Attribute

Data Definition

Valid Values/Comments

Schema Field Name

*sblCreatedDate

Allows schools to provide a timestamp on the SBL file. This will be used to determine if more up-to-date SBL data has already been loaded for the student and prevent reverting data. Essentially, it will be used to prevent SBL data from being loaded out of chronological order.

Example:

Student is updated from an SBL file with data in it from 10/9/2013.
An older file from 9/30/2013 is loaded, that was never loaded before.
The SBL process detects the SBL data is stale and prevents it from updating the student with stale data.

If Regent calculates the SAP status using 'Auto-Generate SAP Node from Student GPA,' this date is also used for tracking the date the school last provided the student-level Cumulative GPA value.

Date / Time format

For example: 2013-10-09T09:53:00

sblCreatedDate

ignoreStudentNodeAttributesNotProvided

When this attribute is set to true:
- A value of ‘true’ will be set for ALL students without the ignoreStudentNodeAttributesNotProvided <student> level attribute provided.
When this attribute is set to false:
- False will be set for ALL students without the ignoreStudentNodeAttributesNotProvided <student> level attribute provided.

* See the ignoreStudentNodeAttributesNotProvided attribute at the <student> level for additional information.

true
false (When this attribute is null or not provided, the default value of false will be assumed)

ignoreStudentNodeAttributesNotProvided

Student Type

*External Student Identifier 1

An identifier that is unique to the student, chosen by the school. Typically is an identifier from an external system.
externalStudentId1 is required to be unique in the SBL file.
Only the externalStudentId1 or externalStudentId2 attributes can be used for the Student Experience Portal SSO validation.
If the Portal eSignature is configured with the ‘Student ID’ set for the Student e-Signature Confirmation Options field, the same externalStudentId1 or externalStudentId2 must also be used for SSO validation.

Alphanumeric

Maps to Site Setup, externalStudentId1, displays on Student Summary and Student Details tab.

externalStudentId1

External Student Identifier 2

An identifier chosen by the school. Typically is an identifier from an external system.
Only the externalStudentId1 or externalStudentId2 attributes can be used for the Student Experience Portal SSO validation.
If the Portal eSignature is configured with the ‘Student ID’ set for the Student e-Signature Confirmation Options field, the same externalStudentId1 or externalStudentId2 must also be used for SSO validation.

Alphanumeric

Maps to Site Setup, externalStudentId2, Optionally Student Details tab.

externalStudentId2

External Student Identifier 3

An identifier chosen by the school. Typically is an identifier from an external system.

Alphanumeric

Maps to Site Setup, externalStudentId3; Optionally Student Details tab.

externalStudentId3

External Student Identifier 4

An identifier chosen by the school. Typically is an identifier from an external system.

Alphanumeric

Maps to Site Setup, externalStudentId4; Optionally Student Details tab.

externalStudentId4

Social Security Number

The Student’s Social Security Number. The SSN must be unique per campus.

Displays on the Student Details tab and is used for matching imported students to current student records.

socialSecurityNumber

Birth Date

The Student’s Date of Birth

Valid date format is CCYY-MM-DD

Used for matching imported students to current student records.

birthDate

Deceased Date

The Student’s Date of Death

This field is used by schools when researching loans in default.

Valid date format is CCYY-MM-DD

deceasedDate

Last Name

The Student’s Last Name

This field is only optional when ignoreStudentNodeAttributesNotProvided = true.

lastName

First Name

The Student’s First Name

This field is only optional when ignoreStudentNodeAttributesNotProvided = true.

firstName

Middle Name

The Student’s Middle Name

middleName

Informal Name

The Student’s Informal Name

informalName

Name Title

The Student’s Title, i.e., Mr., Mrs., Miss, etc.

nameTitle

Name Suffix

The Student’s name suffix, i.e., Jr., Sr. I, or II, etc.

nameSuffix

*External Campus Identifier

An identifier that is unique to the campus that the student is attending and maps to another system being used by the school. These are used to map the Campus from the SIS to the Campus in Regent.

Alphanumeric

Maps to the External Campus ID defined on Campus Setup.

externalCampusId

*External Site Identifier

An identifier that is unique to the site that the student is attending. These are used to map the Site from the SIS to the Site in Regent.

Maps to the External Site ID defined on Site Setup.

externalSiteId

Ability To Benefit Code

Indicates the reason the student is eligible to receive Federal Student Aid without a high school diploma or its recognized equivalent.

ATB data will not be sent on COD exports from Regent Award for years 2012-2013 and prior

Notes:

In March 2015, COD renamed the corresponding field for this data to Student Eligibility Code. The Regent Award UI field label has been updated to Student Eligibility Code, but the SBL and the database continue to use Ability to Benefit Code.

01
02
04
06
07
08
09
10
11
12
13
14

abilityToBenefitCode

Ability To Benefit Test Administrator Code

Identifies the specific test administrator for the student's test.

ATB data will not be sent on COD exports from Regent Award for years 2012-2013 and prior.

01 and 02

abilityToBenefitTestAdministratorCode

Ability To Benefit Test Code

Identifies the type of test the student completed to be eligible to receive Federal Student Aid.

ATB data will not be sent on COD exports from Regent Award for years 2012-2013 and prior.

01 thru 12

abilityToBenefitTestCode

Ability To Benefit Completion Date

Identifies the date that the student completed their Ability To Benefit to become eligible to receive Federal Student Aid.

ATB data will not be sent on COD exports from Regent Award for years 2012-2013 and prior.

Valid date format is CCYY-MM-DD

abilityToBenefitCompletionDate

Ability To Benefit State Code

Identifies the state in which the student completed their “Ability To Benefit” test.

ATB data will not be sent on COD exports from Regent Award for years 2012-2013 and prior.

abilityToBenefitStateCode

Matriculated Flag

true / false (case sensitive)

matriculated

Cumulative Undergraduate GPA

Student’s Cumulative Undergraduate GPA since they became a student at this institution, in an undergraduate program, as calculated by the school.

The value in this field is used in calculating SAP status for Undergraduate students if 'Auto-Generate SAP Node from Student GPA' is Yes.

The data provided here will be displayed on the Academic Plan tab.

0.0000 thru 6.0000

cumulativeUndergraduateGPA

Cumulative Graduate GPA

Student’s Cumulative Graduate GPA since they became a student at this institution, in a graduate program, as calculated by the school.

The value in this field is used in calculating SAP status for Graduate students if 'Auto-Generate SAP Node from Student GPA' is Yes.

The data provided here will be displayed on the Academic Plan tab.

0.0000 thru 6.0000

cumulativeGraduateGPA

Review Period GPA

Student’s most recent GPA for a SAP review period (e.g., a term or nonterm payment period), as calculated by the school.

This field will be used in the calculation of SAP Status for a SAP Review Period. The data provided will be displayed on the SAP Wizard.

0.0000 thru 6.0000

reviewPeriodGPA

Grandfathered Ability to Benefit

Indicates whether or not the student was enrolled as an ATB student in an eligible program prior to July 1, 2012, at this institution or another institution. Defaults to False. If the ATB Code provided on the SBL indicates an ATB student, and the program start date is on or after 7/1/12, and the Grandfathered ATB flag = “True”, the student will be awarded. If an ATB Code has been provided on the SBL, and the program start date is on or after 7/1/12, and the Grandfathered ATB flag = “False”, the student will not be awarded. ATB data will not be sent on COD exports from Regent Award for years 2012-2013 and prior.

true / false (case sensitive)

grandfatheredATB

Active

Indicates that the student is no longer actively enrolled at an institution. Based on configuration and processing options in Regent Award, this flag may:

Cause a student to be excluded from batch packaging.
Cause a message to be displayed in the student banner in REM to indicate that the student is inactive.
Hide the student’s tasks from the task queues; un-assigns the tasks from the FA end user who may have been assigned the task to work.
Prevent the student from being included in bulk communications.
Depending on configuration options chosen, student marked as active=”false” can be excluded from batch packaging, resulting in faster batch packaging processing.

Default value is “True.”

true / false (case sensitive)

active

Incarcerated Student Indicator

An indicator to identify if the student is incarcerated.

Yes / No

Optional- default is blank

incarceratedStudentIndicator

ignoreStudentNodeAttributesNotProvided

When this attribute is set to true:
- Standard schema validation will ignore ‘required’ field validations in the <student> node for the following fields:
  - lastName
  - firstName
- The following attributes are still ‘required’:
  - externalStudentId1
    - Note: externalStudentId1 is required to be unique in the SBL file.
  - externalCampusId
  - externalSiteId
- Values for non-required attributes (e.g., socialSecurityNumber and birthDate) will not be updated or removed if the attribute is not provided. However, all other validations will apply if the attribute and value are provided in the SBL.
When this attribute is set to false:
- Standard schema validation for all ‘required’ fields in the <student> node will apply.
When this attribute is null or not provided, the ignoreStudentNodeAttributesNotProvided attribute in the <students> level node will be used. If neither attribute is provided, the default value of false will be assumed.

true
false

ignoreStudentNodeAttributesNotProvided

Academic Information Type

*External Program Identifier

An identifier that is unique to the program that the student is attending and maps to another system being used by the school. This is used to map the Program from the SIS to the program in Regent and indicates the active program for the student. Any value may be used as long as it is unique across each campus.

Maps to the External Program ID defined on Program Setup.

externalProgramId

External Site Identifier

An identifier that is unique to a Site, and should be the Site associated with the Program identified in the External Program Identifier field. Students cannot be associated with Programs from other Institutions.

Please work with your account manager to use this field. Back end functionality must be turned on via a CZ ticket in order to take advantage of this field. If a school attempts to use this field without having the proper back end setup turned on, the Process Log will provide a Warning message and the data provided in this field will not be processed.

Maps to the External Site ID defined on Site Setup.

externalSiteId

Program Start Date

Date the student began their current active program. The SBL program start date (anticipated start date) is used primarily in cases when no actual enrollment exists, so that Regent Award can anchor the Academic Plan and provide an estimated package.

For a nonterm program, once real enrollment exists, the program start date becomes the start date of the first non-transfer course for the program. For term and nonstandard term the program start date is the start date of the first term that has non-transfer registered courses. If the program start date changes before actual enrollment, then any subsequent Academic Years will get updated.

Valid date format is CCYY-MM-DD

programStartDate

Program Complete

Flag to indicate if the student completed the program. This field is informational only and does not affect any functionality in Regent Award

Schools should not use the Program Complete flag for program changes. The Program Completion Date value is the field that must be provided for program changes.

true / false (case sensitive)

programComplete

Program Completion Date

Date that the student will cease enrollment in their current program. Regent Award's Needs Analysis (RNA) will not package the student in that program after this date.

This field MUST ALWAYS be provided, for the “old” program, when changing a student to a “new” program.

Please refer to Program Change Guidance for additional information regarding program changes in Regent Award.

Valid date format is CCYY-MM-DD

programCompletionDate

Grade Level

The Student’s Current Grade Level in College. This value will not be used to calculate the student’s academic plan. The system will calculate the grade level for the purpose of the academic plan using anticipated/actual units. This field is for information only. The 0-7 mapping is as follows:

0 = 1st year, never attended college
1 = 1st year, attended college before
2 = 2nd year/sophomore
3 = 3rd year/junior
4 = 4th year/senior
5 = 5th year/other undergraduate
6 = 1st year graduate/professional
7 = Continuing graduate/professional

0 thru 7

gradeLevel

Teacher Expert Indicator Flag

Indicates if the student is a Teacher Expert, which relates to their GPA requirements for TEACH Grant eligibility.

Default value is False.

true / false (case sensitive)

teacherExpertIndicator

Graduation Date

Actual completion date of the student’s program. This date must be on or after the program completion date, if the program completion date is provided.

Valid date format is CCYY-MM-DD

graduationDate

Next Program External Program Identifier

An identifier that is unique to the program that the student is moving to in a program change, and maps to another system being used by the school. This is used to map the Program from the SIS to the program in Regent and indicates the active program for the student.

If this field is provided, then the next program start date must also be provided.

Maps to the External Program ID defined on Program Setup.

nextProgramExternalProgramID

Next Program External Site Identifier

An identifier that is unique to a Site, and should be the Site associated with the Program identified in the Next Program External Program Identifier field. Students cannot be associated with Programs from other Institutions.

Please work with your account manager to use this field. Back end functionality must be turned on via a CZ ticket in order to take advantage of this field. If a school attempts to use this field without having the proper back end setup turned on, the Process Log will provide a Warning message and the data provided in this field will not be processed.

Maps to the External Site ID defined on Site Setup.

NextProgramExternalSiteId

Next Program Start Date

Date the student began the program they are moving to in a program change. The program start date is used primarily in cases when no actual enrollment exists, so that Regent Award can anchor the Academic Plan and provide an estimated package. For a nonterm program, once real enrollment exists, the program start date becomes the start date of the first course for the program. For term, the start date is the start date of the first term. If the program start date changes before actual enrollment, then any subsequent Academic Years will get updated.

If this field is provided, then the next program external program ID must also be provided.

Valid date format is CCYY-MM-DD

nextProgramStartDate

Program Units Override

This is an optional attribute. This attribute must be associated with the main program (externalProgramID) that is in the same node. Not available for programs that are the Next Program in the same node. This attribute will provide customers the ability to override the configured program unit requirements (from Program Setup) for a specific student.

This value can be overridden by the CourseEnrollmentProgram.manualProgramUnitsOverride field which is available via REM in Packaging Overrides.

Numeric value must be between 0.00 to 99999.999

Decimal place limit of 3

programUnitsOverride

Use Program Units Override For SAP

This attribute must be provided only when the programUnitsOverride field is sent. If it is not, then a validation error will be returned.

When Use Program Units Override for SAP is "true", then Packaging will use the Program Units value in place of Program Units Required value from Program Setup to calculate the SAP MTF value.

When Use Program Units Override for SAP is "false", then Packaging will use Program Units Required value from SBL (if provided), else use Program Setup to calculate the SAP MTF value.

true / false (case sensitive)

useProgramUnitsOverrideForSAP

Demographic Type

Ethnicity

The Student’s Ethnicity

HispanicOrLatino
NotHispanicOrLatino
Other
Blank

ethnicity

Race

The Student’s Race

AmericanIndianOrAlaskaNative
Asian
BlackOrAfricanAmerican
White
NativeHawaiianOrOtherPacificIslander
TwoOrMoreRaces
NonresidentAlien
Other
Blank

race

Gender

The gender of the Student

Male
Female
NotReported
Blank

gender

Marital Status

The Student’s Marital Status

Single
SingleNeverMarried
Divorced
Widowed
Married/Remarried
MarriedNotSeparated
Remarried
Separated
Other
Blank

maritalStatus

External Housing Status ID

The Student’s Housing Status, as it maps to options defined by the school, and maps to another system being used by the school. Not being used at this time, informational only. Will eventually tie to cost setup.

externalHousingStatusId

Citizenship Status

The Student’s Citizenship Status

USCitizen
EligibleNonCitizen (this is an eligible non-citizen, who would have an alien registration number; has INS paperwork of the proper status making them an eligible non-citizen)
NotCitizenOrEligibleNonCitizen (neither a citizen nor an eligible non-citizen; i.e., a non-citizen who may have an alien registration number but who DOES NOT have the appropriate INS paperwork/status to be awarded or eligible for federal financial aid.)
Blank

citizenshipStatus

Residency Status

The Student’s Residency Status

InState
OutOfState
InDistrict
OutOfDistrict
Unknown

residencyStatus

Alien Registration Number

The Student’s Alien Registration Number, if applicable

Accepts a number between 7 and 9 digits in length.

alienRegistrationNumber

Visa Type

The Visa Type that the Student Holds. A school may send just the AR1, but will need to provide the citizenship status as well.

A1, A2, A3
B1, B2
C1, C1D, C2, C3, C4
D1, D2
E1, E2
F1, F2
G1, G2, G3, G4, G5
H1B, H1C, H2A, H2B, H3, H4
J1, J2
K1, K2, K3, K4
L1A, L1B, L2
M1, M2
N8, N9
O1, O2, O3
P1, P2, P3, P4
Q1, Q2, Q3
R1, R2
S5, S6
T1, T2, T3, T4
U1, U2, U3, U4
V1, V2, V3
NATO
TN
TWOV
TPS
ApplicationPending
Other
NotApplicable
Blank

visaType

Visa Expiration Date

The Expiration Date for the Student’s Visa

Valid date format is CCYY-MM-DD

visaExpirationDate

State Of Legal Residence

The Student’s State or Province of Legal Residence

See list of Valid State or Province Values

stateOfLegalResidence

Residency Date

The Student’s Date of Residency (Residency Begin Date)

Valid date format is CCYY-MM-DD

residencyDate

Driver’s License

The Student’s Driver License Number

driversLicense

Admitted Date

The Date the Student was Admitted to the institution

Valid date format is CCYY-MM-DD

admittedDate

Veteran Status

Identifies the type Veteran, if applicable

Yes
No
Other
Blank

veteranStatus

Disability Status

Identifies if the student is considered Disabled

Yes
No
Other
Blank

disabilityStatus

Opt Out of Email Communication

Identifies if the student has declared to opt out of email communication

true / false (case sensitive)

optOutOfEmailCommunications

Opt Out of Text Communication

Identifies if the student has declared to opt out of text communication

true / false (case sensitive)

optOutOfTextCommunications

Opt Out of Letter Communications

Identifies if the student has declared to opt out of letter communication

true / false (case sensitive)

optOutOfLetterCommunications

High School Type

High School

The Student’s High School Name

highSchool

NCES High School Code

The Student’s NCES High School Code

1 thru 50

ncesHighSchoolCode

ACG Eligibility

Indicates if the Student is eligible for an ACG Award

HighSchoolProgram01
AP/IBCoursework02
Coursework03
Ineligible
Blank

acgEligibility

High School GPA

The Student’s High School GPA

0.0000 thru 6.0000

highSchoolGPA

Diploma Type

The Student’s HS Diploma Type. The SIS provided value in this field will override any ISIR value received in Regent Award.

Providing “Blank” will override the ISIR provided HS Diploma value and will cause a student’s awards to be cancelled.

If this data is unavailable, this element should not be provided, which will allow Regent Award to look at the ISIR before determining if the student has a valid HS diploma type.

HighSchoolDiploma
StateRecognizedHighSchoolEquivalent
GED
HomeSchooled
Other
AbilityToBenefit
NoneOfTheAbove
Blank

diplomaType

Class Rank

The Student’s Class Rank in High School

1 thru 100

classRank

City

The Student’s High School City

city

State/Province

The Student’s High School State

See list of Valid State or Province Values

stateProvince

Graduation Date

The Student’s Graduation Date from High School

Valid date format is CCYY-MM-DD

graduationDate

High School Program

The program of study in high school

highSchoolProgram

R2T4 Type

When the R2T4 element is provided on the SBL, the R2T4 Date of Determination node is required as well as either the "R2T4 Withdrawal Date" node or the "R2T4 50 Percent Indicator" node.

Only one R2T4 node is permitted per student per SBL.

*R2T4 Date of Determination

The date the institution became aware the student was no longer attending. This value can be overridden in the application if needed. Current or past dates only, future dates may not be sent via the SBL.

When the R2T4 element is provided on the SBL, the R2T4 Date of Determination node is required as well as either the "R2T4 Withdrawal Date" or the "R2T4 50 Percent Indicator"

Valid date format is CCYY-MM-DD

r2t4DateOfDetermination

R2T4 Withdrawal Date

The date used to determine how long the student actually attended – it is generally used in determining the number of days in the numerator for the “earned” equation. At an attendance-taking institution, this is always the Last Day of Attendance. This value can be overridden in the application if needed. Current or past dates only, future dates may not be sent via the SBL.

Valid date format is CCYY-MM-DD

r2t4withdrawalDate

R2T4 50 Percent Indicator

(For non-attendance taking schools only) Use 50% midpoint for R2T4 earned percentage.

When “True” – include the Date of Determination in the SBL.
When “False” – include both the Withdrawal Date and the Date of Determination.

Box H of the Federal R2T4 form will populate with 50%, and the rest of the R2T4 calculation will consider 50% of the affected aid to have been earned for the period.

true / false (case sensitive)

r2t450PercentIndicator

Last Date of Academic-Related Activity

Last date the student participated in the academic program, as determined by the institution.

Date format

Required if 'R2T450PercentIndicator' in R2T4 node = true

lastDateOfAcademicRelatedActivity

Clock Hours Scheduled to Complete

Number of clock hours scheduled to be completed by the student until withdrawal from the R2T4 period. If there have been multiple withdrawals, include the total for all periods of attendance during the R2T4 period. You must send an R2T4 Withdrawal Date on the SBL when Clock Hours Scheduled to Complete is sent, so that Regent Award will be able to identify the correct R2T4 period.

Max length - 6 digits

Format XXXX.XX

clockHoursScheduledToComplete

Tuition

Total amount of "Tuition" Charges for the R2T4 period

Max length - 7 digits

Format: XXXXX.XX

tuition

Room

Total amount of "Room" Charges for the R2T4 period

Max length - 7 digits

Format: XXXXX.XX

room

Board

Total amount of "Board" Charges for the R2T4 period

Max length - 7 digits

Format: XXXXX.XX

board

Total Institutional Charges

Total amount of "Institutional Charges" for the R2T4 period

Max length - 7 digits

Format: XXXXX.XX

totalInstCharge

Outstanding Charges

Total amount of "Outstanding Charges" for the R2T4 period

Max length - 7 digits

Format: XXXXX.XX

outstandingCharges

Other Charges

'otherCharges' is a child node of the R2T4 Type node and is a parent to (up to three) 'otherCharge' nodes.

Impacts of updates to "Other Charges" on subsequent SBL loads:

When the provided R2T4 record matches an existing record for the student, the Other Charges data will replace any other charges under the matched StudentR2T4 record.
If Other Charges were previously specified, and then on a subsequent SBL are not specified, then all Other Charges will be deleted from the matched StudentR2T4 record.

Other Charges

Total amount of "Other" Charges for the R2T4 period.

Max length - 7 digits

Format: XXXXX.XX

Parent- otherCharges

Child- otherCharge

SAP Type

For schools that are calculating SAP outside of Regent Award, the SAP status, SAP date, SAP Review Period End Date, and SAP Frequency code must be provided. This will determine which period (Payment Period or Academic Year) the SAP Status is applied to. All of the other fields are optional and can be sent for informational purposes, if desired.

SAP Status

The student’s SAP status for the term provided.

For nonterm schools, PP is calculated.

Satisfactory: disbursements are not blocked for the PP.
FAProbation: disbursements are only allowed for the associated PP.
FASuspended: disbursements are blocked.
NotCalculated: disbursements are not blocked for the PP.
FAWarning: disbursements are only allowed for the associated PP

Satisfactory
Probation
Suspended
NotCalculated
Warning
MTFSuspended

sapStatus

*SAP Date

Used to match and update existing SAP records received from the SBL. It is recommended that this date be used to record the date on which the SAP status was actually calculated. However, there is no logic in place to ensure that this date falls within the SAP review period. This must simply be a date.

Valid date format is CCYY-MM-DD

sapDate

*SAP Review Period End Date

RNA will use the SAP review period end date to determine which Payment Period this SAP status is applicable to.

Valid date format is CCYY-MM-DD

sapReviewPeriodEndDate

*SAP Review Period Frequency Code

The frequency for which the school wants to run this SAP Policy calculation automatically. The frequency is required in order to allow REM to create the record at the correct level (i.e, PP or AY).

AY2Step
PP2Step
PP3Step

sapReviewPeriodFrequencyCode

Maximum Time Frame Percent

The student’s current maximum time frame percentage (Attempted Units + Transfer Units ÷ Total Units in Program) for completion of their current active program.

Percentage

Valid values are 0.00 thru 999.99

maximumTimeFramePercent

SAP Review Period Pace Percent

Student's completion ratio for the review period (units earned divided by units attempted)

Percentage

sapReviewPeriodPacePercent

Cumulative Pace Percent

Student's cumulative completion ratio (units earned divided by units attempted)

Percentage

cumulativePacePercent

SAP Review Period GPA

Student’s GPA for the SAP Review Period

0.0000 thru 6.0000

sapReviewPeriodGPA

Cumulative GPA

Student’s cumulative GPA

cumulativeGPA

Forecasted Maximum Time Frame Percent

The student’s forecasted maximum time frame percentage (Attempted Units + Transfer Units + Units Remaining to Complete ÷ Total Units in Program) for completion of their current active program.

Percentage

Valid values are 0.00 thru 999.99

forcastedMaximumTimeFramePercent

CBE Qualitative SAP

CBE schools use a basic concept of "pass" or "fail" for the qualitative portion of the SAP calculation (instead of providing a GPA as other schools do). In other words, the student either meets the requirements for passing the qualitative portion of the SAP calculation, or the student does not meet the requirements for passing the qualitative portion of the SAP calculation.

In order to indicate that the student has “passed” the qualitative portion of the SAP calculation, a school may enter any value in this field (a word, number, phrase, etc.). Regent Award will interpret the value as indicating that the student has passed the qualitative portion of the SAP calculation.

In order to indicate that the student has “failed” qualitative SAP, a school should not send this field to Regent Award at all. Regent Award will interpret the NULL value of this field as an indication that the student has failed the qualitative portion of the SAP calculation.

Maximum character length is 0-500.

Valid values may include spaces, any capitalization, special characters or numbers.

qualitativeAssessmentForCBE

Additional Information Type

External UDF ID

Unique ID associated with the User Defined Field (UDF) being provided. This ID will be used to match and update a specific UDF value.

If the UDF is configured in Institution Setup with 'Allow Effective Dates' selected/checked, the 'Effective Start Date' and 'Effective End Date' must also be provided, or the record will be rejected (fail to import) for that UDF value.
If the UDF is configured in Institution Setup with 'Allow Effective Dates' unselected/unchecked, the 'Effective Start Date' and 'Effective End Date' must not be provided.

Maximum Character Length (60)

externalUDFId

*Name

The name of the Student Additional Info element. This must match to a Field Name configured in User Defined Fields in Institution Setup. If the name specified in this element does not match to a Field Name configured, the record will not be imported.

Maximum Character Length (60)

name

Value

The information pertaining to the Additional Information Type and Name

Maximum Character Length (80)
Value must meet validations based on configured UDF Field Value Type:
- UDF Value Field Type of ‘Date’:
  - Value must be a valid date in YYYY-MM-DD format
- 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.
- 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.

value

Effective Start Date

Effective Start Date for the UDF being provided.

For UDF values that are configured with 'Allow Effective Dates' selected/checked, this date is used in combination with 'Effective End Date.' See 'External UDF ID' above for more information.

Required if "Allow Effective Dates" (on Institution Setup) = true.

Date. Valid date format is CCYY-MM-DD

effectiveStartDate

Effective End Date

Effective End Date for the UDF being provided.

For UDF values that are configured with 'Allow Effective Dates' selected/checked, this date is used in combination with 'Effective Start Date.' See 'External UDF ID' above for more information.

Date value must be greater than 'Effective Start Date' value.

Required if "Allow Effective Dates" (on Institution Setup) = true.

Date. Valid date format is CCYY-MM-DD

effectiveEndDate

User Defined Test Score Attributes

*Test Name

The Student’s Test Type Name

Test Score

The Student’s Test Score

Address Type

* Type

The Type of Address for the Student

Billing: Address to which bills should be sent. May be a third-party.
Permanent: Address where student normally resides, typically the parent’s address for a dependent student. Equivalent to Prior 2.
Original: Address at time of initial application. Typically used for state residency validation and fraud prevention. Equivalent to Prior 1.
Local: Current address of the student while they are attending college. May be a residence hall address if living on campus.
Other: This address is school defined.

type

(Address) Line 1

The First Line of the Address for the Student

line1

(Address) Line 2

The Second Line of the Address for the Student

line2

City

The Student’s City of Residence

city

County

The Student’s County of Residence

county

State/Province

The Student’s State/ Province of Residence

See list of Valid State or Province Values

stateProvince

International State Province

internationalStateProvince

Postal Code

The Student’s Postal Code

Per the COD spec the postal code can only contain 0-9 and A-Z (or a-z). This applies to both domestic and international addresses.

Dashes (-) and spaces are also valid characters.

postalCode

Country

The Nation of the Student

See list of Valid Country Values

country

Telephone Type

*Type

The Type of Telephone Number

Work
Home
Mobile
Fax
Other

type

*Number

The Student’s Telephone Number

number

Email Type

*Type

The Type of Email

Work
Home
School
Other

type

*Email

The Student’s Email Address

email

Parent/Spouse Information Type

*Type

Indicates the Person’s / Type Information

Parent
ParentSpouseOrPartner
Father
Mother
Spouse
Reference1
Reference2
Reference3

type

First Name

The Parent/Spouse/Reference First Name

firstName

Middle Name

The Parent/Spouse/Reference Middle Name

middleName

Last Name

The Parent/Spouse/Reference Last Name

lastName

SSN

The Parent/Spouse/Reference Social Security Number

socialSecurityNumber

Date Of Birth

The Parent/Spouse/Reference Date of Birth

Valid date format is CCYY-MM-DD

dateOfBirth

Citizenship Status

The Parent/Spouse/Reference Citizenship Status

USCitizen
EligibleNonCitizen (this is an eligible non-citizen, who would have an alien registration number; has INS paperwork of the proper status making them an eligible non-citizen)
NotCitizenOrEligibleNonCitizen (neither a citizen nor an eligible non-citizen; i.e., a non-citizen who may have an alien registration number but who DOES NOT have the appropriate INS paperwork/status to be awarded or eligible for federal financial aid.)
Blank

citizenshipStatus

FERPA

Indicates if the student agrees to let Parent view/ discuss information

true / false (case sensitive)

ferpa

Plus Borrower

Indicates if the Parent/Spouse/Reference is the default PLUS loan borrower. Only one Parent/Spouse/Reference entry may have the PLUS Borrower flag = True. This becomes the default borrower associated with newly created PLUS loans, or PLUS loans that do not currently have a borrower associated with it.

When PLUS loans are being setup / created in Regent Award, multiple PLUS loans with different parent borrowers.

true / false (case sensitive)

plusBorrower

Parent/Spouse Address Type

*Address Type

The type of address being provided for the Parent/Spouse/Reference

Billing
Local
Original
Other
Permanent

type

(Address) Line 1

The Parent/Spouse/Reference First Line of the Address

line1

(Address) Line 2

The Parent/Spouse/Reference Second Line of the Address

line2

City

The Parent/Spouse/Reference City of Residence

city

County

The Parent/Spouse/Reference County of Residence

county

State/Province

The Parent/Spouse/Reference State/Province of Residence.

See list of Valid State or Province Values

StateProvince

International State/Province

The Parent/Spouse/Reference International State/Province of Residence.

Maximum length of 100 characters.

internationalStateProvince

Country

The Country of the Parent/Spouse/Reference

See list of Valid Country Values

country

Parent/Spouse Telephone Type

*Phone Type

The Parent/Spouse/Reference Telephone Number Typle

Work
Home
Mobile
Fax
Other

type

*Phone Number

The Parent/Spouse/Reference Telephone Number

number

Parent/Spouse Email Type

*Email Type

The Parent/Spouse/Reference City of Residence Type

Home
Work
School
Other

type

*Email Type

The Parent/Spouse/Reference City of Residence

email

Portal User Type

*Username

Student’s portal username. Typically received in an encrypted file.

*Username

username

*Password

Student’s portal password. Typically received in an encrypted file.

*Password

password

Salt

Reserved for Regent Use Only

Salt

salt

Course Data Type

Please include all courses for the student, including dropped courses.

*Course Id

The ID Number/ Code for the Course

courseId

*Course Name

The Name of the Course (excluding: &, etc.)

courseName

*External Course Identifier

An identifier that is unique to the course that the student is attending, and maps to another system being used by the school.

When this field is provided on the SBL, a school may send duplicate courseId + courseStartDate + courseEndDate combination, as long as the externalCourseID is unique. Note the same externalCourseId value would also be used for updates of that same course in subsequent SBL files.

externalCourseId

*Course Start Date

The Start Date of the Course. The course start date cannot be after the end date.

Valid date format is CCYY-MM-DD

courseStartDate

*Course End Date

The End Date of the Course

Valid date format is CCYY-MM-DD

courseEndDate

*Registered Units **

The number of registered units attributed to this course.

Valid values are 0.000 thru 999.993

Decimal place limit of 3

registeredUnits

Completed **

Indicates if the student has completed the course. If the course has not ended, and the student has not yet earned any Quality Points, then the course’s Completed flag should be set to “false”.

If a course is marked completed=true with no Quality Points specified, it will be considered a failed course.

Any courses that have finished their scheduled timeframe but have a temporary grade of “Incomplete” should be sent as completed=”true” with zero Quality Points. These courses are treated the same as failed courses until a final grade is received. Once the student’s final grade has been determined, the course must be updated with the appropriate Quality Points and the Completed flag value left at “true”.

true / false (case sensitive)

completed

Counts Toward Progression

Determines whether the Completed Units for the particular course should count as Progression Units. Progression Units are used primarily for Grade Level calculation. This values defaults to “True,” and therefore, needs only to be provided to indicate, explicitly, that a course should NOT count toward Grade Level Progression.

Note: The value of this attribute is ignored for courses marked as transfer="Internal". For courses marked as transfer="External" this attribute is not ignored and will be used to calculate progression units for that external transfer course.

Default value is true

true / false (case sensitive)

countTowardProgression

Quality Points

The number of Quality Points the student has earned for this course. Quality Points are set by the school, and are typically based on the course’s grade and the course’s number of units. Schools establish their own policies for assigning Quality Points, and report Quality Points from their SIS.

Quality Points can affect any of the following items, depending on the configuration settings:

Satisfactory Academic Progress (SAP) calculation

If a course results in zero Quality Points, the course does not count as having earned units in evaluating SAP.

Progression Units calculation

If a course results in zero Quality Points, the course is not considered to count for Progression Units.
For transfer courses, progression unit calculation depends on the following Institution configuration settings:
- Exclude Internal Transfer Courses with 0 Quality Points Towards Progression
- Exclude External Transfer Courses with 0 Quality Points Towards Progression

Nonterm Payment Period length calculation

If a course with zero Quality Points would be the last course in a Payment Period, Regent Award uses the next course having nonzero quality points to close out the payment period.

Nonterm R2T4-Only Payment Period Extrapolation Formula

If a course is completed, but has zero Quality Points, Regent Award considers it an unsuccessful course when projecting the end date of a nonterm R2T4 Payment Period.

Course Repeat Policy from Institution Setup

If the Institutional repeat policy is “Qualify only one repeat course prior to 7/1/2011”, all repeat courses are counted as qualified repeats until the first course with Quality Points greater than zero and is marked as Completed.

Valid values are 0.000 through 999.999

Decimal place limit of 3

qualityPoints

Registered Weeks

The number of weeks for the course

registeredWeeks

Remedial

Indicates if the Course is Remedial.

true / false (case sensitive)

remedial

Correspondence

Indicates if the Course is a Correspondence course. This field is informational only in Regent Award.

Correspondence courses are similar to “mail order” courses. Online courses do not fall into this category.

true / false (case sensitive)

correspondence

Repeat

Indicates if the Course is a Repeat. This should be flagged every time a course is repeated.

true / false (case sensitive)

repeat

Transfer **

Indicates if the Course is an internal/external transfer.

Internal transfers are from a past program within your school - only applies to a change in the Program Of Study. Internal transfer units are always counted prior to the program start date. See Internal Transfers below.

External transfers are from another school. If an External transfer course has an end date that is before or on the student's actual program start date, the units are counted prior to the start of the program. If an External transfer course has a course end date that is after the program's start date, the system applies those units at a point-in-time. See External Transfers below.

When providing transfer data as a ‘block transfer:’

For External transfers (from one school to another) the school may provide one combined <courseData> record in the SBL file that contains, for example, 15 units, versus specifying 5 courses at 3 units each (assuming that the school has no need to track each individual course that transferred in and is only concerned with the total units.)
If a block of transfer data is provided in the SBL, it cannot also be provided a second time using individual courses because those would duplicate the same transfer units already in the student’s academic plan. If, however, the student required additional new transfer records, those additional blocks of transfer units could be provided in a new <courseData> element with a unique CourseName and CourseID.

Internal/External

transfer

*Enrolled Date

The date the student registered (signed up for) the course. Used for term based programs to determine the Census Unit calculations.

Valid date format is CCYY-MM-DD

enrolledDate

Attendance

Student has attendance. It is TRUE when the SIS sends attendance = true via the SBL file. It is also TRUE when lastAttendedDate is provided or assumed; otherwise, the default value is FALSE.

Please see below, Assumptions Regarding Attendance.

true / false (case sensitive)

attendance

Last Attended Date

The Last/Most Recent Attendance Date.

*Note that this field must be populated in order to disburse if the configuration option is selected “Confirm Attendance before Disbursement.”

The course last attended date cannot be before the start date.
The course last attended date cannot be after the end date.
The course last attended date cannot be a future date.

Valid date format is CCYY-MM-DD

lastAttendedDate

Withdrawal Date

The date that the student withdrew from the Course. This date must not be after the course end date, nor after the current date.

Valid date format is CCYY-MM-DD

withdrawalDate

SAP Excluded

Exclude this course from all parts of the student’s SAP calculation. The default value is False, thus, if this field is not provided, the course will be included in the SAP calculation.

true / false (case sensitive)

sapExcluded

External Site Identifier

An identifier that is unique to the site that the course is being offered.

externalSiteID

*External Program Identifier

An identifier that is unique to the program that the student is attending, and maps to another system being used by the school. This is used to map the Program from the SIS to the Program in Regent and indicates the active program for the student. Any value may be used, as long as it is unique across each campus.

Maps to the External Program ID defined on Program Setup.

externalProgramId

Program Applicable

Indicates the course work is applicable to the degree the student is currently pursuing. This information is used for Aid Eligibility. (For example, if a student has a full-time course load but only half of those classes are Program Applicable; their aid eligibility will be that of a half-time student.) All courses with a program applicable flag of ‘true’ are counted toward progression and in the SAP calculation (if Regent Award is calculating SAP).

This flag defaults to a value of “True.” Failure to update to “False,” when needed could cause ineligible units to be used in determining financial aid eligibility.

true / false (case sensitive)

programApplicable

External Term Identifier

An identifier that is unique to the term that the student is attending, and maps to another system being used by the school.

For term and nonstandard term programs, the External Term ID is required. The externalTermId must be sent for all courses, including internal and external transfer courses.
For nonterm programs, the External Term ID must NOT be passed.

Maps to the External Term ID defined on Term Setup.

externalTermId

Letter Grade

Grade earned by the student for this course.

This field is primarily informational only in Regent Award. However, if a school elects to use the “Delay SAP for Missing Grades” feature (available to configure via Institution Setup), any entry in this field will be considered a “received grade.” Therefore, any "pending" or temporary grades for completed courses should not be entered unless the intent is for Regent Award to consider them as “received grades.”

Accepts 2 characters

letterGrade

External Module Identifier

An identifier that is unique to a term. It is not unique per campus. This field needs to match the field that is configured on the UI in Term Setup’s Module tab, External Module ID.

If the externalModuleId is on a courseData record, the courseData record must also have an externalTermId that has been configured to use modules.

If the term is configured to support modules, it can be used as a modular structure or a regular term structure. However, for a single student, the term cannot be used as both modular and regular term structure.

For example:

Term A is configured to support the regular term structure and also the modular structure. Student A is enrolled in Term A for the regular term structure (no modules). Student A cannot also enroll in Term A for the modular structure since they are enrolled in Term A’s regular term structure. A single student cannot be enrolled in BOTH structures at the same time.

If the term has modules associated with it, it can still have underlying courses that do not belong to a module – as long as all the non-transfer courses for that term for that student do not belong to a module.

For example:

Valid
Term A	Course 1 – relates to a module
	Course 2 – relates to a module

Valid
Term A	Course 1 – Does not relate to a module
	Course 2 – Does not relate to a module

Invalid
Term A	Course 1 – relates to a module
	Course 2 – Does not relate to a module

Validations

All validations described below occur at the student level. If Regent Award receives an invalid case, the SBL will error out due invalid data and display the associated message. Please see Appendix A: Technical Guide for additional information regarding SBL validations.

A course with the externalModuleId attribute must also have the corresponding externalTermId attribute.
Regent Award error message: "An externalModuleId cannot be provided without a corresponding externalTermId on the course"
A student cannot be enrolled in both module and non-module courses within the same term.
Regent Award error message: "This student could not be processed due to some courses for the term having an externalModuleId and another course does not have externalModuleId"
An externalModuleId cannot be provided with an externalTermId where the Module is not related to the Term in Regent Award setup.
Regent Award error message: "The module '{externalModuleId}' and term '{externalTermId}' specified for this course are not related in the database. This relation must exist for the data to be validated."

Maps to the External Module ID defined on Module setup within Term setup.

externalModuleId

Course Adjustment Type

*External Course Adjustment ID

Course Adjustment Identifier; Must be unique per student. This field can be used to match and updated a previously provided course adjustment.

externalCourseAdjustmentId

*Program Level Adjustment

If “True” is provided, Regent Award will assume that this is a Program level adjustment; adjustments will be made to the student’s overall program progression; If “false” is provided, Regent Award will assume that this is a Payment Period adjustment; adjustments will be applied to the payment period chosen, but the payment period dates will not be affected in any way.

True / false

programLevelAdjustment

*External Program ID

Must be the same external program ID as the current active program for the student, otherwise, the adjustment will not be accepted. Can only make adjustments to the student’s current active program.

externalProgramId

External Term ID

Required for Term-based programs / must be omitted for nonterm based programs.

Must be the external term ID associated with a current or past term; future term adjustments are not accepted.

externalTermId

Adjustment Date

Date the adjustment was added. Required for nonterm based programs; ignored for term and nonstandard term programs; cannot be a future date.

Valid date format is CCYY-MM-DD

adjustmentDate

Registered Program Applicable Units

Applies only to a payment period level adjustment. Number of units/weeks to be adjusted that are both registered and program applicable (registered units/weeks value combined with the program applicable = true)

-999.999 to 999.999

Decimal place limit of 3

Default value is 0

registeredProgramApplicableUnits

Registered Program Applicable Weeks

-99 to 99

Default value is 0

registeredProgramApplicableWeeks

Attended Program Applicable Units

Applies only to a payment period level adjustment. Number of units/weeks to be adjusted that are both attended and program applicable (attended units/weeks value combined with the program applicable = true)

-999.999 to 999.999

Decimal place limit of 3

Default value is 0

attendedProgramApplicableUnits

Attended Program Applicable Weeks

-99 to 99

Default value is 0

attendedProgramApplicableWeeks

Completed Program Applicable Units

Applies only to a payment period level adjustment. Number of units/weeks to be adjusted that are both completed and program applicable (completed units/weeks value combined with the program applicable = true)

-999.990 to 999.999

Decimal place limit of 3

Default value is 0

completedProgramApplicableUnits

Completed Program Applicable Weeks

-99 to 99

Default value is 0

CompletedProgramApplicableWeeks

Progression Program Applicable Units

Units apply to either program or payment period level adjustment. Number of units/weeks to be adjusted that are both progression and program applicable (progression units/weeks value combined with the program applicable = true)

-9999.999 to 9999.999

Decimal place limit of 3

Default value is 0

progressionProgramApplicableUnits

Progression Program Applicable Weeks

-99 to 99

Default value is 0

progressionProgramApplicableWeeks

Census Program Applicable Units

Applies only to a payment period level adjustment. Number of units to be adjusted that are both census and program applicable (census units value combined with the program applicable = true)

-999.999 to 999.999

Decimal place limit of 3

Default value is 0

censusProgramApplicableUnits

Remedial Qualified Units

Applies only to a payment period level adjustment. Number of units/weeks to be adjusted that are remedial qualified.

-999.999 to 999.999

Decimal place limit of 3

Default value is 0

remedialQualifiedUnits

Remedial Qualified Weeks

-99 to 99

Default value is 0

remedialQualifiedWeeks

Attended State Grant Census 1 Program Applicable Units

Course Adjustment Units for State Grant for which the State Grant Census Date 1 is being used.

-999.999 to 999.999

Decimal place limit of 3

Default value is 0

attendedStateGrantCensus1ProgramApplicableUnits

Attended State Grant Census 2 Program Applicable Units

Course Adjustment Units for State Grant for which the State Grant Census Date 2 is being used.

-999.999 to 999.999

Decimal place limit of 3

Default value is 0

attendedStateGrantCensus2ProgramApplicableUnits

Attended State Grant Census 3 Program Applicable Units

Course Adjustment Units for State Grant for which the State Grant Census Date 3 is being used.

-999.999 to 999.999

Decimal place limit of 3

Default value is 0

attendedStateGrantCensus3ProgramApplicableUnits

Attended State Grant Census 4 Program Applicable Units

Course Adjustment Units for State Grant for which the State Grant Census Date 4 is being used.

-999.999 to 999.999

Decimal place limit of 3

Default value is 0

attendedStateGrantCensus4ProgramApplicableUnits

Course Count Attempted

The total number of courses attempted for an enrollment (has attended flag or LDA, withdrawal does not matter).

Once supplied it will be applied to the respective enrollment to adjust the current courseCountAttempted value.

For term and nonstandard term this is related to an enrollment by TermId for the same student/program.

For nonterm this is related to an enrollment by the adjustmentDate being between the enrollment start and end dates for the same student/program.

Multiple Course Adjustment records for the same student/program will be summed up before being applied.

-99.99 to 99.99

Default value is 0

courseCountAttempted

Description

Description of the adjustment.

description

Notes

Miscellaneous notes about the adjustment.

notes

Student Break Type

*External Break ID

This field will be used for matching previously transmitted break records, for making updates to those records.

Alphanumeric – max length = 50

externalBreakId

*Type

The type of break the student is taking.

LOA
CORE
UNAPPROVED
ADMINISTRATIVE

type

*Reason

Open text – the reason for the student’s break.

Alphanumeric – max length = 60

reason

Note

Miscellaneous notes / comments.

Alphanumeric – max length = 255

note

Last Reviewed Date

Date that the break was last reviewed by the school.

Valid date format is CCYY-MM-DD

lastReviewedDate

*Start Date

Start date of the break. Must be before the end date.

Valid date format is CCYY-MM-DD

startDate

*End Date

End date of the break. Must be after the start date.

Valid date format is CCYY-MM-DD

endDate

*Approved

Indication as to whether or not the break was approved.

True
False

approved