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An individual student’s Program length may differ from the configured Program length because of electives, or a student may choose to add a minor or an additional major to their Program (student’s Primary Program is the Program ID that is provided on the SBL for dual majors). When a student’s program extends beyond the units configured in Program Setup, the SBL must provide a Program adjustment, equivalent to the units remaining for the student above the Program Units.
For example, a student’s Degree Progress Audit indicates that the student is required to take 128 units to complete the Program, and the Program Setup units for the Program is configured as 120 units. The SBL must include a Program Unit override to add 8 additional units to the Program length. This allows Regent Award to continue to award the student for the additional 8 units above 120 Program Units required by the Degree Progress Audit. This adjustment can also be made manually in the user interface via Regent Award Packaging Overrides. |
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Adding and Sunsetting Programs
Regent Award provides the ability to setup new programs prior to the Program Eligibility for FSA funds. By setting the FSA Eligible Start Date to a future date, the Program can be configured, but Regent Award does not award funds for any student in the Program until the FSA Eligible Start Date. If a student is submitted via the SBL with a Program Start Date prior to the FSA Eligible Start Date for the program, the student Academic Plan is created but no FSA awards are added to the plan until the FSA Start Date. At that time, the student’s eligibility is determined for awarding funds to the student’s current Payment Period or current Academic Year, depending on the fund.
Example: Student enrolls in Program on 9/5/21 configured with an FSA Eligible Date of 1/8/2022. Regent Award will create an Academic Plan with AY1_PP1 starting on 9/5/21. On 1/8/22, the student’s Program will become eligible for FA. Although the student’s BBAY will start on 9/5/21, the student will not become eligible for FSA funds until 1/8/2022. If the funds(s) are awarded for the AY, the student will receive any eligible retroactive amounts for the AY at the point in time the Program becomes eligible. If the fund(s) are packaged for the PP, the student will receive any eligible amount for the payment period at the point in time the Program becomes eligible. |
Academic Year | |
Fall 2017 | Spring 2018 |
9/5/2021 to 12/20/2021 | 1/8/2022 to 4/25/2022 |
No Pell | Pell Eligible (for Spring Term only) |
No Loans | Loan Eligible (up to Annual Loan Limit) |
FSA Eligible Date = 1/8/2022 | |
Academic Calendars
Nonterm Programs
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Regent Award starts the student’s BBAY with the first enrolled course provided on the SBL, regardless of whether Title IV was received. Funds configured to be auto-packaged will be awarded retroactively, to the start of the student’s Academic Year, if the student applies for financial aid.
Example: Student enrolls in courses on 8/1/17 with payment option = Cash. Student takes 2 courses and pays cash. Regent Award has created an Academic Plan with AY1_PP1 starting on 8/1/21. On 10/1/21 student applies for Financial Aid. Student’s BBAY starts on 8/1/21, not 10/1/21. |
BBAY NT1_PP1 | |||
Course 1 | Course 2 | Course 3 | Course 4 |
8/1/2021 to 8/30/2021 | 9/1/2021 to 9/30/2021 | 10/1/2021 to 10/31/2021 | 11/1/2021 to 11/30/2021 |
Cash |
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Financial Aid | |||
Extending Payment Periods
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When Regent Award extends the student’s Payment Period based on the rescheduling method selected, the student’s Payment Period will subsequently be updated to reflect Actual Completion, once passed in the SBL, if it differs from the Estimated Completion.
Example: Student has completed 6 units in 13 weeks of instruction and has enrolled in an additional 3 units with 5 weeks of scheduled instruction. The student’s pace (r) is 9 units/18 weeks and the student’s remaining required units for the Payment Period is 3 units. Regent Award will estimate the completion date using the formula: W (weeks) = u (units remaining) / r (pace) W = 3 / (9/18) = 6 Regent Award extends the student’s payment period by 6 weeks, so this student’s Payment Period would be estimated at 24 weeks to completion. |
Split Courses
Regent Award provides an option to split Nonterm courses between Payment Periods when needed. This functionality allows a successfully completed course to be split between two Payment Periods such that the weeks of the course are attributed to both Payment Periods per the number of weeks required to complete the Payment Period in which the course started.
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Actual Registered Units by the Term Start Date
Actual Registered Units by the Term Begin Actual Date
Actual Registered Units by the Term Census Date
Actual Registered Units by the Term Auto Withdraw Date
Direct Loans Greater Than $0
This option is not applicable to non-term or SAY academic calendars.
Example 1: A Term-based BBAY student has Winter 2021 as the first term in the BBAY, and the school has chosen to use ‘Term Begin Actual Date’ as the ‘BBAY Anchor Determination Date.’ When the student is packaged on (or after) Winter 2021's Begin Actual Date (per Term Setup), Winter 2021 will continue to anchor the BBAY beyond it's ‘Begin Actual Date’ only if Winter 2021 has Registered or Attempted units. Example 2: A Term-based BBAY student has Winter 21 as the first term in the BBAY, and the school has chosen to use ‘Term Auto Withdraw Date’ as the ‘BBAY Anchor Determination Date.’ When the student is packaged on (or after) Winter 2021's ‘Term Auto Withdraw Date’ (per Term Setup), Winter 2021 will continue to anchor the BBAY beyond it's ‘Auto Withdraw Date’ only if Winter 2021 has Registered or Attempted units. Example 3: A Term-based BBAY student has Fall 2021 as the first term in the BBAY, and the school has chosen to use ‘Direct Loans Greater Than $0’ as the ‘BBAY Anchor Determination Date.’ When the student is packaged for Fall 2021 with Direct Loans greater than a zero amount, the BBAY will anchor. If Fall 2021 does not have a Direct Loans amount greater than zero, the BBAY will shift to the next eligible term and begin a new AY. |
Breaks
When Regent Award is configured with a break or receives a student break on the SBL, Regent Award extends the student’s Nonterm Payment Period to accommodate the break and optionally restricts disbursement during the break period. Breaks can be configured in Regent Award for specific Programs or multiple Programs. Scheduled breaks are not included in the number of days calculation when completing an R2T4. Regent Award can be configured to trigger a Task to review a student that fails to return from leave (refer to the Return to Title IV BPA.)
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Regent Award also contains logic to determine whether a course has been previously attempted. When two courses for the Program have the same Course ID, Regent Award will consider the most recent one to be a repeat regardless of whether the SBL provided the Repeat flag for the course. When the SBL provides the Repeat flag set to “true” for any course, Regent Award use uses this value in determining whether future courses with the same Course ID should be funded. If When two courses for the Program have the same Course ID, Regent Award will consider the most recent one to be a repeat. However, if two courses have different content (for Title IV purposes), the SBL must provide a different Course ID for the second course.
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Once the Program Change has been processed and “Substantially Equal” has been selected, Regent Award overrides the Internal Transfer flag for prior courses taken during the Payment Period Academic Year (AY) / Loan Period (LP) to enable Regent Award to properly count the units and weeks of completion within that Payment Period.
Examples: Bachelor Nonterm Program A to Bachelor Nonterm Program B
Nonterm Program A to Nonterm Program B to Nonterm Program A
Bachelor Program A to Bachelor Program B Dual Major
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Not Substantially Equal
When the student’s program change does NOT meet the definition of “substantially equal,” the Program Change logic truncates the student’s current Loan Period to end at the end of the Nonterm Payment Period containing the current Program End Date provided. The next AY begins when the new program begins, which is either the next Program Start Date provided on the SBL or the Start Date of the first enrolled course. The User may utilize the Modify Award Wizard (MAW) to reduce the loan amount to the annual loan limit for the grade level less loans retained for the overlapping AY in the old program. The original AY dates remain intact and the user will see the overlap for Program A and Program B in Regent Award and at COD.
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