This page provides terms and definitions that are relevant to Regent products.
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For more detailed information on Academic Years, see 2020-21 Federal Student Aid Handbook - Vol.3.
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Coming soon - Time Periods in Regent Award
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Refers to a historical AY. Any Financial Aid awards prior to the student’s start date in Regent Award are placed in an AY0.
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Coming soon - Time Periods in Regent Award
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Batch Packaging is typically a scheduled process that is configured to run on a nightly basis. The BP process allows for a large volume of students to be packaged in a single process.
BP Compare
BP compare is the process of executing Batch Packaging (plus COD, EST) in the last certified release and the new release THEN comparing the results of both. This process is part of a new release validation
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Financial aid model that follows an individual student’s academic progress. The start and end dates of a BBAY can change depending on the individual student's enrollment pattern and/or loans.
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Coming soon - Time Periods in Regent Award
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A calendar date used as a point in time to measure students' enrollments as of that date by schools leveraging a term-based ‘Academic Period Type'. Census is primarily used for Pell Grant calculations, but may be used for other purposes. For example, "census units" are the student's enrolled course units on the Census Date.
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Coming soon - Census Date
Coming soon - Multiple Configured Census Dates per Term
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Common Origination and Disbursement (COD), COD File, COD Response, COD WB File
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Configuration
Customizable fields in the Regent Suite that are fundamental to processing.
Conflicting Information
Any discrepancy between the student's financial aid application and all other information available to the school that affects eligibility for financial aid or the amount of aid.
Confluence
The technology platform for Customer Zone.
Consortium
An agreement between colleges/universities to recognize registration at each location for financial aid purposes.
Context, Analysis Context, Context File, RNA Context File, Request / Response File, Student Context
XML data files detailing a student record’s information. Context files are extremely helpful for troubleshooting packaging errors, especially in RNA. Context files are named with the student's ID number and the environment name (not to be confused with the student's externalID).
Cost of Attendance (COA)
The Cost of Attendance for a student is an estimate of that student’s educational expenses (tuition, living expenses, etc.) for the period of enrollment.
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Course Enrollment (CE), CEP, CE Record, CE Rollup
Logically groupings of a student’s registered courses for financial aid purposes. 1 Course Enrollment = 1 Payment Period = 1 Term.
CE Rollup is the process that groups courses into CE records.
CEP, or Course Enrollment for a Program. For example, if a student has a Program Change, the new program's courses would occur in a different CEP record.
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Crossover
In Title IV Financial Aid, a crossover period is a period of time (Academic Year, loan period, or payment period) having dates spanning two or more Federal Award Years (FAYs). A FAY starts on July 1 and runs through June 30 of the next calendar year.
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Coming soon - Time Periods in Regent Award
Customer Zone (CZ)
Regent’s issue, question, and task reporting tool. Accessed here.
Customer Zone Knowledge Base (CZKB) = Contains how-to articles, guides, release notes, and other helpful information for Regent clients. Accessed here.
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Data Conversion
Data Conversion is the process by which multiple sources of data are correlated and imported into Regent Award in order to build an accurate historical and future financial package for students. Also referred to a the Rebuild process.
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Data Reconciliation
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Communications
A configurable form of messaging to the student and/or parent via an email, letter or text. Each communication is comprised of a communication filter and a communication template.
Template
The body content of a communication. This component is assigned to a communication and provides the body connect of the communication.
Filter
A query which determines the selection population. This component is assigned to a communication and determines who will receive that communication.
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Configuration
Customizable fields in the Regent Suite that are fundamental to processing.
Conflicting Information
Any discrepancy between the student's financial aid application and all other information available to the school that affects eligibility for financial aid or the amount of aid.
Confluence
The technology platform for Customer Zone.
Consortium
An agreement between colleges/universities to recognize registration at each location for financial aid purposes.
Context, Analysis Context, Context File, RNA Context File, Request / Response File, Student Context
XML data files detailing a student record’s information. Context files are extremely helpful for troubleshooting packaging errors, especially in RNA. Context files are named with the student's ID number and the environment name (not to be confused with the student's externalID).
Cost of Attendance (COA)
The Cost of Attendance for a student is an estimate of that student’s educational expenses (tuition, living expenses, etc.) for the period of enrollment.
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Course Enrollment (CE), CEP, CE Record, CE Rollup
Logically groupings of a student’s registered courses for financial aid purposes. 1 Course Enrollment = 1 Payment Period = 1 Term.
CE Rollup is the process that groups courses into CE records.
CEP, or Course Enrollment for a Program. For example, if a student has a Program Change, the new program's courses would occur in a different CEP record.
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Data Exchange (DEX)
DEX is the data exchange engine. It manages the push and pull of data into other components of the Regent Application Framework.. DEX handles Course Enrollments, SBL imports, COD exports.
Default Loan Period
A Loan Period that is created automatically by Regent Award to cover the entire Academic Year. Every AY is supposed to have at least the Default Loan Period.
See related page(s):
Coming soon - Time Periods in Regent Award
Dependent Student
A dependent student, for the purposes of filling out the Free Application for Federal Student Aid (FAFSA), is someone who is evaluated for financial aid based both on their own income and their parents' even if that student's parents will not contribute financially to their college education.
Destination Point
A Destination Point, also known as a TG number, is a Federal Student Aid trading partners' endpoint. FSA Data is securely exchanged between a Destination Point and Federal Student Aid Application Systems through the Student Aid Internet Gateway (SAIG) tool.
Destination Point Administrator (DPA)
The school employee responsible for ensuring secure access to the SAIG (a communication system between the school and ED systems). The DPA is responsible for assigning and providing access via SAIG for other employees of the school.
Direct Cost
Costs that are paid directly to the school such as tuition and fees.
Disbursement Record
A record indicating that the school has disbursed or plans to disburse funds to the student.
Disbursement Release Indicator (DRI)
A 'flag' associated to each disbursement. The DRI flag is set to FALSE by default. The DRI flag can be set to TRUE using the Export Process “Export EST” and “Export Student Transaction Type” of “EST for DRI”.
COD also uses the DRI flag for processing.
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COD and EST Processing staging
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Enrollment
An occurrence of course registration. For example, when a student registers for one or more classes during a Term or Payment Period, that set of classes is called an "Enrollment." The U.S Department of Education awards money based on Enrollment periods.
In Regent Award, enrollment in courses is tracked as part of Course Enrollment ("CE") records.
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Entrance Counseling (EC)
Counseling process utilized to ensure students understand the terms and conditions of Direct Loans as well as their rights and responsibilities as a borrower.
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Estimated Family Contribution (EFC)
The total dollars that a student's family can afford to spend on the student’s education in this FAY. This amount is calculated by the U.S. Department of Education using various formulas. EFC's appear on the ISIR and the student's SAR.
EFC's are viewable in Regent Award on the student's ISIR tab, ISIR details, Results and EFC section.
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Crossover
In Title IV Financial Aid, a crossover period is a period of time (Academic Year, loan period, or payment period) having dates spanning two or more Federal Award Years (FAYs). A FAY starts on July 1 and runs through June 30 of the next calendar year.
See related page(s):
Coming soon - Time Periods in Regent Award
Customer Zone (CZ)
Regent’s issue, question, and task reporting tool. Accessed here.
Customer Zone Knowledge Base (CZKB) = Contains how-to articles, guides, release notes, and other helpful information for Regent clients. Accessed here.
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Data Conversion
Data Conversion is the process by which multiple sources of data are correlated and imported into Regent Award in order to build an accurate historical and future financial package for students. Also referred to a the Rebuild process.
See related page(s):
Data Reconciliation
Data Reconciliation is the process whereby student, program, and cost data are compared/reconciled between the client's SIS and Regent Award. This process is utilized when a school is implementing Regent Award.
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Data Exchange (DEX)
DEX is the data exchange engine. It manages the push and pull of data into other components of the Regent Application Framework.. DEX handles Course Enrollments, SBL imports, COD exports.
Default Loan Period
A Loan Period that is created automatically by Regent Award to cover the entire Academic Year. Every AY is supposed to have at least the Default Loan Period.
See related page(s):
Coming soon - Time Periods in Regent Award
Dependent Student
A dependent student, for the purposes of filling out the Free Application for Federal Student Aid (FAFSA), is someone who is evaluated for financial aid based both on their own income and their parents' even if that student's parents will not contribute financially to their college education.
Destination Point
A Destination Point, also known as a TG number, is a Federal Student Aid trading partners' endpoint. FSA Data is securely exchanged between a Destination Point and Federal Student Aid Application Systems through the Student Aid Internet Gateway (SAIG) tool.
Destination Point Administrator (DPA)
The school employee responsible for ensuring secure access to the SAIG (a communication system between the school and ED systems). The DPA is responsible for assigning and providing access via SAIG for other employees of the school.
Direct Cost
Costs that are paid directly to the school such as tuition and fees.
Disbursement Record
A record indicating that the school has disbursed or plans to disburse funds to the student.
Disbursement Release Indicator (DRI)
A 'flag' associated to each disbursement. The DRI flag is set to FALSE by default. The DRI flag can be set to TRUE using the Export Process “Export EST” and “Export Student Transaction Type” of “EST for DRI”.
COD also uses the DRI flag for processing.
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Estimated Financial Aid (EFA)
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COD and EST Processing staging
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Enrollment
An occurrence of course registration. For example, when a student registers for one or more classes during a Term or Payment Period, that set of classes is called an "Enrollment." The U.S . Department of Education refers to this as estimated financial aid (EFA). It is important that these resources are recorded so that the student does not receive funds in excess of their need or cost of attendance.
Expected Progression
Expected Progression is a DEX concept for allocating courses into Course Enrollment records (CEs). CEs are filled using course registration, without waiting for the courses to be finished and have quality points, grades, etc. Students are expected to finish the courses they enroll in. A CE becomes soft-closed when it has enough course registration to fill that CE, and any additional courses go into the next CE and so on.
Export Student Transactions (EST), EST File, EST for DRI, EST for AR and Expected EST
A process within Regent Award that allows a user to complete an 'Export Student Transaction Type': EST for DRI, Expected, EST for AR.
EST for DRI - Set DRI=True on disbursements if requirements are met.
Expected EST - generates an ‘Expected EST’ file often used by schools for forecasting incoming funds. (XML format).
EST for AR - generates an ‘EST Actual’ file used by schools to post to their accounting system. (XML format).
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External ID(s)
School identifiers often used to communicate data between the Regent system and the school’s Student Information System (SIS).
Exit Counseling
Exit counseling awards money based on Enrollment periods.
In Regent Award, enrollment in courses is tracked as part of Course Enrollment ("CE") records.
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Entrance Counseling (EC)
Counseling process utilized to ensure students understand the terms and conditions of Direct Loans as well as their rights and responsibilities as a borrower.
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Estimated Family Contribution (EFC)
The total dollars that a student's family can afford to spend on the student’s education in this FAY. This amount is calculated by the U.S. Department of Education using various formulas. EFC's appear on the ISIR and the student's SAR.
EFC's are viewable in Regent Award on the student's ISIR tab, ISIR details, Results and EFC section.
The actual EFC used for COA is the Alt-EFC (Federal Methodology EFC), visible on the Awards tab, Resources, under FM Contribution Details.
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Estimated Financial Aid (EFA)
Students may receive resources such as employer assistance or scholarships which are not disbursed through the system. The U.S. Department of Education refers to this as estimated financial aid (EFA). It is important that these resources are recorded so that the student does not receive funds in excess of their need or cost of attendance.
Expected Progression
Expected Progression is a DEX concept for allocating courses into Course Enrollment records (CEs). CEs are filled using course registration, without waiting for the courses to be finished and have quality points, grades, etc. Students are expected to finish the courses they enroll in. A CE becomes soft-closed when it has enough course registration to fill that CE, and any additional courses go into the next CE and so on.
Export Student Transactions (EST), EST File, EST for DRI, EST for AR and Expected EST
A process within Regent Award that allows a user to complete an 'Export Student Transaction Type': EST for DRI, Expected, EST for AR.
EST for DRI - Set DRI=True on disbursements if requirements are met.
Expected EST - generates an ‘Expected EST’ file often used by schools for forecasting incoming funds. (XML format).
EST for AR - generates an ‘EST Actual’ file used by schools to post to their accounting system. (XML format).
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External ID(s)
School identifiers often used to communicate data between the Regent system and the school’s Student Information System (SIS).
Exit Counseling
Exit counseling provides students with important information needed as they prepare to repay federal student loan(s).
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In Direct Loan identifiers, the FAY appears in the Financial Award ID. For example, an Unsubsidized loan for the 2020-2021 FAY might have an ID with "21", such as like 999999999U21G41218001.
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Coming soon - Time Periods in Regent Award
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Grade Point Average (GPA)
Quality points average for student for Term/Payment Period or Academic Year.
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Higher Education Act of 1965 (HEA)
A law designed to strengthen the educational resources of the colleges and universities of the United States and to provide financial assistance to post-secondary students.
For more detailed information, see The Higher Education Act of 1965 (HEA).
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Enrollment status of students who are enrolled for a number of credits that is fewer than the school’s standard for half-time enrollment status.
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Coming soon - Time Periods in Regent Award
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Coming soon - Time Periods in Regent Award
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Multiple Disbursement Requirement
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An academic schedule very similar to Term, using fixed calendar dates, but with shorter time periods than typical Terms.
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Coming soon - Time Periods in Regent Award
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A type of academic program that is built around a student's individual schedule, rather than using fixed Terms.
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Coming soon - Time Periods in Regent Award
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Office Use Only (OUO)
A loan period that has dates that coincide or "configurable option that allows a document to be hidden from the student view on the student portal. Documents configured as OUO will be excluded from student communications.
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Overlapping Loan Period (OLLP)
A loan period that has dates that coincide or "overlap" with other loan periods.
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Pell
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Lifetime Eligibility Used (PELL LEU)
The total limit of Pell grants a student may receive, equivalent to six years or 600%.
Year Round PELL (YRP or 150% Pell)
Under certain conditions, a student may be awarded up to 150% of the Pell Grant within the same FAY.
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Pell Multiple Reporting Record (Pell MRR)
Provides information to a school about a student’s origination and disbursement status at other schools and the amount of the scheduled Pell Grant award disbursed. The MRR identifies two primary types of multiple reporting conditions: concurrent enrollment and potential overaward situations.
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Program Applicable Courses/Units
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Process Log
The Process Log contains results of processes executed in the Regent Enterprise Management system
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Program Applicable Courses/Units
Courses which are applicable to the student's current academic program.
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Record Retention/Deletion Process
A process that provides full and partial data deletion options for the Regent Enterprise Management system
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Release
A release is the current version of the software released which can include enhancements and/or bug fixes.
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A source of funding which is not awarded directly by the institution and are not configured as funds in Regent Award, but are included in estimated financial aid (EFA). Items managed via the External Resources file are not disbursed via Regent Awarddisbursed via Regent Award.
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Regent Cloud Operations (RCO)
Regent team that performs updates to environments (e.g., upgrades, restores, running scripts).
Regent Enterprise Management (REM)
User interface for Regent.
Regent Suite
Regent Access
The Regent Access product streamlines applicant experience and increases the level of applicant self-service in completion of the Financial Aid Application for undocumented students, providing application results in standard format for the processing and awarding of aid.
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Regent Award/Regent Review
Regent Award is a comprehensive software-as-a-service solution that automates the entire financial aid lifecycle. As a stand alone option, Regent Review provides clients with a streamlined, improved process for faster, more efficient completion of the verification process.
Regent Award for Salesforce
The Regent Award for Salesforce (RAFSF) application provides critical information to Student Success Advisors, Recruiters, and Enrollment Teams. With the addition of RAFSF, enrollment and student-success teams have access to key financial aid insights in their CRM (Customer Relationship Management), in the context of student records. RAFSF extends financial aid insights to these teams via a one-directional feed from Regent to Salesforce.
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Regent Fund
Regent Fund enables clients to award funds (excluding Direct Loans, Pell and TEACH) to a body of students in bulk, based on a series of user-selected parameters. The product is comprised of three tools: Query, Ranking and Priority, and Awarding. Note: These tools are designed to work at Institution level.
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Regent Plan
Regent Plan enables students to plan, forecast, and track their Financial Aid for both current and future Academic Years in the Student Experience portal. It provides students visibility into current and projected loan indebtedness as well as informs students of aggregate loan amounts and remaining eligibility to complete their program.
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Regent Cloud Operations (RCO)
Regent team that performs updates to environments (e.g., upgrades, restores, running scripts).
Regent Enterprise Management (REM)
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Regent Needs Analysis (RNA)
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The Remaining Period of Study is the period comprised of a student’s final units to complete an academic program.
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Coming soon - Time Periods in Regent Award
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Scheduled Processes
The process of scheduling a specific activity based on a pre defined parameter set.
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Script(s)
A file with a set of commands that extract, load or transform data from various data sources, such as a database, based on requirements.
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Smart Form/Questionnaire
The Smart Form/Questionnaire collects required information from students via an interactive application available in the Student Experience portal.
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Smoke Test
Limited validation to ensure the environment is working as expected.
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Refers to a SBL file that contains only biographic and demographic data.
Student BBAY Modification (SBM)
A manually-edited Academic Year, or "Manual Academic Year". SBMs are created on the Program Management Wizard or in the Rebuild processdemographic data.
Student BBAY Modification (SBM)
A manually-edited Academic Year, or "Manual Academic Year". SBMs are created on the Program Management Wizard or in the Rebuild process.
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Student Experience or StudentX (SE)
Regent Education’s student portal interface. (note: StudentX replaces Regent Education’s legacy portal interface, SNAP)
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Student Needs Analysis Portal (SNAP)
The legacy student portal interface.
Subscription Period
Subscription Period students are self-paced and have greater flexibility in courses than traditional approaches. Subscription Periods have term-based awarding, but disbursements are restricted based on the student's actual progress (similar to nonterm).
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Student Experience or StudentX
Regent’s student portal. Replaces SNAP.
Student Needs Analysis Portal (SNAP)
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Subsidized Loan, Sub Loan, Sub
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Term
A period of time with fixed start and end dates. Semesters, trimesters, or quarters are examples of Terms.
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Coming soon - Time Periods in Regent Award
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User Acceptance Testing (UAT)
Client validation of a Regent release, configuration, integration, and business processes prior to production upgrade and/or deployment.
User Defined Field (UDF)
Regent Award allows the configuration of user-defined fields (UDF) to hold student-specific data sent from the SIS on the SBL. Each UDF requires a name and a value with the option of an effective date range per the SBL specification. These fields may be used for informational purposes, to populate student-scoped documents, set cost items, provide input to communication filters, and activate custom award rules.
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File format used to transfer data to/from the Regent system.
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Year Round Pell (YRP)
Allows a student to receive Federal Pell Grant (Pell Grant) funds for up to 150% of the student’s Pell Grant Scheduled Award (PGSA) for a Federal Award Year (FAY).
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