SOP Title: Program Changes | ||
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 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 Not Substantially Equal Program Change (NSE)
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When the student’s old and new programs do NOT meet the definition of “substantially equal,” the student’s current loan period is truncated and the student must start a new Academic Year for the new program.
Term-to-term program changes may be completed as Substantially Equal (within the same Academic Year) if both programs use the same set of terms, and both programs have the same AY definition. Regent Award does not support midterm program changes for NSE program changes. All term-based program changes must be effective with the new program starting at the end start of the a new term.
Actors
Student
(User with appropriate permissions )
Regent Award
Pre-conditions
Student is an active, enrolled student in a program of study
Student has requested a change in the program of study that results in the current and next programs to be not substantially equal (e.g. there is a gap in enrollment, or the program AY lengths are different)
NOTE: If the original program ended or courses withdrawn at any point other than at the end of a term, an R2T4 is required for federal funds. The loan period for the new program is a full AY in length, and loan amounts are for the annual loan limit less any loan funds retained for the overlapping AY in the old program. Processing the R2T4 must be done before processing the program change, if required.
Basic Flow
SBL sends the academic information for the current program as Program A
Program A end date = end date of a term/payment period
All in-progress courses are sent with Program A attributes
Courses will continue to be sent on the SBL for Program A until the courses are either completed or
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withdrawn.
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For any completed
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courses identified as program applicable to Program B, the course data will be sent again on the SBL as a copy with the Program B attributes and set to internal transfer.
If the student
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withdraws from
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an in-progress course before completion in Program A, send the course with a withdrawal date on the SBL under Program A.
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Do not send a copy of the withdrawn course under Program
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B.
All future enrolled courses after the Program A end date are
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withdrawn.
SBL sends the academic information for the next program as Program B.
Program B program start date = start date of next enrolled term
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or payment period for Program
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B
All future courses are sent with Program B attributes
For term
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and nonstandard term programs, the term attributes
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also need to be
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included in course data
All courses that have already been completed and are applicable to Program B are sent with Program B attributes and the transfer field set to internal.
System or User must package the student with the updated SBL data loaded for the new program, e.g. when Batch Packaged or packaged with the Modify Academic Plan (MAP) wizard.
Regent Award triggers the ‘Review Program Change’ task in the
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task queue
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.
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The User navigates to the Academic Plan tab for the student and clicks the Program Management Wizard.
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Selects ‘Program Change’ from the Action Type
Selects Program B, and selects ‘False’ for Programs are substantially equal
Note: If more than one program is listed, the User identifies the correct program by clicking the ‘Next Program’ radio button and/ or removes the incorrect program by clicking the ‘Remove‘ radio button.
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Clicks Continue to proceed to Step
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2
If the updated Academic Plan appears to be accurate, proceeds to click finish to finalize the program change.
If the update Academic Plan appears to be inaccurate, proceeds to
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Click cancel.
The student’s course data must be updated prior to completing the program change by either:The SBL or,
Manual course adjustments. See
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Regent Award
Truncates the loan period in the previous program.
Leaves the original AY in place with its original start and end dates.
The new program starts in a new AY.
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The User navigates to the Modify Award Wizard (MAW) to manually reduce loan amounts by any amount retained during the overlapping year from the old program (if required) and makes any adjustments required to the funds.
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The new AY begins when the new program begins
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, on the new program start date as determined by the start date of the first course in the new program
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.
Note: The handling of the AY and loan periods are fully automated in this scenario; there is no need to create manual academic years using the Program Management Wizard.
Post-conditions
Student’s program has been changed and the awards adjusted
adjusted
5.2 Substantially Equal (SE) Program Change
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When the student’s old and new programs meet the definition of “substantially equal” the student can stay in their existing loan period.
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A Substantially Equal program change allows starting a new program without starting a new Academic Year.
For term-based programs, Regent supports Substantially Equal program changes between terms in the same AY, if both programs use the same set of terms and both programs have the same AY length and term type. The new program’s start date is the term’s start date of the first term in the new program. Mid-term program changes are not supported.
For nonterm programs, Regent Award supports mid-payment period program changes for SE Nonnonterm-Term to Non-Term programs ONLY.
Actors
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-nonterm program changes that meet the ED definition of Substantially Equal. For nonterm SE program changes, the student can stay in their existing loan period, and can continue in the same Academic Year.
Actors
User with appropriate permissions
Regent Award
Pre-conditions
Student is an active, enrolled student in a program of study study.
Student has requested a change in the program of study that results in the previous and next programs to be substantially equal.
Basic Flow
SBL sends the academic information for the current program
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, Program A
For term programs, Program A
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program completion date = end date of a term/payment
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period in the old program.
For a
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nonterm to nonterm SE mid-payment period program change
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, the
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nonterm Program A program completion date can be the date the student stops attending Program
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A.
All in-progress courses are sent with Program A
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attributes.
All future enrolled courses after the Program A end date are
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withdrawn.
SBL
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sends the academic information for the next program
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, Program B
Program B program start date = start date of next enrolled term/payment period for Program B
For
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nonterm to nonterm SE program changes in the same payment period, the Program B start date can also be the day after Program A’s
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program completion date.
All future courses are sent with Program B
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attributes.
For term schools, term attributes will need to be
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included.
All courses that have already been completed and are applicable to Program B are sent with Program B attributes and the transfer field set to internal.
All in-progress courses that are applicable to Program B are sent with Program B attributes and the transfer field set to internal.
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These courses must be updated once courses are completed, e.g. with quality points, complete
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flag, etc. for both program A and program B.
The student is packaged, such as with Batch Packaging or the Modify Academic Plan wizard (MAP)
Regent Award triggers
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the ‘Review Program Change’ task
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.
The User navigates to the Academic Plan tab for the student and clicks the Program Management Wizard.
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Selects ‘Program Change’ from the Action Type
Selects Program B, and selects ‘True’ for Programs are substantially equal
Note: If more than one program is listed, the User identifies the correct program by clicking the ‘Next Program’ radio button and/ or removes the incorrect program by clicking the ‘Remove‘ radio button.
Clicks Continue to proceed to PMW Step
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2
If the updated Academic Plan appears to be accurate, proceeds to click
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Finish to finalize the program change.
If the update Academic Plan appears to be inaccurate, proceeds to click
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Cancel.
The student’s course data must be updated prior to completing the program change by either:The SBL or,
Manual course adjustments. See
...
Regent Award
Leaves the original loan period and Academic Year in place.
Regent may create additional new loan periods as needed for the new program. For example, an Undergraduate-to-Graduate program change, when processed as SE, would create an additional loan period to cover the later part of the AY with the higher Graduate loan eligibility.
The AY continues when the new program begins, as if the student had not changed programs.
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The ‘Review Program Change’ task is automatically ‘Completed’ upon finalization of the program
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change.
Post-conditions
Student’s program has been changed and the awards adjusted
Change Log
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STOP PEER REVIEW HERE, THE PROCESS BELOW IS BEING RETAINED AS AN ARTIFACT AND WILL BE REMOVED WHEN PROVIDED TO CLIENTS UNLESS NEEDED
Program Changes for Grade Level Regression (e.g. G/L 2 to G/L 1)
When an actively enrolled student is currently in Program A that is reported as a G/L 2. The student decides to change to Program B in the second term of the Academic Year.
Student transfers from one program to another program and steps in section 5.2 above have been completed.
The FA Processor will:
Navigate back to the PMW
Select Action Type: Manage Academic Years/ Loan Periods
Choose the Overlapping Academic Year
Click Edit
Add the appropriate terms for the AY (Fall 2017, Spring 2018 and Summer 2018)
Click add loan period for the first term (shorten to the length of the first attended term at G/L 2).
Add a new loan period for the second or subsequent terms (beginning with the start of the first term at G/L 1).
Navigate to the AAW
Select the appropriate fund and new loan period
Proceed with adding the new eligible amounts as appropriate.
Note: If a student changes from one UG program to another UG program at the same institution within the same AY and the new Grade Level is lower than the previous grade level:
Cancel unpaid or invalid disbursements from the first loan that are at the incorrect (higher) grade level.
Create a new loan for the payment period(s) at the new (lower) grade level.
Loan amount for the new loan is the lesser of the full new (lower) GL amount or the previous (higher) GL amount less amounts already received during the AY (or remaining unmet need/COA).
Navigate to MAW
Reduce the second/ subsequent disbursement for Program A to $0.00
MAP the student
Site-to-Site Change
Students that change from one site to another site meet the definition of a site-to-site change in Regent Award.
Actors
Student
User with appropriate permissions
Regent Award
Pre-conditions
Student is an active, enrolled student in a program of study
Student has requested a change of site
Basic Flow
Student transfers from one site to another site.
SBL continues to send the student information for the current site until the date the new site’s effective date
Herzing will identify the effective date in which the new site is required to start
On the date the new site is effective, Herzing user will create a CZ ticket for the site change which will include:
Student's external id, and
New external site id
QA environment in which to test the script
Regent will update the script with the two fields provided in Step 4a and 4b.
Regent will create an IT ticket to run the script in the designated QA environment.
Regent will run the script in the designated QA environment.
Herzing user will package student twice and validate the results in the QA environment.
Note: The student must be packaged twice. Frist to update tuition and second to update disbursements.
If the old site was ineligible for a specific fund, Herzing may need to manually add the awards for the new site.
Regent will only adjust tuition for open terms. If tuition will need to be adjusted for a closed term, it will be done manually through a cost adjustment.
If the old site was eligible for a specific fund and it was set to auto-package, Herzing may need to manually cancel the award for the new site.
After validation is complete, Herzing will update the CZ ticket with approval to run in the Production environment.
Regent will create an IT ticket to run script in the Production environment.
Regent will run the script in the Production environment.
Herzing user will package student twice and validate the results in the QA environment.
Note: The student must be packaged twice. Frist to update tuition and second to update disbursements.
If the old site was ineligible for a specific fund, Herzing may need to manually add the awards for the new site.
Regent will only adjust tuition for open terms. If tuition will need to be adjusted for a closed term, it will be done manually through a cost adjustment.
If the old site was eligible for a specific fund but the new site is not eligible for the fund and it was set to auto-package, Herzing may need to manually cancel the award for the new site.
FA Processor will use the Manual Adjustment Wizard (MAW) to adjust award amounts, if required.
FA Processor verifies the aid in the next site, if ‘Review SULA’ document exists, review Subsidized Loan eligibility (see Managing Awards OGB), and reviews Institutional awards (see Institutional Funds OGB) as part of the validation.
The user adds updates/adds new document(s) needed for Institutional funds.
A site-to-site change is seamless in that if the student is in the middle of an academic year, the AY is completed at the new site. The AY structure stays the same and the site is only updated in the current and future terms.
Regent will run RS-12608 (script) daily and place on Herzing’s scheduler in the Runbook. The script will locate all awards in open terms where the associated fund is not supported by the student’s current term and address site specific funds.
Herzing will receive an e-mail daily for script results FASupport@herzing.edu.
Students will continue to remain on the list until the term closes unless Herzing sets the award to manual or cancels the award except for WI Grant which will continue to display for closed terms.
Important- if new fund is added and is site-specific Herzing must inform Regent via a CZ ticket to update this script.
Herzing must include: fund name, fund external id, and site id.
Post-conditions
The site is changed on the student to the new site
The COA calculations will be based on the new site
The packaging process will adjust existing awards to the new site for EST and COD purposes.
The EST/COD process successfully processes awards at the new site
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