Concept: Financial Aid Attendance Plans

You can use financial aid attendance plans to project expected attendance for students, even before they enroll in courses. They can help you determine what information to use when:

Calculating cost of attendance.
Packaging student awards.
Running other financial aid processes.

Workday derives information for a student's financial aid attendance plan from their primary program of study (POS) and its academic and financial aid policies. If the student has multiple academic records, Workday uses the primary POS of the student's reporting record.

Workday refers to the rows on attendance plans as financial aid period records (FAPRs). FAPRs contain financial aid data that Workday uses to process financial aid for an academic period, such as:

Load status.
Class standing details.
Financial aid academic year type.

Students can't have multiple FAPRs that contain the same dates. Example: A student can't have FAPRs for the Summer Quarter and Summer Semester when both periods contain August 1.

Workday automatically creates financial aid attendance plans for:

Applicants when they declare a program of study.
Students when they matriculate into a program of study.

When a student doesn't have an attendance plan, Workday creates one for them when the

Refresh Attendance Plan

job runs during the Nightly Job Orchestration. Workday uses the student's anticipated start date to build attendance plans, and adds academic periods to attendance plans when these conditions are true:

The student has 1 of these statuses for their primary POS as of the standard start date of the academic period:
In Progress
Leave of Absence
Pending Completion
Either:
The academic period occurs before or contains the expected completion date.
The student has a registration, sponsor contract, waiver, or ISIR transaction for the academic period.
For registrations, Workday includes registrations that have dropped courses with an
Unregistered
status.
For ISIR transactions, Workday adds all the academic periods in the financial aid award year associated with the ISIR transaction. Example: The student has an ISIR transaction for the 2022-2023 financial aid award year, which is composed of 4 academic periods. Workday includes all 4 academic periods on the student's attendance plan.

If a student has a future-dated reporting record change, Workday creates academic periods for that record as well. Example: A student expects to complete their undergraduate POS in Spring 2020 and start their graduate POS in Fall 2020, at the same institution. Workday creates academic periods for:

The undergraduate academic periods, through Spring 2020.
The graduate academic periods, beginning with Fall 2020.

Workday populates the

Entering Period

column with

Yes

for academic periods in a student’s first award year.

When a change in registration, program of study, or other event might affect a student's financial aid, Workday flags their attendance plan to be refreshed when the

Refresh Attendance Plan

job runs during the Nightly Job Orchestration. Workday orchestrates the job with other nightly processes to ensure that downstream processes have the most accurate and up-to-date attendance plan information.

Optionally, you can run the

Refresh Attendance Plan

job for individual students outside of the Nightly Job Orchestration through these reports:

Run Student Financial Aid Processes by Applicant
Run Student Financial Services Processes by Student

See Reference: Run Student Financial Processes Reports.

Depending on the reason for refreshing, Workday might refresh the entire attendance plan or just parts of it:

Reason for Refresh	Updates to Attendance Plan
The student's primary POS, POS status, or reporting record changes.	Workday refreshes the entire attendance plan. Workday also updates users' security permissions to ensure that the student's financial aid record, financial aid period records, and financial aid data are only accessible to those secured to the corresponding academic unit and academic level. When a student’s reporting record changes in the middle of an academic period and you refresh their attendance plan, any changes to who can access their financial aid information take effect at the beginning of the next academic period. Workday recommends: Verifying that the security permissions of the student’s financial aid data are consistent with the security permissions of their reporting record. Refreshing the attendance plan again at the beginning of next academic period to see the reporting record security changes.
The student has a registration, grading, internal articulation, or transfer credit event.	Workday refreshes: Load statuses for all academic periods in which the student has registered courses. Class standings for the impacted academic period and all subsequent academic periods.
You import an ISIR, create a student sponsor contract or record a waiver for the student, and the academic period in which the transaction occurs isn't already on the attendance plan.	Workday adds academic periods to the attendance plan.
The student has 1 of these statuses for their primary POS as of the standard start date of the academic period: In Progress Leave of Absence Pending Completion And either: The student's expected completion date moves forward. The student has a registration, sponsor contract, waiver, or ISIR transaction for an academic period that's not on the attendance plan.	Workday adds academic periods to the attendance plan.
The student's expected completion date moves backward.	Workday inactivates academic periods on the attendance plan unless: The student has 1 of these statuses for their primary POS as of the standard start date of the academic period: In Progress Leave of Absence Pending Completion The academic period has a registration, sponsor contract, waiver, or ISIR transaction.
The student's primary POS changes across academic calendars.	Workday inactivates academic periods on the old calendar that overlap with academic periods on the new calendar.
You backdate the student’s expected completion date and switch them to a POS that has a different academic calendar.	Workday rebuilds the financial aid period records on the attendance plan unless the student has disbursements that are no longer needed on the financial aid period records.
The student's academic record status becomes inactive.	Workday inactivates academic periods that are after the date that the student becomes inactive.

If a FAPR becomes inactive as a result of refreshing an attendance plan and you want to understand the reason, create a custom report to display the Student Deactivatable Status:

Deactivatable Status	Reason
Calendar Change	The student switched to a program of study under a different academic calendar.
Inactive	The student's academic record status becomes inactive
Matriculation	The applicant matriculates into a program of study.
Period Completion	The academic period completion date on a student's program of study record has been met.
Program of Study Change	There is a change in the student's program of study.
Repackaging	The student's financial aid package result is no longer accurate and a new financial aid package was created. Example: When a student's award eligibility changed.
Workday System	The financial aid period record was inactivated due to a conversion.

When a student changes programs of study and the calendars of the new and old POS don’t align, there might be a gap between the academic period end date of the old POS and the academic period start date of the new POS. To accommodate this gap, Workday stretches the academic period end date for the original POS on the FAPR.

Example: A student's current POS uses a calendar with quarters. The Spring Quarter academic period ends on May 30. They change their POS in the summer to one that uses a calendar with semesters. The Summer Semester academic period begins on June 5. To fill the gap in time, Workday stretches the end date of the Spring Quarter academic period on the FAPR of the original POS.

Workday doesn’t support overlapping academic periods or calendar changes within academic periods. These situations might lead to unexpected results on the student’s attendance plan.