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Purpose

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

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Scope

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

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Roles and Responsibility

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

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Definitions

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Procedure

5.1

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Document Workflow

Actors

• Student

• Any user with appropriate permission to update documents

• Documents

Pre-condition

• Student has documents populated in Regent Award in statuses that require action.

Basic Flow

1. Regent Award populates a document in “Needed” status for the student, or

2. Regent Award populates a document in a “Received” status for the student.

3.  Student:

   1. Receives Missing Information communication.

   2. Logs into the Student Portal to review document requirements.

   3. Completes the document requirements via:

      1. Student portal

         1. Uploads form to the document requirement

            1. Regent Award updates the document status to “Received”

      2. Submits document to school

      3. The User updates document status to “Received”.

         1. Navigates to documents tab

         2. Select checkbox for document to update status

         3. Update document Status to “Received.”

4. Regent Award populates a Review Student Document(s) task in the task queue that corresponds to the document use type of the document.

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5. The User reviews the document:

   1. If the document is satisfactory, the User updates the status to “Satisfied” and updates the corresponding task status to “Complete”.

      1. Use navigation steps in steps above to update document status.

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   2. If the document is not satisfactory, e.g. missing a signature, the user updates the document status to “Incomplete” with a document reason and updates the task status to “Closed”.

      1. Navigate to Documents tab.

      2. Click Edit on document

      3. Update the document status to “Incomplete.”

      4. Update document “Reason” to communicate back to Student on student portal.

      5. Click Submit

   3. All steps outlined above should be repeated until the document status is “Satisfied.”

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Alternative Flow

• Some documents maybe auto waived at the time they are assigned for example, when a subsequent ISIR is received resolving a default/overpayment.

5.2 Requesting Additional Documents

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Actors

• Student

• Any user with appropriate permission to update documents

• Documents

Pre-condition

• User determines additional documents need to be requested after initial review manually.

Basic Flow

1. The User

   1. Adds document to student

      1. Navigates to document tab

      2. Click “Add Document” button which will open a window below

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      3. Under Document Requirements click the blue hyperlink to open the Document requirements window so you can select a requirement 

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      4. Select Requirement (i.e. Facilitate Verification)

      5. Select the type of document to the right of the requirement

      6. Update Status to “Needed”

      7. Update document “Reason” to communicate back to Student on student portal.

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      8. Click Save

      9. Complete all steps as outlined in 5.1.

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Post-condition

• Additional documents have been successfully added to the student.