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 Overlap AY for Track Change

Actors

• User with appropriate permissions

• Regent Award

Pre-conditions

• Student is switching tracks into a configured term in a new track

• SBL is loaded with courses in the new track

• Student’s AY is in progress

• The “Review Track Change” Task has triggered

Basic Flow

1. The user navigates to the Program Management Wizard (PMW):

   1. Selects "Manage Academic Years/Loan Periods Clicks on ‘Advanced Packaging’ (Modify Academic Plan: Step 1)

   2. Selects “Edit” for the AY containing the track the student is LEAVING

      Open

      

       

   3. The Manual AY edit window is displayed

      Open

      

   4. When the Manual AY Editor opens, ensures that all of the original terms for the AY are selected and displayed in the multi-select box on the right side of the screen.

   5. For any terms in that AY, in which the student did not attend or withdrew in the old Track, select the "Allow Overlap" checkbox next to the term and following term(s) in the same AY.

      1. 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. 

      2. An older process for Track Changes relied on the "Manually Shortened AY" checkbox. Please DO NOT check the "Manually Shortened AY" checkbox for track changes anymore. That "Manually Shortened AY" checkbox is no longer needed in order to process track change scenarios.

   6. Makes 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).

   7. Clicks "Save" on the Manual AY Editor

   8. If the user selects the "Allow Overlap" checkbox on any term, the following warning message will be presented:

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

   9. When the user selects "OK" on the warning message, Regent Award will continue and save.

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

   10. Navigates back to the AY where the student will begin the new track

   11. Selects “Edit”

   12. When the Manual AY Editor opens, ensures that all of the correct terms for the AY are displayed in the multi-selection box on the right side of the screen.

   13. Does 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.

       1. Again, DO NOT select the "Manually Shortened AY" checkbox. That checkbox was used in an older process for Track Changes, but that checkbox is no longer needed in order to process track change scenarios.

   14. Makes 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).

   15. Clicks "Save" on the Manual AY Editor

   16. Clicks “Continue”

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

   18. Navigates to 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.

   19. Selects the student "Task" tab and closes the "Review Track Change" task.

Post-conditions

• A new AY has been created for the track change

5.2 Correcting an Incorrectly Processed Track Change

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

Track Change was processed incorrectly for the student

Basic Flow

1. The user navigates to the Program Management Wizard (PMW):

   1. Selects the AY containing the track the student has left

   2. When the Manual AY Editor opens, first rebuilds 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.

      1. 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.

      2. 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."

         1. Designating a term as "Allow Overlap" will indicate to Regent that another Academic Year's dates will overlap with the dates of the "overlap" terms. Note: DO NOT check the "Manually Shortened AY" checkbox. That checkbox was used in an older process for Track Changes, but the checkbox is no longer needed in order to process track change scenarios. If the "Manually Shortened AY" checkbox is selected on the Manual AY editor, unselect it.

   3. Makes 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).

   4. Clicks "Save" on the Manual AY Editor.

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

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

   6. When the user selects "OK" on the warning message, Regent Award will continue and save.

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

   7. Selects the AY where the student will begin the new track.

   8. 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.

      1. Again, DO NOT check the "Manually Shortened AY" checkbox. The checkbox was used in an older process for some customers to process Track Changes, but the checkbox is no longer needed in order to process track change scenarios.

   9. Makes 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).

   10. Clicks "Save" on the Manual AY Editor

   11. Clicks "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.

Post-conditions

• Academic Plan is updated with the correct AY

Change Log