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SAP, Functions and Banner

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SAP, Functions and Banner

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    1. SAP, Functions and Banner Niki Schwartz Jennifer Griffin Arkansas Tech University Financial Aid Office

    2. Introduction Satisfactory Academic Progress (SAP) is run at Arkansas Tech at the end of each Fall and Spring Semester We run “policy” after Registrar’s Office has finished all End of Term procedures We use complex functions, written for us by Ken Whitelaw with SunGard Higher Education

    3. Agenda We will go over the entire SAP process at ATU from setting up the SAP validation tables to sending out the letters We will take a brief look at the functions behind our SAP policy We will also take a look at the SAP policy we use at ATU

    4. Step 1: Set-up RTVSAPR Assign SAP codes: ex. SAP-OK, HRSBEH, SUSP Assign priority codes, which codes are applied first Mark which codes stop packaging and/or disbursement Mark what type of aid is prevented ATU has three “Warning” codes to send to students who are close to violations

    9. RTVSAPR Codes If you have several SAP status codes, like we do, I would strongly recommend using a pattern and stick to it! We didn’t expect to have quite so many and didn’t think our naming convention all the way through so it is hard to assign a SAP code because you have to look through them all.

    10. Step 2: RORRULE Each active SAP status has to have a rule on RORRULE for the aid year Only one basic rule for each status (thanks to the functions!)

    11. The RORRULE for each SAP status at ATU is: SELECT DISTINCT A.SORLCUR_PIDM FROM SORLCUR A WHERE A.SORLCUR_SEQNO = (SELECT MAX(S.SORLCUR_SEQNO) KEEP (DENSE_RANK FIRST ORDER BY S.SORLCUR_TERM_CODE DESC, S.SORLCUR_PRIORITY_NO ASC, S.SORLCUR_SEQNO DESC) FROM SORLCUR S WHERE S.SORLCUR_LMOD_CODE = 'LEARNER' AND S.SORLCUR_CACT_CODE = 'ACTIVE' AND S.SORLCUR_PIDM = A.SORLCUR_PIDM AND SB_CURRICULUM.F_FIND_CURRENT_ALL_IND( S.SORLCUR_PIDM, S.SORLCUR_LMOD_CODE, :TERM , S.SORLCUR_KEY_SEQNO, S.SORLCUR_PRIORITY_NO, S.SORLCUR_SEQNO, :TERM ) = 'Y') AND ( ATU_F_MET_SAP_SUSP(A.SORLCUR_PIDM,:TERM ,A.SORLCUR_DEGC_CODE) || ATU_F_MET_SAP_ALLF(A.SORLCUR_PIDM,:TERM ,A.SORLCUR_DEGC_CODE) || ATU_F_MET_SAP_MAX_SEM(A.SORLCUR_PIDM,A.SORLCUR_LEVL_CODE,A.SORLCUR_DEGC_CODE) || ATU_F_MET_SAP_HRS_BEHIND(A.SORLCUR_PIDM,:TERM ,A.SORLCUR_LEVL_CODE,A.SORLCUR_DEGC_CODE) || ATU_F_MET_SAP_WD(A.SORLCUR_PIDM,A.SORLCUR_LEVL_CODE,A.SORLCUR_DEGC_CODE) || ATU_F_MET_SAP_GPA(A.SORLCUR_PIDM,:TERM ,A.SORLCUR_LEVL_CODE,A.SORLCUR_DEGC_CODE) ) IN ('YYYYYY') AND A.SORLCUR_PIDM = :PIDM

    12. Functions For each compliance condition create a function Allows one basic rule template If SAP policy changed, the logic only needs to be changed in one place and not in every SAP rule Functions can return: ‘Y’ in compliance ‘N’ not in compliance ‘W’ warning

    13. Functions, cont. Most common criteria used to assign a SAP code: GPA compliance Max Hours compliance Completion Rate compliance To get the stats to determine above: Need current program level Use level to get cumulative stats - GPA, Hours Use program to get program hours for Max Hours compliance calculation

    14. Function examples Our function examples work for us, however, they most likely will not work for every school. We do not guarantee or imply they will work for anyone else. These are just two of the functions we use. USE AT YOUR OWN RISK

    15. All F’s Function

    18. Hours Behind Function

    24. Step 3: Pop-Sel (GLRSLCT) We run SAP on all students who filled out a FAFSA and were enrolled for the previous term

    26. Step 4: GLBDATA Run the Pop-Sel Dynamic Parameters Aid Year (the aid year in which the term code falls) Term Code (for the PREVIOUS term)

    28. Population-Selection I run a basic SQL select to be sure that I have the same number of students in Banner pop-sel (it is the same code as GLRSLCT but ran in SQL Developer) select count(unique rcrapp1_pidm) from rcrapp1, rcrapp2, rorenrl where rcrapp1_aidy_code = '0809' ---in the pop-sel it is &aidy and rcrapp1_infc_code = 'EDE' and rcrapp1_curr_rec_ind = 'Y' and rcrapp2_aidy_code = rcrapp1_aidy_code and rcrapp2_infc_code = rcrapp1_infc_code and rcrapp2_seq_no = RCRAPP1_SEQ_NO and rcrapp1_pidm = rcrapp2_pidm and rcrapp1_pidm = rorenrl_pidm and rorenrl_finaid_adj_hr is not null and rorenrl_term_code = '200920';

    29. Step 5: ROPSAPR Once I know the counts are the same, I run the ROPSAPR process This assigns the SAP codes to the students in the pop-sel ATU hand checks all violation codes

    30. Step 6: Checking List of Violation Codes To get the list of Violation codes to be hand checked I use this SQL: select unique f_getspridenid(rpratrm_pidm) as Tnumber, f_format_name(rpratrm_pidm,'LFMI') as Name, rorsapr_term_code, rorsapr_sapr_code, rtvsapr_desc, rorsapr_activity_date from spriden, rorsapr, rtvsapr where rorsapr_pidm = spriden_pidm and rorsapr_sapr_code not in ('SAP-OK','REVIEW','APPEAL','DENIED') and rtvsapr_code = rorsapr_sapr_code and rorsapr_term_code = '200840' ---this term code is for the effective term!!! and rtvsapr_priority > 16 ---this excludes the warnings and rorsapr_activity_date > '10-DEC-08' and spriden_change_ind is null order by rorsapr_sapr_code, Name;  

    31. Step 7: Letter Generation Once the violation codes are checked and updated, we send out the letters We do another Pop-Sel to select the students who get a letter One for Warnings One for Violations We follow the Banner Letter Generation to run our letters and we use Word GLBLSEL GLRLETR

    32. SAP Letters Warning letters are printed on blue paper Violation letters are on white paper With the warning letters we send a copy of our printed academic policy With the violation letters we send an appeal form and a copy of our academic policy

    33. SAP at ATU There are six SAP compliance criteria Checking the academic status and suspension Checking for all ‘F’s for the term Checking for maximum semesters - warning Checking for hours behind - warning Checking for withdrawal Checking for GPA With this rule: 6 conditions Each of 4 conditions has 2 possible outcomes (Y,N) Each of 2 conditions has 3 possible outcomes (Y,N,W) 24 X 32 = 144 different combinations or possible rules including all the warning possibilities If several of the possibilities should give the same SAP code then the changing line could be: IN (‘YYYYNN’,’YYYWNN’,’YYWYNN’,’YYWWNN’) Etc.

    34. Questions?

    35. Thank you!!! Niki Schwartz Assistant Director of Financial Aid Arkansas Tech University lschwartz@atu.edu (479) 968-0399 Jennifer Griffin Student Aid Officer II Arkansas Tech University jgriffin@atu.edu (479) 968-0399

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