External Resources
- Katie Macpherson (Deactivated)
- Sharon Clough
- Heather Smith
- Michelle Fritter (Unlicensed)
Introduction
The Import External Resources process enables schools to add (and under certain circumstances, update) external resources for students by uploading a CSV file. An External Resource is a source of funding which is not awarded by the school, nor is the external resource a fund pre-configured in Regent Award. External resources are funds which are not disbursed via Regent Award and these transactions will not be picked up by the EST process.
How do you Import External Resources?
Please see Importing External Resource
CSV File Creation Guidance
- File must be saved in CSV format, and if encrypted, the file must be named .enc.
- The name of the file does not matter.
- All of the values provided in the file MUST be enclosed by quotation marks.
- Empty/Blank fields should also be provided as double quotation marks (i.e. “”).
- The quotation marks will be stripped as part of the import process and are used to ensure the integrity of each data field. Please ensure that you are viewing your files using a text editor such as Notepad or Notepad++, as Microsoft Excel will remove these required quotation marks when the file is opened.
- The header row (specification of field names) is optional in the first line of the file. The field names can be left out, as long as the file contains valid records for import. The naming of these header fields does not matter as long as the ordering is preserved.
- Parsing of the data in the file will be done record by record until the end of the file or an invalid record is found. For example, if the file contains 100 rows and all are quoted/valid except line 6, which is missing quotes, then the parsing will stop at line 5 and a warning message will be logged to the process log:
The entire file was not parsed because of one of the following issues: The data file contains unexpected data or the XML parsing schema does not account for all the flat file sections in the data file. Possibly this behavior was intended based on the configuration settings. Parsing was stopped at line number: #
- Data in the CSV file must be provided in the same column order as listed below
Example External Resource CSV File
External Resources Example File.csv
CSV File Layout Requirements
| Field #(reference) | Column Name | Description | Required/ Optional* | Type | Min Length | Max Length | Values | Business Rules |
|---|---|---|---|---|---|---|---|---|
| 1 (A) | SSN | Social Security Number | Optional | Number | 9 | 9 | Numbers only | |
| 2 (B) | External Student ID 1 | Student's External ID 1, if applicable. | Required | Text | 1 | 60 | Alpha - Numeric | |
| 3 (C) | External Student ID 2 | Student's External ID 2, if applicable. | Optional | Text | 1 | 60 | Alpha - Numeric | |
| 4 (D) | External Student ID 3 | Student's External ID 3, if applicable. | Optional | Text | 1 | 60 | Alpha - Numeric | |
| 5 (E) | External Student ID 4 | Student's External ID 4, if applicable. | Optional | Text | 1 | 60 | Alpha - Numeric | |
| 6 (F) | First Name | Student first name | Optional | Text | 1 | 35 | Alpha - Numeric | |
| 7 (G) | Last Name | Student Last Name | Optional | Text | 1 | 35 | Alpha - Numeric | |
| 8 (H) | Birth Date | Date of Birth | Optional | Date | CCYYMMDD | |||
| 9 (I) | Resource Date | Start Date for the Resource | Required | Date | CCYYMMDD | Will use this date to determine the AY or PP to which the resource applies. | ||
| 10 (J) | Resource Name | The Resource Name | Required | Text | 1 | 255 | Alpha - Numeric | |
| 11 (K) | Resource Amount / Resource Percentage | The Resource Amount | Required | Numeric | -99999.99 to 99999.99 | |||
| 12 (L) | Is Percentage? | Required | Boolean |
| Default to False For non-term, if a percentage resource is chosen, the percentage is used as a percentage of the entire BBAYs COA category. | |||
| 13 (M) | Percentage of all COA categories | Required if Is Percentage is True | Boolean |
| Default to False Apply the percentage value provided in "Is Percentage?" to all categories. If "Percentage of all COA categories" is "True", ignore values entered in the individual COA categories. | |||
| 14 (N) | Percentage of Tuition and Fees | Required if Is Percentage is True | Boolean |
| Default to False Apply the percentage value provided in "Is Percentage?" to the total of the COA categories marked "true." | |||
| 15 (O) | Percentage of Books and Supplies | Required if Is Percentage is True | Boolean |
| ||||
| 16 (P) | Percentage of Transportation | Required if Is Percentage is True | Boolean |
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| 17 (Q) | Percentage of Personal/Misc. | Required if Is Percentage is True | Boolean |
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| 18 (R) | Percentage of Room and Board | Required if Is Percentage is True | Boolean |
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| 19 (S) | Percentage of Dependent Care | Required if Is Percentage is True | Boolean |
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| 20 (T) | Percentage of Study Abroad Expenses | Required if Is Percentage is True | Boolean |
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| 21 (U) | Percentage of Disability Expenses | Required if Is Percentage is True | Boolean |
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| 22 (V) | Percentage of Employment Expenses for Co-Op Study | Required if Is Percentage is True | Boolean |
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| 23 (W) | Percentage of Loan Fees | Required if Is Percentage is True | Boolean |
| ||||
| 24 (X) | Single Term Resource | Required | Boolean |
| Default to False Applicable to term only; this value would be ignored for non-term. | |||
| 25 (Y) | Fund Type | The type of Resource (using the Fund Type look-up table, because the values are the same) | Required | Text |
| If Exempt, resource is not counted toward either unmet need or unmet cost calculation. | ||
| 26 (Z) | Fund Source Type | The source of the Resource (using the Fund Source look-up table, because the values are the same) | Required | Text |
| |||
| 27 (AA) | Replaces EFC | If true, the resource can be used to replace the amount of the student's EFC, up to the total amount of EFC (i.e., if resources that replace EFC are greater than EFC, EFC is treated as a 0 dollar amount, although actual EFC reflected in the UI will still display as the actual EFC). | Required | Boolean |
| No Default (Value Must Be Provided) | ||
*Empty/Blank fields should also be provided as double quotation marks (i.e. “”). | ||||||||
External Resources and Student Experience
Based on certain configuration settings, students are also able to add individual resources within Student Experience. See Student Experience: Adding External Resources for more information.