Contents
- Common Acronyms
- Executive Summary
- Enhancements
- Bugs
Common Acronyms
Executive Summary
Regent Education is pleased to announce Release 4.3.0.0 of the Regent Award Enterprise Financial Aid Management System.
This release addresses product defects as listed in the “Bugs” section below, and also enhancements and regulatory updates including:
- Annual COD processing updates to support 2018-19 originations and disbursements,
- Improved Document Log tracking for document updates made during import of COD files,
- The 2018-19 Pell schedules published by Federal Student Aid on January 31, 2018,
- Permission configuration controls for packaging override functionality, and
- Four enhanced data views for import award and rebuild award data.
Enhancements
The following enhancements are included in this release:
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Title: Update to COD Import Process to create a Document Audit Log Entry
Ticket: RS-186;
Description:
Regent 8 (R8) was enhanced by creating a Document Audit Log entry for documents assigned via the COD Import process.
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Title: Enhancements to Wisconsin State Grant Awarding (WG-PNP)
Tickets: RS-12376; RS-12383; RS-12384; RS-12386; RS-12387; RS-12389; RS-12437; RS-12438; RS-12362;
Description:
Regent 8 (R8) implemented several enhancements to the Wisconsin Grant (WG-PNP) awarding.
Enhancement 1
Downward adjustments are not made if the disbursement is paid AND the term is closed AND the student is moving from a 3-semester award to a 2-semester award OR a 2-semester award to a 3-semester award but will impact subsequent term eligibility.
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4.3. Release Notes - PDF Version
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If an award amount for a closed term has not yet been disbursed, the award amount must be recalculated based on current eligibility upwards or downwards before invoicing the state for disbursement.
Example 1: 2-semester award to a 3-semester award scenario
Based on the 2-semester Tuition Code 7, the student is eligible for an annual award of $3,150. A student is initially awarded and paid $1,575 for the full-time Fall and Spring terms. During the Spring semester, the student becomes eligible at 7 credits for the Summer after the Fall term has closed:
- The FT Fall term award will remain as $1,575 because the term is closed.
- The FT Spring term award would be updated from $1,575 to $1,050 because the Spring term is still open.
- The 7 credit Summer term would be eligible for the remaining eligibility of $394 (up to $3,019; $1,050 + $1,050 + $919) based on the 3-semester Tuition Code 1.
Example 2: 3-semester award to a 2-semester award scenario
If a student is initially awarded and paid based on the 3-semester tuition amount $1,050 for the full-time Fall term, $1,050 for the full-time Spring term and $919 for the 7 credit Summer term and the student drops to Less Than Half Time for the Summer after the Fall term has closed:
- The FT Fall term award would be updated from $1,050 to $1,575 regardless of term being open or closed since upward adjustments are required
- The FT Spring term award would be updated from $1,050 to $1,575. The Summer term award would be canceled (updated to zero).
Note: In a scenario where the first term (Fall) is in a historic (AY0) Academic Year and the student is moving from a 3-semester award to a 2-semester award OR a 2-semester award to a 3-semester award, a student may be incorrectly awarded during the FAY. The Task, "Review WG-PNP award eligibility in AY0", will be triggered. The user may adjust WI Grant manually via Modify Award Wizard (MAW) if necessary. A manual award adjustment will mark this award as "Manual" (not managed by R8 for the remainder of FAY).
Enhancement 2
Neither upward or downward adjustments are made to disbursements after the student is fully withdrawn or graduated from school, except as a result of an R2T4. If the student returns into a new program after withdrawing or graduating from a prior program, neither upward or downward adjustments are made to the prior program, unless a reversal of the R2T4 is performed for a withdraw (returning into the same term as withdrawal).
A withdrawn course(s) will update the enrollment level for the term, regardless of whether or not the course was attended, and is required to be recalculated for open and future terms. Courses are withdrawn via the SBL if the course is no longer in attendance or if the course has been unregistered. A full withdraw from school for the current term requires an R2T4 to be performed using the calculated award amount with the enrollment level at the time of withdrawal. The R2T4 may result in a refund to disbursed Wisconsin State Grant award amounts for the term. If the award has not yet been disbursed at the time of withdrawal, the student may be eligible for a post-withdrawal disbursement of Wisconsin State Grant funds.
A full withdrawal in a given term freezes the WI state grant award in R8. A full withdrawal is identified as follows:
- Student withdrew from all active (start date in the past and end date in the future) courses within the term (but may or may not have completed courses in the payment period)
- Any non-reversed R2T4 keeps the WI award frozen for the term
The WI state grant ruleset considers the term eligible for the purposes of awarding WI state grant if:
- All current and future courses are withdrawn for the current term AND
- There is not a non-reversed R2T4 present
- AND the WI Grant > $0
Otherwise, the term is considered ineligible for the purposes of awarding WI state grant.
Note: When a full withdrawal occurs, it is possible for the previously closed term to be adjusted upward. For example,
- Fall 2017 - $1,050 (paid)
- Spring 2018 - $1,050 (unpaid)
- Summer 2018 - $1,050 (unpaid)
Student withdraws from the Spring and Summer terms during the Spring term timeframe.
- Fall 2017 - $1,050 (paid) is adjusted to $1,575 ↑
- Spring 2018 - $1,050 (unpaid) - remains unchanged due to full withdrawal
- Summer 2018 - $1,050 (unpaid) - adjusted to $0 (loss of eligibility due to withdrawal prior to the term's start date)
Since a full withdrawal would require a R2T4, this award will need to be reviewed for the entire FAY and possibly adjusted manually.
Enhancement 3
When mapping students to the school specified tuition code, the Anticipated Program Start Date instead of Program Start Date is used.
Enhancement 4
R8 freezes payment periods for WG-PNP award imported into historic (AY0) Academic Years. The AY0 payment periods are assumed to be eligible, while the amounts are locked down to prevent the award from changing. R8 also triggers a task when the following criteria are met:
- WG-PNP award is in AY0
- Award is not manual
- There is a 2- to 3- or 3- to 2- semester change for the Federal Award Year (FAY)
The task should be configured to block future disbursements for the award. Satisfying the task should remove the block. Modifying the award through the Modify Award Wizard (MAW) makes this award manual (not managed by R8 for the rest of the FAY).
Enhancement 5
The logic to match the students on the Wisconsin HEAB Roster to the students in R8 is modified to match on SSN only. The students are no longer matched on First Name + Last Name if the SSN is not found.
Enhancement 6
When a disbursement amount for the Wisconsin State Grant is recalculated for a term, an Activity Log Entry is created in R8.
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Title: COD 2018-2019 Annual Updates
Tickets: RS-8807; RS-12109; RS-12110; RS-12427; RS-12428; RS-12429;
Description:
Regent 8 (R8) has been updated to support the processing of 2018-2019 awards with COD. This includes support for the COD export process for origination and disbursement of COD-based awards, as well as the import of the unsolicited, system-generated files that are a part of normal COD processing and rebuild/year-to-date files that are used for data conversion.
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When this field is set to "Yes" and the fund is being auto-packaged, R8 will attempt to award the fund on the "default" award period only. The fund may be added to other award periods manually. In the example below, the student has a default loan period that spans the entire Academic Year, as well as a loan period that spans only the length of the Spring 2018 term. When "Award to "Default" Award Period Only" is set to "Yes," R8 will attempt to award only to the default loan period when auto-packaging the fund. A user can manually package the fund on the single term loan period using the Add Award Wizard.
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Title: New Permission for accessing "Packaging Overrides"
Tickets: RS-11658;
Description:
Regent 8 (R8) has been enhanced with a new permission, available from Role Setup, that controls a user's ability to access the "Packaging Overrides" button and screen on the Academic Plan tab.
The permission has been added under a new heading under Student Permissions --> Academic Plan Tab, called "Packaging Overrides." The new permission for accessing the "Packaging Overrides" screen is called "Access "Packaging Overrides." The permission is disabled by default.
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Title: New Data Views for Import Award and Rebuild Award Data
Tickets: RS-12027;
Description:
Four new data views have been added for import award and rebuild award data which will replace the existing dataExtract_ImportAwardDisbursement_View and dataExtract_RebuildAwardDisbursement_View views. These new views resolve several issues with the previous versions including:
- Import award and disbursement records which did not match a student were excluded.
- Import awards without disbursements were excluded.
- Views were not optimized for incremental export.
The new views are:
- dataExtract_ImportAward_View_v001
- dataExtract_ImportAwardDisbursement_View_v001
- dataExtract_RebuildAward_View_v001
- dataExtract_RebuildDisbursement_View_v001
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Testing:
Configure an AY scoped fund to be awarded by a Satisfied Document. Navigate to a Term student who has LTHT enrollment in one term in the AY, and Half-Time or greater enrollment in another term. Assign the Satisfied document, and package the student. R8 should create the awards on the LTHT term as well as the HT term.
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Problem:
A school added a new program to Program Setup. When an administrator tried to add the program to a term in Term Setup, the system gave an unexpected technical error: Error:rem_ProgramTerm_Insert / Cannot insert the value NULL into column 'termTypeCode' table
Cause:
At the time a configuration script ran, the school did not yet have any records for the database values linking programs and terms ("program terms"). As a result, the configuration script could not make a needed change to the Type on the program terms. The script would have allowed the program term Type to be empty when the Type did not apply. For example, for non-SAY program terms, the program terms should not need to indicate a SAY Header type. Eventually, when the Term Setup screen accessed the list of program terms, the screen could not set the Type value to an empty (null) value. The screen threw the error when it could not mark the program terms with an empty Type.
Fix:
The configuration script was run again when the program terms had been set up in the database.
Testing:
Confirm the database contains programs, terms, and program terms. Run the configuration script that nulls the program term - term type code. In Term Setup, edit the programs and add a term-based program to the term. The system should successfully link the program to the term without any errors.
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Testing:
When "For Term based programs, always include Attended Program Applicable Withdrawn Courses for Cost Items using units" is set to "Yes", manually update attendance and withdrawal dates in R8 or submit an SBL updating attendance and withdrawal dates in R8 and make sure the tuition costs are not reduced for the attended program applicable withdrawn courses.
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Cause:
R8 uses lookup tables to collect all the required data for displaying, grouping and validating the ISIR fields. During a previous code update, the field formatting was changed from currency format to simple text.
Fix:
The issue was resolved by adjusting the "rendering type" for the "Student’s Gross Adjusted Income from IRS form" field in the "ISIR Verification/Correction Wizard."
Testing:
Open the "ISIR Verification/Correction Wizard." Navigate to the "Student's adjusted gross income from IRS form" field to observe that it displays in currency format.
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Problem:
When processing Independent students through the ISIR Verification Wizard, R8 users were unexpectedly being presented with parent-related questions on Step 2 of the wizard.
Cause:
The code was initially designed to show parent-related questions for both Dependent and Independent students.
Fix:
The code was changed to separate Dependent and Independent Student questions. Now, when processing a Dependent student through the ISIR Verification Wizard, the FA user will see both student and parent-related questions. When processing an Independent student through the ISIR Verification Wizard, the FA user will see only student-related questions.
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