About Financial Aid Control

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About financial aid control

Financial aid (F/A) control lets you determine how financial aid works within Campus Cafe, including what aid is visible to students.

Access Financial Aid Control

1. Navigate to Student Financials → F/A Control

Add Control/Site

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You can configure financial aid control by site giving you flexibility to operate financial aid differently depending on site. For example if you have multiple campuses and aid is awarded differently at each.

Settings here work in tandem with the packaging process to award financial aid.

Campus Cafe supplies updated Pell and Subsidized and Unsubsidized (Stafford) loan schedules.

Prerequisites

• Gather your institution’s U.S. Department of Education’s Office of Postsecondary Education Identification (OPE ID) number and any branch numbers.

• Gather your institution’s U.S. Department of Education’s Federal School Code. This is the code students put on a FAFSA to have it sent to your institution.

• To set an aid year as the current year, at least one semester within the aid year must exist. For example, for the 2024-2025 aid year to appear, you need to create at least Fall 2024.

• Create degree sites using STParm SBCONO. A site is required for each unique COD/FAFSA/Routing/Pell ID assigned to your institution by the federal government.

• Create admissions forms that will process ISIRs from individuals who don’t already exist in Campus Cafe.

Required permissions

ISIR import behavior

If you plan to import ISIRs, you may find some ISIRs are for individuals who don’t already exist in Campus Cafe. By default, Campus Cafe puts these students in the holding table for your review. You can tell Campus Cafe to instead disregard these ISIRs, which will also disable any notifications associated with the ISIR.

1. Go to Admin > Custom Control.

2. Click the pencil.

3. In Parameter Value 1 enter Y.

4. Click Save.

Add control

Each site has its own control. This lets you ensure that your financial aid settings align with each site’s unique business processes. Sites can by physical like multiple campuses or programmatic like day and evening programs. A site is required for each unique COD/FAFSA/Routing/Pell ID

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Click "Add Control" button

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Follow set settings listed in the sections below:

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assigned to your institution.

Each site has exactly one control.

1. Go to Financials > F/A Control.

2. In Add Site select a site.

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3. Click Add Control.

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4. In Site Name optionally enter a description of the site. For example Downcity Campus. This is informational only and isn’t used in any financial aid processing.

5. Configure your settings starting with selecting a financial aid provider.

Select a financial aid provider

The financial aid provider

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lets Campus Cafe know where it gets and sends student financial aid data.

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1. In Export-Import Provider select your provider.

   • COD Service Provider retrieves data from the U.S. Department of Education’s Common Origination and Disbursement (COD) system via Institutional Student Information Records (ISIRs). If you select this option, Campus Cafe delivers student loan origination fees that are set during the awarding process.

   • ECM Service Provider connects to third-party

   servicer ECM or manual awards. The provider of data is set in the Export-Import Provider drop down. Selecting COD will tie origination fees to the delivered Campus Café dataset.

2. Input OPE-ID# for Current Site

3. Input FICE#/FAFSA School Code

4. Select "ISIR App Config" from the dropdown to use for the current site.  This determines what Inquiry Portal App/Form config to use when an ISIR is imported for a person who does not exist in the system

   • financial aid processing company Educational Compliance Management (ECM). (You must contract directly with ECM for this service.)

   • None means you’ll manually award financial aid based on data and calculations outside of Campus Cafe.

5. Click Save.

Enter U.S. Department of Education identifying information

This lets Campus Cafe properly handle ISIRs and COD transmissions.

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1. In Federal OPE-ID# enter your institution’s six-digit OPE ID and the two-digit branch number for eight digits total. The branch number must align with the site. If you don’t have branches, enter 00 for the branch number.

2. In Federal FICE# / FAFSA School Code enter your institution’s six-character Federal School Code. This is the code applicants and students put on a FAFSA to have it sent to your institution.

3. When you receive an ISIR for a person already in Campus Cafe, the platform matches the ISIR with the person. You need to tell Campus Cafe how to handle an ISIR for a new person. You do this by selecting in ISIR App Config an admissions form. This allows you to have different inquiries forms/notification emails by Site.

   1. If you do not want inquiries to be created by the ISIR import function, this can be disabled with custom control FA_ISIR_SKIP 1-1 - If set to "Y" ISIR Import will NOT create ISIR inquiries, and it will also skip the duplicate holding table process. Please note that disabling this feature will skip the import of some ISIR’s if it does not find a student with a matching SSN because it will skip the duplicate holding table process.

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1. site.

2. Click Save.

Example

Here we configure site 3, our Downcity Campus, to send and receive information from COD using OPE-ID 00340900 and Federal School Code 003409. ISIRs not automatically matches to students will be processed using the Downcity Inquiry admissions form.

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Enter COD identifying information

If you’re using COD as your service provider, you must tell Campus Cafe how to identify your institution to the federal government’s Common Origination and Disbursement (COD) system.

You must set up COD identifying numbers for each unique campus/site.

Find your COD information

If you don’t know your institution’s COD information, you can look it up in COD.

1. Log in to COD.

2. Click School to search for schools. Enter the full registered name of your school or type the entity ID and click Search.

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3. Once found, click the red info icon next to the site you would like see.

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4. The first 4 IDs you’ll need to enter in Campus Cafe.

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Enter information in Campus Cafe

1. In COD Direct Loan ID enter your institution’s direct loan ID.

2. In COD Pell ID enter your institution’s Pell ID.

3. In COD Routing ID enter your institution’s routing ID.

4. Click Save.

Example

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Input ECM Campus identifying information

This step is only required if you’re using Educational Compliance Management (ECM) as your third-party financial aid processor.

1. In ECM Campus Code enter your ECM number provided by ECM.

2. Click Save.

Set semester controls

A control must be set for students to see verified or pending awards on their ledgers (billsbilling statements).

1. In the Current Semester box, select your currently active semester.

2. In the Statement F/A View Semester box choose select the semester of the awards to actively show on a student's statement.
   Note: This must be the semester furthest out in the future that is desired to be displayed. For example, if you want to show Fall 2020 2024 and Spring 2021 2025 awards on the student's billing statement, you must select Spring 2021 in this box2025.

3. In the Payment Page F/A View Semester box, choose select the semester of the awards to show on when a student 's Self Payment Page.  This is useful is making an online payment. Selecting a semester is helpful for institutions that bill for a full year, but only want to show the current semester on the student's statement.

4. In the Current Year box, choose select the year award year to display on the by default when financial staff's side by default; this aid staff review a student’s record. This selection also determines what the year’s data is shown on the student profile's financial aid status tabs.

5. Site Name is an optional description for the created Site; it is used only for reference.

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6. In the Current Packaging Semester box choose select the default semester that Financial Aid Document Tracking Member will use when Tracking Activitiesunder uses when tracking activities are added manually.

   Note:

   Documents triggered by an ISIR will be added according to the year of the ISIR.

7. In the Highest Billing Semester choose select a semester. On the Student Finder's amount due column only billing charges for this semester and prior will show. Choose semester 999999 to display charges for all semesters.

8. In On-Campus Res Code and Off Campus Res Code relates tell Campus Cafe how to the Default Housing option for ISIR Packaging records for process the housing component of a student’s cost of attendance. Starting with the 2024-2025 ISIR and going forward.

   Because the housing options have been removed from the FAFSA application the system must make assumptions to housing selections to properly package students with their cost of attendance. Thus, by setting these fields will determine the students' default housing selection based on a student’s existing Session Data Record

   aid year, ISIRs don’t contain student housing information so Campus Cafe will look to a student’s most recent session data to determine if they plan to live on or off campus.

   • On-Campus Res Code:

   If a student has

   • Select the

   selected code on their latest session data record, then the student will have their housing option on the ISIR record selected as a On-Campus resident

   • code that indicates a student plans to reside in institutional housing. Campus Cafe treats students with this code as on campus for cost of attendance calculations regardless of the student’s ISIR dependency status.

   • Off-Campus Res Code:

   If a student has the selected code on their latest session data record, then the student will have their housing option on the ISIR record selected as Off-Campus student if they are an independent student; if the

   • Select the code that indicates a student plans to reside off campus. Campus Cafe selects off campus for a student the ISIR designates as independent. If a student is listed as a dependent student then “With Parents”

   will be selected automatically.

   • is automatically selected.

9. Click Save.

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1. Dependent status students housing option will be defaulted to “With Parents” on their ISIR record. This can be manually adjusted on the ISIR Packaging detail page.

2. Independent status students' housing option will be defaulted to “Off-Campus” on their ISIR record. This can be manually adjusted on the ISIR Packaging detail page.

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COD Configuration

The COD ID fields are required to be filled in for an institution to be able to use Campus Café's export/import functions for Origination and Disbursement of Federal Financial Aid.  For institutions with multiple campuses/sites; multiple F/A Control pages will need to be set up with there related COD ID's.

• COD Direct Loan ID

• COD Pell ID

• COD Routing ID

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Finding your IDs on COD

If you do not know your IDs for your institution or site you can find those numbers by logging into the COD website.

1. Click the "School" button to search for schools; type the full registered name of the school or type the entity ID and click search

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2. Once found, click the red info button next to the site you would like review.

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3. The first 4 IDs are what will be needed for your system.

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4. Once all is completed for the Created Site, press "Save and Back"

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5. Repeat if needed for multiple campuses.