Column Name

Description

Required/ Optional

Type

Min Length

Max Length

Values

Schema Field Name

Created Date

Date / Time stamp for the file.

If an older file is imported (for example, if a file dated 4/1/14 is imported AFTER a file dated 4/15/14 was imported) the older file will NOT overwrite the existing data. The data in the older file will be ignored.

Required

Date/time

YYYY-MM-DDTHH:MM:ss (standard XML dateTime format)

createdDate

Student Information

External ID 1

Student's External ID 1, if applicable.

Required

Text

1

60

Alpha - Numeric

externalStudentId1

External ID 2

Student's External ID 2, if applicable.

Optional

Text

1

60

Alpha - Numeric

externalStudentId2

External ID 3

Student's External ID 3, if applicable.

Optional

Text

1

60

Alpha - Numeric

externalStudentId3

External ID 4

Student's External ID 4, if applicable.

Optional

Text

1

60

Alpha - Numeric

externalStudentId4

Award Information 

Internal Award ID

In order to update an award, the school must send either the Internal Award ID or the External Award ID in the XML file for matching purposes. If neither are provided, a new award record will be created.

School would obtain this ID via a report, and add it to their updated import file, in order for us to match the award. Both the Internal Award ID and the External Fund ID must match in order to match and update a previously imported award.

If internal award ID doesn't match any internal award IDs in the DB - throw a validation error.

Optional

Integer

internalAwardId

External Award ID

(In order to update an award, the school must send either the Internal Award ID or the External Award ID in the XML file for matching purposes. If neither are provided, a new record will create awards).

Required

Text

externalAwardId

Financial Award ID

Used to match TitleIV funds imported via this process to data received on the COD rebuild files (DL Rebuild and TEACH Rebuild)

Optional

Text

21

21

• Alpha-Numeric

• When provided, this value must be 21 characters long.

• Required for DL and TEACH COD funds.

Expected to be in the format:

{SSN}{loan type}{fay}{school code / OPEID}{sequence number}

• Example: 123456789S14123456001

financialAwardId

Pell ID

Used to match Title IV funds imported via this process to data received on the COD rebuild files (Pell Rebuild YTD)

Optional

Text

6

6

• Alpha-Numeric

• When provided, this value must be 6 characters long.

• Required for Pell COD funds.

• The value is expected to match a Pell Id in setup for the school.

pellId

External Fund ID

Used for matching imported awards to funds in Regent Award fund setup.

Required

Text

1

60

Alpha - Numeric

externalFundId

Award Status

The status of the award

Required

Text

• Accepted

• Offered

• Estimated

• Declined

• Cancelled

awardStatus

Award Amount

The amount of the award

Required

Numeric

0.00 to 999999.99

awardAmount

Manual Award

Indicates whether or not packaging should treat this as a "manual award." If the award is treated as a manual award, packaging will create the award, however, subsequent auto re-packaging will not be performed on this award.

Optional

Boolean

true/false (lowercase)

Disbursements are only required when COD related awards are sent.

manualAward

Award Start Date

Use the start and end date to match to the appropriate loan period and award period based on the fund scope.

Required

Date

awardStartDate

Award End Date

Required

Date

awardEndDate

Federal Award Year

Federal Award Year associated to the award.

Required

CCYY

2011 thru 2030

federalAwardYear

Offered Date

Date the award was offered. 

For example:  If the award was created with a status of ‘estimated’ on 6/1/2014 there will be no ‘offeredOnDate’.  However, once the award status is changed to ‘Offered’ or ‘Accepted’ the ‘offeredOnDate’ will populate with the date the status was changed.

Required only if Perkins or SEOG

Date

offeredOnDate

Max Disbursement Number

If provided, this value identifies the last disbursement number for that award.

Optional

Integer

1

Infinity

maxDisbursementNumber

Disbursement Information

The Disbursement node is optional; however, disbursements MUST be provided with a COD related award.

There is a validation that checks whether or not the award is COD related. If it is COD related, disbursements are expected.

If the node is not provided for a COD related award, the file will process, but the COD related award will not process. 

Internal Disbursement ID

In order to update a disbursement, the school must send either the Internal Disbursement ID or the External Disbursement ID in the XML file for matching purposes. If neither are provided, a new award record will be created

The Internal Disbursement ID is our primary key for the disbursement. If this value is not provided, Regent Award will create this ID and use it for the Export Student Transaction (EST).

Schools would obtain this ID via a report, and add it to their updated import file, in order for us to match the disbursement. Both the Internal Disbursement ID and the External Fund ID must match in order to match and update a previously imported disbursement.

If internal disbursement ID doesn't match any internal disbursement IDs in the DB - throw a validation error.

Optional

Integer

1

 60

minLength value="1"

maxLength value="60"

internalDisbursementId

External Disbursement ID

 In order to update a disbursement, the school must send either the Internal Disbursement ID or the External Disbursement ID in the XML file for matching purposes. If neither are provided, a new award record will be created. If the Internal Disbursement ID is not provided, Regent Award will create one and use that value in the Export Student Transaction (EST) file.

Required

Text

1

 60

This value must be unique across Institutions.

minLength  value="1"

maxLength value="60"

externalDisbursementId

Disbursement Number

Disbursement Number

Optional

Integer

1

Infinity

Required for COD related funds, not used for any other fund type

minInclusive value="1"

number

Gross Disbursement Amount

Required

Numeric

0.00 to 999999.99

grossDisbursementAmount

Net Disbursement Amount

Optional

Numeric

0.00 to 999999.99

netDiscDisbursementAmount

Fee Amount

Optional

Numeric

0.00 to 999999.99

feeAmount

Paid Amount

Update-able only if this is a non-disbursable fund.

If the fund is disbursable, the value can be provided on the create import; however, this field is not update-able for disbursable funds.

NOTE:  A zero amount should only be sent when a previous positive amount was provided and it is now being reduced to zero. 

Required when the disbursement status is ‘Paid’.  If the disbursement status does not equal ‘Paid’, then the ‘Paid Amount’ and ‘Paid Date’ must be excluded from the <disbursementInformation>  node.

Numeric

0.00 to 999999.99

paidAmount

Scheduled Date

The anticipated disbursement date.

Required

Text

YYYY-MM-DD (standard XML date format)

scheduledDate

Paid Date

The date the disbursement was paid.

Required when the disbursement status is ‘Paid’.  If the disbursement status does not equal ‘Paid’, then the ‘Paid Amount’ and ‘Paid Date’ must be excluded from the <disbursementInformation> node.

Text

YYYY-MM-DD (standard XML date format)

paidDate

Disbursement Status

If the disbursement status equals ‘Paid’, then the ‘Paid Amount’ and ‘Paid Date’ are required fields.  If the disbursement status is any status other than ‘Paid’, ‘Paid Amount’ and ‘Paid Date’ should be excluded from the node.

Required

• Scheduled

• Paid

• Declined

• Cancelled

disbursementStatus

Payment Period Start Date

Used for matching a disbursement to the correct payment period.

Required

Date

YYYY-MM-DD (standard XML date format)

paymentPeriodStartDate

Payment Period End Date

Required

Date

YYYY-MM-DD(standard XML date format)

paymentPeriodEndDate

External Term ID

If this is provided, it will be used first to match disbursements, before PP start and end dates.

Required for Term-based programs

Text

1

60

Alpha-numeric

externalTermId