POE Definition Window

Use this window to define POEs (Periods of Enrollment), which are academic terms that make up your organization's academic and financial aid award year. A POE represents a financial aid payment period. You should have a POE for any academic period in which students might register and receive financial aid and in which disbursements might occur. The POE IDs should match codes for periods of time as defined in your financial aid system.

Using Jenzabar Financial Aid

If you use Jenzabar Financial Aid (JFA), the POE ID should correlate to a defined JFA Payment Period.

A Payment Period is the segment of time in which an award is paid, such as for the fall semester that is 16 weeks long. Define a Payment Period in JFA for every segment of time that you want students to be paid for when awarding and disbursing aid. These are then used in conjunction with Award Periods, which may represent the full 16-week session and also two 8-week sub sessions. When adding Financial Aid Years, you need to include appropriate Payment Periods and Award Periods to meet the needs of various student populations.

Using PowerFAIDS Desktop

If you use PowerFAIDS Desktop, the POE ID needs to match the POE ID generated in PowerFAIDS.

You must have a row in this window for every POE that you have in PowerFAIDS for the current year. When you run your Parameter Rollover in PowerFAIDS, print the Parameter Rollover Log. This Log contains all information needed to update this window, except for the Financial Aid Period code.

The POE Definition window opens during the Complete Matches process when the POE Assignments for the selected PowerFAIDS applicants do not exist. See instructions below.

Using PowerFAIDS Cloud

If you use PowerFAIDS Cloud, the POE ID needs to match the corresponding Payment Period ID from PowerFAIDS.

Define a POE for any academic period in which students might register for courses and receive financial aid, and in which disbursements might occur. Each POE is represented by a POE ID code, which can be up to six digits long.

Payment Periods also require Academic Year Tokens for student information to be properly communicated to PowerFAIDS Cloud. Define payment periods that match the ones you create in PowerFAIDS Cloud using the FA Academic Year field.

Columns

If defining a new period of enrollment (POE), enter the POE ID.

	The POE ID can be up to six digits and must match the period of time defined in your financial aid system.

	When defining a J1 POE ID, use a sequential, numeric code that helps you understand which award year you’re working with. For example, 20191 for Fall 2019 and 20192 for Spring 2020, which is part of the same 2019 award year.

Enter text that describes the POE, keeping in mind that POEs correspond to both academic and billing periods in J1.

Enter the date this POE begins.

This date is not used in J1 to control any functions or procedures. It is solely for your information.

Enter the date this POE ends.

This date is not used in J1 to control any functions or procedures. It is solely for your information.

Select the appropriate code from the drop-down list. These values are defined in the Financial Aid Period window.

	A financial aid period is a block of time used for aid distribution in the Business Office and represents the academic period aid applies to. In addition, if your school allocates charges, the financial aid period is associated with the specific charges each financial aid award applies to.
	One or more POEs can be assigned to the same financial aid period and the same financial aid period can be assigned to one or more billing periods.

Enter the award year associated with the POE or allow the system to update the award year.

If the award year you want to work with is flagged Inactive, you can activate it using Active? checkbox in the Award Year Definition window.

This field is necessary for schools moving to PowerFAIDS Cloud. This can be left empty now and will be populated as part of your implementation steps when adopting PowerFAIDS Cloud.

Enter a display order for the POE you are defining.

Check the box to indicate the POE is active within your system.

Check the box to indicate the newly defined POE should appear in other drop-downs within J1.

How To

A POE defined here should be identical to a defined Payment Period in JFA.

1. Open the POE Definition window.

2. To add a new POE, choose Add Row from the right-click menu.

3. Enter the POE ID, its description, and start and end dates.

· The POE ID is a number (maximum of six digits) that identifies the specific POE and is used throughout Financial Aid Manager. Use a sequential, numeric code that helps you understand which award year you’re working with. For example, 20191 for Fall 2019 and 20192 for Spring 2020, which is part of the same 2019 award year.

· The Start Date and End Date don’t control any functions or procedures in J1. They are solely for your information.

4. Select a Financial Aid Period Code from the drop-down list.

Financial Aid Periods are defined in the Financial Aid Period window.

5. Select an Award Year from the drop-down list. Example

If the award year you want to work with is flagged Inactive, you can activate it using the Active? checkbox in the Award Year Definition window.

6. Enter a display order for the POE you are defining.

7. Check the box to indicate the POE is active within your system.

8. Check the box to indicate the newly defined POE should appear in drop-down columns in other windows in J1.

POEs defined here should be identical to POE IDs generated in PowerFAIDS so that information can be transferred successfully.

1. Open the POE Definition window.

2. To add a new POE, choose Add Row from the right-click menu.

3. Enter the POE ID, its description, and beginning and ending dates.

· The Start Date and End Date don’t control any functions or procedures in J1. They are solely for your information.

4. Select a Financial Aid Period Code from the drop-down list.

5. Enter the award year associated with the POE or allow the system to update the award year.

If the award year you want to work with is flagged Inactive, activate the year using the checkbox in the Award Year Definition window.

6. Enter a display order for the POE you are defining.

7. Check the box to indicate the POE is active within your system.

8. Check the box to indicate the newly defined POE should appear in drop-down columns in other windows in J1.

During the Complete Matches process, the POE Definition window opens when the POE Assignments for the selected PowerFAIDS applicants do not exist.

1. Review and edit the POE details displayed in the window.

· This information was preset in PowerFAIDS.

· POE ID cannot be edited.

2. Select a Financial Aid Period Code from the drop-down list.

These drop-down list options are set up using the Financial Aid Period window.

3. To save the POE definition, click the Save icon and close the window.

4. To end the process without saving, close the window.

1. Open the POE Definition window.

2. Locate the POE you want to review or update.

To quickly locate a POE, click on the column headings to sort, or enter full or partial sort criteria in the browse row at the top of the list.

3. Make any necessary changes to the description, beginning or ending date, or financial aid period code.

The POE ID cannot be updated.

4. To save any changes, click the Save icon. Close the window.

You cannot delete a POE if you have used it to create Anticipated Aid or Disbursements.

1. Open the POE Definition window.

2. Locate the POE(s) you want to delete.

To quickly locate a POE, click on the column headings to sort, or enter full or partial sort criteria in the browse row at the top of the list.

3. Highlight the POE row(s) and click the Delete Row icon or select Delete Row from the right-click menu.

To select multiple rows, press Ctrl and click on the rows to highlight them.

4. Click the Save icon and close the window.