Institution Setup Data Elements
Below are the setup items to be used for each institution that you configure in the system.
Note: An asterisk displays next to the designated Primary Institution.
General Tab
Field Name | Required/ | Type | Value | Business Rules |
|---|---|---|---|---|
External Institution ID | Required | Text box - 8 characters maximum | Used in data exchange between the system and the school's student information system and other third-party systems | |
Name | Required | Text box - 256 characters maximum | Used in Regent Award UI and in student communications | |
Display Name | Optional | Text box - 500 characters max | n/a | Used in SNAP questionnaires and student portal in the drop-down menu |
Description | Optional | Text box - 60 characters maximum | n/a | Used in Regent Award UI and in student communications |
OPEID | Required | Text box - 8 characters maximum | n/a | At the institution level, the last two digits of the OPEID must be 00 |
Active | Optional | Checkbox |
| If unselected, the institution is inactivated and the system will not allow for the import of ISIRs, processing of awards, and disbursement of funds. |
Delay First Disbursement 30 days | Optional | Drop-down |
| This is required for schools with a high default rate. If "Yes," delay the first disbursement 30 days for Perkins, Sub and Unsub loans for students who are first time and first-year borrowers (Aggregate loan amount = $0.00, has no loans for prior Payment Period at present, and is Grade Level 1). If "No," do NOT delay first disbursement 30 days. |
Multiple Disbursement Requirement | Optional | Drop-down |
| This is required for schools with a high default rate. If "Yes," for Perkins, Sub and Unsub loans, the school is required to have multiple disbursements for single-term loans. |
Course Repeat Policy | Required | Drop-down |
| All repeat courses taken prior to 07/01/2011 are counted as Qualified Repeats OR
|
Contact Information | ||||
Inherit from Enterprise | Optional | Checkbox |
| If the information is the same as the Enterprise, selecting the box will allow for the information to be pre-populated based upon the Enterprise information |
Financial Aid Administrator / Name | Optional | Text box - 64 characters maximum | Inherited | Available for inclusion in student communications |
Financial Aid Administrator / Title | Optional | Text box - 32 characters maximum | Inherited | Available for inclusion in student communications |
Financial Aid Administrator / Phone Number | Optional | Text box -255 characters maximum | Inherited | Available for inclusion in student communications |
Financial Aid Administrator / Email Address | Optional | Text box - 255 characters maximum | Inherited | Available for inclusion in student communications. |
CFO / Name | Optional | Text box - 64 characters maximum | Inherited | Available for inclusion in student communications. |
CFO / Title | Optional | Text box - 32 characters maximum | Inherited | Available for inclusion in student communications. |
CFO / Phone Number | Optional | Text box -255 characters maximum | Inherited | Available for inclusion in student communications. |
CFO / Email Address | Optional | Text box - 255 characters maximum | Inherited | Available for inclusion in student communications. |
President / Name | Optional | Text box - 64 characters maximum | Inherited | Available for inclusion in student communications. |
President / Title | Optional | Text box - 32 characters maximum | Inherited | Available for inclusion in student communications. |
President / Phone Number | Optional | Text box -255 characters maximum | Inherited | Available for inclusion in student communications. |
President / Email Address | Optional | Text box - 255 characters maximum | Inherited | Available for inclusion in student communications. |
Mailing Address | ||||
Inherit from Enterprise | Optional | Checkbox |
| If the information is the same as the Enterprise, selecting the box will allow for the information to be pre-populated based upon the Enterprise information |
Line 1 | Optional | Text box - 40 characters maximum | Inherited | Available for inclusion in student communications |
Line 2 | Optional | Text box - 40 characters maximum | Inherited | Available for inclusion in student communications |
City | Optional | Text box - 30 characters maximum | Inherited | Available for inclusion in student communications |
State | Optional | Drop-down | Inherited | Available for inclusion in student communications. May be used for some State Grants. |
Postal Code | Optional | Text box - 13 character maximum | Inherited | Available for inclusion in student communications |
County | Optional | Text box - 30 character maximum | Inherited | Available for inclusion in student communications |
Nation | Optional | Drop-down | Inherited | Available for inclusion in student communications |
Phone Number | Optional | Text box | Inherited | Available for inclusion in student communications |
Fax Number | Optional | Text box | Inherited | Available for inclusion in student communications |
Program Participation Agreement (PPA) Information | ||||
Institution Type | Optional | Drop-down |
| Organization category. May be used for some State Grants. |
PPA Expires | Optional | Date | CCYYMMDD | Informational Only |
Default Settings | ||||
Default Academic Year Units | Required | Text box | Sets the default number of units in an Academic Year. For Undergraduate Programs, the Academic Year definition should not be less than the minimal Federal Academic Year definition (24 semester credits or 36 quarter credits/30 weeks for credit hour; 900 units/26 weeks for clock hour). | |
Default Academic Year Weeks | Required | Text box | Sets the default number of weeks in an Academic Year. For Graduate Programs, the Academic Year definition should not be less than the minimal Federal Academic Year definition (30 weeks for credit hour; 26 weeks for clock hour). | |
Default Academic Calendar Type | Required | Drop-down |
| Sets the default academic calendar type for student loans |
Default Academic Period Type | Required | Drop-down |
| Sets the default academic period type |
Default Academic Year Unit Type | Required | Drop-down |
| Sets the default academic year unit type |
Automatically Award Grade Level Progression | Required | Drop-down |
| For term-based programs only. Used to determine when the system should auto-create additional loan awards for Grade Level change increases during the loan period. If auto-package GL progression is "Yes," the eligibility increase will create a new award. It will use the auto-acceptance settings under Fund Setup, see Fund Setup Data Elements. If the awards are passively accepted, both awards will be automatically accepted. If they require acceptance, both awards would start as offered and require student acceptance. |
Apply SULA Calculations | Required | Drop-down |
| When this setting is enabled, the system will calculate and limit the total Subsidized Loan awarding if the Subsidized Usage Limit Applies (SULA) for that student. |
(Non-Term) Courses for Anticipation | Optional | Text box | Used to calculate per course costs for anticipated packaging. | |
Default Payment Period Crossover | Optional | Two drop-downs, one for month, one for day | Date (month/day only) | Any crossover payment period that begins on or after this date will use the next FAY ISIR (for awarding Pell). The payment period start date of the student must be LESS THAN the date specified in this configuration in order for the loan to use the current year ISIR. |
Default Academic Year Crossover | Optional | Two drop-downs, one for month, one for day | Date (month/day only) | Any loan Academic Year that begins on or after this date will use the next FAY ISIR. The Academic Year start date of the loan must be LESS THAN the date specified in this configuration in order for the loan to use the current year ISIR. For example, if this date is configured as May 01, and an Academic Year starts on May 1, 2019, all AY-based awards are packaged using the 2019-2020 ISIR. If the AY started April 1, 2019, the system would package AY-based awards using the 2018-2019 ISIR. If Auto-Assign Loan Crossover FAY Based on ISIR Availability = "Yes," and the AY crosses more than one FAY, Direct Loans may be awarded from the next-year FAY instead. |
FAY Crossover Awarding | Required | Drop-down |
| Determines how FAY based awards will be packaged in a crossover period (for FAY based funds only).
|
Auto-Assign Loan Crossover FAY Based on ISIR Availability | Required | Drop-down |
| When this setting is "Yes," and a student does not have an ISIR from the preferred FAY per the configured Default Academic Year Crossover Date, but the student has an ISIR from the other FAY in a crossover AY, the system will award loans using the other FAY's ISIR. |
Alt-EFC Rounding | Optional | Drop-down |
| Determines the method used for rounding to determine the alt-EFC months when a student has less than a full AY remaining to complete his/her non-term academic program. |
Default Alt-EFC Months | Optional | Text box | For Non-Term – the default number of months of EFC for the BBAY. | |
Census Date Option | Required | Drop-down |
| This setting controls how the system will apply Census Dates configured on Term Setup to determine enrollment for Pell Grant awarding. Multiple census dates may be configured to support modular courses. Inherits to Campus Setup. |
Allow Partial Payments | Optional | Drop-down |
| Setting the value to "Yes "will enable a disbursement to be EST'd for an award when there is a difference between the Last COD Accepted Amount and the current Disbursement Amount at the time of EST. |
Extend Academic Years for Non-Standard Term | Optional | Drop-down |
| The system uses this to know whether or not additional terms must be added to the AY if the student fails to complete the AY units/weeks. If "No," the number of terms is based on the program setup. If "Yes," and the student lacks the AY units/weeks, the AY is extended with additional term(s). |
Turn off Slow Progression Logic | Optional | Checkbox |
| If selected, use the Programs Academic Year weeks' definition to calculate monthly and weekly COA items, unless the programs length is less than an academic year, then use the Program weeks.
|
Bypass the cross-scope fund restriction for Academic Year scoped documents | Optional | Checkbox |
| If selected, Federal award year (FAY) scoped funds (such as Pell) will not be restricted by academic year scoped document requirements. |
Enable Abbreviated Periods (Non-term Only) | Optional | Drop-down |
| When this option is set to "Yes," schools will have the option, on the Program Management Wizard, to designate an academic year as an "Abbreviated Period" for external transfer students with an open academic year at a prior school, who are transferring into a non-term program. Schools will also have the ability to set up separate disbursement schedules for these abbreviated periods. |
Split Weeks Across Payment Period (Non-term Only) | Optional | Drop-down |
| When "No is chosen in this field, the system will not close a payment period until all of the in-progress courses started within that payment period have been completed. When "Yes" is chosen in this field, once the units requirement for the payment period has been met, a portion of a course's weeks can be counted to close that payment period, while the remaining weeks and all of the units of that course are counted in the next PP. |
Exclude Internal Transfers Courses with 0 Quality Points Towards Progression | Optional | Checkbox |
| This setting controls how SIS-provided internal transfers units with 0 quality points are handled in calculating progression unit totals. When false (unselected), these courses WILL count towards progression (completion of program and grade-level progression). When true (selected), these course WILL NOT count towards progression but these courses will be considered as attempted courses for SAP calculation. |
Exclude External Transfer Courses with 0 Quality Points From Progression | Optional | Checkbox |
| This configuration setting lets schools choose whether to exclude External Transfer Units from being counted toward progression units, when the transferred courses have zero Quality Points. When this option is enabled, External Transfer units with zero Quality Points (e.g. failed courses) are counted separately and not included in Progression Units. |
Allow Regent to Calculate Instructional Weeks | Optional | Drop-down |
| When this option is set to "Yes", Regent Award will calculate the Instructional weeks for each term, in order to calculate Pell using Pell formula 3, and to anticipate the student's academic plan. If "No" is chosen, the school will provide the Instructional weeks value for each term on term setup. |
Uses Modules | Optional | Drop-down |
| Select "Yes" if the school uses Modules. This value will inherit down to the Campus level, where it can be changed, and then it will inherit down the the Program level, where it can also be customized on a per program basis. If the school does not have modular programs, select "No." |
Allow Packaging to Move Paid Disbursements | Optional | Drop-down |
| When this field is set to "Yes", Regent Award will allow packaging to move paid disbursements from the payment period in which they were originally paid, to another payment period. When this field is set to "No", Regent Award will present a packaging error and prevent the disbursement from being moved. |
Assume Attendance | Optional | Drop-down |
| When “Yes” is selected in this field, Regent Award will assume attendance in a course, as of today’s date (or the course withdraw or course end date, as appropriate), if at least one indication of attendance has been provided on the course via either the SBL or Course Overrides. The “Effective as of” date must be provided if Assume Attendance is "Yes." |
Effective as of | Optional | Date Picker | n/a | The “Effective as of” date must be provided if Assume Attendance is "Yes." This indicates the date at which a school wants to begin using this functionality. Regent Award will not assume attendance for courses that end prior to this date (course end date is a date prior to the date entered in the “Effective as of” field). |
WB Reconciliation Process Option | Optional | Checkbox |
| This option is for schools that do not have an external reconciliation process for updating their Accounts Receivable (AR) systems when disbursements are paid at COD on the web. When this option is selected, schools will have the option, on the WB (Web) Reconciliation Process screen, to determine which paid disbursements (that were imported into Regent Award on a Web Response file) should be exported for their AR system. |
Auto Authorize Option | Optional | Checkbox |
| This option is related to the configuration "WB Reconciliation Process Option" above. When "WB Reconciliation Process Option" is checked, the "Auto Authorize" will display on the screen. When this option is selected, the disbursement record will automatically be included during EST for AR. When this option is not selected, the user will choose whether or not to include the disbursement record during EST for ARvia the disbursement grid on the COD WB Reconciliation Process Screen. |
First day of Instructional Week | Required | Drop-down |
| Allows the school to set a specific day of the week as a first day of the instructional week for all Programs within this Institution. |
Enable Year Round Pell Awarding | Optional | Checkbox |
| When this option is selected, Regent Award will award "Year Round" or "150%" Pell beginning in the FAY selected in the "Starting FAY" field and ending in the FAY selected in the "Ending FAY" field. All FAYs that fall between the Starting and Ending FAY selected will be awarded "Year Round" or "150%" Pell. When this option is not selected, Pell is awarded at 100%. |
Starting FAY | Optional | Drop-down |
| Selects the starting FAY for Year Round Pell awarding |
Ending FAY | Optional | Drop-down | ||