Client Configuration Management: Programs and Terms

• true
• false

• If "true", program will be associated with all sites
• If "false", site(s) must be provided as part of Program Site setup

• Validate the values against the EnrollmentLevelSetup table

• Academic Calendar Type, Academic Period Type and Unit Type form a combined data set - meaning all three fields should be either inherited or specific values should be indicated for each.
• Refer to CalType_PeriodType_Unit Ref for allowed values for the specidied Academic Period Type.

• Values must be validated against ProgramType table
• If a student is enrolled in a Prep-Graduate or Prep-undergraduate program type, then the <PreprofessionalCourseworkIndicator> flag = true on the COD export. 
• If the student is enrolled in a program of any other program type, <PreprofessionalCourseworkIndicator> flag must = false on the COD export.
• Post-Bach program are awarded at Grade Level 5 only. 

Values must be validated using the following rules:

{Program Type} - {permitted Program Credential}

• Undergraduate - Undergraduate certificate or diploma, Associate's degree, Bachelor's degree, Non-credential programs
• Graduate - Master's degree, Doctoral degree, Graduate / Professional certificate
• Post-Graduate - Doctoral degree, Graduate / Professional certificate
• Post Baccalaureate certificate -  Post Baccalaureate certificate, Non-credential programs
• Prep-Grad - Non-credential programs
• Prep-Undergrad - Non-credential programs
• Ed Licensure - Non-credential programs
• CTP Programs - Undergraduate certificate or diploma, Associate's degree

• Not required for non-term programs
• Validate values against EnrollmentLevelType table
• If not provided for a non-NONTERM program, a validation message will be logged
• All NONTERM will default to 'FullTime' no matter what was provided in the file.

• 7 characters MUST be entered using the format xx.xxxx or this field will not pass COD Export validation. 
• To preserve leading zeros, an apostrophe (') will be appended before each CIP value.

• Validate values against pellFormulaType : name
• Only required for Undergraduate programs and for Graduate programs that are designed as "Teach Eligible". Validate according to the following rules:
  • Formula 1 - only for Non-standard Term and Standard Term
  • Formula 3 - only for Non-standard Term and Standard Term
  • Formula 4 - only for Non-Term

• Cannot be less than zero
• 2 decimal places
• This value will be set to 0 for all Graduate program types - no matter what value may have been provided.

• If a program is to become eligible in the future, set a Start Date. 
• If a program is going to no longer be FSA eligible, enter an end date to close out the eligibility.
• If this field is blank, RNA will treat the program as not FSA eligible and the student will not receive awards.
• Cannot be after the end date

• If a program is to become eligible in the future, set a Start Date. 
• If a program is going to no longer be FSA eligible, enter an end date to close out the eligibility.
• Must be the same or after the start date

• true
• false

• If "true", the program is eligible for TEACH funds. 
• If "false",  it is not eligible for TEACH funds.

• true
• false

• If Special Program is equal to Preparatory Coursework Graduate Professional Program on a Direct Loan origination, a school is not required to submit a Published Program Length tag.
• If a Published Program Length tag is submitted and Special Programs is equal to ‘Prep Grad’, the values will be ignored and will not be stored on the system.

• If Special Program is equal to Preparatory Coursework Graduate Professional Program on a Direct Loan origination, a school is not required to submit a Published Program Length tag.
• If a Published Program Length tag is submitted and Special Programs is equal to ‘Prep Grad’, the values will be ignored and will not be stored on the system.

• AY Units and AY Weeks form a combined data set - meaning both fields should be set to 'Inherit' or specific values should be indicated for each.
• For Undergraduate Programs, the Academic Year definition should not be less than the minimal Federal Academic Year definition (24 semester credits or 36 quarter credits/30 weeks for credit hour; 900 units/26 weeks for clock hour).
• For Graduate Programs, the Academic Year definition should not be less than the minimal Federal Academic Year definition (30 weeks for credit hour; 26 weeks for clock hour).

• AY Units and AY Weeks form a combined data set - meaning both fields should be set to 'Inherit' or specific values should be indicated for each.
• For Undergraduate Programs, the Academic Year definition should not be less than the minimal Federal Academic Year definition (24 semester credits or 36 quarter credits/30 weeks for credit hour; 900 units/26 weeks for clock hour).
• For Graduate Programs, the Academic Year definition should not be less than the minimal Federal Academic Year definition (30 weeks for credit hour; 26 weeks for clock hour).

• true
• false

• If "true",  allows the system to estimate awarding for this program, even though it is not yet FSA eligible. 
• One possible use of this field is if you are planning on having the program be FSA eligible in the future but are not yet ready to set an FSA Eligible Start Date

• true
• false

• If "true", a student would be allowed to transfer into this program either through an external transfer or through a program change.
• If the student is via the SBL, into a program in which this flag is NOT checked, RNA will continue packaging the student in their prior program.
• If "true", this program is available to transfer students, and students who change program. (i.e. student with a historic CEP or transfer units)
• If"false", this blocks packaging for transfer students, and students who change program. (i.e. student with a historic CEP or transfer units)
• Blocked students should error out - i.e. only a BatchMessage of type=Error and message="Student blocked for packaging due to program setup: XXXX." - where XXX is either "Program not open for transfers / program changes." or "Program not open to new enrollment."

• true
• false

• If "true", this program is available to new/prospective students. (i.e. student with only 1 CourseEnrollmentProgram) 
• If "false", this blocks packaging for new/prospective students. (i.e. student with only 1 CourseEnrollmentProgram)
• Blocked students should error out - i.e. only a BatchMessage of type=Error and message="Student blocked for packaging due to program setup: XXXX." - where XXX is either "Program not open for transfers / program changes." or "Program not open to new enrollment."

• Commonly this field will be left blank. 
• If this date is populated, stop positive disbursements for students in this program beginning on the date provided. 
• This is another field used in phasing out a program.  

• true
• false

• If "true", this site will allow students in this program to switch to a different track.
• RNA checks for a track change during plan creation.   A task is generated if one doesn't already exist.
• The program-site setup is checked to see if anticipated track changes are allowed, if not Regent Award alters the note on the task

• true
• false

• If "true", this program will be displayed on the batch packaging screen.
• If "false", Regent Award will not be able to batch package this program and it will not appear in the batch packaging screen pick list.
  • Do not create the academic plan via BP
  • Do not do COA via BP
  • Don’t calculate award
  • Don’t create award metadata
  • If EST or SAP, Regent Award will do it.
  • These students would have to be manually packaged
  • Do not batch package this program.
• If a student is this program has rebuild data, Regent Award will build out an academic plan for the student when either the CalculateFinalizeConversion option is "true" or the awardingSysManaged is "false".

• Validate against AcademicCalendarType table
• Academic Calendar Type, Academic Period Type and Unit Type form a combined data set - meaning all three fields should be inherited or specific values should be indicated for each. 

• Validate against AcademicPeriodType table
• Academic Calendar Type, Academic Period Type and Unit Type form a combined data set - meaning all three fields should be inherited or specific values should be indicated for each. 
• Refer to CalendarType_PeriodType_Unit_Reference for allowed values for the specified Academic Calendar Type.

• Validate against UnitType table
• Academic Calendar Type, Academic Period Type and Unit Type form a combined data set - meaning all three fields should be inherited or specific values should be indicated for each. 

• Undergraduate - only GLP2, GLP3, GLP4 and GLP5 Units should be provided
• Graduate - only GLP7 units should be provided
• Post Graduate - only GLP7 units should be provided
• Prep Undergraduate -no values for  any GLP units should be provided
• Ed Licensure - only GLP5 units should be provided
• Post Bach - no values for  any GLP units should be provided
• CTP - only GLP2, GLP3, GLP4 and GLP5 units should be provided

AY Crossover Date

Note: The month and day for the AY will display in separate columns.

• Validate to make sure the day value is correct for the month selected.
• Both (month and day) or none values must be provided

AY Crossover Date

Note: The month and day for the AY will display in separate columns.

Payment Period Crossover Date

Note: The month and day for the PP will display in separate columns.

• Validate to make sure the day value is correct for the month selected.
• Both (month and day) or none values must be provided.

• This is a configurable option as some campuses take attendance and others do not.
• Validate values against DateUsedToIdentR2T4Inadvertent
  Overpayments table

• Validate values against DateUsedToIdent2T4Inadvertent
  OverpaymentsDisbursementOptions table

• If R2T4 Inadvertent Overpayment Date = Date of Determination, the following values are valid:

  • Include disbursement as IOP if the disbursement release date is after the DOD
  • Include disbursement as IOP if the disbursement release date equal to or after the DOD
• If R2T4 Inadvertent Overpayment Date = Date of Withdrawal, the following values are valid:
  • Include disbursement as IOP if the disbursement release date is after the WDD
  • Include disbursement as IOP if the disbursement release date equal to or after the WDD

• For BBAY3 Programs Only. 
• Although this field is technically optional, it should be treated as required when completing setup for most schools (until such time that we encounter a school that wants to continue recalculating eligibility amounts when progress is slow, i.e. a dynamic efc).

• Only required if Academic Calendar Type = BBAY3.
• Validate values against NonTermDisbAdjMethod table
• This field controls how we push out a payment period end date when we do not have registration to fill in the gap between the partial registration and the PP end date, until such time that we have actual registration to set the PP end date.

• For BBAY3 Programs Only. 
• Only required when Disb Rescheduling Method = By Fixed Amount

• true
• false

• RNA uses this to know whether or not additional terms must be added to the AY if the student fails to complete the AY units/weeks. 
• If "false", the number of terms is based on the program setup.
• If "true", and the student lacks the AY units/weeks, the AY is extended with additional term(s).

• true
• false

• If a crossover term associated to selected program is marked "Use for Anticipation", then loans will always include header/trailer term in SAY LP and split evenly across all term in the LP 
• If a crossover term associated to the selected is NOT marked "Use for Anticipation", then loans will include header/trailer term in SAY LP only when registration exists before loan has been disbursed in header/trailer term and split evenly across all term in the LP.

• Days between last completed course and task - Term 60 days
• Days between last completed course and task - Non-Term 30 days
• Days between last completed course and task - Non-Standard Term 14 days

• Required if the task is active.
• If the task is not active, the configuration has no effect in Regent Award.

• true
• false

• Only required for Non-Term Programs

• true
• false

• Only required for schools using Release 4.x of Regent Award

• Validate values against DateUsedToConsiderNonRebuildLoansType table
• If the date defined is after the DOD/WDD, the loan is not considered "Originated" and therefore is not included in the R2T4 calculation as "Aid that could have been disbursed" to the student.
• If the date defined is before or equal to the DOD/WDD, the loan is considered "Originated" and included in the R2T4 calculation as "Aid that could have been disbursed" to the student.

• true
• false

• If "true", Regent Award will assume attendance in a course, as of today’s date (or the course withdraw or course end date, as appropriate), if at least one indication of attendance has been provided on the course via either the SBL or Course Overrides.

• Must be provided if the school is using the "Assume Attendance" feature.
• The date entered can be a date in the past from today.

• Sunday
• Monday
• Tuesday
• Wednesday
• Thursday
• Friday
• Saturday

• true
• false

• If "false", Regent Award will not close a payment period until all of the in-progress courses started within that payment period have been completed.
• If "true", once the units requirement for the payment period has been met, a portion of a course's weeks can be counted to close that payment period, while the remaining weeks and all of the units of that course are counted in the next PP.

• Loan Record Accepted at COD has a Linked MPN 
• Loan Record has a Linked MPN - May or may not be Linked at COD

• If "Loan Record Accepted at COD has a Linked MPN" is selected, then the Direct Loan will be included in the R2T4 calculation if the COD Accepted loan has a MPN Linked at COD. 
• If "Loan Record has a Linked MPN - May or may not be Linked at COD" is selected, the Direct Loans will be included in the R2T4 calculation if there is a linked MPN on file, whether it is linked manually in Regent Award or linked at COD. Direct Loans that do not have a linked MPN will not be included in the R2T4 calculation.

• true
• false

• If "No" is selected, Regent Award will not automatically identify whether a potential R2T4 is required when a Date of Determination is provided on the SBL.
• If "Yes" is selected, Regent Award will automatically identify whether a potential R2T4 is required when a Date of Determination is provided on the SBL.

• Fully Earned/Fully Disbursed

When R2T4 Automation is turned on, Regent Award will attempt to automatically auto-Finalize the types of R2T4s selected from this dropdown.

• true
• false

• When this option is set to "Yes," R8 will automatically cancel Title IV (except FWS) disbursements, in the R2T4 period, that were excluded from the R2T4 calculation. 
• When this option is set to "No," this feature is not enabled and users are still required to manually cancel Title IV disbursements that were excluded from the R2T4 calculation during the R2T4 period.

• Academic Plan Payment Period Projection Method 
• R2T4-Only Payment Period Extrapolation Formula 

• When Academic Plan Payment Period Projection Method is chosen, Regent Award will use the settings selected by the school in the "Academic Plan Payment Period Projection Method" field to determine the length of the Payment Period for Step 2 of the R2T4 calculation. 
• When R2T4-Only Payment Period Extrapolation Formula is chosen, Regent Award will calculate the projected payment period length for the student based on the number of units the student successfully completed in the payment period, and the length of time it took the student to complete those units. Regent Award will use these calculations to populate the Scheduled PP End Date, AY End Date Override and the LP End Date Override for Step 2 of the R2T4 calculation. Users may still override those dates.

• true
• false

When R2T4 Automation set as "true", Regent Award will use values for autoFinalizeR2T4TypeCode inherited from Campus level setup.

When R2T4 Automation set as "false", Regent Award will use values defined in the autoFinalizeR2T4TypeCode option at the program level.

This field allows a school to define the number of days during which student is able to respond to awards proposed during R2T4 resulted in PWD after finalization date.

• 0-99

When a value is provided in this field, Regent Award will add the number of days entered here to the R2T4 Finalization Date to determine the value and auto-populate the "Deadline for student and/or parent to respond" field on the R2T4 Wizard PWD Tab

Value could be defined explicitly in this program level attribute or be inherited from Campus level when this  attribute is not provided

• 0-99

When a value is provided in this field, Regent Award will add the number of days entered here to the R2T4 Finalization Date to determine the value and auto-populate the "Auto Cancel Date" field for IOP PWDs on the R2T4 Wizard PWD Tab

Value could be defined explicitly in this program level attribute or be inherited from Campus level when this  attribute is not provided

• 0-99

When a value is provided in this field, Regent Award will add the number of days entered here to the R2T4 Finalization Date to determine the value and auto-populate the "Auto Cancel Date" field for non-IOP PWDs on the R2T4 Wizard PWD Tab

Value could be defined explicitly in this program level attribute or be inherited from Campus level when this  attribute is not provided

• true
• false

When a value is set to "true", Regent Award will return the STEP 10: Return of Grant Funds by the Student within the R2T4 Worksheet. When a value is set to "No", Regent Award will not act upon the STEP 10: Return of Grant Funds by the Student within the R2T4 Worksheet. When this attribute is not provided - value would be inherited from the Campus level.

Value could be defined explicitly in this program level attribute or be inherited from Campus level when this  attribute is not provided

• true
• false

If this setting is set to "true", when the system zeroes out a Direct Loan amount due to a student dropping to below Half Time enrollment status or lower in a term, Regent Award will apply that cancelled amount to the "Net Amount that Could Have Been Disbursed" in Step 1 of the R2T4 calculation. The setting applies to term and nonstandard term programs only.

Value could be defined explicitly in this program level attribute or be inherited from Campus level when this  attribute is not provided

• true
• false

When this setting is set to "true", and a student does not have an ISIR from the preferred FAY per the configured Default Academic Year Crossover Date, but the student has an ISIR from the other FAY in a crossover AY, the system will award loans using the other FAY's ISIR.

Value could be defined explicitly in this program level attribute or be inherited from Campus level when this attribute is not provided

XML: <Enterprise> externalId

CSV: externalEnterpriseId

• Used for matching

XML: <Institution> externalId

CSV: externalInstitutionId

• Used for matching

XML: <Campus> externalId

CSV: externalCampusId

• Used for matching

•  Must be unique within a give Campus

• Optional for BBAY Academic calendars
• Must be blank for SAY

Academic Calendar Type Code

• Validate against AcademicCalendarType table
• Academic Calendar Type, Academic Period Type and Unit Type form a combined data set - meaning all three fields should be set to 'Inherit' or specific values should be indicated for each. 

Academic Period Type Code

• Validate against AcademicPeriodType table
• Academic Calendar Type, Academic Period Type and Unit Type form a combined data set - meaning all three fields should be set to 'Inherit' or specific values should be indicated for each. 
• Refer to CalendarType_PeriodType_Unit_Reference for allowed values for the specified Academic Calendar Type.

Academic Unit Type Code

• Must be on or after Term Start Date

• Required if Institutional Setup Option for Allow Regent Award to Calculate Instructional Weeks  = "false"
• Cannot be zero

accelerateBeginActual ForRegCreditsCode

Accelerate Begin Actual Code

• Validate the values against AccelerateBeginActualForRegisteredCredits table
• Works in conjunction with Begin Actual Date.
• The system will begin using actual enrollment once one of the actions has occurred.

• true
• false

• Only applicable if Academic Calendar Type = "SAY - Federal Award Year Based" 

Defines if a Term is a Header when the Academic Calendar Type = SAY - Federal Award Year Based. If the Term Academic Calendar Type is Non-SAY, then this field is used to define Crossover.

• true
• false

• Crossover occurs when an enrollment period crossed over two Federal Award Years.  If  "true",  the term overlaps two award years. 

• true
• false

• Not applicable when Academic Calendar Type = "SAY - Federal Award Year Based" or Use for Anticipation = "false"
• If "true", use the term as the anchor (first) term in an anticipated BBAY1 or BBAY2. Anticipated AYs can start with this term, even when a student has no registration for that term.
• If "false", the term will not start an AY unless the student has actual registered units in the term.

• true
• false

• Not applicable when Academic Calendar Type = "SAY - Federal Award Year Based" or Use for Anticipation = "false"
• If "true", anticipate 0 units for the term prior to the Begin Actual Date. With 0 units anticipated, no awards will be made for the term unless the student has actual registered units.
• If "false", and the Begin Actual date has not been met, anticipate using the Anticipated Enrollment Level Type defined for the student's program.

• true
• false

• If "true", include the term  when calculating anticipated award packages.

• Non-term – when a student has actual enrollment, they will flip to actual.
• Term – student will flip to actual at the begin actual date, and no earlier, despite real registration, unless the accelerate begin actual is set.

• Applicable only in awarding Pell based or registered units
• Require that this date be between the census date and the end date of the term.

• Should be greater or equal than term end date.
• Also used to delay re-anticipation of courses that aren't marked as completed for a closed term. RNA uses the SAP date as a "term end date" override:
• The actual term end date does not change, the term remains closed
• If the SAP date is on or AFTER the packaging date, RNA will use progression units (treating the enrollment as if it was closed), otherwise, use registered units (treating the enrollment as if it was still open)
• If the student doesn't have RegisteredProgAppUnits, then we will use CompletedPAUnits, and if those are also 0, then we will use ProgressionProgAppUnits.
• As a result, RNA should delay re-anticipation of courses that aren't marked as completed for the closed term. This will produce a delay for the school to wait until the grades (quality points) are posted for those completed courses and will prevent the Kaplan scenario where students were being packaged with anticipated units in the next term because the school has not received the grades for the completed courses.

• Should be between term start date and end date.
• Census enrollment level type is separate and calculated from the census units reported on the CEs.
• The freezeCOA is flag when the freezeDate is less than the current date.  So if we freeze the COA at census with a census date of 4/17/2013, it won’t be frozen until 4/18/2013.

• Must be after the Census Date
• DEX will need to determine which census date, from term setup, to use when calculating the census date CE roll-up buckets for the student, for a given term.
• The earliest census date provided on term setup, that falls on or after the start date of the student's earliest program applicable course in the term, will be the census date that the CE process should use the for census related CE roll-up buckets for that student, for that term.
• If the earliest program applicable course start date falls on or after both of the census dates defined on term setup, use the latest defined census date as the census date that the CE process should use the for census related CE roll-up buckets for that student, for that term.
• If the censusDate2 field is NULL, DEX should use censusDate.
• Additionally, in order to determine if a remedial course is disqualified, compare the enrolledDate of the course against the censusDate for the student (using the logic defined in the first two bullets above to determine the student's census date).

• Should be between term start date and end date
• Must not be before the Begin Actual Date

This date will be used to calculate attended remedial qualified units and attended program applicable units with courses that has withdrawn date after this State Grant Date.Some State grants have set date after which they will get paid even if they withdrew from the courses. CCC will use this for their MAP state grant.

• Should be between term start date and end date
• Must  not be before the Begin Actual Date

• Should be between term start date and end date
• Must  not be before the Begin Actual Date

• Should be between term start date and end date
• Must  not be before the Begin Actual Date

• Should be between term start date and end date
• Must  not be before the Begin Actual Date

• Used for matching OCOG disbursements to Regent Award Terms.

• TERMAUTOWITHDRAWDATE 
• TERMBEGINACTUALDATE 
• TERMCENSUSDATE 
• TERMSTARTDATE
• DirectLoansGreaterThan0

• The "Actual Registered Units by the Term Start Date" uses Term Setup's "Start Date" to anchor the term when actual registration is received by this date.
• The "Actual Registered Units by the Term Begin Actual Date" uses Term Setup's "Begin Actual Date" to anchor the term when actual registration is received by this date.
• The "Actual Registered Units by the Term Census Date" uses Term Setup's "Census Date 1" (term's first Census Date) to anchor the term when actual registration is received by this date. Student-level Census Functionality Note: Regent Award uses the Term Setup's Census Date 1 regardless of the Student-level Census Date.
• The "Registered Units by the Term Auto Withdraw Date" Date uses Term Setup's "Auto Withdraw Date" to anchor the term when actual registration is received by this date.
• Direct Loans Greater Than $0 will anchor the term when Direct Loan amounts in the term are packaged with an amount greater than $0. Note: Enrollment and Term Dates will not be considered when this option is selected

• true
• false

• If selected, Regent Award will consume the Payment Period Start Date from the WB Response File and set a Payment Period Start Date Override Date to be used on subsequent COD Exports for reporting purposes.
• Presume applicability only for SAY, BBAY1, BBAY2 programs