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 Marital Status Change (MSC) after FAFSA Filing Date 

Actors 

• Student 

• User with appropriate permissions  

• Regent Award 

Pre-condition 

• Student indicates a MSC while completing the Regent Review VWS that is after the FAFSA filing date. 

Configuration (Apply to both use cases in this document:) 

1. Enable Marital Status Change on Student Portal Setup 

   1. Go to Smart Form

   2. Enable VWS Marital Status Change = Yes 

2. Document Proof of Marital Status 

   1. Description - Assigned by VWS if the student has a change in marital status on the VWS 

   2. Attachment Allowed - Yes 

   3. Select the Process that this document facilitates: Facilitate Verification 

   4. Initial Status - Needed 

   5. Activity Type - Verification Related 

   6. Scope - Federal Award Year 

   7. Selected FA Years - 2020 - 2021 forward 

   8. Message - According to your responses on the VWS your marital status has change since you completed your initial FAFSA. Please provide documentation of the change in marital status, i.e. marriage certificate, divorce decree. 

   9. Enable Restrictions - Yes 

   10. Restrict Process Restrict Packaging 

   11. Cancel Funds if document is in unsatisfied status - No (Schools specific) 

   12. Select the funds that this process restricts: All Funds (School specific) 

   13. ISIR Assignment Enabled = No 

   14. Packaging Assignment = No 

   15. SBL Assignment = No 

   16. Electronic Signature = No 

3. Document FAFSA Correction For Marital Status Change 

   1. Description - Manually assigned if the school wants the student to correct the marital status on the FAFSA or Assign due to Reject 21 

   2. Attachment Allowed - No 

   3. Select the Process that this document facilitates: Facilitate Verification 

   4. Initial Status - Needed 

   5. Activity Type - Verification Related 

   6. Scope - Federal Award Year 

   7. Selected FA Years - 2020 - 2021 forward 

   8. Message - According to your responses on the VWS, your marital status has changed since you completed your initial FAFSA. You will need to submit a correction to your FAFSA for the change in marital status via www.FAFSA.ed.gov.  

   9. Enable Restrictions - Yes 

   10. Restrict Process Restrict Packaging 

   11. Cancel Funds if document is in unsatisfied status - No 

   12. Select the funds that this process restricts: All Funds 

   13. ISIR Assignment Enabled = No 

       1. Marital Status Change: Selected (On ISIR Assignment tab) 

   14. Packaging Assignment = No 

   15. SBL Assignment = No 

   16. Electronic Signature = No 

4. Document Review Reject 21, Martial Status Change 

   1. Description - Assigned by ISIR if Reject 21 Change in Marital Status 

   2. Attachment Allowed - Yes 

   3. Office Use Only = Yes 

   4. Select the Process that this document facilitates: Facilitate ISIR Reject 

   5. Initial Status - Received 

   6. Activity Type - Verification Related 

   7. Scope - Federal Award Year 

   8. Selected FA Years - 2020 - 2021 forward 

   9. Message - According to your responses on the VWS, your marital status has changed since you completed your initial FAFSA. You will need to submit a correction to your FAFSA for the change in marital status via www.FAFSA.ed.gov. (OUO Document message not needed) 

   10. Enable Restrictions - Yes 

   11. Restrict Process Restrict Packaging 

   12. Cancel Funds if document is in unsatisfied status - No 

   13. Select the funds that this process restricts: All Funds 

   14. ISIR Assignment Enabled = Yes 

       1. Scope = Federal Award Year 

       2. Selected FAY = 2020-2021 forward 

       3. Initial Status = Received 

       4. Reject = 21 

   15. Packaging Assignment = No 

   16. SBL Assignment = No 

   17. Electronic Signature = No

5. Task Setup 

   1. Task Queue - Review Marital Status Change  

   2. Task Trigger 

      1. Review Student Document 

         1. Document Setup 

            1. Task Trigger for = Each 

            2. Document Use Type = Facilitate ISIR Reject 

            3. Apply to All Scope - 

            4. FAY Scope Value(s) = All Federal Award Years 

            5. Selected Status(es) = Received and Satisfied 

6. Update Parent/Spouse Documents 

   1. General Tab 

      1. Relationship 

      2. Dependent 

   2. ISIR Assignment tab 

      1. Marital Status Change = Yes 

Basic Flow 

Marital Status Change (MSC) after FAFSA Date - Under this process flow student must be approved for the MSC by the FA Office.  If student is approved the FA Office must override Reject 21 flag on the ISIR tab, ISIR Verification/Correction Wizard/Reject Override Flags.  Reject 21 should be changed to YES if the student is approved for the MSC or NO if the student is not approved the MSC 

1. Student starts VWS and indicates MSC after FAFSA dates. 

2. Student signs and completes VWS. 

   1. Document persist from the VWS: 

      1. Proof of Marital Status (allows attachments) – Documentation is requested from student for proof in marital status change. 

      2. FAFSA Correction – Remove from VWS Document Persistence 

3. Student submits the Proof of Marital Status document. 

   1. Review Student Document task triggers in the Review Verification Task Queue 

4. FA User reviews the Proof of Marital Status document. 

   1. If approved, 

      1. Option 1:  FA User will: 

         1. Update the Proof of Marital Status document to ‘Satisfied’. 

            1. Temporary Workaround-Update Spouse/Parent documents to a ‘Waived’ status if the documents were auto-populated via the previous ISIR and are no longer applicable. 

            2. FA User will update the task status to ‘Closed’ or ‘Complete’ for Review Proof of Marital Status document 

         2. Submit MSC correction ISIR on student’s behalf, OR 

      2. Option 2:  FA User will: 

         1. Update the Proof of Marital Status document to ‘Satisfied’. 

            1. FA User will update the task status to ‘Closed’ or ‘Complete’ for Review Proof of Marital Status document 

            2. Add FAFSA Correction document (new document that does not allow attachments) with a comment in the Reason field to indicate student needs to submit a correction for MSC. 

            3. Student completes correction to FAFSA for MSC. 

      3. New ISIR is imported into Regent Award with Reject 21 for change in marital status after FAFSA date. 

         1. Reject 21 OUO document is auto-populated into Regent Award upon ISIR import in a 'Received' status 

         2. Review Student Document task (for Reject21 document) is triggered for review. 

      4. FA User receives the Review Student Document task (for Reject21 document.) 

         1. If Option 2 was selected, the FA User will update the FAFSA Correction document (new document) to a ‘Satisfied’ status. 

         2. FA User will override the Reject21 on the ISIR tab and submit the ISIR for a correction. 

         3. FA User will update the task status to ‘Closed’ or ‘Complete’ for Review Reject 21, Marital Status Change document  

      5. New ISIR is imported into Regent Award with no Reject 21 with the applicable override to Reject 21 

         1. Reject 21 OUO document is auto-satisfied in Regent Award upon ISIR import. 

         2. Task triggers for Review Reject 21, Marital Status Change document in 'Satisfied' status 

         3. FA User will add a Verification Worksheet-Revised Request and add comments to the student to indicate the change in marital status was accepted and the student needs to complete new VWS based on the new ISIR with the marital status change 

         4. The student completes the Verification Worksheet-Revised Request with the change in marital status. 

         5. FA User will update the task status to ‘Closed’ or ‘Complete’. 

Post-condition 

• Student is verified and ready to package  

Alternative Flow 

• FA user denies the MSC:  

  • FA User will add update the Proof of Marital Status document to the applicable status. 

  • Add a Verification Worksheet-Revised Request document and add comments to the student to indicate the change in marital status was denied and needs to complete VWS based on the original ISIR marital status. 

5.2 Marital Status Change (MSC) before FAFSA Filing Date 

Actors 

• Student 

• User with appropriate permissions  

• Regent Award 

Pre-condition 

• Student indicates a MSC while completing the Regent Review VWS that is before the FAFSA filing date. 

Basic Flow 

Basic Marital Status Change (MSC) before FAFSA Date - This is an example of a student changing their marital status because it was incorrectly reported when they complete the FAFSA.  The corrected ISIR will not get a Reject 21 or Comment Code 119.  The correction must be made, and a Verification Worksheet-Revised Request document must be assigned to the student to complete based on the corrected ISIR. 

1. Student starts VWS and indicates MSC before FAFSA dates. 

2. Student signs and completes VWS. 

   1. Document persist from the VWS: 

      1. Proof of Marital Status (allows attachments) – Documentation is requested from the student for proof in marital status change. 

         1. FAFSA Correction – Remove from VWS Document Persistence 

3. Student submits the Proof of Marital Status document. 

   1. Review Student Document task triggers in the Review Verification Task Queue 

4. FA User reviews the Proof of Marital Status document. 

   1. If approved, 

      1. Option 1:  FA User will: 

         1. Update the Proof of Marital Status document to ‘Satisfied’. 

            1. Temporary Workaround-Update Spouse/Parent documents to a ‘Waived’ status if the documents were auto-populated via the previous ISIR and are no longer applicable. 

            2. FA User will update the task status to 'In Progress' and update the Due Date to 2-3 days from the date the document has been reviewed.  This will allow time for the current ISIR to be corrected, and the corrected ISIR to be received. 

         2. Submit MSC correction ISIR on student’s behalf OR 

      2. Option 2:  FA User will: 

         1. Update the Proof of Marital Status document to ‘Satisfied’. 

            1. FA User will update the task status to 'In Progress' and update the Due Date to 2-3 days from the date the document has been reviewed.  This will allow time for the current ISIR to be corrected, and the corrected ISIR to be received. 

            2. Add FAFSA Correction document (new document that does not allow attachments) with a comment in the Reason field to indicate student needs to submit a correction for MSC. 

            3. Student completes correction to FAFSA for MSC.  

   2. Due date has expired on the Review Student Document task (for Proof of Marital Status Change document) that is in a 'In Progress" status 

      1. FA User reviews the Review Student Document task (for Proof of Marital Status Change document) that is in an 'In Progress" status 

      2. Confirmed that the new ISIR without Reject 21 has been received  

      3. If Option 2 was selected, the FA User will update the FAFSA Correction document (new document) to a ‘Satisfied’ status. 

      4. FA User will add a Verification Worksheet-Revised Request document and add comments to the student to indicate the change in marital status was accepted and the student needs to complete the Verification Worksheet-Revised Request document based on the change in marital status ISIR. 

      5. The student completes the Verification Worksheet-Revised Request document based on the change in marital status ISIR. 

      6. FA User will update the Review Student Document task (for Proof of Marital Status Change document) status to ‘Closed’ or ‘Complete’. 

Post-condition 

• Student is verified and ready to package  

Alternative Flow 

• FA user denies the MSC:  

  • FA User will add update the Proof of Marital Status document to the applicable status. 

  • Add a Verification Worksheet-Revised Request document and add comments to the student to indicate the change in marital status was denied and needs to complete VWS based on the original ISIR marital status.