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The majority of the information on the student details tab is loaded to the system from the school's student information system via the student batch load (SBL) process.

Ability to Benefit (ATB)

If a student does not have a high school diploma or the equivalent, then their eligibility for Title IV aid is based upon their Ability to Benefit (ATB) information.
If there is nothing on SBL about how student met high school graduation eligibility requirement, Regent Award defers to the information on the active ISIR: If the student answered HS Diploma or Equivalent question with a 1, 2, or 3 on the active ISIR the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement. If the student answered 4 (none of the above) or blank, the student will not be considered eligible for Title IV funds.
If SBL indicates high school diploma, GED, homeschooled, etc., the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement. If SBL indicates "ATB" and if program start date is before 7/1/2012, the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement.
If the student's academic program start date is on/after 7/1/12 and if the "Grandfather" flag is "True", the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement. If "Grandfather" flag is not "True", the student will not be considered eligible for Title IV funds. This status can be updated in the student details tab.
If the student answered HS Diploma or Equivalent question on the ISIR as blank or 4, but SBL has HS eligibility data, the system will consider them eligible for Title IV related to the HS Diploma or Equivalent requirement. However, you may receive a COD Reject 199: "HS Diploma or Equivalent Field on corresponding CPS transaction does not match Ability to Benefit Code submitted." If the ISIR information is not corrected to match the SBL information.

The high school diploma information is displayed on the ISIR student listing report. Additionally, the Review ATB task can be configured to identify students where Student's active ISIR shows the value for HS Diploma as "None of the above" or "Blank and the SIS data has false for both manualGrandFatheredATB and GrandFatheredATB flags.

Student Portal Authorizations

Schools may only use Federal Student Aid (FSA) funds to pay for institutionally related charges such as tuition, fees, and room and board and then any excess credit balance must be disbursed to the student unless the student authorizes the school to hold the funds or to use them to pay for other charges. 
The authorizations listed below can be captured from the student in the Student Authorizations portlet or the school can capture them via a document from the student and then manually update the value in the Student Portal Authorizations section of the Student Detail tab.   These values are then included in the Export Student Transactions (EST) file to be consumed and appropriately applied by the school's student A/R system.

  • Hold Excess Title IV – Indicates that authorization was received from the student to hold an FSA credit balance (1=yes) or not (0=no).

  • Pay Prior Year Minor Charges – Indicates that authorization was received from the student to  apply FSA funds to prior-year charges for other than for tuition, fees, room, and board (1=yes) or not (0=no).

  • Pay Non-Institutional Charges – Indicates that authorization was received from the student to  use FSA funds to pay for allowable educationally related charges other than tuition, fees, and room and board (1=yes) or not (0=no).

  • Portal Credit Balance Option – Indicates that authorization was received which indicates whether a credit balance on a PLUS loan should be paid to the student (1=yes) or to the parent borrower (0=no).

The credit balance option is captured when the Parent completes a Direct PLUS Loan Request/MPN at studentloans.gov and is then reported to the school in the COD PLUS loan response file. This value is then included in the Export Student Transactions (EST) file to be consumed and appropriately applied by the school's student A/R system.  The school credit balance option is not currently supported in the system.

  • Credit Balance Option – Indicates that authorization was received via COD in the PLUS loan response file which indicates whether a credit balance on a PLUS loan should be paid to the student (Student) or to the parent borrower (Borrower).

  • School Credit Balance Option – Indicates whether any remaining PLUS credit balance should be paid to the school.  The school credit balance option is not currently supported in the system.

Data Requirements

The following tables detail the data fields on the Student Details screen.

Student Information Section

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Length

Values

Business Rules

StudentId

Auto-generated

Generated by Regent Award

View only

Text 

60


Student is searchable by this number.

Last Name

SBL

Student Last Name

View only

Text 

35



First Name

SBL

Student First Name

View only

Text

35



Middle Name

SBL

Student Middle Name

View only

Text 

35



Informal Name

SBL

Alternative Name the student would like to use, a nickname or preferred name.

View only

Text 

35



Title

SBL

Title or Prefix such as Mrs., Ms., Mr., etc.

View only

Text

35



Suffix

SBL

Suffix such as Jr., Ph.D., etc.

View only

Text 

5



Birth Date

ISIR

Student Birth date

View only

Date, format YYYYMMDD




If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field.

Social Security Number

ISIR

Student Social Security Number

View only

9 digits, auto-format to #########

9

Valid values are must be within the range of

001010001 to 999999999.

Student is searchable by this number.

Name of this field and whether or not to display, is chosen in set up.

SBL

(externalStudentId1)


View only

Text 

60


Student is searchable by this number.

Name of this field and whether or not to display, is chosen in set up.

SBL

(externalStudentId2)


View only

Text

60


Student is searchable by this number.

Name of this field and whether or not to display, is chosen in set up.

SBL

(externalStudentId3)


View only

Text 

60



Name of this field and whether or not to display, is chosen in set up.

SBL

(externalStudentId4)


View only

Text 

60



Driver's License

SBL

Driver's License Number

View only

Text

255



Previous Name(s)

SBL

Student's name as previously provided on the SBL

View only

Text 



This field will display a change to any of the student name fields within the SBL including:

  • Last Name

  • First Name

  • Middle Name

  • Informal Name

The date/time stamp associated with the SBL import will display next to the previous name.

Return to Top

Demographic Information Section

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Length

Values

Business Rules

Citizenship Status

ISIR

Student's citizenship status.

View only

Text


  • US Citizen

  • Eligible Non-citizen

  • Not eligible

  • Blank

If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field.

Alien Registration Number

ISIR

Student's Alien Registration Number

View only

Text 

9


If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field.

Visa Type

SBL

Student's Visa Type

View only

Text 


Visa_Type_Values.docx


Visa Expiration Date

SBL

Visa Expiration Date

View only

Date, format YYYYMMDD




Residency Status

SBL

The student's current residency status, as compared to the site of the school they are attending. I.e., in-state, out-of state, etc.

View only

Text 


  • In-state

  • Out-of-state

  • In-district

  • Out-of-district

  • Blank


Residency State

SBL

State of Residency

View only

Text 


State_Values.docx


Residency Date

ISIR

Date the student became a resident of the State of Residency

View only

Date, format YYYYMMDD 



If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field.

Ethnicity

SBL

Student's ethnicity

View only

Text 


  • Hispanic or Latino

  • Not Hispanic or Latino

  • Other

  • Blank


Race

SBL

Student's race

View only

Text 


  • American Indian or Alaska Native

  • Asian

  • Black or African American

  • Native Hawaiian or Other Pacific Islander

  • White

  • Other

  • Blank


Gender

SBL

Student's gender

View only

Text 


  • Male

  • Female

  • Not reported

  • Blank


Marital Status

ISIR

Student's marital status

View only

Text 


  • Married

  • Single 

  • Divorced 

  • Separated 

  • Blank

If the field is null, then any source can populate this field. If an ISIR has been received for the student, it should become the source of record, and only an updated ISIR should be able to update this field.

Veteran Status

SBL

Indicates whether or not the student is a veteran.

View only

Text 


  • Yes

  • No

  • Other

  • Blank


Disability Status

SBL

Indicates whether or not the student is disabled.

View only

Text


  • Yes

  • No

  • Other

  • Blank


Deceased Date

SBL

Student date of death

View only

Date, format YYYYMMDD




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Contact Information Section

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Field Length

Values

Business Rules

ISIR Address/Phone/Email - address type for ISIR address is always set to "Original"

Street Address Line 1

ISIR


Optional - View only

Text - 40 characters maximum



Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

Street Address Line 2

ISIR


Optional - View only

Text - 40 characters maximum



Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

City

ISIR


Optional - View only

Text - 30 characters maximum



Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

State

ISIR


Optional - View only

Drop down


State_Values.docx

Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

Postal Code

ISIR


Optional - View only

Text - 12 characters maximum



Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

Nation

ISIR


Optional - View only

Drop down


Nation_Values.docx

Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

Email Address

ISIR


Optional - View only

Text - 50 characters maximum



Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

Phone Number

ISIR


Optional - View only

10 numbers, auto format to ###-###-####



Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

Note

Data entry


Optional - EDITABLE

Text - 150 characters maximum



Do not allow these fields to be edited from this screen, view only. This data is pulled from the active ISIR. If a correction is needed, use the ISIR correction wizard.

Address/Phone/Email from SIS

Address Type

SBL


Required - View only

Drop down


  • Billing

  • Permanent

  • Original

  • Local

  • Other


Street Address Line 1

SBL


Optional - View only

Text  

40



Street Address Line 2

SBL


Optional - View only

Text 

40



City

SBL


Optional - View only

Text 

30



State

SBL


Optional - View only

Drop down 


State_Values.docx


Postal Code

SBL


Optional - View only

Text 

13



Nation

SBL


Optional - View only

Drop down 


Nation_Values.docx


Email Address Type

SBL


Optional - View only

Drop down 


  • Home

  • Work

  • Other

Note, the "PortalType" email address was added in  RS-17269 - Getting issue details... STATUS  and is used for Student Experience communications.  However, that type should never appears in this dropdown, per  RS-17585 - Getting issue details... STATUS , as the type is intended for use by StudentX and not by the FA User for adding an email address contact type.

Email Address

SBL


Optional - View only

Text 

255



Opt-out Email Communications flag

UI Checkbox


Optional 

Checkbox



This flag will be used by the fa processor to Opt-out a student from receiving batch email communications from REM. If this flag is on and an fa processor attempts to manually send the student an email, a confirmation message will appear "This student has Opted Out of Receiving Email communications. Do you wish to override?"

Phone Number Type

SBL


Optional - View only

Drop down 


  • Home

  • Work

  • Mobile

  • Other


Phone Number

SBL


Optional - View only

10 numbers, auto format to ###-###-####  




Note



Optional - editable

Text - 150 characters maximum




Address/Phone from COD

Street Address Line 1

COD


Optional - View only

Text  



Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files.

Street Address Line 2

COD


Optional - View only

Text



Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files.

City

COD


Optional - View only

Text



Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files.

State

COD


Optional - View only

Text



Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files.

Postal Code

COD


Optional - View only

Text



Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files.

International State/Province

COD


Optional - View only

Text



Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files.

Nation

COD


Optional - View only

Text



Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files.

Notes

UI Text field


Optional

Text field



Manual data entry field.

Phone Number

COD


Optional - View only

10 numbers



Do not allow these fields to be edited from this screen, view only. This data is pulled from the COD WB responses and COD rebuild files.

Manual Address

Address Type



Required

Drop Down


  • Billing

  • Permanent

  • Original

  • Local

  • Other

This should default to Permanent

Address Line 2



Optional

Text  




Address Line 2



Optional

Text  




City



Optional

Text  




State



Optional

Drop Down




Postal Code



Optional

Text




International State/Province



Optional

Text

100 Characters MAX


Address cannot have both a "State" and an "International State/Province" value.

Editable for manual addresses only.

REM-4044 - Authenticate to see issue details

Use for COD Export



Optional

Check box



REM-4044 - Authenticate to see issue details DEX-1095 - Authenticate to see issue details DEX-1380 - Authenticate to see issue details

If this flag is selected, COD export process use this address on COD file. By default ISIR address is used for COD file.

  • If user select check box for "Use for COD Export", system should display Award Year drop down.

  • Only one manual address can have the "Use for COD Export" check box selected.

The specified "Use for COD Export" address will be used for all FAY’s up to the one specified.  For example, if the COD Address has an FAY of 2014 it would only apply up to the 2014 FAY and then for 2015 and higher the other addresses are used in the order of precedence (ISIR, SBL, etc.) like normal.  

Award Year



Optional

Drop Down



REM-4044 - Authenticate to see issue details

Award Year drop down will be displayed for selection only when Use for COD Export check box is selected.

Manual address will be used for selected award year for COD Export, unless there is a ISIR for higher year than selected here.

County



Optional

Text




Nation



Optional

Drop Down




Notes



Optional

Drop Down




Summary Page - Phone Number and Address Settings

The Summary tab displays the very first phone number and address that was saved on the student.

When the SBL is loaded for the first time for a student, the first phone number and address that is listed in the student section of the SBL will set the information that is displayed on the Summary tab. If the SBL file does not contain this information and the ISIR is loaded, then the phone number and address from ISIR will be the information saved on the student and it will be displayed on the Summary tab. Once the phone number and address are set on the Summary tab, this information is not updated on this tab.

A complete history of all phone numbers and addresses associated with the student is presented in the Contact Information section of the Student Details tab.

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Academic Information Section

Data for this section comes from the SISRecord table.

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Length

Values

Business Rules

SiteId

SBL

Reflects the Site to which the student is associated.  If a Site was provided with the student's program on the academicInformation node of the SBL, that site will be reflected here.  See  RS-16258 - Getting issue details... STATUS

View only

Text

30

TBD dynamically, depending on the Sites that have been set up for this school


SIS Grade Level

SBL

Student's current grade level

View only

Text


  • First Year, Never Attended

  • First Year, Attended Before

  • Second Year, Sophmore

  • Third Year, Junior

  • Fourth Year, Senior

  • Fifth Year, Other Undergrad

  • First Year, Grad Professional

  • Continuing Grad Professional

  • Unknown

This is just a SIS data item that comes in on the SBL. If the student does not have units to support his grade level, they will not be packaged at that grade level. The academic plan will award them at the grade level we calculate, based on units.

ISIR Grade Level

ISIR

Student's current grade level, as reported on the ISIR

View only

Text


  • First Year, Never Attended

  • First Year, Attended Before

  • Second Year, Sophmore

  • Third Year, Junior

  • Fourth Year, Senior

  • Fifth Year, Other Undergrad

  • First Year, Grad Professional

  • Continuing Grad Professional

  • Unknown


Academic Program

SBL

Academic program that the student is enrolled in.

View only

Text

80

Dynamically populated based on programs of study that have been set up.

If no program is known or imported for the student, default to value "Unknown."

If this value is updated, initiate auto-repackaging of student academic plan.

SIS Housing Status

SBL

Location that the student will be living while attending courses.

View only

Text


  • On campus

  • Off campus

  • With parent

If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

If this value is updated, initiate auto-repackaging of student academic plan.

Admitted Date

SBL

Date student was admitted (student has been accepted) to the school.

View only

Date, format YYYYMMDD 




Anticipated Start Date

Student Table

The date that the student will actually begin their program, so that we can package this student into the future.

View only

Date, format YYYYMMDD 


Default to today's date.

Pass to the academic plan and use this date to generate the academic plan, until the student has actual enrollment.

If this value is updated, initiate auto-repackaging of student academic plan.

Teacher Expert

Manually entered via UI

Indicates if the student is a Teacher Expert, which relates to their GPA requirements for TEACH eligibility. See /wiki/spaces/RNA/pages/7027727

Optional

Drop down


  • Yes

  • No

On the Student Details tab, within the Academic Plan section, please add the field "Teacher Expert." The field should be dropdown field with the values Yes and No. The field is optional and should default to the value No. This field should be only be active if the student is either a grade level 6 or 7, (AcademicPlan.currentGradeLevel) and is enrolled in a program that is TEACH eligible. (Program.teachEligible=0). Otherwise, this field should be un-editable.

This value should be saved to AwardCODMetadata.teacherExpertIndicator

This value should be exported to COD in the <TeacherExpertIndicator> element.

If the value comes from the SBL (SISRecord.TeacherExpertIndicator), and there is no value that has been entered manually via the UI (SISRecord.manualTeacherExpertIndicator), then the SBL value should be displayed, and used for the COD export.  The field should also be editable.

If there is a value in the manual field (entered via the UI), and a value comes in via the SBL, the SBL value will be stored, but not displayed or used, and the field should remain editable. 

See REM-1295

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High School Information Section

Data for this section comes from the SISRecord and ISIR tables.

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Field Length

Values

Business Rules

SIS High School Data

SIS High School Diploma Type

SBL

Type of diploma received

View only

Drop-down


  • GED

  • High School Diploma

  • StateRecognizedHighSchoolEquivalent

  • Home Schooled

  • NoneOfTheAbove

  • Blank


SIS High School Name

SBL

The name of the high school the student graduated from

View only

Text

255



SIS High School State

SBL

The state that the high school the student graduated from is located in.

View only

Text


State_Values.docx


SIS High School City

SBL

The city that the high school the student graduated from is located in.

 View only

Text




SIS NCES High School Code

SBL

National Center for Education Statistics (NCES) High School Code

View only

Text

12

Alpha-Numeric


SIS High School Graduation Date

SBL

The date the student graduated from high school.

View only

Date, format YYYYMMDD




SIS High School Class Rank

SBL

For schools that award merit-based aid, students are ranked.

View only

Numeric

3

Percentage


SIS High School GPA

SBL

Student's GPA at the time they graduated high school

View only

Numeric

3

Numeric only

0.0-6.0


ISIR High School Data

ISIR HS Diploma

ISIR

High School Diploma received, as reported on the ISIR

View only

Text 




ISIR HS Name

ISIR

Name of the High School the student graduated from, as reported on the ISIR

View only

Text 




ISIR HS State

ISIR

State the High School is located in , as reported on the ISIR

View only

Text 




ISIR HS City

ISIR

City the High School is located in, as reported on the ISIR

View only

Text 




ISIR HS Code

ISIR

High School Code, as reported on the ISIR

View only

Text 





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Test Scores Information Section

Data for this section comes from the StudentUserDefinedTestScores table.

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Field Length

Values

Business Rules

Test Name

SBL

Name of test, ie, SAT, GRE

View only

Text

25



Score

SBL

Score the student achieved on the test.

View only

Text

4

Numeric, 0-9


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Ability to Benefit Section

Data for this section comes from the SISRecord table.

Any user-edited Override values will take precedence. See  DEV-3598 - Getting issue details... STATUS  and  DEV-3591 - Getting issue details... STATUS .

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Field Length

Values

Business Rules

SIS Student Eligibility Code

Manual Override value, then SBL, then ISIR.

See /wiki/spaces/REM/pages/7012923

A two-digit numeric code
indicating how the student has
achieved the Ability to Benefit
from Federal Student Aid.

Optional

Drop-down

AbilityToBenefitCode

2

Valid values may include, but are not limited to:

01=ATB-Test Completed-1st Enrolled Before 7/1/12

02=ATB-College Credits-1st Enrolled Before 7/1/12

03=State Process

04=Home Schooled

05=Other

06 = High School Diploma

07 = GED or State Auth. H.S. Equivalent Certificate

08 = State Authorized High School Equivalent Certificate

09 = Academic Transcript of 2-yr Program Acceptable for Full Credit Transfer to a BA Program

10 = Program Leads to at least an Assoc. Degree, Excelled in H.S. and met the Admissions Requirements

11 = ATB-Test Completed - 1st Enrolled 7/1/12 to 6/30/15

12 = ATB-Test Completed - 1st Enrolled 7/1/15 or After

13 = ATB-College Credits - 1st Enrolled 7/1/12 to 6/30/15

14 = ATB-College Credits - 1st Enrolled 7/1/15 or After

Can be BLANK

NOTE: Some of these codes are no longer used but are still listed and available in the database so that existing records will display correctly.

See validation rules.

SIS Ability to Benefit Test Administrator
Code

Manual override, then SBL

A two-digit numeric code
indicating the administrator of
Ability to Benefit testing, in the
case that the Ability to Benefit
Code = 01: Testing Completed.

Optional

Drop-down

AbilityToBenefitTestAdministratorCode

2

Valid values may include, but are
not limited to:
01=Assessment Center
02=Independent Test Administrator
Can be BLANK.


SIS Ability to Benefit Test Code

Manual override, then SBL

A two-digit numeric code
indicating which Ability to Benefit
test the student took, in the case
that the Ability to Benefit Code =
01: Testing Completed.

Optional

Drop-down

AbilityToBenefitTestCode

2

Valid values may include, but are not limited to:

01 – ASSET Program: Basic Skills Tests

02 – Career Program Assessment (CPAT) Basic Skills Subtests

03 – Combined English Language Skills Assessment (CELSA)

04 – Compass Subtests (COMPASS)

05 – Computerized Placement Tests (CPTs)/ACCUPLACER

06 – Descriptive Tests of Language Skills and Mathematical Skills (DTLS/DTMS)

07 – ESL Placement Test (COMPASS/ESL)

08 – Wonderlic Basic Skills Test (WBST)

09 – WorkKeys Program

10 – Test of Adult Basic Education (TABE, Reading Mathematics Computation, Applied Mathematics Language, and Spelling Forms 7 and 8, Level A and 3)

11 – Spanish Assessment of Basic Education (SABE)

12 - Wonderlic Basic Skills Test - Spanish (WBST-Spanish)

Can be BLANK.


SIS Ability to Benefit
Completion Date

Manual override, then SBL

The date that the student
completed the Ability to Benefit
test or state process, in the case
that the Ability to Benefit Code =
01: Testing Completed or 03:
State Process.

Optional 

Date

Date

Format = CCYYMMDD
Can be BLANK.


SIS Ability to Benefit State Code

Manual override, then SBL

The state in which the student
completed a state process to
achieve Ability to Benefit, in the
case that the Ability to Benefit
Code = 03: State Process.

Optional

Drop-down

State/Province state codes

Valid values will include all state
codes as defined by FSA.
Can be BLANK.


SIS Grandfathered Ability to Benefit

Manual Override value, then SBL.

See /wiki/spaces/REM/pages/7012923

Indicates whether or not the student was enrolled in an ATB eligible program prior, at this institution or another institution, to July 1, 2012.

Optional

Drop-down 

  • Select

  • Yes

  • No

If the user chooses the value of "Select" then the flag should be cleared (set to Null).

Display the value entered here, unless no value has been entered on the UI (SISRecord.manualGrandFatheredATB), then display the value provided on the SBL by default (SISRecord.grandFatheredATB).

See /wiki/spaces/REM/pages/7012923

See REM-1194, DEX-604 and RNA-384


ATB Validation Rules

When users enter values for the ATB override fields, Regent Award should enforce validation.

  1. If Student Eligibility Code is 11 or 12, the following fields must have a value, either in the SIS-provided or the user-entered Override screens:

    1. ATB Test Administrator Code

    2. ATB Test Code

    3. ATB Completion Date

  2. If Student Eligibility Code is not 01, 11, or 12, then the user must clear any override values for the following fields:

    1. ATB Test Administrator Code

    2. ATB Test Code

    3. ATB Completion Date

DEX also (separately) will check validation when exporting to COD. See /wiki/spaces/DMND/pages/6135082 and ticket  DEV-981 - Getting issue details... STATUS

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Institutionally Defined Data Section

Data for this section comes from the StudentAdditionalInformation table.

Regent Award should display a history of the values received via the SBL / entered via the UI, for each UDF name.

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Field Length

Values

Business Rules

Field Name

SBL

School defined

Optional - View only

Text

60



External ID

SBL

School defined

Optional - (unless Effective dates are entered then it is required)

Text

60



Value

SBL

School defined

Optional - View only

Text

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.

Effective Start Date

SBL

School defined

Optional

Date


Date, format YYYYMMDD


Effective End Date

SBL

School defined

Optional

Date


Date, format YYYYMMDD


If adding options from the Institution setup fields:

Field Name

Description

Required/ Optional

Type

Values

Business Rules

User Defined Fields

Field Name


Optional

Drop down

Populate from the list of fields names defined in Institution Setup.

User shall have the ability to add multiple user-defined fields to the cost setup item via an "Add" button.

Equal To


Optional

Text

Alphanumeric up to 50 characters max.

If the student has this user-defined field defined on student details, with this exact value, then this cost item applies to that student.

If multiple user-defined fields are added to a cost item, the student must have ALL of these cost fields, with the exact defined value, in order for the student to be assigned this cost item.


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Parent/Spouse/Reference Information Section

Data for this section comes from the ParentSpouse and Address tables.

Field Name

Source that takes precedence

Description

Required/ Optional

Type

SBL Max Field Length

Values

Business Rules

Father Address/Phone/Email

Last Name

ISIR when available, otherwise SBL

Father's Last Name

Optional

Text

35


The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field.

First Name

SBL

Father's First Name

Optional

Text

35


The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field.

Middle Name

SBL

Father's Middle Name

Optional

Text

35


The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field.

Street Address Line 1

ISIR when available, otherwise SBL


Optional

Text

40


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Street Address Line 2

ISIR when available, otherwise SBL


Optional

Text

40


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

City

ISIR when available, otherwise SBL


Optional

Text

30


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

State

ISIR when available, otherwise SBL


Optional

Drop-down


State_Values.docx

View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Postal Code

ISIR when available, otherwise SBL


Optional

Numeric

13


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Nation

ISIR when available, otherwise SBL


Optional

Drop-down


Nation_Values.docx

View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Email Address

ISIR when available, otherwise SBL


Optional

Text

255


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Phone Number

ISIR when available, otherwise SBL


Optional

Numeric


10 numbers, auto format to ###-###-####

View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

PLUS Borrower

UI

Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans.

Editable - but see Business Rules

Checkbox



This check box is displayed on the data entry screen ONLY when type = Mother or Father.

The user should only be able to choose one default borrower. I.e., at any given time, only one parent/spouse/reference can be the "default" Plus borrower.

  • When that selection is made, if there are existing plus loans that already have a borrower defined, leave those alone.

  • If there are existing loans that do not have a borrower defined at all, then assign the default borrower to these loans.

  • Any plus loans created in the future should use this default borrower.

  • If the value comes from the SBL (ParentSpouse.plusBorrower), and there is no value that has been entered manually via the UI (ParentSpouse.manualPlusBorrower), then the SBL value should be displayed.  The field should also be editable.

  • If there is a value in the manual field, and a value comes in via the SBL, this value will be stored, but not displayed or used, and the field should remain editable. 

FERPA

SBL

Indicates whether or not the student agrees for the school to share information with this contact.

Optional

Checkbox



If checked, the student authorizes the school to share information with this contact.

Citizenship Status Code


The PLUS Borrower's citizenship status code

Optional

Drop-down

  • 1

  • 2

  • 3

  • US Citizen

  • Eligible Non Citizen

  • Not a Citizen or Eligible Non Citizen

  • Blank

1 = U.S. citizen (or U.S. national)
2 = Eligible noncitizen
3 = Not eligible

Note

Data Entry


Optional 

Text - 250 characters maximum



Manual data entry field.


Mother Address/Phone/Email

Last Name

ISIR when available, otherwise SBL

Mother's Last Name

Optional 

Text

35


The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field.

First Name

SBL

Mother's First Name

Optional 

Text

35


The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field.

Middle Name

SBL

Student Middle Name

Optional 

Text

35


The ISIR record should only populate this field, if it is blank. Otherwise, the SIS is the system of record, and any data brought in from the SIS, or entered manually by the FA end user, is the data we want to retain for this field.

Street Address Line 1

ISIR when available, otherwise SBL


Optional 

Text

40


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Street Address Line 2

ISIR when available, otherwise SBL


Optional 

Text

40


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

City

ISIR when available, otherwise SBL


Optional 

Text

30


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

State

ISIR when available, otherwise SBL


Optional 

Drop-down


State_Values.docx

View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Postal Code

ISIR when available, otherwise SBL


Optional 

Numeric

13


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Nation

ISIR when available, otherwise SBL


Optional 

Drop-down


Nation_Values.docx

View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Email Address

ISIR when available, otherwise SBL


Optional 

Text

255


View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

Phone Number

ISIR when available, otherwise SBL


Optional 

Numeric


10 numbers, auto format to ###-###-####

View only for source type ISIR, SBL, COD. If the source is UI (manual entry), this field can be edited.

PLUS Borrower

UI

Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans.

Editable - but see Business Rules

Checkbox



The user should only be able to choose one default borrower. I.e., at any given time, only one parent/spouse/reference can be the "default" Plus borrower.

  • When that selection is made, if there are existing plus loans that already have a borrower defined, leave those alone.

  • If there are existing loans that do not have a borrower defined at all, then assign the default borrower to these loans.

  • Any plus loans created in the future should use this default borrower.

  • If the value comes from the SBL (ParentSpouse.plusBorrower), and there is no value that has been entered manually via the UI (ParentSpouse.manualPlusBorrower), then the SBL value should be displayed.  The field should also be editable.

  • If there is a value in the manual field, and a value comes in via the SBL, this value will be stored, but not displayed or used, and the field should remain editable. 

FERPA

SBL

Indicates whether or not the student agrees for the school to share information with this contact.

Optional 

Checkbox



If checked, the student authorizes the school to share information with this contact.

Citizenship Status Code


The PLUS Borrower's citizenship status code

Optional 

Numeric

  • 1

  • 2

  • 3

  • US Citizen

  • Eligible Non Citizen

  • Not a Citizen or Eligible Non Citizen

  • Blank

1 = U.S. citizen (or U.S. national)
2 = Eligible noncitizen
3 = Not eligible

Note

Data Entry


Optional 

Text - 250 characters maximum



Manual data entry field.


Spouse Address/Phone/Email

Last Name

SBL or SNAP if student updates through SNAP or portal

Spouse Last Name

Optional

Text

35


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

First Name

SBL or SNAP if student updates through SNAP or portal

Spouse First Name

Optional

Text

35


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Middle Name

SBL or SNAP if student updates through SNAP or portal

Spouse Middle Name

Optional

Text

35


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Street Address Line 1

SBL or SNAP if student updates through SNAP or portal


Optional

Text

40


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Street Address Line 2

SBL or SNAP if student updates through SNAP or portal


Optional

Text

40


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

City

SBL or SNAP if student updates through SNAP or portal


Optional

Text

30


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

State

SBL or SNAP if student updates through SNAP or portal


Optional

Drop-down


State_Values.docx

If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Postal Code

SBL or SNAP if student updates through SNAP or portal


Optional

Numeric

13


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Nation

SBL or SNAP if student updates through SNAP or portal


Optional

Drop-down


Nation_Values.docx

If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Email Address

SBL or SNAP if student updates through SNAP or portal


Optional

Text

255


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Phone Number

SBL or SNAP if student updates through SNAP or portal


Optional

Numeric


10 numbers, auto format to ###-###-####

If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

PLUS Borrower

UI

Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans.

Editable - but see Business Rules

Checkbox



The user should only be able to choose one default borrower. I.e., at any given time, only one parent/spouse/reference can be the "default" Plus borrower.

  • When that selection is made, if there are existing plus loans that already have a borrower defined, leave those alone.

  • If there are existing loans that do not have a borrower defined at all, then assign the default borrower to these loans.

  • Any plus loans created in the future should use this default borrower.

  • If the value comes from the SBL (ParentSpouse.plusBorrower), and there is no value that has been entered manually via the UI (ParentSpouse.manualPlusBorrower), then the SBL value should be displayed.  The field should also be editable.

  • If there is a value in the manual field, and a value comes in via the SBL, this value will be stored, but not displayed or used, and the field should remain editable. 

FERPA

SBL or portal

Indicates whether or not the student agrees for the school to share information with this contact.

Optional

Checkbox



If checked, the student authorizes the school to share information with this contact.

Citizenship Status Code


The PLUS Borrower's citizenship status code

Optional

Numeric

  • 1

  • 2

  • 3

  • US Citizen

  • Eligible Non Citizen

  • Not a Citizen or Eligible Non Citizen

  • Blank

1 = U.S. citizen (or U.S. national)
2 = Eligible noncitizen
3 = Not eligible

Note

Data Entry


Optional

Text - 250 characters maximum



If the student makes an update to this date from SNAP or the portal, overwrite with data provided.


Reference 1, 2 and 3 Address/Phone/Email

Last Name

SBL or SNAP if student updates through SNAP or portal

Reference Last Name

Optional

Text

35


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

First Name

SBL or SNAP if student updates through SNAP or portal

Reference First Name

Optional

Text

35


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Middle Name

SBL or SNAP if student updates through SNAP or portal

Reference Middle Name

Optional

Text

35


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Street Address Line 1

SBL or SNAP if student updates through SNAP or portal


Optional

Text

40


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Street Address Line 2

SBL or SNAP if student updates through SNAP or portal


Optional

Text

40


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

City

SBL or SNAP if student updates through SNAP or portal


Optional

Text

30


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

State

SBL or SNAP if student updates through SNAP or portal


Optional

Drop-down


State_Values.docx

If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Postal Code

SBL or SNAP if student updates through SNAP or portal


Optional

Numeric

13


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Nation

SBL or SNAP if student updates through SNAP or portal


Optional

Drop-down


Nation_Values.docx

If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Email Address

SBL or SNAP if student updates through SNAP or portal


Optional

Text

255


If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

Phone Number

SBL or SNAP if student updates through SNAP or portal


Optional

Numeric


10 numbers, auto format to ###-###-####

If the student makes an update to this date from SNAP or the portal, overwrite with data provided.

PLUS Borrower

UI

Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans.

Editable - but see Business Rules

Checkbox



The user should only be able to choose one default borrower. I.e., at any given time, only one parent/spouse/reference can be the "default" Plus borrower.

  • When that selection is made, if there are existing plus loans that already have a borrower defined, leave those alone.

  • If there are existing loans that do not have a borrower defined at all, then assign the default borrower to these loans.

  • Any plus loans created in the future should use this default borrower.

  • If the value comes from the SBL (ParentSpouse.plusBorrower), and there is no value that has been entered manually via the UI (ParentSpouse.manualPlusBorrower), then the SBL value should be displayed.  The field should also be editable.

  • If there is a value in the manual field, and a value comes in via the SBL, this value will be stored, but not displayed or used, and the field should remain editable. 

FERPA

SBL

Indicates whether or not the student agrees for the school to share information with this contact.

Optional

Checkbox



If checked, the student authorizes the school to share information with this contact.

Citizenship Status Code


The PLUS Borrower's citizenship status code

Optional

Numeric

  • 1

  • 2

  • 3

  • US Citizen

  • Eligible Non Citizen

  • Not a Citizen or Eligible Non Citizen

  • Blank

1 = U.S. citizen (or U.S. national)
2 = Eligible noncitizen
3 = Not eligible

Note

Data Entry


Optional

Text - 250 characters maximum



If the student makes an update to this date from SNAP or the portal, overwrite with data provided.


Add Contact/Reference Section Info

Field Name

Description

Required/ Optional

Type

SBL Max Field Length

Values

Business Rules

Section

Allows user to select which section is being updated

Required

Drop-down


  • Contact

  • Parent/Spouse/Reference


Contact Type

Allows User to select the type of address they are trying to add

Required

Drop-down


  • Parent

  • Parent Spouse or Partner

  • Father

  • Mother

  • Spouse

  • Reference

Type=Contact then only display:

  • Address

  • Phone

  • Email

    Type=Parent/Spouse/Reference then only display:

  • Father

  • Mother

  • Spouse

  • Reference

Details - Contact/Address







Type


Required

Drop-down


  • ISIR

  • Billing

  • Permanent

  • Original

  • Local

  • Other


Street Address 1


Required

Text - 40 characters maximum




Street Address 2


Optional

Text - 40 characters maximum




City


Optional

Text - 30 characters maximum




State


Optional

State_Values.docx




Postal Code


Optional

Text - 12 characters maximum




Nation


Optional

Nation_Values.docx




Note


Optional

Text - 150 characters maximum




Details - Contact/Phone







Type


Required

Drop-down


  • ISIR

  • Billing

  • Permanent

  • Original

  • Local

  • Other


Phone



Numeric


10 numbers, auto format to ###-###-####


Details- Contact/Email







Type


Required

Drop-down


  • ISIR

  • Billing

  • Permanent

  • Original

  • Local

  • Other


Email


Required

Text 

255



Details-Reference/Spouse/Parent







First Name

SBL

Optional

Text


35


Middle Name

SBL

Optional

Text


35


Last Name

ISIR when available, otherwise SBL

Optional

Text


35


Street Address Line 1

ISIR when available, otherwise SBL

Optional

Text


40


Street Address Line 2

ISIR when available, otherwise SBL

Optional

Text


40


City

ISIR when available, otherwise SBL

Optional

Text


30


State

ISIR when available, otherwise SBL

Optional

Drop-down




Postal Code

ISIR when available, otherwise SBL

Optional

Numeric


13


Nation

ISIR when available, otherwise SBL

Optional

Drop down




Email Address

ISIR when available, otherwise SBL

Optional

Text


255


Phone Number

ISIR when available, otherwise SBL

Optional

Numeric




PLUS Borrower

UI

Optional

Checkbox



Indicates if this parent/spouse/reference is the DEFAULT PLUS borrower for this student's PLUS loans.

FERPA

SBL

Optional

Checkbox



Indicates whether or not the student agrees for the school to share information with this contact.

Citizenship Status Code


Optional

Numeric

  • 1

  • 2

  • 3

  • US Citizen

  • Eligible Non Citizen

  • Not a Citizen or Eligible Non Citizen

  • Blank

The PLUS Borrower's citizenship status code

Note

Data Entry

Optional

Text box - 250 characters maximum





Student Portal Authorizations

The following options are apart of a custom setup for each school; therefore, all options may or may not display in the Student Authorizations Portlet. Note: these fields are applied at the Student level.

Field Name

Description

Required/ Optional

Type

Values

Business Rules

Hold Excess Title IV

Indicates that authorization was received from the student to hold an FSA credit balance (1=yes) or not (0=no).

User views the following on the portal, "I authorize the University to hold federal financial aid on my account as a credit balance to be applied to all outstanding educationally-related charges that have been or will be charged to my student account by the University during the current payment period."

Required

Drop down

  • Yes

  • No

Portal Credit Balance Option

Indicates that authorization was received which indicates whether a credit balance on a federal Title IV loan should be paid to the student (1=yes) or to the parent borrower (0=no).

User views the following on the portal, "I authorize the University to return any credit balance created by federal Title IV student loans directly to the lender. I want these funds to be used to decrease my student loan debt. You may choose to lower your outstanding student loan balance by having any excess funds from Title IV loans returned to the lender. This will help keep your total amount of student debt as low as possible. This applies only to federal student loans and does not apply to grants or scholarships."

Required

Drop down

  • Yes

  • No

Pay Prior Year Minor Charges

Indicates that authorization was received from the student to  apply FSA funds to prior-year charges for other than for tuition, fees, room, and board (1=yes) or not (0=no).

User views the following on the portal, "I authorize the University to hold federal financial aid on my account as a credit balance to apply those funds to outstanding educationally-related charges that have been charged to my student account by the University for the prior award year not to exceed $200."

Required

Drop down

  • Yes

  • No

Pay Non-Institutional Charges

Indicates that authorization was received from the student to use FSA funds to pay for allowable educationally related charges other than tuition, fees, and room and board (1=yes) or not (0=no).

User views the following on the portal, "I authorize the University to hold federal financial aid on my account as a credit balance to be applied to future allowable charges for the current payment period. Any funds received in excess of the future allowable charges within each payment period will be sent to me as soon as possible, but no later than 14 days after receipt of my financial aid disbursement."

Required

Drop down

  • Yes

  • No


 Change Log

Date

Description of Change

Editor

4/8/2024

  • Added SIS High School Diploma Type options

  • Added Spouse/Reference Information Contact Type options

Jen Dewey





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