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
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 | ||
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 | |||
⚖️ sai | N/A | |||
dependencyStatusCode | N/A | I= Independent | ||
dependencyStatus | N/A | Independent | ||
correctionProcessDate | N/A | |||
⚖️ originalSocialSecurityNumber | Social Security Number | Textbox | 9-digit numeric value. Values may also be blank or nine zeroes (000000000) | |
studentsFirstName | First Name | Textbox | ||
middleName | Middle Name | Textbox | ||
studentsLastName | Last Name | Textbox | ||
academicYear | N/A | Example: 2025 | ||
academicYearRange | N/A | Example: 2024-2025 | ||
areYouOnActiveDutyInUSArmedForces | The student is currently serving on active duty in the U.S. armed forces for purposes other than training. | Checkbox | 1= Selected | 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 | 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 | Personal Circumstances option |
certificationIntroduction | Text Only | Client custom field. Text only. Column is blank in file for all clients. | ||
certificationOptionA | Radio Button | 1 | Client custom field. | |
certificationOptionB | Radio Button | 1 | Client custom field. | |
certificationOptionC | Radio Button | 1 | Client custom field. | |
certificationPermanentResidency | Radio Button | 1 | 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 | 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 | |
encourageCreateProfile | Text Only | Client custom field. Text only. Column is blank in file for all clients. | ||
federalSchoolCode1 | Federal School Code 1 | Dropdown | Options are: | |
federalSchoolCode10 | Federal School Code 10 | Dropdown | Blank | Options are: |
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 | |
gradeLevelInCollege | When the student begins the XXXX school year, what will their college grade level be? | Dropdown | 1 = First Year (Freshman) | |
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 | Personal Circumstances option |
highSchoolCity | High school city | Textbox | ||
highSchoolEquivalentDiplomaName | Which state-recognized high school equivalent did or will the student receive? | Dropdown | 1= GED | |
highSchoolEquivalentDiplomaState | Issuing state | Dropdown | Two-letter state code | 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 | Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country" |
houseBill1079 | Radio Button | 1 | Client custom field. | |
HSDiplomaOrEquivalent | High school completion status when the student begins the XXXX school year. | Dropdown | 1= High School diploma | |
inFosterCare | At any time since the student turned age 13, they were in foster care. | Checkbox | 1= Selected | 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 | ||
otherCircumstancesNoneOfTheAbove | None of these | Checkbox | 1= Selected | 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 | |
parentEmailAddress | Parent's email address | Textbox | ||
parentFederalBenefitsNoneOfTheAbove | None of these | Checkbox | 1= Selected | Parent Federal Benefits Received option |
parentFiled1040or1040NR | Did or will the parent file a XXXX IRS Form 1040 or 1040-NR? | Radio Button | 1= Yes | |
parentFiledJointReturnWithCurrentSpouse | Did or will the parent file a XXXX joint tax return with their current spouse? | Radio Button | 1= Yes | |
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 | |
parentFiledScheduleABDEForH | Did the parent file a schedule A, B, D, E, F, or H with their XXXX IRS Form 1040? | Dropdown | 1= Yes | |
parentFirstName | Parent's first name | Textbox | ||
parentForeignEarnedIncomeExclusion | Foreign earned income exclusion | Textbox | Amount value | |
parentFreeorReducedPriceSchoolLunchBenefits | Free or reduced-price school lunch | Checkbox | 1= Selected | 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 | |
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 | Parent Federal Benefits Received option |
parentReceivedFederalHousingAssistance | Federal housing assistance | Checkbox | 1= Selected | Parent Federal Benefits Received option |
parentReceivedMedicaid | Medicaid | Checkbox | 1= Selected | Parent Federal Benefits Received option |
parentReceivedRefundableCreditFor36BHealthPlan | Refundable credit for coverage under a qualified health plan (QHP) | Checkbox | 1= Selected | Parent Federal Benefits Received option |
parentReceivedSNAP | Supplemental Nutrition Assistance Program (SNAP) | Checkbox | 1= Selected | 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 | 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 | Note: Update needed to align option values with ISIR option values. |
parentsNumberinCollegeParentsExcluded | How many people in the parent's family will be in college between July 1, XXXX and June 30, XXXX? | Dropdown | 1 through 9 | |
parentsNumberofFamilyMembers | How many people are in the parent's family? | Dropdown | 1 through 20 | |
⚖️ parentSocialSecurityNumber | Parent's Social Security number (SSN), Individual Taxpayer Identification Number (ITIN), or Deferred Action for Childhood Arrivals (DACA) number | Textbox | 9-digit numeric value. Values may also be blank or nine zeroes (000000000) | |
parentSpouseOrPartnerAdjustedGrossIncome | Adjusted gross income | Textbox | Amount value | |
parentSpouseOrPartnerCity | City | Textbox | ||
parentSpouseOrPartnerDateOfBirth | Parent spouse or partner's date of birth | Date | ||
parentSpouseOrPartnerDeductiblePaymentsToIRAKeoghOther | IRA deductions and payments to self-employed SEP, SIMPLE, and qualified plans | Textbox | Amount value | |
parentSpouseOrPartnerEducationCredits | Education credits (American Opportunity and Lifetime Learning credits) | Textbox | Amount value | |
parentSpouseOrPartnerEmailAddress | Parent spouse or partner's email address | Textbox | ||
parentSpouseOrPartnerFiled1040or1040NR | Did or will the parent spouse or partner file a XXXX IRS Form 1040 or 1040-NR? | Radio Button | ||
parentSpouseOrPartnerFiledNonUSTaxReturn | Indicate which of the following situations applies to the parent spouse or partner for XXXX. | Dropdown | 1 = The parent spouse or partner filed or will file a tax return with Puerto Rico or another U.S. territory | |
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 | |
parentSpouseOrPartnerFirstName | Parent spouse or partner's first name | Textbox | ||
parentSpouseOrPartnerForeignEarnedIncomeExclusion | Foreign earned income exclusion | Textbox | Amount value | |
parentSpouseOrPartnerIncomeEarnedFromWork | Income earned from work | Textbox | Amount value | |
parentSpouseOrPartnerIncomeTaxPaid | Income tax paid | Textbox | Amount value | |
parentSpouseOrPartnerIRARollover | IRA rollover into another IRA or qualified plan | Textbox | Amount value | |
parentSpouseOrPartnerITIN | N/A | Column will be blank on file. Field was consolidated with SSN field on form, to maintain current account validation processes. | ||
parentSpouseOrPartnerLastName | Parent spouse or partner's last name | Textbox | ||
parentSpouseOrPartnerMiddleName | Parent spouse or partner's middle name | Textbox | ||
parentSpouseOrPartnerPensionRollover | ||||
parentSpouseOrPartnerPhoneNumber | Parent spouse or partner's mobile phone number | Textbox | ||
parentSpouseOrPartnerScheduleCAmount | Net profit or loss from IRS Form 1040 Schedule C | Textbox | Amount value | |
⚖️ parentSpouseOrPartnerSocialSecurityNumber | Parent spouse or partner’s Social Security number (SSN), Individual Taxpayer Identification Number (ITIN), or Deferred Action for Childhood Arrivals (DACA) number | Textbox | 9-digit numeric value. Values may also be blank or nine zeroes (000000000) |
|
parentSpouseOrPartnerState | State | Dropdown | Two-letter state code | 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 | |
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 | Field options are all fifty states plus US territories, Canadian provinces, and "Foreign Country" |
parentState | State | Textbox | Two-letter state code | 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 | |
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 | Parent Federal Benefits Received option |
parentsUSIncomeTaxPaid | Income tax paid | Textbox | Amount value | |
parentTANFBenefits | Temporary Assistance for Needy Families (TANF) | Checkbox | 1= Selected | 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 | Parent Federal Benefits Received option |
parentZipCode | Zip Code | Textbox | ||
permanentMailingAddress | Permanent mailing address | Textbox | ||
personalCircumstancesNoneOfTheAbove | None of these | Checkbox | 1= Selected | Personal Circumstances option |
pursuingTeacherCertification | Will the student be pursuing an initial teaching certification at the elementary or secondary level? | Dropdown | 1= Yes | Not shown on form if firstBachelorsDegreeBy is "No." |
residencyCertificationOptionVerification | Checkbox | 1= Selected | 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 | 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 | |
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 | |
spouseFiledScheduleABDEForH | Did the student spouse file a schedule A, B, D, E, F, or H with their XXXX IRS Form 1040? | Dropdown | 1= Yes | |
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 | 9-digit numeric value. Values may also be blank or nine zeroes (000000000) |
|
spouseState | State | Dropdown | Two-letter state code | 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 | |
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 | |
studentEthnicity | Describe the student’s ethnicity. | Textbox | ||
studentFederalBenefitsNoneOfTheAbove | None of these | Checkbox | 1= Selected | Student Federal Benefits Received option |
studentFiled1040or1040NR | Did or will the student file a XXXX IRS Form 1040 or 1040-NR? | Radio Button | 1= Yes | |
studentFiledJointReturnWithCurrentSpouse | Did or will the student file a XXXX joint tax return with their current spouse? | Radio Button | 1= Yes | |
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 | |
studentFiledScheduleABDEForH | Did the student file a schedule A, B, D, E, F, or H with their XXXX IRS Form 1040? | Dropdown | 1= Yes | |
studentforeignEarnedIncomeExclusion | Foreign earned income exclusion | Textbox | Amount value | |
studentFreeOrReducedPriceSchoolLunchBenefits | Free or reduced-price school lunch | Checkbox | 1= Selected | Student Federal Benefits Received option |
studentGender | What is the student’s gender? | Dropdown | 1= Male | |
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 | Multiple responses are displayed in file as comma separated |
studentReceivedEITC | Earned income tax credit (EITC) | Checkbox | 1= Selected | Student Federal Benefits Received option |
studentReceivedFederalHousingAssistance | Federal housing assistance | Checkbox | 1= Selected | Student Federal Benefits Received option |
studentReceivedMedicaid | Medicaid | Checkbox | 1= Selected | Student Federal Benefits Received option |
studentReceivedRefundableCreditFor36BHealthPlan | Refundable credit for coverage under a qualified health plan (QHP) | Checkbox | 1= Selected | Student Federal Benefits Received option |
studentReceivedSNAP | Supplemental Nutrition Assistance Program (SNAP) | Checkbox | 1= Selected | 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 | 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 | |
studentsUntaxedPensions | Untaxed portions of pensions | Textbox | Amount value | |
studentSupplementalSecurityIncomeBenefits | Supplemental Security Income (SSI) | Checkbox | 1= Selected | Student Federal Benefits Received option |
studentsUSIncomeTaxPaid | Income tax paid | Textbox | Amount value | |
studentTANFBenefits | Temporary Assistance for Needy Families (TANF) | Checkbox | 1= Selected | 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 | 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 | Student Federal Benefits Received option |
transactionNumber | N/A | |||
unaccompaniedAndHomelessFAA | Financial aid administrator (FAA) | Checkbox | 1= Selected | 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 | Other Circumstances option |
unaccompaniedAndHomelessHS | The student's high school or school district homeless liaison or designee. | Checkbox | 1= Selected | Other Circumstances option |
unaccompaniedAndHomelessTRIO | Director or designee of a project supported by a federal TRIO or GEAR UP program grant. | Checkbox | 1= Selected | 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 | 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 | Unusual Circumstances question |
veteranofUSArmedForces | The student is a veteran of the U.S. armed forces. | Checkbox | 1= Selected | 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 | Client custom field. | |
transactionDataSourceTypeCode | N/A |
| 3= FAFSA Partner Portal | Client requested ISIR fields populate default data for importing into other systems. |
transactionType | N/A |
| A= Application | |
transactionLanguage | N/A |
| E= English | |
applicationDataSourceTypeCode | N/A |
| 3= FAFSA Partner Portal |
The table above can be downloaded as an Excel file here:
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
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.