8.16 Release 4.1.1.0 Notes

Client Configuration Management

Export/Import Setup Configuration

Description:

Regent 8 was enhanced by providing users the ability to import and export school's Program, Term and Program Group configuration via Regent 8's user interface (UI). Users can also import configuration using the FileWatcher. Regent 8 supports only the XML format at this time. Both import and export processes will use the same setup templates. Regent 8 Release 4.1.1.0 only supports the following entities and associations:

Program
- This entity is listed in the UI under: Administration > Enterprise > Institution > Campus > Program Setup.
ProgramGroup
- This entity is listed in the UI under: Administration > Enterprise > Institution (Program Groups Tab).
Term
- This entity is listed in the UI under: Administration > Enterprise > Institution > Campus > Term Setup.
ProgramTerm
- This entity is listed in the UI under: Administration > Enterprise > Institution > Campus > Program Setup (Terms/Enrollment Levels Tab) or Administration > Enterprise > Institution > Campus > Term Setup (Programs Tab).
ProgramSite
- This entity is listed in the UI under: Administration > Enterprise > Institution > Campus > Program Setup (Sites Tab) or Administration > Enterprise > Institution > Campus > Sites (Programs Tab).
ProgramGroupProgram
- This entity is listed in the UI under: Administration > Enterprise > Institution (Program Groups Tab).

Import Setup Configuration

A new process type, "Import Setup Configuration (XML)", was added to the Processes > Import Process > Process Type menu in the UI. Users can utilize this process to import configuration via XML files. Upon completion of the import, Regent 8 will update setup tables and the respective setup screens. There is no need to reload RNA cache manually, as Regent 8 will do that as part of the import process.

Figure 1: Import Setup Configuration

XML

The 'XML template' is the XSD schema for this process and accommodates all associations in 1 file. Therefore, the users can provide the setup of one or multiple entities and their associations in a single XML file.

Templates Rules

Inheritable fields
- If the field is blank, the value is inherited from Campus level.
Required fields - these fields must have values.
- If the field is blank or not sent, the DEX process will fail the import and present an error message in the Process Log.
Optional fields
- Blank values will not update a fields' value to NULL. If the value is to be set to NULL, then that attribute must not be provided in the XML file.

Regent 8 matches records using an external ID.

If an external ID is not found, a new record is inserted.
If an external ID is found, a record is updated.

Validation Rules

If there are any issues while processing the data during an import for the respective Enterprise record, then that entire Enterprise will not be processed. Users will see an error in the Process Log.

Export Setup Configuration

New process type, "Export Setup Configuration," was added to the Processes > Export Process > Process Type menu in the UI. Users can use this process to export setup configuration in XML format. Users can narrow the output through filtering by Enterprise, Institution, Campus, Site, and Setup Template. The output will consist of a single file even when multiple setup templates are selected.

Figure 2: Export Setup Configuration

Permissions

Access to Import Setup Configuration processes are regulated via new permissions under Global Permissions > Process Permissions > Import Processes > Import Setup Configuration.

This permission gives users access to run the Import Setup Configuration (XMLprocess.

Access to Export Setup Configuration process are regulated via new permissions under Global Permissions > Process Permissions > Export Processes > Export Setup Configuration.

This permission gives users access to run the Export Setup Configuration process.

Figure 3: Permissions

Process Log

A new process log entry is created every time Import Setup Configuration or Export Setup Configuration processes are initiated in UI or FileWatcher.

Figure 4: Process Log – Import Setup Configuration

Figure 5: Process Log – Export Setup Configuration

External Identifers

Each file must contain a set of unique 'externalId' values. To import ProgramTerm, Regent 8 requires an External Enrollment Level ID. This field is added to the Enrollment Level Setup screen. It is required and must exist in Regent 8 prior to importing ProgramTerm data using an Enrollment Level Setup.

Figure 6: Enrollment Level Setup

Regulatory Updates

2016-2017 Reporting for FISAP Updates

Description:

Regent 8 is enhanced to accommodate 2016-2017 FISAP reporting. There have been no changes to data collected on the FISAP form. However, the Regent 8 report is dynamic in terms of award year, date references, acronyms, hyperlinks, and the public reporting burden estimate, and is therefore ready for use by schools.

Processes

Export Process

Added the Ready to Package process to Export Process

Description:

Regent 8 is now enhanced to provide users the ability to run the Ready to Package (RTP) process from the user interface (UI). Regent added a new selection, "Export Ready to Package File (CSV)," to the Processes > Export Process > Process Type menu. The output file is in a CSV format. Prior to this enhancement, schools had to submit a request to a Regent Representative to execute this process.

Added Unfunded and Offered Awards to the Options for Expected EST

Description:

The Expected EST process in Regent 8 has been enhanced to allow the school to choose to include awards in an unfunded or offered status on the output file. Either one or both of these new options can be selected for a given Expected EST export process, and both are optional. Awards in the selected status(es) will be added to the Expected EST output file if they meet all other stipulated requirements for the Expected EST export. No changes were made to the selection screens or functionality for actual disbursements.
These options are also available as selection criteria for the scheduled BP_EST process.

Reports

Standard Reports

Added Active/Inactive Parameter and Output to User and Role Information Report

Description:

An additional parameter and output column was added to the User and Role Information report that allows the report to be filtered on whether or not the user is currently an active Regent 8 user, or not. The "Active" status has also been added as an output column on the report.

Task Management

Task Setup

Added 2 New Task Types Names to Support the Triggering Events for the Review R2T4 task

Description:

Regent 8 enhanced Task Setup options pertaining to a R2T4. Prior to this enhancement, the "Review R2T4" Task Type had three, different triggering events:

R2T4 node is supplied on the SBL file,
Criteria for "Failure to Return from LOA or CORE,"
Criteria for "LOAs exceed 180 Days in a 12-Month Period."

Regent 8 is now updated with two new Task Type names: Review Return from LOA or CORE and Review LOAs exceed 180 Days in a 12-Month Period. With this enhancement, users will now see the Review R2T4 Task Type only for SBL triggered items, the Review LOAs exceed 180 Days in a 12-Month Period task type for only the LOAs exceed 180 Days in a 12-Month Period triggered items, and the Review Return from LOA or CORE task type for only the Failure to Return from LOA or CORE triggered items. Implementation Note: Users will need to setup the new task types via Task Setup.
Informational Note: The Review R2T4 Task Type was not altered and continues to trigger via the SBL file supplied data criteria. It is also important to note that none of the tasks' triggering logic was altered; this enhancement only created new Task Type names for existing triggering events.
Please see below for Task Type names and the respective triggering events:

	Task Type name	Triggering Event name	Task Triggering Requirements
1	Review R2T4	Student has R2T4 data	This task is triggered when a student has R2T4 data sent via the SBL file. The task is created every time a new R2T4 record is added for the student.
2	Review Return from LOA or CORE	Failure to Return from LOA or CORE	This task is triggered for a student break with the type of "LOA" (Leave of Absence) or "CORE" (Confirm of Return). This task will alert the school that the student may need to be considered for R2T4. LOA – Specific to Term-based: The student must return within 180 days of the end date of the LOA. Regent 8 evaluates when there is no attendance on or after the break's end date + 7 days. So, the task would trigger on the 8^th day after the end of the break, if there were no attendance posted for the student. Specific to Non-term: If there is not program applicable course attendance on the LOA end date + 1 day, then Regent 8 creates the task. Regent 8 excludes weekends from consideration when the school has 5-day weeks. If a student's program has a 5-day instructional week, and if the LOA end date + 1 day falls on a Saturday or Sunday, Regent 8 should instead check for attendance on the following Monday. If the school is using a 7-day instructional week, LDA (last date of attendance) is expected on the day after the Break end date, regardless of what day of the week it is. CORE - Regent 8 evaluates when there is no attendance on or after the break's end date + 7 days. Specific to Term-based: The student must return in the same term from which they withdrew. Specific to Non-term: The student must return within 45 days from the end of the course the student has last attended. Note: If a task already exists, and is associated to the same student break (with the same student break identifier), Regent 8 does not re-trigger the task. If Regent 8 finds attendance, as described above, a task will not trigger; therefore, if Regent 8 does not find attendance as expected, a task is triggered.
3	Review LOAs exceed 180 Days in a 12-Month Period	LOAs exceed 180 Days in a 12-Month Period	For a student break of the type = LOA, when combined with any previous LOAs, the days must not exceed a total of 180 days in any 12-month period. If the total days exceed 180 days, this task is triggered. Regent 8 checks the following for this task to trigger: When new LOA information enters Regent 8, all LOAs for the student are reviewed to ensure total days of the LOAs in any 12-month period do not exceed 180 days. Regent 8 checks any prior LOAs within the past 12 months, and counts the days in those LOA records. The LOAs do not need to be continuous (extending an original LOA with an additional period of LOA). There can be a period of enrollment and attendance between two LOAs. Regent 8 does not double count days if two LOAs overlap. Regent 8 counts LOA days if they are also marked as institutional breaks or CORE. If current LOA is less than 180 days in length, Regent 8 checks the length of prior LOAs that fall within 12-month period to count the number of days of total LOA. Note: Regent 8 counts the days of the current LOA through the break's end date.

Task Type name

Triggering Event name

Task Triggering Requirements

Review R2T4

Student has R2T4 data

This task is triggered when a student has R2T4 data sent via the SBL file. The task is created every time a new R2T4 record is added for the student.

Review Return from LOA or CORE

Failure to Return from LOA or CORE

This task is triggered for a student break with the type of "LOA" (Leave of Absence) or "CORE" (Confirm of Return). This task will alert the school that the student may need to be considered for R2T4.

LOA –

Specific to Term-based:
- The student must return within 180 days of the end date of the LOA.
- Regent 8 evaluates when there is no attendance on or after the break's end date + 7 days. So, the task would trigger on the 8^th day after the end of the break, if there were no attendance posted for the student.
Specific to Non-term:
- If there is not program applicable course attendance on the LOA end date + 1 day, then Regent 8 creates the task.
  - Regent 8 excludes weekends from consideration when the school has 5-day weeks. If a student's program has a 5-day instructional week, and if the LOA end date + 1 day falls on a Saturday or Sunday, Regent 8 should instead check for attendance on the following Monday. If the school is using a 7-day instructional week, LDA (last date of attendance) is expected on the day after the Break end date, regardless of what day of the week it is.
    
    CORE - Regent 8 evaluates when there is no attendance on or after the break's end date + 7 days.
Specific to Term-based:
- The student must return in the same term from which they withdrew.
Specific to Non-term:
- The student must return within 45 days from the end of the course the student has last attended.
  
  Note: If a task already exists, and is associated to the same student break (with the same student break identifier), Regent 8 does not re-trigger the task. If Regent 8 finds attendance, as described above, a task will not trigger; therefore, if Regent 8 does not find attendance as expected, a task is triggered.

Review LOAs exceed 180 Days in a 12-Month Period

LOAs exceed 180 Days in a 12-Month Period

For a student break of the type = LOA, when combined with any previous LOAs, the days must not exceed a total of 180 days in any 12-month period. If the total days exceed 180 days, this task is triggered. Regent 8 checks the following for this task to trigger:

When new LOA information enters Regent 8, all LOAs for the student are reviewed to ensure total days of the LOAs in any 12-month period do not exceed 180 days.
- Regent 8 checks any prior LOAs within the past 12 months, and counts the days in those LOA records.
The LOAs do not need to be continuous (extending an original LOA with an additional period of LOA). There can be a period of enrollment and attendance between two LOAs.
Regent 8 does not double count days if two LOAs overlap.
Regent 8 counts LOA days if they are also marked as institutional breaks or CORE.
If current LOA is less than 180 days in length, Regent 8 checks the length of prior LOAs that fall within 12-month period to count the number of days of total LOA. Note: Regent 8 counts the days of the current LOA through the break's end date.

Wizards

R2T4 Wizard

New Loan Period End Date Override for R2T4 Wizard

Description:

The R2T4 Wizard was enhanced by adding a loan period end date override field. This enhancement allows the user to override the loan period end date exported to COD in cases when the R2T4 period end date is manually manipulated in the R2T4 Wizard.
Informational note: The Loan Period End Date override can be provided anytime, and is not tied in any way to the R2T4 period end date.

Updated logic to check SEOG/Perkins Offer Dates for including in R2T4 Wizard

Description:

Regent modified the logic that checks SEOG/Perkins offer dates to determine whether the funds should be included in an R2T4. The logic now ensures the award was made "on or before" the Withdrawal Date, rather than just "before" the Withdrawal Date.
In order to be included in R2T4, SEOG and Perkins must have been offered/awarded to the student while the student was still eligible. Previously, the Regent 8 logic only accounted for awards offered prior to the withdrawal date. With this enhancement, the funds awarded or disbursed on the withdrawal date are considered to have been made while the student was eligible. Therefore, Regent 8 has been modified to include funds offered through the R2T4 withdrawal date.

Student Portal

New Email Activity Logging Feature

Description:

The Email Activity Logging is a new feature that has been added to the Student Portal. A student activity log entry is created in Regent 8 whenever an email is sent to a student or parent from the Student Portal. The activity log entry contains the email subject and indicates if the email was related to the student or parent.

Ability to Export Smartform Questionnaire Responses

Description:

Regent provides the ability to have Regent 8 export student SmartForm application (questionnaire) responses. When this process is enabled, the file is placed in a folder that the customer can access to retrieve via sFTP. This occurs for all Smartforms completed online through the Student Portal. The files are created in an XML or CSV format. Regent has enhanced this process to now include the student's dependency status in the export file (when the dependency status is available through the SmartForm).
Implementation Note: Schools should contact Support to enable this feature.

Customer Dataviews

Student Dataviews

New Dataview Updates for Non-Standard Term Type

Description:

Non-Standard Term Type has been added to the following 2 dataviews:

dbo.dataExtract_R2T4_View
- termType column
dbo.dataExtract_AwardPackagingStatus_View
- studentType column

The possible values for these fields have changed. The possible values are now as follows:

"NonStandard Term" - indicating the student is a non-standard-term student.
"Termbased" - indicating the student is a term student.
"NonTerm" - indicating the student is a non-term student.

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