Setting Up a New Academic Program in Core for Financial Aid Eligibility

Overview

When a school launches a new academic program that is approved for Title IV financial aid eligibility, the program must be configured in Core before students can be enrolled and begin the financial aid process. This article explains the required documentation and steps to initiate a new program setup.

Prerequisites

Before Portico can configure the program in Core, the school must provide documentation confirming all required approvals:

1. ECAR (Eligibility and Certification Approval Report) — The most recent ECAR showing the new program, or proof that the application for change has been submitted to the Department of Education.
2. Accreditation Agency Approval — Written confirmation from the school's accrediting body that the new program is approved.
3. State Approval — Documentation of state-level authorization for the program.

How to Submit a New Program Setup Request

1. Gather all three approval documents listed above before submitting your request.
2. Complete the New Program Worksheet — Contact the CI Integration Team to request the worksheet template. The first tab is an example; enter your program details on the Main (second) tab. Include:
   • Program name and CIP code
   • Program length (credit hours or clock hours)
   • Title IV aid types the program is approved for (Pell, Direct Loans, etc.)
   • Term structure (semester, trimester, non-term, etc.)
   • Expected start date for financial aid processing
3. Submit a ticket to the CI Financial Aid Team, attaching the completed worksheet and all three approval documents.
4. Portico Configuration Specialist review — The team will review the submission and configure the program in Core. You will be notified when setup is complete and students can begin the financial aid enrollment process.

Important Notes

• Do not begin the financial aid process for students in a new program until you receive confirmation that the program is fully configured in Core and the ECAR reflects DOE approval.
• Students already enrolled in the program before setup is complete cannot have financial aid packaged retroactively without additional review.
• If the new program is a different modality or delivery format of an existing program (e.g., adding online delivery to an in-person program), separate approval documentation is required.

Related Topics

• How to update existing program information in Core
• ECAR submission and DOE program approval process