0.007/15/96 KATHY CAMPER 1.0 INTRODUCTION ------------ THE FINANCIAL AID SUBSYSTEM IS DESIGNED TO STORE, MAINTAIN, AND REPORT FINANCIAL AID INFORMATION. INFORMATION IS ENTERED AND UPDATED USING ONLINE PROGRAMS, AND BATCH PROGRAMS CALCULATE DIS- BURSEMENTS AND GENERATE REPORTS. THE MAJOR OBJECTIVES OF THIS SYSTEM ARE: 1. TO PROVIDE THE FINANCIAL AID OFFICE WITH COMPREHENSIVE FINAN- CIAL AID DATA AND PERFORM ROUTINE AWARDING AND DISBURSING CALCULATIONS, THUS GIVING THE FINANCIAL AID OFFICE PERSONNEL TIME TO PROVIDE QUALITY SERVICE TO STUDENTS. 2. TO PROVIDE AUTOMATED TUITION/FEES CHARGING AND DISBURSEMENTS WHILE PREVENTING OVER-DISBURSEMENT OF FUNDS. 3. TO PROVIDE INFORMATIVE AND TIMELY FINANCIAL AID REPORTS. 4. TO COLLECT THE DATA ELEMENTS NECESSARY TO: A. CREATE CASH DISBURSEMENT TRANSACTIONS FOR SUBSEQUENT SUB- MISSION TO THE FRS SYSTEM FOR CHECKS GENERATED AT THE COLLEGE. B. PROVIDE A DISBURSEMENT TRANSMITTAL FOR REQUESTING STATE FUNDED STUDENT AID CHECKS. C. CREATE AND SUBMIT THE T1, T2, AND T3 CARD IMAGES USED AS INPUT TO THE FARS SYSTEM ON THE VCCS HOST COMPUTING SYSTEM. D. PARTICIPATE IN TAPE EXCHANGE WITH PELL AND/OR CSS. E. PERFORM TRACKING OF FINANCIAL AID APPLICANTS AND VALIDATION REQUIREMENTS FOR PELL AND ALSO FOR OTHER AID PROGRAMS IF FEDERAL/STATE REGULATIONS REQUIRE THIS. F. PRINT AUTOMATED FINANCIAL AID TRANSCRIPTS AND MASTER CARDS. THE SYSTEM HAS BEEN DESIGNED TO ALLOW IMPLEMENTING COLLEGES TO USE ONLY AS MANY FEATURES OF THE SYSTEM AS THEY DESIRE, OR TO "PHASE" INTO THE FULL SYSTEM AT THEIR OWN SPEED. FOR EXAMPLE, THE COLLEGE MAY CHOOSE TO DO AS LITTLE AS INDICATING WHO THEIR FINANCIAL AID RECIPIENTS ARE BY ENTERING WHICH PROGRAM(S) THE STUDENT IS ELIGIBLE FOR VIA SCREEN PROGRAMS TO THEN SELECT THESE STUDENTS ON COURSE LISTINGS. CONVERSELY, THE COLLEGE MAY DESIRE TO GO AS FAR AS HAVING ALL FINANCIAL AID INFORMATION ENTERED USING THE SCREEN PROGRAMS, GENERATE COMPUTER AWARDS AND DISBURSEMENTS, AUTOMATICALLY RECORD TUITION CHARGES IN THE RECEIVABLES SYSTEM, AND AUTOMATICALLY GENERATE THE DATA CARD IMAGES FOR INPUT TO THE VCCS FARS SYSTEM. WITH THE BEGINNING OF THE 1990-91 FINANCIAL AID YEAR ENHANCEMENTS TO INCORPORATE DISBURSEMENT CAPABILITIES FOR SEOG AND CSAP HAVE BEEN IMPLEMENTED FOR MANY OF THE SIS COLLEGES. REFERENCES TO 'PELL GRANT' REPORTS AND DISBURSEMENT FUNCTIONS HAVE BEEN CHANGED TO 'FINANCIAL AID', INDICATIVE THAT THESE PROCESSES APPLY TO SEOG AND CSAP RECIPIENTS AS WELL. CERTAIN DIFFERENCES ARE APPROPRIATE TO EACH FINANCIAL AID PROGRAM AND ARE REFERENCED BY THE SPECIFIC PROGRAM TYPE. FOR USE IN 1993-94 AND FUTURE YEARS, THE SYSTEM WAS AGAIN ENHANCED TO INCORPORATE ALL LOANS, GRANT, AND SCHOLARSHIPS IN THE TUITION CHARGING AND CHECK WRITING PROCESSES. THE COLLEGES CAN CHOOSE TO USE THESE FUNCTIONS ON AN INDIVIDUAL PROGRAM BASIS; IN SOME CASES THEY MAY WANT TO CONTINUE RECORDING ONLY AN ANNUAL AMOUNT RECEIVED. THE ADDITION OF AUTOMATIC LOGGING OF SIS-GENERATED STUDENT AID DISBURSEMENTS ELIMINATES THE NEED FOR DOUBLE ENTRY OF DISBURSEMENTS INTO BOTH SIS AND FRS. FINALLY, THE ABILITY TO PRINT A TRANSMITTAL LIST OF STUDENTS DUE TO RECEIVE STATE AID FUNDS PROVIDES FASTER AND MORE ACCURATE SERVICE. 2.0 SYSTEM NARRATIVE ---------------- ENTERING PRELIMINARY CONTROL INFORMATION: ---------------------------------------- THE FINANCIAL AID OFFICE MUST PREPARE FOR EACH FINANCIAL AID YEAR BY ESTABLISHING THE 'CONTROL' DATA FOR ALL FINANCIAL AID PROGRAMS USING THE FIN025, FIN026, AND FIN030 PROGRAMS. USERS MUST INDI- CATE IF CHARGES AND CHECK DISBURSEMENTS ARE TO BE AUTOMATED, THE MAXIMUM PER STUDENT AWARD FOR THE YEAR, THE TERMS FOR THE FINANCIAL AID YEAR, AND THE METHOD AND CONTROL AMOUNTS FOR CALCULATING THE TERM-BASED AWARDS, FOR ALL AID PROGRAMS. IN ADDITION, FOR PELL GRANT, THE CURRENT YEAR PAYMENT SCHEDULE MUST BE ENTERED USING FIN030. SENDING INFORMATION TO POTENTIAL AID APPLICANTS: ----------------------------------------------- WHEN A STUDENT APPLIES FOR ADMISSION TO THE COLLEGE, HE (SHE) MAY CHECK A BOX ON THE APPLICATION FOR ADMISSION FORM THAT INDICATES HE IS INTERESTED IN RECEIVING FINANCIAL AID INFORMATION. THE ADMISSIONS OFFICE WILL THEN ENTER A "1" INTO THE CORRESPONDING FIELD VIA THE APPLICATION SCREEN PROGRAM, REG070. THIS FIELD IS CONTAINED IN THE STUDENT MASTER RECORD, AND IS USED AS A SELECTION FIELD FOR PRINTING MAILING LABELS USED TO SEND THE FINANCIAL AID INFORMATION TO THE INTERESTED STUDENTS. THIS PROCEDURE, FIN320, CAN BE RUN AS OFTEN AS NEEDED, AS IT UPDATES THE FINANCIAL AID INFORMATION FIELD TO A "2", INDICATING THE INFORMATION HAS BEEN MAILED. THUS NO STUDENT WILL BE SELECTED TWICE. ENTERING AID DATA FOR INDIVIDUAL STUDENTS: ----------------------------------------- WHEN THE STUDENT'S COMPLETED FINANCIAL AID APPLICATION IS RECEIVED IN THE FINANCIAL AID OFFICE, A FILE IS STARTED FOR THE STUDENT. WHEN THE FINANCIAL AID OFFICE HAS RECEIVED ALL SUPPORT PAPERWORK THAT IS NECESSARY TO CONSIDER THE STUDENT ELIGIBLE FOR AID AWARDS, THE STUDENT'S FINANCIAL AID MASTER RECORD INFORMATION IS ENTERED WITH THE FIN005 SCREEN PROGRAM. OF COURSE, THE STUDENT MUST HAVE FIRST BEEN ACCEPTED FOR ADMISSION AT THE COLLEGE; THE FINANCIAL AID OFFICE VERIFIES THIS BY USING THE STUDENT INQUIRY SCREEN, REG040. THE FIN005 PROGRAM ALSO CHECKS THE STUDENT DATA BASE TO ENSURE THE STUDENT HAS BEEN ADMITTED TO THE COLLEGE BEFORE ALLOWING THE AID DATA TO BE ENTERED. THE FINANCIAL AID MASTER RECORD CONTAINS THE GENERAL INFORMATION THAT THE STUDENT USED WHEN HE APPLIED FOR FINANCIAL AID, SUCH AS DEPENDENCY STATUS, LIVING ARRANGEMENTS, INCOME INFORMATION, FINANCIAL NEED INFORMATION, STUDENT/FAMILY CONTRIBUTION AMOUNTS, AND OTHER DATA USED BY THE AID OFFICE AND FEDERAL/STATE AGENCIES TO DETERMINE ELIGIBILITY FOR FINANCIAL AID. RECORDING AWARDS: ---------------- ONCE THE FINANCIAL AID MASTER RECORD INFORMATION FOR STUDENTS HAS BEEN ENTERED, THE AWARDS FROM VARIOUS FINANCIAL AID PROGRAMS CAN BE MADE. PELL GRANT AWARDS ARE AUTOMATICALLY CREATED WHEN THE PELL ELIGIBILITY INDEX AND BUDGET CODE ARE ENTERED USING FIN010. AWARDS FROM OTHER AID PROGRAMS MAY ALSO BE MADE USING THIS SCREEN. THE AWARD PACKAGING PROGRAM, FIN300, IS A BATCH PROGRAM WHICH CAN MAKE SEOG, CSAP, AND FEDERAL OR INSTITUTIONAL CWSP AWARDS. THE PROGRAM DETERMINES THE AMOUNTS TO BE AWARDED TO THE STUDENTS FROM VARIOUS FINANCIAL AID PROGRAMS AND PRODUCES A REPORT SHOWING THE AMOUNTS TO BE AWARDED TO EACH STUDENT FROM EACH PROGRAM THAT HE IS ELIGIBLE FOR. THE PROGRAM CAN BE RUN OVER AND OVER, CHANGING THE INPUT PARAMETERS UNTIL THE AID OFFICER IS SATISFIED WITH THE AMOUNTS AWARDED. THEN THE UPDATE OPTION CAN BE USED TO POST THE AWARD AMOUNTS INTO THE STUDENTS' AWARD RECORDS. INDIVIDUAL STUDENT AWARDS CAN BE MODIFIED AND ADDITIONAL FINANCIAL AID SUCH AS LOANS, GRANTS, AND SCHOLARSHIPS CAN BE RECORDED USING THE FIN010 SCREEN. FOR ALL FINANCIAL AID AWARDS THAT ARE SET UP TO ALLOW TERM-BASED AWARDS, TUITION/FEES CHARGING AND/OR CHECK WRITING, THE TERM TOTAL SEGMENTS ARE CREATED WITH THE APPROPRIATE MAXIMUM TERM AWARD AMOUNTS. IN ORDER FOR PELL GRANT AWARDS TO BE CALCULATED BY THE PELL GRANT CALCULATION SUBPROGRAM FIN331S, THE PELL PAYMENT SCHEDULE FOR THE ACADEMIC YEAR MUST BE BUILT IN THE CONTROL DATA BASE. THE PAYMENT SCHEDULE INFORMATION CAN BE ENTERED VIA THE FIN030 PROGRAM. THE SCREEN ALLOWS ADDITION AND DELETION OF FULL, 3/4, HALF AND LESS 1/2 YEARLY AWARD AMOUNTS FOR UP TO 40 INDEX GROUPS AS SEEN IN THE PELL SCHEDULE, AND UP TO 20 BUDGET CODES. FIN715 CAN BE USED TO PRINT OFF THE PELL SCHEDULE AFTER IT HAS BEEN ENTERED. PELL ANNUAL AWARDS ARE USUALLY THE DIRECT RESULT OF MATCHING THE PELL BUDGET CODE AND ELIGIBILITY INDEX AGAINST THE PELL GRANT PAYMENT SCHEDULE. HOWEVER, THERE ARE CIRCUMSTANCES WHEREBY A STUDENT MAY NOT BE ELIGIBLE FOR THE ENTIRE ANNUAL AWARD AMOUNT. FOR INSTANCE, THE STUDENT MIGHT HAVE ATTENDED ANOTHER COLLEGE FOR HALF OF THE ACADEMIC YEAR, AND RECEIVED PELL FUNDS DURING THIS TIME. HE WOULD ONLY BE ELIGIBLE FOR HALF OF THE ANNUAL PELL AWARD AT THE CURRENT COLLEGE. AN AWARD PERCENT FIELD HAS BEEN INCLUDED TO FACILITATE THIS. IN THE EXAMPLE USED, THE AID OFFICER WOULD ENTER 50 IN THE AWARD PERCENT FIELD, AND THE ANNUAL AWARD FOR THE BUDGET CODE AND INDEX WOULD THEN BE REDUCED BY HALF WHEN THE PELL AWARD SEGMENT WAS CREATED. ONCE THE INITIAL AWARDS HAVE BEEN MADE, THE REMAINING NEED REPORT, FIN675, CAN BE RUN TO IDENTIFY STUDENTS WHOSE AWARDS DO NOT MEET THEIR FINANCIAL NEED IN ORDER TO AWARD MORE AID, IF POSSIBLE. IF THE COLLEGE FINDS THAT ADDITIONAL SEOG, WORK STUDY, OR CSAP FUNDS ARE AVAILABLE, AND WISHES TO INCREASE EXISTING RECIPIENTS AWARDS, FIN397 CAN ACCOMPLISH THIS. IT'S FUNCTION IS TO FIND STUDENTS WITH AWARDS FROM THE PROGRAMS BEING INCREASED, AND UPDATE THEIR AWARD SEGMENTS WITH NEW AMOUNTS FROM A USER-SUPPLIED TABLE. NOTIFYING STUDENTS OF AWARD ELIGIBILITY: --------------------------------------- ONCE THE AWARD AMOUNTS ARE SET, THE AWARD NOTIFICATION LETTERS PROGRAM FIN310 CAN BE RUN. THIS PROGRAM PRODUCES LETTERS, THE TEXT OF WHICH CAN BE DETERMINED BY EACH COLLEGE, THAT INFORM THE STUDENT OF THE AMOUNTS THEY ARE ELIGIBLE TO RECEIVE FROM THE VARIOUS AID PROGRAMS. THE STUDENT MUST INDICATE ON THE LETTER WHICH AWARDS, IF ANY, HE WILL ACCEPT AND RETURN THE LETTER TO THE FINANCIAL AID OFFICE BY THE DATE LISTED ON THE LETTER. ANY AWARDS NOT ACCEPTED (EXPLICITLY BY NOTING ON THE LETTER, OR IMPLICITLY BY NOT REPLYING WITHIN THE ALLOTTED TIME) CAN THEN BE REMOVED FROM THE STUDENT'S AWARD RECORDS AND REALLOCATED TO OTHER ELIGIBLE STUDENTS. STUDENTS ACCEPTING CSAP AWARDS ARE THEN NOMINATED TO SCHEV. FIN315 IS A BATCH PROGRAM WHICH WILL PRODUCE THE NOMINATIONS LIST TO AID THIS PROCESS, AND UPDATE THE CSAP NOMINATION FLAG AND DATE. IN ADDITION THE PROGRAM BUILDS A FILE ACCORDING TO SCHEV SPECIFICATIONS THAT CAN BE SENT DIRECTLY TO THEM VIA BITNET. THE PROGRAM DOCUMENTATION PROVIDES DETAIL ON HOW TO SUBMIT THE FILE. MONITORING ENROLLMENT, AID STATUS, PROGRESS: ------------------------------------------- WHEN REGISTRATION FOR A TERM HAS BEGUN, THE FINANCIAL AID OFFICE BEGINS MONITORING THE ENROLLMENT STATUS OF ITS AID STUDENTS BY RUNNING VARIOUS BATCH PROGRAMS. FIN570 WILL PRODUCE COURSE LISTING REPORTS WHICH SHOW ALL CLASSES FOR WHICH THE SELECTED STUDENTS ARE REGISTERED. AN OPTIONAL FEATURE OF THIS PROGRAM WILL PRODUCE A LIST AND/OR LABELS FOR AID STUDENTS WHO ARE ENROLLED FOR LESS THAN SIX CREDIT HOURS. MANY AID PROGRAMS WILL NOT PAY STUDENTS WHO ARE NOT ENROLLED AT LEAST HALF TIME, AND THE LIST/LABELS ALLOWS THE AID OFFICER TO DETERMINE WHO THE STUDENTS ARE, AND CONTACT THEM TO LET THEM KNOW THAT THEY MAY NOT RECEIVE AID MONEY IF THEY DO NOT ENROLL FOR MORE CREDIT HOURS. ANOTHER BATCH REPORT, FIN630, WILL PRODUCE LISTS/LABELS FOR STUDENTS WHO ARE ELIGIBLE FOR AID AND NOT ENROLLED IN THE TERM AT ALL. THE FINANCIAL AID MISSING DOCUMENTS LIST, PROGRAM FIN680, WILL LIST STUDENTS WHO ARE CODED AS FINANCIAL AID RECIPIENTS BUT ARE NOT RECORDED AS HAVING TURNED IN REQUIRED SUP- PORT PAPERWORK (FIN AID TRANSCRIPTS, ETC.). THIS LIST ALLOWS THE AID OFFICER TO IDENTIFY AND CONTACT THESE STUDENTS SO THAT THE REQUIRED DOCUMENTS CAN BE OBTAINED, THUS PROTECTING THE STUDENTS' ELIGIBILITY FOR AID. THE CHANGE IN STATUS BY TERM REPORT, FIN720, TRACKS FINANCIAL AID STUDENTS WHO HAVE CHANGED STATUS FROM THE PREVIOUS TERM. THIS REPORT LISTS STUDENTS WHOSE CHANGE IN ENROLLMENT WILL AFFECT THEIR AWARD. FOR EXAMPLE, A STUDENT THAT WAS ENROLLED FOR 12 CREDITS (FULLTIME) IN FALL, IS ENROLLED FOR 9 CREDITS (3/4 TIME) IN WINTER, WOULD BE CONSIDERED TO HAVE A CHANGE IN STATUS. SOME COLLEGES REQUIRE VERIFICATION OF CLASS ATTENDANCE AS A CONDITION FOR RECEIVING FINANCIAL AID. FIN392 IS A BATCH PROGRAM WHICH WILL PRINT CLASS ATTENDANCE VERIFICATION FORMS AND LABELS. THE FORM LISTS EACH OF THE STUDENT'S CLASSES FOR THE TERM AND PRINTS A LINE FOR THE INSTRUCTOR'S SIGNATURE, WHICH THEN CERTIFIES THAT THE STUDENT DID ATTEND THE CLASS. THE TEXT OF THE FORM MAY BE ALTERED TO REFLECT INDIVIDUAL COLLEGE POLICY. IN ADDITION TO THESE PROGRAMS, SEVERAL MORE ARE AVAILABLE TO TRACK STUDENTS CHANGES IN ENROLLMENT STATUS WITHIN A TERM, THOSE TAKING CERTAIN TYPES OF COURSES, ANS SIMILAR FUNCTIONS. THERE ARE ALSO PROGRAMS WHICH CAN TRACK STUDENTS TO SEE IF THEY ARE MEETING THE INSTITUTION'S STANDARDS OF SATISFACTORY PROGRESS. THESE PROGRAMS ARE FIN760 - SATISFACTORY PROGRESS REPORT, FIN770 - DEVELOPMENTAL STUDIES MONITORING REPORT. BOTH CAN BE TAILORED BY EACH COLLEGE TO MEET THEIR SPECIFIC CRITERIA. DURING THE COURSE OF THE TERM, THE FINANCIAL AID OFFICE CAN MONITOR THE ACADEMIC AND ENROLLMENT PROGRESS OF THE STUDENTS BY RUNNING VARIOUS BATCH PROGRAMS. FINANCIAL AID COURSE LISTS, FINANCIAL AID DISBURSEMENT REPORT, ATTENDANCE VERIFICATION FORMS, CHANGE IN STATUS REPORTS, AND SATISFACTORY PROGRESS REPORTS ARE SOME OF THESE. SOME OTHER SIS PROGRAMS AVAILABLE TO HELP THE AID OFFICE INCLUDE: STUDENT FULL-PAGE PROFILES, REG550, WHICH SHOWS A COMPLETE PICTURE OF ALL COURSES THE STUDENT HAS TAKEN AT THE COLLEGE, ANY RECOMMENDED DEVELOPMENTAL STUDIES COURSES, AND ANY ADVANCED STANDING THE STUDENT MAY HAVE; REG861, STUDENT SUMMARY REPORTS, WHICH PRODUCES VARIOUS STATISTICAL BREAKDOWNS OF A SELECTED GROUP OF STUDENTS (I.E., FIN AID) SUCH AS BREAKDOWN BY RACE AND SEX, JURISDICTION, ETC.; FIN730, INCOME DISTRIBUTION SUMMARY, WHICH SHOWS THE INCOME DISTRIBUTION OF THE FINANCIAL AID STUDENTS; AND FIN670, UNAUTHORIZED STUDENTS WITH TUITION CHARGED TO PELL, SEOG AND CSAP PROVIDES A LIST OF STUDENTS WHO HAVE TUITION/FEE CHARGES TO EACH ACCOUNT BUT ARE NOT CODED AS ELIGIBLE FOR FINANCIAL AID. ANOTHER USEFUL REPORT FOR THE BUSINESS OR ACCOUNTING OFFICE IS THE CUMULATIVE DISBURSEMENT REGISTER, FIN750. IT SHOWS ACCOUNT DETAIL AND CHECK DATA FOR PELL, SEOG AND CSAP STUDENTS FOR ALL TERMS OF THE ACADEMIC YEAR IN ONE REPORT. FOR A SUMMARY BY TERM FOR DISBURSEMENTS, FIN765 IS AVAILABLE. IT SHOWS A SUMMARY BY TERM OF DISBURSEMENTS MADE FOR PELL, SEOG, LOANS, GRANTS AND CSAP. CHARGING TUITION, ISSUING BALANCE CHECKS, MONITORING AWARD AMOUNTS: ------------------------------------------------------------------ FIN369, FINANCIAL AID DISBURSMENT REPORT, GIVES A COMPREHENSIVE SUMMARY OF FINANCIAL AID RECIPIENTS' STATUS FOR THE TERM, INCLUDING ENROLLED CREDITS, TUITION/FEES PAYMENT AND REMAINING TUITION/FEES INFORMATION. STUDENT DEMOGRAPHIC DATA SUCH AS NAME, ADDRESS, PHONE NUMBER, JURISDICTION, ACADEMIC STATUS AND ALL TERM-RELATED AWARD ADJUSTMENTS, AND DISBURSEMENTS FOR ALL SPECIFIED AIT PROGRAMS ARE PRINTED AS APPROPRIATE. THE REPORT ALSO SHOWS WHAT HAS BEEN USED FROM EACH AWARD IN PREVIOUS TERMS AND THE REMAINING YEARLY AMOUNT. THE CALCULATIONS OF AWARD AMOUNTS FOR PELL GRANT ARE DETERMINED BY THE PELL GRANT SUBPROGRAM, FIN331S; FOR SEOG BY FIN341S AND CSAP BY FIN351S. FOR ALL OTHER GRANTS/SCHOLARSHIPS AND LOANS, FIN361S PERFORMS THE NECESSARY CALCULATIONS. FIN321S CALCULATES ALL TUITION/FEES CHARGED, PAID BY ALL FINANCIAL AID AND/OR OTHER SOURCES, AND ANY NET TUITION/FEES. THE ACCOUNTS RECEIVABLE SUBPROGRAM REC531S IS CALLED TO ASSIST IN THE PROCESS. AN OPTION CAN BE USED TO "FREEZE" CERTAIN PELL GRANT DATA FOR THE TERM. THE "PRELIMINARY WITH UPDATE" OPTION IS USED TO CAPTURE THE BUDGET CODES, INDEXES, AND TERM AWARDS FOR ALL ELIGIBLE STUDENTS AT A SPECIFIC POINT IN TIME. THIS MAY BE DONE AT ANY TIME, BUT SHOULD SCHEDULED AT A TIME WHEN ENROLLMENT STATUS HAS STABILIZED. THE PROGRAM CREATES THE INITIAL PELLQTOT SEGMENTS. FROM THEN ON, THE BUDGET CODES AND INDEXES FROM THESE SEGMENTS ARE USED WHEN PROGRAMS ARE PROCESSING THAT TERM. THIS ALLOWS THE UPDATING OF THE BUDGET CODE OR INDEX IN THE YEARLY PELL AWARD SEGMENT WITHOUT AFFECTING CALCULATIONS FOR ALREADY PROCESSED TERMS. THE "FINAL" OPTION THEN UPDATES THE TOTAL SEGMENTS WITH THE ACTUAL AMOUNTS CHARGED FOR TUITION AND FEES AND DISBURSED BY CHECKS TO THE STUDENTS FOR ALL AID PROGRAMS. PARMCARD OPTIONS PROVIDE THE MEANS FOR USERS TO SELECT ANY COMBINATION OF AID PROGRAMS TO BE REPORTED. SEPARATE TOTALS ARE GENERATED FOR EACH TYPE. THE PELL GRANT DETAIL DATA SCREEN, FIN015, SHOWS THE STATUS OF AN INDIVIDUAL PELL GRANT STUDENT FOR A GIVEN TERM. IT SHOWS MUCH OF THE SAME INFORMATION AS THE FIN369 REPORT, AND ALSO IS USED TO ENTER ADJUSTMENTS AGAINST THE PELL AWARD. THESE ADJUSTMENTS MAY BE POSITIVE (INCREASING THE TERM AWARD) OR NEGATIVE (DECREASING THE TERM AWARD). SINCE THE PROGRAM GETS ALL TOTALS FROM THE FIN331S CALCUATION PROGRAM, AND USES UP-T0-THE-MINUTE INFORMATION ON ENROLLMENT AND AWARD DATA, IT IS VERY USEFUL IN HANDLING PHONE INQUIRIES FROM STUDENTS ON THE STATUS OF THEIR PELL AWARD. THE SEOG UPDATE, FIN040 PROVIDES THE SAME LEVEL OF DETAIL DATA FOR SEOG RECIPIENTS AS THE FIN369. THE STUDENT'S MAXIMUM TERM AWARD CAN BE UPDATED FROM THIS SCREEN WHEN IT IS DESIRABLE TO INCREASE/DECREASE AN ANNUAL AWARD AND LEAVE THE PRIOR OR FUTURE TERM AWARDS INTACT. THE PROGRAM COMBINES ALL TERM AWARD AMOUNTS TO UPDATE THE ANNUAL AWARD. ENROLLMENT-BASED AWARDS, ADJUSTMENTS TUITION/FEE CHARGES AND DISBURSEMENTS ARE SHOWN AS WELL AS, THE YEAR-TO-DATE INFORMATION. ADJUSTMENTS AGAINST THE SEOG BASE AWARD ARE ENTERED ON THIS SCREEN ALSO. THE CSAP UPDATE, FIN050 FUNCTIONS IN AN IDENTICAL MANNER AS FIN040 IN CONTROLLING THE INQUIRIES, AWARDS AND ADJUSTMENTS NECESSARY TO ADMINISTER CSAP. IT USES THE CORRESPONDING SUBPROGRAM FIN351S TO HANDLE THE CALCULATIONS. ALL OTHER LOANS, SCHOLARSHIPS AND GRANTS CAN BE REVIEWED AND/OR UPDATED BY USING FIN070, WHICH IS SIMILAR IN FUNCTION AND DESIGN TO THE FIN040 AND FIN050 PROGRAMS. IT USES THE CORRESPONDING SUBPROGRAM FIN361S TO HANDLE THE CALCULATIONS. TO CHARGE TUITION TO THE VARIOUS FINANCIAL AID PROGRAMS, THERE ARE TWO PROGRAMS AVAILABLE. A BATCH PROGRAM, FIN395, WILL CHARGE TUITION/FEES TO SPECIFIED AID PROGRAMS AND PRODUCE R&I FORMS. THE COLLEGE COULD ACCOMPLISH THE SAME THING BY PRODUCING R&I'S FOR THE STUDENTS INDIVIDUALLY BY USING THE REC040 R&I PROGRAM. THIS ONLINE PROGRAM HAS AN AUTOMATIC-PAY FEATURE WHICH ALLOWS THE TERMINAL OPERATOR TO CHARGE TUITION/FEES TO THE STUDENT'S AWARDS WITH MINIMAL KEYSTROKES. A "PECKING ORDER" CAN BE SUPPLIED TO DETERMINE THE ORDER IN WHICH FUNDS ARE USED. ONCE TUITION/FEES HAVE BEEN CHARGED, ANY REMAINING AWARD BALANCES CAN BE DISBURSED TO STUDENTS. A BATCH PROGRAM, FIN372, CAN PROVIDE THESE CHECKS. OPTIONS AND INPUT PARAMETERS DETERMINE WHICH AID PROGRAMS ARE TO BE INCLUDED IN THE CHECK, AND IN WHAT ORDER. THE DISBURSEMENTS ARE RECORDED IN THE DATA BASE. IN THE CASE OF STATE FUND PROGRAMS (I.E., VCCS,ETC.), CHECK WILL NOT BE PRINTED, BUT A TRANSMITTAL WILL BE PRINTED TO FACILITATE REQUESTING THESE CHECKS FROM THE COMMONWEALTH. IN ADDITION, IF THE COLLEGE DOES NOT WISH TO DISBURSE ALL REMAINING FUNDS, BUT DOES WANT TO SUPPLY THE AID STUDENTS WITH MONEY WITH WHICH TO PURCHASE BOOKS AND SUPPLIES, THE AMOUNTS OF THE CHECKS CAN BE LIMITED TO SPECIFIED DOLLAR DOLLAR AMOUNTS FOR FULL-TIME, 3/4-TIME, AND HALF-TIME STUDENTS. IF MULTIPLE AID SOURCES ARE USED FOR THE LIMIT CHECKS, A "PECKING ORDER" IS USED TO DETERMINE THE ORDER IN WHICH FUNDS ARE DEPLETED. IF TUITION/FEES HAVE NOT YET BEEN CHARGED, AN OPTION EXISTS TO WITHHOLD AMOUNTS EQUAL TO THE OUTSTANDING TUITION/FEES DUE BEFORE THE CHECK AMOUNTS ARE CALCULATED. THIS ENSURES THAT FUNDS WILL BE AVAILABLE FOR COVERING THE TUITION/FEES OWED BY THE STUDENT. BOOKSTORE CHARGES ARE NOT CURRENTLY ACCOMODATED IN THE SYSTEM, BUT THE ABILITY TO LIMIT THE CHECK AMOUNTS SHOULD PROVE TO BE AN ACCEPTABLE, IF NOT PREFERABLE, SUBSTITUTE. A REGISTER OF CHECKS WRITTEN TO STUDENTS AND THE AMOUNTS OF THE CHECKS CAN BE OBTAINED BY RUNNING FIN710. IF THE COLLEGE NEEDS TO ISSUE MANUAL (NON-SIS GENERATED) CHECKS, THEY MAY ENTER MANUAL DISBURSEMENTS INTO THE DISBURSEMENT RECORDS BY USING THE FINANCIAL AID CHECK UPDATE/INQUIRY PROGRAM, FIN020. THIS SCREEN IS ALSO USED TO RECORD THE VOIDING OF A COMPUTER OR MANUALLY-GENERATED CHECK BOTH FOR AUDIT AND CALCULATION PURPOSES. IF ALL DISBURSEMENT TRANSACTIONS ARE NOT ENTERED INTO THE SYSTEM, THE CALCULATION SUBPROGRAM WILL NOT PERFORM CORRECTLY, SINCE IT DEPENDS ON THE INFORMATION IN THE AWARD ADJUSTMENT, DISBURSEMENT, AND ACCOUNTS RECEIVABLE DETAIL TO CALCULATE REMAINING AWARD. THE FIN020 SCREEN MAY ALSO BE USED TO RECORD A STUDENT'S REPAYMENT OF OVER-DISBURSED AWARD FUNDS. WHEN A STUDENT HAS RECEIVED TOO MUCH AWARD MONEY IN A GIVEN TERM (THIS MAY BE DUE TO VARIOUS REASONS SUCH AS DROPPING CLASSES, WITHDRAWING FROM COLLEGE, CHANGE IN DEPENDENCY STATUS, ETC.), HE IS THEN SUPPOSED TO REPAY THIS AMOUNT. THIS REPAYMENT CAN BE ACCOMPLISHED BY MAKING AWARD ADJUSTMENTS TO REDUCE A FUTURE TERM'S AWARD AMOUNT OR BY HAVING THE STUDENT REPAY THE AMOUNT DUE. IF A REPAYMENT IS RECORDED BY ENTERING IT USING FIN020, THE CALCULATION SUBPROGRAM WILL TREAT THIS REPAYMENT AMOUNT IN THE SAME MANNER AS A VOID CHECK. THIS HAS THE EFFECT OF OF "WASHING OUT" THE OVER-DISBURSEMENT IN THE TERM IN WHICH IT OCCURRED. IF A FUTURE TERM'S AWARD IS ADJUSTED BY ENTERING A NEGATIVE ADJUSTMENT FOR THE AMOUNT OF THE OVER-DISBURSEMENT, THE ORIGINAL TERM WILL STILL SHOW AN OVER-DISBURSEMENT, BUT THE TOTAL YEARLY AWARD DISBURSED WILL BE CORRECT. FOR CHECKS GENERATED BY FIN372 OR ENTERED VIA FIN020, LOG RECORDS CAN BE CREATED FOR LATER FORMATTING AND TRANSMISSION TO THE VCCS FRS SYSTEM. THE LOGGING OF DISBURSEMENT DATA IS TRIGGERED BY SETTING A FLAG WHEN ENTERING THE FINANCIAL AID YEAR CONTROL DATA WITH FIN025. THE BATCH PROGRAM, FIN352, READS THE LOG RECORDS, AND CREATES FRS CASH DISBURSEMENT TRANSACTIONS WHICH ARE THEN TRANS- MITTED TO THE VCCS HOST COMPUTER FOR PROCESSING BY FRS. UPDATING DATA IN "CLOSED" TERMS: ------------------------------- IT IS SOMETIMES NECESSARY TO UPDATE A STUDENT'S FINANCIAL AID RECORD AFTER THE TERM IS OFFICIALLY CLOSED AND THE DATA 'FROZEN' ON THE TERM SEGMENTS. AN ONLINE PROGRAM FIN060 AND IT'S COMPANION BATCH REPORT FIN360 ARE USED TO PROVIDE THE UPDATE AND AUDIT REQUIREMENTS. FOR EXAMPLE, A STUDENT WHO RECEIVES AN OVERPAYMENT BEGINS TO REPAY THE COLLEGE AFTER THE TERM IS FINALIZED. THE RE- PAYMENT IS INPUT ON FIN020, BUT SINCE THE TERM IS CLOSED, IT'S EFFECT IS NOT IMMEDIATELY REALISED IN THE SYSTEM. THE USER CAN GO TO FIN060 AND INPUT THE TERM AND FINANCIAL AID TYPE TO VIEW THE CURRENT 'FROZEN' TERM DATA. BY ELECTING TO RECALCULATE USING ALL THE DATA NOW AVAILABLE (THE REPAYMENT), THE RECORD IS UPDATED AND THE SYSTEM REFLECTS THE REPAYMENT. AT THE SAME TIME A LOG RECORD IS GENERATED AND BY RUNNING FIN360 THE USER WILL HAVE AN UPDATED ACCOUNT FOR THE STUDENT, TO SUPPLEMENT THE FIN369 FINAL FOR THE TERM. THE REPORTS HAVE AN IDENTICAL FORMAT. "HOLDING" AWARDS: ---------------- IF FOR ANY REASON THE FINANCIAL AID OFFICER WISHES TO PLACE A STUDENT ON FINANCIAL AID WARNING OR SUSPENSION (I.E., UNSATIS- FACTORY PROGRESS, ETC.), THE FIN005 SCREEN IS USED TO INDICATE THIS. THEN A BATCH PROGRAM, FIN740, CAN BE USED TO GET LISTS AND LABELS OF THE STUDENTS SO THAT THEY CAN BE INFORMED OF THEIR FINANCIAL AID STATUS. IN ADDITION, IF REQUIRED, STUDENTS' ACADEMIC STATUS CAN AFFECT THE CALCULATION OF TERM AWARDS. FOR PELL, SEOG, AND CSAP, AND OPTIONALLY FOR ALL OTHER AID PROGRAMS, IF THE STUDENT HAS BEEN PLACED ON ACADEMIC SUSPENSION OR DISMISSAL IN HIS LAST GRADING TERM, AWARDS WILL NOT BE CALCULATED. AND, IF INDICATED BY THE CONTROL DATA, STUDENTS ENROLLED IN SPECIFIED INELIGIBLE CURRICULUMS CAN BE EXCLUDED FROM CERTAIN AID PROGRAMS, OR BE RESTRICTED FROM RECEIVING BALANCE CHECKS. INQUIRY-ONLY CAPABILITIES: ------------------------- THE DATA WHICH IS ENTERED/UPDATED WITH THE FIN005 (MASTER DATA), FIN010 (AWARD DATA), FIN015 (PELL DETAIL DATA), FIN040 (SEOG) AND FIN050 (CSAP) UPDATE PROGRAMS CAN ALSO BE VIEWED USING INQUIRY ONLY SCREENS FIN105, FIN110, FIN115, FIN140 AND FIN150. THEY ARE DIFFERENTIATED FROM THE UPDATES BY A '1' IN THE FIRST NUMERICAL POSITION OF THE CORRESPONDING INQUIRY TRANSACTIONS. FIN100 CAN PRODUCE AN ONLINE FINANCIAL AID PROFILE, WITH OPTIONAL PRINTING CAPABILITY. CUMULATIVE REPORTS, YEAR END REPORTING: -------------------------------------- AS MENTIONED EARLIER, FIN750 PROVIDES A CUMULATIVE REPORT OF TUITION/FEE CHARGES AND DISBURSEMENTS AND FIN765 PROVIDES A A SUMMARY OF TUITION/FEE CHARGES AND DISBURSEMENTS.FIN768 PROVIDES A REMAINING GRANT BALANCE REPORT. IN ADDITION, THE FIN590 PROGRAM IS A BATCH METHOD OF PRODUCING FINANCIAL AID PROFILES. THIS PROGRAM PRODUCES FULL PAGE AID PROFILES FOR ALL SELECTED AID STUDENTS, INCLUDING AMOUNTS RECEIVED FROM EACH AID PROGRAM, AND TOTALS OF AID DISBURSED FROM ALL PROGRAMS. THE REPORT IS USED TO VERIFY EACH STUDENT'S AID INFORMATION BEFORE THE FARS REPORT DATA IS SUBMITTED, AND TO HELP THE AID OFFICER TO PREPARE THE FISCAL OPERATIONS REPORT. THE FARS DATA IS SUBMITTED BY RUNNING FIN396, WHICH WILL FORMAT THE T1, T2, AND T3 CARDS FOR SUBMISSION TO VCCS. VCCS IN TURN SUBMITS THE DATA REQUIRED BY SCHEV (STATE COUNCIL ON HIGHER EDUCATION IN VIRGINIA) AS NEEDED. A PROTO-TYPE PROGRAM, FIN790, FOR EXCHANGING PELL DATA TAPES WITH FEDERAL DEPARTMENT OF EDUCATION, WILL PROVIDE A MEANS OF SUPPLYING THE FEDERAL GOVERNMENT WITH PELL PAYMENT DATA ON A TERM BASIS AND ELIMINATE THE TIME-CONSUMING AND ERROR-PRONE PROCESS OF FILLING OUT THE PELL PAYMENT FORMS MANUALLY. * 3.0 DATA BASE DESIGN ---------------- FINANCIAL AID DATA IS RETAINED IN A STANDALONE DATA BASE, SEQUENCED BY A COMBINED KEY CONSISTING OF FINANCIAL AID ACADEMIC YEAR AND SOCIAL SECURITY NUMBER. AFTER ALL TERMS OF THE FINANCIAL AID ACADEMIC YEAR HAVE BEEN CLOSED AND ALL NECESSARY REPORTING DONE, A BATCH PROGRAM FIN330 CAN BE RUN TO 'DELETE' ANY FINANCIAL AID STUDENTS THAT DID NOT ENROLL FOR ANY TERM OF THE ACADEMIC YEAR. A REPORT AND OPTIONAL LABELS ARE PRINTED FOR THE STUDENTS WHO HAD NO ENROLLMENT. IF ANY ACCOUNT DETAIL DATA AND/OR ANY DISBURSEMENT DATA FOR ANY OF THE AID PROGRAMS EXISTS, THE STUDENTS FINANCIAL AID DATA WILL NOT BE DELETED AND A MESSAGE WILL INDICATE THIS ON THE REPORT. THE DATA BASE STRUCTURE IS PRESENTED GRAPHICALLY BELOW: +------------+ ] FIN AID ] ] MASTER ] ] SEGMENT ] +------------+ ] ] +------------------------------------CONT. BELOW ] ] +------------+ ] PELL ] ] AWARD ] ] SEGMENT ] +------------+ ] ] +--------------------------------------+ ] ] ] ] ] ] +------------+ +------------+ +------------+ ] PELL ] ] PELL ] ] PELL ] ] AWARD ADJ ] ]DISBURSEMENT] ] TERM TOTAL ] ] SEGMENT ] ] SEGMENT ] ] SEGMENT ] +------------+ +------------+ +------------+ CONT. FROM ABOVE ------------------------------------------------------------CONT. BELOW ] ] +------------+ ] LOAN ] ] MASTER ] ] SEGMENT ] +------------+ ] ] +--------------------------------------+ ] ] ] ] ] ] +------------+ +------------+ +------------+ ] LOAN ] ] LOAN ] ] LOAN ] ] AWARD ADJ ] ]DISBURSEMENT] ] TERM TOTAL ] ] SEGMENT ] ] SEGMENT ] ] SEGMENT ] +------------+ +------------+ +------------+ CONT. FROM ABOVE ------------------------------------------------------------CONT. BELOW ] ] +------------+ ] CWSP ] ] AWARD ] ] SEGMENT ] +------------+ ] ] +--------------------------------------+ ] ] ] ] ] ] +------------+ +------------+ +------------+ ] CWSP ] ] CWSP ] ] CWSP ] ] AWARD ADJ ] ] PAYROLL ] ] TERM TOTAL ] ] SEGMENT ] ] SEGMENT ] ] SEGMENT ] +------------+ +------------+ +------------+ CONT. FROM ABOVE ------------------------------------------------------------CONT. BELOW ] ] +------------+ ] SEOG ] ] AWARD ] ] SEGMENT ] +------------+ ] ] +--------------------------------------+ ] ] ] ] ] ] +------------+ +------------+ +------------+ ] SEOG ] ] SEOG ] ] SEOG ] ] AWARD ADJ ] ]DISBURSEMENT] ] TERM TOTAL ] ] SEGMENT ] ] SEGMENT ] ] SEGMENT ] +------------+ +------------+ +------------+ CONT. FROM ABOVE ------------------------------------------------------------CONT. BELOW ] ] +------------+ ] CSAP ] ] AWARD ] ] SEGMENT ] +------------+ ] ] +--------------------------------------+ ] ] ] ] ] ] +------------+ +------------+ +------------+ ] CSAP ] ] CSAP ] ] CSAP ] ] AWARD ADJ ] ]DISBURSEMENT] ] TERM TOTAL ] ] SEGMENT ] ] SEGMENT ] ] SEGMENT ] +------------+ +------------+ +------------+ CONT. FROM ABOVE ---------------------------------+ ] ] +------------+ ]GRANT/SCHOL.] ] AWARD ] ] SEGMENT ] +------------+ ] ] +--------------------------------------+ ] ] ] ] ] ] +------------+ +------------+ +------------+ ]GRANT/SCHOL.] ]GRANT/SCHOL.] ]GRANT/SCHOL.] ] AWARD ADJ ] ]DISBURSEMENT] ] TERM TOTAL ] ] SEGMENT ] ] SEGMENT ] ] SEGMENT ] +------------+ +------------+ +------------+ * IT SHOULD BE NOTED THAT IN THE FIRST PHASE OF THIS SUBSYSTEM, ONLY THE FINANCIAL AID MASTER, ALL AWARD SEGMENTS, AND PELL ADJUSTMENT, DISBURSEMENT, AND TERM TOTALS SEGMENTS WILL BE UTILIZED. FOR PELL GRANT, ONCE THE TERM TOTALS SEGMENTS HAVE BEEN CREATED, THE AWARD ADJUSTMENT AND DISBURSEMENT SEGMENTS COULD BE DELETED TO SAVE DISK SPACE. 4.0 PROGRAM ABSTRACTS ----------------- FIN005 - FINANCIAL AID MASTER INFORMATION INQUIRY/UPDATE THIS PROGRAM IS USED TO ADD, UPDATE, AND DELETE FINANCIAL AID MASTER RECORD INFORMATION FROM THE STUDENT FINANCIAL AID APPLICATION. THE PROGRAM EDITS ALL INPUT DATA FOR VALIDITY, SUCH AS NUMERIC DOLLAR AMOUNTS AND CHECKS ALL CODES FOR PROPER VALUES. THE FINANCIAL AID MASTER RECORDS MUST BE INPUT BEFORE ANY AWARDS CAN BE MADE WITH THE SUBSYSTEM. FIN010 - FINANCIAL AID AWARD INFORMATION INQUIRY/UPDATE THIS PROGRAM IS USED TO ADD, UPDATE, AND DELETE AWARD DATA FOR PELL, SEOG, WORK-STUDY (FEDERAL AND INSTITUTIONAL), CSAP, AND ANY OTHER AID PROGRAMS THAT THE COLLEGE ADMINISTERS. THE PROGRAM EDITS ALL INPUT DATA FOR VALIDITY, AND ALSO CHECKS THE CONTROL DATA BASE TO DETERMINE THAT CONTROL SEGMENTS FOR AID PROGRAMS OTHER THAN PELL, SEOG, WORK-STUDY, AND CSAP EXIST BEFORE AWARDS FROM THESE PROGRAMS ARE ADDED. FIN015 - PELL GRANT DETAIL INFORMATION THIS PROGRAM IS USED TO ADD, UPDATE, OR DELETE ADJUSTMENTS AGAINST THE PELL AWARD, AND ALSO DISPLAYS A COMPLETE PICTURE OF A STUDENT'S PELL AWARD USAGE FOR THE ACADEMIC YEAR. THE DATA FOR THE TERM ON THE SCREEN INCLUDES: TUITION/FEES INFORMATION, ALL AWARD ADJUST- MENTS, ALL DISBURSEMENTS FROM AWARD, AND ANY REMAINING AWARD. YEAR- TO-DATE INFORMATION INCLUDES: YEARLY AWARD AMOUNT, AMOUNT USED FOR THE YEAR, REMAINING YEARLY AWARD AMOUNT, AND A BREAKDOWN BY TERM OF THE AMOUNTS CHARGED FOR TUITION/FEES AND THE NET TOTAL OF CHECKS. FIN020 - FINANCIAL AID CHECK INQUIRY/UPDATE THIS PROGRAM IS USED TO ADD, UPDATE, AND DELETE FINANCIAL AID CHECK INFORMATION FOR A GIVEN TERM. ALL EXISTING CHECKS FOR THE TERM ARE DISPLAYED, AND THIS DATA MAY THEN BE UPDATED. COMPUTER GENERATED CHECKS MAY NOT BE ADDED WITH THE PROGRAM, BUT LIMITED UPDATING ON THEM MAY BE PERFORMED. ALL DATA FOR MANUAL, VOID, AND REPAYMENT CHECKS MAY BE ADDED, AND UPDATED. FIN025 - FINANCIAL AID CONTROL THIS PROGRAM ADDS AND UPDATES CONTROL SEGMENT #33. THE SEGMENT CONTAINS GENERAL SUBSYSTEM CONTROL INFORMATION FOR A SPECIFIC AID YEAR, AND SPECIFIC ANNUAL CONTROL DATA FOR PELL, SEOG, CSAP, AND WORK-STUDY. THERE ARE THREE VARIATIONS OF THE SCREEN, ONE FOR THE PELL FINANCIAL AID PROGRAM, ONE FOR CSAP AND SEOG PROGRAMS AND ONE FOR THE CWSP PROGRAM. FIN026 - CONTROL FINANCIAL AID PROGRAM. THIS PROGRAM ADDS AND UPDATES CONTROL SEGMENT #19. THE SEGMENT CONTAINS ANNUAL CONTROL DATA FOR ALL OTHER FINANCIAL AID PROGRAMS ADMINISTERED AT THE COLLEGE. FIN030 - BUILD ANNUAL PELL GRANT PAYMENT SCHEDULE THIS PROGRAM PROVIDES AN ONLINE METHOD OF RECORDING THE ANNUAL PELL AWARD AMOUNTS FOR UP TO 20 BUDGET CODES. THE PROGRAM WILL ALLOW UPDATE OF THE FULL, 3/4, HALF TIME, AND LESS THAN HALF TIME ANNUAL AWARD AMOUNTS FOR UP TO 40 INDEX GROUPS. FIN035 - PC BOOKSTORE - FINANCIAL AID THIS PROGRAM PROVIDES AN INTERFACE BETWEEN THE VWCC PC-BASED BOOKSTORE SYSTEM AND THE SIS FINANCIAL AID SYSTEM. IT PROVIDES THE PC SYSTEM WITH REMAINING BALANCE DATA FOR PELL GRANT. FIN040 - SEOG UPDATE THIS PROGRAM IS USED TO ADD, UPDATE, OR DELETE ADJUSTMENTS AGAINST THE SEOG AWARD, AND ALSO DISPLAYS A COMPLETE PICTURE OF A STUDENT'S SEOG AWARD USAGE FOR THE ACADEMIC YEAR. THE DATA FOR THE TERM ON THE SCREEN INCLUDES: MAX AWARD, TUITION/FEES, ALL AWARD ADJUST- MENTS, ALL DISBURSEMENTS FROM AWARD, AND ANY REMAINING AWARD. YEAR- TO-DATE INFORMATION INCLUDES: YEARLY AWARD AMOUNT, AMOUNT USED FOR THE YEAR, REMAINING YEARLY AWARD AMOUNT, AND A BREAKDOWN BY TERM OF THE AMOUNTS CHARGED FOR TUITION/FEES AND THE NET TOTAL OF CHECKS. FIN050 - CSAP UPDATE THIS PROGRAM IS USED TO ADD, UPDATE, OR DELETE ADJUSTMENTS AGAINST THE CSAP AWARD, AND ALSO DISPLAYS A COMPLETE PICTURE OF A STUDENT'S CSAP AWARD USAGE FOR THE ACADEMIC YEAR. THE DATA FOR THE TERM ON THE SCREEN INCLUDES: MAX AWARD, TUITION/FEES, ALL AWARD ADJUST- MENTS, ALL DISBURSEMENTS FROM AWARD, AND ANY REMAINING AWARD. YEAR- TO-DATE INFORMATION INCLUDES: YEARLY AWARD AMOUNT, AMOUNT USED FOR THE YEAR, REMAINING YEARLY AWARD AMOUNT, AND A BREAKDOWN BY TERM OF THE AMOUNTS CHARGED FOR TUITION/FEES AND THE NET TOTAL OF CHECKS. FIN060 - FINANCIAL AID TERM UPDATE THIS PROGRAM IS USED TO ADD, OR UPDATE TERM TOTAL SEGMENT DATA FOR ALL AID PROGRAMS. THE PROGRAM DISPLAYS THE CURRENT "FROZEN" TOTALS FOR THE SELECTED AWARD PROGRAM. THE USER CAN THEN RECALCULATE THE TOTALS, IF NEEDED, USING THE MOST CURRENT SYSTEM DATA FOR AWARDS, ADJUSTMENTS, TUITION/FEES CHARGES, AND DISBURSEMENTS. FIN070 - LOAN/GRANT AWARD UPDATE THIS PROGRAM IS USED TO ENTER, OR UPDATE GRANT AND LOAN AWARD DETAIL INFORMATION FOR ONE TERM OF THE FINANCIAL AID ACADEMIC YEAR. THE PROGRAM ALSO DISPLAYS YEAR-TO-DATE TOTAL INFORMATION. FIN100 - FINANCIAL AID PROFILE THIS PROGRAM IS USED TO CREATE AN ONLINE PROFILE OF ALL OF THE FINANCIAL AID INFORMATION FOR THE STUDENT. AN OPTION IS AVAILABLE FOR PRINTING THE DATA ON AN IMS-ATTACHED PRINTER. FIN105 - FINANCIAL AID MASTER INFORMATION INQUIRY THIS PROGRAM IS USED FOR ONLINE INQUIRIES ON FINANCIAL AID MASTER RECORD INFORMATION FROM THE STUDENT FINANCIAL AID APPLICATION. THE PROGRAM SHOWS ALL DATA WHICH WAS ENTERED ON THE FIN005 SCREEN, AND CAN THUS BE USED WHEN MULTIPLE INQUIRIES WILL BE DONE WITH NO DANGER OF ACCIDENTAL UPDATE OF INFORMATION. FIN110 - FINANCIAL AID AWARD INFORMATION INQUIRY THIS PROGRAM IS USED TO PERFORM INQUIRIES ON FINANCIAL AID STUDENTS' AWARD INFORMATION. ALL INFORMATION WHICH IS ENTERED/UPDATED WITH THE FIN010 SCREEN PROGRAM IS DISPLAYED. FIN115 - PELL GRANT DETAIL INFORMATION INQUIRY THIS PROGRAM IS USED AS TO PERFORM INQUIRIES ON PELL GRANT STUDENTS' PELL DETAIL INFORMATION FOR A SPECIFIED TERM/ACADEMIC YEAR. ALL DATA SHOWN ON THE FIN015 SCREEN IS DISPLAYED. FIN140 - SEOG INFORMATION INQUIRY THIS PROGRAM IS USED AS TO PERFORM INQUIRIES ON SEOG STUDENTS' SEOG DETAIL INFORMATION FOR A SPECIFIED TERM/ACADEMIC YEAR. ALL DATA SHOWN ON THE FIN040 SCREEN IS DISPLAYED. FIN150 - CSAP INFORMATION INQUIRY THIS PROGRAM IS USED AS TO PERFORM INQUIRIES ON CSAP STUDENTS' CSAP DETAIL INFORMATION FOR A SPECIFIED TERM/ACADEMIC YEAR. ALL DATA SHOWN ON THE FIN040 SCREEN IS DISPLAYED. FIN300 - FINANCIAL AID AWARD REPORT THIS BATCH PROGRAM IS USED TO CALCULATE AND/OR UPDATE AWARDS FOR PELL, SEOG, WORK-STUDY (INSTITUTIONAL OR FEDERAL), AND CSAP. THE INITIAL AWARDS FOR PELL ARE NOT CREATED BY THIS PROGRAM, SINCE THEY ARE CREATED WHEN THE BUDGET CODE AND INDEX ARE INPUT WITH FIN010, BUT AN OPTION OF THE PROGRAM WILL ALLOW THE RECALCULATION OF PELL AWARDS IF NEEDED. THE PROGRAM PRODUCES A REPORT SHOWING INDIVIDUAL AWARDS AND TOTALS OF AID AWARDED FROM EACH AID PROGRAM. FIN310 - FINANCIAL AID NOTIFICATION OF AWARD LETTERS/REPORT THIS BATCH PROGRAM PRODUCES AWARD NOTIFICATION LETTERS AND MAILING LABELS. THE LETTER INFORMS THE STUDENT OF THE AMOUNTS AWARDED TO HIM FROM PELL, SEOG, WORK-STUDY, AND CSAP. THE WORDING OF THE LETTER MAY BE DETERMINED BY EACH COLLEGE, WITHIN CERTAIN FORMATTING LIMI- TATIONS. THE PROGRAM ALSO PRODUCES A SUMMARY REPORT SHOWING ALL STUDENTS WHO WERE SENT LETTERS AND THE AMOUNTS EACH WAS AWARDED. FIN315 - CSAP AWARD NOMINATIONS REPORT THIS BATCH PROGRAM PRODUCES A LIST OF THOSE CSAP RECIPIENTS WHO ARE TO BE NOMINATED TO CSAP. THIS PROGRAM IS USED TO FACILITATE THE NOMINATION PROCESS. IT UPDATES THE NOMINATION FLAG AND DATE. FIN320 - FINANCIAL AID INFORMATION LABELS THIS BATCH PROGRAM PRODUCES MAILING LABELS FOR ALL STUDENTS WHO MARKED THE FINANCIAL AID INFORMATION BOX ON THEIR APPLICATION FOR ADMISSION TO THE COLLEGE. IT UPDATES A FLAG SO THAT STUDENTS ARE ONLY MAILED INFORMATION ONCE. FIN321S - FINANCIAL AID ACCOUNTS RECEIVABLE SUBPROGRAM THIS SUBPROGRAM SETS THE CONTROL DATA AND RETRIEVES ALL ACCOUNT DETAILS FOR THE STUDENT. THE TUITION/FEES DUE, PAID BY FINANCIAL AID, PAID BY OTHER SOURCES AND NET ARE CALCULATED AND PASSED BY THIS PROGRAM TO THE CALLING PROGRAMS. FIN325 - DELETE BATCH FIN. AID CHECKS THIS BATCH PROGRAM SELECTS FINANCIAL AID CHECKS BY A SPECIFIED RANGE AND DELETES THEM FROM THE DATA BASE. FIN330 - DELETE FINANCIAL AID STUDENTS NOT ENROLLED THIS BATCH PROGRAM WILL DELETE ALL FINANCIAL AID DATA FOR THE SELECTED ACADEMIC YEAR FOR THOSE STUDENTS WHO DID NOT ENROLL FOR ANY TERM OF THAT YEAR. IF ANY ACCOUNT DETAIL AND/OR DISBURSEMENT INFORMATION EXISTS, THEN THE STUDENT IS NOT DELETED AND A MESSAGE IS PRINTED ON THE DELETE REPORT. ALL TERMS OF THE ACADEMIC YEAR MUST BE CLOSED AND ALL NECESSARY REPORTING DONE BEFORE RUNNING THIS PROGRAM. FIN331S - PELL GRANT CALCULATION SUBPROGRAM THIS SUBPROGRAM PERFORMS TERM AND YEAR-TO-DATE PELL GRANT AWARD CALCULATIONS. THE SUBPROGRAM USES CURRENT INFORMATION ON ENROLLMENT, AWARD ADJUSTMENTS AND DISBURSEMENTS, AND FINANCIAL AID AND ACADEMIC STATUS TO PERFORM THE CALCULATIONS. THE PELL GRANT SCHEDULE FOR THE ACADEMIC YEAR MUST EXIST FOR THIS SUBPROGRAM TO TO CALCULATE THE AWARD AMOUNTS, AND CAN BE BUILT WITH FIN030. FIN341S - SEOG CALCULATION SUBPROGRAM THIS SUBPROGRAM PERFORMS TERM AND YEAR-TO-DATE SEOG AWARD CALCULATIONS. THE SUBPROGRAM USES CURRENT INFORMATION ON ENROLLMENT, AWARD ADJUSTMENTS AND DISBURSEMENTS, AND FINANCIAL AID AND ACADEMIC STATUS TO PERFORM THE CALCULATIONS. FIN351S - CSAP CALCULATION SUBPROGRAM THIS SUBPROGRAM PERFORMS TERM AND YEAR-TO-DATE SEOG AWARD CALCULATIONS. THE SUBPROGRAM USES CURRENT INFORMATION ON ENROLLMENT, AWARD ADJUSTMENTS AND DISBURSEMENTS, AND FINANCIAL AID AND ACADEMIC STATUS TO PERFORM THE CALCULATIONS. FIN352 - PROCESS LOG RECORDS - BUILD FRS TRANSACTIONS THIS PROGRAM REPORTS ALL LOG RECORDS FROM FIN020, FIN010 AND THE PCFILE, AND BUILDS THE FRS TRANSACTION FILE. FIN360 - SUPPLEMENTAL AID DISBURSEMENT REPORT THIS PROGRAM PRODUCES A FINANCIAL AID DISBURSEMENT REPORT FOR THOSE STUDENTS WHO HAD THEIR FROZEN TERM DATA UPDATED WITH FIN060. IT IS IDENTICAL IN FORMAT TO FIN369. FIN361S - CSAP CALCULATION SUBPROGRAM THIS SUBPROGRAM PERFORMS TERM AWARD CALCULATIONS FOR LOANS AND/OR GRANTS, USING ALL CURRENT INFORMATION ON ENROLLMENT, AWARD ADJUSTMENTS, CHARGES, AND DISBURSEMENTS. IT IS SIMILAR IN FUNCTION TO FIN341S, AND FIN351S. FIN369 - FINANCIAL AID DISBURSEMENT REPORT THIS BATCH PROGRAM PRODUCES A TERM FINANCIAL AID DISBURSEMENT REPORT SHOWING ALL INFORMATION PERTAINING TO THE STUDENT'S SELECTED AWARDS. STATUS FOR THE TERM, AND SUMMARY YEAR-TO-DATE INFORMATION. THE PROGRAM MAY ALSO BE RUN TO "FREEZE" THE TERM INFORMATION, AND TO THEN UPDATE THIS "FROZEN" INFORMATION, IF NECESSARY. FIN372 - FINANCIAL AID CHECKS THIS BATCH PROGRAM PRODUCES FINANCIAL AID CHECKS FOR THE TERM. THE PROGRAM CAN BE USED TO PRINT CHECKS FOR THE STUDENTS' ENTIRE REMAINING TERM AWARD AMOUNT, OR SPECIFIC AMOUNT LIMITS MAY BE USED FOR HALF, THREE-QUARTER, AND FULL TIME ENROLLMENT LEVELS. THE PROGRAM CAN PRODUCE STUB OR NON-STUB CHECKS, AND AN OPTIONAL SIGNA- TURE LIST MAY BE PRODUCED. SINGLE SPONSOR CHECKS OR A COMBINATION OF ANY OF THE SELECTED FINANCIAL AID PROGRAMS CAN BE GENERATED. FOR STATE-FUNDED AID PROGRAMS (I.E., VCCS, ETC.), NO CHECKS ARE PRINTED, BUT A TRANSMITTAL IS PROVIDED FOR REQUESTING THE CHECKS FROM RICHMOND. THE DISBURSEMENT SEGMENTS ARE STILL UPDATED TO REFLECT THE FACT THAT THE STUDENT WILL RECEIVE THE FUNDS. FIN380 - WORK-STUDY PAYROLL THIS PROGRAM IS A BATCH UPDATE PROGRAM THAT READS PAYROLL DATA IN THE PERSONNEL DATA BASE AND WORKSTUDY DATA IN THE FINANCIAL AID DATA BASE AND USES IT TO (1) PRODUCE A FINANCIAL AID REPORT FOR WORKSTUDY, (2) CALCULATE AND COMPARE THE TOTALS OF PERSONNEL WITH THOSE IN THE FINANCIAL AID DATA BASE, AND (3) UPDATE THE WORKSTUDY PAYROLL RECORDS IN THE FINANCIAL AID DATA BASE AS NEEDED TO AGREE WITH PERSONNEL DATA. THE PROGRAM CAN BE RUN TO UPDATE AS OFTEN AS DESIRED, AND IT CAN BE RUN WITHOUT UPDATE. FIN392 - ATTENDANCE VERIFICATION FORMS THIS BATCH PROGRAM PRODUCES LETTERS WHICH ARE USED TO VERIFY THAT THE FINANCIAL AID STUDENT HAS ATTENDED THE CLASSES FOR WHICH HE IS ENROLLED AND UPON WHICH HIS AWARDS ARE CALCULATED. THE LETTER WILL LIST EACH CLASS FOR WHICH THE STUDENT IS ENROLLED, AND PROVIDES A SPACE FOR EACH INSTRUCTOR'S AND THE STUDENT'S SIGNATURES. FIN395 - FINANCIAL AID R&I FORMS THIS BATCH PROGRAM PRODUCES FINANCIAL AID R&I'S, AND CREATES CHARGE RECORDS IN THE RECEIVABLES SYSTEM FOR TUITION AND/OR FEES. THE PRO- GRAM HAS OPTIONS TO DETERMINE IF FEES ARE TO BE CHARGED. THE PROGRAM WILL ONLY CHARGE TUITION/FEES UP TO THE AMOUNT OF REMAINING TERM AWARD FOR ALL SPECIFIED AID PROGRAMS. FIN396 - CREATE FARS T1, T2, AND T3 CARD IMAGES THIS BATCH PROGRAM WILL CREATE THE FARS INPUT TRANSACTIONS FROM THE FINANCIAL AID MASTER AND AWARD SEGMENTS. THE CARD IMAGES MAY THEN BE TRANSMITTED TO THE HOST COMPUTER SITE FOR INPUT TO THE FARS SYS- TEM. FIN397 - ADDITIONAL AWARDS REPORT THIS BATCH PROGRAM WILL UPDATE EXISTING SEOG, WORK STUDY, AND/OR CSAP AWARDS BASED ON AMOUNTS SUPPLIED BY THE AID OFFICE. AWARD LETTERS, LABELS, AND A REPORT CAN BE PRODUCED. FIN400 - BACKOUT AID CHARGES FOR STUDENTS WITH < 6 CREDIT HOURS THIS PROGRAM IDENTIFIES STUDENTS WHO HAVE CHARGES TO AID ACCOUNTS AND ARE NOW ENROLLED FOR LESS THAN 6 CREDIT HOURS. THE PROGRAM CAN THEN MAKE ADJUSTMENTS TO "WASH OUT" THE TUITION CHARGES SO THAT THE BATCH BACKOUT PROGRAM (REC310) WILL DELETE THE STUDENTS CLASSES. FIN500 - MASTER LIST OF FINANCIAL AID PROGRIT CONTROL SEGMENTS THIS BATCH PROGRAM PROVIDES A LIST OF ALL OF THE EXISTING FINANCIAL AID CONTROL SEGMENTS. FIN575 - FIN AID RECIPIENTS W/AWARD TERM THIS PROGRAM PRODUCES A REPORT OF STUDENTS WHO HAVE AWARDS FOR THE SPECIFIED YEAR/TERM. THE REPORT LISTS STUDENTS' NAMES, SOCIAL SECURITY NUMBERS, AND NUMBER OF TERMS RECEIVING AID. FIN570 - FINANCIAL AID COURSE LISTING THIS BATCH PROGRAM PRODUCES A COURSE LISTING FOR ALL FINANCIAL AID STUDENTS, OR STUDENTS MAY BE SELECTED BY AID PROGRAM (I.E., PELL). THE PROGRAM SHOWS ALL COURSES FOR WHICH THE STUDENTS ARE ENROLLED FOR THE TERM, AND CAN PROVIDE AN OPTIONAL LISTING OF THOSE WHO ARE ENROLLED FOR LESS THAN SIX CREDIT HOURS. FIN590 - ANNUAL FINANCIAL AID RECIPIENTS REPORT THIS BATCH PROGRAM PRODUCES FULL-PAGE FINANCIAL AID DATA SHEETS FOR ALL AID STUDENTS, OR THOSE RECEIVING AID FROM SPECIFIC AID PROGRAMS. THE INFORMATION SHOWN ON THE REPORT IS THAT WHICH WILL BE REPORTED TO FARS WITH FIN396. FIN630 - FINANCIAL AID STUDENTS NOT ENROLLED LIST/LABELS THIS BATCH PROGRAM PRODUCES A LIST AND/OR MAILING LABELS OF THOSE STUDENTS WHO ARE CODED AS FINANCIAL AID RECIPIENTS, BUT WHO ARE NOT ENROLLED IN THE SPECIFIC TERM. FIN665 - FINANCIAL AID UNAUTHORIZED DISBURSEMENTS THIS BATCH PROGRAM PRODUCES A LIST OF FINANCIAL AID UNAUTHORIZED DISBURSEMENTS. FIN670 - UNAUTHORIZED STUDENTS WITH TUITION CHARGES THIS BATCH PROGRAM PRODUCES A LIST OF THOSE STUDENTS WHO HAVE TUITION/FEES CHARGED TO THE PELL ACCOUNT FOR A SPECIFIED TERM, BUT ARE NOT CODED AS PELL, SEOG, OR CSAP RECIPIENTS. FIN675 - STUDENT REMAINING NEED REPORT THIS PROGRAM PRODUCES A LIST OF THOSE STUDENTS WHOSE COSTS OF EDUCATION MINUS THEIR CONTRIBUTION MINUS ALL AWARDS LEAVES A REMAINING NEED BALANCE. FIN680 - FINANCIAL AID STUDENTS MISSING DATA LIST/LABELS THIS BATCH PROGRAM PRODUCES A LIST AND/OR MAILING LABELS OF THOSE STUDENTS WHO ARE CODED AS FINANCIAL AID RECIPIENTS, BUT WHO HAVE EITHER MISSING OR INVALID DATA. STUDENTS WHO HAVE NOT TURNED IN THE SELECTIVE SERVICE STATEMENT, FINANCIAL AID TRANSCIPTS, VALIDATION INFORMATION, OR WHO ARE ENROLLED IN INELIGIBLE CURRICULUMS ARE LISTED. FIN690 - FINANCIAL AID STUDENTS WITH CHARGES < 6 CR THIS PROGRAM PRODUCES A LIST OF STUDENTS WHO HAVE CHARGES TO FINANCIAL AID AND ARE NOW REGISTERED FOR LESS THAN 6 CREDITS IN THE TERM. FIN710 - FINANCIAL AID CHECK REGISTER THIS BATCH PROGRAM PRODUCES A REGISTER OF CHECKS WRITTEN FOR FINANCIAL AID. THE REGISTER MAY BE PRODUCED FOR A SPECIFIC BATCH OF CHECKS, OR FOR A SPECIFIC CHECK DATE. FIN715 - PELL PAYMENT SCHEDULE THIS PROGRAM READS CONTROL SEGMENTS, SELECTING CONTROL SEGMENTS WITH TYPE OF '18', THE PELL PAYMENT SCHE~RLE DATA THAT IS INPUT VIA FIN030. FIN720 - FINANCIAL AID STUDENT STATUS LIST THIS BATCH PROGRAM PRODUCES A LIST OF THOSE FINANCIAL AID STUDENTS WHO HAVE CHANGED THEIR ENROLLMENT STATUS FROM ONE TERM TO THE NEXT. ALL FINANCIAL AID STUDENTS MAY BE SELECTED, OR RECIPIENTS OF A SPECIFIC AID PROGRAM MAY BE SELECTED. FIN725 - SEAA STUDENT STATUS VERIFICATION THIS PROGRAM GENERATES A MAGNETIC TAPE FILE CONTAINING STUDENT STATUS VERIFICATION REQUEST (SSVR) INFORMATION FOR STUDENTS HAVING GUARANTEED STUDENT LOANS (GSL). FIN730 - INCOME DISTRIBUTION SUMMARY REPORT THIS BATCH PROGRAM PRODUCES AN INCOME DISTRIBUTION SUMMARY FOR RECIPIENTS OF SEOG OR WORK-STUDY AID. THE PROGRAM CAN SELECT EITHER IN-STATE OR OUT-OF-STATE STUDENTS, OR BOTH. FIN735 - SEAA STUDENT STATUS FOLLOW-UP FIN740 - FINANCIAL AID WARNING/SUSPENSION LIST/LABELS THIS BATCH PROGRAM PRODUCES A LIST AND/OR MAILING LABELS FOR THOSE STUDENTS WHO HAVE BEEN PLACED ON FINANCIAL AID WARNING OR SUSPENSION FOR A GIVEN TERM. FIN745 - FINANCIAL AID STUDENT LIST THIS BATCH PROGRAM PRODUCES A LIST OF STUDENTS IN A PARTICULAR FINANCIAL AID PROGRAM OR FOR ALL PROGRAMS, AND THE AMOUNT OF THE AWARD GIVEN. FIN750 - CUMULATIVE DISBURSEMENT REGISTER FIN755 - STUDENT SERVICES FINANCIAL AID REPORT THE PROGRAM REPORTS THE STUDENT SERVICE'S STUDENTS FAMILY CONTRIBUTION, FINANCIAL NEED, BUDGET AMOUNT, NAME AND SOCIAL SECURITY NUMBER, AND ELIGIBLE AMOUNT OF AID. FIN760 - SATISFACTORY PROGRESS REPORT THIS BATCH PROGRAM USES COLLEGE-TAILORED CRITERIA TO DETERMINE IF FINANCIAL AID STUDENTS ARE MAKING SATISFACTORY PROGRESS IN THEIR CURRICULA. FIN765 - FINANCIAL AID DISBURSEMENT BY TERM (STUDENT SUMMARY) THIS BATCH PROGRAM PRODUCES A SUMMARY REPORT OF ALL TUITION/ FEE PAYMENTS AND DISBURSEMENTS FOR FINANCIAL AID RECIPIENTS RECIPIENTS FOR A GIVEN TERM. FIN770 - DEVELOPMENTAL STUDIES SATISFACTORY PROGRESS THIS BATCH PROGRAM TRACKS THE PROGRESS OF FINANCIAL AID STUDENTS IN DEVELOPMENTAL STUDIES COURSES USING COLLEGE-SUPPLIED CRITERIA. FIN780 - TCC SATISFACTORY PROGRESS REPORT THIS PROGRAM TRACKS STUDENTS PROGRESS USING TCC CRITERIA. FIN790 - PELL PAYMENT DATA TAPE THIS PROTOTYPE PROGRAM PROVIDES AN AUTOMATED MEANS OF REPORTING PELL PAYMENT DATA TO THE FEDERAL DEPARTMENT OF EDUCATION. FIN900 - FINANCIAL AID STUDENTS BY SELECTED HIGH SCHOOL THIS BATCH PROGRAM PRODUCES A REPORT OF FINANCIAL AID STUDENTS WHO ATTENDED ONE OF THE HIGH SCHOOLS FOR WHICH THE REPORT IS BEING DONE. FIN910 - FINANCIAL AID STUDENTS CHANGE IN STATUS WITHIN TERM THIS BATCH PROGRAM PRODUCES A REPORT OF FINANCIAL AID STUDENTS WHOSE ENROLLMENT STATUS HAS CHANGED DUE TO HIS/HER WITHDRAWAL FROM CLASSES WITHIN THE TERM. FIN940 - FINANCIAL AID STUDENTS IN OIS CLASSES THIS BATCH PROGRAM PRODUCES A REPORT OF FINANCIAL AID STUDENTS WHO ARE ENROLLED IN OIS (OFFICE OF INDEPENDENT STUDIES) CLASSES. FIN950 - FINANCIAL AID STUDENT PRO RATA LIST THIS BATCH PROGRAM PRODUCES A REPORT OF NEW TO THE COLLEGE FINANCIAL AID STUDENTS WHO HAVE TOTALLY WITHDRAWN AFTER THE ADD/DROP DATE AND PRIOR TO THE INPUT CUT-OFF-DATE. FIN968 - FIN. AID STUDENTS CHANGE IN STATUS - MULTIPLE SESSIONS THIS BATCH PROGRAM PRODUCES A REPORT OF FINANCIAL AID STUDENTS WHOSE ENROLLMENT STATUS HAS CHANGED DURING THE TERM DUE TO ENROLLMENT FOR DIFFERENT CREDIT LOADS IN MULTIPLE SESSIONS OF THE SAME TERM. FIN969 - GENERATE LOAN CLEARINGHOUSE FILE THIS BATCH PROGRAM GENERATES A SEQUENTIAL DISK FILE CONTAINING DATA FOR ALL STUDENTS CURRENTLY ENROLLED (REGARDLESS OF WHETHER THEY ARE INVOLVED WITH FINANCIAL AID OR STUDENT LOANS). THE DATA CAN BE TRANSMITTED TO THE NATIONAL STUDENT LOAN CLEARINGHOUSE (NSLC). * 5.0 IMPLEMENTATION PROCEDURE ------------------------ THE FOLLOWING PROCEDURES SHOULD BE PERFORMED TO PREPARE FOR THE USE OF THE FINANCIAL AID SUBSYSTEM. 1. IF THE AUTOMATED CHECK PROGRAM IS TO BE USED, CHECK FORMS MUST BE ORDERED. THE CHECK PROGRAM CAN PRINT STUB OR NON-STUB CHECKS, AS LONG AS THE SPACES FOR DATE, CHECK NUMBER, AMOUNT, STUDENT NAME, AND COMMENTS ARE IN THE FORMAT THE PROGRAM EXPECTS. JSRCC, TCC, TNCC, AND VWCC ALL HAVE SAMPLES OF THE EXPECTED FORMAT. 2. USE REF010 TO ENSURE THAT THE FINANCIAL AID ACADEMIC YEAR AND TERM NUMBER IS INPUT FOR ALL TERMS ON THE CTLQUART SEGMENTS THE PROGRAMS USE THIS INFORMATION TO DETERMINE WHICH FINANCIAL AID YEAR THE SPECIFIED TERM FALLS WITHIN. 3. USE FIN025 TO CREATE THE FINANCIAL AID YEAR DATA WHICH CONTAINS CONTROL INFORMATION USED BY VARIOUS PROGRAMS IN THE SUBSYSTEM. SEE SECTION 5.1 FOR A DESCRIPTION OF THE DATA CONTAINED IN THIS RECORD. REF065 IS ALSO USED TO SET UP MESSAGE SEGMENT 002207, WHICH CONTAINS AN OPTIONAL MESSAGE TO BE PRINTED ON THE PELL GRANT R&I FORM. THE R&I PROGRAM ALSO USES THE MESSAGE SEGMENTS WHICH ARE USED BY REC040: 000087 - MISCELLANEOUS FEE NAME & AMOUNT; 002208 - SPECIAL R&I MESSAGE (USED IF 002207 NOT FOUND); AND 002209 - LAB FEE REVENUE CODES. THE PROGRAM ALSO USES THE CTLREG CASH REGISTER SEGMENTS IN THE SAME MANNER AS REC040, SO A REGISTER SEGMENT FOR PELL GRANT SHOULD BE SET UP (PLEASE REFER TO THE ACCOUNTS RECEIVABLE DOCUMENTATION). MESSAGE SEGMENTS 002208 AND 002209 ARE ALSO USED BY FIN321S. 4. IF FINANCIAL AID FROM PROGRAMS OTHER THAN PELL, WORK STUDY, SEOG, OR CSAP IS TO BE RECORDED USING THE SYSTEM, CREATE THE CONTROL DATA BASE SEGMENTS FOR THESE PROGRAMS USING FIN026. SEE SECTION 5.1 FOR A DESCRIPTION OF THE DATA CONTAINED IN THIS RECORD. 5. CREATE THE PELL GRANT PAYMENT SCHEDULE FOR THE ACADEMIC YEAR USING FIN030. 6. SET UP THE OPTION RECORDS NEEDED BY EACH PROGRAM USING REF070. SPECIAL SUBSYSTEM OPTION SEGMENTS ARE USED TO IDENTIFY ANY EXCEPTIONAL YEAR PROCESSING, PECKING ORDER FOR TUITION AND/OR CHECKS, ACCOUNT CODE CONVERSIONS FOR SIS/FRS INTERFACE, AND SOME COLLEGE-SPECIFIC INFORMATION USED BY FIN969. 7. IF THE AWARD LETTERS OR ATTENDANCE VERIFICATION FORMS WILL BE USED, CREATE THE TEXT OF THE DOCUMENTS USING TSO/SPF OR WYLBUR. 8. IF FIN969 WILL BE USED, DO THE SPECIAL IMPLEMENTATION STEPS LISTED IN ITS DOCUMENTATION. 9. START USING THE PROGRAMS. 5.1 CONTENTS OF MESSAGE SEGMENT 004216: ---------------------------------- THIS MESSAGE SEGMENT CONTAINS FINANCIAL AID CONTROL DATA WHICH VARIES FROM COLLEGE TO COLLEGE. FIELD POS FIELD CONTENTS --------------------------------------------------------------- 1-6 ] COLLEGE'S FICE CODE 7-280 ] NOT USED 5.1 CONTENTS OF CONTROL SEGMENT - ONE PER FINANCIAL AID YEAR -------------------------------------------------------- -------------------------------------------------------------- 1-02 ] SEGMENT TYPE 33 03-06 ] FINANCIAL AID ACADEMIC YEAR (9091) 07-10 ] CAMPUS A CEEB CODE FOR FARS REPORTING 11-14 ] " B " " " " " 15-18 ] " C " " " " " 19-22 ] " D " " " " " 23-26 ] " E " " " " " 27 ] TERM NUMBER FOR WHICH UNEQUAL AWARDS SHOULD BE ] ADJUSTED UP 28 ] NUMBER OF CAMPUS ACCOUNTS ] INDICATES WHETHER THE COLLEGE USES DIFFERENT ACCOUNT ] CODES FOR CAMPUSES (I.E. PELL CAMPUS A,CAMPUS B,ETC.) ] USED WITH BASE ACCOUNT CODE TO CALCULATE CAMPUS ACCTS ] FOR EXAMPLE, IF NUMBER OF CAMPUS ACCOUNTS IS 2 AND ] PELL BASE ACCOUNT IS 0011, THE CAMPUS "A" ACCOUNT ] CODE CALCULATED WOULD BE 1011, AND THE CAMPUS "B" ] ACCOUNT CODE WOULD BE 2011 ] IF NUMBER OF ACCOUNTS IS 1, THE BASE ACCOUNT IS USED 29-88 ] TABLE OF AID PROGRAMS FOR WHICH STUDENTS WHO HAVE A ] PREVIOUSLY-EARNED BACHELOR'S DEGREE ARE INELIGIBLE ] UP TO 15 OF THESE AT 4 BYTES EACH 89-313 ] CODES FOR INELIGIBLE CURRICULUMS (75 @ 3 BYTES EACH) 314-314 ] LOG DISBURSEMENTS FOR FRS ] Y - LOG ALL DISBURSEMENTS (EXCEPT STATE FUNDS) ] N - DO NOT LOG DISBURSEMENTS 315-343 ] FILLER ]------------ PELL GRANT ------------------------ 344 ] COMPUTER DISBURSE FLAG - PELL ] INDICATES WHETHER PELL CHECKS ARE RECORDED IN SYSTEM ] V = CHECKS ARE RECORDED FOR ONLY VALIDATED PELL ] Y = CHECKS ARE RECORDED FOR ALL PELL ] N = CHECKS ARE NOT RECORDED 345 ] CHARGE TUITION TO PELL ACCOUNT FLAG ] V = CHARGES TO PELL ACCOUNT ARE RECORDED FOR ONLY ] VALIDATED PELL GRANT STUDENTS ] Y = CHARGES TO PELL ACCOUNT ARE RECORDED FOR ALL PELL ] N = CHARGES TO PELL ACCOUNT ARE NOT RECORDED 346-349 ] PELL ACCOUNTS RECEIVABLE CODE 350-353 ] PELL TERM1 - FIRST TERM OF FINANCIAL AID YEAR 354-357 ] PELL TERM2 - SECOND TERM OF FINANCIAL AID YEAR 358-361 ] PELL TERM3 - THIRD TERM OF FINANCIAL AID YEAR 362-365 ] PELL TERM4 - FOURTH (QTR) TERM OF FINANCIAL AID YEAR 366-383 ] FILLER ]------------------ SEOG ------------------------- 384-387 ] MAX INDIVIDUAL AWARD FOR SEOG - 9(5) 388 ] COMPUTER DISBURSE FLAG - SEOG ] INDICATES WHETHER SEOG CHECKS ARE RECORDED IN SYSTEM ] Y = CHECKS ARE RECORDED ] N = CHECKS ARE NOT RECORDED 389 ] CHARGE TUITION TO SEOG ACCOUNT FLAG ] Y = CHARGES TO SEOG ACCOUNT ARE RECORDED IN SYSTEM ] N = CHARGES TO SEOG ACCOUNT ARE NOT RECORDED 390-393 ] SEOG-I ACCOUNTS RECEIVABLE CODE 394-397 ] SEOG-C ACCOUNTS RECEIVABLE CODE 398 ] SEOG DIVISION FACTOR ] BASED ON THE NUMBER OF TERMS DISBURSING ] 1 - ENTIRE AWARD FOR 1 TERM ] 2 - DIVIDE ANNUAL AWARD BETWEEN 2 TERMS ] 3 - DIVIDE ANNUAL AWARD BETWEEN 3 TERMS 399-402 ] SEOG TERM1 - FIRST TERM DISBURSING SEOG 403-406 ] SEOG TERM2 - SECOND TERM DISBURSING SEOG 407-410 ] SEOG TERM3 - THIRD TERM DISBURSING SEOG 411-414 ] SEOG LEVEL 1 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 415-418 ] SEOG LEVEL 1 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 419-421 ] SEOG LEVEL 1 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 422-425 ] SEOG LEVEL 2 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 426-429 ] SEOG LEVEL 2 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 430-432 ] SEOG LEVEL 2 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 433-436 ] SEOG LEVEL 3 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 437-440 ] SEOG LEVEL 3 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 441-443 ] SEOG LEVEL 3 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 444-447 ] SEOG LEVEL 4 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 448-451 ] SEOG LEVEL 4 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 452-454 ] SEOG LEVEL 4 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR SEOG 455-485 ] FILLER ]------------------ CSAP ------------------------- 486-490 ] MAX INDIVIDUAL AWARD FOR CSAP - 9(5) 491 ] COMPUTER DISBURSE FLAG - CSAP ] INDICATES WHETHER CSAP CHECKS ARE RECORDED IN SYSTEM ] Y = CHECKS ARE RECORDED ] N = CHECKS ARE NOT RECORDED 492 ] CHARGE TUITION TO CSAP ACCOUNT FLAG ] Y = CHARGES TO CSAP ACCOUNT ARE RECORDED IN SYSTEM ] N = CHARGES TO CSAP ACCOUNT ARE NOT RECORDED 493-496 ] CSAP ACCOUNTS RECEIVABLE CODE 497 ] CSAP DIVISION FACTOR ] BASED ON THE NUMBER OF TERMS DISBURSING ] 1 - ENTIRE AWARD FOR 1 TERM ] 2 - DIVIDE ANNUAL AWARD BETWEEN 2 TERMS ] 3 - DIVIDE ANNUAL AWARD BETWEEN 3 TERMS 498-501 ] CSAP TERM1 - FIRST TERM DISBURSING CSAP 502-505 ] CSAP TERM2 - SECOND TERM DISBURSING CSAP 506-509 ] CSAP TERM3 - THIRD TERM DISBURSING CSAP 510-513 ] CSAP LEVEL 1 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 514-517 ] CSAP LEVEL 1 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 518-520 ] CSAP LEVEL 1 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 521-524 ] CSAP LEVEL 2 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 525-528 ] CSAP LEVEL 2 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 529-531 ] CSAP LEVEL 2 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 532-535|] CSAP LEVEL 3 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 536-539 ] CSAP LEVEL 3 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 540-542 ] CSAP LEVEL 3 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 543-546 ] CSAP LEVEL 4 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 547-550 ] CSAP LEVEL 4 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 551-553 ] CSAP LEVEL 4 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR CSAP 554-584 ] FILLER ]------------------ CWSP ------------------------- 585-589 ] MAX INDIVIDUAL AWARD FOR INST. WORK-STUDY - 9(5) 590-594 ] MAX INDIVIDUAL AWARD FOR FEDERAL WORK-STUDY - 9(5) 595 ] COMPUTER PAY - WORK-STUDY ] INDICATES WHETHER PAYROLL DATA IS RECORDED IN SYSTEM ] Y = PAYROLL DATA IS RECORDED ] N = PAYROLL DATA IS NOT RECORDED 596-620 ] FILLER NOTE 1: ** IF YOUR COLLEGE IS NOT ON ACCOUNTS RECEIVABLE, OR HAS ** ** CHOSEN TO NOT USE THE AUTOMATIC F/A CHECK PROGRAM AND ** ** ARE NOT ENTERING MANUAL CHECK DATA USING FIN020, AND ** ** ARE USING THE FIN396 PROGRAM TO FORMAT "T" CARDS; THE ** ** COMPUTER DISBURSE AND CHARGE TUITION FLAGS FOR PELL, ** ** SEOG AND CSAP SHOULD BE SET TO 'N' TO ALLOW YOU TO ** ** UPDATE THE YEARLY AWARDS FOR FARS REPORTING. ** 5.1 CONTENTS OF CTLFAPGM SEGMENT - ONE PER PROGRAM PER AID YEAR ----------------------------------------------------------- -------------------------------------------------------------- 1-02 ] SEGMENT TYPE 19 03-06 ] FINANCIAL AID ACADEMIC YEAR (I.E. 9394) 07-10 ] FINANCIAL AID PROGRAM ID (I.E. VCCS) 11-11 ] FUNDING CODE (I.E., F, S, L, I) 12-51 ] FINANCIAL AID PROGRAM NAME 52-52 ] FINANCIAL AID PROGRAM TYPE (I.E. L, G, OR S) 53-53 ] AID PROGRAM NUMBER OF TERMS ] THIS IS USED TO DIVIDE THE ANNUAL AWARD INTO TERM ] AWARD AMOUNTS - IF ZERO, THE AWARDS ARE NOT ] DISBURSED ON A TERM BASIS, AND ONLY ANNUAL AMOUNTS ] ARE RECORDED 54-56 ] AID PROGRAM TERM 1 (YYT - I.E. 934 FOR FALL 93) ] FIRST TERM OF AID YEAR IN WHICH TUITION/FEES CAN ] BE CHARGED - BLANK IF NOT DISBURSING BY TERM 57-59 ] AID PROGRAM TERM 2 (YYT - I.E. 942 FOR SPRING 94) ] SECOND TERM OF AID YEAR IN WHICH TUITION/FEES CAN ] BE CHARGED - BLANK IF NOT DISBURSING BY TERM 60-62 ] AID PROGRAM TERM 3 (YYT - I.E. 943 FOR SUMMER 94) ] THIRD TERM OF AID YEAR IN WHICH TUITION/FEES CAN ] BE CHARGED - BLANK IF NOT DISBURSING BY TERM 63-69 ] MAXIMUM INDIVIDUAL ANNUAL AWARD AMOUNT (9(5)V99) 70-70 ] AID TERM 1 CLOSED - FOR FUTURE USE 71-71 ] AID TERM 2 CLOSED - FOR FUTURE USE 72-72 ] AID TERM 3 CLOSED - FOR FUTURE USE 73-73 ] ADJUST ANNUAL AWARD - FOR FUTURE USE 74-74 ] REPORT AMOUNTS TO FARS ] Y - INCLUDE THIS AWARD WHEN REPORTING FARS DATA ] N - DO NOT INCLUDE THIS AWARD WHEN REPORTING FARS 75-75 ] FUNDS DISBURSED AT STATE DEPT OF ACCTS ] NOT CURRENTLY USED, ALL STATE-FUND ACCOUNTS WILL ] BE CONSIDERED TO BE DISBURSED BY DOA 76-76 ] COMPUTER-DISBURSE-FUNDS ] Y - TERM DISBURSEMENTS GENERATED/CAPTURED ] N - TERM DISBURSEMENTS NOT CAPTURED 77-77 ] TUITION-CHARGED-FLAG ] Y - TERM TUITION/FEES CHARGES RECORDED/ACCUMULATED ] N - TUITION/FEES CHARGES NOT ACCUMULATED 78-81 ] ACCOUNTS RECEIVABLE CODE ] ACCOUNT CODE WHEN TUITION/FEES CHARGED IN SIS ] ACCOUNTS RECEIVABLE SYSTEM 82-82 ] FEES INCLUDED FOR CHARGING ] Y - FEES CAN BE CHARGED TO AID PROGRAM ] N - FEES ARE NOT CHARGED TO AID PROGRAM 83-83 ] ALLOW BOOKSTORE CHARGES ] FOR FUTURE USE 84-84 ] ALLOW CEU CHARGES ] FOR FUTURE USE 85-85 ] ALLOW OBLIGATIONS CHARGES ] FOR FUTURE USE 86-86 ] ALLOW DEVELOPMENTAL STUDIES CHARGES ] FOR FUTURE USE 87-87 ] ALLOW AUDIT CLASS CHARGES ] FOR FUTURE USE 88-90 ] TERM IN WHICH UNEVEN DOLLAR AWARDS ARE ADJUSTED (YYT) 91-91 ] ALLOW AWARD FOR INSTATE STUDENTS ONLY ] Y - ONLY INSTATE STUDENTS CAN GET AWARD 92-92 ] ALLOW AWARD FOR LOCAL STUDENTS ONLY ] Y - ONLY STUDENTS WHOSE JURISDICTION HAS "L" CODE ] IN JURISDICTION REFERENCE FILE CAN GET AWARD 93-93 ] CHECK FOR PREVIOUS DEGREE BEFORE ALLOWING AWARD ] Y - CHECK TO SEE IF STUDENT HAS PREVIOUS DEGREE ] RECORDED IN STUDENT MASTER - IF SO, DO NOT AWARD 94-94 ] USE FINANCIAL AID WARNING/SUSPENSION FLAG ] Y - USE FINANCIAL AID WARNING/SUSPENSION FLAGS TO ] CONTROL DISBURSEMENT AS WITH PELL 95-95 ] USE ACADEMIC STATUS ] Y - USE STUDENT ACADEMIC STATUS FLAG TO CONTROL ] DISBURSEMENT AS WITH PELL 96-96 ] USE CURRICULUM EDIT ] G - USE SAME CURRICULUM EDITING AS SPECIFIED FOR ] PELL, SEOG, AND CSAP ] E - ONLY ALLOW STUDENTS IN SPECIFIED CURRICULUMS TO ] RECEIVE AWARD ] I - DO NOT ALLOW STUDENTS IN SPECIFIED CURRICULUMS ] TO RECEIVE AWARD 97-321 ] CODES FOR CURRICULUMS (75 @ 3 BYTES EACH) ] IF POSITION 96 = G, CURRICULUMS USED LIKE PELL ] IF POSITION 96 = E, THESE ARE THE ALLOWED CURRS ] IF POSITION 96 = I, THESE ARE THE DISALLOWED CURRS 322-322 ] CALCULATE TERM-BASED AWARD BY CREDIT HOURS ] Y - CALCULATE TERM BASE AWARD AS DOLLAR AMOUNT TIMES ] NUMBER OF ELIGIBLE ENROLLED EDITS * 323-327 ] DOLLAR AMOUNT PER CREDIT HOUR OF ENROLLMENT - 999V99 * 328-331 ] MINUMIM NUMBER OF CREDITS FOR PER CREDIT RATE - 99V99 * THESE TWO FIELDS ARE USED ONLY IF COLUMN 322 = 'Y' 332-332 ] EXCLUDE INELIGIBLE CREDITS ] Y - EXCLUDE INEIGLIBLE REGISTRATIONS FROM NUMBER OF ] CREDIT HOURS TO CALCULATE AWARD 333-333 ] EXCLUDE DEVELOPMENTAL CREDITS ] FOR FUTURE USE 334-338 ] MAXIMUM DEVELOPMENTAL HOURS ] FOR FUTURE USE 339-339 ] CALCULATE TERM-BASE AWARDS BY ENROLLMENT LEVEL ] Y - CALCULATE TERM BASE AWARD USING ENROLLMENT LEVEL ] TABLE AS WITH SEOG/CSAP 340-343 ] PGM LEVEL 1 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 344-347 ] PGM LEVEL 1 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 348-350 ] PGM LEVEL 1 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 351-354 ] PGM LEVEL 2 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 355-358 ] PGM LEVEL 2 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 359-361 ] PGM LEVEL 2 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 362-365 ] PGM LEVEL 3 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 366-369 ] PGM LEVEL 3 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 370-372 ] PGM LEVEL 3 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 373-376 ] PGM LEVEL 4 MINIMUM CREDITS S9(2)V99 ] THE MINIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 377-380 ] PGM LEVEL 4 MAXIMUM CREDITS S9(2)V99 ] THE MAXIMUM NUMBER OF CREDITS PER TERM CORRESPONDING ] PERCENTAGE WILL BE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 381-383 ] PGM LEVEL 4 PERCENTAGE S9(1)V99 ] PERCENTAGE APPLIED TO MAXIMUM TERM AWARD TO ] CALCULATE TERM BASE AWARD FOR PGM 384-498 ] FILLER 5.1 CONTENTS OF EXCEPTION YEAR SEGMENT - FINS0001 --------------------------------------------- POSIT. OPTION NAME VALUE PROCESSING DESCRIPTION --------------------------------------------------------------------- 1 ] ADJUST-TERM-NO ] 1 ] ADJUST PELL IN 1ST TERM OF YR ] ] 2 ] ADJUST PELL IN 2ND TERM OF YR ] ] 3 ] ADJUST PELL IN 3RD TERM OF YR ] ] 4 ] ADJUST PELL IN 4TH TERM OF YR * NOTE THAT THIS FIELD IS NO LONGER USED* ] ] ] 2-5 ] EXCEPTION YEAR 1 ] BBEE ] BB IS BEGINNING YEAR AND EE IS ] ] ] ENDING AID YEAR (I.E., 8788) ] ] ] 6-8 ] YEAR1 EXCEPTION ] YYQ ] TERM CODE FOR 1ST TERM TO BE ] TERM 1 ] ] INCLUDED IN EXCEPTION YEAR 1 ] ] ] 9-11 ] YEAR1 EXCEPTION ] YYQ ] TERM CODE FOR 2ND TERM TO BE ] TERM 2 ] ] INCLUDED IN EXCEPTION YEAR 1 ] ] ] 12-14 ] YEAR1 EXCEPTION ] YYQ ] TERM CODE FOR 3RD TERM TO BE ] TERM 3 ] ] INCLUDED IN EXCEPTION YEAR 1 ] ] ] 15-17 ] YEAR1 EXCEPTION ] YYQ ] TERM CODE FOR 4TH TERM TO BE ] TERM 4 ] ] INCLUDED IN EXCEPTION YEAR 1 ] ] ] 18-21 ] EXCEPTION YEAR 2 ] BBEE ] BB IS BEGINNING YEAR AND EE IS ] ] ] ENDING AID YEAR (I.E., 8788) ] ] ] 22-24 ] YEAR2 EXCEPTION ] YYQ ] TERM CODE FOR 1ST TERM TO BE ] TERM 1 ] ] INCLUDED IN EXCEPTION YEAR 2 ] ] ] 25-27 ] YEAR2 EXCEPTION ] YYQ ] TERM CODE FOR 2ND TERM TO BE ] TERM 2 ] ] INCLUDED IN EXCEPTION YEAR 2 ] ] ] 28-30 ] YEAR2 EXCEPTION ] YYQ ] TERM CODE FOR 3RD TERM TO BE ] TERM 3 ] ] INCLUDED IN EXCEPTION YEAR 2 ] ] ] 31-33 ] YEAR2 EXCEPTION ] YYQ ] TERM CODE FOR 4TH TERM TO BE ] TERM 4 ] ] INCLUDED IN EXCEPTION YEAR 2 ] ] ] 5.1 CONTENTS OF TUITION CHARGING 'PECKING ORDER' SEGMENT ---------------------------------------------------- FINS0201,- OPTION RECORDS FINS0201 THRU FINS0203 ARE USED TO 02, INDICATE THE DEFAULT ORDER IN WHICH TO CHARGE THE 03 AID PROGRAMS. UP TO 3 OPTION RECORDS MAY BE USED WITH 22 AID PROGRAMS SPECIFIED ON EACH (FOR A TOTAL OF 66 ENTRIES). FIELD POS OPTION NAME VALUE PROCESSING DESCRIPTION ------------------------------------------------------------------- 1 - 88] AID PROGRAM ID'S ] XXXX] UP TO 22 FOUR CHARACTER ID'S ] ] ] OF AID PROGRAMS TO INDICATE ORDER ] ] ] IN WHICH TO CHARGE. ] ] ] 89 - 90] ] ] NOT USED 5.1 CONTENTS OF CHECK PROGRAM 'PECKING ORDER' SEGMENTS -------------------------------------------------- FINS0204 - SUBSYSTEM OPTION RECORD WHICH WILL CONTAIN PROGRAM IDENTIFIER FOR AID PROGRAMS WHICH ARE TO BE SELECTED WHEN INPUT PARM CARD OPTION IS "F". FIELD POS OPTION NAME VALUE PROCESSING DESCRIPTION ------------------------------------------------------------------- 1 - 88] AID PROGRAM ID'S ] XXXX] UP TO 22 FOUR CHARACTER ID'S ] ] ] OF FEDERAL AID PROGRAMS FROM ] ] ] WHICH CHECKS ARE TO BE ISSUED. ] ] ] 89 - 90] ] ] NOT USED FINS0205 - SUBSYSTEM OPTION RECORD WHICH WILL CONTAIN PROGRAM IDENTIFIER FOR AID PROGRAMS WHICH ARE TO BE SELECTED WHEN INPUT PARM CARD OPTION IS "S". FIELD POS OPTION NAME VALUE PROCESSING DESCRIPTION ------------------------------------------------------------------- 1 - 88] AID PROGRAM ID'S ] XXXX] UP TO 22 FOUR CHARACTER ID'S ] ] ] OF STATE AID PROGRAMS FROM ] ] ] WHICH CHECKS ARE TO BE ISSUED. ] ] ] 89 - 90] ] ] NOT USED FINS0206,- SUBSYSTEM OPTION RECORDS WHICH WILL CONTAIN PROGRAM 07, IDENTIFIER FOR AID PROGRAMS WHICH ARE TO BE SELECTED 08 WHEN INPUT PARM CARD OPTION IS "L". MAXIMUM OF 66. FIELD POS OPTION NAME VALUE PROCESSING DESCRIPTION ------------------------------------------------------------------- 1 - 88] AID PROGRAM ID'S ] XXXX] UP TO 22 FOUR CHARACTER ID'S ] ] ] OF LOCAL AID PROGRAMS FROM ] ] ] WHICH CHECKS ARE TO BE ISSUED. ] ] ] 89 - 90] ] ] NOT USED 5.2 CONTENTS OF SUBSYSTEM OPTION SEGMENT #FINS0301 ---------------------------------------------- THIS SUBSYSTEM OPTION SEGMENT CONTAINS FINANCIAL AID CONTROL DATA WHICH VARIES FROM COLLEGE TO COLLEGE. FIELD POS FIELD CONTENTS --------------------------------------------------------------- 1-6 ] COLLEGE'S FICE CODE (THE FEDERAL ID ASSIGNED BY THE ] U.S. DEPARTMENT OF EDUCATION) 7-90 ] NOT USED 8.0 CHANGE HISTORY --------------- 8.1 VERSION NO: V4.09 CHANGE DATE: 12/17/89 PROGRAMMER NAME: S. EDMONDS PROGRAM CHANGE REQUEST NO: 00004497 DESCRIPTION OF CHANGE: REVISED DOCUMENTATION BY ADDING THE PROGRAMS FINCONV, FIN025, FIN325, FIN690, FIN714, FIN725AND FIN735 TO THE 4.0 PROGRAM ABSTRACTS SECTION. THESE PROGRAMS WERE ON THE INDEX BUT WERE NOT INCLUDED IN THIS DOCUMENTATION. 8.2 VERSION NO: V4.16 CHANGE DATE: 09/15/90 PROGRAMMER NAME: SUE DOTSON PROGRAM CHANGE REQUEST NO: 00005797 DESCRIPTION OF CHANGE: REVISED DOCUMENTATION TO INCLUDE PROGRAMS, OPTIONS AND PROCESSING RELATED TO THE SYSTEM ENHANCEMENTS INCOR- PORATING SEOG AND CSAP DISBURSEMENT CAPABILITES. 8.3 VERSION NO: V4.30 CHANGE DATE: 01/15/92 PROGRAMMER NAME: DANA BRYANT PROGRAM CHANGE REQUEST NO: 8934 7517 DESCRIPTION OF CHANGE: ADDED FIN745 AND FIN665 TO DOCUMENTATION. 8.4 VERSION NO: V4.42 CHANGE DATE: 01/29/92 PROGRAMMER NAME: KATHY CAMPER PROGRAM CHANGE REQUEST NO: 11539 DESCRIPTION OF CHANGE: UPDATED SUBSYSTEM DOCUMENTATION TO REFLECT ALL 4.42 SUBSYSTEM CHANGES, AS WELL AS PICKING UP ALL ADDITIONAL CHANGES MADE IN THE PAST BUT NOT INCLUDED IN THE SUBSYSTEM DOCUMENTATION. 8.5 VERSION NO: V4.44 CHANGE DATE: 03/15/93 PROGRAMMER NAME: JEAN MAYS PROGRAM CHANGE REQUEST NO: 11409 DESCRIPTION OF CHANGE: UPDATED SUBSYSTEM DOCUMENTATION TO REFLECT NEW PROGRAM FIN950, FINANCIAL AID STUDENT PRO RATA LIST. 8.6 VERSION NO: V5.20 CHANGE DATE: 01/23/95 PROGRAMMER NAME: PEGGY EMMERICH PROGRAM CHANGE REQUEST NO: 14658 DESCRIPTION OF CHANGE: UPDATED SUBSYSTEM DOCUMENTATION TO REFLECT NEW PROGRAM FIN765, FINANCIAL AID DIBURSEMENT BY TERM. 8.7 VERSION NO: V5.22 CHANGE DATE: 03/16/95 PROGRAMMER NAME: EUGENE WALLO PROGRAM CHANGE REQUEST NUMBER: 00014369 DESCRIPTION OF CHANGE: - ADDED A PROGRAM ABSTRACT FOR FIN969 TO SECTION 4.0 OF THE SUBSYSTEM DOCUMENTATION. - CHANGED SECTION 5.0 TO THE SUBSYSTEM DOCUMENTATION, TO ACCOMMODATE FIN969. - CREATED SECTION 5.2 OF THE SUBSYSTEM DOCUMENTATION, TO SPECIFY THE LAYOUT OF SUBSYSTEM OPTION SEGMENT #FINS0301. 8.8 VERSION NO: V6.06 CHANGE DATE: 07/15/96 PROGRAMMER NAME: PEGGY EMMERICH PROGRAM CHANGE REQUEST NO: 16359 DESCRIPTION OF CHANGE: UPDATED SUBSYSTEM DOCUMENTATION TO REFLECT NEW PROGRAM FIN755, STUDENT SERVICES FINANCIAL AID REPORT.