Jenzabar Campus Portal Features Help Hub

Desktop Financial Aid - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

FAM with JFA Enhancements
Create Student Update Transfers Individual Student IDs

Create Student Update now transfers student data by individual student IDs or groups of IDs. You can now work with the specific data you need and drill down into individual student records.

To transfer students using individual ID instead of a query:

  1. Click the By Individual radio button in the Select Options section.

  2. Search and select the student ID you want to transfer.

  3. Click the Add ID button.

  4. Repeat as needed until you have selected the student IDs you want to work with. Added IDs appear in the ID Numbers to Process section.

    Note

    If you accidentally included an ID you didn’t mean to transfer, select it and click the Remove Selected ID Number button.

  5. Continue with the Create Student Update for Financial Aid process when you have finished adding student IDs.

New Create Student Update Configuration Window

There’s a new window to help you work with the student data sent to JFA using the Create Student Update for Financial Aid process. The Create Student Update Configuration window allows you to control which specific student data elements are transferred to JFA using the Create Student Update process. You can turn off or on certain tags sent in the Student Data Load (Academic Extract) API to narrow down what data is sent each time you run the Create Student Update process.

Note

As of the 2021.2 release, the Create Student Update Configuration window allows you to control the House Type tag and view the ATB (Ability to Benefit) tag placeholder. More data actions will be available in future releases.

Currently, you can choose to send or not send the following tag set:

  • Housing Choice

    <Housing Type>

You can also view:

  • Ability to Benefit (ATB)

Note

The Ability to Benefit tag is a placeholder configuration. In a future release, you will be able to work with the tag set.

Caution

When you select DONTSEND, these tags are not included in Create Student Update and instead, JFA uses the ISIR data. When you choose SENDDATA, the tags are set based on the data your school collects and the ISIR data is not used. If later, you change the configuration to DONTSEND, the ISIR data is only used for new students from that point forward.

Create Student Update Creates XML File

When transferring student data to JFA using the Create Student Update process, you may want to view the information being sent. This is helpful for troubleshooting purposes, or for instances where you might transfer data to meet a temporary need. Select the new SAVE XML File checkbox to create a file and choose a location where your file will be saved to.

Note

You can only create an XML file when processing individual or group IDs.

Tracking Student Housing Data in JFA

The <Housing Choice> tag is now transferred to JFA as part of the Student Data Load API when you run the Create Student Update process. In Desktop, the housing status details are tracked in the Residence Life tab of the Student Information window.

This data informs your school's Financial Aid office about a student’s residency. It’s important for setting COA (Cost of Attendance) and tracking where students live in relation to campus, such as if they are an Off Campus attendee.

Use the Institutional Reporting Definitions window to map the residency values you use in J1 to the three Housing Type codes used in JFA.

When successfully transferred, this information appears in the Housing tab of the student's Profile in JFA.

Return Disbursements to JFA in Sets

When processing financial aid transaction groups in Accounts Receivable (AR) generated by Disbursements and Adjustments in Financial Aid Manager (FAM), JFA updates student accounts to reflect funded awards. This update is now communicated in sets of 100 to correspond with the default ARPAYLOADSIZE value of 100 in JFA's Configuration Values, API settings.

This eliminates the need for your school to monitor the size of the Billing Batch Export against the ARPAYLOADSIZE setting to ensure that all disbursements are successfully updated in JFA.

Notice

For example, if you are posting an FA batch with 549 transactions, JFA will receive them as five sets of 100 transactions and one set of 49 transactions. You will not need to change the ARPAYLOADSIZE to 549 from the default size of 100.

Caution

As a best practice, limit batches of disbursement transactions to 30,000.

Run FAM Processes with Student ID

The Disbursements and Adjustments and Anticipated Aid processes now run with a student’s ID number instead of Social Security Number. Some students may not have been required to submit a Social Security Number in their records, but still have aid that needs to be applied to their account.

FAM with JFA Resolved Issues

Issue

Description

RN24194

Disbursement rosters were not created in their configured location after the billing batch was created and the Post button was clicked in JFA.

RN25587

Anticipated Aid reports included aid for periods of education (POE) when students weren't registered.

RN25826

On the Financial Aid Inquiry window, General Info tab, the Address was partially obscured when users expanded the window to the right.

RN26233

A second run of an Anticipated Aid report inadvertently removed transactions.

RN26755

The Anticipated Aid process failed when the student's last name had more than 16 letters.

RN26759

The Anticipated Aid process was running only the first 6 selected POEs.

RN27527

The Create Student Update for Financial Aid process ran too slowly.

FAM with PowerFAIDS Resolved Issues

Issue

Description

RN26147

NAME_MASTER and ADDRESS_MASTER enhancements introduced in 2021.1 caused a performance issue to the match records process.

NOTE: The View Report button may produce an inaccurate report of Jenzabar potential matches. This will be corrected in a future release.

RN26759

The Anticipated Aid process was running only the first 6 selected POEs.

FAM Resolved Issues

Issue

Description

RN24023

From the Student Information window, users in groups without permission were able to access the Hazlewood Recipient Information window, and, from there, the Student Billing Exemption window.

Enhancements
FAM
Calculate Satisfactory Progress Official Run

The Calculate Satisfactory Progress window has a new Perform an official calculation of satisfactory progress checkbox. When calculating SAP, designating the run as official identifies that the SAP being sent is finalized and transferred in an official capacity. This new box is checked by default so that all SAP calculations now transfer as official.

Warning

When you upgrade to 2021.1, any previous year’s SAP runs update to official. If there are old SAP runs in your system that you do not consider official, you need to remove them prior to updating to 2021.1.

New Setting on the Financial Aid Configuration Window

A new setting on the Financial Aid Configuration window tracks when the most recent official SAP information was last calculated for both Award Year and POE SAP Basis options in the Most Recent Official SAP Information sections.

finaidconfigrn.png
  • 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.

FAM with JFA
Create Student Update Sends Additional Student Data

The Create Student Update for Financial Aid process now sends additional student information to JFA using the Student Data Load (Academic Extract) API. Review the sections below for specifics on the transferred tag groups.

Note

For more information about how the Student Data Load (Academic Extract) API transfers Desktop data to JFA, see the Create Student Update Data Map in the appendix section of the FAM with JFA Configuration Guide.

Official SAP Status

FAM now transfers SAP Status information (<SAPstatus>) to JFA as part of the Student Data Load (Academic Extract) API. For each term, the previous latest official SAP status is sent. This provides additional context in JFA about a student’s probationary status which might impact financial aid eligibility.

Official SAP time period is determined by the Basis setting on the Financial Aid Configuration window.

If the selected Basis is POE, the previous SAP History term status is sent to JFA.

Notice

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 previous 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.

If the selected Basis is Award Year, then the previous SAP History year status is sent to JFA.

Notice

Jack is beginning the 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 PROB based on his performance from the 2019 year code.

View a student’s SAP status in the Academic History section of the Registration Information page in JFA.

Enrollment Term

The following tags within the <EnrollmentTerms> tag group are now transferred to JFA as part of the Student Data Load (Academic Extract) API.

Note

To correctly transfer data for Enrollment Terms, the Part Time/Full Time update and Calculate Satisfactory Progress processes need to be run.

  • <LastDateOfAttendance>: last day the student attended a course or participated academically

  • <Withdraw Date>: date the student withdraws from all financial aid eligible courses

  • <Date of Determination>: date school becomes aware student ceased attendance, or student was withdrawn

  • <Intent to Return>: indicates a student has decided to return (True/False)

FAM with JFA Resolved Issues

Issue

Description

RN15278

Create Student Update did not successfully execute scheduled process runs.

RN16107

Disbursements & Adjustments reported inaccurate error messages about special characters found for student records that were missing SSN.

RN19240

Create Student Update returned an error indicating seq_number was an invalid column.

RN20223

Create Student Update produced empty Audit and Error reports. These reports will now be hidden. The ability to review the transferred students and any messages about the data is now available through the Academic Extract Work Queue in Jenzabar Financial Aid. This can be turned on in Administration, Configuration Values, General, ENABLE_EXTRACT_WORK_QUEUE.

RN20630

Create Student Update reported Academic Program information incorrectly if the ID had a Candidacy record for the same year and term as one of their Enrollment Terms

RN22458

Financial Aid Inquiry's Financial Aid tab was not properly initializing and refreshing data when selecting an award year. The FAFSA Date now displays the actual date or "No FAFSA Received".

FAM with PowerFAIDS Resolved Issues

Issue

Description

189238

Disbursements & Adjustments now truncates cents in net amount calculation for Direct Loan funds with Percent to Deduct value. Please note that schools are expected to configure Direct Loan funds to net disburse from PowerFAIDS to ensure the correct net amount is applied to student accounts.

RN15665

Credit Hours Update returned an error due to students with non-numeric SSN values in PowerFAIDS.

RN20649

Anticipated Aid did not process Pending awards when selected. Pending awards are now included when selected. Schools that include awards at a pending status should run Anticipated Aid after applying this patch to include those in student accounts.

RN21154

CommonLine Loan Disbursements was not populating the Eligible 1098-T value set for the fund on the student account.

Resolved Issues
Enhancements
2022 Award Year Available

The 2022-2023 financial aid award year is available in the Award Year Definition window.  Select the Active? checkbox when you are ready to work with it. You can also deselect Display in Dropdown? to remove it for now until the application system opens.

2022 Award Year Definition window.
New Financial Aid Document Storage Category

Financial Aid is now a defined category in the Document Storage Setup window. When you select the Financial Aid row, you can then click the Document Category tab and the Document Type Definition tab to further define the document type, select owners, or create default categories within the document type.

Financial Aid Inquiry Integrated with JFA

The Financial Aid Inquiry window is now fully integrated with Jenzabar Financial Aid (JFA). With JFA as your selected financial aid system, you can retrieve important financial aid information about candidates and students. Click the tabs to navigate the sections.

Financial Aid Inquiry window.
Resolved Issues
FAM

Issue

Description

RN9971

Performance issue when trying to insert or update rows in a large TRANS_HIST table.

RN10994

POE Definition incorrectly displayed POE ID with commas.

RN11071

A database error message appeared when accessing an ID associated with a name that exceeded 11 characters on the Financial Aid Inquiry window.

JFA Users

Issue

Description

RN9696

When running the Anticipated Aid process, the Transaction History table locked, causing performance issues

RN9974

The Anticipated Aid process produced transactions for POEs that were not selected.

RN10992

Awards were not properly created when running the Anticipated Aid process using POE IDs longer than 5 digits.

RN11165

The Anticipated Aid transaction report pulled Pending, Estimated, and other award statuses when only the Pending Status was selected.

RN14264

Data passed to JFA from the Create Student Update caused issues with COD processing.

RN15817

When Financial Aid (FA) transaction groups were posted by Business Office via Transaction Groups, any adjustments that reduced previously disbursed funds were not returned back to JFA tagged as reversals.

PowerFAIDS Users

Issue

Description

RN11054

The Create Student Update process produced an error when running students with First Names longer than 11 characters.

RN11174

The Configure Optional Student Data Elements for Transfer window returned an error when Legal Names were selected or deselected.

RN12108

When running Match Records, a database select error appeared if the student had a Questionable SSN match and multiple legal name rows in the Additional Names window.

Enhancements
FAM Integrated with Campus Name

Several FAM processes now distinguish between a student’s Campus Name (name_master) and legal name.

The Campus Name feature allows students to designate a name they prefer to use on campus. This name appears in name fields, processes, searches, and reports throughout Desktop, J1 Web, and  Campus Portal, except where legal name is required. To keep legal name information private, new permissions have been added that control which user groups can view it. Depending on your role and permissions in J1, you might see Campus Name, legal name, or both.

Important

Permission for legal name is granted in the Additional Name Types window.

Additional Name Types window, Permission tab.
Setting Student Name in the Financial Aid Configuration Window

From the Financial Aid Configuration 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.

Note

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

RN_2020_1_FinAidConfig_CreateStuUpdateNameChoice.png
If Your School is Using PowerFAIDS

If you choose to transfer student data using Campus Name, the student Name fields are updated, not the Preferred Name. Future releases will include enhancements to Create Student Update to support PowerFAIDS Cloud.

Personal Information pop-up in PowerFAIDS.
If Your School is Using JFA

If your ISIR Match Configuration is set to true, then the student’s First Name is part of your Match. You can change this setting in JFA’s Administration window. From the Configuration Values screen, click to expand the Imports section and edit the value.

Imports window for JFA.
Match Record Window Updates

The Match Record process matches the PowerFAIDS student name to the legal name used in Desktop. It also now includes information regarding any existing Campus Name matches in the Possible J1 Matches.

Financial Aid Inquiry Window Updates

The Financial Aid Inquiry window no longer displays the PowerFAIDS student name associated with the ID number.

Create Student Update Window Updates

The Create Student Update process now transfers a student’s name according to your school’s choice to use Campus or legal name. You can change this setting in the Financial Aid Configuration window.

Non-Refundable Aid Funds for JFA Users with Open Items

The Create Student Refund Invoices process now supports schools using JFA with Open Items. A school configured for award funds that are non-refundable to the student awards a maximum amount and the fund is configured to be applied to specific charge fees. If the student does not use the maximum award amount, the Create Student Refund process updates the Financial Aid disbursement transactions on their receivable account and the student’s record in JFA accordingly.

Resolved Issues

Issue

Description

192587

Anticipated Aid was not being reported for the disbursement in a payment period for sites using JFA.

199281

A "window unavailable" error message appeared when PowerFAIDS users configured as active FAST were processing disbursement reconciliations (Disbursement Reconciliation window).

199288

The Create Student Update for JFA customers was including address records from outside the selected Address Priority List group. The Update now looks at only the address codes included in the selected Address Priority List.

199365

An error message appeared when PowerFAIDS users attempted to customize the Original Candidate Select query on the Create Student Update to Financial Aid window.

199368

Legend text on the Match Records screen is positioned incorrectly and overlaps names on the grid.

199542

The Create Student Update for JFA customers would send an empty Postal Address if an address record for the student included only phone number and no address information.

199543

The Create Student Update for JFA customers did not transfer addresses and phone numbers according to the priority order of the Address Priority List selected.

199649

For schools with multiple POEs mapped to the same year and term, the Credit Hours Update was calculating all registered students instead of just those assigned to the selected POE in PowerFAIDS. As a result, the impacted students were assigned extra POEs in the Financial Aid Master table, which can cause critical problems when they are exported to PowerFAIDS.

If your school doesn’t map multiple POEs to the same year and term or hasn’t run Credit Hours Update since installing J1 2019.5+, this issue should not impact you. You can now run Credit Hours Update successfully.

If you ran Credit Hours Update with multiple POEs and think you might have transferred that data to PowerFAIDS, there are different steps to take depending on if you ran External Update and loaded the student records. We strongly advise contacting Jenzabar’s Help Desk to resolve this issue.

If you ran Credit Hours Update with multiple POEs, but did not transfer any POEs to PowerFAIDS, you need to clear existing POE data rows in Financial Aid Master before running Credit Hours Update again.

Sample Sql: delete from pf_stdnt_mstr where poe_id in (enter all affected poe ids) ;

Once you’ve cleared the rows, the Credit Hours Update fix now calculates only the students with the following criteria:

  • Assigned to the selected POE in PowerFAIDS

  • Matching SSNs between PowerFAIDS and J1 Biograph Master

  • At least one registration record in Student Course History for the year and term that maps to the selected POE

For full details and additional help resolving this issue, contact Jenzabar’s Help Desk.

199767

Anticipated Aid POEs to process display was experiencing several formatting issues which have been resolved.

202597

The Create Student Update feature was not adding leading zeros to the SSN as needed.

202677

Students were excluded during the AcademicExtract XML transmission to JFA because the original process had one student per XML . The transmission was updated to include all students.

203270

The Selection Query window was not showing newly created queries without closing and reopening the window.

204941

Initial State Grant Award for the student's initial semester were not always correct, as the calculation did not always filter the appropriate the transactions.

Enhancements
FAST Dependent Window Pop-Ups

Some windows are only used depending on which financial aid system type (FAST) is active in your module. If you are working in a FAST-dependent window, you may be presented with a pop-up message if you don’t have the relevant financial aid system active or if your system doesn’t use that window.

FAST Dependents window pop-up.

Note

To activate, deactivate, or change your financial aid system type, access your settings in the Financial Aid Configuration window.

New Award Year

The 2021-2022 financial aid award year is available in the Award Year Definition window. Select the Active? checkbox when you are ready to work with it. You can also deselect Display in Dropdown? to remove it for now until the application system opens.

Award Year Definition window.
Default Database Transfer in Create Student Update

When exporting student data to your financial aid system, the Create Student Update process will now use Database Transfer by default. PowerFAIDS J1 Desktop customers should no longer use the File Transfer option, as it does not include many of the required data options and is not supported by College Board.

Create Student Update for Financial Aid window with Financial Aid System field and Database Transfer tab selected.

For JFA users, the window continues to work as usual.

Flag Award Years as Inactive

You can designate an award year as Inactive if you’ve finished working with it, or if it’s a future award year you don’t need to use yet. In the Award Year Definition window, deselect the Active? checkbox next to the award year you want to label as inactive.

In the POE Definition window, award years not in use will now appear in the Award Year drop-down as “Inactive.”

Note

You can make inactive award years active again by selecting the Active? checkbox in the Award Year Definition window.

Calculate All Students with Credit Hour Update

The Credit Hours Update no longer calculates only students with a SSN.

  • For JFA, all registered students in the year and term mapped to the selected POE are calculated, not just the ones with a SSN.

  • For PowerFAIDS, all registered students that have been assigned the selected POE in PowerFAIDS are calculated, not just the ones with a SSN.

Define the 1098-T Column in Fund Master

Previously, the Fund Master window cleared the 1098-T field and automatically assigned values based on the fund payment type. The column no longer operates this way. Now you should select the required value in the 1098-T Eligibility column of the Fund Master window when creating or editing a fund. Work with your business office to confirm that the fund code assigned is the appropriate code for 1098-T reporting.

Note

This change impacts users with both PowerFAIDS and JFA systems.

Set Disbursement Roster Location for JFA

In the Financial Aid Configuration window, the Jenzabar Financial Aid tab now includes a location to set the disbursement roster. This is the file created with the Billing Batch Export runs in JFA.

Financial Aid Configuration window with disbursement authorization roster location highlighted.

Note

For users with both PowerFAIDS and JFA set as active, set the disbursement roster files in separate locations to keep their sources distinct. This will improve any troubleshooting steps when you run the process.

Resolved Issues

Issue

Description

180728

Delays and slow responses were occurring in certain situations.

189550

The Student Update Scheduler query was changed if a manual update with a different query was made between scheduled runs.

192586

Anticipated Aid was not processing records where the JFA alternate identifier had alphabetic characters.

195193

The College ID value was formatted with leading zeros, and needed to be spaces.

195989

The issue relates to JFA's handling of SSO. If there were no credentials passed in the initial call to the API, then the site redirected to the SSO page immediately instead of responding with a code.

Enhancements
New Window for Activating Awards

Use the Award Year Definition window to view, activate, or deactivate federal award years for financial aid applications. Activated award years are used to complete important processes or run reports.

Award Year Definition window.

You can also choose which award years you want to appear in the Award Year drop-down on other relevant windows, such as the POE Definition window. Click Display in Dropdown? to add a selected year.

Calculate Credit Hours Using Jenzabar Financial Aid

Jenzabar Financial Aid (JFA) users can now run Credit Hours Update process in the Credit Hours Update/Report window. The process uses student records with POE mapped Year/Term codes in Student Course History instead of the ODBC connection checks used by PowerFAIDS.

New Fields in the Fund Master Window

The Fund Master window includes new fields, Fund Source and Federal Fund ID, to provide additional information about the type of funds that exist in PowerFAIDS and Jenzabar Financial Aid. Select options from the drop-down to identify funds for use in reports such as NSC – Enrollment Reporting and IPEDS.

You can also use the new Include in Anticipated Aid checkbox to indicate a fund should be reported for that process.

Working with Satisfactory Progress Details

Jenzabar Financial Aid customers can now review all students who have been processed using Calculate Satisfactory Progress. Based upon how you evaluate SAP, select options in the Retrieval Criteria section to view the details. You will select the Year if your basis is Award Year, and if your basis is POE, as shown below, you will select the Year and Term.

Satisfactory Progress window with Retrieval Criteria fields highlighted.

Note

Choose how you would like to define the SAP calculation basis by adjusting your settings in the Financial Aid Configuration window. In the SAP Options section, select Award Year or POE from the Basis drop-down.

Data will now populate automatically for both PowerFAIDS and Jenzabar Financial Aid customers as soon as you enter in the Retrieval Criteria prompts. The Retrieve button no longer appears on the window.

Resolved Issues

Issue

Description

139916

The Gainful Employment Report was not correctly calculating and reporting the program length with the proper leading/trailing zeroes.

174512

The Create Student Update was transferring six spaces for POE Update ID fields in PowerFAIDS instead of NULL.

175937

In the Texas Financial Aid Database (FADB) Report, the Total Hours Attempted was including dropped courses and excluding dropped courses when it should be doing the opposite.

179392

Jenzabar Financial Aid customers received an error when Anticipated Aid didn’t have at least one Tracking Status.

179393

In Create Student Update, some students with JFA alternate identifier records were not updated. This issue only impacted Jenzabar Financial Aid customers.

179763

Jenzabar Financial Aid customers who did not have PowerFAIDS implemented prior to Jenzabar One received a missing folder location error when running the Create Student Update process.

179765

From the Financial Aid Configuration window, PowerFAIDS Tab, it was not possible to edit the folder directory fields.

Enhancements
Financial Aid Manager integrated with Jenzabar Financial Aid

In J1 Desktop, Financial Aid Manager (FAM) now supports integration with Jenzabar Financial Aid (JFA). In the Financial Aid Configuration window, you can set which financial aid systems you actively use. You can change your existing financial aid system to JFA, or add it as an additional system to PowerFAIDS. Tabs that define values specific to each financial aid system are available.

The existing configuration radio button options have been replaced with drop-down fields. These values are shared by both systems.

Note

For users continuing to implement Financial Aid Manager (FAM) with PowerFAIDS as their only financial aid system, this change will not impact your established settings.

The following additional windows have been updated to reflect optional JFA integration:

  • Create Student Update for Financial Aid

  • Disbursements & Adjustments

  • POE Definition

  • Anticipated Aid

Resolved Issues

Issue

Description

171097

Create Student Update checks all CIP codes defined as Used In Regulatory Reporting in CIP Definition and checks to ensure that all of the required NSC Credential Level data is populated prior to collecting student data to export. This check erroneously included programs identified as minors only. This is now corrected to exclude minor only programs.

154300

Invoices paying only a partial amount on a purchase order would occasionally unencumber the entire amount.  When the invoice was saved, an additional line item would appear on the invoice detail which needed to be deleted.

2019.3
Resolved Issues

Issue

Description

117712

The students' Cumulative GPA was not being correctly calculated for schools configured to Calculate Satisfactory Progress by Award Year.

144453

The Fund Master window was returning errors related to the Restricted?, Exemption/Waiver?, and Lower COA? columns and was not assigning the default value of 'N' for No.

2019.1