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Frequently Asked Questions document is not all-encompassing but provides some very basic information to questions that are projected from the client community. For additional information, please check the Product Brief for this release and the Release Notes and linked material. If you still need more information, submit a ticket through the CZ Portal. |
Can any client upgrade to Regent 6.2?
Any client currently using Regent Award may take Regent 6.2 for UAT and ultimately production upgrade.
Any client currently using Regent Review may take Regent 6.2 for UAT and ultimately production upgrade.
Any client currently using Regent Access may take Regent 6.2 for UAT and ultimately production upgrade.
Any client currently using Regent Award may take the Regent 6.2 version of Student Experience for UAT and ultimately production upgrade.
Please note that if upgrading Regent Award from a release prior to 6.1.1.0, a build script will be executed as part of an upgrade to the 6.1.2.0 release.
The script will identify and fix existing Nonterm students for 180 days and abbreviated periods by identifying students with a 180-days since the last attended period and abbreviated periods that have not been hard-closed and setting the flag to close the period if the flag is not already set.
Batch Packaging will need to be executed after the upgrade for schools with Nonterm programs either based on the scheduled process or manually in order for the resolution to apply and Academic Plan to update.
If Batch Packaging does not include ‘Inactive’ students, the ‘Inactive’ students would require a user to MAP the student(s) before updates are realized.
A client with a high volume of nonterm students will need to expect the script to take up to a couple of hours to run.
Any client currently using Regent Review may take the Regent 6.2 version of Student Experience for UAT and ultimately production upgrade.
Some Regent Access clients may take the Regent 6.2 version of Student Experience for UAT and ultimately production upgrade. Please work with your Account Manager for additional information. Note: All current customer-specific functionality in the legacy portal may not be available in the new Student Experience portal at this time.
Clients using Regent Award for Salesforce will not need to upgrade to a new Salesforce application version in order to continue current functionality. However, an upgrade to the new version is recommended to benefit from improvements in performance and sync logging for diagnostic purposes.
What Enhancements are in Regent 6.2?
The 6.2 release addresses product defects as listed in the “Bugs” section of the Release Notes, and also enhancements and new features including:
Remainder of 2023-2024 ISIR Processing Functionality (most 2023-2024 ISIR processing was released in 6.1.1.0)
2023-2024 Verification Worksheet
TEACH Sequestration Reduction Amount
Focused Batch Packaging
Ability to Limit EST File Size
Further details on enhancements/new features and a complete list of bug fixes as well as any new scripts and data views can be found in the Release Notes.
The Release Notes also contain information on new configuration options, and a list of updates to the Admin Guide and User Guide.
What is the benefit of the Focused Batch Packaging Option?
When a large student population is processed, the Batch Packaging process can take significant time. With this new feature, you can expedite Batch Packaging by scheduling a more focused run only for students that may have changes resulting from the packaging run.
The option to "Process Students With Data Changes Only at the bottom of the Batch Packaging Options parameters screen will include only students for whom key data has changed or important dates have elapsed. These are students for which one of the following has occurred: changes to Student Data(Updated 12/20/2022)
Standard batch packaging in Regent Award packages all students meeting the selected parameters on each run whether or not their data has changed, and creates new Activity Log entries for each student included in the run. As student populations in Regent increase for a client, batch packaging runtime can be affected. Additionally, if there was no change to the student’s data, the new Activity Log entries have been redundant and unnecessary.
The benefit of the new Focused Batch Packaging Option is that you can now run packaging only for students identified as having changed data.
Regent is introducing a new, Focused Batch Packaging option for a more limited run that will only include students identified as requiring packaging because their awards may be affected by new data. The criteria to identify a student as ‘queued for packaging’ has been expanded to better ensure this new, focused packaging run captures all necessary students. The ‘queued for packaging’ flag will remain on the student until successfully packaged, whether through a standard BP run, the new Focused BP run, or via MAP. As has been the case, a student who is queued for packaging and has not yet been packaged will receive an EST-0059 edit during EST. Once the student has been packaged, the flag will be removed and the student will no longer receive the EST-0059 validation edit.
The criteria to identify a student as ‘queued for packaging’ now includes changes to student data through import or manual activity, assignment of or status updates to documents or tasks, finalization of an R2T4, passage of key payment period dates (such as Begin Actual, Autowithdrawal and End Date), and changes to configuration (such as COA, Fund, Program, Term, or Packaging Philosophy setups).You can schedule this option to run most days, and then schedule the original, larger process to package The updated list of data changes that will queue a student for packaging is available at Batch Packaging - Customer Zone Knowledge Base. Students will be flagged as ‘queued for packaging’ when any of the listed criteria are met, whether a client intends to use the Focused Batch Packaging option or not and will need to be resolved via a method of packaging.
To use the Focused Batch Packaging option, check the ‘Process Students with Data Changes Only’ checkbox at the bottom of the batch packaging parameters list. Only students who have been ‘queued for packaging’ will be included in the run. If the ‘Process Students with Data Changes Only’ checkbox is not checked (the default setting), a standard batch packaging run will include all students meeting the other selected parameters whether or not they have been ‘queued for packaging’. Clients can schedule the standard or ‘all students’ option to run on the weekend or at another time of lower system demand. An additional benefit is that the
IMPORTANT: All clients should run a full BP upon first upgrade to a Regent version that contains this functionality whether or not they plan to use ‘Focused BP’.
NOTE: Award packaging Activity Log Entries will only populate only when if there has been a change to an award , instead of creating redundant entries each time packaging is runamount, paid amount, award status or FAY for standard Batch Packaging or new Focused Batch Packaging.
When can we start importing 2023-2024 ISIRs?
Full support for 2023-2024 ISIR processing is in this 6.2 release. Make sure you do not start importing 2023-2024 ISIRs until you have completed the following:
- Upgraded your system to Regent release 6.2
- Configured all documents to be assigned upon import of 2023-2024 ISIRs
- Ensured your 'Set Verification Status' configuration in Institution Setup is set to assign 'N' (Needed) status for 2023-2024 V1, V4 and V5 ISIRs as long as verification is required for selected students from this processing year.
- Reviewed your 2023-2024 Message Classes SAIG processing - if a message class was active for 2022-2023, the corresponding message class for 2023-2024 should automatically be 'Active', but users should review the new message class configurations before importing ISIRs
How do we set up Verification documents for the 2023-2024 FAY in support of the Verification Worksheet?
Each year, annual documents must be added to a client's Document Setup before ISIRs are imported for the new year in order for Regent Review's Verification Worksheet to function properly. Please be certain to test this first in a QA environment before updating your Production instance.
A list of the current Regent Review documents for existing clients can be found here:2023-2024 Verification Support Document Configuration List
Please follow the steps below to update the Regent Review document requirements for the 2023-2024 FAY.
Document Updates Step 1:
Confirm the following document requirements are configured in your Regent instance:
Verification Worksheet
Verification Worksheet - Changed
Verification Worksheet -V5
Verification Worksheet-Revised Request
Update the four document requirements listed above:
If the document requirements above are configured and if the 'All FAYs' is not selected, add the FAY association for the new year.
If the document requirements above are configured and the 'All FAYs' is selected, no further action is required for these requirements.
If the document requirements are not configured at all, please create a Customer Zone ticket to receive guidance for adding or updating the document requirements.
Update the following documents, if necessary, to account for any changes you made when the 2022-2023 verification requirements were waived:
Verification Worksheet
Verification Worksheet -V5
Verification Worksheet -Change
Depending on what changes you made for the 2022-2023 year, you may need to update the 2023-2024 Verification Worksheets requirements as follows:
On the General tab, update the Initial Status from Waived to Needed
On the General tab, update the Scope by removing FAY 2022-2023 and adding FAY 2023-2024, if applicable
On the General tab, if you used the expiration date, review the setup to see if any updates are necessary for your 2023-2024 processing
On the ISIR assignment tab, enable the ISIR Assignment
On the ISIR tab, update the Initial Status from Waived to Needed
On the ISIR Tab, confirm the Correct FAY years are selected for Scope (excluding 2022-2023 as appropriate)
Document Updates Step 2:
Select one of the following two methods for this step.
Method 1: Adding Documents via the Regent Award Export/Import Processes
Download documents in XML format from Regent Award:
Click on the Export Processes under the Processes menu tab
Select 'Export Setup Configuration' under the Process Type
Select 'XML' for Format
Select Enterprise
Select All or applicable Institutions
Select All or applicable Campuses
Select All or applicable Sites
Add the Document, DocumentAssignmentISIR, and DocumentRequirementsSBLUDF templates
Click Export
Click on the Process Log under the Processes menu tab
Click on the Download File(s) on the Export Setup Configuration Process Type for the process ran above
Update the XML document export file for the 2023-2024 FAY:
Remove all documents that you will not be updating for the 2023-2024 FAY. For example, if you have added other student-scoped or 'All FAY' documents to your system that will not need updated for the 2023-2024 FAY, remove them from the XML file.
Your current document configurations for these documents will remain unchanged in your Regent instance.
Hint: You will likely be removing any documents that do not have 2022-2023 or 2020 in the document name.
Update the Document externalId for each document remaining in the XML document.
These will be the new externalids for the new document requirements you are creating.
The externalIDs must must be unique across all documents.
Update Document Names and add the 2023-2024 FAY:
Search all FAY-scoped documents that do not have a year reference in the Document Name and have 2023 in the 'FAY List' and add the 2024 FAY to the 'FAY List'.
Search all documents with a ‘name' (document name) that contains 2023 and replace 2023 with 2024
Then, search for documents with a 'name' (document name) that contains 2022 and replace 2022 with 2023
Search for documents with a 'name' (document name) that contains 2020 and replace 2020 with 2021
Upload documents in XML format into Regent Award:
Click on the Import Processes under the Processes menu tab
Select 'Import Student Documents XML' under the Process Type
Select the updated XML file under the Import File
Click Import
Review documents under the Document Setup in the Regent Award User Interface
Method 2: Adding New Documents Manually
Manually add new 2023-2024 document requirements under Document Setup in the Regent Award User Interface for the forms on this list: 2023-2024 Verification Support Document Configuration List
Important notes:
The Document Name must not be modified on these documents or it will affect the functioning of the Verification Worksheet in Regent Review.
Create a new, unique externalID for each new document requirement.
However, a customer can update the Document Message and can update the Document ID. A Document ID is provided in these files and is required for the import process to work.
Also, take note that any file attachments needed for these documents must be added manually through Document Setup.
Finally, ISIRs for the NEW aid year should not be imported into Regent Award until this Document Setup is complete.
Other Annual Document Updates
Each year, our customers must also make Document Setup updates that pertain to general Financial Aid and Student processing, that are not specific to Regent Review's Verification Worksheet Functionality. Clients are encouraged to do this work themselves, or they can engage with Regent under a paid SOW to complete the work.
If you wish to assign due dates or expiration dates to specific documents, please see Document Setup Data Elements for more information on configuring those dates.