1. 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.

2. 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.

3. 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.

4. 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

5. Determining Need

6. 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)

7. 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

8. 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

9. Determining Student Need
Two reasons your student is not on report:
1. International Student
2. No FAFSA
International Need Form on financials aid website

10. Determining Student Need
Other considerations:
International students not included
International Need Form on Financial Aid website
International Need Form on financials aid website

11. 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

13. 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

14. 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

15. Determining Student Need

16. 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

17. 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”

18. 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

19. 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.

20. 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)

21. 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 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

22. 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.

23. 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

24. 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

25. 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

26. 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

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

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

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

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

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

32. 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

33. 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

34. 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)

35. 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

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

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

38. 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)

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

40. 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.” (
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.”

44. Additional Resources
Register for training class to enter external awards: c/LM_SS_LEARNING.LM_LEARNING_ITEMS.GBL?LM_CI_ID=1077&L M_ACT_ID=0
Financial Aid FAQs for department users:
Awarding Financial Aid from PFDT Set-Aside:
Working with Dashboards, Right Click Menu: ccess_Analytics_Working_with_Dashboards_Right_Click_Menu.pdf

45. 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