Financial Aid Alerts

The Financial Aid Alerts module allows users to define specific alerts that impact students' financial aid, such as consecutive absences.

Consecutive Absences Alert

1. From the Billing menu, click Financial Aid Alerts.

The first section allows you to set up portal alerts to notify administrators of students enrolled into courses within the 300/400 cost reporting codes who have been marked absent for multiple consecutive days. You are able to define which profiles will receive the alert, the number of days considered, the attendance code(s), as well as students pertaining to specific cost codes. These fields allow the selection of multiple profiles and attendance codes.

2. Select the Profile(s) who should receive the Portal alert from the corresponding pull-down.

3. Select the applicable attendance Code(s) that should generate an alert, such as Absent.

4. Select what Cost Reporting Code (Florida) or Instructional Program (California) should be considered for the alert from the Students pull-down; options include Cost Reporting Code 400s and Cost Reporting Code 300s.

5. Enter the # of Days the student meets the selected criteria, such as the number of days the student was marked "Absent" in order for an alert to be generated.

6. When all information has been entered/selected for the alert, click into a text box, such as # of Days, and press the Enter key to save the line of data.

7. Once saved, the line will turn blue and a delete button will display (red minus sign). Click the delete button to remove the alert.

8. To edit entered data, click the pull-down and change the selection made or click the underlined text to change the number entered.

Multiple variations of the alert can be created. See the image below for an example.

9. After the alert has been created, the corresponding scheduled job needs to be created via Setup > Scheduled Jobs > Consecutive Absences job.

Once set up, the alert will display when applicable in the Alerts section of the Portal page.

10. Click the alert link to open the Consecutive Absences report, which displays the following columns: the Alert, Student ID, Student Name, Phone Number, and Course.

11. Click the Student ID link to open Student Info.

Next Pay Period Students Alert (Attended Hours & Scheduled Hours)

1. From the Billing menu, click Financial Aid Alerts.

The second section allows you to set up portal alerts to notify select profiles of when a student has met the time margin percentage specified for the first pay period based on attended hours.

The third section allows you to set up portal alerts to notify select profiles when a student has met the time margin percentage specified for the first pay period based on scheduled hours. This alert is based on the information entered on the Financial Aid Worksheet.

2. Select the Profile(s) who should receive the Portal alert from the corresponding pull-down.

3. Enter the Time margin (%), which is the percentage of Pay Period 1 Hours the student has remaining based on the information entered on the Financial Aid Worksheet.

4. Once all information has been entered/selected, click into the Time margin (%) text box and press the Enter key to save the line of data.

5. Once saved, the line will turn blue and a delete button will display (red minus sign). Click the delete button to remove the alert.

6. To edit entered data, click the pull-down and change the selection made or click the underlined text to change the number entered.

Multiple variations of the alert can be created. See the image below for an example.

Once set up, the alert will display when applicable in the Alerts section of the Portal page.

7. Click the alert link to open the Pay Period 2 Students report, which displays the following columns: the Alert, Student ID, and Student Name.

8. Once the second disbursement has been requested, access the student’s Financial Aid Worksheet to mark the Payment 2 amount as Requested. This will remove the student from the portal alert.

9. After the alert has been created, the corresponding scheduled job need to be created via Setup > Scheduled Jobs > Next Unrequested Pay Period Students.

SAP Minimum Requirements

1. From the Billing menu, click Financial Aid Alerts.

The seventh and final section allows you to set up portal alerts to notify specified users when a student has met the required attended hours percentage but has fallen below the minimum SAP requirements. This alert allow you to define SAP minimum requirements on GPA, Gradebook Grades, Program Attended Hours % and Course Attended %.

2. Select the Profile(s) who should receive the Portal alert from the corresponding pull-down.

3. Enter the minimum GPA requirement in the provided text box. If the students' GPA falls below the GPA entered, an alert will be generated.

4. Enter the minimum grade required in the Gradebook Grades text box. If the students' grade falls below the grade entered, an alert will be generated.

5. Enter the minimum Program Attended Hours (%) required in provided text box. If the students' attended hours falls below the percentage entered, an alert will be generated.

6. Enter the minimum Course Attended (%) required in provided text box. If the students' course attended percentage falls below the percentage entered, an alert will be generated.

7. Enter the Payment Period Remaining (%) required in the provided text box. The time margin (the percentage of Pay Period 1 Hours the student has remaining) based on the information entered on the Financial Aid Worksheet determines when the alert is generated.

8. Once all information has been entered or selected, press the Enter key to save the line of data.

9. Once saved, the line will turn blue and a delete button will display (red minus sign). Click the delete button to remove the alert.

10. To edit entered data, click the pull-down and change the selection made or click the underlined text to change the number entered.

Multiple variations of the alert can be created. See the image below for an example.

Once set up, the alert will display when applicable in the Alerts section of the Portal page.

11. Click the alert link to open the SAP Minimum Requirements report, which displays the following columns: Student Name, Student ID, Course Title, Program Number, Program Hours, GPA, Gradebook Grade %, Program Attended %, and Course Attended %.

12. After the alert has been created, the corresponding scheduled job need to be created via Setup > Scheduled Jobs > SAP Alert.