Introduction

The Student Creation and Management Business Process Analysis (BPA) document describes the process by which a student record is created, or an existing student record is updated in Regent Award by data passed from the Student Information System (SIS) to Regent Award.

This document defines the following associated with student creation:

• Student Batch Load (SBL)

• Student Creation and Matching

• SBL Elements and Attributes

Student Batch Load

Upon the student reaching a designated school-defined status, the Student Batch Load (SBL) creation process will be triggered to include the student in the SBL file to send to Regent Award.  The school will define whether students with an invalid SSN will be sent on the SBL.

Once the SBL is created, the school will use an automated process to encrypt and move the file to the Regent sFTP StudentBatchLoad_FW folder. Regent Award’s FileWatcher will retrieve and process the file to load into Regent Award. 

Note:  Communication to Students via the Student Portal will not occur until the student has been passed from the SIS to Regent Award in the SBL file for the first time. Packaging for students cannot occur until the student is included in the SBL and created in Regent Award.

Student Creation and Matching

When an SBL is loaded into Regent Award, the import process attempts to match each student in the SBL with an existing student record in Regent Award. If no match is found, a new student is created. Student records are unique to the Regent Award-defined Institution in the Enterprise hierarchy. The SBL import process attempts a match first on external student IDs [1 and 2] second SSN and finally Name/ DOB before creating a new student record.

Case 1 – External Id Match

When the process matches using one of the four external Student Id's provided in the file then the existing student record will be updated with the newly imported info.

Case 2 - SSN Match

When the process is unable to match/distinctly match a student using the external Id's then it uses the Social Security Number (SSN).  If a match is found, then the existing student record will be updated with the newly imported info.  If no match is found, then move to case 3.

When the SBL import process matches a record in the SBL file to a student in Regent Award using one of the configured external student IDs, the student record in Regent Award is updated with the data in the SBL file.  If no match is found a new student record is created.

SBL Errors

Validation checks in Regent Award, upon SBL import, may result in unprocessed student records within the SBL file.  The Process Log in Regent Award should be monitored daily for errors.  Each import of the SBL should be examined to ensure there are no unprocessed records.  If the SBL contains unprocessed records, users may click on the Error Log tab in the Process Log and view the SBL Validation Errors Report.  Any issues returned on the report should be addressed.  Resolution may require a subsequent SBL import of the affected student records after any data issues have been corrected.

SBL Elements and Attributes

The SBL file includes student data needed to execute Regent Award processes, as well as demographic information for the convenience of staff. SBL development may be broken down into multiple phases to support a multiphase launch of Regent Award. Refer to SBL Data Dictionary for detailed information.  

User-Defined Fields

Regent Award allows the configuration of user-defined fields (UDF) to hold student-specific data sent from the SIS on the SBL. Each UDF requires a name and a value with the option of an effective date range per the SBL specification. These fields may be used for informational purposes, to populate student-scoped documents, set cost items, provide input to communication filters, and activate custom award rules. 

Active Status and Matriculation

Regent Award provides two status values to define how a student is to be processed: “Active” and “Inactive”.  The student status in the SIS can be mapped to the “Active” or “Inactive” status and provided on the SBL to update the student record in Regent Award.

For those students in an “Inactive” status, a red banner will be displayed across the Student Summary screen on the student record in Regent Award while students in an “Active” status have no banner displayed. Inactive students may optionally be excluded from bulk communications or hidden from task queues.

Open

Full and Incremental SBL Files

The school will send a full SBL file via the sFTP. The schedule of this process will be defined in the School's Runbook.  Regent defines a full file as one that contains all students, available attributes, UDFs, and corresponding values.  An optional delta, or incremental, file may be generated from the SIS and passed to Regent Award in place of a full SBL to include only new students and any students with data element additions or edits, i.e., updates or removal of data elements, in the SIS that were previously sent as an attribute via the SBL. 

Configuration

 Configuration Templates

 Data Requirements

 Refer to the SBL Data Dictionary for data requirements related to Student Creation and Management processes.

Communications Template

There are no required or default Communications related to Student Creation & Management processes.

Users & Roles Template

Refer to the User Roles Setup Template for role permissions related to Student Creation and Management processes and users mapped to these roles.                  

Documents Template

There are no required or default Documents related to Student Creation & Management processes.

Tasks Template

There are no required or default Tasks related to Student Creation & Management processes.

Additional Configuration

Refer to the Enterprise Setup Template for configuration settings related to Student Creation and Management processes.