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 Adding a Manual Award

Actors 

• User with appropriate permissions  

• Regent Award  

Pre-condition

• Student is eligible for an award, not configured to auto-package. 

Basic Flow

1. The User navigates to Awards tab:

   1. Clicks Add Award button to open Add Award Wizard (AAW).
      NOTE: The User typically utilizes the AAW for funds not configured to be auto-packaged to create a manual award in an ‘Accepted’ or ‘Offered’ status for the eligible amount with disbursements in each payment period.
      
      

      Open

      

   2. On Step 1 of the wizard, chooses the fund type and selects the period for the new award (e.g. loan period, academic year, payment period), and clicks Continue

      Open

      

   3. On Step 2, sets the award status (e.g. ‘Accepted’, ‘Offered’ or ‘Estimated’), enters the New Offer and Accepted amounts, and makes a note for the award.  Note:  If the New Offer amount is greater than the Calculated Eligibility amount, the ‘Override Eligibility Rules’ checkbox must be selected/checked. Users must have the appropriate permissions to select Override Eligibility Rules. Selecting that checkbox will make the award a Manual award.

   4. On Step 3, adds/updates the payment period amount(s) for the payment periods to which the award amounts are allocated.   Note:  The payment period amounts only need to be adjusted if they are different from Regent Award’s calculated amounts.

   5. On Step 4, the User adds/updates the disbursement adjusted amount for each payment period, leaving disbursement status as ‘Scheduled’. 

      1. Notes: 

         1. The disbursement amounts only need adjusting if they are different from Regent Award’s calculated Scheduled Amounts. Users can add disbursements during this step.

   6. On Step 5, the User reviews the Academic Plan, award, and package to ensure the award has been added correctly and the resulting award package has properly updated other awards as expected.

      1. Clicks Finish to update the package and the Academic Plan.

   7. Clicks Refresh in Awards Screen and selects a loan period from Analyze Loan Period to view newly added award

Post-condition 

• Manually award is included in the student’s financial aid package.

  • Note: If Regent Award determined the eligibility and the User did not change any New Offer, disbursement allocations, or Override Calculated Eligibility, the award will not be marked as Manual.

• The ‘Review Eligibility’ task may trigger if the calculated eligibility amount changes for a manual award.   

Troubleshooting 

If resulting academic plan is not calculating as expected:

• Review other auto-packaged awards for accuracy

• Review packaging of other manual awards which may need to be adjusted

• Review packaging philosophy to confirm order of awarding and award amount calculation

Change Log