eAccess - Questionnaire

Owned by Heather Smith
Nov 02, 2020
3 min read


Overview

The eAccess questionnaire flows thru all FAFSA questions that might be pertinent to an undocumented student and produces an EFC.  

Features

  • Users can begin their questionnaires, save their progress, and come back to finish them later.
  • "Skip logic" within the questionnaire ensures users are not presented with questions that are unnecessary or irrelevant.
  • Questions and help text are displayed in both English and Spanish.
  • Students are able to select up to 10 institutions from a list of up to 50 institutions.
  • Students can access the questionnaire using Regent SNAP account creation and credentials.

eAccess as a Smart Form 

Regent offers the eAccess Smart Form within the portal. The Regent Award product is configured with the eAccess Smart Form and can be used by staff to view and manage completed applications. The Smart Form is designed to use conditional logic that tailors each question to the individual applicant, while minimizing the number of questions the applicant is required to answer and still obtaining the necessary information to calculate the EFC for both independent and dependent applicants.  

English to Spanish Translation

The eAccess Smart Form contains both English and a Spanish translation for questions and descriptions. The Spanish translation is displayed beneath the English. 

Smart Form Signature Process 

Upon completion of the eAccess Smart Form, applicants have the option to sign the document via the electronic signature process or paper signature process. Both options are presented to the student after the completion of the Smart Form. 

If the student chooses the e-signature process, the student is presented with system capability acknowledgments, as well as terms and conditions prior to e-signing the form to ensure the student can successfully complete the process. Upon successfully e-signing the Smart Form, the signed PDF copy of the completed form is automatically attached to the document requirement in Regent Student Portal and in Regent Award. The document status is updated on the Regent Student Portal to a ‘Completed on [Date]’ status and the document status in Regent Award is updated to a ‘Satisfied’ status for Independent students and a ‘Received’ status for Dependent students. 

If a dependent applicant selects the e-signature process, the applicant is required to invite a parent to electronically sign via the ‘Invite a Parent to Sign an Application’ action icon. The applicant selects the parent and email address for where the invitation is sent. Parents are required to create their own account, which they can use to access and electronically sign the application. 

Paper Signature Process

After selecting the paper signature process and submission of the application, an unsigned PDF copy of the completed form is automatically attached and downloadable via the document requirement in the Regent Student Portal and in Regent Award. The document status is updated on the Regent Student Portal to a ‘Completed on [Date]....’ status based on the applicant’s dependency status, and the document status in Regent Award is updated to a ‘Satisfied’ status. 

If the student opts out of the e-signature process, and the paper signature process is selected, e-signature is not available to the parent. The applicant is required to download the completed PDF form from the Regent Student Portal, wet sign the application, obtain a parent wet signature on the application (if dependent) and submit the completed form to the school via the school-provided directions displayed in the portal. ​  

School List drop-down

Create SNAP Configuration:

  • SNAP configuration name = SchoolLIstOption
  • Allowable values = Site or Campus
  • Configuration description = If the SNAP configuration is set to Site, the REM Site Setup Display Name and Federal School Code are used in the dropdown. If the SNAP configuration is set to Campus, the REM Campus Setup, Display Name, and Federal School Code is used in the dropdown.  

NOTE:  The value of the options is the federal school code 

This configuration would be used to pull in both the Display Name and the Federal School Code into the school list dropdown in questionnaires.  The value of the options' is federal school code.

  1. If the SNAP configuration is set to 'Site', the REM Site Setup Display Name and Federal School Code is used.  
  2. If the SNAP configuration is set to 'Campus', the REM Campus Setup Display Name and Federal School Code is used.

Transaction Numbers

  • Transaction Numbers are created when the application is created (no 'Edit' functionality enabled).
  • All first applications have a transaction number = 1.
  • Subsequent applications are incremental (e.g. second application = 2, etc.)
    • If the application was completed for the initial Document Requirement created in Regent Award upon creating the eAccess account and a subsequent Document Requirement is added via Regent Award, a new transaction is created upon completion of the application for the subsequent Document Requirement.