Setup Considerations: Financial Aid Processing for Modules
You can use this topic to help make decisions when planning your configuration and use of financial aid processing for modules. It explains:
- Why to set it up.
- How it fits into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
Modules are nonstandard academic periods that enable students to have a more flexible course schedule. Workday enables you to process financial aid for students enrolled in modules, which don’t always adhere to the same conditions as standard academic periods.
Business Benefits
Financial aid processing for modules:
- Gives students the flexibility to enroll in multiple ways, while helping you ensure that they receive the appropriate financial aid amounts.
- Eliminates the need to calculate financial aid manually for students enrolled in modules.
- Automatically updates the weeks of instruction value, which might impact processes such as National Student Clearinghouse (NSC) reporting and Title IV fund returns.
- Enables you to define aPell Recalculation Datefor each module. When thePell Recalculation Datepasses, Workday reprocesses Pell and TEACH Grant amounts depending on the student’s enrollment. A student’sPell Recalculation Datecan be dynamic based on the student’s enrollment.
Use Cases
You can process financial aid for students with atypical enrollments, such as:
- Students enrolled in multiple modules in an academic period.
- Students with overlapping modules.
- Students enrolled in modules where a holiday occurs.
- Students enrolled in a combination of modules and standard academic periods.
Questions to Consider
Questions | Considerations |
|---|---|
Will you configure Pell Recalculation Dates for all modules or just use the one configured for the standard academic period? | If you configure a Pell Recalculation Date for every academic period, both standard and nonstandard, consider creating disbursement schedules that correspond with those dates. |
Do you anticipate any midyear changes to the Holiday Calendar? | Adding or removing noninstructional days impacts the weeks of instruction value that Workday calculates for students in modules.
If you make any changes to the Holiday Calendar, make sure Workday accounts for these changes by accessing the Refresh Financial Aid Based on Configuration Changes task and selecting Refresh Non-Instructional Days for Weeks of Instruction . Select the standard academic period associated with the calendar you update. |
Recommendations
Include these reaction reasons in your financial aid reaction policies to ensure that Workday reacts to any changes as a result of processing for modules:
- Pell (POS) Load Status
- Weeks of Instruction
Requirements
Make sure to configure:
- The Holiday Calendar with noninstructional days.
- Accurate start and end dates for modules.
Limitations
When calculating weeks of instruction for modules, Workday:
- Excludes holidays and scheduled breaks of 7 consecutive calendar days or more, with all 7 days occurring within 1 or more modules that have enrollment.
- Considers modules to have enrollment only when there are units that count towards the (POS) Load Status.
- Doesn't exceed the weeks of instruction value of the standard term.
Tenant Setup
No impact.
Security
Domains | Considerations |
|---|---|
Set Up: Financial Aid in the Financial Aid functional area. | Enables you to refresh Workday financial aid to account for newly updated configurations. |
Manage: Courses for Load Status in the Financial Aid functional area. | Enables you to control and view:
|
Set Up: Academic Calendar Controls and Dates in the Academic Foundation functional area. | Enables you to specify date controls, particularly the Pell Recalculation Date . |
Business Processes
No impact.
Reporting
You can use the
View Data Used
report to view the data Workday uses to calculate financial aid for students.Integrations
No impact.
Connections and Touchpoints
Features | Considerations |
|---|---|
Financial Aid Packaging | Workday updates weeks of instruction for module students, which might affect NSC reporting and Title IV fund returns. |
Common Origination and Disbursement (COD) | Workday uses the dates of the nonstandard academic period when reporting these dates to COD for module students:
|
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.