What is 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.
The school will provide to Regent an export of student, program, and cost data. For reconciliation purposes, the data must be for the same comparison period, e.g. AY1. Regent can help define what elements are needed for comparison purposes.
The export from the school will be provided as a Quoted CSV File. The CSV file will contain headers matching the field names described in the Detailed Breakdown of Data Fields section.
The primary reconciliation output will be a result set, identifying where there are differences between the source (the school's SIS) and destination (Regent Award Configuration/Student Data)
Detailed Breakdown of Data Fields
The following data points will be compared between Regent Award and the school's systems. This is the detailed field breakdown. The CSV Headers in the delivered file from the school should match the field names below.
1) Academic Structure Data
Scope: This reconciliation will be performed for the Student's Current Active Program against the current list of active programs. This is a configuration-level reconciliation. No student data is compared.
Program Name
External Program Id
Program Completion Units
2) Student Record Data
Scope: This reconciliation will be performed for the Student's First Academic Year in Regent Award. Both new and continuing students should be in the export of data delivered by the School.
Student ExternalID1
Student Last Name
Program Name
Program External Id
Program Completion Units - number of units completed towards program
Program Units Override (for First Enrolled Payment Period)
Grade Level (for First Enrolled Payment Period)
Enrollment Level Type Code (for First Enrolled Payment Period)
Possible Data Values: FullTime, ThreeQuarterTime, HalfTime, LessThanHalfTime, None
Dependency Status (for First Enrolled Payment Period)
Academic Year YEAR – Will be AY1
Academic Year Start Date
Academic Year End Date
3) Course Data
Scope: This reconciliation will be performed for courses with the Student's Current Active Program.
Student External ID1 required
Program External Id required
Term External Id required for term-based courses only
External Course Identifier required
Course Start Date required
Course End Date required
Registered Units required
Completed
Counts Toward Progression
Quality Points
Transfer
Enrolled Date required
Withdrawal Date
Program Applicable
Note: Additional analysis will be performed by existing reconciliation scripts Regent has for SBL Course Data.
4) Cost Data
Scope: This reconciliation will be performed for the Student's AY1. You may break this into groupings, by Student-AY-PaymentPeriod or simply Student-AY.
Student External Id 1
Student Last Name
Dependency Statuses
Program External Id
Program Name
Academic Year (AY1)
Academic Year Start Date
Academic Year End Date
Tuition Category (i.e., 'Tuition Tier 1', 'Standard Tuition')
Tuition Amount
Room and Board Category
Room and Board Amount
Personal Expenses Category
Personal Expenses Amount
Bank Fees
Other Expenses Category 1
Other Expenses Amount 1
Other Expenses Category 2
Other Expenses Amount 2
Other Expenses Category 3
Other Expenses Amount 3
Other Expenses Category 4
Other Expenses Amount 4
Other Expenses Category 5
Other Expenses Amount 5
5) Export Student Transaction (EST)
Scope: This reconciliation does not require any data from the school. Regent will execute in order to provide a list of negative transactions for analysis by the school. This enables the team to analyze the source of potential refunds after batch packaging runs for students. Examples of the attributes that could result in unanticipated refunds include:
ISIR Grade Level Mismatches
Independent Students near or over aggregate limits
Students over PC Units
Students with loans with LTHT enrollment