Setup and Configuration
Regent Enterprise
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Tabl e o f Co nt e nt s
Overview of Regent Enterprise ................................................................................................................................1
Relational Database .................................................................................................................................................1
Validation Tables.......................................................................................................................................................1
Processing Tables .....................................................................................................................................................1
Icons ...............................................................................................................................................................................2
FAM Help ......................................................................................................................................................................3
Configuration Checklist - UPDATE.........................................................................................................................4
Administrator User........................................................................................................................................................6
Creating a new user with an administrator role ..........................................................................................6
Changing the administrator password ...........................................................................................................8
Institutions........................................................................................................................................................................9
Creating Institution(s).............................................................................................................................................9
Importing Institution(s)........................................................................................................................................10
Sessions............................................................................................................................................................................12
Creating Sessions....................................................................................................................................................12
Importing Sessions.................................................................................................................................................14
Identifying Session Ranges for Award Year.................................................................................................15
Budgets............................................................................................................................................................................17
Creating Budget Codes........................................................................................................................................17
Creating Session Budgets ...................................................................................................................................20
Copying Student Budgets...................................................................................................................................22
Awards..............................................................................................................................................................................23
Creating Award Codes..........................................................................................................................................23
Assigning Session Budget to Award Codes.................................................................................................28
Copying Program Budgets.................................................................................................................................30
Reviewing/Adding Award Status Codes.......................................................................................................32
Setting up Award Letter(s)..................................................................................................................................34
Packaging Plans............................................................................................................................................................39
Adding the Pell Value ...........................................................................................................................................39
Creating Packaging Plans....................................................................................................................................41
Adding Sessions' Code Distribution to Packaging Plans.......................................................................44
Adding Packaging Processing Table Entry..................................................................................................46
Setting up Loan Packaging Configuration ..................................................................................................48
FAF Setup ........................................................................................................................................................................50
Adding Default Race Code .................................................................................................................................50
Adding Curriculum Codes ..................................................................................................................................52
Adding Miscellaneous Code 3...........................................................................................................................54
Adding Miscellaneous Code 4...........................................................................................................................56
Assigning Budget Codes and (Optional) Packaging Plan Codes .......................................................58
Tracking ...........................................................................................................................................................................62
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Creating Tracking Codes .....................................................................................................................................62
Reviewing/Adding Tracking Status Codes ..................................................................................................64
Reviewing Student Status Codes.....................................................................................................................65
Creating Automatic Tracking.............................................................................................................................66
Updating Comment Code Tracking Entries ................................................................................................67
Creating Tracking Letter Template for Tracking Letters........................................................................68
Award Reconciliation .................................................................................................................................................69
Setting up the Pell Table .....................................................................................................................................69
Setting up the Hours Table.................................................................................................................................71
Application Configuration Reports.....................................................................................................................72
Security Access .............................................................................................................................................................75
Identifying Resources ...........................................................................................................................................75
Creating Roles..........................................................................................................................................................76
Creating Users..........................................................................................................................................................77
Menus – Classic and Tab ...........................................................................................................................................79
Classic Menus...........................................................................................................................................................79
Assign Roles to Menus..........................................................................................................................................79
Working with Workflow Tab Menus ...............................................................................................................80
Appendix.........................................................................................................................................................................86
Minimum Required Fields to Create a Student:.........................................................................................87
Optional Fields for Assigning Budgets..........................................................................................................87
TrackAuto Processing Tables needed to set up Regent Enterprise ..................................................88
Pell Processing Tables needed to set up Regent Enterprise ................................................................89
Packaging Processing Tables needed to set up Regent Enterprise ..................................................90
Federal Processing Tables needed to set up Regent Enterprise ........................................................92
CommonLine Processing Tables needed to set up Regent Enterprise ...........................................93
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Overview of
Rege nt
Enterprise
The Regent Enterprise system is a web-based Financial Aid
Management (FAM) solution for administering financial aid
functions. The system is customizable to allow for varying
business processes.
This document outlines the steps to custom configure the
Regent Enterprise System. A companion Excel file is available
with sample data (Setup and Configuration.xls)
Relational Database
Regent Enterprise is a relational database consisting of many tables
(with columns and rows) that are related to each other. Each table
contains a column or columns that other tables can key on to gather
information from that table, which is where the term “relational” comes
from.
The Regent Enterprise system utilizes tables for two reasons: for
validation and for processing.
Validation Tables
Validation tables contain values that are legitimate for that entry. This
allows the value to be “looked up” and also preserves the integrity of
the data by controlling what data is input.
Note: In the companion file (Setup and Configuration.xls), Validation
Tables are highlighted in green .
Processing Tables
Processing tables contain information on how the program processes
information.
Note: In the companion file (Setup and Configuration.xls), Processing
Tables are highlighted in yellow .
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Icons
The following icons are seen throughout the Regent application
Icon
Description
Purpose
Insert
Add entries
Edit
Make changes to entries
Delete
Remove entries
Lookup/
Validation Table
Controls data that is
entered.*
Calendar
Select dates**
Import
Bring in data into the
Regent Enterprise
Verification Tool
Access the verifiable fields
Print
Printing
Home
Returns to the main screen
Help
Locate information about
the Regent application
*Note:
If there is a blank value in the lookup table, then the field can
remain blank; if there is no blank value in the lookup table,
then the field is required.
**Note:
To indicate the current date, type the letter “d” in any date
field.
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FAM Help
Integrated help is available throughout the Regent Enterprise
application. Click on the
symbol to access the FAM Help. The
following screen appears:
There are four levels of FAM Help:
Level
Displays…
Contents
the entire contents of the FAM Help.
Application Level
Assistance
specific content related to the screen
that was displayed when the help
was accessed.
Field Level Assistance
specific database details related to
the screen that was displayed when
the help was accessed.
Regent Education
Online Support
a login screen to The Regent
Customer Zone.
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Configuration Checklist - UPDATE
Tasks to be completed (in order)
Administrator
Create a user with an administrator role
Change the default administrator's password
Institution(s)
Create Institution(s)
Import Institution(s)
Sessions
Create Sessions
Import Sessions
Identify session ranges for the Award Year
Budgets
Create Budget Codes on the Validation Table
Create Session Budgets
Awards
Create Award Codes
Assign Budget to Award Codes
Copy Program Budgets (where applicable)
Review/Add Award Status Codes on the Validation Table
Packaging Plans
Add Pell Value to Validation Table (if processing Pell)
Create Packaging Plans
Add Sessions' Code Distribution to Packaging Plans
Tracking
Create tracking codes on Validation Table
Review/Add Tracking Status codes on Validation Table
Review Student Status Codes on the Validation Table
Create automatic tracking plans on Processing Table
Create Comment Code Tracking Entries
Create Tracking Letter template
Award Letters
Setup/configure processing tables for award letter format
Create Award Letters in RTF Format
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Tasks to be completed (in order)
Award
Reconciliation
Reports
Security
Config uration
Menus
Create Pell Table
Create Hours Table
Run Reports
Add additional Users
Create Roles
Assign Resources to Roles
Assign Users to Roles
Create Menus
Assign Roles to Menus
Tab vs. classic menus
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Administrator
User
Users are setup with a username and password in order to
access the Regent Enterprise system. The programs that a user
is capable of using are based on their role (each role has
resources assigned). The system is installed with the default
user “Administrator”.
At the end of this section, you should be able to:
• Create a new user with an administrator role
• Change the default Administrator’s password
Creating a ne w user with an administrator role
The first user that should be set up is another Administrator user, which
has all resources assigned to that role.
To create a new user:
1. Application Setup4 Security 4 Users
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2. Click the
(Insert) button.
Note: The Roles will vary according to configuration.
3. Enter the following information:
•
•
•
•
•
•
Username (maximum of 40 characters)
First Name (maximum of 20 characters)
Last Name (maximum of 30 characters)
Email Address (used to notify that background tasks are
complete)
Enter a Password (maximum of 50 characters)
Re-Enter the Password
4. Click on FAMAdministrator role.
This role has all resources assigned so this user has all
access to the system.
5. After entering the data, several save options are available.
•
•
•
Save &Add More - Save the data and add another record.
Save &Go Back - Save the data and return to the previous
screen.
Cancel - Do not save the data and return to the previous
screen.
Note: Once a new user is created, the user name cannot be
renamed; the user would need to be recreated. It is
suggested to keep the original user for an audit trail.
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Changing the administrator password
The default Administrator password should be changed as soon as
possible to avoid compromising the system.
To chang e the administrator password:
1. Application Setup4 Security 4 Users
2. Click the
(Edit) button next to the Administrator username.
3. Type the new password.
Note: The password must be alphanumeric and a maximum of
50 characters.
4. Re-type the new password in the Confirm Password box.
5. Click the “Save &Go Back”button.
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Institutio ns
An Institution code is assigned to each campus and establishes
an Institution ID code, including the school's name and address,
and Pell ID. There are two steps in this process – creating and
then importing.
At the end of this section, you should be able to:
• Create a new institution
• Import the institution into the Regent Enterprise
application
Creating Institution(s)
Institution(s) are created upon initial setup for each campus using codes
that are two alphanumeric characters. Examples of institution codes
might include:
01 North Campus
02 South Campus
To create a new Institution:
1. Application Setup4 New Year 4 Create Institution
2. The “CTL Institution Code Search”screen appears.
3. Click
(Insert) button.
4. Type in the information and then click the “Save &Go Back”button
or the “Save and Add More”button.
Note: The State field is required.
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Importing Institution(s)
Once the institution has been created, it needs to be imported into the
Regent Enterprise application.
To import an Institution:
1. Application Setup4 New Year 4 Import Institution
2. At the “FAM Institution Code Search”screen, click the
button.
(Insert)
3. Click the
(Import) button to import the Institution into the
Regent Enterprise application.
4. The”FAM Institution Code Create”screen appears.
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5. Type in information, including addresses, FAO name and title. This
information will print on letters.
6. Click the “Save &Go Back”button.
7. Repeat steps 2-5 for any additional institutions.
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Sessio ns
Sessions designate the financial aid award payment periods.
Sessions need to be created by identifying a unique code for
each period of enrollment. The Session Code is flexible, and
may be used to designate semesters, quarters, or trimester
periods.
There are two steps in this process – creating and then
importing.
At the end of this section, you should be able to:
• Create new sessions
• Import the sessions into the Regent Enterprise
application
• Identify session ranges for the Award Year
Creating Sessions
Each Session is code is a maximum of four alphanumeric characters.
The Session codes MUST be in chronological order, since they will be
referred to in ranges.
Examples of session codes might include:
08T1 Fall 07-08
08T2 Spring 07-08
08T3 Summer 07-08
09T1 Fall 08-09
09T2 Spring 08-09
09T3 Summer 08-09
Note: For example, 08T1 stands for:
08 = year
T = Term
1,2,3 = sequential order
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To create a new session:
1. Application Setup4 New Year 4 Create Session
2. The “CTL Session Code Search”screen appears.
3. Click the
(Insert) button.
4. Type in the Session Code and Description.
Note: The Begin Date and End Date can either be typed here or
when the session is imported.
5. Click the “Save &Add More”button or the “Save and Go Back”
button.
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Importing Sessions
Once the sessions have been created, they need to be imported into the
Regent Enterprise application.
To import a session:
1. Application Setup4 New Year 4 Import Session
2. The “FAM Session Code Search”screen appears.
3. Click the
(Insert) button.
4. Click the
(Import) button to import the Session into The Regent
Enterprise application.
5. Click the
Date.
(Calendar) button to select the Begin Date and End
6. For the first session of each academic year, make sure the “Start
Session”is set to Y.
7. For Session Hours, type in the full-time equivalent (e.g. 12 hours).
8. Click the “Save &Add More”or “Save &Go Back”button.
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Identifying Session Ranges for Award Year
Session ranges need to be identified for the award year.
To identify session ranges for Award Year:
1. Application Setup4 New Year 4 Award Year
2. The “Need Institution Search”screen appears.
3. Click the
(Insert) button.
4. Enter:
•
•
•
•
•
•
•
•
Institution Code
Award Year
Session Start
Session End
School Code
Budget Months
Add Student (set to Y)*
Post Verification (set to RQ - required)
*Note: “Y” indicates to add new students to the Regent
Enterprise database. SIS (Student Information System)
connector would not select “Y”.
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The following is an example:
5. Click the “Save &Add More”or the “Save &Go Back”button.
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Budg ets
Student budgets are setup with codes that correspond to the
categories of the indirect and direct expenses that comprise the
student's cost of attendance (COA). The Regent Enterprise
system permits the entry of as many student budget codes as
desired and will automatically calculate the student need by
subtracting the expect family contribution (EFC) from the
budget amount when the financial data is entered.
It is not necessary to establish a student budget for each and
every situation.
At the end of this section, you should be able to:
• Create budget codes
• Create session budgets
• Copy student budgets (where applicable)
Creating Budget Codes
Budget codes are created on the SAF_STD_BUD_CODE Validation
Table using a maximum of two alphanumeric characters.
The following are two examples of budget codes:
Examples of Budg et Codes
Value
BA
Short Description
UGDepOn
Long Description
Undergrad On Campus
Value
BB
Short Description
UGDepOff
Long Description
Undergrad Off Campus
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To create a budget code:
1. Application Setup4 Validation Config
2. Type in the Table Name:
3. Click on Search.
4. Click the
(edit) button.
Note: The Table type should be set to “T”, which enforces
validation for the table. A Table type of “N” would not
require validation of the table.
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5. Click the
(insert) button.
6. Type in:
•
•
•
Value (2 characters)
Short Description (8 characters)
Long Description (30 characters)
7. Click the “Save &Add More”or the “Save &Go Back”button.
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Creating Session Budgets
For each session start and each budget code, a budget needs to be
input using the Cost of Attendance (COA). There are some important
items to note when inputting budget amounts:
•
•
Fixed Amount is the cost of attendance for the year.
The Cost of Education is the Pell cost of education. This field is
required for Pell Eligible budgets and is used in the Automated
Packaging and the Pell Reconciliation processes.
To create session budgets:
1. Application Setup4 New Year4 Budgets
2. Click the
(insert) button.
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3. Enter:
•
•
•
•
Session (Session start)
Budget Code
Fixed Amt
Cost of Education(Pell only)
The following are optional or will be added later:
•
•
•
•
Amt. Per Dependent
Package Code (will be added later)
Supplemental
Add’l Amount
4. Click the “Save &Add More”or the “Save &Go Back”button.
5. Repeat the process for each budget code but only for the session
start identified as described on page 14.
The following is an example of all budget codes (BA through BI)
identified for the first session Start (08T1).
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Copying Student Budgets
Once the all of the budget codes are set up for the session start, the
codes can be copied to a future session start.
To copy Student Budgets:
1. Application Setup4 New Year4 Copy Student Budget
2. Indicate:
•
•
•
Session From (e.g. 08T1)
Session To (e.g. 09T1)
Student Budget Code (Leave Blank for all)
3. Click the “Get Report”button.
4. Select the desired report format, and then click the “Submit”button.
5. Click the orange link to view the report. Close the report when
completed.
6. Click on Application Setup4 New Year4 Budgets to view the
results.
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Awards
The award code screen contains the codes for the award
programs available to students at the institution, along with the
minimum and maximum award amounts and disbursement
indicators.
Once the initial codes are added, there should be minimal
maintenance required from year to year.
At the end of this section, you should be able to:
• Create Award Codes
• Assign session budget to award codes
• Copy program budgets (where applicable)
• Review/add award status codes
• Set up award letters
Creating Award Codes
Award codes are general codes that are not specific to a session. They
are a maximum of two alphanumeric characters. Examples of award
codes might include:
Code
01
02
03
04
05
06
07
08
09
10
11
12
13
Short Name
(8 characters)
Pell
SOEG
ACG1
ACG2
SMART3
SMART4
Teach
FWS
Perk Ln
Sub Ln
Unsub Ln
PLUS
GradPlus
Long Name
(26 characters)
Pell Grant
Supp. Educ. Opport. Grant
ACG 1st Year
ACG 2nd Year
Smart Grant - 3rd Year
Smart Grant - 4th Year
Teach Grant
Federal Workstudy
Perkins Loan
Subsidized Loan
Unsubsidized Loan
PLUS Loan
Grad Plus Loan
Notes:
•
•
When printing awards, the short or long name may display based on
award letter setup.
New award codes can be added as new programs are added.
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To create Award Codes:
1. Application Setup4 New Year4 Awards
2. Click the
(insert) button.
3. Enter:
•
•
•
Award Code (2 characters)
Short Name (8 characters)
Award Name (26 characters)
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•
Type (categories for reporting purposes):
•
Match Stat (whether FAFSA or need analysis data is required):
•
Issue Opt (determines whether the award is issued by the
institution):
•
•
Minimum Amount*
Maximum Amount*
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•
•
Misc Code 1 (not used)
Misc Code 2
•
•
•
No Bud Ind (not used)
Pend Stat (not used)
Bill Code (not used)
*Note: Minimum and maximum amounts need to be revised per
session, as required.
4. Click the “Save &Add More”or the “Save &Go Back”button.
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The following is an example of a Pell Grant Award Code:
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Assigning Session Budget to Award Codes
For every session that funds are awarded, Award Codes must have an
assigned budget in order to award program funds.
To assign session budget to Award Codes:
1. Application Setup4 New Year4 Awards
2. Click the
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(edit) button on the Award Code.
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3. Click the
(insert) button.
4. Input:
•
•
•
Session
Institution Code
Budget Amount
5. Click the “Save &Add More”button.
The following is an example of Award Code 01 (Pell):
6. Repeat for each Award Code for each session for each Institution
code that the funds are going to be awarded.
7. When the last session budget is created, click the “Save &Go Back”
button.
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Copying Program Budgets
Because the data entry of the budgets can be time consuming,
especially when there are multiple campuses and many award codes, a
program is available that can copy budgets established for one session
to another session.
Even if the actual amounts are different, the budgets can be copied and
then updated to reflect the changes.
To copy Program Budgets:
1. Application Setup4 New Year4 Copy Program Budget
2. Enter:
•
•
•
Institution Code
Session to be Copied
Session to be Created
Copy Options:
•
“Preliminary reports only” will generate report data
showing what award codes have been set up for the
“Session to be Copied” that was entered. This is a good
way to view what is going to be copied before actually
doing so.
•
“Final (Copy)” will actually copy the award codes.
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3. Click the “Get Report”button.
The following is the resulting report, using the “Final Copy”
option:
4. To view results, click Application Setup4 New Year 4 Awards.
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Reviewing/Adding Award Status Codes
Offered (1) and Accepted (2) Status Codes are already configured;
additional codes may need to be added. Award Status Codes are
located in the SAF_AWD_STAT Validation Table.
To review/add Award Status Codes:
1. Application Setup 4 Validation Config
2. Type in the table name SAF_AWD_STAT and then click the Search
button.
3. Click the
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(edit) button next to the table.
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4. Click the
(Insert) button.
5. Type in:
•
•
•
Value
Short Description
Long Description
The following is an example of Award Status Codes:
Value
Short Description
1
Offered
2
Accepted
3
Estimated
4
Declined
5
Ineligible
6. Click the “Save &Add More”or the “Save &Go Back”button.
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Setting up Award Letter(s)
The text of the award letter can be maintained using word processing
software. However, the award letter template must be saved in a rich
text format (rtf) file format. Multiple files can be used with multiple file
names depending on the time of the year. The Award Letter screen
prompts the user to select an Award Message file and an Email Body file
(if the Award Letter(s) are being sent via email).
Printing Award letters is described in the End-User training manual.
Information located in “Application Setup, New Year, Import Institution,
Edit” determines what address, Financial Aid Officer (FAO), phone
number, etc. is printed on the letters.
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To setup award letters:
1. Create the award letter(s) in an .rtf file format.
The follow is a sample award letter.
Your Financial Aid award for 2008-2009 is listed below. Please
read all materials carefully. Please return your completed award
letter within three weeks of receipt. Awards are subject to
verification; if your application contained inaccurate data, your
aid may be revised. Your award is based on an assumption of
FULL TIME enrollment (12 credits). Data listed is the best
currently available. If you receive other aid your award package
may be revised. You MUST list all other aid, including private
scholarships, on your returned award letter. The Pell Grant and
Stafford Loan awards are ESTIMATES based on your financial aid
application. A separate loan application is required for the
Stafford Loan. A Stafford Loan application is enclosed for your
convenience. Maximum loan amounts are based on a student's
grade level. Please contact the Office of Financial Aid and
Scholarships if you would like further information.
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2. Add any award letter options needed by selecting:
Application Setup4 Processing Config4 Processing Table
3. Type in:
•
•
SAF
Table ID: Agency
Note: The Agency Table contains system-wide table entries,
not just entries related to award letters.
•
Click the Search Button
4. Click the
(Edit) button.
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5. Click the
(Insert) button.
6. Type in:
•
•
Value
Description
The following is an example of a table entry.
Value:
Description:
SAF010-ARRAY
Print award letter in array format
Purpose:
Causes award letters to print in a grid format
with the sessions going across the page.
7. Click the “Save &Add More”or “Save &Go Back”button.
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Note: To see additional options for table values:
1. Award Processing 4 Letters 4 Award
2. Click the
(Help) button.
3. Click “Application Level Assistance”.
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Packaging
Plans
Automated packaging allows the user to establish various plans
to allow the system to assign awards to students automatically.
The module enables the Financial Aid Office to designate the
percentage of need to be met, and the system will attempt to
do so by following the parameters established in the packaging
plans.
At the end of this section, you should be able to:
• Add the Pell Value to the SAF_FED_AWD_CODE
Validation Table
• Create Packaging Plans
• Add Sessions' Code Distribution to Packaging Plans
• Create a required table entry SAF (System) PELL (Table
ID).
• Set up loan packaging configuration
Adding the Pell Value
The Pell value needs to be added to the SAF_FED_AWD_CODE
Validation Table, if the institution is processing Pell Grants.
To add the Pell Value:
1. Application Setup4 Validation Config
2. Type in the table name SAF_FED_AWD_CODE and then click the
“Search”button.
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3. Click the
Note:
4. Click the
(edit) button next to the table.
The “Default Blank” code should already appear in the
table.
(insert) button.
5. Type in the following information:
6. Click the “Save and Go Back”button.
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Creating Packaging Plans
Packaging plans are created so the institution can establish various
plans to allow the Regent Enterprise system to assign awards to
students automatically. Packaging plans group similar eligibility
requirements for awards.
Packaging plan codes are two alphanumeric characters. Examples of
Packaging Plan codes might include:
Packag e Code
Description
PA
DEP (SEOG,FWS,SUB,PLUS)
PB
IND (SEOG,FWS,SUB,UNSUB)
PC
IND (SUB,UNSUB)
To create a Packaging Plan:
1. Application Setup4 New Year4 Packaging Plans
2. Click the
(insert) button.
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3. Enter:
• Package Code
• Description
• Federal Award Code (Pell Grant Award Code, e.g. 01)
• Alt Distr Code (only if awards are to be offered at an alternate
time).
4. Click the “Save &Add More”button or the “Save &Go Back”button.
To add other information to Packaging Plans:
1. Application Setup4 New Year4 Packaging Plans
2. Click the
(edit) button on the selected Packaging Plan.
3. Click the
(insert) button.
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4. Enter the data that pertains to the selected Packaging Plan..
Note:
The Priority Code is a number which indicates the order in
which funds will be offered - the lower the number, the
higher the priority. Keep unused numbers between the
priority codes to be able to add priority codes later.
Example of Priority Codes might be: 5, 10, 15, 20, etc.
The following is an example:
Field Names
Package Code
Award Code
Award Status
% of need
Minimum
Amount
Maximum
Amount
Priority Code
Match Award
Values
PA
02
1
100
0
Description of Values
Dependent, SEOG,FWS,SUB,PLUS
SEOG
Offered
2000
5
01
Highest priority
01 = Pell Grant
5. Click the “Save and Add More”button.
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6. Repeat for each award code for the selected Packaging Plan.
7. Repeat for the other Packaging Plans.
Adding Sessions' Code Distribution to Packaging Plans
Once a package plan has been created, it is necessary to create
distribution for each session in which the award(s) are to be distributed.
To create Sessions’ Code distribution:
1. Application Setup4 New Year4 Packaging Plans
2. Click the “Session Distribution”tab located toward the top of the
screen.
3. The “Packaging Plan Distribution Search”screen appears.
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4. Click the
(insert) button.
5. Enter the Package Code, Session (required) and % of Distribution
(e.g. 50% for semester institutions).
The following is an example:
Package Code
PA
Session
08t1
08t2
09t1
09t2
% of Distribution
50
50
50
50
6. Click the “Save &Add More”button or the “Save &Go Back”button.
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Adding Packaging Processing Table Entry
In order for packaging plans to be processed, a table entry is required
on the SAF (System) PELL (Table ID).
To create the packaging processing table entry:
1. Application Setup4 Processing Config 4 Processing Table
2. Type in SAF (System) and PELL(Table ID)
3. Click the Search button.
4. Click the
(Edit) button next to the table entry.
5. Click the
(Insert) button.
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6. Type the value for each award year, using the following as an
example:
7. Click the “Save &Add More”or “Save &Go Back”button.
When completed, the table might look like the following:
8. Click the “Save”or “Save and Go Back”button.
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Setting up Loan Packaging Configuration
The Loan Packaging Configuration screen allows the user to setup the
necessary parameters to award loans through Automated Packaging.
Automated packaging is a system process that selects the awards and
award amounts automatically, to best meet the student's financial need at
fund levels consistent with institutional resources, and in accordance with
award program requirements.
The Loan Packaging screen:
•
Requires only one record per school. The default values are populated
in the database on installation. The user has the option to update on
setup of packaging loans.
•
Defines Award Codes for loans used anywhere in the system
(regardless of whether they are already on the student record or used in
the automated packaging).
•
Determines what awards are accumulated for amounts already
borrowed by student for the award year.
•
Includes all Subsidized loan codes and all Unsubsidized loan codes.
•
Defines Loan Limits for Grade Levels.
•
Defines the maximum amount for each grade level per Award Year.
(The system default amounts are the Regulation amounts).
•
Allows the user to reduce the maximums for grade levels that are not
applicable. Automatic Packaging will ensure that the student does not
exceed his or her need; will split between subsidized and unsubsidized.
•
Automated Packaging includes an option to allow the user to award
Unsubsidized up to the student's budget.
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To setup loan packaging configuration:
1. Application Setup4 Loan Packaging
2. Change any necessary data.
3. Click the Save button.
The message “Loan Packaging data saved successfully” appears.
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FAF Se tup
FAF Setup allows you to tie everything together, including
budgets, packaging plans and missing document assignment.
Before FAF Setup is configured, there are a few table entries
that need to be completed.
At the end of this section, you should be able to:
• Add default race code
• Create Curriculum Codes
• Assign budget plans based on student selection criteria
• Establish a time frame for documents to be submitted
• Configure packaging plans with the appropriate budget
codes
Adding Default Race Code
The default race code needs to be added to the IDE_RACE validation
table. In the following example, a code of “Unknown” is being added.
Additional codes could also be added.
To add default race codes:
1. Application Setup 4 Validation Config
2. Type in the Validation Table Name: IDE_RACE and then click the
Search button.
3. Click the
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(Edit) button.
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4. Click the
(Insert) button.
5. Type in the Value, Short Description and Long Description
”Unknown Race”, as shown below:
6. Click the “Save &Go Back” button.
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Adding Curriculum Codes
Curriculum codes can be added for specific curriculum. These optional
codes are defined by the user.
To add Curriculum Codes:
Note: Curriculum Codes
must exist on the
student master record.
1. Application Setup 4 Validation Config
2. Type in the Validation Table Name: SAF_CURRIC_CODE and then
click the Search button.
3. Click the
(Edit) button.
4. Click the
(Insert) button.
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5. Type in the Value (maximum of six alphanumeric characters), Short
Description and Long Description.
Examples might include:
Value
MBA
Short Description
MBA
NURSE
Nursing
UGBUS
UGBusiness
UGART
UGArt
UGEDUC UGEduc
UGGEN
UGGeneral
Long Description
MBA Program
Graduate Nursing
Program
Undergraduate
Business Program
Undergraduate Art
Program
Undergraduate
Education
Undergraduate
General Studies
7. Click the “Save &Add More”after each entry or “Save &Go Back”
after the last entry.
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Adding Miscellaneous Code 3
The Miscellaneous Code 3 is an optional code and is defined by the user
to identify additional items that affect the cost of attendance.
To add Miscellaneous Code 3:
Note: Miscellaneous
Code 3 must exist on
the student master
record.
1. Application Setup 4 Validation Config
2. Type in the Validation Table Name: SAF_STD_MISC_3 and then
click the Search button.
3. Click the
(Edit) button.
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4. Click the
(Insert) button.
5. Type in the Value (maximum of four alphanumeric characters),
Short Description and Long Description.
Examples might include:
Value
1
2
3
4
Short Description
Year 1
Year 2
Year 3
Year 4
Long Description
Year 1
Year 2
Year 3
Year 4
6. Click the “Save &Add More”after each entry or “Save &Go Back”
button after the last entry.
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Adding Miscellaneous Code 4
The Miscellaneous Code 4 is an optional code and is defined by the user
to identify additional items that affect the cost of attendance.
To add Miscellaneous Code 4:
Note: Miscellaneous
Code 4 must exist on
the student master
record.
1. Application Setup 4 Validation Config
2. Type in the Validation Table Name: SAF_STD_MISC_4 and then
click the Search button.
3. Click the
(Edit) button.
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4. Click the
(Insert) button.
5. Type in the Value (maximum of four alphanumeric characters),
Short Description and Long Description.
Examples might include:
Value
LAB
STAB
ACCT
Short Description
Lab Fees
StdyAbroad
AcctProg
Long Description
Additional lab fees
Additional fees
Accounting Program
7. Click the “Save &Add More”after each entry or “Save &Go Back”
after the last entry.
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Assigning Budget Codes and (Optional) Packaging Plan
Codes
The FAM Student ISIR Import Setup page is designed to create
processing table entries that are used during FA Create process. This
provides a user-friendly interface to create or edit complex processing
entries.
When FA Create is run, the following will happen:
If the student…
•
is not in the system, it will create a new student data and
financial aid data page based on parameters as defined below.
•
is in the system, the financial aid data page will be created or
updated using the parameters as defined below.
Notes:
•
Budget codes are required.
•
Packaging Plans are optional, but can be defined at the same
time.
•
Default codes are defined to be used when the value in the ISIR
is blank.
•
The General Tab is system wide.
•
The Year Specific tab applies only to that award year.
•
Blank – the field must be blank.
•
All – any data will be accepted, blank or not.
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To assign budget plans based on student selection criteria:
1. Application Setup4 Processing Config4 FAFSetup
2. Under the “General”tab, select the criteria, as described below: (*
indicates a required field)
Criteria
State of
Residence
Assign
Packaging
Code
Dependency
Status
Housing
Status
Description
Select from drop down menu the state
which determines residency.
Check or uncheck.
Select from drop down menu. Choices
include: Dependent, Independent, All.
Select from drop down menu. Choices
include: On Campus, Off Campus, With
Parent, All, Blank.
Marital Status Select from drop down menu. Choices
include: Married, Unmarried, Separated,
All, Blank.
State
Select from drop down menu. Choices
Residency
include: State Resident, Non Resident,
Status
All, Blank.
Grade Level
Select from drop down menu. Choices
in College
include: 1st year never attended college,
1st year attended college before, 2nd
year/sophomore, 3rd year/junior, 4th
year/senior, 5th year/other
undergraduate, Graduate, All, Blank.
Budget Code Lookup value, as defined in setup.
Package Code Lookup value, as defined in setup
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Criteria
Curriculum
Code
Description
Optional. Select from drop down menu.
Choices defined in setup include All,
Blank.
Miscellaneous Optional. Select from drop down menu.
Code 3
Choices defined in setup include All,
Blank.
Miscellaneous Optional. Select from drop down menu.
Code 4
Choices defined in setup include All,
Blank.
Run AutoCheck or uncheck.
Tracking
Due Date
Type in number of days.
Days
Default Race
Select from drop down menu. Choices
Code
defined in setup.
Default Name Select from drop down menu. Choice
Type
includes FAM.
Default Name Select from drop down menu. Choice
Code
includes MSTR.
AutoOptional. Type in a 2-digit prefix.
generated
student ID
Prefix
Default Sex
Select from drop down menu. Choices
Code
include: F–Female, M-Male, U-Unknown.
Default
Select from drop down menu. Choice
Address Type includes FAM.
Default
Select from drop down menu. Choice
Address Code includes MSTR.
AutoOptional. Type in starting 8-digit
generated
number. For each student the next
student ID
available student ID will be displayed. It
is strongly suggest using an autogenerated student ID; otherwise the SSN
will be used.
Default Email Select from drop down menu. Choice
type
includes FAM.
Default Email Select from drop down menu. Choice
code
includes MSTR.
Add students Check or uncheck. Unchecked means
that are not in that all ISIRs will be loaded into FAM.
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Criteria
SIS
Description
Check only if an integrated with SIS.
The following is an example:
3. Click the “Save”button when completed.
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Tracking
The items required for tracking missing items must be
established. These items should be grouped around the twocharacter student status code assigned (DE, DV, IN, IV, OV).
Students selected for verification require submission of more
documents than those who are not selected for verification.
At the end of this section, you should be able to:
• Create Tracking Codes
• Review/add tracking status codes
• Review Student Status codes
• Create automatic tracking plans
• Create comment code tracking entries
• Create tracking letter template
Creating Tracking Codes
The Tracking codes are located on the SAF_TRACK_CODE Validation
Table. Any item that will go on the student’s tracking screen needs to
be created on this table. There are usually 20-30 items identified as
tracking items.
Examples of tracking items might include:
•
•
•
•
Verification worksheet
Parents’ taxes
Student’s taxes
Valid ISIR
To create tracking codes:
1. Application Setup4 Validation Config
2. Type in the table name and then click the”Search”button.
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3. Click the
(edit) button next to the table.
4. Click the
(insert) button.
5. Type in:
• Value
• Short Description
• Long Description
The following is an example of Tracking Codes:
Code
SS
VW
ST
PT
PV
04
50
51
E1
E2
LT
MP
T1
DB
Short Description
SS Card
Ver Wks
S-TAX
P-TAX
PellVerTrk
FAFSA
Birth Cert
SAP
Ent Inter
Exit Inter
Awd Ltr
MPN
FinAidApp
Disb Add
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Long Description
Copy of Social Security Card
Verification Worksheet
Student 1040 Form
Parent 1040 Form
Pell Verification Tracking
FAFSA/Needs Analysis
Copy of Birth Certificate
SAP
Entrance Interview
Exit Interview
Signed Award Letter
Master Promissory Note
Fin Aid Appl
Disbursement Added
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Reviewing/Adding Tracking Status Codes
The Tracking Status Codes are located on the Tracking Status Codes
Validation Table (SAF_NOTATION_CODE). A blank value needs to be
added.
1. Application Setup4 Validation Config
2. Type in the table name and then click the”Search”button.
3. Click the
(edit) button next to the table.
4. Click the
(insert) button to add additional codes.
5. Click the “Save &Go Back”button.
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Reviewing Student Status Codes
The student Status codes (located on the SAF_STAT Validation Table)
only need to be updated if necessary. For example, an OV code
(Override) may need to be added.
To Review/Add Status Codes:
1. Application Setup4 Validation Config
2. Type in the table name and then click the”Search”button.
3. Click the
(edit) button next to the table.
4. Click the
(insert) button to add additional codes.
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Creating Automatic Tracking
The automatic tracking codes are located on the SAF TRACKAUTO
Processing Table. A maximum of ten tracking codes can be entered in
the area of the screen. Each tracking code is followed by the twocharacter tracking notation code (such as RQ for required or NR for not
required). The following is an example:
01RQ02RQ03RQ04NR
To Add Tracking Codes:
1. Application Setup4 Processing Config
2. Type in the System (SAF) and Table ID (TRACKAUTO) and then click
the”Search”button.
3. Click the
(edit) button next to the table.
4. Click the
(insert) button to add additional codes.
5. Click the “Save &Add More”button or the “Save &Go Back”button.
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Updating Comment Code Tracking Entries
1. Application Setup4 Processing Config 4 FAF Setup
2. Click on the 2008-09 tab
3. Type in the Comment Code, Tracking Code and Status.
The following is an example:
4. Click the “Save”button when completed.
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Creating Tracking Letter Template for Tracking Letters
1. Application Setup4 Letter Template
2. Click the
(insert) button.
3. Type in the text and codes – need examples here
4. Click the “Save” button.
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1.
Award
Reconciliatio n
Award reconciliation involves setting up both the Pell Table
and Hours Table.
At the end of this section, you should be able to:
•
Setup a Pell Table
•
Setup an Hours Table
Setting up the Pell Table
The Pell Table is used to define the number of hours and associate those
hours with an enrollment status
To set up the Pell Table:
1. Application Setup 4 Award Reconciliation 4 Pell Table
2. Click the
(insert) button.
3. Add the following entries:
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Setting up the Hours Table
The Hours Table is used to define the adjustment type and associate
those hours with an enrollment status and is used for every award code
that you want to do mass adjustments (except for Pell).
To set up the Hours Table:
1. Application Setup 4 Award Reconciliation 4 Hours Table
2. Click the
(Insert) button.
3. Click the
(Edit) button next to the table.
4. Click the
(Insert) button.
Adjustment type:
•
F – flat amount
•
P – percentage
•
E – equal to other award
5. Click the “Save &Add More”or “Save &Go Back”button.
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Applicatio n
Configuration
Reports
There are 14 reports available in the Regent Enterprise system
which provides the setup data. The following is a summary of
these reports.
Validation Rpt (CTL034)
This program will show individually selected or all Validation Tables in
Regent Enterprise.
Processing Rpt (CTL035)
This program will show individually selected or all Processing Tables in
Regent Enterprise.
Awards Rpt (FAM065)
This report provides information about award codes in the Financial Aid
system, including minimum and maximum award amounts, award type,
issuance code, and matching status.
Award Totals Rpt (FAM025)
This report provides award totals for the Financial Aid system by award
type, session, and campus. Totals can be printed for selected campuses
and a selected session range
Award Summary Rpt (FAM027)
This program prints a summary for each award program of the amount
budgeted, the amount awarded thus far in the award status '1' category
(offered awards), the amount awarded thus far in the award status '2'
category (accepted awards), and the budget balance once awards in
statuses '1' and '2' are deducted. Subtotals are available by program
type, i.e. grant, loan, scholarship, work, etc. Grand totals are given for
the session range being reported. The report provides a budget
summary of award totals in each category as compared to the budget
and the balance.
Packag ing Plans Rpt (FAM620)
This report will print packaging code information for the financial aid
system. Package detail, which includes information about the awards
that are included in the package, and session distribution information,
will also print for each packaging code
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Sessions Rpt (FAM090)
This report provides information about session codes in the Financial
Aid system, including begin and end dates, session hours, equivalent
session code, and the date A/R was posted.
Award Sub Codes Rpt (FAM022)
This report will print Award Sub Codes and list student’s assigned to a
sub code and the amount of the student's award. The student's
hours/units and quality point average are shown as well, if on file.
Additionally, the award code, award status code, and last activity date
for the award will be included.
Activities Rpt (FAM092)
This report lists activity codes and their descriptions.
Budg ets Rpt (FAM085)
This report provides budget information for the Financial Aid system.
Sub Codes (FAM080)
This report provides a listing of award sub codes, their types, and the
contact person’s name. Optionally, additional contact information and
the sub code status can be reported.
Sub Code Totals Rpt (FAM023)
This program provides award inquiry with budgets by sub code.
Award Audit Rpt (FAM040)
This program checks all student awards for compliance with awarding
requirements in the following areas:
Award Consistent with Need
The need entry from the FAM503 screen is compared to the amount
awarded on the FAM502 screen. When the award amount exceeds the
student's need, the student is identified on the report.
Award within Budget
Each institution establishes a budget level for students in particular
categories on the FAM503 screen. When the student's awards on the
FAM502 screen exceed the budget limit, it will be noted.
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Award Does Not Exceed Career Limits
The institution can designate up to five award programs with overall
award limits. The student's total for the specified award code will be
determined and compared to the overall program limit. A message
will appear on the report when the student's total exceeds the limit.
Stud Bud Recal Rpt (FAM071)
This program allows mass updates to the Student Budget.
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Security
Access
Every user is assigned a user name and password, and then
assigned a role which determines their access. Ability to
add/delete etc is called a resource, which is actually a separate
URL. There are approximately 500 resources.
At the end of this section, you should be able to set up:
• Roles
• Users
• Resources
Relationship among Users, Roles and Resources:
belongs to
User
which accesses
Role
Resources
Identifying Resources
Defines whether or not the user can run the program, and if so what
functions they can perform. Resources are actually URLs stored in the
Regent Enterprise database.
Menu navig ation : Application Setup4 Security 4 Roles
(Either click
to insert a New Role or click
to Edit an exiting Role.)
The following is an example of some of the Resources that are available.
Those resources that are checked are allowed; those without a check are
not allowed:
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Creating Roles
Roles are used to categorize users into groups performing the same job
functions. Each role is assigned resources based on job functions. Roles
are assigned a menu, which can be customized.
To create a new role:
1. Application Setup4 Security 4 Roles
2. Click the
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(Insert) button.
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Creating Users
Users are setup with username and password in order to access the
Regent Enterprise system. The programs that a user is capable of using
are based on their role (each role has resources assigned).
To create a new user:
1. Application Setup4 Security 4 User
2. Click the
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(Insert) button.
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3. Enter the following information:
•
•
•
•
•
•
•
Username
First Name
Last Name
Email Address (used by Background Server)
Enter a Password
Re-Enter the Password
Click on role(s) that the user will be assigned.
4. After entering the data, several save options are available.
•
•
•
Save & Add More - Save the data and add another record.
Save & Go Back - Save the data and return to the previous
screen.
Cancel - Do not save the data and return to the previous screen.
Note:
Once a new user is created, the user name cannot be
renamed; the user would need to be deleted and then
recreated with a different name.
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Menus –
Classic and
Tab
A user’s role may not allow certain functionality. If the user
accesses a menu that they do not have the resources assigned,
they will get an error message.
In order to avoid this message, menu items can be customized
by deleting menu items that are not needed for the role.
belongs to
User
can access
Role
Resource
links to
has
Menu
Classic Menus
Menu navig ation : Application Setup4 Security 4 XML Menu
Assign Roles to Menus
§
§
§
§
Appears on the top of each page
Can be customized for each role
Classic view
Tabbed navigation
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Working with Workflow Tab Menus
Regent Enterprise, Carbon Edition, allows creation of customized tab
menus based on any identified workflow.
Regent comes with six standard images corresponding to the six
standard tabs. Custom tabs and images can be created, using any
graphics program.
The following is an example of the Application tab with a standard
graphic and three sections of links:
1. Reports
2. Setup Activities
3. Options and Activities
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To create a new tab:
1. From the Current Role drop down list, select “FAMTabRole”
2. Click on the “Reports/Setup”tab.
3. Under “Security Activities”(located on the lower left), click on “Tab
Management”.
The default Tab List appears:
Tabs that are currently in
use cannot be deleted.
The Dashboard cannot be
edited.
4. Click the
(Insert) button to add a new tab.
The Tab Create screen appears:
…
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5. Type the Tab Label.
6. Click the “Browse”button to select the image file (optional).
Note: The image file can be in any graphic file format, (e.g. jpg).
7. Type in the Section Label.
Note: There is a maximum of four sections.
8. Type in the Link Label and then select the “Link To”that corresponds to
the label.
9. Repeat steps 7 and 8 for the three additional Sections, if necessary.
10. Click the “Save”button.
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To Control Tab Display:
1. From the Current Role, select “FamTabRole”.
2. Click on the “Reports/Setup”tab.
3. Under “Security Activities”(located on the lower left), click on “Role
Management”.
4. Click the
(Edit) button on the “FamTabRole”.
The Edit Role screen appears:
The order of the tabs
determines the order on
the screen, left to right.
The first position tab
determines the location
when the
(Home)
button is pressed.
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5. Under the “Tabs”section, use the drop-down selections to choose the
desired menus, up to a maximum of ten.
Notes: The choices of menus include the standard menus in
addition to custom-created menus.
An option of “None” is also available to remove the display of
the menu.
6. Click the “Save &Go Back”button.
7. To view the changes, log off and then log in.
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To edit an existing tab:
1. From the Current Role, select “FAMTabRole”
2. Click on the “Reports/Setup”tab.
3. Under “Security Activities”(located on the lower left), click on “Tab
Management”.
4. Click the
(Edit) button next to the Tab name.
5. Make desired changes.
6. Click the “Save”button.
7. To view the changes, log off and then log in.
System Configuration – Regent Enterprise
Revised: 6/11/2008
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Appendix
System Configuration – Regent Enterprise
Revised: 6/11/2008
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Minimum Required Fields to Create a Student:
Field Name
First Name
Last Name
DOB
SSN
Address
Address 2
Address 3
Address 4
City
State
Zip
State Residence
Institution Code
Session Applied
Sex
Table
IDE_NAMES
IDE_NAMES
IDE_PERS_DEMO
IDE_PERS_DEMO
IDE_ADDRS
IDE_ADDRS
IDE_ADDRS
IDE_ADDRS
IDE_ADDRS
IDE_ADDRS
IDE_ADDRS
SAF_STD_MAS
SAF_STD_MAS
SAF-STD-MAS
IDE_PERS_DEMO
Column
Field Length
IDE_NAME_FIRST
IDE_NAME_LAST
IDE_BIRTH_DATE
IDE_SOC_SEC_NUM
IDE_ADDR_1
IDE_ADDR_2
IDE_ADDR_3
IDE_ADDR_4
IDE_CITY
IDE_STATE
IDE_ZIP
SAF_STATE_RESIDENT
SAF_INST_CODE
SAF_SES_APPLIED
IDESEX
20
30
8
9
30
30
30
30
20
2
10
2
2
4
2
Optional Fields for Assigning Budgets
Field Name
Curric Code
Miscellaneous Code 3
Miscellaneous Code 4
Alternate ID
Table
SAF-STD-MAS
SAF-STD-MAS
SAF-STD-MAS
IDE_PERS_DEMO
System Configuration – Regent Enterprise
Revised: 6/11/2008
Column
SAF_CURRIC_CODE
SAF_STD_MISC_3
SAF_STD_MISC_4
IDE_ALT_ID
Field Length
6
4
4
40
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TrackAuto Processing Tables needed to set up Regent Enterprise
Value
Description
Student Status on the Financial Aid Tab
SAF057-STD-STAT
N/A
Identify when a Valid ISIR is loaded
VALUE
SAF057-FAF-TRK
DESCRIPTION The two-character tracking code assigned to need analysis data.
Establish Award Codes to Track by Award Code
VALUE
AWARD-TRACK
A maximum of twenty (20) award codes that will have tracking items
DESCRIPTION specific to the award code.
Establish Tracking Items for Specific Award Code
AWARD-cc' Where 'cc' is the award code. (Note: This award code must be
designated in the DESCRIPTION portion of the 'AWARD-TRACK' table entry
VALUE
mentioned above.
ttssttss' Where 'tt' is the tracking code and 'ss' is the status to be assigned to
the tracking code. A maximum of ten tracking items may be assigned to an
DESCRIPTION award code.
Desig nate Sessions for Tracking
AWARD-SES-ssss' Where 'ssss' is the session applied on the Student Data
VALUE
screen.
ssss-eeee' Where 'ssss' is the start session and 'eeee' is the ending session
for the financial aid award year. When a student has no FAFSA data on file,
this entry is used to determine if the awards are present in the specified
DESCRIPTION session range for assigni
Carry Forward Items To New Year
VALUE
SAF057-RENEW
A maximum of twenty (20), two-character tracking codes which are to be
moved forward. When any of these items are found on the students
tracking detail for a prior session, the entry will be deleted from the prior
DESCRIPTION session and added to the current applied
Definition of Standard Plans (Verification Tracking)
VALUE
'ss' Where 'ss' is the student status code.
A maximum of ten tracking codes would be entered in the area of the
screen. Each tracking code would be followed by the two-character tracking
DESCRIPTION notation code. For example, '01RQ02RQ03RQ04NR'.
System Configuration – Regent Enterprise
Revised: 6/11/2008
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Pell Processing Tables needed to set up Regent Enterprise
Award Year Designation
VALUE
ACAD-YRyy (Where 'yy' = report year, i.e. 06 for 2005-06 school year)
ssss mmy1-mmy2 ccyymmd1-ccyymmd2 9999' Where 'ssss' = start
session for that award year, e.g. 2003, space a space is required, 'MMY1' =
edit month and year (may be spaces for 00-01),'-' a dash is required,
'MMY2' = report month and year (may be spaces for 00-01), space blank
space is required, 'ccyymmd1' = start date of award year, 20050701, for
2005-06, '-' a dash is required, 'ccyymmd2 = end date of award year,
20060630, for 2005-06, space blank space is required, 9999 = maximum
annual Pell award (4050 at this point for 05-06). For example, for the
2005-06 school year the VALUE would be 'ACAD-YR06'. The DESCRIPTION
DESCRIPTION would be similar to: 2032 0700-0700 20050701-20060630 4050
Tracking Code for Verification Method
VALUE
TRK-CODE
DESCRIPTION cc (Where 'cc' = tracking code for Pell verification)
Desig nate Disbursement Dates
VALUE
DISB-DATEssss (Where 'ssss' is a valid session code)
'ccyymmddccyymmddccyymmddccyymmddccyymmdd' Where
'ccyymmdd' are the disbursement dates for the indicated session. The
system permits a maximum of five dates per session. Only one date per
DESCRIPTION session is required
Send Max Award Amount for Origination
VALUE
ORIG-MAX-AWD
DESCRIPTION Not required. But could be 'SEND ANNUAL AWARD AMOUNT'
Last Session of Year
VALUE
LAST-SESyy (Where 'yy' is the Pell award year, i.e. '06' for 2005-06)
DESCRIPTION ssss (Where 'ssss' is the last award session in the specified Pell award year)
Use ISIR Information for Name/Date of Birth
VALUE
ORIG-NEED-DATA
DESCRIPTION Originate Demographic Data from NEED
COD Routing ID
VALUE
COD-ID-XXXXXX (Where 'XXXXXX' is the 6-character Pell school ID)
The 8-digit COD routing ID. (This is also known as the Entity ID, the
DESCRIPTION Routing ID, and the COD school ID)
System Configuration – Regent Enterprise
Revised: 6/11/2008
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Packaging Processing Tables needed to set up Regent Enterprise
VALUE
DESCRIPTION
VALUE
DESCRIPTION
Designate Award Programs for Budget Check
SAF610-BUD-CHK
A maximum of twenty, two-character award codes that would be
subject to the budget check. Enter the award codes in a string
with no spaces or separators between them.
Assig n Award Rounding Factor
SAF610-ROUND
The first three positions would contain the rounding factor which
must be three numeric positions. For example, $10 would be
entered as '010'.
DESCRIPTION
Post Award Entry for No Funds Situation
SAF610-NF-STAT
The award status code that has been designated as no funds
available. It cannot be status '1' (offered) or '2' (accepted).
VALUE
DESCRIPTION
Calculate Pell Grant at Full-Time
SAF610-PELL-1
CALCULATE PELL AT FULL TIME
VALUE
VALUE
DESCRIPTION
Packag e Over Student's Need Up to Student's Budg et
SAF610-TO-BUD
A maximum of twenty award codes that may be p ackaged up to
the budget amount. Enter the award codes in a string with no
spaces or separators between them.
DESCRIPTION
Assig n Award Rounding Factor
SAF610-ROUND
The first three positions would contain the rounding factor which
must be three numeric positions. For example, $10 would be
entered as '010'
VALUE
DESCRIPTION
Pell Grant Award Status
SAF610-PELL
The status that is to be assigned to Pell awards.
VALUE
VALUE
DESCRIPTION
Designate Award Programs for Budget Check
SAF610-BUD-CHK
A maximum of twenty, two-character award codes that would be
subject to the budget check. Enter the award codes in a string
with no spaces or separators between them.
System Configuration – Regent Enterprise
Revised: 6/11/2008
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DESCRIPTION
Specify EFC Cut-off for Specific Awards
SAF610-EFC-MAX
'9999-cdcdcd' Where '9999' is the EFC cut-off and 'cdcdcd..' is up
to 17 award codes for which the EFC cut-off is to apply
VALUE
DESCRIPTION
Assig n Freeze Status When Student is Packaged
SAF610-FREEZE
Y
VALUE
System Configuration – Regent Enterprise
Revised: 6/11/2008
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Federal Processing Tables needed to set up Regent Enterprise
Description
Define Title IV Awards
TITLE-IV
a1a2a3 (Where 'a1a2a3’ is up to 20 Title IV award codes in refunding
sequence without separators)
VALUE
DESCRIPTION
Award Cancel Status
CANCEL-STATUS
as (Where 'as' is the award status code to use for cancelled awards)
Value
DESCRIPTION
Exclude Dates from Academic Session
SKIP-DAYnssss (Where: 'n' is a number 1-5 The first table entry uses
'1' and 'ssss' is the session code )
ccyymmddccyymmd2…'where 'ccyymmddccyymmd2' is up to 5
dates in order from oldest to most recent. No spaces or separators
should be used in between each date
VALUE
DESCRIPTION
Charge Calculation
CALC-CHARGES
HHHHH-FFFF
VALUE
System Configuration – Regent Enterprise
Revised: 6/11/2008
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CommonLine Processing Tables needed to set up Regent Enterprise
Value
Description
Desig nate Award Status to Select
AWD-STAT-SELECT
a1a2a3 ( Where 'a1a2a3…’ would be a maximum of 20, two-character
award status codes)
Desig nate Stafford Subsidized Award Codes
VALUE
STAFFORD-SUB
a1a2a3 (Where 'a1a2a3…' is a maximum of 20, two-character award
DESCRIPTION codes)
Desig nate Stafford Unsubsidized Award Codes
VALUE
STAFFORD-UNS
a1a2a3 (Where 'a1a2a3…' is a maximum of 20, two-character award
DESCRIPTION codes)
Desig nate PLUS Award Codes
VALUE
PLUS
a1a2a3 (Where 'a1a2a3…' is a maximum of 20, two-character award
DESCRIPTION codes)
Desig nate GRAD-PLUS Award Codes
VALUE
GRAD-PLUS
a1a2a3 (Where 'a1a2a3…' is a maximum of 20, two-character award
DESCRIPTION codes)
Desig nate Alternative (Student) Award Codes
VALUE
ALTERNATIVE-STUDENT
a1a2a3 (Where 'a1a2a3…' is a maximum of 20, two-character award
DESCRIPTION codes)
Desig nate Alternative (Parent) Award Codes
VALUE
ALTERNATIVE-PARENT
a1a2a3 (Where 'a1a2a3…' is a maximum of 20, two-character award
DESCRIPTION codes)
Value
Description
Posting Sensitivity Based on Amounts
GROSS-DIF-BLOCK
'Y' or 'I' or 'N'
FAM Award Update Option
VALUE
GROSS-DISB-UP
: 'Y' or 'N' where the description of ‘Y’ is to allow the program to change
DESCRIPTION the award amount on Regent FAM to the gross disbursement amount
System Configuration – Regent Enterprise
Revised: 6/11/2008
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Posting Blocks Based on Tracking Codes
VALUE
TRK-BLOCK-EFT
t1t2t3...' where the description is up to 20, two-character tracking codes
DESCRIPTION that would prevent disbursements from being posted
Desig nate Tracking Codes to Post
STAFF-NET-TRKaa, where ‘aa’ is the Regent FAM award code for the
VALUE
gross amount
t1t2t3 (Where 't1t2t3...‘ is up to 20, two-character tracking codes to be
DESCRIPTION added when disbursements are added)
System Configuration – Regent Enterprise
Revised: 6/11/2008
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