User Defined Fields

Overview

Regent Award allows the configuration of user-defined fields (UDF) to contain 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 to populate student-scoped documents, set cost items, provide input to communication filters, activate custom award rules, set Regent Fund criteria, and also for informational purposes. UDF names and codes are configured in Institution Setup.

UDF Setup

UDFs are defined in Regent within Institution Setup → User Defined Fields. User roles need the ‘Edit Institution’ permission to edit UDFs. There is not a limit on the number of UDFs that may be entered on the setup screen. The only data required when adding a UDF is the ‘Field Name.’ Field Name is the text that will display for selection in UDF dropdown lists within Regent. A corresponding ‘Code’ is also required for the Field Name, but that value is generated automatically based on Field Name entry. The ‘Code’ field is not editable. For other configuration options, see Institution Setup Data Elements.

To remove a UDF from Institution Setup, user roles must have the ‘Delete Institution User Defined Fields’ permission.

Screenshot of Institution Setup screen displaying columns for Field Name, Code, Notes, Used by RNA Rulesets, Allow Effective Dates, Auto Timestamp, and UDF Value Field Type.

Sending UDFs on the SBL

UDFs are sent on the Additional Information node of the SBL (<additionalinformation>). UDF codes and values are not case sensitive. For more information about sending UDFs on the SBL, see the Student Batch Load page.

On Student Details, the UDFs sent for a student are visible under Institutionally Defined Data as the configured ‘Code’. There is a maximum display of fifty Institutionally Defined Data rows. Users can edit the UDFs and values if the user’s role has the ‘Edit Institutionally Defined Student Data’ permission.

How are UDFs used?

UDF functionality has been built into several areas of Regent products. See each page for more information.

 

Change Log

Date

Description of Change

Editor

Date

Description of Change

Editor

January 25, 2023

Initial draft

Heather Smith

April 3, 2023

BA Peer Review, added a couple additional CZ links

Jennifer Black