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Introduction

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In the Awarding Tool, award amounts are calculated for students and returned for review/approval based on selections of fund, query, and period information. Award amounts can be adjusted, if needed, then approved and packaged on the student’s Academic Plan.

Note: The tool is not designed to be used for awarding of Pell Grant, TEACH, Direct Loans, or other funds for which eligibility and awarding are determined by existing federal requirements defined in Regent code.

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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

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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

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Info

Editing/Approving the Award Amount

Should be editable by users

Users with 'Edit Awarding Tool: Results' permission

, in Edit mode (pencil icon for the row).

  • Approve 
    Disable checkbox for rows where Award Amount = 0, unless the user edited the Award Amount from a positive amount to 0. If Award Amount is edited to a positive amount, enable checkbox.

    1. If the checkbox in the column header is selected, checkboxes for all rows in the column should be automatically selected. If the checkbox is unselected, checkboxes for all rows should automatically unselect.

    2. Checkboxes in each row should default to unchecked.

    3. If the Fund has a budget, update the Remaining Balance After Award Approval to subtract Award Amount values when the checkbox is selected for a row.

      1. If selecting 'Approve' checkbox results in 'Remaining Balance After Award Approval' value less than zero for a budget, launch error message, and disable Execute button until 'Remaining Balance After Award Approval' value is updated to 0 or greater.

        1. Error message: Total award amount cannot exceed budget.

    4. Selection of Approve checkboxes should be auto-saved.

  • Pencil Icons (Edit)

    1. Button should only be available to users with Edit Awarding Tool: Results permission.

    2. If user clicks pencil icon for a row, the Award Amount field for that row should be opened for editing.

    3. While the Award Amount field is in edit mode, the pencil icon should be replaced with two different icons.

      1. A green checkmark icon:

        1. If selected, should save the entered Award Amount value.

          1. If Award Amount is updated to a different value than Eligible Amount, display 'Manual' icon next to Award Amount on the page. 

          2. Pencil icon only should be displayed again.

      2. A red 'X' icon:

        1. If selected, cancel edit mode without saving updated value and  display pencil icon only again. 

  • Reset

    1. Present a reset button at the end of each row in the Student Information and Awarding grid, IF the Award Amount value has been edited. 

    2. Hover text on the icon should be "Reset"

    3. If user clicks Reset, update value in Award Amount field to match Eligible Amount and remove Manual flag.

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    are able to edit the Award Amount value for each student record and approve the Award Amount for packaging (when the Results process is executed.)

    Editing

    To edit an Award Amount, select the “Pencil Icon” at the end of the row in the Student and Awarding Information grid. The Award Amount field will be opened for editing and the pencil icon replaced with two other icons: a green checkmark and a red “X.” Use the checkmark to save the entered Award Amount or the “X” to cancel editing.

    If an Award Amount is changed, a 'Manual' icon will display next to the Award Amount on the page. 

    To undo an edited Award Amount and revert the value to the originally displayed amount, select the green ‘Reset’ button for the row.

    Approving 

    Positive Award Amounts can be approved by selecting the checkbox in the Approve column. Selecting the ‘Approve’ checkbox in the column header will result in the ‘Approve’ checkbox being selected for each row in the table. (Unselecting the checkbox in the header will unselect the ‘Approve’ checkbox for each row in the table.) The ‘Approve’ checkbox will be disabled for rows with an Award Amount of $0, unless the value was edited from a positive amount to $0.

    As described in the Fund Budget Information Grid section, if the selected fund has a budget, the ‘Remaining Balance After Award Approval’ field will be updated in real-time as the ‘Approve’ checkboxes are selected. The total of approved ‘Award Amount’ values cannot exceed budget.

    Button Options/Executing the Results 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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