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Administrator Guide
Last Updated: 2024-09-20
Concept: Financial Aid Record Snapshots and POS Load Statuses

Concept: Financial Aid Record Snapshots and POS Load Statuses

When you update a student's academic record, Workday stores a snapshot for that effective date so that you can review the history of the changes. If multiple changes are effective on the same date, Workday uses the most current change as the financial aid record snapshot.
Workday uses the snapshots to calculate a student's program of study (POS) load status at any point in time. POS load statuses include units for certain courses only, rather than everything for which the student registered. To determine which courses to include in POS load status calculations, Workday references:
  • The
    Default Load Status (POS) Configuration
     setting on the federal student aid program policy for the primary program of study on the student's reporting record.
  • Any programs of study you manually specify using the
    Review Programs of Study for Load Status
     report.
When you make changes that impact a student's POS or academic record, Workday sometimes automatically recalculates their POS load status. At other times, you must manually review the programs of study to include in the POS load status before Workday can recalculate it.
Workday places a
Load Status
 hold on students until you have a chance to review the programs of study that make up their POS load status. You can disable the
Load Status
 hold if needed. See Manage the Load Status Hold Configuration for Programs of Study.

When Workday Requires Manual Review

You must always manually review the programs of study that make up a student's POS load status when you complete these business processes:
  • Change Student Reporting Record Event
  • Edit Student Program of Study Status Event
Workday also requires you to review the POS load status manually when all of these conditions are true:
  • A student matriculates or any of these business processes complete for them:
    • Add Program of Study Event
    • Change Primary Program of Study Event
    • Confer Program Completion Event
    • Remove Program of Study Event
    • Request Leave of Absence
    • Student Application Withdraw Event
  • There is a snapshot effective after the one you created that:
    • Has more than 1 program of study.
    • Isn't being updated. A future snapshot updates if it occurs on the same date as the snapshot you created.
  • The student is enrolled in more than 1 program of study and any of these conditions are true:
    • The student now has a program of study in any record with a different credential level than the primary program of study of the reporting record.
    • The primary program of study in the reporting record isn't Title IV eligible, but the student also has another program of study in any record that is Title IV eligible.
    • The primary program of study of the reporting record is inactive, but the student has another active program of study in any record. Workday considers a program of study active for financial aid when it has any of these statuses:
      • In Progress
      • Matriculated
      • Pending Completion