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.         Manual Course Detail Adjustments

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-condition

• Student has courses submitted to Regent Award via the SBL

• Courses require an adjustment (e.g. a change to program applicability, quality points or registered units) and will not be updated via the SBL

Basic Flow

1. The user

   1. Navigates to the student’s Course tab

   2. Selects a course to edit in the ‘Active Course’ tab

   3. Clicks Edit

      

   4. Changes the program applicability to ‘False’ or,

   5. Changes/updates last attended date or,

   6. Changes/updates the withdrawal date or,

   7. Changes/updates course start and end dates or,

   8. Changes/updates the completed date

   9. Adds some context in the comments box

      1. Note: With any course adjustments the comments box must contain some context.

   10. Clicks Save

   11. Clicks Refresh

       

2. Confirms all changes are present in the ‘Active Course’ grid

3. Navigates back to the Academic Plan tab:

   1. MAPs student

   2. Ensures changes are reflected (e.g. if a courses completion date is entered or the program applicability flag is change, confirm that the Academic Plan reflects those changes)

Post-condition

• Courses are updated as appropriate

• Academic Plan is updated as appropriate

Alternative Flow

• A course needs to be deleted

  • The user selects the course(s) to be deleted by checking the course in the ‘Active Course’ grid and clicks the ‘Delete’ icon

  • Confirms the courses appear on the ‘Deleted Course’ tab

  • If a course has been deleted in error, the user selects the course and clicks 'Restore'

5.2.         Manual Add Course Adjustments

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-condition

• Student has courses submitted to Regent Award via the SBL

• Courses require an add course adjustment

Basic Flow

1. The user:

   1. Navigates to the student’s Course tab 

   2. Clicks on ‘Add Course Adjustment’

      

   3. Enters External Adjustment ID (optional)

   4. Chooses the appropriate program

   5. Selects Adjustment Type as Payment Period or Program Level

      1. Additional considerations: Regent recommends using this feature for Program Level only because adjustment can be made to individual courses as outlined in the use case above, Manual Course Detail Adjustment.

      2. Additional considerations: When adjusting at the Payment Period level, only the current (open) payment or past (closed) payment periods will be available in the drop down.

   6. Checks Force on-time COA Recalculation

      1. When this option is chosen, the COA for this student will be recalculated, for the Payment Period selected (even if the payment period is closed). This will override the "COA Freeze" options on Institution/Campus setup. This field should only be available if the adjustments is being made to a student is enrolled in a student enrolled in a TERM program. (i.e., this is not applicable to non-term programs)

   7. Selects the appropriate payment period from the drop down

   8. Enters the Adjustment Date

   9. Provides content in the Description and Notes box

   10. Updates any other applicable information such as program applicable units or program applicable weeks

       1. Note: When adding units or weeks, only enter the additional units or weeks (e.g. current units are 10 however the Academic Plan should reflect a total of 15 enter the difference of 5 units)

   11. Clicks Save

Post-condition

• Courses are updated as appropriate

Alternative Flow

• Selects a course adjustment for the entire program

• Only Progression Program Applicable Units are available to update