The Informer report used by the Financial Aid staff to check for updates to grades after the end of a semester is the "Financial Aid Grade Change Report" This is used to allow for resetting SAP status for students as needed, when their GPAs and completion rates have changed. The process requires entry of a term code, along with a starting and ending date range, which is used to filter records based on Verified Grade Date.
When grade changes are reviewed and an update to a student's SAP status is required, the Financial Aid staff can add a new SAP entry to the student's record by running SAPC for the student. However, when there is an obsolete SAP entry for the student for the same period, that record should be deleted first. This can be done by using the SABD form when certain conditions are met. The SAP entry to be removed must be the latest SAP entry for the student, and the SAP entry must have no active Appeal associated with it. (If there is a canceled appeal associated with the record, that should be fine.)
Otherwise, deleting that original SAP entry for the term for a student is a manual, two- or three-step process. If there is a SAP appeal record attached to the original SAP record, that appeal record must be deleted. The original record in the SAP.RESULTS file must be deleted. And, the corresponding entry must be dropped from the student's FIN.AID record, in the FA.SAP.RESULTS.ID field (position 52). In some cases, it may be necessary to also clear the override entries in FA.SAP.PROG.OVER (position 80) and FA.SAP.PROG.OVER.END (position 81) of the FIN.AID record. The following example illustrates how these changes are made (with additional commentary in italics).
SORT SAP.RESULTS WITH SAPR.STUDENT.ID = 2226314
SAP.RESULTS Student ID
235804 2226314
246953 2226314
254901 2226314
262031 2226314
264029 2226314
5 records listed
LR SAP.RESULTS 254901 262031 264029 DICT CONV (output omitted)
The next to last of the sorted records will be the one to delete, but it is a good idea to verify this by reviewing records, using the LOAD.RECORDS (LR) statement at the Redwood command prompt. It is also advisable to remove from or comment out the DELETE command in the command stack after it is used, to avoid accidental deletion of records through use of the stack. The first FILE command in the AE editor saves the change to edited values (EVs) in position 52, while the second FILE command saves all changes for the entire record.
NOTE: Be sure to make note of the SAP appeals record, if any, prior to deleting a record from the SAP results file.
SELECT SAP.RESULTS WID <<SAP record ID>>
DELETE SAP.RESULTS
Do you want to delete records in select list?(Y/N)Y
1 records deleted.
:.c/DEL/* DEL
* DELETE SAP.RESULTS
AE FIN.AID <<Student ID>>
Top of "2226314" in "FIN.AID", 96 lines, 230 characters.
*--: 52
052: 264029▒262031▒254901▒246953▒235804
*--: EV
editing values as fields...
Top of "pts/12_0_values.in.line#52" in "AE_COMS", 5 lines, 34 characters.
001: 264029
002: 262031
*--: d
002: 254901
*--: FILE
Filed "pts/12_0_values.in.line#52" in file "AE_COMS".
052: 264029▒254901▒246953▒235804
*--: 80
080:
081:
*--: FILE
Filed "2226314" in file "FIN.AID".
This step is only required when there is an appeal record associated with the SAP results record that was deleted.
SELECT SAP.APPEALS WID <<Appeal record ID>>
DELETE SAP.APPEALS
Do you want to delete records in select list?(Y/N)Y
1 records deleted.
:.c/DEL/* DEL
* DELETE SAP.APPEALS