6.2.0.0/6.2.1.0 FAQ

Can any client upgrade to Regent 6.2.x? 

Any client currently using Regent Award may take Regent 6.2.x for UAT and ultimately production upgrade.

Any client currently using Regent Review may take Regent 6.2.x for UAT and ultimately production upgrade.

Any client currently using Regent Access may take Regent 6.2.x for UAT and ultimately production upgrade.

Any client currently using Regent Award may take the Regent 6.2.x version of Student Experience for UAT and ultimately production upgrade.

• Please note that if upgrading Regent Award from a release prior to 6.1.1.0, a build script will be executed as part of an upgrade to the 6.1.2.0 release.

• The script will identify and fix existing Nonterm students for 180 days and abbreviated periods by identifying students with a 180-days since the last attended period and abbreviated periods that have not been hard-closed and setting the flag to close the period if the flag is not already set.

• Batch Packaging will need to be executed after the upgrade for schools with Nonterm programs either based on the scheduled process or manually in order for the resolution to apply and Academic Plan to update.

• If Batch Packaging does not include ‘Inactive’ students, the ‘Inactive’ students would require a user to MAP the student(s) before updates are realized.

• A client with a high volume of nonterm students will need to expect the script to take up to a couple of hours to run.

Any client currently using Regent Review may take the Regent 6.2.x version of Student Experience for UAT and ultimately production upgrade.

Some Regent Access clients may take the Regent 6.2.x version of Student Experience for UAT and ultimately production upgrade. Please work with your Account Manager for additional information. Note: All current customer-specific functionality in the legacy portal may not be available in the new Student Experience portal at this time.

Clients using Regent Award for Salesforce will not need to upgrade to a new Salesforce application version in order to continue current functionality. However, an upgrade to the new version is recommended to benefit from improvements in performance and sync logging for diagnostic purposes.  

What Enhancements are in Regent 6.2.x?

The 6.2x release addresses product defects as listed in the “Bugs” section of the Release Notes, and also enhancements and new features including:

Further details on enhancements/new features and a complete list of bug fixes as well as any new scripts and data views can be found in the Release Notes. 

The Release Notes also contain information on new configuration options, and a list of updates to the Admin Guide and User Guide.

FAQ for 6.2.0

1.xWhat is the benefit of the Focused Batch Packaging Option?

Standard batch packaging in Regent Award packages all students meeting the selected parameters on each run whether or not their data has changed, and creates new Activity Log entries for each student included in the run.  As student populations in Regent increase for a client, batch packaging runtime can be affected.  Additionally, if there was no change to the student’s data, the new Activity Log entries have been redundant and unnecessary.

The benefit of the new Focused Batch Packaging Option is that you can now run packaging only for students identified as having changed data.

Regent is introducing a new, Focused Batch Packaging option for a more limited run that will only include students identified as requiring packaging because their awards may be affected by new data. The criteria to identify a student as ‘queued for packaging’ has been expanded to better ensure this new, focused packaging run captures all necessary students.  The ‘queued for packaging’ flag will remain on the student until successfully packaged, whether through a standard BP run, the new Focused BP run, or via MAP. As has been the case, a student who is queued for packaging and has not yet been packaged will receive an EST-0059 edit during EST. Once the student has been packaged, the flag will be removed and the student will no longer receive the EST-0059 validation edit.

The criteria to identify a student as ‘queued for packaging’ now includes changes to student data through import or manual activity, assignment of or status updates to documents or tasks, finalization of an R2T4, passage of key payment period dates (such as Begin Actual, Autowithdrawal and End Date), and changes to configuration (such as COA, Fund, Program, Term, or Packaging Philosophy setups).  The updated list of data changes that will queue a student for packaging is available at Batch Packaging - Customer Zone Knowledge Base.  Students will be flagged as ‘queued for packaging’ when any of the listed criteria are met, whether a client intends to use the Focused Batch Packaging option or not and will need to be resolved via a method of packaging.

To use the Focused Batch Packaging option, check the ‘Process Students with Data Changes Only’ checkbox at the bottom of the batch packaging parameters list.  Only students who have been ‘queued for packaging’ will be included in the run.  If the ‘Process Students with Data Changes Only’ checkbox is not checked (the default setting), a standard batch packaging run will include all students meeting the other selected parameters whether or not they have been ‘queued for packaging’.  Clients can schedule the standard or ‘all students’ option to run on the weekend or at another time of lower system demand.  

IMPORTANT:  All clients should run a full BP upon first upgrade to a Regent version that contains this functionality whether or not they plan to use ‘Focused BP’.

 NOTE: Award packaging Activity Log Entries will only populate if there has been a change to an award amount, paid amount, award status or FAY for standard Batch Packaging or new Focused Batch Packaging.

2.  When can we start importing 2023-2024 ISIRs?

Full support for 2023-2024 ISIR processing is in this 6.2 release.  Make sure you do not start importing 2023-2024 ISIRs until you have completed the following:

• Upgraded your system to Regent release 6.2
  
• Configured all documents to be assigned upon import of 2023-2024 ISIRs
• Ensured your 'Set Verification Status' configuration in Institution Setup is set to assign 'N' (Needed) status for 2023-2024 V1, V4 and V5 ISIRs as long as verification is required for selected students from this processing year.
• Reviewed your 2023-2024 Message Classes SAIG processing - if a message class was active for 2022-2023, the corresponding message class for 2023-2024 should automatically be 'Active', but users should review the new message class configurations before importing ISIRs

3. How do we set up Verification documents for the 2023-2024 FAY in support of the Verification Worksheet?

Please follow the steps below to update the Regent Review document requirements for the 2023-2024 FAY.

Document Updates Step 1:

1. Confirm the following document requirements are configured in your Regent instance:

   1. Verification Worksheet

   2. Verification Worksheet - Changed

   3. Verification Worksheet -V5

   4. Verification Worksheet-Revised Request

2. Update the four document requirements listed above:

   1. If the document requirements above are configured and if the 'All FAYs' is not selected, add the FAY association for the new year.

   2. If the document requirements above are configured and the 'All FAYs' is selected, no further action is required for these requirements.

   3. If the document requirements are not configured at all, please create a Customer Zone ticket to receive guidance for adding or updating the document requirements.

3. Update the following documents, if necessary, to account for any changes you made when the 2022-2023 verification requirements were waived:   

   1. Verification Worksheet

   2. Verification Worksheet -V5

   3. Verification Worksheet -Change

4. Depending on what changes you made for the 2022-2023 year, you may need to update the 2023-2024 Verification Worksheets requirements as follows:

   1. On the General tab, update the Initial Status from Waived to Needed

   2. On the General tab, update the Scope by removing FAY 2022-2023 and adding FAY 2023-2024, if applicable

   3. On the General tab, if you used the expiration date, review the setup to see if any updates are necessary for your 2023-2024 processing

   4. On the ISIR assignment tab, enable the ISIR Assignment

   5. On the ISIR tab, update the Initial Status from Waived to Needed

   6. On the ISIR Tab, confirm the Correct FAY years are selected for Scope (excluding 2022-2023 as appropriate)

Document Updates Step 2:

1. Download documents in XML format from Regent Award:

   1. Click on the Export Processes under the Processes menu tab

   2. Select 'Export Setup Configuration' under the Process Type 

   3. Select 'XML' for Format

   4. Select Enterprise

   5. Select All or applicable Institutions

   6. Select All or applicable Campuses

   7. Select All or applicable Sites

   8. Add the Document, DocumentAssignmentISIR, and DocumentRequirementsSBLUDF templates

   9. Click Export

   10. Click on the Process Log under the Processes menu tab 

   11. Click on the Download File(s) on the Export Setup Configuration Process Type for the process ran above

2. Update the XML document export file for the 2023-2024 FAY:

   1. Remove all documents that you will not be updating for the 2023-2024 FAY.  For example, if you have added other student-scoped or 'All FAY' documents to your system that will not need updated for the 2023-2024 FAY, remove them from the XML file. 

      1. Your current document configurations for these documents will remain unchanged in your Regent instance.

      2. Hint:  You will likely be removing any documents that do not have 2022-2023 or 2020 in the document name.

   2. Update the Document externalId for each document remaining in the XML document.

      1. These will be the new externalids for the new document requirements you are creating.

      2. The externalIDs must must be unique across all documents.

3. Update Document Names and add the 2023-2024 FAY: 

   1. Search all FAY-scoped documents that do not have a year reference in the Document Name and have 2023 in the 'FAY List' and add the 2024 FAY to the 'FAY List'.

      1. Search all documents with a ‘name' (document name) that contains 2023 and replace 2023 with 2024

   2.  Then, search for documents with a 'name' (document name) that contains 2022 and replace 2022 with 2023

      1. Search for documents with a 'name' (document name) that contains 2020 and replace 2020 with 2021

   3. Upload documents in XML format into Regent Award:

   4. Click on the Import Processes under the Processes menu tab

      1. Select 'Import Student Documents XML' under the Process Type

      2. Select the updated XML file under the Import File

      3. Click Import

      4. Review documents under the Document Setup in the Regent Award User Interface

1. Manually add new 2023-2024 document requirements under Document Setup in the Regent Award User Interface for the forms on this list: 2023-2024 Verification Support Document Configuration List  

2. Important notes:

   1. The Document Name must not be modified on these documents or it will affect the functioning of the Verification Worksheet in Regent Review.

   2. Create a new, unique externalID for each new document requirement.

   3. However, a customer can update the Document Message and can update the Document ID.  A Document ID is provided in these files and is required for the import process to work.  

   4. Also, take note that any file attachments needed for these documents must be added manually through Document Setup. 

   5. Finally, ISIRs for the NEW aid year should not be imported into Regent Award until this Document Setup is complete.

FAQ for 6.2.1

1.xI am not a Regent Fund client, can I use the document assignment by query tool?

The query capability for document assignment is open to all clients. Please refer to Query Tool for further information on the use of queries.

2. How will funds with associated queries be autopackaged for Regent Fund?

Queries are inserted into the fund eligibility ruleset, allowing for autopackaging based on eligibility. Funds are then awarded using Packaging Philosophy rules (including Packaging Grids) and Fund Setup configuration. Check the ‘Auto Package’ box in the Packaging Philosophy for the funds to autopackage.  Please be aware that funds for which you plan to use Ranking and Priority options should not be set to autopackage with 6.2.1. This capability is scheduled for a future release. Beginning with the 6.0 release, the Ranking and Priority parameters can be used when using the Awarding Tool in Regent Fund.

3. Are autopackaged funds reviewable before awarding?

No, as with current Regent Award packaging, the funds are awarded automatically without an intermediate review and approval step.

4. How is autopackaging different than what was previously done using the Regent Fund Awarding Tool?

When using the Regent Fund Awarding Tool, funds are awarded one at a time. With the new functionality set up to run with automation, multiple funds can be packaged in a single packaging run.

5. What if a fund configured to use queries does not have a present or active query?

 For query-configured funds, if no query criteria is present or the query is not active, the fund will not be awarded.