Term Name

Displays name for the term in the system, SNAP and for reports.

Required

Text box - 60 characters max

Alpha/Numeric

External Term Id

SIS term Id used in the SBL to link the term in the course record to the setup items associated with it.

Required

Text box - 60 characters max

Alpha/Numeric

External Term Code

Inherit from Campus

Optional

• Selected
• Unselected

If selected, the values are inherited from Campus setup.

Academic Calendar Type

Required

Drop-down

• SAY - Federal Award Year
• BBAY1 - Borrower Based
• BBAY2 - Borrower Based
• BBAY3

Academic Period Type

.Required

Drop-down

• Standard Term Semester,
• Standard Term Trimester,
• Standard Term Quarter,
• Standard Term Quarter 4,
• Non-Standard 2 SE9W Terms,
• Non-Standard 3 SE9W Terms,
• Non-Standard 4 SE9W Terms,
• Non-Standard 5 SE9W Terms

Academic Unit Type

Required

Drop-down

• Semester
• Quarter
• Clock hour
• Other

Start Date

Start Date of the Term

Required

Date picker

MM-DD-CCYY

End Date

End Date of the Term

Required

Date picker

MM-DD-CCYY

Cross Over

Indicator if the term overlaps two award years.

Read only

Text box

• Yes
• No

Calculated by Regent Award, using the rules provided.

Crossover occurs when an enrollment period is in two Federal Award Years.

A Federal Award Year begins on July 1 and ends on June 30. An enrollment period that spans over these days is a crossover. 

Inherit from Campus

Optional

Checkbox

• Selected
• Unselected

If selected, the values are inherited from Campus setup.

Alternate EFC MonthsRequired

Text box

Used to calculate the EFC for the term.

Required

Text box

If a decimal is included, standard rounding rules will be used to determine the number of months to use for selecting the term Alt EFC from the active ISIR.

Accelerate Begin Actual for Registered Units

Optional

Drop-down

Actual for Registered Units

Allows you to set an enrollment level that will trigger packaging to use actual enrollment instead of anticipated enrollment. It will work similar to the Begin Actual Date flag, but based on an enrollment level status in instead of a date. No matter what value is chosen in this field, Regent Award will flip to actual under any circumstances on the Begin Actual Date.

The "Accelerate Begin Actual for Registered Credits" is used as the enrollment threshold to specify when (prior to the census date) to use actual units in packaging a student. It works in conjunction with Begin Actual Date. The system will begin using actual enrollment once one of the actions has occurred. Here is an example: The census date is October 15th, the begin actual date is October 10^th, and the accelerate begin actual value is ½ time. If the current date is October 1st and the student only enrolls for 3 units, Regent Award will continue to use anticipated enrollment.
If the current date is October 1st and the student enrolls for 15 units, Regent Award will use actual enrollment since the actual enrollment is greater than ½ time. If the current date is October 11st and the student only enrolls for 3 units, Regent Award will use actual enrollment since the begin actual date is after October 10th.

Completes SAY?

Optional

Radio button

Optional

Drop-down

• Any Registered Units
• Full Time
• Three Quarter Time
• Half Time
• Less than Half Time

Completes SAY?

Indicator to designate which term is the final term in the SAY for a program. Trailing terms will automatically complete the SAY.  However, it this indicator should be set on the last term (used for anticipating enrollment) in the SAY (i.e. on the spring termsSpring term) if you do not want to use anticipated enrollment for the Summer in the awarding process.

Optional

Radio button

• Yes
• No

• Yes
• No

• Yes
• No

• Yes
• No

• Yes
• No

Drop-down

• Inherit (default)
• Actual Registered Units by the Term Start Date
• Actual Registered Units by the Term Begin Actual Date
• Actual Registered Units by the Term Census Date
• Actual Registered Units by the Term Auto Withdraw Date
• Direct Loans Greater Than $0

Stipulates when Regent Award can "anchor" a term-based BBAY. Regent Award determines "anchor" eligibility based on a configured Term Date or when Direct Loans are greater than $0 in the term.

1. The "Actual Registered Units by the Term Start Date" uses Term Setup's "Start Date" to anchor the term when actual registration is received by this date.
2. The "Actual Registered Units by the Term Begin Actual Date" uses Term Setup's "Begin Actual Date" to anchor the term when actual registration is received by this date.
3. The "Actual Registered Units by the Term Census Date" uses Term Setup's "Census Date 1" (term's first Census Date) to anchor the term when actual registration is received by this date. Student-level Census Functionality Note: Regent Award uses the Term Setup's Census Date 1 regardless of the Student-level Census Date.
4. The "Registered Units by the Term Auto Withdraw Date" Date uses Term Setup's "Auto Withdraw Date" to anchor the term when actual registration is received by this date.
5. Direct Loans Greater Than $0 will anchor the term when Direct Loan amounts in the term are packaged with an amount greater than $0. Note: Enrollment and Term Dates will not be considered when this option is selected.

See Anchoring a BBAY for more details.

Use for Anticipation?

Optional

Radio button

• Yes
• No

Designates when the Term should be used for anticipating enrollment.
For example – if the school is SAY with Fall, Spring, Summer terms and Summer is NOT checked as "use for anticipation" - then the system will not include a Summer term in the academic plan unless an SBL is imported with courses on it for Summer. If it is checked, then the system will always include that term in the academic plan as it anticipates it out into the future.

Begin Actual Date

Required

Date picker

MM-DD-CCYY

The "Begin Actual Date" is the date used to specify when (prior to the census date) to use actual units in packaging a student. Prior to this date, anticipated units will be used.

Pell Recalculation Date

Optional

Date picker

MM-DD-CCYY

Used to recalculate the enrollment status based upon all courses for which attendance has been reported by the Pell Recalculation date. If the enrollment status based upon attendance is less than the enrollment status as of Census, the enrollment status will be reduced and Pell will be recalculated based upon the recalculated enrollment status.

Stipulates when Regent Award can "anchor" a term-based BBAY. Regent Award determines "anchor" eligibility based on a configured Term Date or when Direct Loans are greater than $0 in the term.

1. The "Actual Registered Units by the Term Start Date" uses Term Setup's "Start Date" to anchor the term when actual registration is received by this date.
2. The "Actual Registered Units by the Term Begin Actual Date" uses Term Setup's "Begin Actual Date" to anchor the term when actual registration is received by this date.
3. The "Actual Registered Units by the Term Census Date" uses Term Setup's "Census Date 1" (term's first Census Date) to anchor the term when actual registration is received by this date. Student-level Census Functionality Note: Regent Award uses the Term Setup's Census Date 1 regardless of the Student-level Census Date.
4. The "Registered Units by the Term Auto Withdraw Date" Date uses Term Setup's "Auto Withdraw Date" to anchor the term when actual registration is received by this date.
5. Direct Loans Greater Than $0 will anchor the term when Direct Loan amounts in the term are packaged with an amount greater than $0. Note: Enrollment and Term Dates will not be considered when this option is selected.

See Anchoring a BBAY for more details.

Drop-down

• Inherit (default)
• Actual Registered Units by the Term Start Date
• Actual Registered Units by the Term Begin Actual Date
• Actual Registered Units by the Term Census Date
• Actual Registered Units by the Term Auto Withdraw Date
• Direct Loans Greater Than $0

Use for Anticipation?

Designates when the Term should be used for anticipating enrollment.
For example – if the school is SAY with Fall, Spring, Summer terms and Summer is NOT checked as "use for anticipation" - then the system will not include a Summer term in the academic plan unless an SBL is imported with courses on it for Summer. If it is checked, then the system will always include that term in the academic plan as it anticipates it out into the future.

Optional

Radio button

• Yes
• No

Begin Actual Date

The "Begin Actual Date" is the date used to specify when (prior to the census date) to use actual units in packaging a student. Prior to this date, anticipated units will be used.

Required

Date picker

MM-DD-CCYY

Pell Recalculation Date

Used to recalculate the enrollment status based upon all courses for which attendance has been reported by the Pell Recalculation date.

• For terms that are not in Subscription Period programs, if the enrollment status based upon attendance is less than the enrollment status as of Census, the student's enrollment level will be reduced and Pell will be recalculated based upon the recalculated enrollment status.
• For terms that are in Subscription Period programs, if the enrollment status based upon attended courses during the term is less than the program's configured Subscription Period Enrollment Level, the student's enrollment level for the term's Pell recalculation will be reduced to match the actual units with attendance during the term dates.

Optional

Date picker

MM-DD-CCYY

Reanticipate Academic Plan Date

(Previous name: SAP Date)

Required

Date picker

MM-DD-CCYY

Default to term end date.

Should be greater or equal than term end date.

Census Date 1

The census date is used to set the Pell "initial calculation" date which is often referred to as the census date. All courses enrolled on or before this date and are not dropped or withdrawn on or before this date will be included in the census units.

Optional

Date picker

Optional

Date picker

MM-DD-CCYY

Default to term end date.

Should be greater or equal than term end date.

Census Date 1

Supports the ability to provide a census date for students who are enrolled in only the second module of a term. 

This field can be used to provide the last date within the term that a school allows a student to drop or add courses for that term.  Within Regent Award, this date will be used in SAP Calculations. 

Previously, Regent Award's SAP logic used the Census Date 1 value to included or exclude courses that were attended but withdrawn before that date, in the SAP attempted and cumulative units calculations.  However, Census is a date used for Pell calculations.  When it comes to SAP calculations and the determination as to whether to include or exclude withdrawn courses as attempted, schools use the "Last Day for Drop/Add" date. 

Optional

Date picker

MM-DD-CCYY

Note:  This field was added in release 4.4.0.0;  All existing customers had the new "Last Day for Drop/Add" value set to the same value as the current Census Date 1 for each existing term, at the time of upgrade.

SAP Evaluation Start Date

Defines the first day when Regent will try to automatically calculate a SAP status for a term, at a school with a Calculated SAP policy. 

Regent recommends that schools configure this date to be after the last day when a class could be added for the term, to prevent prematurely calculating a SAP status that could change. If this date is set to before the Term's end date, Regent also recommends that the school enable the setting, 'Delay SAP Calculation Due to Missing Grades' in Institution Setup.

SAP Evaluation End Date

Defines the last day when RNA will try to automatically calculate a SAP status for a term, at a school with a Calculated SAP policy and using 'Auto-Generate SAP Node from Student GPA.' Regardless of the SAP Evaluation Period End Date, Regent will still always calculate a new SAP status if a new SBL SAP node is received for the term on or after the term's SAP Evaluation Period Start Date.

Regent recommends that schools configure this date to the last day when grades could be posted for the term, and prior to when a new GPA is posted for the next term.

Required

The system looks at the student's units as of this date. 

State Grant Census Date 1

OptionalRequired

Date picker

MM-DD-CCYY

State Grant Census Date 1

This date will be used to calculate attended remedial qualified units and attended program applicable units. It will exclude courses that have a withdrawn date after this date.

State Grant Census Date 2

Optional

Date picker

MM-DD-CCYY

State Grant Census Date 2

This date will be used to calculate attended remedial qualified units and attended program applicable units. It will exclude courses that have a withdrawn date after this date.

State Grant Census Date 3

Optional

Date picker

MM-DD-CCYY

This date will be used to calculate attended remedial qualified units and attended program applicable units. It will exclude courses that have a withdrawn date after this date.State Grant Census Date 4

Optional

Date picker

MM-DD-CCYY

State Grant Census Date 4

This date will be used to calculate attended remedial qualified units and attended program applicable units. It will exclude courses that have a withdrawn date after this date.

Optional

Date picker

MM-DD-CCYY