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

5 Procedure

5.1 Not Substantially Equal Program Change (NSE) (e.g. Certificate to Undergrad or Undergrad to Grad)  

When the student’s old and new programs do NOT meet the definition of “substantially equal,” the student’s loan period is truncated. 

Regent Award does not support midterm program changes for NSE program changes.  All program changes must be effective at the end of the 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) 

  • NOTE:  If the original program ended or courses withdrawn at any point other than at the end of a term, an R2T4 is required for federal funds.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 

1. SBL sends the academic information for the current program as Program A  

   1. Program A end date = end date of a term/payment period 

   2. All in progress courses are sent with Program A attributes 

      1. Courses will continue to be sent on the SBL until either completed or withdrawn 

         1. Once completed and identified as program applicable to Program B the course will be sent again on the SBL with the Program B attributes and set to internal transfer.  

      2. If the student withdrawals from the in-progress course before completion, send the course with a withdrawal date on the SBL under Program A. There is no need to send this course under Program B 

   3. All future enrolled courses after the Program A end date are withdrawn 

2. SBL sends the academic information for the next program as Program B. 

   1. Program B start date = start date of next enrolled term/payment period for Program B 

   2. All future courses are sent with Program B attributes 

      1. For term schools, term attributes will need to be included 

   3. 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. 

3. Regent Award triggers the ‘Review Program Change’ task in the ‘Review Program Change’ task queue when the student is Batch Packaged or MAPed.  

4. The User navigates to the Academic Plan tab for the student and clicks the Program Management Wizard. 

1. Selects ‘Program Change’ from the Action Type 

2. Selects Program B, and selects ‘False’ for Programs are substantially equal 

3. 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. 

1. Clicks Continue to proceed to Step-2 

2. If the updated Academic Plan appears to be accurate, proceeds to click finish to finalize the program change. 

3. If the update Academic Plan appears to be inaccurate, proceeds to click cancel.  The student’s course data must be updated prior to completing the program change by either: 

4. The SBL or, 

5. Manual course adjustments.  See the Course Overrides OGB.  

1. Regent Award  

2. Truncates the loan period.  

3. Leaves the AY in place with its original start and end dates.  

4. The new program starts a new AY.   

5. 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.  

6. The new AY begins when the new program begins (on the new program start date as determined by the start date of the first course in the new program). 

7. 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 
   

1. Substantially Equal (SE) Program Change 

When the student’s old and new programs meet the definition of “substantially equal” the student can stay in their existing loan period. 

Regent Award does support mid-payment period program changes for SE Non-Term to Non-Term programs ONLY.  

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 previous and next programs to be substantially equal. 

Basic Flow 

1. SBL sends the academic information for the current program as Program A  

2. Program A end date = end date of a term/payment period 

3. For a Non-Term to Non-Term SE mid-payment period program change the, the end date can be the date the student stops attending Program A   

4. All in progress courses are sent with Program A attributes 

5. All future enrolled courses after the Program A end date are withdrawn 

6. SBL send the academic information next program as Program B 

7. Program B start date = start date of next enrolled term/payment period for Program B 

8. For Non-Term to Non-Term SE program changes in the same payment period the start date can be the day after Program A’s end date 

9. All future courses are sent with Program B attributes 

10. For term schools, term attributes will need to be included 

11. 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. 

12. All in progress courses that are applicable to Program B are sent with Program B attributes and the transfer field set to internal.  

13. These courses must be updated once courses are completed, e.g. with quality points, complete flag 

14. Regent Award triggers the ‘Review Program Change’ task in the ‘Review Program Change’ task queue.  

15. The User navigates to the Academic Plan tab for the student and clicks the Program Management Wizard. 

1. Selects ‘Program Change’ from the Action Type 

2. Selects Program B, and selects ‘True’ for Programs are substantially equal 

3. 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. 

1. Clicks Continue to proceed to Step-2 

2. If the updated Academic Plan appears to be accurate, proceeds to click finish to finalize the program change. 

3. If the update Academic Plan appears to be inaccurate, proceeds to click cancel.  The student’s course data must be updated prior to completing the program change by either: 

4. The SBL or, 

5. Manual course adjustments.  See the Course Overrides OGB.  

6. Regent Award  

7. Leaves the original loan period in place. 

8. The AY continues when the new program begins as if the student had not changed programs.  

9. The ‘Review Program Change’ task is automatically ‘Completed’ upon finalization of the program change 

Post-conditions 

• Student’s program has been changed and the awards adjusted 

STOP PEER REVIEW HERE, THE PROCESS BELOW IS BEING RETAINED AS AN ARTIFACT AND WILL BE REMOVED WHEN PROVIDED TO CLIENTS UNLESS NEEDED 

1. 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. 

1. Student transfers from one program to another program and steps in section 5.2 above have been completed. 

2. The FA Processor will: 

3. Navigate back to the PMW  

4. Select Action Type: Manage Academic Years/ Loan Periods 

5. Choose the Overlapping Academic Year 

6. Click Edit 

1. Add the appropriate terms for the AY (Fall 2017, Spring 2018 and Summer 2018) 

2. Click add loan period for the first term (shorten to the length of the first attended term at G/L 2). 

3. Add a new loan period for the second or subsequent terms (beginning with the start of the first term at G/L 1). 

1. Navigate to the AAW 

2. Select the appropriate fund and new loan period  

3. 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: 

1. Cancel unpaid or invalid disbursements from the first loan that are at the incorrect (higher) grade level. 

2. Create a new loan for the payment period(s) at the new (lower) grade level. 

3. 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). 
    

4. Navigate to MAW 

5. Reduce the second/ subsequent disbursement for Program A to $0.00  

6. MAP the student 

7. 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 

1. Student transfers from one site to another site. 

2. SBL continues to send the student information for the current site until the date the new site’s effective date  

3. Herzing will identify the effective date in which the new site is required to start 

4. On the date the new site is effective, Herzing user will create a CZ ticket for the site change which will include: 

5. Student's external id, and 

6. New external site id 

7. QA environment in which to test the script 

8. Regent will update the script with the two fields provided in Step 4a and 4b. 

9. Regent will create an IT ticket to run the script in the designated QA environment. 

10. Regent will run the script in the designated QA environment. 

11. 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. 

1. If the old site was ineligible for a specific fund, Herzing may need to manually add the awards for the new site. 

2. 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.  

3. 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. 

4. After validation is complete, Herzing will update the CZ ticket with approval to run in the Production environment. 

5. Regent will create an IT ticket to run script in the Production environment. 

6. Regent will run the script in the Production environment. 

7. 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. 

1. If the old site was ineligible for a specific fund, Herzing may need to manually add the awards for the new site. 

2. 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.  

3. 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. 

4. FA Processor will use the Manual Adjustment Wizard (MAW) to adjust award amounts, if required. 

5. 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.    

6. The user adds updates/adds new document(s) needed for Institutional funds. 

7. 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. 

8. 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.  

9. Herzing will receive an e-mail daily for script results FASupport@herzing.edu.   

10. 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.   

11. Important- if new fund is added and is site-specific Herzing must inform Regent via a CZ ticket to update this script.  

12. 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