SOP Title: Managing Abbreviated Periods | ||
Document #: {} | Revision #: 1.0 | Effective Date: MM/DD/YYYY |
Author: {NAME} | Reviewer: {NAME} | Approver: {NAME} |
1 Purpose
These procedures will guide {INSERT TEAM NAME} through list process(es)
2 Scope
The {INSERT CLIENT TEAM NAME} will be impacted by this procedure.
3 Roles and Responsibility
{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for list action
{INSERT ROLE or DEPT NAME} will be responsible for list action share.
4 Definitions
TERM | Definition |
Term | Definition |
5 Procedure
5.1 Abbreviated Periods- Non-Term
Actors
Student
User with appropriate permissions
Regent Award
Pre-condition
Student has an overlapping AY
...
Student is in a Nonterm
...
or Clock Hour
...
Program
Basic Flow
Student is identified:
The ‘Review Overlapping Loan Period from ISIR’ or ‘Review Overlapping Loan Period from NSLDS’ or
...
‘Review Overlapping Academic Year from
...
NSLDS’ task will populate for review.
The user:
...
Navigates to the Academic
...
Plan
...
Clicks on Program
...
Management
...
Selects Action Type = Manage Academic Years/Loan Periods
Clicks Add Academic Year
...
Selects Program
Selects Academic Year Number
Selects “Has Abbreviated Period”
Program Start Date or Re-Entry Date will auto-fill
Selects Federal Award Year
Enters Begin Date
Enters End Date
...
Clicks Add Loan Period
...
Enters Start Date of
...
AY
Enters End Date of
...
AY
Clicks Save
Clicks Save
...
Updates NSLDS Awards:
Clicks Edit
Enters Override Amount, as applicable
Clicks Update
Clicks Save
...
Clicks Continue
...
Reviews Awards
Clicks Finish
...
Navigates to Academic Plan Tab:
Clicks Refresh
Reviews Academic Year Dates
Reviews Loan Period/Payment Period Dates
Reviews Loan Amounts
Navigates to Tasks Tab:
Selects (check) the associated task(s)
Selects “Change” = Status
Selects “of selected tasks to” = Completed
...
Post-condition
The academic year has been updated appropriately for the student.
Alternative Flow
When Pell disbursements are also associated with an Abbreviated Period:
the user will
...
:
If the abbreviated period is greater than one payment period, the entire Pell eligible award is scheduled within the abbreviated period with two disbursement dates to match the disbursement schedule of a typical student. Prior to each disbursement, units and week progression, attendance in the Pell payment period is required to be reviewed. If one of these is not met, the disbursement date is required to be rescheduled.
If the abbreviated period is less than or equal to one payment period, half of the Pell eligible award is scheduled within the abbreviated period with a single disbursement date to match the disbursement schedule of a typical student. The second disbursement (other half) of the Pell eligible award is scheduled into the Academic Year following the abbreviated period with a single disbursement date to match the midpoint of a typical Academic Year (i.e. 36 week AY; 2nd disbursement would be scheduled after completion of 18 weeks). Prior to each disbursement, units and week progression, attendance in the Pell payment period are required to be reviewed. If one of these is not met, the disbursement date is required to be rescheduled.
The student’s ‘Need’ will need to be assessed at the time of creating the abbreviated period and if Pell changes.
Information on legacy process on applying information from the Pell Tickler File to manually edit the Pell amounts:
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Change Log
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