1 Purpose

These procedures will guide {INSERT TEAM NAME} through list process(es).

2 Scope

The {INSERT TEAM NAME} will be impacted by this procedure.

3 Roles and Responsibility

{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for list action

{INSERT ROLE or DEPT NAME} will be responsible for list action share.

4 Definitions

5 Procedure

5.1 Not Substantially Equal Program Change (NSE) (e.g. Certificate to Undergrad or Undergrad to Grad)  

When the student’s old and new programs do NOT meet the definition of “substantially equal,” the student’s loan period is truncated. 

Regent Award does not support midterm program changes for NSE program changes.  All program changes must be effective at the end of the term.  

Actors 

• Student 

• User with appropriate permissions  

• Regent Award 

Pre-conditions 

• Student is an active, enrolled student in a program of study 

• Student has requested a change in the program of study that results in the current and next programs to be not substantially equal (e.g. there is a gap in enrollment) 

  • NOTE:  If the original program ended or courses withdrawn at any point other than at the end of a term, an R2T4 is required for federal funds.  The loan period for the new program is a full AY in length, and loan amounts are for the annual loan limit less any loan funds retained for the overlapping AY in the old program.  Processing the R2T4 must be done before processing the program change, if required. 

Basic Flow 

1. SBL sends the academic information for the current program as Program A  

   1. Program A end date = end date of a term/payment period 

   2. All in progress courses are sent with Program A attributes 

      1. Courses will continue to be sent on the SBL until either completed or withdrawn 

         1. Once completed and identified as program applicable to Program B the course will be sent again on the SBL with the Program B attributes and set to internal transfer.  

      2. If the student withdrawals from the in-progress course before completion, send the course with a withdrawal date on the SBL under Program A. There is no need to send this course under Program B 

   3. All future enrolled courses after the Program A end date are withdrawn 

2. SBL sends the academic information for the next program as Program B. 

   1. Program B start date = start date of next enrolled term/payment period for Program B 

   2. All future courses are sent with Program B attributes 

      1. For term schools, term attributes will need to be included 

   3. All courses that have already been completed and are applicable to Program B are sent with Program B attributes and the transfer field set to internal. 

3. Regent Award triggers the ‘Review Program Change’ task in the ‘Review Program Change’ task queue when the student is Batch Packaged or MAPed.  

4. The User navigates to the Academic Plan tab for the student and clicks the Program Management Wizard. 

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   1. Selects ‘Program Change’ from the Action Type 

   2. Selects Program B, and selects ‘False’ for Programs are substantially equal 

      1. Note: If more than one program is listed, the User identifies the correct program by clicking the ‘Next Program’ radio button and/ or removes the incorrect program by clicking the ‘Remove‘ radio button. 

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   3. Clicks Continue to proceed to Step-2 

      1. If the updated Academic Plan appears to be accurate, proceeds to click finish to finalize the program change. 

      2. If the update Academic Plan appears to be inaccurate, proceeds to click cancel.  The student’s course data must be updated prior to completing the program change by either: 

         1. The SBL or, 

         2. Manual course adjustments.  See the Course Overrides OGB.  

5. Regent Award  

   1. Truncates the loan period.  

   2. Leaves the AY in place with its original start and end dates.  

   3. The new program starts a new AY.   

6. The User navigates to the Modify Award Wizard (MAW) to manually reduce loan amounts by any amount retained during the overlapping year from the old program (if required) and makes any adjustments required to the funds.  

7. The new AY begins when the new program begins (on the new program start date as determined by the start date of the first course in the new program). 

   1. Note: The handling of the AY and loan periods are fully automated in this scenario; there is no need to create manual academic years using the Program Management Wizard.    

Post-conditions 

• Student’s program has been changed and the awards adjusted  

5.2 Substantially Equal (SE) Program Change 

When the student’s old and new programs meet the definition of “substantially equal” the student can stay in their existing loan period. 

Regent Award does support mid-payment period program changes for SE Non-Term to Non-Term programs ONLY.  

Actors 

• Student 

• User with appropriate permissions

• Regent Award 

Pre-conditions 

• Student is an active, enrolled student in a program of study. 

• Student has requested a change in the program of study that results in the previous and next programs to be substantially equal. 

Basic Flow 

1. SBL sends the academic information for the current program as Program A  

   1. Program A end date = end date of a term/payment period 

      1. For a Non-Term to Non-Term SE mid-payment period program change the, the end date can be the date the student stops attending Program A   

   2. All in progress courses are sent with Program A attributes 

   3. All future enrolled courses after the Program A end date are withdrawn 

2. SBL send the academic information next program as Program B 

   1. Program B start date = start date of next enrolled term/payment period for Program B 

      1. For Non-Term to Non-Term SE program changes in the same payment period the start date can be the day after Program A’s end date 

   2. All future courses are sent with Program B attributes 

   3. For term schools, term attributes will need to be included 

   4. All courses that have already been completed and are applicable to Program B are sent with Program B attributes and the transfer field set to internal. 

   5. All in progress courses that are applicable to Program B are sent with Program B attributes and the transfer field set to internal.  

3. These courses must be updated once courses are completed, e.g. with quality points, complete flag 

4. Regent Award triggers the ‘Review Program Change’ task in the ‘Review Program Change’ task queue.  

5. The User navigates to the Academic Plan tab for the student and clicks the Program Management Wizard. 

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   1. Selects ‘Program Change’ from the Action Type 

   2. Selects Program B, and selects ‘True’ for Programs are substantially equal 

      1. Note: If more than one program is listed, the User identifies the correct program by clicking the ‘Next Program’ radio button and/ or removes the incorrect program by clicking the ‘Remove‘ radio button. 

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   3. Clicks Continue to proceed to Step-2 

      1. If the updated Academic Plan appears to be accurate, proceeds to click finish to finalize the program change. 

      2. If the update Academic Plan appears to be inaccurate, proceeds to click cancel.  The student’s course data must be updated prior to completing the program change by either: 

         1. The SBL or, 

         2. Manual course adjustments.  See the Course Overrides OGB.  

6. Regent Award  

   1. Leaves the original loan period in place. 

   2. The AY continues when the new program begins as if the student had not changed programs.  

   3. The ‘Review Program Change’ task is automatically ‘Completed’ upon finalization of the program change. 

Post-conditions 

• Student’s program has been changed and the awards adjusted