Introduction

The Emergency Fund Application transaction is a global appeal process for students to indicate reasons for to receive additional financial aid for a given award year. By completing a web form and providing supporting documentation, the final outcome will be completed during file review where institutional users will select to Approve or Deny the appeal and making any necessary adjustments in their Student Information System (SIS).



Setup of Transaction

This section will go over the steps to enable and manage the Emergency Fund Application section. Like the other out-of-the-box appeals, there is flexibility in the management of requesting the form and the information that can be provided within.


Enable Transaction

  • To enable the transaction, as an Admin user you can navigate to Admin > School Settings > Appeals.
  • Within the first section "Appeals", enable the Emergency Fund Application transaction.


Personalize the Emergency Fund Application Web Form

  • Once the Emergency Fund Application transaction has been enabled, navigate to the bottom of the Appeals page
  • Under the Emergency Fund Application Settings, you can update the following:
    • Emergency Fund Application Instructions - these are the instructions that appear in the first section of the form "Instructions"
    • Emergency Fund Application Signed Statement Instructions- these are the instructions that appear in the second section of the form "Circumstance and Statement"
      • Please note that the main question and options to select the circumstance(s) may not be edited, but these personalized instructions allow you to give further detail
    • Require Supporting Documentation - when enabled, this will require students to provide Supporting Documentation for their appeal; if disabled, the student is given the option to provide Supporting Documentation or not

  • For more information about Appeal management, please review this article.


Allowing Students to Self Request

  • Once the Emergency Fund Application transaction has been enabled, navigate to Admin > School Settings > Student Requests
  • If the master Student Requests switch is enabled, you may choose to allow students to self request this appeal transaction from their task list page by enabling the option for this transaction
  • For more information about allowing students to self request transactions, please review this article.


Manage the Operational Dates

  • Once the Emergency Fund Application transaction has been enabled, navigate to Admin > School Settings > Award Years to determine the operational dates of when the transaction is available for request and submission, along with the visibility deadline for both institutional users and students
  • For more information about transaction operation dates, please review this article.



Technical Specifications

Please note the following information for integration functionality.

  • All of the normal events (transaction created, approved, denied, etc) are =automatically tracked, with the Transaction ID = 50
  • The following email and SMS templates manage communications for the Emergency Fund Application in PlatformManagement > Settings > Platform Communications, under the StudentForms tab:
    • Emergency Fund Application Approved
    • Emergency Fund Application Denied
    • Emergency Fund Application Rescinded
    • Emergency Fund Application Manually Requested
  • The following events manage tracking of the communications and can be managed in PlatformManagement > Integration > Event Notifications, under the StudentForms tab:
    • 345 - Emergency Fund Application Approved Communication

      346 - Emergency Fund Application Denied Communication

      347 - Emergency Fund Application Rescinded Communication

      348 - Emergency Fund Application Manual Request Communication

  • NOTE: Currently the Emergency Fund Application transaction is not allowed to be bulk requested. Future updates will grant the ability to do so.



Requesting the Transaction

The Emergency Fund Application transaction can be requested for the student like other transactions, by an institutional user or optionally by students.

  • Once the Emergency Fund Application transaction has been enabled, an institutional user may request the transaction from the student's account page, under the Appeals subgroup
    • Requesting the transaction will require the user to input the following fields:
      • Award Year
      • Tracking Group
      • Reason for Request

  • Upon completion, the transaction will be created for the chosen award year
  • Please note that a few new roles have been created for managing this transaction; managing roles include:
    • Admin: has access to the entire transaction, including document review, file review, approving/denying, and admin override
    • School EFA User (new): has access to the entire transaction, including document review, file review, and approving/denying
    • School FAO: has access to the transaction, but cannot approve/deny the transaction
    • EFA Help Desk (new): has read only access to the transaction
  • Once the Emergency Fund Application transaction has been enabled for student self request, a student may open the Requests modal found on the student task list page and select the Emergency Fund Application transaction for the award year needed



Student Task

Once the Emergency Fund Application transaction is created, a student will have the task to complete the Emergency Fund Application web form.


This web form contains the following:

  • Instructions Section - this will populate the instructions specified from the "Emergency Fund Application Instructions" field as part of the setup
  • Circumstance and Statement - this section populate the following:
    • Instructions specified from the "Emergency Fund Application Signed Statement Instructions" field as part of the setup
    • Student must provide a statement to explain the circumstance
    • Student confirms they are providing supporting documentation (requirement controlled by the "Require Supporting Documentation" setting as part of setup)



File Review

Similar to the Satisfactory Academic Progress (SAP) Appeal transaction, file review involves the institutional user review the appeal web form and the supporting documentation (if provided) followed by making the decision to Approve or Deny the appeal. This does not generate any ISIR corrections. Please note that normal business events used for tracking transaction status are still applied to this transaction, with the Transaction ID = 50.