Award Actions

When the award tile is expanded, the student will be able to see the actions available for that award, if the award is configured to require Active Acceptance (in Regent Award Fund Setup, the initial Award Status is set to "Offered."). If the award is in an Offered Status, or if the Award is in an Accepted statusand there is an additional Offered Amount available to the student, the following actions displays for the award. The exact amount the student will be accepting by choosing each of these options displays next to each action, in parenthesis:

1. Accept the Full Gross Amount Available ($####.##)
2. Decline the Full Gross Amount Available ($0.00) 
   
   • Students cannot Decline loans if the award status is "Accepted" and any portion of the award is Paid. 
   • Students cannot Decline loans if the award was created in Accepted status (passive acceptance flow) and the Fund Setup configuration is No for the setting, Allow Students to Accept Lower Amounts or Decline Awards from the Student Portal. See Fund Setup Data Elements.
3. Accept the Gross Amount Available up to the Amount of my remaining Direct Costs ($####.##)
   • This action displays only if configured
   • This option is available only for Subsidized Loans, Unsubsidized Loans, Parent PLUS Loans, and Grad PLUS Loans.  
4. Accept a Specific Gross Amount
   • This option has a text box where the gross amount can be entered.
   • The field is "read-only" unless "Accept a Specific Gross Amount" is chosen, at which point the box becomes active and allows for a value to be entered.
   • A default value of the full amount available is auto-populated in this box but the Student can edit it.
   • This field validates that a currency value has been entered, not greater than the Gross Amount Available for the award.
   • This field validates that, if the fund is a Federal Direct Loan, a value of at least $1 per term in the Academic Year must be entered. If the AY is a 2-PP AY, then the minimum value entered must be $2. If the AY is a 3-term AY, then the minimum value entered must be $3.
   • This field validates that the user enters a whole dollar amount, with no cents, if the Fund Setup Rounding Option is set to "Dollar" or to "None."
   • This field validates that the user can enter a dollar amount including cents if the Fund Setup Rounding Option is set to "Cents."
   • For paid or partially-paid awards, this field validates that the specified amount value is at least the paid gross amount.
   • If an award was generated in Accepted status (passive acceptance), this field prevents students from saving a reduced Accepted amount if the Fund Setup configuration is No for the setting, Allow Students to Accept Lower Amounts or Decline Awards from the Student Portal. See Fund Setup Data Elements.

After the student has selected an action on the award, and clicks "Save Changes," the following occurs:  

1. When the award actions are saved, a spinning wheel icon is displayed to let the user know that the save is occurring. In the background, Regent Award is repackaging the student, taking the chosen action into consideration.
2. The system repackages the student including any eligibility changes, restrictions on reducing paid awards, etc.
3. The award tile will be disabled for further editing until the packaging is complete, and the student will see a message: "Your Financial Aid changes are currently being processed and should be available shortly."  A button will appear that will allow the student to check the status of their awards (serves as a "Refresh" button).
4. If the student logs out and back in at a later time, and packaging has completed by then, the awards are automatically updated and there is no need for the student to select "Refresh" to see updated awards.

Note, the "Save Changes" button displays only if actions are available, along with the message "Changes made to the amount you accept may result in the recalculation of the Current Amount and Offered Amount for other awards when the "Save Changes" button is clicked."

If the student's action cannot be processed (blocked by task, document or SAP, is being packaged, or the student's data has been changed in Regent Award, the following message is displayed: "Your Financial Aid is unable to be processed at this time, please check back later or contact your [Configured Office Name] at [Configured Office Email] or [Configured Phone Number]."

Additional Action Details

There may be times when a student is unable to accept or decline awards due to packaging blockers or other reasons. For example, due to a blocking document or task, or possibly having failed SAP in Regent Award, the system might not be able to package the awards. If this occurs, the student will be presented with a message:  "Your Financial Aid is unable to be processed at this time, please check back later or contact your [Office Name] at [Financial Aid Email Address] or [Financial Aid Phone Number]."  The [Office Name], [Office Email] and [Office Phone] fields display based on the text configured on the Portal setup, General subtab.  

Below are some other key nuances of when to expect award actions to be available under certain circumstances:

1. If the award is in an Accepted status, and there is no additional Offered Amount available, the following actions display for the award (the same validation described above applies):
   • Decline the Full Gross Amount Available
   • Accept the Gross Amount Available up to the Amount of my remaining Direct Costs (if configured)
   • Accept a Specific Gross Amount
2. Parent Plus awards in an "Accepted" status will have actions available only if configured.
3. Parent Plus awards in an "Offered" status will have actions available only if configured.
4. If a student has multiple awards of the same type on the same loan period, a message will display on the expanded award tile, for Federal Direct Loans only, in place of the award actions: “Contact your [configured FA Office Name] at [configured FA phone] or [configured FA email] to obtain assistance with accepting this award."  These awards will still count in the number shown as a “badge” icon throughout the site in order to direct the student’s attention to them, that some action is needed.

Actions Not Allowed:

No actions are available to awards under the following conditions:

• If the award uses Passive Acceptance (the award's Initial Status is Accepted), and the award's Accepted amount is already at its maximum available amount, and the Fund Setup configuration is No for the setting Allow Students to Accept Lower Amounts or Decline Awards from the Student Portal. See Fund Setup Data Elements.
• If the Loan Period End date is in the past (less than today's date)
• If the Award has disbursements were modified by an R2T4 (either via a Refund or PWD)
• If the award contains a non-zero or non-cancelled disbursement that crosses into an AY other then the one being displayed. For example, a FAY based fund could have disbursements across two different AYs.