Site Setup Data Elements
- Katie Macpherson (Deactivated)
- Jennifer Flora Black
- Emily Bivona (Deactivated)
General Subtab
| Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
Name | Name of the site | Required | Text box - 60 characters maximum | Used in UI and in student communications. | |
Display Name | Optional | Text box - 500 characters max | Used in the student portal in the drop-down menu. | ||
Description | Optional | Text box - 256 characters max | Used in UI and in student communications. | ||
OPEID | Office of Postsecondary Education ID of this Site | Required | Text box - 8 characters maximum | Indicates the physical location where the student is attending class. Reported as the <EnrollmentSchoolCode> in the disbursement block of the COD Export record. Each approved branch/alternate location will a separate 8-digit OPEID on the Program Participation Agreement. In most cases, the OPEID will be the 6-digit main OPE-ID with a two-digit location ID appended to it. However, if the institution has more than 100 locations, the first digit of the 8 digit location ID will contain the value that would normally reside in the hundreds value for the two-digit suffix (example: The Institution's OPEID = 001234 and this is the 224th location, then the location's OPEID would be 20123424). | |
Inherit from Campus | Optional | Checkbox |
| If selected, the Federal School Code OPEID value is inherited from the Campus. | |
| Override Pell Enrollment School Code | Optional | Checkbox |
| Unselected by default. When 'Override Pell Enrollment School Code' is enabled/selected/checked, the field 'Pell Enrollment School Code' becomes visible and required. When 'Override Pell Enrollment School Code' is disabled/unselected/unchecked, the field 'Pell Enrollment School Code' becomes hidden and the 'Pell Enrollment School Code' value is cleared. | |
| Pell Enrollment School Code | The override value provided here is substituted for the 'Enrollment School Code' value when exporting Pell Grants to COD. If no value is provided for the Pell Enrollment School Code field, Regent uses the default behavior of exporting Pell Grants with the 'Enrollment School Code' set to the OPEID value. | Optional; Conditionally Required | Text box - exactly 8 numeric digits | 8 numeric digits including leading zeroes | Hidden and null/empty by default. 'Pell Enrollment School Code' becomes visible and required if the checkbox for 'Override Pell Enrollment School Code' is selected/checked. If 'Override Pell Enrollment School Code' is unselected/unchecked, the 'Pell Enrollment School Code' value is cleared and the field becomes hidden and optional. When 'Override Pell Enrollment School Code' is enabled/selected/checked, administrators must configure an 8-digit value for the ‘Pell Enrollment School Code,’ including any leading zeroes. |
Enable My Borrowing | Determines if My Borrowing will be displayed in Student Experience for students at the site. | Optional | Checkbox |
| When this field is selected, this site is enabled for the My Borrowing feature. If a program is associated with multiple sites, only programs for sites that are enabled are included in the My Borrowing feature. |
Enable Additional Regent Plan Components | Determines if Regent Plan components other than My Borrowing will be displayed in Student Experience for students at the site. | Optional | Checkbox |
| When this field is selected, Regent Plan tools (with the exception of ‘My Borrowing’) will be presented in Student Experience to students at this site IF ‘Enable Additional Regent Plan Components' is also selected for the student's program. If the field is unselected, students at this site will not be presented with Regent Plan tools in Student Experience. This setting is independent of 'Enable My Borrowing' configuration. My Borrowing and Advisor Assist are not affected by this setting. |
External Site ID | Optional | Text box - 60 characters max | Used in data exchange between the system and the school's student information system and other third-party systems. | ||
Federal School Code | Required | Text box - 6 characters maximum | Used to associate ISIRs with the site. The system uses the Federal school code to match the ISIR record to the appropriate Campus, and/or Site beginning with the site. Sites can inherit the Federal school code from the Campus. X#####; Valid characters for the first position are 0 (zero), B, E, or G. | ||
Process ISIR records for Site | Optional | Checkbox |
| Indicates whether or not the Import ISIR or DEX File Watcher functionality will process ISIRs automatically for this site. | |
Set as Default Site for Campus? | Optional | Checkbox |
| If this box is selected, this site is designated as the default site for the campus it has been created under. There can be only one default site per campus. If during ISIR import, the user is choosing to create students on import, the students will be created in the site designated as the default site. | |
Mailing Address | |||||
Inherit from Campus | Optional | Checkbox |
| If checked, values are inherited from Campus. | |
Line 1 | The first line of the school's mailing address | Optional | Text box - 40 characters max | Available for inclusion in student communications. | |
Line 2 | The second line of the school's mailing address | Optional | Text box - 40 characters max | Available for inclusion in student communications. | |
City | The City value for the school's mailing address | Optional | Text box - 30 characters max | Available for inclusion in student communications. | |
State | The State value for the school's mailing address | Optional | Drop-down | Available for inclusion in student communications. | |
Postal Code | The Postal Code value for the school's mailing address | Optional | Text box - 13 characters max | Available for inclusion in student communications. | |
County | The County value for the school's mailing address | Optional | Text box - 30 characters max | Available for inclusion in student communications. | |
Nation | The Nation value of the school's mailing address | Optional | Drop-down | Available for inclusion in student communications. | |
Phone Number | The Phone Number value for the school | Optional | Text box | Available for inclusion in student communications. | |
Fax Number | The Fax Number value for the school | Optional | Text box | Available for inclusion in student communications. | |
Street Address | |||||
Same as Mailing | Optional | Checkbox |
| If selected, values are inherited from the Mailing address. | |
Line 1 | The first line of the school's mailing address | Optional | Text box - 40 characters max | Available for inclusion in student communications. | |
Line 2 | The second line of the school's mailing address | Optional | Text box - 40 characters max | Available for inclusion in student communications. | |
City | The City value of the school's mailing address | Optional | Text box - 30 characters max | Available for inclusion in student communications. | |
State | The State value of the school's mailing address | Optional | Drop-down | Available for inclusion in student communications. | |
Postal Code | The Postal Code value of the school's mailing address | Optional | Text box - 13 characters max | Available for inclusion in student communications. | |
County | The County value of the school's mailing address | Optional | Text box - 30 characters max | Available for inclusion in student communications. | |
Nation | The Nation value of the school's mailing address | Optional | Drop-down | Available for inclusion in student communications. | |
Email Settings for Communications | |||||
Inherit from Institution | Optional | Checkbox |
| If the information is the same as the Institution, selecting the box will allow for the information to be pre-populated based upon the Institution information. | |
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 | |||||
| Inherit from Campus | Optional | Checkbox |
| The configured information can be used in communication templates (e.g. emails, text). | |
| Website Address | Optional | Text box - 100 characters max | The configured information can be used in communication templates (e.g. emails, text). | ||
| Email Address | Optional | Text box - 100 characters max | The configured information can be used in communication templates (e.g. emails, text). | ||
| Record Retention Settings | |||||
| Inherit from Institution | Optional | Checkbox |
| If the information is the same as the Institution, checking the box will allow for the information to be pre-populated based upon the Institution information. | |
| Enable Student Record Retention Process | Optional | Checkbox |
| 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 |
| If unchecked students that never attended will not be included in the record deletion process. | |
| Retention Period Length | Required | Textbox |
| 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 |
| Allows partially deleted students to be included in future deletions. | |
Identifiers Tab
| Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
Inherit from Institution | Optional | Checkbox |
| (A separate checkbox exists for each item in this section) | |
COD Source ID | Optional | Text box - 8 characters max | The COD Export process will export the COD Source ID in the Routing ID tag within the <Source> element. | ||
| Third Party Servicer | Required | Drop-down |
| If Inherit, the COD Export process must inherit this configuration from Campus Setup. If Yes, the COD Export process will export the COD Source ID into the Routing ID tag within the <ThirdPartyServicer> element. If No, the COD Export process will export the COD Source ID into the Routing ID tag within the <School> element. | |
COD Reporting Entity ID | Optional | Text box - 8 characters max | 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 max | 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 max | 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. X#####; Valid characters for the first position are 0 (zero), B, E, or G | ||
Region/Group ID | Optional | Text box – 50 characters max | Used by schools in reporting to group sites into regions or groups as defined by the school. | ||
Title IV Eligibility ID | Optional | Text box - 6 characters max | X#####; Valid characters for the first position are 0 (zero), B, E, or G |
Programs Tab
| Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| Program Associations | List of programs offered at this site, based on the options chosen in Program Setup | Read only | Text box |
Change Log