StudentForms offers a variety of appeal transaction types that a school user may request a student to complete by either individually requesting the appeal, through bulk action, or through student request. These appeals allow the student to complete a web form that includes a statement indicating the reason for the request and if required allows the student to upload supporting documentation. Once the student completes the appeal, a school user reviews and makes a determination on the outcome of the appeal. The appeals available in StudentForms include:

  • Satisfactory Academic Progress (SAP) - Appeal to review Satisfactory Academic Progress (SAP) status for aid eligibility.
  • Cost of Attendance (COA) - The Cost of Attendance Appeal transaction is a global appeal process for students to indicate reasons for adjusting their cost of attendance calculation for a given award year. 
  • Emergency Fund (EFA) - The Emergency Fund Application transaction is a global appeal process for students to indicate reasons for receiving additional financial aid for a given award year.
  • Custom Appeals - School-specific appeals that are not related to the other global appeal types offered in StudentForms.

These appeals do not require the student to have an ISIR on file for the award year to request and ISIR corrections may not be made from these transaction types. Once an outcome is determined, a school will usually update its system of record and make any necessary adjustments. 

Users with the following roles may request and review (approve, deny, rescind) the appeal:

  • Satisfactory Academic Progress (SAP) - Admin, School Admin (Limited), School SAP User
  • Cost of Attendance (COA) - Admin, School Admin (Limited), School COA User 
  • Emergency Fund (EFA) - Admin, School Admin (Limited), School EFA User 
  • Custom Appeals - Admin, School Admin (Limited), School Custom Transaction User 
  • COA Help Dest, EFC Help Desk and School FAO roles have view-only access to the above appeals.

Users with the Admin, School Admin (Limited), and the User role specific to each appeal type may request the appeal by going to Student Search  > Student Profile > Transactions Tab > Add

Requesting Appeal

After navigating to Student Search  > Student Profile > Transactions Tab in StudentForms, to request the appeal the user completes the following:

  • Click Add button to open the Request Transaction modal

  • Click the "Please select an award year..." dropdown to select the award year for which the appeal is being requested
    • Only open award years are available to be requested. If an award year is not appearing in the list and it is  during that award year cycle, Admin users may check your Award Year dates in Settings > Award Year Dates

  • Click the "Please select a transaction..." dropdown to select the type of appeal transaction being requested
    • Visibility of transaction types will vary based on ISIR information (if ISIR imported for AY), user role, and appeals that have been enabled in Settings > Appeals

  • In box labeled "Tracking Group"  enter a tracking group i.e. SAP FALL 2021, Spring 2022, etc. 
    • Each request for the same appeal type in the same award year must have a unique tracking group
  • In box with "Enter your comments..." enter a reason for selecting the student for the appeal being requested.
    • Comments entered into the box are visible to the student after logging into Studentforms
  • Click Complete to finish the request for appeal and to add to the student's task list
  • Click Cancel to cancel request and return to transaction tab

Appeals - Appeal Screen Overview

The Appeals screen is how a school user will review and make a determination on the appeal. After logging into StudentForms, the school user is on the Dashboard. The school user can navigate to the Appeal screen for a student by either choosing the student from the Appeals Workflow or by student search. Below is how to get to the Appeal screen by both methods, first is the Workflow screen.

Select Workflow from the menu to be taken to the Workflow page.

Workflow Overview

The Workflow screen contains the different file reviews available for the school. The workflow tiles will vary based on user roles. Admin and School Admin (limited) will have all workflows available. Users with specific appeal user access will only see the Appeal Review tile. 

  • Click Category dropdown - to limit the view to only specific appeal type
    • Visibility for appeal type category limited by role
  • Click Get Next Appeal button to open the oldest appeal in workflow by date ready
    • View only roles (help desk, school FAO do not have access to Get Next Appeal button)
    • Pended appeals are skipped over using get next functionality
  • Click View All button to view all files in the workflow

Student Search

Generally, student search will be used to find a specific student who may be requesting assistance on their tasks or to review their account.

  • Enter into the Search box the student information
  • Select View button for the student if multiple students returned in search

  • Click the Transactions tab to see the list of available transactions for the student

  • Click the Review button for the appeal that requires review
    • Visibility of transaction type is based on user role(s)

Appeal Screen Overview

The appeal screen is used to review the documentation submitted by the student and for the school user to make a determination on the outcome of the appeal.  The school user may also request additional documentation from the student as needed.

  1. Review Tab - This allows the school user to review documents submitted, make a determination on the outcome of the appeal, and request additional documentation
  2. Student View - This allows the school user to view the student task list for the appeal
  3. Outcome Information - Provides information on the outcome of the appeal (approved, denied, rescinded), the reviewer's comments, and the date of the outcome
  4. Add button - This allows the school user to request additional information from the student as needed
  5. View button - This allows the school user to review documents submitted and determine if they are acceptable
  6. Delete button This allows school users with admin or school admin(limited) roles to delete submitted documents
    • Note: Documents deleted in this manner are permanently deleted from StudentForms and may not be recovered. Only documents uploaded in error to the wrong account should be deleted in this manner.
  7. Show Previous Versions link - Allows the school user to see all documents submitted that are not the current version of the document i.e. previously rejected documents
  8. Pend button - This allows the user to place the transaction into a pend status. This places an indicator in the Appeal review workflow grid and removes the file from the get next functionality of the workflow
  9. Approve button - Once all documents have been reviewed and approved, the school user may approve the appeal based on their review criteria.
    • The button is only enabled after all documents are reviewed and the transaction is in a Reviewing File status
  10. Deny button - Once all documents have been reviewed and approved, the school user may deny the appeal based on their review criteria
    • The button is only enabled after all documents are reviewed and the transaction is in a Reviewing File status
  11. Rescind button - Allows the user to rescind (ignore) the appeal request, places the transaction status into Ignored

Appeals - Completing Review

After the student has submitted the appeal for review, the appeal appears in the Appeal Review workflow. The school user opens the appeal from the workflow to begin the review process.

To complete the review of the Appeal, all of the active documents submitted must first be reviewed. 

Click the View button for each document to open the document review modal. 

  • Enter any required document values fromthe document submitted 
    • Web forms will prepopulate information entered into the webform
  • Click the Complete button to approve the document
  • Click the Pend button to mark the document as pended
    • This places an indicator in the document review grid
  • Click the Reject button to return the document to the student to upload a new document or add pages to the existing document

Once the appeal documents have been reviewed the school user has the option to approve, deny or rescind the appeal. Choosing one of the options sends a notification to the student with the outcome of their appeal.    

  • Click the Approve button to approve the appeal.
  • Click the Deny button to deny the appeal.
  • Rescind button closes the appeal without a decision and marks the transaction Ignored.

Each of the options requires the school user to enter a comment section to describe the decision steps and outcome of the appeal.  The comments are able to be included in the notification that is sent to the student admin users may update the notifications by going to PlatformManagement > Settings > Platform Communications > StudentForms, then editing the individual appeal approval and denial emails to include the Transaction Outcome Comments merge field.