Pell COA Setup
- Erin Fincham (Deactivated)
- Jennifer Dewey
- Emily Bivona (Deactivated)
Overview
The Pell COA Setup screen provides the ability to create a Full-Time Pell COA and a LTHT Pell COA, per FAY, per Housing Status, per Program, to be used in determining the student's Pell award, for Pell reporting to COD, and for appropriate disbursement when using the Disbursement Based on Attendance feature. Note: Previously Pell COA was configured under Program Setup.
Related Content
General Requirements
The Pell COA provides the ability to collect Full-Time and LTHT Pell COAs for each program for each FAY and housing status:
With Parent
On Campus
Off Campus
On Campus with Dependents
Military Housing
Users will update the Pell COA each year by adding a new entry to each Pell COA setup for the new FAY. In order for Regent Award to estimate Pell awards for future FAYs, a school must configure the estimated Pell COA for those future FAYs. Regent Award will validate that a given program is not associated with more than one active Pell COA setup.
Full-time Pell COA for each housing status, for each FAY is required and the LTHT Pell COA is optional since Non-term programs are Full-time only. Regent Award will only ever use FT Pell COA for Non-term students regardless of whether or not the LTHT Pell COA is provided on setup. However, if Pell COA is blank, Pell cannot be awarded for that student, so schools must be sure to fill in the LTHT Pell COA if they have term programs.
- 1 Overview
- 1.1 Related Content
- 1.2 General Requirements
- 1.3 Common Acronyms:
- 1.4 Determining the Student's Housing Status
- 1.5 COD Reporting Requirements when Enrollment Fluctuates
- 1.6 Awarding Requirements When Enrollment Fluctuates
- 1.7 Disbursement Requirements
- 1.8 Overridden Pell COA Support
- 1.9 Pell COA Setup General Tab Wireframe
- 1.10 Pell COA Setup Programs Tab Wireframe
Common Acronyms:
COA: Cost of Attendance
FT: Full Time
TQT: Three Quarter Time
HT: Half Time
LTHT: Less Than Half Time
FAY: Federal Award Year
ACPA EL: Attended Census Program Applicable Enrollment Level
Determining the Student's Housing Status
The housing status used for the Pell COA is determined first by the value provided on the housingStatus UDF, then by the Independent or Dependent Assumed Housing Status configured on Institution Setup. Housing Status options are:
On Campus
With Parent
Off Campus
On Campus with Dependents
Military Housing
Blank
The Housing Status value is required in order to award Pell. If the Pell COA is provided via the Override feature described on Pell COA Override, Pell may be awarded for the student. An Activity Log Entry will be logged if Pell is not awarded due to a "Blank" housing status and if the Pell COA is provided via the Pell COA Override.
Note: The 2023-2024 and prior will continue to use the housing status provided on the ISIR.
COD Reporting Requirements when Enrollment Fluctuates
Pell COA is an award level item reported to COD in the element <AttendanceCost>. When Pell COA is updated, it will be reported to COD at the time of origination and when making disbursements (either positive or negative). When the Pell is originated, Regent Award will send the Pell COA that is known to be "current' at that time. If expecting the student to have FT, TQT or HT enrollment for the first term of the FAY, Regent Award will send the FT Pell COA. If expecting the student to have LTHT enrollment for the first term of the FAY, Regent Award will send the LTHT Pell COA to COD.
When sending DRI=true for positive or negative disbursements, Regent Award will update the Pell COA if the student's enrollment has fluctuated to or from at least HT to LTHT. If the transaction is for a current/past term with no enrollment, Regent Award will not change the Pell COA. If reporting for two terms at once with different Pell COAs, Regent Award will use the Pell COA for the current term, and if no current term, Regent Award will use the most recent term.
For non-term programs, Regent Award will always export FT Pell COA, for the appropriate FAY and Housing Status to COD
Awarding Requirements When Enrollment Fluctuates
The student's Pell COA is used to determine which row of the appropriate Pell Schedule (FT, TQT, HT, LTHT) is used to award a student's Pell for the payment period.
If the student's enrollment level (based on census units) is FT, TQT, or HT, then the FT Pell COA value for the FAY and Housing Status will be used to determine the row of the Pell table used to establish the student's award.
For example, The FAY is 2019-2020, the student's enrollment level is TQT, and the housing status is "With Parent". The FT Pell COA from setup for 2019-2020, listed under the housing status "With Parent" will be used to determine the COA row of the TQT Pell table, along with the student's EFC, to determine the student's Pell award for the term
For non-term programs, Regent Award will always use the FT Pell COA, for the appropriate FAY and Housing Status, from Pell COA setup.
If the student's enrollment level is LTHT, then the LTHT Pell COA value for the FAY and Housing Status will be used to determine the row of the Pell table used to establish the student's award.
If enrollment changes during a term, (including during Pell Recalculation) Regent Award must also update the Pell COA when adjusting Pell for that term.
For example, if a student enrolls full-time for the first semester and then drops to LTHT during that semester, Regent Award must use the LTHT Pell COA for the student for a full year to calculate the student’s less-than-half-time award and update the Pell COA value reported to COD.
A student who is FT in Fall and LTHT in Spring will have Fall awarded using the FT COA and Spring awarded using LTHT COA. The Pell COA value reported to COD will be FT during fall and then updated to LTHT when the Spring term begins.
If there is no Pell COA data available for a student who would otherwise be eligible for Pell, an error is logged in the Regent Award Packaging Trace and Pell is not awarded for the student.
Disbursement Requirements
Disbursement Based on Attendance is a feature in which the student's Census Attended Enrollment Status will be used to determine the amount, from the Pell chart, that the student is eligible to be disbursed. As part of the Pell COA feature, Regent Award uses the student's Attended Census Program Applicable Enrollment Level (ACPA EL) to determine the amount of Pell Award the student could be disbursed, per the Pell Tables for the FAY. For example:
For example, The student was awarded FT Pell for the year. For the term, the student has ACPA EL of LTHT. The LTHT amount from the Pell chart is the amount the student may be eligible to be disbursed.
Regent Award will ensure that the appropriate Pell COA (the Pell COA being used for awarding) is used to determine the appropriate row of the Pell Table that is used for determining the student's Costs, in order to look up the correct amount to be disbursed depending on the student's enrollment level.
Expanding on the Awarding example above, the FAY is 2019-2020, the student's enrollment level is TQT, and the housing status is "With Parent". The FT Pell COA from the setup for 2019-2020, listed under the Housing Status "With Parent" will be used to determine the COA row of the TQT Pell table, along with the student's EFC, to determine the student's Pell award for the term.
Once the student has attended enough courses to have an ACPA EL of LTHT, Regent Award will use the LTHT Pell COA from setup 2019-2020, listed under the housing status "With Parent", to determine the COA row of the LTHT Pell table, along with the student's EFC, to determine the amount of Pell the student is eligible to have disbursed for disbursement 1 for the term (The reported Pell COA for the full award will remain FT). ONLY the first LTHT disbursement should use the LTHT Pell COA when checking the Pell table because if the student attends no more courses in the term, the Pell will indeed be LTHT awarded from the LTHT pell COA row on the LTHT chart.
Once the student has attended enough courses to have an ACPA EL of HT or greater, Regent Award will use the FT Pell COA from setup for 2019-2020, listed under the housing status "With Parent', to determine the COA row of the HT or greater Pell table, along with the student's EFC, to determine the amount of Pell the student is eligible to have disbursed for additional disbursements for the term (The reported Pell COA for the full award will remain FT)
Overridden Pell COA Support
Regent Award supports the ability for the student's Pell COA to be overridden at the FAY or Payment Period level. See Pell COA Override for more details.
Pell COA Setup General Tab Wireframe
Pell COA Setup Programs Tab Wireframe
