Document Setup Data Elements
- Katie Macpherson (Deactivated)
- Marcus Jennings
- Emily Bivona (Deactivated)
Overview
The Document Setup screen provides the ability to create documents that are required for packaging, disbursement, and other system processes and/or eligibility requirements.
General Subtab
Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
2023-2024 and Prior Federal Award Years |
| Optional |
|
| When this field is set, the Document Setup screens will only display configurable fields and options that apply to 2023-2024 and prior Federal Award Years. |
Document Name |
| Required | Text box - alphanumerical 60 characters max |
| Displays in UI, in the student portal and in communications. Visible to student |
Auto Process During ISIR Import |
| Read-only | Checkbox |
| This checkbox is only a visual aid to show ISIR processes are associated with a document. |
Auto Process During Packaging |
| Read-only | Checkbox |
| This checkbox is only a visual aid to show if packaging restrictions are associated with a document. |
Restrictions |
| Read-only | Checkbox |
| This checkbox is only a visual aid to show if restrictions are associated with this document |
Assign by SBL |
| Read-only | Checkbox |
| This checkbox is only a visual aid to show if SBL assignments are associated with a document. |
Enable SAP Assignment |
| Read-only | Checkbox |
| This checkbox is only a visual aid to show if SAP assignments are associated with a document. Selected if 'Enable SAP Assignment' is checked on the SAP Assignment tab. |
Enforce Scope Uniqueness |
| Optional | Checkbox |
| When checked, automated processes, and SNAP, cannot assign this document more than one time per scope value combination. Meaning you cannot have 2 documents attached to the same FAY or same AY. |
Office Use Only |
| Optional | Checkbox |
| If checked, this document is hidden from the student on the student portal and is excluded from student communications. |
Document Determines Award Eligibility for Fund(s) |
| Read-only | Checkbox |
| Indicates when the document is being used by a fund to determine eligibility. |
Block My Borrowing Tool |
| Optional | Checkbox |
| When this option displays with a checked box, the document will block the My Borrowing tool in Student Experience if it is in one of the following statuses: 'Needed', 'Incomplete', 'Received' or 'Unsatisfied.' If the student has a 'Block My Borrowing Tool' document in 'Satisfied' or 'Waived' status, then the My Borrowing tool will be enabled in Student Experience. This option is not available for FAY or Payment Period scoped document |
Description |
| Optional | Text box - alphanumeric 60 characters max |
| Brief description of the document's purpose. |
External Enterprise ID |
| Optional | Text box - alphanumerical |
| External ID that can be used for mapping or reporting purposes by the school. |
External Institutional ID |
| Required | Text box - alphanumerical |
| External ID that can be used for mapping or reporting purposes by the institution. |
External Campus ID |
| Required | Text box - alphanumerical |
| External ID that can be used for mapping or reporting purposes by the campus. |
External Document ID |
| Optional | Text box - alphanumerical 50 characters max |
| Used to match imported documents to setup. Also used for site-to-site transfer of Documents. |
Attachment |
| Optional | File attachment selection | Allows file types of .pdf, .doc, .docx, .xls, .xlsx, .txt, .html, .pff, .tif, .jpg, .rtf, .wps, and .heic | Used to attach PDF(s) or eForm(s) in the portal for viewing/downloading by the student. Visible to student |
Smart Form Type |
| Optional | Drop-down |
| Used by SNAP to map the Smart Form Type to the appropriate questionnaire type in SNAP. |
Attachment Allowed |
| Required | Drop-down |
| When "yes" is selected, the upload icon will be available for this document in the SNAP document portlet. When "no" is selected, the upload icon will not be available for this document in the SNAP document portlet. |
Enable Students to Add Document |
| Optional | Checkbox |
| If this field is enabled, this document requirement will display in the dropdown for a student to be able to add the document requirement in the Student Experience portal. |
Select the Process that this document facilitates. |
| Optional | Drop-down |
For 2024-2025 and forward:
| The options available here, allow related documents to be grouped together. This then would allow the task to review the documents not to populate until all documents with the same value are in fact received. How do I get a new category? - submit JIRA ticket.
The selection can also determine document status based on ISIR import. Example: When one of the options below is selected (available for 2024-2025, forward,) the document status will be set to ‘Waived’ if the IRS Response for the related contributor is "Successful".
|
Set Initial Document Status To |
| Required | Drop-down |
| The status assigned to the document when the document requirement is first assigned to the student. |
Activity Type |
| Required | Drop-down |
| The options available here, allow related documents to be grouped together as they relate to a specific activity. Groups in bigger categories. |
Dependency |
| Optional | Drop-down | 2023-2024 and prior FAYs:
2024-2025 and subsequent FAYs:
| This field will be used as an informational attribute to the document, and enable the system to determine if the document should be auto-waived under certain circumstances. |
Relationship to Student |
| Optional | Drop-down |
| This field will be used as an informational attribute to the document, and enable the system to determine if the document should be auto-waived under certain circumstances. |
Scope |
| Required | Drop-down |
|
|
Scope Start Date |
| Optional | Date picker |
| Effective scope start date for the document to be used.
|
Scope End Date |
| Optional | Date picker |
| If end date is left blank, document is effective on an ongoing basis. |
Assign for All Federal Award Years |
| Optional | Checkbox |
| This check box is intended to ensure that the document is assigned for all award years, even as additional award years are added to the system. In this way, the user will not have to edit this document each time additional federal award year options are added to the federal award year selection box. |
Available Federal Award Year |
| Optional | Multi-select list box | All Federal Award Years | This option is only available if Scope is "Federal Award Year." The user has the option to select one or many federal award years, and "move" them to the Assigned federal award year's list.
|
Assigned Federal Award Year |
| Optional | Multi-select list box | Displays only those FAYs chosen | The federal award year(s) for which the document is applicable. This option is only available if Scope is "Federal Award Year." |
Date Used for Document Due Date Assignment |
| Optional | Dropdown |
| This field is dynamic, based on the Document Scope. If Scope = Academic Year or Payment Period, the following dropdown options are available: Creation Date and Scope Begin Date. If Scope = Federal Award Year, the following dropdown options are available: Static Date, Creation Date, and Scope Begin Date. If Scope = Student, the following dropdown options are available: Static Date and Creation Date. |
Due Date |
| Required if 'Document Due Date Assignment' = Static Date | Date |
| This field is required if 'Date Used for Document Due Date Assignment' = Static Date. The field will only display if set to 'Static Date'. |
Due Date Offset |
| Required if 'Document Due Date Assignment' = Creation Date or Scope Begin Date | Numeric |
| This field allows negative numbers ONLY if 'Document Due Date Assignment' equals 'Scope Begin Date', otherwise the field does not allow negative numbers. Required if 'Document Due Date Assignment' = Creation Date or Scope Begin Date, the field does not display if not set to one of these. |
Month/Day/Year |
| Required if 'Document Due Date Assignment' = Static Date | Month = Dropdown Day = Numeric Year = Dropdown | Month = Calendar months Day = 1 - 31 Year:
| This field is dynamic, based on the 'Date Used for Document Due Date Assignment' and Document Scope. |
Date Used for Document Expiration Date Assignment |
| Optional | Dropdown |
| This field is dynamic, based on the Document Scope. If the Document Scope = Academic Year or Payment Period, then the following dropdown options are available: Creation Date and Scope Begin Date. If Scope = Federal Award Year, the following dropdown options are available: Static Date, Creation Date, and Scope Begin Date. If Scope = Student, the following dropdown option are available: Static Date and Creation Date. |
Expiration Date |
| Required if 'Document Expiration Date Assignment' = Static Date. | Date |
| This field is required if 'Date Used for Document Expiration Date Assignment' = Static Date. This field does not display if not set to 'Static Date'. |
Expiration Date Offset |
| Required if 'Document Expiration Date Assignment' = Creation Date or Scope Begin Date. | Numeric |
| This field allows negative numbers ONLY if 'Document Due Date Assignment' equals 'Scope Begin Date', otherwise the field does not allow negative numbers. Required if 'Document Due Date Assignment' = Creation Date or Scope Begin Date, the field does not display if not set to one of these. |
Month/Day/Year |
| Required if 'Document Expiration Date Assignment' = Static Date. | Month = Dropdown Day = Numeric Year = Dropdown | Month = Calendar months Day = 1 - 31 Year:
| This field is dynamic based on Document Due Date Assignment and Scope. |
Expiration Status |
| Required if Expiration Date is configured, otherwise, not required. | Multi-Select Picklist |
| Expiration status fields are not displayed until the user enters a value in the expiration date offset field. |
Change to Selected Status |
| Required if Expiration Date is configured, otherwise, not required. | Dropdown |
|
|
Message |
| Optional | Text box |
| This message will be displayed to the student as the reason for/purpose of the document on the student portal, and in the letters and emails that go out to the student. Visible to student |
Non ISIR Assignment Scope |
| Optional | Dropdown |
| Use this section to assign the scope to a non ISIR document. (For ISIR documents, you can assign the scope on the ISIR tab). Student: This document may only be applied once to the student's account. Payment Period: This document may only be applied to the student's account for the selected Payment Period(s) within the chosen date range.
Academic Year: This document may only be applied to the student's account for the selected Academic Year(s) within the chosen date range.
Federal Award Year: This document may only be applied to the student's account for the selected Federal Award Year(s). If selected, you have the option to always apply the document requirement to all Federal Award Year(s). |
Restrictions Subtab
Documents can be configured with restrictions to prevent certain activities from occurring. Restrictions only apply to the specific funds for which they are configured. Restrictions apply to all FAYs unless the document is FAY scoped. Schools with crossover periods should pay careful attention to this functionality since they often have two active FAYs simultaneously, which increases the potential for restrictions to apply.
Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
Enable Restrictions |
| Optional | Checkbox |
| Activates/inactivates configured restrictions. Required for the ‘Cancel Funds if document is in Unsatisfied status’ checkbox to have an effect. |
Restricts Process |
| Optional | Multi-select list box |
| Displays the selected processes to be restricted. Restrictions apply when the document is in any of the following statuses:
Restrictions do not apply when the document is in any of the following statuses:
Note: The Import Awards and Disbursements (IAD) processes will not be restricted by documents configured to Restrict Packaging for funds in the IAD file. |
Restrict all Funds |
| Optional | Checkbox |
| If checked, apply the restrictions selected to all funds that are set up in the system, for the selected Campus (location) at any given point in time. |
Cancel Funds if document is in unsatisfied status |
| Optional | Checkbox |
| Cancel the award if student has award and the required document status is set to "Unsatisfied." This option applies to only those documents which are selected for restrict packaging in "Restrict Process" and the option applies to only those funds which are selected under "Funds to restrict packaging." Note that this checkbox supersedes ‘Restrict Packaging’ when checked. |
Available Funds |
| Optional | Multi-select list box | Fund available at the campus (location), both active and inactive. | Lists the funds available at the campus (location), both active and inactive. |
Assigned Funds |
| Optional | Read-only | Displays only those Funds chosen from the available funds list. | Document will restrict the process chosen above, for the funds selected here. |
ISIR Assignment Subtab
Field Name | Description | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
Enable ISIR Process |
| Optional | Checkbox |
| If checked, rules will assign documents during the ISIR import process. |
Disable Auto-satisfy Feature |
| Optional | Checkbox |
| Do not auto satisfy this document if the requirement no longer appears on a subsequent ISIR. Check this box on the document which is assigned when ED changes the verification group the student is assigned to. |
Allow Document to be "Re-opened" During Scope Period |
| Optional | Checkbox |
| If this box is selected, and the student meets the condition for assigning this document multiple times within a given FAY, Regent Award will return the existing document requirement assigned to the student to its initial status. |
2023-2024 and Prior Federal Award Years |
| View Only | Checkbox |
| This field is View Only and can only be updated on the General tab. |
Scope |
| Required | Drop-down |
| Scope: You can set a scope for the overall document, or ISIR Assignment. Student: This document may only be applied once to the student's account. Federal Award Year: This document may only be applied to the student's account for the selected Federal Award Year(s). If selected, you have the option to always apply the document requirement to all Federal Award Year(s). If the document is being used to control the eligibility of a fund, the document scope cannot be edited by the end user on either the General or the ISIR Assignment Subtab.
|
Available Federal Award Year |
| Optional | Multi-select list box | Displays available Federal Award Years | Listing of available Federal Award Years. This option is only available if Scope is "Federal Award Year."
|
Assigned Federal Award Year |
| Optional | Multi-select list box | Displays selected Federal Award Years | Set the federal award year(s) for which the document is applicable. This option is only available if Scope is "Federal Award Year." |
Set Initial Document Status To |
| Required | Drop-down |
| Sets the initial status assigned to the document when the document requirement is assigned to the student. |
Generate this document if the Federal School code is invalid |
| Required | Drop-down |
| Generates a document requirement on ISIR import when none of the Federal School codes on the ISIR match to the Federal School code of the current site of the student. |
SAI Range | The SAI range from the FAY ISIR that will generate the document requirement assignment. | Optional | Text box - numerical 6 characters max | "To" and "From" Values Values -1500 thru 999999 | Document is assigned if SAI on FAY ISIR falls within the configured range. |
Do not assign if SAI is rejected |
| Optional | Checkbox |
| If checked, the document will not be assigned if there is not a valid SAI (SAI is rejected). |
Available Comment Codes |
| Optional | Multi-select list box | 2023-2024 and prior FAYs: Values 001 thru 999 2024-2025 and subsequent FAYs: Values 001 thru 326 | Listing of available comment codes. |
Assigned Comment Codes |
| Optional | Multi-select list box | Displays selected comment codes | Sets the comment code(s) which exist on the ISIR to assign the document. If none of the selected comment codes appear on a subsequent ISIR, the status of the document will be set to "waived." |
Available Reject Codes |
| Optional | Multi-select list box | 2023-2024 and prior FAYs: Values 001 thru 999 2024-2025 and subsequent FAYs:
| Listing of available reject codes. |
Assigned Reject Codes |
| Optional | Multi-select list box | Displays selected reject codes | Sets the reject code(s) which exist on the ISIR to assign the document. Auto-satisfy Documents Based on cleared ISIR Reject Codes:
|
Available Verification Tracking FLag |
| Optional | Multi-select list box |
| Listing of available verification groups. V2 and V3 are not currently being used, but they have been used in previous years. |
Assigned Verification Tracking Flag |
| Optional | Multi-select list box | Displays selected verification groups. | Sets the verification group of the ISIR to assign the document. |
Verification Selection Change Flag |
| Optional | Multi-select list box |
| Set to C on the document which is assigned when ED changes the verification group the student is assigned to. |
Available Incarcerated Applicant Flag 2024-2025 and subsequent FAYs |
| Optional | Multi-select list box |
| List of valid Incarcerated Applicant Flag options. |
Assigned Incarcerated Applicant Flag 2024-2025 and subsequent FAYs |
|
|
| Displays selected Incarcerated Applicant flags. | Sets the Incarcerated Applicant flag values if the ISIR to assign the document. |
Minimum Age |
| Optional | Text box - numerical 2 characters max | ## | Sets the minimum age of the student to assign the document. |
Maximum Age |
| Optional | Text box - numerical 2 characters max | ## | Sets the maximum age of the student to assign the document. |
Gender |
| Optional | Multi-select list box |
| Sets the gender(s) used to assign the document.
|
Marital Status |
| Optional | Multi-select list box | 2023-2024 and prior FAYs:
2024-2025 and subsequent FAYs:
| Sets the marital status of the student to assign the document. |
Dependency Status |
| Optional | Multi-select list box | 2023-2024 and prior FAYs:
2024-2025 and subsequent FAYs:
| Sets the dependency status of the student to assign the document. |
Active Duty Status |
| Optional | Multi-select list box | 2023-2024 and prior FAYs:
2024-2025 and subsequent FAYs:
| active duty status of the student to assign the document. |
State of Residency |
| Optional | Multi-select list box | State/Country/Jurisdiction Codes, as listed in the EDE Technical Reference | Document is assigned if the student's state of legal residency on the FAY ISIR matches the configured selection(s). |
2023-2024 and prior FAYs: High School Diploma or Equivalent
2024-2025 and subsequent FAYs: High School Completion Status |
| Optional | Multi-select list box | 2023-2024 and prior FAYs:
2024-2025 and subsequent FAYs:
| Document is assigned if the student's High School DIploma or Equivalent value on the FAY ISIR matches the configured selection(s). |
Marital Status Change | When this option is selected, and the Institutional Setting "Enable VWS Marital Status Change" is set to "Yes," Regent Award will compare the prior active ISIR to the current active ISIR (if both ISIRs are Selected for Verification) to determine if there is a student marital status change. The ISIR Assignment process can use this setting to assign a document to a student but will not auto-satisfy the document based on this setting alone. When the Institution Setup Configuration Option of "Enable VWS Marital Status Change" = Yes, AND the prior active ISIR and current active ISIR for the same FAY are both Selected for Verification and a Marital Status Change was detected between the two ISIRs Regent Award will auto-waive documents meeting the following criteria:
| Optional | Checkbox | Unselected by default |
|
Available Homelessness/Ward of Court |
| Optional | Multi-select list box |
| Listing of available items. Homelessness/Ward of Court Fields on ISIR that document is associated with. |
Selected Homelessness/Ward of Court |
| Optional | Multi-select list box | Displays selected homelessness/ward of court values | Sets the items to be used from the ISIR to assign the document. |
Working on a Master's or Doctorate Program? |
| Optional | Drop-down |
| Assigns the document based upon the selected ISIR value.
|
Grade Level in College |
| Optional | Multi-select list box |
| Assigns the document requirement if the selected values are on the student's ISIR.
|
2023-2024 and prior FAYs: First Bachelor's Degree by MM-DD-YYYY (FAFSA Date)
2024-2025 and subsequent FAYs: First Bachelor’s Degree by |
| Optional | Drop-down |
| Document is assigned if FAY ISIR value matches the selected configuration. |
2023-2024 and prior FAYs: Mother's/Stepmother's Last Name "Blank" on ISIR?:
2024-2025 and subsequent FAYs: Parent's Last Name "Blank" on ISIR? |
| Optional | Drop-down |
| Assigns the document based upon the selected ISIR value. Selecting "No" indicates that the Mother's/Stepmother's Last Name is provided on the ISIR. |
2023-2024 and prior FAYs: Father's/Stepfather's Last Name "Blank" on ISIR?:
2024-2025 and subsequent FAYs: Parent, Spouse or Partner's Last Name "Blank" on ISIR?: |
| Optional | Drop-down |
| Assigns the document based upon the selected ISIR value. Selecting "No" indicates that the Father's/Stepfather's Last Name is provided on the ISIR. |
Student's Income Earned from Work |
| Optional | Text box - numerical 6 characters max | -999999 to 999999 | Assigns the document based upon the selected ISIR value within the range. |
Spouse's Income Earned from Work |
| Optional | Text box - numerical 6 characters max | -999999 to 999999 | Assigns the document based upon the selected ISIR value within the range. |
Father/Stepfather's Income Earned from Work |
| Optional | Text box - numerical 6 characters max | -999999 to 999999 | Assigns the document based upon the selected ISIR value within the range. |
Mother/stepmother's Income Earned from Work |
| Optional | Text box - numerical 6 characters max | -999999 to 999999 | Assigns the document based upon the selected ISIR value within the range. |
STI: Student's Total Income |
| Optional | Text box - numerical 7 characters max | -9999999 to 9999999 | Assigns the document based upon the selected ISIR value within the range. |
FTI: FISAP Total Income |
| Optional | Text box - numerical 7 characters max | -9999999 to 9999999 | Assigns the document based upon the selected ISIR value within the range. |
Student's Untaxed Pension | This field maps to the ISIR field titled "Student's Untaxed Pensions" and is only available for use through FAY 2019-2020. | Optional | Text box - numerical 7 characters max | 0000000 to 999999 | Assigns the document based upon the selected ISIR value within the range. |
Student's Untaxed IRA Distributions and Pensions | Beginning with the 2020-2021 ISIR, the Student's Untaxed Pensions and Student's IRA Distributions fields have been combined. This field maps to the 2020-2021 ISIR field titled "Student's Untaxed Portions of IRA Distributions and Pensions".
| Optional | Text box - numerical 7 characters max | 0000000 to 999999 | Assigns the document based upon the selected ISIR value within the range. |
Parent's Untaxed Pension | This field maps to the ISIR field titled "Parent's Untaxed Pensions" and is only available for use through FAY 2019-2020. | Optional | Text box - numerical 7 characters max | 0000000 to 999999 | Assigns the document based upon the selected ISIR value within the range. |
Parent's Untaxed IRS Distributions and Pensions | Beginning with the 2020-2021 ISIR, the Parent's Untaxed Pensions and Parent's IRA Distributions fields have been combined. This field maps to the 2020-2021 ISIR field tiled "Parent's Untaxed Portions of IRA Distributions and Pensions".
| Optional | Text box - numerical 7 characters max | 0000000 to 999999 | Assigns the document based upon the selected ISIR value within the range. |
Available Have children you support? |
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Selected Have children you support? |
| Optional | Multi-select list box | Displays selected "have children you support?" values | Assigns the document based upon the selected ISIR value. |
Available Have Legal Dependents Other than Children or Spouse? |
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Selected Have Legal Dependents Other than Children or Spouse? |
| Optional | Multi-select list box | Displays selected "have legal dependents other than children or spouse?" values | Assigns the document based upon the selected ISIR value. |
Available Parents' Marital Status |
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Selected Parents' Marital Status |
| Optional | Multi-select list box | Displays selected "parents' marital status" values | Assigns the document based upon the selected ISIR value. |
Available Student's Type of Annual Tax Form Used: |
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Selected Student's Type of Annual Tax Form Used: |
| Optional | Multi-select list box | Displays selected "student's type of annual tax form used" values | Assigns the document based upon the selected ISIR value. |
Available Parent's Type of Annual Tax Form Used: |
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Selected Parent's Type of Annual Tax Form Used: |
| Optional | Multi-select list box | Displays selected "parent's type of annual tax form used" values | Assigns the document based upon the selected ISIR value. |
Student IRS Request Flag |
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Parent IRS Request Flag |
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Student IRS IRA Distributions Data Field Flag | This field maps to the ISIR field titled "Student IRS IRA Distributions Data Field Flag" and is only available for use through FAY 2019-2020. | Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Student IRS Untaxed Pensions Data Field Flag | This field maps to the ISIR field titled "Student IRS Untaxed Pensions Data Field Flag" and is only available for use through FAY 2019-2020. | Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Student IRS IRA Distributions and Untaxed Pensions Data Field Flag | Beginning with the 2020-2021 ISIR, the Student IRS IRA Distributions Data Field Flag and the Student IRS Untaxed Pensions Data Field Flag have been combined. This field maps to the 2020-2021 ISIR field titled "Student IRS Untaxed Portions of IRA Distributions and Pensions Data Field Flag".
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Parent IRS IRA Distributions Data Field Flag | This field maps to the ISIR field titled "Parent IRS IRA Distributions Data Field Flag" and is only available for use through FAY 2019-2020. | Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Parent IRS Untaxed Pensions Data Field Flag | This field maps to the ISIR field titled "Parent IRS Untaxed Pensions Data Field Flag" and is only available for use through FAY 2019-2020. | Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Parent IRS IRA Distributions and Untaxed Pensions Data Field Flag | Beginning with the 2020-2021 ISIR, the Parent IRS IRA Distributions Data Field Flag and the Parent IRS Untaxed Pensions Data Field Flag have been combined. This field maps to the 2020-2021 ISIR field titled "Parent IRS Untaxed Portions of IRA Distributions and Pensions Data Field Flag".
| Optional | Multi-select list box |
| Assigns the document based upon the selected ISIR value. |
Packaging Assignment Subtab
Field Name | Required/Optional | Type | Values | Description/Business Rules |
|---|---|---|---|---|
Enable Packaging Process | Optional | Checkbox |
| If selected, document assignment is enabled during the packaging process. |
Assign when Sub Eligibility has not been for fully accepted and an Unsub award exists (For Active Acceptance funds only) | Optional | Checkbox |
| If selected, a document will be assigned to the student's record in the event there is any Sub eligibility that has not been fully accepted for the Academic Year AND there is at least one non-zero Accepted Unsub award in the same AY. |
Select all funds (including ones that may be setup in the future) | Optional | Checkbox |
| Only available if 'Enable Packaging Process' is selected/checked. This checkbox and any selected funds work together with the settings for Program Selection. When the "Select all funds" checkbox is selected, it selects ALL funds that could generate the document assignment when the student is awarded the fund. When the checkbox is NOT selected, only the selected Funds will trigger the student document assignment. |
Available Funds | Optional | Multi-select list box | Displays available funds at the Campus, both active and inactive, that are not associated with the document. | Listing of available funds which when packaged could result in the assignment of the document. Note: Any fund assigned must have the Institutional External Fund ID populated in Fund Setup in order for the document to be assigned to the student when the award is packaged. |
Selected Funds | Optional | Multi-select list box | Displays only those Funds chosen from the available funds list. List of funds that will trigger the Document assignment when a student is packaged with an award from that Fund. | Listing of selected funds which when packaged will result in the assignment of the document. |
Select all programs (including ones that may be added in the future) | Optional | Checkbox |
| Only available if 'Enable Packaging Process' is selected/checked. This checkbox and any selected programs work together with the settings for Fund Selection. When the "Select all programs" checkbox is selected, it selects ALL programs that could generate the document assignment when the student is awarded the fund. When the checkbox is NOT selected, only the selected Programs will trigger the student document assignment. |
Available Programs | Optional | Multi-select list | List of available Programs that are not associated with the document's packaging assignment. |
|
Selected Programs | Optional | Multi-select list | List of Programs that could generate the document assignment when the student is packaged for that Program in a current or immediate future scope period. | When 'Enable Packaging Assignment' is Selected, packaging will generate and assign the Document when the student is packaged for a selected program in a current or immediate future scope period. |
SBL Assignment Subtab
Field Name | Required/Optional | Type | Values | Description/Business Rules |
|---|---|---|---|---|
Assign by SBL | Optional | Checkbox |
| If checked, assignment of documents based upon user defined fields in the SBL load is enabled. |
Map UDF values to document statuses | Optional | Checkbox |
| If this checkbox is selected, only one UDF Field Name can be selected for this document, the "Value Match Type" is set to "Any" and the "Status" is not editable. The appropriate "Status" will send on the SBL as the UDF value and it will be used to set the document status. Setup a separate UDF/value pair for each status which may be sent in the SBL. |
UDF Field Name | Required | Button | Drop-down of UDF field names from Institution setup. | Only one UDF may be used per document, but multiple values for the selected UDF can be used for trigger/auto-assignment. |
Value Type Match | Required | Drop-down |
| If the "Any Value" option is selected, then no matter what is sent as a value for the UDF (including no value), a document will be assigned with the document status specified. If the "Specific Value" option is selected, then that value must be in the SBL in order for the document to be assigned. |
UDF Value | Optional | Text box |
| The value that must be in the SBL in order for the document to be assigned. Can be left blank, regardless of Value Match Type chosen, allowing for a blank UDF value to be sent on the SBL. |
Status | Optional | Drop-down |
| When no status is provided, the default status from the general tab will be used. When the status IS provided, it will set the status of the document at the time the document is assigned to the student, if the UDF name/value pair indicated is provided on the SBL for the student. |
Delete | Optional | Button |
| Deletes the SBL Assignment rule. |
SAP Assignment Subtab
Field Name | Required/Optional | Type | Values | Description/Business Rules |
|---|---|---|---|---|
Enable SAP Assignment | Optional | Checkbox |
| When this field is enabled, the document is assigned to students meeting the SAP Status(s) and SAP Failure Reason(s) selected below during the packaging process. If document is setup as ‘Academic Year’ scope, the document will assign with a scope period that aligns with the Academic Year where the SAP status or SAP Failure Reason is assigned. |
Apply to all SAP Statuses | Optional | Checkbox |
| If not selected, multi-select 'Available' and 'Selected' grids are presented below. |
Available SAP Status and Selected SAP Status | Optional | Multi-select grids |
| Presented if 'Apply to all SAP Statuses' is not selected. Defines SAP Status(es) to which the document requirements applies. |
Available Reasons and Selected Reasons | Optional | Multi-select grids |
| Defines SAP Failure Reason that will generate the document requirement. |
Auto Create Assignment Subtab
Field Name | Required/Optional | Type | Values | Description/Business Rules |
|---|---|---|---|---|
Assign by Auto Create Process | Optional | Checkbox |
| When this field is enabled, the document requirement will be auto-created upon a user accessing the Student Experience Portal between the Begin Date and End Date configured if the document requirement does not already exist. |
Begin Date | Optional | Date picker |
| The date entered in this field will be the beginning date for the date range in which document requirements will be auto-created when a user accesses the Student Experience Portal. |
End Date | Optional | Date picker |
| The date entered in this field will be the ending date for the date range in which document requirements will be auto-created when a user accesses the Student Experience Portal. |
Signature Subtab
This section of configuration is visible only when the appropriate licensing is in place. The settings in this section can be inherited from the Campus level, but can also be customized per document.
Field Name | Required/Optional | Type | Values | Description/Business Rules |
|---|---|---|---|---|
Override Signature Requirements
| Required | Drop-down |
| This setting works together with Require Electronic Signature. Regent uses these two settings together to determine whether an electronic signature requirement for a student’s document should be 'Student Only’ or change to ‘Student and Parent,’ based on the student’s dependency status.
|
Require Electronic Signature | Required | Drop-down |
| The option chosen here will determine if the document requires a signature(s), and if the document must be signed only by the student, only by the parent, or by both the student and the parent. The option chosen here will be reflected on the Electronic Signature tab of the Document Requirement in Regent Award once the document has been assigned to the student. Note: A parent-only signature process is not yet supported in the Student Experience portal. |
Inherit from Campus | Optional | Checkbox | Selected | Selecting this checkbox will automatically inherit all the settings for this section from the Campus level. |
Sources of Parent Data | Optional | Checkboxes |
| 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.
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 | Drop-down |
| Applicable to the SNAP Portal product only, not applicable to the Student Experience Portal product. |
Portal Access Request Link Expires in | Optional | Drop-down |
| 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. |
Display Options for Paper Documents Process | Optional | Dropdown |
| 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. |
Smart Form Data Subtab
Upon the completion of a Smart Form, all sections, groups, questions and values provided will be persisted and displayed as read-only on the new student-level document Smart Form Data tab in Regent Award. All Smart Form submissions should be able to be displayed.