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.         Manual Course Detail Adjustments

Actors

• SIS

• User with appropriate permissions

• Regent Award

Pre-condition

• Student has courses from SIS submitted to Regent Award via the SBL

• Course data require a manual adjustment (e.g. a change to program applicability, quality points or registered units) and will not be updated via the SBL

Basic Flow

1. The user

   1. Navigates to the student’s Course tab

   2. Selects a course to edit in the ‘Active Course’ tab

   3. Clicks Edit

      Open

      

   4. Edits course details, such as:

      1. Changes the program applicability to ‘False’ or,

      2. Changes/updates last attended date or,

      3. Changes/updates the withdrawal date or,

      4. Changes/updates course start and end dates or,

      5. Changes/updates the completed date

   5. Adds some context in the comments box

      1. Note: With any course change, the comments box must contain some content.

   6. Clicks Save

   7. Clicks Refresh

      Open

      

2. Confirms all changes are present in the ‘Active Course’ grid

3. Navigates back to the Academic Plan tab:

4. Packages student, such as with the Modify Academic Plan (MAP) wizard

   1. Ensures changes are reflected (e.g. if a courses completion date is entered or the program applicability flag is change, confirm that the Academic Plan reflects those changes)

   2. Note, the student must be repackaged to apply any changes in course data to the awards or Academic Plan.

Post-condition

• Courses are updated as appropriate

• Academic Plan is updated as appropriate

Alternative Flow

• A course needs to be deleted

  • The user selects the course(s) to be deleted by checking the course in the ‘Active Course’ grid and clicks the ‘Delete’ icon

  • Confirms the courses appear on the ‘Deleted Course’ tab

• If a course has been deleted in error, the user views Deleted Courses, selects the course and clicks 'Restore'

5.2.         Manual Course Adjustments

Actors

• User with appropriate permissions

• Regent Award

Pre-condition

• Student has courses submitted to Regent Award via the SBL

• Courses or program requires a higher-level course adjustment

Basic Flow

1. The user:

   1. Navigates to the student’s Course tab 

   2. Clicks on ‘Add Course Adjustment’

   3. Enters External Adjustment ID (optional)

   4. Chooses the appropriate program

   5. Selects Adjustment Type as Payment Period or Program Level

      1. Additional considerations: Regent recommends using this feature for Program Level only because adjustment can be made to individual courses as outlined in the use case above, Manual Course Detail Adjustment.

   6. (optional) Checks Force on-time COA Recalculation, if the Course Adjustment is intended to change costs.

      1. When this option is chosen, the COA for this student will be recalculated for the student’s cost history. This will override the "COA Freeze" options on Institution/Campus setup. This field should only be available if the adjustments is being made to a student is enrolled in a student enrolled in a TERM program. (i.e., this is not applicable to non-term programs).

   7. Selects the appropriate payment period from the drop down

   8. Enters the Adjustment Date

      1. Additional consideration: For program-level course adjustments, Regent recommends applying the changes from the Program Start Date.

   9. Provides content in the Description and Notes box

   10. Updates any other applicable information such as program applicable units or program applicable weeks

       1. Note: When adding units or weeks, only enter the additional units or weeks (e.g. student’s current units are 10, however the actual units should reflect a total of 15, would enter the difference of 5 units.) Values can be negative.

   11. Clicks Save

Post-condition

• Courses are updated as appropriate

• Updated units and weeks will be applied for the next packaging

Alternative Flow

• Selects a course adjustment for the entire program: Only Progression Program Applicable Units are available to update

Change Log