Introduction

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.

Awarding Tool functionality is comprised of two separate steps, or processes: Awarding ‘Awarding Tool: Selections Selections’ and Awarding ‘Awarding Tool: Results.’ To perform these processes, a user must have ‘Edit Awarding Tool: Selections’ and ‘Edit Awarding Tool: Results’ permissions enabled, respectively.

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1. Queries set up in the Query Tool (which is dependent on student data being set up in Regent)

2. Funds configured in Fund Setup

3. Ranking and Priority set up in the Ranking and Priority Tool, if applicable

The Awarding Tool allows for bulk awarding of query-defined students, from a single, specific fund, within a defined period. Students can be awarded from a FAY-scoped fund for the full FAY or for only one Payment Period. Students can be awarded from an AY-scoped fund for the full Academic Year or for only one Payment Period. If the fund from which monies are being awarded has a budget, the budget may be allocated to a subset of eligible students based on a defined sorting/ranking order.

Awarding Tool Page

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.

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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.

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Awarding Tool: Selections Subpage

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.’

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There are three functional buttons on the Selections subpage: Execute, Cancel, and Save Selected Parameters.

1. 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.

   1. 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.)

      1. Process determine Existing Award value for students based on amounts already awarded to an eligible student from the selected fund, for the selected period. 

      2. 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.

      3. Process calculates Award Amount values for each student for the period selected:

         1. Awards will be calculated only for open periods (FAYs, Academic Years, or Payment Periods.)

         2. In the instance of multiple open periods for a student, amounts will only be calculated for the first open period chronologically.

         3. Amount will include any existing award amounts for the selected period (not the difference.)

         4. Award Amount value will match the Eligible Amount value unless:

            1. 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.

               1. When fund budgets have been exhausted, remaining Award Amount values for students, based on priority/sort order, should be $0.

            2. Award Amount could not be calculated because of a packaging blocker for the student.

         5. 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.

   2. 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.

      1. Process grid record Status:

         1. While process is running, the status will be ‘Processing’ and all fields/buttons on the Selections page will be disabled for editing.

         2. 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.

         3. If Selections Process fails, the Status will update to ‘Error’ and fields/buttons on the page will be re-enabled for editing/selection.

2. Cancel: Clears all selected/entered values without saving and closes the page.

3. 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.

   1. After saving, the set must be retrieved from Saved Parameter Sets in order to Execute.

   2. 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.  

   3. Saved Parameter Sets are available in Scheduled Processes options.

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Awarding Tool: Results Subpage

Header Details

The following “view only” data is presented in the header of the subpage, based on data selected/entered on the Selections page:

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Button Options/Executing the Result Process (Step 2 of the Awarding Tool)

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Output

Process Log

Reports

option for ALL AT awards to be Manual- explain configuration option

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