Welcome To RGM

          The purpose of this User Guide is to provide you, the “USER”, with a comprehensive understanding of each module available in the RGM Web System (RGMSMS). The Modules, Transactions (TRX), Functions and Reports will be explained in this guide. The school’s part of RGMSMS is broken up in seven components: Administration, Recruitment, Admissions, Financial Aid, Fiscal, Placement and Default Prevention. Most of these components are broken up in three sub components: Controls Setup, Student Transactions, and Reports. As you read through this guide, you will learn the important elements of each module.

Administrators may generate annual reports due to an Accrediting Agency, State Agency, IPEDS, and for the Department of Education such as NSLDS and GE reporting.

Recruiters create a Lead (prospective student) and follow their actions during the entire recruiting process. If needed, the lead may be referred to Financial Aid to obtain Financial Aid Awarding that will assist the them in the enrollment decision. Follow-up tasks may be created/assigned to assist in Lead Tracking as well as Efficiency reports to monitor a Recruiter’s progress.

Admissions personnel can track the student admissions process with documentation, tests, enrollment information, and attendance schedules. Student’s picture is part of the student profile with the use of an acceptable digital camera.  An enrollment agreement may be printed from the system along with multiple admissions reports.

Registrars may track an enrolled student with the course length, hours (credit or clock), subjects, exams, operations, competencies and other required tasks.  Attendance may be processed using the RGM biometric fingerprint reader Time Clock or other electronic devices. Grades, SAP Evaluations, Progress Reports and Transcripts can be tracked/printed. Attendance can be reviewed and printed for students for a period of the last four weeks of recorded detailed attendance. Multiple reports are available to track students’ academic progress, enrollment status, IPEDS, multiple annual reports, SAP reports, etc.

Financial Aid Officers may enter data from the FAFSA and send it to CPS, however, institutions are strongly advised to implement the use of FAFSA on the web in order to provide the families with the great tool to retrieve IRS data.  A FAO may additionally, record any Professional  Judgment or Dependency Override, print any revised ISIR received, document any verification process by following the system items that need to be verified in accordance to the verification group assigned to the student. Corresponding verification group forms are provided by the system.  “C” comments on the ISIR can be documented with the institutional action to clear the comments listed, and the FAOs can request revised ISIRs, make Financial Aid Awards, test SAP per institutional SAP policy, and test other eligibility requirements before the FAO authorizes Title IV disbursements.  Based on these internal controls, the FAOs can see the Title IV checks that are payable and due to students.  When Title IV checks are on hold, the reason for the hold is provided to the financial aid department for subsequent corrections. Multiple financial aid reports and reminders are provided to assist the FAO and school administrators in their daily chores.  NSLDS and GE reporting is also included in the services.

Fiscal Officers may print approved Title IV disbursement (checks or vouchers) and track all charges and payments while keeping a secure audit trail in the accounting transactions. The system provides administrators with a daily remainder of any credit balances, refunds or post withdrawal disbursements due, including amount, aid program and due date.  If the student is terminated by the registrar office, the system will (if the student is a Title IV recipient) calculate Return of Title IV to determine any unearned funds that need to be returned or post-withdraw payments from Title IV that need to be advanced to students.  In addition, when the student is terminated, the system will apply the institutional refund policy to determine any refunds due or any balances due from the student. Fiscal officers may print accounts receivable report, 90/10 calculation report, fiscal operation report, billing letters, cash flow and other helpful reports as often as needed. A Full set of Blue Book subsidiary ledgers is maintained by the system.

Placement personnel can track future needs of Externships, State Exams Results, Job Referrals and Job Placement. A Gainful Employment report may be generated along with other useful Placement Reports.

Default Prevention officials may use the system to assist students having difficulties in meeting their student loan obligations.   In addition, institutions may use reports from this module to exchange data with their assigned agency working with your loan borrowers.

          The entire function of the RGM system is a web-based integrated database with multiple checks and balances to secure the accuracy, integrity and reliability of the system.

Thank you for the opportunity to be of service to your school.

Rafael Gonzalez

President