This page provides terms and definitions that are relevant to Regent products.
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For more detailed information on Academic Years, see 2020-21 Federal Student Aid Handbook - Vol.3.
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Coming soon - Time Periods in Regent Award
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Refers to a historical AY. Any Financial Aid awards prior to the student’s start date in Regent Award are placed in an AY0.
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Coming soon - Time Periods in Regent Award
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B
Backup(s)
A copy of an environment’s data at a point in time for the purpose of saving the data or restoring it to another environment.
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Financial aid model that follows an individual student’s academic progress. The start and end dates of a BBAY can change depending on the individual student's enrollment pattern and/or loans.
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Coming soon - Time Periods in Regent Award
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A version of the software the development team hands over to the testing team for testing purpose.
C
Campus-Based Programs
Federal student aid programs under which funds are provided to participating institutions for awards to eligible students. The Campus-Based Programs most commonly include the Federal Work-Study (FWS) Program, and the Federal Supplemental Educational Opportunity Grant (FSEOG) Program.
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A calendar date used as a point in time to measure students' enrollments as of that date by schools leveraging a term-based ‘Academic Period Type'. Census is primarily used for Pell Grant calculations, but may be used for other purposes. For example, "census units" are the student's enrolled course units on the Census Date.
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Coming soon - Census Date
Coming soon - Multiple Configured Census Dates per Term
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Common Origination and Disbursement (COD), COD File, COD Response, COD WB File
The U.S. Department of Education's main system for taking in student financial aid award data. The system used to process records for the Pell Grant, TEACH Grant and Direct Loan programs.
COD File = A data file that the school sends to COD, containing updates to Title IV financial aid awards. Regent Award produces COD files in the Export COD process.
COD Import, COD Response = A data file, generated by COD, containing updates to the school's awards.
COD WB File = A web response file generated by a school on the COD website
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Configuration
Customizable fields in the Regent Suite that are fundamental to processing.
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In Title IV Financial Aid, a crossover period is a period of time (Academic Year, loan period, or payment period) having dates spanning two or more Federal Award Years (FAYs). A FAY starts on July 1 and runs through June 30 of the next calendar year.
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Coming soon - Time Periods in Regent Award
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Regent’s issue, question, and task reporting tool. Accessed here.
Customer Zone Knowledge Base (CZKB) = Contains how-to articles, guides, release notes, and other helpful information for Regent clients. Accessed here.
D
Data Conversion
Data Conversion is the process by which multiple sources of data are correlated and imported into Regent Award in order to build an accurate historical and future financial package for students. Also referred to a the Rebuild process.
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A Loan Period that is created automatically by Regent Award to cover the entire Academic Year. Every AY is supposed to have at least the Default Loan Period.
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Coming soon - Time Periods in Regent Award
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COD and EST Processing staging
E
Enrollment
An occurrence of course registration. For example, when a student registers for one or more classes during a Term or Payment Period, that set of classes is called an "Enrollment." The U.S Department of Education awards money based on Enrollment periods.
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Estimated Financial Aid (EFA)
Students may receive resources such as employer assistance or scholarships which are not disbursed through the system. The U.S. Department of Education refers to this as estimated financial aid (EFA). It is important that these resources are recorded so that the student does not receive funds in excess of their need or cost of attendance.
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A process within Regent Award that allows a user to complete an 'Export Student Transaction Type': EST for DRI, Expected, EST for AR.
EST for DRI - Set DRI=True on disbursements if requirements are met.
Expected EST - generates an ‘Expected EST’ file often used by schools for forecasting incoming funds. (XML format).
EST for AR - generates an ‘EST Actual’ file used by schools to post to their accounting system. (XML format).
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F
Federal Award Year (FAY)
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In Direct Loan identifiers, the FAY appears in the Financial Award ID. For example, an Unsubsidized loan for the 2020-2021 FAY might have an ID with "21", such as like 999999999U21G41218001.
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Coming soon - Time Periods in Regent Award
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G
Go-Live Sequence (GLS)
A documented sequence of actions required to launch a Regent product or project to a client’s Production instance.
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Grade Point Average (GPA)
Quality points average for student for Term/Payment Period or Academic Year.
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H
Higher Education Act of 1965 (HEA)
A law designed to strengthen the educational resources of the colleges and universities of the United States and to provide financial assistance to post-secondary students.
For more detailed information, see The Higher Education Act of 1965 (HEA).
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A resolution for a production issue (or issues) of such impact and significance that the resolution cannot wait for a scheduled maintenance update. Hot fixes are not planned and are scheduled as warranted.
I
Import Awards and Disbursement (IAD) Data
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J
K
L
Launch Date
Less-than-half-time (LTHT)
Enrollment status of students who are enrolled for a number of credits that is fewer than the school’s standard for half-time enrollment status.
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Coming soon - Time Periods in Regent Award
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See related page(s):
Coming soon - Time Periods in Regent Award
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M
Manual Award/Manual Academic Year (M)
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For more information, see Completing a Master Promissory Note.
MPN Acknowledgement = The COD response sent to schools upon receipt of an MPN once edits have been performed and the linking attempted by COD.
MPN ID = The unique identifier printed on the MPN. It is made up of a student’s SSN, “M” for subsidized or unsubsidized, “N” for Parent PLUS and Grad PLUS, the last two digits of the award year, a school’s Direct Loan code, and a three-digit sequence number. Example: 123456789M07G12345001.
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Multiple Disbursement Requirement
The requirement that FSA funds, except Federal Work-Study wages, be paid in two or more installments of approximately equal increments.
N
Non-Standard Term or Nonstandard Term (NST)
An academic schedule very similar to Term, using fixed calendar dates, but with shorter time periods than typical Terms.
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Coming soon - Time Periods in Regent Award
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A type of academic program that is built around a student's individual schedule, rather than using fixed Terms.
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Coming soon - Time Periods in Regent Award
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The following files are used to communicate student information to schools:
SM/FAH Batch Inform File – Schools use this file to submit a list of students for NSLDS to return a FAH or to monitor. If requested, NSLDS monitors the students submitted on this batch file and through the NSLDS Financial Aid Professionals Access website and Alerts the informing school of any changes affecting student eligibility not covered by the current post-screening process.
TSM/FAH Error/Acknowledgment File – NSLDS returns this file to the schools as a receipt of the Batch Inform file. This file will list any errors or warnings that result from the submission of the Batch Inform file. If there are no errors and no warnings, the Error/Acknowledgment file contains only a Header and Trailer record. There may be more than one error for any given detail record, so the number of records in the Error/Acknowledgment file may be greater than the number of detail records sent in the Batch Inform file. Any error or warning in the Batch Inform file will be identified by the Field Number and an Error/Warning Code.
Financial Aid History File – This file contains the student's full NSLDS Financial Aid History. This file can be received in either extract or report format. The file contains separate records for Aggregates/Perkins/Flags Record; Name History Record(s); Overpayment Record(s); Grant Payment Record(s); and Loan Detail Record(s).
TSM Alert File – This is sent to schools only when a relevant financial aid change has been identified in the record of a student on the school's Monitoring List. These changes include new or canceled loans or grants, new or changed disbursements, and changes to balances of loans. The changes prompting an Alert file do not include newly reported defaulted loans or overpayments. That information will continue to be sent to schools on ISIRs using the existing Post-screening process. The TSM Alert file contains the student's full NSLDS Financial Aid History with flags designating changes to the student's grant, loan, or aggregate information. This file can be received in either extract or report format. The file contains separate records for Aggregates/Perkins/Flags Record; Name History Record(s); Overpayment Record(s); Grant Payment Record(s); and Loan Detail Record(s).
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O
Overlapping Loan Period (OLLP)
A loan period that has dates that coincide or "overlap" with other loan periods.
P
Package, Packaging
In financial aid, the process of creating an award package or recalculating an already established award package. An Award Package is the list of awards a student is eligible to receive.
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Non-Term students must complete half the units AND weeks in PP1, before they can progress into PP2 as defined by the configured academic year definition.
Q
Quality Points
Set by the school and are typically based on the course’s grade and the course’s number of units. Schools establish their own policies for assigning Quality Points and report Quality Points from their Student Information System (SIS).
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R
Ready to Package (RTP) Process
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Regent's proprietary packaging engine that calculates students' costs, need, financial aid eligibility, and awards.
Reload RNA Setup = is a command on the Enterprise Settings that is used to restore or reapply the configuration settings after making a configuration change.
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Regression Testing
Functional testing to validate that previously developed and tested software still performs after a change or upgrade.
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The Remaining Period of Study is the period comprised of a student’s final units to complete an academic program.
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Coming soon - Time Periods in Regent Award
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A compilation of routine procedures and operations performed by the Regent system and users on a defined schedule.
S
Satisfactory Academic Progress (SAP)
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T
Task
A ‘to-do’ in the Regent system for a Financial Aid Office representative. Tasks are created automatically based on configuration options in Task Setup. Tasks may be turned on or off depending on the needs of the school. Many Tasks have very similar names.
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See related page(s):
Coming soon - Time Periods in Regent Award
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Transfers (Internal/External)
Internal transfer courses/units – Courses/units that the student is transferring from one academic program into a subsequent academic program at the same school/institution.
External transfer courses/units – Courses/units that the student is transferring from another school/institution into their current academic program.
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U
Uniform Resource Locators (URL)
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Unmet Cost/Unmet Need
Unmet Cost is calculated as the COA for the term/payment period less the resources for the term/payment period less the awards for the term/payment period (including non-need based loans).
Unmet Need is calculated as the COA for the term/payment period less the alternate EFC for the term/payment period less the resources for the term/payment period less the awards for the term/payment period.
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Regent Award allows the configuration of user-defined fields (UDF) to hold student-specific data sent from the SIS on the SBL. Each UDF requires a name and a value with the option of an effective date range per the SBL specification. These fields may be used for informational purposes, to populate student-scoped documents, set cost items, provide input to communication filters, and activate custom award rules.
V
W
X
XML (Extensible Markup Language)
File format used to transfer data to/from the Regent system.
Y
Year Round Pell (YRP)
Allows a student to receive Federal Pell Grant (Pell Grant) funds for up to 150% of the student’s Pell Grant Scheduled Award (PGSA) for a Federal Award Year (FAY).
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