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 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 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 same export file, 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 is available for download via a secure File Transfer Protocol (sFTP), in the “SNAP Exports” directory. Regent Access clients are asked to provide a list of IP addresses to be whitelisted by Regent. Whitelisting is a security feature that allows clients to define a list or range of trusted IP addresses from which users can access 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 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.

Access Database Extract File Layout and Mapping

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

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 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 (e.g. verification worksheet) and the creation of process flows in the school's Financial Aid Management (FAM) system. For example, the school’s FAM can be configured to create the Verification Worksheet upon an ISIR 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 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 school’s current verification module within the FAM can be 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

Click here to expand...

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
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	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 1AY for initial application and 1C for a correction application.
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.
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)	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.

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.

Change 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

Access - Export Files

Overview

Access Database Extract File

Export Access Database Extract File Process Options

Access Database Extract File Layout and Mapping

Permission

Access Export File in an ISIR Layout Format

ISIRs in Regent

Derived ISIR Values for Access

Permission