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Topic | Additional Information |
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Importing New Awards | The Import Award Process can be used for adding new awards to a student’s Academic Plan. When using the process for this scenario, awards can be imported without sending disbursement information. When using this method, Regent Award will package the awards based on the data provided in the award section of the import schema and use the configured disbursement schedules to setup the disbursements. The awards can be optionally set to auto-package (manualAward=false), and Regent Award will manage the award after import. |
Importing (Rebuilding) Historical Awards | When using the process to import historical awards, if possible, provide accurate payment period and disbursement dates for all paid and scheduled disbursements. Payment Period dates should be based on the Federal Award Year or the Academic Year depending on the type of fund (as defined in Fund Setup). Failure to provide accurate dates may result in disbursements not being associated to the correct period. See additional guidance about Payment Period dates below. See additional guidance about Payment Period dates below. Since non-COD funds will include disbursement data, these awards must be marked as manual (manualAward=True) as indicated in the spec above. |
Updating Awards | When updating existing awards, Award Period and Payment Period dates must match the dates that are in the student’s current Academic Plan. Schools can use the EST Process, reports, a data extract, or a web service integration to get the correct award and disbursement dates. The method should be decided as part of the implementation process. Since these awards will include disbursement data, they must be marked as manual (manualAward=True) as indicated in the spec above. |
Payment Period Dates | Payment Period start and end dates are required when sending disbursement information, however, it may not always be known what the correct payment period dates are for a given disbursement. When this is the case, these dates can be sent as the same date as the award period. A correction script can be run in this situation to use the disbursement scheduled date to match to an existing payment period on the student’s academic plan that Regent Award generates. |
Disbursement Dates | The scheduled date for a disbursement must be provided in the import regardless of the status of the disbursement. If the disbursement is paid, 2 additional fields must be provided, the disbursement paid amount and the disbursement paid date. |
Award Period Dates | For Federal Award Year (FAY)-based funds, use the standard FAY dates for full year award (July 1 to June 30) for the award period dates. The exception is when the award is less than a full year. In which case, send the award period date range so that it is contained in the Federal Award Year range. For Academic Year (AY)-based funds, use the academic year start and end dates or the loan period (if known) associated to the award for the award period dates. It is critical that the award period dates do not overlap multiple academic years, otherwise Regent Award will not be able to determine which FAY or AY to associate. |
Sending Data Updates | When sending data updates, all elements within an updated section must be sent—not just the data element being updated. For example, the following elements are sent in the Award Information section for a student: External Award ID, External Fund ID, Award Status, Award Start and End date, Federal Award Year, and Award Amount. If there is an update to the student’s Award Amount, all the existing data values for the section must be re-sent, along with the updated Award Amount. If this procedure is not followed and the file includes only the updated element, all the other fields will be updated to “blank.” If there are no updates to a section, that section can be left out of the updated Import Awards File, and there will be no changes to those fields in Regent Award. |
Cancelling Awards | To cancel the award amount via an Import Award file, Regent uses the ExternalAwardId/ExternalDisbursementId to match to the previously loaded awards/disbursements. Both the Award and Disbursement nodes should be provided in the import file, including all the data elements within the sections. Award Status should be updated to ‘Cancelled’ and the Award Amount updated to ‘$0’. For each disbursement, the Disbursement Status should be updated to ‘Cancelled’ and the Disbursement Amount should be updated to ‘$0’. Each row should be closed with the following: /> |
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