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About financial aid packages and viewing ISIRs

Auto packaging evaluates a student's Institutional Student Information Record (ISIR) against the cost of attendance and disbursement rules you’ve configured in the system Campus Cafe and then packages the student with the appropriate financial aid awards.  The system also allows for users to view or print the standardized EdExpress 6-page format. Campus Cafe auto packaging supports federal subsidized and unsubsidized loans, Pell grants, and PLUS Loansloans.

Other aid such as Federal Supplemental Educational Opportunity Grant (FSEOG), federal work study, state and local government grants, alternative (private) loans or institutional scholarships can be set up to be packaged with Title IV aid through the use of Other Packaging Rules.

Separately, you can also use Campus Cafe to view or print the standardized EdExpress format.

Video overview

Prerequisites

• Access to the institution's ISIRSISIRs, typically retrieved from EdConnect.

• An Admissions Portal form to accept inquiries created by ISIRs must be configured, created so an inquiry is created when a student is not found. Possible duplicate records will also go to the Holding Table if the system detects a possible match for the ISIR to link on (based on students name, address, email, phone number) if a student doesn’t have the correct SSN listed in the systeman ISIR arrives for a student who doesn’t already exist in Campus Cafe. The name of the admissions portal Portal form (e.g. ISIR) must be set in F/A Control page.

• F/A Control Export-Import Provider must be configured for Federal Financial Aid COD export to initiate.

• Transaction Codes and F/A Code Maintenance (award codes) must be configured.

• Cost of attendance must be configured.

• Disbursement rules must be configured Major details for all financial aid eligible majors the configured.

• For all academic programs that qualify for financial aid, enter in Major Details the major’s CIP Code, Program Length, Length Type, Credential Level , and Full Time Term Credit Hours, and select (check) the Degree Seeking checkbox must be set on the major detail page. For Clock Hour programs, the

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  Clock Hour Indicator

  "

  must be selected (checked), and the

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  Hours to Complete

  "

  must be filled in.

• The students to package must have a degree rowrows.

• If cost of attendance and disbursement rules are configured based on enrollment status (full time, half time, etc.) student's Part Time Code on the Degree Detail screen must be set.

Required permissions

Import ISIRs

Importing Institutional Student Information Records (ISIRs) to Campus Cafe allows the platform, in conjunction with the configured cost of attendance and student's academic record, to package students for federal financial aid.

1. Navigate Go to Student Financials > F/A Packaging.

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2. Under ISIR Importing click browseClick Import ISIR > Browse.

3. Select the file containing ISIRs.

4. Click Import ISIR

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ISIRs not matched to existing students

If you import an ISIR and Campus Cafe can’t find an existing person record in Campus Cafe that matches, Campus Cafe creates the individual as a prospect or, if the record appears similar to an existing person in Campus Cafe, sends the ISIR to the holding table. Campus Cafe sends ISIRs to the holding table if the ISIR matches the name, address, email or phone number of an existing record but the Social Security Number doesn’t match.

Multiple ISIRs and revisions

The Department of Education may send your institution multiple ISIRs for the same student. This can occur if the student made corrections to their FAFSA or had another change with their data.

By default, Campus Cafe will use the most recent ISIR, that with the highest CPS revision number, in auto packaging and treat this ISIR as the default ISIR. Campus Cafe also copies the cost of attendance from the previous ISIR revision to prevent

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having to re-generate or re-adjust the cost of attendance

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.

If a student is packaged already with aid, the awards will also have the CPS

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number used field updated to prevent rejections

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due to a mismatch between the awards and the current active ISIR.

If an ISIR of a lower revision than the current default ISIR, the lower revision will not be promoted to the default used ISIR on the packaging page or on the packaged aid.

View ISIR

Permission #1250 is required to access this function and must be set to RO (read only).

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Prevent auto promotion

If you don’t want Campus Cafe to supplant an ISIR with a higher CPS revision number received for a student with an ISIR already in Campus Cafe, you can turn off this feature. The newer ISIR won’t be used and Campus Cafe won’t update the Award' CPS Number used field. This also means the student’s awards won’t be updated.

1. Go to Admin > Custom Control.

2. In Search enter FA_ISIR_SKIP.

3. Click the pencil.

4. In Parameter Value 2 enter Y.

5. Click Save.

View ISIR

Campus Cafe translates the ISIR data into a standardized readable format.

1. Go to Financials > F/A PackagingUnder Find Package By select the .

2. Click Filter Packages.

3. Select an Award Year.

4. Under Find Package By select the package status if applicable

   • Check "Include Non-Default" to also see all ISIRs imported that are not currently set as "Default".

5. Click "View ISIR" button to view ISIR which can then be printed or saved as a .pdf file. 

   Optionally select other criteria such as the Package Status.

6. Click Submit.

7. Next to the ISIR to view click the paper and magnifying glass in the View ISIR column. If a student has a manual packaging row, the

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   View ISIR

   " button will not

   icon doesn’t appear.

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8. A new window will open to save or print the standardized EdExpress 6-page PDF format to assist with a user's financial aid process.

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Review of Packaging Grid

The packaging page grid has many details in regard to students' programs and ISIR data. Some of the key data fields to review include:

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1. The ISIR opens as a PDF in a new window.

Review packaging

Campus Cafe summarizes the information form the ISIRs and information about students from Campus Cafe into a table. This table provides a high-level view of the student’s financial aid eligibility.

1. Go to Financials > F/A Packaging.

2. Click Filter Packages.

3. Select an Award Year.

4. Optionally select other criteria such as the Package Status.

5. Click Submit.

6. Review the information.

• Hold: If the student has a financial aid hold it will block blocking packaging.

• MPN - : Shows if there is an active MPN master promissory note imported /or added for a student, it will show the student. This shows “Expired” if an MPN exists and the expiration date has passed.

• Counseling - : Shows if there is an entrance counseling on record for the student.

• SAI - : Shows the student’s SAI that will be Student Aid Index used for Pell Packaging (. -9999 or NA will be shown show if an SAI isn’t calculated on the ISIR; this . This usually occurs when an ISIR is incomplete and only a Provisional SAI is included).

• Provisional SAI - : Shows the potential SAI as a reference before a finalized ISIR is received. The packaging system will not package/Campus Cafe won’t package or calculate Pell with this value. ( -9999 or NA will be shown show if a Provisional SAI isn’t calculated on the ISIR; most likely due to having . This usually occurs if an active SAI calculated)exists.

• Full Time Term Credit Hours - : The credit hour threshold used for Enrollment Intensity percentage.

• Term Credits - Shows the : The amount of hours a the student is enrolled in from the most recent enrollment term (please note that the . The packaging calculations will be based on the student’s enrollment from the term that match matches the first term of the disbursements term rules.

• PELL LEU%: This will show the Pell usage amount from the imported ISIR. Auto packaging a student with an LEU greater than 500% will result in proration of Pell.

  • If a student has a LEU of 575.000% the calculation would be

    • (600% - 555.555% = 45.445% remaining | (Max Pell - SAI) x .45445 then split further by the term disbursement rules that are applied to packaging)

• Major - : the student’s current active program.

• Start Semester - : The current active program’s starting cohort semester.

• IRS Request Parent/Student - : The IRS Data Transfer Request tool flag.

• Primary EFC/SAI Formula Dependent Status - : Shows the student’s dependency flag that the students unsub loan amounts will be based upon.

• Session Class Level - shows : Shows the most recent session record class level for the student.

• Grade Level College - : shows the selected ISIR class level that is used for packaging and also exports out to COD for loan origination and disbursements.

  • Please note that for For the 24-25 ISIR the new valid Class Levels are 1,2,3,4 (4 now being for graduate/professional degrees). However, COD is still using levels 6 and 7 for graduate programs and not grade level 4. Therefore, until COD adjusts its process to match the FAFSA grade levels, upon import of a 24-25 ISIR grade level 4 will be automatically converted to grade level 7 to allow for proper origination in COD.

• Max Pell Indicator - shows : Shows the Max Pell Indicator if a student has been selected to receive full Pell calculation regardless of the posted SAI.

• Minimum Pell Indicator - : Shows the Minimum Pell Indicator if a student has been selected to receive the minimum Pell calculation regardless if the student’s SAI does not qualify them for Pell.

Working Students to Package

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• Student FTI AGI: Shows the Adjusted Gross Income reported from the IRS Linked data.

• Student Exempt Num: Shows the tax exemptions reported from the IRS Linked data.

• Student Dependents Num: Shows the dependents reported from the IRS Linked data.

• Parent FTI AGI: Shows the Adjusted Gross Income reported from the IRS Linked data.

• Parent Exempt Num: Shows the tax exemptions reported from the IRS Linked data.

• Parent Dependents Num: Shows the dependents reported from the IRS Linked data.

Package students

1. Go to Financials > F/A PackagingUnder Find Package By select the .

2. Click Filter Packages.

3. Select an Award Year

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   Under Find Package By select the package status

   H

   .

4. Select a Package Status.

   • Hold: Students held for verification.

   P

   • Packaged: Students already packaged.

   R

   • Repackage: Students pending repackaging.

   U

   • Unpackaged:

    Student is

   •  Students not packaged

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   • .

5. Optionally enter Entered/Changed Date From and To fields to show only ISIRs imported or changed within the entered date range.

6. Optionally select Include Non-Default to show non-active ISIRS. 

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   The

    The first time an ISIR is imported

   ,

   for a student that ISIR

   will be

   is marked as the default ISIR to use

   for that and future packaging. 

   Optionally check for packaging. Unless you’ve configured Campus Cafe to behave differently, Campus Cafe treats a subsequently received ISIR for the student as the new default ISIR for packaging.

7. Optionally select to Include Doc Status to load package listing see results with Financial Aid Required Activity Tracking Completion status. Checking Selecting Include Doc Status will also Block Packaging if students have block packaging students with outstanding “F” member documents without a “Completed Date” that lack a Completed Date for the current Award Year.

   Checking

   Selecting this box may increase

   loading

   load times depending on how many

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   required

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   financial aid activities are listed on a student's account.

8. Optionally select Entered/Changed Date From and To fields to query for ISIR's imported or changed within the selected date range.

9. Click Submit to review the packages

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   Click Submit. Packages are returned for your review.

10. To manually adjust a package or mark a student as verified, next to the record click

    on

    the

    edit

    pencil

    tool of the record needing to be reviewed to take you to the Package Detail Page.Image Removed

11. Cost of Attendance (COA) Named Rule:  If applicable, Select Named COA Rulefrom the dropdown, and apply to all students that are selected in the grid.

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12. Named Term Disbursement Rule: If applicable, Select Named Term Disbursement Rulefrom the dropdown, and apply to all students that are selected in the grid.

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13. Student COA Academic Year: Type the academic year in which the COA Template will be applied; Please see Term Disbursement Rules regarding "Academic Year"

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    • Default "1" for institutions with one Academic year per Financial Aid Award year (most institutions).

    • Student's can have separate COA's for different Academic Year's "1", "2", "3", etc. (sometimes used by clock hours/borrower based schools).

14. Generate Student COA: Click "Generate Student COA" to apply to launch Package Details.
    

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15. Optionally you may wish to apply a custom named term disbursement rule to the students. To do so, select the students to apply the rule. Then in Named Term Rules select the rule and click Apply Named Term Rule. Campus Cafe will now use this disbursement rule when packaging.
    

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16. Optionally you may wish to apply a custom named cost of attendance rule to the students. To do so, select the students to apply the rule. Then in Cost of Attendance Rules select the rule and click Apply COA Rule. Campus Cafe will now use this cost of attendance when packaging.
    

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17. In Cost of Attendance Acad Year enter the academic year in which the cost of attendance template will be applied. Refer to Term Disbursement Rules for additional information.

    • Default 1 is for institutions with one academic year per Financial Aid Award year. This is most common.

    • Students may have separate costs of attendance for different academic years represented by 1, 2, 3, etc. Such a system is sometimes used by clock hour or borrower-based institutions.
      

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18. Click Generate Student Cost of Attendance. Campus Cafe applies the corresponding COA templates to the currently selected students for the typed entered academic year (. Generated Cost cost amounts can be seen in the packaging row grid after generation, and can also be reviewed under the student's packaging detail page).

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19. Once Students students have their Cost of Attendance generated, select the students to package by clicking selecting the checkbox next to the student(s) under the " Selected " column.

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20. Click Package Selected to package the student(s)

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Over awarded packaging or "need" check

After packaging has been complete completed for students, users you can review the these students for awarding over their federal Cost of Attendance or Need Limits through the "OverAward Over Award Check Report " under the Financial Aid Base Reports.

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