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

{INSERT ROLE or DEPT NAME} will be responsible for list action share.

4 Definitions

5 Procedure

5.1 Not Substantially Equal Program Change (NSE) 

When the student’s old and new programs do NOT meet the definition of “substantially equal,” the student’s current loan period is truncated and the student must start a new Academic Year for the new program. 

Term-to-term program changes may be completed as Substantially Equal (within the same Academic Year) if both programs use the same set of terms, and both programs have the same AY definition. Regent Award does not support midterm program changes.  All term-based program changes must be effective with the new program starting at the start of a new term.

Actors 

• User with appropriate permissions  

• Regent Award 

Pre-conditions 

• Student is an active, enrolled student in a program of study 

• Student has requested a change in the program of study that results in the current and next programs to be not substantially equal (e.g. there is a gap in enrollment, or the program AY lengths are different) 

  • NOTE:  If the original program ended or courses withdrawn at any point other than at the end of a term, an R2T4 is required for federal funds.  The loan period for the new program is a full AY in length, and loan amounts are for the annual loan limit less any loan funds retained for the overlapping AY in the old program.  Processing the R2T4 must be done before processing the program change, if required. 

Basic Flow 

1. SBL sends the academic information for the current program as Program A  

   1. Program A end date = end date of a term/payment period 

   2. All in-progress courses are sent with Program A attributes 

      1. Courses will continue to be sent on the SBL for Program A until the courses are either completed or withdrawn.

         1. For any completed courses identified as program applicable to Program B, the course data will be sent again on the SBL as a copy with the Program B attributes and set to internal transfer.  

      2. If the student withdraws from an in-progress course before completion in Program A, send the course with a withdrawal date on the SBL under Program A. Do not send a copy of the withdrawn course under Program B.

   3. All future enrolled courses after the Program A end date are withdrawn.

2. SBL sends the academic information for the next program as Program B. 

   1. Program B program start date = start date of next enrolled term or payment period for Program B

   2. All future courses are sent with Program B attributes 

      1. For term and nonstandard term programs, the term attributes also need to be included in course data

   3. All courses that have already been completed and are applicable to Program B are sent with Program B attributes and the transfer field set to internal. 

3. System or User must package the student with the updated SBL data loaded for the new program, e.g. when Batch Packaged or packaged with the Modify Academic Plan (MAP) wizard.  

4. Regent Award triggers the ‘Review Program Change’ task in the task queue.

5. The User navigates to the Academic Plan tab for the student and clicks the Program Management Wizard. 

   Open

   

   1. Selects ‘Program Change’ from the Action Type 

   2. Selects Program B, and selects ‘False’ for Programs are substantially equal 

      1. Note: If more than one program is listed, the User identifies the correct program by clicking the ‘Next Program’ radio button and/ or removes the incorrect program by clicking the ‘Remove‘ radio button. 

         Open

         

   3. Clicks Continue to proceed to Step 2 

      1. If the updated Academic Plan appears to be accurate, proceeds to click finish to finalize the program change. 

      2. If the update Academic Plan appears to be inaccurate, proceeds to Click cancel. 
         The student’s course data must be updated prior to completing the program change by either: 

         1. The SBL or, 

         2. Manual course adjustments.  See Course Adjustments and Editing Course Details

6. Regent Award  

   1. Truncates the loan period in the previous program.  

   2. Leaves the original AY in place with its original start and end dates.  

   3. The new program starts in a new AY. 

7. The User navigates to the Modify Award Wizard (MAW) to manually reduce loan amounts by any amount retained during the overlapping year from the old program (if required) and makes any adjustments required to the funds. 

8. The new AY begins when the new program begins, on the new program start date as determined by the start date of the first course in the new program. 

   1. Note: The handling of the AY and loan periods are fully automated in this scenario; there is no need to create manual academic years using the Program Management Wizard.    

Post-conditions 

• Student’s program has been changed and the awards adjusted  

5.2 Substantially Equal (SE) Program Change 

A Substantially Equal program change allows starting a new program without starting a new Academic Year.

For term-based programs, Regent supports Substantially Equal program changes between terms in the same AY, if both programs use the same set of terms and both programs have the same AY length and term type. The new program’s start date is the term’s start date of the first term in the new program. Mid-term program changes are not supported.

For nonterm programs, Regent Award supports mid-payment period program changes for nonterm-to-nonterm program changes that meet the ED definition of Substantially Equal. For nonterm SE program changes, the student can stay in their existing loan period, and can continue in the same Academic Year.

Actors 

• User with appropriate permissions

• Regent Award 

Pre-conditions 

• Student is an active, enrolled student in a program of study. 

• Student has requested a change in the program of study that results in the previous and next programs to be substantially equal. 

Basic Flow 

1. SBL sends the academic information for the current program, Program A  

   1. For term programs, Program A program completion date = end date of a term/payment period in the old program.

   2. For a nonterm to nonterm SE mid-payment period program change, the nonterm Program A program completion date can be the date the student stops attending Program A.

   3. All in-progress courses are sent with Program A attributes.

   4. All future enrolled courses after the Program A end date are withdrawn.

2. SBL sends the academic information for the next program, Program B 

   1. Program B program start date = start date of next enrolled term/payment period for Program B 

      1. For nonterm to nonterm SE program changes in the same payment period, the Program B start date can also be the day after Program A’s program completion date.

   2. All future courses are sent with Program B attributes.

      1. For term schools, term attributes will need to be included.

   3. All courses that have already been completed and are applicable to Program B are sent with Program B attributes and the transfer field set to internal. 

   4. All in-progress courses that are applicable to Program B are sent with Program B attributes and the transfer field set to internal. 

      1. These courses must be updated once courses are completed, e.g. with quality points, complete flag, etc. for both program A and program B.

3. The student is packaged, such as with Batch Packaging or the Modify Academic Plan wizard (MAP)

4. Regent Award triggers the ‘Review Program Change’ task.  

5. The User navigates to the Academic Plan tab for the student and clicks the Program Management Wizard. 

   Open

   

   1. Selects ‘Program Change’ from the Action Type 

   2. Selects Program B, and selects ‘True’ for Programs are substantially equal 

      1. Note: If more than one program is listed, the User identifies the correct program by clicking the ‘Next Program’ radio button and/ or removes the incorrect program by clicking the ‘Remove‘ radio button. 

         Open

         

   3. Clicks Continue to proceed to PMW Step 2 

      1. If the updated Academic Plan appears to be accurate, proceeds to click Finish to finalize the program change. 

      2. If the update Academic Plan appears to be inaccurate, proceeds to click Cancel. 
         The student’s course data must be updated prior to completing the program change by either: 

         1. The SBL or, 

         2. Manual course adjustments.  See Course Adjustments and Editing Course Details

6. Regent Award  

   1. Leaves the original loan period and Academic Year in place. 

      1. Regent may create additional new loan periods as needed for the new program. For example, an Undergraduate-to-Graduate program change, when processed as SE, would create an additional loan period to cover the later part of the AY with the higher Graduate loan eligibility.

   2. The AY continues when the new program begins, as if the student had not changed programs. 

   3. The ‘Review Program Change’ task is automatically ‘Completed’ upon finalization of the program change. 

Post-conditions 

• Student’s program has been changed and the awards adjusted 

Change Log