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 Processing a Manual Student COA Adjustment

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• The student requires a manual COA adjustment

• The student has an academic plan and has been awarded.

Basic Flow

1. The user determines a manual cost adjustment is needed:

   1. Navigates to the Awards tab of a student

   2. Clicks the Adjust Cost button

   3. Clicks Add Adjustment

   4. Enters Cost Adjustment Name and Cost Adjustment Amount

   5. Chooses apply amount to one of the following:

      1. To each Payment Period

      2. Divide equally among payment periods.  

   6. Selects the Federal Cost Category

   7. Selects Payment Period(s) to which the cost item should be applied.  

   8. Checks boxes Billed by School and Direct Cost (If tuition or fee related) 

   9. Checks Apply to Additional COA Configuration (ONLY if funds are configured to utilize the Additional COA Requirement feature and the Adjust Cost amount should be used to determine the student's award amount. This way if the student later becomes eligible for the fund that uses additional COA requirements the COA adjustment amount will be used in determining the student's award amount.

   10. Checks Force on-time COA Recalculation if the cost item should be updated in the current or prior Academic Year. This only applies to Term programs.

       1. Selects this box for terms/ payment periods where there is a need to override the COA Freeze option. This could be at the start of the term, at the end of the term or at census according to school configurations. Note: the recalculation will only be applied for the payment period selected. If the adjustment should only apply to future Academic Years, do not check this box.  

   11. Enters notes

   12. Clicks Save

   13. Selects Repackage at the top of the Adjust Cost screen if the funding needs to be adjusted to accommodate the new cost of attendance calculation.  

   14. Clicks on the Refresh button on the Awards Tab to view updated award information with the cost adjustment.

   15. Confirms the student is repackaged using adjusted cost and awards are adjusted accordingly.

Post-conditions

• The student is repackaged using the adjusted cost.

Open

Open

Alternative Flow

• To edit an existing adjustment, user:

  • Navigates to the Adjust Cost Wizard

  • Chooses the appropriate cost adjustment from the grid

  • Clicks Edit

  • Enters a negative adjustment and chooses per payment period using the steps outlined above.

  • Clicks Save

  • Clicks on Repackage

  • Confirms the student is repackage using adjusted cost and awards are adjusted accordingly.