Financial Aid Master Window

This window is used to view or enter information regarding a student's financial aid. The Credit Hours Update/Report populates the data fields on this window, but the data can be entered or updated manually. Developmental Hours Above Limit Enrolled is a display-only system calculation and cannot be manually updated.

The user-defined columns at the bottom of the window can be modified by right-clicking and choosing Customize Form. This option opens InfoMaker where you can modify the form to suit the needs of your organization. If there are additional columns on the window that are not listed in online help, it may be because the columns were added by your organization.

Columns

ID Number

Academic Information

Hours

FA Eligible Enrolled Hours

Ineligible Hours

Repeated & Prev Passed Hours Enrolled

Non-Required Program Hours Enrolled

Developmental Hours Above Limit Enrolled

How TO

1. Open the Financial Aid Master window.

2. Enter or select the ID Number of the student whose financial aid information you wish to review or update.

To search for a student, select Advanced Search from the right-click menu. The Name Search window appears.

3. From the POE ID drop-down list, select the period of education (POE) for which you wish to review or update financial aid information for the selected student.

The student's information appears if it already exists.

4. Review, update, or select from the Student Division drop-down list the division or classification assigned to this student or in which they are taking the majority of their courses. Your organization's Registration Office staff defines the codes.

		If a student's division is coded as "Undergraduate" but he or she is taking a course that is coded as "Graduate," then the graduate course will not count toward the total hours.
		In order for a course to be counted toward the total Enrolled Hours column on the Student Aid Master table, the value in the Transcript Division column on the Student Course History table must match this code.

5. Review or update whether the student is seeking a degree by selecting or deselecting the Non-Degree Seeking check box.

6. Optionally, review or select how the student's Dependency Status will display on applicable state reports. For example, if the student is a dependent, enter or use the drop-down list to select the value for dependent. If independent, enter the value for independent.

These codes are defined on the Maintain Table Values window and stored in the Table Details table. Choose Column Name of depend_sts. Once codes are defined, they can be selected from this drop-down list.

7. Optionally, review or select the appropriate subsidiary code from the AR Subsidiary to Use drop-down list to override the credit accounts specified on a fund with the credit account specified on the Subsidiary Master (in the Accounts Receivable module). See your Accounts Receivable staff if you have questions.

Joe Student received two awards with differing credit accounts specified on the Fund Master table. By specifying a subsidiary code (AR) for Joe, both awards are credited to the subsidiary's credit account rather than to the credit accounts on the Fund Master table (illustration).

8. In the FA Eligible Enrolled Hours field, review or update the total course hours (from the Student Course History table) eligible for financial aid.

9. Review or select from the POE Load drop-down list the student's course load for the selected Student Division.

10. In the Enrolled Hours field, review or update the number of credit hours for which the student is registered (total enrolled hours from the Student Course History table).

When you run the Credit Hours Update, prior to the new calculated number of enrolled hours being placed in this column, the original number is moved into the Previous Hours column. The values in these columns are compared to the hours boundaries you defined using the Credit Hour Boundary window to determine whether the student should appear on the Drop/Add Report.

11. In the Previous Hours field, review or update the number of credit hours for which the student was registered as of the last time you ran the Credit Hours Update.

Each time you print the Drop/Add Report, the original number of Enrolled Hours is moved into this column. These values are compared to the hours boundaries you defined using the Credit Hour Boundary window to determine whether the student should appear on the Drop/Add Report.

12. In the Years Enrolled Hours field, review or update the total hours attempted for the selected POE for the academic year stored in the Student Course History table.

If a student enrolled for 12 hours in the fall and 17 in the spring, 12.00 hours would be sent to the Fall POE and 29.00 to the Spring POE.

13. In the Career Earned Hours field, review or update the cumulative count of hours the student has earned as of the selected POE.

If a student starts the year with 30.00 hours earned and earns 9.00 hours in the fall and 17.00 in the spring, 30.00 hours will be sent to the Fall POE and 30.00 hours will be sent to the Spring POE at the start of the fall semester. Once the fall semester is graded, 39.00 hours will be sent to the Fall and Spring POEs. Once the spring semester is graded, 39.00 hours will be sent to the Fall POE and 56.00 hours to the Spring POE.

14. In the Repeated & Prev Passed Hours Enrolled field, review or update the number of hours for which the student is enrolled in a course they have previously passed.

For financial aid eligibility, students can repeat a class they have already passed only once.

15. In the Non-Required Program Hours Enrolled field, review or update the number of hours of enrolled coursework that does not contribute to the student's program of study.

16. In the Developmental Hours Above Limit Enrolled field, review the number of developmental course hours over the limit of financial aid eligibility.

Up to 30 hours of developmental coursework is eligible for financial aid.

17. In the Developmental Hours Enrolled field, review or update the number of developmental course hours in which the student is enrolled for the selected POE for the academic year stored in the Student Course History table.

18. In the Career Developmental Hours Enrolled field, review or update the cumulative count of developmental course hours in which the student has enrolled as of the selected POE.

19. Review or update any user defined columns used by your organization.

20. Save.

	Registration defines which programs are eligible for financial aid by selecting the Financial Aid Eligible checkbox on the CIP Definition window.
	This check is done as part of the Credit Hours Update only if your school uses the Advising module and has adv_req_code set on your courses.