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Table of Contents

Overview

Two types of Access data export files are available: the Access Database Extract File (CSV) and the Access ISIR Formatted File (TXT).  

Access Database Extract File

The Access Database Extract File is a CSV file that includes all fields from all applications, excluding those in a ‘Not Started’ status. ​The Started’ status. ​The file includes information such as the user identification that the student used when creating an account, answers provided in the application, application status, and chosen signature option. The file also includes the applicant’s dependency  The file also includes the applicant’s dependency status and Student Aid Index (SAI), as determined based upon responses in the application. If more than one application exists for the same user on the application. If more than one application exists for the same user on the same export file, a separate line is listed for each unique application a separate line is listed for each unique application. 

Regent Access clients may opt to consume the Access Database Extract File into their SIS or Document Management system in order to assign additional required documents (e.g. Verification documents) to the applicant based on specific information in the application.    

The file is run through the 'Export Access Database Extract File' option in Export Processes in the Regent Process menu or as a Scheduled Process from a saved parameter set. ​The file  ​The file is available for download via a secure File via a secure File Transfer Protocol (sFTPsFTP), in the “SNAP Exports” directory. ​Regent ​Regent Access clients are clients are asked to provide a list of IP addresses to be whitelisted by Regent. Whitelisting is  Whitelisting is a security feature that allows clients to define a list or range of list or range of trusted IP addresses from which users can access the sFTPaccess the sFTP. 

Export Access Database Extract File Process Options

There are three selection parameters when setting up an Access Database Extract File to be ran.

  • Completed Applications Only: Options are 'Yes' and 'No.' Determines whether "completed applications only" will be included in the run of the process or if the file will also include uncompleted applications.

  • Include Dependency Status:

     Options

     Options are 'Yes' and 'No.' Determined whether a column for dependency status will be included or will not be included in the file.

  • Export Type: Options are 'Export data for applications created or modified since last export’ and ‘Export data for all applications.'

    • Note: A scheduled process can be set up to create the database extract file on a regular basis and only show new/updated applications since the last time the file was exported. It's important to note that if an "ad hoc" export process is ran, the next scheduled process may not include the expected results.

  • Image RemovedImage Added

Access Database Extract File Layout and Mapping

Expand
titleClick here to expand for the 2024-2025 Access Database Extract File (CSV) layout and field mapping

The table below represents the file Access Database Extract File layout and field mapping for the 2024-2025 Access master form.

 

 Multiple FAYs can be represented on the Access Database Extract File at the same time, but the table below shows only columns applicable to the 24-25 form.

Column Name on File

Field on Form

Field Type on Form

Valid Values

Notes

username

N/A




userExternalId

N/A




userCreatedDate

N/A




userLastIpAddress

N/A




applicationId

N/A




institution

N/A




institutionExternalId

N/A




campus

N/A




campusExternalId

N/A




site

N/A




siteExternalId

N/A




program

N/A




programExternalId

N/A




electronicSignatureRequiredTypeCode

N/A


NOTREQUIRED

ONLYPARENTSIGNATUREREQUIRED

ONLYSTUDENTSIGNATUREREQUIRED

BOTHSTUDENTANDPARENTSIGNATURESREQUIRED


type

N/A


Financial Aid Application


name

N/A



Name from Document Setup

status

N/A




createdDate

N/A




eSigned

N/A




eSignedDate

N/A

efcTwo-letter state




⚖️ sai

N/A




dependencyStatusCode

N/A


I= Independent

D= Dependent

Z= Provisional Independent

X= Rejected Dependent


dependencyStatus

N/A


Independent
Dependent
Provisional Independent
Rejected Independent


correctionProcessDate

N/A




⚖️ originalSocialSecurityNumber

Social Security Number

Textbox

9-digit numeric value. Values may also be blank or nine zeroes (000000000)


studentsFirstName

First Name

Textbox



middleName

Middle Name

Textbox



studentsLastName

Last Name

Textbox



academicYear

N/A



Example: 2025

academicYearRange

N/A



Example: 2024-2025

areYouOnActiveDutyInUSArmedForces

The student is currently serving on active duty in the U.S. armed forces for purposes other than training.

Checkbox

1= Selected
Blank

Personal Circumstances option

asofTodayAnEmancipatedMinor

The student is or was a legally emancipated minor, as determined by a court in their state of residence.

Checkbox

1= Selected
Blank

Personal Circumstances option

asofTodayInLegalGuardianship

The student is or was in a legal guardianship with someone other than their parent or stepparent, as determined by a court in their state of residence.

Checkbox

1= Selected
Blank

Personal Circumstances option

certificationIntroduction


Text Only


Client custom field. Text only. Column is blank in file for all clients.

certificationOptionA


Radio Button

1
2
Blank

Client custom field. 

certificationOptionB


Radio Button

1
2
Blank

Client custom field. 

certificationOptionC


Radio Button

1
2
Blank

Client custom field. 

certificationPermanentResidency


Radio Button

1
2
Blank

Client custom field. 

certifyPermandentResidencyApplication


Text Only


Client custom field. Text only. Column is blank in file for all clients.

doYouWantSelectiveServiceToRegisterYou

I certify that I am in compliance with federal Selective Service registration requirements.

Checkbox

Blank
1= checked

Only shown for some states, to males between age 18 and 25

eitherParentAttendCollege

Did either of the student’s parents attend or complete college?

Dropdown

1 = Neither parent attended college
2 = One or both parents attended college, but neither parent completed college
3 = One or both parents completed college
4 = Don’t know
Blank


encourageCreateProfile


Text Only


Client custom field. Text only. Column is blank in file for all clients.

federalSchoolCode1

Federal School Code 1

Dropdown


Options are:
Select
List of FSC for each configured Site

federalSchoolCode10

Federal School Code 10

Dropdown

Blank
Numeric Federal School Code

Options are:
Select
List of FSC for each configured Site

federalSchoolCode11

Federal School Code 11

Dropdown



federalSchoolCode12

Federal School Code 12

Dropdown



federalSchoolCode13

Federal School Code 13

Dropdown



federalSchoolCode14

Federal School Code 14

Dropdown



federalSchoolCode15

Federal School Code 15

Dropdown



federalSchoolCode16

Federal School Code 16

Dropdown



federalSchoolCode17

Federal School Code 17

Dropdown



federalSchoolCode18

Federal School Code 18

Dropdown



federalSchoolCode19

Federal School Code 19

Dropdown



federalSchoolCode2

Federal School Code 2

Dropdown



federalSchoolCode20

Federal School Code 20

Dropdown



federalSchoolCode3

Federal School Code 3

Dropdown



federalSchoolCode4

Federal School Code 4

Dropdown



federalSchoolCode5

Federal School Code 5

Dropdown



federalSchoolCode6

Federal School Code 6

Dropdown



federalSchoolCode7

Federal School Code 7

Dropdown



federalSchoolCode8

Federal School Code 8

Dropdown



federalSchoolCode9

Federal School Code 9

Dropdown



firstBachelorsDegreeBy

When the student begins the XXXX school year, will they already have their first bachelor's degree?

Dropdown

1= Yes
2= No


gradeLevelInCollege

When the student begins the XXXX school year, what will their college grade level be?

Dropdown

1 = First Year (Freshman)
2 = Second Year (Sophomore)
3 = Other Undergraduate (Junior or Senior)
4 = College Graduate, Professional or Beyond (MBA, M.D., Ph.D., etc.)
Blank


gradeLevelInCollegeFundingMessage

N/A- informational text only



Text is shown/hidden based on client. Column will be blank in file for all clients.

haveChildrenYouSupport

The student has children or other people (excluding their spouse) who live with the student and will receive more than half of their support from the student now and between July 1, XXXX and June 30, XXXX.

Checkbox

1= Selected
Blank

Personal Circumstances option

highSchoolCity

High school city

Textbox



highSchoolEquivalentDiplomaName

Which state-recognized high school equivalent did or will the student receive?

Dropdown

1= GED
2= HiSET
3= TASC
4= Other
Blank


highSchoolEquivalentDiplomaState

Issuing state

Dropdown

Two-letter state code
Blank

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

highSchoolName

High school name

Textbox



highSchoolState

High school state

Dropdown

Two-letter state code
Blank

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

houseBill1079


Radio Button

1
2
Blank

Client custom field. 

HSDiplomaOrEquivalent

High school completion status when the student begins the XXXX school year.

Dropdown

1= High School diploma
2= State-recognized high school equivalent
3= Homeschooled
4= None of the previous


inFosterCare

At any time since the student turned age 13, they were in foster care.

Checkbox

1= Selected
Blank

Personal Circumstances option

inStateRates


Text Only


Client custom question. Text only. Column will be blank in file for all clients.

isTheStudentHispanic

Is the student of Hispanic, Latino, or Spanish origin?


1= No, not of Hispanic, Latino, or Spanish origin
2= Yes, Mexican, Mexican American, or Chicano
3= Yes, Puerto Rican
4= Yes, Cuban
5= Yes, another Hispanic, Latino, or Spanish origin
6= Prefer not to answer


otherCircumstancesNoneOfTheAbove

None of these

Checkbox

1= Selected
Blank

Other Circumstances option

parentCity

City

Textbox



parentDateOfBirth

Parent's date of birth

MMDDYYYY Dropdown Date



parentDeductiblePaymentsToIRAKeoghOther

IRA deductions and payments to self-employed SEP, SIMPLE, and qualified plans

Textbox


Amount value

parentEarnedIncomeTaxCreditReceivedDuringTaxYear

Did the parent receive the earned income tax credit (EITC)?

Dropdown

1= Yes
2= No
3= Don't know
Blank


parentEmailAddress

Parent's email address

Textbox



parentFederalBenefitsNoneOfTheAbove

None of these

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentFiled1040or1040NR

Did or will the parent file a XXXX IRS Form 1040 or 1040-NR?

Radio Button

1= Yes
2= No
Blank


parentFiledJointReturnWithCurrentSpouse

Did or will the parent file a XXXX joint tax return with their current spouse?

Radio Button

1= Yes
2= No
Blank


parentFiledNonUSTaxReturn

Indicate which of the following situations applies to the parent for XXXX.

Radio Button

1 = The parent filed or will file a tax return with Puerto Rico or another U.S. territory
2 = The parent filed or will file a foreign tax return
3 = Either the parent earned income in a foreign country but did not and will not file a foreign tax return, or they were an employee of an international organization but not required to report their income on any tax return.
4 = The parent, even though they earned income in the U.S., did not and will not file a U.S. tax return  because their income was below the tax filing threshold.
5 = The parent did not and will not file a U.S. tax return for reasons other than low income.
6 = The parent did not and will not file any tax return because they did not earn any income.
Blank


parentFiledScheduleABDEForH

Did the parent file a schedule A, B, D, E, F, or H with their XXXX IRS Form 1040?

Dropdown

1= Yes
2= No
3= Don't know
Blank


parentFirstName

Parent's first name

Textbox



parentForeignEarnedIncomeExclusion

Foreign earned income exclusion

Textbox


Amount value

parentFreeorReducedPriceSchoolLunchBenefits

Free or reduced-price school lunch

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentIncomeEarnedFromWork

Income earned from work

Textbox


Amount value

parentIRARollover

IRA rollover into another IRA or qualified plan

Textbox


Amount value

parentITIN

N/A



Column will be blank on file. Field was consolidated with SSN field on form, to maintain current account validation processes. 

parentKilledintheLineofDuty

Was the student's parent or guardian killed in the line of duty while (1) serving on active duty as a member of the armed forces on or after September 11, 2001, or (2) performing official duties as a public safety officer?

Radio Button

1= Yes
2= No
Blank


parentLastName

Parent's last name

Textbox



parentMiddleName

Parent's middle name

Textbox



parentPensionRollover

Pension rollover into another IRA or qualified plan

Textbox


Amount value

parentPhoneNumber

Parent's mobile phone number

Textbox



parentReceivedEITC

Earned income tax credit (EITC)

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentReceivedFederalHousingAssistance

Federal housing assistance

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentReceivedMedicaid

Medicaid

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentReceivedRefundableCreditFor36BHealthPlan

Refundable credit for coverage under a qualified health plan (QHP)

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentReceivedSNAP

Supplemental Nutrition Assistance Program (SNAP)

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentsAdjustedGrossIncomeFromIRSForm

Adjusted gross income

Textbox


Amount value

parentsBusinessAndOrInvestmentFarmNetWorth

Current net worth of businesses and investment farms

Textbox


Amount value

parentsCashSavingsAndChecking

Current total of cash, savings, and checking accounts

Textbox


Amount value

parentScheduleCAmount

Net profit or loss from IRS Form 1040 Schedule C

Textbox


Amount value

parentsChildSupportReceived

Annual Child Support Received

Textbox


Amount value

parentsDeceased

At any time since the student turned 13, they were an orphan (no living biological or adoptive parent.)

Checkbox

1= Selected
Blank

Personal Circumstances option

parentsEducationalCredits

Education credits (American Opportunity and Lifetime Learning credits)

Textbox


Amount value

parentsGrantOrScholarshipAid

Amount of college grants or scholarships reported as income to the IRS

Textbox


Amount value

parentSignatureDate

N/A




parentSignatureName

N/A




parentsInvestmentNetWorth

Current net worth of investments, including real estate

Textbox


Amount value

parentsLegalResidenceDate

Month and year parent became a full-time resident of the state/country indicated.

MMDDYYYY Dropdown Date



parentsMaritalStatus

Parent Current Marital Status

Dropdown

1 = Single
2 = Unmarried and both legal parents living together
3 = Married
4 = Remarried
5 = Separated
6 = Divorced
7 = Widowed
Blank

Note: Update needed to align option values with ISIR option values. 

parentsNumberinCollegeParentsExcluded

How many people in the parent's family will be in college between July 1, XXXX and June 30, XXXX?

Dropdown

1 through 9


parentsNumberofFamilyMembers

How many people are in the parent's family?

Dropdown

1 through 20


⚖️ parentSocialSecurityNumber

Parent's Social Security number (SSN), Individual Taxpayer Identification Number (ITIN), or Deferred Action for Childhood Arrivals (DACA) number

Textbox

9-digit numeric value. Values may also be blank or nine zeroes (000000000)


parentSpouseOrPartnerAdjustedGrossIncome

Adjusted gross income

Textbox


Amount value

parentSpouseOrPartnerCity

City

Textbox



parentSpouseOrPartnerDateOfBirth

Parent spouse or partner's date of birth

Date



parentSpouseOrPartnerDeductiblePaymentsToIRAKeoghOther

IRA deductions and payments to self-employed SEP, SIMPLE, and qualified plans

Textbox


Amount value

parentSpouseOrPartnerEducationCredits

Education credits (American Opportunity and Lifetime Learning credits)

Textbox


Amount value

parentSpouseOrPartnerEmailAddress

Parent spouse or partner's email address

Textbox



parentSpouseOrPartnerFiled1040or1040NR

Did or will the parent spouse or partner file a XXXX IRS Form 1040 or 1040-NR?

Radio Button



parentSpouseOrPartnerFiledNonUSTaxReturn

Indicate which of the following situations applies to the parent spouse or partner for XXXX.

Dropdown

1 = The parent spouse or partner filed or will file a tax return with Puerto Rico or another U.S. territory
2 = The parent spouse of partner filed or will file a foreign tax return
3 = Either the parent spouse or partner earned income in a foreign country but did not and will not file a foreign tax return, or they were an employee of an international organization but not required to report their income on any tax return.
4 = The parent spouse or partner, even though they earned income in the U.S., did not and will not file a U.S. tax return  because their income was below the tax filing threshold.
5 = The parent spouse or partner did not and will not file a U.S. tax return for reasons other than low income.
6 = The parent spouse or partner did not and will not file any tax return because they did not earn any income.
Blank


parentSpouseOrPartnerFiledScheduleABDEForH

Did the parent spouse or partner file a schedule A, B, D, E, F, or H with their $App.Fay(-3) IRS Form 1040?

Dropdown

1= Yes
2= No
3= Don't know
Blank


parentSpouseOrPartnerFirstName

Parent spouse or partner's first name

Textbox



parentSpouseOrPartnerForeignEarnedIncomeExclusion

Foreign earned income exclusion

Textbox


Amount value

parentSpouseOrPartnerIncomeEarnedFromWork

Income earned from work

Textbox


Amount value

parentSpouseOrPartnerIncomeTaxPaid

Income tax paid

Textbox


Amount value

parentSpouseOrPartnerIRARollover

IRA rollover into another IRA or qualified plan

Textbox


Amount value

parentSpouseOrPartnerITIN

N/A



Column will be blank on file. Field was consolidated with SSN field on form, to maintain current account validation processes. 

parentSpouseOrPartnerLastName

Parent spouse or partner's last name

Textbox



parentSpouseOrPartnerMiddleName

Parent spouse or partner's middle name

Textbox



parentSpouseOrPartnerPensionRollover





parentSpouseOrPartnerPhoneNumber

Parent spouse or partner's mobile phone number

Textbox



parentSpouseOrPartnerScheduleCAmount

Net profit or loss from IRS Form 1040 Schedule C

Textbox


Amount value

⚖️ parentSpouseOrPartnerSocialSecurityNumber

Parent spouse or partner’s Social Security number (SSN), Individual Taxpayer Identification Number (ITIN), or Deferred Action for Childhood Arrivals (DACA) number

Textbox

9-digit numeric value. Values may also be blank or nine zeroes (000000000)

parentSpouseOrPartnerState

State

Dropdown

Two-letter state code
Blank

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

parentSpouseOrPartnerStreetAddress

Parent spouse or partner's permanent mailing address

Textbox



parentSpouseOrPartnerSuffix

Suffix

Textbox



parentSpouseOrPartnerTaxExemptInterestIncome

Tax exempt interest income

Textbox


Amount value

parentSpouseOrPartnerTaxReturnFilingStatus

Indicate the parent spouse or partner's income tax filing status for XXXX.

Dropdown

1 = Single
2 = Married–Filing jointly
3 = Married–Filing separately
4 = Head of Household
5 = Qualifying Surviving Spouse
Blank


parentSpouseOrPartnerUntaxedPortionsOfIRADistributions

Untaxed portions of IRA distributions

Textbox


Amount value

parentSpouseOrPartnerUntaxedPortionsOfPensions

Untaxed portions of pensions

Textbox


Amount value

parentSpouseOrPartnerZipCode

Zip Code

Textbox



parentsStateofLegalResidence

Parent's State of Residence

Dropdown

Two-letter state code
Blank

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

parentState

State

Textbox

Two-letter state code
Blank

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

parentsTaxReturnFilingStatus

Indicate the parent's income tax filing status for XXXX.

Dropdown

1 = Single
2 = Married–Filing jointly
3 = Married–Filing separately
4 = Head of Household
5 = Qualifying Surviving Spouse
Blank


parentStreetAddress

Parent's permanent mailing address

Textbox



parentSuffix

Suffix

Textbox



parentsUntaxedPensions

Untaxed portions of pensions

Textbox


Amount value

parentSupplementalSecurityIncomeBenefits

Supplemental Security Income (SSI)

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentsUSIncomeTaxPaid

Income tax paid

Textbox


Amount value

parentTANFBenefits

Temporary Assistance for Needy Families (TANF)

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentTaxExemptInterestIncome

Tax exempt interest income

Textbox


Amount value

parentUntaxedPortionsOfIRADistributions

Untaxed portions of IRA distributions

Textbox


Amount value

parentWICBenefits

Special Supplemental Nutrition Program for Women, Infants, and Children (WIC)

Checkbox

1= Selected
Blank

Parent Federal Benefits Received option

parentZipCode

Zip Code

Textbox



permanentMailingAddress

Permanent mailing address

Textbox



personalCircumstancesNoneOfTheAbove

None of these

Checkbox

1= Selected
Blank

Personal Circumstances option

pursuingTeacherCertification

Will the student be pursuing an initial teaching certification at the elementary or secondary level?

Dropdown

1= Yes
2= No
Blank

Not shown on form if firstBachelorsDegreeBy is "No."

residencyCertificationOptionVerification


Checkbox

1= Selected
Blank

Clent custom field. 

riskOfHomelessDetermination

If the answer is "Yes," did any of the following determine the student was homeless or at risk of becoming homeless?

Checkbox

1= Yes
2= No
Blank

Other Circumstances question

schoolList

N/A

Text Only


Client custom field. Text only. Column is blank in file for all clients.

senateBill13033

N/A

Text Only


Client custom field. Text only. Column is blank in file for all clients.

specialCircumstancesApproved

N/A



Client custom field. 

spouseAdjustedGrossIncome

Adjusted gross income

Textbox


Amount value

spouseCity

City

Textbox



spouseDateOfBirth

Spouse's date of birth

Date



spouseDeductiblePaymentsToIRAKeoghOther

IRA deductions and payments to self-employed SEP, SIMPLE, and qualified plans

Textbox


Amount value

spouseEducationCredits

Education credits (American Opportunity and Lifetime Learning credits)

Textbox


Amount value

spouseEmailAddress

Spouse's email address

Textbox



spouseFiled1040or1040NR

Did or will the student spouse file a XXXX IRS Form 1040 or 1040-NR?

Radio Button

1= Yes
2= No
Blank


spouseFiledNonUSTaxReturn

Did the spouse earn income in a foreign country in XXXX, were they employed by an international organization but not required to report their income on any tax return, or did they file a tax return with Puerto Rico or another U.S. territory?

Radio Button

1= Yes
2= No
Blank


spouseFiledScheduleABDEForH

Did the student spouse file a schedule A, B, D, E, F, or H with their XXXX IRS Form 1040?

Dropdown

1= Yes
2= No
3= Don't know
Blank


spouseFirstName

Spouse's first name

Textbox



spouseForeignEarnedIncomeExclusion

Foreign earned income exclusion

Textbox


Amount value

spouseIncomeTaxPaid

Income tax paid

Textbox


Amount value

spouseIRARollover

IRA rollover into another IRA or qualified plan

Textbox


Amount value

spouseITIN

Spouse's Individual Taxpayer Identification Number (ITIN) or Deferred Action for Childhood Arrivals (DACA) number

Textbox



spouseLastName

Spouse's last name

Textbox



spouseMiddleName

Spouse's middle name

Textbox



spousePensionRollover

Pension rollover into another IRA or qualified plan

Textbox


Amount value

spousePhoneNumber

Spouse's mobile phone number

Textbox



spouseScheduleCAmount

Net profit or loss from IRS Form 1040 Schedule C

Textbox


Amount value

spousesIncomeEarnedFromWork

Income earned from work

Textbox


Amount value

⚖️ spouseSocialSecurityNumber

Spouse's Social Security number (SSN)

Textbox

spouseStateStateDropdown

9-digit numeric value. Values may also be blank or nine zeroes (000000000)

spouseState

State

Dropdown

Two-letter state code
Blank

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

spouseStreetAddress

Spouse's permanent mailing address




spouseSuffix

Suffix

Textbox



spouseTaxExemptInterestIncome

Tax exempt interest income

Textbox


Amount value

spouseTaxReturnFilingStatus

Indicate the student spouse's income tax filing status for $App.Fay(-3).

Dropdown

1 = Single
2 = Married–Filing jointly
3 = Married–Filing separately
4 = Head of Household
5 = Qualifying Surviving Spouse
Blank


spouseUntaxedPortionsOfIRADistributions

Untaxed portions of IRA distributions

Textbox


Amount value

spouseUntaxedPortionsOfPensions

Untaxed portions of pensions

Textbox


Amount value

spouseZipCode

Zip Code

Textbox



stateTuitionRatesIneligle


Text Only


Client custom field. Text only. Column is blank in file for all clients.

studentDeductiblePaymentsToIRAKeoghOther

IRA deductions and payments to self-employed SEP, SIMPLE, and qualified plans

Textbox


Amount value

studentEarnedIncomeTaxCreditReceivedDuringTaxYear

Did the student receive the earned income tax credit (EITC)?

Dropdown

1= Yes
2= No
3= Don't know
Blank


studentEthnicity

Describe the student’s ethnicity.

Textbox



studentFederalBenefitsNoneOfTheAbove

None of these

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentFiled1040or1040NR

Did or will the student file a XXXX IRS Form 1040 or 1040-NR?

Radio Button

1= Yes
2= No
Blank


studentFiledJointReturnWithCurrentSpouse

Did or will the student file a XXXX joint tax return with their current spouse?

Radio Button

1= Yes
2= No
Blank


studentFiledNonUSTaxReturn

Did the student earn income in a foreign country in XXXX, were they employed by an international organization but not required to report their income on any tax return, or did they file a tax return with Puerto Rico or another U.S. territory?

Radio Button

1= Yes
2= No
Blank


studentFiledScheduleABDEForH

Did the student file a schedule A, B, D, E, F, or H with their XXXX IRS Form 1040?

Dropdown

1= Yes
2= No
3= Don't know
Blank


studentforeignEarnedIncomeExclusion

Foreign earned income exclusion

Textbox


Amount value

studentFreeOrReducedPriceSchoolLunchBenefits

Free or reduced-price school lunch

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentGender

What is the student’s gender?

Dropdown

1= Male
2= Female
3= Nonbinary
4= Prefer not to answer


studentIRARollover

IRA rollover into another IRA or qualified plan

Textbox


Amount value

studentITIN

Individual Taxpayer Identification Number (ITIN) or Deferred Action for Childhood Arrivals (DACA) number

Textbox



studentNameSuffix

Suffix

Textbox



studentPensionRollover

Pension rollover into another IRA or qualified plan

Textbox


Amount value

studentRace

What is the student’s race?

Checkbox

1= White
2= Black or African American
3= Asian
4= American Indian or Alaska Native
5= Native Hawaian or Other Pacific Islander
6= Prefer not to answer

Multiple responses are displayed in file as comma separated

studentReceivedEITC

Earned income tax credit (EITC)

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentReceivedFederalHousingAssistance

Federal housing assistance

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentReceivedMedicaid

Medicaid

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentReceivedRefundableCreditFor36BHealthPlan

Refundable credit for coverage under a qualified health plan (QHP)

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentReceivedSNAP

Supplemental Nutrition Assistance Program (SNAP)

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentsAdjustedGrossIncomeFromIRSForm

Adjusted gross income

Textbox


Amount value

studentsBusinessAndOrInvestmentFarmNetWorth

Current net worth of businesses and investment farms

Textbox


Amount value

studentsCashSavingsAndChecking

Current total of cash, savings, and checking accounts

Textbox


Amount value

studentScheduleCAmount

Net profit or loss from IRS Form 1040 Schedule C

Textbox


Amount value

studentsChildSupportReceived

Annual Child Support Received

Textbox


Amount value

studentsDateofBirth

Date of Birth

MMDDYYYY Dropdown Date


Validation is for date between "today's date minus 15" and 'today's date minus ninety-one"

studentsEducationalCredits

Education credits (American Opportunity and Lifetime Learning credits)

Textbox


Amount value

studentsEmailAddress

Email address

Textbox



studentsGrantOrScholarshipAid

Amount of college grants or scholarships reported as income to the IRS

Textbox


Amount value

studentSignatureDate

N/A




studentSignatureLocation

N/A



If configured, City and State where student e-signed form

studentSignatureName

N/A




studentsIncomeEarnedFromWork

Income earned from work

Textbox


Amount value

studentsInvestmentNetWorth

Current net worth of investments, including real estate

Textbox


Amount value

studentsLegalResidenceDate

Month and year student became a full-time resident of the state/country indicated.

MMDDYYYY Dropdown Date

XX/XX/XXXX

Validation is for date between "today's date" and 'today's date minus ninety"

studentsMaritalStatus

Student Marital Status

Dropdown

1= Single
2= Married
3= Remarried
4= Separated
5= Divorced
6= Widowed

Note: Update needed to align option values with ISIR option values. 

studentsNumberinCollege

How many people in the student's family, including the student, will be in college between July 1, XXXX and June 30, XXXX?

Dropdown

1 through 9


studentsPermanentCity

City

Textbox



studentsPermanentPhoneNumber

Mobile phone number

Textbox



studentsPermanentState

State

Dropdown

Two-character state code

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

studentsPermanentZipCode

Zip Code

Textbox



studentsStateofLegalResidence

Student's State of Residence

Dropdown

Two-letter state code

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

studentsTaxReturnFilingStatus

Indicate the student's income tax filing status for XXXX.

Dropdown

1 = Single
2 = Married–Filing jointly
3 = Married–Filing separately
4 = Head of Household
5 = Qualifying Surviving Spouse
Blank


studentsUntaxedPensions

Untaxed portions of pensions

Textbox


Amount value

studentSupplementalSecurityIncomeBenefits

Supplemental Security Income (SSI)

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentsUSIncomeTaxPaid

Income tax paid

Textbox


Amount value

studentTANFBenefits

Temporary Assistance for Needy Families (TANF)

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

studentTaxExemptInterestIncome

Tax exempt interest income

Textbox


Amount value

studentUnaccompaniedHomelessYouthUnaccompaniedAtRiskofHomelessnessAndSelfSupporting

At any time on or after July 1, XXXX, was the student unaccompanied and either (1) homeless or (2) self-supporting and at risk of being homeless?

Dropdown

1= Yes
2= No
Blank

Other Circumstances question

studentUntaxedPortionsOfIRADistributions

Untaxed portions of IRA distributions

Textbox


Amount value

studentUpdatedFamilySize

How many people are in the student's family?

Dropdown

1 through 20


studentWICBenefits

Special Supplemental Nutrition Program for Women, Infants, and Children (WIC)

Checkbox

1= Selected
Blank

Student Federal Benefits Received option

transactionNumber

N/A




unaccompaniedAndHomelessFAA

Financial aid administrator (FAA)

Checkbox

1= Selected
Blank

Other Circumstances option

unaccompaniedAndHomelessGeneral

Director or designee of an emergency or transitional shelter, street outreach program, homeless youth drop-in center, or other program serving those experiencing homelessness.

Checkbox

1= Selected
Blank

Other Circumstances option

unaccompaniedAndHomelessHS

The student's high school or school district homeless liaison or designee.

Checkbox

1= Selected
Blank

Other Circumstances option

unaccompaniedAndHomelessTRIO

Director or designee of a project supported by a federal TRIO or GEAR UP program grant.

Checkbox

1= Selected
Blank

Other Circumstances option

unsubOnly

Are the student's parents unwilling to provide their information, but the student does not have an unusual circumstance that prevents them from contacting the parents or obtaining their information?

Radio Button

1= Yes
2= No
Blank

Unusual Circumstances question

unusualCircumstance

Do unusual circumstances prevent the student from contacting their parents or would contacting their parents pose a risk to the student?

Radio Button

1= Yes
2= No
Blank

Unusual Circumstances question

veteranofUSArmedForces

The student is a veteran of the U.S. armed forces.

Checkbox

1= Selected
Blank

Personal Circumstances option

WAInStateTuitionRates


Text Only


Client custom field. Text only. Column is blank in file for all clients.

WAInStateTuitionRatesIneligible


Text Only


Client custom field. Text only. Column is blank in file for all clients.

WAorphanOrWardOfCourtOrFosterCareCommentCode166


Text Only


Client custom field. Text only. Column is blank in file for all clients.

wardOfCourt

At any time since the student turned age 13, they were a ward of the court.

Checkbox


Personal Circumstances option

WAResidencyDACAStatus


Radio Button

1= Yes
2= No
Blank

Client custom field. 

Permission

The "Access Export Processes" permission is required to generate the Access Database Extract File and is located under Global Permissions → Process Permissions → Export Processes. By default, all user roles, except the Regent admin role, will NOT have access to this permission (i.e. the permission will be disabled). The permission is enabled by default for the Regent admin user role.

Access Export File in an ISIR Layout Format

The Access export file in an ISIR Layout Format is a flat text file that is able to be manually generated for a given award year (e.g. 2024-2025) via the  'Export eAccess ISIR Format' process on the Export Process Screen, or as a  Scheduled Process for a saved parameter set. Once the file is generated, it is accessible and downloadable from the sFTP ExporteAccessISIRFormat folder.  The 'Enable Regent Access' configuration must be selected for a client to use the 'Export eAccess ISIR Format' process.

Export Process Screen:

Image Removed

An Access application is exported when all of the following conditions are met:

  • Application has been signed.
  • Application has an FAY that is 2020-2021 and beyond.
  • Combination of the distinct FAY/FSC (Federal School Code) that have not been exported before.

An Access ISIR Formatted file will be created for each distinct Federal Award Year/Federal School Code (FAY/FSC) combination. Only the Federal School Code for the specific file being created will display as the "1st Federal School Code" in the file. No other Federal School Codes listed will be present. For example, if an applicant selects 10 Federal School Codes on the application, 10 unique ISIRs will be created with each school’s Federal School Code listed for the first Federal School Code.

Each file is named with the FAY and School code distinctly identified in the file name as follows:

  • "eAccess" + "ISIRFormat" +"FAY" + "FSC" (e.g. eAccess_ISIRFormat_2021_09999_PROD_87_20200612_122706113.txt).

ISIRs in Regent

...

transactionDataSourceTypeCode

N/A

3= FAFSA Partner Portal

Client requested ISIR fields populate default data for importing into other systems.

transactionType

N/A

A= Application

transactionLanguage

N/A

E= English

applicationDataSourceTypeCode

N/A

3= FAFSA Partner Portal

The table above can be downloaded as an Excel file here:

View file
name2024-2025 Master Access Database Extract File Layout and Field Mapping.xlsx

Note: For clients who make application corrections via import file, this table can be used to identify column names that correspond to 24-25 questions.

Expand
titleClick here to expand for the 2023-2024 Access Database Extract File (CSV) field mapping

The table below represents the file Access Database Extract File field mapping for the 2023-2024 Access master form. Multiple FAYs can be represented on the Access Database Extract File at the same time, but the table below shows only columns applicable to the 23-24 form.

Note: fields listed below are not in layout order of the CSV file.

Column Name on File

Field on Form

Field Type on Form

Valid Values

Notes

academicYear

N/A

 

 

 

academicYearRange

N/A

 

 

 

areYouMaleOrFemale

Are you male or female?

Dropdown 

1-Male;2-Female;

 

areYouOnActiveDutyInUSArmedForces

Are you currently serving on active duty in the U.S. Armed Forces or are a National Guard or Reserves enlistee called into federal active duty for purposes other than training?

Radio Button

1-Yes;2-No;

 

asofTodayAnEmancipatedMinor

Are you now or were you an emancipated minor (released from control by his or her parent or guardian) as determined by a court in your state of legal residence?

Radio Button

1-Yes;2-No;

 

asofTodayInLegalGuardianship

Does someone other than your parent or stepparent have legal guardianship of you, as determined by a court in your state of legal residence? 

Radio Button

1-Yes;2-No;

 

atRiskOfHomelessness

At any time on or after July 1, XXXX, did the director of a runaway or homeless youth basic center or transitional living program determine that you were an unaccompanied youth  who was homeless or was self-supporting and at risk of being homeless?

Radio Button

1-Yes;2-No;

 

bannerPrimaryBackgroundColor

N/A

 

 

 

bannerPrimaryForegroundColor

N/A

 

 

 

bannerSecondaryBackgroundColor

N/A

 

 

 

bannerSecondaryForegroundColor

N/A

 

 

 

certificationIntroduction

N/A

Text Only

 

 

certificationOptionA

 

Radio Button

1-Yes;2-No;

Client custom field.

certificationOptionB

 

Radio Button

1-Yes;2-No;

Client custom field.

certificationOptionC

 

Radio Button

1-Yes;2-No;

Client custom field.

certificationPermanentResidency

 

Radio Button

1-Yes;2-No;

Client custom field.

certifyPermandentResidencyApplication

N/A

Text Only

 

Client custom field. Text only. Column is blank in file for all clients.

contentWidth

N/A

Textbox

 

 

degreeCertificate

What college degree or certificate will you be working on when you begin the XXXX-XXXX school year?

Dropdown

1-1st Bachelors Degree;2-2nd Bachelors Degree;3-Associate Technical Degree;4-General Associates Degree;5-Certificate or Diploma of less than 2 Years;6-Certificate or Diploma of at least 2 years;7-Teaching Certificate;8-Graduate or Professional;9-Other or Undecided;

 

doYouWantSelectiveServiceToRegisterYou

 

Checkbox

1-I certify that I am in compliance with federal Selective Service registration requirements. 

 

drugConvictionAffectingEligibility

Have you been convicted for a drug offense while you were receiving student aid? 

Radio Button

1-No;3-Yes;

 

encourageCreateProfile

N/A

Text Only

 

Client custom field. Text only. Column is blank in file for all clients.

fathersHighestSchoolCompleted

Highest Level of Education Parent 1 Completed

Dropdown

1-Middle school/Jr. High;2-High School;3-College or Beyond;4-Other/unknown;

 

fathersStepfathersDateofBirth

Parent 1 Date of Birth

Date

 

 

fathersStepfathersFirstName

Parent 1 First Name 

Textbox

 

 

fathersStepfathersIncomeEarnedFromWork

Parent 1 Income Earned from Working ($)

Textbox 

 

 

fathersStepfathersLastName

Parent 1 Last Name 

Textbox

 

 

fathersStepfathersSocialSecurityNumber

Parent 1 SSN

Textbox

 

 

federalSchoolCode1

School 1

Dropdown

 

 

federalSchoolCode10

School 10

Dropdown

 

 

federalSchoolCode2

School 2

Dropdown

 

 

federalSchoolCode3

School 3

Dropdown

 

 

federalSchoolCode4

School 4

Dropdown

 

 

federalSchoolCode5

School 5

Dropdown

 

 

federalSchoolCode6

School 6

Dropdown

 

 

federalSchoolCode7

School 7

Dropdown

 

 

federalSchoolCode8

School 8

Dropdown

 

 

federalSchoolCode9

School 9

Dropdown

 

 

firstBachelorsDegreeBy

Will you have your first bachelor's degree before you begin the 2023-24 school year?

Radio Button

1-Yes;2-No;

 

gradeLevelInCollege

Expected Grade Level in College

Dropdown 

0-1st Year or Freshman, Never Attended;1-1st Year or Freshman, Attended Before;2-2nd Year or Sophomore;3-3rd Year or Junior;4-4th Year or Senior;5-5th Year or More, Undergraduate;6-1st Year Graduate or Professional;7-Continuing Graduate or Professional;

 

gradeLevelInCollegeFundingMessage

N/A

Text Only

 

Text is shown/hidden based on client. Column will be blank in file for all clients.

haveChildrenYouSupport

Do you have children who will receive more than half of their support from you between July 1, XXXX and June 30, XXXX?

Radio Button

1-Yes;2-No;

 

haveLegalDependentsOtherThanChildrenOrSpouse

Do you have dependents (other than your children or spouse) who live with you and who receive more than half of their support from you, now and through June 30, XXXX?

Radio Button

1-Yes;2-No;

 

highSchoolCity

High School City

Textbox

 

 

highSchoolName

Name of High School

Textbox

 

 

highSchoolState

High School State

Dropdown 

Two-letter state code
Blank

 

houseBill1079

 

Radio Button

1
2
blank

Client custom field.

HSDiplomaOrEquivalent

High School Diploma or Equivalent

Dropdown 

1-High School Diploma from a high school;2-GED or diploma equivalent;3-Homeschooled;4-None of the Above;

 

inStateRates

N/A

Text Only

 

Client custom field. Text only. Column is blank in file for all clients.

interestedInWorkStudy

Are you interested in being considered for work-study?

Radio Button

1-Yes;2-No;3-Don't Know;

 

logoAlignment

N/A

Textbox

 

 

logoHeight

N/A

Textbox

 

 

logoUrl

N/A

Textbox

 

 

middleInitial

Middle Name

Textbox

 

 

mothersHighestSchoolCompleted

Highest Level of Education Parent 2 Completed 

Dropdown

1-Middle school/Jr. High;2-High School;3-College or Beyond;4-Other/unknown;

 

mothersStepmothersDateofBirth

Parent 2 Date of Birth

Date

 

 

mothersStepmothersFirstName

Parent 2 First Name

Textbox

 

 

mothersStepmothersIncomeEarnedFromWork

Parent 2 Income Earned from Working ($)

Textbox 

 

 

mothersStepmothersLastName

Parent 2 Last Name

Textbox

 

 

mothersStepmothersSocialSecurityNumber

Parent 2 SSN

Textbox

 

 

originalSocialSecurityNumber

Social Security, DACA, or ITIN Number

Textbox

 

 

orphanOrWardOfCourtOrFosterCare

At any time since you turned age 13, were both of your parents deceased, or were you in foster care or were you a dependent or ward of the court? 

Radio Button

1-Yes;2-No;

 

parentDislocatedWorker

As of today, are either of your parents a dislocated worker? 

Radio Button

1-Yes;2-No;3-Don't know;

 

parentFoodStampBenefits

Parents' Supplemental Nutrition Assistance Program 

Radio Button

1-Yes;2-No;

 

parentFreeorReducedPriceSchoolLunchBenefits

Parents' Free or Reduced Price School Lunch

Radio Button

1-Yes;2-No;

 

parentReceivedFederalBenefits

Did you, your parents, or anyone in your parents' household receive benefits from any federal benefit programs such as Medicaid or SSI, Supplemental Nutrition Assistance Program, Free or Reduced Price School Lunch, TANF or WIC benefits? 

Radio Button

1-Yes;2-No;

 

parentsAdjustedGrossIncomeFromIRSForm

Parents' AGI from Income Tax Return 

Textbox 

 

 

parentsBusinessAndOrInvestmentFarmNetWorth

Parents' Businesses or Farm Net Worth ($)

Textbox 

 

 

parentsCashSavingsAndChecking

Parents' Cash, Savings, and Checking Account Amounts ($)

Textbox 

 

 

parentsChildSupportPaid

Parents' Child Support Paid

Textbox 

 

 

parentsChildSupportReceived

Parents' Child Support Received

Textbox 

 

 

parentsCombatPay

Parents' Combat Pay

Textbox 

 

 

parentsCoopEarnings

Parents' Co-op Earnings

Textbox 

 

 

parentsEducationalCredits

Parents' Education Credits

Textbox 

 

 

parentsEligibilityToFileSchedule1

Parent's Eligibility to file Schedule 1

Radio Button

1-No;2-Yes;3-Don't Know;

 

parentsEmailAddress

Parents' Primary E-Mail Address

Textbox

 

 

parentsGrantOrScholarshipAid

Parents' Grant or Scholarship Aid

Textbox 

 

 

parentSignatureDate

N/A

Textbox

 

 

parentSignatureName

N/A

Textbox

 

 

parentsInterestIncome

Parents' Interest Income

Textbox 

 

 

parentsInvestmentNetWorth

Parents' Real Estate or Investment Net Worth ($)

Textbox 

 

 

parentsIRAPayments

Parents' IRA Payments 

Textbox 

 

 

parentsLegalResidenceDate

Parents' Residency Date

Date

 

 

parentsLegalResidenceDateCO

Parents' Residency Date

Date

 

 

parentsLegalResidentsBefore

Parents' Residency Before 01/01/XXXX

Radio Button

1-Yes;2-No;

 

parentsMaritalStatus

Parents' Marital Status 

Dropdown

1-Married or Remarried;2-Never Married;3-Divorced or Separated;4-Widowed;5-Unmarried and Both Parents Living Together;

 

parentsMaritalStatusDate

Parents' Marital Status Date

Date

 

 

parentsMilitaryOrClergyAllowances

Parents' Military or Clergy Allowances

Textbox 

 

 

parentsNeedBasedEmployment

Parents' Need-Based Employment

Textbox 

 

 

parentsNumberinCollegeParentsExcluded

Parents' Household Number in College

Dropdown

1-9

 

parentsNumberofFamilyMembers

Parents' Household Number of Family Members

Dropdown

1-9

 

parentsOtherUntaxedIncome

Parents' Other Untaxed Income

Textbox 

 

 

parentsPensionPayments

Parents' Pension Payments

Textbox 

 

 

parentsSecondaryEmailAddress

Parents' Secondary E-Mail Address

Textbox

 

 

parentsStateofLegalResidence

Parents' State of Residency

Dropdown

Two-letter state code
Blank

 

parentsTaxFilingStatus

Parents' Income Tax Filing Status

Dropdown

1-Single;2-Married - Filed Joint Return;3-Married - Filed Separate Return;4-Head of Household;5-Qualifying Widow(er);6-Don't Know;

 

parentsTaxReturnCompleted

Parents' Income Tax Return Status

Dropdown

1-Already Completed and Filed;2-Will File;3-Will Not File;

 

parentsTypeOfTaxFormUsed

Parents' Type of Income Tax Return

Dropdown

1-IRS 1040;3-A foreign tax return, IRS 1040NR or IRS 1040NR-EZ;4-A tax return with Puerto Rico, another U.S. Territory, or Freely Associated State;

 

parentsUntaxedPortionsOfIRADistributionsAndPensions

Parents' untaxed portions of IRA distributions and pensions

Textbox 

 

 

parentSupplementalSecurityIncomeBenefits

Parents' Medicaid SSI Benefits

Radio Button

1-Yes;2-No;

 

parentsUSIncomeTaxPaid

Parents' Taxes Paid from Income Tax Return

Textbox 

 

 

parentsVeteransNoneducationBenefits

Parents' Veterans Noneducation Benefits

Textbox 

 

 

parentsWillFileInformation

N/A

Text Only

 

 

parentTANFBenefits

Parents' TANF Benefits

Radio Button

1-Yes;2-No;

 

parentWICBenefits

Parents' WIC Benefits

Radio Button

1-Yes;2-No;

 

permanentMailingAddress

Permanent Mailing Street Address

Textbox

 

 

RegentAccess_stateCode

N/A

Textbox

 

 

residencyCertificationOptionVerification

 

Checkbox

1- selected; blank

Client custom field.

senateBill13033

N/A

Text Only

 

Client custom field. Text only. Column is blank in file for all clients.

specialCircumstances

 

Radio Button

1-I will be unable to provide parent information on this application due to special circumstances.;2-My application requires parent information before submission - continue with the application process.

 

specialCircumstancesApproved

N/A

Dropdown

 

Client Custom Field

specialCircumstancesHint

N/A

Text Only

 

 

spousesIncomeEarnedFromWork

Spouse's Income Earned From Working ($)

Textbox

 

 

stateTuitionRatesIneligle

N/A

Text Only

 

Client custom field. Text only. Column is blank in file for all clients.

studentFoodStampBenefits

Supplemental Nutrition Assistance Program

Radio Button

1-Yes;2-No;

 

studentFreeOrReducedPriceSchoolLunchBenefits

Student's Free or Reduced School Price Lunch

Radio Button

1-Yes;2-No;

 

studentHousingStatus1

Housing Plan for School 1

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus10

Housing Plan for School 10

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus2

Housing Plan for School 2

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus3

Housing Plan for School 3

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus4

Housing Plan for School 4

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus5

Housing Plan for School 5

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus6

Housing Plan for School 6

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus7

Housing Plan for School 7

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus8

Housing Plan for School 8

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentHousingStatus9

Housing Plan for School 9

Dropdown

1-On Campus;2-With Parents;3-Off Campus or Other;

 

studentLegalResidentBefore

Did you become a full-time resident of the state/country you entered above before January 1, XXXX?
#end

Radio Button

1-Yes;2-No;

 

studentOrSpouseDislocatedWorker

As of today, are you (or your spouse) a dislocated worker?

Radio Button

1-Yes;2-No;3-Don't know;

 

studentReceivedFederalBenefits

In XXXX or XXXX, did you, your spouse, or anyone in your household receive benefits from any federal benefit programs such as Medicaid or SSI, Supplemental Nutrition Assistance Program, Free or Reduced Price School Lunch, TANF or WIC benefits? Answering these questions will NOT reduce eligibility for student aid or these programs.

Radio Button

1-Yes;2-No;

 

studentsAdjustedGrossIncomeFromIRSForm

Student's AGI from Income Tax Return

Textbox

 

 

studentsBusinessAndOrInvestmentFarmNetWorth

Student's Businesses or Farm Net Worth ($)

Textbox

 

 

studentsCashSavingsAndChecking

Student's Cash, Savings, and Checking Account Amounts ($)

Textbox

 

 

studentsChildSupportPaid

Student's Child Support Paid

Textbox

 

 

studentsChildSupportReceived

Student's Child Support Received

Textbox

 

 

studentsCombatPay

Student's Combat Pay

Textbox

 

 

studentsCoopEarnings

Student's Co-op Earnings

Textbox

 

 

studentsDateofBirth

Date of Birth

Date

01/01/2000-01/01/2000;

 

studentsDriversLicenseNumber

Student's Driver's License Number

Textbox

 

 

studentsDriversLicenseStateCode

Student's Driver's License State

Dropdown 

Two-letter state code
Blank

Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country"

studentsEducationalCredits

Student's Education Credits

Textbox

 

 

studentsEligibilityToFileSchedule1

Student's Eligibility to file Schedule 1

Dropdown

1-No;2-Yes;3-Don't know;

 

studentsEmailAddress

Student’s Primary Email Address

Textbox

 

 

studentsFirstName

First Name

Textbox

 

 

studentsGrantOrScholarshipAid

Student's Grant or Scholarship Aid

Textbox

 

 

studentSignatureDate

N/A

Textbox

 

 

studentSignatureLocation

N/A

Textbox

 

 

studentSignatureName

N/A

Textbox

 

 

studentsIncomeEarnedFromWork

Student's Income Earned from Working ($)

Textbox

 

 

studentsInterestIncome

Student's Interest Income

Textbox

 

 

studentsInvestmentNetWorth

Student's Real Estate or Investment Net Worth ($)

Textbox

 

 

studentsIRAPayments

Student's IRA Payments

Textbox

 

 

studentsLastName

Last Name

Textbox

 

 

studentsLegalResidenceDate

Please provide the month and year you became a full-time resident of the state indicated. 

Date

 

 

studentsLegalResidenceDateCO

Please provide the month and year you became a full-time resident of the state indicated. 

Date

 

 

studentsMaritalStatus

Student's Marital Status

Dropdown 

1-Single;2-Married or Remarried;3-Separated; 4-Divorced or Widowed;

 

studentsMaritalStatusDate

Student's Marital Status Date

Date

 

 

studentsMilitaryOrClergyAllowances

Student's Military or Clergy Allowances 

Textbox

 

 

studentsNeedBasedEmployment

Student's Need-Based Employment 

Textbox

 

 

studentsNumberinCollege

Student's Household Number in College

Dropdown

1-9

 

studentsNumberofFamilyMembers

Student's Household Number of Family Members

Dropdown

1-20

 

studentsOtherNonReportedMoney

Student's Other Non-Reported Money Received

Textbox

 

 

studentsOtherUntaxedIncome

Student's Other Untaxed Income

Textbox

 

 

studentsPensionPayments

Student's Pension Payments

Textbox

 

 

studentsPermanentCity

Permanent Mailing City

Textbox

 

 

studentsPermanentPhoneNumber

Student’s Primary Telephone Number

Textbox

 

 

studentsPermanentState

Permanent Mailing State

Dropdown 

Two-letter state code
Blank

 

studentsPermanentZipCode

Permanent Mailing Zip Code

Textbox

 

 

studentsStateofLegalResidence

Student's State/Country of Residence

Dropdown 

Two-letter state code
Blank

 

studentsTaxFilingStatus

Student's Income Tax Filing Status

Dropdown

1-Single;2-Married - Filed Joint Return;3-Married - Filed Separate Return;4-Head of Household;5-Qualifying Widow(er);6-Don't Know;

 

studentsTaxReturnCompleted

Student's Income Tax Return Status

Dropdown

1-Already Completed and Filed;2-Will File;3-Will Not File;

 

studentsTypeofTaxFormUsed

Student's Type of Income Tax Return

Dropdown

1-IRS 1040;3-A foreign tax return, IRS 1040NR or IRS 1040NR-EZ;4-A tax return with Puerto Rico, another U.S. Territory, or Freely Associated State;

 

studentsUntaxedPortionsOfIRADistributionsAndPensions

Students' untaxed portions of IRA distributions and pensions

Textbox

 

 

studentSupplementalSecurityIncomeBenefits

Student's Medicaid or SSI Benefits

Radio Button

1-Yes;2-No;

 

studentsUSIncomeTaxPaid

Student's Taxes Paid from Income Tax Return

Textbox

 

 

studentsVeteransNoneducationBenefits

Student's Veterans Noneducational Benefits

Textbox

 

 

studentTANFBenefits

Student's TANF Benefits 

Radio Button

1-Yes;2-No;

 

studentWICBenefits

Student's WIC Benefits

Radio Button

1-Yes;2-No;

 

studentWillFileInformation

N/A

Text Only

 

 

title

N/A

Textbox

 

 

transactionNumber

N/A

Textbox

 

 

unaccompaniedYouthDeterminedByHUD

At any time on or after July 1, XXXX, did the director of an emergency shelter or transitional housing program funded by the U.S. Department of Housing and Urban Development determine that you were an unaccompanied youth who was homeless or was self-supporting and at risk of being homeless?

Radio Button

1-Yes;2-No;

 

unaccompaniedYouthDeterminedBySchoolDistrictLiaison

At any time on or after July 1, XXXX, did your high school or school district homeless liaison determine that you were an unaccompanied youth who was homeless or was self-supporting and at risk of being homeless?

Radio Button

1-Yes;2-No;

 

veteranofUSArmedForces

Are you a veteran of the U.S. Armed Forces?

Radio Button

1-Yes;2-No;

 

WAareYouMaleOrFemale

Gender

Dropdown 

1-Male;2-Female;3-X;

Client custom field

WAfirstBachelorsDegreeBy

Will you have your first bachelor’s degree before July 1, XXXX? This includes bachelors degrees earned at non-US higher education institutions.

Radio Button

1-Yes;2-No;

Client custom field.

WAInStateTuitionRates

N/A

Text Only

 

Client Custom Field. Text only. Column is blank in file for all clients.

WAInStateTuitionRatesIneligible

N/A

Text Only

 

Client Custom Field. Text only. Column is blank in file for all clients.

WAorphanOrWardOfCourtOrFosterCareCommentCode166

N/A

Text Only

 

Client Custom Field. Text only. Column is blank in file for all clients.

WAResidencyDACAStatus

 

Radio Button

1-Yes;2-No;

Client custom field

username

N/A

 

 

 

userExternalId

N/A

 

 

 

userCreatedDate

N/A

 

 

 

userLastIpAddress

N/A

 

 

 

applicationId

N/A

 

 

 

institution

N/A

 

 

 

institutionExternalId

N/A

 

 

 

campus

N/A

 

 

 

campusExternalId

N/A

 

 

 

site

N/A

 

 

 

siteExternalId

N/A

 

 

 

program

N/A

 

 

 

programExternalId

N/A

 

 

 

electronicSignatureRequiredTypeCode

N/A

 

NOTREQUIRED; ONLYPARENTSIGNATUREREQUIRED; ONLYSTUDENTSIGNATUREREQUIRED; BOTHSTUDENTANDPARENTSIGNATURESREQUIRED

 

type

N/A

 

Financial Aid Application

 

name

N/A

 

 

Name from Document Setup

status

N/A

 

 

 

createdDate

N/A

 

 

 

eSigned

N/A

 

 

 

eSignedDate

N/A

 

 

 

EFC

N/A

 

 

 

dependencyStatusCode

N/A

 

I= Independent; D= Dependent

 

dependencyStatus

N/A

 

Independent; Dependent

 

correctionProcessDate

N/A

 

 

 

The table above can be downloaded as an Excel file here:

View file
name2023-2024 Access Database Extract File.xlsx

Note: For clients who make application corrections via import file, this table can be used to identify column names that correspond to 23-24 questions.

Permission

The "Access Export Processes" permission is required to generate the Access Database Extract File and is located under Global Permissions → Process Permissions → Export Processes. By default, all user roles, except the Regent admin role, will NOT have access to this permission (i.e. the permission will be disabled). The permission is enabled by default for the Regent admin user role.

Access Export File in an ISIR Layout Format

The Access export file in an ISIR Layout Format is a flat text file that is able to be manually generated for a given award year (e.g. 2024-2025) via the  'Export eAccess ISIR Format' process on the Export Process Screen, or as a  Scheduled Process for a saved parameter set. Once the file is generated, it is accessible and downloadable from the sFTP ExporteAccessISIRFormat folder.  The 'Enable Regent Access' configuration must be selected for a client to use the 'Export eAccess ISIR Format' process.

Export Process Screen:

...

An Access application is exported when all of the following conditions are met:

  • Application has been signed.

  • Application has an FAY that is 2020-2021 and beyond.

  • Combination of the distinct FAY/FSC (Federal School Code) that have not been exported before.

An Access ISIR Formatted file will be created for each distinct Federal Award Year/Federal School Code (FAY/FSC) combination. Only the Federal School Code for the specific file being created will display as the "1st Federal School Code" in the file. No other Federal School Codes listed will be present. For example, if an applicant selects 10 Federal School Codes on the application, 10 unique ISIRs will be created with each school’s Federal School Code listed for the first Federal School Code.

Each file is named with the FAY and School code distinctly identified in the file name as follows:

  • "eAccess" + "ISIRFormat" +"FAY" + "FSC" (e.g. eAccess_ISIRFormat_2021_09999_PROD_87_20200612_122706113.txt).

ISIRs in Regent

If the 'Enable Regent Access' configuration is enabled and Regent has enabled the process to route the export file into Regent, the ISIRs will be made available via the ISIR tab for each Institution with a corresponding Federal School Code list on the application. If  If an EFC/SAI recalculation is required, a staff user with the appropriate permissions can make a correction for the respective Institution via the ISIR Verification Wizard in Regent Award to generate a subsequent ISIR Record.

Regent Access clients also have the ability to import the ISIR Formatted Access flat text file into their Student Information System (SIS) to assist in the auto-generation of required documents documents (e.g. verification  verification worksheet) and  and the creation of process flows in the school's Financial Aid Management (FAM) system. For example, the school’s FAM can be configured  For example, the school’s FAM can be configured to create the Verification Worksheet upon an ISIR import and import and made available to students to complete via the school’s current portal. The verification process may surface corrections that require an SAI recalculation to determine eligibility.  If verification process may surface corrections that require an SAI recalculation to determine eligibility.  If an SAI recalculation is required, a staff user with the appropriate permissions can manually add a new document requirement in Regent Award for the applicant to complete again or the again or the school’s current verification module within verification module within the FAM can be utilizedbe utilized. 

All Access questions are mapped and formatted using the ISIR Data Record Layout from the EDE Technical Reference for the appropriate award year ( e.g. 2024-2025).    

Derived ISIR Values for Access 

The snapApplicationId on the Access ISIR provides a link between the ISIR ↔︎ and SNAP Application data for REM to use in the display as needed.  Allows up to 15 digits.
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Below is a list of all derived values for 2024-2025 ISIRs.  If no derived value is present in the list below, the ISIR Data Record Layout from the EDE Technical Reference for the appropriate award year ( e.g. 2024-2025) will be used if the field is able to be mapped.  Note: Some questions will not be mapped, such as state-specific questions.

ISIR Field Name

Derived Value

yearIndicator

Uses 4 for the 2023-2024 Award Year,  5 for 2024-2025 Award Year, etc.

⚖️ originalSocialSecurityNumber

Uses SSN if provided; otherwise uses the student externalId1 (assigned to the student by Regent Access) with prefixed 0's to derive the 9-digit social security number.

In ISIR Corrections, is a 9-digit numeric value. Value may also be blank or nine zeroes (000000000)

originalNameID

Uses the first two characters of 'studentsLastName' 

transactionNumber

Uses transactionNumber = '01' for first time application is being exported and increments the transaction number subsequent exports

studentsCitizenshipStatus

studentsCitizenshipStatus

Always uses 3 for neither a U.S. Citizen or an Eligible Non-Citizen

parentsStateofLegalResidence

Uses the parentsStateofLegalResidence (if it has a value); or if parentsStateofLegalResidence is blank, uses the studentsStateofLegalResidence; or if parentsStateofLegalResidence AND studentsPermanentState are both blank, use studentsPermanentState

transactionDataSourceTypeCode

Uses '3' for FAFSA Partner Portal for initial application and corrected application.

transactionType

Uses

1AY

‘A' for the initial application and

1C

'C’ for

a

an application correction

application.

.

transactionLanguage

Uses 'E” for English

transactionReceiptDate

Use the current date upon the export of the Access ISIR-formatted file.

applicationDataSourceTypeCode

Uses '

1A' value upon export of the Access ISIR Formatted File

3' for FAFSA Partner Portal for initial application and corrected application.

applicationReceiptDate

Uses the application or the correction date.

transactionProcessedDate

Use the current date upon the export of the Access ISIR-formatted file.

correctionFlags

Always uses zeros ("0") in each of the fields.

highlightFlags

Always uses zeros ("0") in each of the fields.

commentCodes

Always uses zeros ("0") in each of the fields.

studentIsSelectedForVerification

Always uses a value of No ("N").

dependencyStatusCode

Dependency Status. For the initial 6.6.0.0 release, some "Unsub Only" students with special circumstances have the "X" values replaced with "Z" values.

Possible values: D = Dependent, I = Independent, X = Rejected Dependent

(allows awarding Unsub loans only), Y = Rejected Independent, and Z = Provisional Independent (2024-2025 and later). 

efc

For 2024-2025 FAY and later, holds the value of the Student Aid Index (SAI). Numeric values, -1500 to 999999 or Blank

For 2023-2024 FAY and earlier, holds the value of the Expected Family Contribution (EFC).

provisionalSAI

New for 2024-2025 and later. Provisional Student Aid Index (Provisional SAI). Numeric value, calculated instead of SAI for students with a Provisional Independent dependency status ("Z").

Numeric values, -1500 to 999999 or Blank

FISAPTotalIncome

Total Income for FISAP (Fiscal Operations Report and Application to Participate). Sum of Parents' Total Income and Student/Spouse Total Income.

Numeric Integer, up to 15 characters including a negative sign, can be negative or blank. Values -99999999999999 to 99999999999999 Blank

Filler (Access Field: AccessISIR)A value of 1 will be present in the first position of this filler space and is able to be used to identify the ISIR is an Access ISIR, if Regent Access is enabled. 
Filler (Access Field: mainFederalSchoolCode)A six-digit Federal School Code will be present beginning with the second position of this filler space and is able to be used to identify the school code to which the file is being routed, if Regent Access is enabled. 

Filler (Access Field: studentExternalId)

The Regent Award studentExternalId for the default Institution (e.g. state-level) will be present if Regent Access is enabled and right justified and allow up to 60 characters in length. 
Filler (Access Field: snapApplicationID)

(allows awarding Unsub loans only), Y = Rejected Independent, and Z = Provisional Independent (2024-2025 and later). 

⚖️ EFC/SAI

For 2024-2025 FAY and later, holds the value of the Student Aid Index (SAI). Numeric values, -1500 to 999999 or Blank

For 2023-2024 FAY and earlier, holds the value of the Expected Family Contribution (EFC).

provisionalSAI

New for 2024-2025 and later. Provisional Student Aid Index (Provisional SAI). Numeric value, calculated instead of SAI for students with a Provisional Independent dependency status ("Z").

Numeric values, -1500 to 999999 or Blank

FISAPTotalIncome

Total Income for FISAP (Fiscal Operations Report and Application to Participate). Sum of Parents' Total Income and Student/Spouse Total Income.

Numeric Integer, up to 15 characters including a negative sign, can be negative or blank. Values -99999999999999 to 99999999999999 Blank

Filler (Access Field: AccessISIR)

A value of 1 will be present in the first position of this filler space and is able to be used to identify the ISIR is an Access ISIR, if Regent Access is enabled. 

Filler (Access Field: mainFederalSchoolCode)

A six-digit Federal School Code will be present beginning with the second position of this filler space and is able to be used to identify the school code to which the file is being routed, if Regent Access is enabled. 

Filler (Access Field: studentExternalId)

The Regent Award studentExternalId for the default Institution (e.g. state-level) will be present if Regent Access is enabled and right justified and allow up to 60 characters in length. 

Filler (Access Field: snapApplicationID)

The snapApplicationId on the Access ISIR provides a link between the ISIR ↔︎ and SNAP Application data for REM to use in the display as needed.  Allows up to 15 digits.

⚖️ parentSocialSecurityNumber

If value entered on form for Parent Social Security Number begins with any digit other than a '9', the entered value will map to this field. If value entered on form for Parent Social Security Number begins with a '9', the entered value will map to parentITIN.

Value may also be blank or nine zeroes (000000000)

⚖️ parentSpouseOrPartnerSocialSecurityNumber

If value entered on form for Parent Spouse or Partner Social Security Number begins with any digit other than a '9', the entered value will map to this field. If value entered on form for Parent Spouse or Partner Social Security Number begins with a '9', the entered value will map to parentSpouseOrPartnerITIN.

Value may also be blank or nine zeroes (000000000)

parentITIN

Mapped from parentSocialSecurityNumber field if value entered on form for Parent Social Security Number begins with a '9'.

⚖️ parentSpouseOrPartnerITIN

Mapped from parentSpouseOrPartnerSocialSecurityNumber field if value entered on form for Parent Spouse or Partner Social Security Number begins with a '9'.

Value may also be blank or nine zeroes (000000000)

Regent Access clients are responsible for determining the criteria and process in which an Access ISIR file is matched to students in their system if the student does not have a social security number or ITIN/DACA number (e.g. name, date of birth, and address).

Permission

The "Export eAccess ISIR Format" permission is required to generate the Access Export file in an ISIR Layout Format and is located under Global Permissions → Process Permissions → Export Processes. By default, all user roles, except the Regent admin role, will NOT have access to this permission (i.e. the permission will be disabled). The permission is enabled by default for the Regent admin user role.


Expand
titleChange Log

Change Log

Date

Editor

Description of Change

December 21, 2023

Jennifer Black

Added four fields to field mapping for 6.6.0.0 release: dependencyStatusCode, efc, provisionalSAI, and FISAPTotalIncome.

Also added this Change Log to the preexisting page.

December 27, 2023

Heather Smith

Updated with Access Database Extract File table reflecting 24-25 data and updated table with derived values for ISIR format file mapping to reflect only 24-25 fields

February 28, 2024

Bianca Bagwell

Updated Access Database Extract File Layout and Mapping Column Header from EFC to SAI for 2024-2025

March 5, 2024

Jennifer Black

Added notes for SSN fields that values may also be blank or nine zeroes (000000000): originalSocialSecurityNumber, parentSocialSecurityNumber, parentSpouseOrPartnerSocialSecurityNumber, spouseSocialSecurityNumber.

May 10, 2024

Heather Smith

Updated incorrect/missing ISIR file derived values

July 12, 2024

Heather Smith

Added ISIR-related fields to ISIR Layout Format values table per 6.8 update