Manually Processed Program Changes

Owned by Katie Macpherson (Deactivated)
Last updated: Aug 26, 2019 by Emily Bivona (Deactivated)

Step-by-Step Instructional Guidance

When a student changes their academic program, the change is made in the Student Information System (SIS). The updated academic information is then exported in the Student Batch Load (SBL) file. During the SBL import process, a Course Enrollment Program (CEP) record is created for each program received for a student. Only a student's initial CEP record will be set to "Active" automatically. Subsequent records, which indicate a program change, will need to be processed by a user before they become active. 

Individual programs must be configured in Program Setup to allow for program changes. Users must have certain permissions to access the configurations under the Administration Setup menu. Please see your system administrator.

Preconditions 

  1. The Open for Transfers/Program Changes checkbox must be checked in Program Setup for the new program.
  2. The new program information has been provided on the SBL.  See SBL Guidance: Program Changes.
  3. The student has been packaged.

After the preconditions have been met, a task will be created for any students that have a new CEP record. Tasks for program changes can be found in the Review Program Change task queue. Tasks for an individual student can be found in the student's record under the Tasks tab. The task prompts the user to process the program change via the Program Management Wizard (PMW). Upon completing the wizard, the program change task will be marked as completed. Once the task is initially marked as completed, you will not have to re-open the task if the student decides to switch back to their previous program.

Activate a New Program

The new program will become active when one of the following items occur:

  • The Program Change has been processed in Regent Award and
    • The program completion date of the prior program, as provided on the SBL, is in the past or
    • The new program’s start date, as provided on the SBL, is today or is a date in the past.    
  • The program change is occurring prior to the start of the student’s academic plan in Regent Award, and the newly received program is replacing the prior program as the starting program in Regent Award. This option requires a specific configuration setup in Regent Award.

Using the Program Management Wizard

  1. After logging into Regent Award, search for the Student Record
  2. Select the Academic Plan tab                 
  3. Select the Program Management button 
  4. Step 1 of the wizard will appear
  5. Under the Action Type, select Program Change  
  6. Under the Available Programs grid, confirm the Next Prg (Next Program) radio button is selected for the new program
  7. All other programs will be automatically marked Remove 

  8. After making the appropriate selection, press the Continue button. Then in Step 2, click on the Finish button to complete the wizard.

Once a program change is processed and the new program is made Manually Processed Program Changes#active, the starting and new program information is displayed on the Academic Plan tab.

  1. After logging into Regent Award, search for the Student Record
  2. Select the Academic Plan tab 
  3. Select the expand arrow for the relevant "Academic Year"  
  4. Find the program banners 
  5. Information on both the "Starting" and the "New" program are visible

Modification of the loan amounts, the award status, and the disbursement dates are accomplished through the use of the Add Award Wizard under the Awards tab.  It's recommended to perform these steps after processing the program change.


Removing a Program Change

If a student has 2 programs "A" and "B" (and "A" is the current program) when the Program Management Wizard is opened, Program A will be listed at the top as the active program, and Program B will be in the Available Programs grid.

If Remove is selected for Program B, then nothing changes.  Program A remains the active program and Program B is removed from the Program Management Wizard as a program the student could move into.

If Next Prg is selected for Program B, then Program B will be the student's next active program (meeting the criteria outlined above).

If the student happens to have more than one program to which (s)he could be switched into, then all of them will be displayed in the Available Programs list, but only one can be set as Next Prg.  The rest (automatically) will be marked as Remove as you select the program to switch into.

Substantially Equal versus Not Substantially Equal

For all program changes, the Programs are substantially equal? flag will be displayed on the Program Mangement Wizard. Be sure this flag is set to the appropriate value (See Substantially Equal vs Not Substantially Equal Guidance).