Locations:

  • Financial → Students
  • Financial Aid Plan


Users with the following permissions:

  • Financial → Bulk Add Non-Direct Educational Costs


Case:

Non-direct educational costs are added when creating the Financial Aid Template or the Financial Aid plan and later modified for each plan or template individually.


Problem:

There is no ability to add non-direct educational costs in bulk for multiple students at once.


Solution:

Added the interface for bulk adding non-direct educational costs to Financial Aid plans for multiple students.

Select students using the Search & Order panel on the Financial → Students page.

Notes: Only 300 or less students can be selected for one processing. Selected students should have program types with the same number of pay periods in the academic year. For example, quarter credit hour programs with 3 pay periods in the academic year should be processed separately from the programs with 2 pay periods  in the academic year.

After the students are selected, use the Bulk Add Non-Direct Costs option in the Actions menu:



Step 1 of 4: Select Groups

Select groups for processing at this step. The groups are listed according to the selected students (only groups where the students have Financial Aid plans are selected). Click Next.



Step 2 of 4: Select Non-Direct Educational Costs

Select the costs (components) that need to be added using the checkboxes in the corresponding rows and enter the amount for each pay period of the component.

Some non-direct educational costs support automatic calculation. Check the Calculate Automatically checkbox to use the automatically calculated values. Click Next when all values are set.



Step 3 of 4: Select Financial Aid Plans that need to be updated

At this step, select the Financial Aid plans where you want to add the previously selected non-direct educational costs. The Changes Will Be Applied To column will show which Financial Aid plan version will be updated: 

  • Existing Draft — the costs will be added to the student’s Financial Aid plan draft in this group;
  • New Draft — the student’s Financial Aid plan is populated and the system will automatically create a new draft where the costs will be added.

Use the checkbox in the corresponding row to select students who will have the non-direct educational costs added and click Update.



After clicking Update, you will see a warning that says the action cannot be undone if you proceed:



This means that if you add the costs by mistake, you will have to manually delete it in each Financial Aid plan of each selected student.


Step 4 из 4: Populate Financial Aid Plans

At this step, you will see the list of the students to whom you applied the bulk adding of non-direct educational costs. It will also have the links to open the created or modified Financial Aid plan draft (Show Draft) or to populate it (Populate):



So you can quickly populate each student’s modified plan by just sequentially clicking the Populate links.


After populating, the Populate and Show Draft links will be replaced by Show Populated:



Click Finish to return to the Financial → Students page (it will preserve your student selection).


Or you can use the Back button to get to any previous step to update other students, select other groups, and set different cost values for pay periods.


Available since 4.65.0 (view release notes).