TEXAS Grant Sxs Year-End Report Instructions

TEXAS Grant Sxs Year-End Report Instructions

TEXAS Grant

Student-by-Student

FY2009 Year End Report

Instructions – SFTP Submission

Prepared by:Grants and Special Programs

Texas Higher Education Coordinating Board

Contact:

Outside Austin: 800/242-3062 options 3, 3, 5

Austin Metro: 512/427-6340 options 3, 3, 5

April 29, 2009

TEXAS Grants

Student-by-Student Year-End Report

SFTP Submission

Table of Contents

Foreword...... 1

Data Element Updates...... 2

Contents of Student Records...... 4

Data Element (Fields)

Field Layout

Instructions

Edit Checks

Error Listing Messages

Data Structure...... 13

How to Submit Reports and Correct Errors

Sequence of Activities...... 14

Flowchart...... 15

Submitting your Files...... 16

Header and Trailer Records...... 17

SFTP (Secured File Transfer Protocol) Instructions...... 18

Sample Certification Form...... 19

TEXAS Grant

Year End Reports

Each institution that is participating in the TEXAS Grant Program during the 2008-2009 academic year is required to submit a Student-by-Student Report on all students who received awards during this year. The calendar for processing the report is as follows:

Calendar

  • May 1 – first date for submitting student-by-student data by SFTP;
  • June 15 – deadline for having all errors resolved. Your Student-by-Student report must be certified and reconciled by this date, whether it has been submitted by SFTP or through online data entry.

NOTE: Any institution that fails to meet these deadlines will be penalized a percentage of its 2011-2012 Allocations. A letter will also be mailed to your President regarding this matter.

Potential Sanctions

If the year-end report is submitted up to a week late, an institution may lose 5% of its initial allocation the following year. Year-end reports submitted more than a week late can cause a 10% decrease. Year-end reports more than 1 month late can cause more severe penalties. The maximum cumulative penalty is 30% of an institution’s initial allocation the following year. (THECB Rules Chapter 22, Section 22.227(c)(3)(B))

NOTES ON DATA ELEMENT UPDATES

  • Data element (field) 1 asks for the student’s Social Security Number. The SSN is mandatory and will be the standard for all reports submitted to the Coordinating Board. This information needs to be collected on all reports we receive from all participating schools so that the integrity of the data remains consistent. Only the studentswho do not actually have SSNs will be allowed to be reported using school-generated IDs. All others mustuse the SSN.
  • Data element (field) 13 (Student’s Race or Ethnicity) is a required field. Students designated as “International” are not eligible to receive awards.
  • Reporting SAP eligibility (data element field 14):

ALLInitial students (this includes Associate Degree students) must meet your institution’s financial aid SAP requirements as of the end of the spring term in order to be eligible for a renewal award.

Renewal students whose IY award was made prior to 09/01/2005 must end their enrollment period with a 2.5 overall GPA, having completed at least 75% of the hours attempted in the most recent academic year. Remember that the GPA and completion rate values must be reported as specified in the data layout.

Renewal students whose IY award was made on or after 09/01/2005 must end their enrollment period with a 2.5 overall GPA, having completed at least 75% of the hours attempted in the most recent academic year and having completed 24 semester credit hours per year. Remember that the GPA and completion rate values must be reported as specified in the data layout

  • Data elements (fields) 15 (GPA) and 16 (Completion Rate) are no longer optional. This information is required of all students.
  • Data element (field) 24(Summer Hours) should be left blank. Summer awards are not authorized.
  • Data element (field) 29(Hours Completed) is required starting 09/01/2005 for all recipients.
  • Data element (field) 30(Date Student Was Awarded) is required starting 09/01/2005 for all students participating in the TEXAS Grant Program, be they IY or RY Award recipients.
  • Data element (field) 31(Receipt of Texas Retailers Education Foundation Funds) is a required field for all students. Please indicate if a student’s award was provided by donations from the Texas Retailers Education Foundation (TREF).
  • Data element (field) 32 (Cost of Attendance) is a required field for all students. Please report the student’s gross cost figure for the 2008-2009 award year.

  • Data element (field) 33(Expected Family Contribution) is a required field for all students. Please report the student’s 9-month EFC as determined using the federal methodology.
  • Data element (field) 34(Alternate Need Calculation) is a required field. Please indicate whether or not your institution utilized this formula to determine eligibility for an IY award for those students with an EFC greater than $4000.

1

TEXAS Grant

Student-by-Student Recipient Data

(EVERY DATA ELEMENT MUST BE INCLUDED IN EVERY RECORD OF YOUR FILE)

(YOUR FILE MUST BE TAB-DELIMITED TEXT)

Data Element (Field) / Field Layout / Instructions / Edit Checks / Error Listing Messages
1. Student ID Number / 999999999 / Numeric; right justified; 9 digits max
Response required
Use NO dashes or slashes.
SSN is required.You must be consistent. If student has no SSN:
  1. assign a 9-digit ID number composed of school FICE code +3 trailing digits; or
  2. use the ID # used on your CBM and FADB reports.
/ Error if not numeric
Error if left blank / E: non-numeric
E: blank field
2. Is the Student ID Number a Social Security Number or a school-assigned number? / 9 / Numeric; right justified; 1 digit max
Response required.
1 = SSN
2 = School-assigned ID / Error if not numeric
Error if left blank
Error if < 1 or > 2 / E: non-numeric
E: blank field
E: out of range
3. Date of Birth / mmddyyyy / Numeric; right justified; 8 digits
Response required
Enter the 2-digit month, 2-digit day and the 4-digit year
month range 01 through 12
day range 01 through 31 / Error if not numeric
Error if left blank
Error if mm is out of range of 1-12
Error if dd is out of range of 1-31 / E: non-numeric
E: blank field
E: month out of range
E: day out of range
4. Student’s Last Name / xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx / Alpha; left justified
30 characters, maximum
upper or lower case acceptable
Response required. / Error if left blank or spaces
Error if enter “xxxx”
Error if numeric / E: blank field
E: junk data
E: not alpha
5. Student’s First Name / xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx / Alpha; left justified
30 characters, maximum
upper or lower case acceptable
Response required / Error if left blank or spaces
Error if enter “xxxx”
Error if numeric / E: blank field
E: junk data
E: not alpha
6. Student’s Middle Initial / x / Alpha; left justified
1 character, maximum
upper or lower case acceptable
Leave blank if no middle initial / Error if numeric / E: not alpha
7. Street address line one of Permanent Address / xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx / Alphanumeric; left justified
30 characters, maximum
upper or lower case acceptable
Response required / Error if left blank or spaces
Error if enter “xxxx” / E: blank field
E: junk data
8. Street address line two of Permanent Address / xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx / Alphanumeric; left justified
30 characters, maximum
upper or lower case acceptable
To be used as extra space; leave blank if not needed / Error if enter “xxxx” / E: junk data
9. Street address line three of Permanent Address / xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx / Alphanumeric; left justified
30 characters, maximum
upper or lower case acceptable
To be used as extra space; leave blank if not needed / Error if enter “xxxx” / E: junk data
10. City of Permanent Address / xxxxxxxxxxxxxxxxxxxx / Alpha; left justified
20 characters, maximum
upper or lower case acceptable
Response required / Error if left blank or spaces
Error if enter “xxxx”
Error if numeric / E: blank field
E: junk data
E: not alpha
11. State of Permanent Address / xx / Alpha; left justified
2 characters, maximum
Response required / Error if left blank or spaces
Error if enter “xx”
Error if numeric / E: blank field
E: junk data
E: not alpha
12. Zip Code of Permanent Address / 999999999 / Numeric; right justified; 9 digits max
Response required
(if last 4 digits are unknown, enter 0000) / Error if not numeric
Error if left blank.
Error if zip prefix = 99999
Error if zip prefix = 00007 / E: non-numeric
E: blank field
E: invalid data
E: invalid data
13. Student’s race or ethnicity / 9 / Numeric, right justified; 1 digit max
Response required
1 = White, Non-Hispanic
2 = African-American, Black
3 = Hispanic or Latino
4 = Asian or Pacific Islander
5 = American Indianor Alaskan Native
6 = International
7= Unknown or Not Reported (for students declining to report their ethnic origin) / Error if not numeric
Error if left blank
Error if <1 OR7
Error if = 6 / E: non-numeric
E: blank field
E: out of range
E: Invalid recipient
14. As of the end of the student’s 2008-2009 enrollment period, was he/she meeting program academic progress requirements? / 9 / Numeric, right justified; 1 digit max
Response required
1 = yes (student eligible for a fall 2009 award)
2 = no
For all initial award recipients, SAP is set by the institution.
For RY students whose IY award was made prior to 09/01/2005, SAP must be a cumulative 2.5 GPA and a 75% completion rate.
For RY students whose IY award was made on or after 09/01/2005, students must meet the 3 part SAP:
  1. a cumulative 2.5 GPA ,
  2. 75% completion rate and
  3. complete at least 24 semester credit hours in his or her most recent academic year
/ Error if not numeric
Error if left blank
Error if > 2 / E: non-numeric
E: blank field
E: out of range
15. Student’s overall GPA / 9.99 / Numeric, right justified; 3 digits max with decimals
Response required
Definition - The GPA as defined by the institution. Exception: If the institution recalculates a transfer student’s GPA on the basis of credits earned at the current and previous institutions, report the recalculated GPA. / Error if not numeric
Error if left blank
Error if >4.00 / E: non-numeric
E: blank field
E: out of range
16. Student’s completion rate for the 2008-2009 enrollment period. / 9.99 / Numeric, right justified; 3 digits max
With decimals
Response required
(Fall, Spring, Winter and Summer, if applicable) / Error if not numeric
Error if left blank
Error if >1.00 / E: non-numeric
E: blank field
E: out of range
17. Date student received a bachelor’s degree, if applicable / mmddyyyy / Numeric; right justified; 8 digits max
If student did not receive a bachelor’s degree, leave blank
Enter the 2-digit month, 2-digit day and the 4-digit year
month range 01 through 12
day range 01 through 31 / Error if not numeric
Error if mm is out of range of 1-12
Error if dd is out of range of 1-31 / E: non-numeric
E: month out of range
E: day out of range
18. In 2008-2009, did the student receive an Initial or a Renewal Award? / 9 / Numeric; right justified; 1 digit max
Response required
1 = Initial Award
2 = Renewal Award / Error if not numeric
Error if left blank
Error if = 1 AND student received an award prior to 2008-2009
Error if = 2 AND student DID NOT receive an award prior to 2008-2009
Error if < 1 OR> 2 / E: non-numeric
E: blank field
E: renewal yr student
E: initial yr student
E: out of range
19. Semester of the student’s First Initial Award made if in 2008-2009. / 9 / Numeric; right justified; 1 digit max
Response required
0 = if answer to data element #18 is 2 (renewal award)
1 = fall
2 = spring
3 = winter / Error if not numeric
Error if left blank
Error if = 0 AND data element 18 = 1
Error if > 0 AND data element 18 = 2
Error if > 3 / E: non-numeric
E: blank field
E: invalid data
E: invalid data
E: out of range
20. Calendar year of the student’s First Initial Award made if in 2008-2009. / 9999 / Numeric; right justified; 4 digits max
Response required
0 = if answer to data element #18 is 2 (renewal award)
2008 = fall
2009 = spring
2008 = winter / Error if not numeric
Error if left blank
Error if = 0 AND data element 18 = 1
Error if > 0 AND data element 18 = 2
Error if < 2008 OR 2009
Error if = 2008AND data element 19 = 2
Error if = 2009AND data element 19 = 1
Error if = 2009AND data element 19 = 1 OR 3 / E: non-numeric
E: blank field
E: invalid data
E: invalid data
E: out of range
E: invalid year
E: invalid year
E: invalid year
21. Number of hours paid for with the fall 2008 award / 99 / Numeric; right justified; 2 digits max
Response required
If hours are less than 9, professional judgment code needed (data element #25)
If hours for any given term are greater than 21, manual override by Rafael Villarreal needed
Enter 0 if only spring and winter awards were received.
Hours reported must be those attempted at the time award was made. No exceptions! / Error if not numeric
Error if left blank
Error if > 0 AND < 9 AND data element 25 = 0
Error if > 21
Error if data element 21 AND data element 22 AND data element 23 = 0 / E: non-numeric
E: blank field
E: no prof judgment
E: out of range
E: hours blank
22. Number of hours paid for with the spring 2009 award / 99 / Numeric; right justified; 2 digits max
Response required
If hours are less than 9, professional judgment code needed (data element #25)
If hours for any given term are greater than 21, manual override by Rafael Villarrealneeded
Enter 0 if only fall and winter awards were received.
Hours reported must be those attempted at the time award was made. No exceptions! / Error if not numeric
Error if left blank
Error if > 0 AND < 9 AND data element 25 = 0
Error if > 21
Error if data element 21 AND data element 22 AND data element 23 = 0 / E: non-numeric
E: blank field
E: no prof judgment
E: out of range
E: hours blank
23. Number of hours paid for with the winter 2008 award / 99 / Numeric; right justified; 2 digits max
Response required
If hours are less than 9, professional judgment code needed (data element #25)
If hours for any given term are greater than 21, manual override by Rafael Villarrealneeded
Enter 0 if only fall and spring awards were received.
Hours reported must be those attempted at the time award was made. No exceptions! / Error if not numeric
Error if left blank
Error if > 0 AND < 9 AND data element 25 = 0
Error if > 21
Error if data element 21 AND data element 22 AND data element 23 = 0 / E: non-numeric
E: blank field
E: no prof judgment
E: out of range
E: hours blank
24. Total number of hours paid for with the summer award / 99 / Enter Zeros for this field / Error if left blank / E: non-numeric
E: blank field
E: out of range
E: hours blank
25. Did you exercise Professional Judgment in determining the student’s eligibility? / 9 / Numeric; right justified; 1 digit max
Response required
0 = no
1 = less than 9 hours due to hardship
2 = less than 9 hours due to limited need
3 = less than 9 hours due to graduation
4 = more than 16 months due to hardship
5 = extension of 6 year eligibility due to hardship
6 = fewer than 9 hours at this institution due to concurrent enrollment
7 = less than 2.5 GPA due to hardship
8 = less than 75% completion rate due to hardship
9 = less than 24 hours completed due to hardship
10 = less than 9 hours due to Institution Quarter System / Error if not numeric
Error if left blank
Error if > 10 / E: non-numeric
E: blank field
E: out of range
26. By how many months is the student’s 6-year period of eligibility extended based on hardship? / 99 / Numeric; right justified; 2 digit max
Response required
Enter 0 if none unless coded as 5 in item #25.
The extension may be for one semester for each term the student was unable to attend college or take as much as a ½-time course load due to hardship. / Error if not numeric
Error if left blank / E: non-numeric
E: blank field
27. Did the student acquire eligibility through receipt of an Associate’s Degree for the 2008-2009 award year? / 9 / Numeric; right justified; 1 digit max
Response required
1 = yes
2 = no / Error if not numeric
Error if left blank
Error if < 1 OR > 2 / E: non-numeric
E: blank field
E: out of range
28. Student’s total TEXAS Grant award amount for the 2008-2009 academic year (Fall, Spring, Winter and Summer, if applicable). / 9999.99 / Numeric; right justified; 6 digits max with decimals
Response required.
Error if amount exceeds:
  1. $5,280 for universities, public andprivate and state colleges;
  2. $1,730 for community colleges;
  3. $2,650 for technical schools; or
  4. $3,331 for private institutions (for ALL awards made after 09/01/2005).
/ Error if not numeric
Error if left blank
Error if amount exceeds max award for institution type
Error if = 0 / E: non-numeric
E: blank field
E: invalid award
E: no award
29. Hours Completed for Fall 2008 & Spring 2009. / 99 / Numeric; right justified; 2 digit max
Response required / Error if not numeric
Error if left blank / E: non-numeric
E: blank field
30. Date Student was Awarded / mmddyyyy / Numeric; right justified; 8 digits max
Response required
Enter the 2-digit month, 2-digit day and the 4-digit year
month range 01 through 12
day range 01 through 31 / Error if not numeric
Error if mm is out of range of 1-12
Error if dd is out of range of 1-31 / E: non-numeric
E: month out of range
E: day out of range
31. Did the student receive funds through the Texas Retailers Education Foundation? / 9 / Numeric; right justified; 1 digit max
Response required.
1 = Yes
2 = No / Error if not numeric
Error if left blank
Error if < 1 OR > 2 / E: non-numeric
E: blank field
E: out of range
32. Cost of Attendance / 99999 / numeric; right justified
rounded to full dollar amounts
response required
This should be the gross cost figure for the 2008-2009 award period. / Error if not numeric
Error if left blank
Error if < 50 AND > 50000 / E: non-numeric
E: blank field
E: Invalid data
33. Expected Family Contribution / 999999 / numeric; right justified
rounded to full dollar amounts
response required
Report the student’s 9 month EFC as determined using the federal methodology. (May reflect professional judgment calculation) / Error if not numeric
Error if left blank
Error if > 999999
Error if > 4000 ANDdata element # 18 = 1 AND data element #34 = 2 / E: non-numeric
E: blank field
E: Invalid data
34. Alternate Need Calculation / 9 / Numeric; right justified; 1 digit max
Response required
1 = Yes
2 = No
Indicate “Yes” in this field if your institution utilized this formula to determine IY award eligibility for a student with an EFC greater than $4000. / Error if not numeric
Error if left blank
Error if < 1 or > 2 / E: non-numeric
E: blank field
E: out of range

1

DATA STRUCTURE

(SAVE FILE AS TAB-DELIMITED TEXT)

(A Tab must appear after each field)

FIELD_NAME

/ FIELD_TYPE / FIELD
LENGTH / FIELD INDEXED?
1 / STDNT_ID_NUMBER / CHARACTER / 9 / Y
2 / SSN_ID_TYPE / NUMERIC / 1 / N
3 / DATE_OF_BIRTH / CHARACTER / 8 / N
4 / STDNT_LAST_NAME / CHARACTER / 30 / N
5 / STDNT_FIRST_NAME / CHARACTER / 30 / N
6 / MIDDLE_INITIAL / CHARACTER / 1 / N
7 / STREET_ADDRESS / CHARACTER / 30 / N
8 / STREET_ADDRESS2 / CHARACTER / 30 / N
9 / STREET_ADDRESS3 / CHARACTER / 30 / N
10 / CITY / CHARACTER / 20 / N
11 / STATE / CHARACTER / 2 / N
12 / ZIP_CODE / CHARACTER / 9 / N
13 / ETHNICITY / NUMERIC / 1 / N
14 / MET_SAP / NUMERIC / 1 / N
15 / OVERALL_GPA / NUMERIC / 4 / N
16 / COMPLETION_RATE / NUMERIC / 5 / N
17
18
19 / BACHELOR_DEGREE
AWARD_TYPE
SEMESTER_AWARD / CHARACTERNUMERIC
NUMERIC / 8
1
1 / N
N
N
20 / YEAR_AWARD / NUMERIC / 4 / N
21 / FALL_HOURS_PAID / NUMERIC / 2 / N
22 / SPRING_HOURS_PAID / NUMERIC / 2 / N
23 / WINTER_HOURS_PAID / NUMERIC / 2 / N
24 / SUMMER_HOURS_PAID / NUMERIC / 2 / N
25 / PROF_ JUDGEMENT / NUMERIC / 1 / N
26
27 / ELIGIBILITY_EXTEND
ASSOC_DEGREE / NUMERIC
NUMERIC / 2
1 / N
N
28
29 / TOTAL_AWD_AMOUNT
HOURS_COMPLETED / NUMERIC
NUMERIC / 7
2 / N
N
30
31
32
33
34 / DATE_AWARDED
TREF_FUNDS
COST_OF_ATTEND
EXP_FAMILY_CONT
ALT_NEED_CALCULATION / CHARACTER
NUMERIC
NUMERIC
NUMERIC
NUMERIC / 8
1
5
6
1 / N
N
N
N
N

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