This column defines the POE (Periods of Enrollment, also known as Payment Periods, equivalent to Enrollment Terms in Jenzabar Financial Aid) ) to use as default values when running several options in the Financial Aid Manager module. POEs are academic terms that make up your organization's academic and financial aid award year.

If the School is a Federal Aid Participant checkbox is selected, the Financial Aid Manager will include Credit Hours Update checks used to evaluate coursework that is subject to federal regulation. This includes eligible program, repeated, and developmental coursework.

If the Include Dropped Courses on Student Schedule on FA Inquiry checkbox is checked, dropped courses appear in the Student Schedule window.

You can choose how the Create Student Update process transfers student data by using either their Campus or legal name. The default is set to Legal because most federal financial aid processes require a student’s legal name.

Jenzabar recommends using legal name, especially if your school loads ISIRs on the basis of name matches.

 

Choose which SAT and ACT scores to include by selecting Latest, Highest, or Best test scores from the drop-down options. These settings will be used when running the Create Student Update for Financial Aid.

Choose Local or Career GPA from the drop-down. These options will be used when running the Create Student Update for Financial Aid.

Select Hours or Wages from the drop-down to choose how to calculate a student's work-study time.

Choose the courses you want to include in calculation of credit hours. All Courses calculates all course hours for which a student is registered in their enrolled hours count when the Credit Hours Update/Report is run. Division Only calculates just the hours where the transcript division on the course matches the student's division on the Financial Aid Master table.

Set the Organization Type code value used by your institution to define colleges in the Admissions module.

The Organization Type value is stored on the Maintain Configuration table.

Enter the maximum fee percentage (Private and/or Federal Direct Student Loan Program [FDSLP]) that anticipated aid will use when calculating the net balance of the loan.

If your institution awards federal student loans, it must net disburse them, so you do not need to set the fee for any loan for the FDSLP.

SAP (Satisfactory Award Progress) measures an aid applicants' successful progress toward their degree and is a factor in determining eligibility for certain federal financial aid.

Select from the Basis drop-down to calculate SAP of the student aid applicants' progress towards their degree.

• Select Award Year to indicate that you will assess SAP once a year.

Jack is beginning his Spring 2021 term of his sophomore year. He attended each Fall and Spring term since he enrolled in Fall 2019 but struggled during his freshman year and was placed on SAP probation. Therefore, because his SAP is calculated by year, he would have no SAP status for his freshman year as no previous year was available to reference. His current SAP Status is SUSP based on his performance from the 2019 year code. He would need to appeal to be eligible for aid.

 

• Select POE to indicate that you will assess SAP at the end of each payment period.  If your school uses PowerFAIDS, then this setting must match the SAP Evaluation Type set in General Parameters.

Sam is doing well academically at the start of his sophomore year. He completed his freshman year (Fall 2020 and Spring 2021) but didn't take any courses in Summer 2021. He is registered for Fall 2021 courses. Therefore, because his SAP is reported by historical term, he would have no SAP status to report for Fall 2020 but would have a status of GOOD for Spring 2021. His status going into the 2021 Fall term would also be GOOD.

• Select the Calc SAP GPA? checkbox if you will transfer the calculated GPA for SAP to your financial aid system. This sends the calculated SAP Cum GPA instead of the Cumulative GPA, which is the GPA calculated by Registration.

• Select Send SAP GPA? checkbox if you want to transfer to your financial aid system the GPA for SAP that you calculated instead of the registrar’s calculated GPA.

• If you are a PowerFAIDS Cloud customer, select Include Alternate Progress field to transfer an alternate SAP and choose which value should be used. Click in the drop-down to select Final Progress 2 or Final Progress 3, depending on what your institution uses.

• Reference the Most recent official SAP information section to track when SAP was last officially calculated for both Award Year and POE SAP Basis options.

 

The Most recent official SAP information section tracks when SAP was last officially calculated for both Award Year and POE SAP Basis options.

• If you decide to calculate SAP information on the Basis selection of Award Year, Calculation date and Year appear.
• If you decide to calculate SAP information on the Basis selection of POE, Calculation date and Year/Term fields appear.

You will also see a pop-up reminder of your most recent official SAP run when you process SAP in the Calculate Satisfactory Progress window

Use the drop-down to select which Jenzabar option your institution uses to manage transfer of your student Housing data in the Create Student Update for Financial Aid process.

• WEB   Web Student Life module
• DKS   Desktop Student Life module
• STU   Student Master table

In the Active Financial Aid System section, click the check boxes to select the systems you want to make active in Desktop Financial Aid.  You can also use the Default checkbox to set which system should open by default if you have two systems active at the same time, for example, if you are transitioning from PowerFAIDS Desktop to PowerFAIDS Cloud. Windows across the Financial Aid Manager module will open with settings displayed for the relevant active and default financial aid systems.

To change between default systems, you will need to first select the system you want to switch to as Active, and then deselect the current default system. Then, check the box to set the newly-active system as Default.

Only two financial aid systems may be active at the same time. Desktop Financial Aid features and windows vary in availability and function based on financial aid system. Some features may be available and behave the same for all systems. When you have two active systems, then available features will allow you to choose the financial aid system to process.

 

1.    Open the Financial Aid Configuration window.

2.    Specify the POE to be used as a default value when running several options in the Financial Aid Manager module.

3.    Select the School is Federal Aid Participant checkbox if you want to include in the Credit Hours Update checks used to evaluate coursework that is subject to federal regulation. This includes eligible program, repeated, and developmental coursework.

4.    Select the Include Dropped Courses on Student Schedule on FA Inquiry checkbox if you want to include dropped courses in the Student Schedule window.

5.    In the Test Score Transfer section, select Latest, Highest, or Best test scores from the drop-down options.

6.    In the GPA Choice section, select Local GPA (stored in the Student Division Master table) or Career GPA from the drop-down.

7.    In the Calculate Work Study Awards section, select Hours or Wages from the drop-down to calculate a student's work-study time.

While you are setting a default value here, it can be changed on a per-student basis later. The selected value displays on the Student Employment Master window. If the value is Hours, the Awarded Hours column should be protected and calculated by dividing the Eligibility Amount column by the Wage column. If the value is Wage, the Wage column should be protected and calculated by dividing the Eligibility Amount column by the Awarded Hours column.

8.    In the Calculate Credit Hours section, select the courses you want to include in calculation of credit hours. All Courses calculates all course hours for which a student is registered in their enrolled hours count when the Credit Hours Update/Report is run. Division Only calculates just the hours where the transcript division on the course matches the student's division on the Financial Aid Master table.

9.    In the What Org Type is used to define colleges in Admissions? section, set the Organization Type code value used by your institution.

This value is typically set to 'CL.' It is used by the Admissions tab on the Financial Aid Inquiry window to define the Last College displayed as well as the GPA from that college.

10.  In the Maximum Loan Fee Percentage section, enter the maximum fee percentage for Private and/or Federal Direct Student Loan Program [FDSLP]) that anticipated aid will use when calculating the net balance of the loan. If your institution awards federal student loans, it must net disburse them, so you do not need to set the fee for any loan for the FDSLP.

11.  In the SAP Calculation Options section, select whether your school will monitor SAP by Award Year or POE. If you select Award Year, this indicates that you will assess SAP once a year.  If you select POE, this indicates that you will assess SAP at the end of each term (payment period). 

This is needed only if your school policy calculates GPA differently than your registration office. This will cause the Calculate Satisfactory Progress process to calculate a GPA based on the values you set in the GRADE_TABLE and CREDIT_TYPE_DEF tables in Registration related to the Add Hours to FA SAP flags. It also turns on the display of the term and cumulative SAP GPA data columns in the Satisfactory Progress Details window.

Indicate if you will transfer the calculated GPA for SAP to your financial aid system (Send SAP GPA? checkbox). This will communicate the calculated SAP Cum GPA instead of the Cumulative GPA, which is the GPA calculated by Registration.  

12.  In the Financial Aid System section, check the Active and Default boxes for  the financial aid system you wish to use with J1 Desktop Financial Aid. You can also enter two financial aid systems to run simultaneously.

A school might use two systems when in the process of leaving one system and transitioning to another. They may need to finish processing a current award year while beginning a new year with the new system.

From here, configure the appropriate values for the specific financial aid system or systems you have chosen.

1. In the Active Financial Aid System section, click the (none) drop-down and select PowerFAIDS Cloud.

2. When prompted, save your changes. Both PowerFAIDS Desktop and PowerFAIDS Cloud should now appear under Active Financial Aid System.

Configure PowerFAIDS Desktop as Financial Aid System

Enter or browse to create the paths to the directories that will store the following data files:

• Automatic Student Data Export - This directory stores the data file when the Create Student Update process is run. The path entered in this column will create the default in the Directory column on the File Transfer tab of the Create Student Update for Financial Aid window.

•   PowerFAIDS Disbursement Authorization Roster - This directory stores the standard disbursement authorization rosters generated by PowerFAIDS. The path entered will create the default in the Folder column on the Disbursements and Adjustments window.

• PowerFAIDS CommonLine Loan Roster - This directory stores the CommonLine loan rosters generated by PowerFAIDS. The path entered will create the default in the Folder column on the Loan Disbursements window.

• PowerFAIDS Direct Loan Monthly Reconciliation Report Data - This directory stores the flat-files created by the Direct Loan Monthly Reconciliation Report Data window.

Jenzabar recommends that the location be set to a unique network folder that holds only the Direct Loan Monthly Reconciliation Report files that are to be imported into PowerFAIDS to update the Direct Loan Reconciliation View.

Set the PowerFAIDS Database Connection to enable users access to nearly all activities provided by the Financial Aid Manager module to several Create/Work with Snapshots reporting options.

• To successfully set the PowerFAIDS Database Connection information, an ODBC connection must first be created to access the PowerFAIDS Database on the machine you use to assign the Financial Aid Configuration values.

•  Click on the PowerFAIDS Database Connection button to launch the PowerFAIDS Database Connection window. See the PowerFAIDS Database Connection window help topic for information on how to configure this window.

To save, click the Save icon. Close the window to exit.

Jenzabar Financial Aid Connection

When JFA is your active financial aid system, the Jenzabar Financial Aid tab appears by default in the lower part of the window. Use the settings to configure Jenzabar Financial Aid’s connection to J1 Desktop in the Jenzabar Financial Aid Connection section and work with award statuses and disbursement scheduling in the Disbursement section.

Url Base

Enter the correct web address for your school’s hosted Jenzabar Financial Aid API endpoint. This should be provided by your Jenzabar Managed Services Engineer in coordination with your Jenzabar Implementation Team.

This ensures that your school’s FAM and Jenzabar Financial Aid systems can communicate successfully.

Userid

Enter the Jenzabar Financial Aid user name associated with your system.

This user needs permissions for full API rights.

The Userid value is stored in the Settings table.

Password

Enter the password associated with your system Userid.

The Password value is stored in the Settings table.

Certificate Location

Enter the location of the Trusted Root Certificate for Jenzabar Financial Aid.

This option is only needed if IT has installed a certificate on the JFA server and configured the JFA website to require that certificate for the SSL communication layer. If it is not needed, then you can leave it blank, and it will communicate without a certificate using HTTPS/SSL protocols.

Verify Connection

After you enter the correct Url Base, Userid, and Password, click Verify Connection to test your API connection. You should see the following message:

Batch Size

Batch Size indicates the number of records sent to Jenzabar Financial Aid during each batch transferred by the Create Student Update process. By default, batches of 1,000 records are sent.

The Batch Size value is stored in the PF_Config table.

Wait Time

Wait Time indicates the number of seconds the system will wait between each batch sent by Create Student Update process. The default is 0 to indicate no wait time between batches.

The Wait Time value is stored in the PF_Config table.

Use Custom Create Student Update

Select the Use Custom Create Student Update checkbox to call the CUST_FACreateStudentUpdateAsXML stored procedure instead of the default FAM_CreateStudentUpdateAsXML. This alternative custom procedure allows for custom data needs when collecting the data and generating the XML file.

The Use Custom Create Student Update value is stored in the PF_Config table.

Disbursement

Award Statuses to Post

Enter the financial aid award status codes you want to be posted in your student account receivables. This is the financial aid status code assigned to the financial aid award you want posted. Disbursements & Adjustments will only process the financial aid awards that your school includes in their Batch Billing Export. The Batch Billing Export process filters by status to make sure the correct awards are included.

Jenzabar provides the following award statuses to post:

Award Status Code	Description
PND	Pending awards include all awards with award status codes flagged as “Consider as Pending/Anticipated Aid” that have been authorized to be disbursed to the student account because the school included them in the Billing Batch Export.
DSB	Federal funds that have completed the COD process and are ready to be disbursed to students. This also includes any other funds manually assigned this status.
CNC	Awards that have been canceled. Schools may need to include these funds if they were previously funded. Including them allows the Disbursements & Adjustment process to reverse the aid on the student’s account.
RDST	Awards that the student may have reduced on the portal after they have been posted to the student’s account. Including them allows the Disbursements & Adjustment process to reverse the aid on the student’s account.

 

These are the default codes in the Award Statuses to Post field. The award statuses included here are those we expect normally but may vary school by school.

If you want to work with additional award statuses, add those award status codes to the Awards Statuses to Post list by typing the statuses into the field. When adding new award status codes, you should not include any spaces, but separate them by a comma.

DSB,PND

If your school wants to remove an award status, click in the Award Status to Post field and use the Delete key to remove the desired status code from the list.

 

1. In JFA, select Administration from the drop-down.
   
2. In the System section, click Configuration Values.
   
3. Expand the API section and verify the following API settings:

ARPAYLOADSIZE

This setting represents the largest number of disbursements your school will generate in a single billing batch to export to AR. AR will return this data to JFA to update the awards that were funded, on what date, and for how much. We highly recommend a value of between 5,000-10,000. Our maximum allowed number for a single request is 30,000.

This does not restrict the number of awards that can be exported for disbursement, but rather the number that can be updated from AR. If a batch exceeds this number, immediately increase the value to accommodate the batch prior to posting it in AR or re-export a batch with a count below your MAX ARPAYLOADSIZE.

BILLING_PUSH_SERVICE

Set to Yes. FAM currently requires schools to send their financial aid disbursements using the JFA Billing Batch Export process

BILLINGPOSTURL

This is set by your Managed Services Engineer. It represents the J1 Web Financial Aid Disbursements API URL.  

It should normally follow this convention, where *** is substituted for your school:  https://j1web.***.edu/j1web/api/financialaid/disbursements

BILLINGRESPONSEURL

This is set by your Managed Services Engineer. It represents the J1 Web Batch Response API URL.

It should normally follow this convention, where *** is substituted for your school:  https://j1web.***.edu/j1web/api/financialaid/batchResponse

CREATE_BATCH_ON_GET_AWARDS

This should always be set to FALSE. FAM only processes batches created by the JFA Billing Batch Export process.