1 Purpose

These procedures will guide {INSERT TEAM NAME} through list process(es)

2 Scope

The {INSERT CLIENT TEAM NAME} will be impacted by this procedure.

3 Roles and Responsibility

{INSERT ROLE or DEPT NAME} with a {define role} will be responsible for list action

{INSERT ROLE or DEPT NAME} will be responsible for list action share.

4 Definitions

5 Procedure

5.1 Processing a Manual Student COA Adjustment

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• The student requires a manual COA adjustment

• The student has an academic plan and has been awarded.

Basic Flow

1. The user determines a manual cost adjustment is needed and navigates to the Adjust Cost Wizard on the Awards tab:

   1. Navigate to the Awards tab of a student

   2. Click the Adjust Cost button

   3. Click Add Adjustment

   4. Enter Cost Adjustment Name and Cost Adjustment Amount

   5. Choose apply amount: Divide equally among payment periods.  

   6. Select the Federal Cost Category

   7. Select Payment Period(s) to which the cost item should be applied.  

   8. Check boxes Billed by School and Direct Cost (If tuition or fee related) 

   9. Check Apply to Additional COA Configuration (ONLY if funds are configured to utilize the Additional COA Requirement feature and the Adjust Cost amount should be used to determine the student's award amount. This way if the student later becomes eligible for the fund that uses additional COA requirements the COA adjustment amount will be used in determining the student's award amount.

   10. Check Force on-time COA Recalculation if the cost item should be updated in the current or prior Academic Year. This only applies to Term programs.

       1. Select this box for terms/ payment periods where there is a need to override the COA Freeze option. This could be at the start of the term, at the end of the term or at census according to school configurations. Note: the recalculation will only be applied for the payment period selected.

       2. If the adjustment should only apply to future Academic Years, do not check this box.  

   11. Enter notes

   12. Click Save

   13. Select Repackage at the top of the Adjust Cost screen if the funding needs to be adjusted to accommodate the new cost of attendance calculation.  

   14. Click on the Refresh button on the Awards Tab to view updated award information with the cost adjustment.

   15. Confirm the student is repackaged using adjusted cost and awards are adjusted accordingly.

Post-conditions

• The student is repackaged using the adjusted cost.

Alternative Flow

• Editing an existing adjustment, navigates to the Adjust Cost Wizard

• Choose the appropriate cost adjustment from the grid

• Click Edit

• Enter a negative adjustment and chooses per payment period using the steps outlined above.

• Click Save

• Click on Repackage

• Confirm the student is repackage using adjusted cost and awards are adjusted accordingly.