/
Access - Export Files

Access - Export Files

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 and 2025-2026 Access master forms. Multiple FAYs can be represented on the Access Database Extract File at the same time. Fields marked with the scales symbol are new or updated for the Access export to accompany the ISIR regulatory updates.

Column Name on File

Field on Form

Field Type on Form

Valid Values

Notes

Column Name on File

Field on Form

Field Type on Form

Valid Values

Notes

username

N/A

N/A

 

 

userExternalId

N/A

N/A

 

 

userCreatedDate

N/A

N/A

 

 

userLastIpAddress

N/A

N/A

 

 

applicationId

N/A

N/A

 

 

institution

N/A

N/A

 

 

institutionExternalId

N/A

N/A

 

 

campus

N/A

N/A

 

 

campusExternalId

N/A

N/A

 

 

site

N/A

N/A

 

 

siteExternalId

N/A

N/A

 

 

program

N/A

N/A

 

 

programExternalId

N/A

N/A

 

 

electronicSignatureRequiredTypeCode

N/A

N/A

  • NOTREQUIRED

  • ONLYPARENTSIGNATUREREQUIRED

  • ONLYSTUDENTSIGNATUREREQUIRED

  • BOTHSTUDENTANDPARENTSIGNATURESREQUIRED

 

type

N/A

N/A

  • Financial Aid Application

 

name

N/A

N/A

 

Name from Document Setup

status

N/A

N/A

 

 

createdDate

N/A

N/A

 

 

eSigned

N/A

N/A

 

 

eSignedDate

N/A

N/A

 

 

sai

N/A

N/A

  • -1500 to 999999

  • Blank

Student Aid Index. Replaces the former EFC in FAY 2023-2024 and previous FAYs.

dependencyStatusCode

N/A

N/A

  • I= Independent

  • D= Dependent

  • Z= Provisional Independent

  • X= Rejected Dependent

 

dependencyStatus

N/A

N/A

  • Independent

  • Dependent

  • Provisional Independent

  • Rejected Independent

 

correctionProcessDate

N/A

N/A

 

 

originalSocialSecurityNumber

Social Security Number

Textbox

  • 9-digit numeric value.

  • Blank

Values may be blank or nine zeroes (000000000).

 

studentsFirstName

First Name

Textbox

 

 

middleName

Middle Name

Textbox

 

 

studentsLastName

Last Name

Textbox

 

 

academicYear

N/A

N/A

 

Example: 2025

academicYearRange

N/A

N/A

 

Example: 2024-2025

applicationDataSourceTypeCode

N/A

N/A

  • 1 = School

    • This field will be populated for all school users when Regent Access is enabled and a Smart Form application is submitted.

  • 2 = Student

    • This field will be populated for all student users when Regent Access is enabled and a Smart Form application is submitted.

  • 4 = New Application - State

    • This field will be populated for all state users when Regent Access is enabled and a Smart Form application is completed by clicking on the ‘Start, Edit, or Complete’ button and submitted.

  • 5 = Signature(s) Received - State

    • This field will be populated for all state users when Regent Access is enabled and a Smart Form application is completed by clicking on the ‘Edit Completed Form ’ button, signatures confirmed, and submitted.

This field is only applicable for the 2025-2026 FAY and forward.

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.

dependencyOverrideIndicator

Dependency Override

Dropdown

  • 1 - Dependent to Independent

  • 2 - Override Canceled

  • 3 - Failed Dependency Override

This field is only applicable for the 2025-2026 FAY and forward.

This field is an Office Use Only field and will only be displayed to School users when editing an application within Advisor Assist.

doYouWantSelectiveServiceToRegisterYou

I certify that I am in compliance with federal Selective Service registration requirements.

Checkbox

  • 1= checked

  • 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

  • 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

  • Numeric Federal School Code

  • Blank

Options are:
Select
List of FSC for each configured Site

federalSchoolCode10

Federal School Code 10

Dropdown

  • Numeric Federal School Code

  • Blank

Options are:
Select
List of FSC for each configured Site

federalSchoolCode11

Federal School Code 11

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode12

Federal School Code 12

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode13

Federal School Code 13

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode14

Federal School Code 14

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode15

Federal School Code 15

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode16

Federal School Code 16

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode17

Federal School Code 17

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode18

Federal School Code 18

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode19

Federal School Code 19

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode2

Federal School Code 2

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode20

Federal School Code 20

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode3

Federal School Code 3

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode4

Federal School Code 4

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode5

Federal School Code 5

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode6

Federal School Code 6

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode7

Federal School Code 7

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode8

Federal School Code 8

Dropdown

  • Numeric Federal School Code

  • Blank

 

federalSchoolCode9

Federal School Code 9

Dropdown

  • Numeric Federal School Code

  • Blank

 

firstBachelorsDegreeBy

When the student begins the XXXX school year, will they already have their first bachelor's degree?

Dropdown

  • 1= Yes

  • 2= No

 

FISAPTotalIncome

N/A - hidden question for storing calculated value

N/A

 

Dependent students: Sum of Parent Total Income and Student Total Income.

Independent and Provisional Independents: Student total income.

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 Only

 

Text is shown/hidden based on client. Column will be blank in file for all clients.