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

2. CPE Credits
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3. 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

4. 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

5. 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

6. 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

7. Summer Aid Application – First Review
1. Summer Aid App received and scanned/indexed into BDM with Tracking Status ‘V’
2. Daily Report is ed 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’

8. Summer Aid App – Second Review
A report is generated daily and ed 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

9. 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’

10. 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

11. 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

12. GLRSLCT – Pop Sel

13. GLRVRBL – For Pop Sel

14. 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)

15. 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

16. 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

17. 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

18. Year Round Pell Set up - RORPRDS

19. RPROPTS

20. RPROPTS - continued

21. ROAINST – Credit Hours Tab

22. RTVAPRD – Create Pell Aid Period

23. ROBAPRD

24. RORTPRD

25. RFRDEFA

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

27. Calculate Pell
RPAAWRD by using Tools | Pell Calculation

28. 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

29. 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!

30. Open to the Floor
Questions
Comments
Jeremy Mayernik

31. Thank You
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