Introduction

This Business Process Analysis (BPA) and System Configuration document describes the functionality and configuration settings related to the Academic Structure in Regent Award. 

This page defines the following associated with Academic Structure:

• Terms and Enrollment Levels

• Programs

• Breaks

• Course Management

• Program Changes

• Specifications for the school’s specific configuration of the following:

  • Data requirements

  • Communication

  • User Roles

  • Programs and Terms

  • Breaks

  • Documents

  • Tasks

  • Additional Configuration 

Process Overview

Regent Award’s Academic Structure workflow and configurations facilitate the student’s Academic Plan and packaging. The Academic Structure is comprised of Terms and Enrollment Levels, Programs, Breaks, Course Management, and Program Changes.   

Terms and Enrollment Levels

Regent Award provides configuration options that determine how Enrollment and Terms work together to create the student’s Academic Plan. Each term must be configured in Regent Award and courses must be associated with a term (for term-based programs.)  A student’s Program Start Date should always match a configured Term Start Date.

Regent Award creates the Academic Plan based on the student’s Anticipated Enrollment Level, as configured in Program Setup. For example, if a student’s program is configured at Full-time Enrollment, Regent Award will anticipate that the student will take full-time units each term and estimate awards using the current active ISIR. Regent Award will anticipate enrollment until the ‘Begin Actual Date’ for the term. Once this date has passed, Regent Award will update the Student Plan and Awarding to match the Actual Enrollment Level based on enrolled courses sent on the SBL.

Regent Award provides a configuration option to accelerate the use of Actual Enrollment in the Academic Plan (‘Accelerate Begin Actual Date’). If configured, Regent Award will use Actual Enrollment in the Academic Plan, based on the SBL, and not wait until the ‘Begin Actual Date’.

If a student does not attend the term, and does not receive a disbursement, the term will be auto-withdrawn as of the ‘Auto-withdraw Date’. By default, that date is the last day of the term, but it can be configured to be earlier, e.g. after the drop/add date for the term. Auto-withdrawn terms are hidden from the student’s plan.

Census Dates

Regent Award uses the Census Date to lock enrollment. Only courses added or withdrawn prior to this date will affect the student’s enrollment status.  If a student is first packaged after census, the date of the student’s first package is used as the student’s Census Date, e.g. enrollment is locked at the time of packaging.

When a student is packaged after census, the student may have attended courses prior to packaging Federal Aid. If the student attends a course but withdraws prior to packaging Federal Aid, the course is not included in the Pell census for the student.  All units attended prior to census (unless withdrawn) and registered courses that have not begun at the time of census, are included in the census enrollment status. 

Multiple Census Dates- Terms with Modules

Regent Award will allow for multiple Census Dates, which are not associated with specific modules, throughout a Term. Census Units will be recalculated for students on each of the configured Census Dates, if the student has attendance in a course with a Start Date after the Census Date being considered and enrollment in at least one course with an End Date after the Census Date being considered (unless the course has a Withdrawal Date after the Census Date being considered.)

Programs

The student’s program dictates how Regent Award creates the Academic Plan for the student.  The SBL provides the student’s program via an external Program ID that is linked to a configured Program in Regent Award and is associated with a Program defined in the Student Information System (SIS).  Every Program sent on the SBL for a student creates a Course Enrollment Program (CEP) record for that student. The CEP records track the programs and versions of programs in which the student is enrolled over time. Courses and Programs for a student are associated to a specific CEPID. Each CEP record has a CEPID linking it to all the underlying tables that support the Program and Program Changes.  

A student cannot be packaged in Regent Award without a Program. If the SBL provides the student’s program without providing associated courses, Regent Award will use the Program Start Date to anticipate the student’s Academic Plan, consistent with the student’s Program structure. Once courses are provided on the SBL, Regent Award will recalculate the student’s Academic Plan to start the Program on the date of the first enrolled (non-transfer) course for Nonterm Programs, or on the term that contains the first enrolled course for Term-based Programs. Regent Award creates an Academic Plan for each student, consistent with the student’s Program structure and course registration.

Program Length Adjustments

Each Program is configured with a set Program Length (in units and weeks). Once Regent Award determines that a student has completed all the units and weeks required by the program definition (in Program Setup,) automated packaging of Title IV awards ceases. The student’s Academic Plan will continue to be extended only by Actual Enrollment. 

An individual student’s Program length may differ from the configured Program length because of electives, or a student may choose to add a minor or an additional major to their Program (student’s Primary Program is the Program ID that is provided on the SBL for dual majors). When a student’s program extends beyond the units configured in Program Setup, the SBL must provide a Program adjustment, equivalent to the units remaining for the student above the Program Units.

Open

Manually Updating via Packaging Overrides in UI

Adding and Sunsetting Programs

Regent Award provides the ability to setup new programs prior to the Program Eligibility for FSA funds. By setting the FSA Eligible Start Date to a future date, the Program can be configured, but Regent Award does not award funds for any student in the Program until the FSA Eligible Start Date. If a student is submitted via the SBL with a Program Start Date prior to the FSA Eligible Start Date for the program, the student Academic Plan is created but no FSA awards are added to the plan until the FSA Start Date. At that time, the student’s eligibility is determined for awarding funds to the student’s current Payment Period or current Academic Year, depending on the fund.

Academic Calendars

Nonterm Programs

Regent Award creates the student Academic Year based upon the units and weeks defined for the program with a BBAY3 Program Structure. A student’s Payment Period starts with the first enrolled course provided by the SBL. Students progress from one Payment Period to the next once all the units and weeks for a payment have been completed, per the course information provided on the SBL.

If a student fails to complete the number of units required to complete the Payment Period within the anticipated number of weeks, the Payment Period is automatically extended to account for any additional units in which the student is enrolled up to the number of units required.

Regent Award will create the student’s Academic Plan to the end of the student’s program, based on the number of units defined in the Program. Loan Periods are synchronized to the student’s Academic Plan. If the student’s Academic Year changes, the Loan Period is updated accordingly to adjust for slow progression and periods of non-enrollment. 

Open

Student applies to program requiring 120 units to confer the degree. Sixty (60) units are Program Applicable and transferred into the Program from previous institutions.

Regent Award starts the student’s BBAY with the first enrolled course provided on the SBL, regardless of whether Title IV was received. Funds configured to be auto-packaged will be awarded retroactively, to the start of the student’s Academic Year, if the student applies for financial aid.

Extending Payment Periods

For Nonterm Programs, Regent Award provides options for determining how to extend the student’s Payment Period when the student progresses more slowly than anticipated. The student’s Payment Period is rescheduled when the Course Enrollment is updated by an SBL with new course information (e.g. withdrawn or failed courses, or added course registration,) and it is determined that the student is unable to complete the Payment Period on schedule, and there are no future courses provided by the SBL.

The Rescheduling method is used to anticipate Payment Period length only until we receive actual course registration containing enough units to complete the Payment Period at which time the Payment Period is adjusted to end with the actual Course End Date. If the future course(s) already exist when the student is identified as progressing slowly, there is no need for Regent Award to estimate rescheduling.

The options for rescheduling the student’s Payment Period are:

• By Actual Enrollment – This method uses the student’s pace in the current Payment Period to determine the Estimated Completion Date. The student’s pace (rate) is determined by the number of units registered in the Payment Period divided by number of weeks the student has completed (or will complete with current registration). 

• By Program – This method uses the total Program accrual rate to determine the Estimated Completion Date. The student’s pace is determined by the number of units in an Academic Year divided by the number of weeks in an Academic Year (as configured in Program Setup) for the student’s Program.

• By Fixed Amount – This method extends the Payment Period by a fixed number of days. For example, if courses are 5 weeks in length, the number of days may be configured as 35 to assume enough time to complete one additional course.

When Regent Award extends the student’s Payment Period based on the rescheduling method selected, the student’s Payment Period will subsequently be updated to reflect Actual Completion, once passed in the SBL, if it differs from the Estimated Completion.

Split Courses

Regent Award provides an option to split Nonterm courses between Payment Periods when needed. This functionality allows a successfully completed course to be split between two Payment Periods such that the weeks of the course are attributed to both Payment Periods per the number of weeks required to complete the Payment Period in which the course started. 

When a student completes the required number of units, but not weeks, e.g. 12 units and 18 weeks, the student is eligible to start the next Payment Period once the student completes an additional 2 weeks of coursework. Likewise, if a student is taking overlapping courses such that 2 courses are in progress at the time the student completes 20 weeks of instruction, and one course completes the required 12 units at 22 weeks, the student is eligible to start the next Payment Period at that time.    

Standard Term Programs

Regent Award creates the student Academic Year based upon the Terms and Enrollment Levels defined for the Program with a Standard Academic Year (SAY) or Borrower Based Academic Year (BBAY) Program structure. A student’s Academic Year starts with the first term of the SAY or BBAY based on the Start Date provided in the SBL file and completes when the number of terms defined in the Academic Year has passed. Regent Award will create the student’s Academic Plan containing the number of terms configured for the Program.  The student’s Academic Plan automatically adjusts once actual enrollment is reported via the SBL integration. 

Although the student’s SAY or BBAY must start with the first enrolled term for the Academic Year, students are not required to have enrollment in each term of their SAY or BBAY thereafter. Loan Periods cover the number of terms defined for the program. If a student has no enrollment in a subsequent term of the SAY or BBAY, Regent Award adjusts the Loan Period accordingly.

BBAY Anchors Term-Based

Regent Award has the option to allow schools to define the point in a term when Regent Award determines whether a term can be used to “anchor” a term-based BBAY (BBAY 1 or BBAY 2.) Regent Award will determine "anchor" eligibility according to the school’s configuration. 

Regent Award provides the following options:

• Actual Registered Units by the Term Start Date

• Actual Registered Units by the Term Begin Actual Date

• Actual Registered Units by the Term Census Date

• Actual Registered Units by the Term Auto Withdraw Date

• Direct Loans Greater Than $0

  • This option is not applicable to non-term or SAY academic calendars.

Breaks

When Regent Award is configured with a break or receives a student break on the SBL, Regent Award extends the student’s Nonterm Payment Period to accommodate the break and optionally restricts disbursement during the break period. Breaks can be configured in Regent Award for specific Programs or multiple Programs. Scheduled breaks are not included in the number of days calculation when completing an R2T4. Regent Award can be configured to trigger a Task to review a student that fails to return from leave (refer to the Return to Title IV BPA.)

Course Management

Students can be created in Regent Award without any Program or Course information, but an Academic Plan cannot be created until a program has been associated with a student via the SBL integration. If a program is associated with a student prior to any course information being provided, Regent Award creates an Anticipated Academic Plan based on the parameters configured for the student’s program of study. This Academic Plan assumes the student will progress on pace to the end of the program.

Course history is maintained via the SBL.  Regent Award dynamically updates the academic plan with course information provided via the SBL integration. The student progresses as courses are completed and credit is earned, and the student is anticipated to complete the number of units and weeks configured in the student’s program of study for the Academic Year. Only program-applicable courses are used towards a student’s plan and Title IV eligibility. Program-applicable courses may be excluded from the student’s plan by indicating the course does not count toward progression via the SBL or manually in the UI. Schools are responsible for determining whether courses are valid to count toward Title IV aid eligibility.

For Term-based Programs, courses must be contained within the Start and End Dates of the term.  For Non-term-based Programs, the first course Start Dates will creates the Payment Period in Regent Award.

The Payment Period is closed once all courses in the Payment Period are marked complete. A completed course that has 0 Quality Points is considered a failed course. These courses may impact Nonterm Payment Periods.

Program Applicability

Regent Award takes program applicability into consideration when determining a student’s eligible enrollment, since only Program Applicable courses can be funded with Title IV financial aid. Failure to correctly set the program applicability for a course may result in an incorrect calculation of the student’s Cost of Attendance and award eligibility. 

Regent Award progression and eligibility logic uses units that are program-applicable only. If a student takes courses that are sent on the SBL as not program-applicable, these courses are not counted toward Payment Period progression, Cost of Attendance, or Program progression. For Term-based programs, these courses are not included in the Enrollment Level. 

Likewise, if a student takes courses that are not program-applicable but are sent on the SBL as program-applicable, these courses are counted toward the Payment Period progression, Cost of Attendance, and Program progression. In this case, Regent Award may consider the student to have completed his/her program earlier than expected. This would mean that Regent Award does not award the student for units for which the student is eligible. Therefore, it is important for the SBL to provide an accurate reporting of program applicability for each student’s coursework.

Completion

Courses should be updated by the SBL once the course has been completed, graded, and Quality Points earned (even if Quality Points earned is 0). If the course has not ended, and the student has not yet earned any Quality Points, then the course’s completed flag should be set to “false”. For a Nonterm program, the Payment Period is not closed until all courses required to complete the units and weeks in the Payment Period have been completed. 

Regent Award makes some assumptions about whether the course has been completed, in the event the SBL has not made the proper updates. This is required to close past enrollment periods and allow the system to award into current and future periods. Regent Award will assume a course is completed when any of the following is true but the Completed flag is “false” or is not sent:

• Completed units > 0

• Course end date is in the past and quality points > 0

• Term end date is 30 days in the past (term programs only)

For Term-based programs, incomplete courses must be sent with the Completed flag set to “true” and zero Quality Points. Regent Award will treat these courses as earned F’s until the course is updated with the final Quality Points, either via the SBL or manually in the UI.  Regent Award does not consider letter grades, only Quality Points.

Withdrawn Course

For Nonterm programs, the weeks attended in a course prior to withdrawal count toward completion of the weeks portion of the Payment Period. If it is determined that a student never attended the course, the SBL should send the Withdrawal Date prior to the Course Start Date. The Course Start Date and Withdrawal Date are used to determine how many weeks the student attended.

Quality Points

Any course with Quality Points > 0 counts toward progression, unless otherwise specified via the ‘Counts Toward Progression’ course attribute. A course with Quality Points = 0 does not count toward progression and is not used to close a Nonterm Payment Period. If a course with zero Quality Points would otherwise be the last course in the Payment Period, Regent Award uses the next course having nonzero Quality Points to close out the Payment Period. 

Quality points are also used to determine whether a course counts as a repeated course for financial aid purposes.

Counts Toward Progression

A course that counts toward progression is counted toward grade level eligibility and total number of units to be funded toward the student’s program. All courses are considered program-applicable unless otherwise specified via the program-applicable course attribute and are eligible to count toward progression. Only program-applicable courses can be funded with Title IV financial aid, so a failure to correctly set the program applicability for a course may result in an incorrect calculation of the student’s award eligibility. 

When a course has nonzero Quality Points, but also has a minimum Quality Point or grade requirement, the SBL must send the counts toward progression flag set to “false” if the minimum has not been met.  Otherwise, the course will count toward progression by default.

Repeats

Regent Award also contains logic to determine whether a course has been previously attempted. When the SBL provides the Repeat flag set to “true” for any course, Regent Award uses this value in determining whether future courses with the same Course ID should be funded. When two courses for the Program have the same Course ID, Regent Award will consider the most recent one to be a repeat. However, if two courses have different content (for Title IV purposes), the SBL must provide a different Course ID for the second course.

Regent Award uses Quality Points earned and attempts on the course. Once a course is passed, i.e. Quality points are > 0, a future attempt to take the course is considered a repeat. 

Certain courses may be repeated for credit and are eligible for Title IV funding. When the same course number is used for a course whose content varies with each enrollment, the school does not consider the course a repeated course. Such courses may include, for example, thesis courses, dissertations, seminars, and practicums. These courses will need to be identified and the Course ID modified in the SBL to prevent Regent Award from considering the course a repeat and disqualifying it. For example, ABC123 may be modified to use ABC123-1, ABC123-2, ABC1223-3, etc. to reflect the number of times the student has successfully completed the course.

In these cases, the SBL must distinguish between a course that is repeated because of a failure or withdrawal and a course that is repeated because of an extension of the topic. A course that is failed or withdrawn would have the same Course ID upon the next attempt.  A course that is successfully completed would have the next sequence suffix added to the Course ID upon the next attempt.

Term Programs

A course may be attempted a second time for a previously passed course in a Term-based program using Federal aid to fund it. If the student’s subsequent attempt results in a completed course, i.e. not withdrawn, regardless of whether the second attempt is passed, future attempts to take the course will be disqualified from Federal Aid by Regent Award and the course unfunded.

Nonterm Programs

Federal Aid cannot be used to fund a repeat course in Nonterm programs. Regent Award disqualifies all attempted repeats from Federal Aid for students in a Nonterm program.

Unearned F’s

For Term programs, any completed course with 0 Quality Points (both earned F’s and incompletes) count as “completed credits” when determining the Enrollment Status for a Term-based disbursement after the term has ended. Courses such as courses in which an F grade or Incomplete was earned need to be provided on the SBL with the completed flag set to true. 

If the student has attended the course but not withdrawn or completed the course with an Incomplete grade, the student has an unofficial Withdrawal. These courses should have the Completed flag set to “false.” Regent Award can be configured to trigger an ‘Unofficial Withdrawal’ task for a student who has received no Quality Points and does not have a completion in any course for the term. (Refer to the Return to Title IV BPA.)

Exception Unit Courses 

Certain courses may have a different Credit Unit Value than the Enrollment Unit Value.  For example, a dissertation or thesis course may be defined as 1 unit but are counted as 3 for Payment Period purposes. In cases in which the course counts for more Enrollment Units than Credit Units, the SBL needs to adjust the Program Units for these courses to allow Regent Award to package the student at the appropriate Enrollment Level and with the appropriate Payment Period progression without over-allocating units to the student’s Program.

To achieve this objective, the SBL provides a course adjustment in conjunction with these courses. The amount of the adjustment depends on the differential between the Credit Units and the Enrollment Units. The process involves a two-step approach:

STEP 1: Provide a Payment Period-level course adjustment for a registered course. This data should be sent on the first day of the course and is applied to the current Payment Period at the time of the SBL import. For example, the course needing adjustment starts today, the course adjustment sent on the SAME SBL is applied to the current Payment Period as of today. For Term-based programs, the term is the Payment Period and a course adjustment can be sent for the Payment Period only while the term is in progress.

STEP 2: Provide a program-level course adjustment once the course is completed. This adjustment accounts for any program overages because of the Payment Period-level course adjustment.

Withdrawal Date

The Withdrawal Date of a course is used by Regent Award to support R2T4 functionality and calculations for durational cost items.  

Program Changes

Regent Award provides the ability to change a student’s program to ensure accurate awarding and to keep the student’s current program in Regent Award synchronized with the student’s current program in SIS.  This synchronization is needed to ensure course program applicability is accurately reflected. 

When sending a Program Change in the SBL, the student’s current and next program must both be provided. Regent Award triggers a ‘Review Program Change’ task when SBL information is provided for a different external Program ID, or courses with a different external Program ID or next nodes are sent. The student continues to be awarded under the current program until the start date of the next program. 

• For Nonterm programs, the Start Date of the next program should be the Start Date of the next enrolled (not started) course.

• For Term-based programs, the Start Date of the next program should be the Start Date of the next term. 

The student’s Program Completion Date must be sent via the SBL for the prior program and cannot be before the start of that same program. Regent Award does not support retroactive program changes, so backdating program changes is discouraged and may result in errant awarding and issues with COD.  

Regent Award has the ability to automatically process Program Changes for students prior to the Academic Plan Start Date and automatically process Program Changes post-start for Program Changes that are grouped as and considered substantially equal in Regent Award.  

If there is a gap in enrollment between completion of or withdrawal from the student’s current program and the student’s next program, a Program Change must still be sent in the SBL, even if the gap is greater than 180 days or starts a new Academic Year. When a student completes one program and starts a different one, e.g. completes an Associate’s program and starts a Bachelor’s program, Regent Award requires that the student be sent in the SBL with a Program Change to properly assign the new Program to the student.

The SBL must maintain the enrolled courses in both programs until the current program has had all courses completed, with Quality Points. If a currently enrolled course applies to both the current program and the next program, the course is an enrolled course for the current program and an internal transfer course for the next program.  Note that the current program and next program are maintained in different CEPs within Regent Award.  All CEPs are available for review via the UI.

Nonterm Program Changes

Substantially Equal

A student changing a program from one Nonterm program to another Nonterm program may be able to stay in his/her current Loan Period if both programs are substantially equal. To be considered a Substantially Equal Program Change, the following criteria must be considered:

• The student is continuously enrolled at the school;

• The coursework in the Payment Period the student is transferring out of is substantially similar (program applicable) to the coursework the student will be taking when he/she first transfers into the new program;

• The Payment Period definition of both programs is Substantially Equal (within 2 weeks) in length in weeks of instructional time and credit hours;

• There are little or no changes in school charges associated with the Payment Period;

• The credits from the Payment Period the student is transferring out of are accepted for credit in the new program.

• When a Substantially Equal Program Change is completed within Regent Award, the student remains in the same Payment Period and Loan Period. The length of the program may change, but the Academic Structure does not.

Once the Program Change has been processed and “Substantially Equal” has been selected, Regent Award overrides the Internal Transfer flag for prior courses taken during the Payment Period Academic Year (AY) / Loan Period (LP) to enable Regent Award to properly count the units and weeks of completion within that Payment Period.

Not Substantially Equal

When the student’s program change does NOT meet the definition of “substantially equal,” the Program Change logic truncates the student’s current Loan Period to end at the end of the Nonterm Payment Period containing the current Program End Date provided. The next AY begins when the new program begins, which is either the next Program Start Date provided on the SBL or the Start Date of the first enrolled course. The User may utilize the Modify Award Wizard (MAW) to reduce the loan amount to the annual loan limit for the grade level less loans retained for the overlapping AY in the old program. The original AY dates remain intact and the user will see the overlap for Program A and Program B in Regent Award and at COD.

Nonterm program to Standard Term Program

The User may need to use the Program Management Wizard (PMW) to add short Loan Periods within the new academic year to resolve loan overlaps and may need to use the MAW to adjust loan amounts.  The following guidelines should be followed when working a Program Change of this type:

• If the original Academic Program ended at any point other than at the end of a Payment Period, an R2T4 is required for federal funds.

• If no loan funds retained for the original Loan Period, cancel the loan.

• If no loan funds retained for the second Payment Period, shorten the Loan Period to just the first Payment Period but leave the Academic Year dates in place.

• If loan funds retained for both Payment Periods, no changes are required to either the Loan Period or Academic Year dates.

 Abbreviated Periods

An abbreviated period is only available for external transfers and substantially equal program changes. If the student changes programs into a non-substantially equal program after the student begins attendance in the abbreviated period, the student is no longer eligible for the abbreviated period e.g. a new full academic year must be created at the beginning of the new program that overlaps the original AY.  Schools will have the option to select if the program is Substantially Equal or Not Substantially Equal in the PMW when completing the Program Change.

Term Program Changes

Regent Award does not support mid-term program changes. The awarding for the term can be based on one and only one program. Therefore, once the courses for a program have been funded, the student’s next program must start with the next term. The SBL should provide the next Program Start Date with the next Term Start Date.

Substantially Equal

Program changes between two Term-based programs where grade level is not impacted are generally considered Substantially Equal.  

Not Substantially Equal

A change from one Academic Structure to another is generally considered Not Substantially Equal. For example, this would be a change from a BBAY2 program to a BBAY3 program. The handling of the Academic Year and Loan Periods are automated in this scenario; however, the user may need to manually reduce loans in the first AY for the new program by amounts retained during the overlapping AY in the old program.

If the original program ended at any point other than at the end of a term, an R2T4 is required for federal funds.  The Loan Period for the new program is a full Academic Year in length, and loan amounts are for the annual loan limit less any loan funds retained for the overlapping AY in the old program. The User will need to use the MAW to adjust loan amounts.

Program Management Wizard

The Program Management Wizard (PMW) is accessible from the Academic Plan tab. All programs show in the student’s Academic Plan at the point in which the program was changed. For example, if the student changes programs in the first Payment Period of AY1, both programs are visible in PP1 of AY1. If the student changes programs again in PP2, the Academic Plan shows a Program Change in PP1 and PP2.

The PMW displays the student’s current program and all open (unprocessed) program changes. Each possible next program shows the program details:

• Status – Indicates whether the Program Change has been completed

• Completed on Date – Indicates when the Program Change was completed

• Created on Date – Date the next program was received on the SBL

• Program – Name of the next program

• External Program Id – Next program External ID

• Anticipated Start – Anticipated date the student will start this program.  Uses the next Program Start Date when no enrolled courses are provided with the Program Change.

• Actual Start – Actual Start Date is the date of the next program first enrolled Course Start Date.

• Program Type – Indicates the type of program to help in determining whether the program change is Substantially Equal.

• Calendar Type – Indicates the type of calendar of the next program to help in determining whether the program change is Substantially Equal.

• Period Type – Indicates the term structure of the next program.

• Units – Indicates the number of units configured for the next program length.

• Weeks - Indicates the number of weeks configured for the next program length.

• The Next Prg / Remove radio selection button allows the user to choose whether to accept the program as the next program for the student or to deny the Program Change. 

When working the ‘Review Program Change’ task, the User must determine whether the program is Substantially Equal or Not Substantially Equal. The PMW facilitates processing and finalizing the Program Change. The PMW displays all programs that have been sent on the SBL but not yet processed with the program’s expected Start Date. When more than one next program is available, the User must determine which program is the desired next program. 

Related Tasks

Refer to the school’s Task Template for all related Tasks.

Configuration

The initial configuration of the Academic Structure will be set up by Regent Education and subsequently maintained by the school, post go-live.

Configuration Template

Data Requirements

Refer to the SBL Data Dictionary for configuration details for the Academic Structure BPA.

Course Management

Refer to the SBL Data Dictionary for configuration details for the Academic Structure BPA.

Communications Template

There are no Communications related to Academic Structure. 

Users & Roles Template

Refer to the school’s UserRoles_Setup_Template for configuration details for the Academic Structure BPA.

Programs and Terms

Refer to the school's Program_Term_Setup_Template for configuration details for the Academic Structure BPA.

Breaks

Refer to the school's Breaks_Setup_Template for configuration details for the Academic Structure BPA.

Documents Template

There are no Documents related to Academic Structure. 

Tasks Template

Refer to the school's Task_Setup_Template for configuration details for the Academic Structure BPA.

Additional Configuration

Programs and Terms

Institution Setup in Regent Award is configured with default settings for the Academic Structure of the primary Program Type (most frequent) offered by the Institution. Deviations from the default settings are overridden by the Program or Term Setup as needed. Refer to the school's EnterpriseSetup_Template for default setting selected by the school.

Breaks

Each Institution Setup in Regent Award is configured with overall Break settings for how the disbursement of funds will be treated during a break. Deviations from the default settings are overridden by the Fund Setup as needed. Refer to the school's EnterpriseSetup_Template for default settings selected by the school.

Program Changes

The Institution Setup in Regent Award is configured with default settings for Program Changes.  Refer to the school’s EnterpriseSetup_Template for default setting selected.