Overview
Regent supports the initial setup and review of completed Access Smart Forms by staff users with the appropriate permissions for the Default Institution. Note: Non-Default Institutions will not have access to the documents tab.
Access Smart Form Document Setup in Regent
An Access application Document should be set up annually for the new Federal Award Year. The document must be set up with a Smart Form Type of 'Financial Aid Application'.
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Access Smart Form Management in Regent
Staff can view and manage completed Access Smart Forms in Regent in the student-level Document tab.
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All required documents that display to the applicant are viewable here, regardless of status (e.g. Not Started, Started, etc.). However, applications are not able to be viewed until the application has been ‘Completed’. Once the application is complete, staff users can review the application by downloading the associated attachment on the Documents tab.
Document Requirements statuses
The Regent document (staff view) differs from the Regent Student Portal document status (applicant view). Regent Award utilizes the following three statuses for the Access solution:
| Status | Description |
|---|---|
| Needed | Application on the Regent Student Portal is ‘Not Started’, ‘Started’, or ‘Incomplete – Parent Signature Pending’.
|
| Satisfied | Independent Application has been eSigned or either Independent or Dependent Application requires wet-signature; a PDF of the completed application is viewable via Regent.
|
| Received | Dependent Application has been eSigned by both the student and parent:
|
If a correction is required after an applicant has completed the Access Smart Form, a staff user with the appropriate permissions can download a copy of the completed application from Regent Award to have the applicant make any necessary corrections or the staff user may opt to manually add a new document requirement in Regent Award for the applicant to complete again. The new document is visible to the applicant via the Regent Student Portal in the Required Documents grid. Regent Award only auto-populates the initial Access Smart Form once per Award Year.
Regent User Roles and Permissions
Users are assigned permission-based roles which govern access to the Regent Award system and define specific functions. Here are some typical roles that are created for Access Regent Award users:
| Role Name | Desciption |
|---|---|
| Admin | Global Administrative Role. |
| FA Admin | This role allows the user to view the student's account in Regent Award. It is typically used by employees who assist students with technical support questions and status of the application document. This user would also have the ability to manage user accounts. |
| IT technician | This role is used by an employee who is responsible for managing user accounts and running processes. |
| View Only | This role allows the user to view the student's account in Regent Award. It is typically used by employees who assist students with technical support questions and status of the application document. |
A Regent Award user that has the "IT Technician" role would have the capability to do the following:
- Reset a Regent user's password.
- Create a new user and assign them to a role.
- Re-assign an existing user to a new role.
Users and Roles can be updated by going to the Administration dropdown in Regent.
Once a user is selected, a Regent user with the appropriate permissions is able to Reset a password, Delete a user, create a user, or add a user to a role.