement validation also uses RCRLDS4_MATCH_IND for checking defaults and refunds on overpayments. For Perkins loans, the disbursement process works so that if NSLDS data indicates a default or overpayment condition and a previous payment had been made to the student, the previous payment of a Title IV fund will not be backed out - even if RFRASPC_INEL_BEF_CUT_DATE_IND or RFRASPC_INEL_AFT_CUT_DATE_IND indicators are set to B (Back Out). This is necessary because if you received information about the default/repayment after the payment was made, then your school is not responsible for recovering the money. No new money will be paid but no money will be backed-out. You could still reduce the amount of the award (e ven to zero) and the re coup feature will st ill return the funds. (Recoup comes into play when no disbursement rejects are found.) Since Stafford Loans are never backed-out, Ba nner prevents the payment of additional loan proceeds. The processing of returned checks is still allowed. Packaging and disbursement proceduresPackaging implementation 1.Set up your packaging groups and create a group priority on the Packaging Group Validation (RTVPGRP) form. Remember that the lower the number, the higher the priority. You may want to leave a range between groups for ease in adding groups at a later time. Create an award priority. This priority is used in the awarding process to select the order in which packaging groups will be awarded funds. Note: Remember to add your default Packaging Group onto RTVPGRP before entering it on ROAINST. 2.Define all possible award statuses in the Award Status Validation (RTVAWST) form. Check the appropriate values to the Offered, Accepted, Cancelled, and Declined indicators for each status. Note: Only one indicator may checked for each award status, but multiple award statuses can have the same indicator checked . Remember to assign the appropriate statuses built here to each fund on RFRMGMT. 3.Access the Packaging Options (RPROPTS) form. Use this form to select options that control the method in which certain functions perform in the packaging module. Comp lete the Packaging Options, Exemptions/ /n 274 Banner Financial Aid User Guide |Processing Contracts Options, and Disbur sement Options sections. Determine institutional policy on enrollment cut-off dates for the periods within the aid year you are defining. Note: If the Disburse If Charges Not Accepted box is not checked and the student's charges have not been accepted, then the disbursement process will not process any payments directly to the student's account. However, process authorizations and memos can be processed. If the Disburse If Charges Not Accepted box is checked, the disbursement process can post payments directly to the student's account whether or not the student's charges have been accepted. 4.Open the Default Packaging Rules (RPRDEFR) form. Determine institutional policy on Gap, Equity, and Self-Help Packaging Rules. Equity Packaging can use one of three methods: This form is used only as a default for those rules which may be used for individual packaging groups. Gap Packaging can be acco mplished by using either a Percentage of Gross Need or a Gap Amount. Self-Help Packaging can be accomplished through: 5.Access the Packaging Rules (RPRPCKR) form. Assign your Gap, Equity, and Self-Help rules to Packaging Groups to which they may apply. To default in the rules from RPRDEFR, use the Create Record function. To view the default rules on RPRDEFR, use the Count Query Hits function. Note: If rules do not exist for a group, then no Gap, Equity, or Self-Help rules will be used for that group. The packaging routine will not use the rules defined on RPRDEFR. 6.Open the Financial Aid Selection Rules (RORRULE) form. Define your packaging group assignment rules for each packaging group in the aid year you are defining. These rules are optional if you will not be performing automatic packaging. The Packaging/Disbur sement Rules types include: ŁPackaging Group Assignment ŁFund Awarding (1)Percentage of Gross Need, (2)Percentage of Budget, or(3)Equity Amount. (1)Percentage of Gross Need, (2)Percentage of Budget, or(3)Self-Help Amount /n 275 Banner Financial Aid User Guide |Processing ŁFund Disbursement ŁPackaging Group Fund Awarding 7.Categorize your funds into packaging groups in the Packaging Group Fund Rules (RPRGFND) form. Define a minimum, maximum, and percentage of unmet need that the fund should meet. Also identify the methodology to be used for the awarding of that fund within the group ( F - Federal or I - Institutional). Each fund code should be given a priority. This controls the sequence by which the funds are interrogated during the packaging process. Note: Any fund with a Federal Fund ID of Pell cannot be associated with a packaging group. The Pell awarding process is separate from the fund awarding process. Any fund with an unchecked Automatic Packaging indicator on RFRMGMT cannot be associated with a packaging group. The same fund can be included in the packaging group multiple times with differing priorities. Packaging/simulationFor successful batch packaging, an applicant must: 1.Have a packaging complete date that is null (RPA AWRD, RPAAPMT, ROARMAN). 2.Not have any outstanding tracking requirements that prevent packaging. (RPAAREQ). 3.Have a packaging group (RPAAWRD, RPAAPMT, ROARMAN). 4.Meet all hardcoded rules (Award Validation Rules). The fund must also meet any locally developed notes on the RORRULE form such as a Fund Award Rule or Packaging Group Fund Award Rule. Packaging in actual or simulation mode should follow this procedure: 1.Run RPEPCKG. The packaging process run will be based on the mode identified in GJAPCTL. The action indicator should be set to S for Simulation mode or A for Actual mode. Running these processes will produce the rpepckg.log file. Check this file for error messages to ensure that the processes were completed successfully. Use the Print Report parameter to select your report output prior to the process run. The possible packaging reports created by this process when the Action Indicator is set to either A (Actual) or S (Simulated) includes the following: rpbawrd.lis Œ Packaging Award Report rpbfund.lis Œ Packaging Fund Report /n 276 Banner Financial Aid User Guide |Processing Although you are no longer required to use the Packaging Print Process (RPBPDRV) during a normal run of the RPEPCKG Process, you can use RPBPDRV to reprint existing extract files. RPBPDRV requires that the rpepckg.ext file is present in your jobsub directory. If you want to re-print an already extracted .ext file, you must rename the rpepckg_job#.ext you want to report on to rpepckg.ext . You can run RPBPDRV on any r pepckg_job#.ext you want as long as you rename the file. Federal Shopping SheetThe Federal Shopping Sheet is designed to help standardize the way student costs and aid are communicated to students. Additiona lly, this functionality provides students information about graduation rates, default rates, and median borrowing rates at the institution. The Federal Shopping Sheet can be implemented on a voluntary basis for the 2013-2014 award year, except for those institutions that have agreed to Executive Order 13607 (disclosure requirements for federal funds received under the military and veterans educational benefits). This functionality will a llow institutions to send a paper copy of the Federal Shopping Sheet to students as well as present Shopping Sheet information to the student in Banner Financial Aid Self-Service. Shopping Sheet SetupThe Federal Shopping Sheet Setup (RPRSHOP) form is used to define Default Campus demographic information, Campus specific demographic information, Aid Year Budgeting components, Period Based Budget components and Fund codes. The Default and Campus Setup tabs allow simple text entry to define specific values used to display heading, address, phone, email, and other Federal Shopping Sheet data. Note: After setting up the Address information and the Custom Text information on the Default Setup Tab and Campus Setup Tab, you should test the RPRSSBP process to be sure there are no data overflow problems since there is limited text area that can be accommodated in the shopping sheet template provided by the Department of Education. The Default Setup tab allows you to define va lues for the default campus. These values are used whenever there are no campus specific values configured or if the student™s campus does not match any campus specific entries defined on the Campus Setup tab. The Campus Setup tab allows you to optionally configure shopping sheet data, specific to each campus. Note: To display common data on all generated shopping sheets, populate fields on only the Default Setup tab. /n 277 Banner Financial Aid User Guide |Processing When the Campus code is entered, any associated information currently found in the RORCAMP table (as displayed on ROAINST) for this campus code will be populated. When the Shopping Sheet Batch Process (RPRSSBP), which is used to generate the shopping sheet, is determining the campus to use for the student, the logic will first attempt to find the max General Student record (SGBSTDN) with an effective term that is less than or equal to the earliest term in the student's aid period. If no General Student record is found, the logic will attempt to find the max Applicat ion record (SARADAP) that is less than or equal to the earliest term in student™s aid period. If neither a General Student or Application record is found, the campus information for the shopping sheet will be provided using the data established on the Default Setup tab of RPRSHOP. In addition, if the campus code identified for the student does not match a value on the Campus Setup tab of RPRSHOP, the data established on the Default Setup tab of RPRSHOP will be used. The Aid Year Budget Setup tab allows you to associate budget components with the predefined cost categories on the Shopping Sheet. Note: This tab is used to configure budgets only if you are using Aid-Year Budgeting (RBAABUD). The Aid Year Budget Setup tab allows you to choose which aid year budget components will be summed to produce the ca tegory values on th e shopping sheet of Tuition and Fees Budget Components, Housing and Meals, Books and Supplies, and Transportation. Other educational costs will be calculated automatically as the remaining amount in the student™s budget not included in the other categories. This tab is not specific to an individual campus. Therefore, any budget components used for the various campuses for which you process will need to be defined. Example1The Main Campus uses TUI for the tuition budget component Northeast Campus uses TUNE for the tuition budget component Main Campus processes financial aid for both the Main Campus and Northeast Campus. Therefore, both TUI and TUNE need to be defined on the Aid Year Budget tab under the Tuition and Fees category. If the student happens to be attending the Main Campus in the Fall and Northeast Campus in the Spring, both the TUI and TUINE will be picked-up by the Shopping Sheet Ba tch Process (RPRSSBP). The Period Budget Setup tab allows you to choose which period budget components will be summed on the shopping sheet of Tuition and Fees Budget Components, Housing and Meals, Books and Supplies, an d Transportation. Other educati onal costs will be calculated automatically as the remaining amount in th e student's budget not included in the other categories.This tab is not specific to an individual campus. Therefore, any budget components used for the various campuses for which you process will need to be defined. Example 2The Main Campus uses TUI for the tuition budget component Northeast Campus uses TUNE for the tuition budget component Main Campus processes financial aid for both the Main Campus and Northeast Campus. Therefore, both TUI and TUNE need to be defined /n 278 Banner Financial Aid User Guide |Processing on the Aid Year Budget tab under the Tuition and Fees category. If the student happens to be attending the Main Campus in the Fall and Northeast Campus in the Spring, both the TUI and TUINE will be picked-up by the Shopping Sheet Batch Process (RPRSSBP). The Fund Setup tab allows you to enter fund selection rules for the four award categories on the Federal Shopping Sheet of Grants from School, Grants from State, Other Scholarships, and Work Study (Federal, State, or Institutional). You can enter a fund source, and fund type, or both, to select groups of funds. As an alternate method, you can specify just a fund code to include individual funds in a particular category. Example 3Fund Source = INST (source type of Inst on RTVFSRC) Fund Type = GRNT (aid type of Grant on RTVFTYP) setup in the Grants from School block will result in the Shopping Sheet Ba tch Process (RPRSSBP) do ing a summation of all funds defined as Institutional Grants. If the institution also has Fund Sources = INST and Fund Types = SCHL (aid type of Scholarship on RTVFTYP), this combination will also need to be configured under the Grants from School block. The Shopping Sheet Batch Process (RPRSSB P) will then sum a ll funds that were awarded to the student that met the above criteria and place that value in the Grants from School line of the Shopping Sheet. Example 4Fund Source = INST setup in the Grants from School block will result in the Shopping Sheet Batch Process (RPRSSBP) do ing a summation of all funds defined as Institutional (scholarship, grant, loan, work). If the institution only had Institutional scholarships and grants, this setup could be done in the Grants from School section of the tab. However, this setup would not be appropriate if the institution has institutional funds that included loans and work. In this situation, it is recommended that you use Example 3 (above) for its Grants from School setup. Example 5Fund Type = WORK (aid type of Work on RTVFTYP) setup in the Work Options block will result in the Shopping Sheet Batch Process (RPRSSBP) doing a summation of all funds defined as Work (federal, state, institutional). Because the Shopping Sheet requires that all work sources be summed, this setup would be appropriate for schools to display all work funds awarded to a student. Pell Grants are not required to be defined on the Federal Shopping Sheet Setup (RPRSHOP) form because the Shopping Sheet Batch Process (RPRSSBP) will automatically sum any funds codes defined with the Federal Fund ID of PELL and display that for the Federal Pell Grant total in the Grants and scholarships to pay for college section of the Shopping Sheet. The Other scholarships you can use data includes the Fund codes entered under Other Scholarships as well as the Reso urce amount that appe ars on RPRAAWRD/RPAAPMT/ ROARMAN./n 279 Banner Financial Aid User Guide |Processing Federal Perkins loans are not required to be setup on the Federal Shopping Sheet Setup (RPRSHOP) form because the Shopping Sheet Batch Process (RPRSSBP) will automatically sum any funds codes defined with the Federal Fund ID of PERK and display that for the Federal Perkins Loan total in the Loan options section of the Shopping Sheet. Federal Direct Subsidized Stafford loans are not defined on the Federal Shopping Sheet Setup (RPRSHOP) form because the Shopp ing Sheet Batch Process (RPRSSBP) will automatically sum any funds codes defined with the Direct Loan Indicator = S and display that for the Federal Direct Subsidized Loan total in the Loan options section of the shopping sheet. Federal Direct Unsubsidized Stafford loans are not defined on the Federal Shopping Sheet Setup (RPRSHOP) form because the Shopping Sheet Batch Process (RPRSSBP) will automatically sum any funds codes defined with the Direct Loan Indicator = U and display that for the Federal Direct Unsubsidized Loan total in the Loan options section of the Shopping Sheet. In order for a student to have a shopping sheet generated, the Shopping Sheet Information Access Indica tor must be set to Yes. This can be done via batch posting or individually on RPAAWRD/RPAAPMT. The Shopping Sheet Batch Process (RPRSSBP) is used to produce s hopping sheets for a population of students. If the student™s record has the Shopping Sheet Information Access Indicator set to Yes then a shopping sheet will be generated for him/her. If the student does not have budget or awar d information, the shopping sheet will be generated with values of 0 for those applicable fields. RPRSSBP allows you to use a Letter Generati on code to keep track of when a shopping sheet was generated for a student. If you choose use the Letter Generation code option, the code will show up on RUAMAIL after the pdf file is produced . In addition, RPRSSBP allows you the option of updating only the Print Date (User ID and Activity Date) instead of having a new letter code entry each time the RPRSSBP process is run. The Letter Code used on RPRSSBP is applicable only for the Shopping Sh eet being produced within Banner INB. When a shopping sheet is generated in Self-Service, the Letter Code on ROAINST - Web Processing Rules tab - Shopping Sheet Letter Code (RORWEBR_SS_LETR_CODE ) will be used. Ellucian does not recommend using the same Letter Code for RPRSSBP as is being used for Self-Service. The shopping sheet is available for students in Self-Service. In order for a student to be able to view his/her shopping sheet, the Shopping Sheet Information Access Indicator must be set to Yes. This can be done via batch posting or individually on RPAAWRD/ RPAAPMT. In addition, you have the option to allo w the student to see a PDF version of the shopping sheet, html version of the shopping sheet or both. Setup is one on the Web Processing Rules tab of ROAINST ( Display Federal Shopping Sheet - PDF and Display Federal Shopping Sheet - HTML ). In addition, a letter generation letter code can be used to identify when a student has viewed their shopping sheet. Everytime a shopping sheet is generated in Self-Service for a student, the letter code will show up on RUAMAIL. To avoid a lot of duplicate entries, Ellucian recommends you have the Shopping Sheet Letter Code Update Indicator set to Yes. When set to Yes , the letter code will not get duplicated and only the Print Date (User ID, Ac tivity Date) will be updated for the already existing letter code. /n 280 Banner Financial Aid User Guide |Processing The Financial Aid Main Menu will display a link to the Federal Shopping Sheet web page. This link will appear if: ( RORWEBR_SS_PDF_INFO_ACCESS_IND = Y ORRORWEBR_SS_HTM_INFO_ACCESS_IND = Y) ANDRORSTAT_SS_INFO_ACCESS_IND = Y.The following text will be provided, by de fault, under the Federal Shopping Sheet link: Information about the Cost of Attendance and Aid that you have been awarded is provided in a standardized format which faci litates easy comparison with other higher education institutions. Once the student clicks on the link, they will be prompted to select the appropriate aid year and then will be presented with the PDF and/or HTML link to th eir Shopping Sheet.ŁIf the institution has elected to display both the PDF and HTML versions of the shopping sheet, both links will be displayed. ŁIf the institution has elected to display the PDF version of the shopping sheet in Banner Financial Aid Self-Service, only the PDF link will be displayed. ŁIf the institution has elected to display the HTML version of the shopping sheet in Banner Financial Aid Self-Service, only the HTML link will be displayed. Note: You will need to identify the applicants you wish to display the shopping sheet information to within Banner Financial Aid Self-Service using a population selection. You will then batch post the RORSTAT indicator to Y at the time you wish to make the information available in Self-Service.You can disable the shopping sheet information (discontinue displaying the link) on an individual applican t basis by manually updating the indicator on RPAAWRD/RPAAPMT or through Batch posting a value of N (No). In addition, two fields in the Web Processing Rules tab of ROAINST (Display Federal Shopping Sheet - PDF and Display Federal Shopping Sheet - HTML ) can be used to control whether students can display the Federal Shopping Sheet in Self-Service as a PDF document or an HTLM page. If you wish to make the Shopping Sheet link available in other areas of Banner Financial Aid Self-Service (besides the Main Financial Aid Menu), you can do so through Web Tailor. Note: To insure proper formatting of the HTML version of the shopping sheet in self-service, web browsers need to be set to display with a zoom level of 100%. /n 281 Banner Financial Aid User Guide |Processing Generated Federal Shopping SheetTo display the generated Shopping Sheet on Banner Financial Aid Self-Service for a student to view, the pr ocess (RPRSSBP) must be started from host by an administrator. An Oracle user account must exist or be newl y created for this purpose. This user must have similar access rights as a regular FINAID user. At a minimum, this user must be allowed seven (7) simultaneous database connections. By default, the process is designed to service up to six (6) simultaneous requests from Self-Service for a Shopping Sheet.However, an additional seventh connection is needed for the administrative aspect of the process. As such, a total of seven (7) simultaneous database connections is required. The default number of connections can be modified by individual institutions. To adjust the default number of connections, modify the rprssbp.shl script (for UNIX) or rprssbp.pl script (for Windows). The number for the switch -Dmax.threads can be increased or decreased accordingly. The default value is 6.Note: A minimum of one thread will also be used by the process. So, if the administrator supplies a number of 0, the process will ignore the change and assume a 1 instead. FAQs Federal Shopping Sheet Processing Q1: What happens if we use the default value of 6, but seven students request for a shopping sheet to display on Banner Fina ncial Aid Self-Service at the same time? A: The first six students will be processed, as normal. The seventh student will be placed in a queue, awaiting an available connection. As soon as one of the original six student shopping sheets is completed, the sevent h student will be moved from the que and processed. There is no limit to the number of students that can be queued. Each student will be processed, as connections become available.Q2: What if all six students stay on the web page and continue to view the Shopping Sheet, does the seventh student have to wait until one of the original six students is done viewing the Shopping Sheet? A: No. The six thread limit is valid only on creation of the PDF document. Viewing the document implies that PDF generation is complete. So, viewing the resulting PDF document does not count against the six thread limit. /n 282 Banner Financial Aid User Guide |Processing Advance Queuing (AQ) Setup for the Shopping SheetThis is an optional implementation for Self Service Shopping Sheet. For the optional PDF Self Service Shopping Sheet to function properly, the AQ option of the new process RPRSSBP must be implemented. Three steps are needed to enable AQ for RPRSSBP. 1.In GTVSDAX, query on Group RPRSSBP% and Translation Code for FINAID%. Each process will have two records, FINAID_AQ and FINAID_AQ_RTN . Both records must have the External Code set to Y.2.In ROAINST, Web Processing Rules, check Display Federal Shopping Sheet - PDF .3.From host run this command where user is an Oracle user and password is the password to login for that user: rnrqini user/password START Pell processingIntroductionThe Higher Education Opportunity Act (HEOA) of 2008 authorized the awarding of up to two Federal Pell Grants within an academic year. This User Guide addresses the 3 phases of this implementation process: ŁPhase 1 - Issued in June 2009, allows up to 200% of a scheduled Federal Pell Grant award within an academic year. ŁPhase 2 - Issued in April 2010, addresses the ability to assign a Summer term (now known as period) to more than one aid year fo r the purposes of awarding and disbursing Two Pell Grants in an Award Year, the ability to assign Pell awards based on what aid year the award is most advantageous to the student. A second Pell scheduled award will be granted if at least one credit is being taken in the next academic period. ŁPhase 3 - Issued in July 2010, addresses the Pell award calculation based on earned hours, as well as the impact of crossover periods on database packages and Title IV refunding. Note: The HEOA of 2008 with specific regard to Pell, consists of two topics: Topic 1: The ability to allow up to two Pell scheduled awards within the same academic year. This is the equivalent of up to 200% of Pell awarding and disbursement. /n 283 Banner Financial Aid User Guide |Processing Topic 2: The ability to award and disburse a Pell grant for a crossover period. The crossover period is dictated on an aid period level and/or a student by student level. The crossover period analyzes the most advantageous Pell award based on the comparison of current and future year need analysis records or current and previous year need analysis records. The setup for current and future year or current and previous year crossover is based on institutional needs and is explained further in the following sections. Year Round Pell Discontinued - 2011 - 2012 aid year Year Round Pell has been discontinued starting with the 2011-2012 aid year. A student may no longer receive a second Pell award (Pell award > 100%) within a single aid year. The logic in the Pell Process has been disabled for aid year end year > 2011. Refer to the corresponding Release Guide(s), as necessary, for further detail. Pell setupThe Pell Setup section provides information regarding fields that need to be populated, how values in these fields affect Pell proce ssing, the formula used to calculate Pell, and how fields affect both the awarding and disbursement of Pell. Pell proceduresThe Procedures section addresses topics such as multiple Pell processing, controlling when the Pell Calculation Process is run, locking Pell, handling less than half-time Pell more efficiently, updating award amounts to agree with actual disbursement amounts, and automatically scheduling remaining Pell eligib ility to future periods. Pell processThe Process section offers information on the Pell Calc ulation Process (RPEPELL) and the Disbursement Process (RPEDISB) as it relates to Pell. This chapter also demonstrates how Pell Grant awards and Pell Grant disbursements are calculated and includes examples of calculations. /n 284 Banner Financial Aid User Guide |Processing Pell setupFund Base Data (RFRBASE) Establish a Pell fund code (or multiple codes) as a federal grant fund. The Pell fund code requires the following settings for the F und Source , Fund Type , and Federal Fund ID fields. Multiple Pell codes are allowed for inst itutions with multiple campuses if necessary. ŁSet the Fund Source field to a federal fund source type. ŁSet the Fund Type field to a grant fund type. ŁSet the Federal Fund ID field to Pell. For additional information about the RFRBASE form, refer to the Fund Base Data (RFRBASE) form in formation in Banner Financial Aid Online Help .Detail Code Control Form - Student (TSADETC) Ask Student Accounts personnel to establish grant fund detail codes for Pell funds. The detail code created on this form is then assigned to the appropriate Pell fund code on the RFRBASE form. If you use multiple Pell fund c odes, you will ne ed multiple detail codes, as the fund codes and detail codes require a one-to-one relationship. Fund Management (RFRMGMT)Enter fund data and options for the Pell fund code(s) that you established on the Fund Base Data (RFRBASE) form. This involves the en try of information in the Aid Year Specific Information blocks on the fi rst 3 windows of the form. Aid year specific data - Packaging Options window Complete packaging option fields that are applicable to COD, as follows. 1.Award Maximum - Enter the maximum loan that could be made to any student during the combined periods of the aid year (For example: The Pell limit for the 2011-2012 aid year is $5,550). 2.Award Minimum Œ Schools generally enter $.00 as the minimum to allow small award amounts in the event of a Return of Title IV calculation or in the event that the Pell Award needs to be reduced to zero. 3.Automatic Packaging Œ This field must be checked to automatically package Pell through batch or online processing. 4.Automatic Scheduling Œ This box must be checked to enable the system to create a Pell disbursement schedule when Pell is added to the student™s award package. /n 285 Banner Financial Aid User Guide |Processing 5.Automatic Acceptance Œ Check this box if you want to ensure that Pell offers are automatically placed into Accepted status. If this box is not checked the Pell will be accepted once a SAR is received. Once a valid SAR Certified date is entered on ROAPELL, the offere d Pell grant will be accepted. Pell awards cannot be manually accepted. 6.Override Need Check this box. 7.Replace EFC - Do not check this box. 8.Reduce Need - Check this box. A check in this box reduces any remaining unmet need automatically. 9.Loan Process - Do not check this box. 10.Need Analysis - Check this box to require a need analysis record before you package the award. 11.Equity Fund - Check this field to reduce the student's equity level when you use equity packaging. The system packages equity funds first to reduce the equity level (the system packages non-equity funds after the equity funds regardless of the priority assigned for the funds on the RPRGFND form). 12.Count for NCAA - Check this box to indicate you can count this fund for NCAA regulations. The Fund Aid Year S pecific Table (RFRASPC) contains the RFRASPC_NCAA_IND field. Banner does not perform any processing of this data. It is available for use in conjunction with your institutionally-defined rules and reports. 13.Award Letter - Check this box if you want a change to the offered amount of a Pell award to reset the award letter indicator in the student™s RORSTAT record. You can use this indicator with population selection to identify those students that need new or revised award letters. 14.Round Award - Set this field to 001 so that the automatic packaging process (RPEPCKG) rounds the award to the nearest dollar. 15.Round Schedule - Set this field to RD=Round Dollars to round the disbursement schedule to the nearest dollar. 16.Memo Credi t - Set this field to None if you do not want to apply disbursements as a memo credit on the student™s account for the Pell fund. Otherwise, select Offered to allow disbursements to memo when the award is in an offered status. Select Accepted to allow disbursements to memo when the award is in an accepted status. 17.Disburse - Select the System option to allow the system to disburse the fund. Aid year specific data - Di sbursement Options window 1.Check the Use Attending Hours box if you wish to calculate the enrollment load for disbursement based on hours that the student is attending and the course has begun. (See the Open Learning Handbook for more information on Open Learning and Attending Hours) /n 286 Banner Financial Aid User Guide |Processing Note: The Disbursement Load Options on the Disbursement tab are not applicable to Pell since Pell Grants pay based on the Pell Grant Payment Schedule Grid. 2.Use Disbursement Enroll Edits for Memo - Check this field to allow the application of the disbursement enrollment edits to be applied to funds in memo status. 3.Recoup When Award Reduced - Check this field to recoup aid from the account when the award amount is less than the amount which has already been paid. The disbursement process places a negative payment amount on the student account for the difference. 4.The If Ineligible Before Cut-off Date and If Ineligible After Cut-off Date fields determine the course of action if the student receives a payment for an award in a specific period and the student becomes ineligible for the award after it is paid. Set these fields to the appropriate option for your institution. Cut-off dates are set on the RPROPTS form. Disbursement Locks windowThe Period code field on the Disbursement Locks tab has been modified to allow the entry of Pell crossover periods. In the past, if the term was not associated with the Financial Aid Processing year on STVTERM, you could not en ter the term. Now, if you have setup the period on RORPRDS as a crossover period, the period can be entered. Aid period Base Rules (ROBAPRD)Access this form to review the single and mu ltiple period aid period combinations. In the Pell Full Year Percent column enter the maximum percentage of the student™s scheduled Pell award that a student could potentially receive if enrolled full time during each period of the aid period. There may be multiple aid periods with percentages ranging up to 200%, but no entry may exceed 200%. Examples: Semester basedŁFall, Spring, Summer would use 150% for the Pell Full Year Percentage ŁSummer, Fall, Spring, Summer would use 200% for the Pell Full Year Percentage Quarter based ŁFall, Winter, Spring, Summer would use 133.334% ŁSummer, Fall, Winter, Spring, Summer would use 166.667% /n 287 Banner Financial Aid User Guide |Processing Period Base Data (RORPRDS) The Period Base Data (RORPRDS) form is used to create and maintain the definition of a Period. This new form™s function is similar to that of the STVTERM form, in that it is used to define a code, description (short and long), start and end dates, and the aid year used for financial aid processing. The ability to define the crossover aid year is also provided (for those periods which represent a crossover period). The code used to define the period allows up to15 characters for a descriptive code plus a 30 character (long) period description. Note: As of September 2010, the RPRCRSS form has been made obsolete. A period which is a cro ssover will be defined on RORPRDS. Processing, which previously referenced RPRCRSS, have been modified to use the crossover definition fr om RORPRDS. Please ensure you create a Pell crossover period that will replace the previous definition on RPRCRSS. A Pell crossover period must be created for each aid year Pell is eligible to be awarded. For the 2011 Summer, using the crossover aid period to determine the student™s most advantageous award is required. To do so, each Pell eligible student must have a period created that is deemed a crossover. When creating this period, make sure to create your base year and crossover year definitions in the Base Data block of the RORPRDS form. ExampleŁA student has a Fall/Spring/Summer aid period for the 1011 aid year with a 1,000 EFC. ŁStudent school does not have a valid 1112 ISIR on file. ŁStudent received full time Pell for the Fall and Spring periods. ŁThe student is full time for summer and working on their 25th credit hour. ŁThe 2nd scheduled award would be awarded at the appropriate value for their EFC. The institution would need to create the appropriate 1112 crossover period in RORPRDS and create a Pell aid period in RORTPRD. Once this student has a RORSTAT record created for 1112, the institution would have to enter the appropriate Pell crossover period in ROAPELL either manually or through the use of batch posting. This is necessary because the student may: ŁHave a lower EFC for the 1112 aid year compared to that of the 1011 aid year, therefore the most advantageous award would pertain to 1112. ŁThe student may not be Pell eligible in 1112 as of now, but may become eligible before the Pell Cutoff Date (RPROPTS) deadline. ŁThe student may have their EFC reduced (i .e. Professional Judgment) making them eligible for a higher Pell award for the crossover period. /n 288 Banner Financial Aid User Guide |Processing For institutions that do not have standard acad emic year calendars, with specific regard to periods, ensure that you add the appropriate summer period in either the standard aid period (when applicable) or by creating a crossover period to be included in the Pell aid period. ExampleŁFor the 0910 aid year, the student™s aid period was Fall/Spring/Summer. ŁFor the 1011 aid year, the student™s aid period was Fall/Spring. ŁA Pell aid period was created using the 0910 Summer as the crossover period, which now displays in the Pell Aid Period field on the ROAPELL form for 1011. During the 1011 aid year, the academic program decides to offer a Summer period which is financial aid eligible. The institution must now change the standard aid period to include Fall/Spring/Summer. Once this is done, the institution must also create a Pell aid period for that summer period to crossover into the 1112 aid year. This will ensure the student™s most advantageous award for the summer of the 1011 aid year will be calculated against th e 1011 ISIR and 1112 ISIR. For further assistance with period creation, please refer to the Period Based Processing chapter in this User Guide.COD Entity ID Rules (RORCODI)The COD Entity ID Rules (RORCODI) form establishes the COD processing relationships between the Attending ID , Reporting ID , Source ID, Federal Pell ID , and Direct Loan School Code .Effective with the 2006-2007 processing year , relationships for all IDs used in COD processing are maintained on the RORCODI Form. You can no longer make changes to these relationships on the Global Institution Financial Aid Options (ROAINST) form. Global Institution Financial Aid Options (ROAINST) Cross-Over Pell enhancement To support Cross-Over Pell enhancements, the following applies to the Options and Credit Hours tabs: Options tab The Default Aid Period field allows you to enter an aid period where one of the periods is a cross-over period. For example, you may enter a period of Fall/Spring/Summer where Summer is a trailer and in the following aid year, a default aid period of Summer/Fall/ Spring where Summer is treated as a header in the following aid year. /n 289 Banner Financial Aid User Guide |Processing Credit Hours tab A Crossover Period field has been added to the Credit Hours tab of this form. A check will automatically appear in this field if the period entered in the Period column has been defined on RORPRDS as a crossover period for the aid year in the key block of ROAINST. The Period code field on the Credit Hours tab has been modified to allow the entry of Pell crossover periods. If a period has been defined as a crossover period on RORPRDS, it can be entered on the Credit Hours tab for the corresponding Crossover Aid Year defined on RORPRDS. If an invalid period is entered, the following error message is displayed: Invalid Period; press LIST for valid Periods. For the enrollment load routine to calculate the proper Pell award and/or disbursement, each period must be listed for the aid year. The Pell crossover periods must also be listed for each aid year that includes the crossover period. Note: The crossover field in this tab is not updatable from this form. A check mark in this field is delivered from the period setup in RORPRDS. U.S. Specific Institution Financial Aid Options (ROAUSIO)Institutional Defaults tab Enter the Main Campus Entity ID and the Title IV Destination Number assigned to your institution in the appropriate fields. The RORCODI Form maintains COD relationships for all IDs used in COD processing. If you use an EDE Service Agent, enter the code in the Service Agent Code field. Enter the primary Pell Fund Code to be used if there is more than one Pell code listed on RFRBASE and the applic ant is not assigned to a campus that has a unique Pell fund associated with it. Grant and EDE Options tab Check the Prevent Automatic Pell Calculation box only if you want to prevent the Pell Calculation Process (RPEPELL) from automatically running from forms that initiate the Pell Process for all students at the institution. This may be appropriate if your institution is Graduate level only or you do not wish for Pell awards to post until a later date. Note: Even when the Prevent Automatic Pell Calculation box is checked, the RPEPELL process will run when the student is in a Population Selection used to run RPEPELL in batch from the Process Submission Controls (G JAPCTL) form or when RPEPELL is run from the ROAIMMP form. /n 290 Banner Financial Aid User Guide |Processing Check the Pell Reduced Eligibility Ind if you want to automatically create Pell origination records when the Pell eligibility for a student is reduced (not required). Banner will automatically create the origination records fo r any increase in eligibility, as this is required. If you check the Cash Monitoring or Reimbursement indicator, the institution must pay Pell funds to the student account prior to sending in the request for payment from COD. If there is a check in this field, the COD extract process will report the payment period start date with the disbursement record (READIxx), upon extracting the record. If your school is participating in the Department of Education™s Just in Time program for Pell for this aid year, check the Just in Time or Advance Pay for Pell Indicator field. You can also check this field if your school wishes to follow the JIT rules for Pell for the aid year as far as reporting the expected Pell payment and requiring the receipt of an acknowledgement back prior to allowing Banner to disburse the Pell funds. If you check the Just in Time or Advance Pay for Pell Indicator field, enter the number of days prior to the scheduled disbursement date in the Just in Time or Advance Pay for Pell Indicator Number of Days field to allow the disbursement record to be extracted. Based on the value in the Just in Time or Advance Pay for Pell Indicator Number of Days field, the REREXxx Process allows a Just in Time school™s Pell funds to be extracted. The REREXxx Process picks up these records to submit for funding prior to payment. Valid values are 0 - 7.The Alternate Pell Schedules Used field is used by the Pell Calculation Process (RPEPELL) to identify students who require the use of the Alternate Pell Schedules for determination of their Pell award. Students who qualify for the Alternate Pell Schedules will receive a lower maximum Pell Grant in so me of the payment cells on the schedule. Because these reductions are not consistent across the impacted cells, a different schedule is used. Check this field to identi fy students who require the Alternate Pell Schedules for determination of their Pell award. Also check this field if you wish to use both the Alternate Pell and the Regular Pell schedules. When the field is unchecked, only the regular Pell Schedule will be used to calculate Pell awards. Note: The Alternate Pell Schedules Used field has been disabled - beginning with the 2007-2008 and 2008-2009 aid years. Check the Use Pell Less than Half Time Calculation box if you wish to automatically calculate a less than half time Pell Cost of Attendance. For processing using Aid Year Budgeting, check the Use for < 1/2 Pell indicator for the components to be included in the less than half-time Pell budget. For processing using Period Based Budgeting, check the Use For < 1/2 Pell indicator for the components on the Components tab of RBRPBYR. Campus Defaults tab The values displayed on the Campus Defaults Tab are those associated with the selected Attending ID. Check the Prevent Automatic Pell Calculation field only if you wish to prevent the Pell calculation for the designated campus and you did not check this box on the Institutional Defaults window. /n 291 Banner Financial Aid User Guide |Processing For additional information about the ROAUSIO form, refer to the U.S. Specific Institution Financial Aid Options (ROAUSIO) form information in Banner Financial Aid Online Help .Packaging Options (RPROPTS)Main windowOptions on the first window affect all funds, but certain options are necessary for Pell awarding. The Use Estimated Enrollment field and Default Estimated Enrollment options, if checked, are used if the selected enrollment option in the Grant Options window is not defined for a period. The Enrollment Option for Disbursement field is used by other funds and is used by the Pell process if the disbursement enrollment options are not populated on the Grant Options Window for any period. Enrollment Cutoff Date Rules window The Period on the Enrollment Cut Off Date Rules window has been modified to allow the entry of Pell crossover periods. If the period already exists in another aid year and it is a crossover period, the cutoff date used in the other aid year w ill be automatically populated. Crossover periods must be added for the RPEPELL process to determine the most advantageous award. Grant Options windowThe RPROPTS form allows you to select options that control how certain packaging and disbursement options function. Crossover periods must be added here to be used by the RPEPELL process to determin e the most advantageous aw ard. The Pell crossover periods must also be listed for each aid year that includes the crossover period. The Grant Options Window contains a Pay Grant if Disbursement Amount Differs from Award Amount option. Since the Pell calculation is done both at the time of awarding and at the time of disbursement, it is possible that the award amount and the calculated disbursement amount (the amount the RPEDI SB process calculates for Pell) will not be equal. For example, if a student was awarded with a Default Estimated Enrollment of Full Time and the student enrolled Half Time, the award amount and calculated disbursement amount would be different. When these two amounts differ you have the option to ( N)ever disburse under such circumstances, ( A)lways disburse the calculated disbursement amount (RPEDISB amount), or disburse the ( L)esser of the award amount and calculated disbursement amount. If you choose to not use the Pell Less than Half Time Calculation you should populate the Default Less Than Half Time Pell COA with the standard less-than-half time Pell COA used by the majority of an institution™s less-than-half-time students. This amount should be a full year COA as the Pell Payment Schedule uses the full year COA. The RPEPELL process will use this COA when re ferencing the Pell Payment Schedule Value /n 292 Banner Financial Aid User Guide |Processing for a student who has been identified as less than half time. If this field is null, the Pell process will use the Full-time Pell COA. The Pell Crossover Cutoff Date was added to indicate the date after which summer crossover Pell awards will no longer be auto matically calculated by the Pell process. The cutoff date is defined by the Department of Education each year. If the Pay Pell If System EFC and S AR EFC Are In Same Payment Cell field is not checked, the disbursement process requires the SAR EFC and System EFC to be exactly the same number for payment to occur. If you do check this field, the disbursement process recognizes the payment cell, so that when these numbers vary within the 100 point range of the cell, the disbursement process treats the EFC numbers as equal values. Check the Delete Pell Award if Zero box if you want Pell awards to be deleted from the database if the award is reduced to 0 by the Pell calculation. The award will be deleted only if no locks, origination, memo, authorization, or paid amounts exist. If the award has disbursement activity on the student account it will not be deleted to preserve the appropriate audit trail. Check the Use NSLDS for Pell box if you wish to use current year Pell payments reported on the Student Loan Data (RNASLxx) form fr om other schools. The Pell process will award Pell based on the calculated remainin g percentage of the scheduled annual award. Since the Banner Financial Aid 8.16 release (January 2013), the Pell process automatically uses NSLDS data from prior sch ools in determining the eligibility for Pell in Banner. It is no longer necessary to check the Use NSLDS for Pell checkbox. Grant Options window - Enrollment Options The Enrollment Options allow you to define the type of enrollment load that you want to use for awarding and disbur sement of Pell (Pell Calcul ation Process - RPEPELL) and TEACH (Grant Calculation Process - RPRGRNT) funds. You can select separate options for awarding and disbursement such as award based on Full time enrollment and disburse based on adjusted hours. The Periods entered on the Enrollment Cut-Off Date Rules window will automatically be populated in the Enrollment Options block. You may then select the enrollment options for awarding and disbursement of the grant funds for each period. If options for awarding and disbursement are not selected for your grant funds in the Enrollment Options block, the awarding option selected on the Packaging Options window and the disbursement option selected on the Enrollment Cut-Off Date Rules window will be used. For disbursement, if an enrollment option has not been selected on the Enrollment Cut-Off Date Rules window, the Disbursement Option defined on the first window of RPROPTS will be used. The enrollment options for awarding and disbursement of Pell and TEACH funds are: 1Full-time 2¾ Time 3½ Time 4Less than ½ Time /n 293 Banner Financial Aid User Guide |Processing When selecting either the Adjust ed Hours or Billing Hours option, the process will first look for Financial Aid hours in the RORENRL ta ble or RORATND table if disbursing using Attending hours. If Financial Aid hours do not ex ist for the period, the process will look for student registration hours (SFRSTCR) for the terms associated with the period. If neither Financial Aid nor Student hours exist for the period, the Expected Enrollment for the aid year will be used for awarding of the grant funds. For the disbursement process, if neither Financial Aid nor Student hours exist for the period, an error message will be displayed, indicating the applicant is not enrolled. The Expected Enrollment option for awarding and disbursement of the grant funds will use the Expected Enrollment for the aid year. If the Expected Enrollment for the aid year is NULL for the applicant, the Default Estimated Enrollment entered on Packaging Options will be used.ŁFor aid years prior to 2014-2015, the Expected Enrollment for the aid year is the Full Year enrollment from RNANAxx ( RCRAPP1_EXP_ENROLL_STATUS ). ŁFor aid years 2014-2015 and forward, the Expected Enrollment for the aid year is the Expected Enrollment Status from ROASTAT ( RORSTAT_XES ). The expected enrollment status for an applicant may be assigned when the Applicant Status record (RORSTAT) is created for the aid year using an algorithmic rule to calculate the value or a default status defined on ROAINST. You may also maintain the expected enrollment status on ROASTAT or by using the Batch Posting process. The Period Expected Enrollment/Est ISIR/FAFSA Enrl option allows you to stipulate using the expected enrollment by period. If the Expected Enrollment Status for the associated period is NULL for the applicant, the Expected Enrollment Status for the aid year will be used. If the Expected Enrollment Status for the aid year is also NULL, the Default Estimated Enrollment entered on Packaging Options will be used. ŁFor aid years prior to 2014-2015, the expected enrollment for the period, Est. ISISR/ FAFSA Enrl, is determined by associating the period with a semester/term enrollment from the Need Analysis record on RNANAxx. You must define the appropriate semester/term in the GRANT ISIR Term to be used for the period when this option is selected. The allowable values for the ISIR/FAFSA terms in the GRANT ISIR Term field are: ŁS2 = Summer Term (pre Fall) ŁF = Fall Semester/Qtr. ŁW = Winter quarter ŁS = Spring Semester/Qtr. ŁS1 = Summer Term (post Spring) and (None). AAdjusted Hours BBilling Hours EExpected Enrollment IPeriod Expected Enrollment (for 2014-2015 forward) and Est ISIR/FAFSA Enrl (for aid years prior to 2014-2015) (None) /n 294 Banner Financial Aid User Guide |Processing ŁFor aid years 2014-2015 and forward, the expected enrollment for the period is determined using the Expected Enrollment Status for the period on the Period tab (Applicant Period Status table RORPRST) of ROASTAT ( RORPRST_XES ). The period expected enrollment status for an applicant may be assigned when the Applicant Period Status record (RORPRST) is created for the aid year using an algorithmic rule to calculate the value or a default status defined on ROAINST. You may also maintain the expected enrollment status on ROASTAT, Period tab, or by using the Batch Posting process. The Applicant Period Status (RORPRST) records are created when the RORSTAT record is created and maintained when the aid period is changed to correspond to the periods that are part of the applicant's aid period or Pell aid period. If the school uses Attending Hours functionality for disbursement, the Use Attending Hours (RFRASPC_ATTENDING_HR_IND ) must be checked for the appropriate fund codes on the Fund Management (RFRMGMT) form or the Funds Management (ROAMGMT) form. The fund code may also use the +/- Days for Attending Hours (RFRASPC_DISB_NO_DAYS ) functionality to indicate a disbursement prior to of after the Attend Date. If Attending Hours functional ity is used, the process searches for the Attending Adjusted and Billing Hours (RORATND_FINAID_BILL_HR and RORATND_FINAID_ADJ_HR ) first. If the Financial Aid Adjusted and Billing Hours do not exist, the process will use the Adjusted or Billing hours calculated from the Student Registration hours. In the past, when disbursing Pell, any period enrollment could be less than half time and still be paid. However, with Two Pell Grants in an Award Year, at th e point in time when you are disbursing a second Pell award, enrollment must be at least ½ time. RPEDISB has been updated to verify that a student is enrolled at least ½ time prior to disbursing Pell funds from a second Pell award within an aid year. The Period on the Grant Options window has be en modified to allow the display of Pell crossover periods. Once a period has been entered in the Enrollment Cut Off Date Rules window, it will automatically display on the Grant Options window. You have to update the Grant Award Enrollment Option, Grant Disbursement Enrollment Option and the Grant ISIR Term. For additional information about the RPROPTS form, refer to the Packaging Options form (RPROPTS) information in Bann er Financial Aid Online Help. Aid Period Rules (RORTPRD)This form enables you to specify the periods that you want to associate with an aid period. The Pell Full Year Percent designation from ROBAPRD displays on this form. This form also allows crossover summer periods when the Crossover indicator is checked for the period on RORPRDS. Standard aid periods, as well as Pell Aid Periods, will have to be set up on RORTPRD. For each of your aid periods, assign the periods and update the start and end dates as necessary to reflect the correct dates of the payment period. Note: An Aid Period used as a default on ROAINST should be created on RORTPRD with appropriate Periods to ensure the Applicant Period Status records (RORPRST) are created properly. /n 295 Banner Financial Aid User Guide |Processing Examples: Trailer School 10-11 Standard Aid Period - Fall, Spring, Summer 11-12 Pell Aid Period - Summer, Fall, Spring, Summer 11-12 Standard Aid Period - Fall, Spring, Summer Header School 10-11 Standard Aid Period - Summer, Fall, Spring 10-11 Pell Aid Period - Summer, Fall, Spring, Summer 11-12 Standard Aid Period - Summer, Fall, Spring Default Award and Disbursement Schedule Rules (RFRDEFA) Enter a percentage in the Grant Award Percen t column for each period in the aid period displayed. Entry represents the portion of the Pell Full Year Percent designation from the ROBAPRD form that a student could receive if enrolled in the period. The total of all percentages must be greater than or equal to 100% and less than or equal to 200%. Example 1: A student enrolled for Fall/Spring/Summer Œ Fall 50%, Spring 50%, Summer 50%. The student could get 50% of the 100% scheduled for this period on ROBAPRD in any of these peri ods if enrolled for an appropriate number of hours and the total award has sufficient funds remaining from prior periods. The initial award will be scheduled for 50% Fall and 50% spring. Up to 50% for Summer will be awarded only if sufficient unused funds exist after Fall and Spring have been awarded or if a student qualifies for a second scheduled Pell award for the award year. Example 2: A student enrolled for Spring Only Œ Spring 100%. The student could get 100% of the 50% scheduled for this period on ROBAPRD. Fund Award and Disburse ment Schedule Rules (RFRASCH) Use the RFRASCH form to enter award and di sbursement schedules for a specific Pell fund code. Enter a percentage in the Grant Award Percent column for each period in the aid period displayed. Entry represents the portion of the Pell Full Year Percent designation from the ROBAPRD form that a student could receive if enrolled in the period. The total of all percentages must be greater than or equal to 100% and less than or equal to 200%. Example 1: A student enrolled for Fall/Spring/Summer Œ Fall 50%, Spring 50%, Summer 50%. The student could get 50% of the 100% scheduled for this period on ROBAPRD in any of these peri ods if enrolled for an appropriate number of hours and /n 296 Banner Financial Aid User Guide |Processing the total award has sufficient funds remaining from prior periods. The initial award will be scheduled for 50% Fall and 50% spring. Up to 50% for Summer will be awarded only if sufficient unused funds exist after Fall and Spring have been awarded or if a student qualifies for a second scheduled Pell award for the award year. Example 2: A student enrolled for Spring Only Œ Spring 100%. The student could get 100% of the 50% scheduled for this period on ROBAPRD. Academic Year Rules (RORACYR) The RORACYR form is used to define the academic years by academic level. The academic year hours will be used during Pell processing to determine if a student qualifies for a second scheduled award based on the number of credit hours in the institutions academic year. If the institution defines their academic year as 24 credits hours and the student is starting at least the 25th credit hour, they will be evaluated for a second scheduled award. Key blockThe following items are contained in the key block: ŁKEYBLCK_ACAD_YEAR ŁDISPLAY_ROBACYR_DESC The following fields are updateable in the key block of the RORACYR form: Rules blockThe following items are included in the Academic Year Rules block: ŁRORACYR_AIDY_CODE ŁRORACYR_LEVL_CODE ŁRORACYR_HOURS ŁRORACYR_WEEKS Note: Currently, the RORACYR_WEEKS field is not being used in Pell processing. This field is intended for future use. ŁRORACYR_COMMENT Applicant Pell Grant (ROAPELL)The ROAPELL form allows you to view and enter specific information related to Pell, including the entry of a Pell aid period when a crossover period is not part of the standard aid year. /n 297 Banner Financial Aid User Guide |Processing Note: The Aid Period Description ( RTVAPRD_DESC ) corresponding to the student™s PELL Aid Period Code ( RORSTAT_APRD_CODE_PELL ) will be displayed at the right of the list icon. The Aid Period Description ( RTVAPRD_DESC ) corresponding to the student™s Aid Period Code ( RORSTAT_APRD_CODE ) will be displayed at the right of the item. The Pell aid period code can only be manually inserted into the ROAPELL form or via the use of Batch Posti ng Process (RORBPST). Budget Component Validation (RTVCOMP) For Aid Year Budget processing, check the Used for Alt Pell field to select the value of this component for the calculation of alternate Pell low tuition and fees. This amount is used in the determination of whether the student is eligible for the Alternate Pell Schedules and, if so, the correct amount of the Alternate Pell award. Note: Alternate Pell Schedule functionality has been disabled - beginning with the 2007-2008 and 2008-2009 aid years. Check the Used for <½ Pell box to select the value of this component for the automatic calculation of a less than half-time Pell cost of attendance. If you checked the Use Pell Less than Half Time Calculation box on ROAUSIO, the B anner Pell process (RPEPELL via UCPRTNB) uses these comp onents and posts the calcul ated budget on the ROAPELL form. Period Budgeting Aid Year Rules (RBRPBYR) For Period Based Processing, check the Pell indicator on the Budget Types tab for the budget type that will be used to identify a Pell budget. The EFC indicator for this budget type must be set to ( N)one. On the Budget Components tab, check the Use For < 1/2 Pell indicator to select the value of the component for the automatic calculation of a less than half-time Pell cost of attendance. If you checked the Use Pell Less than Half Time Calculation box on ROAUSIO, th e Banner Pell process (RPEPELL via UCPRTN) uses these components an d posts the calc ulated budget on ROAPELL form. Period Budget Group Aid Year Rules (RBRPBGR) Assign the budget type defined to identify the Pell budget for each period budget group eligible for Pell consideration. On the Pell tab for these groups, create the Full-time/Full- Year cost of attendance to be used for awarding Pell. Amounts or algorithmic budgeting rules should reflect the full-time/full-year amount for each component. /n 298 Banner Financial Aid User Guide |Processing Applicant Immediate Process (ROAIMMP)If a student is in a crossover period, the Immediate Pell Calculation will be run for both aid years that contain the crossover period. For example, Pell Calculation is run for 10-11 on ROAIMMP and the student has both a 10-11 and 11-12 EDE record with the same crossover period in each aid period. The process will compare the crossover period between the two years and award the most advantageous Pell grant for that period. Federal Rules Inquiry (RPIFEDR)Access this form to review the federal rules for Pell delivered with the system. Pell proceduresBatch Pell Awards The Pell award may be awarded online, or in batch, by the RPEPELL Process. See the Pell Processing section for how the award is calculated. Batch grouping to assign budget groups and components does not initiate the Pell award process. The RPEPELL process must be run to assign Pell Awards to any students who were assigned budgets usin g the batch process (RORGRPS or RBRPBGP). RPEPELL automatically runs online to account for EFC recalculations, budget and aid period changes and after changes are made to FAFSA data that would impact the Pell award if the Prevent Automatic Pell Calculation is not checked on the Grant and EDE Options tab of ROAUSIO or, if applicabl e, on the Campus Defaults tab. You can run RPEPELL for all students or you can run the process using a population selection. Override a Bachelors DegreeCheck the Post Bachelor™s Degree Pell Override field in the Pell and Loan tab of the Award Maintenance tab of the award form (RPAAPMT and RPAAWRD) to award Pell Grants to Teacher Certification and other students with a previous Bachelor's degree who may qualify for Pell under federal regulations. Manual adjustments to Pell grants Once awarded, if you need to make any manu al changes to the Pell award you will need to access the Award Schedule tab (RPAAPMT and RPAAWRD). You may only change the award amount, not the distribution percent. Keep in mind the distribution percent takes into consideration the aid period and the period award percents. Once you change an award manually you will get a dialogue box requesting you confirm your changes. Once /n 299 Banner Financial Aid User Guide |Processing you have committed your manual changes you must lock the award so that it is not recalculated if the RPEPELL Proces s is run on this student again. Why and how to lock Pell grants In the past schools manually adjusted Pell awards to account for Pell received at another school. Once the manual change was complete, you would lock the record. Banner now allows the use of NSLDS data to dynamically calculate the correct Pell award. So locking the record is no longer necessary for this purpose. Also schools used locks when manually awarding summer periods, but now the Pell calculation correctly awards a summer session without manual modifications, or the need for locks. Locks are still available in Banner Financial Aid for exception cases. Lock typesThere are 2 types of locks in Banner Š the Y lock and the E lock.ŁA Y (always pay) value in the Lock field locks the award and pays what has been awarded, without exception. ŁAn E (adjust for lower enrollment status) value in the Lock field pays the amount awarded unless the student's enrollment drops at the time of disbursement; if enrollment drops, the amount calculated at the time of disbursement is paid. Warning! If you make a manual change to an award and place an E lock on the award, make sure that you have also manually changed the enrollment on the Award Schedu le - Options tab (RPAAPMT and RPAAWRD) to correspond with the new award. This is necessary because with an E lock, the Disbursement Process checks the enrollment level at the time of disbursement and compares this to the enrollment level at the time of awarding when determining if enrollment has dropped and if it should pay the calculated disbursement amount or the award amount. So if you make a manual change and use an E lock, make sure that you manually adjust the enrollment level to correspond with the manually adjusted award amount. Fund locksA fund lock is placed on the Award Maintenance - Locks/Indicators tab of the award form Award Schedule tab (RPAAPM T and RPAAWRD) in the Lock field. If you place a Y or an E lock in this field and will apply to all pe riod awards within the aid period. See the preceding text for information on using a Y or E type lock. /n 300 Banner Financial Aid User Guide |Processing Period locks A period lock is placed on the Award Sc hedule - Options tab (RPAAPMT and RPAAWRD) in the Period Lock field. A Y or an E lock may be placed in this field and will apply to only the period for which the lock has been placed. The period lock allows you to lock one period in the aid period, but not another. For example, if you have a student who attends a Fall/Spring aid period and is undergraduate Fall and graduate Spring, you can award the Fall as an undergraduate and lock the award, correctly update the spring grade level to graduate, and allow the process to remove the Pell award for the Spring only. Note: Both fund and period locks may be used for all funds, however the E type lock works only for Pell funds. In addition, at this time, period locks on non-Pell funds work the same as fund locks. Lock functionalityŁPackaging (RPEPCKG) and Pell Awarding (RPE PELL) do not updat e awards with a fund lock of Y or E for Pell and non-Pell funds. ŁPackaging (RPEPCKG) and Pell Awarding (RPE PELL) do not updat e awards with a period lock of Y or E for Pell and non-Pell funds. ŁDisbursement (RPEDISB) for non-Pell funds do not pay the locked value and will pay as if the fund was not locked. ŁDisbursement (RPEDISB) for Pell with a fund or period lock of Y always pay the locked value.ŁDisbursement (RPEDISB) for Pell with a fund or period lock of E adjust downward if the enrollment has dropped from the time the Pell was awarded. Package Maintenance (R PAAPMT) and Award Maintenance (RPAAWRD) The RPAAPMT and RPAAWRD forms display and maintain packaging information for an applicant. The forms have been updated to add the Crossover Pell Award, Crossover Aid Year and Pell Aid Period, enhanced Award Lock functionality, new Post 9/11 Pell Eligibility indicator, and the Additional Eligibility Indicator. Award Maintenance tab The form will allow an update of the award Status ( RPRAWRD_AWST_CODE ) field for a fund where: 1.The award Lock ( RPRAWRD_LOCK_IND ) field is Y (lock and always pay the locked amount) or E (adjust for lower enrollment status) or the Period Lock (RPRATRM_LOCK_IND ) field is Y or Eand /n 301 Banner Financial Aid User Guide |Processing 2.The Allow Award Status Updates When Locked (ROBINST_UPD_LOCKED_AWARD_IND ) field on the ROAINST Form is checked for the aid year. You cannot update any of the other fields when the award is locked. All occurrences of the warning message: WARNING Fund Award record locked; only lock indicator updateable were changed to: WARNING Fund Award record locked. All occurrences of the warning message: WARNING Fund Award Period record(s) locked; only lock indicator updateable were changed to: WARNING Fund Award Period record(s) locked. Summary tab Processing Note: When a Crossover Pell Aw ard amount appears for the aid year, the amount will be deducted from the student™s EFA. However, the period amount for the award is part of the Crossover Aid Year and will be displayed in the applicable period in that aid year. For the Crossover Aid Year, the Crossover Pell Award amount will not be deducted from the EFA for the student. ExampleFor the 09-10 aid year the student is attending Fall, Spring, Summer. On STVTERM, the summer period is part of the 09-10 Financial Aid Process Year. Student™s scheduled Pell award for 09-10 is 5,350. For the 10-11 aid year the student™s scheduled Pell award is 5,550. Since the 10-11 summer period would result in a higher Pell award (2,775 versus 2,675), the 10-11 award would be given to the student. 09-10 would be as follows: ŁCrossover Pell Award = 2,775 ŁCrossover Aid Year = 1011 ŁOffered: This would include the total awards, resources and crossover pell award. Also, the 2,775 amount would be reflected in the amount of unmet need. 10-11 would be as follows: ŁCrossover Pell Award would be null ŁCrossover Aid Year would be null ŁOffered: Even though the Pell amount awarded would be 8,325 (assuming the student was in summer, fall, spring aid period), only 5,550 would be counted here and in the unmet need. /n 302 Banner Financial Aid User Guide |Processing In addition, if a student has two summer crossover periods in their aid year, the earlier aid year Crossover Pell Award and Crossover Aid Year will be displayed on RPAAWRD/ RPAAPMT/ROARMAN. Example1011 has summer crossover with 0910 and 1112. The data on 1011 RPAAWRD/ RPAAPMT/ROARMAN will display Crossove r Pell Award and Crossover Aid Year from 0910. Pell and Loan tab The Pell and Loan tab displays the Post 9/11 Pell Eligibility indicator and the Additional Eligibility Indicator. Additional Eligibility Indicator (RORSTAT_ADDL_PELL_ELIG_IND) The Pell process will automatically set this indi cator to checked if the student is receiving a second scheduled Pell award for the aid year. This indicator is then used to communicate to COD that the student is eligible to receive a second scheduled award (the AEI tag will be set to True if checked and False if not checked). Post 9/11 Pell Eligibility indi cator (RORSTAT_POST_911_PELL_ELIG) Current legislation allows an otherwise eligible student whose parent or guardian died as a result of U.S. military service in Iraq or Afghanistan after September 11, 2001, may be eligible to receive increased amounts of Title IV student financial assistance. Students are eligible for this increased aid, providing the student was: ŁLess than 24 years of age when the parent or guardian died. orŁ24 years of age (or older) and was enrolled at an institution of higher education at the time of the parent or guardian™s death. For those students who are eligible for additio nal financial assistance (according to the rules above) and have been confirmed by the Department of Defense (DoD), you should check the Post 9/11 Pell Eligibility indicator. For students whose Pell Expected Family Contribution (EFC) is within Pe ll eligible limits, the school must also treat the students as having a zero EFC for the awarding of Di rect Lending (DL) and other campus-based programs. Students who meet these standards require that you manually process their Post 9/11 financial assistance on an individual basis. /n 303 Banner Financial Aid User Guide |Processing When a RORSTAT record is created for a student for the aid year, the RORSTAT_POST_911_PELL_ELIG value from the latest aid year end year for which the student has a RORSTAT record will be passed in. Warning! The Department of Education has stated that the Central Processing System (CPS) will not re calculate a student™s EFC when the student™s record matches the DoD file. Schools should not make any changes to the student™s CPS record to adjust the EFC. The fact that the DoD flag is fiYfl and the student is receiving Pell is enough for COD to accept these records. Processing Post 9/11 St udents who do not have a Pe ll eligible EFC (IASG):Warning! It is extremely important that you do not check the Post 9/11 Pell Eligibility for students who do no t have a Pell eligible EFC (IASG) at this time because Banner does not cu rrently support IASG processing. If you do, Pell will be awarded and w ill be permitted to be disbursed. However, Pell Grant origination will not allow the origination to be created so nothing will be sent to COD. If you need to award and pay these students, you can do so but once functionality is delivered to support IASG, these students may need to have Pell reversed and properly awarded using the IASG process that will be developed. This should have very minimal impact on users because there are very few IASG recipients across the country. Post 9/11 eligibility processing If an otherwise eligible student is Federal Pell Gr ant (Pell Grant) eligible with a Pell eligible EFC and the student is po st 9/11 Pell eligible, the student ™s eligibility for all Title IV aid must be based on an EFC of zero and not on the EFC calculated by the CPS. On a regular basis, the DoD identifies and reports those individuals who have lost a parent or guardian as a result of military service in Iraq or Afghanistan. The Department of Education uses this information in an attempt to match those individuals (identified in the DoD file) with current applicant data (via FA FSA records). When a match is identified, the student™s calculated EFC is evaluated (from the highest CPS transaction). If that EFC is greater than zero, the school the student attended during 2009-2010 is notified that it must make an adjustment to the student™s financial aid package. Additionally, the financial aid administrators at the schools listed on the student™s FAFSA are also contacted, first by telephone and then with a follow-up e-mail. If the student™s EFC is already zero, an e-mail notification is sent only to alert the school that, while there is nothing that must be done for the 2009-2010 Award Year, the student™s eligibility may change in future award years. Note: The Department of Education does not recalculate a student™s EFC when the student™s CPS record matches the DoD file. In addition, a school should not make any changes to the student™s CPS record to adjust the EFC. Instead, the school should award the student the types /n 304 Banner Financial Aid User Guide |Processing and amounts of Title IV aid for which the student is eligible, based upon an EFC of zero. In the phone call and e-mail to schools, the Department of Education will provide a contact name and number for handling unique 2009-2010 circumstances (subsidize d and unsubsidized loans, late disbursements, student not enrolled for the full year, Return of Title IV aid). As part of ongoing Department of Education di alog with schools with students eligible for this special 2009-2010 benefit, a password-protected file is provided, containing the student™s identifying information, including the student™s date of birth and the parent or guardian™s date of death. Based on this information, the Secretary of Education will se nd a personal letter to each student for whom a match was made, regardless of EFC. The Secretary™s letter will acknowledge the loss of the student™s parent or guardian and provides the student with information about a possible increase in elig ibility for Title IV aid. The letter also includes additional information about the program™s pr ovisions and advises th e student to contact their financial aid administrator for more information. This process, as described for the 2009-2010 Award Year, will continue through processing of the DoD file received in September 2010. Institutions that have Post 9/11 Pell Eligibility students can use the Post 9/11 Pell Eligibility indica tor to award maximum Pell for 2009-2010. Department of Education Eligibili ty Processing for 2010-2011 and beyondBeginning with the 2010-2011 Award Year, this increased aid may include assistance from the new Iraq and Afghanistan Service Grant Program (IASG). Financial aid benefits available and provided under this statute for students with a calculated Pell Grant eligible EFC for the 2010-2011 (and future Award Years) are treated in the same manner as that described for the 2009-2010 Award Year,. That is, all Title IV aid is to be awarded using a zero EFC. However, beginning with the 2010-2011 Award Year, students who are otherwise Pell Grant eligible (undergraduate, etc.), but whose EFC is not Pell eligible, may receive the new IASG equal to the amount of the maximum Pell Grant for the award year, adjusted for enrollment status. Note: For these students, all other Title IV aid must be based on the EFC calculated by the CPS. Going forward, the Department of Education has implemented an automated process for the 2010-2011 Award Year. This new process notifies schools when a match is made between a CPS record and that from the DoD file. Processing allows the Department of Education to evaluate DoD data whenever a student submits or corrects a FAFSA. Additionally, with each monthly DoD file, the Department of Education will evaluate all CPS records. If a DoD/CPS match is noted, a new CPS transaction is generated for the student. In either case, the resulting ISIR includes the new fiDoD Match Flagfl, associated comment code 298, and the parent or guardian™s date of death. The DoD Match Flag is printed with the other ISIR match flag inform ation and can be used by schools to identify affected students. The School uses the flag and date of death (parent or guardian), along /n 305 Banner Financial Aid User Guide |Processing with the student™s calculated EFC, to determine whether the student is eligible for a zero EFC for all Title IV aid or for an IASG. As in the 2009-2010 Award Year, the Secretary of Education will send a personal letter and additional program related information to each student for whom the match is made. As before, the letter informs the student of their possible in crease in eligibility for Title IV aid. The student is also advised to contac t their financial aid administrator for more information.Note: If the student had previously received a letter from the Secretary of Education, this subsequent correspondence does not include a letter from the Secretary, but does include the additional program related information.Financial Aid Record Maintenance (ROARMAN)This form is used to review and update important aspects of a student™s financial aid record. The ROARMAN form displays the Pell Aid Period, Crossover Aid Year and Crossover Pell Award information for a student in addition to the normal aid period. These fields will allow you to tell if the student is re ceiving Pell funds from a crossover term that is not part of the Financial Aid process year. Batch Posting Rules (RORPOST)The RORPOST form allows you to batch post specific data in many different areas. ŁR Œ Requirement Code/Status ŁThis type code will only create a requirem ent when one does not already exist. You can no longer use this type code to update an existing requirement. A message is provided in the output file if the requirement already exists for the applicant and no update occurred. ŁRA Œ Requirement/Access Ind ŁThis type code provides the ability to check or uncheck a RRAAREQ Info Access Indicator for a tracking requirement. The requirement code to update will be entered in the Miscellaneous Code 1 field. ŁRF Œ Fund Specific Requirements ŁThis type code will only create a fund specific requirement when one does not already exist. You can no longer use this type code to update an existing requirement. A message is provided in the output file if the requirement already exists for the applicant and no update occurred. When this requirement is created, the Batch Posting process no longer checks that the fund exists in the applicant™s package. /n 306 Banner Financial Aid User Guide |Processing ŁRFA Œ Fund Req/Access Ind ŁThis type code provides the ability to check or uncheck a RRAAREQ Info Access Indicator for a fund specific tracking re quirement. The requirement code will be entered in the Miscellaneous Code 1 field and the fund code will be entered in the Miscellaneous Code 2 field. ŁRFS Œ Fund Req Status ŁThis type code will update the status of ex isting requirements. The status for both satisfied and unsatisfied requirements will be updated. You can also use Batch Posting to post a status code of unsatisfied to requirements previously satisfied. If the requirement has the status code being posted, the status will not be updated. This type code cannot be used to create requirements. ŁRFT Œ Fund Period Specific Reqs ŁProvides the ability to create a fund period specific requirement if it does not previously exist. When this requirement is created, the Batch Posting process no longer checks that the fund exis ts in the applicant™s package. ŁRFTA Œ Fund Period Req/Access Ind ŁThis type code provides the ability to check or uncheck a RRAAREQ Info Access Indicator for a fund and period specific tracking requirement. The period will be entered in the Period field, the Requirement Co de will be entered in the Miscellaneous Code 1 field and the Fund Code will be entered in the Miscellaneous Code 2 field. ŁRFTS Œ Fund Period Req Status ŁThis type code will update the status of ex isting requirements. The status for both satisfied and unsatisfied requirements will be updated. You can also use Batch Posting to post a status code of unsatisfied to requirements previously satisfied. If the requirement has the status code being posted, the status will not be updated. This type code cannot be used to create requirements. ŁRS Œ Requirement Status ŁThis type code will update the status of ex isting requirements. The status for both satisfied and unsatisfied requirements will be updated. You can also use Batch Posting to post a status code of unsatisfied to requirements previously satisfied. If the requirement has the status code being posted, the status will not be updated. This type code cannot be used to create requirements. ŁRT Œ Period Specific Requirements ŁProvides the ability to create a period specific requirement if it does not previously exist. ŁRTA Œ Period Req/Access Ind ŁThis type code provides the ability to check or uncheck a RRAAREQ Info Access Indicator for a period specific tracking re quirement. The Period Code will be entered in the Period field and the Requirement Code to update w ill be entered in the Miscellaneous Code 1 field. /n 307 Banner Financial Aid User Guide |Processing ŁRTS Œ Period Req Status ŁThis type code will update the status of ex isting requirements. The status for both satisfied and unsatisfied requirements will be updated. You can also use Batch Posting to post a status code of unsatisfied to requirements previously satisfied. If the requirement has the status code being posted, the status will not be updated. This type code cannot be used to create requirements. ŁYICL - Period Year in College Lock Ł* ŁYICP - Period Year in College Ł Two Pell Grants in an Award Year processing is supported by the following: ŁThe AP posting code allows you to post Pell Aid Period for a population of students. ŁThe Code to Post field validation for the AP posting code allows the posting of both Pell crossover aid period codes and standard aid period codes to the student™s Pell aid period. ŁThe Status or Period Code fi eld validation will accommodate Pell crossover periods, as applicable. ŁThe following posting codes ma y select valid Periods incl uding Pell crossover periods: ŁThe following posting codes may select valid Term/Period codes not including Pell crossover periods: Posting CodeDescription DDScheduled Disbursement Date MDMemo Expiration Date TLPeriod Lock RFTFund Period Specific Requirements RFTSFund Period Req Status RFTA Fund Period Req/Access Ind Posting CodeDescription SSatisfactory Academic Progress SLSAP Code Lock / Unlock HTHold Code/PeriodRT Period Specific Requirements RTS Period Req Status /n 308 Banner Financial Aid User Guide |Processing Updating award amounts to agree with actual disbursement amounts Use the procedure that follows if your institution needs to update the Pell awards to more accurately reflect the Pell disbursement amounts. The Pell Calculation Process (RPEPELL) may be re-run with the same enrollment option as disbursement to more accurately reflect what has been paid. This allows any unused eligibility to be awarded to the stud ent for the period( s) that follow. 1.Run the Pell Calculation Process (RPEPELL) with a se t awarding enro llment option on the Packaging Options form (RPROPTS). Set the Pell Award Enrollment Option on the Pell Options window to default Full Time , use Est. ISIR/FAFSA , etc. 2.Run Disbursement (RPEDISB) with a set enrollment option for disbursement. Set the Pell Disbursement Enrollment Option on the Pell Options window of the Packaging Options form (RPROPTS) to Adjusted Hours , Billing Hours , etc. 3.Institution™s Drop/Add period is over, enrollment is stable. 4.Institution changes the Pell Award Enrollment Option on the Packaging Options (RPROPTS) form to match the Pell Disbursement Enrollment Option for a given period. 5.Institution runs RPEPELL. Now that enrollment is pulled from the same place for both awarding and disbursement, this allows for any unused Pell to be awarded to the student in a following period. The above procedures allow for the following. A student is assigned a Fall/Spring/Summer aid period and the Pell award percent is 50/50/50 on either the RFRDEFA or RFRASCH form for the Pell fund. In this example, the aid period Pell percentage listed on RTVAPRD is set at 150%. ŁThe Pell Award Enrollment Option on the Packaging Options form is set to Default Full Time. The Pell Awarding Process awards $2,775 Fall, $2,775 Spring and $2,775 Summer. ŁThe student subsequently is enrolled half-time for Fall. The Disbursement Enrollment Option for Pell on the Packaging Options form is set to Adjusted Hours, so Disbursement uses Adjusted Hours. The Disbursement results are: Fall, part time, $1,388; Spring, full time, $2,775; and Summer, full time, pays remaining eligibility of $1,387 from the first scheduled award and $1,388 from the next scheduled award (assuming the Pay Pell If Disbursement Amount Differs From Award Amount field is set to Always or Lesser). This example assumes that the student is taking at least one credit hour in the next academic period to be eligible for a 2nd scheduled award. RTA Period Req/Access Ind PNAFund Period Promissory Note/Access Ind Posting CodeDescription /n 309 Banner Financial Aid User Guide |Processing Note: Institutions that do not have a need to have award amounts match disbursement amounts may stop here. Schools that would like awards to more accurately reflect what is disb ursed and show an award for summer may proceed. ŁUpdate the Pell Awarding Enrollment Option on RPROPTS to Adjusted Hours (same as disbursement). Re-run RPEPELL, which awards Fall $1,388, Sp ring $2,775, and Summer $2,775. This example assumes that the student is taking at least one credit hour in the next academic period to be eligible for a 2nd scheduled award. Warning! Keep in mind that awarding and disbursement are snapshots of information at a point in time. Institutions must decide the best time for their institution to take these snapshots. For example an institution may setup Fall, Spring and Summer awarding for Pell using estimated Full Time enrollment. After drop/add for the Fall period, change the Fall Pell enrollment option to Adjusted Hours and re-run Pell (RPEPELL). After drop/add for the Spring period is over, adjust Pell awarding enrollment option to Adjusted Hours and re-run Pell. The same changes could be made for Summer. Also factor in if your institution freezes enrollment or not. Note: Some institutions may opt to change both Fall and Spring award options at the same time after drop/add for Spring and prior to the start of the Summer awarding cycle. The award amount and the disbursement amount should now match unless the EFC, COA, or enrollment has changed between running the disbursement process and Pell. This is why it is important to check your school™s enrollment freeze process. The above process only changes the award amounts. The disbursement process will disburse funds per prior period-actual disbursement amounts. In other words, this allows the awarding process to allocate funds to the Summer period in the above example, but the disbursement process would pay the corre ct amount as long as RFRDEFA/RFRASCH is set up correctly and the Pay Pell If Disbursement Amount Differs From Award Amount field on the RPROPTS field is set to A - Always disburse or L - Lesser. When identifying records, the Pell Awarding Process uses fund and period award locks. It does not adjust awards with the lock set to Y or E, nor period awards set to a Y or E. These were manual changes and the process will not overwrite such changes. Keep in mind disbursement will still pay based on lower enrollment and reallocate funds to a Summer period if the lock is set to E. This allows the correct amount to be disbursed while still maintaining an audit trail of the manual changes you made to a Pell award. /n 310 Banner Financial Aid User Guide |Processing Reducing an award for Pell paid at another school in the same aid yearThis functionality is similar to that used for Stafford loan funds. The only difference is that Pell uses percentages to determine the current institution™s award amount. For example, a student has Pell eligibility at their prior school of $900. The student was paid $450 at the prior school (450 / 900 = 50%). The student used 50% of their Pell eligibility for the year. The ne w school does a professional ju dgment and the student now has Pell eligibility of $4050. At the new school the student would be eligible for the 50% not used at the prior school (100% - 50% = 50%). The student could receive up to $2025 ($4050 X 50%). A check in the Use NSLDS for Pell field indicates that NSLDS Pell award information is used in the calculation of Pell awards. The Pell award is reduced by any NSLDS Pell Scheduled award percentages received at othe r schools in the Pell Calculation Process (RPEPELL) and the Disburse ment Process (RPEDISB). Since the Banner Financial Aid 8.16 release (January 2013), it is no longer necessary to check the Use NSLDS for Pell checkbox. The Pell Calculation Process always uses NSLDS Pell award information to determine the amount of Pell for which the student is eligible. The calculation will also use the Pell LEU Percent field to determine if the student has exceeded the 600% maximum lifetime Pell eligibility or is close to that limit, and will adjust the Pell award accordingly. Once the Use NSLDS for Pell field is checked, the RPEPELL Process checks to see if any of the school codes listed in the in the School Code field of the Pell Payment Data window of the RNASLxx form matches the Pell ID at either the institution or campus level. If a match exists, the Pell award is calculated without factoring in the Pell award percentage. If a match does not exist, the assumption is that another school has paid a portion of the student Pell amount and the Pell calculation adjusts the Pell award downward to account for the percentage received at the other school. Note: The RNASLxx form has been updated to allow the Pell Percent Scheduled Used field so that a maximum of 200% can be entered on a Manual record. Handling less-than-half time for Pell more efficientlyPreviously, the Pell calculation used existing Default Less Than Half Time Pell COA on the RPROPTS form and the Less Than Half Time COA field on the ROAPELL form when calculating Pell awards for students who were enrolled for less-than-half-time status in a period. These amounts were manually calculated and updated by the user on the Packaging Options (RPROPTS) and Applicant Pe ll Grant (ROAPELL) forms, respectively. The calculation of Pell less-than-half-time budgets has been automated through the addition of a Use for < ½ Pel l field on the Budget Components Validation form (RTVCOMP) for Aid Year Budget processing or on the Period Budget Aid Year Rules form (RBRPBYR) for Period Based Budget processing . With this indicato r, you can specify which budget components from a student™s full time Pell budget should be included in the calculation of their less-than-half-time COA. /n 311 Banner Financial Aid User Guide |Processing If no components are identified on the Budget Components Validation form (RTVCOMP) or Period Budget Aid Year Rules fo rm (RBRPBYR) as applicable, and the Use New Pell Less than Half Time Calculation indicator is not checked on the ROAINST form, the process continues to look at the values on the Applicant Pell Grant form (ROAPELL), Less Than Half Time COA , and then Default Less Than Half Time Pell COA on the Packaging Options form (RPROPTS). Warning! The Pell Less than Half Time COA is not updated if the student™s Pell award is locked with a value of Y or E. The same applies to a period lock of Y or E. If you choose to have the syst em dynamically calculate the Less than Half Time COA the system enters this value into the Less than Half Time COA on ROAPELL. Any manual updates to this field are over written by the RPEPELL process, once you have indicated to use the dynamic calculation of Pell less than half-time Cost of Attendance. If a different Cost of Attendance is needed for the applic ant, you must make updates to the actual budget for the type defined for Pell processing usi ng the Applicant Budget (RBAABUD) form for Aid Year Budgeting or Applicant Period Budget (RBAPBUD) form for Period Based Budgeting. If the indicator for Use Pell Less Than Half Time Calculation is not set (unchecked) on the U.S. Institution Financial Aid Options (R OAUSIO) form, the dynamic calculation by the system for determining the less than half-time cost of attendance will not occur, even if budget components have been defined to be used for the less than half-time Pell calculation.Controlling when the Pell calculation process is runYou can set an indicator to prevent the Pell Calculation Process (RPEPELL) from executing automatically, either for an individual student, a group of students, a campus, or an institution.For example, you might want to run RPEPELL for continuing students, but delay running the process for new students for a period of time. In this example, use a population selection and the Batch Posting Process (RORBPST) to check/uncheck the Prevent Automatic Pell Calculation indicator. For an individual student, you may check/uncheck the Prevent Automatic Pell Calculation indicator on the Applicant Status (ROASTAT) form. Additionally, Pell processing may be controlled at the campus level. Some schools may have a campus that is strictly Graduate and therefore does not need Pell to run for that campus. The Prevent Automatic Pell Calculation indicator is updated for individual campuses through the Campus Defaults tab on the U.S. Specific Institution Financial Aid Options (ROAUSIO) form. Finally, for a non-U.S. school you may choose to turn Pell off for the entire institution by checking the indicator in the Grant and EDE Options tab on the U.S. Specific Institution Financial Aid Options (ROAUSIO) form. The information that follows describes how the Prevent Automatic Pell Calculation indicator will impact the running of the Pell process if checked. /n 312 Banner Financial Aid User Guide |Processing ROASTAT student level prevent automa tic Pell calculation is checked:Łthe student will not be picked up in a batch run for RPEPELL Łthe forms will not automatica lly run RPEPELL for this student Łrunning a Needs Analysis calculation will not run RPEPELL for this student/n 313 Banner Financial Aid User Guide |Processing Łif the student is in a population selection used with a batc h run of RPEPELL, the process will calculate Pell for the student ŁRPEPELL can be run directly from ROAIMMP or RPAAWRD for the student ROAINST campus level prevent automa tic Pell calculation is checked: Łthe students in this campus will not be picked up if RPEPELL is run in batch without a population selection Łthe forms will not automatically run RPEPELL for students in this campus Łrunning a Needs Analysis calculation will not run RPEPELL for students in this campus Łif a student from this campus is in a population selection used with a batch run of RPEPELL, the process will ca lculate Pell for the student ŁRPEPELL can be run directly from ROAIMMP or RPAAWRD fo r students in this campus and the process will calculate Pell for them. ROAINST institutional level prevent automatic Pell calculation is checked:Łall students will not be picked up if RP EPELL is run in batch without a population selection Łthe forms will not automatica lly run RPEPELL for any student Łrunning a Needs Analysis calculation for any student will not run RPEPELL Łif a student is in a population selection used with running R PEPELL in batch, the process will calculate Pell for the student ŁRPEPELL can be run directly from ROAI MMP or RPAAWRD for any student and the process will calculate Pell for them. Setup procedure for multiple Pell fund codes1.Set up separate Pe ll funds on RFRBASE. 2.Set up the default Pell code in the Pell Fund Code field on the Institutional Defaults tab of the U.S. Specific Institution Financial Aid Options (ROAUSIO) form. 3.Identify which campuses have a Pell fund code different from the default and populate the correct campus with the corresponding Pell code in the Pell Fund Code field on the Campus Defaults tab of the U.S. Specific Institution Financial Aid Options (ROAUSIO) form. 4.Create and review carefully any special award schedules for Pell on RFRASCH. /n 314 Banner Financial Aid User Guide |Processing Note: Keep in mind if a student is assigned multiple Pell fund codes within an aid year, the default awar d schedule is used. Review RPEPELL and RPEDISB documentation. 5.Once students are assigned to a specific campus and RPEPELL is re-run, the process automatically awards the correct Pell fund code for each period for the student. 6.Disbursement does not determine which Pell f und code is assigned as this is done in awarding (RPEPELL). Remember that if a student changes campuses, you must re-run RPEPELL to get the new ca mpus Pell fund code to award.Note: If you setup multiple Pell fund codes on RFRBASE you must go back to prior years and populate the ROAUSIO form with the Pell Fund code used for those years in the Institutional Defaults tab. This is necessary because RFRBASE is not an aid year sp ecific form. Otherwise if you attempt to recalculate Pell for the prior years you will get the following error message: Cannot Determine Default Pell Fund Code .Pell Calculation Process (RPEPELL) for Pell processingThe following functionalit y is included with Pell/ Multiple Pell fund codes. Option to delete zero Pell awards.Previously, once a Pell award existed for a student, the RPEPEL L process would not remove the award records from Banner, even if a recalculation resulted in a zero dollar award amount. The Delete Pell Award If Zero field in the Pell Options window of the RPROPTS form now allows you to have RPEPEL L delete awards if the awar ds are reduced to zero by RPEPELL. This option controls the deletion of award records when a Pell award is reduced to zero -- whether a school uses a single Pell code or multiple Pell fund codes. If the option is checked and the Pell award reco rd is reduced to zero AND the following are all true:Łthe award memo amount is null, Łthe authorized amount is null, Łthe paid amounts are null, Łthe award is not locked, Łthe award has no period locks set, Łno Origination record was created for the award, then the award records on the award forms (RPRAWRD, RPRATRM, RPRADSB) are deleted for that award. Otherwise, the award records remain in Banner. /n 315 Banner Financial Aid User Guide |Processing Note: There is one exception to the Delete Pell Award If Zero checkbox. Even when this new indicator is checked (delete $0 Pell awards), if a $0 Pell award is created as a result of an NSLDS default, then the $0 Pell award remains on the student™s award. This allows you to override on a period-by-period basis the NSLDS default, if appropriate. Recognizing co-existence of multiple Pells for same student simultaneously. The RPEPELL process rec ognizes the co-existence of mult iple Pell funds on the same student at the same time. The RPEPELL process combines the totals of any funds where the Federal Fund ID is PELL. This means that if a student has two different Pell awards on their account simultaneously, the RPEPELL pr ocess totals the aw ards together for determining the correct amount for each period as well as for the entire year. Multiple Pell award fund codes may exist for a student in an aid year. However, for any period within that aid year, no more than one of those Pell awards will be allowed to have a non-zero offer amount. If multiple Pell Fund codes exist, the process to determine the appropriate Pell fund code to be assigned follows the same hierarchy to be used when determining which Pell rules to use when originating Pell records. This hierarchy is as follows: 1.Look to the General student record (SGBSTDN) to see in which campus the student is enrolled. 2.If a Pell fund code has been added to the Campus Defaults tab of ROAUSIO for the student™s campus, use that Pell fund. 3.If that campus does not have a Pell fund code defined on the Campus Defaults tab, use the default Pell fund. 4.If the school does not define a default Pell fund code on the Institutional Defaults tab of ROAUSIO, and there are multiple Pell funds, Pell is not awarded. Instead, an error message prints to the log file indicating that the Pell fund to be used cannot be determined. 5.However, if there is only one Pell fund defined on RFRBASE, the Pell process will award that fund to all students who are eligible for Pell. The above allows for students who have applied for admission but have not yet been admitted to a campus to be awarded the default Pell. Once the student has been admitted to a specific campus and RP EPELL is re-run, the Pell fund code for the assigned campus is awarded and the default Pell fund code is zeroed out. If the Delete Pell Award If Zero is set to Y, the default fund is removed. Locked recordsFund or period locks still prevent changes to Pell award records. If a period lock exists, the periods that are not locked may be awarded a different Pell fund code, which will result in a $0 award amount for the locked period for the new Pell fund code. The non-zero award for the locked period remains under the prior Pell fund code. /n 316 Banner Financial Aid User Guide |Processing Rounding 0ptionIf only one Pell fund code exists, the rounding option selected for that fund code on RFRMGMT is utilized. If multiple Pell fund codes exist, the rounding option selected is the rounding option on RFRMGMT for the default Pell fund code from ROAUSIO. Offered or auto accepted Offered or Auto Accept status is reviewed on a period-by-period basis per the fund code rules setup on RFRMGMT for the Pell Fund Code awarded for that period. Award schedules If only one Pell fund code exists, the RFRASCH schedule from that fund code is used if it exists -- otherwise RFRDEFA. If multiple Pell fund codes exist for the aid period, the RFRASCH schedule is used for the default Pell Fund Code on ROAUSIO -- otherwise RFRDEFA. Award change letter indicator If no Pell previously existed on the student award, but one or more is now being created and any of the Pell fund codes for this student have award letter indicators set to Y, the RORSTAT Award Letter flag is set to Y. If a Pell award previously existed for the student, and the new total award amount for all Pell fund codes is different from the previous total award amount for all Pell funds, and if any previous or new fund codes has the award letter indicator set to Y, the Award Letter flag is set to Y.Finally, if the Pell award previously existed for the student, but the Pell award now rejects, and any of the fund code award letter indicators is set to Y, the student Award Letter flag is updated to Y.Disbursement Process (RPEDISB) for Pell processingThe RPEDISB process has been modified to determine if a Pell aid period has been specified for a student. If it has, the disbursement proces s will use that aid period for processing Pell awards. The process also checks against RORTPRD to determine if an existing period award is still valid for the student's aid period. The validation for Pell funds has been modified to use the Pell aid period code rather than the student™s aid period code, as long as one is present. The disbursement process also requires that students accept changes in the Accounts Receivable module. If the Disburse If Charges Not Accepted indicator (RPBOPTS_USE_AR_IND ) on the Packaging Options Form (RPROPTS) is unchecked, /n 317 Banner Financial Aid User Guide |Processing the load calculation will return 0 hours if chan ges are not accepted, resulting in the aid not being disbursed. Disbursement functionality for Pell / Mult iple Pell fund codes is as follows. Recognizing multiple Pell fundsThe process combines the total of any funds with a Federal Fund ID of PELL. This means, for example, if a student has two different Pe ll awards on their account simultaneously, the process totals the awards for determining the correct amount for each period as well as for the entire year. Note: The Disbursement Process does not try to determine the correct Pell fund to use for the student based on which campus he attends, but instead pays whichever Pell fund code is awarded for the student for that period. RPEPELL determin es which Pell fund to use, not RPEDISB. Back out of memo, authorizations, and disbursements Support for multiple Pell funds requires that the same student cannot have two different Pell funds in any state of payment (memo, authorization, or paid) in the same period simultaneously. It is possible, however, that a student may be having aid reversed or backed out at the same time the school wants to disburse a different Pell fund. The disbursement process backs out memos, authorizations, and disbursements for Pell awards whose period award has been reduced to zero, regardless of any Pell disbursement option settings on RPROPTS. Pell awards with a zero period offer amount are processed before Pell awards with non-zero period offer amounts. This ensures that disbursements back out correctly, prior to attempting disbursement on the new Pell award. For the disbursement process to work correctly, schools that disburse aid awards by fund must include all Pell funds in the same run of the disbursement process. This permits the back out of memo, authorization, and payment amounts for period awards that have been reduced to zero, so that new, non-zero period award amounts can disburse. Use disbursement enrollm ent edits for memo option For Pell Processing -- regardless of how the Use Disbursement Enrollment Edits for Memo field is set -- the RPEDISB process treats the U se Disbursement Enrollment Edits for Memo as (checked) Y for Pell. This prevents Pell from overawarding when memoing, authorizing, and disbursing. This is done for one Pell fund code as well as multiple Pell fund codes. When no registration records exist for a student for a particular period, the disbursement process will create a memo for Pell using the period's Pell Award Enrollment options which are set up on the RPROPTS form. /n 318 Banner Financial Aid User Guide |Processing RPEDISB process reports The Disbursement Reports use the Award Fund Code for all reports for all funds. This allows each Pell fund code to be listed separately on the reports. Disbursement Results (ROIDISB) The ROIDISB form allows you to see disbursement processing errors by period. To support Two Pell Grants in an Award Year processing, the Period field in the KEYBLCK has been modified to allow the entry of Pell crossover periods as applicable. If a period has been defined as a crossover period for the aid year in the key block, you are permitted to enter it. Otherwise, you will receive an error message, as in the past, indicating that the period exists but is not valid for the aid year. Pell Edit/Error messagesWith the addition of Two Pell Grants in an Award Year, various edit and error messages have been added and modified within the Banner coding. The following is a list of edit/ error codes along with their resolution to assist institutions with correcting data issues. Edit/Error Code(s)Resolution Pell fund to be used cannot be determined or error selecting Pell fund from RFRBASE or no Pell fund codes defined on RFRBASE Setup error with Pell fund codes. Either no fund codes have a Federal Fund ID of fiPellfl on RFRBASE, or multiple Pell fund codes have been set on RPRBASE but a default Pell fund code has not been entered on ROAINST/ROAUSIO for the aid year. Error selecting aid year specific fund info The Pell fund code has not been set up on RFRMGMT for the aid year. Error selecting standard award schedule not found No RFRDEFA default award schedule has been set up for the student's aid period and the aid year being processed. Error periods not equal input, RFRASCH, or RFRDEFA The periods created on the RFRASCH Fund Award Schedule or RFRDEFA Default Award Schedule do not match the periods set up on RORTPRD for the aid period and aid year. Pell calculation; RFRASCH/RFRDEFA grant pct missing The Grant Percent field was not entered on the award schedule created on RFRASCH or RFRDEFA. This percent value must be entered for Pell awards to be calculated. Disbursement period not in aid period Attempting to disburse Pell for a period which is no longer part of the student's aid period. The aid period for the student was changed, but the Pell award was not recalculated to remove periods which are not part of the new aid period. Run the Pell award process to delete the period which is no longer part of the aid period. /n 319 Banner Financial Aid User Guide |Processing Error selecting fund disburse schedule or error selecting standard disburse schedule A disbursement schedule must be set up on RFRASCH Fund Award and Disbursement Schedule Rules for the aid year, aid period, Pell fund code or on RFRDEFA Default Award and Disbursement Schedule Rules for the aid year and aid period. RFRDSCH exceeds 20 scheduled disbursements or RFRDEFD exceeds 20 scheduled disbursements Although the RFRASCH and RFRDEFA forms allow unlimited numbers of disbursements in the disbursement schedules, COD will allow a maximum of 20. The number of scheduled disbursements must be decreased to 20. Error selecting next year award schedule If calculating a Pell award including a crossover summer period, valid award schedules must exist for the crossover aid year. Add the missing award schedules on RFRASCH or RFRDEFA and rerun the Pell process. Error calculating next year less than half time COA or Error selecting COA for less than half time If calculating a Pell award including a crossover summer period and the enrollment for the summer period is less than half time, data must be set up correctly on the RPROPTS Packaging Options, RBRCOMP Budget Component Rules, and RTVCOMP Budget Component Validation forms for the crossover aid year. Warning: cannot process > 15 periods in aid period Due to limitations in COBOL, internal processing tables must be hard-coded with a specific number of entries. Period processing is currently set to 15 periods in the process. You must limit the number of periods in any aid period to 15 or the Pell award may be processed incorrectly. At least one term fails SAP validation on all terms in aid period fail SAP validation For each period being processed, the Pell calculation checks the most re cent Satisfactory Academic Progress term record for the student. This information can be found on the Eligibility Status tab of the ROASTAT Applicant Status form. If the stat us (RTVSAPR) on the SA P record is set to Prevent Packaging, and the Which Aid is a value which includes Pell awards, that term will fail SAP validation and will not be awarded. If one or more of the terms in the periods in the student's aid period fail this validation, the message fiAt least one term fa ils SAP validationfl will be returned. If all of the terms in the student™s aid period fail this validation, the message fiAll terms in aid period fail SAP validationfl will be returned. Edit/Error Code(s)Resolution /n 320 Banner Financial Aid User Guide |Processing At least one period fails NSLDS/Banner validation on all period s in aid period fail NSLDS/Banner validation These messages include Default, Overpayment and Aggregate Limit validation results. For Default and Refund validation, the Pell calculation checks the NSLDS Match Indicator found on the RNASLxx Student Loan Data form and RNARSxx Need Analysis Result form. A value of 1 (Default), 2 (Overpayment), or 4 (Both Default and Overpayment) can result in one of the above messages. For Aggregate Limits validation, the Pell calculation checks the Exceeds Subsidized Limits and Exceeds Combined Limits values on the Aggregate and Perkins Loan tab of the RNASLxx form. A value of E (Exceeds) can result in one of the above messages. Note - These errors can be overridden by the user. ŁA value of D (Default tests) or A (All tests) entered in the NSLDS Override field on the RNARSxx form (Federal Match Indicators tab) will override a Default error and allow the Pell to be awarded for all periods. ŁA value of D (Default tests) or A (All tests) entered in the NSLDS Override field of the Award Schedule window of the RPAAWRD or RPAAPMT forms will override the Default error for an individual period. ŁA value of O (Overpayment tests) or A (All tests) entered in the NSLDS Override field on the RNARSxx form (Federal Match Indicators tab) will override an Overpayment error. ŁA value of O (Override tests) or A (All tests) entered in the NSLDS Override field of the Award Schedule window of the RPAAWRD or RPAAPMT forms will override the Overpayment error for an individual period. ŁA value of L (Limit tests) or A (All tests) entered in the NSLDS Override field on the RNARSxx form (Federal Match Indicators tab) will override an Aggregate Limit error and allow the Pell to be awarded for all periods. ŁA value of L (Limit tests) or A (All tests) entered in the NSLDS Override field of the Award Schedule window of the RPAAWRD or RPAAPMT forms will override the Aggregate Limits error for an individual period. To allow the user to access the award on the RPAAWRD or RPAAPMT forms to override thes e errors for a period, the Pell award will be created with a zero award in some or all periods even when the above errors are returned. Default aid period cannot be a Pell aid period The default aid period listed on the ROAINST form cannot be the same aid period used as a Pell aid period. These aid period codes must always remain different. Term code, aid year on STVTERM must match the key block aid year or have a matching entry in period base data (RORPRDS) The period codes entered must have a matching period created on RORPRDS, which consists of the base aid year and crossover aid year. Edit/Error Code(s)Resolution /n 321 Banner Financial Aid User Guide |Processing Pell processesThis section provides you with a description of each process and report that is associated with calculating Pell. It is important to remember that the Pell award is calculated both at the time of awarding and at the time of di sbursement. These two ca lculations are then compared, and based on your option in the Pay Pell If Disbursement Amount Differs From Award Amount field in the Pell Options window of the Packaging Options form (RPROPTS), determines how much Pell to disburse to the student. The options for this field are as follows. Never Š will not disburse any Pell Funds if the award amount and the calculated disbursement amount differ. Lesser Amount Š will pay the lesser of the award amount or the calculated disbursement amount. Always Disburse Š will always pay the calculated disbursement amount. Essentially the calculation is the same at the time of awarding as it is at the time of disbursement, but the process uses enrollment as a separate option for awarding and disbursement. The process may or may not be calculating with different enrollment levels since the calculation is dependent on your Pell Award Enrollment Option and Pell Disbursement Enrollment Option in the Pell Options window of the Packaging Options form (RPROPTS). For example, many standard full-time school s may choose to award with a default of Full Time , yet will only disburse with Billing or Adjusted Hours . Review the options for your institution and review the preceding Updating Award Amounts to agree with Actual Disbursement Amounts section. This section di scusses how to change your enrollment options at specific times of the year to ensure that both awarding and disbursement ultimately utilize the same enrollment option. Pell Calculation Process (RPEPELL)Changes in the law and regulations for calculating Student Pell Grant Eligibility Limits indicate that a student can never receive more than 600% of Pell over their lifetime. Note: 100% of Pell = one annual scheduled award. These regulations are being applied retroact ively, to include any Pell Grant awards a student has received during their lifetime, since the Pell program™s inception. This means that any Pell Grant award a student has ever received will be considered in the Pell Grant eligibility calculation. For the 1213 aid year, the Lifetime Eligibility Used (LEU) returned in the National Student Loan Data System (NSLDS) information on the Institutional Student Information Record (ISIR) and through Transfer Student Monitoring/Financial Aid History (TSM/ FAH) was not always accurate. Common Origination and Disbursement (COD) needed time to collect prior year Pell payment information and feed it to NSLDS for all students. That collection and reporting to NSLDS was not completed until the June/July 2012 timeframe. Therefore, NSLDS LEU information for many students in Banner was not accurate or as up-to-date /n 322 Banner Financial Aid User Guide |Processing as the data received by the school and loaded to Banner prior to information being updated at NSLDS. For this reason no changes to the Pell Calculation were made for the 1213 aid year because the data was not reliable. For the 1314 aid year, the LEU information in NSLDS has been updated for all prior years and for all students and is thought to be reliable from the beginning of the aid year. Therefore, LEU % information will be used by RPEPELL to determine a student™s Pell award. The Pell Calculation process perf orms the following functions: ŁCalculates a Pell award based on the Pell Grant Payment Schedule table (RORPELL). Pell awards are calculated outside of the normal Packaging process, due to their special requirements. ŁThis process uses the enrollment option for awarding on the RPROPTS form. The Attending Hours will be calculated for th e number of hours which the student is attending if Use Attending hours has been indicated on the RFRMGMT form. Note: The RPEPELL program has been modified to use the Enrollment Rule associated with the Pell fund on RFRMGMT when calculating the Pell load. ŁOnline, the Pell Awarding process is performed whenever the Pell EFC, the Pell budget, the estimated enrollment level, or the aid period changes for an applicant Š unless the Prevent Pell Calc field is checked on the ROAINST or ROASTAT form. ŁIn batch mode, all applicants with records on the Applicant Status table (RORSTAT) will be processed. ŁThe Pell award may be auto-accepted on RFRMGMT, or may be accepted once a SAR is received. Once a valid SAR Certified da te is entered on ROAPEL L, the offered Pell grant will be accepted. A Pell award cannot be accepted manually. ŁIf the student has reached 100% of the scheduled Pell award for the aid year both Banner and NSLDS data are checked, the student™s enrollment status is checked to determine if the student is at least ½ time and the Pell Award Percent is checked to see if it supports more than 100%. If the student is not enrolled (or is not expected to be enrolled) at least ½ time for the period or the Pell Award Percent is not greater than 100%, the process does not award beyond the 100% scheduled award for the aid year and places a 0 award in the applicable period. ŁThe Next Aid Year Code is an optional parameter 08. If entered, it must be a valid and active aid year. The RPEPELL pr ocess first performs the Pell calculation for Aid Year Code for a student, and immediately performs a Pell calculation for Next Aid Year Code for the same student until all students have been processed. This will facilitate the process of calculating the most advantageous Pell summer crossover period awards. Always use the filowerfl aid year in the Aid Year Code parameter and the fihigherfl aid year in the Next Aid Year parameter. Example: 1011 should be used in the Aid Year Code Parameter and 1112 should be used in the Next Aid Year Code parameter. ŁThe Pell specific aid period will be used fo r calculating Pell awards rather than the standard aid period code, if a Pell specific aid period exists for the student. /n 323 Banner Financial Aid User Guide |Processing Note: Parameters are automatically created by the forms that call this process (RBAABUD, RBAPBUD, RNANAxx, RNAOVxx, RNARSxx, RNASUxx, RNAVRxx, ROAIMMP, ROAPELL), or are created manually through the GJAPCTL form. The RPEPELL process has been modified to au tomatically process both aid years when executed from online forms whenever a crossover period is part of the student™s aid period or Pell aid period. This ensures that the most advantageous Pell amount is awarded. Processing ModificationsWhen the RPEPELL process is being run from the forms, either automatically from the budget or need analysis forms, due to changes in data, from the Applicant Immediate Process Form ROAIMMP, or when using RPEPCKG with Calculate Pell Award parameter = Y:ŁIf the student being calculated has an aid period which contains a summer crossover period ANDŁThe period also exists in that student™s Pell aid period for the crossover aid year, RESULT The student™s Pell award will be calculated in both aid years. Under these conditions, the calculation for the ea rlier aid year (the one with the earliest aid year end year), will be calculated first, followed by the next aid year. The earliest aid year end year will be processed first regardless of whether the institution treats summer as a trailer or header. ExamplesTrailer School Example0910 Aid Period is Fall 2009, Spring 2010, Summer 2010 1011 Pell Aid Period is Summer 2010, Fall 2010, Spring 2011, Summer 2011 User goes to RPAAWRD for 1011 and chooses Pell Calculation from the options menu. The Pell calculation is automatically run for 0910 then for 1011 because the 0910 Aid Period includes a period that crosses over with 1011. /n 324 Banner Financial Aid User Guide |Processing Header SchoolExample1011 Aid Period is Summer 2010, Fall 2010, Spring 2011 0910 Pell Aid Period is Summer 2009, Fall 2009, Spring 2010, Summer 2010 User goes to RPAAWRD for 1011 and chooses Pell Calculation from the options menu. The Pell calculation is automatically run for 0910 then for 1011 because the 1011 Aid Period includes a period that crosses over with 0910. Students whose aid period does not contain a summer crosso ver period will only be calculated for the aid year matching the key block of the form which is performing the Pell calculation. Additionally, if a need analysis record does not exist for the student in the second aid year, the Pell calculation will not be performed. Note: Batch processing for crossover aid years has not been modified. The Parameter 08 - Next Aid Year Code will continue to be used to determine whether or not to calculate the next year award for students. Parameter validation has been added to RPEPELL for Parameter 08 - Next Aid Year Code. This is done to ensure that Next Aid Year Code must be ROBINST_AIDY_CODE that corresponds to +1 of the ROBINST_AIDY_END_YEAR from Parameter 01 Œ Aid Year Code. Refer to the Reports and Processes Chapter of this User Guide for further information regarding the Pell Calculation Process (RPEPELL). Crossover period logic and calculat ion to determine most beneficial aid yearA period which starts before July 1 and ends on or after July 1 is defined as a crossover summer period. The period award is calculated using the most advantageous aid year. For each period in the aid period, the routine determines whether or not the period is a crossover period by checking ROBPRDS_CROSSOVER_IND .If the period is not a crossover period, processing does not change. However, if the period is a crossover period, the award is calculated for the current aid year and an estimated period award is calculated for the summer period using information from the next aid year, and the summer crossover period is awarded in the most beneficial aid year of the two. This processing occurs automatically up to a date defined by the Department of Education each year. This date will be maintained in the Grant Options window of RPROPTS with a field la beled Pell Crosso ver Cutoff Date (RPBOPTS_CROSSOVER_CUTOFF_DATE ).The processing described for most beneficial aid year is performed up to, but not including that date. If the Pell Crossover Cut Off Date has been reached, Pell awards may no longer be calculated nor disbursed for that aid year. If running the Pell Calculation Process (RPEPELL), the message fiCURRENT DATE PAST AID YEAR CROSSOVER CUTOFF; NO PELL CALC.'fl will be generated. If running the Disbursement process RPEDISB, disbursement reject 82 fiPell disbursement not allowed after crossover cutoff datefl will be generated. /n 325 Banner Financial Aid User Guide |Processing The estimated next year period award is calculated as follows: ŁThe routine checks the student™s aid period ( RORSTAT_APRD_CODE_PELL which is defaulted to RORSTAT_APRD_CODE ) in the next aid year. ŁIf the student has a RORSTAT record for the next aid year, and has a non-null EFC for the next aid year, and has an aid period whic h contains the same crossover period being processed in the current aid year, a scheduled Pell award amount is calculated for the next aid year. ŁIf the student has a Pell budget in the next aid year, that budget amount is used in the calculation. Otherwise, the budget is assumed to be the same as the current year budget. ŁAfter calculating a scheduled award for the nex t aid year, an estimated period award for the summer period is calculated using the sc heduled award, the period percent defined for the summer period in the next aid year and aid period, and the enrollment load for the summer period. ŁIf the current year calculated summer period award is greater than or equal to the next year calculated summer award, the summer crossover period is awarded in the current aid year based on the current year scheduled award. If the next year calculated summer award is greater than the current year calculated summer award, the summer crossover period for the curr ent aid year is set to zero, allo wing RPEPELL to award the period in the next aid year when processing is done for that aid year. ŁWhen RPEPELL calls UCPRTN for the Next Ai d Year Parm, for any crossover period in the aid year, the process will check for the same period in the prior aid year. If a non- zero Pell award exists in a prior year for the same crossover period, the assumption will be that the prior aid year had a higher scheduled award and therefore a higher summer period award in the crossover period. Pell is not awarded in the next aid year for the crossover period. Pell Lifetime Eligibility Used (LEU)This section describes LEU information used during the Pell calculation processing to properly calculate the student™s Pell eligibility for the year. The related award forms, RPAAWRD, RPAAPMT, and ROARMAN include the High Pell LEU field that is to indicate when the student has a HIGH Pell LEU that has reduced the student™s Pell eligibility for the aid year. The following values are required to correctly calculate LEU: ŁCurrent Year Pell Already Used (from all institutions for the aid year) ŁBeginning LEU ŁBeginning Remaining EligibilityŁCurrent Year Eligibility Note: This LEU calculation offers the abilit y to alter the current calculation for current year eligibility to allow use of the Beginning Remaining Eligibility, if less than 100. /n 326 Banner Financial Aid User Guide |Processing Current Year Pell Already Used The sum of the most recent record for each unique school code in RCRLDS7 (RCRLDS7_PELL_PERCENT_SCHED ).Beginning LEUBeginning Remaining EligibilityCurrent Year Eligibility If the Beginning Remaining Eligibility >= 100: Note: This is the current calculation already performed in the Pell calculation to determine a student™s remaining eligibility for the aid year. If current eligibility is < 0, the value remains 0. Or, if the Beginning Remaining Eligibility < 100: This replaces the value of 100 in the current logic in the Pell calculation with the new Beginning Remaining Eligibility, which is less than a full year Pell award due to the student™s beginning of the year LEU. Lifetime Eligibility Used (RCRLDS4_PELL_LEU )- Current Year Pell Already Used (RCRLDS7_PELL_PERCENT_SCHED )=Beginning LEU 600 (federally mandated maximum) - Beginning LEU (see calc. above) =Beginning Remaining Eligibility 100 - Amount used at other schools=Current Eligibility Beginning Remaining Eligibility- Amount used at other schools=Current Eligibility /n 327 Banner Financial Aid User Guide |Processing Example 1The student attended another school with Summer as a header and transfers in the Fall to the Banner school. They attended ½ time over the Summer and used 25% of their current year Pell eligibility at the other institution. The student is planning to attend Fall and Spring at the Banner institution full time and has been paid 50% of their current year Pell eligibility at the Banner school for the Fall term. Example 2The student attended another school Summer and Fall and transfers in the Spring to the Banner school. The student attended Summer ½ time and Fall ¾ time and has used 62.50% of their current year eligibility at the other institution. The student is now attending Spring at the Banner school half-time and has been paid 25% of their current year Pe ll eligibility. If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) a. Max Allowed Eligibility 600.00 600.00b. LEU from NSLDS 550.00 580.00 c. Banner Current Year Used 50.00 50.00 d. Other Schools Current Year Used25.00 25.00 e. Total Current Year Used (c + d) 75.00 75.00 f. Beginning LEU (b - e) 475.00 505.00 g. Beginning Rema ining Eligibility (a - f) 125.00 95.00 h. Current Eligibility % (If g >= 100, 100 - d Else If g < 100, g - d) 75.00 (100.00 - 25.00 = 75.00) 70.00 (95.00 - 25.00 = 70.00) i. End Result in Banner Fall: 50% awarded/paid Spring: 25% awarded Fall: 50% awarded/paid Spring: 20% awarded If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) a. Max Allowed Elig ibility600.00600.00 b. LEU from NSLDS550.00598.00 c. Banner Current Year Used25.0025.00 /n 328 Banner Financial Aid User Guide |Processing Example 3The student attended another school Fall and Spring and transfers in the Summer to the Banner school as a trailer. The student attended 3/4 Fall and 3/4 Spring at the other institution. The student plans to attend full-time at the Banner institution but has not received any Pell funds yet. d. Other Schools Current Year Used62.50 62.50 e. Total Current Year Used (c + d) 87.50 87.50 f. Beginning LEU (b - e) 462.50 510.50 g. Beginning Rema ining Eligibility (a - f) 137.50 89.50 h. Current Eligibility % (If g >= 100, 100 - d Else If g < 100, g - d) 37.50 (100.00 - 62.50 = 37.50) 27.00 (89.50 - 62.50 = 27.00) i. End Result in Banner Spring: 25% awarded/paid Unused Remaining Eligibility: 12.5% Spring: 25% awarded/paid Unused Remaining Eligibility: 2%If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) a. Max Allowed Elig ibility600.00600.00 b. LEU from NSLDS550.00585.00 c. Banner Current Year Used0.000.00 d. Other Schools Current Year Used75.0075.00 e. Total Current Year Used (c + d)75.0075.00 f. Beginning LEU (b - e)475.00510.00 g. Beginning Rema ining Eligibility (a - f) 125.0090.00 h. Current Eligibility % (If g >= 100, 100 - d Else If g < 100, g - d) 25.00 (100.00 - 75.00 = 25.00) 15.00 (90.00 - 75.00 = 15.00) If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) /n 329 Banner Financial Aid User Guide |Processing Example 4The student attended another school Summer as a header and transfers to Campus A of Banner school Fall and then switches to Campus B of Banner school Spring. The student attended Summer 3/4 time at the other institution and used 37.50% of their current year eligibility. The student attended Campus A of the Banner institution 1/2 time using 25% of their current year eligibility and is atte nding Campus B 3/4 time in the Spring but has not yet received any Pell funds. i. End Result in Banner Summer: 25% awarded Summer: 15% awarded If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) a. Max Allowed Elig ibility600.00600.00 b. LEU from NSLDS550.00590.00 c. Banner Current Year Used25.0025.00 d. Other Schools Current Year Used37.5037.50 e. Total Current Year Used (c + d)62.5062.50 f. Beginning LEU (b - e)487.50527.50 g. Beginning Rema ining Eligibility (a - f) 112.5072.50 h. Current Eligibility % (If g >= 100, 100 - d Else If g < 100, g - d) 62.50 (100.00 - 37.50 = 62.50) 35.00 (72.50 - 37.50 = 35.00) i. End Result in BannerFall: Campus A 25% awarded/paid Spring: Campus B 37.50% awarded Fall: Campus A 25% awarded/paid Spring: Campus B 10% awarded If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) /n 330 Banner Financial Aid User Guide |Processing Example 5The student attended another school in Fall but withdrew and had a return of title IV calculation performed. The earned amount of Pell that the student used after the return calculation was 17.73%. The student then transferred to the Banner school in Spring and enrolled full-t ime receiving 50% of the current year eligibility. Example 6The student only attended the Banner school 1/2 time in the Fall and 1/2 time in the Spring, thus using 50% of their current year eligibility. The student now indicates that they plan to attend the Banner school 1/2 time during the Summer term. If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) a. Max Allowed Elig ibility600.00600.00 b. LEU from NSLDS550.00578.50 c. Banner Current Year Used50.0050.00 d. Other Schools Current Year Used17.7317.73 e. Total Current Year Used (c + d)67.7367.73 f. Beginning LEU (b - e)482.27510.77 g. Beginning Rema ining Eligibility (a - f) 117.7389.23 h. Current Eligibility % (If g >= 100, 100 - d Else If g < 100, g - d) 82.27 (100.00 - 17.73 = 82.27) 71.50 (89.23 - 17.73 = 71.50) i. End Result in BannerSpring: 50% Remaining Unused Eligibility: 32.27% Spring: 50% Remaining Unused Eligibility: 21.50% If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) a. Max Allowed Elig ibility600.00600.00 b. LEU from NSLDS550.00578.00 c. Banner Current Year Used50.0050.00 d. Other Schools Current Year Used0.000.00 /n 331 Banner Financial Aid User Guide |Processing Example 7The student attended another school in Summer as a header and transfers in the Fall to the Banner school. They attended ½ time over the Summer and used 25% of their current year Pell eligibility at the other institution. The student is planning to attend Fall and Spring at the Banner institution full time and has been paid 50% of their current year Pell eligibility at the Banner school for the Fall term. e. Total Current Year Used (c + d) 50.00 50.00 f. Beginning LEU (b - e) 500.00 528.00 g. Beginning Rema ining Eligibility (a - f) 100.00 72.00 h. Current Eligibility % (If g >= 100, 100 - d Else If g < 100, g - d) 100.00 (100.00 - 0.00 = 100.00) 72.00 (72.00 - 0.00 = 72.00) i. End Result in Banner Fall: 25% awarded/paid Spring: 25% awarded/paid Summer: 25% awarded Fall: 25% awarded/paid Spring: 25% awarded/paid Summer: 22% awarded If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) a. Max Allowed Elig ibility600.00600.00 b. LEU from NSLDS550.00605.00 c. Banner Current Year Used50.0050.00 d. Other Schools Current Year Used25.0025.00 e. Total Current Year Used (c + d)75.0075.00 f. Beginning LEU (b - e)475.00530.00 g. Beginning Rema ining Eligibility (a - f) 125.0070.00 h. Current Eligibility % (If g >= 100, 100 - d Else If g < 100, g - d) 75.00 (100.00 - 25.00 = 75.00) 45.00 (70.00 - 25.00 = 45.00) If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) /n 332 Banner Financial Aid User Guide |Processing Example 8The student attended another school summer as a header and transfers in the fall to the Banner school. They attended ½ time over the summer and used 25% of their current year Pell eligibility at the other institution. The student is planning to attend Fall and Spring at the Banner institution full time and is Pell is being calculated for the first time in Banner. i. End Result in Banner Fall: 50% awarded/paid Spring: 25% awarded Fall: 45% awarded/paid Spring: 0% awarded Fall has already been paid 50% for the aid year, so 5% will need to be backed off when disbursement is run.If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) a. Max Allowed Elig ibility600.00600.00 b. LEU from NSLDS450.00605.00 c. Banner Current Year Used0.000.00 d. Other Schools Current Year Used25.0025.00 e. Total Current Year Used (c + d)25.0025.00 f. Beginning LEU (b - e)425.00580.00 g. Beginning Rema ining Eligibility (a - f) 175.0020.00 h. Current Eligibility % (If g >= 100, 100 - d Else If g < 100, g - d) 75.00 (100.00 - 25.00 = 75.00) 0.00 (20.00 - 25.00 = -5.00; if <0, 0) If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) /n 333 Banner Financial Aid User Guide |Processing Pell grant award calculationThe Pell grant award calculation section provi des you with the Pell awarding calculations and demonstrates the calculations with examples using Banner. Pell grant calculations are based on the Pell Grant Schedule published by the Department of Education for determining scheduled awards for the award period. These payment amounts change for each award year but are always determined by the full-time Cost of Attendance and Expected Family Contribution grid. The contents of this grid are stored in the Banner RORPELL table and used in Pell Grant award and disbursement calculations. Pell award enrollment is determined by the enrollment option for awarding on the RPROPTS form. The enrollment is also determined based on the enrollment hours the student is currently attending if the Use Attending hours indicator has been selected on the RFRMGMT form. 100% Pell grant award calculation The Pell grant award is calculated within Banner in the following manner. 1.Maximum dollar award for aid period (Pell Full Year Pct field on the RO BAPRD form) x (Full-Time, Full Year Scheduled Amount) 2.Period amount (Pell Award Percent field for the period on the RFRDEFA or RFRASCH form) x (period enrollment full year amount x Pell Full Year Pct amount on the ROBAPRD form) 3.Remaining Pell dollars Maximum Dollar Award for Aid Period - Prior Period Award(s) 4.Period award Lesser of Period Amount and Remaining Pell Dollars i. End Result in Banner Fall: 50% awarded/paid Spring: 25% awarded Fall: 0% awarded Spring: 0% awarded The prior institution has overpaid this student resulting in -5% current year eligibility. For Banner purposes the student has 0% eligibility and should not be awarded any Pell funds for the aid year. If Beginning LEU <= 500.00 (Beginning Remaining Eligibility >= 100.00) If Beginning LEU > 500.00 (Beginning Remaining Eligibility < 100.00) /n 334 Banner Financial Aid User Guide |Processing Note: Similar logic is applied when awar ding beyond 100% of Pell. When the process get to a period where ther e is still remaining eligibility for the 100% award, it awards the remaining amount and then an amount from the second scheduled award not to exceed the Period Amount. 100% Pell percentage awarding example Aid Period: Fall/Spring/Summer. Pell Full Year Percent field on ROBAPRD = 100% Pell Award Percent field on RFRDEFA = 50% Fall; 50% Spring; 50% Summer Student Packaged using Full Time Estimate on RPROPTS EFC = 0Full Time Pell = 4050 ¾ Pell = $3038 ½ Pell = 2025 Maximum $award for aid period: 100% x 4050 = 4050 (a) Fall Period Award Calculation: 50% x 4050 = 2025 (b) 4050 (a) - 0 = 4050 (c) lesser of 2025 (b) or 4050 (c) = (d) d = period award 2025 Spring Period Award Calculation: 50% x 4050 = 2025 (b) 4050 (a) - 2025 = 2025 (c) lesser of 2025 (b) or 2025 (c) = (d) d = period award 2025 Summer Period Award Calculation: 50% x 4050 = 2025 (b) 4050 (a) - 4050 = 0 (c) lesser of 2025 (b) or 0 (c) = (d) d = period award 0 *Total Initial Award for the aid period is $4050 ($2025 for Fall, $2025 for Spring, and $0 for Summer) /n 335 Banner Financial Aid User Guide |Processing Note: In the case of a second scheduled award, the process would be able to award 2,025 for the summer period since student at least half time and assuming student is taking at least one credit hour in the next academic period. Student above actually registers for ¾ Time Fall, Full-Time Spring, & wants to register for Summer next week. The student is paid Pell based on the adjusted hours and receives $1519 for Fall & $2025 for Spring School Changes Awarding Option for Pell on RPROPTS to Adjusted Hours for Fall & Spring. This will allow any unused Pell from the Fall and Spring periods to be calculated and awarded for the Summer period. When RPEPELL is performed the Pell Award for the student is adjusted accordingly. Maximum $award for aid period: 100% x 4050 = 4050 (a) Fall Period Award Calculation: 50% x 3038 = 1519 (b) 4050 (a) - 0 = 4050 (c) lesser of 1519 (b) or 4050 (c) = (d) d = adjusted period award 1519 Spring Period Award Calculation: 50% x 4050 = 2025 (b) 4050 (a) - 1519 = 2531 (c) lesser of 2025 (b) or 2531 (c) = (d) d = adjusted period award 2025 Summer Period Award Calculation: 50% x 4050 = 2025 (b) 4050 (a) - 3544 = 506 (c) lesser of 2025 (b) or 506 (c) = (d) d = adjusted period award 506 Total Adjusted Award for the aid period is now $4050 ($1519 for Fall, $2025 for Spring, and $506 for Summer) Note: The above institution defines their academic year as 24 credit hours. If the student earned 9 in the fall, 12 in the spring and was taking 6 (half-time) in the Summer, the student would then be awarded a second scheduled award for 1,013 for the Summer (506 remaining first scheduled award and 507 second scheduled award). /n 336 Banner Financial Aid User Guide |Processing Pell grant disbursement calculationAll normal Pell grant calculations are based on the Pell Grant Schedule published by the Department of Education for determining full-time scheduled awards for the award period. These payment amounts change for each award year but are always determined by the full-time Cost of Attendance and Expected Family Contribution grid. The contents of this grid are stored in the Banner RORPELL table and used in Pell Grant award and disbursement calculations. You will notice that the Pell Disbursement Ca lculation is very similar to the Pell Awarding Calculation. The Pell Grant disbursement is calculated within Banner in the following manner. 1.Full Year Maximum Dollar Amount (Pell Full Year Percent field on the ROBAPRD form) x (Full-Time Full Year Scheduled Amount) 2.Period Amount Pell Award Percent field on the RFRDEFA or RFRASCH form x Full Year maximum dollar amount per enrollment level = A3.B = Total paid amount for other periods in aid period (excluding period being disbursed) 4.Calculated Amount If A + B > Full Time Full Year award: Calculated period amount = FTFY award - B Otherwise Calculated period award = A100% Pell percentage disbursement example Aid Period: Fall/Spring/Summer Pell Full Year Percent field on ROBAPRD = 100% Pell Award Percent field on RFRDEFA = Fall 50%; Spring 50%; Summer 50% The sum of the Pell Award Percent fields on the RFRDEFA or RFRASCH form = 100% Disbursement Option on RPROPTS set to ‚A™djusted Hours Enrollment: ¾ Fall, FT Spring, FT Summer EFC = 0 Scheduled Pell: Full Time= 4050 ¾ Time = 3038 ½ Time = 2025 Fall Period:1.100% X 4050 = 4050 2.50% x 3038 = 1519 = A 3.0 = B 4.1519 + 0 is not > 4050 /n 337 Banner Financial Aid User Guide |Processing Fall Period Disbursement: $1519.00 Spring Period:1.100% x $4050 = 4050 2.50% x 4050 =2025 = A 3.1519 = B (prior disbursements) 4.2525 + 1519 is not > 4050 Spring Period Disbursement: $2025.00 Summer Period: 1.100% X 4050 = 4050 2.50% x 4050 = 2025 = A 3.3544 = B (prior disbursements) 4.2025 + 3544 is > 4050 Therefore: Calculated period award = FTFY 4050 Œ (B) 3544 = 506 Summer Period Disbursement: $506 Pell grant award and disbursement processingŁYou determine in the Packaging Options section on the Packaging Options (RPROPTS) form whether to package with the estimated enrollment reported by the applicant or to package an estimated Pell with the default enrollment for all applicants. ŁYou can run the Pell Calculation Process (R PEPELL) by itself, either online or in a batch, or as an opt ion when running the Packaging Process RPEPCKG in batch. When you initially package Pell Grants for the year, run the batch Pell Grant Calculation Process after you perform Batch FM Need Analysis calculations and budget assignments since the creation of the Pell Expected Family Contribution (EFC) and Pell Budget in batch does not automatically trigger a Pell Grant Calculation. ŁThere are many fields in th e database which impact a st udent™s eligibility for a Pell Grant. Therefore, when the information in one of those fields changes, Banner performs the routine to calculate the am ount and validate the student™s eligibility for a Pell Grant. When any of the following database fields change, Banner performs RPEPELL, the Pell calculation and award validation routine. Fields that trigger a Pell when changed include: FormField/Column Name Need Analysis Result (RNARSxx) Primary Calculation Sys EFC /n 338 Banner Financial Aid User Guide |Processing ŁYou cannot add or accept a Pell award manually in the student™s aid package. If you need to delete the Pell award from the student™s aid package, you must first set the dollar amount to zero. ŁDuring the disbursement process, the Pell Grant is recalculated based on the option to disburse using an actual enrollment. If the awar d is calculated differently at that time, the award amount is not updated. The new Pell award will only be used during the disbursement process. Note: If the Pell award is locked in the student's package, it is not recalculated during disbursement. ŁA Pell award will never be disbursed if the st udent is picked for verification, a SAR EFC has not been received, and verification is not performed. ŁSet the Equity Fund field to Y on the Funds Management (RFRMGMT) form for the Pell fund code. ŁIf the Pell fund code is already included in the student™s package and is recalculated to a zero (0) amount, it will remain in the package with a 0 dollar amount unless the setting for Delete Award if Zero is checked on the Grant Options window of the Packaging Options (RPROPTS) form. This amount is also included in the student™s award letter. If the Pell Grant is initially calculated as a zero amount, it is not normally added to the student™s package at all. Th e exception to this is when the SAP calculation or NSLDS default, overpayment or limit tests result in some or all term awards being zero. In this case, the award is created with a zero amount so that the individual term errors can be overridden on the Award Maintenance (RPAAWRD) or Package Maintenance (RPAAPMT) forms. ŁFund Management (RFRMGMT) form considerations include: ŁIf you check the Auto Accept indicator for an award, Banner automatically changes an offered status for a fund to an accepted status. Applicant Budget (RBAABUD) Aid PeriodSupplemental Need Analysis (RNASUxx) Expected Enrollment Status for the Yr Need Analysis (RNANAxx) Prior Bachelor's Degree Class Code Citiz. Status Applicant Pell Grant (ROAPELL) SAR Certified Date FormField/Column Name /n 339 Banner Financial Aid User Guide |Processing ŁThe Change Load During Period , Payment Percent for Three Quarter Load , Payment Percent for Half Load , and Payment Percent for less than Half Load Disbursement Option indicators do not apply to Pell Grant processing. ŁThe Pell Grant Disburseme nt Process does use the If Ineligible Before Cut off Date, If Ineligible After Cut off Date , If Selected for Verification but is Not Complete, and Recoup When Award Reduced indicators.ŁIf you need to manually change a Pell grant amount for the year: ŁChange the award offered/accepted amounts on the Award Schedule section of the Award Maintenance (RPAAWRD) form or the Pack age Maintenance (RPAAPMT) form. ŁLock the fund in the Fund Award sect ion of the RPAAWRD, RPAAPMT, or the ROARMAN form.Note: The award amount is never changed by the disbursement process. Note: The Pell fund is the only fund in which the disbursement process can disburse more than the scheduled amount. ŁApplicant Pell Grant (ROAPELL) form considerations include: ŁThe Scheduled Award is based on the student™s Pell budget and the full year, full time Pell Grant Payment Schedule that the RPEPELL process uses. ŁThe Expected Disbursement prorates the amount in the Scheduled Award field if the student is a part-time or part-year student based on the student™s enrollment load. ŁThe Amount Paid to Date field indicates the Pell payments that have already been disbursed for the student. TEACH grant processingIntroductionThe Teacher Education Assistance for College and Higher Education (TEACH) Grant program provides funds for graduate and undergraduate students who intend to teach full- time in high-need subject areas for at least four years at schools that serve students from low-income families. If the student fails to complete the four-year teaching obligation within eight years of completing or ceasing their education, the grant will be converted to an unsubsidized loan. The loan will need to be repaid by the student with interest. /n 340 Banner Financial Aid User Guide |Processing TEACH awarding and disbursingThis section provides you with information about student eligibility requirements for the TEACH Grant and how you should set up Banner to award and disburse TEACH Grants. Criteria for awarding an d disbursing a TEACH grant To qualify for a TEACH grant, a student must meet the following criteria: ŁComplete a FAFSA ŁMeet the general eligibility requirements for federal student aid ŁBe enrolled in a program of study designated as TEACH Grant eligible. Eligible programs are those that prepare a student to teach in a high-need area. For example, a bachelor™s program with a math major could qualify for a student who intends to be a math teacher ŁSign a TEACH Grant Agreement to Serve and respond to requests by the U.S. Department of Education confirming continuing intention to meet the teaching obligation ŁComplete TEACH grant entrance counseling prior to receiving each scheduled award and complete exit counseling after completing or ceasing attendance. ŁFor undergraduate programs, meet one of the following academic achievement requirements. ŁScore above the 75th percentile on a college admissions test; or ŁGraduate from high school with a cumulative GPA of at least 3.25 (on a 4.0 scale) to receive a grant as a freshman; or ŁHave a cumulative GPA of at least 3.25 (on a 4.0 scale) through the most recent payment period on your college coursework to receive a grant for each subsequent period ŁFor graduate programs, meet one of the following academic standards. ŁScore above the 75th percentile on a college admissions test; or ŁHave an undergraduate cumulative GPA of at least 3.25 (on a 4.0 scale) to receive a grant in the first period; or ŁHave a cumulative GPA of at least 3.25 (on a 4.0 scale) through the most recent period in the Master™s degree program for subsequent payments; or ŁBe a current teacher or be a retiree from another occupation with expertise in a high- need field, enrolled in a Master™s degree program; or ŁBe a former teacher pursuing an alternative route to certification within a Master™s degree program /n 341 Banner Financial Aid User Guide |Processing The following will be chec ked to determine if the student is eligible. ŁCompleted FAFSA ŁU.S. Citizen or an eligible non-Citizen The following is NOT required for TEACH. ŁDoes not need to be Pell eligible ŁDoes not need to be enrolled at a certain enrollment level Œ student can be enrolled less-than-half-time and still receive TEACH. ŁVerification is not required for TEACH The following characteristics apply when calculating the TEACH award amount. ŁAward amount replaces EFC ŁAny amount above EFC must reduce need ŁA maximum amount of $4,000 per scheduled award ŁA student can receive up to 2 scheduled awards within one aid year. This results in a maximum of $8,000 per aid year ŁAwards must be split equally among the payment periods in the aid year ŁThe award amount must be prorated based on enrollment ŁA maximum aggregate of $16,000 at the undergraduate level and of $8,000 at the graduate level Note: Federal regulations allow an institution to award and disburse up to two scheduled TEACH awards within an aid year. With the current maximum award amount of $4,000, that means a student could receive up to $8,000 within an aid year. If your institution wants to award a second TEACH Grant within the aid year, use the Federal Limits Award override on the award forms to award the fund. The following criteria are checked at the time of disbursement to verify the calculated amount is still correct for the student and to verify the following additional eligibility criteria. ŁEnrolled in a TEACH elig ible program of study ŁEnrolled in a TEACH e ligible degree program ŁHas completed an Agreement to Serve When a student receives a TEACH grant, for the grant to not be converted to an unsubsidized loan after the student ceases attendance, they must complete the following service agreement. /n 342 Banner Financial Aid User Guide |Processing ŁWithin eight years of completing their program, teach for at least four years as a highly qualified teacher at a Title I school in one of the following specified subject areas. ŁMathematics ŁScience ŁForeign Language ŁBilingual Education ŁSpecial Education ŁReading Specialist ŁOther fiHigh Needfl fields TEACH grant setup For specific setup procedures, please refer to the COD Handbook .COD TEACH CalculationThis section addresses the calculation of load-based TEACH awards introduced for the 2009-2010 award year. The processing is modeled in a similar way to the existing Pell Grant calculations. To accomplish this, much of the existing rules data set up to support Pell processing is used for TEACH awards. Pell Packaging Options on the Packaging Options (RPROPTS) form, which were previously used exclusively for Pell award and disbursement calculations, are now also used to calculat e award and disbursement amounts for TEACH awards. Pell Award Percent values found on the Fund Award and Disbursement Schedule Rules (RFRASCH) form and the Default Award and Disbursement Schedule Rules (RFRDEFA) form are now also used in the calculation of TEACH awards. Note: Prior to the 2009-2010 aid year TEACH awards could not be calculated based on period load values. They were packaged by RPEPCKG and could be a dded and updated on the award forms just like any other fund. Starting with the 2009-2010 aid year, the period awards can be calculated and disbursed based on a variety of award and disbursement load options from the RPROPTS form, similar to the way in which Pell awards have been calculated. To accomplish this, a new database package (RPK_GRANT_CALC ) has been created, and will be used by the Packaging Process (RPEPCKG) to calcul ate TEACH awards. In addition, the Grant Calculation Process (RPRGRNT) may be used to calculate TEACH awards outside of the packaging process. /n 343 Banner Financial Aid User Guide |Processing It is strongly recommended that you use the RPEPCKG and RPRGRNT processes to calculate TEACH awards starting with the 2009-2010 aid year. Creating, updating, or rescheduling of these awards from the Award Maintenance windows of Award Maintenance (RPAAWRD), Package Maintenance (RPAAPMT), and Mass Offer Mass Entry (RPAMOFF) forms, or the creation or updating of these awards from the Batch Posting Process (RORBPST) will not be prevented; however, these forms and processes will bypass the new period load calculations and use the standard Default Award and Disbursement Schedule Rules (RFRDEFA) and Fund Award and Disbursement Schedule Rules (RFRASCH) forms without regard to period load values, and may give unexpected results. CalculationsIf the award option is not enabled on the Gr ant Options window of the Packaging Options (RPROPTS) form, the calculation uses the values from the Packaging Options window of RPROPTS. If the disbursement options are not set on the Grant Options window of RPROPTS, the calculation uses the disbursement option from the Enrollment Cutoff Date Rules window of RPROPTS. If disbursement options are not set on the Enrollment Cutoff Date Rules window, the calculation uses t he default Disbursement Options from the Packaging Options window of RPROPTS. Note: Disbursement options for crossover periods must be setup the same in both aid years. If different options are used, unexpected results will occur. The following is an overview of how the calculations are performed. ŁThe RPK_GRANT_CALC package calculates the correct TEACH grant award for each period based on the student™s load (as defined on RPROPTS) and the Grant Percentages as defined on RFRDEFA/RFRASCH.This new package is used by Auto Packaging (RPEPCKG), the Grant Calculation Process (RPRGRNT), and Disbursement (RPEDISB). ŁYou can still enter TEACH awards manually on the award forms.This allows for the use of the award overrides, if needed. When you enter awards manually, the RPK_GRANT_CALC package is not used. Instead, award validation that uses the normal award percentages on RFRDEFA/ RFRASCH is used. This functionality is the same as before this enhancement. ŁBatch Posting of TEACH awards is allowed. However, just as with manual awar ds, Batch Posting does not use the RPK_GRANT_CALC package and instead awards using the normal award percentages on RFRDEFA/RFRASCH. This functionality is the same as before this enhancement. /n 344 Banner Financial Aid User Guide |Processing ŁBecause the RPK_GRANT_CALC is used by the Disbursement Process (RPEDISB), these awards are recalculated at the time of disbursement - regardless of the method used to award the funds. This ensures that a student is not overpaid for any period of enrollment.ŁYou can use the Award and Period Locks on the award forms in the same way as you can for Pell. This allows you to make changes to awards for a period and lock the awards so that the awards are not recalculated at the time of disbursement. ExamplesBelow are some examples of how TEACH is calculated. Student packaged full-t ime, enrolled ¾ timeBased on the options set on the Grant Options window of RPROPTS, the student is awarded full-time TCHU1 for both Fall and Spring periods. At the time of disbursement for the Fall pe riod, the student is only enrolled ¾ time. RPEDISB calculates the eligible disburse ment amount based on the disbursement options on the Grant Options window on RPROPTS and only disburses a ¾ amount for the period. Student packaged full-t ime, enrolled < ½ timeBased on the options set on the Grant Options window of RPROPTS, the student is awarded full-time TCHU1 for both Fall and Spring periods. At the time of disbursement for the Fall pe riod, the student is only enrolled < ½ time. RPEDISB calculates the eligible disburse ment amount based on the disbursement options on the Grant Options window on RP ROPTS which is $500. Starting with the 2013-2014 aid year, th e calculation of TEACH grants will use the TEACH Reduction Percentage on RFRMGMT/ROAMGMT to obtain the proper amount. Assuming a 6% reduction, this $500 amount would actually be $470). Student packaged ¾ time , enrolled full-time Based on the options set on the Grant Options window of RPROPTS, the student is awarded ¾ time TCHU1 for both Fall and Spring periods. At the time of disbursement for Fall period, the student is actually enrolled full-time. RPEDISB calculates the eligible disburse ment amount based on the disbursement options on the Grant Options window on RPROPTS and disburses a full-time amount for the period. Note: The award is not increased, only the disbursement is increased. Award increases must be made by either running RPRGRNT or manually updating the award. /n 345 Banner Financial Aid User Guide |Processing Student receiving more than one TEACH grant scheduled award within the aid yearStudent is packaged with TCHU1 full-time for Fall and Spring. Institution knows that the student will also be enrolled full-time for the summer period. On the award form, you can manually add TCHU2 and use the Federal Limits Override to award the proper amount for the second scheduled TEACH award for the aid year. This override must be updated on both the TCHU1 and TCHU2 fund codes. Note: Adjustments must be made on the period window to ensure the proper amount is associated with the summer period. Student with prior en rollment and payments Student received $1000 in TCHU1 at a prior institution. The student is anticipating full-time enrollment at your institution. The student is auto-packaged. Based on the calculations in the RPK_GRANT_CALC package, the student is awarded $1000 for the Fall period, and $2000 for the Spring period. Starting with the 2013-2014 aid year, the calculation of TEACH grants will use the TEACH Reduction Percentage on RFRMGMT/ROAMGMT to obtain the proper amount. Assuming a 6% reduction, the $1,000 amount would be $940 and the $2,000 amount would be $1,880 for a total of 2,820. TCHU1 is batch posted to a student using the F batch posting typeWarning! This method is not recommended for TEACH grants. Student passes award validation and TCHU1 is added to the student™s award. Note: Adjustments must be made on the period window to ensure the proper amount is associated with the period(s). When Disbursement is run, the RPK_GRANT_CALC package calculates whether or not the student is eligible for the scheduled disbursement and only pays the eligible disbursement amount. TCHU1 is batch posted to a student using FN batch posting typeWarning! This method is not recommended for TEACH grants. /n 346 Banner Financial Aid User Guide |Processing Award validation is not used, so the TCHU1 is added to the student™s award. Note: Adjustments must be made on the period window to ensure the proper amount is associated with the period(s). Note: The award must be reviewed to ensure that the student is actually eligible for the award. When Disbursement is run, the RPK_GRANT_CALC package calculates whether or not the student is eligible for the scheduled disbursement and only pays the eligible disbursement amount. Student in a 150% aid period Student is awarded 50% of TCHU1 in the Fall period, 50% of TCHU1 in the Spring Period, and 0% in the Summer period as all of TCHU1 has been awarded. Note: If the student becomes eligible for a second scheduled award in the Summer period, use the Federal Limits Override to award the TCHU2 for the Summer period. Student in a 50% aid period Student is only awarded 50 % of TCHU1 as that is th e maximum for the aid period.Awards are locked on the period windowLocks are treated by Disbursement just as the locks are for Pell. If the award lock is Y, the fund pays for the period being disbursed, regardless of any recalculation by the RPK_GRANT_CALC package. If the award lock is E, the fund is recalculated for the period being disbursed, but only for the lower enrollment. If the period lock is Y, the fund pays for the locked period, regardless of any recalculation by the RPK_GRANT_CALC package. Any additional period s will not be affected by the lock. If the period lock is E, the fund is recalculated for the locked period, but only for the lower enrollment. Any additional periods are not affected by the lock. Additional examples For the remaining examples, assume the student is in a Fall, Spring, Summer aid period and there are no other factors such as prior school awards affecting the Banner award. Also assume the following va lues on RPROPTS, RFRDEFA/RFRASCH, RNANAxx, and ROAENRL:/n 347 Banner Financial Aid User Guide |Processing RPROPTS Grant Award Enrollment Option is I (Estimated ISIR / FAFSA enrl) for all periods Grant Disbursement Enrollment Option is A (Adjusted hours) for all periods RFRDEFA/RFRASCH RNANAxx Student™s Expected Enrollment Status is 1 (Full Time) Student™s Expected Period Enrollment Status ŁFall 2 (3/4 time) ŁSpring2 (3/4 time) ŁSummer2 (3/4 time) ROAENRLFinancial Aid Adjusted Hours ŁFall6 (1/2 time) ŁSpring6 (1/2 time) ŁSummer12 (Full Time) Warning! Starting with the 2013-2014 aid year, the TEACH awarding process will use the TEACH Reduction Percentage on RFRMGMT to obtain the proper TEACH amount. Please note that the examples that follow are pre-13-14 and therefore do not account for the TEACH Reduction Percentage. Manually enter a $4000 TEACH award on RPAAWRD (not recommended) The RPAAWRD form will not use the rpk_grant_calc database package, which calculates grants ba sed on period load, and will no t use the RPROPTS Grant Award Enrollment Percent options. PeriodAward PercentGrant Award Percent Fall50 50Spring50 50Summer0 50 /n 348 Banner Financial Aid User Guide |Processing Based on RFRDEFA/RFRASCH Award Percent va lues, the student receives the full $4000, with period amounts as follows: Fall$2000(FT Expected Enrollment, 50% Award Percent) Spring$2000(FT Expected Enrollment, 50% Award Percent) Summer$0 (FT Expected Enrollment, 0% Award Percent) Batch post a $4000 TEACH award using RORBPST (not recommended)The RPAAWRD form will not use the rpk_grant_calc database package, which calculates grants ba sed on period load, and will no t use the RPROPTS Grant Award Enrollment Percent options. Based on RFRDEFA/RFRASCH Award Percent va lues, the student receives the full $4000, with period amounts as follows: Fall$2000(FT Expected Enrollment, 50% Award Percent) Spring$2000(FT Expected Enrollment, 50% Award Percent) Summer$0 (FT Expected Enrollment, 0% Award Percent) Use the RPEPCKG or RPRGRNT process to calculate the TEACH award (recommended)The rpk_grant_calc package will calculate the TEACH grant by period, based on RPROPTS Grant Award Enrollment Option s, RFRDEFA/RFRASCH Grant Award Percent values, and the student enrollment load for each period, The award will be calculated as $4000, with period amounts as follows: Fall $1500(3/4 time ISIR enrollment, 50% Grant Award Percent) Spring$1500(3/4 time ISIR enrollment, 50% Grant Award Percent) Summer$1000(3/4 time, 50% Grant Award Percent, remaining amount) Use the RPAAWRD Reschedule Indicato r to reschedule the periods when aid period did not change (not recommended)Assume the existing award is $4000, an d had been calculated by RPEPCKG as: Fall $1500 Spring$1500 Summer$1000 The form will not use the rpk_grant_calc database package which calculates grants based on period load and will not use the RPROPTS Grant Award Enrollment options. /n 349 Banner Financial Aid User Guide |Processing The award is rescheduled based on RFRDEFA_AWARD_PCT or RFRASCH_AWARD_PCT .Fall$2000 Spring$2000 Summer$0 Use the RPAAWRD Reschedule Indicato r to reschedule the periods when aid period changed (not recommended). Assume the existing award is $3000 FA/SPR and had been calculated by RPEPCKG using the rpk_grant_calc package and ISIR Term expected enrollment as: Fall $1500 Spring$1500 The student changed from FA/SPR to FA/SPR/SUMMER. The student ISIR term enrollment for summer is 2 (¾ time). RPAAWRD reschedules the award based on RFRDEFA_AWARD_PCT or RFRASCH_AWARD_PCT .Fall$2000 Spring$2000 Summer$0 Use the RPRGRNT proce ss to recalculate the award when aid period changed (recommended). Assume the existing award is $3000 FA/SPR and had been calculated by RPEPCKG using the rpk_grant_calc package and ISIR Term expected enrollment as: Fall $1500 Spring$1500 The student changed from FA/SPR to FA/SPR/SUMMER. The student ISIR term enrollment for summer is 2 (¾ time). RPRGRNT reschedules the award using the rpk_grant_calc package and calculates the TEACH grant by period, based on RPROPTS Grant Award Enrollment Option s, RFRDEFA/RFRASCH Grant Award Percent values, and the student enrollment load for each period, Fall$1500 Spring$1500 Summer$1000 /n 350 Banner Financial Aid User Guide |Processing Use the RPRGRNT proce ss to recalculate the award when aid period changed (recommended). Assume existing award is $3000 FA/SPR, an d had been calculated by RPEPCKG using the rpk_grant_calc package and ISIR Term expected enrollment as: Fall $1500 Spring$1500 The student changed from FA/SPR to FA/SPR/SUMMER. The student ISIR term enrollment for summer is 2 (¾ time). Assume by the time this occurred, the school had chosen to change the RPROPTS Grant Award Enrollment Percent values to A (Adjusted hours). RPRGRNT reschedules the award using the rpk_grant_calc package and calculates the TEACH grant by period, based on RPROPTS Grant Award Enrollment Options, RFRDEFA/RFRASCH Grant Award Percent values, and the student enrollment load for each period, Fall$1000 (based on ½ time Adjusted hours) Spring$1000 (based on ½ time Adjusted hours) Summer$2000 (based on Full Time Adjusted hours) DisbursementAssuming the RPROPTS Grant Award Disbursement Percent values were also set to A (Adjusted hours) for all periods, the student would be paid the same amounts as were awarded: Fall$1000 (based on ½ time Adjusted hours) Spring$1000 (based on ½ time Adjusted hours) Summer$2000 (based on Full Time Adjusted hours) Use the RPRGRNT process to recalculate the award when the aid period changed (recommended). Assume the existing award is $3000 FA/ SPR, and had been calculated by RPEPCKG using the rpk_grant_calc package and period expected enrollment as: Fall $1500 Spring$1500 The student changed from FA/SPR to FA/SPR/SUMMER. The student period expected enrollment for summer is 2 (¾ time). Assume at the time this occurred, the school had not changed the RPROPTS Grant Award Enrollment Percent values.They are still set to I (Period Expected enrollment). RPRGRNT reschedules the award using the rpk_grant_calc package and calculates the TEACH grant by period, based on RPROPTS Grant Award Enrollment Option s, RFRDEFA/RFRASCH Grant Award Percent values, and the student enrollment load for each period: Fall$1500 (based on ¾ Period Expected enrollment) /n 351 Banner Financial Aid User Guide |Processing Spring$1500 (based on ¾ Period Expected enrollment) Summer$1000 (based on ¾ Period enrollment and remaining amount) DisbursementAssuming the RPROPTS Grant Award Disbursement Percent values are set to A (Adjusted hours) for all periods, the student is paid based on the setting on RPROPTS for Pay Pell if Disbursement Amount Differs from Award Amount .If the Pay Pell if Disbursement Amount Differs from Award Amount is A (Always Disburse): Fall$1000 (based on ½ time Adjusted hours) Spring$1000 (based on ½ time Adjusted hours) Summer$2000 (based on Full Time Adjusted hours) If the Pay Pell if Disbursement Amount Differs from Award Amount is L (Lesser Amount): Fall$1000 (Lesser of 1500 award and 1000 calculated disbursement) Spring$1000 (Lesser of 1500 award and 1000 calculated disbursement) Summer$1000 (Lesser of 1000 award and 2000 calculated disbursement) If the Pay Pell if Disbursement Amount Differs from Award Amount is N (Never Disburse): Fall$0 (1500 award amount differs from 1000 calculated disbursement) Spring$0 (1500 award amount differs from 1000 calculated disbursement) Summer$0 (1000 award amount differs from 2000 calculated disbursement) State grant award processing In many states, the state grant program is handled by a state financial aid agency. This agency processes state grant applications, calculates award amounts, and disburses the funds directly to students or to schools for payment to students. Though the amount of the grant is calculated by the state agency, financial aid offices may need to estimate the award amount prior to the actual awarding by the state grant agency. Since this award can affect the student™s need for other aid, aid officers typically try to estimate the amount of the state grant prior to its official calculation by the state grant agency. Although it is disbursable, schools would not want to disburse an estimated award. They need to make sure that only the official amount calculated by the state grant agency for the period is disbursed. /n 352 Banner Financial Aid User Guide |Processing These concerns can be handled by Banner in the following manner: 1.On the Fund Management (RFRMGMT) form, set up the fund accepted award status code to be something such as ESTD (Estimated). The Disburse indicator should be set to System. The Memo Credit indicator can be set either way, and the Automatic Acceptance indicator can be either checked or unchecked. 2.On the Financial Aid Selection Rules (RORRULE) form, create a disbursement rule that says: RPRAWRD_AWST_CODE = CERT (Award Status Code = CERT) This will prevent the fund from being paid or authorized unless the award status code is intentionally changed to CERT (a code meaning accepted on RTVAWST). The normal processes of awarding or acceptin g the award would post different status codes so the fund could be packaged and memoed, but not disbursed. 3.When the official award is known, then th e actual amount is posted, replacing the estimated award, and the status code is changed to CERT . The award is then eligible for disbursement and only the actual/official amount will be paid. If actual/official state grant award data is received electronically, a customized process to post the data to the student™s award record (RPRAWRD) and award by period record (RPRATRM) can be developed. A cu stomized process should also change the award status code to identify the amount as the official amount and make it disbursable. Resources, contracts, and exemptions Contracts Note: To interface third-party payments from Banner Student to Banner Financial Aid, the Interface Third Party Cont indicator must be checked on the Packaging Options (RPROPTS) form for those aid year you wish to interface. 1.Contract Authorization (TSACONT). To interface contracts, the contract must first exist on SPRIDEN as a Non-Person record and on TSACONT for authorization. The Person Authorization window of TSACONT provides for the authorization of contracts for specific students. 2.Third Party Contract Rules (RPRCONT). Define the valid third party co ntracts which will be in effe ct for the specified terms. Estimate a standard amount for each contract within the defined terms. Note: On RPROPTS, if the Always Use Estimated field is checked, then the estimated amount will always be used as a resource for students authorized for the contract. If the Always Use Estimated field is not checked, the estimated amount will be used until the actual amount is /n 353 Banner Financial Aid User Guide |Processing available from Banner Accounts Receivable. If the Assume Full Time field is checked, the full estimated amount will always be used regardless of estimated enrollment. If Assume Full-Time is set to N, then the percentage specified will be used to prorate the estimated contract amount. RPIARPY Œ The Contracts and Exemptions Payment Inquiry form allows you to view Third Party Contracts that have been applied to the student's account. RPAARSC Œ The Exemptions and Contracts window of the Resource Maintenance form enables you to view a student's exemptions and third party contracts for an aid year. ExemptionsNote: To interface Exemptions from Banner Student to Banner Financial Aid, the Interface Exemptions indicator must be checked on the Packaging Options (RPROPTS) form for the Aid Year in which you want to interface. 1.Exemption Authorization (TSAEXPT).To interface exemptions, the exemption must be set up on TSAEXPT in Banner Student. The Person Authorization window of this form provides for the authorization of exemptions to specific students. 2.Exemption Rules (RPREXPT). Define the valid exemption codes which wi ll be interfaced for specified terms. Estimate a standard amount for that exemption within the defined terms. ŁOn RPROPTS, if the Always Use Estimated field is checked, the estimated amount of exemption will always be used as a resource for students authorized for exemptions. If the Always Use Estimated field is not checked, then the estimated amounts will be used as a resource until the actual amount is available from Banner Accounts Receivable. ŁThe estimated amount can be prorated based on estimated enrollment. If the Assume Full Time field is checked, the full estima ted amount will be used. If the Assume Full Time field is unchecked, then the percentage specified will be used to prorate the estimated amount of the exemption. ŁRPIARPY Œ Contracts and Exemptions Payment Inquiry form allows you to view exemptions that have been paid to the student™s account. ŁRPAARSC Œ The Exemptions and Contracts window of the Resource Maintenance enables you to view a student™s exemptions and third party contracts for an aid year. /n 354 Banner Financial Aid User Guide |Processing Excluding contracts and exemptions The Higher Education Reconciliation Act of 2005, HERA, changed the way Coverdell education savings accounts, prepaid tuition plans offered by a State, and qualified tuition programs (known as 529 prepaid tuition plans and 529 savings plans) were treated in the determination of a student™s financial aid package. Previously, prepaid tuition plans were treated as an adjustment to the student™s cost of education, estimated financial aid, or as a resource. Many institutions used Third Party Contract processing in the Accounts Receivable system of Banner to process students who benefited from these plans. By using the Third Party Contract process, the benefits received by the student were then reported as a resource for financial aid and properly reduced the student™s need. The changes made by HERA require that prep aid tuition plans no longer be treated as adjustments to the cost of education, estimated financial aid, or resources. All qualified educational benefits or education savings accounts are now treated as assets of the owner of the plan in the calculation of the student™s EFC, unless the plan is owned by a dependent student. ŁEven if the beneficiary of the plan is someone other than the student (for example, a sibling) it is counted as an asset belonging to the plan™s owner. ŁThe value (refund value for 529 prepaid tuition accounts) of all plans owned by the parent of a dependent applicant must be reported as an asset of the parent. ŁThe value (refund value for 529 prepaid tuition accounts) of all plans owned by the independent student applicant or spouse must be reported as an asset of the student. ŁIf the dependent student owns the plan, it is not included on the FAFSA nor is it included as an adjustment to the COA or considered as a resource or estimated financial assistance. Specific resources identified as a qualified tuition program must be excluded from being considered as resources when they have been processed using Third Party Contracts in the Accounts Receivable system. Previously, if you opted to interface Cont racts and/or Exemptions on the Packaging Options (RPROPTS) form, when a student was authorized and received payment from a Third Party Contract or Exemption, the amount paid on the student's account was included in the determination of actual resources for financial aid. The resource amount was interfaced into the Resource Maintenance (RPAARSC) form and included in the calculation of need for financial aid in the following award forms: Award Maintenance (RPAAWRD), Packaging Maintenance (RPAAPMT), and Financial Aid Record Maintenance (ROARMAN) with th e resource amount displaying in the Resource field.In response to the changes required by HERA , Banner Financial Aid allows you to exclude specific contracts and/or exemptions from being counted as a Financial Aid Resource. In addition, you can roll contracts and exemptions from one term to a new term. /n 355 Banner Financial Aid User Guide |Processing To properly process contracts and exemptions from being excluded as resources, you must: Łestablish a contract record on the Third Party Contract Rules (RPRCONT) form, for a contract.Łestablish an exemption re cord on the Exemptions Rules (RPREXPT) form, for an exemption. Łselect the new Exclude as Resource checkbox on RPRCONT or RPREXPT. Łset the estimated amount, or, if you choose not to use estimates, leave the amount blank. Note: If a Third Party Contract or Exemption is excluded as a resource, it will not be visible on the Res ource Maintenance (RPAARSC) form. However, all Third Party Contracts and Exemptions which have been paid to a student, including those that have been excluded, may be viewed on the Contracts and Exemptions Paym ent Inquiry (RPIARPY) form which uses the RPVARPY view. You can view Third Party Contracts or Exemptions paid on the student's account. The calculation of estimated resources for both contracts and exemptions uses the maximum amount established on the student authorization for the contract and/or exemption if it exists in Accounts Receivable (TSAC ONT/TSAEXPT). If no maximum amount has been established, the calculation for estimated resources will continue to use the estimated amount defined on RPRCONT for contracts and RPREXPT for exemptions. Maintaining resources and calculation in unmet need Resource Maintenance (RPAARSC) Other Resources, Contracts, and Exemptions are created and maintained by term and will display for terms that are associated with a period or crossover period for the aid year in the key block. ExampleTerm 201030 is associated with PERIOD SUMMER 0910 which has and aid year of 0910 and a crossover aid year of 1011. A Resource, Contract, or Exemption for the 201030 term will be displayed for both the 0910 and 1011 aid years. Other Resources blockThe block™s Other Resources Calculated Total field has been modified to allow mouse navigation and will represent the total amount of all resources displayed including crossover terms and resources for the aid year (null term). /n 356 Banner Financial Aid User Guide |Processing For example, a student has other resources entered for the fall, spring, and summer terms and a resource which does not have a term and is for the aid year. The Other Resources Calculated Total value will show the su m of all records displayed (fall, spring, summer terms + record without term attached). However, only the term which belongs to a period that is part of the student™s aid period plus the resources for the aid year (no term exists) will be used in the calculation of resources for need. Additionally, fiOther Resourcesfl for terms that are associated with the Aid year specified in the key block or crossover terms for another aid year can also be displayed. When displayed for the crossover year, that record cannot be updated (or deleted). The following error messages are displayed, accordingly: ŁOn Update: ŁfiResource exists in &RPRARSC_AIDY_CODE ; update not allowed.fl ŁOn Delete: ŁfiResource exists in &RPRARSC_AIDY_CODE ; delete not allowed.fl Using details from the previous example, when RPAARSC is used for the 0910 aid year, the resource for the 201030 term will be displayed and the record can be updated (or deleted). However, when RPAARSC is used for the 1011 aid year, the resource for the 201030 term will be displayed but the record cannot be updated (or deleted). Once a record exists in the RPRARSC table, update of the RPRARSC_TERM_CODE is not allowed. Note: When a record is inserted, the key block aid year is always used. A record with a term code can only be inserted when the term code has been defined with the STVTERM_FA_PROC_YR = key block aid year. For example, Term 201030 has STVTERM_FA_PROC_YR = 0910. From RPAARSC, enter fi0910fl in the key block along with a valid Student ID. The record is allowed to be inserted into RPRARSC and will have RPRARSC_AIDY_CODE = ‚0910™ From RPAARSC, enter fi1011fl in the key block along with a valid Student ID. If an attempt is made to add record with term code = 201030. The insert is not allowed, and in this case would be followed by this error message: ŁfiUnable to create record. Use 0910 aid year for 201030 term.fl Summary blockThe Summary block has been modified to provide the resource amount calculated from Other Resources, Contracts, and/or Exemptions based on the aid period assigned to the student for the aid year in the key block. See information provided in Resource Calculation. All fields in the Summary Block allow mouse over text help. /n 357 Banner Financial Aid User Guide |Processing Resource calculationBecause periods allow the ability to combine terms and the potential of a student changing from one period to another period but both periods contain the same term code, resources entered on RPAARSC will remain by term. Note: The information from Accounts Receivable for contracts and exemptions will remain by term. With the delivery of enrollment/payment periods, the calculation for the amount of resources changed to only include the resources for the terms which are part of the periods making up the student™s aid period. Resources, which are for the aid year and not defined with a term, will be included in the calculation of resources. ExampleŁPeriod FALL/WINTR 1011 consists of terms 201110 and 201115 ŁPeriod SPRING 1011 consists of term 201120 ŁAid Period FA/SPR consists of Periods FALL/WINTR 1011 and SPRING 1011 The Financial Aid office is provided information the student is going to receive an outside scholarship for the upcoming 1011 aid year. The student is also receiving training funds from SRS which are processed as contracts through Accounts Receivable.Resources calculated for the 1011 aid year would be 1550.00, the total of all terms that exist for the aid year and this amount would then reduce the amount of need for the student. Term 201110Term 201115Term 201120Total Scholarship300.00 200.00 500.00 1,000.00 SRS-Contract300.00 250.00 550.00 Total 600.00 200.00 750.00 1,550.00 Budget10,000.00 EFC0Resources1,550.00 Gross need8,450.00 /n 358 Banner Financial Aid User Guide |Processing The student later decides they will not be at tending in fall so the Financial Aid office changes his aid period from fall/spring to spring only. The Spring aid period consists of period SPRING 1011 with the 201120 term. The resource calculation will now only include the resources which exist for the 201120 term Exemptions and contracts Exemptions and Contracts are displayed for all terms that are associated with a Period for the aid year entered in the key block. If the term is included in a Period which has been defined as a crossover Period, the contract and/or exemption will be displayed in both years.Note: The Calculated Grand Total of All Resources may no longer equal the Resources in the Summary block. The Other Resources Calculated Total and the Exemptions and Contracts Calculated Total are totals for the aid year. The Resources in the Summary block reflect the total for the aid period. Adding periods to an award scheduleThe only time you can manually add a new period to a student™s award schedule is when that new period is valid for the student™s current aid period but it wasn™t part of the student™s aid period when the award schedule was originally created. When you add a new period record to the award schedule, Banner does not change the way the other periods were scheduled. Instead, Banner sums up all the periods for the fund, puts the new total through the award validation process and places the new total in the RPRAWRD table and then displays it in the Fund Awards section of the Award Maintenance (RPAAWRD) form, the Package Maintenance (RPAAPMT) form, and the Financial Aid Record Maintenance (ROARMAN) form. This is the only situation which will c ause the total award to change due to a change in one of the period amounts. Normally, the total in the Fund Awards section needs to be changed and the new total between periods in the award by period detail needs to be rescheduled. The function to add a new period record is used, for example, when a student who was originally in one aid period later decides to also attend a Summer period. If the Summer is the last period for the aid year, the student™s aid period can be changed to include that period. To give the student an award for the new Summer period, insert a new period record into the student™s award schedule in the award by period detail section with the new Summer award amount. Budget5,000.00 EFC0 Resources750.00 Gross need4,250.00 /n 359 Banner Financial Aid User Guide |Processing This will not change the way other periods have been schedu led (and possibly already paid). Banner will automaticall y add up all period amounts and will package the new total. If the total in the Fund Awards section is changed first, Banner might change the way other period amounts have been scheduled. If the new award total fails the award vali dation process, an error message will be received. To override one of the permissible edits in awar d validation, you will need to remove the award record for the period and select the appropriate override on the Award Maintenance tab then save. Once the override has been updated, you may then add the new period award record on the Award Schedule tab. Rescheduling disbursement date using periodsWhen using the option to reschedule the disbursement date for non-loan funds based upon the student™s earliest class start date either for the aid period (RFRDEFA) or for a specific fund/aid period (RFRASCH), Banner will evaluate the class start dates for all terms within the period to determine the earliest class start date. If a student has the Consortium Indicator set to fiYesfl for a term within the period, the earliest class start date for the term will be determined by the earliest attending hours start date, if they exist. Otherwise, th e term start date will be used. Period Based Awarding OverviewBanner Financial Aid provides the ability to a ccept, decline, or cancel awards by period. The functionality to allow awards to be created and maintained by period is optional and defined by fund. This option is set on the fund management forms RFRMGMT or ROAMGMT by updating the Allow Processing by Period checkbox. When processing by period for an enabled fund, the status of the award can be maintained by period, whether it is offered, accepted, declined, or cancelled. Additionally, you are allowed to create an award for a specific period on the Award Schedule tab (RPRATRM) of the award forms, rather than forc ing the award to first exist for the aid year (RPRAWRD). The Award Offer Mass Entry (RPAMOFF) and Award Acceptance Mass Entry (RPAMACC) forms also pr ovide you with the ability to offer, accept, and reject awards either for an aid year or by period. Note: Only funds where Allow Processing by Period has been checked may be created as a new award on RPAAWRD and RPAAPMT Award Schedule tab. Also, only funds where Allow Processing by Period has been checked may be accepted or rejected by period on RPAMACC. /n 360 Banner Financial Aid User Guide |Processing Funds which allow processing by period and al so are available to be accepted or declined by the student in Self-Service have two options available for Self-Service processing. ŁBy Period: The applicant may accept or decline the award for each period. Ł By Aid Year unless award status mixed: The applicant must accept or decline the award for the aid year when all of the period award statuses are offered. If not all of the period award statuses are offered, the applicant may accept or decline periods which are offered. This provides the ability for an award to be offered for fall/spring and accepted by aid year then an additional period is awarded as offered such as summer which may be accepted or declined without impacting the fall and spring awards. With the ability to have awards in different states for different periods of enrollment, a hierarchy for determining the overall status of the award for the aid year is necessary. For example, the Fall award could have been ac cepted while the Spring award had been declined. When it is determined that multiple periods exist (RPRATRM table) with differing values (offered, accepted, declined, or cancel led), the following hierarchy will be used to determine the overall status for the award at the aid year level (RPRAWRD): Note: A system delivered value for a Cancelled award status, SYSC = System Cancelled, will be cr eated with this release and will Award condition(s) Overall Status (award for the aid year) ŁIf any period has an accepted status and additional periods exist that are not accepted. Accepted Example: Fall accepted and Spring offered.The award is accepted for the aid year ŁIf any period has an offered status and no period is accepted. Offered Example: Fall is declined and Spring is offered.The award is considered offered for the aid year ŁIf any period has a declined status, and no period is accepted or offered. DeclinedExample: Fall is declined and Spring is cancell ed.The award is considered declined for the aid year. If any period has a cancelled status, and no period is accepted, offered, or declined. Cancelled Example: Fall is cancelled and Spring is cancelledT he award is considered cancelled for the aid year. /n 361 Banner Financial Aid User Guide |Processing update a new field for the default Ca ncel status on the fund management forms (RFRASPC table). This defaul t Cancel status will be used for updating the award level status code when different codes meaning cancelled exist for period awards. The system delivered value may be updated in the fund table, RFRASPC, to one established at your institution. If your institution currently has an award status defined of SYSC in the RTVAWST table, this will be the value used for updating the Cancel Status on the fund manag ement forms (RFRASPC table). It is important for you to verify the SYSC value has the Cancel indicator set and reflects the status you want to use. For example, Fall is cancelled with a status code of CNCL and Spring is cancelled with a status code of CSAP , both having a value of cancelled. The award status will be updated to the award status defined for Cancel for the fund. To help in identifying awards where the awards for periods differ, you have the ability to define award status codes that represent a mixed status exist for the aid year. Mixed award statuses will be defined on the fund management forms (RFRMGMT and ROAMGMT) and assigned based on the award status hierarchy. ŁMixed Accept - The status defined for Mixed Accept will be assigned to the award for the aid year if any period has an accepted status and additional periods exist that are not accepted. If a Mixed Accept status has not been defined, the status defined for Accept will be used.ŁMixed Offer - The status defined for Mixed Offe r will be assigned to the award for the aid year if any period has an offered status and no period is accepted. If a Mixed Offer status has not been defi ned, the status defined for Offer will be used. ŁMixed Decline - The status defined for Mixed Decline will be assigned to the award for the aid year if any period has a declined status , and no period is accepted or offered. If a Mixed Decline status has not been defined, the status defined for Decline will be used. You may offer, accept, decline, or cancel funds where period processing is enabled for the aid year. However, once awards for the periods have been updated and are in different states (Fall - accepted and Spring - declined), updates to the award status must be made by period. As a result, an error message will be displayed if you are attempting to update the aid year award status when all the period award statuses are not the same value. Setting up funds for Period Based Processing1.If you will be using the award status codes representing a Mixed Offer , Mixed Accept, and Mixed Decline status, create award status codes for these new values on the Award Status Validation (RTVAWST) form. The status for Mixed Offer should be defined with the Offer indicator checked, the status for Mixed Accept should be defined with the Accept indicator checked, and the status for Mixed Decline should be defined with the Decline indicator checked. For each of these new status codes, indicate if changing the award status to this value should update the Award Letter indicator to Y (yes). /n 362 Banner Financial Aid User Guide |Processing 2.After you have identified the funds you want to allow processing by period, you have two options for setting up the fund for period processing: ŁSingle Fund Update - RFRMGMT/ROAMGMT ŁUpdate the Allow Processing by Period indicator. ŁUpdate the award status codes ŁUpdate the web processing rules (see below for options) ŁMass Update - RFRMUPD ŁUpdate the award status codes for multiple funds where you have queried the funds based on criteria such as fund type or fund source. ŁEnable Period Processing by updating the Allow Processing by Period indicator for multiple funds where you have queried the funds based on criteria such as fund type or fund source. Note: The Allow Processing by Period indicator cannot be updated for Direct, Electronic, or Manual loans at this time. The ability to process loan funds will be provided in a future Banner Financial Aid Release. ŁUpdate the Web Processing Rules (see information on Self-Service options, below). 3.Determine how the fund will be accept ed or declined in Banner Financial Aid Self-Service.ŁFor funds which do not allow processing by period (Allow Processing by Period is unchecked), awards in Self-Service may only be accepted or declined for the aid year. ŁFunds where you allow processing by period (A llow Processing by Period is checked), have two options for how the fund is accepted or declined by the student: ŁAward may be accepted or declined for each period separately (Allow Web Accept/ Decline by P = Period) ŁAward must be accepted or declined by aid year unless a period is offered while other periods for the fund are accepted, declined, or cancelled (Allow Web Accept/ Decline by A = Aid Year unless status mixed). For example: ŒStudent offered Merit for Fall and Spring, the award must be accepted or declined for the aid year. The student accepts the award. ŒAid Period is changed to Fall/Spring/Summer and the Merit fund is offered to the student in Summer (Fall and Spring remain as accepted). The student now has the ability to accept or decline the Summer award without any impact to the Fall and Summer award. ŁPartial Acceptance If you will allow a partial amount of an award to be accepted in Self -Service fo r the fund, update the fund specific field, Allow Partial Amount Acceptance, on the fund management form, RFRMGMT or ROAMGMT. The Fund Mass Update Rules form (RFRMUPD) may also be used for update of multiple funds. The fund specific option replaces the Global option Allow Partial Amount Acceptance on the Web Processing Rules tab of ROAINST. Funds where period processing is enabled a nd the fund may be accepted or declined for a /n 363 Banner Financial Aid User Guide |Processing specific period will allow a partial amount acceptance by period when the Allow Partial Amount Acceptance is checked for the fund. Updating awards for enrollment changes A quick award process exists which makes it easier to maintain awards which need to be changed due to: Ła student™s change in anticipated course load affecting only one period, or Ła student™s change in enrollment plans so as not to be enrolled for all periods as previously expected. Consider the following two award maintenance scenarios and the current Banner Financial Aid operational steps, either of which allow you to change the award to the desired amount. A student changes enrollment to half-time Fall and full-time Spring. The steps to change the award were: For Option 1 1.Change the studen t™s budget on the Applicant Bud get (RBAABUD) form or Applicant Period Budget (RBAPBUD). 2.Change the total award in the Funds Award section of the Award Maintenance (RPAAWRD) form. 3.While still in the Funds Award section of the RPAAWRD form, sa ve the change and wait for award validation to accept the new award. 4.While on the RPAAWRD form, go to the Award Schedule window and change the award by period records to reflect a half-time Fall award and a full-time Spring award, ensuring that the sum of the period awards exactly equals the total that was entered in the Funds Award section (or else the sum of the period offer amounts will be used as the new award amount for the aid period). You may also need to update the Enrollment Load for the periods to reflect the changes for the applicant's enrollment. For Option 2 1.First enter the changed period award amounts on the Award Schedule window of the Award form or Package Maintenance form. 2.Save the changes and Banner proceeds as follows: ŁThe sum the period awards for the change d fund is compared to the existing total award (that would initially have been displayed in the Funds Award section). ŁIf the sum of the period awards differs from the (existing) award total, a pop-up window is displayed with a warning messag e requesting verification that the award total is to be changed to the sum of the changed period awards. /n 364 Banner Financial Aid User Guide |Processing To position your cursor on the proper choice you can use the Enter key or the Tab key. Once you select your choice, press the Accept (Save) key. ŁIf you indicate that you want to change the award, the award is repackaged using the new total which includes a validation against awarding rules, and all changes are committed.ŁIf you do not want to change the award, t he attempted period changes will be rolled back. ŁBanner recalculates the award percents for each period based on the new period amount and updates those fields. ŁThe newly packaged amount can now be seen in the Funds Award section of the Award form or the Package Maintenance form. When you use the Award Maintenance (RPA AWRD) form, you can make changes to multiple periods and multiple funds with a single Save. Since the Award Schedule Window on the Package Maintenance (RPAAPMT) form only deals with one fund at a time, multiple periods can be done only for the selected fund. Manually scheduling awardsBanner initially distributes awards by periods according to rules set on the Fund Award and Disbursement Schedule Rules (RFRASCH) form or the Default Award and Disbursement Schedule Rules (RFRDEFA) form in the Funds Management Module. You can change the award schedule for a specific student and fund on the second page of the Award Maintenance (RPAAWRD) form or on the Package Maintenance (RPAAPMT) form. Award Amount Change - When you manually change the amount of an award, it is scheduled according to the distribution perc entages previously entered for the fund on page two, rather than the schedule defined on one of the award schedule rules forms. Therefore, if a student should receive an award with the unique pattern of 25% in the Fall and 75% in the Spring and the amount of th e award changes, the new amount will still be scheduled at 25% in the Fall and 75% in the Spring. Aid Period Change - If you change the student™s aid period, both new awards and revised awards will be scheduled according to the rules on the Fund Award and Disbursement Schedule Rules (RFRASCH) form or the Default Award and Disbursement Schedule Rules (RFRDEFA) form when the Schedule indicator is checked to reschedule non-Pell funds on the award forms. A change in the student™s aid period is determined by comparing the list of periods in the fund's award schedule to the list of periods for the student™s current aid period. An award status code change by itself do es not cause the award to be rescheduled. /n 365 Banner Financial Aid User Guide |Processing Updating awards when locked Global Institution Financial Aid Options (ROAINST) The ROAINST form allows institutions to setup various financial aid options. Enter the name of the financial aid director and the director™s phone number on the Institution Demographics Tab. You can also enter campus demographic information in that area of this window. Award lock The Allow Award Status Updates When Locked indicator is delivered with a default value of unchecked (No). When you have the Allow Award Status Updates When Locked indicator checked (Yes) on the Options tab of ROAINST, the award status may be updated in Banner and the student able to accept or decline the award in Self-Service when the award is locked (for the aid year or any period is locked). This functionality allows the update of a period award status when the Allow Award Status Updates When Locked indicator is checked and the award is locked for the aid year or the period if the fund is set to allow processing by period. Th is will allow the student to accept or decline the award in Self-Service but will not allow acceptance of a partial amount. Award amounts may not be changed when the fund is lo cked either for the aid year or a period. Identifying students needing new or revised award lettersIt is possible to identify students who may need a new or a revised award letter. The Packaging Group Information section of the Award form (RPAAWRD), Packaging Maintenance form, (RPAAPMT) , and Financial Aid Record Maintenance (ROARMAN) form display an Awrd Ltr field. This field ( RORSTAT_AWD_LTR_IND ) is set to Y whenever the offered amount changes on any fund in the student's package when you want changes to the fund to cause the award letter indicator to be set. If you want changes to a particular fund to cause the indicator for the student to equal Y, you must check the Award Letter field on the Fund Management (RFRMGMT) form. Do not check this option if you do not want changes to a particular fund to set the award letter indicator to Y.You can use the Award Letter indicator ( RORSTAT_AWD_LTR_IND ) in population selection to choose students who need a printed copy of an award letter. You could use the following sample selection statement for this purpose: RORSTAT_AWD_LTR_IND = Y.You can manually change the award letter indicator on the three packaging forms. For example, you may not want to send a new award letter to a student if an award only changes by a small amount. You could change the indicator back to N so that you do not /n 366 Banner Financial Aid User Guide |Processing select the student for a new award letter. Or, if you want a particular student to receive a duplicate copy of his latest award letter, change the indicator from N to Y. Banner now selects the student for a new letter even though there were no changes to his award package. To create a population of students who should receive an award letter you should run the GLBDATA process to find the students whose award letter indicator = Y. When you run the letter extract process (GLBLSEL) for your award letter, you should use the population just created. To reset the award letter indicator back to N you should run a report called RLRLETR immediately following the letter print process (GLRLETR). The parameters for this process must be the same as the population you just used to print the award letters. It also asks for an aid year code so it knows wh ich award letter indicator to reset. This report will reset the award lett er indicator back to N so the student will not be reselected for another award letter unless there have been subsequent changes to the award package. /n 367 Banner Financial Aid User Guide |Processing Banner Financial Aid Global Disbursement optionsPolicy Question If Yes, then use formUse Option Set Option ToComments If the student has not accepted their charges for the period in which the disbursement is run, do you want to allow the student to receive the financial aid credit on their account? RPROPTSDisburse If Charges Not Accepted a checked boxIf you do not check this box, the fund is not paid if the student has not accepted their charges for the period in which you run disbursements. In this case, the financial aid could be authorized but not paid. If the student has an unresolved SAR C flag, do you want to pay the student? RPROPTSDisburse if SAR C Flag Exists a checked boxIf you do not check this box, the fund is not paid. Do you want to allow the fund that was previously paid to memo? RPROPTSAllow Memos When Previously Disbursed a checked boxIf checked, it will allow a fund that has previously paid for the period you are trying to disburse, to memo.This includes memoing amounts that have paid or authorized then backed out to zero. It also includes memo amounts that are for future scheduled disbursements when earlier scheduled disbursements have been paid or authorized and not backed out. When you disburse an award, which enrollment do you want to use to determine the student's load at the point of the disbursement as the default value? See BelowSee BelowSee BelowThe value entered in this field will only be used if there is not a disbursement enrollment option entered for the period of disbursement on the Enrollment Cut Off Dates Rules Window. /n 368 Banner Financial Aid User Guide |Processing .... Expected Enrollment?RPROPTSEnrollment Option for Disbursement E xpectedBanner uses the student load from the student reported expected enrollment from the current Need Analysis record, (if you check the Estimated Enrollment - Pell field). If this information does not exist, or if you do not check the Estimated Enrollment - Pell field, Banner uses the Default Estimated Enrollment. .... Adjusted Enrollment?RPROPTSEnrollment Option for Disbursement AdjustedBanner calculates the student™s adjusted enrollment as the student billing hours for the term minus any courses listed on the Audit Grading Mode (RPRAUDT) form, minus any courses in the student™s schedule where the course registration status indicates that the course should not count in enrollment. This means that dropped or canceled courses for the term are not counted in enrollment, but non- credit remedial courses are counted even though these courses do not carry real credit hours. Banner uses adjusted financial aid hours if this information exists , otherwise it uses current adjusted hours. The adjusted hours are converted to load based on the credit hour rules specified on the ROAINST form. .... Actual Enrollment?RPROPTSEnrollment Option for Disbursement BillingBanner uses the student™s financial aid billing hours for the period of disbursement if it exists, or else Banner uses the current billing hours. The billin g hours are converted to load based on the credit hour rules found on the ROAINST form. Policy Question If Yes, then use formUse Option Set Option ToComments /n 369 Banner Financial Aid User Guide |Processing Would you like to setup different values of enrollment to be used when disbursing funds on a period-by-period basis?RPROPTS (Enrollmen t Cut Off Dates Rules window) Period and Disbursement Enroll Option Period for this specific enrollment status and the enrollment status you wish to have:Expected Adjusted Billing If a rule exists on this window for a period, it will override the Enrollment Status window on the prior window of the form. At what date in the period do you wish to treat aid that has been paid differently than at the beginning of the period? RPROPTS (Enrollmen t Cut Off Dates Rules window) Cut Off DateDate to be usedThis is a required field. What criteria for calculating enrollment should this fund use? ROAINST (Options window )Select the Enrollment Rule which should be used to determine the enrollment for disbursement of this fund. Note - The Enrollment rule may also used for awarding Pell and Teach Grant Funds. LIST of Values to select the valid enrollment rules for the aid yearThe Enrollment Rule must be defined for funds which are paid through the Disbursement process (RPEDISB) or are loan funds. Policy Question If Yes, then use formUse Option Set Option ToComments /n 370 Banner Financial Aid User Guide |Processing Banner Financial Aid Fund Specific Disbursement optionsPolicy Question If Yes, then use formUse OptionSet Option ToComments Do you want to give the student anticipated credit for the fund prior to payment of the fund? RFRMGMT (Packaging Options window) Memo Credit Accepted or Offered If this field is set to Accepted, the memo goes out only if the student accepts the award and all memo validation criteria have been met. If this field is set to Offered, the memo goes out if the status of the award is either Offered or Accepted and the student has met all memo validation criteria. How do you want to disburse the fund to the student's account? RFRMGMT (Packaging Options window) Disburse System or Manual If this field is set to System, Banner automatically creates the disbursement (from either RFRDEFA or RFRASCH) schedule when the student accepts the award. If this field is set to Manual, Banner does not automatically create a schedule, but does allow you to manually create a disbursement schedule for the student and fund. If the student is enrolled, at the point of disbursement, for less hours than what you anticipated when you packaged, do you still want to disburse the fund? See BelowSee BelowSee Below /n 371 Banner Financial Aid User Guide |Processing ...No, do not disburse. RFRMGMT (Disbursement s Option window) If Disb Load Code > Pckg Load Code N = No Disbursement By setting the option to No Disbursements when the Disb Load Code > Pckg Load Code, a Disbursement Error/ Reject is created and no disbursement will occur. If an amount has already been paid, it may be backed out based on the back out options set in the If Ineligible Before Cut-Off Date and Ineligible After Cut-Off Date fields. ...Yes, disburse the amount of the award. RFRMGMT (Disbursement s Option window) If Disb Load Code > Pckg Load Code D = Disburse 100% Disburse the amount of the award in the student™s package despite the load. ...Yes, but prorate the amount of the award that you want to pay based on the load. RFRMGMT (Disbursement s Option window) If Disb Load Code > Pckg Load Code P = ProrateThe amount of the award in the student™s package is prorated based on the payment percentages for the student™s load (load is determined based on the Enrollment Option for Disbursement field). If an amount greater than the prorated amount has already been paid, you may back out the difference based on your back out options as set in the Ineligible Before Cut-Off Date and Ineligible After Cut-Off Date fields. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 372 Banner Financial Aid User Guide |Processing If you choose to prorate the amount of the award when the student is enrolled at less than the anticipated amount during packaging, how do you want to prorate the award? RFRMGMT (Disbursement s Option window) Payment% for 3/4 Load Payment% for 1/2 Load Payment% for Less 1/2 Load Enter percentages for each load option When Banner calculates the prorated amount based on the load, it determines the student™s load based on the Enrollment option for Disbursement option. If an award is scheduled for disbursement in multiple payments within a period, and the student™s load changes between scheduled disbursements, how do you want Banner to calculate the amount of the subsequent disbursement? RFRMGMT (Disbursement s Option window) Change Load During Period Based on the A - (Award Scheduled) or on the S - (Scheduled Disbursement) If the Disb Load Code > Pckg Load Code field is either D or P, this indicator calculates the disbursement amount. If it is set to A, the scheduled award for the period is multiplied by the payment percentages based on the student's load and the result is paid. If it is set to S, the scheduled disbursement is multiplied by the payment percentages based on the student™s load and the result is paid. Do you want to disburse based on the enrollment calculated for only classes which have begun for the student? RFRMGMT (Disbursement s Option window) Use Attending hours a checked boxWhen the indicator is checked, the student™s enrollment will be calculated based on the number of billing/adjusted hours which have a class start date less than or equal to the date the Disbursement Process is run. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 373 Banner Financial Aid User Guide |Processing The Attending Hours is calculated for either adjusted or billing hours based on the disbursement options defined on the RPROPTS form. If the Expected Hours is chosen for the Disbursement Option, the Attending Hours will not be used. You may also establish the number of days prior to or after the earliest class start date. To allow disbursement to pay the student prior to the student beginning attendance for the calculated enrollment load, you will enter a positive number. To withhold disbursement until after the student begins attendance, you will enter a negative number. Do you want to perform repeat course checking which will allow only one repeat of a previous passed course to be included in the calculation of enrollment hours for the fund? RFRMGMT (Disbursement Options window )Use Repeat Course Checkinga check box When checked ( Yes ), the calculation of enrollment hours will include verification against academic history and registration that only one repeat of a course previously passed may be counted towards enrollment. Are there any institutional specific disbursement rules for the fund? RORRULE (using Rule Type Fund Disbursement) Policy Question If Yes, then use formUse OptionSet Option ToComments /n 374 Banner Financial Aid User Guide |Processing Do you want to apply the same enrollment edits that are used for disbursement for determination of what can be memo™d? RFRMGMT (Disbursement Options window) Use Disb Enroll Edits for Memo a checked boxWhen this box is checked, it will prevent aid from memoing if this student is not enrolled. It will use all of the same edits for enrollment as the disbursement process, including at least half time for loans. If a student has received a payment for financial aid and subsequently the aid office reduces the amount of the student™s award, do you want to reverse the difference between the paid award and the new award amount on the student's account? RFRMGMT (Disbursement Options window) Recoup when Award Reduceda checked boxUse this option to recoup aid from the account when the award amount is less than the amount which has already been paid. The disbursement process places a negative payment amount on the student account for the difference. If a student has received payment and their enrollment changes, but the student is still eligible, do you want to pay that portion of eligibility to the student account? RFRMGMT (Disbursement Options window) RecoupD = Disregard Proration rules are used when the student has no disbursement errors. If a student has received payment but now has disbursement errors (for example, Student Not Enrolled, Outstanding Tracking Requirement) and you want to leave existing disbursements? RFRMGMT (Disbursement Options window) RecoupD = Disregard Disregard will make no adjustment to student account. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 375 Banner Financial Aid User Guide |Processing If a student has received payment but now has disbursement errors (for example, Student Not Enrolled, Outstanding Tracking Requirement) and you want to bring disbursements for period back to zero? RFRMGMT (Disbursement Options window) RecoupB = Backout Disbursement Backout will reverse credit to student account If a student has received a payment for an award in a specific period, and the student becomes ineligible for the award after it is paid, do you want Banner to back out the payment which has been made? See BelowSee BelowSee Below ...No, do not back out the payment that has already been made. RFRMGMT (Disbursement Options window) If Ineligible Before Cut-Off Date If Ineligible After Cut-Off DateD = DisregardThe disbursement process does nothing if the student becomes ineligible after a payment has been made. Ineligibility is defined as failing any of the disbursement validation criteria. (You can set this option differently based on if it is on or before or after your system defined cut-off dates on the RPROPTS form.) ...Yes, backout fundsRFRMGMT (Disbursement Options window) If Ineligible Before Cut-Off Date If Ineligible After Cut-Off DateB = Backout disbursements If the student is ineligible, regardless of why, funds will be backed out with the B option. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 376 Banner Financial Aid User Guide |Processing ...Yes, back-out the entire amount of the payment which has been made for the period. RFRMGMT (Disbursement Options window) If Ineligible Before Cut-Off Date If Ineligible After Cut-Off DateB = Backout Disbursements The disbursement process backs out the entire amount of the payment for the period. Ineligibility is defined as failing any of the disbursement validation criteria. (You can set this option differently based on if it is on or before or after your system defined cut-off dates on the RPROPTS form.) ...Yes, but back-out only the amount of the payment which has not been applied to a charge. RFRMGMT (Disbursement Options window) If Ineligible Before Cut-Off Date If Ineligible After Cut-Off DateP = Payment not AppliedThe disbursement process backs out the amount of the payment which has not yet been applied to a charge through the application of payments process. This option is designed to reverse the amount of the payment that you could potentially refund back to the student without changing the amount that you already used to pay the charges. If you run disbursements online, this option puts out a request to include the student in the next run of the application of payments process. This option only performs a back out when it is run in batch mode. If the student™s enrollment changes and they are eligible for additional funds and you want to apply Proration rules to these funds RFRMGMT (Disbursement Options window) If Ineligible Before Cut-Off Date If Ineligible After Cut-Off Date. Recoup when award is reduced. D = Disregard checked If no disbursement errors exist and disbursement options are set to Recoup and Disregard, proration is applied for enrollment changed. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 377 Banner Financial Aid User Guide |Processing If a student has been selected for verification, and the student™s verification has not yet been completed, do you want to disburse the aid to the student anyway? RFRMGMT (Disbursement Options window) If Selected for Verification but Verification is not complete Y = Yes, allow disbursement N = No do not allow disbursement W = Incomplete with a verification status, allow disbursement For students who are selected for verification, you may select Yes, to allow disbursement of the fund when the verification process has not been completed. If you select No, Banner will not allow disbursement of the fund to the student. You may select to allow disbursement of the fund pending verification for those students where the verification status has been set to W (Without documentation) on ROAPELL by se tting this field to W-Incomplete with verification status of W, allow disbursement. If a student has any general unsatisfied tracking requirements on their tracking record which prevent disbursement, do you want to pay the non- Federal fund anyway? RFRMGMT (Disbursement Options window) Override General Tracking Require-ments a checked boxYou can only use this option for non-Federal funds. (If the fund is a Federal fund, you cannot override general tracking requirements which prevent disbursement. A general tracking requirement is defined as one which is not fund specific.)When you disburse the award, is a promissory note required for disbursement? This option should not be used for Federal Perkins and Federal Direct Loans. RFRMGMT (Packing options, Loan Options sub tab) Promissory Note Required a checked boxIf this field is checked, this option creates promissory note requirements for all periods in which the student receives the fund when the award is accepted in the student's package. The disbursement process assures that the student has signed (satisfied) that requirement prior to the payment of the fund. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 378 Banner Financial Aid User Guide |Processing Note: If an award is cancelled, declined, or reduced to a zero award amount, the Disregard setting will be ignored and the previous payment will be backed out. Is there a period where all disbursement activity should be prevented or stopped for a period of time? RFRMGMT Disbursement Locks Perioda checked boxWhen this box is checked, all disbursement activity for that period will be prevented. Does the fund have a limit on how much you can disburse to the student based on the actual tuition and fees, etc.? RFRMGMTDetail Code Rules windowValid Detail Codes defined as charges When you disburse the fund, Banner only pays an amount up to the sum of the defined detail codes for the period. These rules only specify the maximum amount you can pay to the account and in no way determine how to apply the payment to specific charges. This function occurs in the Accounts Receivable Application of Payments Process. Are there any fund- specific tracking requirements that should be created when the fund is awarded that should prevent the disbursement of this fund? RFRMGMT Tracking Requirements Tracking CodeAppropriate Tracking Requirement CodeIf populated, a new requirement will be created when the fund is awarded and will not allow disbursement (setup on RTVTREQ) of this fund until satisfied. Rules can be set on RTVTREQ to prevent memo or disbursement until satisfied.Note - If the fund is removed from the student™s award and the requirement has not been satisfied, it will automatically be removed. Policy Question If Yes, then use formUse OptionSet Option ToComments /n 379 Banner Financial Aid User Guide |Processing Note: The Disregard setting will only affect awards which have been partially disbursed. Disbursement validation edits The disbursement validation process checks user-defined rules, hardcoded rules, and federal rules before Banner actually processes a payment or authorization. The following list outlines the items that the disbursement validation process checks before processing a payment or an authorization. The Disbursement Process (RPEDISB) process and the Disbursement Validation Report (RPRVDIS) lis ts the reject messages associated with each fund if the disbursement is not paid or authorized. The disbursement and memo reject messages may also be viewed for a specific student using the Disbursement Results (ROIDISB) form. RejectNumberReject MessageDisbursement Validation Condition 2Applicant has financial aid holds Determines whether there are active holds that prevent disbursements on the ROAHOLD form. 3Outstanding non-fund tracking requirements Checks for non-fund specific tracking requirements that prevent disbursements on the RRAAREQ form. (Also checks to see if the fund is supposed to override non-fund specific tracking requirements.) 4Outstanding fund tracking requirements Checks fund-specific tracking requirements that prevent disbursements for that fund on the RRAAREQ form. 5Not in eligible degree program Checks that the student is enrolled in an eligible major for the primary curriculum. The Major, Minor, Concentration Code Validation (STVMAJR) form defines the eligible programs for financial aid. 6Not a citizen or eligible non-citizen Validates citizenship from RNANAxx (RCRAPP1 table) for the current record. Use the RNANAxx form to view and update citizen information. 7Not Making Sat Acad Prog (All Aid) Checks the satisfactory academic progress of the student. This is determined by the satisfactory academic progress code for the highest term code that is less than or equal to the term code where the SAP indicator has been checked for the period (on RORPRDS) which is being disbursed. Use the ROASTAT form to view or update SAP codes. /n 380 Banner Financial Aid User Guide |Processing 8Applicant in default Ensures that the student is not in default on a Federal title IV loan. Banner uses the information from NSLDS to determine if the student is in default or owes a refund. Use RNASLxx and RNARSxx to view and update this information. You may also override default/refund errors by fund and period on the period schedule window of the award forms RP AAWRD or RPAAPMT. 9Applicant owes refund Ensures that the student does not owe a refund on a Federal title IV grant. Banner uses the information from NSLDS to determine if the student is in default or owes a refund. Use RNASLxx and RNARSxx to view and update this information. You may also override default/refund errors by fund and period on the period schedule window of the award forms RPAAWRD or RPAAPMT. 10Cannot get class code Unable to determine the class code for the student. Verify the appropriate class code translations have been established on RPRCLSS. 11Cannot get federal rules Verifies the Federal Rules exist for the aid year (RPIFEDR/RPRFEDR). 12Applicant is not enrolled If the institutional option is set to disburse using actual enrollment (Code A - Adjusted hours or B - Billing hours on RPROPTS), Banner checks for the actual enrollment of the student. If there is no actual enrollment, the Disbursement Load is set to 5. If the institutional option is set to use expected enrollment, then it uses the expected enrollment from the RCRAPP1 table. If there is no expected enrollment in RCRAPP1 then it uses the default enrollment from the RPBOPTS table (Packaging Options form- RPROPTS). 13Enrollment invalid for federal fund id Verifies that the minimum required enrollment for the fund has been reached (as defined on the Federal Rules Table - Federal Rules Inquiry [RPIFEDR] form). 14Student has or will have a prior degree If the fund is Pell, the disbursement validation process verifies the non-receipt of a degree by 7/1/xx in the RCRAPP1 table. Use the RNANAxx form to view this information. 15SAR received date not present If the fund is Pell, Banner searches for the receipt of a SAR (SAR certified date on the Applicant Pell Grant [ROAPELL] form) if you are not auto accepting Pell.RejectNumberReject MessageDisbursement Validation Condition /n 381 Banner Financial Aid User Guide |Processing 16SAR EFC not equal to System EFC If the fund is Pell, Banner checks that the Primary SAR-EFC matches the Primary System-EFC. Use the ROAPELL form to vi ew this information 17PELL eligibility has not been determined If the fund is SEOG, Perkins, Stafford, the validation process checks whether or not Pell Grant eligibility has bee n determined (System- EFC is not null). Revi ew Pell Grant eligibility information on the RNARSxx form. 18Violates fund disbursement rules Violates user-defined fund disbursement rules (Fund Disbursement Rule Type) on the Financial Aid Selection Rules (RORRULE) form. 19Verification required but incomplete for fund Determines if verification is required/completed. If the fund disbursement rule on the Fund Management form (RFRMGMT) is set to not disburse with an incomplete verification and verification is incomplete, then a disbursement will not take place. Otherwise, the verification of the required/completed information is ignored and the disbursement takes place. 20Fund disbursement rule cannot be executed There is a problem with your fund disbursement rule on RORRULE 21Award has not been accepted Ensures that the award is in an accepted status. Use the RPAAWRD, RPAAPMT, or RPAMACC form to update the award status. 22Student/Parent contribution is estimated If the fund is a Title IV Federal fund, Banner ensures that the student and parent contributions are official. Review student and parent contribution information on the RNARSxx form. 23Promissory note requirement is not satisfiedChecks for the receipt of a promissory note for the period being disbursed if the fund requires a promissory note. Promissory notes are listed on RPAPROM, ROASMRY, and the Additional Requirements tab of RRAAREQ. 24Disbursement load is greater than packaging load The disbursement process compares a student™s enrollment load at the time of disbursement to the enrollment load assumed at the time of packaging if the institutional option is set to disburse using actual enrollment. If the code for the student's load at the time of disbursement is greater than the code for the expected load at packaging time, the disbursement process does not disburse the fund if the If Disbursement Load Code greater than Package Load Code field is set to N (No Disbursement) on the RFRMGMT form. RejectNumberReject MessageDisbursement Validation Condition /n 382 Banner Financial Aid User Guide |Processing 25Error retrieving basic student data During the validation of Title IV Federal funds, Banner requires data from the General Student Table (SBGSTDN) such as the Level Code, Major Code and Student Type Code. Banner displays the ERROR - BASIC STUDENT DATA message when a general student record does not exist for the student in the Student System. 26Unofficial source for Title IV funds If the fund is a Title IV Federal fund, Banner ensures that the Official Source Indicator on the RNARSxx form is set to 1 for Official. Check the value of this field on the RNARSxx form. 27Origination Record not acknowledged by servicer Origination record not acknowledged. 28Promissory Note not acknowledged by servicer Promissory Note not acknowledged. 31PLUS loan requires approved credit check PLUS credit check is not in approved status. Review on RPALORG 32No Authorization for EFT Disbursement No authorization for EFT disbursement. 33Loan Status is Held/Inactive - No Disb The loan status is on hold or inactive, no disbursements. 34Loan Award Status is Cancel/Decline - No Disb Award status for loan has been canceled or declined without disbursements. 35Award not Disbursed - SAR C-Flags exist Award was not disbursed; SAR C flags exist. 36Not Making Sat Acad Prog (Institutional) The student is not making satisfactory academic progress for an institutional program. Review the student™s status in the Satisfactory Academic Progress window of the Applicant Status (ROASTAT) form. 37Not Making Sat Acad Prog (State Aid) The student is not making satisfactory academic progress for a state program. Review the student™s status in the Satisfactory Academic Progress window of the Applicant Status (ROASTAT) form. 38Not Making Sat Acad Prog (Title IV) The student is not making satisfactory academic progress for a Title IV funded program. Review the student™s status in the Satisfactory Academic Progress window of the Applicant Status (ROASTAT) form. RejectNumberReject MessageDisbursement Validation Condition /n 383 Banner Financial Aid User Guide |Processing 39Not Making Sat Acad Prog (Federal) The student is not making satisfactory academic progress for a Federal program. Review the student™s status in the Satisfactory Academic Progress window of the Applicant Status (ROASTAT) form. 40Disburse Rule = (N)ever; Disbursement Zeroed On RPROPTS the Pay Grant if Disb Amt differs from Award Amt is set to Never Disburse. 43Level/Period Data Missing from RORCRHR (ROAINST) The educational level of the student does not exist in the Credit Hours window of ROAINST for the period being disbursed. Verify the appropriate level/period record exists. 44Disbursement Amount is Greater than Loan Amount The disbursement amount is greater than the loan amount. The indicator to prevent disbursement if the disbursement amount is greater than the loan amount is checked on RPRLOPT for the fund. 45Charges have not been accepted Charges have not been accepted. If the institutional option is set to not disburse unless charges have been accepted, Banner checks to see if the student's charges have been accepted. 46COD rejected disbursement record The disbursement record was rejected by COD. 47Disbursement Requires Approval from COD Disbursement requires approval from COD. 48Disbursement Reference No. System Generated or MRR blocked Disbursement reference number 91-99 or MRR block. 49A previous DL disbursement number is undisbursed A previous Direct Loan disbursement number is undisbursed. 50A disbursement with earlier date is undisbursedA disbursement with an earlier date is undisbursed. 51Pell not disbursed, Pell award percent not defined Pell percent must be defined on either RFRASCH or RFRDEFA 53Disb not processed - Sum of disbursements exceeds Endorser Amt You cannot disburse more than the amount endorsed 54Disbursement not processed - Borrower's PLUS MPN not accepted Borrower's MPN must be accepted on the Direct Loan Origination (RPALORG) form. 55Award period does not exist in aid period Check your aid period setup on RFRDEFA/ RFRASCH. 56NSLDS Indicates Aggregate Limits Exceeded Check RNASLxx for aggregate overages 57Student required to complete Perkins MPNPerkins not complete on RRAAREQ RejectNumberReject MessageDisbursement Validation Condition /n 384 Banner Financial Aid User Guide |Processing 58Disc Stmt has not been requested from COD or printed by school The disclosure statement must be requested from COD or printed by school 59No hours currently attending You have RFRMGMT set to disburse only on attending hours. Attendance has not yet started per ROAENRL. 60Attending hours invalid for Federal Fund ID Not enough class hours have started per ROAENRL for this fund. 61Attending hours < packaging hours Attendance hours are less that the hours at which student was packaged. 62Must have a Pell disbursement for this aid year Pell must have disbursed in order to disburse this fund. 63Not a citizen The student has indicated that they are not an eligible citizen nor eligible non-citizen 65Requires rigorous high school program Program on ROAHSDT must be eligible 67Must be associate or baccalaureate degree Degree not aid eligible for ACG 68Major does not qualify for SMART grant Major does not qualify. 69Graduate class level invalid for Parent PLUS loanStudent has indicated they are a graduate level. 70Undergraduate class level invalid for Graduate PLUS loan Student indicated they are an undergraduate level 71Must be baccalaureate degree Must be in a baccalaureate degree for SMART grant 72RFRBASE A/R detail code for fund is invalid or inactive Detail Code is invalid or is inactive in A/R 73RPRLOPT A/R detail code for fund is invalid or inactive Detail code on RPRLOPT is either invalid or inactive in A/R74Award violates federal fund ID limits Award exceeds the Federal Fund ID limits. Review the fund limits on RPIFEDR 75Award invalid; Student has received higher grade level ACG/SMART Cannot receive award, as higher level was received. 76Major does not qualify for TEACH See RPRMAJR. Teach column must be checked. 77Degree does not qualify for TEACH See RPRDEGR. Teach column must be checked. 78Student does not have a valid ATS Agreement To Serve (ATS) must be accepted. Review RPATATS for status of ATS RejectNumberReject MessageDisbursement Validation Condition /n 385 Banner Financial Aid User Guide |Processing Note: If the fund is associated with detail codes on the Detail Code Rules window of the Fund Management (RFRMGMT) form, Banner determines whether or not the student has those detail codes on his accounts receivable record for the period. The process may reduce the amount of the authorization/disbursement so that it does not exceed the sum of the detail codes on the student's account that are associated with the fund. Other disbursement considerationsRegulatory compliance for Stafford disbursements Banner disburses all financial aid based on the enrollment option selected on the RPROPTS form. You decide whether to disburse aid based on expected enrollment, billing hours, or adjusted hours. Along with this option is the decision of w hether to freeze hours at a specific point in time. The decision to capture hours at a specific time, most likely at the census date, allows your inst itution the opportunity to set a constant enrollment load for the determination of all aid disbursements, without continually recouping monies every time a student drops a class. 79Disbursement violates federal fund ID limits for enrollment level Check fund limits on RPIFEDR 80Major not eligible for 5th Year SMART grant See RPRMAJR. 5th year Smart column must be checked. 81Class level invalid for TEACH level Class level does not match level on RFRMGMT for fund. 82Pell disbursement not allowed after crossover cutoff date Pell disbursements may not be made after the crossover cutoff date. Review date on RPROPTS 100 Fund has been locked The disbursement validation process checks that sufficient funds are available to process the disbursement. If these funds are not available, Banner places a lock on the fund for the period. You must add more money to the fund and manually remove the lock on the Disbursement Locks window of the Fund Management (RFRMGMT) form. 999 Fatal disbursement va lidation error for award; see disb report. Review disbursement (RPEDISB) output. RejectNumberReject MessageDisbursement Validation Condition /n 386 Banner Financial Aid User Guide |Processing ŁIn the case of the Stafford loans, the actual enrollment of the student must be checked at the time of disbursement Š requiring the use of Student system hours. However, the process must take into account the consortium students who will not have these hours for the periods in which they are in a consortium agreement. Banner Student enrollment hours are maintained as records in the SFBETRM table. The student could be attending another institution and should still get paid by the local school. The Consortium Indicator field on the ROAENRL form allows your institution to flag a student as a consortium student for any one period. By setting the consortium indicator flag, the Disbursement Process always checks the RO RENRL hours for all funds, and does not check for the flag for Charges Accepted .Disbursement edits for loans to match edits for other fundsŁThe Stafford disbursement process ensures that the award amount is not less than the disbursement amount. No other funds disburse more than the award amount. However, since these are loans and it is possible to have loans without awards, the edit checks the loan amount instead of the award amount. In those cases where you review this loan disbursement and determine that you still want to disburse this loan, an override can be added on a loan disbursement by disbursement basis to allow this to occur. ŁThere is also an edit for allowing you to determine whether to disburse or not when the Package Load is greater than the Disbursement Load. One of the fields in the Aid Year Specific Data - Disbursement Options window on the RFRMGMT form, If Disbursement Load Code greater than Package Load Code, functions and description for option D D - Do not Prorate to D - Disburse 100% . The option is effective for loan funds for the options of D - Disburse 100% and N - Do not Disburse .Memo This allows those funds, which have been disbursed in a period, and then for some reason the disbursement is completely recouped, to allow that fund to continue to be a memo as long as it meets the conditions for a memo. This can be set based upon an option on the RPROPTS form.Loan authorization to net returned amounts Banner lets you create a return check record (sequence 2) on the RPALDSB form, prior to having disbursed the loan proceeds in the se quence 1 record. This was not a problem, as /n 387 Banner Financial Aid User Guide |Processing many times it was known prior to the first disbursement that some of the monies would need to be returned to the lender due to some change in eligibility. However, when determining the amount of the loan to display as an authorization record, the disbursement process only checked the sequence 1 transaction to determine the amount to authorize. When, in fact it should have netted the amounts together from all sequence records that met the conditions to allow authorization. Using enrollment disbursement edits for funds in memo status Banner makes use of enrollment disbursement edits for funds in memo status. The resulting memo funds are posted only in the amount to be paid. Banner™s enrollment disbursement edits ensure that aid awards are applied accordingly, regardless of a student™s enrollment status. Use the Memo Actual Loan Amount option on the Loan Options (RPRLOPT) form to control this. Note: For Direct Loan memo processing, the enrollment requirement is only checked if a Direct Loan origination exists on the RPALORG form. If no origination exists, a Direct Loan fund may memo even when the student is not enrolled. Recognition of Pell payment cell to disbursement processAn option is available to allow Pell to disbur se if the SAR EFC and System EFC differ - but both are within the same Payment Cell. You may set this option on RPROPTS. Part-Time proration The disbursement process compares a student™s enrollment load at the time of disbursement to the enrollment load assumed at the time of packaging if the institutional option is set to disburse using actual enrollment. ŁIf the code for the student™s load at disbursement time is less than or equal to the code for the expected load at packaging time, the disbursement process will process the amount packaged for the period without any adjustments. ŁIf the code for the student™s load code at disbursement time is greater than the code for the expected load at packaging time, the disbursement process performs one of the following options. NNo Disbursement (do not process any disbursement for the fund for the period), /n 388 Banner Financial Aid User Guide |Processing The choice to use one of the preceding options is determined by your institution on a fund-by-fund basis. The enrollment code in this comparison is the code that means full-time (1), three-quarter- time (2), half-time (3), less than half-time (4), and no enrollment at all (5). The code for a student enrolled on a half-time basis (3) is greater than a student enrolled on a full-time basis (1). This is an important distinction since it is the opposite of when you compare the number of credit hours for which a student is enrolled. For example, if you package a student under the assumption of full-time enrollment (code 1) and that student is actually full-time at the time of the disbursement (code 1), disbursements will process the amount of the award that was packaged for the period without any proration because the two enrollment codes are equal. If you package the student under the assumption of half-time enrollment (code 3) and that student actually enrolls as a full-time student (code 1), disbursements processes the amount of the award that was packaged for the period without any proration because the disbursement code (1) is less than the packaged code (3). However, if you package the student as a full-time student (code 1) and that student actually enrolls as a half-time student (code 3), the disbursements process uses one of the three options as stipulated by your institution for the fund because the disbursement code is greater than the packaged code. The three options are N - do not disburse anything (and possibly back out any previous disbursements for the fund and period), D - disburse 100% the amount of the award and allow a disbursement, or P - prorate the amount of the disbursement by multiplying the scheduled amount for the disbursement by the proration percentage entered on the Fund Management (RFRMGMT) form based on the student™s actual enrollment load. The Disbursement Load Code greater than Package Load Code field on the Fund Management (RFRMGMT) form collects your op tion if the disbursement load is greater than the packaged load. The Packaging Load field on the Award Maintenance (RPAAWRD) form and the Package Maintenance (RPAAPMT) form identifies how a particular fund was packaged for a specific period. The packaged load field for each period in the student™s schedule initially defaul ts to the load you select for the calculation of Pell Grants. The Packaging Options (RPR OPTS) form establishes this rule. The defaulted load is derived from either the student™s expected enrollment load as reported on the need analysis application or the def ault estimated enrollment on the Packaging Options form. You must remember to manually change the packaged load indicator for the appropriate period and fund whenever you change the student™s award based on a different enrollment status. For example, assume that John was originally packaged as a full-time student (packaged load = 1). At the time of the disbursement, John is enrolled as a half- time student (disbursement load = 3). If the option set on RFRMGMT was set to N (Do not disburse), John would not receive a disbursement from the fund since the disbursement load is greater than the packaged load. Assume that you now access the Budget form and recalculate John™s budget as a half-time student, and later access the Award form to repackage John with half-time awards based on a half-time need. If you fail to also change DDisburse 100% (process the amount packaged for the period and do not prorate the amount), or PProrate (prorate the amount packaged for the period by multiplying the packaged amount by a user specified percentage). /n 389 Banner Financial Aid User Guide |Processing the packaged load to a code 3, John will still not get the half-time awards just packaged since the disbursement load is still greater than the packaged load. The half-time awards will be paid when you change t he packaged load to a code 3 since the disbursement load is now equal to the packaged load. Memos processed after scheduled disbursement date If the calendar date is past the scheduled disbursement date and the student was not eligible for a real payment to the account because the payment fails one or more of the disbursement validation rules, the student can receive a memo. If you do not want to process memos after the scheduled disburseme nt date, you can set the memo expiration date to be the same as the scheduled disbursement date. VA Chapter 30 - prior to the 2010-2011 aid year A provision of the 1998 reauthorization of Title IV financial aid is the treatment of VA Chapter 30 and AmeriCorps Educational Benefits in determining subsidized student loan eligibility. This provision requ ires that Chapter 30 and AmeriCorps benefits be excluded as resources when determining elig ibility for subsidized loans. The maximum exclusion is equal to the amount of the subsidized loan, but the budget can never be exceeded. Although these benefits must be excluded in the determination of a subsidized loan, they must still be used as resources when determining other federal need-based aid, such as SEOG, FWS, and Perkins Loans. If they so choose, schools may award other federal aid first utilizing 100% of the above benefits as resources. The award validation for a Stafford Subsidized loan checks the amount entered in the Subsidized Loan Exclusion Amount field and uses the amount to automatically calculate the amount of Subsidized Stafford loan for the student. Enter the exact amount of VA Chapter 30 or Americorps benefits in the Subsidized Loan Exclusion Amount field on the Packaging Group tab of the RPAAWRD form at any time prior to awarding the Stafford Subsidized loan to ensure the correct calculation. Note: This provision does not affect unsubsidized or PLUS loans. If other federal aid is awarded, the order of the awards will affect the amount that can be considered as a subsidized loan. Voiding excess payments for st udents no longer eligible Banner has a fund disbursement option to void a financial aid payment previously paid to a student who is now ineligible for the fund. The options on the Fund Management (RFRMGMT) form are to: ŁBack out the full amount of the payment. ŁDisregard the fact that the student is now ineligible (do nothing). /n 390 Banner Financial Aid User Guide |Processing ŁPayment Not Applied - void the amount of the payment that has not yet been applied to a charge through the application of payments process. The last option is designed to cancel the amount of the award that is to be paid back directly to the student without changing the amount that has already been used to pay the student™s bill. When the Back out option is used, a reversal for the full amount of previous financial aid payments for the fund is generated. When the Payment Not Applied option is used, the disbursement process calculates the total of previous financial aid payments for the fund which have not yet been applied to Accounts Receivable charges, and generates a reverse payment for that amount. If disbursements are run online from the Student Payment form, the form puts out a request for the student to be included in the next run of the application of payments process. If the fund disbursement option is set to B or D on RFRMGMT, the requested function works as usual when disbursements are run online or in batch. Disbursement validation reject messagesYou can run online disbursements from th e Applicant Immediate Process (ROAIMMP) form in the Financial Aid System, or from the Student Payment (TSASPAY) form in the Accounts Receivable module of the Student System. Whenever you run the disbursement process, the program creates a log file with information about the execution of the program. The online disbursement proc ess places messages in the log file (RPEDISB.log ) for funds that could not be disbursed or to see the reject messages online, using the Disbursement Results (ROIDISB) form. Disbursement reports generated by disbursement processThe Disbursement Report (RPBDISB) is created if you enter Y for the Print Report parameter. No report is created when you enter N for the Print Report parameter. You can sort this report either by student name or ID. The sort option is selected via the Disb Report Sort parameter. You enter N for name sorting or I for ID sorting. That report prints the period in the heading of all pages and includes a special message in the comment column to indicate if the amount disbursed was different from the amount awarded. Other disbursement reports include the Student Award and Disbursement Report (RPRAWDB) which prints the summary by fund of the accepted amount, memoed amount, authorized amount, and disburseme nt amount, as well as the Applicant Disbursement Report (RPRADSB), which provides detailed information on applicant disbursements. /n 391 Banner Financial Aid User Guide |Processing Final Disbursement - optional processingFinal Disbursement processing can be used for end of year or end of period clean up. In addition there may be times that you want to finalize disbursements for an individual student; for example, a student who has been processed for Return of Title IV funds. Final Disbursement processing can only be used in batch and not from the on-line forms. A disbursement can only become fifinalfl when it has already been paid using disbursement validation. Once the disbursement has been finalized for a fund, the disbursement process will not automatically adjust the amount paid. It must be manually updated at that point on the disbursement tab of RPAAWRD. Running the Disbursement Process in Final Mode will delete all remaining Memos and Authorizations that exist for the period entered in the parameter. It will also set the Finalized indicator on the options tab of the Award Schedule tab of the RPAAWRD form to Y.Rescheduling disbursement date using periodsWhen using the option to reschedule the disbursement date for non-loan funds based upon the student™s earliest class start date either for the aid period (RFRDEFA) or for a specific fund/aid period (RFRASCH), Banner will evaluate the class start dates for all terms within the period to determine the earliest class start date. If a student has the Consortium Indicator set to fiYesfl for a term within the period, the earliest class start date for the term will be determined by the earliest attending hours start date, if they exist. Otherwise, th e term start date will be used. Student employment procedures Student employment implementation 1.Referral Status Validation (RTVRFST) form This form maintains the various statuses of job referrals. Define all possible statuses which referral records may have. 2.Employment Authorization Status Validation (RTVAUST) form This form maintains various statuses of work authorizations. Generally, work authorizations are used to define those students who are authorized to be paid for a specific time period and pay period. Define all possible statuses for work authorizations; indicate whether or not the status means the authorization is Active or Inactive . Examples may include statuses such as Authorized, Terminated , Resigned , etc. /n 392 Banner Financial Aid User Guide |Processing 3.Placement Basic Data (RJAPLBD) form This form stores name and address information for all locations (both on- and off- campus) that employ students. The superviso r is the name of the person responsible for supervising the student employees at that job location. This is also the form that you use to define the placement codes. 4.Placement Rules (RJRPLRL) form This form maintains placement information regarding allocation, employee class, position, chart of account code, and organization code. Note: If you use Banner Human Resources, then the List function is available for indicating valid values for these fields. If you do not use Banner Human Resources, these fields are free-format and have no validation. It will be necessary to me et with your HR and GL colleagues to determine appropriate coding for accounting purposes. 5.Student Employment Default Rules (RJRSEDR) form. This form maintains information which is defaulted into student authorization records. Define the common start and end dates of authorizations, common start and end pay dates, and default authorization status. 6.Payroll Load Control (RJRPAYL) form. Note: This form is necessary only when Banner Human Resources is used. Identify those payrolls which are to be interfaced to the Student Employment Module. The Payroll Year , ID, and No. can be brought forward from the Calendar Rules form via List. 7.Job Title Base Data (RJRJOBT) form. This form defines the individual job titles that you use when you refer or authorize a student for a particular job. The Job Title Code controls the default pay rate and eligible range of pay rates for the job title. 8.Job Title Requirements (RJRJREQ) form. Use this form to identify the job skills/levels that are required for a Job Title Code .9.Student Employment Re ferral (RJASERF) form Complete this form for a student when he or she is referred to a job location for possible employment. (The use of this form is optional.) 10. Student Employment Aut horization (RJASEAR) form. Complete this form for students that you have determined to be eligible to work at a particular job. You can automatically create this data from the Student Employment Referral form (if you completed this optional form). 11. Student Employment Mass Entry (RJASEME) form. Use this form to enter payroll data if yo ur institution does no t utilize Banner Human Resources, or if you do not choose to run the process that automatically loads payroll data from the Human Resources System to Banner Financial Aid. 12. Payroll Load Process (RJRLOAD). Use this process to interface payroll data from Banner Human Resources to Banner Financial Aid. /n 393 Banner Financial Aid User Guide |Processing The ability to run RJRLOAD in Audit mode is provided so you may view any potential issues with loading the payroll. You will enter the Period as part of the parameter options for RJRLOAD to specify the Period to post to the student's award record. Note: Parameter 05, Ignore Missing Period record, allows you the ability to load the payroll to only the award table (RPRAWRD) if you do not automatically schedule Work Study funds. If you select this option as Yes, and the Period that you have entered into the parameter for RJRLOAD does not exist for the student, the payroll will only be posted to the award table (RPRAWRD) and not the Award by Period table (RPRATRM) nor will the Period be posted to the workstudy table. Note: You can use the Student Employment Work History (RJISEWH) form to verify a student's work history. Scholarship and athletics processing by periodYou can count scholarships by period and define how many periods a student can receive a scholarship. Use the Scholarship Period Information (RPASTRM) form to view the maximum periods, amount paid, lo ss of eligibility, and remaining periods of eligibility. This form displays all periods for which the student received the scholarship. Use the Donor and Scholarship Demographics (RFADSCD) form to provide you with a place to capture the following donor and scholarship information. You can auto-populate or manually enter spec ific student athlete data by period on the Sport Aid by Period (RAASPTM) form. In a ddition, use the Team Sport Period Aid (RAITMTM) form to provide you with the ability to identify specific team sport information by period. Donor Information ŁDonor ID and Name ŁReception Invite ŁAnonymous ŁThank you letter ŁPrimary Donor ŁDeceased ŁGrades to donor ŁDonor selects recipient ŁLink to address, telephone, and e-mail informationScholarship Information ŁMinimum enrollment ŁTuition waiver ŁMultiple donors ŁScholarship source ŁRestricted ŁMaximum number of periods /n 394 Banner Financial Aid User Guide |Processing Potential Athletic Grant Defaults (RAAPAGD) Use this form to enter default award year values for potential athletic grant amounts. The form is split up into two blocks. The first bloc k allows you to enter po tential athletic grant default amounts for in-state and out-of-state athletes. The second block allows you to enter sport-specific default amounts for in-state and out-of-state athletes. If a sport is defined in the second block, then the appropriate default amount is used for the student on the Sport Aid by Period (RAASPTM) form otherw ise, the appropriate default amount from the first block gets populated. Sport Aid by Period (RAASPTM) Use this form to view and enter student athletic aid information for a specific period. Information on the Aid for Sport tab is a combination of manually entered and system-populated data. Institutional award, outside award, resource and contract/ exemption information is populated when th e Default Aid Values button is clicked. Team Sport Period Aid (RAITMTM) This form displays and totals, within sport and period, the Potential Athletic Grant - Year amount, Athlete's Actual Grant - Period amount and percentage of the potential and actual amount based on data from RAASPTM. Donor and Scholarship Demographics (RFADSCD) Use this form to view and enter donor and scholarship demographic information. The Scholarship Demographics block allows you to identify specific information related to the Scholarship and the Donor Demographics blo ck allow you to identify specific Donor information.Scholarship Period Information (RPASTRM) The Scholarship Period Information (RPASTRM) form enables you to view scholarship information for a student. The information on this form is obtained from various sources. The Maximum comes from RFADSCD (Maximum Number of Periods), the Paid amount comes from RPRATRM, the Loss of Eligibility number is manually entered, and the Remaining number is a calculation of Maximum - Paid - Loss of Eligibility .Athletic Aid Type Validation (RTVAATP) This validation form allows you to set up the Athletic Aid Types to be used on RAASPTM, for example: Medical Release, Injured Reserve, Redshirt. /n 395 Banner Financial Aid User Guide |Processing Financial Aid Sport Validation (RTVFASP) This validation form allows you to designate Financial Ai d sport codes to be used on RAASPTM, as they may differ from what is used in Banner Student. Grades to Donor Validation (RTVGRDD) This validation form allows you to designate specific categories of grades that a donor wishes to receive, if any. For example, a donor may wish to receive grades only for the freshmen students or only for students in a specific program. Scholarship Source Validation (RTVSSRC) This validation form allows you to designate the source of a scholarship, for example: donor, gift, or institution. Reviewed Validation (RTVREVW) This validation form allows you to designate the review status of an athlete™s institutional award, outside award, resource, and/or contract or exemption. For example, you might use this form to designate that the information for the fund, resource, and contract/ exemption has been reviewed and is complete. Thank You Letter Validation (RTVTYLT) This validation form allows you to designate s pecific categories of a thank you letter that a donor wishes to receive, if any. For example, a donor may wish to receive a thank you letter only from the freshmen students or only from students in a specific program. Third Party Contract Rules (RPRCONT)Use the Count for Athletics field on RPRCONT to indicate if a contract should be counted for Athletic reporting purposes. Exemption Rules (RPREXPT)Use the Count for Athletics field on RPREXPT to indicate if the exemption should be counted for Athletic reporting purposes. /n 396 Banner Financial Aid User Guide |Processing Resource Code Validation (RTVARSC) Use the Count for Athletics field on RTVARSC to indicate if the resource should be counted for Athletic reporting purposes. Athletic Grant Period Roll (RAPAGRL) Use this process to roll athletic grant period information on RAASPTM from one period to the next. Athletic Aid Discrepancy Rpt (RARATAD) Use this report to display the discrepant information between the actual fund/resource amounts and the reported amounts on RAASPT M. This report s hould be used to determine if a student™s award information has been updated since this information was originally reported to Athletics. Loan processingManual loansDisbursing manual loan checks through BannerOccasionally a student™s eligibility for a Subsidized Stafford or Unsubsidized Loan changes after the loan has been certified but before the check is disbursed. If the student is no longer eligible for any of the loan, you simply return the entire check to the lender. If the student remains eligible for an amount that is less than the amount of the check, then the excess can be returned to the lender and only the proper amount disbursed to the student. 1.On the Loan Disbursement (RPALDSB) form, enter: Łthe full amount of the check into Check/Net Amount. Łthe amount the student does not qualify into Returned Amount 2.After the check has been endorsed by the student, set the Feed indicator to Y3.Run the disbursement process. The process will disburse the difference between the full check amount and the returned check amount to the student™s account. /n 397 Banner Financial Aid User Guide |Processing For example, if a full loan check is for $500, but the student is only eligible for $400, enter $500 into Check/Net Amount and $100 into Returned Amount . Only the difference of $400 will be paid. To recover a partial or full loan amount after the full amount of the check has been paid to the student account, use the Returned Amount field and change the feed indicator from F to Y (the feed indicator previously read F to indicate that the loan check had already been fed to the student™s account). When the disbursement process is run again for the student, the process will put out an adjusting entry on the student™s account for the amount returned. Once a loan check ha s been fed to a student™s acco unt, it will not be backed out automatically if the student becomes ineligible for the fund. Other non-loan funds may be fibacked outfl automatically as per rules on the Fund Management (RFRMGMT) form. The only way to cancel a payment for a loan check that has been fed to the student™s account is to use this Check Returned feature. U.S. Specific Institution Financial Aid Options (ROAUSIO)Set the Loan Process Type drop-down box on the Institution Financial Aid Options II window of this form to Electronic for Electronic only or Both if processing Electronic and Direct loans. This box is accessed during online and batch processing. Note: If your institution has an EL School code which is different than the Pell ID and your school is not proces sing for multiple campuses, enter the Electronic School Code and Electronic Branch ID in the Institution Financial Aid Options II window. Loan applications will then be created correctly with these values. Conversely, if your institution will be processing Electronic loans for multiple campuses, establish the Electronic School Code and Branch ID for each campus on the Campus/E DE Defaults window. The loan application records will then be created with the correct Electronic School Code and Branch ID for the Campus code on the student™s General Student record. Loan applic ations can then be extracted based on individual Electronic School Codes and/or Electronic Branch IDs. Aid Period Rules (RORTPRD)Associate periods with aid periods on this form. /n 398 Banner Financial Aid User Guide |Processing Default Award and Disbursement Schedule Rules (RFRDEFA) Establish award distributions for each aid period. Memo expiration dates must be established here for loan memos to work correctly. Dates entered here are used for loan periods associated with an aid period. Detail Code Control Form - Student (TSADETC) Ask Student Accounts personnel to establish loan fund detail codes as well as detail codes to use in the refund process on this form. Fund Base Data (RFRBASE) Establish loan fund(s) and associate them with Federal loan identifiers. Separate loan funds must be established for Di rect, Electronic and Manual loans and must be different for each loan type (Subsidized Stafford, Unsubsidized Stafford, Parent PLUS, Graduate PLUS and Alternative). Banner loan applications can be created and sent for all funds using electronic processes. Codes for subsidized funds should precede unsu bsidized funds in the RFRBASE listing, since batch processes select funds in alphabetical order. Funds Management (RFRMGMT)1.Create a separate RFRMGMT form for each loan fund. 2.Allocate dollars to the fund on the first window. 3.Complete the following Packaging Options fields applicable to loans in the Aid Year Specific Data - Packaging Options window: ŁEnter the maximum loan that could be made to any student during the combined periods of the aid year. ŁCheck Replace EFC for unsubsidized and PLUS Loans .ŁCheck Reduce Need for subsidized loans. ŁCheck Need Analysis Indicator .ŁCheck Loan Process for all Electronic loans. ŁComplete Loan Fee Percentage . ŁSelect the correct Electronic Loan Indicator for electronic loans to process. ŁSelect the correct Direct Loan Indicator for direct loans to process correctly. ŁSelect the correct Manual Loan Indicator for manual loan processing to work correctly. /n 399 Banner Financial Aid User Guide |Processing ŁThe Direct Loan Indicator, Electronic Loan Indicator and Manual Loan Indicator are mutually exclusive. ŁMemo Credit block (optional). (1) To memo gross: RFRMGMT memo = Offered, RTVLNST code = Approved, RPRLOPT Memo Actual Amount = blank; (2)To memo net: RFRMGMT memo = Accept, RTVLNST code = Approved, RPRLOPT Memo Actual Amount = checked. ŁSet Disburse block to None if using the Loan Process Manual. Loans are disbursed from RPALDSB by entering the information for checks received at the school. Direct loan disbursement records are created by the RPRLORC Direct Loan Record Creation process. Electronic loan disbursement records are created by the RPRELAP Electronic Loan Application process. 4.Complete disbursement option fields applicable to loans in the Aid Year Specific Data - Disbursement Options window. For If Disbursement Load Code greater than Package Load Code , choose Disburse 100% (disburses total amount available for the current disbursement) or No Disbursement (no disbursement if the disbursement load code is greater than packaging load code indicating that student has dropped hours). Proration is not applicable to loan disbursement. 5.Set Use Disbursement Enrollment Edits for Memo field option. The checked field works in conjunction with the Disbursement Load Cod e field option to create/not create memos under the same condition as the Disbursement Load option. If unchecked, this field results in memos at gross prior to creation of the loan application and at net after the application is created. Note: For Direct Loan memo processing, the enrollment requirement is only checked if a Direct Loan origination exists on the RPALORG form. If no origination exists, a Direct Loan fund may memo even when the student is not enrolled. 6.Other required fields must be filled to exit the form, including those not used in loan processing. 7.Optionally, enter any tracking documents or messages applicable to each fund. Packaging Options (RPROPTS)The expected annual enrollment on RNANAxx is used for loan awarding. Check the Additional Stafford Eligibility Default box to control awarding of unsubsidized amounts above the grade-level maximum to independent students. Note: The override field for dependent unsubsidized professional judgment is on the two award forms: RPAAWRD and RPAAPMT. /n 400 Banner Financial Aid User Guide |Processing Class Code Translation (RPRCLSS) Equate Student System Class codes with Financial Aid class Codes as defined on RNANAxx for Banner Year in College . A default Student Level code with a null Student Class code should be established with a Financial Aid Class Code. Note: Electronic certification and disbursement processes and direct loan disbursement use the Student System™s class information. Certification Initials Validation (RTVCINT) This is an optional form used also in short-term credit processing. Enter the initials of staff members authorized to certify loans on this form. Entering and saving initials in the Loan Certification sect ion of a loan application locks the form and prevents additional editing. Loan Status Validation (RTVLNST) Enter status codes for loans here. An Initial status defaults when a loan application is created. An Approved status may be posted during the response file upload. An Inactive code prevents disbursement memos. A Hold code stops processing until resolved and replaced with an Active code. Institutions may wish to create loans in an Inactive status until an approval is received from the processor. Lender Base Data (RPRLNDR) This form is used to create a lender listing for use on manual and Electronic loans and to associate a Lender ID with a Guarantor ID. Use official lender/guarantor identification codes.Loan Period Base Data (RPRLPRD) Year-specific loan period names help you to distinguish loans on the RPALDSB disbursement form. Memo expiration dates used for period-based loans should match those used for the same period on RFRDEFA. 1.Create loan periods associated with regular aid periods in Loan Period .2.Enter disbursement dates in Start Date and End Date .For Loan Periods that Match Aid Periods: ŁEnter the Aid Period to be used for certification. /n 401 Banner Financial Aid User Guide |Processing Note: A period schedule for each aid period must exist on RFRDEFA. Loan applications will create automat ically based on the student™s aid period. The loan period may be changed to a period-based period once the application is generated. For Loan Periods that Do Not Match Aid Periods: ŁCreate additional loan periods associated with a period to be used for students in multi- period aid periods who want one-period loans (for example, Fall/Spring aid period; wants loan for Fall only). ŁEnter disbursement dates. Costs for period-based loans must be established manually. Note: If Summer is counted in two different aid years, you must have two Summer periods with one attached to each aid year to process Summer- only loans. 3.Create a disbursement schedule for each loan period. Up to four disbursements may be entered per loan period; the total must equal 100 percent. Date(s) entered here will be transmitted to the lender as the dates that funds are released to the school. Note: The Number of Days for Memos field is used in the manual loan process if the application is created prior to the award to indicate the length of time from the scheduled disbursement date that memos should expire. Loan Options (RPRLOPT) Values established on this form are used as defaults when applications are created. 1.Establish a null value for both Create Application options by checking each box, saving, unchecking each box and saving. These options are used only for paper applications. 2.Enter an Initial Loan Status .3.Enter a Default Return ID (for refund checks), Default Lender ID (to receive loan applications), and Default Guarantor ID (associated with Lender IDs) to be used as defaults for new borrowers. For the guarantee only and guarantee/print options, a lender/guarantor must be specified. When the print/guarantee is used, these fields may be left blank or may be populated with the default Lender(s) ID information from the school™s lender list. Some schools rotate preferred Lender IDs here. For continuing students, Banner defaults the most recent lender/guarantor information to the application. These fields may be left blank if the school has multiple lenders and wishes to enter them manually after applic ations are created online or in batch. Guarantors who require students to continue with the same lender may change the Banner-supplied data, or new students may change it. The Lender ID will be loaded during the response file update process. /n 402 Banner Financial Aid User Guide |Processing 4.Check in the Satisfy Loan Application Requirement checkbox and the specific requirement and status codes if you wish to use this option. 5.Check the Memo Actual Loan Amount checkbox to memo the net loan amount (calculated as Disbursement Amount on RPALDSB disbursement form) when the application is created. Pa ckaged amount will be mem oed if box is unchecked. 6.Check the Authorize Loan checkbox to create loan authorizations for this year. For loans, authorization indicates that a check or EFT funds have been received, but the check has not been endorsed and /or the disbursement date has not arrived. 7.Check the Request Amount Required for Certification checkbox, if necessary. This prevents entry of certific ation initials on the RPALAPP form unless a requested amount is present. Not applicable for use with RPAELAP. 8.Check the Disbursement Amount greater than Loan Amount checkbox if you wish to prevent disbursement if a loan amount is greater than the award amount. The process uses net of all period disbursements up to and including period in which disbursement is being made. 9.Refund detail codes may be established for automatic generation of return checks to lenders through Banner Accounts Receivable as described below. 10. Complete the Student Charge or Payment code. A negative payment detail code should be used to net down the payment to the student. A negative charge detail code appears like a refund to the student. 11. Enter a Return Payment code to be used by RPEDISB that represents a payment to the return lender™s account. 12. Enter the Return Refund code that represents the charge to the Refund account for the return to the lender. This code must be set up as a Charge, and the Refund code must be set to Y on TSADETC. Lender/Disbursing Agents Rules (RPRLNDA) This optional form links a lender code with service provider code to expedite transmission of hold/release records directly to the servic e provider rather than to the lender or guarantor. 1.Enter the Lender ID .2.Enter the Guarantor ID (optional)3.Enter the Disbursing Agent ID .First-year, first-time borrower loan rule OverviewSchools who are required to delay the first disbursement of a Federal Stafford loan 30 days for a first year undergraduate student, may implement the first-year, first-time borrower loan rule by campus or as an institutional default (ROAUSIO). When the Apply /n 403 Banner Financial Aid User Guide |Processing First-year, First-ti me Borrower Rule is checked ( yes ), the following steps are used to determine if the student me ets the criteria which will require the 30 day delay: 1.Determine whether the student has been disbursed a prior Stafford, SLS, Direct Subsidized, or Direct Unsubsidized loan using: (a) Current NSLDS record (b) Banner award record If the student has received a Stafford, SLS, Direct Subsidized, or Direct Unsubsidized loan, no 30-day delay will be processed. If the student has not received a prior Stafford, SLS, Direct Subsidized, or Direct Unsubsidized loan, go to the next step. 2.Determine whether the student is an undergraduate first-year student using the class calculation and class translation rules. If the student's financial aid class is calculated as 1 (1st time freshman, no prior college) or 2 (freshman, prior college), the 30-day delay will be applied. If no student record exists, th e 30-day delay will be applied. When the option to use the Apply First-year, Firs t-time Borrower Rule is checked at the campus level, the student record where the effective term is less than or equal to the first term of the loan period being processed wi ll be used to determine if the student is attending that campus. If no corresponding campus has been defined or there is no General Student or Admissions record, the institution default for Apply First-year, First- time Borrower Rule will be used. The first-year, first-time borrower loan rule is also used when you change loan periods for a student. Note: First-year, first-time borrower rule processing is not supported for manual loans. When processing a loan manually, you must determine if the first-year, first-time borrower rule applies and set the disbursement date accordingly. Crosswalk Validation (GTVSDAX) Electronic loan processing requires that foreign country addresses contain the State code of FC and zip code of 99999 . To correctly identify which addresses are foreign when addresses are not created with a country code of US, you must establish the crosswalk validation of GTVSDAX. Without GTVSDAX being populated, the null nation code on RPAELAP will be converted to FC for foreign country and transmitted in the datafile. GTVSDAX should be populated with 157 for the US Nation code or the appropriate value as established by your institution. Application Creation, Extrac t, and Response Processing The annual Spring Banner Financial Aid re lease contains updates for federal loan processing. It is best to process loans for the coming year after this release is installed. /n 404 Banner Financial Aid User Guide |Processing This section discusses each process followed by a section showing fields that update on RPAELAP as a result of each process. (A) Creating and Certifying Electronic Loan Applications) forms involved in creating and certifying Electronic loan applications include: Applicant Requirements (RRAAREQ) This form lists tracking requirements that could prevent disbursement and/or packaging if not satisfied. Award/Package Maintenance (RPAAWRD)/(RPAAPMT) This form is used to award loan(s) to a student. Loans must be in an accepted state to create an electronic application. Banner awar ds based on expected enrollment level from RNANAxx. Note: Parameters for the online RPRELAP process must be created for each user authorized to create loan application records. Electronic Loan Application (RPRELAP) Electronic loan applications must be created online (through the Create App button on RPAAWRD or RPAAPMT) or in batch mode. Note: Parameters for the online RPRELAP process must be created for each user authorized to create loan application records. 1.Access the GJAPDFT form and enter parameters for the process. Warning! Leave the Parameter Set field in the Key block blank. The online process may not be run with a parameter set. 2.Once the parameters have been establishe d for one user, use the Copy function on GJAPDFT to establish the default parameters for all users who will be using the online process. 3.The following parameters for batch RPRELAP should be established and saved by each user as a parameter set: ŁAid Year Code. ŁFund Code. Applications for multiple funds may be created simultaneously. Use the Insert Record function to enter additional 02 Fund Code parameter lines. ŁDefault Process Type. This parameter varies by school (for example, GP - Guar/Print; GO - Guarantee only, and so on). If a school has paper applications /n 405 Banner Financial Aid User Guide |Processing on hand for some students, then award the loan, generate the application, change this option to guarantee only, and mail the certified paper form to the lender. ŁApplication Code, Report Selection Query ID, and Creator ID of Selection ID. These parameters may be used in batch mode. ŁProcess Indicator. Enter Batch. The online process will ignore this parameter. ŁPermanent Address Type Default and Local Address Type Default. These are Student-system addresses. Use the address hierarchy as in letters (for example, 1PR, 2MA, and so on). ŁLoan Status Default. Enter a default initial loan status. ŁEL (Electronic) Application Status Default. Enter Ready to send or N if applications must be reviewed prior to transmission to the lender. Note: PLUS Loans are not ready to send until parent data has been entered on the resulting RPAELAP form. This status must be changed from R to N to use the Delete/Replace function. ŁEFT (Electronic Funds Transfer) Authorization Default. Enter Y if the majority of students choose this option. Can be changed for individual students before records are sent. ŁLock Indicator Default. This parameter can be set if you wish to stop the Delete/ Replace function so that manually entered data is not lost. If award amounts are changed on the award form, Banner will delete/replace amounts on an application unless it is locked or has a status of Sent. The application is recreated during this process and previous data is removed. ŁReferences Default. Enter N for the Reference parameter if your lender/guarantor will mail notes to the student. Enter Y if you have collected the references. ŁDeferment Request Default and Capitalize Interest Default. Enter Y if the majority of your students use these options. May be changed individually on RPAELAP form. ŁDefault Lender ID, Default Guarantor ID, Default Return ID. Defaults may be specified here. ŁDefault Loan Period. Leave this blank to use the loan period associated with the student™s aid period. This parameter is only valid for Batch processing. ŁDefault PN (Promissory Note) Delivery Code. Specify an Email, Paper, or Web PN Delivery code as guarantor method of promissory note delivery to the student. ŁDefault Federal Application form Code. Enter B Old PN, MPN (all applications processed as combined, request amount set to 99999),or Plus. ŁDefault Serial Loan Code. Enter New note for each loan or Serial MPN. PLUS loans will be created with a value of None. ŁDefault Hold/Release Status. Initial status may be HR (Hold Request) or RR (Release Request). Status may be updated individually on RPAELAP. ŁSource of Lender ID. Use NSLDS or prior Banner as source for student™s lender. ŁUser ID. The ID of the person using the sub-population rule. /n 406 Banner Financial Aid User Guide |Processing Note: Regarding the Delete/Replace function, applications that are not locked or sent may be deleted or replaced as awards are adjusted or canceled. Change the Application Status to N (Not Ready to Send), adjust the award, and recreate the applicatio n by clicking the Create Application button. New applications will be created for additional award amount(s) after an application is sent. Parent Loan demographic data from a prior application is transferred to the new application during the replace function. The application number is updated with each replacement and is not to be used as a counter. The batch RPRELAP process will delete applications where awards have been cancelled. RPAELAP fields updated by RPRELAP process RPAELAP displays the latest loan application first. Arrow down to see additional applications. Windows updated on this form include: Application window ŁLoan ID . RPRELAP generates a temporary Loan ID for each subsidized, unsubsidized, and PLUS loan in the batch being run. It has a B (for Banner) in the Loan Type field within the number and S, U, or P following the B to indicate the type of loan. The S is replaced with O in the combined subsidized Loan ID during the RPRELAX process. ŁFee Percent .ŁLock (if selected). This locks the application from getting deleted and replaced when an award is changed or canceled. ŁFund Code/Name .ŁProcess Type . ŁAid Year .ŁLender/Return/Guarantor ID. Official federal Lender ID is us ed and is left justified. Do not fill in remaining spaces. ŁRecord Type . A indicates a new application. ŁLoan Period Start/End Dates . This can be changed manually. ŁLoan Status .ŁSystem Indicator . It is set to B for online and batch processes. /n 407 Banner Financial Aid User Guide |Processing ŁRecommended and Requested Amounts . These come from the RPAAWRD, RPAAPMT, and ROARMAN award amounts. The recommended amount stays the same, but the requested amount will update. ŁMaximum Eligibility Amount . This is calculated from certification data (that is, Cost - EFC = Estimated Aid) but not sent to the guarantor. ŁExpected Amount . This is the amount the student is eligible to receive based on amount awarded and student™s grade level. Promissory Note/Miscellaneous Information windowŁPromissory Note Delivery . Choices are: Email, Paper, WebŁFederal Application form. Choices are: B Old PN, Master PN, PLUS note. ŁSerial Loan . Choices are: New MPN, Serial Note.ŁElectronic Funds Transfer Authorization . ŁReferences.ŁDeferment Request. ŁCapitalize Interest .Certification Data window Note: The RPQLELG form may be accessed from this window to check certification data. ŁBudget .ŁEstimated Financial Aid . This includes all aid except this fund. ŁExpected Family Contribution. This is derived from the RNARSxx form. Budget, Estimated Aid, and EFC for period-based loans must be entered manually. ŁMaximum Eligible Amount .ŁAdjusted Gross Income .ŁExpected Amount . This is the amount the student wi ll receive. Use the lesser of maximum eligibility from delivered rules table, calculated maximum amount, or requested amount. ŁGrade Level . Uses Student System class level (translated on RPRCLSS). ŁExpected Grad Date . Accesses Student system data first. If there is no data, Banner adds years to FAFSA class level and uses hardcoded date of 5/31; for example, 2000- 01 FAFSA class 1 + 3 years = 5/31/2004 graduation date. ŁEnrollment Status . From the annual expected enrollment on RNANAxx. ŁDependency status . From the RCRAPP record. /n 408 Banner Financial Aid User Guide |Processing Student Data window ŁSocial Security NumberŁAddress ŁLocal Address ŁDate of Birth ŁCitizenship ŁDriver™s License Number ŁLoan Default ŁDependency Parent Data window Enter parent data in this window. Banner will carry forward parent data to revised applications. Period Schedule windowData defaults into this window. The Memo Amount displayed is for the period. Note: The optional Certified Hours field may be populated manually with the number of hours used as a basis for loan certification. Hours entered here will appear on the RPALDSB form. Disbursement Schedule windowThe net amount will display if Memo Actual was chosen. Adjustments will result in additional disbursement transactions. Initial HR (Hold Request) or RR Release Request) status in the Hold/Release Status field. Loan Parent Inquiry (RPILPAR) Use this form to view parent names associated with a student. This form may be accessed from the ROASMRY or RPALDSB forms. Extracting Loan Applications from Banner The following forms are used for extracting loan applications: /n 409 Banner Financial Aid User Guide |Processing Unmatched COD Records (REAUCOD)The REAUCOD Main window displays unmatched MPN records and also displays the reviewed indicator for both the Unmatched MPNs and Unmatched PLUS Application records.The REAUCOD form allows you to enter, view, and manually match Direct Loan PLUS Application, Direct Loan Entrance Counseling and TEACH Entrance Counseling data received from COD in the SP, AC, and EC document types for which a matching student or loan record was not found when imported through the RERIMxx process. The PLUS Applications have been updated for a redesigned Direct Loan table structure and functionality. Note: Functions of the Unmatched COD Records (REAUCOD) are based on the aid year specified in the key block. If the aid year entered does not meet requirements, you will be instructed to use the Unmatched COD Records (RPAUCOD) form, instead. The REAUCOD form makes use of the D - Direct Loan Entrance Counseling differently, separating the value into two different types: ŁStafford Entrance Counseling ŁPLUS Entrance Counseling The REAUCOD form also includes the MPN types for unmatched MPN records. ŁWhen D is selected, records disp layed will be those where: RPTUECS_COUNSELING_TYPE = S only. ŁWhen L is selected, records disp layed will be those where: RPTUECS_COUNSELING_TYPE = P.Also, the following is used to properly display the new unmatched MPN records: ŁWhen M is selected, records will be displayed on the form from the Direct Loan Unmatched MPN Tabl e (RLTUMPN) where RLTUMPN_MPN_TYPE = S.ŁWhen N is selected, records will be displayed on the form from the Direct Loan Unmatched MPN Tabl e (RLTUMPN) where RLTUMPN_MPN_TYPE = P.ŁWhen R is selected, records will be displayed on the form from the new Direct Loan Unmatched MPN Tabl e (RLTUMPN) where RLTUMPN_MPN_TYPE = G.Options menuThe following forms have been included in the options menu for the REAUCOD form: ŁDirect Loan Origination (RLADLOR) /n 410 Banner Financial Aid User Guide |Processing ŁAward Maintenance (RPAAWRD) ŁElectronic Counseling Status (RPILECS) ŁApplicant Requirements (RRAAREQ) ŁApplicant Comments (RHACOMM) ŁApplicant Messages (ROAMESG) Unmatched COD Records (RPAUCOD) The RPAUCOD form displays the data loaded via RERIMxx from the SP, AC and EC document types for which a match is not found in Banner. The data on this form includes the following information: ŁDirect Loan PLUS Applications ŁDirect Loan Entrance Counseling ŁTeach Entrance Counseling Note: Information on this form may be viewed or manually matched to records in Banner. Unmatched PLUS Application records are loaded to the RPTUAPP table through the RERIM11 process. They can be loaded to the ta ble with a pidm if a matching student was found or without a pidm if no matching student record was found. In either case, the records are displayed on this form. On the second page of the form, you can match to a student if necessary by using the Student ID field and saving the record. If the record has already been matched to a student and the Student ID is displayed, you can match the record to an existing PLUS origination record. If the record is matched, once the match is saved the record is removed from the RPTUAPP table and the RPAUCOD fo rm and the data is updated in the RPRLAPP table and display ed on the RPALORG form. Unmatched TEACH and Direct Loan Entrance Counseling records are loaded to the RPTUECS table through the RERIMxx process. Records loaded to RPTUECS have not been matched to a student and are displayed on this form. From the second page of RPAUCOD, you can match the Entrance Counsel ing record to an existing student by using the Student ID field. When the match is saved, the record will be removed from the RPTUECS table and the RPAUCOD form and the data will be updated in the RPRLECS table and displayed on the RPILECS form. Options menuThe following forms have been included in the options menu for the RPAUCOD form: ŁDirect Loan Origination (RPALORG) ŁAward Maintenance (RPAAWRD) /n 411 Banner Financial Aid User Guide |Processing ŁElectronic Counseling Status (RPILECS) ŁApplicant Requirements (RRAAREQ) ŁApplicant Comments (RHACOMM) ŁApplicant Messages (ROAMESG) Electronic Loan Appl Extract (RPRELAX)1.Check loan applications pr ior to transmissi on. Applications will extract if: ŁThe loan is not canceled. ŁThe loan status is Ready to Send. ŁThe Batch ID is null. ŁThe Loan ID is not null. ŁThe student is in the population selection (if used). 2.Select the printer on the GJAPCTL form. Output can be viewed on GJIREVO when saved to a database. Funds may be entered individually or as a multiple entries 3.Establish parameters on GJAPCTL form as below: ŁAid Year Code. ŁFund Code. Funds may be entered individually or as multiple entries. ŁEnter the File Identifier parameter as Production or Test. ŁSpell out the school name in the School Name parameter. ŁRecipient Name and Recipient ID. These identifiers are placed in the Header record of the file to direct the electronic file to the proper guarantee/lending agency for processing. Check with the provider of your vender software to see if it will insert this information after the FTP process. ŁSelect Media type. It usually is PC.ŁSelect population selection identifiers. ŁCombine Sub/Unsub Stafford. All loans with Application Code of M process as combined loans.ŁVersion Number. Extract changes supported with Version 4. ŁEL (Electronic) School Code. Enter the code for the loan applications to be extracted if you are multi-campus and want each campus extracted correctly. ŁEL (Electronic) Branch ID. Enter the corresponding Branch ID for the EL School Code to be extracted. Review Output windowThis window displays: ŁRPRELAX.log , when the process is completed. /n 412 Banner Financial Aid User Guide |Processing ŁRPRELAX.lis includes student ID, name, and loan fund(s) extracted. Parameters used and a summary of total applications are included. Report shows loans selected for transmission as well as missing data. Note: ELAPxxIN_xxxxx.DAT data file is produced to be transmitted to the guarantor/lender. Batch Control (RPIBATC) This form is used to view a record of Electronic loan batches created. RPAELAP fields updated by the RPRELAX process Application windowŁLoan Status changes to Sent.ŁVersion Number checkbox. ŁSubmission Date .ŁCross Reference Loan ID . The subsidized Loan ID is used on combined loan applications. The cross-reference loan ID links the unsubsidized loan to the subsidized loan and is the Loan ID assigned to the subsidized loan. The cross reference ID of the subsidized loan will be updated with the Loan ID of the unsubsidized loan. The Loan ID is given a unique one-up number when RPRELAX extracts the loan application. Electronic Loan Response Upload (RPRELRU)1.Run the RPRELRU process after setting the single parameter to the desired Approved loan status. 2.Review output in the Review Output window: ŁRPRELRU.log will show process completion. ŁRPRELRU.lis shows all records loaded with adjustment indicators if the amount certified or requested was changed along with error messages. Error code descriptors are found in the Electronic Loan Manual. Note: Uploading loan response files is not required for disbursement. Schools that wish to memo loans based on an Active status may wish to upload response files to identify approved loans and response files containing records with special status notifications. Responses are received at the individual loan level (subsidized and unsubsidized) for combined loans. /n 413 Banner Financial Aid User Guide |Processing More than one response record may be received for the same loan application (one per batch). The Application Status field is updated. To upload data to Banner, the files received electronically must be moved to the same directory used for all other data uploads (DATAHOME). The incoming file name expected by the RPRELRU process is elupdtop.dat . Once processed by Banner, t he first nine characters of the Header records are changed to Processed to prevent accidentally reloading the same data again. RPAELAP fields updated by the RPRELRU process Application windowŁLoan Status . This field updates with the loan status defined in the parameter of RPRELRU. ŁApplication Status . This field shows latest guarantor statuses including: ŁSubmitted ŁGuaranteed ŁPN received/approved ŁPending ŁDenied/Rejected ŁModified ŁCert. Request. ŁTerminated ŁNot Ready ŁReady ŁSent ŁApplication Accepted. Note: Certification requests and modification records are not loaded into Banner. These records will appear in the output with a message of the type of record received. ŁApplication Phase Code .ŁApproved Amount .ŁApproval Date . Approval amount and date can be updated manually if school does not load response files. /n 414 Banner Financial Aid User Guide |Processing ŁLender ID . If no non-person record exists for lender, error message appears in .lis file.Promissory Note/Miscellaneous Information windowŁMaster Promissory Note Confirmation Code . This indicates the MPN existed at the time of certification. ŁBorrower Confirmation Code . This indicates borrower confirmation of loan was received. Disbursement Schedule windowŁHold/Release Status updates to HA (Hold Accepted), RA (Release Accepted). Parent Data window ŁParent data will be returned including Social Security Number, name, and date of birth (check Electronic Loan Manual for additional information). Note: The RPRELRU process does NOT update the RPAAWRD, RPAAPMT, and ROARMAN award amou nts or change the requested amount or certification record. Disbursement/AdjustmentBanner CommonLine Electronic processing includes EFT, Master Check, and individual check record upload capability. An EFT file may contain any or all of these types of disbursements. Banner Hold/Release may be used to update the initial Hold/Release status to permit or prevent the receipt of scheduled loan disbursements depending upon the option of the school. Disbursement Process (RPEDISB)ŁRun the disbursement process online or in batch to generate memos, authorizations, and disbursement error messages if the disbursement edit optional parameter is being used for the RPRHDRL process. For Revised Disbursement amount processing: 1.Enter changes to disbursement amounts on RPAELAP as net amounts. Banner will convert it to the gross amount if the revision is included with the RPRHDRL record. Loan memos will use Revised Disbursem ent amounts if present in RPAELAP Disbursement window. 2.Review disbursement error messages on the disbursement report or on ROIDISB. /n 415 Banner Financial Aid User Guide |Processing Hold/Release Process (RPRHDRL)This process captures changes to the initial Hold/Release status and creates a data file for transmission to the service provider or lender. 1.Run the process after receiving the response file. The Guarantor sequence number is needed. 2.Batch update of status by fund/period updat es all available undisbursed records or use Disbursement Edit. Note: The Disbursement edit (which is optional) requires at least one disbursement reject in the Disbursement Results Table to hold a loan, and that no rejects be found to release a loan. Revised Disbursement dates and /or revised Disbursement amounts will be included in Hold/Release transmissions if present. 3.Update the Hold/Release Status field on RPAELAP to HS Hold Sent or RS Release Sent.4.Output files include the RPRHDRL.xxxxx.DAT data file and .lis file with the Control Report and records not processed (with reasons). Electronic transferEFT/Disbursement Roster Upload (RPREFTL)This process should be run to load student detail data to the temporary RPREFTD table and cash data to the RPREPMT table. To transferring file(s) to the Banner dataload directory: Note: Multiple files may be placed in the directory, but will be processed one at a time. 1.Rename each file to eftxxx.dat where xxx is a school-maintained sequence number. After the file is processed, the first nine characters of the Header are changed to Processed to prevent a duplicate upload. 2.Enter the single parameter file name and run the process. Electronic Payment Receipt (RPAEPMT) 1.Review summary cash information. ŁSingle record for all EFT payments in the file. ŁSingle record for all Netted EFT payments in the file. If netting is used, the school retains and recycles funds reco vered from loan adjustments. Student records in the file which represent the netted fund total will have a file code of A.ŁSingle record for all Master Check payments in the file. /n 416 Banner Financial Aid User Guide |Processing ŁIndividual records for each Individual Check payment in the file. If the check number field is blank on the incoming file, Bann er will generate a Re ference ID number. Banner Reference IDs will have the @ sign. 2.Contact the Accounting Office to confirm that EFT funds have been received in the bank account. 3.Confirm receipt of checks/master checks. 4.Enter a checkmark by the summary EFT, master check, or netted amount to indicate receipt of funds so that records will upload during the posting process. Note: Be certain to mark the receipt flag on $0 payment rosters if netting so that funds will post to student(s). 5.Enter a checkmark by each individual check received so that the amounts will post. EFT Posting Process (RPREFTP) This process matches student records using the unique loan identifier and uploads the data to the RPRLDSB table. If the record loads successfully, it is deleted from the temporary table. 1.Enter parameters and run the RPREFTP process. 2.Select a Distribution Method (that is, E, I, M, N) or leave blank to post all types of student detail records at once. 3.Enter a specific Reference ID or leave blank to process all records. 4.Review output. Verify the process completed by viewing the .log file. The .lis file will show all students processe d in the run includi ng error messages for those that did not load to the permanent tables. 5.Re-run RPREFTP to generate a report listing the names of only those students whose records did not match. Resolve on RPAELDB suspense form. Note: If there are multiple records for the same student in the file, additional record(s) will be inserted on RPALDSB. RPAELAP fields populated by RPREFTP process In the Disbursement Schedule window, the Confirmation Flag indicates the service provider has borrower confirmation of loan request (for Loan Pilot Program schools). The Confirmation Flag will be used during the RPEDISB process for non-PLUS loans when the Direct Loan indicator is not null. Electronic Loan Disbursement (RPAELDB) To resolve suspended loan records, blank out the ID in the key block to enter a query. You can sort on the record types shown on RPAEPMT (that is, E, M, I, N)./n 417 Banner Financial Aid User Guide |Processing We recommend performing a Print Screen for each suspended record and comparing it to the loan application. ŁIf the Loan ID is incorrect, change the Loan ID on the RPAELDB record and re-run RPREFTP. ŁIf there is a Social Security Number mismatch, manually enter data on RPALDSB and delete the loan record from the temporary tables. ŁIf there is a Birthdate error (most common), correct the Birthdate and re-run RPREFTP. ŁIf the EFT authorization block is not checked on RPAELAP, for funds received via EFT, obtain authorization from the student, check the RPRELAP block, and re-run RPREFTP. ŁIf the EFT block is checked on RPAELAP and funds were received as a paper check, remove the EFT indicator on RPAELAP and re-run RPREFTP. If you have separate funds for paper checks, you must cancel the EFT fund application and award, reaward/ recreate the application from the paper check fund, and re-run the posting process. ŁIf the record is not your student, use the Print Screen of RPAELDB as authorization for the Finance Office to cut a check from the EFT account back to the lender. Delete the record on RPAELDB. 1.Rerun RPREFTP after data correction or deletes. Note: Multiple records for the same student in the same batch will result in multiple disburseme nt records on RPALDSB. To determine fees subsidized by the gua rantor/lender, you must verify that: ŁResponse files include fees to be subsidized by the guarantor/lender for each loan disbursement. ŁFee subsidies are loaded to the Loan Disbursement (RPRLABD) table and are visible in the Fees Paid field on RPAELDB only while the Response records are in the temporary tables. Schools may wish to write a program to capture the fees and calculate a new net amount for memos. Disbursement form field populationLoan Disbursement (RPALDSB) This form displays the historical loan record for a student. Disbursement data populated by the Electronic Loan Application Process (RPRELAP) include: ŁFund ŁPeriodŁSchedule Date ŁSequence Number Disbursement data populated by the EFT Posting Process (RPREFTP) include: /n 418 Banner Financial Aid User Guide |Processing EFT Records ŁReference ID (from the roster) ŁEFT (Electronic Funds Transfer) Amount/Date ŁElectronic Funds Transfer Indicator checked ŁFeed Indicator set to YŁIndividual Checks ŁReference ID (check number) ŁCheck Amount/Date ŁFeed Indicator IS NULL (must sign check) Master Check ŁReference ID (master check number) ŁAmount/Date ŁFeed Indicator IS NULL (must sign for proceeds) When checks/master ch eck forms are signed:ŁFeed Indicator (manual) ŁFeed Date By the RPEDISB disbursement process: ŁTransaction Number from the Student Account posting. ŁDisbursement Load (load code) and Option (type of hours used for calculation) Due to non-enrollment/withdrawal adjustments: ŁReturned Amount for refund amounts calculated after the check is fed. ŁReturned to Lender for return of unclaimed checks that have not been fed. ŁReturned Date. (Date returned to lender). Note: Create a separate disbursement record on RPALDSB using the Insert Record function to post refunds/returns to the lender. Amounts to be returned can be posted prior to receipt of funds. Other:ŁCertified Hours . This is the credit hours used for eligibility on the loan application (entered manually on RPAELAP period schedule window) ŁStudent Received . An optional field populated manually to show date student received balance of loan proceeds. ŁDisbursement Bypass . Used with adjusting entries to correct data entry errors. /n 419 Banner Financial Aid User Guide |Processing ŁDisbursement Override .Permits disbursement when the loan amount is greater than the award amount. Edit uses total of all period disbursement amounts up to and including the period in which the disbursement process is being run. Disburse to student account Disbursement Process (RPEDISB)ŁRun the disbursement process online or in batch to release memos, authorizations, and/ or payment information to the student account. Disbursement may also be run in the Student Accounting Office if loan checks or Master Check forms are signed there. 2.Check error messages on report or on the ROIDISB form. Note: This process uses the Financial Ai d Consortium enrollment first if the Consortium Indicator is checked. It uses the actual Student System enrollment (billable or adjusted per RPROPTS option) as of date of disbursement run. RPEDISB/RPALDSB Disbursement/Authorization calculates from the net of all loan disbursement records for period on the RPALDSB disbursement form and allows Payment and Authorization in the same period when two disbursements are scheduled. 3.Process checks for EFT code or MPN Federal Application code of M.4.Fees paid by the lender captured during the RPREFTL process are used to calculate loan memos. Note: Loan disbursements for students who have not accepted charges when the Accept Charges field on RPROPTS is checked will be rejected. New error message will appear. Loan adjustments Returning individual checks prior to the accounting feed1.Access the appropriate period record on RPALDSB. If the student is not enrolled, enter the check amount on the Retn™d Lndr line on the Original disbursement period record. If the student is enrolled, use the Insert Record function to create a new period record for the adjusting entry. Enter the check amount on the Retn™d Lndr line and save. Entry on the Retn™d Lndr line prevents any further disbursement. Previous memos will be backed out. 2.Cancel the award on RPAAWRD. 3.Return check to lender. /n 420 Banner Financial Aid User Guide |Processing Returning calculated refund amounts to lender 1.Access the appropriate period record on RPALDSB. 2.Use the Insert Record function to create a new period record for the adjusting entry. 3.Enter adjustment amount in Returned Amount field. If you are netting disbursements, check the Disbursement Bypass field to prevent generation of a refund check to the lender. Save the data. 4.Reduce the award amount on RPAAWRD so that future transcripts will be correct. 5.Run the RPEDISB process to back out excess loan funds. Note: Banner does not support the return of refund amounts to lenders via EFT. The posting to Finance fo r a refund check happens immediately when an entry is made on RPALDSB and RPEDISB is run.The student ID is NOT passed to Finance as part of the refund check process. Correcting loans - received amount less than awarded amountReduce the awarded offer and accepted amounts on RPAAWRD or RPAAPMT to the Approved amount so that the financial aid transcripts will be correct. Loan reports Loan Proceeds Aging Report (RPRLNAG)This report displays the number of days between receipt of the loan funds and the date of the report as well as basic loan information. RPRLNEX exceptions-students not fully funded reportThe Loan Funding Exception Report lists thos e students whose received amounts are less than the amount on the loan by period table. Parameters include: ŁTolerance Amount ($1.00 is used if no tolerance is entered). ŁProcess Type compares Pending, Actual, or Both disbursements. ŁProcess EFT Only allows you to disregard paper checks. ŁReference ID allows you to restrict report by batch. Setting the Exclude Flag on the individual RPAELAP fo rm will prevent the line from displaying for a student who has appeared on an earlier report even if a discrepancy between award/disbursement amount exists. Review and adjust award form as needed so t hat transcripts will be correct or so that future loans for the year will generate correctly. /n 421 Banner Financial Aid User Guide |Processing Loan Summary Report (RPRLSUM) The Loan Summary Report lists loans for students and can be categorized in several ways through report parameters. CommonLine loan adjustment ŁIf the Approved loan amount is less than the recommended amount for adjustment of RPAAWRD, create and run a population selection based on: RPRLAPP_APPROVE_AMT < RPRLAPP_RECOMMENDED_AMT RPRLAPP_APPROVE_DATE > & APPROVE_DATE RPRLAPP_EL_STATUS = B RPRLAPP_AIDY_CODE ŁWhen canceling the Spring disbursement of a full-year loan (also may be used for other funds on RPAAWRD): 1.Cancel the full amount to move award to the Cancelled column on RPAAWRD. 2.Change the status to ACPT and enter the Fall portion of the loan in the Offered and Accept columns. 3.Adjust the Dollar Amount on RPAAWRD to the full amount Fall, $0 Spring. 4.Inactivate Spring loan disbursement (student not enrolled, no disbursement) 5.Access the period disbursement record on RPALDSB. 6.Enter the full, anticipated disbursement amount in the Returned to Lender field, Save.7.Recoup the Spring disbursement (loan disbursed). 8.Access the period disbursement record on RPALDSB. 9.Click Insert Record to duplicate the period record. 10. Enter the return amount in Returned Amount field, enter date, and set Feed Indicator. 11. Run the disbursement to create a negative entry on the student account. 12. Cancel the disbursement with the guarantor. ŁDelete/Replace Functions Unsent Loan Application (create replacement application) ŁAwarded loan and created original application. ŁIncreased award on RPAAWRD ŁChanged Loan Status to Not Ready to send ŁClicked Create App button. Original application Unsent Loan Application (create second application) ŁAwarded loan and created original application. ŁIncreased award on RPAAWRD /n 422 Banner Financial Aid User Guide |Processing ŁLeft status at Ready to Send ŁClicked Create App button. Created second application with Ready status. Sent Loan Application (create second application) ŁAwarded loan and created original application. ŁExtracted Loan. Status Sent on original loan application. ŁIncreased award on RPAAWRD ŁClicked Create App button. Created second application with Ready status. ŁDecline/Cancel Loan Loan Not Disbursed 1.Enter CNCL or DECL status to move award to Cancel/Decline column. 2.Access RPAELAP form and enter CNCL status in left-hand status field to inactive. 3.Report cancellation to guarantor. 4.Watch for guarantor status on right hand side of RPAELAP to change to Terminate Loan Disbursed1.Reduce RPAAWRD Offer and Accept amounts to $0. 2.Recoup disbursement.3.Access period disburseme nt record on RPALDSB 4.Click Insert Record to duplicate the period record. 5.Enter return amount in Returned Amt field, enter date, and set Feed Indicator. 6.Run disbursement to create a negative entry on the student account. 7.Cancel the disbursement with the guarantor. Electronic loans as certification requests in common response fileWhen a Loan application has been initiated by the student/parent with a Lender or Guarantee Agency, the loan certification request is sent to the school in the CommonLine Response file prior to the Electronic Loan application being created in Banner. 1.If possible, identify the loan from the third-party software report prior to running RPRELRU. If no report is available, the loan will be identified on the report generated by RPRELRU and will include the unique Loan ID assigned by the Guarantee Agency. 2.After the loan has been identified and the student™s eligibility determined, award the student the appropriate fund and create the loan application in Banner using either the online process or batch RPRELAP process. 3.From RPAELAP, change the process type to C - (Certification Request) and the record type to CR - (Correct the Submission). This will then allow you to access the Loan ID field on RPAELAP. /n 423 Banner Financial Aid User Guide |Processing 4.Change the Loan ID to match exactly the Loan ID that has been assigned by the Guarantee Agency/Lender. 5.Commit the change. 6.If the loan is a certification request, change the Loan Status to R - ( Ready), for the RPRELAX process to extract the loan to send in the Application Send File. The Loan ID will not be changed as long as the firs t six positions are not the School Code as entered on ROAINST as the Main Campus Pell ID. If the Certification Request is for a Combined Sub/Unsub, the Loan ID of the subsidized loan should be updated to match the Unique Loan ID assigned by the Guarantee Agency/Lender. For the unsubsidized loan, the Cross-reference Loan ID will need to be updated using SQL Plus to match the Unique Loan ID assigned by the Guarantee Agency/Lender and the non-unique Loan ID can remain. Future Response, Change Transaction, and EFT Roster files will re cognize the Loan ID and will correctly proc ess without further manual intervention.Note: Parent and student data contained in the Response file will not be loaded into Banner. This information must be manually entered. Alternative loansThis section addresses Banner™s Electronic loan processing that allow clients to create applications and receive response and di sbursement files for Alternative Loans. Alternative loan processing flowThe basic steps to process a Electronic Alternative Loan in Banner include: 1.Receive the loan application from the student or receive Certification Request for the loan via the RPRELRU Electronic Response Upload file. 2.Award the loan on one of the Banner award forms (RPAAWRD, RPAAPMT, and ROARMAN).3.Create the RPAELAP Electronic loan applicat ion. If the loan invo lves a Certification Request, then you must update certain fields on the RPAELAP form and replace the Banner-generated unique loan ID to the unique ID created initially by the lender (sent in the Response file). 4.Extract the loan application via the RP RELAX Electronic L oan Extract Process. 5.Receive a Response file via the RPRELRU Response Upload Process (this is optional unless utilizing Certification Requests for Alternative Loans). 6.Receive EFT/individual check/Master Ch eck payments via the RPREFTL/RPREFTP processes. /n 424 Banner Financial Aid User Guide |Processing Global Institutional Financial Aid Options (ROAINST)See the fiBanner Electronic Loan Processing - Preliminary forms Setupfl section for details on setting up this form. Fund Base Data (RFRBASE) Establish a separate loan fund for any lender for whom you will process Alternative loans using Electronic loan methodology. Fund Management (RFRMGMT)In the Aid Year Specific Data - Packaging Options window, enter the appropriate Alternative Loan Program Type code for each Alternative loan fund. This code defaults into the Electronic Loan Application form (RPAELAP). Note: The Needs Analysis checkbox may be selected or deselected, depending on the requirement for each lender. A checkbox in this field causes the calculated Expected Amount on the RPAELAP Loan Application form to be affected by EFC and prior aid received. Loan Options (RPRLOPT)Establish additional forms as needed for new Alternative loan funds. A separate form for each federal and Alternative electronic loan fund is required. The Guarantor is known as the Insurer for Alternative loans. Loan Period Base Data Rules (RPRLPRD) Create additional loan periods as needed to accommodate Alternative loans. Electronic Loan Application (RPRELAP)Enter Parameter 02 to include Alternative lo an funds. If no needs analysis record is present, the Social Security Number and Date of Birt h are pulled from the SPBPERS General Person table. This process allows the creation of applicati on with a negative or zero amount and prints the message App created with an expected amount of zero or less in the .log file. These will not extract./n 425 Banner Financial Aid User Guide |Processing The process also populates null values in th e Fed App form and Serial Loan fields, since an MPN is not required. It will no t replace data in the Parent Alternative Loan Data window during delete/replace. Electronic Loan Application (RPAELAP) The unique Loan ID includes the institutional EL School Code/Branch code or Pell code after extraction. If a Certification Request record is received, the Loan ID field should be updated to the Loan ID established by the lender/servicer. To manually update the Loan ID field, change the process type to CR and the record type to C. You can then manually update the Loan ID field. Note: The RPRELAX process will not conv ert the Loan ID if positions 1-6 (agency code) do not match the School ID. In the Alternative Loan Data window (which is accessible only if the Alternative Loan Program Type code is populated on RFRMGMT form), the data incorporated as the CommonLine @4 record is sent with the @1 record which includes basic CommonLine loan information.The Program Type code defaults from RFRMGMT according to the fund awarded. The Total Student Debt is required if the Loan Process Type = GO, GP, PG. The remaining fields must be entered manually if applicable to student. In the Cosigner Information section, cosigner data may be blank. If it is required, you must manually enter it.Note: If the lender requires this data, be sure to enter all of it. Partial data entry may cause the loan to reject. In the Parent Loan Demographic Data window, populate the parent fields with third-party borrower data if the parent is not actual alternative loan borrower. Electronic Loan Appl Extract (RPRELAX)Uses the Student/Bor Ind to extract either student or parent/third-party demographic data. This process extracts @4 Alternative loan record data, and incorporates Campus and EL School code data into unique loan ID. The process also ignores Hold/Release codes for Alternative Loan funds. Electronic Loan Response Upload (RPRELRU)Certification Request records are identified via the message Cert Request, not processed . The Load Alternative Loan Approved Amount and Date If Guarantee fields are not populated. /n 426 Banner Financial Aid User Guide |Processing This process also processes @4 record data and loads data to relevant list fields on RPAELAP the Loan Application form (RPAELAP). Electronic Loan Load/EFT Posting Processes (RPEFTL/RPREFTP)This process posts EFT, individual check, or Master Check data received in an electronic file. Data is visible on the Loan Disburseme nt (RPALDSB) form. Checks received that are not part of the roster must be entered on RPALDSB by you. Disbursement Process (RPEDISB)This process disregards Hold/Release codes. Disbursement/adjustmentBanner Commonline Electronic processing includes EFT, Master Check, and individual check record upload capability. An EFT file may contain any or all of these types of disbursements. Banner Hold/Release may be used to update the initial Hold/Release status to permit or prevent the receipt of scheduled loan disbursements depending upon the option of the school. Disbursement Process (RPEDISB)ŁRun the disbursement process online or in batch to generate memos, authorizations, and disbursement error messages if the disbursement edit optional parameter is being used for the RPRHDRL process. For Revised Disbursement amount processing: 1.Enter changes to disbursement amounts on RPAELAP as net amounts. Banner will convert it to the gross amount if the revision is included with the RPRHDRL record. Loan memos will use Revised Disbursem ent amounts if present in RPAELAP Disbursement window. 2.Review disbursement error messages on the disbursement report or on ROIDISB. Hold/Release Process (RPRHDRL)This process captures changes to the initial Hold/Release status and creates a data file for transmission to the service provider or lender. 1.Run the process after receiving the response file. The Guarantor sequence number is needed. /n 427 Banner Financial Aid User Guide |Processing 2.Batch update of status by fund/period updat es all available undisbursed records or use Disbursement Edit. Note: The Disbursement edit (which is optional) requires at least one disbursement reject in the Disbursement Results Table to hold a loan, and that no rejects be found to release a loan. Revised Disbursement dates and /or revised Disbursement amounts will be included in Hold/Release transmissions if present. 3.Update the Hold/Release Status field on RPAELAP to HS Hold Sent or RS Release Sent. 4.Output files include the RPRHDRL.xxxxx.DAT data file and .lis file with the Control Report and records not processed (with reasons). Electronic transferEFT/Disbursement Roster Upload (RPREFTL)This process should be run to load student detail data to the temporary RPREFTD table and cash data to the RPREPMT table. To transferring file(s) to the Banner dataload directory: Note: Multiple files may be placed in the directory, but will be processed one at a time. 1.Rename each file to eftxxx.dat where xxx is a school-maintained sequence number. After the file is processed, the first nine characters of the Header are changed to Processed to prevent a duplicate upload. 2.Enter the single parameter file name and run the process. Electronic Payment Receipt (RPAEPMT) 1.Review summary cash information. ŁSingle record for all EFT payments in the file. ŁSingle record for all Netted EFT payments in the file. If netting is used, the school retains and recycles funds reco vered from loan adjustments. Student records in the file which represent the netted fund total will have a file code of A./n 428 Banner Financial Aid User Guide |Processing ŁSingle record for all Master Check payments in the file. ŁIndividual records for each Individual Check payment in the file. If the check number field is blank on the incoming file, Bann er will generate a Re ference ID number. Banner Reference IDs will have the @ sign. 2.Contact the Accounting Office to confirm that EFT funds have been received in the bank account. 3.Confirm receipt of checks/master checks. 4.Enter a checkmark by the summary EFT, master check, or netted amount to indicate receipt of funds so that records will upload during the posting process. Note: Be certain to mark the receipt flag on $0 payment rosters if netting so that funds will post to student(s). 5.Enter a checkmark by each individual check received so that the amounts will post. EFT Posting Process (RPREFTP) This process matches student records using the unique loan identifier and uploads the data to the RPRLDSB table. If the record loads successfully, it is deleted from the temporary table. 1.Enter parameters and run the RPREFTP process. 2.Select a Distribution Method (that is, E, I, M, N) or leave blank to post all types of student detail records at once. 3.Enter a specific Reference ID or leave blank to process all records. 4.Review output. Verify the process completed by viewing the .log file. The .lis file will show all students processe d in the run includi ng error messages for those that did not load to the permanent tables. 5.Re-run RPREFTP to generate a report listing the names of only those students whose records did not match. Resolve on RPAELDB suspense form. Note: If there are multiple records for the same student in the file, additional record(s) will be inserted on RPALDSB. RPAELAP fields populated by RPREFTP processIn the Disbursement Schedule window, the Confirmation Flag indicates the service provider has borrower confirmation of loan request (for Loan Pilot Program schools). The Confirmation Flag will be used during the RPEDISB process for non-PLUS loans when the Direct Loan indicator is not null. /n 429 Banner Financial Aid User Guide |Processing Electronic Loan Disbursement (RPAELDB) To resolve suspended loan records, blank out the ID in the key block to enter a query. You can sort on the record types shown on RPAEPMT (that is, E, M, I, N).We recommend performing a Print Screen for each suspended record and comparing it to the loan application. ŁIf the Loan ID is incorrect, change the Loan ID on the RPAELDB record and re-run RPREFTP. ŁIf there is a Social Security Number mismatch, manually enter data on RPALDSB and delete the loan record from the temporary tables. ŁIf there is a Birthdate error (most common), correct the Birthdate and re-run RPREFTP. ŁIf the EFT authorization block is not checked on RPAELAP, for funds received via EFT, obtain authorization from the student, check the RPRELAP block, and re-run RPREFTP. ŁIf the EFT block is checked on RPAELAP and funds were received as a paper check, remove the EFT indicator on RPAELAP and re-run RPREFTP. If you have separate funds for paper checks, you must cancel th e EFT fund application and award, re-award/ recreate the application from the paper check fund, and re-run the posting process. ŁIf the record is not your student, use the Print Screen of RPAELDB as authorization for the Finance Office to cut a check from the EFT account back to the lender. Delete the record on RPAELDB. 1.Rerun RPREFTP after data correction or deletes. Note: Multiple records for the same student in the same batch will result in multiple disburseme nt records on RPALDSB. To determine fees subsidized by the gua rantor/lender, you must verify that: ŁResponse files include fees to be subsidized by the guarantor/lender for each loan disbursement. ŁFee subsidies are loaded to the Loan Disbursement (RPRLABD) table and are visible in the Fees Paid field on RPAELDB only while the Response records are in the temporary tables. Schools may wish to write a program to capture the fees and calculate a new net amount for memos. Disbursement form field populationLoan Disbursement (RPALDSB) This form displays the historical loan record for a student. Disbursement data populated by the Electronic Loan Application (RPRELAP) process include: ŁFund ŁPeriod/n 430 Banner Financial Aid User Guide |Processing ŁSchedule Date ŁSequence Number Disbursement data populated by the EFT Posting Process (RPREFTP) include: ŁEFT Records ŁReference ID (from the roster) ŁEFT Amount/Date ŁEFT Indicator checked ŁFeed Indicator set to YŁIndividual Checks ŁReference ID (check number) ŁCheck Amount/Date ŁFeed Indicator IS NULL (must sign check) Master Check ŁReference ID (master check number) ŁAmount/Date ŁFeed Indicator IS NULL (must sign for proceeds) When checks/master ch eck forms are signed:ŁFeed Indicator (manual) ŁFeed Date By the RPEDISB disbursement process: ŁTransaction Number from the Student Account posting. ŁDisbursement Load (load code) and Option (type of hours used for calculation) Due to non-enrollment/withdrawal adjustments: ŁReturned Amount for refund amounts calculated after the check is fed. ŁReturned to Lender for return of unclaimed checks that have not been fed. ŁReturned Date. (Date returned to lender). Note: Create a separate disbursement record on RPALDSB using the Insert Record function to post refunds/returns to the lender. Amounts to be returned can be posted prior to receipt of funds. /n 431 Banner Financial Aid User Guide |Processing Other:ŁCertified Hours . This is the credit hours used for eligibility on the loan application (entered manually on RPAELAP period schedule window) ŁStudent Received . An optional field populated manually to show date student received balance of loan proceeds. ŁDisbursement Bypass . Used with adjusting entries to correct data entry errors. ŁDisbursement Override .Permits disbursement when the loan amount is greater than the award amount. Edit uses total of all period disbursement amounts up to and including the period in which the disbursement process is being run. Electronic Loan Disbursements Disbursement Process (RPEDISB)1.Run the disbursement process online or in batch to release memos, authorizations, and/or payment information to the student account. Disbursement may also be run in the Student Accounting Office if loan checks or Master Check forms are signed there. 2.Check error messages on report or on the ROIDISB form. Note: This process uses the Financial Ai d Consortium enrollment first if the Consortium Indicator is checked. It uses the actual Student System enrollment (billable or adjusted per RPROPTS option) as of date of disbursement run. RPEDISB/RPALDSB Disbursement/Authorization calculates from the net of all loan disbursement records for period on the RPALDSB disbursement form and allows Payment and Authorization in the same period when two disbursements are scheduled. 3.Process checks for EFT code or MPN Federal Application code of M.4.Fees paid by the lender captured during the RPREFTL process are used to calculate loan memos. Note: Loan disbursements for students who have not accepted charges when the Accept Charges field on RPROPTS is checked will be rejected. New error message will appear. /n 432 Banner Financial Aid User Guide |Processing Loan adjustments Returning individual checks prior to the accounting feed1.Access the appropriate period record on RPALDSB. If the student is NOT ENROLLED, enter the check amount on the Retn™d Lndr line on the Original disbursement period record. If the student is ENROLLED, use the Insert Record function to create a new period record for the adjusting entry. Enter the check amount on the Retn™d Lndr line and save.Entry on the Retn™d Lndr line prevents any further disbursement. Previous memos will be backed out. 2.Cancel the award on RPAAWRD. 3.Return check to lender. Returning calculated refund amounts to lender 1.Access the appropriate period record on RPALDSB. 2.Use the Insert Record function to create a new period record for the adjusting entry. 3.Enter adjustment amount in Returned Amount field. If you are netting disbursements, check the Disbursement Bypass field to prevent generation of a refund check to the lender. Save the data. 4.Reduce the award amount on RPAAWRD so that future transcripts will be correct. 5.Run the RPEDISB process to back out excess loan funds. Note: Banner does not support the return of refund amounts to lenders via EFT. The posting to Finance for a refund check happens immediately when an entry is made on RPALDSB and RPEDISB is run. The student ID is NOT passed to Finance as part of the refund check process. Correcting loans - received amount less than awarded amountReduce the awarded offer and accepted amounts on RPAAWRD or RPAAPMT to the Approved amount so that the financial aid transcripts will be correct. /n 433 Banner Financial Aid User Guide |Processing Loan reports Loan Proceeds Aging Report (RPRLNAG)This report displays the number of days between receipt of the loan funds and the date of the report as well as basic loan information. Loan Funding Exception Report (RPRLNEX)The Loan Funding Exception Report lists thos e students whose received amounts are less than the amount on the loan by period table. Parameters include: ŁTolerance Amount ($1.00 is used if no tolerance is entered). ŁProcess Type compares Pending, Actual, or Both disbursements. ŁProcess EFT Only allows you to disregard paper checks. ŁReference ID allows you to restrict report by batch. Setting the Exclude Flag on the individual RPAELAP fo rm will prevent the line from displaying for a student who has appeared on an earlier report even if a discrepancy between award/disbursement amount exists. Review and adjust award form as needed so t hat transcripts will be correct or so that future loans for the year will generate correctly. Loan Summary Report (RPRLSUM) The Loan Summary Report lists loans for students and can be categorized in several ways through report parameters. CommonLine loan adjustment ŁIf the Approved loan amount is less than the recommended amount for adjustment of RPAAWRD, create and run a population selection based on: RPRLAPP_APPROVE_AMT < RPRLAPP_RECOMMENDED_AMT RPRLAPP_APPROVE_DATE > & APPROVE_DATE RPRLAPP_EL_STATUS = B RPRLAPP_AIDY_CODE /n 434 Banner Financial Aid User Guide |Processing ŁWhen canceling the Spring disbursement of a full-year loan (also may be used for other funds on RPAAWRD): 1.Cancel the full amount to move award to the Cancelled column on RPAAWRD. 2.Change the status to ACPT and enter the Fall portion of the loan in the Offered and Accept columns. 3.Adjust the Dollar Amount on RPAAWRD to the full amount Fall, $0 Spring. 4.Inactivate Spring loan disbursement (student not enrolled, no disbursement) 5.Access the period disbursement record on RPALDSB. 6.Enter the full, anticipated disbursement amount in the Returned to Lender field, Save.7.Recoup the Spring disbursement (loan disbursed). 8.Access the period disbursement record on RPALDSB. 9.Click Insert Record to duplicate the period record. 10. Enter the return amount in Returned Amount field, enter date, and set Feed Indicator. 11. Run the disbursement to create a negative entry on the student account. 12. Cancel the disbursement with the guarantor. ŁDelete/Replace Functions Unsent Loan Application (create replacement application) ŁAwarded loan and created original application. ŁIncreased award on RPAAWRD ŁChanged Loan Status to Not Ready to send ŁClicked Create App button. Original application Unsent Loan Application (create second application) ŁAwarded loan and created original application. ŁIncreased award on RPAAWRD ŁLeft status at Ready to Send ŁClicked Create App button. Created second application with Ready status. Sent Loan Application (create second application) ŁAwarded loan and created original application. ŁExtracted Loan. Status Sent on original loan application. ŁIncreased award on RPAAWRD ŁClicked Create App button. Created second application with Ready status. ŁDecline/Cancel Loan Loan Not Disbursed /n 435 Banner Financial Aid User Guide |Processing 1.Enter CNCL or DECL status to move award to Cancel/Decline column. 2.Access RPAELAP form and enter CNCL status in left-hand status field to inactive. 3.Report cancellation to guarantor. 4.Watch for guarantor status on right hand side of RPAELAP to change to Terminate Loan Disbursed1.Reduce RPAAWRD Offer and Accept amounts to $0. 2.Recoup disbursement.3.Access period disburseme nt record on RPALDSB 4.Click Insert Record to duplicate the period record. 5.Enter return amount in Returned Amt field, enter date, and set Feed Indicator. 6.Run disbursement to create a negative entry on the student account. 7.Cancel the disbursement with the guarantor. Electronic loans received as certification requests in common response file When a Loan application has been initiated by the student/parent with a Lender or Guarantee Agency, the loan certification request is sent to the school in the CommonLine Response file prior to the Electronic Loan application being created in Banner. 1.If possible, identify the loan from the third-party software report prior to running RPRELRU. If no report is available, the loan will be identified on the report generated by RPRELRU and will include the unique Loan ID assigned by the Guarantee Agency. 2.After the loan has been identified and the student™s eligibility determined, award the student the appropriate fund and create the loan application in Banner using either the online process or batch RPRELAP process. 3.From RPAELAP, change the process type to C - (Certification Request) and the record type to CR - (Correct the Submission). This will then allow you to access the Loan ID field on RPAELAP. 4.Change the Loan ID to match exactly the Loan ID that has been assigned by the Guarantee Agency/Lender. 5.Commit the change. 6.If the loan is a certification request, change the Loan Status to R - ( Ready), for the RPRELAX process to extract the loan to send in the Application Send File. The Loan ID will not be changed as long as the firs t six positions are not the School Code as entered on ROAINST as the Main Campus Pell ID. If the Certification Request is for a Combined Sub/Unsub, the Loan ID of the subsidized loan should be updated to match the Unique Loan ID assigned by the Guarantee Agency/Lender. For the unsubsidized loan, the Cross-reference Loan ID will need to be updated using SQL Plus to match the Unique Loan ID assigned by the Guarantee Agency/Lender and the non-unique Loan ID can remain. /n 436 Banner Financial Aid User Guide |Processing Future Response, Change Transaction, and EFT Roster files will re cognize the Loan ID and will correctly proc ess without further manual intervention.Note: Parent and student data contained in the Response file will not be loaded into Banner. This information must be manually entered. Direct lendingPlease see the COD Handbook for detailed instructions for working with Direct Loans. Financial Aid common functions Aid year defaultBanner uses the current calendar year to try to default the global aid year code to be used when you first start a Banner session. The first time you call a financial aid form (a form starting with the letter R), Banner runs a form called ROQMENU in the background. One of the things that this form does is to look at the current calendar year (based on Banner date) and looks at the ROBINST table for an aid year code where the aid year start year is the same as the current calendar year and the aid year end year is the same as the current calendar year plus 1. So, if you are in 2011 it looks for an aid year code that was defined as starting in 2011 and ends in 2012. After the start of the new year (2012) it looks for an aid year code that was defined as starting in 2012 and ends in 2013. If it doesn™t find one (because you haven™t defined the 1213 aid year code yet) then you will get the message: ERROR Could not calculate aid year code from today's date .This error is not a serious one and will not prevent you from continuing your normal activities. It just means that Banner could not determine a global aid year code. You would have to manually set the global aid year code by entering it on a form that has aid year as a key field or by calling any aid year specific form (like RNANAxx). If you have defined your 1213 aid year code, Ba nner will use that aid year as the global aid year code at start-up. If you wish to keep your global aid year code as 1112 you can change the pivot date on the ROAINST form. User-defined data User-defined data is stored in a table called ROBUSDF. This table has 360 data fields named ROBUSDF_VALUE_1 through ROBUSDF_VALUE_360 in addition to a field for aid year, PIDM, and activity date. /n 437 Banner Financial Aid User Guide |Processing Each data field is 20 positions long and is defined as a character field. Values entered may be character, integer, numeric, or date according to how each field is being used, however editing for the proper format of integer, numeric, or date fields will not occur. The Applicant User-Defined Data (ROAUSDF) form allows you to view, enter, and update each of the 360 fields for an individual student for a particular aid year. Descriptions to define how the institution uses each field are maintained on a form and table called RORUSER. The descriptions for each field entered on RORUSER are displayed next to the field number on the applicant form to ai d the user. Field descriptions are maintained separately for each aid year so you do not need to use the same descriptions for the same field numbers each year. Even though descriptions are associated with each field, the data stored in the field for a student is still referred to by its field number when used in selection statements. This design permits multiple user-defined fields to be used in a selection statement by making it simpler to reference the data being stored. You are not required to use the same fields in the same order each year. To use these values in your rules, it is suggested that you run the RORUSER Process on a regular basis such as weekly and after each Data Load. Th is will create a record in the ROBUSDF table for every applicant with a RORSTAT record for the aid year. General Algorithmic RulesThis feature is designed to facilitate the use of algorithmic rules within the Banner Financial Aid to determine the value to be used for specific function by a process. General Algorithmic rules are separate from the functionality and rules used for Algorithmic Packaging and Algorithmic Budgeting. When crea ting the algorithmic rule, you will define the process which will use the algorithmic rule. The following are the processes and the functions of the process which allow the use of general algorithmic rules. Batch Posting Process Aid year budget components. You may either use a specific amount for an aid year budget component or an algorithmic rule to calculate the amount to be posted. B - Budget Component/Amount Aid period and Pell aid period. You may either use a specific code for the aid period or Pell aid period code to be posted or an algorithmic rule to calculate the code that will be posted. A - Aid Period Code AP - Pell Aid Period CodeFund amount and status for a period with or without validation. You may either use a specific amount and status to post to a period either using award validation or without using award validation or you may use an algorithmic rule to calculate the amount to be posted. /n 438 Banner Financial Aid User Guide |Processing FP - Fund/Period/Amount/Status FPN - Fund/Period/Amt/Status/NoVal Award Offer Expiration Date and Period Offer Expiration Date. You may either use a specific date to post an award or period offer expiration date or you may use an algorithmic rule to calculate the date that will be posted. OE - Offer Expiration Date OEP - Period Offer Expiration Date Expected Enrollment Status ŁDefault Year Expected Enrollm ent Status (DYES Process Type) ŁAn algorithmic rule may be used to calc ulate the applicant™s expected enrollment status for the aid year. The algorithmic rule code is entered on the Defaults tab of ROAINST and will be executed when the Applicant Status record for the aid year is created (RORSTAT). ŁDefault Period Expected Enroll ment Status (DPES Process Type) ŁAn algorithmic rule may be used to calc ulate the applicant™s expected enrollment status for each period that is part of the applicant™s aid period or Pell aid period. The algorithmic rule code is entered on the Defaults tab of ROAINST and will be executed when the Applicant Period Status record for the aid year is created (RORPRST). Default Aid PeriodŁDefault Aid Period (DAPRD) Process Type ŁAn algorithmic rule may be used to calculate the aid period that should be assigned to the applicant when the Applicant Status record (RORSTAT) is created for the aid year. The algorithmic rule code is entered on the Defaults tab of ROAINST, Default Aid Period Rule Code field, and will be ex ecuted when the Applican t Status record is created. Implementing General Algorithmic Rules General Algorithmic Rule Validation - RTVALGO Create the Code and Description for the general algorithmic rule. You may want to use a naming convention or an adequate descript ion to identify the purpose of the rule. General Algorithmic Rules - RORALGO Use the General Algorithmic Rules (RORALGO) form to create rules required for calculating the value to be assigned to the individual student by the process defined for the rule. General algorithmic rules can be rolled as part of the Financial Aid New Year Roll Process (ROPROLL). /n 439 Banner Financial Aid User Guide |Processing ŁFor the algorithmic rule you want to create for the aid year, define the Process which will be using the algorithmic rule. ŁFor the Batch Posting Proces s, define the posting type that will use the algorithmic rule ŁSelect the General Algorithmic Rule code for which the rules are written. ŁEnter the sequence number and SQL statement to be used to calculate the value for the rule. ŁMultiple sequences should be used to esta blish all possibilities including a default as the last sequence should the student not meet any criteria in calculating the value. Rules are processed in sequence order. ŁThe Available for Lookup serves as a reference for valid tables, columns, and parameters. Use the copy and paste function to enter the values into the SQL Statement field of the Rule block. ŁSave the SQL Statement. ŁSelect the Validate icon to ensure that the SQL statement's syntax is correct. All sequences of the rule must be validated for successful rule execution. If a sequence is not validated, it will be skipped when the rule is processed potentially causing incorrect results. ŁOnce the syntax is validated, a check will appear in the Validated indicator. If the syntax could not be validated, any errors will be displayed and must be corrected. ŁThe SQL statement's syntax must be validated prior to using the Test Rule function. ŁUse the Test Rule icon to execute the rule to verify the expected results of the rule. You must enter the appropriate values for any of th e substitution variables to be used in the rule. The calculated value and the sequence number of the rule which determined the value will be provided when you execute the rule. ŁUse the Copy To function under Options to copy a rule from one aid year, rule, and sequence combination to another aid year, rule, and sequence combination. Assign the General Algorithmic Rule as appropriate for the process that will use the rule.ŁBatch Posting Process ŁGeneral Algorithmic Rules are assigned to the batch posting type by entering the rule code in the Code to Post Algorithmic Rule, Amount Algorithmic Rule or Date Algorithmic Rule, as appropriate. ŁExpected Enrollment ŁGeneral Algorithmic Rules are assigned for Default Year Expected Enrollment Status (DYES) on the De faults tab of ROAINST. ŁGeneral Algorithmic Rules are assigned for Default Period Expected Enrollment Status (DPES) on the De faults tab of ROAINST. /n 440 Banner Financial Aid User Guide |Processing ŁDefault Aid PeriodŁGeneral Algorithmic Rule to calculate th e Aid Period (DAPRD) to assign when the Applicant Status record is created is entered on the Defaults tab of ROAINST. ŁPeriod Year in College Processing ŁGeneral Algorithmic Rule to calculate the Period Year in College when the Applicant Period Status Record (RORPRST) is created. Batch posting processNote: The values of E and TE are only valid for aid years prior to 2014-2015. The purpose of the Batch posting process is to allow you to post the same data to all students who meet a common set of criteria at one time. For example, you can post a tracking requirement for proof of citizenship status for all students who are permanent resident aliens. In addition to posting the same data to all students, some batch posting types allow you to use algorithmic rules to ca lculate an amount or the code to post, based on the student meeting the criteria of the rules. This allows you to post different amounts or codes, based on the rules using a single population of students. Use of Batch posting can greatly reduce the number of budget or tracking groups that need to be defined. The generic population selection process is used to identify the students to receive batch posted data. The Batch posting process requires three steps and an optional step if you will be using algorithmic rules to ca lculate the value to be posted. 1.Create a Population Selection ID to identify the sub-population of students to receive the batch posted data. This is done on the Population Selection Definition Rules (GLRSLCT) form. The process to extract the IDs of the students who meet the Population Selection ID criteria is called the Population Selection Extract (GLBDATA) process. Individual student IDs can be inserted into or deleted from the list of students generated by using the Po pulation Selection Extract Data (GLAEXTR) form.2.Identify the type of data to be posted, the codes to be posted, and the information showing where the IDs of the extracted students are being stored. This is done on the Batch Posting Rules (RORPOST) form. The Batch Posting Type Indicator Validation (RTVPTYP) form is used as a List form for the posting type code, but you cannot update anything on this form. Multiple types of data can be set up to be posted during the same run of the process. For example, you can post tracking requirements, budget adjustments, and award amounts all in the same run of the program. The Use Indicator field tells the batch posting process which rules to execute during the next run of the program. You cannot set the order in which multiple batch posting rules are executed. Therefore, if batch posting of one type of data depends on the results of another type of batch posting, you should run each batch posting rule by itself. This way you can control the order in which they are processed. /n 441 Banner Financial Aid User Guide |Processing 3.Optional step for using Algorithmic Rules Based on the batch posting type, create an algorithmic rule to return the values you want to post. 4.Run the batch posting process itself. This is done with a standard process called the Batch Posting Process (RORBPST). The pr ocess uses the batch posting rules established on RORPOST. The batch posting process creates RORSTAT records when posting awards for students who don™t already have RORSTAT records for the aid year. The only parameters for the process are for Aid Year to process and Print Report (Y/N). The optional printed report shows a listing of students who received each type of batch posted data with comments about anything unusual. Many types of student data can be batch posted, each one identified by a unique type code. The codes are listed on the Batch Posting Type Indicator Validation (RTVPTYP) form and are discussed below: A - Aid PeriodTo batch post an Aid Period you enter A under the Type Indicator column and a valid aid period code under the Code to Post column or enter the algorithmic rule under the Code to Post Algorithmic Rule on the Batch Posting Rules (RORPOST) form. Algorithmic Rules to determine the Aid Period that should be posted to a student's record are created and maintained on the General Algorithmic Rules (RORALGO) form. Students will be rebudgeted if necessary, however, components with a system/manual indicator of Manual or Batch will not have that comp onent™s value changed. Awards in the student™s package will not be rescheduled so batch posting of aid periods should be done before students are packaged. Since changing a student™s aid period can change the amount of a Pell Grant, users should perform a batch Pe ll Grant recalculation (RP EPELL) after ba tch posting a new aid period. If you choose to batch post a new aid period, it is recommended that you run that rule by itself before running other batch posting rules. AA - Award Level Info Access Indicator You may set the Award Level Info Access indicator to display (Yes) or to not display (No) a specific fund on the Web for the population selection. Enter the fund code in the Code to Post column. An update to the award table will not be made if the fund does not exist for a student; an error message, Fund does not exist for student, info access indicator not updated will be written on the output. AP - Pell Aid Period Code To batch post a Pell Aid Period you enter AP under the Type Indicator column and a valid aid period code under the Code to Post column or enter the algorithmic rule under the Code to Post Algorithmic Rule on the Batch Posting Rules (RORPOST) form. Algorithmic Rules to determine the Pell Aid Period that should be posted to a student's record are created and maintained on the General Algorithmic Rules (RORALGO) form. Because changing a student™s Pell aid period can change the amount of a Pell Grant, you should perform a batch Pell Grant recalculation (RPEPELL) after batch posting a new Pell aid period. AS - Student Info Access Indicator You may batch post the Student Info Access Indicator to display (Yes) or to not display (No) all award information for the population selection. The Student Info Access Indicator is displayed on the Packaging Group Information tab on the award forms. /n 442 Banner Financial Aid User Guide |Processing B - Budget Component/Amount The batch posted component amount replaces the existing amount in the student's budget, with the exception of manually assigned amounts. If the requested component does not exist in the student™s budget, it is created. The student™s non-Pell budget type is updated (unless the Pell type is the only budget type). The student™s gross and unmet need will be updat ed. If the student has not been budge ted yet, then the process will not post the new component/amount. You may enter a specific amount to be posted for the component for all students in the Amount to Post field or you can enter an Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to calculate the amount to be posted based on the student meeting the criteria of the rule. Algorithmic Rules to determine the amount of the budget component that should be posted to a student's record are created and maintained on the General Algorithmic Rules (RORALGO) form. BA - Budget Level Info Access Ind Use this batch posting type to update the Info Access indicator for an applicant™s budget. BB - Borrower Based Indicator This allows you to post a code to link students with the same Borrower-based loan periods together. Can be seen on the Award forms. BF - Budget Duration - FM This allows the user to batch post a change to the student, number of months of attendance for the Federal Methodology by calculation. Can be seen on RNAOVxx. BI - Budget Duration - IM This allows you to batch post a change to the student™s number of months of attendance for the Institutional Methodology calculation. Can be seen on RNAOVxx. C - Current Record Lock This locks the need analysis record flagged as the Current Record from updates or replacement until unlocked. D - Packaging Completed Date This process sets the existing date to null. A null packaging completed date allows previously packaged students to be repackaged by the batch packaging process. DD - Scheduled Disbursement Date This allows you to post a disbursement date for a specific non-loan fund and period code. E - Enrollment Status for Year This allows you to post the enrollment status for the year used by the Packaging Process. Note: The E value is only valid for aid years prior to 2014-2015. EP - Exp Enroll Status-Period This allows you to update the expected enrollment status for a student for a specific year. Either a specific code for the enrollment status or an algorithmic rule to calculate the code may be used. Algorithmic rules to calculate th e expected enrollment status are written on RORALGO. A Financial Aid record (RORST AT/RORPRST) must exist prior to Batch Posting the Period Expected Enrollment status. EPL - Exp Enroll Status Lock-Prd This process locks/unlocks the expected enro llment status for the student for a specific year. /n 443 Banner Financial Aid User Guide |Processing EY - Exp Enroll Status-Year This allows you to update the expected enrollment status for a student for a specific year. Either a specific code for the enrollment status or an algorithmic rule to calculate the code may be used. Algorithmic rules to calculate th e expected enrollment status are written on RORALGO. A Financial Aid record (RORSTAT) must exist prior to Batch Posting the Period Expected Enrollment status. EYL - Exp Enroll Status Lock-Year This process locks/unlocks the expected enro llment status for the student for a specific year. F - Fund Code/Amount/Status Batch posting of a specific fund, amount, and status allows you to award the fund to a specific group of students identified in the population selection that is used. By entering the amount in the Amount to Post field, all eligible students will be awarded that amount. You may also use algorithmic rules to calc ulate the amount which should be awarded to the student, providing greater flexibility to determine different award amounts for the fund using a single population selection. Algorithmic rules, used to calculate the award amount, are created and maintained on the Algori thmic Packaging Rules (RPRALGR) from. The algorithmic rule to be used to calculate the award amount is then entered on the Amount to Post Algorithmic Rule field of RORPOST. Award validation is performed to ensure the student is eligible to receive the award w hen using the batch posting process for the F posting type. If the award already exists for a student, the award will be updated with the new amount and status. The fund award and disbursement schedule will be created based on the rules defined for the fund on RFRASCH or the default rules defined on RFRDEFA for the aid period assigned to the student. You can use the batch posting process to cancel an award by entering the amount as $ 0.00 . If a student does not have a financial aid record for the aid year, RORSTAT record does not exist for the aid year, the student will be awarded the fund if it passes award validation and a RORSTAT record will be created. Note: The fund will not be created or updated if the student™s package is locked. No updates to an existing fund will occur if the fund is locked at the award or period level. FH - HPPA Indicator Identifies students who qualify for the increased Health Profession Programs Amount (HPPA) loan amounts for Stafford loans. FL - Fund Lock Use this batch type to batch post a fund lock value to the Lock field on the Award Maintenance - Locks/Indicators window of the RPAAWRD and RPAAPMT form. When the Type Indicator is FL, valid values for Code to Post are: Y - Always pay the locked amount E - Adjust for enrollment decreases only (Pell only) N - Award is not locked FN - Fund/Amt/Status no validation The FN posting type allows the batch posting of a fund code, amount, and status for a population selection of students without going through the award validation process. By entering the amount in the Amount to Post field, all students will be awarded that amount. You may also use algorithmic rules to calculate the amount which should be /n 444 Banner Financial Aid User Guide |Processing awarded to the student provid ing greater flexibility to dete rmine different award amounts for the fund using a single population selection. Algorithmic rules to calculate the award amount are created and maintained on Algo rithmic Packaging Rules (RPRALGR) form. The algorithmic rule to be used to calculate the award amount is then entered on the Amount to Post Algorithmic Rule field of RORPOST. If the award already exists for a student, the award will be updated with the new amount and status. The fund award and disbursement schedule will be created, based on the rules defined for the fund on RFRASCH or the default rules defined on RFRDEFA for the aid period assigned to the student. Since the FN posting type does not use award validation, batch posting an award potentially could create over-awards and inco rrectly award Federal funds. Caution should be used when batch posting awards using the FN posting type. If a student does not have a financial aid record for the year, RORSTAT record does not exist for the aid year, the fund will be awarded and the RO RSTAT record wi ll be created. Note: The fund will not be created or updated if the student's package is locked. No updates to an existing fund will occur if the fund is locked at the award or period level. FP - Fund/Period/Amount/Status The FP posting type allows batch posting of a fund code, amount, and status to a specific period. Award validation will be us ed to ensure the student is eligible to receive the new or updated award; if the award fa ils award validation, an error will be provided in the output. By entering the amount in the Amount to Post field, all students will be awarded that amount for the period entered. You may also use algorithmic rules to calculate the amount which should be awarde d to the student provid ing greater flexibility to determine different award amounts for the fund using a single population selection. Algorithmic rules to calculate the award amount are created and maintained on General Algorithmic Rules (RORALGO) form. Batch Posting will utilize the RPTNEED table when processing the FP posting type. The algorithmic rule to be used to calculate the award amount is then entered on the Amount to Post Algorithmic Rule field of RORPOST and the period to post the award to is entered in the Period field. If the applicant does not have a record for the aid year (RORSTAT), one will be created. FPN - Fund/Period/Amt/Status/NoVal The FPN posting type allows batch posting of a fund code, amount, and status to a specific period without using award validation. Entering the amount in the Amount to Post field, all students will be awarded that amount for the period entered. You may also use algorithmic rules to calculate the amount which should be awarded to the student providing greater flexibility to determine different award amounts for the fund using a single population selection. Algorithmic rule s to calculate the award amount are created and maintained on General Algo rithmic Rules (RORALGO) form . Batch Posting will utilize the RPTNEED table when processing the FPN posting type. The algorithmic rule to be used to calculate the award amount is then entered on the Amount to Post Algorithmic Rule field of RORPOST and the period to post the award to is entered in the Period field. If the applicant does not have a record for the aid year (RORSTAT), one will be created. FPS - Fund/Period/Status Update the period award status for a fund. Only funds where processing by period is allowed can be updated. /n 445 Banner Financial Aid User Guide |Processing FS - Fund Code Status The FS batch posting type lets you cancel, decline, or accept a specific fund award in its entirety. When you select the FS type indicator, do not enter an amount for the rule. You can only enter an award status which has be en designated as accepted, cancelled, or declined on RTVAWST for the FS posting type. For rules of type FS: ŁThe Code to Post is the fund code of the award. The list of values for the code is drawn from the Fund Code Validation Table (RFRBASE). ŁThe Status is the award status. The list of values for the code is drawn from the Award Status Validation Table (RTVAWST). The Status is invalid for specified Post Type Code error message displays if you enter an offered award status. GL - Group Code Lock The Group Code Lock allows you to post a lock to the any of the three group locks: tracking, budgeting, or packaging. When the Type Indicator is GL, the Code to Post field indicates whether to add ( Y) or remove ( N) a tracking, budgeting, or packaging group lock. For example, when Type Indicator is GL and the Code to Post field is Y, a lock is posted to whatever group type ( T (Tracking), B (Budgeting), or P (Packaging)) is indicated in the Miscellaneous Code field. If the Code to Post field is N, the lock is removed from whatever group type is indicated in the Miscellaneous Code field. H - Hold CodeA financial aid hold can be placed or removed for a student. Holds are removed by making them inactive. To remove a hold, use the value of R (release) in the Miscellaneous Code 1 field. HN -A Non-Aid Year Specific, Non-Period Specific Hold Use this batch type to post a hold which is non-aid year specific and non-period specific. Note: Ability to Batch Post a hold without specifying an aid year or period. The Miscellaneous Code 2 field was added as an optional field that can be used to Batch Post a hold that is not associated with an aid year or period for a specific fund. An end date may also be specified when Batch Posting a hold that is not associated with an aid year or period. HT -Hold Code/Period Code, Period-specific Hold Use this batch type to post a hold which is period specific. Ability to Batch Post a hold for a specific period. The Miscellaneous Code 2 field was added as an optional field that can be used to Batch Post a fund-specific hold for a period. An end date may also be specified when Batch Posting a hold for a period. Note: For all Hold Type Codes, if no end date has been entered, the 31-DEC-2099 date will be used. When Batch Posting a release date for any of the Hold Type Codes, the system date will be used. If you are releasing a hold, you must include the fund code to release a fund specific hold. If no fund code is entered when a hold is released, fund specific holds will not be updated. /n 446 Banner Financial Aid User Guide |Processing I - Institutional Housing Code You can batch post codes of 1-4. The codes are defined each year on the FAFSA application. Only Current Records are updated. The institutional housing code can be used in budget group selection and budget construction. L - Letter Code You can assign a student a letter to be sent the next time letters are run. LS - Lender Status Use this batch posting type to update the lender status to active/inactive for the lender by loan type on Student Lender History Data (RPASLND) form. M - Applicant Message This allows the user to specify a user-defined message to print on letters along with the expiration date of that message. MD - Memo Expiration Date This allows the user to post an expiration date for a specific fund code and period code. OE - Award Offer Expiration Date Update the award offer expiration date (RPRAWRD). Either a specific date may be defined or an algorithmic rule used to calculat e the date to be posted. Algorithmic rules to calculate the date to be posted are written on General Algorithmic Rules (RORALGO). The rule code is then entered in the Date Algorithmic Rule field on RORPOST. OEP - Period Offer Expiration Date Update the period award offer expiration date (RPRATRM). Either a specific date may be defined or an algorithmic rule used to calculat e the date to be posted. Algorithmic rules to calculate the date to be posted are written on General Algorithmic Rules (RORALGO). The rule code is then entered in the Date Algorithmic Rule field on RORPOST. P - Package Lock If a student™s package is locked, the student cannot be repackaged, either manually or in a batch. PB - Post BA Pell Override This flags students who are eligible to receive Post BA Pell. PBA - Period Budget Info Access Ind This updates the information access indicator to allow or prevent the student™s budget information to disp lay in Self-Service PBAA - All Types/All Periods (Period Budgeting) This inserts or updates a period budget component to all non-Pell budget types and all periods associated with the student for the aid year. You may enter a specific amount to be posted for the budget component for all students in the Amount to Post field or you can enter an Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to calculate the amount to be posted based on the student meeting the criteria of the rule. Algorithmic Rules to determine the amount of the award that will be posted to a student's record are created and maintained on the Algorithmic Budgeting Rules (RBRABRC) form. PBAS - Comp-All types/One Period (Period Budgeting) This inserts or updates a period budget component for all non-Pell budget types for a specific period. You may enter a specific amount to be posted for the budget component for all students in the Amount to Post field or you can enter an Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to calculate the amount to be posted /n 447 Banner Financial Aid User Guide |Processing based on the student meeting the criteria of the rule. Algorithmic Rules to determine the amount of the award that will be posted to a student's record are created and maintained on the Algorithmic Budgeting Rules (RBRABRC) form. PBFI - Period Budget Freeze Ind This updates the Freeze indicator for a specific period to freeze or unfreeze the budget for recalculation of budget components. PBPA - Comp-Pell/All Periods (Period Budgeting) This inserts or updates a period budget component for the Pell budget type for all period™s associated with the student for the aid year. You may enter a specific amount to be posted for the budget component for all students in the Amount to Post field or you can enter an Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to calculate the amount to be posted based on the student meeting the criteria of the rule. Algorithmic Rules to determine the amount of the award that will be posted to a student's record are created and maintained on the Algorithmic Budgeting Rules (RBRABRC) form. PBGL - Period Budget Group Lock Ind This updates the Period Budget Group lock. PBPS - Comp-Pell/One Period (Period Budgeting) This inserts or updates a period budget component for the Pell budget type for a specific period. You may enter a specific amount to be posted for the budget component for all students in the Amount to Post field or you can enter an Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to calculate the amount to be posted based on the student meeting the criteria of the rule. Algorithmic Rules to determine the amount of the award that will be posted to a student's record are created and maintained on the Algorithmic Budgeting Rules (RBRABRC) form. PBSA - Comp-One Type/All Periods (Period Budgeting) This inserts or updates a period budget component for a specific non-Pell budget type for all periods associated with the student for the aid year. You may enter a specific amount to be posted for the budget component for all students in the Amount to Post field or you can enter an Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to calculate the amount to be posted based on the student meeting the criteria of the rule. Algorithmic Rules to determine the amount of the award that will be posted to a student's record are created and maintained on the Algorithmic Budgeting Rules (RBRABRC) form. PBSS - Comp-One Type/One Period (Period Budgeting) This inserts or updates a period budget component for a specific non-Pell type and a specific period. You may enter a specific amount to be posted for the budget component for all students in the Amount to Post field or you can enter an Algorithmic Rule code in the Amount to Post Algorithmic Rule to be used to calculate the amount to be posted based on the student meeting the criteria of the rule. Algorithmic Rules to determine the amount of the award that will be posted to a student's record are created and maintained on the Algorithmic Budgeting Rules (RBRABRC) form. PI - Pell Process IndicatorUse this batch type to enable/disable the Prevent Automatic Pell Calculation field on the Applicant Status (ROASTAT) form. This field prevents the automatic execution of the Pell process from forms for a student. /n 448 Banner Financial Aid User Guide |Processing PNA Œ Fund Period Prom Note/Access Ind Use this batch posting type to update the Info Access Indicator for a non-Direct Loan Promissory note for a fund and period. The peri od will be entered in the Period field and the Fund Code will be entered in the Miscellaneous Code 1 field. PO - Pell Origination Indicator This allows you to post an indicator on the student to automatically create an updated Pell Origination record. PSF - Period Status Freeze This process freezes the period status for a student for a specific period. PT - Prep or Teacher Cert Ind Once you have identified a population of students who are undergraduates taking preparatory coursework, graduates taking preparatory coursework, or students enrolled in teacher certification, you may use the Batch Posting Process to update the Preparatory or Teacher Certification indicator on the RPAAWRD or RPAAPMT forms. Once the indicator has been updated, the award and disbursement validation process use the appropriate annual limi ts for the student. Also, the Staf ford loan records will contain the indicator value once created. R Œ Requirement Code/Status This type code will only create a requirement when one does not already exist. You can no longer use this type code to update an existing requirement. A message is provided in the output file if the requirement already exists for the applicant and no update occurred. Note: You cannot use R, RF, RT, and RFT batch posting codes to update existing requirements. RA Œ Requirement/Access Ind This type code provides the ability to check or uncheck a RRAAREQ Info Access Indicator for a tracking requirement. The requirement code to update will be entered in the Miscellaneous Code 1 field. RF Œ Fund Specific Requirements This type code will only create a fund spec ific requirement when one does not already exist. You can no longer use this type code to update an existing requirement. A message is provided in the output file if the require ment already exists for the applicant and no update occurred. When this requirement is created, the Batch Posting process no longer checks that the fund exists in the applicant™s package. RFA Œ Fund Req/Access Ind This type code provides the ability to check or uncheck a RRAAREQ Info Access Indicator for a fund specific tracking requirement. The requirement code will be entered in the Miscellaneous Code 1 field and the fund code will be entered in the Miscellaneous Code 2 field. RFS Œ Fund Req Status This type code will update the status of existing requirements. The status for both satisfied and unsatisfied requirements will be updated. You can also use Batch Posting to post a status code of unsatisfied to requirements previously satisfied. If the requirement has the status code being posted, the status will not be updated. This type code cannot be used to create requirements. /n 449 Banner Financial Aid User Guide |Processing RFT Œ Fund Period Specific Reqs Provides the ability to create a fund period sp ecific requirement if it does not previously exist. When this requirement is created, the Batch Posting process no longer checks that the fund exists in the applicant™s package. RFTA Œ Fund Period Req/Access Ind This type code provides the ability to check or uncheck a RRAAREQ Info Access Indicator for a fund and period specific tracking requirement. The period will be entered in the Period field, the Requirement Code will be entered in the Miscellaneous Code 1 field and the Fund Code will be entered in the Miscellaneous Code 2 field. RFTS Œ Fund Period Req Status| This type code will update the status of existing requirements. The status for both satisfied and unsatisfied requirements will be updated. You can also use Batch Posting to post a status code of unsatisfied to requirements previously satisfied. If the requirement has the status code being posted, the status will not be updated. This type code cannot be used to create requirements. RS Œ Requirement Status This type code will update the status of existing requirements. The status for both satisfied and unsatisfied requirements will be updated. You can also use Batch Posting to post a status code of unsatisfied to requirements previously satisfied. If the requirement has the status code being posted, the status will not be updated. This type code cannot be used to create requirements. RT Œ Period Specific Requirements Provides the ability to create a period specific requirement if it does not previously exist. RTA Œ Period Req/Access Ind This type code provides the ability to check or uncheck a RRAAREQ Info Access Indicator for a period specific tracking requirement. The Period Code will be entered in the Period field and the Requirement Code to update will be entered in the Miscellaneous Code 1 field. RTS Œ Period Req Status This type code will update the status of existing requirements. The status for both satisfied and unsatisfied requirements will be updated. You can also use Batch Posting to post a status code of unsatisfied to requirements previously satisfied. If the requirement has the status code being posted, the status will not be updated. This type code cannot be used to create requirements. S Œ Satisfactory Academic Progress If you batch post an SAP code you must also enter a term code under the Term Code field on the RORPOST form. Satisfactory Academic Progress codes must first be defined on the Satisfactory Academic Progr ess Validation (RTVSAPR) form. Note: The batch posting process will lock the SAP code and term posted to prevent further updates. SL Œ SAP Code Lock/Unlock This allows you to lock or unlock a SAP code for a term. /n 450 Banner Financial Aid User Guide |Processing TE Œ Term Enrollment Status This allows the user the ability to batch post a term enrollment status to update the FAFSA data. Note: The TE value is only valid for aid years prior to 2014-2015. TL Œ Period Lock Use this batch type to batch post a period lock value to the Period field on the Award Schedule - Options window of the RPAAWRD and RPAAPMT form. When the Type Indicator is TL, valid values for Code to Post are: Y - Always pay the locked amount E - Adjust for enrollment decreases only (Pell only) N - Award is not locked U Œ User Defined Variable/Value You can batch post to any of the 360 user-def ined data fields. The field being posted to must be referred to by its field number, not by its description. To identify which field is to receive the batch posted data, enter a number from 1 to 360 without any leading zeros under the Code to Post field on RORPOST. The information to post for that field is entered in the Status Code field. UN Œ Non Year User-Defined Data You can batch post to any of the 360 non year user-defined data fields. The field being posted to must be referred to by its field number, not by its description. To identify which field is to receive the batch posted data, enter a number from 1 to 360 without any leading zeros under the Code to Post field on RORPOST. The information to post for that field is entered in the Period field. V Œ Verification Selection Message You can use this posting type to institutionally select a student for Title IV verification. You can also use this option to deselect a student for verification. The verification message will be posted to the student™s current record only. VS Œ Verification Status You can post the student™s verification status code; the current values for the aid year are available in the LOV. This value can be seen on ROAPELL. Y Œ Banner Year in College This option updates the Banner year in college which is used by all the processes. Only the current record is updated. The values for Banner year in college are: 11st time freshman, no prior college 2Freshman, prior college 3Sophomore, (2nd year undergrad) 4Junior, (3rd year undergrad) 5Senior, (4th year undergrad) 65th Year/Other undergrad /n 451 Banner Financial Aid User Guide |Processing 1 Œ Federal Methodology Student Contribution Lock This locks the FM-SC displayed on the Need Analysis Result (RNARSxx) form from being updated or replaced. Only the field in the current record is locked. 2 Œ Federal Methodology Parent Contribution Lock This locks the FM-PC displayed on the Need Analysis Result (RNARSxx) form from being updated or replaced. Only the field in the current record is locked. 3 Œ Federal Methodology EFC Lock This locks the Pell EFC displayed on the Need Analysis Result (RNARSxx) form from being updated or replaced. Only the field in the current record is locked. This is the single field loaded from EDE or AFSA tape where the SC and PC are not present. To lock the Total where a SC and PC are both present, you must lock the SC and PC separately. 4 Œ System Pell EFC Lock This locks the SYS-PGI displayed on the Need Analysis Result (RNARSxx) form from being updated or replaced. Only the field in the current record is locked. 5 Œ Institutional Methodology Student Contribution Lock This locks the IM-SC displayed on the Need Analysis Result (RNARSxx) form from being updated or replaced. Only the field in the current record is locked. 6 Œ Institutional Methodology Parent Contribution Lock This locks the IM-PC displayed on the Need Analysis Result (RNARSxx) form from being updated or replaced. Only the field in the current record is locked. Note: Batch posting allows you to specify that when a student has a specific Reject or Comment code, you can batch post a requirement or message, etc., to that group of students. This process requires a population selection, bu t one that will be used in conjunction with the Comment code or Reject code. You do not need to write and support different population selections for each possible combination of Reject or Comment codes that may exist for a student. For example, if the goal is to attach a new tracking requirement to all students with a Reject code of 03, then the population selection used could be for all students with a RORSTAT record for the year, define the Type code as R for Reject, and the Code as 03, and the tracking requirement and status code to be posted. Updating the Use Indicator in batch The Update batch post categories (ROPPCAT) process, can be used to automatically uncheck the Use Indicator for all records on RORPOST and check the Use Indicator for a specific Category or like Category. Institutions with an automated batch scheduling feature are now able to streamline their batch production by inserting this new process between their existing batch post steps. For a given aid year, this process first resets or unchecks all of the use indica tors that have been checke d on RORPOST. The process then goes through and sets the use indicato rs that correspond to the category code 71st Year Graduate/Professional 0Continuing Grad/Prof or beyond /n 452 Banner Financial Aid User Guide |Processing defined by the user in the job parameters. When the process is run, the Use Indicator is set to Y (checked) for all batch posting rules that match the defined category code. Depending on an institution™s naming standard, it is possible to group categories for one batch posting. For these institutions, a parameter has been provided to process only a single category code (equal) or multiple categories using the option of Like. If you are using the option of Like, you may enter a partial category code and a wildcard % has been appended to the end; i.e., like TRK would be TRK% when the Like option is used. The following are the parameters and their description: Note: The category code parameter is not validated for valid values on RORPOST. If the category code entered for the parameter does not exist, all Use Indicators have been reset to N (unchecked), and no updates have been made to set the Use Indicators to Y (checked). ParameterRequiredDescription Values Aid Year CodeYes Enter the aid year for which the use indicators have been set and reset. Aid Year Inquiry (ROIAIDY) Category CodeYes Enter the full or partial category code; the batch post rules corresponding to the code or code is set. If this is a partial category code name, be sure to choose fiLikefl mode below. Equal or LikeYes If your category code entered above is the exact name of a category, enter an E. Otherwise, if your category code is a partial one, enter an L. The default is L.If the fiLikefl option is chosen, there is an assumed percent (%) at the end of the category code. EEqual mode LLike mode Audit or UpdateYes Enter A to produce an audit report or U to update the database. The default is U.AAudit modeUUpdate mode Application CodeYesEnter the Application Code associated with the population selection for the category code(s) to be selected for update of the Use Indicator. Application Inquiry (GLIAPPL)/n 453 Banner Financial Aid User Guide |Processing Processing examplesFor example, assume the following set of rules exist for a given aid year: If the process is run with parameters of fiequalsfl and a category of fi TRK_CCfl, the result is: If the process is next run with parameters of fi equalsfl and fiSAPfl, the result is: Use IndicatorCategorySelection ID ISIR Type/ Value Type Indicato rCode to PostTRK_VET10_ACMLTY_NEW RACMLTYTRK_CC10_AGLLM_NEW C/254RAGLLMTRK_CC10_AGLLM_NEW C/260RAGLLMTRK_BUR10_BP_BUR_1932 RFBUR10 PKG_FRESH10_BP_NEW_ADMITS U59SAP_LTR10_BP_SAP_LTR_AUG_ CANN_UG LRUse IndicatorCategorySelection ID ISIR Type/ Value Type Indicator Code to PostTRK_VET10_ACMLTY_NEW RACMLTYchecked TRK_CC10_AGLLM_NEW C/254R AGLLM checked TRK_CC10_AGLLM_NEW C/260R AGLLM TRK_BUR10_BP_BUR_1932 RFBUR10PKG_FRE SH10_BP_NEW_ADMITS U59SAP_LTR10_BP_SAP_LTR_AUG_ CANN_UGLRUse IndicatorCategorySelection ID ISIR Type/ Value Type Indicato rCode to Post TRK_VET10_ACMLTY_NEW RACMLTY TRK_CC10_AGLLM_NEW C/254RAGLLM TRK_CC10_AGLLM_NEW C/260RAGLLM TRK_BUR10_BP_BUR_1932 RFBUR10 /n 454 Banner Financial Aid User Guide |Processing Since there is no category that exactly matche s (is equal to) fiSAPfl, no thing is set. If the process is instead run with parameters of fiequalsfl and fi SAP_LTR fl, the result is: If the process is run with parameters of filikefl and fiTRKfl, the result is: PKG_FRESH10_BP_NEW_ADMITS U59 SAP_LTR10_BP_SAP_LTR_AUG_ CANN_UG LRUse IndicatorCategorySelection ID ISIR Type/ Value Type Indicat orCode to PostTRK_VET10_ACMLTY_NEW RACMLTY TRK_CC10_AGLLM_NEW C/254RAGLLM TRK_CC10_AGLLM_NEW C/260RAGLLM TRK_BUR10_BP_BUR_1932 RFBUR10 PKG_FRESH10_BP_NEW_ADMITS U59 checked SAP_LTR10_BP_SAP_LTR_AUG_ CANN_UG LRUse IndicatorCategorySelection ID ISIR Type/ Value Type Indicato rCode to Postchecked TRK_VET10_ACMLTY_NEW RACMLTY checked TRK_CC10_AGLLM_NEW C/254RAGLLM checked TRK_CC10_AGLLM_NEW C/260RAGLLM checked TRK_BUR10_BP_BUR_ 1932RFBUR10 PKG_FRESH10_BP_NEW_ ADMITS U59 SAP_LTR10_BP_SAP_ LTR_AUG_CANN_ UGLRUse IndicatorCategorySelection ID ISIR Type/ Value Type Indicato rCode to Post /n 455 Banner Financial Aid User Guide |Processing Processing holdsHolds may be created which are non-aid year spec ific, aid year specific, or period specific. You also have the ability to associate a hold for a specific fund or specific aid type. When a hold for a period exists for an applicant, the hold will be effective for award validation when the period code exists in the applicant™s aid period. A hold for a term will be effective for disbursement validation when disbursing for that term. Hold Type Validation (RTVHOLD) A number of new indicators were added to RTVHOLD. These fields can be used to indicate that a hold should be associated with either specific types of funds or all funds. The default value when a new hold is created will be All Funds. If all the hold types (All Aid, Title IV, Federal, State, and Institutional) are unchecked (No), the All Aid indicator will be presumed to be Yes, and the hold will be in effect as indicated by the Prevent Packaging, Memo, or Disbursement indicators. The Info Access indicator allows you to define if the hold should be displayed in Self-Service.Packaging process when holds existIf a period specific hold exists and the period is part of the applicant™s aid period, funds will not be packaged based on the type of aid indicated on RTVHOLD. Award validation will evaluate the hold types to determine if the hold prevents packaging of All Aid, Title IV, Federal, State, or Institutional when packaging a fund. If all hold type indicators are unchecked (All Aid, Title IV, Federal, State, or Institutional), the hold All Aid indicator is assumed to be Yes for the hold. A hold which is fund specific will only be applicable to that fund. Disbursement process when holds existDisbursement validation will evaluate the hold types to determine if the hold prevents memo or disbursement of All Aid, Title IV, Federal, State, or Institutional when disbursing a fund. If a fund-specific hold exists that proh ibits memo or disbursement, only the specific fund will be affected. If all ho ld type indicators are uncheck ed (All Aid, Title IV, Federal, State, or Institutional), the hold All Aid indicator is assumed to be Yes for the hold. A hold which is fund specific will only be applicable to that fund. Applicant Holds (ROAHOLD) A hold may be defined without an aid year or period, or it can be aid-year specific, or period specific. You may not enter both an ai d year and period for a hold. When a period code is defined for a period that prevents packaging, the award validation process will prohibit awarding (based on the aid type indicators) if the period for the hold is part of the applicant™s aid period. /n 456 Banner Financial Aid User Guide |Processing ExampleWhen there is a packaging hold for the fall period and the all aid indicator is checked, it would prohibit auto packaging of awards when the applicant™s aid period is fall/spring, but would not prohibit packaging of awards for a spring only aid period. When a hold that prevents memo or disbursement is defined for a specific period, the hold is effective for only that period. You may also define a hold for a specific fund by entering the fund code. When using a fund specific hold, the hold type indicators (All aid, Title IV, Federal, State, and Institutional) will not be evaluated; only the packaging, memo, and disbursement indicators are evaluated for the fund specified. Using NSLDSForms related to the NSLDS process provide easy identification and query of data from the various data sources (between manual entry and ISIR/NSLDS Data Load). The query provides an overall picture of the applicant™s records in the aid year that supports both daily inquiry and point in time audits. Student Loan Data (RNASLxx) The RNASLxx form allows the manual creation of records. Manual records can be updated and other records (such as those with an INFC code of EDE or AFSA ) cannot. Manual records cannot be created unless the student already has a RORSTAT record and at least one RCRAPPx record for the aid year. All manually entered record s become Current. Multiple manual records can exist per student per year. The Sequence number would be one higher than the old current record. The Processed Date field must be entered when creating manual records. The NSLDS Transaction Number on a manual record will be set to the same transact ion number as the previous current record. The transaction number will display when you query the form. When you create a manual record and an NSLDS record already exists, Banner copies all the data from the previous NSLDS record into the new manual record. This includes summary data, defaulted loan data, and recent loan data. This process allows you to easily update the necessary fields without re-entering the entire record. You cannot change the current record designation on records. If data in the current record is incorrect, you can use overrides to negate the adverse consequences of the incorrect data, or create a new manual current record with the appropriate data. Applicant Student Loan Data Inquiry (RNINSLD) The Applicant Student Loan Data Inquiry form queries all NSLDS records. You can access this form from the Need Analysis menu. You can also access this form if you select Count Query Hits from the Source or Sequence No fields on the Student Loan Data (RNASLxx) /n 457 Banner Financial Aid User Guide |Processing form. This form is similar in layout to t he Applicant Need Analysis Application Inquiry (RNIAPPL) form and contains the following information: ŁNSLDS SourceŁNSLDS Sequence Number ŁNSLDS Current Record Indicator ŁNSLDS Transaction Number ŁNSLDS Match Indicator ŁNSLDS Results Flag /n 458 Banner Financial Aid User Guide |Processing ŁNSLDS Processed Date ŁNSLDS Created Date Need Analysis Result (RNARSxx)Banner provides an override capability to ov erride NSLDS data that may be preventing the awarding/disbursement of financial aid or the creation of Direct or FFEL loans. This is important in cases where NSLDS data cannot be updated by the original data provider in a timely manner for disbursement of funds. An example would be if the ISIR comes in indicating that the student is in default, but the institution has documentation that the student has made satisfactory arrangements to pay and is therefore eligible to receive Title IV money. Additional Override information includes: ŁThe Overrides that you enter will be used in both Award and Disbursement Validation or the creation of Direct or FFEL loans. ŁTwo levels of Overrides are available: Overall for the student/year and by student/year/ period/fund. ŁThe Overall Override applies to all federal funds for all periods within the aid year. ŁThe period-specific overrides are specific to a fund/period combination and are used in disbursement validation only. ŁEach override is specific to each type of validation test: ŁL Limit tests (aggregate) ŁDDefault tests ŁO Overpayment tests ŁA All tests Annual limit overrides are not necessary because they already exist in the current award validation process. Award forms (RPAAWRD)/(RPAAPMT)/(ROARMAN) Details on these forms include: ŁA field, Override Indicator , is part of the RORSTAT table for the overall NSLDS override. This field displays with the Federal Match Indicators on the Results form. Valid values are L, D, O, and A. You can log changes to this field if Need Analysis or Packaging Logging is activated. ŁThe award and disbursement validation proc esses checks the RORSTAT override first, and if present, uses that value for all funds and periods for the year. Only disbursement validation utilizes a period. Since Banner does not package by period, the period override option has no meaning for packaging. /n 459 Banner Financial Aid User Guide |Processing ŁIn disbursement processing, if no overall override exists, the validation processes checks the period specific override on the RPRATRM table for the fund/period being processed. ŁExisting overrides (at either level) will not be automatically removed when a new NSLDS record is loaded to Banner. The Data Loa d process will include an NSLDS Discrepancy Report of Summary Data to show which NSLDS data elements have changed. In this way, you can identify whose overrides might need to be reviewed. ŁYou should enter comments on the Applicant Comments (RHACOMM) form whenever an override is entered or changed. ŁAs an alternative to using overrides, y ou can manually enter a complete new NSLDS record on the RNASLxx form. This new reco rd will become the current NSLDS record and award/disbursement validation will use the data in this manual record. Output population selection with financial aid Dataload Part 3NSLDS information entered via Data Load informs you as to whether a student is in default. This information may affect the aw ard process. If you use Early Decision Processing, your school may package awards before you receive NSLDS information. This process allows you to revalidate prev iously processed awards based on NSLDS information received after packaging. Default/refund processingLevels of default/refund administration1.Award Packaging When you execute the Award Validation process either through automatic packaging (online or batch), or manual online packaging, Banner c hecks to ensure that when you package Federal monies, or non-Federal funds which have a Federal Fund ID of GTIV (General Title IV) associated with them, that the student is not in default on a Federal Title IV Loan, or owes a refund on a Federal grant. If a student is in default, or owes a refund as indicated from information received from NSLDS, the award validation process fails and any funds in which the default criteria is invoked is not packaged. 2.Award Disbursement When you execute the disbursement validation process in either online or batch mode, Banner checks to ensure that when you disburse Federal funds, or non- Federal funds which have a Federal Fund ID of GTIV (General Title IV) associated with them, that the student is not in default on a Federal Title IV Loan, or owes a refund on a Federal grant. /n 460 Banner Financial Aid User Guide |Processing If a student is in default, or owes a refund as indicated from information received from NSLDS, the disbursement validation process fails and an error message is provided. Sources of default/refund informationSystem Use of Data: Both the award validat ion and disbursement validation processes use the default/refund information reported from NSLDS data when Banner awards and disburses Federal funds, or when it awards and disburses non-Federal funds in which Federal rules apply (the Federal Fund ID equals GTIV). 1.Incoming ISIR records This data is reported to the institution thro ugh the ISIR. It is maintained in the Banner database and is accessed using the Need Analysis Result (RNARSxx) form, the Federal Match Indicators window, in the Titl e IV Match Indicator drop-down list and on the Student Loan Data (RNASLxx) form. 2.NSLDS Transfer Student Monitoring and Financial Aid History Files ŁThe Transfer Student Monitoring (TSM) Alert files received when a request for monitoring has been sent to NSLDS are maintained in the database and accessed using the Student Loan Data (RNASLxx) form. You may also submit a request to NSLDS to receive a Financial Aid History record in electronic format fo r a student which also will be maintained in the database and accessed using the Student Loan Data (RNASLxx) form. Both of these types of files will contain the most recent default and refund information on the student. ŁData Storage: Banner stores Federal Match indicators for a student in the student™s Applicant NSLDS Table Part 1 in the RCRLDS4_MATCH_IND column. The value of this column is displayed on both the Student Loan Data (RNASLxx) form and the Need Analysis Result (RNARSxx) form, the Federal Match Indicators window. ŁMaintaining and Overriding Default/Refund status: There are three options for overriding a default or refund status which has been received. You may create a manual NSLDS record on Student Loan Data (RNASLxx) form and update the NSLDS Match indicator as well as any other data necessary. This new record will become the current record and will be used by the award and disbursement validation processes. You may optionally update the NSLDS Override indicator on Need Analysis Result (RNARSxx) form. ŁMatch Indicators window to override all tests or specific tests for eligibility used in the award and disbursement validation process. Both of the award forms, Award Maintenance (RPAAWRD) and Package Ma intenance (RPAAPMT) , allow you to override NSLDS default and/or refund information as well as the limit for Federal loans on a period basis by using the NSLDS Override indicator. Title IV refund/repayment process Please see the Title IV Handbook for information on this process. /n 461 Banner Financial Aid User Guide |Processing Financial Aid Self-ServiceWeb access for financial aid provides students with direct information about their financial aid status and educates the student on a number of important financial aid matters. Additionally, the Web can provide other vital func tions for financial aid such as applying for aid and providing a communication vehicle wi th the financial aid office. Financial Aid pages perform the following functions and may be tailored to provide the student with additional information that is unique to your institution. ŁProvides access to Banner Financial Aid data such as a student™s application/loan status, current award package, outstanding tracking requirements, award history, loan history, applicant messages, cost of attendance, fund messages, transcript records, and disbursement information. ŁAssists in the interaction between students and financial aid office staff. Examples include a response to an institutionally-spec ified applicant message, the confirmation of a completed requirement, and the providing of verification and additional information to the financial aid officer. ŁProvides links allowing the student to intera ct with other primary financial aid Web sites to apply for federal aid (FAFSA on the Web page), complete the CSS PROFILE registration/application, estimate financial aid eligib ility, search for available scholarships, and access federal financial aid information. ŁAllows your institution to use the Banner Self-Service toolset to provide information that explains the aid application process at your institution and to describe what aid is available. Examples include how to apply for aid, how to find a job, institutional application deadlines, what to do if unusual circumstances occur, and where to find answers to frequently asked questions. Unsecured accessAn applicant or student may gain access to certain unsecured data without entering a personal ID and PIN. Unsecured access enables students who do not currently have financial aid records within the administrative system to initiate the financial aid process by researching financial aid sources of funds and applying for financial aid. The Financial Aid Links page provides numerous links to applicat ion materials, search tools, and information sites. This page is an unsecured access page and available for public access. Secured accessInstitutions may select which query access items to activate. Links provide access to the student™s overall financial aid status, messages, cost of attendance, eligibility, award information, and external links. After selecting the Enter Secure Area link from the home page, the student is prompted for a student ID and personal identification number (PIN) for security purposes. If the ID and PIN entry is a match, the Main Menu is displayed. The student selects the Financial Aid menu. /n 462 Banner Financial Aid User Guide |Processing The Financial Aid menu provides the following options: ŁFederal Shopping Sheet link provides the student with information about the Cost of Attendance and Aid that has been awarded. The Federal Shopping Sheet is a standard format prescribed by the Department of Education which allows a student to compare awards you have received from va rious universities (if applicable). ŁThis option also offers a link to the PDF file from the Financial Aid General Tab. The applicant has access to the shopping sheet even if access to the award information is currently turned off. Once a shopping sheet has been produced for the applicant, it will be available in t he General Information tab. ŁThe link to the Federal Shopping Sheet ( bwrkshop.p_shopping_sheet ) is displayed. ŁThe Financial Aid Status (bwrksumm.P_DispSumm ) provides an overall summary statement of the status of the student™s file for the aid year. The student can obtain greater detail on a summary statement by clicking on an underlined phrase. For example, if an estimated cost of attendance has been calculated for the student, the student can click on the cost of attendance phrase to review all elements of their estimated student budget. All of the pages in the Financial Aid module can be accessed via other links, but this page provides a one -stop overview and access to more detail information.ŁThe Eligibility (bwrkelig.P_DispEligReq ) link displays the Eligibility Requirements for Aid Year, which includes items informing the student of any factors that may impact his or her financial aid status. ŁThe Student Requirements tab ( bwrktrkr.P_DispTrkReq ) displays the tracking requirements that the student needs to submit or complete. These requirements control whether the student is eligible to be packaged or receive payment of aid. The page also lists those requirements that the student has already satisfied.ŁThe Requirement Messages tab ( bwrktmsg.P_DispTrkMsg ) enables the student to read and respond to tracking requirement messages with this page. ŁThe Holds tab ( bwrkhold.P_DispHold ) displays financial aid holds that have been placed on a student™s financial aid application. You can use holds to prevent packaging, memoing, and disbursements. Holds can be in effect for an aid year or for a date range. ŁThe Academic Progress tab ( bwrksaph.P_DispSAP ) allows the student to review his or her academic performanc e as it is evaluated for each term. ŁThe Award (bmenu.P_FAAwdMnu ) menu items display elements of the student™s award package. ŁThe Award for Aid Year page ( bwrkrhst.P_DispAwdAidYear ) displays a number of tabs with information regarding the general information about a student™s award, an overview of their award, and the terms and conditions for the acceptance of an award. It also provides a tab where students can accept or reject their award, as well