1  Purpose

These procedures will guide {INSERT TEAM NAME} through list process(es)

2  Scope

The {INSERT CLIENT 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 Abbreviated Periods- Non-Term

Actors

• Student
• User with appropriate permissions
• Regent Award

Pre-condition

• Student has an overlapping AY exists and student is in a clock hour (NT) program 
• Student is in a Nonterm/ Clock Hour Program 
  

Basic Flow

1. The ‘Review Overlapping Loan Period from ISIR’ or ‘Review Overlapping Loan Period from NSLDS’ or ‘Review Overlapping Academic Year from NSLDS’ task will populate for review. 
2. The user: 
   1. Navigates to the Academic Plan 
   2. Clicks on Program Management 
      1. 
   3. Selects Action Type = Manage Academic Years/Loan Periods
   4. Clicks Add Academic Year
      1. 
   5. Selects Program
   6. Selects Academic Year Number
   7. Selects “Has Abbreviated Period”
   8. Program Start Date or Re-Entry Date will auto-fill
   9. Selects Federal Award Year
   10. Enters Begin Date
   11. Enters End Date
       1. 
   12. Clicks Add Loan Period
       1. 
   13. Enters Start Date of FAY
   14. Enters End Date of FAY
   15. Clicks Save
       1. 
   16. Clicks Save
       1. 
   17. Updates NSLDS Awards:
       1. Clicks Edit
       2. Enters Override Amount, as applicable
       3. Clicks Update
          1. 
       4. Clicks Save
          1. 
       5. Clicks Continue
          1. 
       6. Reviews Awards
       7. Clicks Finish
          1. 
       8. Navigates to Academic Plan Tab:
          1. Clicks Refresh
          2. Reviews Academic Year Dates
       9. Reviews Loan Period/Payment Period Dates
       10. Reviews Loan Amounts
       11. Navigates to Tasks Tab:
           1. Selects (check) the associated task(s)
           2. Selects “Change” = Status
       12. Selects “of selected tasks to” = Completed
           1. 

Post-condition

• The academic year has been updated appropriately for the student.

Alternative Flow

When Pell disbursements are also associated with an Abbreviated Period the user will:

• Note:

  • If the abbreviated period is greater than one payment period, the entire Pell eligible award is scheduled within the abbreviated period with two disbursement dates to match the disbursement schedule of a typical student.  Prior to each disbursement, units and week progression, attendance in the Pell payment period is required to be reviewed.  If one of these is not met, the disbursement date is required to be rescheduled.
  • If the abbreviated period is less than or equal to one payment period, half of the Pell eligible award is scheduled within the abbreviated period with a single disbursement date to match the disbursement schedule of a typical student.  The second disbursement (other half) of the Pell eligible award is scheduled into the Academic Year following the abbreviated period with a single disbursement date to match the midpoint of a typical Academic Year (i.e. 36 week AY; 2^nd disbursement would be scheduled after completion of 18 weeks).  Prior to each disbursement, units and week progression, attendance in the Pell payment period are required to be reviewed.  If one of these is not met, the disbursement date is required to be rescheduled.
  • The student’s ‘Need’ will need to be assessed at the time of creating the abbreviated period and if Pell changes.

  
  

  1. Utilize the Pell Tickler file to track and manually update the Pell award via MAW
     1. Using the Pell Tickler file determine the following:
        1. Academic Year
        2. Pell Payment Period Start Dates
        3. Pell Payment Period End Dates
        4. # Days in the PP
        5. Payment Dates and Amounts
        6. Cumulative Units required for completion of Payment Period
        7. Confirms/ Reconfirms Need
     2. The user:
        1. Navigates to MAW and updates the scheduled disbursement and amounts
           1. This will set the award to manual in Regent
        2. Exports the Pell origination to COD
        3. Places a blocking document to ‘Restrict Positive Disbursements’ for Pell fund ONLY
        4. Monitors the disbursement date as listed on the Pell Tickler file
           1. Releases Pell directly on COD
              1. Updates the payment period date and disbursement to match the tickler file
              2. Updates disbursement date in MAW
           2. Utilizes the disbursement override for EST to A/R
              1. Refer to the COD EST OGB for Overrides