July 10, 2018 In 2006-07, the OSRHE Financial Aid Database Project - PowerPoint PPT Presentation

July 10, 2018

 In 2006-07, the OSRHE Financial Aid Database Project began with the collection of financial aid information for individual students at Oklahoma public colleges and universities.  The report replaced the OCR and Tuition Waiver reports that had been required that reported only aggregate information.  Individualized data was needed to evaluate and enhance the efficiency and effectiveness of the state aid programs.

Three Step Process: 1. Create/update codes that can be used to identify individual awards. 2. Submission of Data. 3. Evaluation of QC (Quality Control) reports for accuracy.

zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA Properly coding your awards allows us to know what type of aid each code  represents. Description OSRHE Code Institution Type Code See the award Your See (fund) code individual standard table for college award coding standard (fund) code scheme coding scheme. explanation below Freshman Academic Scholarship RTW-S FRA (your IMUG code) Marching Band Scholarship RTW-T 120 ITUG Foundation Scholarship-Myers 555 DMFG Senior Scholarship RTW-S 346 IMUG FSEOG Tuition Waiver RTW-FNEED 591 INUG Federal Direct Student Loan-Subsidized FDSL SUB DSL FNFL Federal Direct Student Loan-PLUS FDSL PLUS DPL EXCF Citibank LOANS-PVT CITI EXCA

zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA Position 1–Source Position 2–Basis **Position 3–Fund Type Position 4–Award Type I = Institutional N = Need-based F = Cash awards and Tuition G = Gift F = Federal M = Academic merit- Waivers Not Subject to 3.5% limit L = Loan C = Campus-based based U = Tuition waivers subject to W = Work S = State of Oklahoma T = Talent-based 3.5% limit T = Tribal O = Other, including R = Room/board source D = Institution’s awards of zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA Foundaton circumstance and O = Other outside unknown basis agencies (other states, community foundations, private scholarships, *EXCF – Unsub, PLUS *EXCA – Private Loans etc.) **Please code Position 3 above: F= All cash awards and tuition waivers not subject to the 3.5% limitation. U=All tuition waivers subject to the 3.5% limitation. R=All room and/or board waivers (meaning no cash is involved-funds are simply not collected).

zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA Let’s talk about the OSRHE code. This code allows us to further differentiate between different types of grants, scholarships and loans that will have the same “type”. For instance both Academic Scholars and the Regional Baccalaureate Scholarship are coded SMFG so we need to know which it is. Description OSRHE Code Inst Code Type State Regents Academic Scholars Program ASP SMFG Regional University Baccalaureate Scholarship RUBS SMFG

Description OSRHE Code Inst Code Type Financial Need - Subject to 3.5% Limit RTW-FNEED INUG Scholarship Merit - Subject to 3.5% Limit RTW-S IMUG Scholarship Talent - Subject to 3.5% Limit RTW-T ITUG Benefits Eligible Employees - Subject to 3.5% Limit RTW-BEE IOUG Other Resident Tuition Waivers - Subject to 3.5% Limit RTW-OTHER IOUG Auditing of Classes by Senior Citizens - Age 65 and over RTW-ACSC IOFG Prisoners of War/Persons Missing in Action and dependents RTW-POWMIA IOFG Children of Oklahoma Peace Officers, Firefighters, Emergency Medical Technicians & Members of the Oklahoma Law Enforcement Retirement System RTW-OPOF IOFG Graduate Teaching and Research Assistants RTW-GTRA IMFG State Regents Academic Scholars Program RTW-ASP IMFG National Guard Scholarship RTW-NG IOFG Regional University Baccalaureate Scholarships RTW-RUBS IMFG Students Called to Active Duty RTW-SCAD IOFG Students in Custody of DHS - Independent Living Act RTW-ILA IOFG Concurrently Enrolled High School Seniors - 6 hrs/semester RTW-CEHSS IOFG

 Issue:  When schools use one code to represent zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA different “types” of aid or different state scholarships. Description Inst Code Type Miscellaneous Scholarship MISC OOFG Miscellaneous Loan MISC ONFL William P. Willis WPW RSCH SMFG Academic Scholars Program ASP RSCH SMFG  Solution: Reassign different codes for each different “type” or different scholarship.

zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA Examples: Description OSRHE Code Inst Code Type Academic Scholarship ? ? Your code John T. Simon Award ? ? Your code Legacy Tuition Waiver-Res. ? ? Your code Non-Resident Academic TW ? ? Your code Newman Civic Fellow ? ? Your code OTAG ? ? Your code Ind. Living Act TW ? ? Your code Comanche Nation Scholarship ? ? Your code Pell Grant ? ? Your code FSEOG TW ? ? Your code

zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA Calculated data UDS Institutions ISIR Fields provided by OSRHE Institutional Data File Layout Data Variable Description Reference Line Columns Variable Name Type Size Student Bio Information and Status 1 1-3 INST_CODE C 3 UDS Reporting Institution's Code Campus site if the institution is a multi-site facility 2 4-12 SITE_CD C 9 and has different COA budgets for each site. 3 13-27 STUDENTID C 15 The institution's unique key for each student record 4 28 ASSIGNED SSN FLAG C 1 0='Real' SSN. 9=School-Assigned SSN Student's Social Security Number. If unavailable, use the UDS defined procedure to turn a student ID into an 5 29-37 SS_NUMBER C 9 SSN format. This is required. Calendar year (e.g. “2018” indicates a semester during 6 38-41 YEAR C 4 the 2018 calendar year) 7 42 TERM C 1 Academic term (F=Fall, S=Spring U=Summer)

zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA Calculated data UDS Institutions ISIR Fields provided by OSRHE Packaging Information 15 125-134 AWD_CD1 C 10 Institutional code for student's 1st award received 16 135-140 AWD_AMT1 N 6 Corresponding award amount for 1st award (no cents) 17 141-150 AWD_CD2 C 10 Institutional code for student's 2nd award received 18 151-156 AWD_AMT2 N 6 Corresponding award amount for 2nd award 19 157-166 AWD_CD3 C 10 Institutional code for student's 3rd award received 20 167-172 AWD_AMT3 N 6 Corresponding award amount for 3rd award 21 173-182 AWD_CD4 C 10 Institutional code for student's 4th award received 22 183-188 AWD_AMT4 N 6 Corresponding award amount for 4th award 23 189-198 AWD_CD5 C 10 Institutional code for student's 5th award received 24 199-204 AWD_AMT5 N 6 Corresponding award amount for 5th award 25 205-214 AWD_CD6 C 10 Institutional code for student's 6th award received 26 215-220 AWD_AMT6 N 6 Corresponding award amount for 6th award 27 221-230 AWD_CD7 C 10 Institutional code for student's 7th award received 28 231-236 AWD_AMT7 N 6 Corresponding award amount for 7th award

Annual Timeline In early October, I will send out last year’s final code list for your school together with a blank worksheet for contact information and a blank worksheet for basic budget (COA) information for the year. The code list, contact and budget information are due in mid-November. Generally, data is due around the end of November. Please submit this data in a secure way. You can use SFTP (the same method used to submit your UDS enrollment, course, staff, etc. data). You can also use O-SAFE if you have a username and password for that site. Quality Control (QC) reports will be sent to you for your evaluation. Since some time may pass, keep in mind that some of the amounts may vary slightly. Please review these and if there are significant issues, please contact Irala or Gayle to see what might be the issue and to determine if a re-submit is necessary. Before I send these reports, I do a quick check of the amounts that the state program reports indicate was paid to your school. The e-mail sent with the QC may indicate possible issues.

Submitting Data: • We ask you to submit data by semester for each academic year. • You will submit three files. • We consider summer the “trailer” semester. • Submit Fall, Spring, Summer (for example Fall 2017, Spring 2018 and Summer 2018). • It is helpful if you name your data files according to the following naming convention:  udsi sins nstcode de.fin. n.semester.ycal alenda ndaryear ar.da data a  For example:   uds123.fin.F.y2017.data is Northwestern Oklahoma State University fall 2017 data  uds140.fin.S.y2018.data is Connors State College spring 2018 data  uds130.fin.U.y2018.data is Cameron University summer 2018 data 

Important notes: Please use SFTP to send your files to us. Please upload them outside the outbox and then call or e-mail us immediately. Please use “whole dollar” amounts (no cents). We must collect your federal work study even if it is not in your financial aid system. Spacing of the elements of the data file are extremely important. This is a standard text (flat) file. Reading the data requires that it be placed in exactly the correct position. Carefully review the file layout. Some data elements we retrieve from other sources so leave space for those. Left justify and space fill character elements and right justify and zero fill numbers. Each record length must be 741 characters. Use spaces to fill out the record if necessary.