1 Purpose

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

2 Scope

The {INSERT 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].

4 Definitions

5 Procedure

5.1 Identity Management

Actors

• Student

• User with appropriate permissions

• Student Portal

• Regent Award

• ISIR

Pre-condition

• Imported ISIR indicated the student has been selected for verification

Basic Flow

1. Regent Award:

   1. Populates the ‘Proof of Identity and Statement of Educational Purpose’ document in a 'Needed' document status during the ISIR import process.

      1. Note: This document can be added manually by a user with the appropriate permissions.

   2. Populates the ‘Proof of High School’ document in a “Needed” status if the document does not exist (this is a student scope document and only required once).

      1. Note: This document can be added manually by a user with the appropriate permissions.

   3. Sends the ‘Missing Information’ communication to the student via the Runbook schedule

2. The student completes the ‘Proof of Identity and Statement of Educational Purpose’ form:

   1. If the student provides the ‘Proof of Identity and Statement of Educational Purpose’ in person, the user scans and uploads the documents (including the identification used) into Regent Award and updates the document status to a “Received” or “Satisfied” status.

   2. If the student chooses to have the ‘Proof of Identity and Statement of Educational Purpose’ notarized, they will need to mail the original copies.

      1. Upon receipt, the user scans and uploads the documents into Regent Award and updates the document to a 'Received' or 'Satisfied'

   3. Proof The student uploads the ‘Proof of High School’ document attachment via the Student Portal.

      1. If the student provides the document in person the user scans and uploads it to Regent Award.

   4. Once documents are in “Received” status, Regent Award populates the ‘Review Student Document(s)’ task(s) in the ‘Review Verification Document(s)’ task queue.

   5. The user can either self-assign the task or the task is assigned by the task assignment process.

3. Once the ‘Proof of Identity and Statement of Educational Purpose’ document and ‘Proof of High School’ document are in a 'Satisfied' or 'Waived' status, the ‘Review Facilitate Verification Document(s)’ task is triggered in the ‘Ready for Identity’ task queue.

4. The user either self-assigns the task or the task is assigned by the task assignment process.

5. The user:

   1. Navigates to the ‘Identity Verification Wizard’ on the ISIR tab.

   2. Selects the appropriate selection for the student identity results in the dropdown
      
      
      

      Open

      

      
      
      
      

      Open

      

      
      
      

   3. Navigates to step 2 of the 'ISIR Verification/ Correction Wizard

   4. Selects Packaging Options? = Package Using Active ISIR (for 2024-2025 FAY only)

   5. Selects Verification Status = Verified and both the Proof of Identity and Statement of Education Purpose checkboxes

   6. Clicks Finish
      
      

      
      
      

6. The student identity results are exported the next time the ‘Identity Verification’ export process is executed either manually or via a Scheduled Process:

   1. To manually export the user navigates to the Processes Tab and Export Processes.

   2. Selects the applicable FAY, School Codes and Execute
      
      

       

   3. Or configures a Scheduled Process to run the file according to the Runbook schedule.

   4. Once the file is executed it will be placed in the ExportISIRIdentityVerification SFTP folder. The user will need access to the folder and manually upload the file to FPS (or update each student manually in FPS for 2024-2025).

7. User navigates to the student’s task tab and marks the task 'Complete'

Post-condition

• The student is successfully verified and is ready for packaging

Related CZKB Articles and Links

User Guide: Regent Award