Student Awards: Determining Need and Follow-up Do you know how to determine if a student shows financial need? Do you know if a disbursement (external award) failed? Come to this presentation for strategies on effective student award management.

Determine Need Enter Award Check on Status This presentation covers a high level overview of three stages of Student Awards. Your job is not complete until the aid is fully disbursed. Determine financial need of student Enter the Award Check on the status of the award.

UAccess Analytics Student Fin Aid & Fin Details Dashboard Determining Student Need Report To determine student need, we will focus on a report in Analytics called Determining Student Need.

Student Fin Aid & Fin Details Dashboard Determining Student Need Report Getting to the report Analytics > Dashboards > Student > Student Fin Aid & Fin Details To navigate to the report: log into to UAccess Analytics Click on the Dashboards link Click on the Student link Click on the Student Fin Aid & Fin Details link Click on the Determining Student Need tab

Determining Need

Determining Student Need Report Screenshot: Default Prompts Default Prompts : Current Aid Year EFC “Official” Status – Estimated Family Contribution Current Term Student Plan Code = TTEPHD (Teaching & Teacher Education)

Determining Student Need Definitions - bottom of page: EFC status Federal need Gift Aid Self-Help Need after gift aid Need before loans Unmet need Academic Level EFC (Expected Family Contribution) status of Official means that a FAFSA is on file and can be used to determine need

Determining Student Need Definitions - bottom of page: Award data based on academic year Federal Application for Federal Student Aid (FAFSA) requirement Purpose The intended use of the Determining Student Need page is to view student aid packages for analysis in distributing additional departmental set aside aid. Considerations Term is only relevant for student demographic data. Financial aid data is based on the academic aid year. Definitions EFC (Expected Family Contribution) status of Official means that a FAFSA is on file and can be used to determine need Federal need shows how much need-based aid a student is eligible to receive based on their Cost of Attendance Gift Aid: grants, scholarships, stipends, and placeholders (these awards are auto accepted); no loans or federal work study Self-Help: loans and federal work study Need after gift aid: federal need minus gift aid Need before loans: federal need minus gift aid and federal work study Unmet need: federal need minus all aid Academic Level represents the beginning of the term FA Athlete is defined by OSFA. Confer with Athletics prior to awarding aid For more information about aid classifications please visit the Financial Aid Office's help site. Charges & Payments dashboard page Program Fees and Differential Tuition Management guidelines

Determining Student Need Two reasons your student is not on report: 1. International Student 2. No FAFSA International Need Form on financials aid website https://financialaid.arizona.edu/faculty-staff/stipends https://financialaid.arizona.edu/sites/financialaid.arizona.edu/files/documents/forms/financial-need-and-aid-for-intl-students-AY2018-final.pdf

Determining Student Need Other considerations: International students not included International Need Form on Financial Aid website International Need Form on financials aid website https://financialaid.arizona.edu/faculty-staff/stipends https://financialaid.arizona.edu/sites/financialaid.arizona.edu/files/documents/forms/financial-need-and-aid-for-intl-students-AY2018-final.pdf

International Student Aid Checklist Check demographic data Collect international need calculation (INC) form before requesting award Send completed INC to Office of Scholarships and Financial Aid (OSFA) the day after award is approved Review the Demographics link on the Student Service Center by going to UAccess Student>Campus Community>Student Service Center>Student Center>Demographic Data

Determining Student Need Using the Report Prompts Search by: Student Plan Code Student Plan Student Department Search by Student Code, Student Plan, or Student Department Not all fields have to be selected

Determining Student Need Using the Report Prompts Reminder: Student Plan defaults to TTEPHD (Teaching & Teacher Education) Mention: Report cannot be edited (No Analyze link) but there are loads of hidden columns (like Student Plan) that might be useful. There is a link to step by step instructions on resource page of this presentation Detailed instructions: Working with Dashboards: Right Click Menu http://www2.uits.arizona.edu/sites/default/files/workshops/watt/UAccess_Analytics_Working_with_Dashboards_Right_Click_Menu.pdf

Determining Student Need

Determining Student Need Reading the Report: The three rows of data tell three different stories for three different students. A closer look at the left side columns Line 1: Student has no need after gift aid and federal need because EFC > COA Line 2: Student has EFC>0 Line 3: Student EFC = 0

Determining Student Need Reading the Report The three rows of data tell three different stories for three different students. A closer look at the right side columns Need before loans, is gift aid and FWS combined Total offered is all aid Federal need minus all aid Recommendation: look at ”Need before loans”

Determining Student Need Reading the Report The select View defaults to Student Need – all about the money Additional details about the student’s status (like GPA and enrollment) is available by changing this to Student Details

Enter Student Award UAccess Student Financial Aid External Awards for Departments Register for class in UAccess Learning In person class is required for access and is taught once a month, will be moved to online in near future. Class covers awarding and reviewing awards entered. Must also request access through provisioning. Link on last slide to sign up for class.

Final Stage: Check on Award Status UAccess Analytics Student Awards Report Getting to the report: Analytics > Dashboards > Student > Student Fin Aid & Fin Details > Student Awards (3rd tab)

Student Award Default Prompts : Report Screenshot: Default Prompts Default Prompts : Account Org Code – Defaults to you primary home department, if you do not see the students you are expecting, clear or change the account org code Aid Term = Current term - You can add multiple terms 2181 stands for Spring 2018. The 2nd and 3rd number stand for the current year and the last digit stands for the term in that year, 1 – spring, 2-summer, and 4-Fall

Student Awards Notes below prompts: Not for reconciling financial system accounts Based on Academic Year not Fiscal Year Canceled Awards not included Purpose The intended use of the Financial Aid Summary is to view and reconcile funding for students on an academic basis, not on fiscal years or grant years for financial accounts. Considerations - This report is not to be used for reconciling financial system accounts. - All Item Types have an associated Account Number with the exception of Placeholder Item Types. - Not included: student employment beyond Work Study, GAships, canceled awards. Funding Includes Any Through the Office of Student Financial Aid - Scholarships - Stipends - Tuition Awards - Fellowships - Waivers - Loans - Placeholders - Grants - Set Aside Aid - Qualified Tuition Reduction (QTR) - Work Study For more information about aid classifications please visit the Financial Aid Office's help site.

Student Awards Placeholders: Placeholder item types (no associated account) For coordination of aid only Placeholders do not have a KFS linked and can represent a number of things. A common placeholder is GA Benefits or QTR, the student doesn’t ever receive the funds but a credit was applied to their Bursar’s account

Student Award Student data (academic) vs Two Audiences: Student data (academic) vs Business Office data (accounting) Two audiences of report Student: Did the Student get the Award? (academic unit, coordinator entry level) Business Office: What’s hitting your accounts? (Disbursement of fund, business managers reconciliation level) REPEAT WARNING: Not for reconciliation Cannot use sub accounts

Student Award Using the Report Prompts: Student data (academic) Recommended: search by Student Code, Student Plan, or Student Department Department also gives you Masters, PHD, Grad, and Undergrad

Student Award Using the Report Prompts: Business data (accounting) Recommended: Scenario: to see everything that hit older accounts - search by item type & account org Scenario: Someone is Arch wants to see what aid all their students are getting – clear all prompts and use Student plan, this includes all federal aid Tip - Search by Items types (must clear Account Org) Tip - Validate you are seeing the students you expect to see before moving on

Student Awards If disbursed amount is zero Understanding Student Awards Results: Financial Aid Summary by Account Org If disbursed amount is zero

Understanding Student Awards Results: Financial Aid Summary by Student/Aid Year shows student info when searching by KFS If disbursed amount is zero

Student Awards If disbursed amount is zero Understanding Student Awards Results: Financial Aid Summary by Account Rollup If disbursed amount is zero

Student Awards If disbursed amount is zero Understanding Student Awards Results: Financial Aid Type, see OSFA website If disbursed amount is zero

Student Awards If disbursed amount is zero Understanding Student Awards Results: Offer, Accepted, Authorized and Disbursed If disbursed amount is zero

UAccess Student Query Awards Failed query for term by KFS or item type: UA_Dept_Awd_Disb_Fail Covered in EA Training Awards Failed query UA_DEPT_AWD_DISB_FAIL (department level view) Search by item type, by student, KFS, and term

Disbursement Failed Query Results Message Action The student has been assigned a checklist(s) that has not been completed.  Review the student's checklist(s). Contact OSFA or Grad College

Disbursement Failed Query Results Message Action A negative service indicator is preventing the authorization of the award. Review the student's service indicator data. Contact OSFA or Grad College (viewable in UAccess Student)

Disbursement Failed Query Results Message Action Student's Attempted Units (including Remote Units) on the FA Term fall below the minimum for this term. Student is not meeting unit requirement, check enrollment level or contact OSFA

Disbursement Failed Query Results Message Action The "HOLD IF NO ENROLLMENT DATA" Item Type Rule was checked … Student is not enrolled, cancel award

Disbursement Failed Query Results Message Action Student is Over Awarded for Federal awards. Contact OSFA or Grad College

Disbursement Failed Query Results Message Action The Student does not have a valid/Official EFC from the Central Processor. Student needs to fill out FAFSA or Intl Need Calc form (if GRAD)

Disbursement Failed Query Results Message Action Student not meeting Satisfactory Academic Progress. Contact OSFA

Student Services Center UAccess Student Student Services Center Best for single student look-up “One stop shopping” to identify what is preventing disbursement If student owes the University Unapplied aid – seek OSFA/Grad College help UAccess Student – one student in UAccess Student “To review a single student in UAccess Student, log in as Administrative Staff and navigate to Financial Aid > View Financial Aid Status > Need Summary link at the bottom of the page.” (https://financialaid.arizona.edu/faculty-staff/stipends)   External Award Status – (navigate to) View External Awards by Item Type area Manage External Awards page (this text from FA website) “Users who will be entering and/or approving these awards will need to complete the UAccess Student: Financial Aid External Awards for Departments training available through UAccess Learning.”

Additional Resources Register for training class to enter external awards: https://learning.uaccess.arizona.edu/psp/uazelprd/EMPLOYEE/ELM/ c/LM_SS_LEARNING.LM_LEARNING_ITEMS.GBL?LM_CI_ID=1077&L M_ACT_ID=0 Financial Aid FAQs for department users: http://financialaid.arizona.edu/faculty-staff/stipends Awarding Financial Aid from PFDT Set-Aside: http://academicaffairs.arizona.edu/online-handbooks Working with Dashboards, Right Click Menu: http://www2.uits.arizona.edu/sites/default/files/workshops/watt/UA ccess_Analytics_Working_with_Dashboards_Right_Click_Menu.pdf

Disbursement Failed Query Results Message Action The student has been assigned a checklist(s) … Contact OSFA or Grad College A negative service indicator is preventing the authorization … Contact OSFA or Grad College (viewable in UAccess Student) Student's Attempted Units on the FA Term fall below the minimum … Student is not meeting unit requirement, check enrollment level or contact OSFA The "HOLD IF NO ENROLLMENT DATA" Item Type Rule was checked … Student is not enrolled, cancel award Student is Over Awarded for Federal awards. The Student does not have a valid/Official EFC from the Central Processor. Student needs to fill out FAFSA or Intl Need Calc form (if GRAD) Student not meeting Satisfactory Academic Progress. Contact OSFA