Introduction

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The Awarding Tool allows for bulk awarding of query-defined students, from a single, specific fund, within a defined period. Students can be awarded from a FAY-scoped fund for the full FAY or for only one Payment Period. Students can be awarded from an AY-scoped fund for the full Academic Year or for only one Payment Period. If the fund from which monies are being awarded has a budget, the budget may be allocated to a subset of eligible students based on a defined sorting/ranking order.

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There are three functional buttons on the Selections subpage, for users with ‘Edit Awarding Tool: Selections’ permission: Execute, Cancel, and Save Selected Parameters.

1. Execute: Initiates the Selections Process. Compiles and saves/stores the selected data and calculates award amounts based on that data, to be presented on the Results page, for the period selected.

   1. Process creates a list of students based on a run of the selected query plus the Period Start Date range entered and sorts the list based on Ranking score and sorting priority, including renewal prioritization, as determined by Ranking and Priority selection, if present. (If no Ranking and Priority is selected, students will be sorted in alphabetic order only, by last name then first name.)

      1. Process calculates Calculated Eligibility values for awards for the students, from the selected fund, for the selected period, based on Packaging Philosophy/Fund rules, without consideration of Fund Budgets, and including any amounts already awarded.

      2. Process determines Existing Award Amount values for students based on amounts already awarded to an eligible student from the selected fund, for the selected period.  

      3. Process determines Change to Existing Award values for students based on the difference between a Existing Award Amount value and a New Award Amount value.

      4. Process calculates New Award Amount values for each student for the period selected:

         1. Awards will be calculated only for open periods (FAYs, Academic Years, or Payment Periods.)

            1. In the instance of multiple open periods for a student, amounts will only be calculated for the first open period chronologically.

         2. Amount will include any existing award amounts for the selected period (not the difference.)

         3. Award Amount value will match the Eligible Amount value unless:

            1. A budget exists for the selected fund and, based on a running total of Award Amount values assigned to students in priority/sort order, the fund budget has been exhausted.

               1. When fund budgets have been exhausted, remaining Award Amount values for students, based on priority/sort order, should be $0 (or reflect part of the Eligible Amount, if the student is the last to be awarded before the budget is exhausted.)

               Award Amount

               1. .

            2. Award Amount could not be calculated because of a packaging blocker for the student.

         4. When the Period Type selected is ‘Payment Period,’ the FAY or AY award (depending on Fund Scope) will be adjusted to reflect an amount to be awarded for a single Payment Period. Awards for any future Payment Periods within the FAY/AY will be created as $0 awards.

   2. A row is created in the process grid when the Selections Process is initiated, with data from the Selections page and including a Selections Process Date, a Selections Process ID, and a Selections Process User.

      1. Process grid record Status:

         1. While process is running, the status will be ‘Processing’ and all fields/buttons on the Selections page will be disabled for editing.

         2. If Selections Process completes successfully, and ‘Auto-approve and package all award amounts greater than $0’ new awards and any changes to existing awards’ was not selected, the Status will update to ‘In Review’ and all fields/buttons on the Selection page will remain disabled for editing.

            1. If ‘Auto-approve and package all award amounts greater than $0’ new awards and any changes to existing awards’ was selected, the Awarding Tool: Results process will be automatically executed after the Awarding Tool: Selections process completes. If the Awarding Tool: Results process completes successfully, the Status will update to ‘Complete’ and all fields/buttons on the Selection page will remain disabled for editing.

         3. If Selections Process fails, the Status will update to ‘Error’. In this case, the process must be started over by selecting the ‘Add’ button at the top of the page.

2. Cancel: Clears all selected/entered values without saving and closes the page.

3. Save Selected Parameters: Appends the entered ‘Awarding Selections Name' value to a 'Process Type' of 'Awarding Selections’ as the parameter set name and saves the selected/entered data with the name to Saved Parameter Sets.

   1. After saving, the set must be retrieved from Saved Parameter Sets in order to Execute.

   2. If the Awarding Tool: Selections process has been run for the parameter set, selecting to Execute again from the Saved Parameter Set will initiate a new process for the same parameters.  

   3. Saved Parameter Sets are available in Scheduled Processes options.

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Header Details

The following “view only” data is presented in the header of the subpage, based on data selected/entered on the Selections page:

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In addition to Fund Setup data for the budget, a ‘Remaining Balance After Award Approval’ column will be presented. The value in this field is dynamic and will be updated in real time, based on ‘New Award Amount Aaumount’ values in the Student and Awarding Data Grid having the ‘Approved’ “Approved” checkbox selected/unselected. The field value is calculated by subtracting the total of all ‘New Award Amount Amount’ values with 'Approve' “Approve” selected, from the 'Current ‘Current Remaining Balance' value for the Budget. For records with the 'Approve' “Approve” checkbox selected and a positive value in the Existing ‘Existing Award Amount’ field for the record, that Existing Award value existing award amount will be subtracted from the total of approved ‘New Award Amount Amount’ values. If an a 'New Award Amount Amount’ is “Approved” and subsequently edited to a different value, the 'Current Remaining Balance' value will be adjusted to account for the change.

If the ‘Current Remaining Balance’ amount has changed since the time of the Awarding Tool Selections Process run, a message will be displayed on the Awarding Tool Results screen to notify users, in case New Award Amount values need to be adjusted to accommodate the change in budget.

Student and Awarding Information Grid

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1. Ranking: the score value calculated based on Ranking and Priority selected, if applicable If Ranking and Priority was not selected, the field will be blank.

2. Renewal?: View only checkbox. If Ranking and Priority was selected, and if ‘Renewal Prioritization' was selected in Ranking and Priority, the box will be selected for students for whom an award from the selected fund exists in a prior period. Student records that have a checkbox in this field will be presented as a group first, with Ranking values in descending order, if applicable, above all records for which the checkbox is not selected ("non-renewal" students). Students without the 'Renewal?’ checkbox selected will be presented as a group below the renewal students, in descending order of Ranking value, if applicable.  

3. FAY: FAY in which the student will be awarded, from the student's Academic Plan and based on period selected.

4. Period Start Date: Column is hidden unless Period Type selected is ‘Academic Plan’ or ‘Payment Period.’ Date value represents the Start Date from the student’s Academic Plan, for the period selected for awarding.

5. Period End Date: Column is hidden unless Period Type selected is ‘Academic Plan’ or ‘Payment Period.’ Date value represents the End Date from the student’s Academic Plan, for the period selected for awarding.

6. ‘FAY Award Amount’ Amount or ‘AY AY Award Amount’Amount: Column name is dynamic, based on scope of Fund selected; will be hidden unless Period Type selected is 'Payment Period.’ If the student is being award for a specific Payment Period only, this field represents the total eligible award amount for the FAY or AY, depending on fund scope.

7. ‘Existing Award’ Existing Award or ‘Existing Existing PP Award’Award: Column name is dynamic. Indicates any amount already awarded to the student from the fund for the period selected. If the existing award was “manual,” the manual icon will be presented next to the award amount value. If the existing award was packaged via the Awarding Tool, the Awarding Tool icon (AT) will be displayed next to the award amount value.

   1. Name will be ‘Existing Award’ if Period Type selected is ‘Federal Award Year’ or ‘Academic Year’

   2. Name will be ‘Existing PP Award’ if Period Type is ‘Payment Period.’

8. Calculated Eligibility or ‘Calculated Calculated PP Eligibility’Eligibility: Column name is dynamic. Indicates the amount of award for which the student is eligible, from the selected fund, for the selected period. Amount includes any monies already awarded from the fund within the selected period and does not reflect budget limitations, if a fund budget applies.

   1. Name will be 'Calculated Eligibility' if Period Type selected is ‘Federal Award Year’ or ‘Academic Year.’

   2. Name will be ‘Calculated PP Eligibility’ if Period Type selected is ‘Payment Period.'

9. New Award Amount or ‘PP PP New Award Amount’Amount: Column name is dynamic. Indicates the amount which the student will be awarded from the selected fund, if approved, for the selected period. Amount includes any monies for which the student has already been awarded from the fund for the period. If applicable, fund budget limitations have been factored into the amount calculation. If an Award Amount could not be calculated for the student because of a packaging blocker or a packaging failure, the Award Amount will be $0 and the record “grayed out.” The Award Amount field and Approve checkbox will be disabled for editing.

   1. Name will be 'New Award Amount’ if Period Type selected is ‘Federal Award Year’ or ‘Academic Year.’

   2. Name will be 'PP New Award Amount’ if Period Type selected is ‘Payment Period.'

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There are three functional buttons on the Selections subpage, for users with ‘Edit Awarding Tool: Results’ permission: Execute, Terminate, and Download Report.

1. Execute: Initiates the Results Process. Button will be disabled until at least one record in the Student and Awarding Information table has an 'Approve' checkbox selected. Clicking the button will launch a confirmation pop-up with buttons OK and Cancel. Message of the pop-up reads: “Executing this process will apply positive Award Amounts to the students' Academic Plans. If the system is unable to award a student, that student will be skipped in the awarding process. Please review the Process Log and output file to confirm awarding, after the process has completed.” Clicking ‘Cancel’ will close the pop-up and the Results process is not kicked off. Clicking ‘OK’ will kick off the Results Process:

   1. System will attempt to package all approved Award Amounts for students. If there is an Existing Award amount, the existing award will be updated to reflect the new approved amount. Awards created through the Awarding Tool process will have an ‘AT’ icon on the Academic Plan.

   2. Record in Process Grid will be updated with a Results Process Date, a Results Process ID, and a Results Process User value, and the Status in the record will be updated.

   3. While the Results Process is running, status will be 'Processing' and all buttons/fields on the page will be disabled for editing/selection.

   4. If the process completes successfully, status will updated to ‘Complete' and 'Download Report’ button will be re-enabled

   5. If the process fails, status will be updated to ‘Error’. In this case, the processes must be started over by selecting the ‘Add’ button at the top of the page.

2. Terminate: Disables the Results Process from ever being run for the selections. Clicking the button willlaunch a pop-up message with button options OK and Cancel. Message of the pop-up reads: “You have selected to terminate this process. Options to Edit/Approve amounts and execute awarding will no longer be available.” Clicking ‘Cancel’ will close the pop-up. Clicking ‘OK’ will disable the Execute button as well as the Pencil Icon and Approve column checkboxes, and the Status for the record in the process grid will be updated to 'Terminated'.

3. Download Report: Downloads .csv file report for the Selections and Results processes. After the Selections Process has run successfully, but before the Results Process has been executed, the spreadsheet report contains all data displayed on the Results page plus student-level data values for each data element that was part of the selected Query and the selected Ranking and Priority (if applicable.) The same spreadsheet report is available after the Results Process completes successfully, except it will include a column that displays the amount of award actually applied to the student’s Academic Plan. A comparison of the Award Amount (value approved for the Results Process) and Amount Awarded (amount actually packaged for the student) will confirm if the student received the same amount approved within the Awarding Tool. Reports are also available within the Process Log (see sections below) and, after the Results Process has completed, as a link in the Awarding Tool process grid.

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• In order to package all awards through the Awarding Tool as “manual” awards, meaning the awards will never be updated by the system in future packaging runs, the fund selected in Awarding Tool: Selections must be configured in Fund Setup with the ‘Adjustments Allowed’ field option of ‘Neither’ (General Tab, Awarding Rules section).

• The Awarding Tool Results Process uses Regent’s ‘Import Award’ functionality to apply awards to a student’s Academic Plan. If a student has not been packaged recently prior to the Awarding Tool processes being ran, or if there are changes to the student’s plan between the Awarding Tool: Selection Process and the Awarding Tool: Results Process, data discrepancies may cause the Import Award to fail. If a client has configuration in place to block packaging for failed Import Award records, the student cannot be packaged until the failed import is cancelled. Regent has implemented the ability to cancel failed Import Award records that were created by the Awarding Tool, on the ‘Imported Awards Review’ screen (accessed via the Processes menu.) In the table, if the ‘Source’ is ‘Awarding Tool’ and the ‘Canceled?’ value for a record is ‘False,’ a button option to cancel the import record will be available in the row.