Key Functionality
Recruiters can:
Identify the presence of a FAFSA at the institution as well as the student’s awarding status to help with proactive outreach for students of interest;
Spot tasks or documents blocking awards or disbursements and direct students on next steps; and
Access Regent Award data to see the number of students eligible for financial aid to compare it to enrollment targets and other institutional KPIs
Advisors can:
Discover if a student has not requested aid for the upcoming year and conduct proactive outreach;
Detect if an issue with a student’s aid places them at risk and direct them accordingly; and
Recognize if a student is experiencing academic issues that may affect access to financial aid and, if so, engage the right resources
Regent Award Configuration
Salesforce configuration is found at the Institution-level Setup under the 'Salesforce' tab.
External ID = Defines which student External ID will be mapped within the Salesforce application.
Award Letter Communication = Defines which communication will be displayed as an "FA Indicator" stating that action is needed from the student regarding their Award package. Identifies the Institution-specific communication name to be synchronized with Regent Award as a timestamp to indicate latest communication with the student. This information can be retrieved from Regent Award on the Communication Setup tab.
Missing Document Communication = Defines which communication will be displayed as an "FA Indicator" stating that action is needed from the student regarding their missing documents. Identifies the Institution-specific communication name to be synchronized with Regent Award as a timestamp to indicate latest communication with the student. This information can be retrieved from Regent Award on the Communication Setup tab.
Document Availability = Determines what documents are visible within the Salesforce application. Options are 'All' or 'Blocking'. Blocking documents are defined as those in an unsatisfied, needed, or incomplete status.
Task Availability = Determines what tasks are visible within the Salesforce application. Options are 'All' or 'Blocking'. Blocking tasks are defined as those in an open, in process, re-opened, on hold, or reviewed status.
Display 'Office Use Only' Documents = Determines if documents marked as 'Office Use Only' are displayed in the Salesforce application
Term-based Display = The option chosen here will determine how the Term is displayed on the Award Information object in Salesforce. This applies to Term-based programs only. All Nonterm programs are displayed with the Payment Period Start and End Date.
Display "Declined" Awards = If "Yes" is selected here, the FA user will have the ability to see awards in a "Declined" status on the Award Information object in Salesforce.
Display "Cancelled" Awards = If "Yes" is selected here, the FA user will have the ability to see awards in a "Cancelled" status on the Award Information object in Salesforce.
Display "Estimated" Awards = If "Yes" is selected here, the FA user will have the ability to see awards in an "Estimated" status on the Award Information object in Salesforce.
Display Academic Year 0 = If "Yes" is selected here and an Academic Year 0 is present in the award information for the student, the Academic Year 0 information is displayed on the Award Information object in Salesforce. If "No" is selected here and an Academic Year 0 is present in the award information for the student, no Academic Year 0 information is displayed on the Award Information object in Salesforce.
Academic Years to Display = If "Current AY and one Future AY" is selected here, only the current academic year, or the next future academic year is displayed on the Award Information object in Salesforce. If "All AYs" is selected here, all academic years will be displayed on the Award Information object in Salesforce.
Display External Resources = If this box is checked, external resources are displayed on the Academic Information object in Salesforce.
Salesforce Configuration
Basic Settings
Page Size = Defines the number of student records to synchronize in batch. The recommended value is 100-1000 for Production and 10 for Sandboxes. Regent does not recommend exceeding 1000.
Page Number = Starting point of the synchronization. Do not set anything other than 1 without strong reason.
Customer External ID = Identifies the unique Student ID against which the records will be matched (i.e. SIS ID). Populate the Salesforce field API name here.
External ID Name = Defines which student External ID will be mapped within the Salesforce application.
Allow Sync = Unless set to yes (true), the synchronization will not be enabled.
Update Contact = If disabled, package will not update contact fields as part of the sync process
Authentication
Populate the following fields
Login = The username of the administrator's credentials for Regent Review/Award. These credentials will have been established by your Project Manager.
Unique Endpoint ID = The unique endpoint appended to the URL for QA and/or Production environments. i.e. Customer environment URL of https://r8.regenteducation.net/ = Unique Endpoint ID of ‘r8’ (sub domain of the customer's Regent URL)
Token = The administrator's password associated with the username (Login) provided above.
Click Save
Jobs
Scheduled Job Id = Identifies the specific sync job
Start time = Start time of the scheduled sync
End Time = End time of scheduled sync
Duration = Run time of the scheduled sync
Status = Status of the scheduled sync
Processed Records = Number of processed records for the scheduled sync
Unprocessed Records = Number of unprocessed records for the scheduled sync
Error Count = Number of errors in the scheduled sync
Login = The username of the administrator's credentials for Regent Award.
Unique Endpoint ID = The unique endpoint appended to the URL for QA and/or Production environments.
Token = The administrator's password associated with the username (Login) provided above.
Salesforce Objects
1 = Priority Indicators provide Recruiters and Advisors insight regarding a student's eligibility for awarding at the Institution, enabling proactive outreach to students of interest.
2 = Active ISIRs and FAFSA provide verification selection detail support to Recruiters for proactive outreach to at-risk students.
3 = Regent Documents gives visibility to either documents of ALL statuses or just blocking documents (depending on the configuration detailed above) to enable Advisors to identify and create action plans for students whose aid may be blocked.
4 = Regent Tasks gives visibility to either tasks of ALL statuses or just blocking tasks (depending on the configuration detailed above) to enable Advisors to identify and create action plans for students whose aid may be blocked.
5 = Academic Years provides academic year information as well as payment period details.
6 = Sync Regent Data button (previously named 'Synchronize Data') syncs an individual student record on demand.
7 = Regent Students - Tracks sync date and time
PLEASE NOTE: In order to display the Regent Award for Salesforce specific objects at the Contact level (as shown below), the administrator must add the specific objects to the Contact page layout.
Deployment Instructions
Data Dictionary
RegentAwardforSalesforce_DataDictionary_v3.docx
Object Model for Related Objects
Permission Sets
Regent Award for Salesforce Profile_Permissions Configuration v3.xlsx