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Regent Award allows the configuration of user-defined fields (UDF) to contain 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, set Regent Fund criteria, and also for informational purposes. UDF names and codes are configured in Institution Setup. On Student Details, the UDFs sent for a student are listed under Institutionally Defined Data as the configured ‘Code’.

UDF Setup

UDFs are defined in regent Regent within Institution Setup>User Setup → User Defined Fields by users with . User roles need the ‘Edit Institution’ permission to edit UDFs. There is not a limit on the number of UDFs that may be entered on the setup screen. The only data required when adding a UDF is the ‘Field Name’Name.’ Field Name is the text that will display for selection in UDF dropdown lists within Regent. A corresponding ‘Code’ is also required for the Field Name, but that value is generated automatically based on Field Name entry. The ‘Code’ field is not editable. For other configuration options, see Institution Setup Data Elements.

To remove a UDF from Institution Setup, users user roles must have the ‘Delete Institution User Defined Fields’ permission.

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UDFs are sent on the Additional Information node of the SBL (<Additional Information><additionalinformation>). UDFs UDF codes and values are not case sensitive. For more information about sending UDFs on the SBL, see the Student Batch Load page.

On Student Details, the UDFs sent for a student are visible under Institutionally Defined Data as the configured ‘Code’. There is a maximum display of fifty Institutionally Defined Data rows. Users can edit the UDFs and values if the user’s role has the ‘Edit Institutionally Defined Student Data’ permission.

How are UDFs used?

UDF functionality has been built into several areas of Regent products. See each page for more information.

• Documents: UDFs can be used to set the Status of a Document Requirement for a student and to assign documents on SBL import, via Document Setup. UDFs can also be used to determine signature requirements for a document. See Document Setup Data Elements and Document Setup Profile Maintenance.

• Cost Items: UDFs can be used in Cost Setup to define durational use for a Cost Item, based on UDF Effective Date. UDFs can also be used to adjust the cost for a Cost Item. See Cost of Attendance Business Process Analysis (BPA) and Cost Setup Data Elements.

• Communications: UDFs can define values to be used within the body of a Communication to a student, based on coding within a custom Communication template, and also in custom Communication filters. See Communication Context Variables.

• Awarding: AUDF value of ‘Offered’ or ‘Accepted’ can be used to set the initial award status of a fund for a student, via the ‘Initial Use UDF Award Status’ configuration in Fund Setup. UDFs can also be used within custom rulesets to define student eligibility and to calculate and package the award based on UDF values and effective dates. UDFs can also be used within Packaging Grids to configure one or more funds to calculate different award amounts. See Fund Setup Data Elementsand Packaging Grids.

• Alternative Packaging Philosophy: A UDF can be used to assign one or more Alternative Packaging Philosophies. For example, the "Package To" target for the Direct Subsidized Loans and Direct Unsubsidized Loans can be limited to Direct Costs only. A UDF of “packagingPhilosophyId” is required.

• Queries: UDFs Names/Values can be used as query parameters within the Query Tool. See Query Tool.

• Ranking and Priority (Regent Fund): UDFs are used to assign values to data elements that will result in ranking and sorting of students within the Awarding Tool (Regent Fund.) See Regent Fund Ranking and Priority Tool.

• Informational: UDFs can be used to provide additional information about the student on the Student Details tab.

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