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 NSLDS Transfer Monitoring (TSM)

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• Student has been created in Regent Award

Basic Flow

If the Export File Type selected is Transfer Monitoring (TSM) and the student was previously exported for transfer monitoring, the student will not be re-exported again if the (most recent begin monitor date + 90 days) if the student falls before the Begin Monitoring Date selected in this export process. If the Export File Type selected is Financial Aid History (FAH), there is no restriction on how often the student can be sent in the export file.

1. NSLDS TSM export process is run via the Runbook schedule and is a manual process.

   1. The user navigates to the Processes tab selects Export NSLDS files

      1. Chooses the Enterprise, Institution and confirm the correct 8-digit OPE-ID

      2. Selects file type TSM

      3. Chooses the Student Population

         1. A first-time student is any student who has NOT been exported to NSLDS for TSM monitoring by the system. If the ‘First Time Student’ or ‘First Time Students with Awards’ option is selected for the ‘Student 

            Population’, any student who has been exported previously will not be re-exported again as a first-time student. 

      4. Selects student with registered units

         1. If ‘Students with Registered Units’ is set to ‘Yes’ and the student has any registered units or remedial units within the period this will be the begin monitor date plus 90 day and they will be included in the export file.

      5. Enters days before ‘Academic Year Start’, days before scheduled disbursements and begin monitoring date (optional)

         1. If ‘Days before Academic Year Start’ is entered, the system will include all students with a disbursement date within the number of days entered from the ‘Begin Monitor Date’ entered. 

      6. Enters ‘Days Before Scheduled Disbursement’, date before scheduled disbursements and begin monitoring date (optional)

         1. If ‘Days before Scheduled Disbursement’ is entered, the system will include all students with a disbursement date within the number of days entered from the ‘Begin Monitor Date’ entered.

      7. Clicks Export

2. Regent Award puts a hold on the student disbursement for 7 days

3. The student’s History Tab will be updated to reflect the hold

   1. Note that 7-day Hold box is unchecked. If the User decides to edit the hold, the check mark will appear.

      

4. The user imports NSLDS alert files as they are received:

   1. Navigates to the Processes tab and selecting the Import Process

   2. Chooses process type Import NSLDS TSM and FAH Data

   3. Clicks Import

5. NSLDS may provide an alert:

   1. If no alert is received from NSLDS within 7 days, the student is cleared for disbursement via Regent Award validation checks.

   2. If an alert is received on the student, Regent Award triggers the ‘Review TSM Alert’ task.

6. The user:

   1. Decides to wait the 7 days when the hold will be lifted by Regent Award or,

   2. Overrides the hold for student’s needing an immediate disbursement

      1. Navigates to the student’s History tab NSLDS Inform Files Sent

         1. Clicks Edit

         2. Checks 7-day Hold box

         3. Saves

            

   3. Reviews the student’s award and determine if an adjustment is needed via MAW.

7. Alert may be received any time after the TSM process is initiated up to 90 days.

8. If an alert is received the User:

   1. Works the ‘Review TSM Alert’ task to determine eligibility, and notifies the student if eligibility is affected.

      1. Updates the ‘Review TSM Alert’ task to a status of ‘waived’.

Post-conditions

• Student is cleared for packaging and disbursement

5.2 NSLDS Financial Aid History Review (FAH)

Actors

• User with appropriate permissions

• Financial Services Technician

• Regent Award

Pre-conditions

• Student has been created in Regent Award

Basic Flow

1. NSLDS FAH export process is run via the Runbook schedule and is a manual process.

   1. The User navigates to the Processes tab selects Export NSLDS files

      1. Chooses the Enterprise, Institution and confirm the correct 8-digit OPE-ID

      2. Selects file type FAH

      3. Chooses the Student Population

         1. A first-time student is any student who has NOT been exported to NSLDS for TSM monitoring by the system. If the ‘First Time Student’ or ‘First Time Students with Awards’ option is selected for the ‘Student 

            Population’, any student who has been exported previously will not be re-exported again as a first-time student. 

      4. Selects student with registered units

         1. If ‘Students with Registered Units’ is set to ‘Yes’ and the student has any registered units or remedial units within period this will be the begin monitor date plus 90 day and they will be included in the export file.

      5. Enters days before ‘Academic Year Start’, days before scheduled disbursements and begin monitoring date (optional)

         1. If ‘Days before Academic Year Start’ is entered, the system will include all students with a disbursement date within the number of days entered from the ‘Begin Monitor Date’ entered. 

      6. Enters ‘Days Before Scheduled Disbursement’, date before scheduled disbursements and begin monitoring date (optional)

         1. If ‘Days before Scheduled Disbursement’ is entered, the system will include all students with a disbursement date within the number of days entered from the ‘Begin Monitor Date’ entered.

      7. Clicks Export

2. The User imports NSLDS alert files as they are received:

   1. Navigates to the Processes tab and selecting the Import Process

   2. Chooses process type Import NSLDS TSM and FAH Data

   3. Clicks Import

3. Regent Award updates the student history tab.

   1. If there is an overlapping academic year determined from the NSLDS data, Regent Award triggers the ‘Review Overlapping Academic Years from NSLDS’ task in the ‘Review NSLDS’ task queue.

4. The user:

   1. Works the task to determines eligibility and notifies the student if eligibility is affected.

   2. Adjust academic year/loan period dates (if appropriate) in the Program Management Wizard (PMW). *See OGB_Review Overlapping LP for a detailed process.

5. Regent Award packaging adjusts the package according to the history information and triggers an updated award letter.

Post-conditions

• Student is cleared for packaging and disbursement

5.3 Manual Overrides for Pell LEU and Aggregate Loan Limits

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• Student has been created in Regent Award

• Student has NSLDS Financial Aid History

Basic Flow

1. The user navigates to the student’s History tab

   1. Clicks Edit

   2. Enters amounts in appropriate fields

   3. Checks ‘Always Use Manual’

   4. Clicks Save

      

Post-conditions

• Student’s NSLDS Financial Aid History is updated

5.4 Aggregate Loan Limits (Always use Manual checked)

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• Student has been created in Regent Award

• Student has Title IV loans

• The user has marked the student’s History tab in Regent Award to ‘Always Use Manual’

Basic Flow

1. NSLDS FAH export process is run.

2. The user imports NSLDS alert files as they are received:

   1. Navigates to the Processes tab and selecting the Import Process

   2. Chooses process type Import NSLDS TSM and FAH Data

   3. Clicks Import

3. Regent Award updates the student’s History tab.

4. If the user has previously checked ‘Always Use Manual’ on the student’s History tab in Regent Award the ‘Review Aggregate Loan Limits’ task will generate in the ‘Review Awards’ task queue.

5. Regent Award packaging will not adjust the package according to the history information due to the ‘Always Use Manual’ being checked.

6. The user:

   1. Works the task to determine eligibility

   2. Decides if ‘Always Use Manual’ is appropriate

   3. Works the task to determines eligibility and notifies the student if eligibility is affected.

7. If the award information is updated, Regent Award triggers an updated Award Letter.

Post-conditions

• The ‘Review Aggregate Loan Limits’ task is resolved

5.5 Aggregate Loan Limits (Always use Manual unchecked)

Actors

• Student

• User with appropriate permissions

• Regent Award

Pre-conditions

• Student has been created in Regent Award

• Student has Title IV loans

Basic Flow

1. Regent Award updates the student’s History tab.

   1. If the ISIR imports with comment codes “254, 255, 256, or 260” the “Aggregate Loan Limit Resolution” document will generate in a ‘Received’ status

2. Regent Award generates the ‘Review Student Document(s)’ task in the ‘Review Loan Documents’ task queue.

3. Regent Award packaging will adjust the package according to the history information upon the batch packaging being run according to the Runbook.

4. The user:

   1. Reviews the document and determine if eligibility/awards are impacted

   2. Decides if ‘Always Use Manual’ should be checked on the History tab

      1. If yes, follows the Manual Overrides for Pell LEU and Aggregate Loan Limits procedures above

   3. MAPs student and modifies awards as needed

5. The user:

   1. Works the task to determine eligibility

   2. Decides if ‘Always Use Manual’ is appropriate

   3. Works the task to determines eligibility and notifies the student if eligibility is affected.

6. If the award information is updated, Regent Award triggers an updated Award Letter.

6 Workflows