Reviewing Additional Year-Specific Entities After Finalizing New Year Setup

Once you have finalized new year setup and the new award year has been created, there are a few additional entities you need to review and update before you are ready to process in the new year. These items can only be updated once the new year is available in the system.

To update your additional year-specific entities, complete the steps below:

1. Copy your academic years for the new year.

1. Review Copying an Academic Year.
2. Update the academic year name, scheduled dates, and any other changes needed for the new year.
3. Update the Pell Grant Cost of Attendance table within the academic year.
   • Replace the prior year's selection set with the newly created one.

   Note: For more information, see the updating newly copied selection sets step below.

   • For any custom processes present, determine if the custom process is year-specific and should be copied into the new year. If it is, complete the following steps:

     • Copy the custom process.

     • Name the new custom process with the new year naming convention.

     • Update the year-specific field aliases in each function.

     • Return to the academic year and replace the prior year's custom process with the newly created one.

4. Update the associated custom process targets.

1. Copy your payment periods for the new year.

1. Review Copying of a Payment Period.
2. Update the dates, names, and any other changes needed in the new year.
3. Update the Institutional Cost of Attendance table within the payment period.
   • Replace the prior year's selection set with the newly created one.

   Note: For more information, see the updating newly copied selection sets step below.

   • For any custom processes present, determine if the custom process is year-specific and should be copied into the new year. If it is, complete the following steps:

     • Copy the custom process.

     • Name the new custom process with the new year naming convention.

     • Update the year-specific field aliases in each function.

     • Return to the payment period and replace the prior year's custom process with the newly created one.

4. Update the associated custom process targets.

1. Copy any year-specific custom processes associated with your packaging formulas.

Review your packaging formulas associated with the new award year for any custom processes that are year-specific. For any year-specific custom processes, complete the following steps:

1. Copy the custom process.
2. Name the new custom process with the new year naming convention.
3. Update the year-specific field aliases in each function.
4. Return to the packaging formula and replace the prior year's custom process with the newly created one.

Tip: Custom processes can be found at both the formula level and fund (min/max) level, as well as in the fund group settings.

1. Copy any communication templates that contain year-specific data.

1. Create a copy of any year-specific communication templates.
2. Review and update the following:
   • Field Aliases
   • Student Data Blocks
   • Conditional Text and associated selection sets

   Note: For more information, see the updating newly copied selection sets step below.

   • Any text within the letter template that references a prior year or old information

1. Update your newly copied selection sets that still contain year-specific data.

1. Search your selection sets for those that still have "NYS" in the name. These selection sets contain year-specific references that could not be updated when you completed the new year setup.
2. Update the selection set field aliases and/or values to the new year data, such as those that reference academic years or payment periods that have now been copied forward.
3. Remove the "NYS" indicator from the name once fully updated.

1. Update funds that are associated with year-specific requirements.

For each fund with a year-specific requirement associated, add a new row to the Requirements section and select an updated requirement for the new year.

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