JUST IN TIME TRAINING�PACKAGING PLANS

Deborah Englehardt

ctcLink Functional Analyst | Financial Aid

September 2022

WEBEX ASSISTANT INTRODUCTION

2

FEATURES OF WEBEX ASSISTANT

3

LOGISTICS AND AGENDA

4

GROUND RULES

• Be ready to participate
• Remove external distractions
• Mute your line when not speaking
• Do NOT place Webex line on hold. Use Mute.
• Please leave your line on Mute unless you are speaking
• Sessions are being recorded
• Allow your peers to complete their thoughts before beginning yours

5

OBJECTIVES

After completing this training, you should be able to:

​

• Understand packaging plans and repackaging plans
• Update your packaging and repackaging plans
• Understand what to watch out for with CBS packaging
• Understand how to use CTC_SELCT_NO

​

​

​

​

6

HELPFUL QUERIES FOR REVIEWING PACKAGING PLANS, REPACKAGING PLANS, AND RELATED ITEM TYPE GROUPS

• CTC_FA_LC_AYRO_PKG_PLAN_RULES 
• CTC_FA_LC_AYRO_RLTD_ITEM_TYPES
• CTC_FA_LC_AYRO_RPKG_PLAN_RULES

​

7

Navigation: Navigator > Reporting Tools > Query > Query Viewer

INTRO TO PACKAGING PLANS

​

​

​

​

Packaging Plans

8

WHEN YOU SELECT RETRIEVE ON �THE ASSIGN AWARDS TO A STUDENT PAGE FOR AN ELIGIBLE STUDENT, WHAT DO YOU SEE?

9

Navigation: Navigator > Financial Aid > Awards > Award Processing > Assign Awards to a Student

PACKAGING PLANS

• Institution and Aid Year specific
• Equation engines used in the packaging plans can be global or institution specific
• Pell, WCG, CBS, DL SUB/UNSUB - global
• College grant, SEOG, NBTW, Work Study – tend to be institutional
• Each award can be set with it’s own award status of ‘Offer’ or ‘Offer/Accept’
• Awards limits other than Pell, are determined by a constant or equation engine

​

10

Each plan can have a different set of awards, with different award limits, targeted for different populations of students. Your philosophy about financial aid awarding informs the setting up and adding of packaging plans. Packaging plans are aid year-specific but can be copied from year to year and modified to reflect any changes for the new aid year. - Oracle

LET’S EXPLORE PACKAGING PLANS!

11

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Packaging Plan

PACKAGING PLAN TAB

• Effective date is 01/01/1901 or the most recent date the packaging plan was updated. You can select a future date if needed
• Processing Order determines the order in which the packaging plans are reviewed. Numbers will be different header vs trailer
• Selection Criteria determines which students are selected to be evaluated for the packaging plan. The global selection equations looks for active FA terms with no withdraw codes of ‘CAN’ or ‘WDR’ and doesn’t have FA Load ‘N’

​

12

When updating a packaging plan, add a row by selecting the + button which will populate an effective date of today.

FM TARGET TAB

13

All packaging plans do not have a FM packaging target less than 100% at this time. Colleges that have gift aid target limits are using the Packaging Rules 1 tab to control certain item types being awarded up to target limits.

IM TARGET TAB

14

The system is set up for Federal Methodology no Institutional Methodology. Colleges are not using Institutional Methodology Target.

EQUITY RULE TAB

15

No college is currently using this feature. Colleges are using the Packaging Rules 1 tab to select and award item types.

PACKAGING LIMITS TAB

16

No college is currently using this feature. Colleges are using the Packaging Rules 1 tab to select and award item types.

PACKAGING RULES 1 TAB

• Sequence number determines the order the packaging rules are processed and should match the order of your packaging policy
• Item type only populates item-types that are defined as Auto Package on the Financial Aid Item Types page, tab 2 (Screenshot is on the next slide 😊)
• Selection criteria defines the population via the selected global or institution-specific equation engine
• Limited by Minimum and Maximum (two options)
• Constant = Enter the annual dollar amount limit considering the number of quarters for that packaging plan
• Equation = Select the global or institution-specific awarding amount equation engine

17

Notes on Gap

Because the Packaging routine dynamically determines the gap financial aid item type based on defaults (aid processing rule set or installation defaults), you do not (and cannot) enter the gap financial aid item type on this page. - Oracle

FINANCIAL AID ITEM TYPES, TAB 2

18

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Financial Aid Item Types

RELATED ITEM TYPE GROUP

• The Related Item Type Group must be created on the Related Item Type Group page (Set Up SACR > Product Related > Financial Aid > Awards > Related Item Type Group) before it appears as an option to select in the packaging plan.
• An example of a college’s Related Item Type Group is on the next slide 😊

19

Related item type groups are used at colleges where there are a group of similar institutional funds that is awarded in a specific order. - Oracle

RELATED ITEM TYPE GROUP EXAMPLE

• The college has a packaging policy of awarding $400 per quarter for WA resident students whose housing are not with parents, has no SEOG awarded and EFC is less than 7000
• The college is going to award Need Based Tuition Waiver until funds are depleted and wants to switch to awarding Institutional College Grant afterwards

20

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Related Item Type Group

PACKAGING RULES 2 TAB

• Award Action options are ‘Offer’ or ‘Offer/Accept’. Generally, grants are set up to award in Offer/Accept status while Work Study and DL Sub/Unsub are in awarded in ‘Offer’ status
• Override Default needs to checked to honor the Disbt Plan and Split Code values you entered in this tab for that item-type
• Disbt Plan will determine the number of buckets that will be opened for that item-type
• Split Code will determine how much of the maximum amount defined on the Packaging Rules 1 tab for the item-type will go in which bucket

21

SPLIT CODE

22

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Disbursement Split Cd Formula

Example of Fa-Wi-Sp buckets are opened and money is going into Fall and Winter only:

​

Fall 50%

Winter 50%

Spring 0%

Example of Fa-Wi-Sp buckets are opened and money is evenly split into the three quarters

PELL IS SPECIAL

Pell does not look to an equation engine to determine awarding amounts. The system looks at different areas such as Pell Table, Pell Aggregates, FA Load, etc. to determine the award amount per quarter for the student.

23

INTRO TO CBS PACKAGING

​

​

​

​

CBS Packaging

24

CBS PACKAGING OKAY TO PAY

25

CTCFASBSCPY selects students have a CBS eligibility status of ‘Okay to Pay’ so the award action is ‘Offer/Accept’

CBS PACKAGING OKAY TO AWARD

26

CTCFASBSCBAW selects students have a CBS eligibility status of ‘Okay to Award’ so the award action is ‘Offer’

CBS AWARD AMOUNT EQUATIONS AND WCG WAITLIST ITEM-TYPE

27

All four of the CBS award amount calculating equation engines (CTCFASBACB1, CTCFASBACB2, CTCFASBACB3 & CTCFASBACB4) look for the existence of the WA College Grant Waitlist 91200000100 in your packaging plans.

​

Please do no delete the WCG Waitlist item-type from your packaging plans.

CBS AWARD AMOUNT EQUATIONS AND BAS STUDENTS

28

All four of the CBS award amount calculating equation engines (CTCFASBACB1, CTCFASBACB2, CTCFASBACB3 & CTCFASBACB4) finds the CBS annual amount for the student and subtracts the WCG amount from it.

​

Note: For BAS students, the CBS equations engines will not calculate amounts correctly since the CBS Setup table has no BAS Award Amount column.

​

For example: A BAS student is 60% MFI and CBS eligible. WCG is $7161

​

CBS is 4966 – 7161 = -2195 (negative amount so no award)

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > CTC Custom > CTC interfaces > WCG Setup

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > CTC Custom > CTC interfaces > College Bound Setup

HOW TO STOP PACKAGING OF AN ITEM-TYPE

​

​

​

​

Using CTC_SELCT_NO

29

USING CTC_SELCT_NO

• Once the item-type reaches its defined budget limits set up on the Fiscal Item Types page (Set Up SACR > Product Related > Financial Aid > Awards > Fiscal Item Types), the packaging plan will no longer award that item-type
• If you no longer want an item-type to package on a specific packaging plan to save funds for other packaging plans, add a new effective dated row of today then select CTC_SELECT_NO for the Selection Criteria instead of deleting the item-type from the packaging plan

​

​

30

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Packaging Plan

FISCAL ITEM TYPES PAGE

You can increase and decrease the Offer, Accept and Disbursements amounts as necessary in real time. There is no effective date on this page.

31

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Fiscal Item Types

INTRO TO REPACKAGING PLANS

​

​

​

​

Repackaging Plans

32

REPACKAGING PLANS

• Institution and Aid Year specific
• The only repackaging plans SBCTC set up for all colleges are related to DL Sub/Unsub

​

​

33

Navigation: Navigator > Set Up SACR > Product Related > Financial Aid > Awards > Repackaging Plan

If you would like to learn more about repackaging plans, here is the link

Setting Up a Repackaging Plan (oracle.com)

OUTCOMES

At training completion, you should be able to:

​

• Understand packaging plans and repackaging plans
• Update your packaging and repackaging plans
• Understand what to watch out for with CBS packaging
• Understand how to use CTC_SELCT_NO

34

CONGRATULATIONS!

• Just in Time Packaging Plans Training complete!
• Join us for the Drop in Q&A Follow Up Session
• Please review the videos and additional resources in your canvas course material
• Thank you for your participation today!

Except where otherwise noted, this work is licensed under CC BY 4.0.