Access - Staff Access to Regent Award
- Heather Smith
- Jennifer Dewey
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
Regent uses the following three statuses to track the Access Smart Form:
| Status | Description |
|---|---|
| Needed | Application in the Student Experience Portal is ‘Not Started’, ‘Started’, or ‘Incomplete – Parent Signature Pending’. |
| Satisfied | Application has been fully eSigned (by independent Student or by both parent and student for Dependent Students).
Student and/or Parent has chosen to send the form by an "approved method".
|
| Received | Student and/or Parent has chosen to upload the signed form.
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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 Student Experience Portal. Regent 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 system and define specific functions. Here are some typical roles that are created for Access 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 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.