Summer Financial Aid A Case Study on How we Manage Summer as a Trailer Jeremy Mayernik Duquesne University

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Duquesne University Pittsburgh, PA Private, Catholic Undergraduate and Graduate Enrollment: Undergraduates 6,074 Graduate students 3,270 Total: 9,344 Approximately 85% of students submit FAFSA

Summer Financial Aid Not fun Comes at a terrible time when we are mostly focusing on prospective Freshmen Manual We only review for Federal Aid eligibility Institutional Aid is limited By “limited”, I mean, non-existent

Summer Aid Application For Students who will be enrolled in the Summer Summer Work Study Application For students who will be enrolled in the Summer, Or student who are not enrolled but will enroll in the following fall We count summer earnings as a resource for the future aid year, which lowers their academic year eligibility

Why a summer aid application? To determine the starting point for a summer budget Use estimated credits on the application to determine Tuition budget This number of estimated credits is entered in ROAUSDF Period-based budget algorithmic rules use this number when budgets are calculated. Institutional Inertia – We’ve always done it this way

Summer Aid Application – First Review 1. Summer Aid App received and scanned/indexed into BDM with Tracking Status ‘V’ 2. Daily Report is emailed to staff to review Summer Aid Applications in the ‘V’ status 3. RRAAREQ – Retrieve and View the Summer aid app 4. ROAUSDF – Enter estimated Summer Credits 5. RBPABUD – Manually update Aid Period in include Summer 6. ROAIMMP – Run Period Budget Grouping for summer term 7. RRAAREQ – Update the tracking status to ‘H’

Summer Aid App – Second Review A report is generated daily and emailed to counselors Summer Aid Apps in the ‘H’ status The report includes the current registration # of credits Priority given to those who are registered for the summer On the report, we also include the student’s academic program We have several mandatory summer programs Helps to prioritize

Final Review of Summer Aid Application 1. RRAAREQ – Retrieve and review the Summer Aid App 2. ROAENRL / ROAUSDF – review the # of credits enrolled vs. anticipated 3. RBAPBUD – review budget / aid period 4. RNIMSxx & RNARSxx – review 12 month EFC. Re-calc if necessary 5. RNANAxx / ROASTAT – Update year in college if necessary 6. RPAAWRD – Review aid: Pell, Stafford Loans, Summer PA State grant 7. RHACOMM – Add Comments 8. ROAMESG – Add message code to notify the student of outcome your review 9. RRAAREQ – update tracking status to ‘R’

ROAMESG’s that we send Eligible for Summer Work Study, with # of hours per week Not eligible for Summer Work Study – based on EFC Can’t determine Summer Aid eligibility – no FAFSA Can’t determine Summer Aid eligibility – did not indicate # of credits to be enrolled Summer Aid application reviewed – Stafford Loan increased to maximum eligibility. Summer Aid application reviewed – Pell Grant Awarded Summer Aid application reviewed – not eligible for need-based options Messages to suggest Parent or Graduate PLUS Loan as a financing option for the summer Message to suggest Alternative Loan as a financing option for the summer (Undergraduate Independent) Summer Aid application reviewed – student will be less than half-time, not eligible

Enhancement to help automate some tasks Population Selection: Select Students Registered for the Summer, but do not have a Summer Aid Period RORPOST / RORBPST – using algorithmic batch-posting, determine the new aid period, and batch post RBRPBGP – Run Budget Grouping for the summer period for this population RNPFMxx – Run EFC calculation to calculate the new 12-month EFC with the new aid period

GLRSLCT – Pop Sel

GLRVRBL – For Pop Sel

RORALGO – To batch post Aid Period SEQUENCE 10 SELECT 'SUM' FROM SPRIDEN WHERE SPRIDEN_PIDM = :PIDM AND SPRIDEN_PIDM NOT IN (SELECT A.RORENRL_PIDM FROM RORENRL A WHERE A.RORENRL_TERM_CODE = '201810' AND A.RORENRL_FINAID_ADJ_HR > 0 AND a.rorenrl_enrr_code = 'STANDARD') AND SPRIDEN_PIDM NOT IN (SELECT B.RORENRL_PIDM FROM RORENRL B WHERE B.RORENRL_TERM_CODE = '201820' AND B.RORENRL_FINAID_ADJ_HR > 0 AND B.rorenrl_enrr_code = 'STANDARD') AND SPRIDEN_PIDM NOT IN (SELECT RPRAWRD_PIDM FROM RPRAWRD WHERE RPRAWRD_AIDY_CODE = :AIDY)

RORALGO - continued Sequence 20 Used as an if/then scenario using CASE SELECT CASE WHEN RORSTAT_APRD_CODE = 'FA/SPR' THEN 'FASPSU' WHEN RORSTAT_APRD_CODE = 'FALL' THEN 'FASU' WHEN RORSTAT_APRD_CODE = 'FASPSU' THEN 'FASPSU' WHEN RORSTAT_APRD_CODE = 'FASU' THEN 'FASU' WHEN RORSTAT_APRD_CODE = 'LFALL' THEN 'LFASU' WHEN RORSTAT_APRD_CODE = 'LFASPR' THEN 'LFSS' WHEN RORSTAT_APRD_CODE = 'LFASU' THEN 'LFASU' WHEN RORSTAT_APRD_CODE = 'LFSS' THEN 'LFSS' WHEN RORSTAT_APRD_CODE = 'LSPRING' THEN 'LSPSU' WHEN RORSTAT_APRD_CODE = 'LSPSU' THEN 'LSPSU' WHEN RORSTAT_APRD_CODE = 'LSUM' THEN 'LSUM' WHEN RORSTAT_APRD_CODE = 'SGFALL' THEN 'SGFASU' WHEN RORSTAT_APRD_CODE = 'SGFASP' THEN 'SGFSS' WHEN RORSTAT_APRD_CODE = 'SGFASU' THEN 'SGFASU' WHEN RORSTAT_APRD_CODE = 'SGFSS' THEN 'SGFSS' WHEN RORSTAT_APRD_CODE = 'SGSPR' THEN 'SGSPSU' WHEN RORSTAT_APRD_CODE = 'SGSPSU' THEN 'SGSPSU' WHEN RORSTAT_APRD_CODE = 'SGSUM' THEN 'SGSUM' WHEN RORSTAT_APRD_CODE = 'SPRING' THEN 'SPSU' WHEN RORSTAT_APRD_CODE = 'SPSU' THEN 'SPSU' WHEN RORSTAT_APRD_CODE = 'SUFALL' THEN 'SUFASU' WHEN RORSTAT_APRD_CODE = 'SUFASP' THEN 'SUFSS' WHEN RORSTAT_APRD_CODE = 'SUFASU' THEN 'SUFASU' WHEN RORSTAT_APRD_CODE = 'SUFSS' THEN 'SUFSS' WHEN RORSTAT_APRD_CODE = 'SUM' THEN 'SUM' WHEN RORSTAT_APRD_CODE = 'SUSPR' THEN 'SUSPSU' WHEN RORSTAT_APRD_CODE = 'SUSPSU' THEN 'SUSPSU' WHEN RORSTAT_APRD_CODE = 'SUSUM' THEN 'SUSUM' ELSE 'FASPSU' END FROM RORSTAT WHERE RORSTAT_PIDM = :PIDM AND RORSTAT_AIDY_CODE = :AIDY RORALGO - continued Sequence 20 Used as an if/then scenario using CASE

Summer PLUS Loan Processing We will receive PLUS Loan applications Some will have a formal Summer aid application, some will not We will wait until the student is registered before processing the PLUS loan app Normally we would wait for a Summer Aid Application, but we make an exception for Summer PLUS Loan Applications We will process the PLUS loan without the summer aid app, as long as the student is registered for the summer

Year-Round Pell Schools have the option to process Pell for the summer out of the “current” aid year, or the “future” aid year At Duquesne, we used the “current” aid year For Summer 2018, which was part of the 1718 year, we processed Pell out of the 1718 aid year With 1 exception We did set up Year Round Pell to process Pell out of 1819 for 1 student

Year Round Pell Set up - RORPRDS

RPROPTS

RPROPTS - continued

ROAINST – Credit Hours Tab

RTVAPRD – Create Pell Aid Period

ROBAPRD

RORTPRD

RFRDEFA

Awarding Summer Pell out of future Aid Year Add Pell Aid Period to ROAPELL for student

Calculate Pell RPAAWRD by using Tools | Pell Calculation

Year Round Pell Observations Since we had the choice, we opted for using current year for the aid year EFC used for the summer Pell grant. Set up for using 1718 or 1819 was manageable. We were able to use 1819 for a student in need of it, but we did it on an exception basis. We did not explore automatically batch-posting the Pell Aid Period to all possible students. We processed Summer Pell manually

Conclusion This is how we do Summer Aid Manual In the middle of doing Freshmen packages We’ve automated some aspects to get the Aid period, Budget, and EFC updated We still use a Summer aid application to obtain an estimate of enrollment We are open to new ideas if you have better workflows!

Open to the Floor Questions Comments Jeremy Mayernik mayernikj@duq.edu

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