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Glossary

Glossary of Terms

Term

Definition

BSA

Banner Student Aid. It is the authoritative source for all financial aid and award data at McGill. BSA provides a comprehensive set of interfaces and functions to support staff and students in their financial aid/award related activities.

Click here for more detailed information on BSA.

Aid Fund Awards are created in BSA as "Aid Funds." One Aid fund is created for each award. Each Aid Fund is linked to a Finance Fund and is associated with specific award characteristics or "properties." The first step in entering an award in BSA is to create an Aid Fund Code (AFC).

One Finance Fund may have >1 Aid Fund associated to it.
Aid Fund Code (AFC) A unique code that identifies a specific award in BSA. Aid Fund Codes consist of 10 characters which can be translated as follows:
  • The first letter is the award type. The values can be, for example, F = fellowship; A = athletics award; M = miscellaneous award; R = research award; S = scholarship.
  • The next 6 digits are the FIS Fund number that is associated with the award.
  • The 8th position is a letter representing the "Program Stage." The values are: E = one-year entrance; C = in-course; V = convocation; R = renewable entrance and W = renewable in-course.
  • The last two digits represent a numbered change to the properties of the Aid Fund.

Several different awards can be linked to the same Finance Fund simply by creating individual AFCs for each award.

Aid Fund Codes are created only by GPS and SSAO.

Click here for information on Creating Aid Fund Codes.

Aid Fund Property Code Codes that define specific characteristics that apply to an Aid Fund. All Aid Funds currently indicate:
  • Aid Type - the type of award. Values include: Scholarship, Fellowship, Stipend, etc.
  • Fund Group - who is responsible for administering the award. Values include: UNIV (University, i.e. GPS or SSAO) ; FACU (Faculty); NADA (Non-Academic Department)
  • Program Stage - the stage of studies for which the award is intended. Values include Entrance, In-Course, Convocation
  • Processor - Central office that will complete the processing of the awards, either GPS or SSAO
  • Administrator - Unit(s) which can submit an award for processing i.e. which Faculty/Dept/Unit
  • Recipient – Faculty whose students qualify for the award
Aid Fund Status Code

Code indicating the status of a particular award for a particular student.

Examples of aid fund status codes are "ACPT (Accepted)", "OFFR (Offered)", "DECL (declined)".

When an award is submitted via the Award Processing Form it is in an accepted status (ACFP or ACGP) with a description of "Approved." Once the central office has processed the award it is still in an "Accepted status (AC)" with a description of "Assigned."

Aid fund status codes can be changed when necessary. For example, an aid fund status of "AC (Accepted)" could be changed to "CANC (Cancelled)" by a central office. If a student declines an award in Minerva the (AC) status changes to "DECL (Declined)".

The aid fund status code description will appear within the BSA forms, on the web and in selected reports. Most descriptions are viewable on the web by students when they check the status of their financial aid awards on Minerva.

Click here for more information on Aid Fund Status Codes.

Aid Period

A grouping of financial aid terms that can identify particular parts of a year in which students may be enrolled.

Examples include: Fall/Winter, Spring/Summer, full year, summer only, etc.

At McGill we have decided to create only one aid period covering the entire Aid Year. This Aid period is being called “YEAR”.

Aid Year

A complete year for which the Student Aid is being tracked. McGill defines an aid year as September to August 31st of the following year. For example, aid year 1819 would run from September 1, 2018 to August 31, 2019.

For more information on Aid Year (and the Processing Calendar), click on the links: Undergraduate students ; Graduate students.

Award Processing form (APF) The Award Processing form (APF) is found in Minerva > SR Admin > Financial Aid Administration Menu > Award Processing (for faculties, departments and other awarding units). The APF is used by faculties/departments/units to submit award nominees/recipients. Awards submitted via the APF are processed by GPS for graduate awards and SSAO for undergraduate awards.
Cancel An Award

Awards that have not been disbursed may be cancelled. Central Aid Offices revise the status to allow award processors the ability to process the cancellation in Minerva.

Click here for more information on Award Cancellation.

CESA Committee on Enrolment and Student Affairs
CIHR Canadian Institute of Health Research
Disbursement Schedule

Schedule of award payments. An award may be paid all at once or in multiple, pre-established pay dates to student fees (Accounts Receivable) or to direct deposit or cheque (Accounts Payable).

A disbursement schedule is normally attached to an aid fund when it is created by a central office. This is called a default disbursement schedule. Default disbursement schedules may be changed or "customized" when submitting awards via the APF.

Click here for more in-depth information on Disbursement Schedules.

FOAPAL Fund Organization Account Program Activity Location
Fund Financial Manager or Fund Holder McGill academic or support staff member named on the 6-digit fund code to be responsible and accountable for that fund. The Fund Financial Manager (FFM) is determined at the fund’s inception, based on the information provided on the Request for New Fund form. In assessing the appropriate individual to be responsible for the fund, Financial Services names the Unit Head as the Fund Financial manager in the case of funds in support of a unit’s ongoing operations.
G.R.E.A.T. Awards Graduate Research Enhancement and Travel Award
GPS Graduate and Postdoctoral Studies
Memos Future-dated disbursements (payments)
MOA Memorandum of Agreement (see also MOU). The document outlining the terms of the agreement between the university and the donor.
MOU Memorandum of Understanding (see also MOA). The document outlining the terms of the agreement between the university and the donor.
Multi-Year Award An award that spans more than one aid year, whether or not renewable.
NSERC Natural Sciences and Engineering Research Council
Organization (org) Defines the departmental entities or budgetary units within the University. Assigning an ORG code to a FUND or transaction represents responsibility and accountability. It also implies the activities of the fund shall advance the objectives of the unit and the dollars will be reported in the unit’s consolidated financial statements.
SSHRC Social Sciences and Humanities Research Council
SSAO Scholarships and Student Aid Office
Tri-Council The three federal agency councils that provide research funding: NSERC, SSHERC and CIHR

 

 

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