Financial Aid Inquiry Window

The Financial Aid Inquiry window allows staff across modules to view candidate and student data from J1 Desktop and your school’s financial aid system. It pulls information about financial aid awards, admission status, account data, financial aid documents, housing and registration, among other relevant areas. Click the tabs to view information about the different categories.

The ID Number in this window may have a Holds icon (

) displayed beside the column, which indicates that the selected student has one or more Holds.

o Click on the Add/View Additional Holds button (if available) to open the Manage Holds window.

If you are in a group that has permissions to the FERPA Permissions window, either the

icon or the

icon is displayed beside the ID Number. If you do not have permissions to this window, neither icon will appear.

o The

is displayed if the student or ID Number has granted FERPA permissions that are active. Click the icon to open the FERPA Permissions window to view FERPA permissions the student/ID Number has granted.

o The

is displayed if the student/ID Number has granted FERPA permissions that are inactive.

Header

The header of the window allows you to search by ID # or Query and to work with the query results.

The Financial Aid System section shows your active financial aid system. If you have more than one active system, you can click to select a system from the drop-down.

ID #/Add ID

If you want to search by ID #, you can enter search criteria (ID # or SSN) in the ID # column and press Enter or Tab to launch the search (Name Search or Quick Name Search). You can use the Advanced Search functionality by right-clicking in the ID # column and selecting Advanced Search. Search results are from the Name Master table.

Financial Aid Inquiry uses a student’s ID rather than their legal name. You won’t see the student’s name on this window.

If multiple choices are available, a drop-down displays possible options. You must click the Add ID button to add the name retrieved in the ID # column to the Query Results data window. The tabs are populated with information associated with the ID #.

Query

If you want to search for and retrieve a specific group of students, you can select an InfoMaker query from the list of available query reports. You can either customize or run the query. The query default name is d_finaid_inq_student_query.

Click the Customize button to open InfoMaker and display all available queries.
Click the Retrieve button to execute the query and display the names associated with the selected ID Numbers in alphabetical order in the query results data window.
Click the Clear List button to clear the query results data window and search for a new ID # or execute a new query.

JFA users won’t see this section.

The PowerFAIDS* Info section displays the information associated with the ID # (in

Search By) if the SSN in the J1 Biograph Master table matches the STUDENT_SSN in

the PowerFAIDS STUDENT table.

The Alt ID is the number optionally assigned to the student in PowerFAIDS. J1 Desktop

sends the ID_NUM to this field when you run Create Student Update or Match Records.

The Address field displays PRIMARY_STREET1,

PRIMARY_STREET2, PRIMARY_CITY, PRIMARY_STATE, PRIMARY_ZIPCODE, and PRIMARY_COUNTRY

from the PowerFAIDS STUDENT table.

All award years for the student (applicant) in PowerFAIDS display in descending

order with the most recent award year for the student listed first. The Award Year field

can be changed, but it impacts PowerFAIDS data displayed across all tabs.

This list is populated in one of two ways:

Click the Add ID button to add the retrieved ID #
Run the selected InfoMaker query

The names are listed alphabetically. Select a name in the data window to populate the tabs. The names in this data window can be cleared by clicking the Clear List button.

General Info Tab

Admissions Tab

After you select a Program/Year/Term/Division/Location/Stage/Current Candidacy row from the drop-down list, the Admissions tab displays the Admissions Candidacy row that is marked as current for the aid applicant. However, any Candidacy row can be selected from the drop-down. The data is displayed side-by-side for ease of comparison.

Program Information displays the current stage and date of admission, information about the candidacy type, as well as any housing or counselor data.

School Information displays J1 data from the AD_ORG_TRACKING table. It displays the Last High School when flagged as Last High School. It shows Last College when Last Organization is flagged, Last High School is not flagged, and Org Type is set to the code designated for Colleges. This Org Type code value can be set in the Financial Aid Configuration window.

Admission Scores display J1 Desktop scores based on your choice of Latest, Highest, or Best (PF_CONFIG.WORK_LATEST_OR_HIGHEST) in the Financial Aid Configuration window.

Documents Tab

After you select a Candidacy row from the drop-down list, the Documents tab displays the applicant's current Candidacy row if they have one. It displays the J1 Desktop Admissions requirements (which may detail more than documents). Below the requirements, the section lists any documents associated with the applicant, as well as the status and date.

If you are using JFA, you will see the Financial Aid documents section. This includes a Missing Documents section, as well as Documents on File based on the selected Award Year.

If you are using PowerFAIDS, you will see the PowerFAIDS document section, as well as the status of the documents.

Scholarship Tab

After you select a Candidacy row from the drop-down list, the Scholarship tab displays a list of scholarships awarded to the applicant by Admissions and the applicant's full Financial Aid award package for comparison. This tab allows you to determine if any Financial Aid awards or Admissions awards are missing from the applicant's Financial Aid package.

If you are using JFA, Financial Aid awards are displayed by Award Year, based on the Fund Code that matches the JFA External Code.

If you are using PowerFAIDS, awards are displayed according to the selected Award Year in the PowerFAIDS Info for: section. Also, the student’s PowerFAIDS Tracking Status is shown.

Financial Aid Tab

The Financial Aid tab displays award details for the selected applicant from your financial aid system.

The Summary Information section includes information about an applicant’s FAFSA date..

The Financial Aid Awards section displays information about the applicant’s awards, including the Fund Code, Fund Name, and amount. It also shows the scheduled amount to be disbursed for the selected Award Year.

The Student Awards section includes data from the PF_STDNT_AWARD and PF_STUDENT_LOANS tables. The PF_STDNT_AWARD table is populated by the Disbursement and Adjustments to Student Accounts Update task, and the PF_STUDENT_LOANS table is populated by the Loan Disbursement task.

Registration Tab

The Registration tab displays data related to the applicant's current student division and degree. All data on this tab is from J1 Desktop. No financial aid system information is displayed.

The Student Schedule button opens the Student Schedule window, which displays the schedule for the selected student for the selected year and term.

SAP/Advising Tab

The SAP/Advising tab displays several sections about a student or applicant’s Advising information. All data on this tab is from J1 Desktop. No financial aid system information is displayed. The Student Aims section identifies a student’s educational aims. An aim is used to associate root level requirements.

The Advisors section displays information about the student’s assigned advisors. An advisor is a person assigned to an advisee (student) to monitor and counsel them regarding their required course work to meet graduation requirements. The advisor can offer suggestions on the most effective way for a student to pursue their goals and may also have the authority to alter requirements on an individual student basis. The Advisor ID and Name are populated from the Maintain Advisors window.

The Student Satisfactory Progress History section provides details about the student's SAP criteria and results for each calculated year/term combination.

Housing Tab (For JFA)

The Housing tab displays both the student's budget in your financial aid system and their housing details in J1 Desktop. The housing and meal plan information is displayed from the STUD_SESS_ASSIGN and ROOM_ASSIGN tables or from STUDENT_MASTER if data is available. The ID Number controls J1 data display, and the SSN controls financial aid system data display.

Housing/Bdgt Tab (For PowerFAIDS)

The Housing/Bdgt tab displays both the student's budget in your financial aid system and their housing details in J1 Desktop. The housing and meal plan information is displayed from the STUD_SESS_ASSIGN and ROOM_ASSIGN tables or from STUDENT_MASTER if data is available. The ID Number controls J1 data display, and the SSN controls financial aid system data display.

Account Tab

The Account tab displays a subset of the information as seen in the A/R Inquiry window in Business Office. This subset of data is focused on receivable account details relevant to financial aid disbursement and anticipated aid transactions. It also allows the financial aid officer to confirm that disbursement and anticipated aid transactions exist as expected on student accounts and facilitates internal conversations between Business Office and Financial Aid staff.

The tab displays various balance details of the student's receivable account, depending on the subsidiary, the 1098-T academic year and term, or billing period selected. All data on this tab is from J1 Desktop.

It also includes a total for unapplied aid. Unapplied Aid is considered any @F transaction type in accounts receivable and the amounts for @F transactions are not included in any other balance column since they remain in a suspended (S) status. @F transactions are generated by the Anticipated Aid task for disbursement processing.

Notepad Tab

This view-only Notepad tab displays details recorded anecdotally for this student from throughout J1 Desktop. All data on this tab is from J1 Desktop. No financial aid system information is displayed.

Reports Tab

The Reports tab allows you to select any InfoMaker report defined for use in the View Student Information task. Select the report from the Report drop-down window. When you select a report and click Retrieve, the report is displayed. All data on this tab is from J1 Desktop. No financial aid system information is displayed.

How To

Open the Financial Aid Inquiry window.
Search and select a student or group of students:

For an individual student, enter or search for the ID #. Click the Add ID button to move it to the query results data window.

For a group of students, select the appropriate query from the drop-down list and customize it if you wish. Click the Retrieve button to populate the query results data window with the student names.
In the query results data window, click to select the student about which you want to view General information.
Click the tab for the section of information you want to view. Depending on your permissions, you can select values to filter or focus the data displayed.
Click the Clear List button if you want to clear names from the query results data window, which allows you to search for and retrieve another student/group of students.