User Guide - Banner Self-Service #4 at The University of Tennessee

User Guide - Banner Self-Service #4 at The University of Tennessee
Banner Financial Aid
User Guide
Release 8.29 and 9.3.2
April 2017
Notices
Notices
©
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Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these
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laws, rules, or regulations. Each organization should seek legal, accounting, and other similar
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Contents
System Overview....................................................................................................................... 28
Documentation corrections/clarifications.....................................................................................28
Banner Financial Aid Tables................................................................................................ 28
Chapter layout............................................................................................................................. 28
Application summary................................................................................................................... 29
Functions..................................................................................................................................... 29
Module integration.......................................................................................................................30
Financial Aid system process flow..............................................................................................31
Naming conventions....................................................................................................................32
Applicant processing................................................................................................................... 34
Pages.................................................................................................................................... 34
Applicant processing flow..................................................................................................... 35
Need Analysis............................................................................................................................. 37
Need Analysis pages............................................................................................................37
Need Analysis online recalculation process flow narrative.................................................. 38
Requirements Tracking............................................................................................................... 39
Requirements Tracking pages..............................................................................................39
Requirements Tracking process flow narrative.................................................................... 40
Budgeting.....................................................................................................................................41
Budgeting pages................................................................................................................... 42
Aid Year budgeting........................................................................................................ 42
Aid Year budgeting control............................................................................................ 42
Period budgeting............................................................................................................ 42
Period budgeting control................................................................................................ 43
Budgeting process flow narrative......................................................................................... 43
Packaging and Disbursement..................................................................................................... 45
Packaging and Disbursement pages....................................................................................45
Packaging and Disbursement module........................................................................... 45
Packaging and Disbursement control............................................................................ 46
Packaging process flow narrative.........................................................................................47
Athletics....................................................................................................................................... 48
Athletics pages......................................................................................................................48
Athletics module............................................................................................................. 48
Athletics control.............................................................................................................. 48
Funds Management.................................................................................................................... 49
Funds Management pages...................................................................................................50
Funds Management process flow narrative......................................................................... 50
Electronic Data Exchange...........................................................................................................51
Electronic Data Exchange pages......................................................................................... 51
Electronic Data Exchange process flow narrative................................................................52
History and Transcripts............................................................................................................... 54
History and Transcripts pages............................................................................................. 54
History process flow............................................................................................................. 54
Financial Aid Common Functions............................................................................................... 54
Financial Aid Common Functions pages..............................................................................55
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Common Functions process flow narrative.......................................................................... 58
Student System Shared Data..................................................................................................... 58
Student System Shared Data pages....................................................................................58
Student System Shared Data process flow narrative.......................................................... 59
Short-Term Credit........................................................................................................................59
Short-Term Credit pages...................................................................................................... 59
Short-Term Credit process flow narrative............................................................................ 59
Student Employment................................................................................................................... 60
Student Employment pages................................................................................................. 60
Student Employment process flow narrative........................................................................61
Loan Processing..........................................................................................................................62
Loan Processing pages........................................................................................................ 62
Manual Loan process........................................................................................................... 64
Return of Title IV Funds............................................................................................................. 64
Return of Title IV Funds pages............................................................................................ 65
Return of Title IV Funds process flow..................................................................................65
Financial Aid Self-Service........................................................................................................... 66
Financial Aid Self-Service pages..........................................................................................66
Processing.................................................................................................................................... 68
Data Load procedures................................................................................................................ 68
Understanding Data Load.....................................................................................................68
EDE ISIR Data Load process flow.......................................................................................68
CSS PROFILE Data Load process flow.............................................................................. 70
Setting up rule and validation pages for Data Load.............................................................71
Build the Interface Data Code Validation (RTVINFC) page...........................................71
Build the Interface Data Translation Rules (RCRTPTR) page.......................................72
Build the Global Institution Financial Aid Options (ROAINST) page..............................73
Build the User-Defined Variables Description (RORUSER) page................................. 73
Define the Common Matching Source Code Validation (GTVCMSC) page.................. 74
Build the Common Matching Source Rules (GORCMSC) page....................................74
Build the Common Matching Rules (GORCMRL) page................................................ 74
Build the Name Translation Rules (GORNAME) page - Optional..................................75
Create a Parameter Set for Online FA Dataload Part 3 (RCRTPxx)............................. 76
Build the Data Source Rules (RCRDTSR) page........................................................... 76
Preparing the data to load into Banner................................................................................76
Default file names.................................................................................................................77
File Concatenation Process (FILECAT).........................................................................77
Running the Data Load process.......................................................................................... 79
Run the FA EDE Dataload Pt 1 (RCBTPxx or RCPTPxx) process............................... 79
Run FA CSS Data Load Part 1 (RCPCTxx).................................................................. 81
Run the Financial Aid Dataload Part 2 (RCPMTCH) process....................................... 83
Run FA Dataload Part 3 (RCRTPxx).............................................................................87
Review the records on the Financial Aid Suspended Records Maintenance
(RCRSUSP) page.......................................................................................................... 94
Run the RCRTPxx process............................................................................................97
Run the FA Data Load Table Deletes (RCPDTMP) process.........................................97
Additional Data Load topics................................................................................................. 99
Loading and storing of ISIR records..............................................................................99
New Person versus Existing Person........................................................................... 100
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Dataload Pt 1 (RCBTPxx, RCPTPxx, or RCPCTxx) temporary tables...............................101
Common Matching algorithm..............................................................................................103
Field Length values......................................................................................................103
Primary Match logic..................................................................................................... 104
Secondary match logic.................................................................................................105
Examples of matching algorithm and results...............................................................106
Audit logging..............................................................................................................................108
Viewing logging records..................................................................................................... 108
Logging archive and purge.................................................................................................109
EDE correction logging............................................................................................................. 109
Processing EDE corrections..................................................................................................... 110
Methodology specific changes.................................................................................................. 110
Setting a student’s dependency codes.....................................................................................111
Overriding the student's dependency....................................................................................... 112
EFC proration............................................................................................................................ 112
Estimated vs official contributions.............................................................................................113
Recalculate Need Analysis Indicator functionality updates...................................................... 114
FM Need Analysis solution....................................................................................................... 114
Benefits............................................................................................................................... 115
Architecture......................................................................................................................... 115
Security............................................................................................................................... 117
Setup................................................................................................................................... 117
Global Institution Financial Aid Options (ROAINST)....................................................117
Project Based Parameter Setup (RORPARM)............................................................ 117
Parameter configuration.........................................................................................117
BATCH_SIZE......................................................................................................... 117
DEBUG...................................................................................................................118
ONLINE_REPORT................................................................................................. 118
SERVLET_URL......................................................................................................118
THREAD_SIZE.......................................................................................................119
USE_JOBSUB........................................................................................................119
WS_ENDPOINT..................................................................................................... 119
WS_ENDPOINT_ONLINE......................................................................................119
XML_DUMP........................................................................................................... 119
Job submission vs. servlet................................................................................................. 120
Calculation flow............................................................................................................ 120
Processing flow...................................................................................................................121
Online processing.........................................................................................................121
FM Need Analysis solution....................................................................................121
Batch processing..........................................................................................................122
FM Need Analysis solution....................................................................................123
Processing...........................................................................................................................123
FM Need Analysis (RNPFMxx)....................................................................................123
FM Need Analysis reporting.................................................................................. 124
Need Analysis Report (RNRNAxx).............................................................................. 124
Output Format and Printing................................................................................... 124
Period based processing.......................................................................................................... 125
Introduction..........................................................................................................................125
Period creation and setup.................................................................................................. 125
Period Base Data (RORPRDS)................................................................................... 126
Period creation.......................................................................................................126
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Crossover periods........................................................................................................ 128
Using periods for different cohorts of students............................................................130
Fund Management (RFRMGMT)................................................................................. 132
Disbursement section............................................................................................ 132
Disbursement Locks section..................................................................................133
Funds Management (ROAMGMT)............................................................................... 133
Tracking Requirements Button.............................................................................. 133
Disbursement Lock Button.................................................................................... 133
Additional Disbursement Options window............................................................. 133
Applicant Immediate Process (ROAIMMP)..................................................................134
Period processing vs. term based processing................................................................... 134
Period Based Awarding...................................................................................................... 135
Award status.................................................................................................................136
Mixed award status...................................................................................................... 138
Setting up funds for Period Based Processing............................................................138
Processing Awards by Period............................................................................................ 140
Creating and maintaining the awards.......................................................................... 140
Fund tracking requirements - period eligible............................................................... 140
Offer Expiration Date................................................................................................... 141
Updating award status when fund is locked..........................................................141
TEACH Grant.........................................................................................................141
Award batch posting.................................................................................................... 141
All awards - calculating declined and cancelled amounts..................................... 142
Frequently Asked Questions (FAQ’s) - period processing................................................. 142
Requirements tracking procedures........................................................................................... 143
Requirements tracking implementation.............................................................................. 143
Budgeting procedures............................................................................................................... 145
Budget implementation....................................................................................................... 145
Aid year budgeting..............................................................................................................147
Overview....................................................................................................................... 147
Period based and algorithmic budgeting............................................................................148
Overview....................................................................................................................... 148
Set-up and configuration.............................................................................................. 149
Period Budgeting Setup Diagram..........................................................................149
Applicant Period Budgeting Diagram.................................................................... 149
Validation pages...........................................................................................................150
Period Budget Type Validation (RTVPBTP)..........................................................150
Period Budget Group Validation (RTVPBGP)....................................................... 150
Period Budget Component Validation (RTVPBCP)............................................... 151
Budget Component Category Validation (RTVBCAT)........................................... 151
Algorithmic Budgeting Rule Validation (RTVABRC)..............................................151
Rules pages................................................................................................................. 152
Period Budgeting Aid Year Rules (RBRPBYR).....................................................152
Budget Groups section.......................................................................................... 152
Budget Types section............................................................................................ 152
Budget Categories section.................................................................................... 153
Budget Components section................................................................................. 153
Period Budget Group Aid Year Rules (RBRPBGR).............................................. 154
Types section.........................................................................................................155
Pell section.............................................................................................................155
Period Budget Detail Rules (RBRPBDR).............................................................. 155
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Algorithmic Support (RORALGS).......................................................................... 157
Algorithmic Budgeting Rules (RBRABRC)............................................................ 157
Financial Aid Selection Rules (RORRULE)...........................................................158
Message Code Validation (RTVMESG)................................................................ 159
Fund Management (RFRMGMT) and Funds Management (ROAMGMT).............159
Global Institution Financial Aid Options (ROAINST)............................................. 159
Assigning period budget groups.................................................................................. 159
Period Budget Grouping Process (RBRPBGP).....................................................159
Budget Run Base Table (RBBBRUN)................................................................... 160
Applicant Period Budget Group (RPRAPBG)........................................................160
Applicant Period Budget Type (RBRAPTP).......................................................... 160
Applicant Period Budget Component (RBRAPBC)............................................... 160
Applicant processing using period based/algorithmic budgeting................................. 161
Applicant Period Budget (RBAPBUD)................................................................... 161
Applicant Budget section....................................................................................... 161
Budget Maintenance section................................................................................. 161
Pell Budget Maintenance section.......................................................................... 162
Changing Aid Periods............................................................................................163
Applicant Budget by Period (RBIABPR)................................................................164
Period Budget Category Inquiry (RBIPBCT)......................................................... 164
Period Budget Group Detail (RBAPBGD)............................................................. 164
Applicant Status (ROASTAT)................................................................................ 164
Award Maintenance Pages (RPAAWRD, RPAAPMT, and ROARMAN)............... 165
Group Inquiry (ROIGRPI)...................................................................................... 165
Period Entered....................................................................................................... 165
No Period Entered................................................................................................. 166
Period Budget Simulation Inquiry (RBISIMI)......................................................... 166
Period Budget Simulation (RBRSIMR).................................................................. 166
Period Budget Recalc Process (RBRPBRC).........................................................166
Self-Service.................................................................................................................. 167
Global Institution Financial Aid Options (ROAINST)............................................. 167
Financial Aid Status page......................................................................................167
Cost of Attendance page.......................................................................................168
Award Overview page........................................................................................... 168
Satisfactory Academic Progress (SAP) processing..................................................................168
SAP pages.......................................................................................................................... 168
Satisfactory Academic Progress Validation (RTVSAPR).............................................168
Financial Aid Selection Rules (RORRULE)................................................................. 170
Applicant Immediate Process (ROAIMMP)..................................................................170
Applicant Status (ROASTAT).......................................................................................171
SAP Translation Rules (RORSTRF)............................................................................ 172
Group Inquiry (ROIGRPI).............................................................................................173
Global Institution Financial Aid Options (ROAINST)....................................................173
Determining satisfactory academic progress using periods.........................................173
Example................................................................................................................. 173
SAP processes................................................................................................................... 174
SAP Assignment Process (ROPSAPR)....................................................................... 174
SAP Status Codes View (ROVSAPR)...................................................................176
Process flow........................................................................................................................176
Sample rules....................................................................................................................... 178
Funds Management procedures............................................................................................... 179
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Funds Management implementation.................................................................................. 179
Fund balance reconciliation................................................................................................181
Calculating fund balances and the remaining Available to Offer Amount.......................... 181
Option 1: Use only offered aid to calculate the amount available to offer....................181
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....182
Reviewing Fund Balances............................................................................................184
Banner Financial Aid Fund Specific Packaging options........................................................... 185
Banner Financial Aid Global Packaging options.......................................................................194
Repeat coursework processing.................................................................................................198
Setup................................................................................................................................... 199
Financial Aid Repeat Course Exclusion (RORRPCX)................................................. 199
Enrollment Rule Validation (RTVENRR)......................................................................200
Enrollment Rules (RORENRR).................................................................................... 200
Repeat/Multiple Course Rules (SHARPTR).......................................................... 200
Course Detail Information (SCADETL)..................................................................201
Grade Code Maintenance (SHAGRDE)................................................................ 201
Course Registration Status Code Validation (STVRSTS)..................................... 202
Transfer Course (SHATRNS)................................................................................ 202
Additional institutional setup considerations..........................................................202
Repeat course checking functionality.......................................................................... 203
Multiple enrollment calculations................................................................................... 203
Non U.S. institutions.................................................................................................... 203
Calculation of repeated coursework for SAP & transfer credits applied towards the
student’s academic program........................................................................................ 203
Student enrollment.................................................................................................................... 204
Course in program of study................................................................................................204
Overview....................................................................................................................... 204
Enrollment Rules (RORENRR)..............................................................................204
Financial Aid Enrollment (ROAENRL)................................................................... 205
Enrollment calculation.................................................................................................. 206
Setup...................................................................................................................... 207
Sample course in program of study calculations.................................................. 208
Example 1 - Use Only Courses in Program with Remedial Limits Applied............209
Example 2 - Use Only Courses in Program with Remedial Limits applied............ 210
Example 3 - Use Only Courses in Program with Exclude all Remedial Courses...210
Example 4 - Default value from ROAINST used with Use Only Courses in
Program with Remedial Limits applied..................................................................211
Example 5 - Use Only Courses in Program with Course Excluded by Level for
Remedial................................................................................................................ 212
Example 6 - Use only Courses in Program with Repeat Limit check.................... 213
Example 7 - Use Only Courses in Program with Count for Aid.............................214
Display and maintenance of student enrollment................................................................ 215
Financial Aid Enrollment (ROAENRL)......................................................................... 215
Financial Aid and Current Student Hours (page 1 of ROAENRL)......................... 215
Financial Aid Hours by Period and Current Student Hours by Period (By Period
and By Current Period buttons)............................................................................ 216
Financial aid hours................................................................................................ 216
Current hours......................................................................................................... 217
Financial aid hours by period................................................................................ 217
Financial aid attending by period.......................................................................... 217
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Current hours by period........................................................................................ 217
Current attending by period...................................................................................217
Calculating enrollment........................................................................................... 217
Standard Enrollment Rule..................................................................................... 218
Repeat Enrollment Rule........................................................................................ 218
Enrollment calculation using rules.........................................................................218
Enrollment calculation using repeat course check................................................ 219
Enrollment calculation using attendance verification.............................................220
Enrollment calculation using periods.....................................................................220
Determining ½ time enrollment (required for Federal loan disbursement)............ 221
Enrollment calculation using periods for consortium students.............................. 222
Attending hours functionality using periods...........................................................222
Using the +/- number of days for attending hours................................................ 225
Financial Aid Selection Rules (RORRULE).............................................................................. 225
Hints for RORRULE page use........................................................................................... 227
Algorithmic packaging............................................................................................................... 228
Overview............................................................................................................................. 228
Algorithmic packaging features.......................................................................................... 228
Algorithms..................................................................................................................... 229
Algorithmic packaging............................................................................................229
Algorithmic packaging definition............................................................................ 229
Pages............................................................................................................................229
Algorithmic Packaging Rules (RPRALGR)............................................................ 229
Algorithmic Packaging Rule Code Validation (RTVALGR)....................................230
Algorithmic Support (RORALGS).......................................................................... 230
Packaging functions..................................................................................................... 230
Awarding based on other funds...................................................................................231
Award a fund based on a percentage of another fund................................................ 231
Simplification of rules creation and maintenance........................................................ 231
Ability to store and reference internal interim values in packaging rules..................... 231
Packaging simulation options.......................................................................................231
Related fund features......................................................................................................... 232
Pages............................................................................................................................232
Packaging Group Fund Category Maximums Rules (RPRFCAT)......................... 232
Fund Category Validation (RTVFCAT).................................................................. 232
Fund Award Inquiry (RPIFAWD)........................................................................... 232
Fund Award Period Inquiry (RPIFTRM)................................................................ 232
Group fund limits..........................................................................................................232
Ability to apply a percentage to all the funds in the package as a group.....................232
Rounding options for awards....................................................................................... 233
Ability to inactivate fund codes, groups, and rules...................................................... 233
Ability to override a fund rule for a specific student.................................................... 233
Fund category and fund cross-reference fields for packaging and reporting............... 233
Fund Balance Roll Process (RFPFBRL)......................................................................234
Ability to display all recipients of a particular fund code by aid year or period............. 234
Sample algorithmic packaging rules...................................................................................234
Columns defined on the Temporary Packaging Need Table (RPTNEED)......................... 252
RPTNEED_SIMULATE_SW Column........................................................................... 254
Functions defined in the rpkalgr package.......................................................................... 255
F_GET_FUND_OFFER................................................................................................ 255
F_GET_FFID_OFFER.................................................................................................. 255
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F_GET_PRIOR_YEAR_FUND_OFFER.......................................................................255
F_GET_PRIOR_YEAR_FFID_OFFER.........................................................................255
Packaging process definitions...................................................................................................256
Initialization process (run as part of RPEPCKG)............................................................... 256
Simulated packaging...........................................................................................................256
Actual packaging.................................................................................................................256
Awarding dependent student without parental support...................................................... 256
Award validation processing...............................................................................................257
Processing sequence................................................................................................... 257
Processing sequence................................................................................................... 258
Using NSLDS data............................................................................................................. 259
Award validation........................................................................................................... 259
Award validation before receipt of NSLDS data.......................................................... 260
Award validation after receipt of NSLDS data................................................................... 261
Original awards............................................................................................................ 261
Modifying existing Stafford, Direct or Perkins awards........................................................261
Stafford/Direct loans.....................................................................................................261
Perkins loans................................................................................................................262
Default/refund information and financial aid eligibility........................................................ 262
Validating awards against defaults/refunds........................................................................ 262
Validating disbursements against defaults/refunds............................................................ 262
Packaging and disbursement procedures................................................................................ 263
Packaging implementation..................................................................................................263
Packaging/simulation.......................................................................................................... 265
Federal Shopping Sheet........................................................................................................... 266
Shopping Sheet Setup........................................................................................................266
Generated Federal Shopping Sheet...................................................................................270
FAQs................................................................................................................................... 271
Federal Shopping Sheet Processing........................................................................... 271
Advance Queuing (AQ) Setup for the Shopping Sheet..................................................... 271
Pell processing.......................................................................................................................... 272
Introduction..........................................................................................................................272
Year Round Pell Discontinued - 2011 - 2012 aid year................................................ 272
Pell setup......................................................................................................................273
Pell procedures............................................................................................................ 273
Pell process..................................................................................................................273
Pell setup...................................................................................................................................273
Fund Base Data (RFRBASE)............................................................................................. 273
Detail Code Control page - Student (TSADETC)...............................................................273
Fund Management (RFRMGMT)........................................................................................274
Aid year specific data - Packaging Options window....................................................274
Aid year specific data - Disbursement Options window...............................................275
Disbursement Locks window........................................................................................275
Aid period Base Rules (ROBAPRD).................................................................................. 275
Period Base Data (RORPRDS)..........................................................................................276
COD Entity ID Rules (RORCODI)...................................................................................... 277
Global Institution Financial Aid Options (ROAINST).......................................................... 277
Cross-Over Pell enhancement..................................................................................... 277
Options section...................................................................................................... 278
Credit Hours section.............................................................................................. 278
U.S. Specific Institution Financial Aid Options (ROAUSIO)............................................... 278
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Institutional Defaults section........................................................................................ 278
Grant and EDE Options section.................................................................................. 279
Campus Defaults section............................................................................................. 280
Packaging Options (RPROPTS).........................................................................................280
Main window.................................................................................................................280
Enrollment Cutoff Date Rules window......................................................................... 280
Grant Options window..................................................................................................280
Grant Options window - Enrollment Options............................................................... 281
Aid Period Rules (RORTPRD)........................................................................................... 283
Default Award and Disbursement Schedule Rules (RFRDEFA)........................................ 284
Fund Award and Disbursement Schedule Rules (RFRASCH)...........................................284
Academic Year Rules (RORACYR)................................................................................... 285
Key block......................................................................................................................285
Rules section................................................................................................................285
Applicant Pell Grant (ROAPELL)........................................................................................286
Budget Component Validation (RTVCOMP)...................................................................... 286
Period Budgeting Aid Year Rules (RBRPBYR)..................................................................286
Period Budget Group Aid Year Rules (RBRPBGR)........................................................... 287
Applicant Immediate Process (ROAIMMP)........................................................................ 287
Federal Rules Inquiry (RPIFEDR)...................................................................................... 287
Pell procedures......................................................................................................................... 287
Batch Pell Awards.............................................................................................................. 287
Override a Bachelors Degree.............................................................................................287
Manual adjustments to Pell grants..................................................................................... 288
Why and how to lock Pell grants....................................................................................... 288
Lock types.................................................................................................................... 288
Fund locks.................................................................................................................... 289
Period locks..................................................................................................................289
Lock functionality..........................................................................................................289
Package Maintenance (RPAAPMT) and Award Maintenance (RPAAWRD)......................289
Award Maintenance section......................................................................................... 290
Summary section..........................................................................................................290
Pell and Loan section.................................................................................................. 291
Additional Eligibility Indicator (RORSTAT_ADDL_PELL_ELIG_IND).................... 291
Post 9/11 Pell Eligibility indicator (RORSTAT_POST_911_PELL_ELIG)..............291
Processing Post 9/11 Students who do not have a Pell eligible EFC (IASG):....... 292
Post 9/11 eligibility processing.....................................................................................292
Department of Education Eligibility Processing for 2010-2011 and beyond................ 293
Financial Aid Record Maintenance (ROARMAN)...............................................................294
Batch Posting Rules (RORPOST)......................................................................................294
Updating award amounts to agree with actual disbursement amounts..............................296
Reducing an award for Pell paid at another school in the same aid year.......................... 298
Handling less-than-half time for Pell more efficiently......................................................... 298
Controlling when the Pell calculation process is run..........................................................299
ROASTAT student level prevent automatic Pell calculation is checked:..................... 299
ROAINST campus level prevent automatic Pell calculation is checked:..................... 300
ROAINST institutional level prevent automatic Pell calculation is checked:................ 300
Setup procedure for multiple Pell fund codes.................................................................... 300
Pell Calculation Process (RPEPELL) for Pell processing.................................................. 301
Option to delete zero Pell awards............................................................................... 301
Recognizing co-existence of multiple Pells for same student simultaneously..............302
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Locked records.............................................................................................................302
Rounding 0ption........................................................................................................... 303
Offered or auto accepted............................................................................................. 303
Award schedules.......................................................................................................... 303
Award change letter indicator...................................................................................... 303
Disbursement Process (RPEDISB) for Pell processing..................................................... 303
Recognizing multiple Pell funds...................................................................................304
Back out of memo, authorizations, and disbursements............................................... 304
Use disbursement enrollment edits for memo option.................................................. 304
RPEDISB process reports............................................................................................305
Disbursement Results (ROIDISB)................................................................................305
Pell Edit/Error messages.................................................................................................... 305
Pell processes........................................................................................................................... 308
Pell Calculation Process (RPEPELL)................................................................................. 309
Processing Modifications..............................................................................................310
Crossover period logic and calculation to determine most beneficial aid year.............311
Pell Lifetime Eligibility Used (LEU).............................................................................. 312
Current Year Pell Already Used............................................................................ 313
Beginning LEU....................................................................................................... 313
Beginning Remaining Eligibility............................................................................. 313
Current Year Eligibility........................................................................................... 313
Pell grant award calculation............................................................................................... 320
100% Pell grant award calculation.............................................................................. 320
100% Pell percentage awarding example................................................................... 321
Pell grant disbursement calculation....................................................................................323
100% Pell percentage disbursement example............................................................ 323
Pell grant award and disbursement processing....................................................................... 324
TEACH grant processing.......................................................................................................... 326
Introduction..........................................................................................................................326
TEACH awarding and disbursing....................................................................................... 326
Criteria for awarding and disbursing a TEACH grant.................................................. 326
The following will be checked to determine if the student is eligible............................327
The following is NOT required for TEACH.................................................................. 327
TEACH grant setup............................................................................................................ 328
COD TEACH Calculation....................................................................................................328
Calculations.................................................................................................................. 329
Student packaged full-time, enrolled ¾ time......................................................... 329
Student packaged full-time, enrolled < ½ time......................................................330
Student packaged ¾ time, enrolled full-time......................................................... 330
Student receiving more than one TEACH grant scheduled award within the aid
year........................................................................................................................ 330
Student with prior enrollment and payments.........................................................330
TCHU1 is batch posted to a student using the F batch posting type.................... 331
TCHU1 is batch posted to a student using FN batch posting type........................331
Student in a 150% aid period................................................................................331
Student in a 50% aid period................................................................................. 331
Awards are locked on the period window............................................................. 331
Additional examples..................................................................................................... 332
RPROPTS.............................................................................................................. 332
RFRDEFA/RFRASCH............................................................................................ 332
RNANAxx............................................................................................................... 332
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ROAENRL.............................................................................................................. 332
Manually enter a $4000 TEACH award on RPAAWRD (not recommended).........333
Batch post a $4000 TEACH award using RORBPST (not recommended)........... 333
Use the RPEPCKG or RPRGRNT process to calculate the TEACH award
(recommended)...................................................................................................... 333
Use the RPAAWRD Reschedule Indicator to reschedule the periods when aid
period did not change (not recommended)........................................................... 334
Use the RPAAWRD Reschedule Indicator to reschedule the periods when aid
period changed (not recommended)..................................................................... 334
Use the RPRGRNT process to recalculate the award when aid period changed
(recommended)...................................................................................................... 334
Use the RPRGRNT process to recalculate the award when aid period changed
(recommended)...................................................................................................... 335
Disbursement......................................................................................................... 335
Use the RPRGRNT process to recalculate the award when the aid period
changed (recommended).......................................................................................336
Disbursement......................................................................................................... 336
State grant award processing................................................................................................... 337
Resources, contracts, and exemptions.....................................................................................338
Contracts............................................................................................................................. 338
Exemptions..........................................................................................................................338
Excluding contracts and exemptions..................................................................................339
Maintaining resources and calculation in unmet need....................................................... 340
Resource Maintenance (RPAARSC)........................................................................... 340
Other Resources section....................................................................................... 341
Summary section................................................................................................... 342
Resource calculation.................................................................................................... 342
Exemptions and contracts............................................................................................343
Adding periods to an award schedule...................................................................................... 343
Rescheduling disbursement date using periods....................................................................... 344
Period Based Awarding............................................................................................................ 344
Overview............................................................................................................................. 344
Setting up funds for Period Based Processing.................................................................. 346
Updating awards for enrollment changes................................................................................. 348
Manually scheduling awards..................................................................................................... 349
Updating awards when locked..................................................................................................350
Global Institution Financial Aid Options (ROAINST).......................................................... 350
Award lock....................................................................................................................350
Identifying students needing new or revised award letters.......................................................350
Banner Financial Aid Global Disbursement options................................................................. 351
Banner Financial Aid Fund Specific Disbursement options......................................................355
Disbursement validation edits................................................................................................... 366
Other disbursement considerations.......................................................................................... 376
Regulatory compliance for Stafford disbursements............................................................376
Disbursement edits for loans to match edits for other funds..............................................376
Memo.................................................................................................................................. 377
Loan authorization to net returned amounts...................................................................... 377
Using enrollment disbursement edits for funds in memo status........................................ 377
Recognition of Pell payment cell to disbursement process................................................378
Part-Time proration............................................................................................................. 378
Memos processed after scheduled disbursement date......................................................379
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VA Chapter 30 - before the 2010-2011 aid year............................................................... 379
Voiding excess payments for students no longer eligible.................................................. 380
Disbursement validation reject messages..........................................................................380
Disbursement reports generated by disbursement process...............................................381
Final Disbursement - optional processing................................................................................ 381
Rescheduling disbursement date using periods....................................................................... 381
Student employment procedures.............................................................................................. 382
Student employment implementation................................................................................. 382
Scholarship and athletics processing by period....................................................................... 383
Potential Athletic Grant Defaults (RAAPAGD)................................................................... 384
Sport Aid by Period (RAASPTM)....................................................................................... 384
Team Sport Period Aid (RAITMTM)................................................................................... 385
Donor and Scholarship Demographics (RFADSCD)..........................................................385
Scholarship Period Information (RPASTRM)..................................................................... 385
Athletic Aid Type Validation (RTVAATP)........................................................................... 385
Financial Aid Sport Validation (RTVFASP)........................................................................ 385
Grades to Donor Validation (RTVGRDD)...........................................................................385
Scholarship Source Validation (RTVSSRC)....................................................................... 386
Reviewed Validation (RTVREVW)......................................................................................386
Thank You Letter Validation (RTVTYLT)........................................................................... 386
Third Party Contract Rules (RPRCONT)............................................................................387
Exemption Rules (RPREXPT)............................................................................................ 387
Resource Code Validation (RTVARSC)............................................................................. 387
Athletic Grant Period Roll (RAPAGRL).............................................................................. 387
Athletic Aid Discrepancy Rpt (RARATAD)......................................................................... 387
Loan processing........................................................................................................................ 387
Manual loans.......................................................................................................................387
Disbursing manual loan checks through Banner......................................................... 387
U.S. Specific Institution Financial Aid Options (ROAUSIO)............................................... 388
Aid Period Rules (RORTPRD)........................................................................................... 389
Default Award and Disbursement Schedule Rules (RFRDEFA)........................................ 389
Detail Code Control page - Student (TSADETC)...............................................................389
Fund Base Data (RFRBASE)............................................................................................. 389
Funds Management (RFRMGMT)...................................................................................... 389
Packaging Options (RPROPTS).........................................................................................390
Class Code Translation (RPRCLSS)..................................................................................391
Certification Initials Validation (RTVCINT)......................................................................... 391
Loan Status Validation (RTVLNST)....................................................................................391
Lender Base Data (RPRLNDR)..........................................................................................391
Loan Period Base Data (RPRLPRD)................................................................................. 391
Loan Options (RPRLOPT)..................................................................................................392
Lender/Disbursing Agents Rules (RPRLNDA)................................................................... 393
First-year, first-time borrower loan rule.............................................................................. 394
Overview....................................................................................................................... 394
Crosswalk Validation (GTVSDAX)......................................................................................395
Applicant Requirements (RRAAREQ)................................................................................ 395
Award/Package Maintenance (RPAAWRD)/(RPAAPMT).................................................. 395
Electronic Loan Application (RPRELAP)............................................................................395
RPAELAP fields updated by RPRELAP process............................................................... 397
Application window.......................................................................................................397
Promissory Note/Miscellaneous Information window...................................................398
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Certification Data window.............................................................................................398
Student Data window................................................................................................... 399
Parent Data window..................................................................................................... 399
Period Schedule window..............................................................................................399
Disbursement Schedule window.................................................................................. 399
Loan Parent Inquiry (RPILPAR)......................................................................................... 399
Electronic Loan Appl Extract (RPRELAX)..........................................................................399
Review Output window................................................................................................ 400
Batch Control (RPIBATC)...................................................................................................401
RPAELAP fields updated by the RPRELAX process.........................................................401
Application window.......................................................................................................401
Electronic Loan Response Upload (RPRELRU)................................................................ 401
RPAELAP fields updated by the RPRELRU process........................................................ 402
Application window.......................................................................................................402
Promissory Note/Miscellaneous Information window...................................................403
Disbursement Schedule window.................................................................................. 403
Parent Data window..................................................................................................... 403
Disbursement/Adjustment................................................................................................... 403
Disbursement Process (RPEDISB)..............................................................................403
Hold/Release Process (RPRHDRL)................................................................................... 404
Electronic transfer............................................................................................................... 404
EFT/Disbursement Roster Upload (RPREFTL)........................................................... 404
Electronic Payment Receipt (RPAEPMT).................................................................... 405
EFT Posting Process (RPREFTP)..................................................................................... 405
RPAELAP fields populated by RPREFTP process......................................................406
Electronic Loan Disbursement (RPAELDB).................................................................406
Disbursement page field population................................................................................... 407
Loan Disbursement (RPALDSB)..................................................................................407
Disburse to student account........................................................................................ 408
Disbursement Process (RPEDISB)....................................................................... 408
Loan adjustments......................................................................................................... 409
Returning individual checks before the accounting feed....................................... 409
Returning calculated refund amounts to lender.................................................... 409
Correcting loans - received amount less than awarded amount........................... 410
Loan reports........................................................................................................................410
Loan Proceeds Aging Report (RPRLNAG)..................................................................410
RPRLNEX exceptions-students not fully funded report............................................... 410
Loan Summary Report (RPRLSUM)............................................................................410
CommonLine loan adjustment............................................................................................410
Electronic loans as certification requests in common response file................................... 412
Alternative loans........................................................................................................................413
Alternative loan processing flow.........................................................................................413
Global Institutional Financial Aid Options (ROAINST)....................................................... 414
Fund Base Data (RFRBASE)............................................................................................. 414
Fund Management (RFRMGMT)........................................................................................414
Loan Options (RPRLOPT)..................................................................................................414
Loan Period Base Data Rules (RPRLPRD)....................................................................... 414
Electronic Loan Application (RPRELAP)............................................................................414
Electronic Loan Application (RPAELAP)............................................................................ 415
Electronic Loan Appl Extract (RPRELAX)..........................................................................415
Electronic Loan Response Upload (RPRELRU)................................................................ 415
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Electronic Loan Load/EFT Posting Processes (RPEFTL/RPREFTP)................................ 416
Disbursement Process (RPEDISB).................................................................................... 416
Disbursement/adjustment................................................................................................... 416
Disbursement Process (RPEDISB).................................................................................... 416
Hold/Release Process (RPRHDRL)................................................................................... 416
Electronic transfer..................................................................................................................... 417
EFT/Disbursement Roster Upload (RPREFTL)..................................................................417
Electronic Payment Receipt (RPAEPMT).......................................................................... 417
EFT Posting Process (RPREFTP)..................................................................................... 418
RPAELAP fields populated by RPREFTP process............................................................ 419
Electronic Loan Disbursement (RPAELDB)....................................................................... 419
Disbursement page field population................................................................................... 420
Loan Disbursement (RPALDSB)..................................................................................420
Electronic Loan Disbursements................................................................................................ 421
Disbursement Process (RPEDISB).................................................................................... 421
Loan adjustments................................................................................................................422
Returning individual checks before the accounting feed............................................. 422
Returning calculated refund amounts to lender...........................................................422
Correcting loans - received amount less than awarded amount..................................423
Loan reports.............................................................................................................................. 423
Loan Proceeds Aging Report (RPRLNAG)........................................................................ 423
Loan Funding Exception Report (RPRLNEX).................................................................... 423
Loan Summary Report (RPRLSUM).................................................................................. 423
CommonLine loan adjustment..................................................................................... 423
Electronic loans received as certification requests in common response file.............. 425
Direct lending...................................................................................................................... 426
Financial Aid common functions............................................................................................... 426
Aid year default...................................................................................................................426
User-defined data............................................................................................................... 427
General Algorithmic Rules..................................................................................................427
Batch Posting Process................................................................................................. 427
Expected Enrollment Status.................................................................................. 428
Default Aid Period..................................................................................................428
Implementing General Algorithmic Rules.....................................................................429
General Algorithmic Rule Validation - RTVALGO................................................. 429
General Algorithmic Rules - RORALGO............................................................... 429
Assign the General Algorithmic Rule as appropriate for the process that will
use the rule............................................................................................................429
Batch posting process........................................................................................................ 430
Updating the Use Indicator in batch............................................................................ 442
Processing examples................................................................................................... 443
Processing holds.................................................................................................................445
Hold Type Validation (RTVHOLD)............................................................................... 445
Packaging process when holds exist.................................................................... 445
Disbursement process when holds exist............................................................... 446
Applicant Holds (ROAHOLD)....................................................................................... 446
Example................................................................................................................. 446
Using NSLDS............................................................................................................................ 446
Student Loan Data (RNASLxx).......................................................................................... 446
Applicant Student Loan Data Inquiry (RNINSLD).............................................................. 447
Need Analysis Result (RNARSxx)......................................................................................447
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Award pages (RPAAWRD)/(RPAAPMT)/(ROARMAN)...................................................... 448
Output population selection with financial aid Dataload Part 3.......................................... 449
Default/refund processing......................................................................................................... 449
Levels of default/refund administration...............................................................................449
Sources of default/refund information................................................................................ 449
Title IV refund/repayment process..................................................................................... 450
Financial Aid Self-Service......................................................................................................... 450
Unsecured access.............................................................................................................. 451
Secured access.................................................................................................................. 451
Set up Financial Aid on the Web....................................................................................... 453
Financial Aid Self-Service Period Based Awarding............................................................454
Financial Aid Self-Service web pages................................................................................454
Financial Aid Links (bmenu.P_FAAUnsecMnu and bmenu.P_FAASecMnu)...............454
Financial Aid Pages (bmenu.P_FAFormsMnu)............................................................455
Web page fields.....................................................................................................455
Setup requirements................................................................................................455
Updates to Banner.................................................................................................455
Links to other web pages...................................................................................... 455
Buttons/Icons on this page.................................................................................... 456
Web menus with links to this page....................................................................... 456
Other web pages with links to this page............................................................... 456
Aid Year (bwrkolib.P_SelDefAidy)................................................................................456
Web page fields.....................................................................................................456
Setup requirements................................................................................................457
Updates to Banner.................................................................................................457
Links to other web pages...................................................................................... 457
Buttons/Icons on this page.................................................................................... 457
Web menus with links to this page....................................................................... 457
Other web pages with links to this page............................................................... 457
Financial Aid Status for Aid Year (bwrksumm.P_DispSumm)..................................... 457
Web page fields.....................................................................................................458
Setup requirements................................................................................................460
Updates to Banner.................................................................................................460
Links to other web pages...................................................................................... 460
Buttons/Icons on this page.................................................................................... 461
Web menus with links to this page....................................................................... 461
Other web pages with links to this page............................................................... 461
Cost of Attendance (bwrkbudg.P_DispBudg).............................................................. 461
Aid Year Budgeting................................................................................................462
Web page fields.....................................................................................................462
Period Budgeting................................................................................................... 463
Web page fields.....................................................................................................463
Setup requirements................................................................................................463
Updates to Banner.................................................................................................463
Links to other web pages...................................................................................... 463
Buttons/Icons on this page.................................................................................... 464
Web menus with links to this page....................................................................... 464
Other web pages with links to this page............................................................... 464
Award Package for Aid Year (bwrkrhst.P_DispAwdAidYear)...................................... 464
General Information section.................................................................................. 465
Setup requirements................................................................................................466
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Award Overview section........................................................................................ 467
Need Calculation information section.................................................................... 468
Cost of Attendance information section................................................................ 468
Award information section..................................................................................... 468
Setup requirements................................................................................................470
Links to other web pages...................................................................................... 471
Resources/Additional Information section....................................................................472
Resource section................................................................................................... 472
Additional information section................................................................................472
Unreviewed Information Previously Submitted section......................................... 473
Setup requirements................................................................................................473
Terms and Conditions section...............................................................................475
Setup requirements................................................................................................476
Buttons/Icons on this page.................................................................................... 477
Accept Award Offer section (bwrkrhst.P_DisplayTabs).........................................477
Additional Comments.............................................................................................479
Information Submitted section............................................................................... 479
Pell awards............................................................................................................ 480
Not allowing students to accept awards online..................................................... 480
Locked award packages........................................................................................480
Web page fields.....................................................................................................480
System requirements............................................................................................. 482
Updates to Banner.................................................................................................484
Links to other web pages...................................................................................... 484
Buttons/Icons on this page.................................................................................... 485
Web menus with links to this page....................................................................... 485
Special Messages section..................................................................................... 485
Setup requirements................................................................................................486
Award Messages (bwrkrhst.P_DispAwdMsg).............................................................. 486
Web page fields.....................................................................................................486
Setup requirements................................................................................................487
Updates to Banner.................................................................................................487
Links to other web pages...................................................................................... 487
Buttons/Icons on this page.................................................................................... 488
Web menus with links to this page....................................................................... 488
Other web pages with links to this page............................................................... 488
Account Summary By Term (bwskoacc.P_ViewAcct)..................................................488
Web page fields.....................................................................................................488
Setup requirements................................................................................................489
Updates to Banner.................................................................................................490
Links to other web pages...................................................................................... 490
Buttons/Icons on this page.................................................................................... 490
Web menus with links to this page....................................................................... 490
Other web pages with links to this page............................................................... 490
Eligibility requirements for Aid Year page....................................................................491
Student Requirements section (bwrktrkr.P_DispTrkReq)...................................... 492
Automatic satisfaction of Award Letter Tracking Requirement..............................492
Web page fields.....................................................................................................493
Setup Requirements for coded and non-coded Requirements............................. 494
Setup Requirements for Promissory Notes........................................................... 495
Updates to Banner.................................................................................................496
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Links to other web pages...................................................................................... 496
Buttons/Icons on this page.................................................................................... 497
Web menus with links to this page....................................................................... 497
Holds section (bwrkhold.P_DispHold)................................................................... 497
Web page fields.....................................................................................................497
Setup requirements................................................................................................497
Updates to Banner.................................................................................................498
Links to other web pages...................................................................................... 498
Web menus with links to this page....................................................................... 498
Academic Progress section (bwrksaph.P_DispSAP)............................................ 498
Web page fields.....................................................................................................498
Setup requirements................................................................................................498
Updates to Banner.................................................................................................499
Buttons/Icons on this page.................................................................................... 499
Web menus with links to this page....................................................................... 499
Messages (bwrkamsg.P_FAAppMsg).......................................................................... 499
Web page fields.....................................................................................................499
Setup requirements................................................................................................500
Updates to Banner.................................................................................................500
Links to other web pages...................................................................................... 500
Buttons/Icons on this page.................................................................................... 500
Web menus with links to this page....................................................................... 500
Other web pages with links to this page............................................................... 500
Award Payment Schedule for Aid Year (bwrkpays.P_DispPaySched)........................ 501
Web page fields.....................................................................................................501
Setup requirements................................................................................................502
Updates to Banner.................................................................................................502
Links to other web pages...................................................................................... 502
Buttons/Icons on this page.................................................................................... 503
Web menus with links to this page....................................................................... 503
Other web pages with links to this page............................................................... 503
Award History (bwrkrhst.P_DispAwdHst).....................................................................503
Web page fields.....................................................................................................504
Setup requirements................................................................................................505
Updates to Banner.................................................................................................505
Links to other web pages...................................................................................... 505
Buttons/Icons on this page.................................................................................... 506
Web menus with links to this page....................................................................... 506
Other web pages with links to this page............................................................... 506
Loan Application History (bwrklhst.P_DispLoanHst)....................................................506
Web page fields.....................................................................................................506
Setup requirements................................................................................................507
Updates to Banner.................................................................................................509
Links to other web pages...................................................................................... 509
Web menus with links to this page....................................................................... 509
Other web pages with links to this page............................................................... 509
Withdrawal Information (bwrktivw.P_TitleIVWithdraw).................................................509
Web page fields.....................................................................................................510
Setup requirements................................................................................................511
Updates to Banner.................................................................................................512
Links to other web pages...................................................................................... 512
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Buttons/Icons on this page.................................................................................... 512
Web menus with links to this page....................................................................... 512
Other web pages with links to this page............................................................... 513
Title IV Fund Detail (bwrktivw.P_TitleIVDetail)............................................................ 513
Web page fields.....................................................................................................513
Setup requirements................................................................................................514
Updates to Banner.................................................................................................514
Links to other web pages...................................................................................... 514
Buttons/Icons on this page.................................................................................... 514
Web menus with links to this page....................................................................... 514
Other web pages with links to this page............................................................... 514
Web Snapshot system.............................................................................................................. 515
Overview............................................................................................................................. 515
Web Snapshot system configuration..................................................................................515
Adding the Web Snapshot system to a menu............................................................. 515
Managing access to the Web Snapshot system......................................................... 515
WebTailor administration..............................................................................................516
Adding a new item to an existing menu................................................................516
Assigning WebTailor user roles.............................................................................517
Using the Web Snapshot system.......................................................................................518
Layout maintenance..................................................................................................... 518
Modifying a Snapshot Layout...................................................................................... 518
Creating a New Layout..........................................................................................519
Save a Layout........................................................................................................519
Single student snapshot........................................................................................ 520
Using a population selection................................................................................. 520
Creating and updating Web Snapshot Panes....................................................................521
To create a new Snapshot Pane:................................................................................ 522
Oracle Pipes/Advanced Queuing for COBOL...........................................................................523
“Listener” mode online processing performance enhancement using Oracle Pipes/
Advanced Queuing............................................................................................................. 523
What is the difference between Oracle Pipes and Oracle Advanced Queuing?................ 524
Configuring supported processes to use Oracle Pipes/Advanced Queuing.......................525
Starting and stopping “listener” mode Processes.............................................................. 528
Starting “listeners”........................................................................................................ 528
Stop “listeners”............................................................................................................. 529
Configuring time-out for “listener” mode processes........................................................... 529
Oracle Advanced Queuing for Java..........................................................................................530
Advanced Queuing for FM Need Analysis Calculations.................................................... 530
Advanced Queuing for Shopping Sheet batch processing.................................................531
Interfaces..................................................................................................................................... 533
Student Employment module.................................................................................................... 533
Banner Human Resources requirements........................................................................... 535
Banner Financial Aid requirements.................................................................................... 536
Setting up student employment pages...............................................................................537
Setting up applicant pages.................................................................................................538
Awarding work study funds................................................................................................ 538
Tracking non-work study awards........................................................................................539
Referring students to positions...........................................................................................539
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Authorizing students to work.............................................................................................. 539
Using payroll feed...............................................................................................................540
Entering earnings without payroll feed............................................................................... 541
Making payroll corrections..................................................................................................542
Terminating a Student From a Position............................................................................. 542
Reports................................................................................................................................543
Banner Human Resources requirements........................................................................... 543
Testing of student employment payroll feed...................................................................... 544
Accounts Receivable module....................................................................................................545
Setting up detail codes for financial aid disbursement.......................................................545
Setting Up Aid Year, Term, Period for Financial Aid......................................................... 546
Disbursing financial aid funds............................................................................................ 546
Running financial aid disbursement process (online and batch)........................................549
Billing and payments for financial aid................................................................................ 549
Processing disbursements, authorizations, and memos.................................................... 550
Billing parameters and financial aid................................................................................... 552
Financial aid disbursement process and A/R.....................................................................552
Sample job stream for billing and financial aid disbursements....................................553
Campus Receivables Collector (CRC) module.........................................................................555
Section overview.................................................................................................................555
Organization of material..................................................................................................... 556
Release requirements.........................................................................................................556
Necessary releases......................................................................................................556
Release components....................................................................................................556
CRC components................................................................................................................556
Banner components............................................................................................................557
Functional overview............................................................................................................ 557
Banner to CRC disbursement feed..............................................................................557
Background...................................................................................................................557
Approach...................................................................................................................... 558
Banner to CRC enrollment interface............................................................................558
Background...................................................................................................................558
Approach...................................................................................................................... 558
CRC to Banner accounting feed........................................................................................ 559
Background...................................................................................................................559
Approach...................................................................................................................... 559
Installation and setup..........................................................................................................560
Installation.....................................................................................................................560
Banner and CRC on OpenVMS (DEC)................................................................. 560
Non-OpenVMS Banner................................................................................................ 560
Procedural customization............................................................................................. 561
Responsibilities...................................................................................................... 561
Security.................................................................................................................. 561
Distribution of reports............................................................................................ 561
Back-up and control of feed files.......................................................................... 561
Audit Trails............................................................................................................. 561
Interface setup....................................................................................................... 562
Banner System -- Assign CRC loan fund numbers........................................................... 562
Background...................................................................................................................562
Setup requirement........................................................................................................562
Banner System -- Assign coding scheme translations.......................................................563
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Background...................................................................................................................563
Setup requirements...................................................................................................... 563
Banner -- Setup general ledger..........................................................................................563
Background...................................................................................................................563
Setup requirements...................................................................................................... 564
CRC System -- Assign accounting distribution rules......................................................... 564
Background...................................................................................................................564
Setup requirement........................................................................................................564
General procedure for the Banner to CRC disbursement feed..........................................565
Frequency.....................................................................................................................565
Involvement.................................................................................................................. 565
Prerequisites.................................................................................................................565
Banner.......................................................................................................................... 565
CRC.............................................................................................................................. 565
Banner to CRC enrollment interface.................................................................................. 566
Frequency.....................................................................................................................566
Involvement.................................................................................................................. 566
Prerequisites.................................................................................................................566
Process......................................................................................................................... 566
Banner....................................................................................................................566
CRC........................................................................................................................567
CRC to Banner accounting feed........................................................................................ 567
Frequency.....................................................................................................................567
Involvement.................................................................................................................. 567
Prerequisites.................................................................................................................567
CRC........................................................................................................................568
Banner....................................................................................................................568
CRC (Plus system) operations........................................................................................... 569
Online operations and screen formats.........................................................................569
Description:............................................................................................................ 570
Account numbers................................................................................................... 570
Banner operations..................................................................................................................... 570
Online operations and screen formats............................................................................... 570
Fund Management (RFRMGMT)................................................................................. 570
CRC use................................................................................................................ 570
Class Code Validation (STVCLAS)..............................................................................571
CRC use................................................................................................................ 571
Ethnic Code Validation (STVETHN)............................................................................ 571
CRC use................................................................................................................ 571
Nation Code Validation (STVNATN)............................................................................ 571
CRC use................................................................................................................ 571
Banner batch operations and reports....................................................................................... 571
Banner Enrolled Borrower Verification (NBA809).............................................................. 571
Banner Finance Accrual Accounting Feed (NBB229)........................................................ 572
Banner Finance Cash Accounting Feed (NBD029)........................................................... 572
CRC Interface Accounting Feed (RPBLMIA)..................................................................... 572
CRC Interface Disbursement Feed (RPBLMID).................................................................574
RPBLMID comment messages:................................................................................... 577
CRC Interface Enrollment Extract (RPBLMIE)................................................................... 577
Ellucian Recruiter...................................................................................................................... 579
General Module enhancements................................................................................................ 580
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PIN maintenance................................................................................................................ 580
Partial data masking........................................................................................................... 580
Reports and Processes........................................................................................................ 582
Introduction................................................................................................................................ 582
Naming conventions (reports and processes).......................................................................... 582
Report and process descriptions.............................................................................................. 584
Athletic Grant Term Roll Process (RAPAGRL).................................................................. 584
Athletic Aid Discrepancy Report (RARATAD).................................................................... 586
Applicant Budget Report (RBRABUD)............................................................................... 587
Budget Component Report (RBRBCMP)........................................................................... 592
Period Budget Grouping Process (RBRPBGP)..................................................................593
Simulation processing.................................................................................................. 593
Period Budget Recalc Process (RBRPBRC)..................................................................... 595
Financial Aid EDE Data Load Part 1 Process (RCBTPxx)................................................ 596
California Application Dataload Part 1 (RCPCAxx)............................................................600
FA CSS Dataload Pt 1 (RCPCTxx)....................................................................................602
Permanent or mailing address processing.................................................................. 603
Financial Aid Data Load Table Deletes Process (RCPDTMP)...........................................606
Copy IM Data to FM Process (RCPIMFM)........................................................................ 606
Financial Aid Data Load Part 2 Process (RCPMTCH).......................................................607
Financial Aid EDE Dataload Part 1 (RCPTPxx).................................................................610
Financial Aid Data Load Part 3 Process (RCRTPxx).........................................................613
ISIR Correction/Request Process (REBCDxx)................................................................... 620
COD Print Process (RERCDxx)......................................................................................... 625
Correction Error Report (RERCExx).................................................................................. 629
Importing EDE correction/rejection records (CORExxOP message file)......................629
ISIR Corr/Request Control Report (RERCRCR)................................................................ 630
COD Extract Process (REREXxx)......................................................................................631
COD address requirements and the REREXxx process............................................. 631
Output files................................................................................................................... 631
COD Extract/Import Report (REREXIM)............................................................................ 641
AC report...................................................................................................................... 643
EC report...................................................................................................................... 643
SP report...................................................................................................................... 643
Grant File Import Process (RERFIxx)................................................................................ 647
Pell Grant Message Classes....................................................................................... 647
TEACH Grant Message Classes................................................................................. 647
Grant COD Miscellaneous Report (RERGRNT).................................................................649
COD Import Process (RERIMxx)........................................................................................656
Pell imports...................................................................................................................656
TEACH imports............................................................................................................ 657
Direct Loan imports...................................................................................................... 657
Combined Pell, TEACH, and Direct Loan imports.......................................................657
2013-2014 COD 4.0a File Import (RERIM4A)................................................................... 660
2014-2015 COD 4.0b File Import (RERIM4B)................................................................... 660
2016-2017 COD 4.0c File Import (RERIM4C)................................................................... 661
COD Import/Export Report (RERIMEX)............................................................................. 661
AC report...................................................................................................................... 663
EC report...................................................................................................................... 663
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SP report...................................................................................................................... 663
ISIR Print Process (RERISxx)............................................................................................ 667
Grant Origination Creation Process (RERORxx)............................................................... 669
Conditions for the creation of Pell originations............................................................ 669
Fund Balance Roll Process (RFPFBRL)............................................................................ 673
Fund balance roll option.............................................................................................. 673
Adjusting the prior year allocation amount.................................................................. 674
Account Balance Report (RFRABAL).................................................................................675
Fund Budget Report (RFRBUDG)......................................................................................677
Fund Description Report (RFRFUND)................................................................................678
Simulation Fund Balance Report (RFRSBAL)................................................................... 680
Applicant Comments Report (RHRCOMM)........................................................................ 682
Applicant Comments Purge Process (RHRPCOM)............................................................684
Authorization Report (RJRAUTH).......................................................................................686
Pay Period Report (RJRDPPR)..........................................................................................689
Payroll Load Process (RJRLOAD)..................................................................................... 690
Payroll Exception Report (RJRPAYE)................................................................................696
Earnings Control Report (RJRSEEC).................................................................................699
Direct Loan Fee Change Process (RLPDLFC).................................................................. 701
Direct Loan Origination Creation Process (RLPDLOC)..................................................... 702
Loan Period dates........................................................................................................703
BBAY............................................................................................................................ 703
Academic Year dates................................................................................................... 703
Year in College............................................................................................................ 703
Origination Period amounts..........................................................................................704
Scheduled Disbursement dates................................................................................... 704
Fee and Rebate percent from RLRDFEE....................................................................704
Payment Period start date........................................................................................... 705
Single Origination option.............................................................................................. 705
Student Demographic, Address and Identifier record creation.................................... 705
MPN matching..............................................................................................................705
Direct Loan School Code.............................................................................................705
Direct Loan Batch Update Process (RLPDLUP)................................................................ 708
Direct Loan Reconciliation Reports (RLRDLRC)................................................................710
Report options/hints:.................................................................................................... 713
Subtotals................................................................................................................ 713
Sorting.................................................................................................................... 713
Direct Loan Flat-File Import (RLRDUxx)............................................................................ 714
School code matching..................................................................................................716
Uploading of entrance and exit counseling results files...............................................716
Uploading of school account statement (SAS) files.....................................................717
Uploading of MPN files................................................................................................ 717
Award/Tracking Letter Indicator Reset Process (RLRLETR)............................................. 718
Need Analysis Logging Report (RLRLOGG)......................................................................719
Need Analysis Calculation Process (RNEINxx)................................................................. 720
Results of the INAS Comparison Process (RNECPxx)............................................... 721
FM Need Analysis (RNPFMxx).......................................................................................... 721
Need Analysis Report (RNRNAxx).....................................................................................723
Output format and printing........................................................................................... 723
Transfer Monitoring Application Creation Process (RNRTMAC)........................................724
Process notes...............................................................................................................725
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Transfer Monitoring Extract Process (RNRTMNE).............................................................728
Transfer Monitoring Import Process (RNRTMNI)............................................................... 731
Verification Discrepancy Report (RNRVRFY).................................................................... 733
Update Batch Post Categories (ROPPCAT)...................................................................... 737
Financial Aid New Year Roll Process (ROPROLL)............................................................739
SAP Assignment Process (ROPSAPR)............................................................................. 741
Financial Aid Term Roll Process (ROPTERM).................................................................. 742
User-Defined Data Process (ROPUSER).......................................................................... 743
Audit Log Report (RORALOG)........................................................................................... 744
Basic Applicant Report (RORAPLT)...................................................................................747
Applicant Purge Process (RORAPRG).............................................................................. 748
Audit Mode................................................................................................................... 749
Archive/Purge Logging Records Parameter Settings.................................................. 749
Archive/Purge Applicant Process (RORARCH)..................................................................751
Archive Document........................................................................................................ 751
Batch Posting Process (RORBPST).................................................................................. 753
Calculated Values Process (RORCALC)........................................................................... 754
Financial Aid E-mail (ROREMAL)...................................................................................... 756
FISAP Report (RORFSxx)..................................................................................................760
FISAP reporting within Banner is separated into two steps.........................................760
FISAP definitions..........................................................................................................761
Calculation of automatic zero EFC........................................................................761
Dependent students...............................................................................................762
Independent students............................................................................................ 762
Full-Time................................................................................................................ 763
Calculation of FISAP total income.........................................................................763
Dependent student.................................................................................................764
Independent student.............................................................................................. 765
Creating manual records without FAFSA.............................................................. 765
Dependency........................................................................................................... 767
Level.......................................................................................................................767
With or without bachelor’s or first prof. degree..................................................... 767
Grade Exception Report (RORGRDE)............................................................................... 771
Automatic Group Assignment (RORGRPS)....................................................................... 774
Financial Aid HS/Admission Data Posting (RORHSDP).................................................... 778
Logging Archive/Purge Process (RORLOGA)....................................................................781
Purging RORLOGM and RORLOGD data...................................................................782
Archiving RORLOGM and RORLOGD data................................................................ 782
Financial Aid Registration Report (RORREGS)................................................................. 784
Rules Purge Process (RORRPRG)....................................................................................786
Disbursement Print Process (RPBDDRV).......................................................................... 787
CRC Interface Accounting Feed (RPBLMIA)..................................................................... 787
CRC Disbursement Feed (RPBLMID)................................................................................788
CRC Interface Enrollment Extract (RPBLMIE)................................................................... 791
Packaging Print Process (RPBPDRV)............................................................................... 793
Disbursement Process (RPEDISB).................................................................................... 794
DL Advance Pay.......................................................................................................... 794
Direct Loans and TEACH............................................................................................ 795
TEACH..........................................................................................................................795
Pell Grant and Post 9/11 IASG processing................................................................. 795
Packaging Process (RPEPCKG)........................................................................................799
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Contents
Simulated packaging.................................................................................................... 799
Actual packaging.......................................................................................................... 799
Simulation packaging for applicants already packaged (for repackaging purposes)....800
Running the RPEPCKG process................................................................................. 800
Scheduled Academic Year (SAY) and Borrower-Based Academic Year (BBAY)
Direct Loan processing................................................................................................ 801
Pell Calculation Process (RPEPELL)................................................................................. 807
Processing modifications..............................................................................................808
Web Applicant Info Process (RPPINFO)............................................................................810
Web Applicant Info Purge Process (RPPPINF)................................................................. 812
Student Program Information Process (RPPSPGM)..........................................................813
Processing logic........................................................................................................... 813
Record creation and reporting..................................................................................... 814
Create/Audit Option (Parameter 02)......................................................................815
Fund Code (Parameter 03)................................................................................... 816
Award Roll Process (RPRAROL)....................................................................................... 816
Changing the rolled award amount..............................................................................817
Applicant Disbursement Report (RPRADSB)..................................................................... 819
Award and Disbursement Report (RPRAWDB)................................................................. 820
Applicant Award Report (RPRAWRD)................................................................................822
Award Cancellation Process Report (RPRCNCL)..............................................................823
Direct Loan Compare Extract Process (RPRCPxx)........................................................... 826
Disbursement Schedule Date Update (RPRDDUP)...........................................................827
Promissory Note Manifest (RPRDLPM)............................................................................. 829
Disclosure Statement Printing (RPRDSPT)....................................................................... 834
Direct Loan Flat-File Upload (RPRDUxx)...........................................................................838
School code matching..................................................................................................840
Uploading of entrance and exit counseling results files...............................................840
Uploading of school account statement (SAS) files.....................................................841
Uploading of MPN files................................................................................................ 841
EFT/Disbursement Roster Upload (RPREFTL)..................................................................842
EFT Posting Process (RPREFTP)..................................................................................... 843
Electronic Loan Application Process (RPRELAP)..............................................................844
Electronic Loan Application Extract (RPRELAX)................................................................858
Electronic Loan Change Transaction Extract (RPRELCT).................................................863
Electronic Loan Response Upload (RPRELRU)................................................................ 866
Grant Calculation Process (RPRGRNT)............................................................................ 867
Hold/Release Process (RPRHDRL)................................................................................... 869
Loan Proceeds Aging Report (RPRLNAG)........................................................................ 872
Loan Funding Exception Report (RPRLNEX).................................................................... 873
Direct Loan Record Creation (RPRLORC).........................................................................878
Loan Summary Report (RPRLSUM).................................................................................. 890
Promissory Note Printing Program (RPRPNPT)................................................................ 892
rprpnpt.li4 (subsidized/unsubsidized direct loan MPN), rprpnpt.li6 (grad PLUS loan
MPN), and rprpnpt.li5 (parent PLUS loan MPN) printing instructions.......................... 893
Simulation Award Report (RPRSAWD)..............................................................................900
Financial Aid Student Billing Payment (RPRSBPR)...........................................................902
Shopping Sheet Batch Process (RPRSSBP)..................................................................... 904
Processing logic........................................................................................................... 906
Report layout................................................................................................................ 907
Short-Term Credits Report (RPRSTCR)............................................................................ 907
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Title IV Funds Return Calculation (RPRTIVC)................................................................... 908
Return of Title IV Funds Withdrawal Calculation (RPRTIVI).............................................. 912
Title IV Recipient Withdrawn (RPRTIVR)...........................................................................915
VA Benefits on FAFSA Report (RPRVABN)...................................................................... 919
Validate Award Process (RPRVAWD)............................................................................... 920
Direct Loan awards...................................................................................................... 920
Parameters................................................................................................................... 921
Disbursement Validation Report (RPRVDIS)..................................................................... 921
Parameters................................................................................................................... 922
Applicant Requirements Report (RRRAREQ).................................................................... 923
Exit Interview Requirements (RRREXIT)........................................................................... 929
Selecting the population...............................................................................................929
Graduating Students - both loan and TEACH exit counseling.............................. 929
Withdrawals - both loan and TEACH exit counseling........................................... 929
Low Enrollment - loan exit counseling only...........................................................929
No Enrollment - TEACH exit counseling only..............................................................930
Invalid Major - TEACH exit counseling only................................................................ 930
Selecting the award..................................................................................................... 930
Posting the requirement............................................................................................... 931
Data Discrepancies Report (RSRDSCP)........................................................................... 938
Financial Aid Enrollment Hours (RSRENRL)..................................................................... 942
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System Overview
System Overview
System Overview
This User Guide describes Banner Financial Aid administrative operations to include processing,
associated interfaces, and reporting functions.
With the exception of some version specific terminology (form vs. page, tab vs. section, etc.), this
User Guide describes both Banner Financial Aid 8.x and 9.x implementations.
Documentation 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 9.3.2, April 2017?, Article # 000038152, 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.
Article Number 000031555
•
Summary
Where can I find a list of Banner Financial Aid Tables?
•
Solution
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 layout
This chapter introduces you to Banner Financial Aid.
The following is a list of the sections in this chapter and a brief description of their contents:
•
The Application Summary section provides a description of the application and the problems it
resolves. It also describes the application’s place in Banner in addition to identifying database
and hardware environments.
•
The Functions section describes the key functions of Banner Financial Aid.
•
The Module Integration section explains the interaction of Banner Financial Aid functions.
•
The Financial Aid System Process Flow section diagrams the Banner Financial Aid process.
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System Overview
Application summary
The 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 financial 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®—the advanced relational database management system from Oracle Corporation and SQL
—the standard for database access. By combining this technology with rule-based architecture and
the capability for distributed 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.
Functions
Banner Financial Aid functions are described.
Banner Financial Aid performs the following functions through its integrated modules:
•
Applicant Processing
•
Need Analysis/Verification
•
Requirements Tracking
•
Budgeting
•
Packaging and Disbursement
•
Athletics
•
Funds Management
•
Electronic Data Exchange
•
History and Transcripts
•
Financial Aid Common Functions
•
Student System Shared Data
•
Short-Term Credit
•
Student Employment
•
Loan Processing
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System Overview
•
Return of Title IV Funds
•
Financial 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 integration
1. 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 pages.
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).
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.
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System Overview
Financial Aid system process flow
The Financial Aid system process flow is described.
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System Overview
Naming conventions
The names of all Banner pages are seven characters in length and use the following convention.
PositionR
Locations:
1
O
A
I
N
S
T
2
3
4
5
6
7
Note:
The letters W, Y, and Z have been reserved for the first two characters of all client-developed pages
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 pages, reports, tables, 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:
A
=
Advancement
F
=
Finance
G
=
General
N
=
Position Control
P
=
Human Resources
R
=
Financial Aid
S
=
Student
T
=
Accounts Receivable
If W, Y, or Z appears as the first character of the page name, refer to Note (above).
Position 2: Identifies the primary module owning the page as:
A
=
Athletics
B
=
Budgeting
C
=
Record Creation
E
=
Electronic Data Exchange
(EDE)
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System Overview
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 Page/Table
If W, Y, or Z appears as the second character of the page name, refer to Note (above).
Position 3: Identifies the type of page as:
A
=
Application Page
B
=
Base Table
I
=
Inquiry Page
R
=
Rule Table
T
=
Temporary Table
V
=
Validation Table
Positions 4 - 7: Identifies the unique four-character abbreviation of the page name.
For example, the derivation of ROAINST (Institutional Options Page) is:
R
=
Financial Aid
O
=
Common Functions
A
=
Application Page
INST
=
Institutional Options
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System Overview
Applicant processing
The Applicant Processing module contains the pages that you use on a regular basis for the day-today processing of student financial aid information. All of the pages in this module also exist in other
modules in Banner Financial Aid.
Pages
Applicant Processing pages are described.
The following pages can be found within the Applicant Processing module:
Applicant Status
ROASTAT
Financial Aid Record Maintenance
ROARMAN
Need Analysis
RNANAxx
Need Analysis Processing
RNAPRxx
Need Analysis Document Verification
RNAVRxx
Student Loan Data System
RNASLxx
NSLDS Transfer Monitoring Application
RNATMNT
Need Analysis Result
RNARSxx
Applicant Requirements
RRAAREQ
Applicant Budget
RBAABUD
Applicant Period Budget
RBAPBUD
Award Maintenance
RPAAWRD
Applicant User Defined Data
ROAUSDF
Applicant Non-Year User Defined
ROANYUD
Financial Aid Enrollment
ROAENRL
Applicant High School and Admission Data
ROAHSDT
Summary Academic History Inquiry
RSIHIST
Basic Student Information Inquiry
RSISTDN
Admissions Application Inquiry
RSIAPPL
Account Detail Review Inquiry
RSIAREV
Degrees and Other Formal Awards Inquiry
RSIDEGR
Housing Information Inquiry
RSIHOUS
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System Overview
Prior College Inquiry
RSIPCOL
High School Inquiry
RSIHSCH
Test Score Inquiry
RSITEST
Veteran Certification Inquiry
RSIVETN
Third Party Contract Inquiry
RSICONT
Billing Exemption Inquiry
RSIEXPT
Applicant processing flow
•
Applicant Status (ROASTAT)
The Applicant Status page displays applicant information such as general financial aid status
information, satisfactory academic progress data, admissions status information, financial need
data, and award data.
•
Financial Aid Record Maintenance (ROARMAN)
The Financial Aid Record Maintenance page enables you to review and change most of the
important aspects of a student’s financial aid record from one central page. Specifically, it
displays and updates the following parts of a student’s record:
•
award detail
applicant processing status
enrollment status
satisfactory academic progress
admissions status detail
budget components
other resources
coded and non-coded tracking requirements
Pell Grant status
need analysis information
Need Analysis (RNANAxx)
You can view, enter, and maintain all core financial aid application information on the Need
Analysis page. The information on this page is specific to the aid year and applicant. It is
presented and stored in MDE independent format.
•
Need Analysis Processing (RNAPRxx)
Use the Need Analysis Processing page to view and process both (Federal Methodology) FM
and (Institutional Methodology) IM calculations for a specified aid year. The page allows you
to view the data and process data changes for both calculations, side-by-side. After data is
loaded and modified (if required), this page can be used to perform need analysis (either FM
using the Banner FM Need Analysis product, IM using INAS, or both) and receive new need
analysis results. This page 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 page (RNANAxx),
including the ability to perform need analysis, to add a need analysis record manually, and to use
Pell Corrections functionality.
•
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System Overview
Use the Need Analysis Document Verification page to verify the data that exists in the student's
application record with physical tax forms and other documents submitted by the student. This
page includes student application and verification records, in addition to parent application and
verification data.
•
Student Loan Data (RNASLxx)
You can view and maintain National Student Loan Data System (NSLDS) information on
the Student Loan Data System page. Load the NSLDS data from files received through the
Electronic Data Exchange (EDE) process or from the Applicant Data Reporting Service from the
Department of Education.
•
NSLDS 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 request Financial Aid History records (NSLDS). Data entered on this
page 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.
•
•
Need Analysis Result (RNARSxx)
Use the Need Analysis Result page 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.
Applicant Requirements (RRAAREQ)
Use the Applicant Requirements page to assign tracking requirements to a financial aid applicant
for a specified aid year. A tracking 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.
•
Applicant Budget (RBAABUD)
Use the Applicant Budget page 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.
•
Applicant Period Budget (RBAPBUD)
Use the Applicant Period Budget page 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 predefined or calculated using algorithmic rules to customize the amount assigned based on user
defined criteria.
You can also use RBAPBUD to assign an aid period, period based budget group(s), and a Pell
Budget to a student.
•
Award Maintenance (RPAAWRD)
Refer to the Award Maintenance page to maintain packaging information for an applicant.
•
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System Overview
Refer to the Applicant User-Defined Data page to view the user-defined fields for an applicant.
•
Applicant Non-Year User Defined Data (ROANYUD)
Refer to the Applicant Non-Year User Defined Data page to view the non-year user defined fields
for an applicant.
•
Financial Aid Enrollment (ROAENRL)
Use ROAENRL to maintain Banner Financial Aid hours and display Banner Student hours.
•
Applicant High School and Admission Data (ROAHSDT)
Use ROAHSDT to enter the information necessary to record whether the student meets TEACH
Grant eligibility requirements, and specific Ability-to-Benefit eligibility information for the student.
•
Student 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 pages that contain information concerning recruiting,
admissions, registration, general student information, housing, accounts receivable, and
academic history.
Need Analysis
In 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.
Need Analysis pages
The following pages are included within the Need Analysis module. For more information about a
specific page, select Help > Online Help from that page in Banner.
Need Analysis
RNANAxx
Need Analysis Processing
RNAPRxx
Supplemental Need Analysis
RNASUxx
Country Coefficient Validation
RTVCCOE
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
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System Overview
Assumption Rules Inquiry
RCIASMP
Miscellaneous Results Inquiry
RNIMSxx
Need Analysis Global Policy Options Rules
RNRGLxx
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
Need Analysis online recalculation process flow narrative
•
Financial 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 record 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 performed by the College
Scholarship Service (CSS) Institutional Need Analysis System (INAS).
•
Need 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 page (RNRGLxx). In addition, individual student overrides
for both methodologies can be made on the Applicant Override (RNAOVxx) page.
•
Pell 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.
When running the Need Analysis Calculation online from a page, 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).
•
Need Analysis Results
Need Analysis Results can be seen online on both the Need Analysis Result page (RNARSxx)
and the Calculated Need Analysis Detail Inquiry page (RNINAIQ). In addition, both types of need
analysis calculations produce a printed report.
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System Overview
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:
•
Requirement Definition – defines an unlimited number of application requirements
•
Grouping of Students – places students with similar characteristics into groups and assigns the
same requirements to all students in the same group
•
Mass Entry – allows entry of information about multiple documents/requirements for multiple
students on one screen
•
Letter Generation – 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.
Requirements Tracking pages
The following pages are included within the Requirements Tracking module. For more information
about a specific page, select Help > Online Help from that page in Banner.
Applicant Requirements
RRAAREQ
Applicant 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
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
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System Overview
Requirements Tracking process flow narrative
•
Financial 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 additional documents need to be supplied.
•
Create Applicant Requirement Records
Applicant requirement 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 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 Tracking 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.
•
Requirement Tracking Group Codes and Rules
The Financial Aid Office establishes the Requirement Tracking Group codes and rules that
associate specific groups with specific sets of tracking components.
•
Applicant 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
or Memo processes, and the fund code of a specific fund or period to which the requirement is
linked.
•
Additional 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 requirements at
any time.
•
Other 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.
•
Send Requirements Tracking Notifications 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.
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System Overview
In addition, an e-mail message can also be sent, notifying the student to access Banner SelfService and view any outstanding requirements that may be needed.
•
Applicant Documents
After being notified of the request for documents, applicants send those documents to the
Financial Aid office.
•
Post 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.
Budgeting
The 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:
•
Aid Year Budgeting
– Budget component assignment – assigns a pre-defined set of budget components and values
to applicants according to their budget group for the aid year.
– Budget averaging – creates a budget which is a weighted average of two or more budgets
using the mixed budgeting feature.
– Multiple budgets – assigns a Pell Budget plus one additional budget.
– Transaction Log – maintains an online log of all budget changes when the appropriate tables
and columns have been activated for logging.
•
Period Based Budgeting
– Budget component assignment – 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.
– Budget categories – 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.
– Multiple budgets – 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).
– Simulated Budgeting – permits you to design and run what-if budgeting analysis.
– Budget Recalculation Process - provides the ability to recalculate the budget components for
an applicant without re-assigning a student to a new budget group.
– Transaction Log – maintains an online log of all budget changes when the appropriate tables
and columns have been activated for logging.
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System Overview
Budgeting pages
The following pages can be found within the Budgeting module. For more information about a
specific page, select Help > Online Help from that page in Banner.
Aid Year budgeting
Applicant Budget
RBAABUD
Financial Aid Record Maintenance
ROARMAN
Applicant Comments
RHACOMM
Applicant Immediate Process
ROAIMMP
Aid Year budgeting control
Budget Component Rules
RBRCOMP
Financial Aid Selection Rules
RORRULE
Budget Group/Type Rules
RBRGTYP
Message Rules
RORMESG
Budget Inquiry
RBIBUDG
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
Period budgeting
Applicant Period Budget
RBAPBUD
Financial Aid Record Maintenance
ROARMAN
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System Overview
Applicant Comments
RHACOMM
Applicant Immediate Process
ROAIMMP
Applicant Budget by Period
RBIABPR
Period Budget Category Inquiry
RBIPBCT
Period Budget Simulation
RBRSIMR
Period budgeting control
Period Budget Detail Rules
RBRPBDR
Period Budgeting Aid Year Rules
RBRPBYR
Period Budget Group Aid Year Rules
RBRPBGR
Algorithmic Budgeting Rules
RBRABRC
Algorithmic Support
RORALGS
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
Budgeting process flow narrative
•
Financial 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
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System Overview
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.
•
Create 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 online, either manually or automatically. Individual budget components can be manually
assigned to applicants online as well.
•
Budget 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.
•
Budgeting Group Codes and Rules
The Financial Aid Office establishes the Budgeting Group codes and rules that associate specific
groups with specific sets of budget components.
•
Applicant 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. offcampus, graduate vs. undergraduate, and so on. If you are processing using Aid Year budgeting,
an individual applicant can have at most two different budgets – 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.
•
Other 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.
•
Budget Information Can be Included in Award Notifications to Applicants
Letters that are sent to applicants detailing 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 SelfService.
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Packaging and Disbursement
The 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 included in the Packaging and Disbursement module:
•
User-Defined Packaging – permits applicants to be assigned into an unlimited number of
packaging groups, which have a unique set of user-defined packaging formulas
•
Algorithmic 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.
•
Simulated Packaging – permits you to design and run what-if packaging analysis
•
Letter Generation – allows you to produce an unlimited number of different types of award letters
•
Transaction Log – maintains an online log of all packaging changes
Packaging and Disbursement pages
The following pages are included within the Packaging and Disbursement module. For more
information about a specific page, select Help > Online Help from that page in Banner.
Packaging and Disbursement module
Packaging Maintenance
RPAAPMT
Award Maintenance
RPAAWRD
Applicant Borrower-Based 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 Maintenance
RPAARSC
Applicant High School and Admission Data
ROAHSDT
Applicant Comments
RHACOMM
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Applicant Immediate Process
ROAIMMP
Applicant Award by Period
RPIATRM
Packaging Group Fund Source Maximums
Rules
RPRFSRC
Packaging and Disbursement control
Financial Aid Selection Rules
RORRULE
Algorithmic Packaging Rules
RPRALGR
Borrower-Based Academic Year Data
RORBBAY
Financial Aid CIP Code Rules
RPICIPC
State Advanced/Honors Program Codes
RPISAHP
Packaging Group Fund Rules
RPRGFND
Default Packaging Rules
RPRDEFR
Packaging Rules
RPRPCKR
Exemption Rules
RPREXPT
Third Party Contract Rules
RPRCONT
Packaging Options
RPROPTS
Audit Grading Mode
RPRAUDT
Packaging Group Fund Category Maximums
Rules
RPRFCAT
Group Inquiry
ROIGRPI
Class Code Translation
RPRCLSS
Financial Aid Major Rules
RPRMAJR
Federal Shopping Sheet Setup
RPRSHOP
Algorithmic Packaging Rule Code Validation
RTVALGR
Borrower-Based Academic Year Type Validation RTVBBTP
Award Status Validation
RTVAWST
Fund Category Validation
RTVFCAT
Packaging Group Validation
RTVPGRP
Resource Code Validation
RTVARSC
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Packaging process flow narrative
•
Financial 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 current record, along with other information from other Banner
systems, will be used to determine funds awarded to a student.
•
Assign 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.
•
Packaging 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.
•
Packaging 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.
•
Applicant 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.
•
Need 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.
•
Packaging 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.
•
Applicant 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.
•
Additional 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.
•
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Manual packaging can be performed online at any time for an applicant (that is, before or after
automatic packaging).
•
Send 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.
•
Post Applicant Acceptance/Rejection
Applicant responses to award letters can be updated manually online. Students can optionally
accept awards using Banner Self-Service.
Athletics
Use the Athletics module to maintain athletic, scholarship, and donor information.
Through this module, you have the ability to:
•
Set up and track scholarship information by period.
•
Enter default potential values for grants by Sport Code.
•
Maintain donor and scholarship demographic information.
•
Select specific types of thank you notes donors will receive.
•
Select specific groups whose grades will be reported to donors.
•
Track specific team sport information by period.
Athletics pages
The following pages can be found within the Athletics module. For more information about a specific
page, select Help > Online Help from that page in Banner.
Athletics module
Potential Athletic Grant Defaults
RAAPAGD
Sport Aid by Period
RAASPTM
Team Sport Period Aid
RAITMTM
Athletics control
Athletic Aid Type Validation
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Financial Aid Sport Validation
RTVFASP
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 RAASPTM. This report should be used to determine if a student’s award
information has been updated after 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 Management
The Funds Management module defines and monitors an unlimited number of funds, fund types,
and fund associated eligibility rules for purposes of awarding and disbursing financial aid.
This module provides you with the following features:
•
Packaging Options - provides the ability to set packaging options by aid year and fund
•
Disbursement Options - offers the ability to set disbursement options by fund and aid year
•
Fund Comments, Budget Rules, Detail Code Rules - allows comments by fund, linking awarding
to students COA and linking disbursement to actual charges the student incurs.
•
Applicant Requirements – allows application requirements to be associated with individual funds
assigned to the student’s tracking record when the fund is packaged
•
Fund Messages – permits messages that are unique to a specific fund to be printed in the award
letter
•
Awarding and Disbursement Schedules - allows award schedules, by aid period or by fund and
aid period and disbursement schedules by aid period or by fund and aid period
•
Fund Award and Disbursement Rules - allows for user defined awarding and disbursement rules
by fund
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Funds Management pages
The following pages are included within the Funds Management module. For more information
about a specific page, select Help > Online Help from that page in Banner.
Fund Management
RFRMGMT
Funds Management
ROAMGMT
Fund Budget Inquiry
RFIBUDG
Federal Fund ID Inquiry
RFIFFID
Federal Rules Inquiry
RPIFEDR
Default Award and Disbursement Schedule
Rules
RFRDEFA
Fund Award and Disbursement Schedule Rules
RFRASCH
Financial Aid Selection Rules
RORRULE
Fund Base Data
RFRBASE
Fund Enrollment Rules
RFRENRR
Fund Mass Update Rules
RFRMUPD
Donor and Scholarship Demographics
RFADSCD
Fund Source Code Validation
RTVFSRC
Financial Aid Fund Type Validation
RTVFTYP
Grades to Donor Validation
RTVGRDD
Reviewed Validation
RTVREVW
Scholarship Source Validation
RTVSSRC
Thank You Letter Validation
RTVTYLT
Funds Management process flow narrative
•
Define 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) pages.
•
Standard Award & Disbursement Schedules
Standard awarding and disbursement schedules for each aid period are set up on the Default
Award and Disbursement Schedule Rules (RFRDEFA) page.
•
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Aid Year-specific fund records contain information about monies available to be awarded,
packaging options, disbursement options, messages, and comments. This is defined on the
Fund Management (RFRMGMT) page.
•
Create 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) page.
•
Create Fund Awarding Rules (optional)
Awarding rules specific to the fund are created on the Financial Aid Selection Rules (RORRULE)
page.
•
Packaging Process
The rules established in the Funds Management are used extensively in the Packaging process.
•
Create Fund Disbursement Rules (optional)
Disbursement rules specific to the fund are created on the Financial Aid Selection Rules
(RORRULE) page.
Electronic Data Exchange
The Electronic Data Exchange module is described.
The Electronic Data Exchange module enables you to perform the following functions:
•
Applicant Record Creation – Load ISIRs into the Banner Financial Aid System
•
Online Need Analysis – Use online need analysis verification pages to log data changes to an
applicant’s record.
•
ISIR Correction/Request Processing – Create data files for transfer to the Central Processor.
•
COD Processing – Creates data files for transfer to COD using information from the Banner
Financial Aid database.
•
Data File Generation – Send data files generated by Banner Financial Aid to the EDE Central
Processor.
Electronic Data Exchange pages
The following pages can be found within the Electronic Data Exchange module. For more
information about a specific page, select Help > Online Help from that page in Banner.
ISIR Correction/Request
REACORR
Batch Control
RPIBATC
COD Document Control
REICODD
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Miscellaneous Results Inquiry
RNIMSxx
Grant Origination/Acknowledgement
REAORxx
Grant Disbursement/Acknowledgement
READIxx
Student Subsidized Usage Information
RPASSUI
TEACH Grant Agreement to Serve
RPATATS
Rejection Code Validation
RTVRJCT
Assumption Rules Inquiry
RCIASMP
Summary Statement of Account Inquiry
REISSOA
Detail Statement of Account Inquiry
REIDSOA
Data Request Record
RERRDRQ
Multiple Reporting Record Inquiry
REIRMRR
COD Year to Date Grant Summary
REIYTDS
COD Year to Date Grant Origination
REIYTDO
COD Year to Date Grant Disbursement
REIYTDD
COD Grant Reconciliation
REIRECN
NSLDS Transfer Monitoring Application
RNATMNT
COD Student Information
REACODS
COD Entity ID Rules
RORCODI
Applicant High School and Admission Data
ROAHSDT
Unmatched COD Records
REAUCOD
Financial Aid CIP Code Rules
RPICIPC
State Advanced/Honors Program Codes
RPISAHP
Electronic Counseling Status
RPILECS
Ability-to-Benefit Test Score Rules
RORTESC
Ability-to-Benefit Test Administrators Rules
RORTADM
Ability-to-Benefit Test COD Rules Inquiry
ROIATBT
Electronic Data Exchange process flow narrative
•
Student 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.
•
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– Ensure that rules for EDE Correction logging are established.
– Make the necessary data changes on the RNANAxx, RNAVRxx, RNAOVxx and RNAPRxx
pages.
– Run the Need Analysis Logging Rpt (RLRLOGG) to move the data from the temporary log
tables to the permanent log tables.
– Review corrections on the ISIR Correction/Request (REACORR) page. Corrections can be
deleted from this page manually.
– Run 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.
– Transfer the data file from Banner to your PC. You must download the data file to a PC to
transmit the information electronically to the CPS through EdConnect.
•
School using Federal SAIG Network
The school uses the SAIG Network to load revised ISIRs.
•
Central 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.
•
Create 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 processed by the programs that will load the data into the Financial Aid
database.
•
FILECAT on PC (optional)
Use the File Concatenation Process (FILECAT) to combine multiple ISIR files into one file for
uploading to Banner.
•
Banner Data Load Process
Run the Data Load process to load financial aid applicant records into Banner from external
sources.
•
Create 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.
•
Create 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.
•
Print Revised ISIR (optional)
You can print valid ISIR records directly from Banner using the RERISxx process.
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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:
•
NSLDS Transfer Monitoring and FAH Requests– Applicant history of funds awarded at your
institution (and other institutions).
•
Provides for the ability to enter Pre-Banner Award History.
History and Transcripts pages
The following pages are included within the History and Transcripts module. For more information
about a specific page, select Help > Online Help from that page in Banner.
NSLDS Transfer Monitoring Application
RNATMNT
Pre-Banner Award Summary
RHAPBAW
Fund Sequence History Inquiry
RHIAFSH
Applicant Comments
RHACOMM
Note: Student Financial Aid history may also be viewed on the Student Loan Data (RNASLxx)
page.
History process flow
•
Enter/Convert Pre-Banner Award Summary Data
Historical data that exists in any pre-Banner Financial Aid that is needed for printing on financial
aid transcripts should either be run through a conversion process, or entered manually online.
•
Enter Applicant Comments
Free-form applicant comments are maintained in the History module.
•
Create NSLDS Transfer Monitoring and FAH Requests
Financial Aid Common Functions
The Financial Aid Common Functions module maintains frequently used financial aid functions.
This module provides you with the following features:
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•
Data Management – allows the entry of rules to control the loading of student and financial aid
records into the database from external sources
•
Common Function Controls – 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
•
Page Call Sequencing (Quick Flow) – Allows the definition and execution of a series of functions
in a predefined order
Financial Aid Common Functions pages
The following pages are included within the Financial Aid Common Functions module. For more
information about a specific page, select Help > Online Help from that page in Banner.
General Person Identification
SPAIDEN
Person Name/ID Search
ROAIDEN
FISAP Person Maintenance
ROAFSAP
Aid Year Inquiry
ROIAIDY
Group Inquiry
ROIGRPI
Data Log Inquiry
ROIILOG
Logging Activity Inquiry
ROILOGA
Message Code Inquiry
ROIMESG
SAR ID Inquiry
ROISARI
Financial Aid Term Code Inquiry
ROITERM
Periods Inquiry
ROIPRDS
Financial Aid Integration Rules
RORINTR
Saved Output Review
GJIREVO
Applicant Common Functions
*RESAPPLCT
Financial Aid Record Maintenance
ROARMAN
Applicant Status
ROASTAT
Applicant Pell Grant
ROAPELL
Applicant Non Year User-Defined Data
ROANYUD
Applicant User-Defined Data
ROAUSDF
Applicant Holds
ROAHOLD
Applicant Data Log Inquiry
ROIALOG
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Applicant Data Log Application
ROAALOG
Applicant Immediate Process
ROAIMMP
Applicant Comments
RHACOMM
Applicant Summary
ROASMRY
Applicant Messages
ROAMESG
Applicant High School and Admission Data
ROAHSDT
Financial Aid Enrollment
ROAENRL
Applicant Status Inquiry
ROIASIQ
Applicant Mail
RUAMAIL
Financial Aid Common Functions Control
*RESCOMNCM
Global Institution Financial Aid Options
ROAINST
U.S. Specific Institution Financial Aid Options
ROAUSIO
Section 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
Academic Year Rules
RORACYR
Project Based Parameter Setup
RORPARM
Miscellaneous Parameters
RORMPRM
Data Log Rules
RORDATA
Message Rules
RORMESG
General Algorithmic Rules
RORALGO
Batch Posting Rules
RORPOST
SAP Translation Rules
RORSTRF
Aid Period/Period Rules
RORTPRD
Scheduled Academic Year Rules
RORSAYR
Aid period Base Rules
ROBAPRD
Scheduled Academic Year Validation
RTVSAYR
Period Base Data
RORPRDS
General Algorithmic Rules Validation
RTVALGO
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System Overview
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 Administrators Rules
RORTADM
Ability-to-Benefit Test COD Rules Inquiry
ROIATBT
Data Management
*RESDATA
Financial Aid Suspended Records Maintenance
RCRSUSP
Data Source Rules
RCRDTSR
Interface Data Translation Rules
RCRTPTR
Name Translation Rules
GORNAME
Common Matching Rules
GORCMRL
Common Matching Source Rules
GORCMSC
Data Source Code Validation
RTVINFC
Common Matching Source Code Validation
GTVCMSC
QuickFlow Sequence
*RESCOMNCA
QuickFlow
GUAQGFLW
QuickFlow Definitions
GUAQUIK
QuickFlow Code Validation
GTVQUIK
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Common Functions process flow narrative
Common Functions tables, pages, reports and batch processes are utilized by all other Financial
Aid modules. Common Functions support other modules' processes, but don't clearly fit into any one
other module.
Examples of Common Functions tables are the 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:
•
Recruiting
•
Admissions
•
Registration
•
Housing
•
Accounts Receivable
•
Academic History
Student System Shared Data pages
The following pages are included within the Student System Shared Data module. For more
information about a specific page, select Help > Online Help from that page in Banner.
Summary Academic History Inquiry
RSIHIST
Basic Student Information Inquiry
RSISTDN
Admissions Application Inquiry
RSIAPPL
Account Detail Review Inquiry
RSIAREV
Degrees and Other Formal Awards Inquiry
RSIDEGR
Housing Information Inquiry
RSIHOUS
Prior College Inquiry
RSIPCOL
High School Inquiry
RSIHSCH
Test Score Inquiry
RSITEST
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System Overview
Veteran Certification Inquiry
RSIVETN
Third Party Contract Inquiry
RSICONT
Billing Exemption Inquiry
RSIEXPT
Student System Shared Data process flow narrative
Through the Student System Shared Data module, Banner Student data is shared with the Financial
Aid system.
This module consists of inquiry-only pages that contain information that the Financial Aid system
requires for processing.
This data is available through these shared views, instead of through direct access 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.
Short-Term Credit pages
The following pages are included within the Short-Term Credit module. For more information about
a specific page, select Help > Online Help from that page in Banner.
Short-Term Credit Detail
RPASTCD
Short-Term Account Maintenance
RPRSTAM
Short-Term Credit Inquiry
RPISTCI
Certification Initials Validation
RTVCINT
Repayment Source Validation
RTVRPSR
Short-Term Credit process flow narrative
•
Short-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).
•
Short-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).
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System Overview
•
Determine Loan Eligibility
After Short-Term Credit has been requested, the Financial Aid Office must determine whether
the applicant is eligible for the loan (RPASTCD).
•
Student Receives Short-Term Credit
After the Financial Aid Office has determined the eligibility of the applicant and the loan amount,
this information is recorded online (RPASTCD).
•
Student 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.
This module provides you with the following features:
•
Work Authorization - allows processing of the student’s work location, employment dates, rate of
pay, and authorized hours and earnings
•
Work Referrals - allows processing of student work referrals for multiple jobs
•
Mass Entry of Time - allows the mass entry of earnings for adjustments or initial entry of earnings
•
Departmental Time Reports - permits submission and monitoring of the student’s hours worked
Student Employment pages
The following pages are included within the Student Employment module. For more information
about a specific page, select Help > Online Help from that page in Banner.
Student Employment Authorization
RJASEAR
Student Employment Referral
RJASERF
Student Employment Mass Entry
RJASEME
Student Employment Work History
RJISEWH
Student Employment Control
*RESEMPLCM
Student Employment Default Rules
RJRSEDR
Payroll Load Control
RJRPAYL
Placement Rules
RJRPLRL
Placement Base Data
RJAPLBD
Job Title Base Data
RJRJOBT
Job Title Requirements
RJRJREQ
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System Overview
Referral Status Validation
RTVRFST
Employment Authorization Status Validation
RTVAUST
Student Employment process flow narrative
•
Placement Rules
Placement rules define the Position, Allocation, Employee Class, Chart of Accounts code,
and Organization code with which a Placement code is associated (RJRPLRL).
•
Payroll 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).
•
Finance 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).
•
Finance 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).
•
Create Referrals
Position referrals are created for each employed student by Placement code (RJASERF).
•
Create 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 Work History table (RJASEAR).
•
Employment 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).
•
Applicant Awards, Work History, and Payroll Earnings
These data elements are used in the creation of position referrals (RJASERF).
•
Payroll Load Process
This process updates Financial Aid student employment data with actual payroll earnings and
produces the Payroll Load Process (RJRLOAD).
•
Payroll 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).
•
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System Overview
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 Processing
This module enables you to process Direct Loans, CommonLine Loans, and Manual Loans.
Banner Financial Aid clients who process Pell 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.
Loan Processing pages
The following pages are included within the Loan Processing module. For more information about a
specific page, select Help > Online Help from that page in Banner.
Direct Loan Processing
Direct Loan Origination
RLADLOR
COD Student Information
REACODS
Direct Loan PLUS Borrower
RLADBOR
Applicant Direct Loan MPN
RLADMPN
Applicant PLUS Application
RLAPAPP
Unmatched COD Records
REAUCOD
Applicant Borrower-Based Academic Years
RPABBAY
Applicant Borrower-Based Academic Year Detail RPABDTL
Direct Loan Origination Fee Rules
RLRDFEE
Direct Loan Origination
RPALORG
Scheduled Academic Year Rules
RORSAYR
Borrower-Based Academic Year Data
RORBBAY
Batch Control
RPIBATC
COD Document Control
REACODD
Direct Loan Corrections
RPADLCR
Promissory Note
RPAPROM
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System Overview
Loan Electronic Counseling Status
RPILECS
Direct Loan Cash Drawdown
RPACASH
Direct Loan Account Summary
RPIDLAS
COD State Codes Rules
RTVCDST
COD Nation Codes Rules
RTVCDNT
Loan Parent Inquiry
RPILPAR
Unmatched COD Records
RPAUCOD
Electronic Loan Processing
Electronic Loan Application
RPAELAP
Student Lender History Data
RPASLND
Loan Disbursement
RPALDSB
Change Transaction Record Request
RPACTRR
Electronic Payment Receipt
RPAEPMT
Electronic Loan Disbursement
RPAELDB
Loan Parent Inquiry
RPILPAR
Batch Control
RPIBATC
Electronic Counseling Status
RPILECS
Manual Loan Processing
Loan Application
RPALAPP
Loan Disbursement
RPALDSB
Loan Parent Inquiry
RPILPAR
Loan Control
Loan Period Base Data
RPRLPRD
Lender Base Data
RPRLNDR
Lenders/Disbursing Agents Rules
RPRLNDA
Loan Options
RPRLOPT
Class Code Translation
RPRCLSS
Federal Rules Inquiry
RPIFEDR
Loan Status Validation
RTVLNST
Certification Initials Validation
RTVCINT
COD State Code Rules
RTVCDST
COD Nation Codes Rules
RTVCDNT
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System Overview
COD Document Control
REACODD
Unmatched COD Records
REAUCOD
Direct Loan Logging Control Inquiry
RLIDLLC
Manual Loan process
•
Student Returns Completed Application
•
Determine Award Amount
The loan amount is determined based on need.
•
Create/Update Loan Information
The loan information is created and maintained on the Loan Application (RPALAPP) page.
This page is used 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.
•
Manually Record Check
When 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) page.
•
Generate 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 you 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.
•
Identify Title IV institutional change, such as aid year, and manual refund detail codes.
•
Record authorizations from students to authorize the use of Title IV aid to pay off non-allowable
charges, prior year minor institutional charges, or hold excess Title IV aid for future use.
•
Allow application of payments to pay off only allowable charges, or to pay off all charges based
on user authorization. You can also choose to apply 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.
•
Identify original charges as required for the return calculation.
•
Define break periods within the period of enrollment.
•
Identify Title IV recipients who have fully withdrawn, or are no longer in attendance.
•
Determine the enrollment period and the point in the period that enrollment terminated.
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System Overview
•
Determine a student’s institutional charges, Title IV aid, and percentage of enrollment period
completed to calculate the Title IV repayment.
•
Determine the amount of Title IV aid that should be returned to the Title IV programs by the
institution or student, or post-withdrawal disbursed to the student.
•
Refund Title IV credits.
Return of Title IV Funds pages
The following pages are included within the Return of Title IV Funds module. For more information
about a specific page, select Help > Online Help from that page in Banner.
Return of Title IV Funds Calculation
RPATIVC
Return of Title IV Funds Calculation Inquiry
RPITIVC
Return of Title IV Funds process flow
•
Run the Title IV Recipients Withdrawn Process.
Determine students who have withdrawal records by running the Title IV Recipients Withdrawn
(RPRTIVR) process.
•
Calculate the Title IV fund amount to be returned to students.
– Batch Process: Calculate the Title IV fund amount to be returned to students by running the
Title IV Fund Return Calc (RPRTIVC) process.
– Online Process: Calculate the Title IV fund amount to be returned to an individual student by
using the Return of Title IV Funds Calculation (RPATIVC) page.
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.
•
(Optional) Review calculations for all students by running Return of Title IV Funds With
(RPRTIVI) process.
•
(Optional) Review individual student records using the Return of Title IV Funds
Calculation Inquiry (RPITIVC) page.
•
Update the student’s award based on the results of the Return of Title IV Calculation.
•
Run the Disbursement Process to update the paid amounts for affected funds.
•
The business office returns the money to the appropriate Title IV funds.
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System Overview
Financial Aid Self-Service
This module functions with the Financial Aid Self-Service product.
The Web Processing rules tab on the ROAINST page 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 in addition to the data that is displayed.
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 pages 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 applicant to complete Terms and Conditions before 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 page to store the lenders for a
student by program (Stafford, Parent PLUS, Graduate PLUS). You may provide the ability for an
applicant to select a lender if one does not exist for the applicant in Self-Service; the information
submitted can 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
pages similar to viewing Requirement documents scanned and visible on Requirements Tracking.
Financial Aid Self-Service pages
The following pages are included within the Financial Aid Self-Service module. For more information
about a specific page, select Help > Online Help from that page in Banner.
Web Applicant Reported Information
RPAINFO
Award Maintenance
RPAAWRD
Package Maintenance
RPAAPMT
Financial Aid Record Maintenance
ROARMAN
Applicant Requirements
RRAAREQ
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System Overview
Resource Maintenance
RPAARSC
Student Lender History Data
RPASLND
Financial Aid Self-Service Control
*RESWEBCM
Global Institution Financial Aid Options
ROAINST
Fund Management
RFRMGMT
Funds Management
ROAMGMT
Fund Base Data
RFRBASE
Third Party Contract Rules
RPRCONT
Exemption Rules
RPREXPT
Message Rules
RORMESG
Lender Base Data
RPRLNDR
Miscellaneous Parameters
RORMPRM
Web 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
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Processing
Processing
Processing
This 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 using 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 programs 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
About this task
Procedure
1. Set Up Rule and Validation pages (Annually)
Enter requirement codes and statuses on the Data Source Code Validation (RTVINFC) page
for the EDE source to allow Banner to post documents indicating that a federal application has
been received.
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Processing
•
Use the Interface Data Translation Rules (RCRTPTR) page to convert codes on incoming
federal application records to valid Banner values if your school will load all application
records.
•
Enter values and rules on Banner General Common Matching pages used for matching
incoming application records to existing person records in Banner.
•
Establish the matching source and parameter set on Data Source Rules (RCRDTSR) page
for the aid year and data source used for the processing of individual records from the
Financial Aid Suspended
•
Financial Aid Suspended Records Maintenance (RCRSUSP) page.
•
Set fields on the Global Institution Financial Aid Options (ROAINST) page 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 (FILECAT) to combine multiple EDE files downloaded
through 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 incoming EDE ISIR files to a set of temporary tables.
The temporary tables accommodate files for more than one aid year and for more than one data
source.
4. Match Incoming Records to Existing Banner Records (RCPMTCH)
The RCPMTCH process uses the matching rules established on the Banner General Common
Matching pages 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) page (See Step 7).
6. Resolve Records on the Financial Aid Suspended Records Maintenance (RCRSUSP) page.
Review each Suspended, Duplicate, and Error record on the RCRSUSP page. 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 pages to assist in
suspense resolution. If a match is determined, use the Select ID button in the Data Load
Record section to update the ID and determine the match status. Select the Load button to load
individual New and Match records to the production tables through 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)
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Processing
You must run RCRTPxx again if you did not load files individually after identifying them as
Matched or New on the RCRSUSP page. This loads the files you marked from temporary tables
to production tables and 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 temporary 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 page (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
About this task
Procedure
1. Set Up Rule and Validation pages (Annually)
Enter requirement codes and statuses on the Data Source Code Validation page (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 page (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
pages used for matching incoming application records to existing person records in Banner.
Establish the matching source and parameter set on the Data Source Rules page (RCRDTSR)
for the aid year and data source used for the processing of individual records from the Financial
Aid Suspended Record Maintenance page (RCRSUSP). Set fields on the Institution Financial
Aid Options page (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 files for more than one aid year and for more than one data
source.
3. Match Incoming Records to Existing Banner Records (RCPMTCH)
The RCPMTCH process uses the matching rules established on the Banner General Common
Matching pages to compare incoming CSS PROFILE 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,
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Processing
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 page (RCRSUSP) (see Step 7).
5. Resolve Records on the Financial Aid Suspended Records Maintenance (RCRSUSP) page.
Review each Suspended, Duplicate, and Error record on the RCRSUSP page. 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 pages to assist in
suspense resolution. If a match is determined, use the Select ID button in the Data Load
Record section to update the ID and determine the match status. Select the Load button to load
individual New and Match records to the production tables through 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 page. This loads the files you marked from temporary tables
to production tables and 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 temporary 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 page (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.
Setting up rule and validation pages for Data Load
Build the Interface Data Code Validation (RTVINFC) page
The Interface Data section 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 tracking requirement record
when the first application record for that source is loaded into Banner.
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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) page is populated.
The Aid Year Specific Rules section 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-specific tracking requirement with each entry. If you choose to enter aid-year
specific requirements, the tracking entries on the Interface Data section are ignored.
Build the Interface Data Translation Rules (RCRTPTR) page
This page 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 page 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 page, 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 page, 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 provide data for major or prior schools attended on the FAFSA, or the CSS
PROFILE, Banner Data Load still requires at least the default and (*) entries for the MAJR, MRTL,
and SBGI tables. A Default entry is not required for the CITZ table.
Sample EDE record data values are as follows.
Table Name
Data Value
Converted Value
MAJR
*
Value for undeclared major STVMAJR
MAJR
DEFAULT
Value for undeclared major STVMAJR
MRTL
*
Value for single - STVMRTL
MRTL
1
Value for single - STVMRTL
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Table Name
Data Value
Converted Value
MRTL
2
Value for married - STVMRTL
MRTL
3
Value for single or separated STVMRTL
MRTL
DEFAULT
Value for single - STVMRTL
SBGI
*
Institution’s School Code STVSBGI
SBGI
DEFAULT
Institution’s School Code STVSBGI
CITZ
*
Value for U.S. Citizen –
STVCITZ
CITZ
1
Value for U.S. Citizen STVCITZ
CITZ
2
Value for U.S. Citizen STVCITZ
CITZ
3
Value for Non-Citizen STVCITZ
Build the Global Institution Financial Aid Options (ROAINST) page
Codes in various fields on this page 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 Default Aid Period Rule Code, Current Term Code, Current Period,
Initial SAP Code. You may optionally define a Default Expected Enrollment status for the aid
year or an algorithmic rule to calculate the expected enrollment status in addition to a Default
Expected Enrollment status for each period in the applicant's aid period using a specific value or an
algorithmic rule.
Build the User-Defined Variables Description (RORUSER) page
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 page. Enter the CSS Profile question number and a description for each question
that students will complete. After the data is loaded, you can view the results on the Applicant UserDefined Data (ROAUSDF) page.
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Define the Common Matching Source Code Validation (GTVCMSC) page
Define the Common Matching Source Code Validation.
Enter a Matching Source code (name) and a Description on the Common Matching Source Code
Validation page (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) page
Set up default information for a Matching Source code on the Common Matching Source Rules
(GORCMSC) page.
Select the Person value for the Match Type field to match against person records in Banner.
Specify pages in the Option Display Rules section to which the user can navigate using the Details
button on the Common Matching Entry (GOAMTCH) page 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 page are applicable to a Common Matching
Source Code that will be used for creating records on the various %IDEN pages such as SPAIDEN;
they are NOT applicable to a Common Matching Source Code that will be used to match records
from the RCRSUSP page 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) page
Create rules for your Common Matching Source Codes on the Common Matching Rules page
(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) page). The GORCMDD page is populated and delivered by with the
system. The only data element delivered as a required element is SPRIDEN_SEARCH_LAST_NAME.
Select additional data elements to use in matching by using the Column Lookup button from the
GORCMDD data element listing that will make up each rule.
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In the Length field, indicate the number of characters 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 page (GORCMDD), you may enter
a negative number for comparison. For example, enter 10 to read the first ten characters of the Last
Name; enter –4 to read the last four characters of the Social Security Number.
The algorithm that controls Common Matching 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 – Match on Null Data = No (Required
Element for the rule) and SSN – 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 page 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 Rules (GORNAME) page - Optional
Use the GORNAME page to build common translations 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 page 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 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 page, the match exists and this
record passes the first name match requirement. If there is no record present on this page 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 Matching process is started from the
RCRSUSP page.
Some first name translations are delivered with Banner. You may enter additional translations. See
the examples below.
Bob
Robert
Harold
Hal
Rebecca
Becky
Note: The translations work both ways. You do not need to create one record associating, for
example, William with Will and a second record associating Will with William. One record with the
combination will suffice.
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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) page.
On the Job Parameter Set Rule (GJRJPRM) page, 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) page. Enter RCRTPxx in the Process
field and the saved parameter set name created on the Job Parameter Set Rules (GJRJPRM)
page 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
own user name. Use the copy feature on the GJAPDFT page 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) page
Use this page 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)
page.
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 before 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 aid 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.
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Default file names
Default fime names are described.
For FA EDE Dataload Pt 1 (RCBTPxx), the default filename, which is mandatory for processing aid
years before 2013-2014, is:
Input File
Filename
EDE ISIR
xxyyesar.tap
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:
Input File
Filename
CSS PROFILE
xxyycssd.xml
After 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 loaded, 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 through 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 through the federal software reside. This may be any directory you choose.
Warning! Do not rename the files that are downloaded through 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 ISIR 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:
filecat -i file1 [file2...fileN] [-e ext] [-o outfile] [-v] [-a]
where:
•
i list of input files (wildcards are allowed)
•
e extension of file to be output first
•
o output file name (default is filecat.out)
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•
v enable verbose output mode
•
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 accidentally reloading the same file. The format of the subdirectory name
is \processed_cyymmddhh24miss. The output file remains in the original tapedata directory.
For example:
1. filecat - i 1112esar*
Because 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.
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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.
For example, a temporary person file name is ROTPERS, while the actual table name is SPBPERS.
The temporary table contains the exact fields 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:
Parameter
Value
01
Aid Year Code
Appropriate Aid Year Code for
RCBTPxx or RCPTPxx version
02
Data Source Code
EDE only
03
Import Filename
Blank (Default)
04
Generated ID/
G Generated ID
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Parameter
05
Value
Use SSN Indicator
S Use SSN as ID (Default)
Recalculate Need Indicator
Y Recalculate Need (Default)
N Don’t Recalculate Need
06
Address Type Code
Valid Address Type Code as
listed on the STVATYP page
07
Telephone Type Code
Valid Telephone Type Code as
listed on the STVTELE page
08
Student Email Address
Email Type Code as listed on
the GTVEMAL page
Type
9
Parent Email Address Type
Email Type Code as listed on
the GTVEMAL page
Export Error records
Y
N (Default)
Export File Name
Blank (Default)
Explanations of selected RCBTPxx parameters follow:
04
Generated ID/
G Generated ID
Use SSN Indicator
S Use SSN as ID (Default)
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.
05
Recalculate Need Indicator
Y Recalculate Need (Default)
N Don’t Recalculate Need
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.
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Note: If a school chooses to set the Parameter 05 Recalculate Need Indicator to N, the federal
student Need Analysis record will reflect the information imported on the ISIR with 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 calculation. This will produce a Need Analysis Report with both the
ISIR and PROFILE information listed for each student. (Review set up of Need 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 Process Submission Controls (GJAPCTL) page and enter
the required parameters. You can proceed in one of two ways:
1. Select the Submit option in the Submission section and select the Save button to submit the
job, or
2. Select the Hold option in the Submission section 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.
•
Specific prefixes are: Dr., Dr, Mr., Mr, Miss, Ms., Ms, Mrs., Mrs, Prof., Prof.
•
Specific suffixes are: Jr., Jr, Sr., Sr, III, IV, Ph.D, PhD, CPA, MD, RN, Esq., Esq, DVM.
Run FA CSS Data Load 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:
Parameter
Value
01
Aid Year Code
Appropriate Aid Year Code for
RCPCTxx version
02
Data Source for CSS
CSS only
03
Generated ID/
G Generated ID
Use SSN Indicator
S Use SSN as ID (Default)
Recalculate Need Indicator
Y Recalculate Need (Default)
04
N Don’t Recalculate Need
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Parameter
Value
05
Permanent Address Type Code Valid Address Type Code as
listed on the STVATYP page
06
Permanent Telephone Type
Code
Valid Telephone Type Code as
listed on the STVTELE page
07
Student Email Address
Student e-mail Type Code as
listed on the GTVEMAL page
Type Code
08
Mailing Address Type Code
Mailing Type Code as listed on
the STVATYP page
09
Parent Email Address Type
Parent e-mail Type Code as
listed on the GTVEMAL page
Explanations of selected RCPCTxx parameters follow:
03
Generated ID/
G Generated ID
Use SSN Indicator
S Use SSN as ID (Default)
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 “New" or "Hold". If marked as "New",
these 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.
04
Recalculate Need Indicator
Y Recalculate Need (Default)
N Don’t Recalculate Need
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.
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Note: If a school chooses to set the Parameter 04 Recalculate Need Indicator to N, the federal
student Need Analysis record will reflect the information imported on the ISIR with 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 Need Analysis
Global Policy Options.) Schools that choose to run the Needs Analysis calculation in batch should
review Need Analysis documentation carefully to understand differences in assumptions when a
recalculation is done.
To run the RCPCTxx process, access the Process Parameter Entry page (GJAPCTL) and enter the
required parameters. You can proceed in one of two ways:
1. Select the Submit option in the Submission section and select the Save button to submit the
job, or
2. Select the Hold option in the Submission section 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.
•
Specific prefixes are: Dr., Dr, Mr., Mr, Miss, Ms., Ms, Mrs., Mrs, Prof., Prof.
•
Specific 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
Matching Rules (GORCMRL) page.
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) page 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 remove all spaces, and all special characters are removed. This occurs with both the
data in the Financial Aid temporary tables and the data in Banner.
You also can use the Name Translation Rules (GORNAME) page for matching situations such as
Bob – 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.
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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:
Status
Comment
D
Duplicate. This name and ID has a match within
the temporary file indicating multiple records for
the same person.
E
Error. This record encountered an error that
would prohibit a determination of a New or
Matched status. See the Error listing below for
information.
M
Matched. 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/H
New. 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.
R
Matched 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.
A
Matched 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.
S
Suspend. 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.
*
This is a database problem and must be
corrected for the problem student before
attempting to process this student in Step 3
(RCRTPxx).
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Status
Comment
Warning! 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 page
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 are loaded to the permanent tables
using RCRTPxx.
The RCPMTCH parameters are:
Parameter
Value
01
Aid Year Code
Appropriate aid year
02
Data Source Code
Valid Source Code on the
RTVINFC page
03
Generate ID/Use SSN Indicator G Generate IDS Use SSN as ID
(Default)
04
Value for New Students
N New
H Hold
05
Sort Order Indicator
I Sort by IDN Sort by Name
(Default)
T Sort By Temporary PIDM
06
Common Matching Source
Code
Valid Source Code on the
GTVCMSC page
Explanations of selected RCPMTCH parameters follow:
04
Value for New Students
N New
H Hold
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 desire 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
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the records match a person record in the 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.
06
Common Matching Source
Code
Valid Source Code on the
GTVCMSC page
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 Process Submission Controls (GJAPCTL) page and
enter the required parameters.
You can proceed in one of two ways:
1. Select the Submit option in the Submission section and select the Save button to submit the
job, or
2. Select the Hold option in the Submission section 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:
•
Financial Aid Data Load Matching Process - Parameters. This report lists the job submission
parameters used to run the job. The Common Matching Source Code
•
Data Load Match Process – All Records. All records in the temporary tables for the aid year and
Data Source will be listed with the 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), the rule priority if matched, the error code if an error was encountered, and a
message regarding the status.
•
Data 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.
•
Data Load Match Process – 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.
•
Data 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 – Summary of Totals report are:
Error
Description
13
ID and SSN not equal
21
ID or SSN is null
22
Last name or First name is null and SSN is null
23
City is null
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Error
Description
25
SSN exists on temporary tables 2 or more times
26
ID exists multiple times
27
ID exists in the database
28
SSN exists in the database
29
Missing Last Name
30
Missing First Name
The RCPMTCH process also creates an rcpmtch_seqno.log file.This log file contains
information that will be helpful to the technical staff if a problem running this process is encountered.
When the matching process is complete, the data 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 page.
Note:
RCRTPxx loads all records designated as New or Matched by RCPMTCH. The process also loads
all records designated by you as New or Matched on the RCRSUSP page.
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:
Parameter
Value
01
Aid Year Code
Appropriate Aid Year for
RCRTPxx version.
02
Data Source Code
Valid Data Source Code on the
RTVINFC page.
03
Load Option for Need Analysis
1. Load all as current.
2. If first record from primary
MDE, load as current record,
else load as non-current record
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Parameter
Value
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) page 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)
04
Not used at this time
05
NSLDS Print Option
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Y Print Discrepancy Report
to report changes in NSLDS
summary data
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Parameter
Value
N Do not print the NSLDS
Discrepancy Report
06
Need Analysis Print Option
Y Print Need Analysis
Discrepancy Report
N Do not print Need Analysis
Discrepancy Report
07
Recruiting Option
Y Create Banner Student
Recruiting records
N Do not create Banner Student
Recruiting records
Note: The Major field on
the STVMAJR page must be
checked for the converted
major code in the Converted
Value field on the RCRTPTR
page to be considered a
valid major. A valid major is
necessary if you want to create
recruitment records using this
parameter.
08
Recalc Need Analysis Option
Y Set Recalc Need Analysis
indicator to Y
N Set Recalc Need Analysis
indicator to N
09
NSLDS Output Application ID
General area for which the
Selection ID was defined for
NSLDS output
10
NSLDS Output Selection ID
Code that identifies the subpopulation to be updated by
NSLDS
11
NSLDS Output Creator ID
ID of the person who created
the sub-population rules for
NSLDS
12
ISIR Creation Option
Y Create ISIR records
N Do not create ISIR records
13
Load VA Data to Resource
Table
Y Load VA Data to Resource
Table
N Don’t Load VA Data
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Parameter
14
Value
Process Indicator
B Process Batch
O Process Online
15
Temporary PIDM
Blank when running in batch
16
Update Postal Address
Y Update Postal Address
N Don’t Update Postal Address
17
Update Telephone Number
Y Update Telephone Number
N Don’t Update Telephone
Number
18
Update E-mail address
Y Update E-mail Address
N Don’t Up-date E-mail Address
19
Update Social Security Number Y Update Social Security
Number
N Don’t Update SS Number
20
Name Type Code
Name type to be used for new
students.
21
Address Source Code
Address source to be used for
new addresses.
Explanations of selected RCRTPxx parameters follow:
03
Load Option for Need Analysis
1. 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
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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) page 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)
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.
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.
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05
NSLDS Print Option
Y Print Discrepancy Report
to report changes in NSLDS
summary data
N Do not print the NSLDS
Discrepancy Report
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).
•
Because award validation must use current NSLDS 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) page in the NSLDS field, and in the NSLDS Match field in the NSLDS
Summary window of the Student Loan Data (RNASLxx) page. These fields display the match
status for the current NSLDS record.
•
A 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 Override. 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.
09
NSLDS Output Application ID
General area for which the
Selection ID was defined for
NSLDS output
10
NSLDS Output Selection ID
Code that identifies the subpopulation to be updated by
NSLDS
11
NSLDS Output Creator ID
ID of the person who created
the sub-population rules for
NSLDS
The preceding NSLDS population selection parameters are optional.
NSLDS information entered by Data Load informs you as to whether a student is in default. This
information may affect the award process. If you use Early Decision, your school may package
awards before you receive NSLDS information. Creating an NSLDS population selection allows you
to re-validate 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
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you can run the Validate Award Process (RPRVAWD) to verify that the previously packaged award
is still valid.
12
ISIR Creation Option
Y Create ISIR records
N Do not create ISIR records
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 records to the RCRAPP1 through RCRAPP4 and RCRESAR tables with
an INFC Code (source code) of ISIR and EDE. The ISIR records are frozen as ISIR transactions.
This option is controlled by the ISIR Creation Option (Parameter 12).
15
Temporary PIDM
Blank when running in batch
16
Update Postal Address
Y Update Postal Address
N Don’t Update Postal Address
17
Update Telephone Number
Y Update Telephone Number
N Don’t Update Telephone
Number
18
Update E-mail address
Y Update E-mail Address
N Don’t Up-date E-mail Address
19
Update Social Security Number Y Update Social Security
Number
N Don’t Update SS Number
Parameter 15 - Temporary PIDM is used only when RCRTPxx is run from the RCRSUSP page.
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 the incoming record. RCRTPxx does not update populated fields
on an existing person record. RCRTPxx updates the Postal Address, Telephone Number, and
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.
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.)
After 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 Process Submission Controls (GJAPCTL) page and enter
the required parameters. You can proceed in one of two ways:
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•
Press the Submit option in the Submission section and press the Save button to submit the job
•
Press the Hold option in the Submission section 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.
•
Report 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 API errors encountered.
•
Student 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.
•
Discrepancy 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.
•
NSLDS Discrepancy report (rcrtpxx_jobseqno_nslds.lis). If you selected the NSLDS
Print option, this report displays discrepancies between existing and new NSLDS information.
•
Errors – 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.
Review the records on the Financial Aid Suspended Records Maintenance
(RCRSUSP) page.
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) page; records assigned a status of Match or New during the RCPMTCH process do
not appear on the page.
Only status codes of Duplicate, Error, Hold, and Suspense may be resolved from the
RCRSUSP page. If the status code is an asterisk (*), there is a data integrity problem with this
student that needs to be resolved before loading this student (a duplicate PIDM exists). The status
cannot be updated from an (*) on the RCRSUSP page. 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 page and
you can update the status.
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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 – All Records report.
The Data Load Record section of the RCRSUSP page 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 RCPMTCH status and any associated error codes also display. Error code descriptions are
printed in the Data Load Match Process – 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 after you have selected a record as an actual match for the one displayed in
the Data Load Record section.
While on the RCRSUSP page, select the Match button to access the Common Matching Entry
(GOAMTCH) page. From GOAMTCH, use the Common Matching functionality to examine existing
or potential matching records in the production database to resolve suspended records. To use
the Common Matching process, scroll to a record in the Data Load Record section on RCRSUSP,
and press the Match icon or Scroll Down. This will open the Common Matching Entry (GOAMTCH)
page. 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 section) or a listing of potential
matching records (Potential Matches) section. If there are no records that match the rules that you
established on the Common Matching Rules (GORCMRL) page, 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 page. 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 section, information displays according
to the data elements present in your rules (for example, 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 more than one time 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 pages by pressing the
Details button on the GOAMTCH page. 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 the Common Matching algorithm to understand what constitutes a match.
When a matching record is confirmed, press the Select ID button on the GOAMTCH page to return
the data for the matching record to the Match Results section of the RCRSUSP page. Banner
displays data items consistent with 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 replaces
the temporary ID in the Data Load Record section 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
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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 want to return to the original status code,
you have two options. Re-run the RCPMTCH process for all students, or before committing the
status, change the Override status code to “-” for that student. When you save the record, it will
revert back to the original status code.
Note: Changing the status code on the page only works if you have not left the RCRSUSP page
(Exit or Start Over button) because making the initial change. When you leave the page, the
changes are saved and the Match and New records no longer appear on the RCRSUSP page.
Match and New records continue to appear on the page until you perform an Exit or Start Over
button.
When 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 page 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. After you load the record, or leave the record after assigning
a New or Match status, the record no longer appears on the RCRSUSP page. 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).
Warning! If you elect to run FA Dataload Part 3 (RCRTPxx) in batch after resolving records on
the RCRSUSP page, do not run Financial Aid Dataload Part 2 RCPMTCH again before running
RCRTPxx. RCPMTCH returns your New and Match status codes to those originally assigned to the
temporary records.
The Suspended Records Maintenance page 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. When the flag is set, you may
select Delete Temporary Records on the Options menu of the RCRSUSP page. 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 page. Records
flagged for deletion continue to appear on RCRSUSP until the record is deleted or until the Delete
Record field is cleared.
Note: The online Delete Temporary Records Process does not check for the User ID before
deleting flagged records.
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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 page. This
moves those corrected records to the production database 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 Table Deletes (RCPDTMP) process
The 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 page.
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 page. 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.
Parameters for the RCRDTMP process are:
Parameter
Value
01
Aid Year Code
Appropriate Aid Year
02
Data Source Code
Valid Data Source Code
03
Delete Flagged Records Only
Y Delete Flagged Records Only
N Delete All Records
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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) page, enter the required parameter for
RCPDTMP. You can proceed in one of two ways:
Select the Submit option in the Submission section and select the Save button to submit the job
Select the Hold option in the Submission section 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 job 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 before starting the next
process.)
Note:
You must decide when you need to run the RCPDTMP process to delete records from the
temporary tables:
•
If 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 page should
be empty after each Data Load. You would not need to run the RCPDTMP Process.
•
If you are using the RCPMTCH status of Hold to keep records in the temporary tables until a
matching person 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.
•
If 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! After 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.
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Additional Data Load topics
The following sections discuss additional topics related to Data Load.
Loading and storing of ISIR records
The Institutional Student Information Record (ISIR) is the Department’s official notification to your
school about a student’s Expected Family Contribution (EFC) and eligibility for Federal aid.
This electronic ISIR record along 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.
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
and 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 duplicate 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.
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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 records 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 – RCRLDS7
tables. ISIRs and NSLDS records each have a unique Transaction Number and the two may be
different. Because 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 transaction number will be incremented 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 or by going directly to the Applicant Student Loan Data Inquiry (RNINSLD) page.
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 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 person 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 following tables must have a Banner Conversion Value on
the Interface Data Translation Rules (RCRTPTR) page.
Identification Information (SPRIDEN, ROTIDEN Tables)
Identification Number
Last Name
First Name
Middle Initial
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Person Information (SPBPERS, ROTPERS Tables)
Gender Indicator
SSN
Marital Status*
Birth Date
Title
Citizenship
Address Information (SPRADDR, SPRTELE, ROTADDR Tables)
Address Type Code
State Code
Telephone Number
Street Line 1
ZIP/Postal Code
Start Date of Residence
City
Area Code
Recruiting Information (SRBRECR, RCTRECR Tables)
Desired Entry Term
Level Code
Department Code
Degree Code
Major Code*
Financial Aid Applicant Status Information (RORSTAT, ROTSTAT Tables)
Financial Aid Satisfactory Academic Progress Information (RORSAPR, ROTSAPR Tables)
Financial Aid Application Information (RCRAPP1, RCRAPP2, RCRAPP3, RCRAPP4, RCRTMP1,
RCRTMP2, RCRTMP3, RCRTMP4, RCRESAR, RCTESAR Tables)
Financial Aid National Student Loan Data 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 contains the exact fields of the actual table plus fields that are needed to
convert the birth date to the proper format.
Temporary tables and their matching production 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)
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Temporary Table
Production Table
Recruiting Data Table (RCTRECR)
Recruiting Data Table (SRBRECR)
Recruiting Source Table (RCTRSRC)
Recruiting Source Table (SRRRSRC)
Recruiting Contact Table (RPTCONT)
Recruiting 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)
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)
NSLDS TEACH Payment (RCRLDST)
The following permanent tables -- though used in this Data Load step - have no temporary table
equivalent:
Report/Process Definition Table
GJBJOBS
Process Run Parameter Table
GJBPRUN
Population Selection
GLBEXTR
Population Selection Base Table
GLBSLCT
Common Matching Rules
GORCMSR
Institutional Description Table
GUBINST
Code Conversion Table
RCRTPTR
Log Table (current record change)
ROBALOG
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Institutional Options Table
ROBINST
Application User-Defined Data Table
ROBUSDF
Tracking Requirement Table
RRRAREQ
Data Code Validation Table
RTVINFC
Tracking Requirement Code Table
RTVTREQ
Tracking Requirement Status Table
RTVTRST
User-Defined Variable Description Table
RORUSER
Interface Data Aid Year Rule Table
RCRINFC
Common Matching algorithm
•
The 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).
•
The Common Matching procedure processes each rule in order, separately and completely.
•
The first step is to perform primary matching for the rule. This step defines the population on
which the rest of the processing (secondary match) is performed. If no match occurs during the
primary match, the external record is considered new.
•
The 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.
•
If the results of the rule are new or match, the results are returned to the calling process. No
other rules are processed.
•
When 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 along with a results message providing the elements that were matched,
not matched, or missing as a result of processing the rule.
•
Online 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 values
Whenever a length is specified on a rule on the Common Matching Rules (GORCMRL) page, a
comparison is made using the rule length 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
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to last to first; i.e., enter a –5 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 SSN/SIN/TIN.
Example
Last Name length: 4
First Name length: 3
SSN/SIN/TFN length: -4
Patricia Longnecker, 555116789
The first 4 characters of the last name are used: LONG
The first 3 characters of the first name are used: PAT
The last 4 characters of the SSN/SIN/TFN are used: 6789
Primary 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) 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) page to determine the records to select in Banner.
•
•
•
A match type indicator of P selects person records: GORCMSC_ENTITY_CDE = P selects records
from SPRIDEN where the SPRIDEN_ENTITY_IND = P.
A match type indicator of C selects non-person records: GORCMSC_ENTITY_CDE = C selects
records from SPRIDEN where the SPRIDEN_ENTITY_IND = C.
A 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 — 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.
•
SSN/SIN/TFN data element is defined as part of the rule and SPBPERS_SSN = External source
SSN/SIN/TFN.
Step 2 — If First name 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 —The following must be true:
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•
SPRIDEN_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.
Step 2B — One of the following must be true:
•
First Name data element is not defined
or
•
First 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 — One of the following must be true:
•
Middle Name data element is not defined.
•
Middle 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 algorithm 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 — If ID is defined for the Source and rule priority number, retrieve all records from Banner
with a matching ID.
•
ID 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 page, 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:
This step is repeated for each of the data elements for the rule and one condition must be true for
each:
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•
Data element is not defined.
•
Data 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
•
Data element Match on Null Data is Y and Banner value is NULL.
or
•
Data element Match on Null Data is Y and External Source 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 match because the first and last names match. However,
because 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 1
Rule 2
Last name = R
Last Name = R
First name = Y
First Name = Y
SSN = Y
DOB = Y
DOB = Y
City = Y
City = Y
Zip code = Y
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Rule 1
Rule 2
Zip code = Y
Banner 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
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 along with Banner record 2. Because
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’.
Rule 1
Rule 2
Last Name = R
Last Name = R
First Name = R
First Name = R
SSN = Y
DOB = Y
DOB = Y
City = Y
City = Y
Zip = Y
Zip = Y
Banner 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
The external record passes the primary match 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 specifically 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.
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Audit logging
Audit 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 page, 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, in addition to the type of change to be logged (i.e., insert, update, or delete). This is
accomplished by setting indicators on the Logging Control (ROALOGC) page.
Logging will not be activated for a table until the Active? check box 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 page.
You are not able to insert or delete tables on this page. You may, however, activate a table for
logging by selecting 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 check
box 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 using a different logging process. Information on EDE
correction logging is found under the section EDE Correction Logging.
Viewing logging records
The Logging Activity Inquiry (ROILOGA) page allows you to view your logged data.
This page opens in Query Mode. Use the page’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 pages, 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 page’s second window displays the exact column name that was changed, what it was before
the change, and current value.
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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)
page, by entering the table name and executing the query. For example, if logging was activated
for the RFRASPC table, which is the table containing Fund specific data on the Funds Management
(RFRMGMT) page, you would enter the table RFRASPC in the Table: field for the appropriate aid
year and execute query to view changes made to the data existing in the table.
Logging archive and purge
The Logging Archive/Purge Process (RORLOGA) archives and 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 before the date entered in the Process Activity Date
parameter, is copied to temporary copies of the same tables — the Archive Data Log Activity Master
Table (ROALOGM) and the Archive Data Log Detail Table (ROALOGD). After 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 logging
Banner Financial Aid allows changes to need analysis data to be stored in a special log table that is
used for submitting ISIR corrections to the Central Processing System (CPS).
Storing this information creates an audit trail of the changes that have been made on the student’s
EDE record. To log EDE corrections, there are three separate controls that must be set:
•
The 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) page for the
aid year.
•
The ROAUSIO option controls the default value for the EDE Correction switch in the Key block
section of the Need Analysis (RNANAxx) page. This switch must also be set to Yes to log
changes for Pell EDE.
If you do not want to log the changes, this flag must be set to N each time upon entering the
RNANAxx page.
Note: For example, if you set the default value on ROAINST = Y, and you do not want 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.
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•
The third level is the individual field level. This is the EDE Correction indicator on the Data Log
Rules (RORDATA) page 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 page 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). When this process is completed, the changes can be viewed on the Applicant Data
Log page (ROIALOG), the Data Log Inquiry page (ROIILOG) or the Applicant Data Log Application
page (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 reported and those that cannot. It is recommended that users do not alter any settings on
the RORDATA page.
Processing EDE corrections
After 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) page.
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 page. The ISIR Request
window of the REACORR page can be used to request Institution Changes and Housing Code
changes. The REBCDxx process provides options for what type of changes you want to submit.
The ROAALOG page can also be used to flag EDE corrections that have been previously extracted
that for some reason must be resubmitted. By setting the Resend check box on this page, 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.After the
REBCDxx process has completed and the 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) page 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
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selected, you will get the same results as if you had just made the change one time on the Need
Analysis (RNANAxx) page, which by default affects all formulas.
Most fields in the Applicant Override section of the Applicant Override (RNAOVxx) page 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 include:
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:
•
RCRAPP2_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.
•
RCRAPP2_MODEL_CDE field can contain a D for dependent or an I for independent.
For example, if you enter an I for the FM Student Dependency field on the Applicant Override
page, 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 page for the FM Student 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 computed 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 questions on the Profile application.
This is performed at Data Load time, after need analysis, and when dependency is changed on the
override page. These are the only ways to set or change a dependency status.
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Overriding the student's dependency
Most Financial Aid pages 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 null
Or 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.
EFC proration
Adjustment 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 appropriate PC,
SC, and Total EFC, based on the updated 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) page. 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) page 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) page, 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 Period Rules (ROBAPRD) for the aid year.
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3. The Default FM Budget Duration defined on the Options section 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) page.
Also beginning with the 2014-2015 aid year, you have the ability to use 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) page for the Process of "DAPRD-Default Aid Period"#
and then entered on the Defaults section 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 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 entered on RNAOVxx. This will
occur and the message received whether you are changing the aid period on the budget pages,
RBAABUD or RBAPBUD, or through the Batch Posting process.
For aid years before 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) page and perform a new need analysis calculation.
Estimated vs official contributions
When 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 ANDRCRAPP2_C_1_CTRB_OFFL_EST = 1) OR
(RCRAPP2_MODEL_CDE = D ANDRCRAPP2_C_PAR_1_CTRB_OFFL_EST = 1 AND
RCRAPP2_C_1_CTRB_OFFL_EST = 1)) AND
RCRAPP1_CURR_REC_IND = Y
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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 pages throughout
Banner. The Need Analysis Calculation field on the Applicant Immediate Process (ROAIMMP)
page 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 because changes were committed to this record.
For this reason, Banner sets the Recalc indicator to Y every time a current record is changed on the
RNAOVxx page. A DOB change may impact the bottom line need analysis results in some cases.
Therefore, 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 months, 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 solution
Beginning 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:
•
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Off-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
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will no longer need to implement patches and upgrades specifically for the FM Need Analysis
calculation.
•
On-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.
Benefits
This FM Need Analysis calculation and deployment model benefits are described.
This FM Need Analysis calculation and deployment model provides the following benefits:
•
Direct involvement with the Department of Education to deliver calculation logic to customers
more quickly.
•
One regulatory posting (in February) can be eliminated annually.
•
Updates and defect resolutions can be delivered more quickly.
•
Clients can adopt the changes as they occur without having to make upgrades.
•
The burden on customer IT staff is reduced because upgrades and defect patches related to FM
need analysis are no longer applied on site.
Architecture
Off-Premise FM Need Analysis architecture is described.
The following diagram illustrates the components of the Off-Premise solution:
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The components are used as follows:
•
The EFC Calculation Web service exposes the processing logic used to calculate the EFC.
•
The XML configuration file identifies the award year to be used for calculating the EFC.
•
The EFC Processor loads the EFC Calculations component for the award year being calculated.
•
The EFC Calculations component evaluates eligibility criteria, selects the appropriate
calculation formula, and calculates the federal 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.
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Security
The EFC Calculation Web service is protected through HTTP basic authentication.
All information is encrypted through 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 that 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.
Setup
Global Institution Financial Aid Options (ROAINST)
The Need Analysis Calculation Option (ROBINST_FM_IM_FLG) determines which methodology is
used to calculate the EFC. Based on institutional need, the choices are: F (Federal Methodology), I
(Institutional Methodology), or B (Both [Default]).
Project Based Parameter Setup (RORPARM)
This page has been included to allow you to configure institution specific data to perform Federal
Methodology Need Analysis Calculations. The RORPARM page 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.
Active
Indicates the parameter is active.
Parameter configuration
BATCH_SIZE
The BATCH_SIZE parameter, working in conjunction with THREAD_SIZE parameter, is used to
optimize performance of the FM Calculation batch process, running from Process Submission
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Controls (GJAPCTL) page. 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 popup window on the page. By default, these error messages 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. When installed, the servlet’s
URL must be entered and saved (in place of the default string, “<URL IS UNIQUE TO
EACH INSTITUTION>”). The value entered should use the following format, “http://
<hosting_computer>:<port_number>/rnpfmxx/ FmCalxx”. 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 before 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.
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THREAD_SIZE
Maximum concurrent threads used in the RNPFMxx process. Refer to parameter BATCH_SIZE for
details.
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 through 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 before 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 Web Service locally (On-Premise), the institution URL to the On-Premise
Web Service must be updated here.
WS_ENDPOINT_ONLINE
By default, the FM Calculation Web Service is supplied as a managed service. This is the web
service URL for online FM calculations.
XML_DUMP
The information transmitted between the FM Calculation Client and the Web Service is passed
using XML.
By default, the XML information 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 before 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.
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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. After processing is complete (on a job-by-job basis), the parameter
should be returned to the default value of N.
Job submission vs. servlet
The FM Need Analysis Solution provides three ways for the user to run FM Need Calculations. The
three ways include; Batch - through job submission, Online - through job submission, and Online using the Servlet. The Servlet method is only available for online calculations.
Note: Even though the servlet remains available for aid year calculations before 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 calling 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 flow
The 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 before 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.
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Processing flow
The following sections describe the processing flow for EFC calculations. You can calculate EFC
online through certain pages or with batch processes, just as you have in the past.
Online processing
Online processing is described.
You can calculate EFC on the following pages:
RNANAxx
Need Analysis
RNAOVxx
Applicant Override
RNAPRxx
Need Analysis Processing
RNASUxx
Supplemental Need Analysis
RNAVRxx
Need Analysis Document Verification
ROAIMMP
Applicant Immediate Process
FM Need Analysis solution
The following processing occurs when online EFC calculations from a page are performed using the
FM Need Analysis solution.
About this task
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.
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Procedure
1. The user calls the need calculation from a Banner Financial Aid page.
2. The FM calculations are performed as follows:
a) The page calls the FM Need Analysis (RNPFMxx) process.
b) The RNPFMxx process calls the EFC Calculation Web service.
c) The Web service calculates the federal EFC for the student.
d) The Web service returns the results to Banner.
e) 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:
a) After the RNPFMxx process finishes, it calls the Need Analysis Process (RNEINxx).
b) RNEINxx calculates the institutional EFC for the student.
c) Banner updates the student records (where applicable).
Note: On the RORPARM page, if the ONLINE_REPORT parameter is set to Y, then the
RNRNAxx.lis report will generate after the conclusion of the RNPFMxx process. This will
occur when calling the need calculation through either the job submission or the Servlet
method.
Note: Even though the servlet remains available for aid year calculations before
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.
Results
If your institution uses the job submission method 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 page to Y.
Note: Even though the servlet remains available for aid year calculations before 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 processing
Batch processing is described.
The following batch processes calculate EFC:
•
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Need Analysis Process (RNEINxx) uses INAS algorithms for IM calculations.
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•
FM 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 Analysis Calculation Option on ROAINST.
FM Need Analysis solution
The following processing occurs when batch EFC calculations are performed using the FM Need
Analysis solution.
About this task
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.
Procedure
1. The user executes the FM Need Analysis (RNPFMxx) process.
2. The RNPFMxx process calls the EFC Calculation Web service.
If 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:
a) The RNPFMxx process automatically calls the Need Analysis Process (RNEINxx) after the
RNPFMxx process is complete.
b) The RNEINxx process calculates the institutional EFC for the same population of students.
c) Banner updates the student records (where applicable).
Processing
FM 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 through the established
web service. Banner updates the student records accordingly.
Note: No Personally Identifiable information is included in the Off-Premise transactions.
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If the Need Analysis Calculation Option (ROBINST_FM_IM_FLG) field on the ROAINST page 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 pages.
For specific parameter information, please visit the RNPFMxx process in the Reports and Process
chapter of this User Guide.
FM Need Analysis reporting
The 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 RNPFMxx is complete. Also, the value for parameter 08 (Report Options)
will be passed to RNRNAxx 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 “up-to-date” 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 Printing
The 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:
•
CSS ID (RCRAPP4_MDE_ED_NO)
•
Country 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 the FISAP Total Income items have been removed from this report.
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Period based processing
Introduction
The foundation of the Banner system has always been the Term Code Validation (STVTERM) page
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 single
payment period, including calculating enrollment for the combined terms or sessions.
Processing within the Financial 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 Process (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 setup
When setting up the New Aid Year, an additional step is required to create periods for the new aid
year before you create aid periods.
Additionally, 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.
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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.
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) page is used to create and maintain the definition of a Period.
This page’s function is similar to that of the STVTERM page, 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.
Period creation
To create a period, you are expected to enter a code in the Key block that will be used to identify the
period.
About this task
Next, you must navigate to the Base Data section 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 period order. To assist you in determining the sequence number to assign when creating
a period, the Periods Inquiry (ROIPRDS) page can be viewed by clicking the View Current Periods
icon in the Base Data section.
The Key block also contains a term code field with a Lookup button 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 only 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 sequential order of periods will
be used to determine the order periods are processed.
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After the period’s Base Data has been created, the page’s Period Rules section 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 check box,
associated with the term’s row.
For example, a period is created which includes 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 selected will also be the value used
to populate the table name_term_code values when records are inserted or updated.
You are also expected to select which term will be used for retrieving data from the Student
system (such as the campus, level, and major) by checking the section’s Student check box. 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 check box is used to identify which term will be used in
disbursement processing to determine 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 check boxes is unchecked (No) when a term code is entered on
the page.
Note: At least one term must be selected for each of the required indicators.
For those who want to create periods using either a PERIOD that is equal to STVTERM_CODE or a
period with the same attributes:
Procedure
1. Enter the code in the Key block and select the term (from the Term Code LOV) that will act as
the source.
This copies the term information into the definition of the Period.
2. Use the Go button from the Key block to copy data from STVTERM into the Base Data and
Period Rules sections.
3. Define the sequence number for the period along with the Academic Year type.
Note: Currently, only the Academic Year of “STANDARD” is allowed.
4. Save your changes.
Results
When the Period Rules are created in this manner, the Accounts Receivable, Student, and
Satisfactory Academic Progress indicators will be populated 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
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of the periods so to accommodate this, start and end dates can be updated after the initial record is
created.
Edits on RORTPRD also prevent building an aid period where the Periods crossover to ensure
students are not getting “double” 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
substantiating term based processing by not allowing the Periods which you will be assigning to the
student to overlap.
You can enter a new period and term code in the Key block to default the term information from
STVTERM in the Base Data section. After 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 section. Either way allows you to update start/
end dates so they don’t overlap in an aid period.
Crossover periods
A period which has been designated as a crossover period on the Period Base Data (RORPRDS)
page 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 Year 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.
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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.
Additional edits are in place to prevent assigning 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
student in another aid year. These edits prevent the possibility of the student receiving aid from two
aid years for the same period of time.
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Processing for Pell to evaluate the most beneficial 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.
About this task
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.
STVTERM
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
Dental Program Summer/Fall/Spring:
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
Medical Program Summer/Fall/Spring
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
Procedure
1. Create two Periods for summer, one for Dental Program, and one for Medical Program:
On RORPRDS, either manually create the Period or copy information from STVTERM for the
201160 term code.
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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. Use the Go button 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.
Use the Go button 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 Period 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. Use the Go button 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 10DEC-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.
Use the Go button 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. Use the Go button to copy the information from STVTERM, assign the
sequence number and save the record.
4. On the Aid Period Validation (RTVAPRD) page, 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).
5. On the Aid Period Base Rules (ROBAPRD) page, 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) page associated the appropriate
Periods for the aid period.
•
In the Key block of RORTPRD, enter DENSFS and use the Go button. Assign the Periods:
– 201160DEN (Summer for Dental program)
– 201180DEN (Fall for Dental program)
– 201210 (Spring)
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•
In the Key block of RORTPRD, enter MEDSFS and use the Go button. Assign the Periods:
– 201160MED (Summer for Medical program)
– 201180MED (Fall for Medical program)
– 201210 (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 section
The +/- Days for Attending Hours field allows you to define the number of days before 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 before 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.
Example
For the fund, the number of days entered is 5, to pay five days before the attendance start date.
Attend Date
Number of Hours
10-AUG-2010
6
20-AUG-2010
12
The disbursement process will allow the student 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, 15AUG-2010, providing all other criteria is met.
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Disbursement Locks section
The Term lock on this section 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 page will provide the information.
Tracking Requirements Button
The Term Eligible indicator has been changed to Period Eligible.
Disbursement Lock Button
The 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 window
All term references have been replaced with period.
Also, a new field has been added to the page’s Additional Disbursement Options window. This
new field allows you to define the number of days before 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 before 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.
Example
For the fund, the number of days entered is 5, to pay five days before the attendance start date.
Attend Date
Number of Hours
10-AUG-2010
6
20-AUG-2010
12
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The disbursement process will allow the student 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, 15AUG-2010, providing all other criteria is met.
Applicant Immediate Process (ROAIMMP)
The ROAIMMP page allows you to select a Period to be used in rules for Tracking, Budgeting, and
Packaging group process (RORGRPS).
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, or Packaging group assignment which use term_code
from a financial aid table, other than Satisfactory Academic Progress (ROPSAPR), Enrollment
(RORENRL, RORATND), or Resources (RPRARSC), you should still enter the term code to
be used in the rules for the Grouping process. After 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 created 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 processing
After September 2010, institutions are required to create periods starting with the next aid year
setup.
About this task
For some institutions, this will greatly enhance their processing. For others, they want to keep the
same term based processing that has been in use in years past. The “period” philosophy will allow
your institution to keep term based processing, but with just one more step in the setup process.
For institutions wishing to create periods and 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 exception of completing the necessary setup in the RORPRDS page. The basic theory behind
creating periods carries over to terms. An institution can create a period named Fall and it would
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only include the Fall term. The information in the Base Data section of RORPRDS would mimic that
of the term data housed in STVTERM.
Example
An institution has an academic calendar that consists of Fall, Spring, and Summer terms. Before
September 2010, each of these terms existed in STVTERM and their corresponding term codes
were built into the aid period setup. After 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:
Procedure
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. When chosen, Scroll Down to get into the Base Data section of the RORPRDS page. You will
notice that the corresponding information from STVTERM loads into the Base Data and Period
Rules blocks on the page.
4. If the period is to match the term code, then no modifications to the data need to occur, except
when creating a Sequence Number or creating a Crossover Period.
Note: A Sequence Number is required to distinguish the order of periods when processing
occurs.
5. When 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.
Results
For institutions that have a term which can crossover 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 section on RORPRDS.
If your institution chooses to keep its periods with the same naming convention as its term codes,
remember that users will see those 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 naming
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.
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Fund management pages 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.
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 pages, 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
section (RPRATRM) of the award pages, 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) pages 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 accepted 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):
Award condition(s)
Overall Status
(award for the aid year)
If 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
If any period has an offered status and no period Offered
is accepted.
Example: Fall is declined and Spring is offered.
The award is considered offered for the aid year
If any period has a declined status, and no
period is accepted or offered.
Declined
Example: Fall is declined and Spring is
cancelled.
The award is considered declined for the aid
year.
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Award condition(s)
Overall Status
(award 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
cancelled
The award is considered cancelled for the aid
year.
Note:
A system delivered value for a Cancelled award status, SYSC = System Cancelled, will be created
with this release and will update a new field for the default Cancel status on the fund management
pages (RFRASPC table). This default 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 management pages (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.
The award amounts at the aid year level (RPRAWRD table) for offered, accepted, declined, and
cancelled are reflective of the sum of all periods.
Example:
A student is offered $1,000.00 for the aid year:
Aid Year Amount
(RPRAWRD)
Status
Offered
Accepted
OFRD
1,000.00
N/A
The award is scheduled for Fall and Spring:
Period (RPRATRM)
Period Status
Offered
Accepted
Fall
OFRD
500.00
N/A
Spring
OFRD
500.00
N/A
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:
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Status
Offered
Accepted
ACPT
1,000.00
500.00
Period (RPRATRM)
Period Status
Offered
Accepted
Fall
ACPT
500.00
500.00
Spring
OFRD
500.00
N/A
Aid Year Amount
(RPRAWRD)
The award schedule:
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 represent a mixed status exists for the aid year.
Mixed award statuses will be defined on the fund management pages (RFRMGMT and ROAMGMT)
and assigned based on the award status hierarchy.
•
Mixed 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.
•
Mixed Offer - The status defined for Mixed Offer 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, the status defined for Offer will be used.
•
Mixed 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, after 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
About this task
Procedure
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) page. 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
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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:
•
Single Fund Update - RFRMGMT/ROAMGMT
– Update the Allow Processing by Period indicator.
– Update the award status codes
– Update the web processing rules (see below for options)
•
Mass Update - RFRMUPD
– Update the award status codes for multiple funds where you have filtered the funds based
on criteria such as fund type or fund source.
– Enable Period Processing by updating the Allow Processing by Period indicator for
multiple funds where you have filtered 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 time. The ability to process loan funds will be provided in a future
Banner Financial Aid enhancement.
3. Determine how the fund will be accepted or declined in Banner Financial Aid Self-Service.
•
For 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.
•
Funds where you allow processing by period (Allow Processing by Period is checked), have
two options for how the fund is accepted or declined by the student:
– Award may be accepted or declined for each period separately (Allow Web Accept/
Decline by = Period)
– Award 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:
Student offered Merit for Fall and Spring, the award must be accepted or declined for the
aid year. The student accepts the award.
Aid 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.
•
Partial Acceptance
Results
If you will allow a partial amount of an award to be accepted in Self-Service for the fund, update the
fund specific field, Allow Partial Amount Acceptance, on the fund management page, RFRMGMT
or ROAMGMT. The Fund Mass Update Rules page (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 section of ROAINST. Funds where period processing is enabled and
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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.
Processing Awards by Period
Creating and maintaining the awards
You may update the period award status (RPRATRM table) on the award schedule section of the
award pages for any funds where period processing has been enabled (Allow Processing by Period
is checked).
You may also 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, after 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 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 page or
process.
You may also create the initial award for the student on the Award Schedule section of the award
pages or by using the Award Offer Mass Entry page (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 pages 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 accepted 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
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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.
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 update the award status at the aid year
level or the period level to cancel the award.
Updating award status when fund is locked
Updating award status.
When you have the Allow Award Status Updates When Locked indicator checked (Yes) on the
Options section 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. 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
TEACH Grant processing is described.
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 or 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 lock 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 or 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.
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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.
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/cancelled 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 architecture of the Financial Aid module, here are some
Frequently Asked Questions (FAQ’s) to assist 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 “period” 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.
When 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. After those periods are created, you would create an
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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
schedules will still need be built in RFRDEFA.
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 period, 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 dictated 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
About this task
Procedure
1. Define your tracking requirement codes on the Requirements Tracking Validation (RTVTREQ)
page.
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 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 satisfy 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 same 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.
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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.
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 along with being within the same
Aid Year. If the field is unchecked, the fund codes must be equal.
Example
If 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) page.
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. Examples might include: received, waived, established,
satisfied, cancelled, received incomplete.
3. Define your tracking groups on the Requirements Tracking Group Validation (RTVTGRP) page.
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) page.
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.
5. Develop tracking group rules associated with each group on the Financial Aid Selection Rules
(RORRULE) page.
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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 tracking code, if desired, on the Message Rules
(RORMESG) page.
Applicant Requirements Inquiry (RRIAREQ)
Use the Applicant Requirements Inquiry page 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 Applicant
Saved Requirements Table (RORSREQ) from the Applicant Purge Process or the Archive/
Purge Process.
Active section
The Active section lists all active tracking requirements established for the student. The
information is sorted by the sort option specified in the Key block.
Saved section
The Saved section 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 section.
Budgeting procedures
Budget implementation
About this task
Procedure
1. Access the Aid Year Inquiry (ROIAIDY) page to see all the valid aid years defined on the
ROAINST page.
2. Define valid aid periods on the Aid Period Validation (RTVAPRD) page.
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.
4. For each SAY code for the aid year on the Scheduled Academic Year Rules (RORSAYR):
a) 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).
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b) Define the start and end dates for the Scheduled Academic Year the SAY represents.
c) Enter any comments.
d) Assign the periods that are associated with the SAY code
5. Create the aid periods you will use for the aid year on ROBAPRD.
a) 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.
b) Define the percent of a full aid year that the period represents for Pell award calculations in
the Pell Full Year Percent column.
c) 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.
d) 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.
e) Enter the SAY code that should be associated to each of the aid periods in the SAY Code
column. The SAY code will be used to determine the academic year start and end dates
6. Define valid periods within aid periods on the Aid Period Rules (RORTPRD) page 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) page. 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.
Note: The Period field of the Aid Period Rules (RORTPRD) page will access a listing of valid
periods for the aid year in the Key block, through the List function.
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Aid year budgeting
Overview
Aid year budgeting allows you to establish and maintain an applicant’s budget based on the aid
period assigned.
About this task
You must establish an aid period representing 100% of an academic year that will be used for Pell
processing and 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.
Procedure
1. Define all valid budget components on the Budget Component Validation (RTVCOMP) page.
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) page.
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) page.
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) page.
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).
5. Define budget components and the amounts associated with them for each budget group on the
Budget Component Rules (RBRCOMP) page.
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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 page 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) page.
8. Using elements from Banner, create selection 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) page 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) page.
Period based and algorithmic budgeting
Overview
A combination of Banner Financial Aid program objects (pages, 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:
•
Budget components and associated amounts to be determined by period.
•
The 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:
•
Calculate the amount of a budget component using algorithmic rules.
•
Assign default values or default algorithmic rule for a component.
The ability to perform budget simulation has also been incorporated into this strategy. Simulations
may be done as a preliminary review (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.
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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 functionality 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 without 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 section of the Global Institution Financial Aid Options
(ROAINST) page. WHen Period Budgeting has been enabled for the aid year, all processing and
pages will use the period budget for the applicants.
Set-up and configuration
Period Budgeting Setup Diagram
Note: This diagram includes a combination of page and table names.
Applicant Period Budgeting Diagram
Applicant Period Budgeting is described.
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Validation pages
Use the following validation pages 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 type 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.
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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
the component with another, you may use the Create as Category option before 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 want to combine, use create as category to
simplify creating budget component categories.
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 “Tuition” and a component of “Fees” may be combined into a single category of “Tuition
and Fees”. This allows you to calculate the components separately but display the total of the
components for the category.
Note: These component categories 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.
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Rules pages
Use the following rule pages 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 section
Define budget groups which will be used for the aid year.
About this task
Procedure
1. Select an active Group Code that has been defined on the Period Budget Group Validation
(RTVPBGP) page.
2. The Long Description will use the value for the Period Budget Group which has been defined
on the Period Budget Group Validation (RTVPBGP) page 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.
The 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).
Budget Types section
Define budget types which will be used for the aid year.
About this task
Procedure
1. Select an active Type Code that has been defined on the Period Budget Type Validation
(RTVPBTP) page.
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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) page 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 section
Define budget categories which will be used for the aid year. Budget categories provide the ability
to combine period budget components into a category for displaying the category and combined
amount in Banner Self-Service.
About this task
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 student but sum them together into
a single category.
Procedure
1. Select an active Category Code that has been defined on the Budget Component Category
Validation (RTVBCAT) page.
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) page 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).
Budget Components section
Define budget components which will be used for the aid year.
About this task
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Procedure
1. Select an active Component Code that has been defined on the Period Budget Component
Validation (RTVPBCP) page.
2. Assign the appropriate budget Category Code to the component.
a) A Category Code must be assigned.
b) 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 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) page 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 section. Period Budget Group Aid Year rules
can be rolled as part of the Financial Aid New Year Roll Process (ROPROLL).
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Types section
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 Budgeting Aid Year Rules (RBRPBYR) page.
Pell section
The Pell section is accessible only when a budget type defined as Pell is associated with the budget
group code for the aid year.
About this task
Procedure
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)
page. If an amount or an algorithmic rule code for the component has been defined for Pell, the
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.
Results
The section’s Copy From section 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 before copying the components.
Period Budget Detail 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.
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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:
•
If the period is defined, use those components and amounts.
•
If the period is not defined, use the components and amounts for the group where the period is
NULL.
Example
School 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) page, 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/nonPell 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)
page. If an amount or an algorithmic rule code for the component has been defined for Non-Pell, the
amount or algorithmic 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 section’s Copy To section 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 before selecting the Copy icon.
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Algorithmic Support (RORALGS)
The Algorithmic Support (RORALGS) page allows 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.
About this task
If you are using this page 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).
Procedure
1. For the period budget component that will use the algorithmic 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.
a) Enter the Amount to be assigned to the component when the student meets the criteria of
all the keys associated with the amount.
b) Enter a Comment for the algorithmic support rule and for each Key to provide supporting
information.
Results
Example
Develop a list of criteria used to assign values for the Tuition component, based on enrollment
status on the Need Analysis (RNANAxx) page:
KEY 1 = Component
KEY 2 = Enrollment status
from RNANAxx
AMOUNT to be returned
TUITION
1
4000.00
TUITION
2
3000.00
TUITION
3
2000.00
TUITION
4
1000.00
Algorithmic Budgeting Rules (RBRABRC)
Use the Algorithmic Budgeting Rules (RBRABRC) page to create rules required for calculating the
component amount to be assigned to the individual student.
About this task
Algorithmic budgeting rules can be rolled as part of the Financial Aid New Year Roll Process
(ROPROLL).
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Procedure
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.
a) 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.
b) 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.
a) After the syntax is validated, a check will appear in the Validated indicator.
b) If the syntax could not be validated, any and all errors for the Sequence must be corrected
before attempting to Validate again.
Note: The SQL statement's syntax must be validated before 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.
Results
The Copy To section 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) page 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).
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Message Code Validation (RTVMESG)
Use the Message Code Validation (RTVMESG) page 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 page (Budget
section) and ROAMGMT page (Budget Rules section) 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) page (Options section) 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 check box to enabled the use of period budgeting which is
assigned to applicants for packaging, award validation, and display on pages and in Self-Service.
Note: You can create all validation and rule pages for period budgeting and assign period budgets
to all of your applicants before checking the Period Budgeting Enabled indicator.
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
pages 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).
Period budget groups will be assigned for each period of the student’s aid period. You can also run
the Period Budget Grouping Process for a specific period.
After 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.
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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 want 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 maintenance
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 “Actual” is delivered and is system required. When the process is executed
for (A)ctual budgeting, the run name of “ACTUAL” will exist in the Applicant budget tables
representing the actual budget used for processing and display on pages. When the process
is executed in (S)imulation, you must provide a unique run name that will then be part of all the
Applicant budget tables to identify and link all of the results.
Applicant Period Budget Group (RPRAPBG)
The Applicant Period Budget Group table will store 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 “ACTUAL” identifies the records representing the period budget group used in
processing and on pages for the period.
Applicant Period Budget Type (RBRAPTP)
The Applicant Period Budget Type table will store the period and the period budget types assigned
for the period along with the appropriate run name used by the process.
The run name of “ACTUAL” identifies the records representing the period budget types used in
processing and on pages for the period.
Applicant Period Budget Component (RBRAPBC)
The Applicant Period Budget Component table will store the period, budget 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 “ACTUAL” identifies the records representing the period budget components used
in processing and on pages for the period.
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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 period based/algorithmic budgeting
Applicant Period Budget (RBAPBUD)
The Applicant Period Budget (RBAPBUD) page provides the ability 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 section
The applicant’s aid period is maintained on the Applicant Budget section.
The percent of the full year budget associated with the aid period from the Aid Period Validation
page (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) page.
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 will be displayed in Self-Service based on your settings on the
Web Processing Rules section of the Global Financial Aid Institutional Options (ROAINST) page.
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.
Budget Maintenance section
The applicant’s budget is maintained by period on the Budget Maintenance section.
The aid period assigned is display only and updated on the Applicant Budget section. The period
budget groups assigned for the periods in the applicant’s aid period are maintained in the Group
section. Use the next/previous record function to navigate through the period budget group/periods.
A period budget group may be added, removed, or updated for a period. After 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.
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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) page 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) page will be reflected. When the Calculate icon
is selected in the Group section, 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 section, 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 section. Any manual or batch posted components 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 because the
amount is no longer the result of the algorithmic rule.
Pell Budget Maintenance section
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) page.
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) page, and used for the Pell calculation and reporting to COD, will be the group and Pell
budget from the earliest period in the student’s aid period. If you have initially assigned a Fall/Spring
aid period, the Pell budget established for the period budget group assigned for the Fall semester
will be used for calculating the student’s Pell budget and award. If you then changed the aid 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.
The Calculate icon when selected will perform a recalculation 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 because the
amount is no longer the result of the algorithmic rule.
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Changing Aid Periods
Changing an aid period to remove a period that does not have aid in memo, authorized, or paid
status.
About this task
On the Applicant Budget section, 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 associated 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 group, type(s), and
components 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 section, 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:
Procedure
1. From the Options menu, access the Applicant Immediate Process (ROAIMMP) page, and
select to run the Period Budget Grouping Process for the period being added to the applicant’s
aid period. The Period Budget Grouping Process will assign the period budget group and
associated types and components for the period.
2. Access the Budget Maintenance section 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.
4. Access the Budget Maintenance section 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 the period (the period itself will remain).
5. Freeze the period with a null budget group to eliminate the grouping process or manual updates
from assigning a budget group and components.
Results
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 type will be removed when the budget group is deleted for the period;
therefore, the earliest period where a Pell budget type exists will be used for Pell processing.
Example
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Applicant 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 section 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 Spring
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) page is an inquiry page 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) page is used to display the budget information for
the student using the categories.
This will be the information that is displayed in Self-Service for the student if Display COA Detail
indicator on the Web Processing Rules section of the ROAINST page has been checked (Yes) and
the student’s Information Access Indicator on the Applicant Budget section of the RBAPBUD
page has been checked (Yes).
Period Budget Group Detail (RBAPBGD)
The Period Budget Group Detail (RBAPBGD) page 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 page. This page will be accessed
from other pages where the budget group is currently displayed, such as the Applicant Status
(ROASTAT) page.
Applicant Status (ROASTAT)
The Applicant Status (ROASTAT) page 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 displayed, 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 assigned UGDEP in the fall and UGIND
in the spring. The UGDEP will display with an asterisk.
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When Period Budgeting is enabled (via ROAINST), the Period Budget Group Detail icon, when
selected, will open the Period Budget Group Detail (RBAPBGD) page. This will allow you to review
all periods and budget groups assigned to the student.
The summary section 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 Pages (RPAAWRD, RPAAPMT, and ROARMAN)
The Banner Financial Aid award and maintenance pages, RPAAWRD, 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 active when Period Budgeting has been enabled on
ROAINST.
The summary section 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 Applicant Period Budget (RBAPBUD) page 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) page, Period Budgeting section, to display and review group
related data for the specified aid year.
Period Entered
From the Period Budgeting section, 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 section’s Query value will reflect the number of students in the query assigned a Period
Budgeting Group for the Period defined.
The View Student’s option will display the students assigned to the period budget groups based on
the Period entered.
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No Period Entered
If no Period is entered on the Period Budgeting section, 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 section’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) page will display all of the simulation runs of the
Period Budget Grouping Process (RBRPBGP).
Period Budget Simulation (RBRSIMR)
The Period Budget Simulation (RBRSIMR) page 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 before 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 want 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.
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If a student’s period budget has been frozen, a message will be provided in the output and no
updates will be made to any of the student’s components. Recalculation of a student’s budget will
occur when the budget group is locked.
Self-Service
When Period Budgeting has been enabled on the Global Financial Aid Institutional Options
(ROAINST) page, the period budgets will display for the student.
•
When displaying the Cost of Attendance details, the budget categories will be used and display
in the “Print Order” defined on the Budget Categories section of the Period Budgeting Aid Year
Rules (RBRPBYR) page.
•
When 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) page will be used.
Global Institution Financial Aid Options (ROAINST)
Web Processing Rules are described.
Web Processing Rules section:
•
Set the Period Budget Preferred EFC accordingly, as it is possible for the student to have both
FM and IM budget types.
•
If 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 Status 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).
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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 information will be displayed if Period Budgeting Enabled indicator
has been checked on ROAINST for the aid year.
Award Overview page
The applicant’s period budget information will be displayed if the Period Budgeting Enabled
indicator has been checked on ROAINST for the aid year.
Satisfactory Academic Progress (SAP) processing
SAP processing is described.
This process focuses on automation to meet the following objectives:
•
Reduce the degree of end-user intervention in the SAP process
•
Promote integration between student records and financial aid
•
Provide functionality to accommodate 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 available with the RORRULE page 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 either the expert or simple mode on the RORRULE
page. 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 pages
The following pages are used in SAP processing.
Satisfactory Academic Progress Validation (RTVSAPR)
The primary sort order on this page is defined with the SAP Status Code Priority field.
This is the same basic format as that on the Group Assignment Validation pages 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.
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While this page operates much like the RTVTGRP, RTVBGRP, and RTVPGRP pages, 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 Group Assignment Process of RORGRPS, but instead has its own unique
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 time. If you plan on using the ROPSAPR process, you must assign
a priority code to all SAP status codes.
Note: The primary sort on this page 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.
The Letter Code field is validated against the Letter Code Validation (GTVLETR) page. This field
allows for the association of a letter code to an SAP status and 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 updated through Batch Posting. Pending letters will not be created automatically if a
SAP status 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 length, 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. All related processes and all pages that store an SAP status have been
modified to accommodate this longer field length.
The RTVSAPR page contains an options list of Which Aid can be attached to each SAP status to
prevent packaging or disbursement activities. These options, which are available using a drop-down
list, include:
•
None
•
All Aid
•
Title IV only
•
All Federal Aid
Plus, the additional options of (prevent packaging/prevent disbursement for):
•
State only
•
State and Federal
•
State and Title IV
•
Institutional only
•
Institutional and State
•
Institutional and Federal
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•
Institutional and Title IV
•
Institutional, State, and Title IV
•
Institutional, State, and Federal (leaves Other Source code if any funds are defined)
Financial Aid Selection Rules (RORRULE)
On the RORRULE page, 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 calculates SAP status on a specific term results rather than cumulative results,
the page 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 selecting :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 different 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 page allows the assignment of a SAP status 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 calculate 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) page 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 page. The validation on this term code will restrict the options to only those
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 page). 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 page.
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 page, 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
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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 terms prevents you from posting 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 you are
posting the new SAP code to a term later than that from which the calculation originated. In other
words, the page 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 page differs from the other group assignments process for
tracking, budgeting, and packaging. The SAP process uses the same process from online and
from job submission to assign the SAP codes. The name of this process is ROPSAPR, or the SAP
Assignment Process. Also, the 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 section on the ROASTAT page displays the SAP code
assignment process history and all related information for the student on a term-by-term basis.
This page captures the following information.
The Term is the effective term code that was used by the ROAIMMP page (using the ROPSAPR
Process) or as a parameter in job submission. The Calculated SAP Status is the status that the
SAP Assignment Process determined the student 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) page, if
applicable. If the RORSTRF page 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
any further changes. You cannot update the calculated SAP Status with this page. Only the SAP
Assignment 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 further 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 use the Lookup button, which
allows you to access to the full description for each of the codes displayed. The description for each
SAP status displays 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 before using
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 automatically set the lock indicator.
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SAP Translation Rules (RORSTRF)
There is a need at many institutions to allow the SAP process 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 status to
determine their real SAP status at the current time.
An optional rules page can be used to support the additional process that defines the actual SAP
status code that you want to post to the RORSAPR record. The name of the page is the Satisfactory
Academic Progress Translation Rules page (RORSTRF). Banner takes the calculated value from
the SAP Assignment Process and compares the results to the following rules page. 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 page.
This is a repeating rules page 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 other three columns against RTVSAPR. The SAP Letter Code field is optional if you use this
page.
If the appropriate combination is defined on RORSTRF, the calculated status, which is assigned as
a result of the ROPSAPR process, is not the student's New SAP status, but rather is just the status
that has been determined from this recent calculation. 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 more
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 the 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 page, the status code that is derived from the ROPSAPR
Process is the code that is posted to the New SAP status field and posted to the RORSAPR table.
However, if your school chooses to use this page and only wants to build certain combinations
of SAP statuses on this page, 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 page that matches a student, the appropriate New SAP status and
Letter Code are posted accordingly.
However, if the SAP Status combination is not present on the rule page, 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 Status is X and the Calculated Status is PROB1. Given the above example,
this combination 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 page first to see if the student’s
combination of Previous SAP status and Calculated SAP status exist. If they do exist on the rule
page, the ROPSAPR process will post the appropriate values to the RORSAPR table (visible on
the ROASTAT page) and the GURMAIL table (visible on the RUAMAIL page). 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 page (RTVSAPR), it will be posted to the GURMAIL table as a pending letter.
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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 page is a tracking, budgeting, packaging, and SAP group assignment query page 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
page returns the count of how many applicants have a specific SAP code for that particular term.
The page 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 page is by Group Priority. Remember, if you choose to assign
SAP codes, regardless of the existence of a RORSTAT record, these numbers reflect the counts in
the RORSAPR table, not RORSTAT.
Global Institution Financial Aid Options (ROAINST)
The Global Institution Financial Aid Options (ROAINST) uses a six-character SAP code field.
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 predefined rules. This is the SAP code of last
resort, much like the default group codes assigned in tracking, budgeting, and packaging. This field
is also six positions in length and is validated 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.
Example
Table 1: Satisfactory Academic Progress
Period
Term Codes within Period
SAP Indicator Checked
Spring 2011
2011200
Y
Summer 2011
201130
Y
201140
201150
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•
SAP for 201120 exists as Making Satisfactory Academic Progress
•
Disbursement is run for Summer 2011 period
– Disbursement looks for most recent term where SAP indicator checked for period being
disbursed = 201120
– Making Satisfactory progress – funds disburse
•
SAP process is run for 201130 term and results posted with 201130 as Probation (eligible)
•
Disbursement is run for Summer 2011 period
– Disbursement looks for most recent term where SAP indicator checked for period being
disbursed = 201130
– Probation (eligible) - funds disburse
•
SAP process is run for 201140 term and results posted with 201140 as Failing SAP
– Disbursement looks for most recent term where SAP indicator checked for period being
disbursed = 201130 (201140 does not have SAP indicator checked)
– Probation (eligible) - funds disburse
SAP processes
The 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 page 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 who do not
have RORSTAT records. This will allow those institutions who want 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:
•
01 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).
•
02 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.
•
03 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
page).
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•
04 Student ID.This option cannot be used when running the process from job submission.
•
05 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).
•
06 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).
•
07 Application Code.This parameter is utilized in population selection.
•
08 Creator ID of Selection ID. This parameter is utilized in population selection.
•
09 Selection Identifier. This parameter is utilized in population selection.
•
10 User ID.This parameter is utilized in population selection.
•
11 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
parameter used in the process, SAP Effective 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 calculated 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.
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 caused confusion has been deciding which term the SAP
has been calculated for and what term should be used 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 the
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 processes will look at the Fall
term code and will apply any and all logic for that SAP code to activity for the 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 the logic defined by the rules on RORRULE. This result will be posted
to the RORSAPR table and displayed on the ROASTAT page. From here, the ROPSAPR process
must determine if there are rules present on the RORSTRF page. If there are rules present and
the 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 are no rules on the RORSTRF page 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 determine if there is a letter code defined for the New SAP Status
anywhere. The processes will look at the RORSTRF rules page 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
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combination is not present on RORSTRF, the process will then look at the RTVSAPR rules page. If
there is a letter code defined for the student’s New SAP Status, that letter code will be posted to the
GURMAIL page. 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 Effective
term - or the Fall. Because this will impact the Fall term eligibility, it was determined that this was the
appropriate year in which 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 are 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.
Process flow
About this task
Procedure
1. 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, the SAP process can be run online from the ROAIMMP page or the SAP
code may be updated manually on the ROASTAT page. It is on this page 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. After 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 page for accuracy.
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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 Rules Table, RORSAPR. It it becomes too large, the table may
need to be resized. The General 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 page because
there will not be a calculated SAP status determined. It will act the same way as a manual
update to the SAP status, and impact only the effective SAP status code. However, batch
posting will work differently than manually updating 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 page. 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 want to test the results while still on the RORRULE
page by pressing Execute, you must replace your :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 page as the appropriate term code will pass into this rule from the
job parameters at run time.
For those institutions who want to run the ROPSAPR process from the command line, the
following are the instructions to do so.
Results
On the Process Parameter Entry page (GJAPCTL), enter the required parameters for ROPSAPR.
Select the Hold option of the Submission section and press commit. Note the sequence number
that returns to the screen. Go to the command line and enter:
For Unix: ropsapr.shl <enter>
For VMS: ropsapr <enter>
You will then be prompted for a User ID, a password, and the sequence number from above.
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Sample rules
Below 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
((.60*shrtgpa_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
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
((.75*shrlgpa_hours_attempted) <= shrlgpa_hours_earned)
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3. Example of the same rule as #2 without the rovst99 view. Would not require updating, but will
require expert mode rules. 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
shrlgpa_gpa >=2.00 and
shrlgpa_gpa_type_ind = ‘O’)) and
((.75*shrlgpa_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 procedures
Funds Management implementation
About this task
Procedure
1. Determine the various fund types your funds may have on the Fund Type Validation page
(RTVFTYP).
Fund types include: Loan, Work, Grant, or Scholarship.
2. Determine the various fund sources for your funds on the Fund Source Validation page
(RTVFSRC).
Fund sources include: Federal, State, Institutional, or Other.
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3. Define all potential funds on the Fund Base Data (RFRBASE) page.
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) page and the Fund Source Code
Validation (RTVFSRC) page, 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 page.
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 want 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) page.
These rules are interrogated during the packaging process when the fund is to be packaged.
5. For each fund, define any disbursement rules that may apply on the Financial Aid Selection
Rules (RORRULE) page.
These rules are interrogated during the disbursement process when the fund is to be disbursed.
6. Define the award and disbursement schedules by aid periods in the Default Award and
Disbursement Schedule Rules (RFRDEFA) page.
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 Disbursement Schedule for the aid period identified in the Key Information
section.
•
In the Award Schedule section, the Award Percent for all periods must equal 100%. Define
valid memo expiration dates for each period. The Grant Award Percent must also be defined
for all periods and must total at least 100%, but may total up to 200%.
•
In the Disbursement Schedule section, the disbursement date will default to the cut-off date
defined by period on the Packaging Options (RPROPTS) page. The disbursement percent
for each period must equal 100%.
7. Access the Fund Award and Disbursement Schedule Rules (RFRASCH) page.
Use this page 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) page.
Use this page to define aid-year specific budget information, packaging, disbursement, and
Self-Service options in addition to budget 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.
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Fund balance reconciliation
The fund balances on the Fund Budget Inquiry (RFIBUDG) page 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, Banner 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 page 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 SQL*PLUS 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 page 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 SQL*PLUS scripts nor by the Reconcile options
on ROAMGMT or the Fund Reconciliation option using RFRABAL.
Calculating fund balances and the remaining Available to Offer
Amount
The 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 pages. The option for how you want the remaining available to offer amount calculated
is established on ROAINST page under the Options section 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
Option 1 is described.
When the Use Only Offered to Calculate the Available to Offer indicator is checked (Yes), the
amount of funds available to be awarded is determined by subtracting the aid that is offered from
the Fund Available to offer amount:
RFRASPC_AVAIL_OFFER_AMT
-
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RFRASPC_OFFER_AMT
=
Amount of Funds
Available
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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.
Example
Fund allocation defined on RFRMGMT with Over Commitment of 100%
Total Allocated:
50,000.00
Available to Offer:
50,000.00
Over Commitment Percent:
100.000
(RFRASPC_AVAIL_OFFER_AMT)
Use Only Offered to Calculate the Available to Offer is checked (Yes) on ROAINST.
Current Offered
Amount
Remaining
Amount
Remaining
Percent
Actual
Remaining
25,000.00
25,000.00
50.000
25,000.00
(RFRASPC_OFFER_AMT)
(Amount of Funds
Remaining)
Offered
5,000.00
Accepted
20,000.00
Cancelled
5,000.00
Declined
10,000.00
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
Option 2 is described.
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:
RFRASPC_AVAIL_OFFER_AMT
-
(RFRASPC_OFFER_AMT +
RFRASPC_DECLINE_AMT + RFRASPC_CANCEL_AMT) = Amount of Funds Available
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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 allocated. 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
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%
Total Allocated:
50,000.00
Available to Offer:
50,000.00
Over Commitment Percent:
100.000
(RFRASPC_AVAIL_OFFER_AMT)
Use Only Offered to Calculate the Available to Offer is unchecked (No) on ROAINST.
Current Offered
Amount
Remaining
Amount
Remaining
Percent
Actual
Remaining
25,000.00
10,000.00
20.000
25,000.00
(RFRASPC_OFFER_AMT)
(Amount of Funds
Remaining)
Offered
5,000.00
Accepted
20,000.00
Cancelled
5,000.00
(RFRASPC_CANCEL_AMT)
Declined
10,000.00
(RFRASPC_DECLINE_AMT)
Example 2:
Fund allocation defined on RFRMGMT with Over Commitment of 125%
Total Allocated:
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Available to Offer:
62,500.00
Over Commitment Percent:
125.000
(RFRASPC_AVAIL_OFFER_AMT)
Use Only Offered to Calculate the Available to Offer is unchecked (No) on ROAINST.
Current Offered
Amount
Remaining
Amount
Remaining
Percent
Actual
Remaining
25,000.00
22,500.00
36.000
25,000.00
(RFRASPC_OFFER_AMT)
(Amount of Funds
Remaining)
Offered
5,000.00
Accepted
20,000.00
Cancelled
5,000.00
(RFRASPC_CANCEL_AMT)
Declined
10,000.00
(RFRASPC_DECLINE_AMT)
Reviewing Fund Balances
The Fund Balance Inquiry page, 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:
•
The Actual Remaining Amount field displays the amount of the Total Allocated minus the Current
Offered amount (aid which is offered or accepted).
•
The 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.
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Processing
Banner Financial Aid Fund Specific Packaging options
Policy Question
If Yes, then use
page
Use Option
Set Option To
When you offer
an award to a
student, what
award status
code do you
want Banner
to assign when
you package the
award?
RFRMGMT
Offer Status
Valid Award
When the
Status Code
packaging
defined as Offered 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
Accept Status
Valid 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)
page.
What award
RFRMGMT
status code do
(Packaging
you want to use
Options window)
when Banner
declines an award
for a student?
Decline Status
Valid Award
Status Code
defined as
Declined
Banner uses
this decline
status when you
decline the award
with the Award
Acceptance
Mass Entry
(RPAMACC)
page.
What award
RFRMGMT
status code do
(Packaging
you want to use
Options window)
when Banner
declines an award
for a student?
Cancel Status
Valid 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
Auto Package
a checked box
If you do not
check this box,
you cannot use
the fund on the
Packaging Group
©2017
(Packaging
Options window)
(Packaging
Options window)
RFRMGMT
(Packaging
Options window)
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185
Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
or online auto
packaging?
Fund Rules
(RPRGFND) page
for the aid year.
After you award
the fund, do you
want to schedule
it between the
periods in the
student’s aid
period?
RFRMGMT
When you offer
an award as part
of the student’s
package, do you
want Banner to
automatically
accept it?
RFRMGMT
When the award
is packaged
(whether in batch
or online), do you
RFRMGMT
©2017
Comments
Auto Schedule
a checked box
If 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.
Auto Accept
a checked box
If you select 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,
through an award
letter). Note that
funds cannot be
disbursed until
Accepted.
Override Need
a checked box
Note that you
cannot override
the overaward
edit in Award
(Packaging
Options window)
(Packaging
Options window)
(Packaging
Options window)
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Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
want to package
the award even
if it exceeds the
student's need?
When the award
is packaged
(whether in batch
or online), do you
want to package
the award but not
exceed the Cost
of Attendance?
Comments
Validation
regardless of
how this indicator
is set if any
Title IV monies
already exist in
the student’s
package.
RFRMGMT
(Packaging
Options window)
Override Need
to Cost of
Attendance
a checked box
This 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
RFRMGMT
allow Banner to
(Packaging
disburse a fund to
Options window)
a student without
regard to his/
her academic
standing? If you
set this option
to Y the award
and disbursement
©2017
Ellucian. Confidential & Proprietary
Override SAPR
a checked box
For example,
you may want
to package
or disburse
a particular
institutional
scholarship
to a student
not making
satisfactory
187
Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
validation routines
skip the academic
progress check.
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?
Comments
academic
progress, despite
the fact that the
student is not
eligible for any
other institutional
or federal aid.
Override Rqmt
a checked box
A 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 RFRMGMT
be used to replace
(Packaging
the student’s EFC
Options window)
in the calculation
of Need?
Replace EFC
a checked box
Field 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 RFRMGMT
be used to reduce
(Packaging
the student’s need
Options window)
in the calculation
of Need?
Reduce Need
a checked box
Will reduce
need by amount
of award. The
Replace EFC and
Reduce Need
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RFRMGMT
(Packaging
Options window)
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Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
fields are mutually
exclusive. You
cannot check both
options.
Should the fund
be processed
through the Loan
Module?
Loan Process
a checked box
If 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
because loan
disbursement
occurs from within
the Loan Module.
In order for
RFRMGMT
the fund to be
(Packaging
packaged, is a
Options window)
Need Analysis
record required to
be on file?
Need Analysis
a checked box
A 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.
When you add or RFRMGMT
change the award
(Packaging
in the student's
Options window)
package, do you
want Banner to
automatically set
the award letter
indicator on the
student’s record
for award letter
selection?
Award Letter Ind
a checked box
You can use
this indicator
with population
selection to select
those students
who need an
award letter. After
you generate
the award letter
through the
Letter Generation
Process, the
RLRLETR
Process changes
the award letter
indicator on
the RPAAPMT,
RPAAWRD, and
ROARMAN pages
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(Packaging
Options window)
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Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
back to N for the
selected students.
Do you want
RFRMGMT
to allow the
(Packaging
award to be
Options window)
offered, accepted,
declined, or
cancelled by
period?
Allow Processing
by Period
a checked box
When this field is
selected, 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 SelfService by period.
If you use the
RFRMGMT
Equity packaging
(Packaging
philosophy, do
Options window)
you want this fund
to count in the
computation of the
student's equity
level?
Equity Fund
a checked box
Note 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
RFRMGMT
identify this fund
(Packaging
as a fund that you
Options window)
to count for NCAA
regulations?
Count for NCAA
a checked box
Banner 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.
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Processing
Policy Question
Use Option
Set Option To
Comments
Should applicants RFRMGMT
be able to accept/
(Packaging
decline this fund
Options window)
in Self-Service?
Allow Accept/
Decline
a checked box
This allows the
applicants to
do Self-Service
on their award
package. They
can only accept or
decline the entire
amount of the
fund.
Should the
applicant be
able to accept a
partial amount of
this fund in SelfService?
Allow Partial
Amount
Acceptance
a checked box
When checked,
the applicant will
be allow to accept
less than the
amount offered.
Is this fund a
RFRMGMT
Direct Loan fund
(Packaging
with a Rebate Fee
Options window)
Percent?
Rebate Fee
Percent
Percentage
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
RFRMGMT
the fund through
(Packaging
the loan module,
Options window)
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?
Loan Fee Percent Percentage
of fees to be
deducted from
the gross loan
amounts.
What is the
RFRMGMT
interest rate if this
is a Direct Loan?
Interest Rate
©2017
If Yes, then use
page
RFRMGMT
(Packaging
Options window)
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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
pages. You can
use the calculated
net amount to
memo the net
amounts of the
anticipated checks
and to anticipate
the receivable
amount.
The percentage
The amount of the
of the Direct Loan interest rate for
interest rate.
the direct loan.
191
Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
Direct Loan
Indicator
Sub
This field is used
to determine how
to process the
loan.
(Packaging
Options window)
What type of
loan is this Direct
Loan?
RFRMGMT
(Packaging
Options window)
Unsub
PLUS
Other
If the fund
RFRMGMT
is a grant or
(Packaging
scholarship, and
Options window)
you use self-help
packaging, do
you want to use
any portion of the
fund to reduce the
student’s self-help
level?
Self - Help
Reduction %
Percentage of
the award which
should reduce
self-help level
If the student has
a pre-awarded
fund with a selfhelp 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
Alt Loan
(Packaging
Options window)
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.
001 = $1
Note that Banner
rounds down all
awards to the
nearest specified
dollar amount.
When you
RFRMGMT
package the fund,
(Packaging
how do you want
Options window)
to round the aid
year award?
Round Award
010 = $10
025 = $25
050 = $50
100 = $100
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
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RFRMGMT
(Packaging
Options window)
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Round Schedule
RC Rd Cents
Round Cents
RD Round $
Round Dollars
TC Trun Cts
Truncate Cents
TD Trun $
Truncate Dollars
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Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
for use in fund
disbursement?
Does the fund
RFRMGMT
have a limit on
how much Banner
can award to a
student based on
estimated tuition
and fees, etc.?
Budget
Valid Budget
Component Rules Components
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?
RFRMGMT
Tracking
Requirements
window
Valid Tracking
Codes
When 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
RFRMGMT
Message
Assignment
window
Valid
When you
generate award
letters and the
student has the
specific fund in
their package, the
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Ellucian. Confidential & Proprietary
window
Message
Codes
Banner only
packages the
fund up to the
sum of the
defined budget
components, or
to the eligible
packaged amount
- whichever is
less.
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Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
appear on the
award letter
regarding the
specific award?
Comments
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.
Do you have
RORRULE (using
any institutional
Rule Type Fund
specific awarding Awarding)
rules for the fund?
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?
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.
RORRULE
(using Rule Type
Packaging Group
Fund Awarding)
Banner Financial Aid Global Packaging options
Policy Question
If Yes, then use
page
Do you want to
RPROPTS
use the student's
reported expected
enrollment for
various packaging
functions if the
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Use Option
Set Option To
Comments
Use Estimated
Enrollment
a checked box
If you do not
check this box,
Banner uses the
Default Estimated
Enrollment
value. Estimated
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Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
student reported
an expected
enrollment?
Comments
enrollment is used
in packaging,
exemptions &
contracts, Pell
awarding, etc.
What default
RPROPTS
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?
Default Estimated 1 = Full-time
Enrollment
2 = ThreeQtr
Do you want
to package a
student if the
student’s EFC is
an estimate?
Package Using
Estimated EFC
4 = Less-half
a checked box
If 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 want to
RPROPTS
package a student
if a SAR C-Flag
exists?
Package if SAR C a checked box
Flag Exists
If you check this
box, the student
will be packaged
if there is a SAR
C-Flag on the
current Need
Analysis record.
Do you want to
RPROPTS
default increased
amount of Stafford
Loan?
Additional Stafford a checked box
When this
indicator is set
(that is, checked),
independent
students will
automatically
be eligible to
receive the higher
amount of the
unsubsidized
Stafford loan.
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RPROPTS
3 = Halftime
This is a required
field. You must
enter one of the
indicated values.
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Elig
Default
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Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
Where to get
information for
packaging?
RPROPTS
Source of Award
History
B = Banner
This is a required
field. When
determining award
cumulatives,
where should that
come from.
N = NSLDS
Only N is valid for
0607 and beyond
Do you want
RPROPTS
to allow the
user to mass
accept awards for
student?
Allow Award Mass a checked box
Accept
By setting this
indicator to
checked, the user
can mass accept
awards for an
applicant from the
RPAMACC page.
Do you want to
RPROPTS
limit the amount of
time an applicant
has to respond to
an offer of aid?
Offer Expiration
Days
Number of Days
After 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 want
to assign
any tracking
requirements
specific to a
fund when it is
awarded?
RPROPTS
Tracking
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?
RPROPTS
Interface
Exemptions
a checked box
Exemptions will
only be interfaced
for students who
are authorized
for the exemption
on TSAEXPT.
If estimated
amounts are
desired before
actual A/R
postings, use the
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Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
Exemption Rules
(RPREXPT) page.
Do you want
to interface a
selected thirdparty contract
from the Banner
Student Accounts
Receivable
Module so that
you can count it
as a resource in
the student's aid
package?
Interface 3rd Party a checked box
Cont
Contracts will
only be interfaced
for students who
are authorized
for the contract
on TSACONT.
If estimated
amounts are
desired before
actual A/R
postings, use
the Third Party
Contract Rules
(RPRCONT)
page.
If you choose
RPROPTS
to interface
exemptions and
contracts, do you
want to always
use the estimated
amount of the
exemption or
contract as a
resource in the
student’s aid
package?
Always Use
Estimated
If 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
RPROPTS
to interface
exemptions and
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 before its
payment?
Assume Full Time a checked box
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RPROPTS
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a checked box
If 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).
197
Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
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?
RPROPTS
3/4 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.
1/2 Time Pct
Less 1/2 Time Pct
Repeat coursework processing
Changes became effective on July 1, 2011, specifically identifying how Repeat Coursework must be
taken into account by institutions when defining “Full-Time” status for enrollment, in addition to 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
“Full-time” student to include:
“including for a term-based program, repeating any coursework previously 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.” (34CFR Section 668.2)
The regulation provides further detail regarding “Three-Quarter time” and “Half-time”, with regard to
the proration of “Full-time”.
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.
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Processing
Setup
Financial Aid Repeat Course Exclusion (RORRPCX)
The RORRPCX page 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 calculation 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. The 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.
•
If 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.
•
If 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. After 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 page, 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 stipulation on length of the term range; it can be as short as one term and
as long as infinity.
When 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.
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Processing
Enrollment Rule Validation (RTVENRR)
The RTVENRR page allows you to define different rule codes. Removing the Active Indicator for
that rule does not inactivate the rule for that year but will prevent the rule on RORENRR for this
code from rolling in the ROPROLL process.
Enrollment Rules (RORENRR)
The RORENRR page 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 Repeat 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.
“A 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 they had been
paid Title IV funds for retaking, then that is not counted as their one allowed retake for that course.
However, if a student passed a class one time 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.”
To address this situation, functionality in Repeat Coursework processing allows withdrawn courses
to be included or excluded by the school 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 page. 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) page 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 processed 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) page for the Level Indicator, Title Indicator, Schedule Type Indicator, and Transfer
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Processing
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 page for the Financial Aid Repeat Coursework
functionality.
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 level. If your institution does accept transfer credits towards the
students program of study, the Transfer Course Indicator on the SHARPTR page should be
checked to include those courses in repeat coursework processing. When doing so, the Equivalency
Detail section of the Transfer Course (SHATRNS) page must have the courses’ equivalency
information completed.
Using transfer courses in repeat coursework processing will be successful, providing the transfer
course is entered manually on the SHATRNS page or through 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 section of this page is used to indicate course equivalencies or “course
inclusions”.
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) page contains institutional control used to determine
which Grade Codes are to be included in repeat coursework processing.
This is accomplished by checking the page’s Repeat Indicator. Without this option being
hardcoded, institutions have an additional method to control which Grade Codes will be used in
repeat coursework 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 coursework enrollment calculations will be affected, dynamically.
Control over which grade codes are considered “passing grades” is housed in the Count in Passed
Indicator. This indicator must be checked 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 calculations and avoid aid disbursements that are not valid.
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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. 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) page.
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)
page should be selected for the Grade Code used and ensuring the Transfer indicator on the
Repeat/Multiple Course Rules (SHARPTR) page is checked. The repeat coursework calculation
works with transfer courses entered manually on the Transfer Course (SHATRNS) page or through
the Transfer Articulation module in the Banner Student system.
Additional institutional setup considerations
Repeat Coursework processing is described.
Repeat Coursework processing will exclude a course from being considered a “repeat” in the
Repeat Coursework enrollment calculation if:
•
The Student Level or Course Level is marked for exclusion on the Global Institution Financial
Aid Options (ROAINST) page.
or
•
The Grading Mode or Registration Status has been listed on the Audit Grading Mode
(RPRAUDT) page.
or
•
The section is labeled as unavailable for aid on the Section Unavailable for Aid (ROASECT)
page.
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 page entries above.
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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 ROKRPTS 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 “Full-time”
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.
Multiple enrollment calculations
The 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) page, 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 Repeat 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
Satisfactory 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.
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Processing
Student enrollment
Course in program of study
The ability to include only courses which are part of the student's program of study and 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.
Overview
Enrollment Rules (RORENRR)
The Enrollment Rules (RORENRR) page 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 page'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
page, through 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 Banner Student solution, this Banner Financial Aid
functionality allows you to determine the following student eligibility criteria:
•
Course is included in the student's program as determined by CAPP or Degree Works and the
program is eligible for Aid, based on Institutional Rules defined (GORRSQL)
•
Course is defined as remedial and the number of remedial hours the student has attempted
•
Course is defined as an ESL course
•
Repeat coursework evaluation
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Note: Repeat coursework checking is available 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 student'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
section of the Financial Aid Enrollment (ROAENRL) page.
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 coursework
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:
•
Considered in the student's program
•
Defined as remedial and the number of remedial hours to assign
•
Defined as an ESL course
•
Considered 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) page for the term
code you want processing to begin.
Enrollment calculations for terms before the term 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 Evaluation 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) page maintains Banner Financial Aid hours and displays
Banner Student hours.
Additionally, the page’s Enrollment by Course window is used to display the results of the Banner
Student Course Program of Study Process (SFPCPOS).
If the Student process is used to evaluate the courses, the following is displayed:
•
If the course is included in an aid eligible program
•
Remedial course and the number of remedial course hours (as calculated)
•
The course in addition to whether the course is identified as ESL.
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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 most 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 and 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 (on SFACPSC) for remedial, ESL, or Repeat coursework, the default values established
on ROAINST for the appropriate option will be assigned to the course. If the option to evaluate
whether the course counts for aid processing is disabled (SFACPSC) or the course is not found in
the SFRSCRE table, the value determined for the course being counted in the program will be used.
Example
Local Entry created for COURSE_IN_PROGRAM term Spring 201620
Enrollment calculation beginning with Spring 201620 looks for course in SFRSCRE
•
If the course exists in SFRSCRE with a value of Yes or No for In Program (SFASCRE), the value
will be returned
•
If course does not exist in SFRSCRE, the Default on ROAINST for Course in Program used
– Selected, course considered in student's program
– Cleared, course is not considered in student's program
Enrollment calculation for terms before Spring 201620 uses current logic
Default value for course in program = Yes
When 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 evaluated 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 when 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.
When evaluating the course eligibility, the rules for excluding 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.
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Setup
Use the following steps to setup and use Banner Financial Aid course in program of study
processing.
About this task
Procedure
1. Specify a desired Aid Year and configure selection criteria on the Enrollment Rules
(RORENRR) page.
2. For the Aid Year previously specified, define the following Enrollment Rules Defaults on the
Defaults section of the Global Institution Financial Aid Options (ROAINST) page:
•
Course in Program (course not found in SFRSCRE).
– Select (Yes) to default course is included in student's program.
– Clear (No) for course should not count as included in student's program.
•
Repeat Course Checking (course not found in SFRSCRE or Disabled).
– Select (Yes) to default course is considered a repeat.
– Clear (No) for course is not considered a repeat.
•
Repeat No Default - used when Repeat Course Checking default is checked (Yes).
– Number of repeat attempts to assign to the course.
– Used for both count and don't count Withdrawal registration status.
•
Remedial Course Checking (course not found in SFRSCRE or Disabled).
– Select (Yes) to default course is considered a remedial.
– Clear (No) for course is not considered a remedial.
•
Remedial No Default - used when Remedial Course Checking default is checked (Yes).
Number of remedial hours to assign to the course.
•
ESL Course Checking (course not found in SFRSCRE or Disabled)
– Select (Yes) to default course is considered as ESL.
– Clear (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) page.
Delivered data includes the following B=Baseline data (ENROLLMENT_RULES Parameter values,
four course type Key values, and placeholders for Data values:
Parameter
Key
Data
Source
Indicator
ENROLLMENT_RULES
COURSE_IN_PROGRAM
ZZZZZZ
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B=Baseline
System
Required
Yes
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Parameter
Key
Data
Source
Indicator
System
Required
ENROLLMENT_RULES
ESL
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
REMEDIAL
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
REPEAT
ZZZZZZ
B=Baseline
Yes
•
Use the page’s Duplicate Record function to insert a new L=Local option for each of the
above course types (Key column).
•
Change the Data column’s placeholder values (ZZZZZZ) to reflect the term code you want to
begin processing for the option.
Parameter
Key
Data
Source
Indicator
System
Required
ENROLLMENT_RULES
COURSE_IN_PROGRAM
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
COURSE_IN_PROGRAM
201610
L=Local
No
ENROLLMENT_RULES
ESL
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
ESL
201610
L=Local
No
ENROLLMENT_RULES
REMEDIAL
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
REMEDIAL
201610
L=Local
No
ENROLLMENT_RULES
REPEAT
ZZZZZZ
B=Baseline
Yes
ENROLLMENT_RULES
REPEAT
201610
L=Local
No
Results
These steps create L=Local records in the table which may be deleted or updated to a future term
should you want 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 before these additions and will not look for results in
the SFRSCRE table.
Sample course in program of study calculations
Banner Student Course Program of Study Process (SFPCPOS) calculations are described.
The following examples use calculations from the Banner Student Course Program of Study
Process (SFPCPOS) to determine:
•
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If the course included in the student's program and Counts for Aid
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•
If the course is remedial and the number of remedial hours attempted, including the course being
evaluated
•
If the course is English a a Second Language
•
Repeat Coursework evaluation
The following Global Institution Financial Aid Options (ROAINST) Enrollment Rules Defaults are
applied:
Courses in Program
cleared (No)
Repeat Course Checking
cleared (No)
Remedial Course Checking
cleared (No)
ESL Course Checking
cleared (No)
Remedial No Default
0
Repeat No Default
0
Remedial Limit
30
Remedial Limit Rule Code
NULL
Example 1 - Use Only Courses in Program with Remedial Limits Applied
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
for
Counted
Program
Aid
RemedialRemedialESL
Hours
ENG
500
3
0
0
N
Y
Y
N
0
N
MATH
100
3
0
0
N
N
Y
Y
6
N
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Example 1 Result:
Total hours for the Enrollment rule = 6. ENG 500 is included in the student's program and counts
for aid. 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.
Example 2 - Use Only Courses in Program with Remedial Limits applied
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
for
Counted
Program
Aid
RemedialRemedialESL
Hours
ENG
500
3
0
0
N
Y
Y
N
0
N
MATH
100
3
0
0
N
N
N
Y
33
N
Example 2 Result:
Total hours for Enrollment Rule = 3. ENG 500 is included in the student's program and counts for
aid. MATH 100 is identified as remedial, however, the remedial hours of 33 is > than the remedial
limit of 30 and will not be included.
Example 3 - Use Only Courses in Program with Exclude all Remedial Courses
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
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Enrollment Rule
Apply Remedial Limit
N
Exclude ESL Courses
N
Use Only Courses in Program
Y
Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
for
Counted
Program
Aid
RemedialRemedialESL
Hours
ENG
500
3
0
0
N
Y
Y
N
0
N
MATH
100
3
0
0
N
N
N
Y
6
N
Example 3 Result:
Total hours for Enrollment Rule = 3. ENG 500 is included in the student's program and counts
for aid. 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.
Example 4 - Default value from ROAINST used with Use Only Courses in Program
with Remedial Limits applied
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Student registered for ENG 500 and the SFPCPOS process is run.
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Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
for
Counted
Program
Aid
RemedialRemedialESL
Hours
ENG
500
0
N
3
0
N
Y
Y
0
N
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.
Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
For
Counted
Program
Aid
RemedialRemedialESL
Hours
ENG
500
3
0
0
N
Y
Y
N
0
N
ANTH
600
4
0
0
N
N
N
N
0
N
Example 4 Result:
Total Hours for Enrollment Rule = 3. ENG 500 is included in the student's program and counts for
aid (SFPCPOS process). ANTH 600 uses the default values from ROAINST, Counts in Program
= N, Count For Aid will use value determined by Counts in Program, and Remedial Course =
N. Therefore, ANTH 600 does not meet the requirements for the enrollment rule and will not be
included.
Example 5 - Use Only Courses in Program with Course Excluded by Level for
Remedial
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
N
Exclude ESL Courses
N
Use Only Courses in Program
Y
Student is UG level and registers for the following:
•
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ENG 500 – level = UG
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•
SPELL – level = EL
ROAINST Exclude Level is defined to exclude Course level code of EL (Elementary) for Student
level code of UG
Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
For
Counted
Program
Aid
RemedialRemedialESL
Hours
ENG
500
3
0
0
N
Y
N
N
0
N
SPELL
3
0
0
N
N
N
Y
3
N
Example 5 Result:
Total hours for enrollment rule = 3. ENG 500 is included in the student’s program and counts for
aid. Even though SPELL is identified as a Remedial Course, the course level has been excluded
from the enrollment hours for all enrollment rules (billing and adjusted hours).
Example 6 - Use only Courses in Program with Repeat Limit check
Enrollment Rule
Use Repeat Course Checking
Y
Count Withdrawal Status as Repeat Attempt
N
Repeats Allowed
1
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Student 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)
Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
For
Counted
Program
Aid
RemedialRemedialESL
Hours
ENG
500
3
2
2
N
Y
Y
N
0
N
HIST
4
0
0
N
Y
Y
N
0
N
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Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
For
Counted
Program
Aid
RemedialRemedialESL
Hours
1200
Example 6 Result:
The Hours for the Enrollment Rule = 4 because ENG 500 exceeds the allowable number of repeats.
Example 7 - Use Only Courses in Program with Count for Aid
Enrollment Rule
Use Repeat Course Checking
N
Count Withdrawal Status as Repeat Attempt
N
Attendance Must be Verified
N
Exclude Remedial Courses
Y
Apply Remedial Limit
Y
Exclude ESL Courses
N
Use Only Courses in Program
Y
Course Hours
Withdrawal
Withdrawal
Attend. Counts Count
Counted Not
Verified In
For
Counted
Program
Aid
RemedialRemedialESL
Hours
ENG
500
3
0
0
N
Y
Y
N
0
N
HIST
4
0
0
N
Y
N
N
0
N
1200
Example 7 Result:
Total hours for Enrollment Rule = 3. ENG 500 is included in the student's program and counts for
aid. HIST 1200 is identified as included in the student's program but is identified as not counting for
aid and will not be included.
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Display and maintenance of student enrollment
The Financial Aid Enrollment (ROAENRL) page maintains Banner Financial Aid hours and displays
Banner Student hours.
This page 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 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 page acts as a query page to display the enrollment
terms in descending order for the student.
If necessary, you can select the ID button or List to search for existing applicants with the Person
Search (SOAIDEN) page or the SSN/SIN Alternate ID Search (GUIALTI) page.
Financial Aid Enrollment (ROAENRL)
The Financial Aid Enrollment (ROAENRL) page also provides an option to view an applicant’s
financial aid hours and student hours by period or enrollment rule.
This information is based on the enrollment rule or the aid period and Pell aid period (if they exist),
that have been assigned to the applicant for the aid year in the page’s Key block. The attending
hours for the period will also be provided 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.
Example
Financial 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 displayed. Because 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.
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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.
•
1011 aid period of Fall/Spring/Summer will display Summer 2011 period enrollment when aid
year is 1011 in Key block
•
1112 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.
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.
Period
Attend Date
Credit Hours
Billing Hours
Adjusted Hours
Summer 2011
15_JUN-2011
6
6
6
Summer 2011
01-MAY-2011
3
3
3
Only the Financial Aid term and 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 hours
When 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 page’s Key block, the By Period button is disabled
(de-emphasized).
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Current hours
The 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 page’s Key block, the By Period button is disabled
(de-emphasized).
Financial aid hours by period
Only 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 period
The 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.
Current hours by period
Only 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 period
The 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 enrollment
Enrollment Rules are used to define which checks should be included to determine the credit,
billing, and adjusted hours for the student.
The rules will allow 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.
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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:
•
Standard Enrollment Rule
•
Repeat 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 will determine the Credit, Billing, and Adjusted hours.
Repeat Enrollment Rule
This 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.
Enrollment calculation using rules
Enrollment 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 times and to improve performance
when evaluating Repeat Coursework, the student’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 Financial Aid Attending Hours, the Financial Aid Hours
process, RSRENRL, will freeze the calculated hours for each Enrollment Rule that has been
established for the aid year. A parameter 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 used to determine the student’s
enrollment. If using Financial Aid Hours, the Financial Aid hours for the Enrollment rule must exist 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.
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Enrollment calculation using repeat course check
Federal 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:
•
An enrollment rule to use repeat coursework checking.
•
The number of times a course may be repeated.
•
The 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) pages.
The Financial Aid repeat coursework calculation returns the number of repeats represented by
the course being evaluated. The results of the calculation are displayed in the Schedule view from
the Financial Aid Enrollment (ROAENRL) page. The following table lists some potential student
scenarios:
Student Scenario
Number of repeats
The student has never taken
the course
0
The student took the course
and failed, enrolled in the
course for the term being
evaluated
0
The student took the course
and passed, enrolled in the
course for the term being
evaluated
1
The 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
2
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Enrollment calculation using attendance verification
The ability to define an Enrollment Rule to require that attendance 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 periods
Because 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 occur.
About this task
To address this possibility, Banner will calculate the enrollment for the period, evaluating 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.
Procedure
1. Identify all terms associated with the period.
2. For first term in period, if financial aid hours exist, select those – if not, use student hours – hold
this value.
3. For second term in period, if financial aid hours exist, select those – if not, use student hours –
hold this value.
4. For third term in period, if financial aid hours exist, select those – if not, use student hours – hold
this value.
5. Sum the hours from each of the terms for the period to determine hours for the period.
Period
Terms in Period FA
Student Hours
Hours used in
calculated
Hours
Summer
201030
3
3
3 - FA hrs.
2010
201040
3
3
3 - FA hrs.
6
6 - Stu Reg hrs.
201050
Total enrollment
for period
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FA and
Stu Reg hrs.
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Results
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 enrollment will be calculated based on the terms which have hours
using the above logic.The ability 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 page. 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.
Example
The 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:
“Enrollment invalid for federal fund ID”
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 enrollment
rules such as repeat course checking and attendance verification.
Period
Terms in
Period
FA Hours
Consortium Student
Ind.
Hours
Hours
used in
enrollment
calc. for
Hours
used in
enrollment
calc. for
Federal
non-Federal
loan fund
loan fund
Summer
201030
6
N
0-withdrawn 6
0
2010
201040
3
N
3
3
3
201050
3
N
0-withdrawn 3
0
Total
enrollment
12
for Period
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3disbursement
edit fails
with current
registration
at 3
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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.
Banner will calculate the 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.
Example
The 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 been 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.
.
Period
Terms in
Period
FA Hours
Consortium Student
Ind.
Hours
Hours
used in
enrollment
calc. for
Hours
used in
enrollment
calc. for
Federal
non-Federal
loan fund
loan fund
Summer
201030
3
N
2010
201040
3
Y
201050
N
Total
enrollment
for Period
3
2
3
3
3
3
2
2
8
8 - passes
disbursement
edit
Attending hours functionality using periods
Funds 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 calculate 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
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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 financial aid and student hours based on the periods which make up the
student’s aid period has been added to the ROAENRL page. This will represent the enrollment used
for the enrollment calculation in the disbursement process.
Example
This example demonstrates using attending hours where the Consortium Indicator is “No” for all
terms within the period:
•
If disbursement is run on June 1st, the attending hours will be 3
•
If disbursement is run on June 15th, the attending hours will be 6
•
If disbursement is run on June 20th, the attending hours will be 9
•
If disbursement is run on July 1st, the attending hours will be 12
Table 2: Attending hours with consortium Indicator no for all terms within the period
Period
Terms in
Period
FA Hours
ConsortiumAttending Attending Hours
Ind.
Hours
hours
used in
date
enrlmnt.
calc. by
term
Hours
calcd. for
disb. for
the period
Summer
201030
6
N
2010
3
01JUN-2010
3
3
6
15JUN-2010
6
6
201040
3
N
3
20JUN-2010
3
9
201050
3
N
3
01JUL-2010
3
12
Example
This example demonstrates using attending hours where the Consortium Indicator is “Yes” for one
term within the period and financial aid attending hours have been entered manually for that term:
•
If disbursement is run on June 1st, the attending hours will be 3
•
If disbursement is run on June 15th, the attending hours will be 6
•
If disbursement is fun on June 20th, the attending hours will be 9
•
If disbursement is run on July 1st, the attending hours will be 12
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Table 3: Attending hours with consortium indicator yes, attending hours exist
Period
Terms in
Period
FA Hours
ConsortiumAttending Attending Hours
Ind.
Hours
hours
used in
date
enrlmnt.
calc. by
term
Hours
calcd. for
disb. for
the period
Summer
201030
6
N
2010
3
01JUN-2010
3
3
6
15JUN-2010
6
6
201040
3
Y
3
20JUN-2010
3
9
201050
3
N
3
01JUL-2010
3
12
The example below demonstrates using attending hours where the Consortium Indicator is “Yes”
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.
Example
This example demonstrates using attending hours where the Consortium Indicator is “Yes” 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:
•
If disbursement is run on June 1st, the attending hours will be 3
•
If disbursement is run on June 15th, the attending hours will be 6
•
If disbursement is run on June 20th, the attending hours will be 9
•
If disbursement is run on July 1st, the attending hours will be 12
Table 4: Attending hours with consortium indicator yes for one term and term start date used
Period
Terms in FA
Period
Hours
Consortium
Attending Attending STVTERM Hours
Ind.
Hours
hours
Start
used in
date
Date
enrlmnt.
calc. by
term
Hours
calcd.
for disb.
for the
period
Summer
201030
N
6
2010
201040
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JUN-2010 MAY-2010
3
6
15JUN-2010
6
6
203
JUN-2010
9
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Processing
Period
Terms in FA
Period
Hours
Consortium
Attending Attending STVTERM Hours
Ind.
Hours
hours
Start
used in
date
Date
enrlmnt.
calc. by
term
Hours
calcd.
for disb.
for the
period
201050
N
12
3
3
01303
JUL-2010 JUN-2010
Using the +/- number of days for attending hours
The option for disbursing based upon the number 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 before or after the date
the calculated number of hours begins. If you want to pay before 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.
Example
For the fund, the number of days entered is 5, to pay five days before the attendance start date.
Attend Date
Number of Hours
10-AUG-2010
6
20-AUG-2010
12
The disbursement process will allow the student to be paid (providing all other criteria is met):
•
Based on 6 hours, 5 days in advance, on 05-AUG-2010
•
Based on 12 hours, 5 days in advance, on 15-AUG-2010
Financial Aid Selection Rules (RORRULE)
This page is used to create, compile, and execute 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
examples of rules, and copy rules page one aid year to another aid year.
The system retains the rules that you enter on this page in the database. You can use the
Immediate Process (ROAIMMP) page for processing 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 creating or maintaining for the aid year.
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RORRULE provides the ability to write basic rules selecting the criteria for specific columns using
Simple Mode in the Selection Criteria section 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 Owners Validation (RTVRULO) page 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 in
addition to ensuring the SQL statement is valid and executable.
If a group code or fund code is inactive for 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 section. Text information
above the area for entering rule criteria provides guidance for writing the rules; an optional 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 parenthesis 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 section, Enter, Tab or 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 Lookup button requires that you enter the Table you are requesting to view the
column values. The Table Names displayed in the Table Name Lookup button and available
for entry on this page 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) page.
After you have entered the data element (column name), enter the operator. The Operator Lookup
button 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 financial
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 page, 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.
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When using Simple Mode in the Selection Criteria section 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 Expert 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 variables, 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.
Hints for RORRULE page use
Improvement of RORRULE performance is described.
The following are suggestions for improving RORRULE performance:
•
If you use RCRAPP2, 3, 4 or RCRESAR, the first rule on the simple mode page should use one
of these tables to ensure that the correct join will be done behind the scenes.
•
If you use RCRAPP1, 2, 3, 4 or RCRESAR, you should include the rule:
AND RCRAPP1_CURR_REC_IND = Y
It 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 RCRAPP1table and not a non-unique index.
•
Do not use a view as the first rule on the simple rule page. The table or view of the first rule is
used to join all of the other tables. This may cause performance issues.
•
If 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
•
Before 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.
•
In Expert mode, use UPPER CASE.
•
When 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 plus the compiled rule) will appear in the
log.
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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 <ENTER> 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.
Algorithmic packaging
Overview
Packaging is a fundamental activity for all Financial Aid offices in the administration of financial aid.
Key to leveraging scarce financial resources to attract the targeted incoming class each year, in
addition to 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
philosophy 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 sacrifice 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 because 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
Algorithmic packaging features are described.
This feature is designed to facilitate the use of algorithmic packaging with the Banner Financial Aid
baseline product. pages and processes have been added or modified to provide a more complete
means of automatically packaging students through the use of algorithmic packaging pages in
conjunction with pre-existing Banner Financial Aid rules pages.
The information that follows summarizes these features.
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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
•
Enables predictive modeling to support an institution’s enrollment.
•
Provides a management strategy to help an institution manage complex calculations to award
the right funds to the right students.
•
Allows an institution to package multiple financial aid awards based upon configurable rules and
calculations that support an institution’s awarding philosophies.
•
Includes the functionality to allow the use of algorithms as part of the fund awarding sequence
within the current packaging process.
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 particular fund within a packaging group based upon data elements within the student or
financial aid system.
Example
Award 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 use the fund award rules as the overall master rule for fund eligibility.
Pages
Algorithmic Packaging Rules (RPRALGR)
The RPRALGR page enables you to use algorithmic packaging rules to award funds.
On this page, you write SQL statements to define algorithmic packaging rules, which are arranged
by rule code and sequence number.
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After 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 page 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) pages.
Algorithmic Support (RORALGS)
The Algorithmic Support (RORALGS) page allows 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 page to assist with algorithmic packaging rules, determine the criteria and
amounts to be entered for calculating the fund award.
KEY 1 = Fund
KEY 2 = Year in College
AMOUNT to be returned
status from RNANAxx
MERIT
0
1000.00
MERIT
1
1000.00
MERIT
2
1500.00
MERIT
3
2000.00
MERIT
4
2500.00
MERIT
5
2500.00
Packaging functions
Use of algorithms are described.
Using algorithms and parameters, functions include calculations based upon:
•
a percentage of a fund award,
•
a fixed dollar amount of a fund award
•
a data value housed in the Banner system (less than, equal, greater than, not equal)
and
•
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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 percentage 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.
Ability to store and reference internal interim values in packaging rules
The Algorithmic Packaging Rules (RPRALGR) page 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 table for each student that is
processed before packaging the student and is deleted after the student is processed.
Packaging simulation options
The Packaging Process (RPEPCKG) is described.
The Packaging Process (RPEPCKG) includes parameters that allow the process to:
•
bypass tracking requirements during Simulated Packaging only,
•
award Pell in both Simulated and Actual mode, and
•
stop the awarding of an individual fund during simulated packaging, when that fund's available
amount has been exhausted.
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Related fund features
Pages
Packaging Group Fund Category Maximums Rules (RPRFCAT)
The Packaging Group Fund Category Maximums Rules page allows you to place fund category
maximums on packaging groups.
Fund Category Validation (RTVFCAT)
This page enables you to define fund categories for use on the Fund Base Data (RFRBASE) page.
Fund Award Inquiry (RPIFAWD)
The Fund Award Inquiry page 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 page enables you to view all students with a particular fund for a
particular period.
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 all 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.
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Rounding options for awards
The Round Award field on the Fund Management (RFRMGMT) page 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 – 99999.
Ability to inactivate fund codes, groups, and rules
The Fund Active field on the Fund Base Data (RFRBASE) page and Funds Management
(ROAMGMT) page allows you to inactivate a fund code.
You can globally inactivate a budgeting group (RTVBGRP), packaging group (RTVPGRP),
requirements tracking group (RTVTGRP), or satisfactory academic progress group (RTVSAPR).
The Rule Active field on the Financial Aid Selection Rules (RORRULE) page 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.
Fund category and fund cross-reference fields for packaging and reporting
The 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.
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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 period
The Fund Award Inquiry (RPIFAWD) page enables you to view all students who have a particular
fund for a particular aid year.
The Fund Award Period Inquiry (RPIFTRM) page enables you to view all students with a particular
fund for a particular period.
Sample algorithmic packaging rules
The examples that follow demonstrate how you might use the Algorithmic Packaging Rules
(RPRALGR) page to set up business rules for your institution.
Refer to Banner Online Help for detailed page and field information.
Example 1 - Institutional grant with amounts based on GPA and IM EFC ranges
The 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 aid recipient by the Packaging Process (RPEPCKG) before 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)
page.
The f_get_gpa function is for illustrative purposes only. This function is not a “system delivered”
function; the f_get_gpa function illustrates the use of a client-created function within the rules.
Field
Value
Rule
GPA_EFC_RULE
Sequence
1
SQL Statement
SELECT 5000 FROM DUAL
WHERE EXISTS
(SELECT ‘X’ FROM RPTNEED
WHERE RPTNEED_AIDY_CODE = :AIDY
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Field
Value
AND RPTNEED_PIDM = :PIDM
AND RPTNEED_IM_EFC < 10,000)
AND f_get_gpa(:AIDY, :PIDM) >= 4.0
Field
Value
Rule
GPA_EFC_RULE
Sequence
2
SQL 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
Rule
GPA_EFC_RULE
Sequence
3
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
Example 2 - SEOG award calculation based on Pell award amounts for the year
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 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.
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Field
Value
Rule
SEOG_CALC_1
Sequence
1
SQL 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’)
Field
Value
Rule
SEOG_CALC_1
Sequence
2
SQL 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
Rule
SEOG_CALC_1
Sequence
3
SQL Statement
SELECT 1000 FROM DUAL
WHERE EXISTS
(SELECT ‘X’
FROM RPRAWRD
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Field
Value
WHERE RPAWRD_AIDY_CODE = :AIDY
AND RPRAWRD_PIDM = :PIDM
AND RPRAWRD_OFFER_AMT <= 1500
AND RPRAWRD_OFFER_AMT > 0
AND RPRAWRD_FUND_CODE = ‘PELL’)
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). Inserts to the
RPTNEED table are done automatically 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
Rule
SEOG_CALC_2
Sequence
1
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) <= 4310
AND rpkalgr.f_get_fund_offer
(:AIDY,
:PIDM,
‘PELL’,
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Processing
Field
Value
RPTNEED_SIMULATE_SW) > 3000
Field
Value
Rule
SEOG_CALC_2
Sequence
2
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
Field
Value
Rule
SEOG_CALC_2
Sequence
3
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,
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Processing
Field
Value
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 0
Example 4 - SEOG award calculation based on Pell award amounts for the year while using
multiple Pell fund codes
This 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 assumes the institution uses multiple Pell fund codes.
In this example, $2000 is awarded for SEOG 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.
Field
Value
Rule
SEOG_CALC_3
Sequence
1
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
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Processing
Field
Value
AND RPRAWRD_FUND_CODE IN
(SELECT RFRBASE_FUND_CODE
FROM RFRBASE
WHERE RFRBASE_FED_FUND_ID =
‘PELL’))
> 3000
Field
Value
Rule
SEOG_CALC_3
Sequence
2
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
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Processing
Field
Value
Rule
SEOG_CALC_3
Sequence
3
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
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 automatically by the RPEPCKG process during packaging. During
that insert, the Simulate Switch (RPTNEED_SIMULATE_SW) is set, depending on whether you are
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Processing
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
Rule
SEOG_CALC_4
Sequence
1
SQL 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
Field
Value
Rule
SEOG_CALC_4
Sequence
2
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
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Processing
Field
Value
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 1500
Field
Value
Rule
SEOG_CALC_4
Sequence
3
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
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 calculates 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.
Field
Value
Rule
PERK_CALC
Sequence
1
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Processing
Field
Value
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
Field
Value
Rule
PERK_CALC
Sequence
2
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
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Processing
Field
Value
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) <= 3000
AND rpkalgr.f_get_ffid_offer
(:AIDY,
:PIDM,
‘PELL’,
RPTNEED_SIMULATE_SW) > 1500
Field
Value
Rule
PERK_CALC
Sequence
3
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
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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 EFC
This 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 minimum 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 maximum
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 $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 the 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 simple as possible, only conditions which determine the actual amount
of an award should be included in algorithmic rules. Conditions which determine the overall eligibility
of the student for an award should continue to be defined on the Financial Aid Selection Rules
(RORRULE) page.
For example, suppose an institution has a state grant which requires that the student actually reside
in the state. The residency condition could be defined as a Fund Awarding rule on the RORRULE
page, 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
Rule
STATE_CALC_1
Sequence
1
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Processing
Field
Value
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
500
Award Maximum
4300
Field
Value
Rule
STATE_CALC_1
Sequence
2
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 >= 18001
AND RPTNEED_BUDGET_AMOUNT <= 24000
Award Minimum
500
Award Maximum
4300
Field
Value
Rule
STATE_CALC_1
Sequence
3
SQL Statement
SELECT .27 *
RPTNEED_BEG_UNMET_NEED_AMT
FROM RPTNEED
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Processing
Field
Value
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
500
Award Maximum
4300
Field
Value
Rule
STATE_CALC_1
Sequence
4
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 > 24000
AND RPTNEED_BUDGET_AMOUNT <= 26000
Award Minimum
500
Award Maximum
4700
Field
Value
Rule
STATE_CALC_1
Sequence
5
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
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Processing
Field
Value
AND RPTNEED_BUDGET_AMOUNT > 24000
AND RPTNEED_BUDGET_AMOUNT <= 26000
Award Minimum
500
Award Maximum
4700
Field
Value
Rule
STATE_CALC_1
Sequence
6
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 > 24000
AND RPTNEED_BUDGET_AMOUNT <= 26000
Award Minimum
500
Award Maximum
4700
Example 8 - Calculation for a state fund which has a range of offer amounts based on EFC
and whether a student is in-state 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.)
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
Rule
STATE_CALC_2
Sequence
1
SQL Statement
SELECT 2000
FROM RPTNEED, RCRAPP1
WHERE RPTNEED_AIDY_CODE = :AIDY
AND RPTNEED_PIDM = :PIDM
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Processing
Field
Value
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’
Field
Value
Rule
STATE_CALC_2
Sequence
2
SQL 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’
Example 9 - Calculate an equity packaging amount based on both gross need and budget
The preceding examples are all rules that might be defined for use on the Packaging Group Fund
Rules (RPRGFND) page to calculate award amounts for individual funds.You can also define rules
which you can use on the Default Packaging Rules (RPRDEFR) page and the Packaging Rules
(RPRPCKR) page 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 pages. 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.
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Processing
Field
Value
Rule
EQUITY_CALC
Sequence
1
SQL 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
Rule
EQUITY_CALC
Sequence
2
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
Rule
EQUITY_CALC
Sequence
3
SQL 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
Rule
EQUITY_CALC
Sequence
4
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Processing
Field
Value
SQL 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
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) before 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)
page.
Column Name
Comment
RPTNEED_AIDY_CODE
AID YEAR CODE: The aid year associated with
the need data.
RPTNEED_PIDM
PIDM: The internal system generated student
identification number.
RPTNEED_SIMULATE_SW
SIMULATE SWITCH: Indicates whether or
not this row was created during simulated
packaging.
(See note below regarding this column)
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_ AMT
REPLACE EFC AMOUNT: The total amount
of the student’s awards used to replace the
expected family contribution.
RPTNEED_REDUCE_NEED_ AMT
REDUCE 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
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Processing
Column Name
Comment
of need. An “F” indicates FM EFC will be used.
An “I” indicates IM EFC will be used.
RPTNEED_EFC_AMT
EXPECTED FAMILY CONTRIBUTION: 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.
RPTNEED_EXCESS_EFC_AMT
EXCESS EFC: The total amount of the student’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_AMT
IM GROSS NEED: The gross need of the
applicant defined as budget minus IM expected
family contribution (EFC), minus resources.
RPTNEED_IM_UNMET_NEED_AMT
IM 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_AMT
IM EXCESS EFC: The total amount of the
student’s awards which are designated as
replacing IM EFC but instead are used to reduce
need.
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Column Name
Comment
RPTNEED_FM_DIRECT_ COST_AMT
FM DIRECT COST AMOUNT: The direct cost
amount of the student’s FM cost of attendance.
RPTNEED_IM_DIRECT_ COST_AMT
IM DIRECT COST AMOUNT: The 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.
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.
The example below demonstrates how to use 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 because 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.
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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_OFFER
Function 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)
F_GET_FFID_OFFER
Function 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_OFFER
Function 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,
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p_fed_fund_id)
Packaging process definitions
Initialization 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) page.
Simulated packaging
First, the Action indicator on the GJAPCTL page 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. Also 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 page for this process must be set to
Actual.
The actual packaging mode will go through the initialization process, then the packaging process,
and then it will post the packaged awards 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 EFC.
After 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
section and award the student an Unsubsidized Stafford loan.
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Award validation processing
The following is performed whenever an award is added or when the award is increased.
Processing sequence
Validation/Processing
Message
Get fund data
Error selecting fund data.
Get federal fund data
Error selecting Title IV.
Validate that the applicant has need analysis
info
No need analysis record.
Validate that the applicant's EFC is valid
EFC is estimated.
Validate that the applicant does not have holds
that would prevent packaging
Applicant has holds.
Validate that all requirements that would prevent Outstanding requirements.
packaging have been satisfied
Validate that the detail code associated with the
fund is valid and active
Detail code inactive.
Award cannot exceed unmet need
Exceeds unmet need.
Award cannot exceed budget
Override need exceeds budget.
Award cannot exceed family contribution
Exceeds EFC.
Validate the award against the fund awarding
rules
Violates fund award rules.
Validate fund has money available to offer
Money not available for fund.
Validate that the applicant is maintaining
satisfactory academic progress
Unsat progress (all aid).
Fund award rules error.
Unsat progress (inst).
Unsat progress (state aid).
Unsat progress (title IV).
Unsat progress (fed aid).
The following is performed whenever a US-specific award is added or when the award is increased.
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Processing sequence
The sequence of US-specific processing is shown below, along with error messages corresponding
to each step.
Validation/Processing
Message
Get ROBINST data
Error selecting aid year.
Get federal fund data
Error selecting Title IV.
Get RPBOPTS data
Error selecting pckg options.
Validate that the applicant has a Pell PGI
Pell EFC not determined.
Validate that the Pell PGI is eligible
Est Pell EFC ineligible.
Validate that PLUS is eligible
Stu ineligible for par PLUS.
Stu ineligible for grad PLUS.
Validate unmet need and federal fund ID
Cannot be federal fund.
Validate federal fund ID
Must reduce need.
Validate the applicant is a citizen
Applicant not citizen.
Validate the applicant has a Pell award for ACG
and SMART
Must have Pell award.
Validate that an ACG/SMART award does not
have more than 20 scheduled disbursements
Exceeds 20 disbursements.
Validate ACG awards
Class invalid - fed fund ID.
HS grad date prior to cutoff.
Requires rigorous HS prog.
Validate SMART awards
Class invalid - fed fund ID.
Validate TEACH awards
Class invalid - fed fund ID.
Exceeds 20 disbursements.
Get RORSTAT data
Error selecting appl status.
Applicant cannot be in default on a Title IV loan
Applicant in default.
Applicant cannot owe a refund on a Title IV loan Applicant owes refund.
NSLDS aggregate limits cannot be exceeded
NSLDS agg limits exceeded.
SAR C flags cannot exist
SAR C flags exists.
Award cannot exceed allowable maximum
Exceeds allowable maximum.
Get federal rules
Error selecting federal rules.
Class invalid - fed fund ID.
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Validation/Processing
Message
Class invalid for prep/teach.
Load invalid - fed fund ID.
Award cannot violate minimum annual limits
Violates fed fund ID limits.
Validate that award does not exceed maximum
annual limits
Violates fed fund ID limits.
Validate that ACG/SMART award does not
exceed maximum annual limits
Violates fed fund ID limits.
Validate that TEACH award does not exceed
maximum annual limits
Violates fed fund ID limits.
Validate that TEACH award does not exceed
maximum cumulative limits
Exceeds cumulative maximum.
Validate that awards do not exceed maximum
subsidized limits
Exceeds cumulative maximum.
Validate that awards do not exceed maximum
cumulative limits
Exceeds cumulative subsidized maximum.
Validate if applicant has degree by July
Prior bachelor degree.
validate dependent without parent data and
return of Title IV
Dependent without Parent Data = Y, can only
award Unsubsidized Stafford.
Using NSLDS data
The following sections explain how Banner provides the capability to use the NSLDS source data in
determining financial aid eligibility.
The Financial Aid processes uses 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 Transcripts (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.
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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 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 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) page. When an override has been performed, a loan origination may be created;
however, the Loan Default field (RLRDLOR_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 page (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 2006–2007 aid year, N (NSLDS) is the only valid source of
award history.
The Packaging and Disbursement processes will use NSLDS data for validation purposes. The
Direct Loan Origination (RLADLOR) and DL Origination Creation (RLPDLOC) 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 or overpayment, unless the NSLDS Override field
is set in the following manner on the Federal Match Indicators window of the Need Analysis Result
(RNARSxx) page.
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 Overpayment
A=All tests
Award validation before receipt of NSLDS data
It is possible that Stafford or Perkins awards could be made before 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 Outstanding 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.
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Award validation after receipt of NSLDS data
Original awards
When 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 pending disbursements whereas the
Outstanding Balance does not include pending disbursements. Any pending disbursements present
at this time would have to be for the prior year because 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, Outstanding 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.
•
The 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).
•
If 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.
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Perkins loans
For 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 eligibility
Banner provides the capability for Banner to use NSLDS source data for default/overpayment
information in determining eligibility for financial aid.
Validating awards against defaults/refunds
Previously, the Award Validation routine (UVARTN) checked the NSLDS default/refund statuses on
the current RCRAPP4 record (RCRAPP4_NSLDS_MATCH).
Banner now checks the current NSLDS record (RCRLDS4_MATCH_IND) for the information. The
RCRAPP4 check is available to maintain 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.
Because 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:
•
There is no way to tell if the match indicator changed to correct an NSLDS data problem or if the
status actually changed,
•
There is no way to tell the effective date of that change to determine which payment period the
change became effective, and
•
It 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.
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).
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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
(even to zero) and the recoup feature will still return the funds. (Recoup comes into play when no
disbursement rejects are found.)
Because Stafford Loans are never backed-out, Banner prevents the payment of additional loan
proceeds. The processing of returned checks is still allowed.
Packaging and disbursement procedures
Packaging implementation
About this task
Procedure
1. Set up your packaging groups and create a group priority on the Packaging Group Validation
(RTVPGRP) page.
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) page.
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) page.
Use this page to select options that control the method in which certain functions perform in
the packaging module. Complete the Packaging Options, Exemptions/Contracts Options, and
Disbursement Options sections. Determine institutional policy on enrollment cut-off dates for the
periods within the aid year you are defining.
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Note:
If the Disburse If Charges Not Accepted box is not selected 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 selected, 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) page.
Determine institutional policy on Gap, Equity, and Self-Help Packaging Rules.
Equity Packaging can use one of three methods:
(1)
Percentage of Gross Need,
(2)
Percentage of Budget, or
(3)
Equity Amount.
This page is used only as a default for those rules which may be used for individual packaging
groups. Gap Packaging can be accomplished by using either a Percentage of Gross Need or a
Gap Amount.
Self-Help Packaging can be accomplished through:
(1)
Percentage of Gross Need,
(2)
Percentage of Budget, or
(3)
Self-Help Amount
5. Access the Packaging Rules (RPRPCKR) page.
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) page.
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/Disbursement Rules types include:
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Fund Awarding
•
Fund Disbursement
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7. Categorize your funds into packaging groups in the Packaging Group Fund Rules (RPRGFND)
page.
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/simulation
Successful batch packaging is described.
About this task
For successful batch packaging, an applicant must:
Procedure
1. Have a packaging complete date that is null (RPAAWRD, 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 page such as a Fund Award Rule or Packaging Group Fund
Award Rule.
Packaging in actual or simulation mode should follow this procedure:
5. 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 before 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 – Packaging Award Report
rpbfund.lis – Packaging Fund Report
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Results
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 reprint 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 rpepckg_job#.ext you want as long as you
rename the file.
Federal Shopping Sheet
The Federal Shopping Sheet is designed to help standardize the way student costs and aid are
communicated to students.
Additionally, 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 allows institutions to send a paper copy of the Federal Shopping Sheet to students
along with presenting Shopping Sheet information to the student in Banner Financial Aid SelfService.
Shopping Sheet Setup
The Federal Shopping Sheet Setup (RPRSHOP) page 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 section and Campus Setup section, you should test the RPRSSBP process to be sure there
are no data overflow problems because there is limited text area that can be accommodated in the
shopping sheet template provided by the Department of Education.
The Default Setup section allows you to define values 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 section.
The Campus Setup section 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 section.
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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 Application 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 section
of RPRSHOP. In addition, if the campus code identified for the student does not match a value
on the Campus Setup section of RPRSHOP, the data established on the Default Setup section of
RPRSHOP will be used.
The Aid Year Budget Setup section allows you to associate budget components with the predefined
cost categories on the Shopping Sheet.
Note: This section is used to configure budgets only if you are using Aid-Year Budgeting
(RBAABUD).
The Aid Year Budget Setup section allows you to choose which aid year budget components will
be summed to produce the category values on the 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 section 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.
Example1
The 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
section 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 Period Budget Setup section 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, 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 section 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 2
The 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
section under the Tuition and Fees category. If the student happens to be attending the Main
Campus in the Fall and Northeast
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Campus in the Spring, both the TUI and TUINE will be picked-up by the Shopping Sheet Batch
Process (RPRSSBP).
The Fund Setup section 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 3
Fund Source = INST (source type of Inst on RTVFSRC)
Fund Type = GRNT (aid type of Grant on RTVFTYP) setup in the Grants from School section will
result in the Shopping Sheet Batch Process (RPRSSBP) doing 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 section.
The Shopping Sheet Batch Process (RPRSSBP) will then sum all 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 4
Fund Source = INST setup in the Grants from School section will result in the Shopping Sheet Batch
Process (RPRSSBP) doing 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 section. 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 5
Fund Type = WORK (aid type of Work on RTVFTYP) setup in the Work Options section 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) page
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 and the Resource amount that appears on RPRAAWRD/RPAAPMT/ROARMAN.
Federal Perkins loans are not required to be setup on the Federal Shopping Sheet Setup
(RPRSHOP) page 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) page because the Shopping Sheet Batch Process (RPRSSBP) will automatically
sum any funds codes defined with the Direct Loan Indicator = S and display that for the Federal
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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)
page 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
Indicator must be set to Yes. This can be done through batch posting or individually on RPAAWRD/
RPAAPMT.
The Shopping Sheet Batch Process (RPRSSBP) is used to produce shopping 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 award information, the shopping sheet will be generated with values of 0 for those applicable
fields.
RPRSSBP allows you to use a Letter Generation 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 Sheet being produced within Banner INB. When a shopping sheet is generated
in Self-Service, the Letter Code on ROAINST - Web Processing Rules section - 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. For a student to view their shopping
sheet, the Shopping Sheet Information Access Indicator must be set to Yes. This can be done
through batch posting or individually on RPAAWRD/RPAAPMT. In addition, you have the option to
allow 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 section 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, Activity Date) will be updated for the already existing letter code.
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 OR
RORWEBR_SS_HTM_INFO_ACCESS_IND = Y) AND
RORSTAT_SS_INFO_ACCESS_IND = Y.
The following text will be provided, by default, 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 facilitates easy comparison with other higher education institutions.
When 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 HTML link to their Shopping Sheet.
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If 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.
•
If 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 want 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 want to make the information available in Self-Service.
You can disable the shopping sheet information (discontinue displaying the link) on an individual
applicant 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 section 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 want 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%.
Generated Federal Shopping Sheet
To display the generated Shopping Sheet on Banner Financial Aid Self-Service for a student to
view, the process (RPRSSBP) must be started from host by an administrator.
An Oracle user account must exist or be newly 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.
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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 Financial 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 seventh 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.
Advance Queuing (AQ) Setup for the Shopping Sheet
This is an optional implementation for Self-Service Shopping Sheet.
About this task
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.
Procedure
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
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Pell processing
Introduction
The 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:
•
Phase 1 - Issued in June 2009, allows up to 200% of a scheduled Federal Pell Grant award
within an academic year.
•
Phase 2 - Issued in April 2010, addresses the ability to assign a Summer term (now known as
period) to more than one aid year for 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.
•
Phase 3 - Issued in July 2010, addresses the Pell award calculation based on earned hours, in
addition to 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.
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 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.
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Pell setup
The Pell Setup section provides information regarding fields that need to be populated, how values
in these fields affect Pell processing, the formula used to calculate Pell, and how fields affect both
the awarding and disbursement of Pell.
Pell procedures
The 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 eligibility to future periods.
Pell process
The Process section offers information on the Pell Calculation 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.
Pell setup
Fund 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 Fund Source, Fund Type, and Federal Fund ID fields. Multiple Pell
codes are allowed for institutions with multiple campuses if necessary.
•
Set the Fund Source field to a federal fund source type.
•
Set the Fund Type field to a grant fund type.
•
Set the Federal Fund ID field to Pell.
For additional information about the RFRBASE page, refer to the Fund Base Data (RFRBASE) page
information in Banner Financial Aid Online Help.
Detail Code Control page - Student (TSADETC)
Ask Student Accounts personnel to establish grant fund detail codes for Pell funds.
The detail code created on this page is then assigned to the appropriate Pell fund code on the
RFRBASE page. If you use multiple Pell fund codes, you will need multiple detail codes, as the fund
codes and detail codes require a one-to-one relationship.
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Fund Management (RFRMGMT)
Enter fund data and options for the Pell fund code(s) that you established on the Fund Base Data
(RFRBASE) page. This involves the entry of information in the Aid Year Specific Information blocks
on the first 3 windows of the page.
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 – 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 – This field must be checked to automatically package Pell through
batch or online processing.
4. Automatic Scheduling – 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.
5. Automatic Acceptance – Select this box if you want to ensure that Pell offers are automatically
placed into Accepted status. If this box is not selected the Pell will be accepted when a SAR is
received. When a valid SAR Certified date is entered on ROAPELL, the offered 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 page).
12. Count for NCAA - Check this box to indicate you can count this fund for NCAA regulations.
The Fund Aid Year Specific 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.
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15. Round Schedule - Set this field to RD=Round Dollars to round the disbursement schedule to
the nearest dollar.
16. Memo Credit - 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 - Disbursement Options window
About this task
Procedure
1. Check the Use Attending Hours box if you want 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)
Note: The Disbursement Load Options on the Disbursement section are not applicable to
Pell because 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 page.
Disbursement Locks window
The Period code field on the Disbursement Locks section 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 enter 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 page to review the single and multiple 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
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period. There may be multiple aid periods with percentages ranging up to 200%, but no entry may
exceed 200%.
Examples:
Semester based
•
Fall, Spring, Summer would use 150% for the Pell Full Year Percentage
•
Summer, Fall, Spring, Summer would use 200% for the Pell Full Year Percentage
Quarter based
•
Fall, Winter, Spring, Summer would use 133.334%
•
Summer, Fall, Winter, Spring, Summer would use 166.667%
Period Base Data (RORPRDS)
The Period Base Data (RORPRDS) page is used to create and maintain the definition of a Period.
This new page’s function is similar to that of the STVTERM page, 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 page has been made obsolete. A period which is a
crossover will be defined on RORPRDS. Processing, which previously referenced RPRCRSS, have
been modified to use the crossover definition from 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 section of the RORPRDS page.
Example
•
A student has a Fall/Spring/Summer aid period for the 1011 aid year with a 1,000 EFC.
•
Student school does not have a valid 1112 ISIR on file.
•
Student received full time Pell for the Fall and Spring periods.
•
The student is full time for summer and working on their 25th credit hour.
•
The 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.
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After 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:
•
Have 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.
•
The student may not be Pell eligible in 1112 as of now, but may become eligible before the Pell
Cutoff Date (RPROPTS) deadline.
•
The student may have their EFC reduced (i.e. Professional Judgment) making them eligible for a
higher Pell award for the crossover period.
For institutions that do not have standard academic 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.
Example
•
For the 0910 aid year, the student’s aid period was Fall/Spring/Summer.
•
For the 1011 aid year, the student’s aid period was Fall/Spring.
•
A 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 page 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. When 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 the 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) page 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 page. You can no longer make changes to these relationships on the
Global Institution Financial Aid Options (ROAINST) page.
Global Institution Financial Aid Options (ROAINST)
Cross-Over Pell enhancement
Cross-Over Pell enhancements are described.
To support Cross-Over Pell enhancements, the following applies to the Options and Credit Hours
tabs:
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Options section
The Default Aid Period field allows you to enter an aid period where one of the periods is a crossover 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.
Credit Hours section
A Crossover Period field has been added to the Credit Hours section of this page.
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 section 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 section for the corresponding Crossover Aid Year defined on
RORPRDS.
If an non-valid 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 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 section is not updatable from this page. A check mark in this field
is delivered from the period setup in RORPRDS.
U.S. Specific Institution Financial Aid Options (ROAUSIO)
Institutional Defaults section
Enter the Main Campus Entity ID and the Title IV Destination Number assigned to your institution
in the appropriate fields. The RORCODI page 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 applicant is not assigned to a campus that has a unique Pell fund associated
with it.
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Grant and EDE Options section
Check the Prevent Automatic Pell Calculation box only if you want to prevent the Pell Calculation
Process (RPEPELL) from automatically running from pages 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 want 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 (GJAPCTL) page or when RPEPELL is run from the ROAIMMP page.
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 for 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 before 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 before 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
before 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 before 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 some 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 identify students who
require the Alternate Pell Schedules for determination of their Pell award. Also check this field if you
want 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 want 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 section of RBRPBYR.
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Campus Defaults section
The values displayed on the Campus Defaults section are those associated with the selected
Attending ID.
Check the Prevent Automatic Pell Calculation field only if you want to prevent the Pell calculation
for the designated campus and you did not check this box on the Institutional Defaults window.
For additional information about the ROAUSIO page, refer to the U.S. Specific Institution Financial
Aid Options (ROAUSIO) page information in Banner Financial Aid Online Help.
Packaging Options (RPROPTS)
Main window
Options 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 will be automatically populated. Crossover periods must be added for the
RPEPELL process to determine the most advantageous award.
Grant Options window
The RPROPTS page 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 determine the most
advantageous award. 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. Because 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 RPEDISB 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
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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
referencing the Pell Payment Schedule Value 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 automatically 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 SAR 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 want to use current year Pell payments reported on the
Student Loan Data (RNASLxx) page from other schools. The Pell process will award Pell based on
the calculated remaining percentage of the scheduled annual award.
Because the Banner Financial Aid 8.16 release (January 2013), the Pell process automatically
uses NSLDS data from prior schools 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 disbursement of Pell (Pell Calculation 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 section. 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 section, 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:
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1
Full-time
2
¾ Time
3
½ Time
4
Less than ½ Time
A
Adjusted Hours
B
Billing Hours
E
Expected Enrollment
I
Period Expected Enrollment (for 2014-2015
forward) and Est ISIR/FAFSA Enrl (for aid years
before 2014-2015)
(None)
When selecting either the Adjusted Hours or Billing Hours option, the process will first look for
Financial Aid hours in the RORENRL table or RORATND table if disbursing using Attending hours.
If Financial Aid hours do not exist 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.
•
For aid years before 2014-2015, the Expected Enrollment for the aid year is the Full Year
enrollment from RNANAxx (RCRAPP1_EXP_ENROLL_STATUS).
•
For 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.
•
For aid years before 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:
– S2 = Summer Term (pre Fall)
– F = Fall Semester/Qtr.
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– W = Winter quarter
– S = Spring Semester/Qtr.
– S1 = Summer Term (post Spring) and (None).
•
For 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 section (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 section,
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) page or the Funds Management (ROAMGMT) page. The fund code may
also use the +/- Days for Attending Hours (RFRASPC_DISB_NO_DAYS) functionality to indicate a
disbursement before or after the Attend Date. If Attending Hours functionality 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 the 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 before disbursing Pell funds from a second Pell award within an
aid year.
The Period on the Grant Options window has been modified to allow the display of Pell crossover
periods. After 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 page, refer to the Packaging Options page
(RPROPTS) information in Banner Financial Aid Online Help.
Aid Period Rules (RORTPRD)
This page 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 page.
This page also allows crossover summer periods when the Crossover indicator is checked for the
period on RORPRDS.
Standard aid periods, in addition to 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.
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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.
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 Percent column for each period in the aid period displayed.
Entry represents the portion of the Pell Full Year Percent designation from the ROBAPRD page
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 – Fall 50%, Spring 50%, Summer 50%. The
student could get 50% of the 100% scheduled for this period on ROBAPRD in any of these periods
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 – Spring 100%. The student could get 100% of the
50% scheduled for this period on ROBAPRD.
Fund Award and Disbursement Schedule Rules (RFRASCH)
Use the RFRASCH page to enter award and disbursement 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 page
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 – Fall 50%, Spring 50%, Summer 50%. The
student could get 50% of the 100% scheduled for this period on ROBAPRD in any of these periods
if enrolled for an appropriate number of hours and the total award has sufficient funds remaining
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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 – Spring 100%. The student could get 100% of the
50% scheduled for this period on ROBAPRD.
Academic Year Rules (RORACYR)
The RORACYR page 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 block
The Key block includes a number of items.
The following items are contained in the Key block:
•
•
KEYBLCK_ACAD_YEAR
DISPLAY_ROBACYR_DESC
The following fields are updateable in the Key block of the RORACYR page:
Rules section
Academic Year Rules are described.
The following items are included in the Academic Year Rules section:
•
•
•
•
RORACYR_AIDY_CODE
RORACYR_LEVL_CODE
RORACYR_HOURS
RORACYR_WEEKS
Note: Currently, the RORACYR_WEEKS field is not being used in Pell processing. This field is
intended for future use.
•
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Applicant Pell Grant (ROAPELL)
The ROAPELL page 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.
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 page or through use of
the Batch Posting 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 Banner Pell process (RPEPELL through UCPRTNB) uses these
components and posts the calculated budget on the ROAPELL page.
Period Budgeting Aid Year Rules (RBRPBYR)
For Period Based Processing, check the Pell indicator on the Budget Types section 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 section, 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 selected the Use Pell Less than Half Time Calculation box on ROAUSIO, the Banner Pell
process (RPEPELL through UCPRTN) uses these components and posts the calculated budget on
ROAPELL page.
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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 section 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.
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 page to review the federal rules for Pell delivered with the system.
Pell procedures
Batch 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 using 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 section of ROAUSIO or, if applicable, on the Campus
Defaults section. You can run RPEPELL for all students or you can run the process using a
population selection.
Override a Bachelors Degree
Check the Post Bachelor’s Degree Pell Override field in the Pell and Loan section of the Award
Maintenance section of the award page (RPAAPMT and RPAAWRD) to award Pell Grants to
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Teacher Certification and other students with a previous Bachelor's degree who may qualify for Pell
under federal regulations.
Manual adjustments to Pell grants
When awarded, if you need to make any manual changes to the Pell award you will need to access
the Award Schedule section (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. After you change
an award manually you will get a dialogue box requesting you confirm your changes. After you
have committed your manual changes you must lock the award so that it is not recalculated if the
RPEPELL Process 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.
After 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 types
There are 2 types of locks in Banner — the Y lock and the E lock.
•
A Y (always pay) value in the Lock field locks the award and pays what has been awarded,
without exception.
•
An 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 Schedule - Options
section (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.
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Fund locks
A fund lock is placed on the Award Maintenance - Locks/Indicators section of the award page Award
Schedule section (RPAAPMT and RPAAWRD) in the Lock field.
If you place a Y or an E lock in this field and will apply to all period awards within the aid period. See
the preceding text for information on using a Y or E type lock.
Period locks
A period lock is placed on the Award Schedule - Options section (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 functionality
•
•
•
•
•
Packaging (RPEPCKG) and Pell Awarding (RPEPELL) do not update awards with a fund lock of
Y or E for Pell and non-Pell funds.
Packaging (RPEPCKG) and Pell Awarding (RPEPELL) do not update awards with a period lock
of Y or E for Pell and non-Pell funds.
Disbursement (RPEDISB) for non-Pell funds do not pay the locked value and will pay as if the
fund was not locked.
Disbursement (RPEDISB) for Pell with a fund or period lock of Y always pay the locked value.
Disbursement (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 (RPAAPMT) and Award Maintenance
(RPAAWRD)
The RPAAPMT and RPAAWRD pages display and maintain packaging information for an applicant.
The pages have been updated to add the Crossover Pell Award, Crossover Aid Year and Pell
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Aid Period, enhanced Award Lock functionality, new Post 9/11 Pell Eligibility indicator, and the
Additional Eligibility Indicator.
Award Maintenance section
Award Maintenance is described.
The page 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 E
and
1. The Allow Award Status Updates When Locked (ROBINST_UPD_LOCKED_AWARD_IND) field on
the ROAINST page 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 section
Processing Note: When a Crossover Pell Award 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.
Example
For 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. Because 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:
•
Crossover Pell Award = 2,775
•
Crossover Aid Year = 1011
•
Offered: 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.
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10-11 would be as follows:
•
Crossover Pell Award would be null
•
Crossover Aid Year would be null
•
Offered: 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.
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.
Example
1011 has summer crossover with 0910 and 1112. The data on 1011 RPAAWRD/RPAAPMT/
ROARMAN will display Crossover Pell Award and Crossover Aid Year from 0910.
Pell and Loan section
The Pell and Loan section 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 indicator 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 indicator (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:
•
Less than 24 years of age when the parent or guardian died.
or
•
24 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 additional 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
Pell eligible limits, the school must also treat the students as having a zero EFC for the awarding
of Direct 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.
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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 recalculate 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 “Y”
and the student is receiving Pell is enough for COD to accept these records.
Processing Post 9/11 Students who do not have a Pell eligible EFC (IASG):
Warning! It is extremely important that you do not check the Post 9/11 Pell Eligibility for students
who do not have a Pell eligible EFC (IASG) at this time because Banner does not currently support
IASG processing. If you do, Pell will be awarded and will 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 when 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 Grant (Pell Grant) eligible with a Pell eligible EFC and
the student is post 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 FAFSA 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 and amounts
of Title IV aid for which the student is eligible, based upon an EFC of zero. In the phone call and email to schools, the Department of Education will provide a contact name and number for handling
unique 2009-2010 circumstances (subsidized and unsubsidized loans, late disbursements, student
not enrolled for the full year, Return of Title IV aid).
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As part of ongoing Department of Education dialog 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 send 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 eligibility for Title IV aid. The letter also includes additional information about the program’s
provisions and advises the 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 indicator to award maximum Pell for 2009-2010.
Department of Education Eligibility Processing for 2010-2011 and beyond
Beginning 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 “DoD Match Flag”, 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
information and can be used by schools to identify affected students. The School uses the flag and
date of death (parent or guardian), along 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 increase in eligibility for Title IV aid. The
student is also advised to contact 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.
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Financial Aid Record Maintenance (ROARMAN)
This page is used to review and update important aspects of a student’s financial aid record.
The ROARMAN page 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 receiving Pell funds from a crossover term that is not part of the Financial Aid process
year.
Batch Posting Rules (RORPOST)
The RORPOST page allows you to batch post specific data in many different areas.
•
R – 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.
•
RA – Requirement/Access Ind - This type code provides the ability to select or clear a
RRAAREQ Info Access Indicator for a tracking requirement. The requirement code to update will
be entered in the Miscellaneous Code 1 field.
•
RF – Fund Specific Requirements - This 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.
•
RFA – Fund Req/Access Ind - This type code provides the ability to select or clear 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 – 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.
•
RFT – Fund Period Specific Reqs - Provides 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 exists in the applicant’s package.
•
RFTA – Fund Period Req/Access Ind - This type code provides the ability to select or clear 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 – 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.
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•
RS – 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 – Period Specific Requirements - Provides the ability to create a period specific requirement
if it does not previously exist.
•
RTA – Period Req/Access Ind - This type code provides the ability to select or clear 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 – 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.
•
YICL - Period Year in College Lock
•
YICP - Period Year in College
Two Pell Grants in an Award Year processing is supported by the following:
•
The AP posting code allows you to post Pell Aid Period for a population of students.
•
The 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.
•
The Status or Period Code field validation will accommodate Pell crossover periods, as
applicable.
•
The following posting codes may select valid Periods including Pell crossover periods:
•
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Posting Code
Description
DD
Scheduled Disbursement Date
MD
Memo Expiration Date
TL
Period Lock
RFT
Fund Period Specific Requirements
RFTS
Fund Period Req Status
RFTA
Fund Period Req/Access Ind
The following posting codes may select valid Term/Period codes not including Pell crossover
periods:
Posting Code
Description
S
Satisfactory Academic Progress
SL
SAP Code Lock / Unlock
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Posting Code
Description
HT
Hold Code/Period
RT
Period Specific Requirements
RTS
Period Req Status
RTA
Period Req/Access Ind
PNA
Fund Period Promissory Note/Access Ind
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.
About this task
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 student for the period(s) that follow.
Procedure
1. Run the Pell Calculation Process (RPEPELL) with a set awarding enrollment option on the
Packaging Options page (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 page
(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)
page 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.
Results
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 page for the Pell fund. In this example, the aid
period Pell percentage listed on RTVAPRD is set at 150%.
•
The Pell Award Enrollment Option on the Packaging Options page is set to Default Full Time.
The Pell Awarding Process awards $2,775 Fall, $2,775 Spring and $2,775 Summer.
•
The student subsequently is enrolled half-time for Fall. The Disbursement Enrollment Option for
Pell on the Packaging Options page is set to Adjusted Hours, so Disbursement uses Adjusted
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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.
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 disbursed and
show an award for summer may proceed.
•
Update the Pell Awarding Enrollment Option on RPROPTS to Adjusted Hours (same
as disbursement). Re-run RPEPELL, which awards Fall $1,388, Spring $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 before 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 correct 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.
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Reducing an award for Pell paid at another school in the same aid
year
This 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
new school does a professional judgment 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 other schools in the Pell Calculation Process (RPEPELL) and the
Disbursement Process (RPEDISB).
Because the Banner Financial Aid 8.16 release (January 2013), it is no longer necessary to select
the Use NSLDS for Pell check box. 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.
When the Use NSLDS for Pell field is selected, 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 page 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 page 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 efficiently
Previously, the Pell calculation used existing Default Less Than Half Time Pell COA on the
RPROPTS page and the Less Than Half Time COA field on the ROAPELL page 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 Pell Grant (ROAPELL) pages, respectively.
The calculation of Pell less-than-half-time budgets has been automated through the addition of a
Use for < ½ Pell field on the Budget Components Validation page (RTVCOMP) for Aid Year Budget
processing or on the Period Budget Aid Year Rules page (RBRPBYR) for Period Based Budget
processing. With this indicator, 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.
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If no components are identified on the Budget Components Validation page (RTVCOMP) or Period
Budget Aid Year Rules page (RBRPBYR) as applicable, and the Use New Pell Less than Half
Time Calculation indicator is not checked on the ROAINST page, the process continues to look
at the values on the Applicant Pell Grant page (ROAPELL), Less Than Half Time COA, and then
Default Less Than Half Time Pell COA on the Packaging Options page (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 system 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 overwritten by the RPEPELL process, when 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
applicant, you must make updates to the actual budget for the type defined for Pell processing
using the Applicant Budget (RBAABUD) page for Aid Year Budgeting or Applicant Period Budget
(RBAPBUD) page 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 (ROAUSIO) page, 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 run
You 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) page.
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 section on the U.S. Specific Institution Financial Aid Options (ROAUSIO) page.
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 section on the U.S. Specific Institution Financial Aid
Options (ROAUSIO) page.
The information that follows describes how the Prevent Automatic Pell Calculation indicator will
impact the running of the Pell process if checked.
ROASTAT student level prevent automatic Pell calculation is checked:
•
the student will not be picked up in a batch run for RPEPELL
•
the pages will not automatically run RPEPELL for this student
•
running a Needs Analysis calculation will not run RPEPELL for this student
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•
if the student is in a population selection used with a batch run of RPEPELL, the process will
calculate Pell for the student
•
RPEPELL can be run directly from ROAIMMP or RPAAWRD for the student
ROAINST campus level prevent automatic Pell calculation is checked:
•
the students in this campus will not be picked up if RPEPELL is run in batch without a population
selection
•
the pages will not automatically run RPEPELL for students in this campus
•
running a Needs Analysis calculation will not run RPEPELL for students in this campus
•
if a student from this campus is in a population selection used with a batch run of RPEPELL, the
process will calculate Pell for the student
•
RPEPELL can be run directly from ROAIMMP or RPAAWRD for students in this campus and the
process will calculate Pell for them.
ROAINST institutional level prevent automatic Pell calculation is checked:
•
all students will not be picked up if RPEPELL is run in batch without a population selection
•
the pages will not automatically run RPEPELL for any student
•
running a Needs Analysis calculation for any student will not run RPEPELL
•
if a student is in a population selection used with running RPEPELL in batch, the process will
calculate Pell for the student
•
RPEPELL can be run directly from ROAIMMP or RPAAWRD for any student and the process will
calculate Pell for them.
Setup procedure for multiple Pell fund codes
About this task
Procedure
1. Set up separate Pell funds on RFRBASE.
2. Set up the default Pell code in the Pell Fund Code field on the Institutional Defaults section of
the U.S. Specific Institution Financial Aid Options (ROAUSIO) page.
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 section of the U.S. Specific Institution Financial Aid Options (ROAUSIO) page.
4. Create and review carefully any special award schedules for Pell on RFRASCH.
Note: Keep in mind if a student is assigned multiple Pell fund codes within an aid year, the
default award schedule is used. Review RPEPELL and RPEDISB documentation.
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5. When 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 fund 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 campus 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 page with the Pell Fund code used for those years in the Institutional
Defaults section. This is necessary because RFRBASE is not an aid year specific page.
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 processing
The following functionality is included with Pell/Multiple Pell fund codes.
Option to delete zero Pell awards.
Previously, when a Pell award existed for a student, the RPEPELL 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 page now allows
you to have RPEPELL delete awards if the awards 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 record is reduced to zero AND the following are all true:
•
the award memo amount is null,
•
the authorized amount is null,
•
the paid amounts are null,
•
the award is not locked,
•
the award has no period locks set,
•
no Origination record was created for the award,
then the award records on the award pages (RPRAWRD, RPRATRM, RPRADSB) are deleted for
that award. Otherwise, the award records remain in Banner.
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.
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Recognizing co-existence of multiple Pells for same student simultaneously.
The RPEPELL process recognizes the co-existence of multiple 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
process totals the awards together for determining the correct amount for each period and 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 section 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 section, use the
default Pell fund.
4. If the school does not define a default Pell fund code on the Institutional Defaults section 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. After the student has been admitted to a specific campus
and RPEPELL 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 records
Fund 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 nonzero award for the locked period remains under the prior Pell fund code.
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Rounding 0ption
If 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 processing
The RPEDISB process has been modified to determine if a Pell aid period has been specified for a
student. If it has, the disbursement process 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 page (RPROPTS) is unchecked, the load calculation will return 0 hours if
changes are not accepted, resulting in the aid not being disbursed.
Disbursement functionality for Pell / Multiple Pell fund codes is as follows.
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Recognizing multiple Pell funds
The process combines the total of any funds with a Federal Fund ID of PELL.
This means, for example, if a student has two different Pell awards on their account simultaneously,
the process totals the awards for determining the correct amount for each period and for the entire
year.
Note: The Disbursement Process does not try to determine the correct Pell fund to use for the
student based on campus of attendance, but instead pays whichever Pell fund code is awarded for
the student for that period. RPEPELL determines 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, before
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 enrollment 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 Use 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 in addition to 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 page.
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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 page allows you to see disbursement processing errors by period.
To support Two Pell Grants in an Award Year processing, the Period field in the Key block 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 messages
With 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 “Pell”
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 The Grant Percent field was not entered on
missing
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
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Attempting to disburse Pell for a period which is
no longer part of the student's aid period. The
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Edit/Error Code(s)
Resolution
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.
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 pages
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
pages 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 recent Satisfactory
Academic Progress term record for the student.
This information can be found on the Eligibility
Status section of the ROASTAT Applicant
Status page. If the status (RTVSAPR) on the
SAP 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
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Edit/Error Code(s)
Resolution
this validation, the message “At least one term
fails SAP validation” will be returned. If all of
the terms in the student’s aid period fail this
validation, the message “All terms in aid period
fail SAP validation” will be returned.
At least one period fails NSLDS/Banner
validation on all periods 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 page
and RNARSxx Need Analysis Result page.
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 section of the RNASLxx page. A
value of E (Exceeds) can result in one of the
above messages.
Note: These errors can be overridden by the
user.
A value of D (Default tests) or A (All tests)
entered in the NSLDS Override field on the
RNARSxx page (Federal Match Indicators
section) will override a Default error and allow
the Pell to be awarded for all periods.
A 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 pages will override the Default error
for an individual period.
A value of O (Overpayment tests) or A (All
tests) entered in the NSLDS Override field on
the RNARSxx page (Federal Match Indicators
section) will override an Overpayment error.
A 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 pages will override the Overpayment
error for an individual period.
A value of L (Limit tests) or A (All tests) entered
in the NSLDS Override field on the RNARSxx
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Edit/Error Code(s)
Resolution
page (Federal Match Indicators section) will
override an Aggregate Limit error and allow the
Pell to be awarded for all periods.
A 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 pages will override the Aggregate
Limits error for an individual period.
To allow the user to access the award on the
RPAAWRD or RPAAPMT pages to override
these 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
page 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.
Pell processes
This 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 disbursement. These two calculations 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 page (RPROPTS), determines how much Pell to disburse to the student.
The options for this field are as follows.
Never — will not disburse any Pell Funds if the award amount and the calculated disbursement
amount differ.
Lesser Amount — will pay the lesser of the award amount or the calculated disbursement
amount.
Always Disburse — 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 because the calculation is dependent
on your Pell Award Enrollment Option and Pell Disbursement Enrollment Option in the Pell
Options window of the Packaging Options page (RPROPTS).
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For example, many standard full-time schools 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 discusses how to change your enrollment options at specific times of the year
to ensure that both awarding and disbursement ultimately use 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 retroactively, to include any Pell Grant awards a student has
received during their lifetime, because 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 as the data received by the school and loaded to Banner before
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 performs the following functions:
•
Calculates 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.
•
This process uses the enrollment option for awarding on the RPROPTS page. The Attending
Hours will be calculated for the number of hours which the student is attending if Use Attending
hours has been indicated on the RFRMGMT page.
Note: The RPEPELL program has been modified to use the Enrollment Rule associated with the
Pell fund on RFRMGMT when calculating the Pell load.
•
Online, 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 — unless the Prevent Pell
Calc field is checked on the ROAUSIO or ROASTAT page.
•
In batch mode, all applicants with records on the Applicant Status table (RORSTAT) will be
processed.
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•
The Pell award may be auto-accepted on RFRMGMT, or may be accepted after a SAR is
received. when a valid SAR Certified date is entered on ROAPELL, the offered Pell grant will be
accepted. A Pell award cannot be accepted manually.
•
If 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.
•
The Next Aid Year Code is an optional parameter 08. If entered, it must be a valid and active aid
year. The RPEPELL process 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 “lower” aid year in the Aid
Year Code parameter and the “higher” 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.
•
The Pell specific aid period will be used for calculating Pell awards rather than the standard aid
period code, if a Pell specific aid period exists for the student.
Note: Parameters are automatically created by the pages that call this process (RBAABUD,
RBAPBUD, RNANAxx, RNAOVxx, RNARSxx, RNASUxx, RNAVRxx, ROAIMMP, ROAPELL), or
are created manually through the GJAPCTL page.
The RPEPELL process has been modified to automatically process both aid years when executed
from online pages 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 Modifications
When the RPEPELL process is being run from the pages, either automatically from the budget or
need analysis pages, due to changes in data, from the Applicant Immediate Process ROAIMMP
page, or when using RPEPCKG with Calculate Pell Award parameter = Y.
•
If the student being calculated has an aid period which contains a summer crossover period
AND
•
The 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 earlier 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.
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Examples
Trailer School
Example
0910 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.
Header School
Example
1011 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 crossover period will only be calculated
for the aid year matching the Key block of the page 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 – 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 calculation to determine most beneficial aid year
A 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.
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This date will be maintained in the Grant Options window of RPROPTS with a field labeled Pell
Crossover 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
“CURRENT DATE PAST AID YEAR CROSSOVER CUTOFF; NO PELL CALC.'” will be generated.
If running the Disbursement process RPEDISB, disbursement reject 82 “Pell disbursement not
allowed after crossover cutoff date” will be generated.
The estimated next year period award is calculated as follows:
•
•
The routine checks the student’s aid period (RORSTAT_APRD_CODE_PELL which is defaulted to
RORSTAT_APRD_CODE) in the next aid year.
If 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 which contains the same crossover period being processed in
the current aid year, a scheduled Pell award amount is calculated for the next aid year.
•
If 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.
•
After calculating a scheduled award for the next aid year, an estimated period award for the
summer period is calculated using the scheduled 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.
•
If 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 current aid
year is set to zero, allowing RPEPELL to award the period in the next aid year when processing
is done for that aid year.
•
When RPEPELL calls UCPRTN for the Next Aid 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 pages, 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:
•
Current Year Pell Already Used (from all institutions for the aid year)
•
Beginning LEU
•
Beginning Remaining Eligibility
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•
Current Year Eligibility
Note: This LEU calculation offers the ability to alter the current calculation for current year
eligibility to allow use of the Beginning Remaining Eligibility, if less than 100.
Current Year Pell Already Used
The sum of the most recent record for each unique school code in RCRLDS7
(RCRLDS7_PELL_PERCENT_SCHED).
Beginning LEU
Lifetime Eligibility
Used
-
(RCRLDS4_PELL_LEU)
Current Year Pell
Already Used
=
Beginning LEU
(RCRLDS7_PELL_PERCENT_SCHED)
Beginning Remaining Eligibility
600
-
(federally
mandated
maximum)
Beginning LEU
=
Beginning
Remaining
Eligibility
=
Current Eligibility
(see calc. above)
Current Year Eligibility
Current Year Eligibility is described.
If the Beginning Remaining Eligibility >= 100:
100
-
Amount used at
other schools
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:
Beginning
Remaining
Eligibility
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Amount used at
other schools
=
Current Eligibility
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Processing
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.
Example 1
The 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.
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
600.00
b. LEU from NSLDS
550.00
580.00
c. Banner Current Year Used
50.00
50.00
d. Other Schools Current Year
Used
25.00
25.00
e. Total Current Year Used (c + 75.00
d)
75.00
f. Beginning LEU (b - e)
475.00
505.00
g. Beginning Remaining
Eligibility (a - f)
125.00
95.00
h. Current Eligibility %
75.00
70.00
(If g >= 100, 100 - d
(100.00 - 25.00 = 75.00)
(95.00 - 25.00 = 70.00)
Fall: 50% awarded/paid
Fall: 50% awarded/paid
Spring: 25% awarded
Spring: 20% awarded
Else If g < 100, g - d)
i. End Result in Banner
Example 2
The 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 halftime and has been paid 25% of their current year Pell eligibility.
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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
600.00
b. LEU from NSLDS
550.00
598.00
c. Banner Current Year Used
25.00
25.00
d. Other Schools Current Year
Used
62.50
62.50
e. Total Current Year Used (c + 87.50
d)
87.50
f. Beginning LEU (b - e)
462.50
510.50
g. Beginning Remaining
Eligibility (a - f)
137.50
89.50
h. Current Eligibility %
37.50
27.00
(If g >= 100, 100 - d
(100.00 - 62.50 = 37.50)
(89.50 - 62.50 = 27.00)
Spring: 25% awarded/paid
Unused Remaining Eligibility:
12.5%
Spring: 25% awarded/paid
Unused Remaining Eligibility:
2%
Else If g < 100, g - d)
i. End Result in Banner
Example 3
The 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.
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
600.00
b. LEU from NSLDS
550.00
585.00
c. Banner Current Year Used
0.00
0.00
d. Other Schools Current Year
Used
75.00
75.00
e. Total Current Year Used (c + 75.00
d)
75.00
f. Beginning LEU (b - e)
510.00
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If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
g. Beginning Remaining
Eligibility (a - f)
125.00
90.00
h. Current Eligibility %
25.00
15.00
(If g >= 100, 100 - d
(100.00 - 75.00 = 25.00)
(90.00 - 75.00 = 15.00)
Summer: 25% awarded
Summer: 15% awarded
Else If g < 100, g - d)
i. End Result in Banner
Example 4
The 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 attending Campus B 3/4 time in the Spring but has not yet received any Pell funds.
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
600.00
b. LEU from NSLDS
550.00
590.00
c. Banner Current Year Used
25.00
25.00
d. Other Schools Current Year
Used
37.50
37.50
e. Total Current Year Used (c + 62.50
d)
62.50
f. Beginning LEU (b - e)
487.50
527.50
g. Beginning Remaining
Eligibility (a - f)
112.50
72.50
h. Current Eligibility %
62.50
35.00
(If g >= 100, 100 - d
(100.00 - 37.50 = 62.50)
(72.50 - 37.50 = 35.00)
Else If g < 100, g - d)
i. End Result in Banner
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Fall: Campus A 25% awarded/ Fall: Campus A 25% awarded/
paid Spring: Campus B 37.50% paid
awarded
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If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
Spring: Campus B 10%
awarded
Example 5
The 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-time receiving
50% of the current year 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
600.00
b. LEU from NSLDS
550.00
578.50
c. Banner Current Year Used
50.00
50.00
d. Other Schools Current Year
Used
17.73
17.73
e. Total Current Year Used (c + 67.73
d)
67.73
f. Beginning LEU (b - e)
482.27
510.77
g. Beginning Remaining
Eligibility (a - f)
117.73
89.23
h. Current Eligibility %
82.27
71.50
(If g >= 100, 100 - d
(100.00 - 17.73 = 82.27)
(89.23 - 17.73 = 71.50)
Spring: 50%
Spring: 50% Remaining
Unused Eligibility: 21.50%
Else If g < 100, g - d)
i. End Result in Banner
Remaining Unused Eligibility:
32.27%
Example 6
The 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.
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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
600.00
b. LEU from NSLDS
550.00
578.00
c. Banner Current Year Used
50.00
50.00
d. Other Schools Current Year
Used
0.00
0.00
e. Total Current Year Used (c + 50.00
d)
50.00
f. Beginning LEU (b - e)
500.00
528.00
g. Beginning Remaining
Eligibility (a - f)
100.00
72.00
h. Current Eligibility %
100.00
72.00
(If g >= 100, 100 - d
(100.00 - 0.00 = 100.00)
(72.00 - 0.00 = 72.00)
Fall: 25% awarded/paid
Fall: 25% awarded/paid
Spring: 25% awarded/paid
Spring: 25% awarded/paid
Summer: 25% awarded
Summer: 22% awarded
Else If g < 100, g - d)
i. End Result in Banner
Example 7
The 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.
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
600.00
b. LEU from NSLDS
550.00
605.00
c. Banner Current Year Used
50.00
50.00
d. Other Schools Current Year
Used
25.00
25.00
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If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
e. Total Current Year Used (c + 75.00
d)
75.00
f. Beginning LEU (b - e)
475.00
530.00
g. Beginning Remaining
Eligibility (a - f)
125.00
70.00
h. Current Eligibility %
75.00
45.00
(If g >= 100, 100 - d
(100.00 - 25.00 = 75.00)
(70.00 - 25.00 = 45.00)
Fall: 50% awarded/paid
Fall: 45% awarded/paid
Spring: 25% awarded
Spring: 0% awarded
Else If g < 100, g - d)
i. End Result in Banner
Fall has already been paid
50% for the aid year, so 5% will
need to be backed off when
disbursement is run.
Example 8
The 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.
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
600.00
b. LEU from NSLDS
450.00
605.00
c. Banner Current Year Used
0.00
0.00
d. Other Schools Current Year
Used
25.00
25.00
e. Total Current Year Used (c + 25.00
d)
25.00
f. Beginning LEU (b - e)
580.00
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If Beginning LEU <= 500.00
(Beginning Remaining
Eligibility >= 100.00)
If Beginning LEU > 500.00
(Beginning Remaining
Eligibility < 100.00)
g. Beginning Remaining
Eligibility (a - f)
175.00
20.00
h. Current Eligibility %
75.00
0.00
(If g >= 100, 100 - d
(100.00 - 25.00 = 75.00)
(20.00 - 25.00 = -5.00; if <0, 0)
Fall: 50% awarded/paid
Fall: 0% awarded
Spring: 25% awarded
Spring: 0% awarded
Else If g < 100, g - d)
i. End Result in Banner
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.
Pell grant award calculation
The Pell grant award calculation section provides 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 page.
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 page.
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 ROBAPRD page) x (Full-Time, Full Year Scheduled Amount)
2. Period amount
(Pell Award Percent field for the period on the RFRDEFA or RFRASCH page) x (period
enrollment full year amount x Pell Full Year Pct amount on the ROBAPRD page)
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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
Note: Similar logic is applied when awarding beyond 100% of Pell. When the process get to
a period where there 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 = 0
Full 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
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**Total Initial Award for the aid period is $4050 ($2025 for Fall, $2025 for Spring, and $0 for
Summer)**
Note: In the case of a second scheduled award, the process would be able to award 2,025 for the
summer period becausee 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).
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Pell grant disbursement calculation
All 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 Calculation 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 page) x (Full-Time Full Year Scheduled
Amount)
2. Period Amount
Pell Award Percent field on the RFRDEFA or RFRASCH page x Full Year maximum dollar
amount per enrollment level = A
3. 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 = A
100% 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 page = 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. = B
4. + 0 is not > 4050
Fall Period Disbursement: $1519.00
Spring Period:
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1. 100% x $4050 = 4050
2. 50% x 4050 =2025 = A
3. = B (prior disbursements)
4. + 1519 is not > 4050
Spring Period Disbursement: $2025.00
Summer Period:
1. 100% X 4050 = 4050
2. 50% x 4050 = 2025 = A
3. = B (prior disbursements)
4. + 3544 is > 4050
Therefore: Calculated period award = FTFY 4050 – (B) 3544 = 506
Summer Period Disbursement: $506
Pell grant award and disbursement processing
•
You determine in the Packaging Options section on the Packaging Options (RPROPTS) page
whether to package with the estimated enrollment reported by the applicant or to package an
estimated Pell with the default enrollment for all applicants.
•
You can run the Pell Calculation Process (RPEPELL) by itself, either online or in a batch, or
as an option 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 because the creation of the Pell
Expected Family Contribution (EFC) and Pell Budget in batch does not automatically trigger a
Pell Grant Calculation.
•
There are many fields in the database which impact a student’s eligibility for a Pell Grant.
Therefore, when the information in one of those fields changes, Banner performs the routine
to calculate the amount 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:
©2017
Page
Field/Column Name
Need Analysis Result (RNARSxx)
Primary Calculation Sys EFC
Applicant Budget (RBAABUD)
Aid Period
Supplemental 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
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•
You 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.
•
During the disbursement process, the Pell Grant is recalculated based on the option to disburse
using an actual enrollment. If the award 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.
•
A Pell award will never be disbursed if the student is picked for verification, a SAR EFC has not
been received, and verification is not performed.
•
Set the Equity Fund field to Y on the Funds Management (RFRMGMT) page for the Pell fund
code.
•
If 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) page.
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. The 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) pages.
•
Fund Management (RFRMGMT) page considerations include:
– If you check the Auto Accept indicator for an award, Banner automatically changes an
offered status for a fund to an accepted status.
– The 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.
– The Pell Grant Disbursement 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.
•
If you need to manually change a Pell grant amount for the year:
– Change the award offered/accepted amounts on the Award Schedule section of the Award
Maintenance (RPAAWRD) page or the Package Maintenance (RPAAPMT) page.
– Lock the fund in the Fund Award section of the RPAAWRD, RPAAPMT, or the ROARMAN
page.
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.
•
Applicant Pell Grant (ROAPELL) page considerations include:
– The 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.
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– The 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.
– The Amount Paid to Date field indicates the Pell payments that have already been disbursed
for the student.
TEACH grant processing
Introduction
The 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.
TEACH awarding and disbursing
This 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 and disbursing a TEACH grant
TEACH grant qualification criteria is described.
To qualify for a TEACH grant, a student must meet the following criteria:
•
Complete a FAFSA
•
Meet the general eligibility requirements for federal student aid
•
Be 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
•
Sign 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
•
Complete TEACH grant entrance counseling before receiving each scheduled award and
complete exit counseling after completing or ceasing attendance.
•
For undergraduate programs, meet one of the following academic achievement requirements.
•
Score above the 75th percentile on a college admissions test; or
•
Graduate 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
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•
Have 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
•
For graduate programs, meet one of the following academic standards.
•
Score above the 75th percentile on a college admissions test; or
•
Have an undergraduate cumulative GPA of at least 3.25 (on a 4.0 scale) to receive a grant in the
first period; or
•
Have 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
•
Be 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
•
Be a former teacher pursuing an alternative route to certification within a Master’s degree
program
The following will be checked to determine if the student is eligible.
•
Completed FAFSA
•
U.S. Citizen or an eligible non-Citizen
The following is NOT required for TEACH.
•
Does not need to be Pell eligible
•
Does not need to be enrolled at a certain enrollment level – student can be enrolled less-thanhalf-time and still receive TEACH.
•
Verification is not required for TEACH
The following characteristics apply when calculating the TEACH award amount.
•
Award amount replaces EFC
•
Any amount above EFC must reduce need
•
A maximum amount of $4,000 per scheduled award
•
A student can receive up to 2 scheduled awards within one aid year. This results in a maximum
of $8,000 per aid year
•
Awards must be split equally among the payment periods in the aid year
•
The award amount must be prorated based on enrollment
•
A 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
pages to award the fund.
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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.
•
Enrolled in a TEACH eligible program of study
•
Enrolled in a TEACH eligible degree program
•
Has 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.
Within 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.
•
Mathematics
•
Science
•
Foreign Language
•
Bilingual Education
•
Special Education
•
Reading Specialist
•
Other “High Need” fields
TEACH grant setup
For specific setup procedures, please refer to the COD Handbook.
COD TEACH Calculation
This 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) page, which were
previously used exclusively for Pell award and disbursement calculations, are now also used to
calculate award and disbursement amounts for TEACH awards.
Pell Award Percent values found on the Fund Award and Disbursement Schedule Rules
(RFRASCH) page and the Default Award and Disbursement Schedule Rules (RFRDEFA) page are
now also used in the calculation of TEACH awards.
Note: Ellucian strongly recommends that you use the RPEPCKG and RPRGRNT processes to
calculate TEACH awards. 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) pages, or the creation or updating of these awards from
the Batch Posting Process (RORBPST) will not be prevented; however, these pages 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)
pages without regard to period load values, and may give unexpected results.
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Calculations
If the award option is not enabled on the Grant Options window of the Packaging Options
(RPROPTS) page, 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
the 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.
•
The 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).
•
You can still enter TEACH awards manually on the award pages.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.
•
Batch Posting of TEACH awards is allowed.
However, just as with manual awards, 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.
•
Because 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.
•
You can use the Award and Period Locks on the award pages 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.
Examples
Below are some examples of how TEACH is calculated.
Student packaged full-time, enrolled ¾ time
Based on the options set on the Grant Options window of RPROPTS, the student is awarded fulltime TCHU1 for both Fall and Spring periods.
At the time of disbursement for the Fall period, the student is only enrolled ¾ time. RPEDISB
calculates the eligible disbursement amount based on the disbursement options on the Grant
Options window on RPROPTS and only disburses a ¾ amount for the period.
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Student packaged full-time, enrolled < ½ time
Based on the options set on the Grant Options window of RPROPTS, the student is awarded fulltime TCHU1 for both Fall and Spring periods.
At the time of disbursement for the Fall period, the student is only enrolled < ½ time. RPEDISB
calculates the eligible disbursement amount based on the disbursement options on the Grant
Options window on RPROPTS which is $500. 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, 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 disbursement 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.
Student receiving more than one TEACH grant scheduled award within the aid year
Student 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 page, 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 enrollment 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.
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TCHU1 is batch posted to a student using the F batch posting type
Warning! 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 type
Warning! This method is not recommended for TEACH grants.
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 the maximum for the aid period.
Awards are locked on the period window
Locks 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.
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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 periods 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 values on RPROPTS, RFRDEFA/RFRASCH, RNANAxx, and ROAENRL:
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
Period
Award Percent
Grant Award Percent
Fall
50
50
Spring
50
50
Summer
0
50
RNANAxx
Student’s Expected Enrollment Status is 1 (Full Time)
Student’s Expected Period Enrollment Status
•
Fall 2 (3/4 time)
•
Spring 2 (3/4 time)
•
Summer 2 (3/4 time)
ROAENRL
Financial Aid Adjusted Hours
•
Fall 6 (1/2 time)
•
Spring 6 (1/2 time)
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•
Summer 12 (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 page 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 Percent
options.
Based on RFRDEFA/RFRASCH Award Percent values, 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 page 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 Percent
options.
Based on RFRDEFA/RFRASCH Award Percent values, 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 Options, 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)
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Use the RPAAWRD Reschedule Indicator to reschedule the periods when aid
period did not change (not recommended)
Options of the RPAAWRD Reschedule Indicator are described.
Assume the existing award is $4000, and had been calculated by RPEPCKG as:
Fall $1500
Spring $1500
Summer $1000
The page 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.
The award is rescheduled based on RFRDEFA_AWARD_PCT or RFRASCH_AWARD_PCT.
Fall $2000
Spring $2000
Summer $0
Use the RPAAWRD Reschedule Indicator to reschedule the periods when aid
period changed (not recommended).
Options of the RPAAWRD Reschedule Indicator are described.
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 process to recalculate the award when aid period changed
(recommended).
Using the RPRGRNT process to recalculate an award is described.
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
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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 Options,
RFRDEFA/RFRASCH Grant Award Percent values, and the student enrollment load for each
period,
Fall $1500
Spring $1500
Summer $1000
Use the RPRGRNT process to recalculate the award when aid period changed
(recommended).
Using the RPRGRNT process to recalculate an award is described.
Assume 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). 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)
Disbursement
Disbursement processing is described.
Assuming 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)
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Use the RPRGRNT process to recalculate the award when the aid period changed
(recommended).
Using the RPRGRNT process to recalculate an award is described.
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 Options,
RFRDEFA/RFRASCH Grant Award Percent values, and the student enrollment load for each
period:
Fall $1500 (based on ¾ Period Expected enrollment)
Spring $1500 (based on ¾ Period Expected enrollment)
Summer $1000 (based on ¾ Period enrollment and remaining amount)
Disbursement
Assuming 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)
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State grant award processing
In many states, the state grant program is handled by a state financial aid agency.
About this task
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 before
the actual awarding by the state grant agency. Because this award can affect the student’s need
for other aid, aid officers typically try to estimate the amount of the state grant before 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.
These concerns can be handled by Banner in the following manner:
Procedure
1. On the Fund Management (RFRMGMT) page, 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) page, 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 accepting 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 the 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 customized process should also change the award status code to identify
the amount as the official amount and make it disbursable.
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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) page for those
aid year you want 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 contracts which will be in
effect 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
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 – The Contracts and Exemptions Payment Inquiry page allows you to view Third
Party Contracts that have been applied to the student's account.
RPAARSC – The Exemptions and Contracts window of the Resource Maintenance page
enables you to view a student's exemptions and third party contracts for an aid year.
Exemptions
Note: To interface Exemptions from Banner Student to Banner Financial Aid, the Interface
Exemptions indicator must be checked on the Packaging Options (RPROPTS) page 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 page provides for the
authorization of exemptions to specific students.
2. Exemption Rules (RPREXPT).Define the valid exemption codes which will be interfaced for
specified terms. Estimate a standard amount for that exemption within the defined terms.
•
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On 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
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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.
•
The estimated amount can be prorated based on estimated enrollment. If the Assume Full
Time field is checked, the full estimated 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.
•
RPIARPY – Contracts and Exemptions Payment Inquiry page allows you to view exemptions
that have been paid to the student’s account.
•
RPAARSC – 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.
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 prepaid 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.
•
Even 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.
•
The 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.
•
The 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.
•
If 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 Contracts or Exemptions on the Packaging Options (RPROPTS)
page, 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) page
and included in the calculation of need for financial aid in the following award pages: Award
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Maintenance (RPAAWRD), Packaging Maintenance (RPAAPMT), and Financial Aid Record
Maintenance (ROARMAN) with the 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 exemptions from being counted as a Financial Aid Resource. In addition, you can roll
contracts and exemptions from one term to a new term.
To properly process contracts and exemptions from being excluded as resources, you must:
•
establish a contract record on the Third Party Contract Rules (RPRCONT) page, for a contract.
•
establish an exemption record on the Exemptions Rules (RPREXPT) page, for an exemption.
•
select the new Exclude as Resource check box on RPRCONT or RPREXPT.
•
set 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 Resource Maintenance (RPAARSC) page. 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 Payment Inquiry (RPIARPY) page 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 or exemption if it exists in Accounts
Receivable (TSACONT/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.
Example
Term 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.
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Other Resources section
The section’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).
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 sum 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, “Other Resources” 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:
•
•
On Update:
“Resource exists in &RPRARSC_AIDY_CODE; update not allowed.”
On Delete:
“Resource exists in &RPRARSC_AIDY_CODE; delete not allowed.”
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).
When 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 “0910” 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 “1011” 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:
“Unable to create record. Use 0910 aid year for 201030 term.”
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Summary section
The Summary section has been modified to provide the resource amount calculated from Other
Resources, Contracts, 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 section allow mouse
over text help.
Resource calculation
Because 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.
Example
•
Period FALL/WINTR 1011 consists of terms 201110 and 201115
•
Period SPRING 1011 consists of term 201120
•
Aid 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.
Term 201110
Term 201115
Term 201120
Total
Scholarship
300.00
200.00
500.00
1,000.00
SRS-Contract
300.00
250.00
550.00
Total
600.00
750.00
1,550.00
200.00
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.
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Budget
10,000.00
EFC
0
Resources
1,550.00
Gross need
8,450.00
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The student later decides they will not be attending in fall so the Financial Aid office changes
their 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
Budget
5,000.00
EFC
0
Resources
750.00
Gross need
4,250.00
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
exemption will be displayed in both years.
Note: The Calculated Grand Total of All Resources may no longer equal the Resources in the
Summary section. The Other Resources Calculated Total and the Exemptions and Contracts
Calculated Total are totals for the aid year. The Resources in the Summary section reflect the total
for the aid period.
Adding periods to an award schedule
The 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) page, the Package Maintenance (RPAAPMT) page,
and the Financial Aid Record Maintenance (ROARMAN) page. This is the only situation which will
cause 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.
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This will not change the way other periods have been scheduled (and possibly already paid).
Banner will automatically 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 validation process, an error message will be received. To
override one of the permissible edits in award validation, you will need to remove the award record
for the period and select the appropriate override on the Award Maintenance section then save.
After the override has been updated, you may then add the new period award record on the Award
Schedule section.
Rescheduling disbursement date using periods
Disbursement date rescheduling is described.
When 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 “Yes” 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, the term start date will be used.
Period Based Awarding
Overview
Banner Financial Aid provides the ability to accept, 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 pages RFRMGMT or ROAMGMT by updating the
Allow Processing by Period check box.
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 section (RPRATRM) of the award pages,
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) pages also provide 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 section. Also, only funds where Allow
Processing by Period has been checked may be accepted or rejected by period on RPAMACC.
Funds which allow processing by period and also are available to be accepted or declined by the
student in Self-Service have two options available for Self-Service processing.
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•
By Period: The applicant may accept or decline the award for each period.
•
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 accepted 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):
Award condition(s)
Overall Status
(award for the aid year)
If 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
If any period has an offered status and no period Offered
is accepted.
Example: Fall is declined and Spring is offered.
The award is considered offered for the aid year
If any period has a declined status, and no
period is accepted or offered.
Declined
Example: Fall is declined and Spring is
cancelled.
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
cancelled
The award is considered cancelled for the aid
year.
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Note:
A system delivered value for a Cancelled award status, SYSC = System Cancelled, will be created
with this release and will update a new field for the default Cancel status on the fund management
pages (RFRASPC table). This default 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 management pages (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 pages (RFRMGMT and ROAMGMT) and assigned based on
the award status hierarchy.
•
Mixed 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.
•
Mixed Offer - The status defined for Mixed Offer 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, the status defined for Offer will be used.
•
Mixed 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, after 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
About this task
Procedure
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) page. 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
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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:
•
Single Fund Update - RFRMGMT/ROAMGMT
– Update the Allow Processing by Period indicator.
– Update the award status codes
– Update the web processing rules (see below for options)
•
Mass Update - RFRMUPD
– Update the award status codes for multiple funds where you have filtered the funds based
on criteria such as fund type or fund source.
– Enable Period Processing by updating the Allow Processing by Period indicator for
multiple funds where you have filtered 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.
– Update the Web Processing Rules (see information on Self-Service options, below).
3. Determine how the fund will be accepted or declined in Banner Financial Aid Self-Service.
•
For 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.
•
Funds where you allow processing by period (Allow Processing by Period is checked), have
two options for how the fund is accepted or declined by the student:
– Award may be accepted or declined for each period separately (Allow Web Accept/
Decline by P = Period)
– Award 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:
Student offered Merit for Fall and Spring, the award must be accepted or declined for the
aid year. The student accepts the award.
Aid 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.
•
Partial Acceptance
Results
If you will allow a partial amount of an award to be accepted in Self-Service for the fund, update the
fund specific field, Allow Partial Amount Acceptance, on the fund management page, RFRMGMT
or ROAMGMT. The Fund Mass Update Rules page (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 section of ROAINST. Funds where period processing is enabled and
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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.
Updating awards for enrollment changes
Updating awards is described.
About this task
A quick award process exists which makes it easier to maintain awards which need to be changed
due to:
•
a student’s change in anticipated course load affecting only one period, or
•
a 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
Procedure
1. Change the student’s budget on the Applicant Budget (RBAABUD) page or Applicant Period
Budget (RBAPBUD).
2. Change the total award in the Funds Award section of the Award Maintenance (RPAAWRD)
page.
3. While still in the Funds Award section of the RPAAWRD page, save the change and wait for
award validation to accept the new award.
4. While on the RPAAWRD page, 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
5. First enter the changed period award amounts on the Award Schedule window of the Award
page or Package Maintenance page.
6. Save the changes and Banner proceeds as follows:
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•
The sum the period awards for the changed fund is compared to the existing total award
(that would initially have been displayed in the Funds Award section).
•
If the sum of the period awards differs from the (existing) award total, a pop-up window
is displayed with a warning message requesting verification that the award total is to be
changed to the sum of the changed period awards.
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Results
To position your cursor on the proper choice you can use the Enter key or the Tab key. After your
choice is made, press the Accept (Save) key.
•
If 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.
•
If you do not want to change the award, the attempted period changes will be rolled back.
•
Banner recalculates the award percents for each period based on the new period amount and
updates those fields.
•
The newly packaged amount can now be seen in the Funds Award section of the Award page or
the Package Maintenance page.
When you use the Award Maintenance (RPAAWRD) page, you can make changes to multiple
periods and multiple funds with a single Save. Because the Award Schedule Window on the
Package Maintenance (RPAAPMT) page only deals with one fund at a time, multiple periods can be
done only for the selected fund.
Manually scheduling awards
Banner initially distributes awards by periods according to rules set on the Fund Award and
Disbursement Schedule Rules (RFRASCH) page or the Default Award and Disbursement Schedule
Rules (RFRDEFA) page 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) page or on the Package Maintenance (RPAAPMT) page.
Award Amount Change - When you manually change the amount of an award, it is scheduled
according to the distribution percentages previously entered for the fund on page two, rather than
the schedule defined on one of the award schedule rules pages. 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 the 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) page or the Default Award and Disbursement Schedule Rules (RFRDEFA) page when
the Schedule indicator is checked to reschedule non-Pell funds on the award pages. 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 does not cause the award to be rescheduled.
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Updating awards when locked
Global Institution Financial Aid Options (ROAINST)
The ROAINST page 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 section. 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 section 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. 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.
Identifying students needing new or revised award letters
It is possible to identify students who may need a new or a revised award letter.
The Packaging Group Information section of the Award page (RPAAWRD), Packaging Maintenance
page, (RPAAPMT), and Financial Aid Record Maintenance (ROARMAN) page 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) page. 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 pages. 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 select the student for a new
award letter. Or, if you want a particular student to receive a duplicate copy of their 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 the award package.
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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
which award letter indicator to reset. This report will reset the award letter 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.
Banner Financial Aid Global Disbursement options
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
If the student has RPROPTS
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?
Disburse If
Charges Not
Accepted
a checked box
If 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?
Disburse if SAR C a checked box
Flag Exists
If you do not
check this box,
the fund is not
paid.
Allow Memos
When Previously
Disbursed
If 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
RPROPTS
Do you want to
RPROPTS
allow the fund that
was previously
paid to memo?
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a checked box
351
Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
that are for
future scheduled
disbursements
when earlier
scheduled
disbursements
have been paid
or authorized and
not backed out.
When you
See Below
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 Below
.... Expected
Enrollment?
RPROPTS
Enrollment Option E xpected
for Disbursement
Banner 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?
RPROPTS
Enrollment Option Adjusted
for Disbursement
Banner calculates
the student’s
adjusted
enrollment as the
student billing
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See Below
The 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.
352
Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
hours for the
term minus any
courses listed
on the Audit
Grading Mode
(RPRAUDT)
page, 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 page.
.... Actual
Enrollment?
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RPROPTS
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Enrollment Option Billing
for Disbursement
Banner uses the
student’s financial
aid billing hours
for the period of
disbursement
353
Processing
Policy Question
If Yes, then use
page
Use Option
Set Option To
Comments
if it exists, or
else Banner
uses the current
billing hours.
The billing hours
are converted to
load based on
the credit hour
rules found on the
ROAINST page.
Would you
like to setup
different values
of enrollment to
be used when
disbursing funds
on a period-byperiod basis?
RPROPTS
(Enrollment Cut
Off Dates Rules
window)
Period and
Disbursement
Enroll Option
Period for
this specific
enrollment
status and the
enrollment status
you want to have:
Expected
Adjusted
If a rule exists
on this window
for a period, it
will override the
Enrollment Status
window on the
prior window of
the page.
Billing
At what date in
the period do you
want to treat aid
that has been paid
differently than at
the beginning of
the period?
RPROPTS
(Enrollment Cut
Off Dates Rules
window)
What criteria
ROAINST
for calculating
(Options window)
enrollment should
this fund use?
Cut Off Date
Date to be used
This is a required
field.
Select the
Enrollment Rule
which should be
used to determine
the enrollment for
disbursement of
this fund.
LIST of Values to
select the valid
enrollment rules
for the aid year
The Enrollment
Rule must be
defined for funds
which are paid
through the
Disbursement
process
(RPEDISB) or are
loan funds.
Note: The
Enrollment rule
may also used
for awarding Pell
and Teach Grant
Funds.
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Processing
Banner Financial Aid Fund Specific Disbursement options
Policy Question
If Yes, then
Use Option
Set Option To
Comments
Memo Credit
Accepted
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.
use page
Do you want to
RFRMGMT
give the student
(Packaging
anticipated credit
Options window)
for the fund before
payment of the
fund?
or
Offered
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
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Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
use page
schedule for the
student and fund.
If the student
See Below
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 Below
... No, do not
disburse.
If Disb Load Code N = No
> Pckg Load Code Disbursement
RFRMGMT
(Disbursements
Option window)
See Below
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,
and the student
is ineligible, 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
(Disbursements
Option window)
... Yes, but prorate RFRMGMT
the amount of the
award that you
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If Disb Load Code D = Disburse
> Pckg Load Code 100%
Disburse the
amount of the
award in the
student’s package
despite the load.
If Disb Load Code P = Prorate
> Pckg Load Code
The amount of
the award in the
student’s package
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Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
use page
want to pay based (Disbursements
on the load.
Option window)
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, and
the student is
ineligible, 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.
If you choose
RFRMGMT
to prorate the
(Disbursements
amount of the
Option window)
award when the
student is enrolled
at less than
the anticipated
amount during
packaging, how
do you want
to prorate the
award?
Payment% for 3/4 Enter percentages
Load
for each load
option
Payment% for 1/2
Load
If an award is
scheduled for
disbursement
in multiple
payments within
a period, and the
Change Load
During Period
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RFRMGMT
(Disbursements
Option window)
Ellucian. Confidential & Proprietary
Payment% for
Less 1/2 Load
Based on the
A - (Award
Scheduled)
or on the
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 the Disb Load
Code > Pckg
Load Code field
is either D or
P, this indicator
calculates the
357
Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
S - (Scheduled
Disbursement)
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.
use page
student’s load
changes between
scheduled
disbursements,
how do you
want Banner
to calculate the
amount of the
subsequent
disbursement?
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
RFRMGMT
disburse based
(Disbursements
on the enrollment
Option window)
calculated for only
classes which
have begun for
the student?
Use Attending
hours
a checked box
When 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.
The Attending
Hours is
calculated for
either adjusted
or billing hours
based on the
disbursement
options defined
on the RPROPTS
page. If the
Expected Hours
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Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
use page
is chosen for the
Disbursement
Option, the
Attending Hours
will not be used.
You may also
establish the
number of days
before or after the
earliest class start
date. To allow
disbursement to
pay the student
before 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
(Disbursements
Option window)
Are there any
institutional
specific
RORRULE
©2017
Ellucian. Confidential & Proprietary
Use Repeat
Course Checking
a 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.
359
Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
Use Disb Enroll
Edits for Memo
a checked box
When 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.
Recoup when
Award Reduced
a checked box
Use 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.
Recoup
D = Disregard
Proration rules
are used when
the student has
no disbursement
errors.
use page
disbursement
(using Rule
rules for the fund? Type Fund
Disbursement)
Do you want to
apply the same
enrollment edits
that are used for
disbursement for
determination
of what can be
memo’d?
RFRMGMT
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
(Disbursements
Option window)
(Disbursements
Option window)
If a student
RFRMGMT
has received
(Disbursements
payment and
Option window)
their enrollment
changes, but the
student is still
eligible, do you
want to pay that
portion of eligibility
to the student
account?
©2017
Ellucian. Confidential & Proprietary
360
Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
If a student has
RFRMGMT
received payment
(Disbursements
but now has
Option window)
disbursement
errors (for
example, Student
Not Enrolled,
Outstanding
Tracking
Requirement)
and you want to
leave existing
disbursements?
Recoup
D = Disregard
Disregard
will make no
adjustment to
student account.
If a student has
RFRMGMT
received payment
(Disbursements
but now has
Option window)
disbursement
errors (for
example, Student
Not Enrolled,
Outstanding
Tracking
Requirement) and
you want to bring
disbursements
for period back to
zero?
Recoup
B = Backout
Disbursement
Backout will
reverse credit to
student account
If a student
See Below
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 Below
See Below
... No, do not back RFRMGMT
out the payment
(Disbursements
that has already
Option window)
been made.
If Ineligible Before D = Disregard
Cut-Off Date
use page
©2017
Ellucian. Confidential & Proprietary
If Ineligible After
Cut-Off Date
The disbursement
process does
nothing if the
student becomes
ineligible after a
361
Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
use page
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 page.)
...Yes, backout
funds
RFRMGMT
(Disbursements
Option window)
... Yes, back-out
the entire amount
of the payment
which has been
made for the
period.
RFRMGMT
... Yes, but backout only the
amount of the
payment which
has not been
applied to a
charge.
RFRMGMT
©2017
(Disbursements
Option window)
(Disbursements
Option window)
Ellucian. Confidential & Proprietary
If Ineligible Before B = Backout
Cut-Off Date
disbursements
If Ineligible After
Cut-Off Date
If Ineligible Before B = Backout
Cut-Off Date
Disbursements
If Ineligible After
Cut-Off Date
If Ineligible Before P = Payment not
Cut-Off Date
Applied
If Ineligible After
Cut-Off Date
If the student
is ineligible,
regardless of
why, funds will be
backed out with
the B option.
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 page.)
The disbursement
process backs
out the amount
of the payment
which has not yet
been applied to
a charge through
362
Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
use page
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
RFRMGMT
enrollment
(Disbursements
changes and they
Option window)
are eligible for
additional funds
and you want to
apply Proration
rules to these
funds
If Ineligible Before D = Disregard
Cut-Off Date
checked
If Ineligible After
Cut-Off Date.
If a student has
RFRMGMT
been selected
(Disbursements
for verification,
Option window)
and the student’s
verification has
not yet been
completed, do you
If Selected for
Verification but
Verification is not
complete
©2017
Ellucian. Confidential & Proprietary
Recoup when
award is reduced.
Y = Yes, allow
disbursement
N = No do
not allow
disbursement
If no disbursement
errors exist and
disbursement
options are
set to Recoup
and Disregard,
proration is
applied for
enrollment
changed.
For students
who are selected
for verification,
you may select
Yes, to allow
disbursement of
the fund when
363
Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
W = Incomplete
with a verification
status, allow
disbursement
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
setting this field
to W-Incomplete
with verification
status of W, allow
disbursement.
use page
want to disburse
the aid to the
student anyway?
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
When you
disburse the
award, is a
promissory note
RFRMGMT
©2017
(Disbursements
Option window)
(Packing options,
Loan Options sub
section)
Ellucian. Confidential & Proprietary
Override General a checked box
Tracking Requirements
You 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.)
Promissory Note
Required
If this field is
checked, this
option creates
promissory note
requirements
a checked box
364
Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
use page
required for
disbursement?
for all periods in
which the student
receives the fund
when the award
is accepted in
the student's
package.
This option should
not be used for
Federal Perkins
and Federal Direct
Loans.
Is there a
period where all
disbursement
activity should
be prevented
or stopped for a
period of time?
The disbursement
process assures
that the student
has signed
(satisfied) that
requirement
before the
payment of the
fund.
RFRMGMT
a checked box
Disbursement
Locks
Does the fund
RFRMGMT
have a limit on
how much you
can disburse to
the student based
on the actual
tuition and fees,
etc.?
©2017
Period
Ellucian. Confidential & Proprietary
Detail Code Rules Valid Detail
window
Codes defined as
charges
When this box
is checked, all
disbursement
activity for that
period will be
prevented.
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
365
Processing
Policy Question
If Yes, then
Use Option
Set Option To
Comments
use page
of Payments
Process.
Are there
RFRMGMT
any fundTracking
specific tracking
Requirements
requirements that
should be created
when the fund
is awarded that
should prevent the
disbursement of
this fund?
Tracking Code
Appropriate
Tracking
Requirement
Code
If 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.
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.
Note: The Disregard setting will only affect awards which have been partially disbursed.
Disbursement validation edits
The disbursement validation process checks user-defined rules, hard coded 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) lists the reject messages associated with each fund if
©2017
Ellucian. Confidential & Proprietary
366
Processing
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) page.
Reject Number
Reject Message
Disbursement Validation
Condition
2
Applicant has financial aid
holds
Determines whether there
are active holds that prevent
disbursements on the
ROAHOLD page.
3
Outstanding non-fund tracking
requirements
Checks for non-fund specific
tracking requirements that
prevent disbursements on the
RRAAREQ page. (Also checks
to see if the fund is supposed
to override non-fund specific
tracking requirements.)
4
Outstanding fund tracking
requirements
Checks fund-specific tracking
requirements that prevent
disbursements for that fund on
the RRAAREQ page.
5
Not 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)
page defines the eligible
programs for financial aid.
6
Not a citizen or eligible noncitizen
Validates citizenship from
RNANAxx (RCRAPP1 table)
for the current record. Use the
RNANAxx page to view and
update citizen information.
7
Not 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
page to view or update SAP
codes.
©2017
Ellucian. Confidential & Proprietary
367
Processing
Reject Number
Reject Message
Disbursement Validation
Condition
8
Applicant 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 pages RPAAWRD or
RPAAPMT.
9
Applicant 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 pages RPAAWRD or
RPAAPMT.
10
Cannot get class code
Unable to determine the
class code for the student.
Verify the appropriate class
code translations have been
established on RPRCLSS.
11
Cannot get federal rules
Verifies the Federal Rules exist
for the aid year (RPIFEDR/
RPRFEDR).
12
Applicant 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
©2017
Ellucian. Confidential & Proprietary
368
Processing
Reject Number
Reject Message
Disbursement Validation
Condition
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 pageRPROPTS).
13
Enrollment 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] page).
14
Student 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 page to view this
information.
15
SAR 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] page) if you are not
auto accepting Pell.
16
SAR 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 page to view this
information
17
PELL eligibility has not been
determined
If the fund is SEOG, Perkins,
Stafford, the validation process
checks whether or not Pell
Grant eligibility has been
determined (System-EFC is
not null). Review Pell Grant
eligibility information on the
RNARSxx page.
©2017
Ellucian. Confidential & Proprietary
369
Processing
Reject Number
Reject Message
Disbursement Validation
Condition
18
Violates fund disbursement
rules
Violates user-defined fund
disbursement rules (Fund
Disbursement Rule Type) on
the Financial Aid Selection
Rules (RORRULE) page.
19
Verification required but
incomplete for fund
Determines if verification
is required/completed. If
the fund disbursement rule
on the Fund Management
page (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.
20
Fund disbursement rule cannot There is a problem with your
be executed
fund disbursement rule on
RORRULE
21
Award has not been accepted
Ensures that the award is in
an accepted status. Use the
RPAAWRD, RPAAPMT, or
RPAMACC page to update the
award status.
22
Student/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 page.
23
Promissory note requirement is Checks for the receipt of a
not satisfied
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
section of RRAAREQ.
24
Disbursement load is greater
than packaging load
©2017
Ellucian. Confidential & Proprietary
The disbursement process
compares a student’s
370
Processing
Reject Number
Reject Message
Disbursement Validation
Condition
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 page.
25
Error 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.
26
Unofficial source for Title IV
funds
If the fund is a Title IV Federal
fund, Banner ensures that the
Official Source Indicator on the
RNARSxx page is set to 1 for
Official. Check the value of this
field on the RNARSxx page.
27
Origination Record not
acknowledged by servicer
Origination record not
acknowledged.
28
Promissory Note not
acknowledged by servicer
Promissory Note not
acknowledged.
31
PLUS loan requires approved
credit check
PLUS credit check is not in
approved status. Review on
RPALORG
32
No Authorization for EFT
Disbursement
No authorization for EFT
disbursement.
©2017
Ellucian. Confidential & Proprietary
371
Processing
Reject Number
Reject Message
Disbursement Validation
Condition
33
Loan Status is Held/Inactive No Disb
The loan status is on hold or
inactive, no disbursements.
34
Loan Award Status is Cancel/
Decline - No Disb
Award status for loan has been
canceled or declined without
disbursements.
35
Award not Disbursed - SAR CFlags exist
Award was not disbursed; SAR
C flags exist.
36
Not 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)
page.
37
Not 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) page.
38
Not 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)
page.
39
Not 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) page.
40
Disburse Rule = (N)ever;
Disbursement Zeroed
On RPROPTS the Pay Grant
if Disb Amt differs from Award
Amt is set to Never Disburse.
43
Level/Period Data Missing from The educational level of
RORCRHR (ROAINST)
the student does not exist
in the Credit Hours window
©2017
Ellucian. Confidential & Proprietary
372
Processing
Reject Number
Reject Message
Disbursement Validation
Condition
of ROAINST for the period
being disbursed. Verify the
appropriate level/period record
exists.
44
Disbursement 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.
45
Charges 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.
46
COD rejected disbursement
record
The disbursement record was
rejected by COD.
47
Disbursement Requires
Approval from COD
Disbursement requires
approval from COD.
48
Disbursement Reference No.
System Generated or MRR
blocked
Disbursement reference
number 91-99 or MRR section.
49
A previous DL disbursement
number is undisbursed
A previous Direct Loan
disbursement number is
undisbursed.
50
A disbursement with earlier
date is undisbursed
A disbursement with an earlier
date is undisbursed.
51
Pell not disbursed, Pell award
percent not defined
Pell percent must be defined on
either RFRASCH or RFRDEFA
53
Disb not processed - Sum
of disbursements exceeds
Endorser Amt
You cannot disburse more than
the amount endorsed
54
Disbursement not processed
- Borrower's PLUS MPN not
accepted
Borrower's MPN must be
accepted on the Direct Loan
Origination (RPALORG) page.
55
Award period does not exist in
aid period
Check your aid period setup on
RFRDEFA/RFRASCH.
©2017
Ellucian. Confidential & Proprietary
373
Processing
Reject Number
Reject Message
Disbursement Validation
Condition
56
NSLDS Indicates Aggregate
Limits Exceeded
Check RNASLxx for aggregate
overages
57
Student required to complete
Perkins MPN
Perkins not complete on
RRAAREQ
58
Disc Stmt has not been
requested from COD or printed
by school
The disclosure statement must
be requested from COD or
printed by school
59
No hours currently attending
You have RFRMGMT set to
disburse only on attending
hours. Attendance has not yet
started per ROAENRL.
60
Attending hours invalid for
Federal Fund ID
Not enough class hours have
started per ROAENRL for this
fund.
61
Attending hours < packaging
hours
Attendance hours are less that
the hours at which student was
packaged.
62
Must have a Pell disbursement
for this aid year
Pell must have disbursed to
disburse this fund.
63
Not a citizen
The student has indicated that
they are not an eligible citizen
nor eligible non-citizen
65
Requires rigorous high school
program
Program on ROAHSDT must
be eligible
67
Must be associate or
baccalaureate degree
Degree not aid eligible for ACG
68
Major does not qualify for
SMART grant
Major does not qualify.
69
Graduate class level invalid for
Parent PLUS loan
Student has indicated they are
a graduate level.
70
Undergraduate class level
Student indicated they are an
invalid for Graduate PLUS loan undergraduate level
71
Must be baccalaureate degree
Must be in a baccalaureate
degree for SMART grant
72
RFRBASE A/R detail code for
fund is invalid or inactive
Detail Code is not valid or is
inactive in A/R
73
RPRLOPT A/R detail code for
fund is invalid or inactive
Detail code on RPRLOPT is
either not valid or inactive in A/
R
©2017
Ellucian. Confidential & Proprietary
374
Processing
Reject Number
Reject Message
Disbursement Validation
Condition
74
Award violates federal fund ID
limits
Award exceeds the Federal
Fund ID limits. Review the fund
limits on RPIFEDR
75
Award invalid; Student has
received higher grade level
ACG/SMART
Cannot receive award, as
higher level was received.
76
Major does not qualify for
TEACH
See RPRMAJR. Teach column
must be checked.
77
Degree does not qualify for
TEACH
See RPRDEGR. Teach column
must be checked.
78
Student does not have a valid
ATS
Agreement To Serve (ATS)
must be accepted. Review
RPATATS for status of ATS
79
Disbursement violates federal
fund ID limits for enrollment
level
Check fund limits on RPIFEDR
80
Major not eligible for 5th Year
SMART grant
See RPRMAJR. 5th year Smart
column must be checked.
81
Class level invalid for TEACH
level
Class level does not match
level on RFRMGMT for fund.
82
Pell 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)
page.
999
©2017
Fatal disbursement validation
Review disbursement
error for award; see disb report. (RPEDISB) output.
Ellucian. Confidential & Proprietary
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Note: If the fund is associated with detail codes on the Detail Code Rules window of the Fund
Management (RFRMGMT) page, Banner determines whether or not those detail codes are on the
student's 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 considerations
Regulatory compliance for Stafford disbursements
Banner disburses all financial aid based on the enrollment option selected on the RPROPTS page.
You decide whether to disburse aid based on expected enrollment, billing hours, or adjusted hours.
Along with this option is the decision of whether 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 institution 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.
In the case of the Stafford loans, the actual enrollment of the student must be checked at the time
of disbursement — 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 page 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 RORENRL hours for all funds, and does not check for the flag for
Charges Accepted.
Disbursement edits for loans to match edits for other funds
Disbursement edits for loans to match edits for other funds are described.
•
The 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, because
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.
•
There 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 page, If Disbursement Load Code greater than Package Load Code, functions
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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 page.
Loan authorization to net returned amounts
Banner lets you create a return check record (sequence 2) on the RPALDSB page, before having
disbursed the loan proceeds in the sequence 1 record.
This was not a problem, as many times it was known before 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)
page to control this.
Note: For Direct Loan memo processing, the enrollment requirement is only checked if a Direct
Loan origination exists on the RPALORG page. If no origination exists, a Direct Loan fund may
memo even when the student is not enrolled.
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Recognition of Pell payment cell to disbursement process
An option is available to allow Pell to disburse 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.
•
If 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.
•
If 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.
N
No Disbursement (do not process any
disbursement for the fund for the period),
D
Disburse 100% (process the amount packaged
for the period and do not prorate the amount),
or
P
Prorate (prorate the amount packaged for the
period by multiplying the packaged amount by
a user specified percentage).
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 because 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
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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) page based on the student’s actual enrollment load.
The Disbursement Load Code greater than Package Load Code field on the Fund Management
(RFRMGMT) page collects your option if the disbursement load is greater than the packaged
load. The Packaging Load field on the Award Maintenance (RPAAWRD) page and the Package
Maintenance (RPAAPMT) page identifies how a particular fund was packaged for a specific period.
The packaged load field for each period in the student’s schedule initially defaults to the load you
select for the calculation of Pell Grants. The Packaging Options (RPROPTS) page 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 default estimated enrollment on the Packaging Options page.
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 because the disbursement load is greater than the packaged load. Assume that you
now access the Budget page and recalculate John’s budget as a half-time student, and later access
the Award page to repackage John with half-time awards based on a half-time need. If you fail to
also change the packaged load to a code 3, John will still not get the half-time awards just packaged
because the disbursement load is still greater than the packaged load. The half-time awards will be
paid when you change the packaged load to a code 3 because 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 disbursement date, you can set the memo
expiration date to be the same as the scheduled disbursement date.
VA Chapter 30 - before 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 requires that Chapter 30 and AmeriCorps benefits be excluded as resources when
determining eligibility 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
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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 section of the
RPAAWRD page at any time before 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 students 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) page are to:
•
Back out the full amount of the payment.
•
Disregard the fact that the student is now ineligible (do nothing).
•
Payment 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 page, the page 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 messages
You can run online disbursements from the Applicant Immediate Process (ROAIMMP) page in the
Financial Aid System, or from the Student Payment (TSASPAY) page 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 process 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) page.
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Disbursement reports generated by disbursement process
The 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 through 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 disbursement amount, in addition to the Applicant Disbursement Report (RPRADSB), which
provides detailed information on applicant disbursements.
Final Disbursement - optional processing
Final 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 pages.
A disbursement can only become “final” when it has already been paid using disbursement
validation. After 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
section 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 section of the Award Schedule section of the RPAAWRD page to Y.
Rescheduling disbursement date using periods
The ability to update the scheduled disbursement date for non-loan and Direct Loan funds is
provided, if the option to reschedule the disbursement dates has been defined.
For both non-loan and Direct loan funds, the indicator to Reschedule Disbursement Dates on the
Options section of ROAINST must be checked (Yes).
For non-loan funds, the scheduled disbursement date is based on the +/- number of days, as
defined on the Default Award and Disbursement Schedule Rules (RFRDEFA) and the Fund Award
and Disbursement Schedule Rules (RFRASCH) pages.
For Direct Loan funds, the Rescheduled Disbursement Date indicator must be checked (Yes) for
the fund on Loan Options (RPRLOPT) as well. The scheduled disbursement date is based on the
+/- number of days, as defined for the disbursement schedule on Scheduled Academic Year Rules
(RORSAYR) or Borrower-Based Academic Year Data (RORBBAY) page.
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The process determines the student’s earliest course start date. Courses which have been excluded
due to course level or specific sections will not be used to determine the earliest course start date.
When multiple terms have been associated with a period, the earliest course start date for all terms
will be evaluated to determine the course with the earliest start date.
If a student has the Consortium Indicator set to Yes 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, the term start date will be used.
For both non-loan and Direct Loan funds, the indicator on ROAINST and the +/- number of days on
the appropriate page must be defined before awards being created for non-loan funds and before
Originations being created for Direct Loans.
Student employment procedures
Student employment implementation
1. Referral Status Validation (RTVRFST) page
This page maintains the various statuses of job referrals. Define all possible statuses which
referral records may have.
2. Employment Authorization Status Validation (RTVAUST) page
This page 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.
3. Placement Basic Data (RJAPLBD) page
This page stores name and address information for all locations (both on- and off-campus)
that employ students. The supervisor is the name of the person responsible for supervising
the student employees at that job location. This is also the page that you use to define the
placement codes.
4. Placement Rules (RJRPLRL) page
This page 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 freeformat and have no validation. It will be necessary to meet with your HR and GL colleagues to
determine appropriate coding for accounting purposes.
5. Student Employment Default Rules (RJRSEDR) page.This page 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) page.
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Note: This page 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 page using List.
7. Job Title Base Data (RJRJOBT) page.This page 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) page.Use this page to identify the job skills/levels that are
required for a Job Title Code.
9. Student Employment Referral (RJASERF) page
Complete this page for a student when they are referred to a job location for possible
employment. (The use of this page is optional.)
10. Student Employment Authorization (RJASEAR) page.Complete this page 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 page (if you completed this optional page).
11. Student Employment Mass Entry (RJASEME) page.Use this page to enter payroll data if your
institution does not use 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.
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) page to verify a
student's work history.
Scholarship and athletics processing by period
You can count scholarships by period and define how many periods a student can receive a
scholarship.
Use the Scholarship Period Information (RPASTRM) page to view the maximum periods, amount
paid, loss of eligibility, and remaining periods of eligibility. This page displays all periods for which
the student received the scholarship.
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Use the Donor and Scholarship Demographics (RFADSCD) page to provide you with a place to
capture the following donor and scholarship information.
Donor Information
Donor ID and Name
Reception Invite
Anonymous
Thank you letter
Primary Donor
Deceased
Grades to donor
Donor selects recipient
Link to address, telephone, and e-mail
information
Scholarship Information
Minimum enrollment
Tuition waiver
Multiple donors
Scholarship source
Restricted
Maximum number of periods
You can auto-populate or manually enter specific student athlete data by period on the Sport Aid by
Period (RAASPTM) page. In addition, use the Team Sport Period Aid (RAITMTM) page to provide
you with the ability to identify specific team sport information by period.
Potential Athletic Grant Defaults (RAAPAGD)
Use this page to enter default award year values for potential athletic grant amounts.
The page is split up into two blocks. The first section allows you to enter potential athletic grant
default amounts for in-state and out-of-state athletes. The second section allows you to enter sportspecific default amounts for in-state and out-of-state athletes. If a sport is defined in the second
section, then the appropriate default amount is used for the student on the Sport Aid by Period
(RAASPTM) page otherwise, the appropriate default amount from the first section gets populated.
Sport Aid by Period (RAASPTM)
Use this page to view and enter student athletic aid information for a specific period. Information
on the Aid for Sport section is a combination of manually entered and system-populated data.
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Institutional award, outside award, resource and contract/exemption information is populated when
the Default Aid Values button is clicked.
Team Sport Period Aid (RAITMTM)
This page 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 page to view and enter donor and scholarship demographic information. The Scholarship
Demographics section allows you to identify specific information related to the Scholarship and the
Donor Demographics section allow you to identify specific Donor information.
Scholarship Period Information (RPASTRM)
The Scholarship Period Information (RPASTRM) page enables you to view scholarship information
for a student.
The information on this page 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 page allows you to set up the Athletic Aid Types to be used on RAASPTM, for
example: Medical Release, Injured Reserve, Redshirt.
Financial Aid Sport Validation (RTVFASP)
This validation page allows you to designate Financial Aid 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 page allows you to designate specific categories of grades that a donor wants to
receive, if any.
For example, a donor may want to receive grades only for the freshmen students or only for
students in a specific program.
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Scholarship Source Validation (RTVSSRC)
This validation page allows you to designate the source of a scholarship, for example: donor, gift, or
institution.
Reviewed Validation (RTVREVW)
This validation page allows you to designate the review status of an athlete’s institutional award,
outside award, resource, and contract or exemption.
For example, you might use this page 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 page allows you to designate specific categories of a thank you letter that a donor
wants to receive, if any.
For example, a donor may want to receive a thank you letter only from the freshmen students or
only from students in a specific program.
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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.
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 RAASPTM.
This report should be used to determine if a student’s award information has been updated after this
information was originally reported to Athletics.
Loan processing
Manual loans
Disbursing manual loan checks through Banner
Occasionally a student’s eligibility for a Subsidized Stafford or Unsubsidized Loan changes after the
loan has been certified but before the check is disbursed.
About this task
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.
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Procedure
1. On the Loan Disbursement (RPALDSB) page, enter:
•
the full amount of the check into Check/Net Amount
•
the amount the student does not qualify into Returned Amount
2. After the check has been endorsed by the student, set the Feed indicator to Y
3. Run the disbursement process.
Results
The process will disburse the difference between the full check amount and the returned check
amount to the student’s account.
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.
When a loan check has been fed to a student’s account, it will not be backed out automatically if the
student becomes ineligible for the fund. Other non-loan funds may be “backed out” automatically as
per rules on the Fund Management (RFRMGMT) page. 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
page 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
processing 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/EDE 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 applications
can then be extracted based on individual Electronic School Codes and Electronic Branch IDs.
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Aid Period Rules (RORTPRD)
Associate periods with aid periods on this page.
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 page - Student (TSADETC)
Ask Student Accounts personnel to establish loan fund detail codes in addition to detail codes to
use in the refund process on this page.
Fund Base Data (RFRBASE)
Establish loan fund(s) and associate them with Federal loan identifiers.
Separate loan funds must be established for Direct, 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 unsubsidized funds in the RFRBASE listing, because batch
processes select funds in alphabetical order.
Funds Management (RFRMGMT)
About this task
Procedure
1. Create a separate RFRMGMT page 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:
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•
Enter the maximum loan that could be made to any student during the combined periods of
the aid year.
•
Check Replace EFC for unsubsidized and PLUS Loans.
•
Check Reduce Need for subsidized loans.
•
Check Need Analysis Indicator.
•
Check Loan Process for all Electronic loans.
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•
Complete Loan Fee Percentage.
•
Select the correct Electronic Loan Indicator for electronic loans to process.
•
Select the correct Direct Loan Indicator for direct loans to process correctly.
•
Select the correct Manual Loan Indicator for manual loan processing to work correctly.
•
The Direct Loan Indicator, Electronic Loan Indicator and Manual Loan Indicator are
mutually exclusive.
•
Memo Credit section (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.
•
Set Disburse section 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 Code 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 before 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 page. 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 page, 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
pages: RPAAWRD and RPAAPMT.
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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 page used also in short-term credit processing.
Enter the initials of staff members authorized to certify loans on this page. Entering and saving
initials in the Loan Certification section of a loan application locks the page 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 want to create loans in an Inactive status until an
approval is received from the processor.
Lender Base Data (RPRLNDR)
This page 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 page.
Memo expiration dates used for period-based loans should match those used for the same period
on RFRDEFA.
About this task
Procedure
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: Enter the Aid Period to be used for certification.
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Note: A period schedule for each aid period must exist on RFRDEFA. Loan applications will
create automatically based on the student’s aid period. The loan period may be changed to a
period-based period after the application is generated.
For Loan Periods that Do Not Match Aid Periods:
•
Create additional loan periods associated with a period to be used for students in multiperiod aid periods who want one-period loans (for example, Fall/Spring aid period; wants
loan for Fall only).
•
Enter 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 before the award to indicate the length of time from the scheduled
disbursement date that memos should expire.
Loan Options (RPRLOPT)
Values established on this page are used as defaults when applications are created.
About this task
Procedure
1. Establish a null value for both Create Application options by selecting each box, saving,
clearing 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 applications 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.
4. Select in the Satisfy Loan Application Requirement check box and the specific requirement
and status codes if you want to use this option.
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5. Select the Memo Actual Loan Amount check box to memo the net loan amount (calculated
as Disbursement Amount on RPALDSB disbursement page) when the application is created.
Packaged amount will be memoed if box is unchecked.
6. Select the Authorize Loan check box 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 or the disbursement date has not arrived.
7. Select the Request Amount Required for Certification check box, if necessary. This prevents
entry of certification initials on the RPALAPP page unless a requested amount is present. Not
applicable for use with RPAELAP.
8. Select the Disbursement Amount greater than Loan Amount check box if you want 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 page links a lender code with service provider code to expedite transmission of hold/
release records directly to the service provider rather than to the lender or guarantor.
About this task
Procedure
1. Enter the Lender ID.
2. Enter the Guarantor ID (optional)
3. Enter the Disbursing Agent ID.
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First-year, first-time borrower loan rule
Overview
Schools 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).
About this task
When the Apply First-year, First-time Borrower Rule is checked (yes), the following steps are
used to determine if the student meets the criteria which will require the 30 day delay:
Procedure
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, the 30-day delay will be applied.
Results
When the option to use the Apply First-year, First-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 will 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.
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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, Extract, and Response Processing
The annual Spring Banner Financial Aid release contains updates for federal loan processing. It is
best to process loans for the coming year after this release is installed.
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)
pages involved in creating and certifying Electronic loan applications include:
Applicant Requirements (RRAAREQ)
This page lists tracking requirements that could prevent disbursement or packaging if not satisfied.
Award/Package Maintenance (RPAAWRD)/(RPAAPMT)
This page is used to award loan(s) to a student. Loans must be in an accepted state to create an
electronic application. Banner awards 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.
About this task
Note: Parameters for the online RPRELAP process must be created for each user authorized to
create loan application records.
Procedure
1. Access the GJAPDFT page and enter parameters for the process.
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Warning! Leave the Parameter Set field in the Key block blank. The online process may not
be run with a parameter set.
2. After the parameters have been established 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:
•
Aid Year Code.
•
Fund Code. Applications for multiple funds may be created simultaneously. Use the Insert
Record function to enter additional 02 Fund Code parameter lines.
•
Default Process Type. This parameter varies by school (for example, GP - Guar/Print; GO Guarantee only, and so on). If a school has paper applications 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.
•
Application Code, Report Selection Query ID, and Creator ID of Selection ID. These
parameters may be used in batch mode.
•
Process Indicator. Enter Batch. The online process will ignore this parameter.
•
Permanent Address Type Default and Local Address Type Default. These are Studentsystem addresses. Use the address hierarchy as in letters (for example, 1PR, 2MA, and so
on).
•
Loan Status Default. Enter a default initial loan status.
•
EL (Electronic) Application Status Default. Enter Ready to send or N if applications must be
reviewed before transmission to the lender.
Note: PLUS Loans are not ready to send until parent data has been entered on the resulting
RPAELAP page. This status must be changed from R to N to use the Delete/Replace
function.
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•
EFT (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.
•
Lock Indicator Default. This parameter can be set if you want to stop the Delete/Replace
function so that manually entered data is not lost. If award amounts are changed on the
award page, 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.
•
References 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.
•
Deferment Request Default and Capitalize Interest Default. Enter Y if the majority of your
students use these options. May be changed individually on RPAELAP page.
•
Default Lender ID, Default Guarantor ID, Default Return ID. Defaults may be specified here.
•
Default 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.
•
Default PN (Promissory Note) Delivery Code. Specify an Email, Paper, or Web PN Delivery
code as guarantor method of promissory note delivery to the student.
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Default Federal Application form Code. Enter B Old PN, MPN (all applications processed as
combined, request amount set to 99999),or Plus.
•
Default Serial Loan Code. Enter New note for each loan or Serial MPN. PLUS loans will be
created with a value of None.
•
Default Hold/Release Status. Initial status may be HR (Hold Request) or RR (Release
Request). Status may be updated individually on RPAELAP.
•
Source of Lender ID. Use NSLDS or prior Banner as source for student’s lender.
•
User ID. The ID of the person using the sub-population rule.
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 application 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 page include:
Application window
•
Loan 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.
•
Fee Percent.
•
Lock (if selected). This locks the application from getting deleted and replaced when an award is
changed or canceled.
•
Fund Code/Name.
•
Process Type.
•
Aid Year.
•
Lender/Return/Guarantor ID. Official federal Lender ID is used and is left justified. Do not fill in
remaining spaces.
•
Record Type. A indicates a new application.
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Loan Period Start/End Dates. This can be changed manually.
•
Loan Status.
•
System Indicator. It is set to B for online and batch processes.
•
Recommended 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.
•
Maximum Eligibility Amount. This is calculated from certification data (that is, Cost - EFC =
Estimated Aid) but not sent to the guarantor.
•
Expected Amount. This is the amount the student is eligible to receive based on amount
awarded and student’s grade level.
Promissory Note/Miscellaneous Information window
•
Promissory Note Delivery. Choices are: Email, Paper, Web
•
Federal Application page. Choices are: B Old PN, Master PN, PLUS note.
•
Serial Loan. Choices are: New MPN, Serial Note.
•
Electronic Funds Transfer Authorization.
•
References.
•
Deferment Request.
•
Capitalize Interest.
Certification Data window
Note: The RPQLELG page may be accessed from this window to check certification data.
•
Budget.
•
Estimated Financial Aid. This includes all aid except this fund.
•
Expected Family Contribution. This is derived from the RNARSxx page. Budget, Estimated
Aid, and EFC for period-based loans must be entered manually.
•
Maximum Eligible Amount.
•
Adjusted Gross Income.
•
Expected Amount. This is the amount the student will receive. Use the lesser of maximum
eligibility from delivered rules table, calculated maximum amount, or requested amount.
•
Grade Level. Uses Student System class level (translated on RPRCLSS).
•
Expected Grad Date. Accesses Student system data first. If there is no data, Banner adds years
to FAFSA class level and uses hard coded date of 5/31; for example, 2000-01 FAFSA class 1 +
3 years = 5/31/2004 graduation date.
•
Enrollment Status. From the annual expected enrollment on RNANAxx.
•
Dependency status. From the RCRAPP record.
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Student Data window
•
Social Security Number
•
Address
•
Local Address
•
Date of Birth
•
Citizenship
•
Driver’s License Number
•
Loan Default
•
Dependency
Parent Data window
Enter parent data in this window. Banner will carry forward parent data to revised applications.
Period Schedule window
Data 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 page.
Disbursement Schedule window
The 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 page to view parent names associated with a student. This page may be accessed from
the ROASMRY or RPALDSB pages.
Extracting Loan Applications from Banner
The following pages are used for extracting loan applications:
Electronic Loan Appl Extract (RPRELAX)
About this task
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Procedure
1. Check loan applications before transmission. Applications will extract if:
•
The loan is not canceled.
•
The loan status is Ready to Send.
•
The Batch ID is null.
•
The Loan ID is not null.
•
The student is in the population selection (if used).
2. Select the printer on the GJAPCTL page. 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 page as below:
•
Aid Year Code.
•
Fund Code. Funds may be entered individually or as multiple entries.
•
Enter the File Identifier parameter as Production or Test.
•
Spell out the school name in the School Name parameter.
•
Recipient 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.
•
Select Media type. It usually is PC.
•
Select population selection identifiers.
•
Combine Sub/Unsub Stafford. All loans with Application Code of M process as combined
loans.
•
Version Number. Extract changes supported with Version 4.
•
EL (Electronic) School Code. Enter the code for the loan applications to be extracted if you
are multi-campus and want each campus extracted correctly.
•
EL (Electronic) Branch ID. Enter the corresponding Branch ID for the EL School Code to be
extracted.
Review Output window
The Review Output window is described.
This window displays:
•
•
RPRELAX.log, when the process is completed.
RPRELAX.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 ans
missing data.
Note: ELAPxxIN_xxxxx.DAT data file is produced to be transmitted to the guarantor/lender.
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Batch Control (RPIBATC)
This page is used to view a record of Electronic loan batches created.
RPAELAP fields updated by the RPRELAX process
Application window
•
Loan Status changes to Sent.
•
Version Number check box.
•
Submission Date.
•
Cross 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)
About this task
Procedure
1. Run the RPRELRU process after setting the single parameter to the desired Approved loan
status.
2. Review output in the Review Output window:
•
•
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RPRELRU.log will show process completion.
RPRELRU.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.
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Note:
Uploading loan response files is not required for disbursement. Schools that want to memo
loans based on an Active status may want 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.
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. When
processed by Banner, the 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 window
•
Loan Status. This field updates with the loan status defined in the parameter of RPRELRU.
•
Application Status. This field shows latest guarantor statuses including:
– Submitted
– Guaranteed
– PN received/approved
– Pending
– Denied/Rejected
– Modified
– Cert. Request.
– Terminated
– Not Ready
– Ready
– Sent
– Application 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.
•
Application Phase Code.
•
Approved Amount.
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•
Approval Date. Approval amount and date can be updated manually if school does not load
response files.
•
Lender ID. If no non-person record exists for lender, error message appears in .lis file.
Promissory Note/Miscellaneous Information window
•
Master Promissory Note Confirmation Code. This indicates the MPN existed at the time of
certification.
•
Borrower Confirmation Code. This indicates borrower confirmation of loan was received.
Disbursement Schedule window
Hold/Release Status updates to HA (Hold Accepted), RA (Release Accepted).
Parent Data window
Parent 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 amounts or change the requested amount or certification record.
Disbursement/Adjustment
Banner 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)
Run 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.
About this task
For Revised Disbursement amount processing:
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Procedure
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 Disbursement 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.
About this task
Procedure
1. Run the process after receiving the response file. The Guarantor sequence number is needed.
2. Batch update of status by fund/period updates 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 transfer
EFT/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.
About this task
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.
Procedure
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.
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2. Enter the single parameter file name and run the process.
Electronic Payment Receipt (RPAEPMT)
About this task
Procedure
1. Review summary cash information.
•
Single record for all EFT payments in the file.
•
Single record for all Netted EFT payments in the file. If netting is used, the school retains and
recycles funds recovered from loan adjustments. Student records in the file which represent
the netted fund total will have a file code of A.
•
Single record for all Master Check payments in the file.
•
Individual records for each Individual Check payment in the file. If the check number field is
blank on the incoming file, Banner will generate a Reference 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.
About this task
Procedure
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.
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4. Review output. Verify the process completed by viewing the .log file. The .lis file will show
all students processed in the run including 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 page.
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.
About this task
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.
•
If the Loan ID is incorrect, change the Loan ID on the RPAELDB record and re-run RPREFTP.
•
If there is a Social Security Number mismatch, manually enter data on RPALDSB and delete the
loan record from the temporary tables.
•
If there is a Birthdate error (most common), correct the Birthdate and re-run RPREFTP.
•
If the EFT authorization section is not checked on RPAELAP, for funds received through EFT,
obtain authorization from the student, check the RPRELAP section, and re-run RPREFTP.
•
If the EFT section 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.
•
If 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.
Procedure
Rerun RPREFTP after data correction or deletes.
Note: Multiple records for the same student in the same batch will result in multiple
disbursement records on RPALDSB.
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Results
To determine fees subsidized by the guarantor/lender, you must verify that:
•
Response files include fees to be subsidized by the guarantor/lender for each loan
disbursement.
•
Fee 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 want to write a program to capture the fees and calculate a new net amount for
memos.
Disbursement page field population
Loan Disbursement (RPALDSB)
This page displays the historical loan record for a student.
Disbursement data populated by the Electronic Loan Application Process (RPRELAP) include:
•
Fund.
•
Period.
•
Schedule Date.
•
Sequence Number.
Disbursement data populated by the EFT Posting Process (RPREFTP) include:
EFT Records
•
Reference ID (from the roster).
•
EFT (Electronic Funds Transfer) Amount/Date.
•
Electronic Funds Transfer Indicator checked.
•
Feed Indicator set to Y.
•
Individual Checks
•
Reference ID (check number).
•
Check Amount/Date
•
Feed Indicator IS NULL (must sign check).
Master Check
•
Reference ID (master check number).
•
Amount/Date
•
Feed Indicator IS NULL (must sign for proceeds).
When checks/master check forms are signed:
•
Feed Indicator (manual).
•
Feed Date
By the RPEDISB disbursement process:
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•
Transaction Number from the Student Account posting.
•
Disbursement Load (load code) and Option (type of hours used for calculation).
Due to non-enrollment/withdrawal adjustments:
•
Returned Amount for refund amounts calculated after the check is fed.
•
Returned to Lender for return of unclaimed checks that have not been fed.
•
Returned 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 before receipt of funds.
Other:
•
Certified Hours. This is the credit hours used for eligibility on the loan application (entered
manually on RPAELAP period schedule window).
•
Student Received. An optional field populated manually to show date student received balance
of loan proceeds.
•
Disbursement Bypass. Used with adjusting entries to correct data entry errors.
•
Disbursement 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)
About this task
Run the disbursement process online or in batch to release memos, authorizations, 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.
Procedure
1. Check error messages on report or on the ROIDISB page.
Note:
This process uses the Financial Aid 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 page and allows Payment and
Authorization in the same period when two disbursements are scheduled.
2. Process checks for EFT code or MPN Federal Application code of M.
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3. 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 before the accounting feed
About this task
Procedure
1. 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
About this task
Procedure
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 through 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.
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Correcting loans - received amount less than awarded amount
Reduce 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
in addition to basic loan information.
RPRLNEX exceptions-students not fully funded report
The Loan Funding Exception Report lists those students whose received amounts are less than the
amount on the loan by period table.
Parameters include:
•
Tolerance Amount ($1.00 is used if no tolerance is entered).
•
Process Type compares Pending, Actual, or Both disbursements.
•
Process EFT Only allows you to disregard paper checks.
•
Reference ID allows you to restrict report by batch.
Setting the Exclude Flag on the individual RPAELAP page 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 page as needed so that 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
About this task
•
If 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
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RPRLAPP_EL_STATUS = B
RPRLAPP_AIDY_CODE
•
When canceling the Spring disbursement of a full-year loan (also may be used for other funds on
RPAAWRD):
Procedure
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.
•
Delete/Replace Functions
Unsent Loan Application (create replacement application)
– Awarded loan and created original application.
– Increased award on RPAAWRD
– Changed Loan Status to Not Ready to send
– Clicked Create App button. Original application
Unsent Loan Application (create second application)
– Awarded loan and created original application.
– Increased award on RPAAWRD
– Left status at Ready to Send
– Clicked Create App button. Created second application with Ready status.
Sent Loan Application (create second application)
– Awarded loan and created original application.
– Extracted Loan. Status Sent on original loan application.
– Increased award on RPAAWRD
– Clicked Create App button. Created second application with Ready status.
•
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Loan Not Disbursed
13. Enter CNCL or DECL status to move award to Cancel/Decline column.
14. Access RPAELAP page and enter CNCL status in left-hand status field to inactive.
15. Report cancellation to guarantor.
16. Watch for guarantor status on right hand side of RPAELAP to change to Terminate
Loan Disbursed
17. Reduce RPAAWRD Offer and Accept amounts to $0.
18. Recoup disbursement.
19. Access period disbursement record on RPALDSB
20. Click Insert Record to duplicate the period record.
21. Enter return amount in Returned Amt field, enter date, and set Feed Indicator.
22. Run disbursement to create a negative entry on the student account.
23. Cancel the disbursement with the guarantor.
Electronic loans 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 before
the Electronic Loan application being created in Banner.
About this task
Procedure
1. If possible, identify the loan from the third-party software report before 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. Save 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 first six positions are not the School Code as entered on ROAINST as
the Main Campus Pell ID.
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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 nonunique Loan ID can remain.
Results
Future Response, Change Transaction, and EFT Roster files will recognize the Loan ID and will
correctly process 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 loans
This section addresses Banner’s Electronic loan processing that allow clients to create applications
and receive response and disbursement files for Alternative Loans.
Alternative loan processing flow
Electronic Alternative Loan processing is described.
About this task
The basic steps to process a Electronic Alternative Loan in Banner include:
Procedure
1. Receive the loan application from the student or receive Certification Request for the loan using
the RPRELRU Electronic Response Upload file.
2. Award the loan on one of the Banner award pages (RPAAWRD, RPAAPMT, and ROARMAN).
3. Create the RPAELAP Electronic loan application. If the loan involves a Certification Request,
then you must update certain fields on the RPAELAP page 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 using the RPRELAX Electronic Loan Extract Process.
5. Receive a Response file using the RPRELRU Response Upload Process (this is optional unless
utilizing Certification Requests for Alternative Loans).
6. Receive EFT/individual check/Master Check payments using the RPREFTL/RPREFTP
processes.
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Global Institutional Financial Aid Options (ROAINST)
See the “Banner Electronic Loan Processing - Preliminary pages Setup” section for details on
setting up this page.
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 page (RPAELAP).
Note: The Needs Analysis check box may be selected or cleared, depending on the requirement
for each lender. Selecting this field causes the calculated Expected Amount on the RPAELAP Loan
Application page to be affected by EFC and prior aid received.
Loan Options (RPRLOPT)
Establish additional pages as needed for new Alternative loan funds. A separate fund for each
Alternative Loan Program Type 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 loan funds. If no needs analysis record is present, the
Social Security Number and Date of Birth are pulled from the SPBPERS General Person table.
This process allows the creation of application 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.
The process also populates NULL values in the Fed App page and Serial Loan fields, because
an MPN is not required. It will not replace data in the Parent Alternative Loan Data window during
delete/replace.
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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 convert 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 page), 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 through the message Cert Request, not processed.
The Load Alternative Loan Approved Amount and Date If Guarantee fields are not populated.
This process also processes @4 record data and loads data to relevant list fields on RPAELAP the
Loan Application page (RPAELAP).
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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 Disbursement (RPALDSB) page. 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/adjustment
Banner 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)
Run 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.
About this task
For Revised Disbursement amount processing:
Procedure
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 Disbursement 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.
About this task
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Procedure
1. Run the process after receiving the response file. The Guarantor sequence number is needed.
2. Batch update of status by fund/period updates 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 transfer
EFT/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.
About this task
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.
Procedure
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)
About this task
Procedure
1. Review summary cash information.
•
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•
Single record for all Netted EFT payments in the file. If netting is used, the school retains and
recycles funds recovered from loan adjustments. Student records in the file which represent
the netted fund total will have a file code of A.
•
Single record for all Master Check payments in the file.
•
Individual records for each Individual Check payment in the file. If the check number field is
blank on the incoming file, Banner will generate a Reference 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.
About this task
Procedure
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 processed in the run including 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 page.
Note: If there are multiple records for the same student in the file, additional record(s) will be
inserted on RPALDSB.
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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.
About this task
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.
•
If the Loan ID is incorrect, change the Loan ID on the RPAELDB record and re-run RPREFTP.
•
If there is a Social Security Number mismatch, manually enter data on RPALDSB and delete the
loan record from the temporary tables.
•
If there is a Birthdate error (most common), correct the Birthdate and re-run RPREFTP.
•
If the EFT authorization section is not checked on RPAELAP, for funds received through EFT,
obtain authorization from the student, check the RPRELAP section, and re-run RPREFTP.
•
If the EFT section 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, re-award/recreate the application
from the paper check fund, and re-run the posting process.
•
If 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.
Procedure
Rerun RPREFTP after data correction or deletes.
Note: Multiple records for the same student in the same batch will result in multiple
disbursement records on RPALDSB.
Results
To determine fees subsidized by the guarantor/lender, you must verify that:
•
Response files include fees to be subsidized by the guarantor/lender for each loan
disbursement.
•
Fee 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 want to write a program to capture the fees and calculate a new net amount for
memos.
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Disbursement page field population
Loan Disbursement (RPALDSB)
This page displays the historical loan record for a student.
Disbursement data populated by the Electronic Loan Application (RPRELAP) process include:
•
Fund.
•
Period.
•
Schedule Date.
•
Sequence Number.
Disbursement data populated by the EFT Posting Process (RPREFTP) include:
•
EFT Records
•
Reference ID (from the roster).
•
EFT Amount/Date.
•
EFT Indicator checked.
•
Feed Indicator set to Y.
•
Individual Checks
•
Reference ID (check number).
•
Check Amount/Date
•
Feed Indicator IS NULL (must sign check).
Master Check
•
Reference ID (master check number).
•
Amount/Date
•
Feed Indicator IS NULL (must sign for proceeds).
When checks/master check forms are signed:
•
Feed Indicator (manual).
•
Feed Date
By the RPEDISB disbursement process:
•
Transaction Number from the Student Account posting.
•
Disbursement Load (load code) and Option (type of hours used for calculation).
Due to non-enrollment/withdrawal adjustments:
•
Returned Amount for refund amounts calculated after the check is fed.
•
Returned to Lender for return of unclaimed checks that have not been fed.
•
Returned Date (Date returned to lender).
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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 before receipt of funds.
Other:
•
Certified Hours. This is the credit hours used for eligibility on the loan application (entered
manually on RPAELAP period schedule window).
•
Student Received. An optional field populated manually to show date student received balance
of loan proceeds.
•
Disbursement Bypass. Used with adjusting entries to correct data entry errors.
•
Disbursement 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)
About this task
Procedure
1. Run the disbursement process online or in batch to release memos, authorizations,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 page.
Note:
This process uses the Financial Aid 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 page 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.
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Loan adjustments
Returning individual checks before the accounting feed
About this task
Procedure
1. 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
About this task
Procedure
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 Amountt 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 through 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.
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Correcting loans - received amount less than awarded amount
Reduce 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
in addition to basic loan information.
Loan Funding Exception Report (RPRLNEX)
The Loan Funding Exception Report lists those students whose received amounts are less than the
amount on the loan by period table.
Parameters include:
•
Tolerance Amount ($1.00 is used if no tolerance is entered).
•
Process Type compares Pending, Actual, or Both disbursements.
•
Process EFT Only allows you to disregard paper checks.
•
Reference ID allows you to restrict report by batch.
Setting the Exclude Flag on the individual RPAELAP page 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 page as needed so that 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
About this task
•
If 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_AMTRPRLAPP_APPROVE_DATE >
&APPROVE_DATERPRLAPP_EL_STATUS = B RPRLAPP_AIDY_CODE
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•
When canceling the Spring disbursement of a full-year loan (also may be used for other funds on
RPAAWRD):
Procedure
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.
•
Delete/Replace Functions
Unsent Loan Application (create replacement application)
– Awarded loan and created original application.
– Increased award on RPAAWRD
– Changed Loan Status to Not Ready to send
– Clicked Create App button. Original application
Unsent Loan Application (create second application)
– Awarded loan and created original application.
– Increased award on RPAAWRD
– Left status at Ready to Send
– Clicked Create App button. Created second application with Ready status.
Sent Loan Application (create second application)
– Awarded loan and created original application.
– Extracted Loan. Status Sent on original loan application.
– Increased award on RPAAWRD
– Clicked Create App button. Created second application with Ready status.
•
Decline/Cancel Loan
Loan Not Disbursed
13. Enter CNCL or DECL status to move award to Cancel/Decline column.
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14. Access RPAELAP page and enter CNCL status in left-hand status field to inactive.
15. Report cancellation to guarantor.
16. Watch for guarantor status on right hand side of RPAELAP to change to Terminate
Loan Disbursed
17. Reduce RPAAWRD Offer and Accept amounts to $0.
18. Recoup disbursement.
19. Access period disbursement record on RPALDSB
20. Click Insert Record to duplicate the period record.
21. Enter return amount in Returned Amt field, enter date, and set Feed Indicator.
22. Run disbursement to create a negative entry on the student account.
23. 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 before
the Electronic Loan application being created in Banner.
About this task
Procedure
1. If possible, identify the loan from the third-party software report before 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. Save 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 first 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*
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Plus to match the Unique Loan ID assigned by the Guarantee Agency/Lender and the nonunique Loan ID can remain.
Results
Future Response, Change Transaction, and EFT Roster files will recognize the Loan ID and will
correctly process 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 lending
Please see the COD Handbook for detailed instructions for working with Direct Loans.
Financial Aid common functions
Aid year default
Banner 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 page (a page starting with the letter R), Banner runs a page
called ROQMENU in the background. One of the things that this page 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 page that has aid year as a key field or by calling any aid
year specific page (like RNANAxx).
If you have defined your 1213 aid year code, Banner will use that aid year as the global aid year
code at start-up. If you want to keep your global aid year code as 1112 you can change the pivot
date on the ROAINST page.
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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.
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) page 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 page and table called RORUSER. The descriptions
for each field entered on RORUSER are displayed next to the field number on the applicant page
to aid 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. This will create a record in the ROBUSDF table for
every applicant with a RORSTAT record for the aid year.
General Algorithmic Rules
This 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 creating 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 Code
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Fund 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.
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
Default Year Expected Enrollment Status (DYES Process Type)
•
An algorithmic rule may be used to calculate the applicant’s expected enrollment status for the
aid year.
•
The algorithmic rule code is entered on the Defaults section of ROAINST and will be executed
when the Applicant Status record for the aid year is created (RORSTAT).
Default Period Expected Enrollment Status (DPES Process Type)
•
An algorithmic rule may be used to calculate 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 section of ROAINST and will be executed
when the Applicant Period Status record for the aid year is created (RORPRST).
Default Aid Period
Default Aid Period (DAPRD) Process Type
•
An 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 section of ROAINST, Default Aid Period
Rule Code field, and will be executed when the Applicant Status record is created.
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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 description to identify the purpose of the rule.
General Algorithmic Rules - RORALGO
Use the General Algorithmic Rules (RORALGO) page 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).
•
For the algorithmic rule you want to create for the aid year, define the Process which will be
using the algorithmic rule. For the Batch Posting Process, define the posting type that will use
the algorithmic rule
•
Select the General Algorithmic Rule code for which the rules are written.
•
Enter the sequence number and SQL statement to be used to calculate the value for the rule.
– Multiple sequences should be used to establish 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.
– The 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
section.
•
Save 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. If a sequence is not validated, it will be
skipped when the rule is processed potentially causing incorrect results.
– When 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.
– The SQL statement's syntax must be validated before using the Test Rule function.
•
Use 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 the 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.
•
Use 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.
Batch Posting Process
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General 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.
Expected Enrollment
•
General Algorithmic Rules are assigned for Default Year Expected Enrollment Status (DYES) on
the Defaults section of ROAINST.
•
General Algorithmic Rules are assigned for Default Period Expected Enrollment Status (DPES)
on the Defaults section of ROAINST.
Default Aid Period
General Algorithmic Rule to calculate the Aid Period (DAPRD) to assign when the Applicant Status
record is created is entered on the Defaults section of ROAINST.
Period Year in College Processing
General Algorithmic Rule to calculate the Period Year in College when the Applicant Period Status
Record (RORPRST) is created.
Batch posting process
About this task
Note: The values of E and TE are only valid for aid years before 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 calculate 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 calculate the value to be posted.
Procedure
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) page. 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 Population Selection Extract
Data (GLAEXTR) page.
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) page. The Batch Posting Type Indicator Validation (RTVPTYP) page is used
as a List page for the posting type code, but you cannot update anything on this page. Multiple
types of data can be set up to be posted during the same run of the process.
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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.
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 process 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.
Results
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) page and are discussed
below:
A - Aid Period
To 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) page. 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) page. Students will be rebudgeted if necessary, however,
components with a system/manual indicator of Manual or Batch will not have that component’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. Because changing a student’s aid period
can change the amount of a Pell Grant, users should perform a batch Pell Grant recalculation
(RPEPELL) after batch 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) page. 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) page. Because changing a student’s Pell aid period can
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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 section on the award pages.
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 updated. If the student has
not been budgeted 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) page.
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 pages.
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 before 2014-2015.
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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 the expected enrollment status are written on RORALGO. A Financial
Aid record (RORSTAT/RORPRST) must exist before Batch Posting the Period Expected Enrollment
status.
EPL - Exp Enroll Status Lock-Prd
This process locks/unlocks the expected enrollment status for the student for a specific year.
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 the expected enrollment status are written on RORALGO. A Financial
Aid record (RORSTAT) must exist before Batch Posting the Period Expected Enrollment status.
EYL - Exp Enroll Status Lock-Year
This process locks/unlocks the expected enrollment 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 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 rules, used to calculate the award amount, are created and maintained on
the Algorithmic 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 when 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 defi