This page provides terms and definitions that are relevant to Regent products.
Table of Contents
Acronyms
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Glossary
#
180-day Rule
Non-Term student can have up to and including a 180-day gap in enrollment in the same Academic Year. The student will return to the same Academic Year if the student leaves school and later re-enters the same program (or a substantially equal program) on day 180 or earlier. If the student has 181 days or more before returning, the student must start a new AY.
A
Abbreviated Loan Period
A shortened financial aid Academic Year, with reduced amounts of aid, for Non-Term external transfer students. When a student was awarded at a different school, and later transfers into an Regent Award school, the student can still receive their remaining eligibility from the previous school.
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Ability to Benefit (ATB)
Ability to benefit (ATB) is used in the context of post-secondary education in the United States to refer to students who have sufficient competency to benefit from post-secondary education but do not have a high school diploma or the Certificate of High School Equivalency.
Academic Plan (AP)
The AP provides a summary and detailed view of a student's award based upon the student's enrollment and academic program of study.
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Academic Year (AY)
An AY is a period of time covering approximately one year of a student's program. Every eligible Academic Program must have a defined academic year. The AY is one component used in determining a student’s eligibility for Title IV aid.
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
Academic Year 0 (AY0)
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
Activity Log Entry (ALE)
ALE’s track actions taken on a student record in the Regent system.
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Add Award Wizard (AAW)
A tool within Regent Award used to manually add an award to a student's Academic Plan.
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Adverse Credit History
To be eligible for a PLUS Loan, the borrower must not have an adverse credit history. According to 34 CFR 682.201(c)(2) regulation, a borrower is considered to have an adverse credit history if a recent credit report shows that the borrower has a current delinquency of 90 or more days on any debt, or the borrower had certain derogatory information (e.g., default determination, bankruptcy discharge, foreclosure, repossession, tax lien, wage garnishment, or write-off of a Title IV debt) in the credit history during the five years preceding the date of the credit report.
Note that the five-year review of credit history only applies to derogatory information; it does not apply to the 90-day delinquency which must be a current delinquency. Also note that the absence of a credit history is not considered an adverse credit history. Only about a 1/5 to 1/4 of borrowers will be found to have an adverse credit history, meaning that more than 3/4 of borrowers will be eligible for a PLUS Loan. PLUS Loans do not use any kind of a debt-to-income ratio or FICO score, unlike private education loans.
Advisor Assist
A Regent Plan tool that allows users with appropriate permissions to view a student's account within the Regent Student Experience portal.
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Aggregate Loan Limit
The statutory maximum amount of principal an individual may borrow for all loans of a specific type, for all years of postsecondary study.
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Allocation
Funds awarded to a school for use during a specific period of time. Campus-based funds (Federal Supplemental Educational Opportunity Grant and Federal Work-Study) are allocated to a school on an award-year basis. Sometimes referred to as obligation, award, or authorization.
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Alternative EFC (Alt-EFC)
The Alt+EFC is based on the number of months a student is actually in school for the Federal Award Year. If a student is enrolled for more or less than nine months, the alternate EFC for that period of enrollment must be used when awarding aid from the campus-based or Direct Loan Programs. The alternate EFCs are not used for the Federal Pell Grant Program.
Anchor an Academic Year
An ‘“anchor” term or Payment Period is the very first term or PP that starts a new Academic Year (AY). The "BBAY Anchor Determination" setting allows schools to select the criteria that is used in determining if the term or Payment Period should 'Anchor an Academic Year’ or not. An "anchor" term or Payment Period is the very first term or PP that starts a new Academic Year. An anchor term may be applied to BBAY1 or BBAY2.
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Annual Award (in the Federal Pell Grant Program)
The amount a student would receive under the applicable Payment Disbursement Schedule for a given level of enrollment (full time, half time etc.). Estimated Family Contribution (EFC), and Cost of Attendance (COA) for the Federal Award Year (FAY).
Annual Loan Limit
The statutory maximum Direct Subsidized Loan or Direct Unsubsidized Loan amount that a student may receive for one academic year. The annual loan limit varies by grade level and (for Direct Unsubsidized Loans) the student’s dependency status.
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B
Backup(s)
A copy of an environment’s data at a point in time for the purpose of saving the data or restoring it to another environment.
Batch Packaging (BP)
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.
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Block, Blocker, Blocking
Informally, a "blocker" is anything that prevents a student from being packaged, originated and/or disbursed. For example, in testing, the first step is often to "resolve any blockers." Common blockers in Regent Solution include Tasks, Documents, and ISIR Verification.
Borrower Based Academic Year (BBAY)
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.
See related page(s):
Coming soon - Time Periods in Regent Award
Build Version
A version of the software the development team hands over to the testing team for testing purpose.
C
Campus-Based Programs
Federal student aid programs under which funds are provided to participating institutions for awards to eligible students. The Campus-Based Programs most commonly include the Federal Work-Study (FWS) Program, and the Federal Supplemental Educational Opportunity Grant (FSEOG) Program.
Census, Census Date, Census Units
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
Clock Hours
Clock Hours are the total number of actual hours per week a student spends attending class or other instructional activities that count toward completing a program of study
College Financing Plan (CFP)
The CFP is a consumer tool used by participating institutions to notify students about their financial aid package.
For more detailed information on CFP, see The College Financing Plan.
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Competency Based Education (CBE)
Competency based education in Regent Award is a class of programs that might have specific rule-sets for awarding. CBE programs are always Non-Term. An innovative approach in higher education that organizes academic content according to competencies—what a student knows and can do—rather than following a more traditional scheme, such as by course.
Comment Code (C-Code)
Codes on a SAR/ISIR to bring attention to specific issues on a student’s application. Each code corresponds to specific comments for the award year.
For more detailed information on C-Codes, see SAR Comment Codes and Text 2021-2022.
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Common Origination and Disbursement (COD), COD File, COD Response, COD WB File
The U.S. Department of Education's main system for taking in student financial aid award data. The system used to process records for the Pell Grant, TEACH Grant and Direct Loan programs.
COD File = A data file that the school sends to COD, containing updates to Title IV financial aid awards. Regent Award produces COD files in the Export COD process.
COD Import, COD Response = A data file, generated by COD, containing updates to the school's awards.
COD WB File = A web response file generated by a school on the COD website
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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.
D
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
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.
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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
E
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.
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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F
Federal Award Year (FAY)
FAY is the period of time used for Federal student financial aid. FAYs go from July 1 of the calendar year to June 30 of the next calendar year. In Regent Award, when a 4-digit FAY is displayed, the FAY refers to the ending year. For example, the FAY from July 1, 2020 to June 30, 2021 is the "2021 FAY" or "FAY 21".
If an FAY is shown in Regent Award as a four-digit year, the display shows the final calendar year; for example, FAY 2020-21 is displayed as "2021".
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
Federal Direct Loans
A Subsidized or Unsubsidized loan made directly by the U.S. Department of Education.
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Federal Methodology EFC (FM EFC)
A formula is used by the federal government to determine a student’s EFC for federal aid, including Pell Grants, Campus Based Aid and Direct Subsidized Loans.
Free Application for Federal Student Aid (FAFSA)
A form that allows students to apply for financial aid.
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Freeze COA Date
A calendar date when the student's costs are "frozen," and should not change for that time period.
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Fund Budgets
Used in Regent Award for any fund that has a limited available dollar amount over a specific time frame (such as Academic Year or Federal Award Year.
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G
Go-Live Sequence (GLS)
A documented sequence of actions required to launch a Regent product or project to a client’s Production instance.
Black Out Period for Conversion
A period of time where additional processing of loans or Pell to COD, either through the SIS or directly online. This blackout period allows COD to finalize any pending transactions so that the most current and up-to-date information is reflected on the COD Rebuild and YTD Pell files when requested for Data Conversion.
Launch Date
The date the Go-Live Sequence is completed.
Go Live Activities (GLA)
The sequence of steps that launch a Regent product to a client’s Production instance.
Post Go Live Activities (PL)
A sequence of steps that occur after the Production instance is live.
Pre Go-Live Activities (PGL)
A sequence of steps that occur before the Go-Live activities start.
System Validation (SV)
The process by which the client validates the results of the Go-Live activities.
Gold Copy
A copy of an environment that contains the ‘master’ configuration used primarily during the implementation process.
Grade Level Progression (GLP)
Occurs when a student completes enough units in their academic program to change Grade Level for financial aid purposes, i.e., progressing from sophomore to junior.
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Grade Point Average (GPA)
Quality points average for student for Term/Payment Period or Academic Year.
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H
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).
Hot Fix (HF)
A resolution for a production issue (or issues) of such impact and significance that the resolution cannot wait for a scheduled maintenance update. Hot fixes are not planned and are scheduled as warranted.
I
Import Awards and Disbursement (IAD) Data
A process that enables schools to import both current and historical award and disbursement data for students in batch.
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Inheritance Hierarchy or Inherited Configuration Setting
Within Regent Award configuration, Inherit means the current configuration setting will use the same value that is configured above it in the Administration hierarchy. The hierarchy for configuration is: Administration → Enterprise Setup → Institution Setup → Campus Setup → Site Setup.
Most configured is applied at the Institution Setup level and below.
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Institutional Student Information Report (ISIR)
A data file generated by CPS and provided to the school electronically. Each ISIR has a collection of data about a student, and that student's financial aid history. ISIRs are generated when ED processes the FAFSA.
Internal ID(s)
A Regent system-generated ID that defines data records within the system.
ISIR Verification or Verification
The process of a school confirming the student has all the paperwork and documentation required to prove the student is eligible for Federal student aid. Verification is handled by the school. When the U.S. Department of Education asks a school to verify the student, the school contacts the student and requests information.
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J
K
L
Launch Date
Less-than-half-time (LTHT)
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.
See related page(s):
Coming soon - Time Periods in Regent Award
Lifetime Eligibility Used (LEU)
The sum of all annual eligibility used percentages for Pell Grant and Iraq and Afghanistan Service Grant recipients. The maximum a student may receive is the equivalent of 12 full-time semesters, or 6 scheduled awards/600%.
Loan ID
The unique award identifier for Direct Loans (Sub, Unsub and PLUS).
Loan Period (LP)
A Loan Period is span of time in which a loan is assigned to. A Loan Period can contain one or more consecutive payment periods within the same Academic Year, where the AY-based award has positive (nonzero) amounts for all of the included PPs. For Title IV Loans, the loan period's start date matches the start date of the first PP having a positive amount in the AY. The loan period's end date matches the last PP's end date having a positive amount in the same AY.
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Coming soon - Time Periods in Regent Award
Loan Proration
Proportionally reducing an undergraduate Direct Loan borrower’s annual loan limit if the borrower is (1) enrolled in a program shorter than a full academic year, or (2) enrolled in a program that is one academic year or greater in length but is in a remaining period of study shorter than a full Academic Year.
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M
Manual Award/Manual Academic Year (M)
A manual flag (M) is applied to awards/academic years when the original data is modified by either a user or a data file. Once data is flagged as manual, Regent Award will no longer make automatic adjustments.
Master Promissory Note (MPN)
TA legal document in which the borrower promised to repay loan(s) and any accrued interest and fees to the U.S. Department of Education. It also explains the terms and conditions of the loan(s). A student may receive more than one loan under an MPN over a period of up to 10 years.
For more information, see Completing a Master Promissory Note.
MPN Acknowledgement = The COD response sent to schools upon receipt of an MPN once edits have been performed and the linking attempted by COD.
MPN ID = The unique identifier printed on the MPN. It is made up of a student’s SSN, “M” for subsidized or unsubsidized, “N” for Parent PLUS and Grad PLUS, the last two digits of the award year, a school’s Direct Loan code, and a three-digit sequence number. Example: 123456789M07G12345001.
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Maximum Time Frame (MTF)
A student who has attempted more than 150% of the published credits required for the student’s program of study is considered to have exhausted maximum time frame eligibility. Once the maximum time frame has been reached, the student is placed on financial aid suspension. Under certain circumstances, students have the option to appeal that status. This is referred to as a Maximum Time Frame Appeal.
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Minimum Loan Period
The shortest permissible length of time for which a Direct Loan may be made. For standard term credit-hour programs and nonstandard term SE9W programs, the minimum loan period is the term. For non-term programs, clock-hour programs, and non-standard term, nonSE9W programs, the minimum loan period is the lesser of:
the length of the program;
the remaining portion of the program; or
the academic year.
Modify Academic Plan (MAP)
A tool in the Regent system that allows a user to manually package a student for estimated or actual awarding. This “wizard” is found on the Academic Plan Tab of an individual student’s record.
Modify Award Wizard (MAW)
A tool within Regent Award that may be used to make manual changes to an award that has already been packaged onto a student's Academic Plan.
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Module, Modules
A program is offered in modules if a course or courses in the program does not span the entire length of the payment period or period of enrollment.
A part of a Term with fixed start and end dates.
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Multiple Disbursement Requirement
The requirement that FSA funds, except Federal Work-Study wages, be paid in two or more installments of approximately equal increments.
N
Non-Standard Term or Nonstandard Term (NST)
An academic schedule very similar to Term, using fixed calendar dates, but with shorter time periods than typical Terms.
See related page(s):
Coming soon - Time Periods in Regent Award
Non-Substantially Equal or Not Substantially Equal (NSE)
A type of program change. A student changes to a new program at the same Regent Award school that is, in the school's opinion, different for financial aid purposes.
NSE program changes normally begin a brand-new Academic Year and Loan Period.
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Non-Term or Nonterm (NT)
A type of academic program that is built around a student's individual schedule, rather than using fixed Terms.
See related page(s):
Coming soon - Time Periods in Regent Award
National Student Loan Data System (NSLDS)
The U.S. Department of Education's (ED's) central database for student aid. NSLDS receives data from schools, guaranty agencies, the Direct Loan program, and other ED programs.
The following files are used to communicate student information to schools:
SM/FAH Batch Inform File – Schools use this file to submit a list of students for NSLDS to return a FAH or to monitor. If requested, NSLDS monitors the students submitted on this batch file and through the NSLDS Financial Aid Professionals Access website and Alerts the informing school of any changes affecting student eligibility not covered by the current post-screening process.
TSM/FAH Error/Acknowledgment File – NSLDS returns this file to the schools as a receipt of the Batch Inform file. This file will list any errors or warnings that result from the submission of the Batch Inform file. If there are no errors and no warnings, the Error/Acknowledgment file contains only a Header and Trailer record. There may be more than one error for any given detail record, so the number of records in the Error/Acknowledgment file may be greater than the number of detail records sent in the Batch Inform file. Any error or warning in the Batch Inform file will be identified by the Field Number and an Error/Warning Code.
Financial Aid History File – This file contains the student's full NSLDS Financial Aid History. This file can be received in either extract or report format. The file contains separate records for Aggregates/Perkins/Flags Record; Name History Record(s); Overpayment Record(s); Grant Payment Record(s); and Loan Detail Record(s).
TSM Alert File – This is sent to schools only when a relevant financial aid change has been identified in the record of a student on the school's Monitoring List. These changes include new or canceled loans or grants, new or changed disbursements, and changes to balances of loans. The changes prompting an Alert file do not include newly reported defaulted loans or overpayments. That information will continue to be sent to schools on ISIRs using the existing Post-screening process. The TSM Alert file contains the student's full NSLDS Financial Aid History with flags designating changes to the student's grant, loan, or aggregate information. This file can be received in either extract or report format. The file contains separate records for Aggregates/Perkins/Flags Record; Name History Record(s); Overpayment Record(s); Grant Payment Record(s); and Loan Detail Record(s).
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O
Overlapping Loan Period (OLLP)
A loan period that has dates that coincide or "overlap" with other loan periods.
P
Package, Packaging
In financial aid, the process of creating an award package or recalculating an already established award package. An Award Package is the list of awards a student is eligible to receive.
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Packaging Grid
Provides the schools the ability to configure one or more funds to calculate different award amounts based on a combination of criteria, including EFC's and GPA's or User Defined Fields (UDF's) defined by the school. Packaging Grids can be created and configured with the specific criteria to be used in the packaging process. Packaging Grids can be applied to specific programs, sites, funds, or Federal Award Years.
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Packaging Philosophy
Configuration that defines the order of funds used by Regent Award during packaging.
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Payment Period (PP)
Regent Award uses the term "payment period" or "PP" to refer to an internal of time for apportioning financial aid.
Term and nonstandard term programs: 1 term = 1 Payment Period
Nonterm programs: 1 Payment Period = 1/2 of a nonterm AY
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Pell Cost of Attendance (Pell COA)
For Pell Grants, the COA is always the full-year costs for a full-time student.
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Pell Grant
A federal subsidy awarded to students for post-secondary education, based on financial need, which does not have to be repaid.
For more detailed information, see Federal Pell Grants.
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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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Permissions, Permissions List
Configuration that controls the functionality and information available to a user within the Regent system.
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Post Withdrawal Disbursement (PWD)
Monies due to student after withdrawal from all courses as determined by a R2T4 calculation.
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Program Applicable Courses/Units
Courses which are applicable to the student's current academic program.
Program Change (PC)
A change to a student’s major or field of study.
See related page(s):
Program Change videos available in the /wiki/spaces/TRAIN/pages/6134687
Progression
Measurement of how quickly a student is advancing toward completing the academic program.
Non-Term students must complete half the units AND weeks in PP1, before they can progress into PP2 as defined by the configured academic year definition.
Q
Quality Points
Set by the school and are typically based on the course’s grade and the course’s number of units. Schools establish their own policies for assigning Quality Points and report Quality Points from their Student Information System (SIS).
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R
Ready to Package (RTP) Process
The export Ready to Package process in Regent Award produces a list of students that can be imported into legacy financial aid systems, to be packaged outside of Regent Award.
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Release
A release is the current version of the software released which can include enhancements and/or bug fixes.
A certified release is the current final version of the software which can include enhancements and/or bug fixes.
Resources, External Resources
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 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 Needs Analysis (RNA)
Regent's proprietary packaging engine that calculates students' costs, need, financial aid eligibility, and awards.
Reload RNA Setup = is a command on the Enterprise Settings that is used to restore or reapply the configuration settings after making a configuration change.
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Regression Testing
Functional testing to validate that previously developed and tested software still performs after a change or upgrade.
Release
A version of the Regent software. Regent’s software releases are cumulative, meaning that new releases contain all previous software updates.
Release Notes
Supporting documentation for a Regent software release.
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Reports
Allow users to query their school’s Regent database. Reports provide a list of students (or other data) matching the search criteria.
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Return of Title IV (R2T4)
Also known as Return of Federal Fund (ROFF) - R2T4 refers to the calculation required when a recipient of Title IV aid withdraws from an institution during a payment period/period of enrollment in which the recipient began attendance.
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ROFC
Return of Funds Calculations (ROFC)
Remaining Period of Study (RPS)
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
Runbook
A compilation of routine procedures and operations performed by the Regent system and users on a defined schedule.
S
Satisfactory Academic Progress (SAP)
A measurement mandated by the U.S. Department of Education of how adequately a student is advancing in the student’s program. For example, if a student is failing many courses, the student could fail to make SAP and lose federal financial aid. In Regent Award, a student's SAP is visible on the Awards screen, "Calculate SAP."
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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.
Secure File Transfer Protocol (SFTP)
Used to securely transfer files between the client and Regent.
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Security Assertion Markup Language (SAML)
An open standard that allows identity providers (IdP) to pass authorization credentials to service providers (SP).
Single Sign-On (SSO)
An authentication scheme that allows a user to log in with a single ID and password from the client’s website to Regent Award and/or the Regent Student Experience.
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Site-to-Site Program Change (S2S PC)
A program change from one site to a different site at the same Regent Award school.
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Slow Progression
A SAP concept where a student is completing classes at a slower rate than expected.
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Smoke Test
Limited validation to ensure the environment is working as expected.
Standard Academic Year (SAY)
One of the configuration value options for the configuration field ‘Academic Calendar Type' found in Program Setup.
Generally, this Academic Calendar Type is a traditional Term-based school calendar, with fixed start and end dates. Examples: Fall/Spring, or Fall/Winter/Spring.
Stored Procedure (SP)
A Structured Query Language (SQL) subroutine that is saved for repeated reuse.
Student Aid Report (SAR)
The student-viewable version of an ISIR. When a student fills out the FAFSA, the U.S. Department of Education sends a SAR to students in response.
Student Aid Internet Gateway (SAIG)
The tool that allows Federal Student Aid trading partners to securely exchange batch data with Federal Student Aid Application Systems.
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Student Batch Load (SBL)
File containing information from the school’s Student Information System (SIS). A file is used to upload data to the Regent solution.
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Academic
Refers to a SBL file that contains Bio-Demo as well as academic data.
Bio-Demo
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 process.
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Student Experience or StudentX
Regent’s student portal. Replaces SNAP.
Student Needs Analysis Portal (SNAP)
The legacy student portal interface.
Subsidized Loan, Sub Loan, Sub
A Subsidized Federal Direct Loan. Sub loans are available for undergraduate students with financial need. The government pays the interest, or subsidizes the loan while the student is in school. Sub loans are Title IV funds.
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Substantially Equal (SE)
A type of program change. A student changes to a new program at the same Regent Award school. The school determines which courses can apply to the new program.
SE program changes typically continue the same Academic Year and Loan Periods from the previous program.
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T
Task
A ‘to-do’ in the Regent system for a Financial Aid Office representative. Tasks are created automatically based on configuration options in Task Setup. Tasks may be turned on or off depending on the needs of the school. Many Tasks have very similar names.
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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
Title IV, Title Four
The law authorizing Federal student aid programs. "Title IV" also can informally refer to any Federal funds - such as Pell grants, Federal Direct Loans (subsidized and unsubsidized).
Transfers (Internal/External)
Internal transfer courses/units – Courses/units that the student is transferring from one academic program into a subsequent academic program at the same school/institution.
External transfer courses/units – Courses/units that the student is transferring from another school/institution into their current academic program.
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U
Uniform Resource Locators (URL)
The address of a web page. Each Regent environment has it’s own URL.
Units
The number of credits attributed to a course.
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Unmet Cost/Unmet Need
Unmet Cost is calculated as the COA for the term/payment period less the resources for the term/payment period less the awards for the term/payment period (including non-need based loans).
Unmet Need is calculated as the COA for the term/payment period less the alternate EFC for the term/payment period less the resources for the term/payment period less the awards for the term/payment period.
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Unsubsidized Loan, Unsub Loan, Unsub
An Unsubsidized Federal Direct Loan. Unsub loans are generally available to all students who are eligible for Title IV funds, including graduate students.
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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.
V
W
X
XML (Extensible Markup Language)
File format used to transfer data to/from the Regent system.
Y
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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