Using Financial Aid 3 Index

Financial Aid

User Guide

Copyright (c) 2001 Jenzabar, Inc. All rights reserved. You may print any part or the whole of this documentation to support installations of Jenzabar software.Where the documentation is available in an electronic format such as PDF or online help, you may storecopies with your Jenzabar software. You may also modify the documentation to reflect your institution'susage and standards. Permission to print, store, or modify copies in no way affects ownership of thedocumentation; however, Jenzabar, Inc. assumes no responsibility for any changes you make.

Filename: ugfinaidDistribution date: 06/04/1999

Contact us at www.jenzabar.com

Jenzabar CX and QuickMate are trademarks of Jenzabar, Inc.INFORMIX, PERFORM, and ACE are registered trademarks of the IBM CorporationImpromptu, PowerPlay, Scenario, and Cognos are registered trademarks of the Cognos CorporationUNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company LimitedWindows is a registered trademark of the Microsoft CorporationAll other brand and product names are trademarks of their respective companies

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JENZABAR, INC.FINANCIAL AID USER GUIDE

TABLE OF CONTENTS

SECTION 1 - GETTING STARTED.............................................................................................................. 1

Overview..................................................................................................................................................... 1Introduction............................................................................................................................................. 1Product Differences ................................................................................................................................ 1Purpose of This Guide............................................................................................................................ 1Intended Audience.................................................................................................................................. 1Learning Objectives................................................................................................................................ 1How to Use This Guide........................................................................................................................... 1Structure of Jenzabar CX User Guides.................................................................................................. 1

Other Information Resources ..................................................................................................................... 3Introduction............................................................................................................................................. 3Resource List.......................................................................................................................................... 3

Before You Begin Using Financial Aid Entry.............................................................................................. 4Introduction............................................................................................................................................. 4Purpose of Financial Aid Entry ............................................................................................................... 4Prerequisite Tasks.................................................................................................................................. 4Background Knowledge.......................................................................................................................... 4Reporting Tools ...................................................................................................................................... 5Financial Aid Entry Process.................................................................................................................... 6

Conventions Used in This Guide................................................................................................................ 7Introduction............................................................................................................................................. 7Style Conventions................................................................................................................................... 7Jenzabar-Specific Terms........................................................................................................................ 7Keystrokes.............................................................................................................................................. 8

SECTION 2 - USING THE FINANCIAL AID SCREENS.............................................................................. 9

Overview..................................................................................................................................................... 9Introduction............................................................................................................................................. 9Organization ........................................................................................................................................... 9Screen Access........................................................................................................................................ 9Screen Differences ................................................................................................................................. 9

Aid by Enrollment Status List Window...................................................................................................... 10Purpose ................................................................................................................................................ 10Access .................................................................................................................................................. 10Example................................................................................................................................................ 10Fields .................................................................................................................................................... 10Commands ........................................................................................................................................... 11

Award Disbursements Screen.................................................................................................................. 12Purpose ................................................................................................................................................ 12Access .................................................................................................................................................. 12Example................................................................................................................................................ 12Segments.............................................................................................................................................. 12Fields on the Header Segment............................................................................................................. 13Fields on the Totals Segment............................................................................................................... 13Fields on the Sessions Segment.......................................................................................................... 13Commands ........................................................................................................................................... 14

Comments Screen.................................................................................................................................... 15Purpose ................................................................................................................................................ 15Access .................................................................................................................................................. 15Example................................................................................................................................................ 15

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Fields .................................................................................................................................................... 15Commands ........................................................................................................................................... 16

Compliance Detail Information Screen..................................................................................................... 17Purpose ................................................................................................................................................ 17Access .................................................................................................................................................. 17Example................................................................................................................................................ 17Segments.............................................................................................................................................. 17Fields on the Header Segment............................................................................................................. 18Fields on the Detail Segment ............................................................................................................... 18Commands ........................................................................................................................................... 19

Compliance Requirements Screen .......................................................................................................... 20Purpose ................................................................................................................................................ 20Access .................................................................................................................................................. 20Example................................................................................................................................................ 20Segments.............................................................................................................................................. 20Fields on the Header Segment............................................................................................................. 21Fields on the Requirements Segment .................................................................................................. 21Fields on the Restrictions Segment...................................................................................................... 21Commands ........................................................................................................................................... 22

Contact Entry Screen ............................................................................................................................... 23Purpose ................................................................................................................................................ 23Access .................................................................................................................................................. 23Example................................................................................................................................................ 23Fields .................................................................................................................................................... 23Commands ........................................................................................................................................... 24

Contact Entry Window.............................................................................................................................. 26Purpose ................................................................................................................................................ 26Access .................................................................................................................................................. 26Example................................................................................................................................................ 26Fields .................................................................................................................................................... 26Commands ........................................................................................................................................... 27

Contact List Window................................................................................................................................. 29Purpose ................................................................................................................................................ 29Access .................................................................................................................................................. 29Example................................................................................................................................................ 29Fields .................................................................................................................................................... 29Commands ........................................................................................................................................... 30

Current Fund Balances Screen................................................................................................................ 31Purpose ................................................................................................................................................ 31Access .................................................................................................................................................. 31Example................................................................................................................................................ 31Segments.............................................................................................................................................. 31Fields on the Header Segment............................................................................................................. 32Fields on the Fund Balances Segment ................................................................................................ 32Commands ........................................................................................................................................... 33

Default Initial Values Screen .................................................................................................................... 34Purpose ................................................................................................................................................ 34Access .................................................................................................................................................. 34Example................................................................................................................................................ 34Fields .................................................................................................................................................... 34Commands ........................................................................................................................................... 35

Enrollment Variance Screen..................................................................................................................... 36Purpose ................................................................................................................................................ 36Access .................................................................................................................................................. 36Example................................................................................................................................................ 36Fields .................................................................................................................................................... 36

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Commands ........................................................................................................................................... 37Financial Aid Entry Program Parameters Screen .................................................................................... 38

Purpose ................................................................................................................................................ 38Access .................................................................................................................................................. 38Example................................................................................................................................................ 38Fields .................................................................................................................................................... 38Commands ........................................................................................................................................... 40

Financial Aid Entry Screen ....................................................................................................................... 41Purpose ................................................................................................................................................ 41Access .................................................................................................................................................. 41Other Financial Aid Programs .............................................................................................................. 41Example................................................................................................................................................ 41Segments.............................................................................................................................................. 42Fields on the Header Segment............................................................................................................. 42Fields on the Need Segment................................................................................................................ 43Fields on the Aid Segment ................................................................................................................... 43Commands ........................................................................................................................................... 45

Financial Aid Methodology Selection Window ......................................................................................... 48Purpose ................................................................................................................................................ 48Access .................................................................................................................................................. 48Example................................................................................................................................................ 48Fields .................................................................................................................................................... 48Commands ........................................................................................................................................... 49

Financial Aid Transcript Information Screen ............................................................................................ 50Purpose ................................................................................................................................................ 50Access .................................................................................................................................................. 50Example................................................................................................................................................ 50Fields .................................................................................................................................................... 50Commands ........................................................................................................................................... 52

Financial Aid Transcript Loan History Screen.......................................................................................... 53Purpose ................................................................................................................................................ 53Access .................................................................................................................................................. 53Example................................................................................................................................................ 53Fields .................................................................................................................................................... 53Commands ........................................................................................................................................... 54

FISAP Data Entry Screen......................................................................................................................... 56Purpose ................................................................................................................................................ 56Access .................................................................................................................................................. 56Example................................................................................................................................................ 56Segments.............................................................................................................................................. 56Fields on the ID, Profile, and Program Information Segment............................................................... 56Fields on the Student Financial Aid Information Segment ................................................................... 57Fields on the FISAP Information Segment ........................................................................................... 58Commands ........................................................................................................................................... 58

Holds Window........................................................................................................................................... 60Purpose ................................................................................................................................................ 60Access .................................................................................................................................................. 60Example................................................................................................................................................ 60Fields .................................................................................................................................................... 60Commands ........................................................................................................................................... 61

Label Parameters Window ....................................................................................................................... 62Purpose ................................................................................................................................................ 62Access .................................................................................................................................................. 62Example................................................................................................................................................ 62Fields .................................................................................................................................................... 62Commands ........................................................................................................................................... 63

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Output Parameters and Scheduling Window ........................................................................................... 64Purpose ................................................................................................................................................ 64Access .................................................................................................................................................. 64Example................................................................................................................................................ 64Fields .................................................................................................................................................... 64Commands ........................................................................................................................................... 65

Post Refunds-Contacts Screen................................................................................................................ 66Purpose ................................................................................................................................................ 66Access .................................................................................................................................................. 66Example................................................................................................................................................ 66Fields .................................................................................................................................................... 66Commands ........................................................................................................................................... 67

Post Refunds-ID Screen........................................................................................................................... 68Purpose ................................................................................................................................................ 68Access .................................................................................................................................................. 68Example................................................................................................................................................ 68Fields .................................................................................................................................................... 68Commands ........................................................................................................................................... 69

Print Award Notices Screen ..................................................................................................................... 70Purpose ................................................................................................................................................ 70Access .................................................................................................................................................. 70Example................................................................................................................................................ 70Fields .................................................................................................................................................... 70Commands ........................................................................................................................................... 71

Print Award/Cover Letters Screens - Current Status Segment................................................................ 73Purpose ................................................................................................................................................ 73Access .................................................................................................................................................. 73Example................................................................................................................................................ 73Segments.............................................................................................................................................. 74Fields on the File to Be Printed Segment............................................................................................. 74Fields on the Current Status Segment ................................................................................................. 74Commands ........................................................................................................................................... 75

Print Award/Cover Letters Screens - Files to Be Printed Segment.......................................................... 76Purpose ................................................................................................................................................ 76Access .................................................................................................................................................. 76Example................................................................................................................................................ 76Segments.............................................................................................................................................. 77Fields on the File to Be Printed Segment............................................................................................. 77Fields on the Files to Be Printed Segment ........................................................................................... 77Commands ........................................................................................................................................... 78

Print Award/Cover Letters Screens - Print Log Segment......................................................................... 80Purpose ................................................................................................................................................ 80Access .................................................................................................................................................. 80Example................................................................................................................................................ 80Segments.............................................................................................................................................. 81Fields on the File to Be Printed Segment............................................................................................. 81Fields on the Print Log Segment .......................................................................................................... 81Commands ........................................................................................................................................... 81

Print Award/Cover Letters Screens - Subtypes to Be Printed Segment .................................................. 82Purpose ................................................................................................................................................ 82Access .................................................................................................................................................. 82Example................................................................................................................................................ 82Segments.............................................................................................................................................. 83Fields on the File to Be Printed Segment............................................................................................. 83Fields on the Subtypes to Be Printed Segment.................................................................................... 83Commands ........................................................................................................................................... 84

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Print Text Comments Screen ................................................................................................................... 85Purpose ................................................................................................................................................ 85Access .................................................................................................................................................. 85Example................................................................................................................................................ 85Fields .................................................................................................................................................... 85Commands ........................................................................................................................................... 86

Refund Check-Fund Screen..................................................................................................................... 87Purpose ................................................................................................................................................ 87Access .................................................................................................................................................. 87Example................................................................................................................................................ 87Fields .................................................................................................................................................... 87Commands ........................................................................................................................................... 88

Refund Check-Student Screen................................................................................................................. 89Purpose ................................................................................................................................................ 89Access .................................................................................................................................................. 89Example................................................................................................................................................ 89Fields .................................................................................................................................................... 89Commands ........................................................................................................................................... 90

Refund Eligible-Fund Screen ................................................................................................................... 91Purpose ................................................................................................................................................ 91Access .................................................................................................................................................. 91Example................................................................................................................................................ 91Fields .................................................................................................................................................... 91Commands ........................................................................................................................................... 92

Refund Eligible-Student Screen ............................................................................................................... 93Purpose ................................................................................................................................................ 93Access .................................................................................................................................................. 93Example................................................................................................................................................ 93Fields .................................................................................................................................................... 93Commands ........................................................................................................................................... 94

Refunds Screen........................................................................................................................................ 95Purpose ................................................................................................................................................ 95Access .................................................................................................................................................. 95Refundable Aid Processes ................................................................................................................... 95Example................................................................................................................................................ 95Fields .................................................................................................................................................... 96Commands ........................................................................................................................................... 97

Refund-Contacts Screen .......................................................................................................................... 98Purpose ................................................................................................................................................ 98Access .................................................................................................................................................. 98Example................................................................................................................................................ 98Fields .................................................................................................................................................... 98Commands ........................................................................................................................................... 99

Refund-ID Screen................................................................................................................................... 100Purpose .............................................................................................................................................. 100Access ................................................................................................................................................ 100Example.............................................................................................................................................. 100Fields .................................................................................................................................................. 100Commands ......................................................................................................................................... 101

SAP Action Process Screen................................................................................................................... 102Purpose .............................................................................................................................................. 102Access ................................................................................................................................................ 102Example.............................................................................................................................................. 102Fields .................................................................................................................................................. 103Commands ......................................................................................................................................... 103

SAP Compliance Process Screen.......................................................................................................... 104

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Purpose .............................................................................................................................................. 104Access ................................................................................................................................................ 104Example.............................................................................................................................................. 104Fields .................................................................................................................................................. 104Commands ......................................................................................................................................... 105

SAP Listing Screen................................................................................................................................. 107Purpose .............................................................................................................................................. 107Access ................................................................................................................................................ 107Example.............................................................................................................................................. 107Fields .................................................................................................................................................. 107Commands ......................................................................................................................................... 108

Select Award Notices Screen................................................................................................................. 109Purpose .............................................................................................................................................. 109Access ................................................................................................................................................ 109Example.............................................................................................................................................. 109Fields .................................................................................................................................................. 109Commands ......................................................................................................................................... 110

Select FA SAP IDs Screen..................................................................................................................... 111Purpose .............................................................................................................................................. 111Access ................................................................................................................................................ 111Example.............................................................................................................................................. 111Fields .................................................................................................................................................. 111Commands ......................................................................................................................................... 112

Split Payment Window............................................................................................................................ 113Purpose .............................................................................................................................................. 113Access ................................................................................................................................................ 113Example.............................................................................................................................................. 113Fields .................................................................................................................................................. 113Commands ......................................................................................................................................... 113

Support Services Window ...................................................................................................................... 115Purpose .............................................................................................................................................. 115Access ................................................................................................................................................ 115Example.............................................................................................................................................. 115Fields .................................................................................................................................................. 115Commands ......................................................................................................................................... 116

Transfer Monies Window........................................................................................................................ 118Purpose .............................................................................................................................................. 118Access ................................................................................................................................................ 118Example.............................................................................................................................................. 118Fields .................................................................................................................................................. 118Commands ......................................................................................................................................... 119

Update Total Income Screen.................................................................................................................. 120Purpose .............................................................................................................................................. 120Access ................................................................................................................................................ 120Example.............................................................................................................................................. 120Fields .................................................................................................................................................. 120Commands ......................................................................................................................................... 121

SECTION 3 - MANAGING STUDENTS' FINANCIAL AID INFORMATION............................................ 123

Overview................................................................................................................................................. 123Introduction......................................................................................................................................... 123Before You Begin ............................................................................................................................... 123Previous and Transfer Sessions ........................................................................................................ 123Historical Information on Transcripts.................................................................................................. 123The Process ....................................................................................................................................... 123Commands to Use.............................................................................................................................. 124

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Displaying a Student’s Award Information ............................................................................................. 125Commands Affecting Displayed Information ...................................................................................... 125

Adding Financial Aid Information............................................................................................................ 126Introduction......................................................................................................................................... 126How to Add Financial Aid Information ................................................................................................ 126How to Add Financial Aid Information Using Automatic Recalculation .............................................. 127

Updating Financial Aid Information ........................................................................................................ 129Introduction......................................................................................................................................... 129How to Update Financial Aid Information ........................................................................................... 129How to Update Financial Aid Information Using Automatic Recalculation......................................... 130

Processing Financial Aid Following an Automatic Recalculation Error.................................................. 132Purpose .............................................................................................................................................. 132How to Create the Contact Status Report by Contact Resource ....................................................... 132How to Process Financial Aid Following an Error in Automatic Recalculation .................................. 133

Deleting Financial Aid Information.......................................................................................................... 134How to Delete Financial Aid Information ............................................................................................ 134

Reversing Posted Financial Aid Information .......................................................................................... 135Introduction......................................................................................................................................... 135How to Reverse Posted Financial Aid Information............................................................................. 135How to Reverse Posted Financial Aid Information Using Automatic Recalculation........................... 136

Adding Cumulative Award History Information....................................................................................... 138How to Add Cumulative Award History .............................................................................................. 138

Updating Cumulative Award History Information ................................................................................... 140How to Update Cumulative Award History Information ...................................................................... 140

Deleting Cumulative Award History Information..................................................................................... 141How to Delete Cumulative Award History Information ....................................................................... 141

Running the Audit Process..................................................................................................................... 142How to Run the Audit Process ........................................................................................................... 142

SECTION 4 - DISPLAYING FINANCIAL AID INFORMATION ............................................................... 143

Overview................................................................................................................................................. 143Introduction......................................................................................................................................... 143Before You Begin ............................................................................................................................... 143Process............................................................................................................................................... 143Commands to Use.............................................................................................................................. 143

Displaying Current Fund Balances......................................................................................................... 144How to Display Current Fund Balances ............................................................................................. 144

Displaying Awarded and Disbursed Financial Aid ................................................................................. 145How to Display Awarded and Disbursed Financial Aid ...................................................................... 145

Displaying Compliance to Financial Aid ................................................................................................. 146How to Display Financial Aid Compliance Information....................................................................... 146

SECTION 5 - USING THE SATISFACTORY ACADEMIC PROGRESS PROCESSES ......................... 149

Overview................................................................................................................................................. 149Introduction......................................................................................................................................... 149Before You Begin ............................................................................................................................... 149Process............................................................................................................................................... 149

Selecting Students to Be Processed for SAP ........................................................................................ 151How to Select Students to Be Processed for SAP ............................................................................. 151

Processing Selected Students for SAP Compliance.............................................................................. 152How to Process Selected Students for SAP Compliance .................................................................. 152Example of SAP Compliance Process Parameters ........................................................................... 152

Performing SAP Actions......................................................................................................................... 153Introduction......................................................................................................................................... 153How to Perform SAP Actions.............................................................................................................. 153Running Reports After SAP Actions................................................................................................... 153

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Creating the Contact Status Report by Contact Resource .................................................................... 154How to Create the Contact Status Report by Contact Resource ....................................................... 154

Creating a SAP Listing Report ............................................................................................................... 155How to Create a SAP Listing Report .................................................................................................. 155

SECTION 6 - REFUNDING FINANCIAL AID........................................................................................... 157

Overview................................................................................................................................................. 157Introduction......................................................................................................................................... 157Before You Begin ............................................................................................................................... 157Refunding Aid Using ID Numbers or Contacts................................................................................... 157Group Award Periods ......................................................................................................................... 158Required Table Entries....................................................................................................................... 158Refundable Aid Menu ......................................................................................................................... 158Process to Refund Financial Aid Using ID Numbers.......................................................................... 159Process to Refund Financial Aid Using Contacts............................................................................... 160

Refunding Financial Aid Using ID Numbers........................................................................................... 161How to Refund Financial Aid Using ID Numbers ............................................................................... 161

Creating Refund Contacts ...................................................................................................................... 162How to Create Refund Contacts......................................................................................................... 162

Updating Refund Contact Statuses for Individual Students ................................................................... 163Introduction......................................................................................................................................... 163How to Create the Expected Refund Proof List Reports.................................................................... 163How to Update Refund Contact Statuses........................................................................................... 164

Posting Refundable Financial Aid .......................................................................................................... 165Introduction......................................................................................................................................... 165How to Post Refundable Financial Aid Using ID Numbers ................................................................ 165How to Post Refundable Financial Aid Using Contacts ..................................................................... 165

Manually Setting Refund Amounts ......................................................................................................... 167Introduction......................................................................................................................................... 167How to Manually Set Refund Amounts............................................................................................... 167

Creating Refund Check Register Reports.............................................................................................. 169Introduction......................................................................................................................................... 169How to Create Refund Check Register Reports ................................................................................ 169

SECTION 7 - USING FINANCIAL AID COMMENTS............................................................................... 171

Overview................................................................................................................................................. 171Introduction......................................................................................................................................... 171Before You Begin ............................................................................................................................... 171Process............................................................................................................................................... 171

Adding Financial Aid Comments ............................................................................................................ 172How to Add Financial Aid Comments................................................................................................. 172

Updating Financial Aid Comments ......................................................................................................... 173How to Update Financial Aid Comments............................................................................................ 173

Deleting Financial Aid Comments .......................................................................................................... 174How to Delete Financial Aid Comments............................................................................................. 174

Printing Financial Aid Comments ........................................................................................................... 175How to Print Financial Aid Comments................................................................................................ 175

SECTION 8 - MANAGING FINANCIAL AID TRANSCRIPTS ................................................................. 177

Overview................................................................................................................................................. 177Introduction......................................................................................................................................... 177Before You Begin ............................................................................................................................... 177Customizing the Transcript................................................................................................................. 177What Prints on the Transcript ............................................................................................................. 177Transcript Printing Order .................................................................................................................... 177Loan History........................................................................................................................................ 178

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Process............................................................................................................................................... 178Updating a Student’s Financial Aid Transcript ....................................................................................... 179

How to Update a Student’s Financial Aid Transcript.......................................................................... 179Updating a Student’s Financial Aid Loan History ................................................................................... 180

How to Update a Student’s Financial Aid Loan Information............................................................... 180Printing Financial Aid Transcripts........................................................................................................... 181

How to Print Financial Aid Transcripts ............................................................................................... 181Setting Financial Aid Transcript Form Type to Print............................................................................... 182

How to Set the Financial Aid Transcript Form Type........................................................................... 182

SECTION 9 - CREATING AWARD NOTIFICATION FORMS AND COVER LETTERS......................... 183

Overview................................................................................................................................................. 183Introduction......................................................................................................................................... 183Before You Begin ............................................................................................................................... 183Using the Output Command............................................................................................................... 183Using the Schedule Command........................................................................................................... 183Cover Letter Contacts......................................................................................................................... 184Document Tracking System Processes ............................................................................................. 184Financial Aid Entry Program Parameters Screen .............................................................................. 184Cumulative History Entry .................................................................................................................... 184Process............................................................................................................................................... 184Award Notification Form Scheduling Process .................................................................................... 185

Immediately Printing an Award Notification Form .................................................................................. 186How to Immediately Print an Award Notification Form....................................................................... 186

Setting Award Notification Form Type to Print ....................................................................................... 187How to Set the Award Notification Form Type ................................................................................... 187

Scheduling Award Notification Forms to Print........................................................................................ 188How to Schedule an Award Notification Form to Print ....................................................................... 188

Selecting Award Notification Forms to Print........................................................................................... 189How to Select Award Notification Forms to Print ............................................................................... 189

Printing Award Notification Forms.......................................................................................................... 190How to Print Award Notification Forms............................................................................................... 190

Creating Award Notification Cover Letters ............................................................................................. 191How to Create Cover Letters.............................................................................................................. 191

Printing Award Notification Cover Letters .............................................................................................. 192How to Print Cover Letters ................................................................................................................. 192

Confirming Receipt of Award Notification Forms ................................................................................... 194Introduction......................................................................................................................................... 194How to Confirm the Receipt of Award Notification Forms.................................................................. 194

SECTION 10 - USING FINANCIAL AID REPORTS ................................................................................ 195

Overview................................................................................................................................................. 195Introduction......................................................................................................................................... 195How to Generate and Print Reports ................................................................................................... 195

Reports For Financial Aid....................................................................................................................... 196Document Tracking Reports............................................................................................................... 196

Using Financial Aid Audit Reports.......................................................................................................... 198Introduction......................................................................................................................................... 198Before You Begin ............................................................................................................................... 198

Reports for Financial Aid Audit............................................................................................................... 199Audit Reports Summary ..................................................................................................................... 199Audit Reports ...................................................................................................................................... 199Financial Aid Audit Reports ................................................................................................................ 199Aid Reports ......................................................................................................................................... 201Aid Transaction Reports ..................................................................................................................... 205College Work Study Reports .............................................................................................................. 206

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Using FISAP Reports ............................................................................................................................. 208Introduction......................................................................................................................................... 208Before You Begin ............................................................................................................................... 208Verifying the Posted Financial Aid Data ............................................................................................. 208Setting the FISAP Flags and Values .................................................................................................. 209Creating FISAP Records .................................................................................................................... 209Updating Students’ Total Income ....................................................................................................... 210Verifying FISAP Data.......................................................................................................................... 210Summary of FISAP Reports ............................................................................................................... 212Refundable Aid Reports ..................................................................................................................... 214

SECTION 11 - RESPONDING TO SYSTEM MESSAGES ...................................................................... 217

Overview................................................................................................................................................. 217Introduction......................................................................................................................................... 217Four Types of Messages.................................................................................................................... 217Descriptions of Message Types ......................................................................................................... 217E-mail Messages ................................................................................................................................ 218

Warning and Error Messages................................................................................................................. 219Messages You Might Receive............................................................................................................ 219

INDEX ....................................................................................................................................................... 221

Using Financial Aid 1 Getting Started

SECTION 1 - GETTING STARTED

Overview

Introduction

Financial Aid is an application developed by Jenzabar that includes the Financial Aid Entryproduct that lets you enter and maintain financial aid information. This application also allowsyou to view a student’s award disbursements and compliance to your institution’s financial aidpolicies. In addition, you can create and print award notification forms and transcripts.

Note: You will find that most of this guide explains the Financial Aid Entry product. However,the guide also discusses other financial aid features, such as refunding aid.

Product Differences

This guide contains information for using all features developed for the Financial Aid Entryproduct. Your institution may or may not have all the features discussed in this guide.

Purpose of This Guide

This guide serves as a learning tool and a reference guide for viewing, adding, updating, anddeleting financial aid information.

Intended Audience

This guide is intended for menu users in the Financial Aid office who perform data entryoperations. Menu users include the application coordinator, administrative assistants, andoperators.

Learning Objectives

Using this guide you will be able to:• Add and update financial aid information in specific sessions.• Add and update a student’s cumulative award history.• Check a student’s compliance for specific financial aid.• Use the Satisfactory Academic Progress (SAP) processes.• Refund financial aid.• Enter and print comments associated with a student’s financial aid.• Update and print financial aid transcripts.• Produce financial aid award notification forms.• Produce financial aid reports.

How to Use This Guide

If you are not familiar with how your institution maintains its financial aid award information, readthis guide for detailed information about how to use the Financial Aid application.

If you are familiar with how your institution maintains this information and just need information ina particular area of CX, look through the table of contents or index; then refer to the pages youneed.

Structure of Jenzabar CX User Guides

Jenzabar CX user guides contain the following sections:• Section 1 - An overview of general information• Section 2 - A reference of the screens, fields, and commands for the application

Getting Started 2 Using Financial Aid

• Section 3 (and up) - Detailed procedures for using the application• Last Section - A reference of application error and warning messages• Index

Using Financial Aid 3 Getting Started

Other Information Resources

Introduction

This user guide contains information about the screens, options, and procedures that are specificto Financial Aid. However, some of these may be used in other CX products. Documentation forthese common features appears in the manuals or guides to which they most specifically relate.

Resource List

The following provides references to other CX documentation for certain functions, screens, andoptions that are not described in this user guide.

For more information about: See:

Common windows Getting Started User GuideCommunications management Communications Management User GuideDetail windows Getting Started User GuideCX menus Getting Started User GuideCX universal commands:

HelpID-typeQueryScrollTable Lookup

Getting Started User Guide

Financial Aid Electronic Data Exchange Financial Aid Electronic Data Exchange (EDE) User Guide

Financial Aid Need Analysis Financial Aid Need Analysis User GuideFinancial Aid Packaging Financial Aid Packaging User GuideFinancial Aid Pell Grant processing Financial Aid Electronic Data Exchange (EDE)

User GuideFinancial Aid reports Financial Aid Technical ManualFinancial Aid screen flow diagram Financial Aid Technical ManualFinancial Aid tables and table maintenance Financial Aid Technical ManualPERFORM screens:

Common commandsGeneral descriptionRing menus

Getting Started User Guide

Program screens:Common commandsGeneral descriptionToolbars

Getting Started User Guide

Query tools Getting Started User GuideQuickMate QuickMate Installation Guide and QuickMate

online helpRegistration Registration User GuideReporting tools Getting Started User GuideStudent Billing Student Billing User GuideTerminology Master Glossary

Getting Started 4 Using Financial Aid

Before You Begin Using Financial Aid Entry

Introduction

This section provides the following:• The purpose of Financial Aid Entry.• A checklist of information you need to know and tasks you need to perform before using

Financial Aid Entry.• Background knowledge you must possess to use Financial Aid Entry.• A summary of the financial aid reports.• A summary of the Financial Aid Entry process.

Purpose of Financial Aid Entry

The primary purpose of Financial Aid Entry is to enable you to add, update, and maintain financialaid awards for specific sessions. Using Financial Aid Entry, you can access associated FinancialAid products including Financial Aid Need Analysis and Financial Aid Packaging.

Note: While you can access Financial Aid Need Analysis from Financial Aid Entry, youcannot access Financial Aid Entry from Financial Aid Need Analysis. You can accessFinancial Aid Packaging from Financial Aid Entry only if the product is available.

Prerequisite Tasks

Use the following checklist to ensure you have reviewed all required tasks before you begin usingFinancial Aid Entry.

• Use the Financial Aid Need Analysis program to perform a need analysis and assignbudgets.

• Identify the specific programs, sessions, and award year for which you are enteringfinancial aid information.

• Identify the valid codes for the award notification forms to complete the Output Form field onthe Financial Aid Entry.

Background Knowledge

This list describes the necessary background information that you should know.

Jenzabar CXKnow how to use the following, as described in the Getting Started User Guide:

• CX menu structure• CX screen toolbars, command lines, ring menus, and comment lines• CX universal commands, including:

− Help− ID-Type− Query− Scroll− Table Lookup

Authorized personnelKnow answers to the following questions:

• Who is authorized to access online financial aid information?• Who is authorized to add and update financial aid need analysis information?• Who is authorized to add and update financial aid budgets and awards?

Important datesKnow when the following events occur:

• Advance registration

Using Financial Aid 5 Getting Started

• Open registration• Late registration• Refund periods• Withdrawal dates• When the Business office posts aid to students’ accounts• When Automatic Recalculation ceases to occur

Note: Ensure the CX Registration and Fiscal/Financial applications have been set upso the fiscal and academic calendars include the sessions for which you areawarding aid. Ensure all offices use the same values for sessions (e.g., FA forfall, SP for spring, SM for summer).

Financial aid policies and proceduresKnow answers to the following questions:

• Does any other office(s) at your institution award financial aid?• Which office at your institution is in charge of handling students’ accounts? (Contact

this office for coordination of posting financial aid and/or refunding financial aid.)• Does your institution award financial aid in the summer based on awards remaining

from the previous year or based on awards to be given in the upcoming year?• Does your institution register graduate students in undergraduate courses or register

undergraduates in graduate courses (since aid is awarded by program)?

Reporting Tools

Jenzabar provides several solutions to serve the Financial Aid application reporting needs. Inaddition to standard reports located on the Table Maintenance menu, your institution can choosefrom a variety of reporting tools. The reporting tools are as follows:

ACE ReportsThe standard reports located in the CX menu system. You can access and run ACE reportsfrom the menus to which they relate. For example, standard financial aid reports appear onthe Financial Aid: Reports menu.

The initial screen that appears when you select a report prompts you to enter any requiredparameters for producing it. Once you have entered these, you can send the output to thescreen or to a file, print the report immediately, or schedule it to be produced at a later time.

Note: For more information on running ACE reports, see Producing Standard andCustomized Reports in the Getting Started User Guide.

ImpromptuA PC/Windows-based reporting tool intended for technical users. Using Impromptu and theJenzabar CX ODBC driver, you can access CX data to produce reports. Impromptuorganizes reporting information in catalogs. Jenzabar created the Financial Aid Servicescatalog to serve the reporting needs of financial aid.

Note: For more information on using Impromptu, see the online help provided with theproduct.

IQA UNIX/character-based reporting tool created by IQ Software Corporation. Using IQ, youcan access CX data to produce reports. IQ organizes reporting information incategories/views. Jenzabar created the Financial Aid views to serve the reporting needs offinancial aid.

Note: For more information on using IQ, see the following:− Producing Standard and Customized Reports in the Getting Started User

Guide

Getting Started 6 Using Financial Aid

− Intelligent Query Users Guide (Jenzabar distributes this guide providedby the IQ Software Corporation)

PowerPlayA PC/Windows-based executive and management data analysis tool. Using static data filesdownloaded from CX, you can use PowerPlay to display and analyze data in a graphical,multilevel, drill-down structure.

Note: For more information on using PowerPlay, see the online help provided with theproduct.

PrismA PC/Windows-based reporting tool intended for nontechnical users. Using Prism and theJenzabar CX ODBC driver, you can access CX data to produce reports. Prism containsspecific information lookup and retrieval windows for financial aid.

Note: For more information on using Prism, see the online help provided with theproduct.

Financial Aid Entry Process

Before you perform the Financial Aid Entry procedures, other processes must occur in otheradministrative offices at your institution. The following list describes these processes and showswhere Financial Aid Entry fits into the overall process, assuming that no other offices at yourinstitution award financial aid.

Note: The process shown below is an example; your institution's financial aid entry processmay or may not include the following phases.

1. The Admissions office/Registration office enters student ID numbers and other enrollmentinformation.

2. The Financial Aid office determines need, amount, and type of financial aid for each student.

3. The Registration office registers students for courses.

4. The Registration office/Student Billing office bills and receives payments from students.

5. The Accounting office invoices, receives payments from, and reconciles payments andrefunds for deferment agencies.

6. The Business office/Financial Aid office reconciles payments and refunds with financial aidsources.

Using Financial Aid 7 Getting Started

Conventions Used in This Guide

Introduction

Jenzabar has established a set of conventions to help you use this guide. The conventionspresented below are not exhaustive, but they include the more frequently used styles and terms.

Style Conventions

Jenzabar CX guides observe the following style conventions.

Boldface typeRepresents text that you type into the system (e.g., Type UNDG), command names (e.g.,Finish), or keys you use to execute a command or function (e.g., ).

Bulleted listsShow items not ranked or without a sequential performance.

CAUTION:Indicates a caution or warning of a potential risk or condition.

Represents the Enter, Return, Line Feed, or ↵ key on your keyboard.Italic type

Is used in any of these ways:• To represent a new or key term• To add emphasis to a word• To reference another manual or a section within this guide• To represent a variable for which you substitute another variable (e.g., substitute

filename with an appropriate filename)

Represents a key that you must press.

Note:Indicates a note, tip, hint, or additional information.

Numbered listsShow ranking of items or sequence of per