•       The student must have a Financial Aid Master row with the same POE as specified on the prompt window.

•       The course must be included in the term mapped to the POE specified on the prompt window. (The term is mapped using the POE Cross-reference table.)

•       The course may not have a transaction status of Dropped.

•       The course must have a credit type code that is not excluded from the FA Hours count.

•       The course's Transcript Division must match the Student Division specified on the Financial Aid Master table when the Division Only radio button is selected on the Financial Aid Configuration window.

•       If the course has a grade, it must be specified on the Grade table as one that counts toward Financial Aid enrollment. The Grade Table is defined in Registration.

An organization may define the grade of D, F, or W to be prevented from counting toward financial aid; therefore, any course with one of these grades will not be included in that student's credit hour total.

Additional student and course criteria determines whether a course’s credit hours can be counted as eligible for financial aid. It includes the following checks to determine if

·       A repeated and previously passed course exceeds the one-time repeat allowance

·       A course does not contribute to any of the students chosen academic programs

·       A developmental course exceeds the 30 hour developmental credit limit allowed

If you are using more than one financial aid system, select the system you want to use when transmitting awards. You can set up financial aid systems using the Financial Aid Configuration window.

If you are only using one active financial aid system, it appears by default and you won’t need to select from the drop-down.

To generate the Credit Hours Update Report without updating the Financial Aid Master record, select this checkbox.

To generate the Credit Hours Update Report and update the Financial Aid Master record for the selected POE, clear this checkbox.

To use the standard J1 logic to calculate the data, select the Use J1 Logic option.

To use the customer-defined stored procedure to calculate the data, select the Stored Procedure option.

If your organization has customized the query, select the appropriate query from the drop-down list. Otherwise, the default Jenzabar query is used.

From the POEs to Process section, select the POEs whose registered credit hours you want to update. Award Year, POE ID, and POE Description are available to help you identify the POEs you want to work with. POEs display by POE Start Date Descending order.

Only POEs set as Active in the POE Definition window will appear.

 

 

Select this checkbox to run the Drop/Add report. This report lists students who crossed certain optional credit hour thresholds or hour boundaries based on the selected Hours Boundary Code. It also lists any students with changes between their previous and current enrolled hours. You’ll be notified of students whose aid packages need to be reviewed because of a change in their course load.

For example, a student's award package may need to be adjusted if they decreased the number of hours they are taking and dropped from full-time to part-time status.

You can select which POEs and, optionally, Hours Boundary definitions to use in the Credit Hours Boundary for Drop/Add Report section.  

 

Optionally, type in or select from the drop-down list the hours boundary code identifying the set of credit hour boundaries that will be used to determine which students appear on the Drop/Add Report.

You must do the following steps before you run the Credit Hours Update/Report and print the Drop/Add Report:

 

1.         Run Match Records. This ensures that the maximum number of students seeking financial aid and registered for the term matching the selected POE will be processed by the Credit Hours Update/Report.

2.         Define the POEs for the report in the POE Definition window and cross-referenced to a valid Registration year and term in the POE Cross Reference table.

3.         Register or preregister students for classes or have classes on reserve in the POE you are about to update.

4.         Make sure students have a Financial Aid Master row for the POE you are about to update. If missing, these rows will be inserted for all students assigned this POE in PowerFAIDS where a single SSN match to Biograph Master exists. Manually add any desired records.

5.         Make sure students have a division code on the Financial Aid Master row for the selected POE. The division code will be assigned with the current student division from the Student Master. Manually update Student Division with the division required for Financial Aid purposes.

6.         Define credit hours boundaries  if you prefer the Drop/Add Report to include only records that cross a specific credit hour threshold instead of all students with a change in enrolled hours.

1.       Open the Credit Hours Update/Report window.

2.       In the Financial Aid System section, make sure JFA Jenzabar Financial Aid is the financial aid system your school is currently using.

3.       Select or deselect the Trial Run checkbox.

It is recommended that you initially run this process as a trial run. After reviewing the reports that are generated, make any needed adjustments and clear the Trial Run checkbox to execute an actual update.

4.         Choose how the report data is calculated.

o     To use the standard J1 logic to calculate the data, select the Use J1 Logic option.

o     To use the customer-defined stored procedure to calculate the data, select the Stored Procedure option.

Work with your IT Department to define the stored procedure to fit your needs.

5.         If your organization has customized the query, select the appropriate query from the drop-down list. Otherwise, the original Jenzabar query is used.

The <Original> Query finds all students registered for a term in Student Course History and creates a row for them in the Financial Aid Master table. Financial aid eligible enrollment will be mapped to the POE selected in step 6. It is highly recommended that you use this query for this process. Customize the query only if you do not calculate enrollment for a sub-population of aid applicants.

6.         In the POEs to Process section, select the POEs you want to calculate. The Award Year, POE ID, and POE Description for each POE is provided to help you identify which POEs you want to work with.

7.         To generate the Drop/Add Report, select the Generate Drop/Add Report checkbox.

	Jenzabar recommends that clients include this report as it details just those records where enrolled hours are not equal to previous enrolled hours. This group of records may require a review of aid packages.
	If you select this checkbox, you may optionally specify in the Credit Hours Boundary for Drop/Add Report (Optional) column the boundary code that is to be used for the report. If you do not specify a boundary code, the report lists any student whose number of enrolled hours is different from the number of previous hours.

8.         Optionally, type in or select from the Credit Hours Boundary For Drop/Add Report (Optional) drop-down list the hours boundary code identifying the set of credit hour boundaries that will be used to determine which students appear on the Drop/Add Report.

	The default group of students included in the report is those with any change in hours enrolled (increase or decrease). Jenzabar recommends that you define and use a credit hours boundary code when you prefer to view students who cross specific enrollment levels.
	This column is only available if the Generate Drop/Add Report checkbox is selected.

10.      Click Process to start the calculation and report process, Schedule to set up one or more future runs (if you have the proper permissions), or Cancel to stop the process and close the window.

1.       Open the Credit Hours Update/Report window.

2.       In the Financial Aid System section, make sure PowerFAIDS is the financial aid system your school is currently using.

3.        Select or deselect the Trial Run checkbox.

It is recommended that you initially run this process as a trial run. After reviewing the reports that are generated, make any needed adjustments and clear the Trial Run checkbox to execute an actual update.

4.       Choose how the report data is calculated.

o     To use the standard J1 logic to calculate the data, select the Use J1 Logic option.

o     To use the customer-defined stored procedure to calculate the data, select the Stored Procedure option.

Work with your IT Department to define the stored procedure to fit your needs.

5.       If your organization has customized the query, select the appropriate query from the drop-down list. Otherwise, the original Jenzabar query is used.

The <Original> Query finds all students in the Financial Aid Master table with a row for the selected POE for update. It is highly recommended that you use this query for this process. Customize the query only if you do not calculate enrollment for a sub-population of aid applicants.

6.         Type in or select from the POE For Update drop-down list the POE for which you are updating registered credit hours.

7.         To generate the Drop/Add Report, select the Generate Drop/Add Report checkbox.

	Jenzabar recommends that clients include this report as it details just those records where enrolled hours are not equal to previous enrolled hours. This group of records may require a review of aid packages.
	If you select this checkbox, you may optionally specify in the Credit Hours Boundary for Drop/Add Report (Optional) column the boundary code that is to be used for the report. If you do not specify a boundary code, the report lists any student whose number of enrolled hours is different from the number of previous hours.

8.         If your organization has customized the query, select the appropriate query from the drop-down list. Otherwise, the original Jenzabar query is used.

9.         Optionally, type in or select from the Credit Hours Boundary For Drop/Add Report (Optional) drop-down list the hours boundary code identifying the set of credit hour boundaries that will be used to determine which students appear on the Drop/Add Report.

	The default group of students included in the report is those with any change in hours enrolled (increase or decrease). Jenzabar recommends that you define and use a credit hours boundary code when you prefer to view students who cross specific enrollment levels.
	This column is only available if the Generate Drop/Add Report checkbox is selected.

10.      Click Process to start the calculation and report process, Schedule to set up one or more future runs (if you have the proper permissions), or Cancel to stop the process and close the window.

1.    Complete the tasks under Prepare to Run Credit Hours Update/Report in this help topic.

2.    Open the Credit Hours Update/Report window.

3.    Select or deselect the Trial Run checkbox.

It is recommended that you initially run this process as a trial run. After reviewing the reports that are generated, make any needed adjustments and clear the Trial Run checkbox to execute an actual update.

4.    Choose how the report data is calculated.

o     To use the standard J1 logic to calculate the data, select the Use J1 Logic option.

o     To use the customer-defined stored procedure to calculate the data, select the Stored Procedure option.

Work with your IT Department to define the stored procedure to fit your needs.

5.    If your organization has customized the query, select the appropriate query from the drop-down list. Otherwise, the original Jenzabar query is used.

The <Original> Query finds all students in the Financial Aid Master table with a row for the selected POE for update. It is highly recommended that you use this query for this process. Customize the query only if you do not calculate enrollment for a sub-population of aid applicants.

6.    Type in or select from the POE For Update drop-down list the POE for which you are updating registered credit hours.

The student must have an entry in the Financial Aid Master table for this POE in order to have their hours updated. Student data rows are automatically populated in the Financial Aid Master table.

The process looks at the POE Cross-Reference table for the associated Registration year and term. Only courses included in that year and terms are selected to count toward the total credit hours (assuming they meet the additional criteria the process checks).

7.    To generate the Drop/Add Report, select the Generate Drop/Add Report checkbox.

	Jenzabar recommends that clients include this report as it details just those records where enrolled hours is not equal to previous enrolled hours. This group of records may require a review of aid packages.
	If you select this checkbox, you may optionally specify in the Credit Hours Boundary for Drop/Add Report (Optional) column the boundary code that is to be used for the report. If you do not specify a boundary code, the report lists any student whose number of enrolled hours is different from the number of previous hours.

8.    If your organization has customized the query, select the appropriate query from the drop-down list. Otherwise, the original Jenzabar query is used.

The original Jenzabar query finds all students in the Financial Aid Master table with a row for the selected POE for update where enrolled hours do not equal previous enrolled hours. It is highly recommended that you use the original query for this process.

9.         Optionally, type in or select from the Credit Hours Boundary For Drop/Add Report (Optional) drop-down list the hours boundary code identifying the set of credit hour boundaries that will be used to determine which students appear on the Drop/Add Report.

	The default group of students included in the report is those with any change in hours enrolled (increase or decrease). Jenzabar recommends that you define and use a credit hours boundary code when you prefer to view students who cross specific enrollment levels.
	This column is only available if the Generate Drop/Add Report checkbox is selected.

10.  Click Process to start the calculation and report process, Schedule to set up one or more future runs (if you have the proper permissions), or Cancel to stop the process and close the window.

1.    Open the Drop/Add Report window.

2.    If your organization has customized the report, select the appropriate report from the drop-down list. Otherwise, the original Jenzabar report is used.

If you have the proper permissions, you can click Customize to create a custom report using InfoMaker.

3.    Type in or select from the drop-down list the POE to be reflected in the report.

4.    Optionally, type in or select from the drop-down list the hours boundary code identifying the set of credit hour boundaries that will be used to determine which students appear on the Drop/Add Report.

	If you do not make a selection, the group of students included in the report is those with any change in hours enrolled (increase or decrease).
	Jenzabar recommends that you define and use a credit hours boundary code when you prefer to view students who cross specific enrollment levels.

5.    Click OK to run the report.