Automatic Active ISIR Logic

Owned by Emily Bivona (Deactivated)
Last updated: May 14, 2024 by Jennifer Dewey

Overview

Regent Award is designed with different rules to determine whether an ISIR is made “Active” during the Import ISIR process.  If the ISIR does not meet the appropriate criteria, the ISIR is not made “active.”  Regent Award considers single and multiple ISIR imports during the "Active" determination logic.

Bulk ISIR Imports

When ISIRs are loaded in bulk (i.e., YTD ISIR - all ISIR’s for a student for a given FAY are considered in the same transaction) – and no ISIR’s have been previously loaded for the student – the entire set of ISIR’s must be considered at once and the highest transaction in this order will be set active:

  • ‘D’ (CPS) or ‘S’ (School) sources  
  • or ‘A’ (Applicant )sources (when no ‘D’ or ‘S’ sources exist)
  • or a NULL (aka blank) source when there is only one ISIR for the student for that FAY

Multiple ISIRs in a Single File

If an ISIR file has multiple ISIR’s (same FAY) for the same student, only one ISIR is reviewed to determine eligibility for becoming active.  Regent Award will use a combination of the ISIR’s Correction Source, Rejection Status, and Transaction Number to determine which ISIR will be reviewed:

Regent Award will first review the Correction Source of both ISIR’s to determine how to proceed:

  • Correction Source D (CPS generated) and S (School Generated) are equal in being the highest priority.
    • If all of the ISIRs for the student has a D and/or S, the ISIR with the higher transaction number is reviewed.
    • If all of the ISIRs for the student has a variety of D, S or A, the D or S Source ISIR with the highest transaction number is reviewed. 
  • Correction Source A (Applicant Generated) is the second priority.
    • If all of the ISIR’s for the student has an A, the Rejection Status is reviewed; valid ISIR’s take priority over rejected ISIR’s.
    • If this set of ISIRs has the same Rejection Status, the ISIR with the higher transaction number is reviewed.
  • Correction Source Blank/Null (No Correction) is the third priority.
    • If the ISIRs for the student has no correction source (blank), the ISIR with the higher transaction number is reviewed.

The table below defines the various scenarios which may be possible when importing ISIRs in bulk and defines how Regent Award will determine which ISIR to review.

Bulk Import Workflow

Single File ISIR Imports

If the student has no ISIRs in Regent Award for a given Federal Award Year, Regent Award will automatically make the first ISIR received active, regardless of all other conditions.

When subsequent ISIRs (those with higher transaction numbers) are received, the subsequent ISIR with the highest transaction number is set at as the Active ISIR unless the ISIR was initiated as a result of an applicant action which did not resolve a reject condition.

  • If the subsequent ISIR was initiated as an applicant action and the subsequent ISIR did not clear a reject condition, then the Review New Inactive ISIR task will be created for staff to manually review the ISIR record. See the chart below.

When subsequent ISIRs (those with higher transaction numbers) are received, the subsequent ISIR with the highest transaction number is set at as the Active ISIR unless the ISIR was initiated as a result of an applicant action which resulted in the student being selected for verification.

  • If the subsequent ISIR was initiated as an applicant action and the subsequent ISIR resulted in the student being selected for verification, then the Review Unclean ISIR task will be created for staff to manually review the ISIR record. See the chart below.

If the subsequent ISIR was initiated as a result of applicant action, and the subsequent ISIR clears any C Code, the subsequent ISIR with the highest transaction number is set at as the Active ISIR.

ISIR C- Codes

Note that ISIR C-Codes are ACTIONABLE, whereas the comment codes that are not listed here are informational only.

For 2023-2024 and prior ISIRs, if the subsequent ISIR was initiated as an applicant action, check to see if the previous ISIR contained the comment codes 156 or 157:

  • If yes, and the codes have been cleared, set the subsequent ISIR to active.
  • If yes, and the codes have not been cleared, do not set the subsequent ISIR to active.
  • If no, do nothing, unless any of the other conditions for setting the active ISIR applies.
    Note: 156 and 157 relate to a tax filing status of “will file". If the student/parent changes their tax filing status to one of the other statuses, then this comment will be removed. For this condition, set the ISIR to active as would be done for the “C” codes.

For 2012-2013 ISIRs, and subsequent years, if the subsequent ISIR was initiated as an applicant action, that updated the value for either of the Student IRS Data Flag or the Parent IRS Data Flag fields to go from an original value of 01, 03, 04, 05 or 06, to a changed value of 02, Regent Award shall automatically set the subsequent ISIR to active.

  • If the ISIR meets this logic, then it will be set active regardless of whether it is a new or old ISIR that is/is not selected for verification or if it is a new or old ISIR that has/does not have rejects.
  • If the value of this flag is originally 02 and there is no change to the ISIR, do nothing, unless any of the other conditions for setting the active ISIR applies.
  • If the value of this flag is originally 02, and there is a change to the ISIR, do nothing unless any of the other conditions for setting the active ISIR applies.

If any scenario above proves to be true, then the ISIR should be set as active. The scenarios do not have to prove out other scenarios when processing.

Active ISIR Logic

When Should the Incoming ISIR Automatically become the Active ISIR?

Regent Award is designed with pre-defined rules that determine whether or not an ISIR is made “Active” during the Import ISIR process.  If the ISIR does not meet the appropriate criteria, the ISIR is not made “active.”  Please see the matrix (below) for the Active ISIR Rules.

Regent Award first evaluates all of the scenarios that will make an ISIR active. Users can view these cases in the “Make this the Active ISIR” column where the value is “Yes.”  If the ISIR meets one of these criteria, Regent Award stops reviewing and marks the ISIR as “Active.”

The exceptions are is scenario #20 and #21 below. These are specific conditions that prevent an ISIR from becoming active - even if this ISIR meets the criteria for another Scenario in this list.


Excel version of matrix



Existing ISIRReceived ISIR

Scenario Number

Is there an existing ISIR for FAY?

Existing Active ISIR Selected for Verification

Existing Active ISIR is Verified

Existing Active ISIR Has Rejects?

Existing Active ISIR Has Comment Codes?

Existing Active ISIR Has Other Conditions?

Received  Correction to Existing Active ISIR

Received ISIR Source of Correction

Received ISIR Selected for Verification?

Received ISIR V-group has changed?

Received ISIR Has Rejects?

Received ISIR Has Comment Codes

Received ISIR Trans# higher than existing

Received ISIR Other Conditions?

Make this the Active ISIR

Comments

1

No














Yes


2

Yes







Any





No


No


3

Yes

No


No



Yes

Applicant

No


Yes


Yes


No


4

Yes

No


No



Yes

Applicant

Yes


No


Yes


Yes


5

Yes

No


Yes



Yes

Applicant

Yes


No


Yes


Yes


6

Yes

Yes


No



Yes

Applicant

Yes


Yes


Yes


No


7

Yes

Yes


Yes



Yes

Applicant

Yes


No


Yes


Yes


8

Yes

No


No



Yes

Applicant

No


No


Yes


No


9

Yes

No


Yes



Yes

Applicant

No


Yes


Yes


No


10

Yes

Yes


Yes



Yes

Applicant

Yes


Yes


Yes


No


11

Yes

No


No



Yes

Applicant

Yes


Yes


Yes


Yes


12

Yes

No


Yes



Yes

Applicant

No


No


Yes


Yes


13

Yes

Yes


No



Yes

Applicant

Yes

No

No


Yes


No

Updated for the 16/17 to account for a change to V-group

14

Yes





Has comment code 156 or 157

Yes

Applicant





Yes

No longer has comment code 156 or 156

Yes

Not valid for 2024-2025 and forward.

15

Yes





Has comment code 156 or 157

Yes

Applicant





Yes

Still has comment code 156 or 157

No

Not valid for 2024-2025 and forward.

16

Yes





Has any C Code


Applicant



No



As compared to the existing active ISIR: The comment code is cleared or the set of associated C Codes is different in any way

Note: This scenario does not include when the current active ISIR contains no C Code but a new applicant ISIR does contain C Codes.

Yes


17

Yes





Student IRS Data Flag or the Parent IRS Data Flag = 01, 03, 04, 05 or 06

Yes

Applicant





Yes

Student IRS Data Flag or the Parent IRS Data Flag = 02

Yes

Not valid for 2024-2025 and forward.

18

Yes






Yes

School or CPS





Yes


Yes


19

Yes

Yes


No



Yes

School, CPS or Applicant

Yes

Yes

No


Yes


Yes

Updated for the 16/17 to account for a change to V-group
20Yes




YesSchool




2023-2024 and prior:

  • Field #371 (ETI) has a value of 1,3,5,7,8,9, or Blank

2024-2025 and forward:

  • Field #577 (ETI) has a value of 1,3,5,7,8,9, or Blank
No

This is a special condition that prevents an ISIR from becoming active - even if this ISIR meets the criteria for another Scenario in this list.

21YesYesYes



Applicant
No



NoIf the user makes this ISIR active, it will inherit the verification status of the current active ISIR.

NOTE: Any block that is empty in the grid above means that any value is acceptable. 

In scenario 8, the ISIR should not be set to active as the only change was one initiated by the student.

In scenario 11, the ISIR should be set to active as there is now a reject condition that needs to be resolved or a verification that needs to be performed.

A user with the “Set Active ISIR” permissions can manually set any previous ISIR to be the active ISIR.  This will override any scenarios listed above.


Active ISIR Workflow