Introduction
In the Awarding Tool, an Eligible Amount and Award Amount award amounts are calculated for students are calculated and returned for user review/approval , based on user-selected a selection of fund, query, fund, and period information. Users adjust the calculated award amounts for studentsAward amounts can be adjusted, if needed, then approve the amounts and execute awardingapproved and packaged on the student’s Academic Plan.
Overview
The Awarding Tool is available in the Regent Tools menu for clients with a Regent Fund license and users with the ‘View Awarding Tool’ permission enabled.
...
Queries set up in the Query Tool (which is dependent on student data being set up in Regent)
Funds configured in Fund Setup
Ranking and Priority set up in the Ranking and Priority Tool, if applicable
Awarding Tool Processes
The Awarding Tool page consists of a top section containing a process grid with Refresh and Add buttons and a bottom section containing two subpages--one for the Selections process and one for the Results process.
Process Grid
Records in the grid at the top of the Awarding Tool page are created when the first of the two processes when the tool (Awarding Tool: Selections) is executed within the tool (as described below). Each row in the grid contains information about Awarding Tool process runs, for processes executed in the last sixty days. After sixty days from the latest process date--the Selections Process Date if the Results Process has not been run, or the Results Process Date if both processes have been run--the record will be purged from the grid.
When the user selects a row in the grid is selected, “view only” data for the process will be displayed on the subpages below the grid. Statuses of for the process grid records are explained in the sections below.
Button Options
A Refresh button above the grid functions to update the grid with newly created data. Clicking the ‘Add' button above the grid causes fields on the Awarding Tool: Selections subpage to be enabled for new entry.
Add screen shot
Awarding Tool Subpages
Selections
On the Awarding Tool: Selections subpage, the user defines the parameters that the system will use to compile and create a list of eligible students and the amounts to be awarded to those students. The student list and amounts are presented on the Results subpage for review and approval, after the user executes the Selections Process and it has completed.
Field Entry
Some fields on the Selections page are dynamic, meaning they are shown or hidden based on selections for other fields. All fields are required, if displayed, in order to save the dataset or execute the process, except for ‘Ranking and Priority Name' and ‘Notes.’
Awarding Selections Name: a free-form text field for entry of a user-defined descriptor for the Selections dataset.
Institution: a dropdown field containing the name of all Institutions for which the user has ‘View Student’ permission. User should select the Institution that applies to the Fund and Query (and Ranking and Priority, if applicable) from which the awarding Results will be built.
Note: Awarding Selections data is not restricted at Campus or Site levels.
Select Fund: a single row grid with column names Fund Name, External ID, Institution, Campus, Sites, and Fund Scope. The ‘Search’ button to the right of the grid is disabled until Institution is selected. Clicking the button launches a pop-up for the user to select a fund from which award amounts will be calculated. Within the pop-up, the users is presented with Fund Name and other data from Fund Setup, for all funds for the Institution selected, except those funds with the following ‘Official Fund Type’: Direct Graduate Plus Loan; Direct Parent Plus; Direct Subsidized Loan; Direct Unsubsidized Loan; Pell Grant; TEACH; Perkins Loan; and IASG. When the user selects a fund record and clicks the Select button within the pop-up, the window closes and the ‘Select Fund’ grid on the Selections page is populated with the information for the selected Fund.
Query Name: a dropdown list of the names of all active queries for the Institution selected. Field is not enabled until Institution is selected. Field has autosuggest functionality, meaning the user can begin typing the name of a query and will be presented with matching options. Select the query that should be used to return a list of students to be awarded from the fund selected.
Ranking and Priority Name: a dropdown list of the names of all active Ranking and Priority datasets for the Institution selected. Field is not enabled until Institution is selected. Field has autosuggest functionality meaning the user can begin typing the name of a Ranking and Priority dataset and will be presented with matching options. (If no Ranking and Priority selection is made, results will be presented in alphabetical order by last name and then first name.) Select the Ranking and Priority dataset, if applicable, that should be used to order students that are returned in the selected query, to be awarded from the selected fund.
Period Type: a dropdown list with dynamic options. Selection defines the period for which award amounts will be calculated and awarded.
If fund selected is FAY-scoped, options will be Federal Award Year and Payment Period. (Also, if the fund selected does not have an alternate FAY configured AND is NOT configured with 'Amount Per PP'.)
If fund selected is AY-scoped, options will be Academic Year and Payment Period. (Also, if the fund selected is a FAY-scoped fund with an alternate FAY,OR 'Amount Per PP' configured.)
Federal Award Year: dropdown list which displays if Period Type selected is ‘Federal Award Year.’ Options include current FAY, prior FAY, and next consecutive FAY, based on "today's date". Determines the FAY for which students will be awarded.
Start Date From and Start Date To: Date fields which display if Period Type selected is ‘Academic Year’ or ‘Payment Period.’ Determines the date range in which the Academic Year or Payment Period, based on Period Type selected, must START in order for a student returned in the selected query to be awarded from the selected fund. If there are multiple period start dates applicable to the date range entered, the system will only calculate and award for the first chronological period. Dates entered must be contained in an open period.
Notes: a free-form text field for entry of additional information about the set of parameters selected.
Button Options/Running the Selections Process
Execute: Initiates the Selections Process.Compiles and saves/stores the selected data and calculates award amounts based on that data, to be presented on the Results page, for the period selected.
Process creates a list of students based on a run of the selected query plus the Period Start Date range entered and sort the list based on Ranking score and sorting priority, including renewal prioritization, as determined by Ranking and Priority selection, if present. (If no Ranking and Priority is selected, students will be sorted in alphabetic order only, by last name then first name.)
Process determine Existing Award value for students based on amounts already awarded to an eligible student from the selected fund, for the selected period.
Process calculates Eligible Amount of awards for the students, from the selected fund, for the selected period, based on Packaging Philosophy/Fund rules, without consideration of Fund Budgets, and including any amounts already awarded.
Process calculates Award Amount values for each student for the period selected:
Awards will be calculated only for open periods (FAYs, Academic Years, or Payment Periods.)
In the instance of multiple open periods for a student, amounts will only be calculated for the first open period chronologically.
Amount will include any existing award amounts for the selected period (not the difference.)
Award Amount value will match the Eligible Amount value unless:
A budget exists for the selected fund and, based on a running total of Award Amount values assigned to students in priority/sort order, the fund budget has been exhausted.
When fund budgets have been exhausted, remaining Award Amount values for students, based on priority/sort order, should be $0.
When the Period Type selected is ‘Payment Period,’ the FAY or AY award (depending on Fund Scope) will be adjusted to reflect an amount to be awarded for a single Payment Period. Awards for any future Payment Periods within the FAY/AY will be created as $0 awards.
A row is created in the process grid when the process is initiated, with data from the Selections page and including a Selections Process Date and Selections Process ID, and a Selections Process User.
Process grid record Status:
While process is running, the status will be ‘Processing’ and all fields/buttons on the Selections page will be disabled for editing.
If Selections Process completes successfully, the Status will update to ‘In Review’ and all fields/buttons on the Selection page will remain disabled for editing.
If Selections Process fails, the Status will update to ‘Error’ and fields/buttons on the page will be re-enabled for editing/selection.
Cancel: Clears all selected/entered values without saving and closes the page.
Save Selected Parameters: Appends the entered ‘Awarding Selections Name' value to a 'Process Type' of 'Awarding Selections’ as the parameter set name and saves the selected/entered data with the name to Saved Parameter Sets.
After saving, the set must be retrieved from Saved Parameter Sets in order to Execute.
If the Awarding Tool: Selections process has been run for the parameter set, selecting to Execute again from the Saved Parameter Set will initiate a new process for the same parameters.
Saved Parameter Sets are available in Scheduled Processes options.
Add screen shot
Results
The Results Process page presents the saved data created by the Selections Process and presents it for review and approval. Executing the Results Process from this page will package approved Award Amounts to the students' Academic Plans. The Results subpage contains three sections, and the page function buttons.
Header Details
The following “view only” data is presented in the header of the subpage, based on data selected/entered on the Selections page:
Awarding Selections Name
Institution
Fund Name
Query Name
Ranking and Priority Name
Federal Award Year
Period Type
Start Date From/To
Fund Budget Information Grid
If the selected fund has a budget configured, data for the budget will be displayed in the Fund Budget Information Grid
Student and Awarding Data Grid
If the student packages successfully but is not eligible for awarding, return as $0 Eligible Amount.
If packaging runs successfully but student is blocked from awarding, return Award Amount as $0.
Flag needed for REM to display record but disable for editing
If packaging fails for a student, present Award Amount as blank
Flag needed for REM to display record but disable for editing
If the student packaged successfully but is not eligible for awarding, return $0 Award Amount.
Button Options
Output
Process Log
Reports
option for ALL AT awards to be Manual- explain configuration option
...