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

...

Student Creation   

Actors 

• Student 

• User with appropriate permissions 

• Regent Award Student 

Pre-condition 

• ISIRs are imported into Regent and matched to a student  

Basic Flow 

...

 ISIR is in a ‘clean’ status 

1. The active ISIR transaction for the FAY is clean (i.e. not selected for and does not populate any documents that restrict packaging).  

   Image Removed

2. If the active ISIR was selected for Verification, it must have a verification status or inherited verification status = "Verified".   

   Image Removed

3. The current active ISIR does not have a ‘Correction Status’ of ‘Corrected’, ‘Marked for Transmission’, or ‘Transmitted’. 

   Image Removed

4. All student documents that are setup to Restrict Packaging and/or Disbursement and are associated to the FAY of the ISIR (AY and PP scope also have an FAY association) or student-scoped are in ‘Satisfied’ or ‘Waived’ status. 

   Image Removed

5. All ISIR tasks (i.e. subsequent unclean ISIR) that are setup to restrict packaging, disbursements or positive and negative disbursements for the FAY are in a status of ‘Completed’, ‘Closed’ or ‘Waived’. 

   Image Removed

The user navigates to Processes 

...

Clicks on the Export Process 

...

Selects the Export Ready to Package File (CSV) 

...

Clicks Export 

...

• Student is included on the Student Batch Load (SBL) file.  

Basic Flow 

1. At the completion of the SBL file creation process, the file is encrypted (at the discretion of the school) and automatically uploaded to the sFTP server SBL File Watcher folder, StudentBatchLoaded_FW. 

   1. Regent’s FileWatcher retrieves and processes the file to load the content into Regent Award.   

2. The Regent Award import process attempts to match each student in the SBL with an existing student in the system.   

   1. If a match is found, the student record is updated. 

   2. If no match is found, a new student is created.   

3. Regent Award determines whether to exclude the student from specified communications and tasks based on the ‘active’ vs ‘inactive’ flag. 

Post-condition 

• The RTP output file is produced   

Alternative Flow 

• Change in the file occurs  

1.  Student sent on RTP as “Pending” if one of the following changes occurs: 

   1. Student makes a correction which triggers a new ISIR and student is selected for verification 

   2. A new student scope or FAY scope document is added to the student in a ‘Needed’ or ‘Incomplete’ status  

5.2 Updated Ready to Package Status to Pending 

Actors 

• User with appropriate permissions 

• Regent Award 

• Student 

Pre-condition 

• ISIRs are imported into Regent and matched to a student 

Basic Flow 

1. FA Directors leverage the ‘Ready to Package’ report in Regent Award to review students included on the RTP File.

   1. Clicks Reports Menu

      1. Selects ‘Ready to Package’

      2. Inputs Enterprise, Institution, and Campus

      3. Clicks “View Report” 

...

• student is successfully created or updated in Regent Award. 

Alternative Flow 

1. The User manually imports SBL 

   1. Navigates to Processes Navigation Bar, clicks “Import Process” 

      Image Added

2. Reviews Process Log 

   1. Filters by Process Type = Import SBL {Click Funnel, Type ‘Import SBL’ into Contains field, click Filter} 

   2. Validates File Status 

   3. File Success {status = COMPLETE}

      Image Added