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 Table of Contents

Overview

The Export Fund Awarding Information File Process is available to Regent Fund licensed users, as a Process Type option on the Export Processes page. The process will create a data file containing award data for non-title IV funds as well as Donor Information and Thank You Note data. 

‘Export Fund Awarding Information File’ Process Data Fields/Page Buttons

Field Name

Descriptions

Required/Optional

Type

Values

Business Rules

Institution

Institution to which the exported data will be applicable.

 Required

Drop down

All Institutions for which the user has ‘View Student’ permission.

Only one Institution at a time can be selected.


Campus

Campus(es) to which the exported data will be applicable.

Required

Multi-select grid boxes.

All Campuses for the selected Institution.

  • Institution must be selected first.

  • At least one selection is required.

  • ‘Select all Campuses’ checkbox is available.

Site

Site(s) to which the exported data will be applicable.

Required 

Multi-select grid boxes.

All Sites for the selected Campus.

  • Campuses must be selected first.

  • At least one selection is required.

  • ‘Select all Sites’ checkbox is available.

Period

Determines the FAY or AY Start Date Range to which the exported award data will be applicable.

Required

Dropdown

  • FAY

    • If Selected, secondary dropdown presented with available FAYs.

  • Academic Year

    • If selected, Start Date From and Start Date To calendar fields are presented.

Select FAY to run export process for FAY-scoped funds. Select Academic Year to run export process for AY-scoped funds.

Only Funds with Donor Information

Determines if all Funds will be available for selection or only Funds that have Donor Information configured.

Optional

Checkbox

  • Selected

  • Unselected (default)

If selected, only Funds that have Donor Information configured in Fund Setup will be presented in the ‘Available Funds’ grid box.

NOTE: The process looks for ‘Has Donor Information?’ checkbox selected on the General Tab of the Fund in Fund Setup and not entry of fields on the Donor Information tab.

Funds

Names of Funds available for selection, from Fund Setup. Determines the funds to which the exported award data will be applicable.

Required

Multi-select grid boxes.

Non-Title IV Funds for the selected Campus(es).

  • At least one selection is required.

  • Funds with the following Official Fund Type in Fund Setup will NOT be presented for selection.

    • Direct Graduate Plus Loan

    • Direct Parent Plus

    • Direct Subsidized Loan

    • Direct Unsubsidized Loan

    • Pell Grant

    • TEACH

    • Perkins Loan

    • IASG

  • ‘Select All Funds' checkbox is available.

    • NOTE: If ‘Select All Funds’ AND ‘Only Funds with Donor Information’ are selected, the process will use all funds with the ‘Has Donor Information?’ checkbox selected in Fund Setup.

Export Button

Initiates the Export process.

Button


Status of the executed process is available in the Process Log.

Cancel Button

Cancels the Export Process.

Button



Save Selected Parameters Button

Allows the chosen parameters to be saved for future exporting or scheduling of the Export Fund Awarding Information File process.  For more information, see Saving Process Parameter Sets

Button



Export File

The output file for the Export Fund Awarding Information File process, which can be downloaded from the Process Log, contains the following data:

 Output File Data Columns

  1. Student Last Name

  2. Student First Name

  3. Student ID

  4. External ID 1

    1. Column header is dynamic based on configuration.

  5. External ID 2

    1. Column header is dynamic based on configuration.

  6. External ID 3

    1. Column header is dynamic based on configuration.

  7. External ID 4

    1. Column header is dynamic based on configuration.

  8. Institution

  9. Campus

  10. Site

  11. Grade Level

  12. Program Name

  13. Program Start Date

  14. Program Credential

  15. Fund Name

  16. FAY

    1. (YYYY-YYYY)

  17. AY Start Date

  18. Award Amount

  19. Awarded On Date

  20. Donor Name

    1. From Fund Setup, if present

  21. Donor Email

    1. From Fund Setup, if present

  22. Donor Phone Number

    1. From Fund Setup, if present

  23. Donor Website

    1. From Fund Setup, if present

  24. Donor Street Address

    1. From Fund Setup, if present

  25. Donor City

    1. From Fund Setup, if present

  26. Donor State

    1. From Fund Setup, if present

  27. Donor Zip Code

    1. From Fund Setup, if present

  28. Thank You Note Document Created On

    1. Based on ‘Thank You Note’ Document Requirement for Award/Fund

  29. Thank You Note Document Status

    1. Based on ‘Thank You Note’ Document Requirement for Award/Fund

  30. Thank You Note Document Text

    1. From ‘Thank You Note Text’ field from Smart Form data, for ‘Thank You Note’ Smart Form Document Requirement for Award/Fund, when document has a status of ‘Satisfied’.

Thank You Note Smart Form

In Document Setup, a document with a Smart Form type of ‘Thank You Note’ can be configured, via the Packaging Assignment tab, to assign to students based on packaging of awards for selected Funds. When a student is awarded from one of the configured funds, the student will receive email notification that the Thank You Note document is needed. The ‘Added by Fund’ and ‘Reason’ field on the student-level Document Requirement in Regent will specify the fund for the award that triggered the Document Requirement.

The student will log in to the student portal to complete the needed Thank You Note forms. The Smart Form presents the Donor Name to the student and provides a text box for the student to enter their message of thanks to the donor. If a Thank You Note Smart Form status is ‘Satisfied,’ the student’s entered Thank You Note text will be presented on the ‘Export Fund Awarding Information File’ process output file if the associated award meets the process selection parameters. Schools can use the output file data to communicate ‘Thank You’ messages to donors. Donor Information data is also included in the output file.

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