Track Change

Allow Overlapping Academic Years for Track Changes

When a student changes tracks, their academic plan must be modified such that the new track starts at the beginning of a new Academic Year (AY). The new AY can overlap with the prior AY (from the prior track).  Regent Award will allow for the creation of a new manual AY at the start of the new track, that overlaps with the dates of the previous AY. 

Regent has added a checkbox on the Manual AY editor within the Program Management Wizard (PMW), next to each term (displayed on the right side of the screen), to allow the term to be marked as “Allow Overlap.” Designating a term as "Allow Overlap" will indicate to Regent Award that another AY's dates will overlap with the dates of the "overlap" terms. When this checkbox is selected on a term in the middle of an AY, all subsequent terms in that AY must also be designated as "Allow Overlap." For example:

• AY1 consists of 1603C, 1604C, and 1701C. 1701C is designated as "Allow Overlap." AY2 can be setup such that the start date of AY2 can be as early as the day after the end date of 1604C.

When this type of valid overlap is created, Regent Award will display a yellow “warning” flag for Overlapping AYs in the PMW. The end user can override the flag in order to process the track change with the full length of the AY (which contains the first track the student attended).

Processing a Track Change

From the PMW, select “Manage Academic Years/Loan Periods.” 

Next, select the AY containing the track the student is LEAVING. 

When the Manual AY Editor opens, first ensure that all of the original terms for the AY are displayed in the multi-select box on the right side of the screen. For any terms in that AY, in which the student did not attend or withdrew, select the “Allow Overlap” checkbox next to the term name. When the “Allow Overlap” checkbox is selected on a term in the middle of an Academic Year, all subsequent terms in that Academic Year must also be designated as "Allow Overlap." Designating a term as "Allow Overlap" will indicate to Regent Award that another Academic Year's dates will overlap with the dates of the "overlap" terms.

Make any required edits to the loan periods within the AY to reflect the correct length of the loan period (the user will need to determine, on a case by case basis, how the loan period will need to be managed for the student, depending on the time of withdraw and funds retained in the final term of the prior track). Click “Save” on the Manual AY Editor. 

If the user has selected the "Allow Overlap" checkbox on any term, the user will be presented the following warning message:

"Please ensure that the student is not actively enrolled in two different terms at the same time."

When the user selects "OK" on the warning message, Regent Award will continue and save. If the user selects "Cancel" on the warning message, Regent Award will return the user to the Manual AY Editor and will not save.

Select the AY where the student will begin the new track.

When the Manual AY Editor opens, ensure that all of the correct terms for the AY are displayed in the multi-selection box on the right side of the screen.  Do not check the “Allow Overlap” checkbox for the terms in the new track/AY that will overlap the prior AY, because these terms will have active enrollment and awarding.

Make any required edits to the loan periods within the AY to reflect the correct length of the loan period (the user will need to determine, on a case by case basis, how the loan period will need to be managed for the student, depending on the time of withdraw and funds retained in the final term of the prior track). Click “Save” on the Manual AY Editor. 

Click “Continue” at the top of the PMW. 

After processing, a yellow “warning” flag for Overlapping AYs will display for the previously, modified AYs (from the instructions above).  Select the “Override” checkbox next to those flags and select “Continue” from the PMW, once again.

Finish moving through the steps of the PMW until the wizard is complete.  View the academic plan for the student to see that the AYs involved in the track change now overlap, and the new track begins at the start of a new AY.

Select the student “Task” tab, and open the “Review Track Change” task.  Close out the “Review Track Change.”

Correcting an incorrectly processed track change

From the PMW, select “Manage AY.” 

Next, select the AY containing the track the student has left. 

When the Manual AY Editor opens, first rebuild the AY by ensuring that all of the original terms for the AY are displayed in the multi-select box on the right side of the screen.  For any terms in that AY, in which the student did not attend or withdrew, select the “Allow Overlap” checkbox next to the term name.  When the “Allow Overlap” checkbox is selected on a term in the middle of an Academic Year, all subsequent terms in that Academic Year must also be designated as "Allow Overlap."  Designating a term as "Allow Overlap" will indicate to Regent Award that another Academic Year's dates will overlap with the dates of the "overlap" terms.

Make any required edits to the loan periods within the AY to reflect the correct length of the loan period (the user will need to determine, on a case by case basis, how the loan period will need to be managed for the student, depending on the time of withdraw and funds retained in the final term of the prior track).  Click “Save” on the Manual AY Editor. 

If the user has selected the "Allow Overlap" checkbox on any term, the user will be presented the following warning message:

"Please ensure that the student is not actively enrolled in two different terms at the same time."

When the user selects "OK" on the warning message, Regent Award will continue and save.  If the user selects "Cancel" on the warning message, Regent Award will return the user to the Manual AY Editor and will not save.

Select the AY where the student will begin the new track.

When the Manual AY Editor opens, ensure that all of the correct terms for the AY are displayed in the multi-selection box on the right side of the screen.  Do not check the “Allow Overlap” checkbox for the terms in the new track/AY that will overlap the prior AY, because these terms will have active enrollment and awarding. 

Make any required edits to the loan periods within the AY to reflect the correct length of the loan period (the user will need to determine, on a case by case basis, how the loan period will need to be managed for the student, depending on the time of withdraw and funds retained in the final term of the prior track).  Click “Save” on the Manual AY Editor. 

Click “Continue” at the top of the PMW.  After processing, a yellow “warning” flag for Overlapping AYs will display on the previously, modified AYs (from the instructions above).  Select the “Override” checkbox next to those flags, and select “Continue” from the PMW, once again.

Finish moving through the steps of the PMW until the wizard is complete.

View the academic plan for the student to see that the AYs involved in the track change now overlap, and the new track begins at the start of a new AY.

Select the student “Task” tab, and open the “Review Track Change” task.  Close out the “Review Track Change.”