Financial Aid Toolkit
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What is Financial Aid?
The Student Information System's (SIS) Financial Aid module:
enables you to enter awards through departmental awarding
provides access to departmental financial and reporting data
allows select users update access to Work Study information
allows you to view Financial Aid information
provides access to departmental and financial reporting data
See Student Financial Services, Financial Aid to gain a better understanding of financial aid at UVa.
AccessThe University seeks to strike a balance between open access to data and data protection by assigning Integrated System (IS) Responsibilities and Student Information System (SIS) Roles to employees. The Roles and Responsibilities allow access to specific categories of data and the assignment process complies with the University of Virginia Administrative Data Access Policy.
There are many Financial Aid (FA) roles in the Student Information System. For a complete list of the FA roles, a description of each role and the recommended or required training, click here. The most common FA roles and training classes are listed in the table below.
To begin the SIS access Process, click here.
Training
Training | Responsibility | Description | Training Requirement | |
|---|---|---|---|
| UV FA User Dept | Individuals who enter awards through departmental awarding at the school or departmental level. If you are requesting this role, you should also request UV SF Viewer Departments, UV SF Departmental Reporting AND UV FA Departmental Reporting. | Contact: uva-sis-trainers@virginia.edu to schedule training | |
| UV FA Department Reporting | Individuals who do departmental awarding at the departmental or school level (other than Law and Medicine) and need access to departmental financial aid reporting data. NOTE: If you are requesting this role for departmental aid reporting, you should also request UV SF Departmental Reporting. | Departmental Aid Reporting Contact: uva-sis-trainers@virginia.edu to schedule training Introduction to Discoverer*(required unless already have a reporting role in SIS) |
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| UV FA School Reporting | Individuals in the schools of Law, Medicine, and Darden who do awarding and need access to financial data. | Introduction to Discoverer*(required) | |
| UV FA Work Study Reporting | Individuals who hire or are responsible for work study and need access to financial aid data about work study | Contact: uva-sis-trainers@virginia.edu to schedule training | |
| UV FA Local Admin Schools | SFS FA Managers, LAW/Med Financial Aid Directors, Limited Law/Med Financial Assistant Directors. FA Local Admin Res (Restricted) users cannot perform yearly maintenance functions. However, they can view all setup including equation and query formulas. The Financial Aid processing functions are unrestricted except for batch processing and loan processing. For loans, they can perform origination and validation functions. | SR Foundations*(prereq) Financial Aid: Core Processes-SIS(required) |
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| UV FA Local Admin Data | SFS Director, Limited SFS Managers who have restricted access to the setup tables to perform yearly maintenance for budgets, fiscal limits, aggregates, and loans. Users will be able to view all other areas of setup including equation and query formulas. The Financial Aid processing functions are unrestricted except for large batch processes. (Can initiate the following batch process - External Award, Pell Schedule, Need Summary Validation, and Loan Processing). | SR Foundations*(prereq) Financial Aid: Core Processes-SIS(required) |
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| UV FA Local Admin Maintenance | SFS-ITS Manager, SFS-ITS System Analysts, and SFS-ITS programmer analysts will have limited access to Financial Aid setup tables and batch processing. These users will not perform data entry or "per student" online processing. | SR Foundations*(prereq) Financial Aid: File Management and Using 3Cs (required) |
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| UV FA User FAA | SFS Financial Aid Administrators can enter data into FM / IM tables and online processing for aid activation, budget creation, & auto packaging. Users can view loan processing information and have access to the FA summary pages. | SR Foundations*(prereq) Financial Aid: Core Processes-SIS(required) |
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| UV FA User Record Mgmt | SFS Records Management enters data into IM tables, perform online aid activation, enter external awards, and have restricted award access. They have view only access to Financial Aid Term and Financial Aid History. | SR Foundations*(prereq) Financial Aid: Activating Aid Year and 3Cs (required) Financial Aid: Institutional Data and Awarding (required) |
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| UV FA User ISIR Load | SFS-ITS Computer Technician can process ISIRs and have limited view access to other FA processing areas. | SR Foundations*(prereq) Financial Aid: Viewer plus Comments (required) Financial Aid:File Management (required) |
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| UV FA User Loans | SFS-Select FAAs has access to loan processing for select users who are not Local Admins. | SR Foundations*(prereq) Financial Aid: Core Processes-SIS(required) |
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| UV FA User Workstudy | SFS Administration will have access to update Work Study. This responsibility is for select users who are not Local Admins. | SR Foundations*(prereq) Financial Aid: Tracking Workstudy (required) |
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| UV FA Viewer Summary | SFS Call Center has access to view the Financial Aid Status Page. | SF Financial Aid Viewer*(strongly recommended) | |
| UV FA SFS Full Reporting | SFS Financial Aid staff to access all financial aid reporting data for SFS. | Introduction to Discoverer*(required) | |
| UV FA SFS Limited Reporting | SFS front office staff has limited access to financial aid reporting data for SFS. | Introduction to Discoverer*(required) | |
| UV SS Coach | UVa sports coaches will have access to the athletic roster page and status change pages in self service. | Financial Aid: Athletic Aid Awarding (Coach) – SIS*(required) | |
| UV FA ATHL Supervisor | Athletic sports supervisors will have access to view athletic awards and update for team award approval. | Nav Fundamentals*(prereq) Financial Aid: Athletic Aid Awarding (Sport Supervisor) – SIS* (required) |
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| UV FA ATHL Compliance | Athletics compliance officer will have access to sports security set up, view to athletic awards, and update for team award approval. Note: Also request UV AD Applicant Reporting and UV FA Athletic Awrd Reporting. | Nav Fundamentals*(prereq) Financial Aid: Athletic Aid Awarding (Compliance) – SIS* (required) |
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| UV FA ATHL SFS Awd | Financial Aid athletic administrators will have access to tuition set up, view to athletic awards, status change requests, and update for team award approval. | Nav Fundamentals*(prereq) Financial Aid: Athletic Aid Awarding (SFS) – SIS* (required) |
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| UV FA ATHL View | Administrative assistants to the sport supervisors will have access to view the Sport Roster page and the Athletic Status page. | Athletic Aid Viewer Training – SIS*(strongly recommended) | |
| UV FA Athletic Awrd Reporting | UVA FA ATHL Compliance role holders will have access to athletic awards information. | Introduction to Discoverer*(required unless already have a reporting role in SIS) | |
Note: For viewer roles training is not required but is highly recommended.
SIS Training Schedule
To register for training, click here.
Six Month Rule: If you have taken a required class for a specific role, but have not completed the training nor have had the role activated within six months of taking the class, you will be required to retake the class. Also, if you are assigned a role that you previously had, which was deactivated for longer than 6 months, you will be required to retake the course(s) before it is reactivated.
DocumentsThe following reference materials are available for your use:
Other Helpful InformationClick here to listen to and view a student-narrated demo regarding financial aid (resource for students and parents.)
Student Information System (SIS) home
SIS Frequently Asked Questions
ContactsStudent Financial Services help: Phone: (434) 982-6000 Email: faid@virginia.edu
General help:
Phone: (434) 924-HELP (4357), menu option 3, 3, 1
Email: 4help@virginia.edu
Training help: For assistance with training registration, please contact the HR Service Center at (434) 982-0123. For questions regarding SIS training, please contact the SIS training team at uva-sis-trainers@virginia.edu.
Access help: For assistance with access-related questions or for inquiries about the activation of SIS roles after training, please contact sisaccess@virginia.edu.