The majority of the information on the student details tab is loaded to the The majority of the information on the student details tab is loaded to the system from the school's student information system via the student batch load (SBL) process.
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If a student does not have a high school diploma or the equivalent, then their eligibility for Title IV aid is based upon their Ability to Benefit (ATB) information.
If there is nothing on SBL about how student met high school graduation eligibility requirement, Regent Award defers to the information on the active ISIR: If the student answered HS Diploma or Equivalent question with a 1, 2, or 3 on the active ISIR the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement. If the student answered 4 (none of the above) or blank, the student will not be considered eligible for Title IV funds.
If SBL indicates high school diploma, GED, homeschooled, etc., the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement. If SBL indicates "ATB" and if program start date is before 7/1/2012, the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement.
If the student's academic program start date is on/after 7/1/12 and if the "Grandfather" flag is "True", the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement. If "Grandfather" flag is not "True", the student will not be considered eligible for Title IV funds. This status can be updated in the student details tab.
If the student answered HS Diploma or Equivalent question on the ISIR as blank or 4, but SBL has HS eligibility data, the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement. However, you may receive a COD Reject 199: "HS Diploma or Equivalent Field on corresponding CPS transaction does not match Ability to Benefit Code submitted." If the ISIR information is not corrected to match the SBL information.
The high school diploma information is displayed on the ISIR student listing report. Additionally, the Review ATB task can be configured to identify students where Student's active ISIR shows the value for HS Diploma as "None of the above" or "Blank and the SIS data has false for both manualGrandFatheredATB and GrandFatheredATB flags.
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Authorizations
Schools may only use Federal Student Aid (FSA) funds to pay for institutionally related charges such as tuition, fees, and room and board and then any excess credit balance must be disbursed to the student unless the student authorizes the school to hold the funds or to use them to pay for other charges.
The authorizations listed below can be captured from the student in the Student Authorizations portlet or the school can capture them via a document from the student and then manually update the value in the Student Portal Authorizations section of the Student Detail tab. These values are then included in the Export Student Transactions (EST) file to be consumed and appropriately applied by the school's student A/R system.
Hold Excess Title IV – Indicates that authorization was received from the student to hold an FSA credit balance (1=yes) or not (0=no).
Pay Prior Year Minor Charges – Indicates that authorization was received from the student to apply FSA funds to prior-year charges for other than for tuition, fees, room, and board (1=yes) or not (0=no).
Pay Non-Institutional Charges – Indicates that authorization was received from the student to use FSA funds to pay for allowable educationally related charges other than tuition, fees, and room and board (1=yes) or not (0=no).
Portal Credit Balance Option – Indicates that authorization was received which indicates whether a credit balance on a PLUS loan should be paid to the student (1=yes) or to the parent borrower (0=no).
The credit balance option is captured when the Parent completes a Direct PLUS Loan Request/MPN at studentloans.gov and is then reported to the school in the COD PLUS loan response file. This value is then included in the Export Student Transactions (EST) file to be consumed and appropriately applied by the school's student A/R system. The school credit balance option is not currently supported in the system.
Credit Balance Option – Indicates that authorization was received via COD in the PLUS loan response file which indicates whether a credit balance on a PLUS loan should be paid to the student (Student) or to the parent borrower (Borrower).
School Credit Balance Option – Indicates whether any remaining PLUS credit balance should be paid to the school. The school credit balance option is not currently supported in the system.
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Data Requirements
The following tables detail the data fields on the Student Details screen.
Student Information Section
Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|
StudentId | Auto-generated | Generated by Regent Award | View only | Text | 60 | Student is searchable by this number. | |
Last Name | SBL | Student Last Name | View only | Text | 35 | ||
First Name | SBL | Student First Name | View only | Text | 35 | ||
Middle Name | SBL | Student Middle Name | View only |
Text | 35 | ||||||
Informal Name | SBL | Alternative Name the student would like to use, a nickname or preferred name. | View only | Text | 35 | ||
Title | SBL | Title or Prefix such as Mrs., Ms., Mr., etc. | View only | Text | 35 | ||
Suffix | SBL | Suffix such as Jr., Ph.D., etc. | View only | Text | 5 | ||
Birth Date | ISIR | Student Birth date | View only | Date, format YYYYMMDD | If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field. | ||
Social Security Number | ISIR | Student Social Security Number | View only | 9 digits, auto-format to ######### | 9 | Valid values are must be within the range of
| Student is searchable by this number. |
Name of this field and whether or not to display, is chosen in set up. | SBL (externalStudentId1) | View only | Text | 60 | Student is searchable by this number. | ||
Name of this field and whether or not to display, is chosen in set up. | SBL (externalStudentId2) | View only | Text | 60 | Student is searchable by this number. | ||
Name of this field and whether or not to display, is chosen in set up. | SBL (externalStudentId3) | View only |
Text | 60 | ||
Name of this field and whether or not to display, is chosen in set up. | SBL (externalStudentId4) | View only |
Text | 60 | ||||||
Driver's License | SBL | Driver's License Number | View only | Text | 255 | ||
Previous Name(s) | SBL | Student's name as previously provided on the SBL | View only | Text | This field will display a change to any of the student name fields within the SBL including:
The date/time stamp associated with the SBL import will display next to the previous name. |
Demographic Information Section
Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|
Citizenship Status | ISIR | Student's citizenship status. | View only | Text |
| If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field. | |
Alien Registration Number | ISIR | Student's Alien Registration Number | View only | Text | 9 | If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field. | |
Visa Type | SBL | Student's Visa Type | View only | Text | |||
Visa Expiration Date | SBL | Visa Expiration Date | View only | Date, format YYYYMMDD | |||
Residency Status | SBL | The student's current residency status, as compared to the site of the school they are attending. I.e., in-state, out-of state, etc. | View only | Text |
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Residency State | SBL | State of Residency | View only | Text | |||
Residency Date | ISIR | Date the student became a resident of the State of Residency | View only | Date, format YYYYMMDD | If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field. | ||
Ethnicity | SBL | Student's ethnicity | View only | Text |
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Race | SBL | Student's race | View only | Text |
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Gender | SBL | Student's gender | View only | Text |
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Marital Status | ISIR | Student's marital status | View only | Text |
| If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field. | |
Veteran Status | SBL | Indicates whether or not the student is a veteran. | View only | Text |
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Disability Status | SBL | Indicates whether or not the student is disabled. | View only | Text |
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Deceased Date | SBL | Student date of death | View only | Date, format YYYYMMDD |
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Contact Information Section
Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Field Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|
ISIR Address/Phone/Email - address type for ISIR address is always set to "Original" | |||||||
Street Address Line 1 | ISIR | ||||||
Optional - View only | Text - 40 characters maximum | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||
Street Address Line 2 | ISIR |
Optional - View only | Text - 40 characters maximum | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||
City | ISIR |
Optional - View only | Text - 30 characters maximum | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||
State | ISIR |
Optional - View only | Drop down | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||
Postal Code | ISIR |
Optional - View only | Text - 12 characters maximum | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||
Nation | ISIR |
Optional - View only | Drop down | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||
Email Address | ISIR |
Optional - View only | Text - 50 characters maximum | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||
Phone Number | ISIR |
Optional - View only | 10 numbers, auto format to ###-###-#### | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||
Note | Data entry |
Optional - EDITABLE | Text - 150 characters maximum | Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard. | |||||
Address/Phone/Email from SIS | |||||||
Address Type | SBL | ||||||
Required - |
View only | Drop down |
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Street Address Line 1 | SBL |
Optional - |
View only |
Text | 40 | ||
Street Address Line 2 | SBL |
Optional - |
View only |
Text | 40 | ||
City | SBL |
Optional - |
View only |
Text | 30 | ||
State | SBL |
Optional - |
View only | Drop |
down | |||
Postal Code | SBL |
Optional - |
View only |
Text | 13 | ||
Nation | SBL |
Optional - |
View only | Drop |
down | |||
Email Address Type | SBL |
Optional - |
View only | Drop |
down |
| Note, the "PortalType" email address was added in
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Email Address | SBL |
Optional - |
View only |
Text | 255 | ||
Opt-out Email Communications flag | UI Checkbox |
Optional | Checkbox | This flag will be used by the fa processor to Opt-out a student from receiving batch email communications from REM. If this flag is on and an fa processor attempts to manually send the student an email, a confirmation message will |
appear "This student has Opted Out of Receiving Email communications. Do you wish to override?" | |
Phone Number Type | SBL |
Optional - |
View only | Drop |
down |
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Phone Number | SBL |
Optional - |
View only | 10 numbers, auto format to ###-###- |
#### | |||
Note |
Optional - editable | Text - 150 characters maximum | ||||||
Address/Phone from COD | |||||||
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Street Address Line 1 | COD | ||||||
Optional - View only |
Text | Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files. | ||
Street Address Line 2 | COD |
Optional - View only | Text | Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files. | |||
City | COD |
Optional - View only | Text | Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files. | |||
State | COD |
Optional - View only | Text | Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files. | |||
Postal Code | COD |
Optional - View only | Text | Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files. | |||
International State/Province | COD |
Optional - View only | Text | Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files. | |||
Nation | COD |
Optional - View only | Text | Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files. | |||||
Notes | UI Text field | Optional | Text field | Manual data entry field. | |||
Phone Number | COD |
Optional - View only | 10 numbers | Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files. | |||||
Manual Address | |||||||
Address Type | Required | Drop Down |
| This should default to Permanent | |||
Address Line 2 | Optional | ||||||
Text | |||
Address Line 2 | Optional |
Text | |||
City | Optional |
Text | |||||||
State | Optional | Drop Down | |||||
Postal Code | Optional | Text | |||||
International State/Province | Optional | Text | 100 Characters MAX | Address cannot have both a "State" and an "International State/Province" value. Editable for manual addresses only. |
to see issue details | |||||||
Use for COD Export | Optional | Check box |
to see issue |
details DEX-1095 - Authenticate |
to see issue |
details DEX-1380 - Authenticate |
to see issue details If this flag is selected, COD export process use this address on COD file. By default ISIR address is used for COD file.
The specified "Use for COD Export" address will be used for all FAY’s up to the one specified. For example, if the COD Address has an FAY of 2014 it would only apply up to the 2014 FAY and then for 2015 and higher the other addresses are used in the order of precedence (ISIR, SBL, etc.) like normal. | |||||||
Award Year | Optional | Drop Down |
to see issue details Award Year drop down will be displayed for selection only when Use for COD Export check box is selected. Manual address will be used for selected award year for COD Export, unless there is a ISIR for higher year than selected here. | |||||||
County | Optional | Text | |||||
Nation | Optional | Drop Down | |||||
Notes | Optional | Drop Down |
Academic Information Section
Data for this section comes from the SISRecord table.
Summary Page - Phone Number and Address Settings
The Summary tab displays the very first phone number and address that was saved on the student.
When the SBL is loaded for the first time for a student, the first phone number and address that is listed in the student section of the SBL will set the information that is displayed on the Summary tab. If the SBL file does not contain this information and the ISIR is loaded, then the phone number and address from ISIR will be the information saved on the student and it will be displayed on the Summary tab. Once the phone number and address are set on the Summary tab, this information is not updated on this tab.
A complete history of all phone numbers and addresses associated with the student is presented in the Contact Information section of the Student Details tab.
Academic Information Section
Data for this section comes from the SISRecord table.
Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|
SiteId | SBL | Reflects the Site to which the student is associated. If a Site was provided with the student's program on the academicInformation node of the SBL, that site will be reflected here. See
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| View only | Text | 30 | TBD dynamically, depending on the Sites that have been set up for this school | |||||||
SIS Grade Level | SBL | Student's current grade level | View only | Text |
| This is just a SIS data item that comes in on the SBL. If the student does not have units to support his grade level, they will not be packaged at that grade level. The academic plan will award them at the grade level we calculate, based on units. | |||||
ISIR Grade Level | ISIR | Student's current grade level, as reported on the ISIR | View only | Text |
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Academic Program | SBL | Academic program that the student is enrolled in. | View only | Text | 80 | Dynamically populated based on programs of study that have been set up. If no program is known or imported for the student, default to value "Unknown." | If this value is updated, initiate auto-repackaging of student academic plan. | ||||
SIS Housing Status | SBL | Location that the student will be living while attending courses. | View only | Text |
| If the student makes an update to this date from SNAP or the portal, overwrite with data provided. If this value is updated, initiate auto-repackaging of student academic plan. | |||||
Admitted Date | SBL | Date student was admitted (student has been accepted) to the school. | View only | Date, format YYYYMMDD | |||||||
Anticipated Start Date | Student Table | The date that the student will actually begin their program, so that we can package this student into the future. | View only | Date, format YYYYMMDD | Default to today's date. | Pass to the academic plan and use this date to generate the academic plan, until the student has actual enrollment. If this value is updated, initiate auto-repackaging of student academic plan. | |||||
Teacher Expert | Manually entered via UI | Indicates if the student is a Teacher Expert, which relates to their GPA requirements for TEACH eligibility. See /wiki/spaces/RNA/pages/7027727 | Optional | Drop down |
| On the Student Details tab, within the Academic Plan section, please add the field "Teacher Expert." The field should be dropdown field with the values Yes and No. The field is optional and should default to the value No. This field should be only be active if the student is either a grade level 6 or 7, (AcademicPlan.currentGradeLevel) and is enrolled in a program that is TEACH eligible. (Program.teachEligible=0). Otherwise, this field should be un-editable. This value should be saved to AwardCODMetadata.teacherExpertIndicator This value should be exported to COD in the <TeacherExpertIndicator> element. If the value comes from the SBL (SISRecord.TeacherExpertIndicator), and there is no value that has been entered manually via the UI (SISRecord.manualTeacherExpertIndicator), then the SBL value should be displayed, and used for the COD export. The field should also be editable. If there is a value in the manual field (entered via the UI), and a value comes in via the SBL, the SBL value will be stored, but not displayed or used, and the field should remain editable. See REM-1295 |
High School Information Section
Data for this section comes from the SISRecord and ISIR tables.
Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Field Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|
SIS High School Data | |||||||
SIS High School Diploma Type | SBL | Type of diploma received | View only | Drop-down |
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SIS High School Name | SBL | The name of the high school the student graduated from | View only | Text | 255 | ||
SIS High School State | SBL | The state that the high school the student graduated from is located in. | View only | Text | |||
SIS High School City | SBL | The city that the high school the student graduated from is located in. | View only | Text | |||
SIS NCES High School Code | SBL | National Center for Education Statistics (NCES) High School Code | View only | Text | 12 | Alpha-Numeric | |
SIS High School Graduation Date | SBL | The date the student graduated from high school. | View only | Date, format YYYYMMDD | |||
SIS High School Class Rank | SBL | For schools that award merit-based aid, students are ranked. | View only | Numeric | 3 | Percentage | |
SIS High School GPA | SBL | Student's GPA at the time they graduated high school | View only | Numeric | 3 | Numeric only 0.0-6.0 | |
ISIR High School Data | |||||||
ISIR HS Diploma | ISIR | High School Diploma received, as reported on the ISIR | View only | Text | |||
ISIR HS Name | ISIR | Name of the High School the student graduated from, as reported on the ISIR | View only | Text | |||
ISIR HS State | ISIR | State the High School is located in , as reported on the ISIR | View only | Text | |||
ISIR HS City | ISIR | City the High School is located in, as reported on the ISIR | View only | Text | |||
ISIR HS Code | ISIR | High School Code, as reported on the ISIR | View only | Text | |||
Test Scores Information Section
Data for this section comes from the StudentUserDefinedTestScores table.
Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Field Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|
Test Name | SBL | Name of test, ie, SAT, GRE | View only | Text | 25 | ||
Score | SBL | Score the student achieved on the test. | View only | Text | 4 | Numeric, 0-9 |
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Ability to Benefit Section
Data for this section comes from the SISRecord table.
Any user-edited Override values will take precedence. See
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Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Field Length | Values | Business Rules |
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SIS Student Eligibility Code | Manual Override value, then SBL, then ISIR. | A two-digit numeric code | Optional | Drop-down AbilityToBenefitCode | 2 | Valid values may include, but are not limited to: 01=ATB-Test Completed-1st Enrolled Before 7/1/12 02=ATB-College Credits-1st Enrolled Before 7/1/12 03=State Process 04=Home Schooled 05=Other 06 = High School Diploma 07 = GED or State Auth. H.S. Equivalent Certificate 08 = State Authorized High School Equivalent Certificate 09 = Academic Transcript of 2-yr Program Acceptable for Full Credit Transfer to a BA Program 10 = Program Leads to at least an Assoc. Degree, Excelled in H.S. and met the Admissions Requirements 11 = ATB-Test Completed - 1st Enrolled 7/1/12 to 6/30/15 12 = ATB-Test Completed - 1st Enrolled 7/1/15 or After 13 = ATB-College Credits - 1st Enrolled 7/1/12 to 6/30/15 14 = ATB-College Credits - 1st Enrolled 7/1/15 or After Can be BLANK NOTE: Some of these codes are no longer used but are still listed and available in the database so that existing records will display correctly. | See validation rules. |
SIS Ability to Benefit Test Administrator | Manual override, then SBL | A two-digit numeric code | Optional | Drop-down AbilityToBenefitTestAdministratorCode | 2 | Valid values may include, but are | |
SIS Ability to Benefit Test Code | Manual override, then SBL | A two-digit numeric code | Optional | Drop-down AbilityToBenefitTestCode | 2 | Valid values may include, but are not limited to: 01 – ASSET Program: Basic Skills Tests 02 – Career Program Assessment (CPAT) Basic Skills Subtests 03 – Combined English Language Skills Assessment (CELSA) 04 – Compass Subtests (COMPASS) 05 – Computerized Placement Tests (CPTs)/ACCUPLACER 06 – Descriptive Tests of Language Skills and Mathematical Skills (DTLS/DTMS) 07 – ESL Placement Test (COMPASS/ESL) 08 – Wonderlic Basic Skills Test (WBST) 09 – WorkKeys Program 10 – Test of Adult Basic Education (TABE, Reading Mathematics Computation, Applied Mathematics Language, and Spelling Forms 7 and 8, Level A and 3) 11 – Spanish Assessment of Basic Education (SABE) 12 - Wonderlic Basic Skills Test - Spanish (WBST-Spanish) Can be BLANK. | |
SIS Ability to Benefit | Manual override, then SBL | The date that the student | Optional | Date | Date | Format = CCYYMMDD | |
SIS Ability to Benefit State Code | Manual override, then SBL | The state in which the student | Optional | Drop-down | State/Province state codes | Valid values will include all state | |
SIS Grandfathered Ability to Benefit | Manual Override value, then SBL. | Indicates whether or not the student was enrolled in an ATB eligible program prior, at this institution or another institution, to July 1, 2012. | Optional | Drop-down |
| If the user chooses the value of "Select" then the flag should be cleared (set to Null). Display the value entered here, unless no value has been entered on the UI (SISRecord.manualGrandFatheredATB), then display the value provided on the SBL by default (SISRecord.grandFatheredATB). See /wiki/spaces/REM/pages/7012923 See REM-1194, DEX-604 and RNA-384 |
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When users enter values for the ATB override fields, Regent Award should enforce validation.
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If Student Eligibility Code is 11 or 12, the following fields must have a value, either in the SIS-provided or the user-entered Override screens:
ATB Test Administrator Code
ATB Test Code
ATB Completion Date
If Student Eligibility Code is not 01, 11, or 12, then the user must clear any override values for the following fields:
ATB Test Administrator Code
ATB Test Code
ATB Completion Date
DEX also (separately) will check validation when exporting to COD. See /wiki/spaces/DMND/pages/6135082 and ticket
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Institutionally Defined Data Section
Data for this section comes from the StudentAdditionalInformation table.
Regent Award should display a history of the values received via the SBL / entered via the UI, for each UDF name.
Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Field Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|
Field Name | SBL | School defined | Optional - View only | Text | 60 | ||
External ID | SBL | School defined | Optional - (unless Effective dates are entered then it is required) | Text | 60 | ||
Value | SBL | School defined | Optional - View only |
Text | 80 |
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Effective Start Date | SBL | School defined | Optional | Date | Date, format YYYYMMDD | ||
Effective End Date | SBL | School defined | Optional | Date | Date, format YYYYMMDD |
If adding options from the Institution setup fields:
Field Name | Description | Required/ Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
User Defined Fields | |||||
Field Name | Optional | Drop down | Populate from the list of fields names defined in Institution Setup. | User shall have the ability to add multiple user-defined fields to the cost setup item via an "Add" button. | |
Equal To | Optional | Text | Alphanumeric up to 50 characters max. | If the student has this user-defined field defined on student details, with this exact value, then this cost item applies to that student. If multiple user-defined fields are added to a cost item, the student must have ALL of these cost fields, with the exact defined value, in order for the student to be assigned this cost item. | |
Parent/Spouse/Reference Information Section
Data for this section comes from the ParentSpouse and Address tables.
Field Name | Source that takes precedence | Description | Required/ Optional | Type | SBL Max Field Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|
Father Address/Phone/Email | |||||||
Last Name | ISIR when available, otherwise SBL | Father's Last Name | Optional | Text | 35 | The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field. | |
First Name | SBL | Father's First Name | Optional | Text | 35 | The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field. | |
Middle Name | SBL | Father's Middle Name | Optional | Text | 35 | The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field. | |
Street Address Line 1 | ISIR when available, otherwise SBL | Optional | Text | 40 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
Street Address Line 2 | ISIR when available, otherwise SBL | Optional | Text | 40 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
City | ISIR when available, otherwise SBL | Optional | Text | 30 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
State | ISIR when available, otherwise SBL | Optional | Drop-down | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | |||
Postal Code | ISIR when available, otherwise SBL | Optional | Numeric | 13 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
Nation | ISIR when available, otherwise SBL | Optional | Drop-down | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | |||
Email Address | ISIR when available, otherwise SBL | Optional | Text | 255 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
Phone Number | ISIR when available, otherwise SBL | Optional | Numeric | 10 numbers, auto format to ###-###-#### | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
PLUS Borrower | UI | Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans. | Editable - but see Business Rules | Checkbox | This check box is displayed on the data entry screen ONLY when type = Mother or Father. The user should only be able to choose one default borrower. I.e., at any given time, only one parent/spouse/reference can be the "default" Plus borrower.
| ||
FERPA | SBL | Indicates whether or not the student agrees for the school to share information with this contact. | Optional | Checkbox | If checked, the student authorizes the school to share information with this contact. | ||
Citizenship Status Code | The PLUS Borrower's citizenship status code | Optional | Drop-down |
|
| 1 = U.S. citizen (or U.S. national) | |
Note | Data Entry | ||||||
Optional | Text - 250 characters maximum | Manual data entry field. | |||||
Mother Address/Phone/Email | |||||||
Last Name | ISIR when available, otherwise SBL | Mother's Last Name | |||||
Optional | Text | 35 | The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field. | |
First Name | SBL | Mother's First Name |
Optional | Text | 35 | The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field. | |
Middle Name | SBL | Student Middle Name |
Optional | Text | 35 | The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field. | |
Street Address Line 1 | ISIR when available, otherwise SBL |
Optional | Text | 40 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
Street Address Line 2 | ISIR when available, otherwise SBL |
Optional | Text | 40 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
City | ISIR when available, otherwise SBL |
Optional | Text | 30 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
State | ISIR when available, otherwise SBL |
Optional | Drop-down | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | |||
Postal Code | ISIR when available, otherwise SBL |
Optional | Numeric | 13 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
Nation | ISIR when available, otherwise SBL |
Optional | Drop-down | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | |||
Email Address | ISIR when available, otherwise SBL |
Optional | Text | 255 | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||
Phone Number | ISIR when available, otherwise SBL |
Optional | Numeric | 10 numbers, auto format to ###-###-#### | View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited. | ||||
PLUS Borrower | UI | Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans. | Editable - but see Business Rules | Checkbox | The user should only be able to choose one default borrower. I.e., at any given time, only one parent/spouse/reference can be the "default" Plus borrower.
| ||
FERPA | SBL | Indicates whether or not the student agrees for the school to share information with this contact. |
Optional | Checkbox | If checked, the student authorizes the school to share information with this contact. | ||
Citizenship Status Code | The PLUS Borrower's citizenship status code |
Optional | Numeric |
|
| 1 = U.S. citizen (or U.S. national) |
Note | Data Entry |
Optional | Text - 250 characters maximum | Manual data entry field. | |||||
Spouse Address/Phone/Email | |||||||
Last Name | SBL or SNAP if student updates through SNAP or portal | Spouse Last Name | Optional | Text | 35 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |
First Name | SBL or SNAP if student updates through SNAP or portal | Spouse First Name | Optional | Text | 35 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |
Middle Name | SBL or SNAP if student updates through SNAP or portal | Spouse Middle Name | Optional | Text | 35 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |
Street Address Line 1 | SBL or SNAP if student updates through SNAP or portal | Optional | Text | 40 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
Street Address Line 2 | SBL or SNAP if student updates through SNAP or portal | Optional | Text | 40 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
City | SBL or SNAP if student updates through SNAP or portal | Optional | Text | 30 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
State | SBL or SNAP if student updates through SNAP or portal | Optional | Drop-down | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |||
Postal Code | SBL or SNAP if student updates through SNAP or portal | Optional | Numeric | 13 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
Nation | SBL or SNAP if student updates through SNAP or portal | Optional | Drop-down | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |||
Email Address | SBL or SNAP if student updates through SNAP or portal | Optional | Text | 255 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
Phone Number | SBL or SNAP if student updates through SNAP or portal | Optional | Numeric | 10 numbers, auto format to ###-###-#### | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
PLUS Borrower | UI | Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans. | Editable - but see Business Rules | Checkbox | The user should only be able to choose one default borrower. I.e., at any given time, only one parent/spouse/reference can be the "default" Plus borrower.
| ||
FERPA | SBL or portal | Indicates whether or not the student agrees for the school to share information with this contact. | Optional | Checkbox | If checked, the student authorizes the school to share information with this contact. | ||
Citizenship Status Code | The PLUS Borrower's citizenship status code | Optional | Numeric |
|
| 1 = U.S. citizen (or U.S. national) | |
Note | Data Entry | Optional | Text - 250 characters maximum | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |||
Reference 1, 2 and 3 Address/Phone/Email | |||||||
Last Name | SBL or SNAP if student updates through SNAP or portal | Reference Last Name | Optional | Text | 35 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |
First Name | SBL or SNAP if student updates through SNAP or portal | ||||||
Reference First Name | Optional | Text | 35 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |
Middle Name | SBL or SNAP if student updates through SNAP or portal |
Reference Middle Name | Optional | Text | 35 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |||
Street Address Line 1 | SBL or SNAP if student updates through SNAP or portal | Optional | Text | 40 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
Street Address Line 2 | SBL or SNAP if student updates through SNAP or portal | Optional | Text | 40 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
City | SBL or SNAP if student updates through SNAP or portal | Optional | Text | 30 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
State | SBL or SNAP if student updates through SNAP or portal | Optional | Drop-down | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |||
Postal Code | SBL or SNAP if student updates through SNAP or portal | Optional | Numeric | 13 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
Nation | SBL or SNAP if student updates through SNAP or portal | Optional | Drop-down | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | |||
Email Address | SBL or SNAP if student updates through SNAP or portal | Optional | Text | 255 | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
Phone Number | SBL or SNAP if student updates through SNAP or portal | Optional | Numeric | 10 numbers, auto format to ###-###-#### | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. | ||
PLUS Borrower | UI | Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans. | Editable - but see Business Rules | Checkbox | The user should only be able to choose one default borrower. I.e., at any given time, only one parent/spouse/reference can be the "default" Plus borrower.
| ||
FERPA | SBL | Indicates whether or not the student agrees for the school to share information with this contact. | Optional | Checkbox | If checked, the student authorizes the school to share information with this contact. | ||
Citizenship Status Code | The PLUS Borrower's citizenship status code | Optional | Numeric |
|
| 1 = U.S. citizen (or U.S. national) | |
Note | Data Entry | Optional | Text - 250 characters maximum | If the student makes an update to this date from SNAP or the portal, overwrite with data provided. |
Add Contact/Reference Section Info
Field Name | Description | Required/ Optional | Type | SBL Max Field Length | Values | Business Rules |
|---|---|---|---|---|---|---|
Section | Allows user to select which section is being updated | Required | Drop-down |
| ||
Contact Type | Allows User to select the type of address they are trying to add | Required | Drop-down |
| Type=Contact then only display:
| |||||
Details - Contact/Address | ||||||
Type | Required | Drop-down |
| |||
Street Address 1 | Required | Text - 40 characters maximum | ||||
Street Address 2 | Optional | Text - 40 characters maximum | ||||
City | Optional | Text - 30 characters maximum | ||||
State | Optional | |||||
Postal Code | Optional | Text - 12 characters maximum | ||||
Nation | Optional | |||||
Note | Optional | Text - 150 characters maximum | ||||
Details - Contact/Phone | ||||||
Type | Required | Drop-down |
| |||
Phone | Numeric | 10 numbers, auto format to ###-###-#### | ||||
Details- Contact/Email | ||||||
Type | Required | Drop-down |
| |||
Required | Text | 255 | ||||
Details-Reference/Spouse/Parent | ||||||
First Name | SBL | Optional | Text | 35 | ||
Middle Name | SBL | Optional | Text | 35 | ||
Last Name | ISIR when available, otherwise SBL | Optional | Text | 35 | ||
Street Address Line 1 | ISIR when available, otherwise SBL | Optional | Text | 40 | ||
Street Address Line 2 | ISIR when available, otherwise SBL | Optional | Text | 40 | ||
City | ISIR when available, otherwise SBL | Optional | Text | 30 | ||
State | ISIR when available, otherwise SBL | Optional | Drop-down | |||
Postal Code | ISIR when available, otherwise SBL | Optional | Numeric | 13 | ||
Nation | ISIR when available, otherwise SBL | Optional | Drop down | |||
Email Address | ISIR when available, otherwise SBL | Optional | Text | 255 | ||
Phone Number | ISIR when available, otherwise SBL | Optional | Numeric | |||
PLUS Borrower | UI | Optional | Checkbox | Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans. | ||
FERPA | SBL | Optional | Checkbox | Indicates whether or not the student agrees for the school to share information with this contact. | ||
Citizenship Status Code | Optional | Numeric |
|
| The PLUS Borrower's citizenship status code | |
Note | Data Entry | Optional | Text box - 250 characters maximum |
Student Portal Authorizations
The following options are apart of a custom setup for each school; therefore, all options may or may not display in the Student Authorizations Portlet. Note: these fields are applied at the Student level.
Field Name | Description | Required/ Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
Hold Excess Title IV | Indicates that authorization was received from the student to hold an FSA credit balance (1=yes) or not (0=no). User views the following on the portal, "I authorize the University to hold federal financial aid on my account as a credit balance to be applied to all outstanding educationally-related charges that have been or will be charged to my student account by the University during the current payment period." | Required | Drop down |
| |
Portal Credit Balance Option | Indicates that authorization was received which indicates whether a credit balance on a federal Title IV loan should be paid to the student (1=yes) or to the parent borrower (0=no). User views the following on the portal, "I authorize the University to return any credit balance created by federal Title IV student loans directly to the lender. I want these funds to be used to decrease my student loan debt. You may choose to lower your outstanding student loan balance by having any excess funds from Title IV loans returned to the lender. This will help keep your total amount of student debt as low as possible. This applies only to federal student loans and does not apply to grants or scholarships." | Required | Drop down |
| |
Pay Prior Year Minor Charges | Indicates that authorization was received from the student to apply FSA funds to prior-year charges for other than for tuition, fees, room, and board (1=yes) or not (0=no). User views the following on the portal, "I authorize the University to hold federal financial aid on my account as a credit balance to apply those funds to outstanding educationally-related charges that have been charged to my student account by the University for the prior award year not to exceed $200." | Required | Drop down |
| |
Pay Non-Institutional Charges | Indicates that authorization was received from the student to use FSA funds to pay for allowable educationally related charges other than tuition, fees, and room and board (1=yes) or not (0=no). User views the following on the portal, "I authorize the University to hold federal financial aid on my account as a credit balance to be applied to future allowable charges for the current payment period. Any funds received in excess of the future allowable charges within each payment period will be sent to me as soon as possible, but no later than 14 days after receipt of my financial aid disbursement." | Required | Drop down |
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