Reset Student For Conversion

Owned by Heather Smith
Last updated: May 23, 2024
2 min read

SOP Title: Reset Student For Conversion

Document #:

{}

Revision #:

1.0

Effective Date:

MM/DD/YYYY

Author:

{NAME}

Reviewer:

{NAME}

Approver:

{NAME}

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

TERM

Definition

Term

Definition

5 Procedure

5.1 Manually Reset Student For Conversion- No COD or Import Award and Disbursement (IAD) Information Present

Actors

  • Student

  • User with appropriate permissions

  • Regent Award

Pre-condition

  • Student requires a reset due to incorrect data to include awards, course data, program change, and related tasks

  • Student does not have COD or IAD (COD related data) award information in Regent Award

Basic Flow

Customer Zone User Guide: Reset Student for Conversion Process

  1. The user navigates to the Processes

    1. Clicks on ‘Reset Student For Conversion’

    2. Enters or pastes the External Student ID

      1. Multiple IDs may be separated by a comma OR entered on separate lines

    3. Reviews all students External Student IDs for accuracy

    4. Places a note in the ‘Notes’ text box

    5. Clicks ‘Execute’

    6. Uploads the SBL file

    7. Uploads the IAD (non-COD related data i.e. scholarships, state grants)

    8. MAPs or BPs the student

    9. Confirms the IAD awards are present on the Academic Plan tab

      1. If IAD awards are not present refer to the ‘Import Award Review’ queue to resolve the awards.

Post-condition

  • Student is reset “rebuilt” in Regent Award

5.2 Manually Reset Student For Conversion-COD or Import Award and Disbursement Information Present

Actors

  • Student

  • User with appropriate permissions

  • Regent Award

Pre-condition

  • Student requires a reset due to incorrect data to include awards, courses data, program change, and related tasks

  • SBL file with new data (if applicable)

    • Note: a one off SBL file could be created and manually imported

  • Rebuild file(s) for TIV COD award information has been requested and received i.e. COD Pell and Loan Rebuild

    • Note: A COD file must be requested for any student(s) where there is an origination at COD.

  • IAD file for corresponding COD Data

Basic Flow

Customer Zone User Guide: Reset Student for Conversion Process

  1. The user navigates to the Processes

    1. Clicks on ‘Reset Student For Conversion’

    2. Enters or pastes the External Student ID

      1. Multiple IDs may be separated by a comma OR entered on separate lines

    3. Reviews all students External Student IDs for accuracy

    4. Places a note in the ‘Notes’ text box

    5. Clicks ‘Execute’

    6. Uploads the SBL file

    7. Imports the COD rebuild file (if applicable)

      1. If the student is ‘Reset’ prior to receiving the COD file and a Batch Packaging or MAP is performed, Regent Award will attempt to package the student as normal therefore causing a conflict with COD

    8. Imports the IAD (COD related data) file (if applicable)

      1. Note: The IAD will be required for conversion students (Pell and Direct Loan Data

    9. Process student through the ‘Conversion Queue.’ Refer to the Conversion OGB for additional information.

Post-condition

  • Student is reset “rebuilt” in Regent Award