Overview

After signing up for an account, the applicant will be able to log in to the Student Experience Portal in order to complete and track the Access document.

Dashboard

Messaging can be configured in Institution Setup>Portal>General tab in Regent, to be displayed on the Student Experience Dashboard; e.g. Notice to Students, Student Checklist, etc. The Dashboard will display enabled Student Experience components such as Useful Links, Communications, and Documents.

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Access Smart Form

The Smart Form is designed to use conditional logic that will tailor each question to the individual applicant, while minimizing the number of questions the applicant is required to answer and still obtaining the necessary information to calculate the SAI for both independent and dependent applicants.  

All applications for the Award Year(s) in effect are made available when the applicant logs in to the Student Experience Portal, based on configured dates in Regent Document Setup>Auto Create Assignment tab. 

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Messaging can be configured in Institution Setup>Portal>Documents tab in Regent, to be displayed on the Documents component, e.g. Notice to Students, Student Checklist, etc.

The Student Experience Documents component will house the Access Smart Form to be completed by the applicant. The Document component displays the Document Name, Status, and available action for each document: 

Beginning 2024-2025 Provisional Independent Status Messaging can be configured in Institution Setup>Portal>Financial Aid tab in Regent, to be displayed on the Financial Aid component. NEW

Editing a Completed Application

Clients have the option to allow students to edit completed applications in the portal. The configuration to allow editing of completed applications is found on the Regent Access tab of Institution Setup in Regent and is called 'Allow Editing of Submitted Applications'. When this field is selected, an 'Edit Completed Form' button will be available on the Document Requirement in the portal. When the 'Edit a Completed Form' button is selected, a new document requirement will be created and the smart form will launch with data prepopulated from the original version. 

A pop-up message to the student when they select 'Edit Completed Form' can be configured from the Regent Access tab of Institution Setup in Regent, via the “Display ‘Edit Completed Form’ Message” option.  The default configured message text for this option is, “You have already signed this application. You will need to re-sign after making changes to your answers. Parent signature will also be required, if parent information is edited.” Button options on the pop-up will be ‘OK’ to continue to the editing process and ‘Cancel’ to close the window and remain on the Documents page.

When a student selects to edit an application, a 'Skip Ahead' link will display in the bottom right corner of the form. This link allows the student to navigate to the next sequential completed page (or signature option page if all pages are completed) rather than having to step through the entire form. 

Access Smart Form: English to Spanish Translation

The master Access Smart Form contains both English and a Spanish translation for questions and descriptions. The Spanish translation is displayed beneath the English. 

Access Smart Form: Signature Processes 

Upon completion of the Financial Aid Smart Form, applicants have the option to sign the document via the electronic signature process and/or complete a paper signature process, depending on configuration in Institution Setup, Campus Setup, and Document Setup.  

E-signature

If the student chooses the e-signature process, the student will be presented with system capability acknowledgments, as well as terms and conditions prior to e-signing the form to ensure the student can successfully complete the process. Upon successfully e-signing the Smart Form, the signed PDF copy of the completed form is automatically attached to the document requirement in Student Experience and in Regent Award. The document status is updated in Student Experience to ‘Completed on [Date]’, and the document status in Regent Award is updated to ‘Satisfied’ for Independent students and a ‘Received’ status for Dependent students. . 

If a dependent applicant selects the e-signature process, the applicant will be required to invite a parent to sign via the ‘Invite a Parent to Sign an Application’ action icon. The applicant will select the parent and email address to which the invitation will be sent. Parents will be required to create their own account, which they can use to access and sign the application. (SAI is suppressed on the PDF of the form and ISIR is not generated, for Dependent students, until parent signs.)

Paper Signature

If the student chooses the 'Or Choose Another Option' on the Signature Options page, they will be presented with a choice to print, sign, and upload a scanned document, and/or to print, sign, and send the document via another approved method, depending on configuration in Institution Setup, Campus Setup, and Document Setup, and an unsigned PDF copy of the completed form will be automatically attached to and downloadable from the document requirement in Student Experience and in Regent Award.. Dependent students will also be presented with options to indicate if the parent has signed or if they wish to invite a parent to sign. SAI is suppressed on the PDF of the form and ISIR is not generated, for Dependent students, until parent signs and correction ISIR is submitted. 

If the signed document is uploaded, document status will be updated in Student Experience and Regent Award to ‘Received'. 

If the student opts to send the form via another approved method (directions will be displayed in Student Experience via configuration in Regent Award,) the document requirement is updated in Student Experience and Regent Award to ‘Satisfied' AND a separate document requirement for a ‘Signature Page’ document for the applicable Document Name/Scope will be assigned in 'Needed' status. Status of the Signature Page document requirement will be changed to ‘Satisfied’ and SAI calculated when a Correction ISIR with signature is submitted.