2.0 Student Application - bcgov/SIMS Wiki

Overview

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2.1 Create / Update Application

This epic contains the functionality for a student to create and update a full-time or part-time application.

2.1.1 Select Start Dates

After initial login, student selects the year of study to which they are applying to (Program Year).

Process Description: Student selects study year from dropdown menu in new application. Only active study years will be shown.

##SA: Intro - Student selects Study Period(Program Year) to start a new application

PD - Once the student has set up their account, they may start an application. There can be one or more study period offerings listed. The Student may choose only one valid study period from the list and start an application. Student will however have to wait till their SIN validation is complete or else they will not be able to proceed with an application.

2.1.2 Student Completes Questions

Student adds required information to their account. Only programs and offerings which are applicable for the selected study year will be displayed in the application.

Process Description: Student fills out required fields of the application including study details, personal information, family information and financial information.

##SA:

Intro - Student completes and submits an application

PD - Upon starting an application a student is required to select an application type. A student may select to apply for a student loan, grants or loan forgiveness. Before student(s) begins they should gather the following:

  • Study information (institution, program)
  • Dependent details and costs
  • Income tax return or information

Once an application is submitted a Notice of Assessment (NOA) is generated.

2.1.3 Save Draft

Student can save a draft of their application.

Process Description: [backend process - records & data]

##SA: PD - Student(s) can complete all the different sections in one go and submit their application or chose to do it in multiple attempts using the "save draft" feature. This will let students save partial or complete information, edit it as many times and yet have the ability to submit at a later time with complete confidence.

2.1.4 Cancel Application

Student(s) can cancel their application anytime before Confirmation of Enrolment (COE).

Process Description: [backend process - archiving]

##SA: PD - Student(s) may chose to cancel their application for any reason. An application which is in draft (not submitted) can be cancelled before even it is submitted. A submitted application, however, can only be cancelled if the Confirmation of Enrollment has not been received for that particular application.

2.1.5 Edit Application

Student(s) may edit their application before Confirmation of Enrolment (COE).

Process Description: [backend process - records & data] NB. This will trigger a reassessment.

##SA: PD - Student(s) may chose to edit an already submitted application for any reason. A submitted application can only be edited if the Confirmation of Enrollment has not been received for that particular application. If a student chose to edit a submitted application, that application is subject to re-assessment to take into account the updated information. Upon submission, this will lead to an updated NOA reflecting updated assessment information based on updated application information.

2.2 Collect Supporting Information

This epic features contain the functionality for a Ministry user to collect supporting information about the student.

2.2.1 Program Information Request (PIR)

This allows students to provide program and offering information for institutions to check, change (if needed) and confirm. Once the institution has viewed the PIR, it can complete or deny the request.

[PIR application overlap and PY validations]

Process Description: Student submits a PIR as part of the application process. PIRs cannot be submitted when an application overlap is detected. [PY validations]

##SA

Intro – Student has the ability to request Program Information Request (PIR)

PD – Students when filling program information may determine that he/she needs more information or do not find the appropriate program/study period offering that they want to apply for. They can then fill out a PIR request and submit to the institution for review. PIRs cannot be submitted if there is an application overlap?

Student(s) can also view the status of their PIR request(s) with denial reasons, if any.

2.2.2 Parent Information Request

Determine and collect additional parent information if required (Dependent Status).

Process Description: Parent user logs in using BCSC and fills out the parent form. [SIMS #751]

##SA

Intro – Parent user logs in using BCSC and fills out the parent form.

PD – If applicable, as part of the student application, their parents need to provide their personal and financial information as well for SABC to determine student’s eligibility for financial aid. This is just one among many other factors to determine appropriate eligibility for a student application.

2.2.3 Partner Information Request

Determine and collect additional partner information if required (Marital Status)

Process Description: Partner user logs in using BCSC and fills out the partner form. [SIMS #751]

##SA

Intro – Partner user logs in using BCSC and fills out the partner form.

PD – If applicable, as part of the student application, their Partner needs to provide their personal and financial information as well for SABC to determine student’s eligibility for financial aid. This is just one among many other factors to determine appropriate eligibility for a student application.

2.3 Assess Application

This epic contains all functionality to assess the student financial aid application.

2.3.1 Assess PT Student Need

Process Description: [Assessment workflows reuse common paths (MSFAA, disbursement schedule, income verification)]

2.3.2 Assess PT Student Award

Process Description:

2.3.3 Assess FT Student Need

Process Description: [Assessment workflows reuse common paths (MSFAA, disbursement schedule, income verification)]

2.3.4 Assess FT Student Award

Process Description:

2.3.5 Provide Notice of Assessment (NOA)

Process Description: A student can view the Notice of Assessment which provides an estimated breakdown of funding. If the student accepts the NOA, it goes to the institution for Confirmation of Enrolment. If the student does not accept the NOA, [the application can be edited/cancelled].

2.4 Confirm and Disburse Funding

This epic contains the functionality to confirm and disburse funding.

2.4.1 Confirm and Disburse Funding

Institution can confirm enrolment for a student disbursement. [Bulk CoE]

Process Description: After an institution confirms enrolment, student is notified that their funding is being processed with NSLC.

2.4.2 Disburse FT Funds

Send and receive full-time fund files

Process Description: [e-cert feedback files, MSFAA number checks, disbursement files]

2.4.3 Disburse PT Funds

Send and receive part-time fund files

Process Description: [e-cert feedback files, MSFAA number checks, disbursement files]

2.5 Request and Report Changes to Application

This epic contains the functionality for a student to request changes to their application and for institutions to report changes to a student's scholastic standing.

2.5.1 Student Reports a Change

Student requests a change to their application after Confirmation of Enrolment.

Process Description: Student requests a change to their application. Ministry user will approve or deny this request. [appeals forms]

2.5.2 Institution Reports a Change

Institution reports a change to a student's [SS/application] after Confirmation of Enrolment. [Bulk uploads Student withdrawal]

Process Description: Institution reports a change to the Ministry about a student's circumstances [scholastic standing]. This will trigger a reassessment if X.

2.5.3 Reassess Application

Process Description: Assessment is re-run and new disbursements for student are determined after receiving new income information.

2.5.3 Ministry Manage Change

Process Description: Ministry user views pending reassessment requests. [SIMS #1006 open ticket]

2.6 Student Exceptions