Institution Setup Data Elements

Below are the setup items to be used for each institution that you configure in the system.

General Tab

Field Name

Required/Optional

Type

Value

Business Rules

Field Name

Required/Optional

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

Optional

Text box - 256 characters maximum



Used in Regent Award UI and in student communications

Display Name

Required

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

  • Selected

  • Unselected

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

  • Yes

  • No

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

  • Yes

  • No

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

  • Select

  • Qualify all repeat courses prior to 7/1/2011

  • Qualify only one repeat course prior to 7/1/2011

All repeat courses taken prior to 07/01/2011 are counted as Qualified Repeats OR 
Only the repeat courses taken up until the first course with quality points > 0 AND completed = true are counted as Qualified Repeats.


After 07/01/2011, the student is eligible to receive Financial Aid for one more repeat (if they had any prior to 07/01/2011).

Contact Information

Inherit from Enterprise

Optional

Checkbox

  • Selected

  • Unselected

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

  • Selected

  • Unselected

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

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

  • Public

  • Private Non-Profit

  • For-Profit

  • Foreign

  • Foreign Public

  • Foreign Private

  • Foreign For-Profit

Informational Only

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

  • SAY - Federal Award Year Based

  • BBAY1 - Borrower Based

  • BBAY2 - Borrower Based

  • BBAY3

Sets the default academic calendar type for student loans

Default Academic Period Type

Required

Drop-down

  • Standard Term Semester

  • Standard Term Trimester

  • Standard Term Quarter

  • Standard Term Quarter 4

  • Non-Standard 2 SE9W Terms

  • Non-Standard 3 SE9W Terms

  • Non-Standard 4 SE9W Terms

  • Non-Standard 5 SE9W Terms

Sets the default academic period type

Default Academic Year Unit Type

Required

Drop-down

  • Semester Credit

  • Quarter Credit

  • Credit Hr/Clock Hr. Conversion Semester Credit

  • Credit Hr/Clock Hr. Conversion Quarter Credit

  • Other Unit

Sets the default academic year unit type

Automatically Award Grade Level Progression

Required

Drop-down

  • Yes

  • No (default)

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 set up.

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

  • No (default)

  • Yes

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

  • Exhaust current year

  • Award ONLY from prior year

  • Award ONLY for next year

Determines how FAY based awards will be packaged in a crossover period (for FAY based funds only).

  • Exhaust current year: If any eligibility remains for Prior Year, award from Prior Year. If none, award from Next Year.

  • Award ONLY from prior Year: Award ONLY from Prior Year. Do NOT award from Next Year even if zero eligibility remains from Prior Year.

  • Award ONLY for next Year: Award ONLY from Next Year. Do NOT award from Prior Year even if eligibility remains from Prior Year.

Auto-Assign Loan Crossover FAY Based on ISIR Availability

Required

Drop-down

  • No (default)

  • Yes

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

  • Standard Rounding (default)

  • Round Up

  • Truncate

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.
For Term – the default number of months for EFC for EACH of the terms in a BBAY.

Census Date Option

Required

Drop-down

  • Select (default)

  • No Census Date Used

  • Always use Full Term Census Date

  • Always use Multiple Census Dates

  • Use Multiple Census Dates unless course enrollment spans all configured dates, then use Full Term Census Date

  • Use Multiple Census Dates unless course enrollment exists for Census Date 1 and at least one other configured Multiple Census Date, then use Full Term Census Date

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

  • Yes

  • No

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

  • Yes

  • No

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

  • Selected

  • Unselected (default)

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.


If unselected,  the COA will be continually recalculated for monthly and weekly COA items based on the actual start and end date of a student's Academic Year or end of academic program if program is less than an academic year in length.

Bypass the cross-scope fund restriction for Academic Year scoped documents

Optional

Checkbox

  • Selected

  • Unselected (default)

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

  • Yes

  • No (default)

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

  • Yes

  • No

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

  • Selected

  • Unselected (default)

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

  • Selected

  • Unselected (default)

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

  • Yes

  • No

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

  • Yes

  • No

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

  • Yes

  • No

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

  • Yes

  • No

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

  • Selected

  • Unselected (default)

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

  • Selected

  • Unselected

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

  • Sunday (default)

  • Monday

  • Tuesday

  • Wednesday

  • Thursday

  • Friday

  • Saturday

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

  • Selected

  • Unselected (default)

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

  • 2017-2018

  • 2018-2019

  • ...

Selects the starting FAY for Year Round Pell awarding

Ending FAY



Optional

Drop-down

  • 2017-2018

  • 2018-2019

  • ...

Selects the ending FAY for Year Round Pell awarding

Package Using Actual Loan Fees 



Optional

Drop-down

  • Yes

  • No

When this option is enabled, Regent Award will package Direct Subsidized, Direct Unsubsidized, Parent PLUS, and Grad PLUS Loans (via the Regent Award Packaging Philosophy) using the Net Amount of the loan(s) as a calculation basis, and will include calculated loan fees in the Award Amount. The calculated loan fees will be shown in COA.

When this option is not enabled, Regent Award will package funds using the Gross Loan Amount.

AY Start Date for Package Using Actual Loan Fees

Optional 

Date

Month/Day/Year

Default is  7/1/2023

Start Date for AYs in which the packaging logic enabled by 'Package Using Actual Loan Fees' setting will be used.

BBAY Anchor Determination 

Required

Drop-down

  • Actual Registered Units by the Term Start Date (default)

  • Actual Registered Units by the Term Begin Actual Date

  • Actual Registered Units by the Term Census Date

  • Actual Registered Units by the Term Auto Withdraw Date

  • Direct Loans Greater Than $0

Stipulates when Regent Award can "anchor" a term-based BBAY. Regent Award determines "anchor" eligibility based on a configured Term Date or when Direct Loans are greater than $0 in the term.

  1. The "Actual Registered Units by the Term Start Date" uses Term Setup's "Start Date" to anchor the term when actual registration is received by this date.

  2. The "Actual Registered Units by the Term Begin Actual Date" uses Term Setup's "Begin Actual Date" to anchor the term when actual registration is received by this date.

  3. The "Actual Registered Units by the Term Census Date" uses Term Setup's "Census Date 1" (term's first Census Date) to anchor the term when actual registration is received by this date. 

    1. Note, even if ‘Determine Student-level Census’ is enabled, Regent Award still uses the configured Term Setup ‘Census Date 1’ for anchoring, regardless of the student’s individual Student-level Census Date.

  4. The "Registered Units by the Term Auto Withdraw Date" Date uses Term Setup's "Auto Withdraw Date" to anchor the term when actual registration is received by this date.

  5. Direct Loans Greater Than $0 will anchor the term when Direct Loan amounts in the term are packaged with an amount greater than $0. Note: Enrollment and Term Dates will not be considered when this option is selected. 

See Anchoring a BBAY for more details.

TSM Alert Disbursement Block

Required

Drop-down

  • Positive Disbursements ONLY (default)

  • Positive and Negative Disbursements

When the student has a been placed on the NSLDS "Transfer Monitoring" list, Regent Award blocks disbursements for the student for 7 days. Regent Award also blocks disbursement if the student has an NSLDS TSM Alert.

If "Positive Disbursements ONLY" is selected, the TSM Alert or 7-day hold will block only positive disbursements for the student, and negative disbursement will be able to flow through EST until the TSM Alert is cleared or the 7-day hold expires.

If "Positive and Negative Disbursements" is selected, the TSM Alert or 7-day hold will block both positive and negative disbursements for the student, until the TSM Alert is cleared or the 7-day hold expires.

Adjust Loan Amounts for Overlapping Academic Years Within Regent for Program Changes and Track Changes into Term and NST Programs

Optional

Drop-down

  • Yes (default)

  • No

The setting controls whether Regent adjusts Subsidized and Unsubsidized loan amounts for term-based students for Internal Overlapping Academic Years (OAYs). The setting also controls several OAY-related Tasks.

Yes: the system will automatically adjust Federal Direct Subsidized and Unsubsidized Loans when a student has a previous Overlapping Academic Year within Regent. The adjustment applies only to students currently in term or nonstandard term programs.

No: the system will not reduce loan amounts in new Academic Years. Users may choose to make manual adjustments.

Adjust Loan Amounts for External Overlapping Academic Years with Loans from Other Schools

Optional

Drop-down

  • Yes (default)

  • No

The setting controls whether Regent adjusts Subsidized and Unsubsidized loan amounts for term-based students for External Overlapping Academic Years (OAYs). The setting also controls several OAY-related Tasks.

Yes: the system will automatically adjust Federal Direct Subsidized and Unsubsidized Loans when a student has a previous Overlapping Academic Year at a school with a different Federal Direct Student Loan (FDSL) identifier. The adjustment applies only to students currently in term or nonstandard term programs.

No: the system will not reduce loan amounts in new Academic Years. Users may choose to make manual adjustments.

Support Mid-Term Program Start Dates: Begins Academic Plan with the term containing the Program Start Date

Optional

Checkbox

  • Selected

  • Unselected (default)

If this setting is enabled, Regent Award will begin the student's Academic Plan for a program with the term that contains the Program Version Start Date. When the option is not selected (is turned off) and there is no registration for a term containing a Program Version Start Date other than the Term Start Date, Regent Award will begin the student's Academic Plan for a program with the first new term following the Program Version Start Date.

Auto Acceptance of Redistributed Funds

Optional

Checkbox

  • Selected

  • Unselected (default)

When enabled, increased Subsidized Loan eligibility for a student that has already previously accepted SUB and UNSUB loans will be auto-accepted. 

Independent Assumed Housing Status





Required

Dropdown

  • On-Campus

  • On-Campus with Dependents

  • Off-Campus (Default)

  • Military Housing

The Housing Status selected here is used as the default Housing Status for Independent students for cost items configured with a Housing Status(s).

The system will first use the housing choice from the housingStatus UDF, then use the configured Independent Assumed Housing Status. If a housingStatus User Defined Field (UDF) is present for a student and the effective dates apply to the period being packaged, the housingStatus UDF value is always used.  A housingStatus UDF with applicable effective dates takes priority over a housingStatus UDF without effective dates.

housingStatus User Defined Field values (case sensitive):

  • OnCampus

  • OnCampusWithDependents

  • WithParent

  • OffCampus

  • MilitaryHousing

  • Blank 

Dependent Assumed Housing Status

Required

Dropdown

  • On-Campus

  • On-Campus with Dependents

  • Off-Campus (Default)

  • Military Housing

The Housing Status selected here is used as the default Housing Status for Dependent students for cost items configured with a Housing Status(s).

The system will first use the housing choice from the housingStatus UDF, then use the configured Dependent Assumed Housing Status. If a housingStatus User Defined Field (UDF) is present for a student and the effective dates apply to the period being packaged, the housingStatus UDF value is always used.  A housingStatus UDF with applicable effective dates takes priority over a housingStatus UDF without effective dates.

housingStatus User Defined Field values (case sensitive):

  • OnCampus

  • OnCampusWithDependents

  • WithParent

  • OffCampus

  • MilitaryHousing

  • Blank 

Display Staff Dashboard Header Text

Optional

Checkbox

Selected

Unselected (Default)

When enabled, the ‘Staff Dashboard Header Text’ textbox will appear.

Staff Dashboard Header Text

Optional

(Required if ‘Display Staff Dashboard Header Text’ is enabled)

Textbox

Staff UI Message (Default)

Custom Message

The text entered here will display in a textbox at the top of the Dashboard tab in Regent. To view the message, a user must have the ‘View Students’ permission enabled for the configured Institution. If a user has the ‘View Students’ permission enabled for more than one Institution, they will see the message configured for the first Institution, ordered alphabetically, for which they have access.

Automated Program Change Settings

Automate Program Changes for SE Program Groups

Optional

Drop-down

  • Yes

  • No

When “Yes” is selected in this field, Regent Award will attempt to automate Substantially Equal program changes for those programs that are grouped as Substantially Equal using Program Groups setup.



The Program Groups must be configured with SE programs before this setting is enabled. If a Program Change occurs between two programs that do not share the same Program Group, that Program Change will be considered as Not Substantially Equal (NSE).

Automate SE Program Changes in Abbreviated Periods

Optional

Drop-down

  • Yes

  • No

When “Yes” is selected in this fieldRegent Award will attempt to automate Substantially Equal program changes occurring during an AY that has been designated as an “Abbreviated Period” for those programs that are grouped as Substantially Equal using Program Groups setup.

Automate Pre-start Program Changes

Optional

Drop-down

  • Yes

  • No

When “Yes” is selected in this field, Regent Award will attempt to automate Substantially Equal program changes for those programs that are grouped as Substantially Equal using Program Groups setup.

Automate Program Changes within X days of Plan Start

Optional

Text box - Numeric max value of 99



When "Yes" is selected for Automate Pre-start Program Changes, Regent Award will attempted to automate program changes occurring within the number of days specified in this field after the start of the student’s Academic Plan in Regent Award (if the student has no paid awards). Access to this configuration option is controlled by permissions.

SAP Settings 

Automatically suspend when determined unable to meet MTF

Required

Drop-down

  • Yes

  • No

If "Yes," and it is determined at any point in time that the student is not able to meet the requirements of the Maximum Time Frame calculation, the student will be automatically suspended.
If "No," the student will go through the normal (FAWarning --> FAProbation --> FASuspended) SAP process.

SAP FA Suspension cancels all future aid

Required

Drop-down

  • Yes

  • No

If "Yes," the system will cancel awards to which SAP applies, for all future terms/payment periods (after the end of the SAP review period). Awards that have been marked as "Manual" in Regent Award will not be canceled by this option.
If "No," future awards will not be canceled for SAP FASuspended students.

Date to be used when applying the SAP policy

Required

Drop-down

  • Review Period Start Date (default)

  • Review Period End Date

This is used to determine when the SAP policy that will be applied. If the SAP policy is payment period based, and "Review Period End Date" is chosen in this field, then the system will use a student's payment period end date to determine which SAP policy applies to that student based on the SAP policies effective dates. If the SAP policy is academic year based, and "Review Period End Date" is chosen in this field, then the system will use a student's academic year end date to determine which SAP policy applies to that student based on the SAP policies effective dates.

Use Prior Program SAP Status When Program Is Changed At Same Level



Required

Drop-down

  • Yes

  • No (default)

This configuration setting determines whether SAP status is inherited when a student has a program-level change at the same level (Undergraduate to Undergraduate, or Graduate to Graduate). For example, an Associates-to-Bachelor's program change (from a two-year to four-year program) is still at the same level, because both programs are Undergraduate.

If this setting is Yes, when a student has a program change at the same level (between two Undergraduate programs, or between two Graduate-level programs), then the system will use the last SAP review period in the previous program to determine the student's financial aid eligibility for the new program. If this setting is No, the system will not use the prior program's SAP status to determine eligibility in the new program.

Note: This setting was previously named "Use Prior Program SAP Status when Program is Changed."

Use Prior Program SAP Status When Program Level Is Changed



Required

Drop-down

  • Yes

  • No (default)

This configuration setting determines whether SAP status is inherited when a student has a program change across program levels: from Undergraduate to Graduate, or from Graduate to Undergraduate.

  • Yes - the prior program's SAP status will be used to determine eligibility for the first SAP review period in the new program.

  • No - the prior program's SAP status will not inherit to the new program, and the SAP at the beginning of the new program will be ‘Not Calculated.’

Delay SAP Calculation Due to Missing Grades

Required

Drop-down

  • Yes

  • No

When this field is set to "Yes," the system will not perform a SAP calculation on a student until grades are received for all courses within the SAP Review Period that meet the following criteria:  Program Applicable, has Attendance, is not Withdrawn, is not Excluded from SAP.  Qualified Repeats are included.

See SAP Setup

Auto-Generate SAP Node from Student GPA

Required

Drop-down 

  • No (default)

  • Yes

This configuration controls whether the system will try to calculate a SAP status from a student’s cumulative GPA. When the setting is Yes, the system will keep a record of Cumulative GPA values and apply them to evaluate Satisfactory Academic Progress (SAP). When the setting is No, the institution must supply a SAP record by importing SAP data on the Student Batch Load (SBL) process.

See Satisfactory Academic Progress (SAP)

Offset Days for Calculating SAP for Nonterm Review Period

Optional

Drop-down

Numeric, positive integer, up to 3 digits. Zero is a valid value. Default is empty/null.

This setting is used in conjunction with Auto-Generate SAP Node From Student GPA. When a value is provided in this field on a nonterm program, Regent Award will not automatically evaluate Satisfactory Academic Progress for a closed nonterm payment period based on the student’s Cumulative GPA until the specified number of days after the end of the payment period being closed. The system will evaluate SAP using the most recent cumulative GPA received on or after the offset day. If this value is blank or zero, the system will evaluate SAP when the student is packaged and the payment period is closed.

See Satisfactory Academic Progress (SAP)

COA Settings

For Term based programs, COA Recalculation Options

Required

Drop-down

  • Use Census Units

  • Freeze at Term Start Date

  • Freeze at End of Term (default)

If "Use Census Units" is selected, use the (totalCensusProgramApplicableUnits + courseAdjustmentTotalCensusProgramApplicableUnits) for the student to determine COA for the term, regardless of the date when the student is being packaged. Continue to use anticipated enrollment to calculated COA for anticipated periods.


If "Freeze at Term Start Date" is selected, stop recalculating COA at Term Start Date. (Re-calculate cost of attendance for the current term that a student is enrolled in until the term start date)


If "Freeze at End of Term" is selected, indicates that COA will recalculate through the end of the term.

For Non-term Programs, freeze Cost of Attendance Recalculation for all except Monthly/Weekly COA items

Required

Drop-down

  • Yes

  • No

COA items will not be frozen while a student's Academic Plan is "Anticipated." The option chosen only applies if the student has actual enrollment.


If Yes, stop recalculating COA items (except those that are monthly/weekly) when there is Actual enrollment on the first Payment Period of the Academic Year.


If No, continue to recalculate all COA items (except those that are monthly/weekly) until the academic year is closed.

For Non-Term Programs, freeze Monthly/Weekly COA items for slow student progress

Required

Drop-down

  • Yes

  • No

COA items will not be frozen while a student's Academic Plan is "Anticipated." The option chosen only applies if the student has actual enrollment.


If Yes is chosen - 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.


If No is chosen – the COA will be continually recalculated for monthly and weekly COA items based on the actual start and end date of a student's Academic Year or end of academic program if program is less than an academic year in length.

Exclude All Non-Attended Withdrawn Courses For Per Course Items

Optional

Checkbox

  • Selected

  • Unselected (default)

This setting controls the types of withdrawn courses excluded in the COA calculation for costs that look at course count (per course Cost Items). When unselected, only courses with a withdrawal date prior to the course start date will be excluded in the course count. When checked, any non-attended withdrawn courses are excluded. However, non-attended courses that are withdrawn after the COA freeze can still be in included in the period's COA.

For Term based programs, always include Attended Program Applicable Withdrawn Courses for Cost Items using units

Optional

Drop-down

  • Yes

  • No

When this setting is checked, program applicable (PA) courses that were attended and withdrawn count towards Cost of Attendance (COA). The described PA courses count towards COA when the course's Enrolled Date is prior to the values configured in "For Term based programs, COA Recalculation Options" (via Institution Setup) and the course's Attended flag is "true." This setting does not apply to the enrollment level calculation, Repeat Disqualified units, Remedial Disqualified units, Cumulative Unit Filters on Cost Item Setup or per course Cost Items.

ISIR Settings 

Verification Status: Federal Award Year

Optional

Drop-down

Displays available Federal Award Years

The options selected in the Verification Status fields will be used to set the Verification Status when importing ISIRs for the Federal Award Year(s) selected unless 'Verified' status is able to be inherited. If no value is selected, Not Verified (N) will be set by default.

Verification Status: V Group

Optional

Drop-down

  • V1

  • V2

  • V3

  • V4

  • V5

  • V6

The options selected in the Verification Status fields will be used to set the Verification Status when importing ISIRs for the Federal Award Year(s) selected unless 'Verified' status is able to be inherited. If no value is selected, Not Verified (N) will be set by default.

Verification Status: Verification Status

Optional

Drop-down

  • Payment Without Verification (W)

  • Not Verified (N)

  • Selected, but not Verified (S)

The options selected in the Verification Status fields will be used to set the Verification Status when importing ISIRs for the Federal Award Year(s) selected unless 'Verified' status is able to be inherited. If no value is selected, Not Verified (N) will be set by default.

ISIR Verification Status Override

Optional

Drop-down

  • Yes

  • No

For active ISIRs, inherit the verification status from the previous Active ISIR.

Export Non-Verified Pell AND DL Sub to COD

Optional

Drop-down

  • Yes

  • No

Allow non-verified Pell and DL Subsidized awards to be exported to COD.

Packaging Options

Required

Drop-down

  • Package Using Active ISIR (default)

  • Package Using Corrected active ISIR, transmitted

  • Package Using Corrected active ISIR, not transmitted

  • Restrict packaging until Corrected FAY ISIR is received

Sets the default value on the last step of the ISIR Correction wizard. In the wizard, you must select the appropriate option to use for packaging while the ISIR is in the process of being corrected by CPS.

ISIR Student Matching

Required

Drop-down

  • SSN+DOB

  • SSN+DOB+Last Name

  • SSN first, then DOB+F/L Name

  • Student External ID 2 (Only available if Regent Access is enabled)

This field dictates how ISIR's are matched to students during the ISIR Load process. If the SSN option is selected, the process will first attempt to match by the student's social security number. If no match is found initially, the process will associate the ISIR to a student if the date of birth, first name, and last name all match. If the SSN+DOB+LastName is selected, the social security number, date of birth, and last name all must match for an ISIR to be associated with the student. If the SSN+DOB is selected, the social security number and date of birth all must match for an ISIR to be associated with the student.

If Regent Access is enabled, this field should be set to Student ID 2 and a new student record will be created under a new Institution tor each corresponding FSC listed on the ISIR upon no match.

Match ISIR to Student's Site level FSC

Optional

Drop-down

  • Yes

  • No

When this field is set to "Yes," ISIRs will be matched to students only if the student's ISIR contains the Federal School Code  (FSC) of the Site the student is attending.  Otherwise, if this field is set to "No," ISIRs will be matched to students if the student's ISIR contains a Federal School Code that is a match to any Site within the Institution the student is enrolled under.

When this option is flipped from "No" to "Yes," and vice versa, Regent Award will not go back and re-match ISIRs that were previously matched under the "No" option.

This field should be set to 'Yes' if Regent Access is enabled on the Regent Access tab.

Cease ISIR Matching for Inactive Students

Required

Drop-down

  • Yes

  • No

When ‘Yes’ is selected for this field, imported ISIRs will not be matched to students if the student has an ‘Inactive’ status. If the student returns to Active status, ISIR matching will resume for the student. Selection can be set at Campus level.

Note: If Inactive students are included in batch packaging runs, ‘Cease ISIR Matching for Inactive Students’ should not be enabled to avoid packaging with dated information.

Rebuild and Import Award Settings 

COD Rebuild AY Start Date Offset

Optional

Text box - Numeric 3 digits max

n/a

Indicates the number of offset days used to align rebuild AY data to the Regent Award AY (term only). If the offset is not configured and the value is blank, Regent Award will use the dates from the SBM record. This option helps determine issues where the term start date does not match the PP start date from Import Rebuild Data.

COD Rebuild AY End Date Offset

Optional

Text box - Numeric 3 digits max

n/a

Indicates the number of offset days used to align rebuild AY data to the Regent Award AY (term only). If the offset is not configured and the value is blank, Regent Award will use the dates from the SBM record. This option helps determine issues where the term end date does not match the PP end date from Import Rebuild Data.

Import Award AY Start Date Offset

Optional

Text box - Numeric 3 digits max

n/a

Used for the Import Award and Disbursement Process. Indicates the number of offset days used to align imported award data to the Regent Award AY.

Import Award AY End Date Offset

Optional

Text box - Numeric 3 digits max

n/a

Used for the Import Award and Disbursement Process. Indicates the number of offset days used to align imported award data to the Regent Award AY.

Import Award PP Start Date Offset

Optional

Text box - Numeric 3 digits max

n/a

Used for the Import Award and Disbursement Process. Indicates the number of offset days used to align imported disbursement data to the Regent Award PP.

Import Award PP End Date Offset

Optional

Text box - Numeric 3 digits max

n/a

Used for the Import Award and Disbursement Process. Indicates the number of offset days used to align imported disbursement data to the Regent Award PP.

Block Packaging for Pending Award Imports

Optional

Drop-down

  • Yes

  • No

Used for the Import Award and Disbursement Process. If the student already converted (rebuilt / post-conversion) and an "Import Awards and Disbursements" file is received and there is an award import with a validation issue, this determines if the school wants to resolve before packaging the student.


If "Yes," all packaging will be blocked for all awards for this student. Do not add this student to an open "batch" for Regent Award to package. Regent Award will throw an error for that student – a batch error message.


If "No," only the imported award will not be packaged for this student.



Require Import Award Data for AY0 Years

Optional

Drop-down

  • Yes (default)

  • No

When this setting is "Yes," the system will require Import Award data to support COD awards in academic years prior to the student's Academic Plan start date. When this setting is "No," the conversion process will allow processing of COD Rebuild awards that do not have accompanying Import Awards and Disbursements, only for Academic Years that occur before the student's Academic Plan start date.

 If this setting is "No," and a FAY-based award (such as a Pell Grant) has disbursements in both AY0 and AY1, the system will only require Import Awards and Disbursements data for disbursements occurring in AY1 and later AYs.

Use Import Award Data to Create SBM Records

Optional

Drop-down

  • Yes

  • No

Used for the Import Award and Disbursement Process. This field controls whether or not Import Award data is used to create StudentBBAYModification (SBM) records and add the student to batch packaging blocks for students that have both COD Rebuild data and Import Award data, where the COD Rebuild data is in a 'Pending Review' status.

When provided, only use the Import Award Disbursement terms to match COD Rebuild data to a Payment Period

Optional

Drop-down

  • Yes

  • No

Used for the Import Award and Disbursement Process. When this flag is true, COD Rebuild Disbursements will only be matched to a Payment Period using an associated Import Award Disbursement Term (when provided). If this flag is false or there is no associated term, the legacy Payment Period matching logic will apply (this uses the data to try to determine best match for a PP).

Override Short/Invalid Length Academic Years For Import Award Supported COD Rebuild Data

Optional

Drop-down

  • Yes

  • No

Used for the Import Award and Disbursement Process. Selecting "Yes" will ignore any validation errors triggered by invalid length and short academic years in the rebuild data during the import process.

System will manage Loans as of

Optional

Drop-down

  • 2010-2011

  • 2011-2012

  • ...

Indicates the year in which Regent Award will take over management of student's loans.

System will manage Grants as of

Optional

Drop-down

  • 2010-2011

  • 2011-2012

  • ...

Indicates the year in which Regent Award will take over management of student's grants.

Offset Fund Budget Amounts for Import Awards

Optional

Checkbox

  • Selected

  • Unselected

When this option is unselected, Regent Award allows conversion Import Awards and Disbursements (IAD) to process into Regent Award without reducing the applicable fund budget.  Regent assumes that awards created or updated in Regent Award from IAD files have already been accounted for by the fund budget in the pre-Regent Award system.  Fund budget amounts configured in Regent Award should reflect what is remaining to award at the time of go-live.  For example, users would query their current Financial Aid (FA) system to find all Import Awards and Disbursements grouped into Federal Award Year and Date Ranges (that match Regent Award Fund Budget configuration) to calculate the total amount awarded.  The budget amount value entered into Regent Award should be "total available budget" minus the query total (amount Regent Award can award).

Information Note: Customers that are currently processing FA for budgeted funds via the IAD process in a Regent Production environment are not impacted with this new option (post go-live).  Post go-live customers are not advised to turn off this process.  A customer that is not currently processing FA for budgeted funds via the IAD process in a Regent Production environment (pre go-live), may or may not need to turn off this process.  A customer that has a need to import or on-board inactive students with budgeted funds via the IAD process but does not want the fund's budget amount to update, should turn off this process.  A customer that always wants the fund's budget amounts to be offset (updated) via the IAD process should keep this process turned on. 

Auto-Package New Title IV Awards in Rebuild Loan Award Periods

Optional

Drop-down

  • Yes

  • No

This setting controls whether Regent Award should try to automatically create new Title IV awards if an existing Title IV Rebuild loan already exists in the same Award Period.

  • If "No," and a student has a Title IV COD Rebuild loan in an award period, Regent Award will not automatically create any new Title IV awards in that loan period regardless of additional eligibility.

  • If "Yes," and a student has eligibility, Regent Award will automatically create new Title IV awards in award periods containing Title IV Rebuild loans.

If a new Regent Award school expects to import all existing packaged awards as Rebuild files, the setting should be left configured to "No." For example, Passive Acceptance schools may not want to auto-package any new awards in addition to the existing Rebuild awards.

If a new Regent Award school expects to import only some awards, but expects auto-packaging to add new awards, the setting should be configured to "Yes." For example, if an Active Acceptance school only imports Accepted awards, but has many Offered awards that do not have Rebuild data, the school may want to configure the setting as "Yes."

Academic Year 1 overlaps Regent Award Program Start Date

Start Date is Less Than or Equal to Max Loan Period End Date

Optional

Drop-down

  • Default to Academic Year 1

  • Default to Academic Year 1 and Require Review

Academic Year 1 overlaps Regent Award Program Start Date; Default to Academic Year 1 - The Regent Award program's start date is in the middle of the previous program's AY, and within an open LP. When Regent Award receives a Course Enrollment Program start date in Regent Award that overlaps with the previous program's AY, Regent Award marks the AY as AY1. Regent Award assumes that since the actual program start date for Regent Award falls within the previous program's AY, it must have been a Substantially Equal Program Change. When this option is selected, Regent Award will being the student's Academic Plan with AY1.

Start Date is Greater Than Max Loan Period End Date

Optional

Drop-down

  • Default to Academic Year 1

  • Set Academic Year to Prior-to-Program (AY0)

 Academic Year 1 overlaps Regent Award Program Start Date; Set Academic Year to Prior-To-Program (AY0) - The Regent Award program's start date is in the middle of the previous program's AY, but after the LP end date. Regent Award will start a new AY0 for the student's academic plan. Regent Award marks the SBM as prior-to-program, and enters it as an AY0. Any open loans for the student's prior program or rebuild data Regent Award receives will go into AY0.

Email Settings for Communications 

From Name

Optional

Text box - 100 characters max 



Used in student communications

From Address

Optional

Text box - 100 characters max 



Used in student communications

CC From Name

Optional

Text box - 100 characters max 



Available for inclusion in student communications

CC From Address

Optional

Text box - 100 characters max 



Available for inclusion in student communications

BCC From Name

Optional

Text box - 100 characters max 



Available for inclusion in student communications

BCC From Address

Optional

Text box - 100 characters max 



Available for inclusion in student communications

Content Used in Communications

Website Address

Optional

Text box - 100 characters max 



The configured information can be used in communication templates (e.g. emails, text). If configured, this field is used in the Standard communication templates.

Email Address

Optional

Text box - 100 characters max 



The configured information can be used in communication templates (e.g. emails, text). If configured, this field is used in the Standard communication templates.

SAP Policy URL

Optional

Text box - 100 characters max



The configured information can be used in communication templates (e.g. emails, text). If configured, this field is used in the Standard communication templates.

Privacy Policy Display Name

Optional

Text box - 100 characters max



The configured text is used to display the Privacy Policy URL in a student-friendly manner.

Privacy Policy URL

Optional

Text box - 100 characters max



The configured information can be used in communication templates (e.g. emails, text). If configured, this field is used in the Standard communication templates.

Document Signature Requirement

If checkbox is not checked, all fields in Electronic Signature and Paper Process Settings will be disabled (grayed out).

Enable Document Signature Requirements

Optional

Checkbox

Unselected

Selecting this checkbox makes Electronic Signature Settings and Paper Document Process Settings sections available.

 Electronic Signature Settings

This section of configuration is visible only when the appropriate licensing is in place and the Enable Document Signature Requirements checkbox is checked. The settings in this section will automatically inherit to the Campus and Document setup level, but can also be customized at those levels.

Sources of Parent Data

Optional

Checkboxes

  • ISIR

  • SBL/SIS

  • Manually Entered in Regent

  • Created By Student

Parent information will be extracted in the priority order listed below (skipping over those sources not chosen by the school to be used) for the selected data sources and displayed in the Student Portal.  The system will use the parent(s)' information based on the first selected data source (including email address) to determine the parent information presented to the student. Multiple sources of parent data can be selected but only the first selected data source will be presented.

  1. ISIR

  2. SBL/SIS

  3. Manually Entered in Regent

  4. Created by Student

For each source of data used, the most recent data set based on the date/time the data was created, will be used.

This configuration impacts the "Request Parent Signature" screen in the Student Experience portal.  The student will be presented with their parent information pre-populated on the screen and provided the option to select the parent who will be sent a signature/portal access email.

Parent Identity Verification Attempts Allowed

Optional

Dropdown

  • 3

  • 4

  • 5

Applicable to the SNAP Portal product only, not applicable to the Student Experience Portal product.

Portal Access Request Link Expires in

Optional

Dropdown

  • 24 hours

  • 48 hours

  • 72 hours

The option chosen here will determine the amount of time until the Parent invitation to create a Student Portal account expires.  The timeframe will be communicated to the parent in the email invitation text.

Paper Document Process Settings 

This section of configuration is visible only when the appropriate licensing is in place and the Enable Document Signature Requirements checkbox is checked. This section of configuration is visible only when the appropriate licensing is in place. The settings in this section will automatically inherit to the Campus and Document setup level, but can also be customized at those levels.

Display Options for Paper Documents Process

Optional 

Dropdown

  • Upload signed form (default)

  • Send form via approved method

  • Upload signed form and send form via approved method

Selection will determine the radio button options displayed in the ‘Confirmation of Signature’ step in the Student Experience Portal, when a form is configured for electronic signature and the student has chosen not to electronically sign the document.

Options selected for this field will inherit to Campus Setup but can be changed at Campus level.

Approved Method(s) for Sending Form

Optional

Text Box 

Default Text:

Approved method(s) for sending form: Please mail the signed signature page of the form to the financial aid office.

Field only displays if selection for ‘Display Options for Paper Process’ is ‘Send form via approved method’ or ‘Both upload signed form and Send form via approved method.’

Text entered here will display in the Student Experience Portal to instruct the student how and where to send documents when not using an electronic signature/submission process.

Text entered in this field at Institution Level should inherit to Campus Setup but can be changed.

Task Settings 

Days between last completed course and task – Term

Required

Text box

  • Numeric 0-999

  • Default value = 7

This field pertains only to the Review Completed Courses No Current Registration task for term programs. When a student completes their current course(s) and is not registered for another course(s) within X number of days, the student should be reviewed for R2T4. This task will trigger on the X day after the last completed course for the student. In this field, enter the number of days after the last completed course in which the R2T4 review should be triggered / completed.

Days between last completed course and task – Non Term

Required

Text box

  • Numeric 0-999

  • Default value = 7

This field pertains only to the Review Completed Courses No Current Registration task for non-term programs. When a student completes their current course(s) and is not registered for another course(s) within X number of days, the student should be reviewed for R2T4. This task will trigger on the X day after the last completed course for the student. In this field, enter the number of days after the last completed course in which the R2T4 review should be triggered / completed.

Days between last completed course and task – Non-Standard Term

Required

Text box

  • Numeric 0-999

  • Default value = 7

This field pertains only to the Review Completed Courses No Current Registration task for non-standard term programs. When a student completes their current course(s) and is not registered for another course(s) within X number of days, the student should be reviewed for R2T4. This task will trigger on the X day after the last completed course for the student. In this field, enter the number of days after the last completed course in which the R2T4 review should be triggered / completed.

Days between term end date and task

Required

Text box

  • Numeric 0-999

  • Default value = 7

Configurable field to support the 'Review Unofficial Withdrawal for R2T4' task. This field should contain the number of days after the term end date that the "Review Unofficial Withdrawal for R2T4" task should be triggered. 

Days between course drop and task

Required

Text box

  • Numeric 0-999

  • Default value = 7

This field pertains only to the Review Withdrawal from Current Courses task. Enter the number of days between the course withdrawal date and the task being triggered.

Show reminder when closing tasks whose documents have not been updated

Optional

Checkbox

  • Selected

  • Unselected

Show a confirmation dialog when a document-related task is updated to a status of "Closed," "Completed," or "Waived," but the document related to the task has not been updated to a status of "Satisfied," "Incomplete," "Waived," or "Unsatisfied."

Active / Inactive Student Settings 

Exclude Inactive Students From Bulk Communications

Optional

Checkbox

  • Selected

  • Unselected

When selected, all students imported on the Student Batch Load (SBL) file as active=false will be excluded from the generation of bulk communications in Regent Award. Communications must be manually generated and transmitted for these students from the activity log tab.

Exclude Inactive Students From Task Queues and Assignment

Optional

Checkbox

  • Selected

  • Unselected

When selected, the tasks of all students imported on the Student Batch Load (SBL) file as active="false" will be hidden from the task queues in Regent Award; tasks for each student will still be visible on the student's task tab. For schools using auto-task assignment, the tasks will be un-assigned and returned to the pool of un-assigned tasks. These tasks will be picked back up for auto-reassignment if the student becomes active again in the future.

Fund Disbursement during Breaks 

Allow disbursement of funds to students on LOA breaks

Optional

Drop-down

  • Yes

  • No

  • Only for prior completed payment periods

When "No" is selected, students on a LOA will not receive funds via the EST for A/R process for the entire duration of the break.

When "Only for prior completed payment periods" is selected, funds from the current payment period will not be disbursed during the LOA, but funds for prior completed payment periods will be disbursed. Funds that are setup to be non-disbursable or are not disbursed by the system are not affected by this option.

When "Yes" is selected and there is a scheduled disbursement during that break, the student will receive funds.

Allow disbursement of funds to students on CORE breaks

Optional

Drop-down

  • Yes

  • No

  • Only for prior completed payment periods

When "No" is selected, students on a CORE will not receive funds via the EST for A/R process for the entire duration of the break.

When "Only for prior completed payment periods" is selected, funds from the current payment period will not be disbursed during the CORE, but funds for prior completed payment periods will be disbursed. Funds that are setup to be non-disbursable or are not disbursed by the system are not affected by this option.

When "Yes" is selected and there is a scheduled disbursement during that break, the student will receive funds.

Allow disbursement of funds to students on Administrative breaks

Optional

Drop-down

  • Yes

  • No

  • Only for prior completed payment periods

When "No" is selected, students on an Administrative break will not receive funds via the EST for A/R process for the entire duration of the break.

When "Only for prior completed payment periods" is selected, funds from the current payment period will not be disbursed during the Administrative break, but funds for prior completed payment periods will be disbursed. Funds that are setup to be non-disbursable or are not disbursed by the system are not affected by this option.

When "Yes" is selected and there is a scheduled disbursement during that break, the student will receive funds.

Allow disbursement of funds to students on Unapproved breaks

Optional

Drop-down

  • Yes

  • No

  • Only for prior completed payment periods

When "No" is selected, students on an Unapproved break will not receive funds via the EST for A/R process for the entire duration of the break.

When "Only for prior completed payment periods" is selected, funds from the current payment period will not be disbursed during the Unapproved break, but funds for prior completed payment periods will be disbursed. Funds that are setup to be non-disbursable or are not disbursed by the system are not affected by this option.

When "Yes" is selected and there is a scheduled disbursement during that break, the student will receive funds.

Allow disbursement of funds to students on Institutional breaks

Optional

Drop-down

  • Yes

  • No

  • Only for prior completed payment periods

When "No" is selected, students on an Institutional break will not receive funds via the EST for A/R process for the entire duration of the break. When "Only for prior completed payment periods" is selected, funds from the current payment period will not be disbursed during the Institutional break, but funds for prior completed payment periods will be disbursed. Funds that are setup to be non-disbursable or are not disbursed by the system are not affected by this option.

When "Yes" is selected and there is a scheduled disbursement during that break, the student will receive funds.

Ready to Package Process Options 

Re-export student when ISIR transaction number is updated

Optional

Drop-down

  • Yes

  • No

When this option is set to "Yes," students with a "Clean" ISIR, who've received an updated ISIR transaction which is also clean, will be re-exported in the Ready to Package file in a Ready to Package status, with the updated ISIR transaction number.

Re-export student when verification status is updated

Optional

Drop-down

  • Yes

  • No

When this option is set to "Yes," students with a "Clean" ISIR, whose verification status has changed, will be re-exported in the Ready to Package file.

Re-export when student's Original Name ID is updated

Optional

Drop-down

  • Yes

  • No

When this option is set to "Yes," students with a "Clean" ISIR, whose Original Name ID field has changed, will be re-exported in the Ready to Package file in a Ready to Package status, with the updated Original Name ID.

Re-export if student's EFC is updated

Optional

Drop-down

  • Yes

  • No

When this option is set to "Yes," students with a "Clean" ISIR, whose EFC field has changed, will be re-exported on the Ready to Package file, in a Ready to Package status, with the updated EFC.

Include "S" and "W" Verification Statuses

Optional

Drop-down

  • Yes

  • No

When this option is set to "Yes," the Ready to Package file will also include students whose current active ISIR has a verification status of either “Selected, Payment Without Verification“ or “Selected, Not Verified.” Those students must meet all other requirements for the existing Ready to Package process. Students meeting these criteria will be exported on the Ready to Package file in a “Ready to Package” status.

For students needing Identity Verification, the Identity Verification value must also be provided for the corresponding FAY. If the Identity Verification value for the corresponding FAY is removed, the student will be re-exported on the Ready to Package file in a “Pending” status.

Disbursement Schedule Settings

For Title IV funds, schedule disbursements using

Optional

Drop-down

  • Payment Period Start Date

  • Earliest Program Applicable Course Start Date

  • Earliest Non-Program Applicable Course Start Date

  • If the value "Payment Period Start Date" is chosen, then by default, disbursements for Title IV funds will be scheduled based on an offset from the payment period start date. This value is inheritable down to the Campus and Disbursement Schedule setup levels. This value can be changed on the Disbursement Schedule setup for each individual fund, if needed.

  • If the value "Earliest Program Applicable Course Start Date" is chosen, then by default, disbursements for Title IV funds will be scheduled based on an offset from the start date of the earliest program applicable course in the payment period. This value is inheritable down to the Campus and Disbursement Schedule setup levels. This value can be changed on the Disbursement Schedule setup for each individual fund, if needed.

  • If the value "Earliest Non-Program Applicable Course Start Date" is chosen, then by default, disbursements for Title IV funds will be scheduled based on an offset from the start date of the earliest non-program applicable course in the payment period. This value is inheritable down to the Campus and Disbursement Schedule setup levels. This value can be changed on the Disbursement Schedule setup for each individual fund, if needed.

For non-Title IV funds, schedule disbursements using

Optional

Drop-down

  • Payment Period Start Date

  • Earliest Program Applicable Course Start Date

  • Earliest Non-Program Applicable Course Start Date

  • If the value "Payment Period Start Date" is chosen, then by default, disbursements for non-Title IV funds will be scheduled based on an offset from the payment period start date. This value is inheritable down to the Campus and Disbursement Schedule setup levels. This value can be changed on the Disbursement Schedule setup for each individual fund, if needed.

  • If the value "Earliest Program Applicable Course Start Date" is chosen, then by default, disbursements for non-Title IV funds will be scheduled based on an offset from the start date of the earliest program applicable course in the payment period. This value is inheritable down to the Campus and Disbursement Schedule setup levels. This value can be changed on the Disbursement Schedule setup for each individual fund, if needed.

  • If the value "Earliest Non-Program Applicable Course Start Date" is chosen, then by default, disbursements for non-Title IV funds will be scheduled based on an offset from the start date of the earliest non-program applicable course in the payment period. This value is inheritable down to the Campus and Disbursement Schedule setup levels. This value can be changed on the Disbursement Schedule setup for each individual fund, if needed.

For Title IV funds, require attendance for disbursement

Optional

Drop-down

  • Yes

  • No

  • If the value "No" is chosen, then by default, disbursements for Title IV funds will not require attendance to be posted in order for the disbursement to be released once the payment period or course start date (depending on the disbursement scheduling option chosen) has been reached (unless attendance is an "EST Release Requirement" defined within the disbursement schedule setup). This field is inheritable to the Campus and Disbursement Schedule setup levels and be changed on the Disbursement Schedule setup for each individual fund, if needed.

  • If the value "Yes" is chosen, then by default, disbursements for Title IV funds will require attendance to be posted in order for the disbursement to be released once the payment period or course start date (depending on the disbursement scheduling option chosen) has been reached. Any "EST Release Requirements" for attended units or weeks, that have already been defined on disbursement schedule setup, will override the attendance requirement implemented with this setting, which is 1 unit OR 1 week of attendance once the payment period or course start date has been reached. This field is inheritable to the Campus and Disbursement Schedule setup levels and be changed on the Disbursement Schedule setup for each individual fund, if needed.

For non-Title IV funds, require attendance for disbursement

Optional

Drop-down

  • Yes

  • No

  • If the value "No" is chosen, then by default, disbursements for non-Title IV funds will not require attendance to be posted in order for the disbursement to be released once the payment period or course start date (depending on the disbursement scheduling option chosen) has been reached (unless attendance is an "EST Release Requirement" defined within the disbursement schedule setup). This field is inheritable to the Campus and Disbursement Schedule setup levels and be changed on the Disbursement Schedule setup for each individual fund, if needed.

  • If the value "Yes" is chosen, then by default, disbursements for non-Title IV funds will require attendance to be posted in order for the disbursement to be released once the payment period or course start date (depending on the disbursement scheduling option chosen) has been reached. Any "EST Release Requirements" for attended units or weeks, that have already been defined on disbursement schedule setup, will override the attendance requirement implemented with this setting, which is 1 unit OR 1 week of attendance once the payment period or course start date has been reached. This field is inheritable to the Campus and Disbursement Schedule setup levels and be changed on the Disbursement Schedule setup for each individual fund, if needed.

Record Retention Settings

Enable Student Record Retention Process

Optional

Checkbox

  • Selected

  • Unselected

Checking this box will enable the process to purge student data. The Record Retention Period Start Date is determined by the Last day of the LAST FAY during which the student has attended.

Use the Program Start Date for Students with no Attendance and no Awards:

Optional

Checkbox

  • Selected

  • Unselected

If unchecked students that never attended will not be included in the record deletion process.

Retention Period Length

Required 

Textbox

  • Numeric 0-999

  • Default value = 888

Number of months AFTER the Student Record Retention Period Start Date before records will be eligible for deletion.

Include Partially Deleted Students in Future Deletions

Optional

Checkbox

  • Selected

  • Unselected

Allows partially deleted students to be included in future deletions.



Identifiers Tab

Field Name

Required/Optional

Type

Value

Business Rule

Field Name

Required/Optional

Type

Value

Business Rule

School Identification Codes 

COD Source ID

Optional

Text box - 8 characters maximum



The COD Export process will export the COD Source ID in the Routing ID tag within the <Source> element.

Third Party Servicer

Optional

Drop-down

  • Yes

  • No

If Yes, the COD Export process will export the COD Source ID in the Routing ID tag within the <ThirdPartyServicer> element.
If No, the COD Export process will export the COD Source ID in the Routing ID tag within the <School> element.

COD Reporting Entity ID

Optional

Text box - 8 characters maximum

n/a

The COD Export process will export the COD Reporting Entity ID in the Routing ID tag within the <ReportingSchool> element. The Reporting School Routing ID is the ID for the school that sends and receives data for the campuses and sites that it serves.

COD Attended Entity ID

Optional

Text box - 8 characters maximum

n/a

The COD Export process will export the COD Attended Entity ID in the Routing ID tag within the <AttendedSchool> element. The Attended School Routing ID is the institution, campus or site where the student attends class if that location has its own Pell Grant or Direct Loan code.

FDSL Program ID

Optional

Text box - 6 characters maximum 

n/a

When a Federal Direct or PLUS loan is created, the FDSL Program ID is included within the Financial Award ID. The COD Export process will export the <FinancialAwardID> tag in the COD record for the student.

FWS ID

Optional

Text box - 6 characters maximum 

n/a

Informational

FSEOG ID

Optional

Text box - 6 characters maximum 

n/a

Informational

Pell ID

Optional

Text box - 6 characters maximum 

n/a

When a Pell Grant is created, the Pell ID is included within the Financial Award ID. The COD Export process will export the <FinancialAwardID> tag in the COD record for the student.

Federal Perkins ID

Optional

Text box - 6 characters maximum 

n/a

The Federal Perkins Loan Program ID value.

Perkins Loan Service ID

Optional

Text box - 50 characters maximum 

n/a

Ther Perkins Loan Service ID value.

Tax ID Number

Optional

Text box - 9 characters maximum 

n/a

The school tax ID number value.

Fund Indicators 

FDSL Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

FSEOG Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

FWS Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

FWC Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

FWSJLD Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

FWS Com Serv. Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

FWS Priv Sec Empl Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

Pell Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

Default Pell Formula

Optional

  • Formula 1

  • Formula 3

  • Formula 4

n/a

This field is applicable only if the "Pell Eligible" indicator is checked. This value defaults the Pell Formula value on Program Setup.

Perkins Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.

TEACH Eligible

Optional

Checkbox

  • Selected

  • Unselected

If "Yes," school will offer this fund type (School will have the ability to modify the fund in fund set up and packaging philosophy). If "No," school will not offer this fund type.



Student ID Tab

Field Name

Required/Optional

Type

Value

Business Rules

Field Name

Required/Optional

Type

Value

Business Rules

Student ID 1

Optional

Checkbox

  • Selected

  • Unselected

Checking the box indicates that you will use this student ID in the system. The system requires a minimum of one external student ID so Student ID 1 should always be checked to Yes.

Student ID 1 Name

Optional

Text box - 500 characters max



Name of the student ID displayed in the system

Display on Student Details Screen

Optional

Checkbox

  • Selected

  • Unselected

Checking the box indicates that you want the ID to display on the Student Summary tab

Student ID 2

Optional

Checkbox

  • Selected

  • Unselected

Checking the box indicates that you will use this student ID in the system.

Student ID 2 Name

Optional

Text box - 500 characters max



Name of the student ID displayed in the system

Display on Student Details Screen

Optional

Checkbox

  • Selected

  • Unselected

Checking the box indicates that you want the ID to display on the Student Summary tab

Student ID 3

Optional

Checkbox

  • Selected

  • Unselected

Checking the box indicates that you will use this student ID in the system.

Student ID 3 Name

Optional

School defined



Name of the student ID displayed in the system

Display on Student Details Screen

Optional

Checkbox

  • Selected

  • Unselected

Checking the box indicates that you want the ID to display on the Student Summary tab

Student ID 4

Optional

Checkbox

  • Selected

  • Unselected

Checking the box indicates that you will use this student ID in the system.

Student ID 4 Name

Optional

School defined



Name of the student ID displayed in the system

Display on Student Details Screen

Optional

Checkbox

  • Selected

  • Unselected

Checking the box indicates that you want the ID to display on the Student Summary tab



User Defined Fields Tab

User Defined Fields (UDFs) are configured for the purpose of sending student-specific data on the SBL, to Regent, from the Student Information System (SIS). The UDF field values are used for informational purposes, to populate student-scoped documents, set cost items, provide input to communication filters, and activate custom award rules. UDFs are sent in the Student Batch Load (SBL) data in the Additional Information section. There is not a limit on the number of UDFs that may be configured on the setup screen. Below are the setup options for creating UDFs. On Student Details, the UDFs sent for a student are listed under Institutionally Defined Data. There is a maximum display of fifty Institutionally Defined Data rows.

Field Name

Required/Optional

Type

Value

Business Rules

Field Name

Required/Optional

Type

Value

Business Rules

Field Name

Optional

Text box - 50 characters max



This will be the name populated in UDF dropdown lists in Regent.

Code

View Only

Text box



This field is not editable but populates automatically based on Field Name entered. Data in this field is used for Regent processing of UDF field name/value pairs.

Notes

Optional

Text box - 500 characters max



Informational

Used By RNA Rulesets

Optional

Checkbox

  • Selected

  • Unselected

Indicates whether or not the system uses this field in any system rules. This field is not editable.

Allow Effective Dates

Optional

Checkbox

  • Selected

  • Unselected

Indicates whether or not effective dates are to be used with this particular UDF.

  • An existing UDF field cannot have the "Allow Effective Dates" flag value edited to "checked" if Document Setup is using the UDF.

  • An existing UDF field, for which the "Allow Effective Dates" flag value is edited to "checked" cannot be deleted if Document Setup is using the UDF.

  • An existing UDF field, for which the "Allow Effective Dates" flag value edited to "checked" cannot be deleted if any existing student has this UDF name, with a non-null value.

Auto Timestamp

Optional

Checkbox

  • Selected

  • Unselected

When selected, "created on" and "updated on" timestamps will populate for the UDF.

UDF Value Field Type

Optional

Dropdown

  • Text (default)

  • Number

  • Amount 

  • Date

The option selected here is used to update the value field type from a standard string field type to a text field, number field, amount field, or date field. If this User Defined Field is configured as a Sort Priority in Regent Fund, this field is required.  

If a saved UDF Value Field Type for a UDF is changed, existing values for the UDF will be validated and all must meet validation criteria for the new type in order for the change to be saved.

  • UDF Value Field Type of ‘Date’:

    • Value must be a valid date in YYYY-MM-DD format

  • UDF Value Field Type of ‘Number’:

    • Value must have no more than six digits before a decimal or without a decimal.

    • Value must have no more than three digits past a decimal.

  • UDF Value Field Type of ‘Amount’:

    • Value must have no more than six digits before a decimal or without a decimal.

    • Value must have no more than two digits past a decimal.



Document Reasons Tab

Field Name

Required/Optional

Type

Value

Business Rules

Field Name

Required/Optional

Type

Value

Business Rules

Display these reasons in the "Reason" list when editing document

Optional

Checkbox

  • Selected

  • Unselected

If selected, the "Reason" drop-down on student documents will display the list of reasons contained in the grid + the "Other" option in the document "Reasons" drop-down list (on the student documents tab).

If not selected, the drop-down will not display.

Reason

Optional

Text box - 500 characters max



This message will be displayed to the student as a reason for/purpose of the document on the portal, and in the letters and emails that go out to the student.

Short Name

Optional

Text box - 50 characters max



Represents a unique identifier for each reason

Program Groups Tab

This allows you to identify and group together substantially equal academic programs for use in the program change process. Users have the ability to override these group associations in the Program Management Wizard.

Field Name

Required/Optional

Type

Value

Business Rules

Field Name

Required/Optional

Type

Value

Business Rules

Name

Required

Text box - 50 characters max



Identifies the academic program group name

External Program Group ID

Required

Text box - 60 characters max



External ID that can be used for mapping or reporting purposes by the school. 

Must be unique within a given Enterprise.

Description

Optional

Text box - 500 characters max



Informational

Available Programs

Optional

Multi-select list box



Displays all of the academic programs (Name, Campus, Type, Credential, Period Type, Unit Type, and Date added) available at all campuses within the institution.

Selected Programs

Optional

Multi-select list box



Displays the selected academic programs (Name, Campus, Type, Credential, Period Type, Unit Type, and Date added) to be grouped together as substantially equal.



State Tab

Field Name

Description

Required/Optional

Type

Value

Business Rule

Field Name

Description

Required/Optional

Type

Value

Business Rule

Enable MHEC Settings

If ‘Enable MHEC Settings’ is selected, then the subsequent fields on the page are editable. 

Optional

Checkbox

  • Selected

  • Unselected (default)



Roster Student Matching

The selection in this field will be used to match the unique student roster ID to the RosterExternalID selected for roster processing.

Optional

Drop-down

  • RosterExternalID1



Roster Fund Matching

The selection in this field will be used to match the award on the roster to the Agency Program ID on fund configuration.

Optional

Drop-down

  • Program Group ID

  • Program ID



Enrollment Level Setup

The selection in this field will determine if the Standard Enrollment Setup or the Alternate Enrollment Setup will be used when determining the enrollment status for roster processing.

Optional

Drop-down

  • Standard 

  • Alternate



Roster Processing Options

The selection in this field will be used to determine if all students on the roster should be processed or whether students for whom the only cancellation code is for insufficient enrollment status should be excluded from the resulting export file until the roster processing offset date for the term.

Optional

Drop-down

  • Process All

  • Do not include students that do not meet minimum fund enrollment status until the offset date for the term



Offset Days for Roster Processing

The number of days represented by the value entered in this field will be added to the start date of the term to determine the date on which Regent will begin including all students on the resulting export file - even those for whom the only cancellation code is for insufficient enrollment status.

Optional

Text Box

Numerical, max of 3 characters

  • If "Roster Processing Options" = "Do not include students that do not meet minimum fund enrollment status until the offset date for the term" is selected, then "Offset Days for Roster Processing"  should contain a numerical value

Housing Plan

The option selected for this field will be used for the Housing Plan for roster processing.  If 'Always use ISIR' is selected, the housing plan from ISIR will be used.  If 'Use Off Campus and 'With Parent only from ISIR' is selected, the housing plan from the ISIR will be used, except when On Campus or no value is listed and will default to Off Campus.  If Always use Off Campus is selected, the housing plan will always default to Off Campus.  If the Use UDF Housing Plan is configured and added to a student, this value will override the Housing Plan configuration for that student.

Optional

Drop-down

  • Always Use ISIR

  • Use off Campus and With Parent only From ISIR

  • Always use Off Campus



Use UDF Housing Plan

All UDFs configured for your institution will be available via a dropdown.

Optional

Drop-down

Dependent on UDF configured for your institution



R2T4 Tab 

Field Name

Description

Required/Optional

Type

Value

Business Rule

Field Name

Description

Required/Optional

Type

Value

Business Rule

FSEOG Percentage for R2T4

Determines the percentage of FSEOG funds to be used in R2T4 calculations. If the FSEOG fund does not contain any institutional funds, this should be set to 100%. If the FSEOG fund contains 20% institutional funds, this should be set to 80%. If left blank, 100% is assumed.

Optional

Text

Numeric

School defined.

Date Used to Identify R2T4 Inadvertent Overpayments:



Required

Drop-down

  • Date of Determination (DOD)

  • Date of Withdrawal (DOW)

  • If “Do You Take Attendance” = “Yes”, the default value should be “Date of Withdrawal.”

  • If “Do You Take Attendance” = “No”, the default value should be “Date of Determination.”

  • If the user chose "Date of Determination (DOD) present the user with the following options

    • Include disbursement as IOP if the disbursement release date is after the DOD

    • Include disbursement as IOP if the disbursement release date equal to or after the DOD

  • If the user chose "Withdrawal Determination (WDD), present the user with the following options:

    • Include disbursement as IOP if the disbursement release date is after the WDD

    • Include disbursement as IOP if the disbursement release date equal to or after the WDD

Date Used to Consider Non-Rebuild Loans as "Originated":

This field gives schools the ability to define when a loan is considered "Originated" for the purposes of R2T4 calculations and included as "Aid that could have been disbursed" to the student.

If the date defined is after the DOD/WDD, the loan is not considered "Originated" and therefore is not included in the R2T4 calculation as "Aid that could have been disbursed" to the student.

If the date defined is before or equal to the DOD/WDD, the loan is considered "Originated" and included in the R2T4 calculation as "Aid that could have been disbursed" to the student.

Required

Drop-down

  • COD Accepted Date

  • Award Create Date

  • COD Initial Export Date



Originated Loan Amount to Use If Amount on R2T4 Processing Date is Lower Than Amount on R2T4 Date of Withdrawal

Determines R2T4 Step 1 Amount to be used when the originated Loan Amount on R2T4 Processing Date is Lower than the originated Amount on R2T4 Date of Withdrawal. Originated Loan Amount refers to original loan amount and any subsequent changes that have been accepted by COD.

Required

Drop-down

  • Amount as of R2T4 Date of Withdrawal

  • Amount as of R2T4 Processing Date

Default is 'Amount as of R2T4 Date of Withdrawal'.

Originated Loan Amount to Use If Amount on R2T4 Processing Date is Higher Than Amount on R2T4 Date of Withdrawal

Determines R2T4 Step 1 Amount to be used when the originated Loan Amount on R2T4 Processing Date is higher than the originated Amount on R2T4 Date of Withdrawal. Originated Loan Amount refers to original loan amount and any subsequent changes that have been accepted by COD.

Required

Drop-down

  • Amount as of R2T4 Date of Withdrawal

  • Lower of the Highest Amount Originated prior to R2T4 Date of Withdrawal and Amount Originated as of R2T4 Processing Date

Default is 'Amount as of R2T4 Date of Withdrawal'.

Criteria Used to Consider an MPN Linked to a Loan

This field will determine whether Direct Loans are included in the R2T4 calculation when an MPN is linked to the award at COD or in Regent Award.

If "Loan Record Accepted at COD has a Linked MPN" is selected, then the Direct Loan will be included in the R2T4 calculation if the COD Accepted loan has a MPN Linked at COD. 

If "Loan Record has a Linked MPN - May or may not be Linked at COD" is selected, the Direct Loans will be included in the R2T4 calculation if there is a linked MPN on file, whether it is linked manually in Regent Award or linked at COD.

Direct Loans that do not have a linked MPN will not be included in the R2T4 calculation. 

Required

Drop-down

  • Loan Record Accepted at COD has a Linked MPN

  • Loan Record has a Linked MPN - May or may not be linked at COD



Auto-Cancel Excluded Title IV Disbursements for R2T4

When this setting is selected, any Title IV funds (except for the Federal Work Study) on a student’s account, during the R2T4 period, that are not included in the R2T4 calculation, are cancelled automatically when the R2T4 is finalized

When this option is set to "Yes," Regent will automatically cancel Title IV (except FWS) disbursements, in the R2T4 period, that were excluded from the R2T4 calculation. 

When this option is set to "No," this feature is not enabled and users are still required to manually cancel Title IV disbursements that were excluded from the R2T4 calculation during the R2T4 period.

Optional

Drop-down

  • Yes

  • No



Automatically Return Grant Amounts in Step 10

When "yes" is selected, Regent Award will return amounts greater than $50 on Step 10: Return of Grant Funds by the Student within the R2T4 Worksheet. 

When "no" is selected, Regent Award will not act upon the Step 10: Return of Grant Funds by the Student within the R2T4 Worksheet.

Optional

Drop-down

  • Yes

  • No (default)

Inherits down to the Campus level.

Offset to Establish PWD Response Deadline

When a value is provided in this field, Regent Award will add the number of days entered here to the R2T4 Finalization Date to determine the value to auto-populate the "Deadline for student and/or parent to respond" field on the R2T4 Wizard PWD Tab. 

  • R2T4 Finalization Date + number of offset days = PWD Response Deadline.

  • For example, 01/01/2019 + 10 offset days = 01/11/2019 - PWD Response Deadline.

When this date is populated, Regent Award will auto-set the date for which a response from the student is required to accept the PWD funds.

Optional

Text box

Numerical, max of 2 characters

Default value is "blank". Zero is a valid entry. 

Offset to Establish Fund Auto-cancellation Date for IOP PWDs

When a value is provided in this field, Regent Award will add the number of days entered here to the R2T4 Finalization Date to determine the value to auto-populate the "Actual Cancel Date" field for IOP PWDs on the R2T4 Wizard PWD Tab.

  • R2T4 Finalization Date + number of offset days = Auto-cancellation Date for IOP PWDs.

  • For example, 01/01/2019 + 10 offset days = 01/11/2019 - Auto-cancellation Date for IOP PWDs.

When this date has arrived, and the Net Accepted Amount of the disbursement is blank or $0, Regent Award will automatically cancel the disbursement.

Optional

Text box

Numerical, max of 2 characters

Default value is "blank". Zero is a valid entry. 

Offset to Establish Fund Auto-cancellation Date for non-IOP PWDs

When a value is provided in this field, Regent Award will add the number of days entered here to the R2T4 Finalization Date to determine the value to auto-populate the "Actual Cancel Date" field for non-IOP PWDs on the R2T4 Wizard PWD Tab.

  • R2T4 Finalization Date + number of offset days = Auto-cancellation Date for non-IOP PWDs.

  • For example, 01/01/2019 + 10 offset days = 01/11/2019 - Auto-cancellation Date for non-IOP PWDs.

When this date has arrived, and the Net Accepted Amount of the disbursement is blank or $0, Regent Award will automatically cancel the disbursement.

Optional

Text box

Numerical, max of 2 characters

Default value is "blank". Zero is a valid entry.

Include Loan Disbursements Cancelled for Below Half Time Status



If this setting is Yes, when the system zeroes out a Direct Loan amount due to a student dropping to below Half Time enrollment status in a term, Regent Award will apply the canceled loan amount to the "Net Amount that Could Have Been Disbursed" in Step 1 of the R2T4 calculation. The setting applies to term and nonstandard term programs only.

See Including Funds in the R2T4 Calculation

Required

Drop-down

  • No (default)

  • Yes

Inherits down to the Campus level.

Automation Settings

Identify Whether a Potential R2T4 is Required

This option MUST be set to yes in order to automate R2T4 within Regent Award.

This field will determine whether a potential R2T4 is required. 

If "No" is selected, If "No" is selected, Regent Award will not perform any R2T4 automation. 

If "Yes" is selected, Regent Award will automatically identify whether a potential R2T4 is required when a Date of Determination is provided on the SBL.

Required

Drop-down

  • Yes

  • No



Offset from DOD for Evaluation of Need for R2T4s

When a value is provided in this field, Regent Award will attempt to automatically close those R2T4s that are "Not Required." This field will determine the number of days after the DOD that an R2T4 will first be evaluated to determine if the R2T4 is not needed.

This is an offset from the student's Date of Determination (DOD), received in the SBL R2T4 node for “Date of Determination” or updated on the R2T4 worksheet, manually, by a user.

  • DoD + number of offset days = first day Regent Award will perform the evaluation.

  • For example, 01/01/2019 + 10 offset days = 01/11/2019 - first day Regent Award will perform the evaluation.

The "Not Required Logic" will be run daily until the R2T4 can be closed as "Not Required", or until the R2T4 is "Finalized" by either a user or the R2T4 Automation Process.

If Review R2T4 Task triggered by SBL and the DOD in the R2T4 node is further in the past than the number of days for the offset(s), the evaluation will take place on the next run of the R2T4 automation process.

Required - When Identify Whether a Potential R2T4 is Required is set to yes

Text box - numeric 3 characters max



The default value is blank and is only editable when "Identify Whether a Potential R2T4 is Required" is set to "Yes"

Zero is a valid entry for this field.

If a value is entered into this field, but then "Identify Whether Potential R2T4 is required" is changed to "No," then the value entered into this field should be cleared.

The "Offset from DOD for Evaluation of Need for R2T4s" configuration shall have a validation where the days entered CANNOT be greater than the days entered in the "Offset from DOD to Auto-Finalize R2T4s"

Offset from DOD to Auto-Finalize R2T4s

When a value is provided in this field, Regent Award will attempt to automatically finalize those types of R2T4s that are configured under "Types of R2T4s to Auto-Finalize" option. This field will determine the number of days after the DOD that an R2T4 can be assessed for auto-finalization.

This is an offset from the student's Date of Determination (DOD), received in the SBL R2T4 node for “Date of Determination” or updated on the R2T4 worksheet, manually, by a user.

This offset will determine when Regent Award will begin evaluating potential R2T4s to see if they can be “Finalized.”

  • DoD + number of offset days = first day Regent Award will perform the evaluation.

  • For example, 01/01/2019 + 25 offset days = 01/26/2019 - first day Regent Award will perform the evaluation.

The "Auto-Finalization Logic" will be run daily until the R2T4 can be "Finalized" by the R2T4 Automation Process, or until the R2T4 is "Finalized" by a user.

If Review R2T4 Task triggered by SBL and the DOD in the R2T4 node is further in the past than the number of days for the offset(s), the evaluation will take place on the next run of the R2T4 automation process.

Required - When Identify Whether a Potential R2T4 is Required is set to yes

Text box - numeric 3 characters max



The default value is blank and is only editable when "Identify Whether a Potential R2T4 is Required" is set to "Yes"

Zero is a valid entry for this field.

If a value is entered into this field, but then "Identify Whether Potential R2T4 is required" is changed to "No," then the value entered into this field should be cleared.

The "Offset from DOD to Auto-Finalize R2T4s" configuration shall have a validation where the days entered CANNOT be lesser than the days entered in the "Offset from DOD for Evaluation of Need for R2T4s"

Types of R2T4s to Auto-Finalize

When R2T4 Automation is turned on, Regent Award will attempt to automatically Auto-Finalize the types of R2T4s selected from the list. 

When R2T4 Automation is turned on, Regent Award will attempt to automatically auto-finalize the types of R2T4s selected from this configuration option. 

  • Fully Earned/Fully Disbursed: The R2T4 results in the student earning all aid disbursed; No refund or PWD is calculated. 

  • Refunds: The R2T4 calculation results in a refund. 

  • PWDs: The R2T4 calculation results in a Post-Withdrawal Disbursement.

Optional

Multi-select list box

  • Select

  • Full Earned/Fully Disbursed

  • Refunds

  • PWDs

The default value is blank and is only editable when "Identify Whether a Potential R2T4 is Required" is set to "Yes"

Press CTRL when selecting multiple options.

Cease Attendance Date



This setting determines from which data field on the either the SBL or Regent Award the date value will be pulled that will be used in the automated R2T4 calculation for Nonterm students.

Optional

Drop-down

  • R2T4 Node: R2T4 Withdrawal Date (default)

  • R2T4 Node: Date of Determination

  • R2T4 Node: Last Date of Academic-Related Activity

  • Regent Award: Most Recent LDA for R2T4 Period

Inherits to Program-level

Salesforce Tab

Field Name

Description

Required/Optional

Type

Value

Business Rule

Field Name

Description

Required/Optional

Type

Value

Business Rule

ExternalID

Defines which student External ID will be mapped within the Salesforce application.

Optional

Dropdown

  • ExternalID 1

  • ExternalID 2

  • ExternalID 3

  • ExternalID 4



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.

Optional

Dropdown

List of available Communications



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.

Optional

Dropdown

List of available Communications



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.

Optional

Dropdown

  • All

  • Blocking



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.

Optional

Dropdown

  • All

  • Blocking



Portal Tab

See Student Experience Portal Data Elements

Query Tab

See Query Tool.

Regent Access Tab

Field Name

Description

Required/Optional

Type

Value

Business Rule

Field Name

Description

Required/Optional

Type

Value

Business Rule

General Settings

Enable Regent Access

This field is enabled for Regent Access products only.  If enabled, the Federal School Code field on the Campus and Site settings are not required and if blank, will not be listed in the School List dropdown in the questionnaire, and the correction process will create and export the Regent Access ISIR Format file.  This field will also expand the acceptable range for SSN and relax Comment Code 17 in the Verification Correction Wizard if enabled.

Optional

Radio button

  • Selected

  • Unselected

If the eAccess ISIR Formatted File is being exported, this configuration is required to be enabled.



Allow Personal Information Updates

Select to allow updated First Name, Last Name, SSN/ITIN/DACA, or DOB data from submitted Access applications to override system data. 

Optional



  • Selected

  • Unselected

When this field is selected, if the student’s First Name, Last Name, SSN/ITIN/DACA, or DOB entered in the application is different than the data entered during student portal account registration, the data entered on the application will be used to update the student’s information in Regent/Student Experience.

Allow Editing of Submitted Applications 

Select to allow Access applications that have already been signed and submitted to be edited.  

Optional

Checkbox

  • Selected

  • Unselected

When this field is selected, student users will be allowed to edit submitted applications in the student portal. The Edit function will create a new document requirement and will launch the Smart Form with data prepopulated from the original version.

Display ‘Edit Completed Form’ Message

Select to be able to configure text that will display when the student clicks 'Edit a Completed Form' in the portal.

Optional

Checkbox

  • Selected

  • Unselected (default)

Will display if ‘Allow Editing of Submitted Application’ is selected

When this checkbox is selected, the ‘Edit Completed Form’ Message Text configured will display as a pop-up when the user clicks the ‘Edit Completed Form’ button in the student portal. Button options on the pop-up will be ‘OK’ to continue to the editing process and ‘Cancel’ to close the window and remain on the Documents page.

Edit Completed Form’ Message Text

The text entered here will display in a pop-up message when the user clicks ‘Edit Completed Form’ on the student portal.

Optional

WYSIWYG editor

Default text: You have already signed this application. You will need to re-sign after making changes to your answers. Parent signature will also be required, if parent information is edited.

Will display if ‘Display 'Edit Completed Form' Message' is selected



State

State

Access customer's application state

Required if Regent Acess enabled

Dropdown

All fifty states and Puerto Rico

Custom questions will be applied to the Access Master application based on state selection.

Registration Eligibility

Display Registration Eligibility Message

Determines whether Registration Eligibility page will be displayed before Step 1 of Student Experience account creation.




Checkbox

Default = unchecked

When the box is checked, the Registration Eligibility page will be displayed prior to Step 1 of the Account Creation process. When the box is unchecked, the Registration Eligibility page will not be displayed prior to Step 1 of the Account Creation process.

Registration Eligibility Section Header Text

Section Title for Registration Eligibility in Student Experience




Textbox up to 50 alphanumeric characters, including special characters



The text entered into this box will display as the Registration Eligibility Section title above the Registration Eligibility Message tile.

Registration Eligibility Message Text

Text to be displayed in the tile on the Registration Eligibility Message on the Registration Eligibility page in Student Experience.



WYSIWYG Editor

Default Text:
State financial aid applicants only need to complete one financial aid application (FAFSA or State Application) per award year.

To receive financial aid by filing a FAFSA, you must be either a United States Citizen or an Eligible Noncitizen.

An eligible noncitizen is a U.S. national (includes natives of American Samoa or Swains Island), U.S. permanent resident (who has an I-151, I-551 or I-551C [Permanent Resident Card]), or an individual who has an Arrival-Departure Record (I-94) from U.S. Citizenship and Immigration Services (USCIS) showing one of the following designations:

"Refugee"
"Asylum Granted"
"Cuban-Haitian Entrant (Status Pending)"
"Conditional Entrant" (valid only if issued before April 1, 1980)
Victims of human trafficking, T-visa (T-2, T-3, or T-4, etc.) holder
"Parolee" (You must be paroled into the United States for at least one year and you must be able to provide evidence from the USCIS that you are in the United States for other than a temporary purpose and that you intend to become a U.S. citizen or permanent resident.)


Are you a United States citizen or an eligible noncitizen as described above?

Text entered in this box will be displayed in the tile on the Registration Eligibility Message on the Registration Eligibility page.

Registration Eligibility Radio Button Text, FAFSA Eligible

Text of left radio button, indicating not eligible to continue with Access application.



Textbox up to 25 alphanumeric characters, including special characters

Default Text: Yes

The text in this box will display as the first radio button option (on left). If this option is selected, a validation message will display and the user will not be allowed to 'Continue' to the Account Creation process.

Registration Eligibility Radio Button Text, Access Eligible

Text of right radio button, indicating eligibility to continue with Access application.



Textbox up to 25 alphanumeric characters, including special characters

Default Text: No

The text in this box will display as the second radio button option (on right). If this option is selected, the user will be allowed to 'Continue' to the Account Creation process.

FAFSA Eligible Validation Message

Text to be displayed when student indicates they are not eligible to continue with the Access application.



Textbox up to 250 alphanumeric characters, including special characters

Default Text: Since you are eligible to complete a FAFSA for the current Award Year or have already submitted a FAFSA, you are not eligible to complete a State application.

The text in this box displays as the validation message when the 'FAFSA Eligible' radio button is selected.

First Transaction Number

Text to be displayed when a new FAY application and ISIR file is exported.



Textbox up to 250 alphanumeric characters, including special characters

Default Text: 1

The number entered here will be used as the first transaction number when creating a new FAY application and be the transaction number listed on the ISIR-Formatted File and Access Export.




Change Log

Date

Description of Change

Editor

Date

Description of Change

Editor

March 1, 2023

Added this change log to existing page

Jennifer Black

March 1, 2023

Added new settings for Overlapping Academic Years, release 6.3.0.0, March 2023

  • Adjust Loan Amounts for Overlapping Academic Years Within Regent for Program Changes and Track Changes into Term and NST Programs

  • Adjust Loan Amounts for External Overlapping Academic Years with Loans from Other Schools

Jennifer Black

April 14, 2023

Added validation information for User Defined Fields

Heather Smith

July, 2023

Added changes to "Package to Net" field and new related effective date field

Heather Smith

April 10, 2024

Added Independent and Dependent Assumed Housing Status(s) Release 6.7.0.0, April 2024

Jen Dewey

April 15, 2024

Updated description for ‘Determine Student Level Census’ and ‘BBAY Anchor Determination.’ Release 6.7.1.0, April 2024, RS-27344.

Jennifer Black

August 7, 2024

  • Removed Blank as an option for the Independent and Dependent Assumed Housing Status

  • Updated the Independent and Dependent Assumed Housing Status to be Required vs. Optional

Jen Dewey

October 28, 2024

Added ‘Cease ISIR Matching for Inactive Students’ setting

Heather Smith

November 7, 2024

Added ‘Census Date Option’ setting; Removed ‘Pell Recalculation Option’ and ‘Determine Student Census’ settings

Heather Smith

December 6, 2024

Added Display Staff Dashboard Header fields per Release 6.9.0.0

Marcus Jennings