Adding / Modifying An Academic Plan
- Emily Bivona (Deactivated)
- Heather Smith
- Erin Fincham (Deactivated)
Modify Academic Plan
Access the student's record in Regent Award and select the Academic Plan tab. Then select the Modify Academic Plan icon. 
Step one of the Academic Plan wizard is displayed. If the student does not have an academic program, you will need to select an academic program. Enter the date the student is expected to start their academic program and their anticipated enrollment level if not already populated. If the student has an ISIR record, the ISIR information is displayed at the bottom of the page and the student's awards will be based upon the information from the ISIR record. Selecting an option from Override RNA Log Level allows you to view and/or print the packaging log in Step 3. This is useful for troubleshooting.
Optionally, through setup, you can have the completion of the process create an expected EST record for posting to the school's student account system. Then select either the Basic Packaging or Advanced Packaging icon.
Basic Packaging
If you select Basic Packaging, step 2 is skipped. Basic Packaging allows for packaging of a single student (results are identical to Batch Packaging). Users will jump from Step 1 to Step 3 when they choose this path.
In the third step of the wizard, review the information presented to ensure that it is correct. You can select the View Packaging Log button to view and/or print the packaging log information. The ability to view this information is permission-based within setup. To make changes, select the "Back" icon. To continue, select the Finish icon.
Upon selecting the Finish icon, the system creates or updates the award package for the student and presents the results on the Academic Plan tab.
Basic Packaging Data Requirements
| Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| Modify Academic Plan Wizard Step 1 | |||||
| Override RNA Log Level | Allows the end user to set the RNA Logging Level and enables them to access the RNA output on the last step of MAP. | Optional | Drop-down |
|
|
| Capture Analysis Context | Optional | Checkbox |
| If selected, the user is able to download the RNA context for review | |
| Calculate Awards | Optional | Checkbox |
| If selected, the wizard will calculate awards for the student. If unselected, the wizard will determine the student's academic plan and COA. | |
| Send Expected EST | A permission-based field that creates an Estimated EST file for the student when MAP is finished. | Optional | Checkbox |
| When selected, Regent Award will send parameters to the EST process to create an Expected EST file for that student |
| Program | Program of Study that the student is enrolled in. | Required | Drop-down | Automatically populate with the programs currently set up in the system for this site. |
|
| Start Date | The student's anticipated start date. | Required | Date picker | Pre-populated from SBL data | |
| Anticipated Enrollment Level | The Anticipated Enrollment Level to use for payment periods for which the student does not yet have course enrollment. | Required | Drop-down | These values can only be selected if it is a Term based program.
| This is auto-populates to Full time and is not editable if the program is Non-Term |
| Packaging Philosophy Override | Only users with the "View/Edit Packaging Philosophy Override" permission can access this field; otherwise, the field will not display on the screen. | Optional | Drop-down | The drop-down displays only active, Packaging Philosophy setups | |
| Track | Required if the program has tracks | Drop-down | Auto-populates based on the tracks associated with the program | ||
| Estimated Options - Display this section only if the student does not have any ISIR | |||||
| Dependency Status | Estimated dependency status | Required | Drop-down |
| The Estimated Options section is displayed only when there is no ISIR for the student. Starting with FAY 2024-2025, Housing Status is no longer available on the wizard or ISIR. The system uses the Housing Status Code set by UDF. If the UDF does not exist on the student, the system uses the Assumed Housing Status for the selected Dependency Status. |
| Estimated SAI | Estimated SAI When 'Estimated SAI' is left blank, the student will only be packaged with funds configured with 'ISIR Required?' set to False. When an 'Estimated SAI' value is provided, the system will package all funds using the Estimated SAI instead of an ISIR SAI. | Required | Text | Numeric values -1500 to 999,999,999 | |
| ISIR Information | |||||
| ISIR Year | FAY for which to use the active ISIR | Required if Package Using value is "ISIR EFC" | Drop-down | List of FAYs for which this student has an ISIR | |
| ISIR Dependency | The Dependency value from the student's active ISIR for the FAY being displayed. | Read only | Text | ||
| ISIR Housing Status | The housing status value from the student's active ISIR for the FAY being displayed. Applies to ISIRs for FAY 2023-2024 and earlier FAYs. | Read only | Text | ||
| Primary SAI | The Primary SAI value from student's active ISIR for the FAY being displayed. | Read only | Text | ||
| Corrected Primary SAI | EFC that resulted from the corrections made to the ISIR after stepping through the ISIR correction wizard. | Read only | Text | ||
| Correction Status | The current correction status from the student's active ISIR for the FAY being displayed. | Read only | Text | ||
| Record Package Option | The current packaging option from the student's active ISIR for the FAY being displayed. | Read only | Text | ||
| Primary SAI for Packaging | The SAI that Regent Award will use for packaging the student. | Read only | Text | ||
| ISIR Comment Codes | The Comment Code values from student's active ISIR for the FAY being displayed. | Read only | Text | ||
| ISIR Reject Codes | The Reject Code values from student's active ISIR for FAY being displayed. | Read only | Text | ||
| Modify Academic Plan Wizard Step 3 | |||||
| Fund Name | Name of the fund the student is receiving | Read only | Text | ||
| Grade Level | Grade level the student is in, during the payment period they are receiving the fund. | Read only | Text | ||
| Federal Award Year | Federal Award Year the student is in, during the payment period they are receiving the fund. | Read only | Text | ||
| Payment Period | Payment Period the student is in, during the payment period they are receiving the fund. | Read only | Text | ||
| Academic Year | Academic Year the student is in, during the payment period they are receiving the fund. | Read only | Text | ||
| New Amount | New amount of this award, as a result of running the wizard. | Read only | Text | ||
| Status | Status of the award (i.e., Paid, Partially Paid, Accepted, Cancelled, Offered) | Read only | Text | ||
| Scheduled Disbursement Date | Date that the award is scheduled to be disbursed to the student. | Read only | Text | ||
| Costs | Display per payment period as a total. | Read only | Text | ||
Advanced Packaging
In the second step of the wizard, you can adjust the anticipated enrollment for future payment periods/terms, change the student's track for future terms (if you are using tracks), change the FAY for the cross-over term, add additional terms and/or delete future terms that the student will not be attending. Once you are satisfied with the changes, select the Continue icon on the top right-hand side of the page. 
Advanced Packaging Data Requirements
| Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| Modify Academic Plan Wizard Step 1 | |||||
| Override RNA Log Level | Allows the end user to set the RNA Logging Level and enables them to access the RNA output on the last step of MAP. | Optional | Drop-down |
|
|
| Capture Analysis Context | Optional | Checkbox |
| If selected, the user is able to download the RNA context for review | |
| Calculate Awards | Optional | Checkbox |
| If selected, the wizard will calculate awards for the student. If unselected, the wizard will determine the student's academic plan and COA. | |
| Send Expected EST | A permission-based field that creates an Estimated EST file for the student when MAP is finished. | Optional | Checkbox |
| When selected, Regent Award will send parameters to the EST process to create an Expected EST file for that student |
| Program | Program of Study that the student is enrolled in. | Required | Drop-down | Automatically populate with the programs currently set up in the system for this site. |
|
| Start Date | The student's anticipated start date. | Required | Date picker | Pre-populated from SBL data | |
| Anticipated Enrollment Level | The Anticipated Enrollment Level to use for payment periods for which the student does not yet have course enrollment. | Required | Drop-down | These values can only be selected if it is a Term based program.
| This is auto-populates to Full time and is not editable if the program is Non-Term |
| Packaging Philosophy Override | Only users with the "View/Edit Packaging Philosophy Override" permission can access this field; otherwise, the field will not display on the screen. | Optional | Drop-down | The drop-down displays only active, Packaging Philosophy setups | |
| Track | Required if the program has tracks | Drop-down | Auto-populates based on the tracks associated with the program | ||
| Estimated EFC Information - Display this section only if we do not have an ISIR for the student | |||||
| Dependency Status | Estimated dependency status | Required | Drop-down |
| Section is only displayed if there is no ISIR for the student. |
| Housing Status | Estimated housing status | Required | Drop-down |
| |
| Estimated EFC | Optional | Text | Currency | ||
| ISIR Information | |||||
| ISIR Year | FAY for which to use the active ISIR | Required if Package Using value is "ISIR EFC" | Drop-down | List of FAYs for which this student has an ISIR | |
| ISIR Dependency | The Dependency value from the student's active ISIR for the FAY being displayed. | Read only | Text | ||
| ISIR Housing Status | The housing status value from the student's active ISIR for the FAY being displayed. | Read only | Text | ||
| Primary EFC | The Primary EFC value from student's active ISIR for the FAY being displayed. | Read only | Text | ||
| Corrected Primary EFC | EFC that resulted from the corrections made to the ISIR after stepping through the ISIR correction wizard. | Read only | Text | ||
| Correction Status | The current correction status from the student's active ISIR for the FAY being displayed. | Read only | Text | ||
| Record Package Option | The current packaging option from the student's active ISIR for the FAY being displayed. | Read only | Text | ||
| Primary EFC for Packaging | The EFC that Regent Award will use for packaging the student. | Read only | Text | ||
| ISIR Comment Codes | The Comment Code values from student's active ISIR for the FAY being displayed. | Read only | Text | ||
| ISIR Reject Codes | The Reject Code values from student's active ISIR for FAY being displayed. | Read only | Text | ||
| Modify Academic Plan Wizard Step 2 | |||||
| Reset Anticipated Units | Allows the user to reset anticipated units that were previously entered by the user as an override | Optional | Checkbox |
| Checkbox is available for selection regardless of whether or not the student has registered units >0 |
| Program | Program associated with the payment period | Read only | Text | ||
| Period | Payment Period/Term the student is in, during the payment period they are receiving the fund. | Required | Drop-down | For term-based: Will display terms for the chosen program, and for the chosen track, if available. For nonterm: The name of the enrollment period | For periods that the student already has actual enrollment - view only. Term
NonTerm
|
| Track | Read only | Drop-down | Auto-populate based on the tracks associated with the program | Field is disabled if the program does not have tracks. | |
| Start Date | Required - editable for Non-term Read only for Term-based | Date picker | If there is existing enrollment, these values will be pre-populated, but editable for non-term. | ||
| End Date | Required - editable for Non-term Read only for Term-based | Date picker | If there is existing enrollment, these values will be pre-populated, but editable for non-term. | ||
| Units | Anticipated/Actual Enrollment Units to use each payment period/term, for packaging. | Optional | Text | Read only if the student has actual registered units for that term. If not, anticipated units are editable. | |
Crossover FAY | Lists all FAYs the payment period/term crosses over. | Read only | Text | If the payment period/term crosses over into multiple FAYs, those FAYs will all be displayed in this column. | |
Override | Provides the ability for the user to adjust the PP FAY that awards are associated with. | Optional - Show PP override drop down only for crossover terms – if not a crossover term, show nothing. | Drop-down | Display the crossover FAYs that the user could choose from for the PP. | Each FAY the payment period/term crosses over will be provided in the drop-down. If the payment period/term does not cross over into another FAY, the drop-down option will not be available. |
| Anchoring Term Override | Provides the ability for the user to mark a term as a BBAY Anchor or a Non-BBAY Anchor. See Anchoring a BBAY | Optional | Drop-down |
| The Anchoring Term Override is only available when the "BBAY Anchor Determination" field is set to "Direct Loans Greater Than $0" at the Institution, Campus, and Term levels. Only one Anchoring Term Override may be completed at a time. When a user updates one "Anchoring Term Override", all other "Anchoring Term Override" fields will become inactive and cannot be edited. The user must finish the Advanced Packaging Wizard and then access the Advanced Packaging Wizard once again to update another term. When a term is marked as a "Non-Anchoring Term" within the Advanced Packaging Wizard, it will be placed into a "container" AY. "Container" AYs will mimic the AY structure of the BBAY. The "Anchoring Term Override" options will NOT be available on a term if the Direct Loan disbursement has already paid or if Direct Loans are greater than $0 for that term. When the "Anchoring Term Override" is utilized within Advanced Packaging, Regent will NOT re-evaluate prior terms for Direct Loan eligibility. If an Academic Year is considered manual, the "Anchoring Term Override" will not be available for selection for the terms contained within that AY. |
| Modify Academic Plan Wizard Step 3 | |||||
| Fund Name | Name of the fund the student is receiving | Read only | Text | ||
| Grade Level | Grade level the student is in, during the payment period they are receiving the fund. | Read only | Text | ||
| Federal Award Year | Federal Award Year the student is in, during the payment period they are receiving the fund. | Read only | Text | ||
| Payment Period | Payment Period the student is in, during the payment period they are receiving the fund. | Read only | Text | ||
| Academic Year | Academic Year the student is in, during the payment period they are receiving the fund. | Read only | Text | ||
| New Amount | New amount of this award, as a result of running the wizard. | Read only | Text | ||
| Status | Status of the award (i.e., Paid, Partially Paid, Accepted, Cancelled, Offered) | Read only | Text | ||
| Scheduled Disbursement Date | Date that the award is scheduled to be disbursed to the student. | Read only | Text | ||
| Costs | Display per payment period as a total. | Read only | Text | ||
Change Log