Summer Update. Texas Educational Opportunity Grant. Grants and Special Programs Texas Higher Education Coordinating Board

(1)

Summer

Update

Texas Educational Opportunity Grant

Grants and Special Programs

Texas Higher Education

Coordinating Board

[email protected]

Outside Austin: 800/242-3062

options 3, 3

(2)

ii

Texas

Educational

Opportunity

Grant

Summer

Update

File

Submission

Purpose ... 1

Error Report ... 2

File Submission Process ... 3

File Format

Student‐by‐Student Summer Update Data ... 4

Data Element (Fields)

Field Layout

Instructions

Edit Checks

Error Listing Messages

(3)

Page 1 – TEOG Summer Update File Submission

Purpose

The purpose of the Summer Update file is to provide institutions with a method to update FY 2013 Year‐End Report data concerning a student’s renewal eligibility.

The Year‐End Report addresses whether or not a student is meeting SAP requirements at the end of the spring semester. However, a student’s eligibility status can change before the actual end of the academic year should the student take summer coursework to re‐establish eligibility.

The Summer Update file gives institutions the ability to submit revised SAP information to the Coordinating Board that confirms the student became eligible to receive a renewal award after the Year‐End Report was certified.

The institution that is verifying a student’s current year eligibility for a TEOG award may need to include multiple summer records in their summer update file. If you have multiple student records to update and they have 2 different schools that report the student during the same award period, you will need to enter the student’s record twice in order to update both Fice codes for the reported schools.

Institutions can submit a Summer Update File if it is determined that:

 a student met SAP during the last award period after completing summer school; or  Prior year SAP was reported inaccurately.

Only submit a Summer Update File containing students that need to have their SAP statuses updated.

SAP requirement for “Initial” eligibility  Enroll at least ½ time

 Meet institutional SAP

SAP requirements for “Renewal” recipients  Enroll at least ½ time

 2.5 – GPA (minimum)

 75% ‐ Completion Rate (minimum)

This file does not account for professional judgments. If a professional judgment is issued award the student accordingly. Professional judgments must be reported on the upcoming Year‐End Report as justification of the award eligibility.

(4)

Error

Report

If any errors are found in a student data record, an error report will be sent to your institution’s generic e‐mail address. This email will only specify the records that were rejected.

The e‐mail will list the:  Student data row #  Student Name

 Data reported in the field in questions  Error message

ACCEPTED

RECORDS

DO

NOT

NEED

TO

BE

RE

‐

SUBMITTED!

Sample

Error

e

‐

mail

###################################################################### #

# This is an automated message. #

# THECB Contact: [email protected] #

# or call 1‐800‐242‐3062 (512‐427‐6340 in Austin metro), press option 3, 3 #

#####################################################################

Total records in the files: 52 Number of records accepted: 49 Number of records rejected: 3

Row# Name Value (File) Error Message

2 Adam Bowen Cannot locate EOY record for 2015

7 Michael Archuleta 18 HourCompleted must >= 24 if MeetSAP =1 14 Sara Drake 200 GPA must >= 2.5 if MeetSAP = 1

(5)

File

Submission

Process

Summer Update file must have the following naming convention:

TEOG_ (Six‐digit FICE Code) _

TEOG Summer Updates

Example:

TEOG_005555_TEOG Summer Updates

There

is

no

header

or

trailer

record

required.

Files are submitted via Secure File Transfer Protocol (SFTP). This method is similar to the method used for submitting your Financial Aid Database Report.

File

format

All files must be submitted in a tab‐delimited format, not in a fixed‐length format.

Summer Update Files can be created using an Excel spreadsheet, and then saved as a TEXT (tab‐delimited) File. Sample file format:

999999999 1 08301991 Last N First N 1 339 100 35 009163 2012 Financial Aid Officer 2 999999999 2 06091991 Last N First N 1 345 100 35 009163 2012 Financial Aid Officer 2 999999999 1 07271991 Last N First N 1 352 094 25 009163 2012 Financial Aid Officer 2 999999999 1 03211991 Last N First N 1 378 095 24 009163 2012 Financial Aid Officer 2 999999999 2 07011991 Last N First N 1 278 087 32 009163 2012 Financial Aid Officer 2 999999999 1 09291991 Last N First N 1 350 086 29 009163 2012 Financial Aid Officer 2

(6)

Texas Educational Opportunity Grant

Student‐by‐Student Summer Update Data

(EVERY

DATA

ELEMENT

MUST

BE

INCLUDED

IN

EVERY

RECORD

OF

YOUR

FILE)

(YOUR

FILE

MUST

BE

TAB

‐

DELIMITED

TEXT)

There

is

no

header

or

trailer

record

required.

File name must be the following

:

TEOG_(Six

‐

digit

FICE

Code)_TEOG

Summer

Updates

Data Element

(Field) Field Layout Instructions Edit Checks Error Listing Messages

1. Student ID Number

999999999 Alphanumeric; right‐justified; 9 digits max

Response required

Use NO dashes or slashes.

SSN is required. You must be consistent. If student

has no SSN: Use the ID # used on your CBM and

FADB reports.

Error if left blank 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

(7)

Page 5 – TEOG Summer Update File Submission Data Element

3. Date

of

Birth

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

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

xxxxxxxxxxxxxxxxxx

x

xxxxxxxxxxx

Alphabetic;

_upper

_or

_lower

left

‐

_case

justified;

_acceptable

30 characters,

max

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

xxxxxxxxxxxxxxxxxx

x

xxxxxxxxxxx

Alphabetic;

_upper

_or

_lower

left

‐

_case

justified;

_acceptable

30 characters,

max

Response

required

Error

if

left

blank

or

spaces

Error

if

enter

“xxxx”

Error

if

numeric

E:

blank

field

E:

junk

data

E:

not

l h

6. As

of

the

end

of

the

student’s

2014

‐

2015

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

2016

award)

2 =

no

For

all

initial

award

recipients,

SAP

is

set

by

the

institution.

For

all

RY

students

they

must

meet

the

minimum

two

‐

part

SAP

requirements:

1. A

cumulative

2.50 GPA,

and

2. 75%

completion

rate

Error

if

not

numeric

Error

if

left

blank

Error

if

>

2 E:

non

‐

numeric

E:

blank

field

(8)

Page 6 – TEOG Summer Update File Submission Data Element

7. Student’s overall GPA

999 Numeric; right‐justified; 3 digits max, including two

decimal places

Do NOT use a period

Example: 319 (This entry describes a GPA of 3.19) (Fall, Spring, Winter and Summer, if applicable)

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 left blank

Error if > 400 E: non‐numeric E: blank field E: out of range 8. Student’s

completion rate for the 2014‐2015 enrollment

period.

999 Numeric; right‐justified; 3 digits max, including two

decimal places

Do NOT use a period

Example: 085 (This entry describes a completion rate of

0.85)

Error if left blank

Error if > 1.00 E: non‐numeric E: blank field E: out of range

9. Total Hours Completed

99 Numeric; right‐justified; 2 digits max

Response required

Error if left blank

E: non‐numeric

E: blank field

10. FICE_CODE

999999 Numeric; right‐justified; 6 digits, max

Required leading zeroes

Error if left blank or spaces

Error if enter “xxxx” Error if numeric E: blank field E: junk data E: not alpha 11. Fiscal Year 9999

Numeric; right‐justified; 4 digits max

Must be “2015”

Error if enter “xxxx”

E: blank field

(9)

Page 7 – TEOG Summer Update File Submission 12. Person who validated eligibility xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx

Alphabetic; left‐justified; 30 characters, max

upper or lower case acceptable

Response required

Error if enter “xxxx” Error if numeric E: blank field E: junk data E: not alpha 13. In 2014‐2015, 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 left blank

Error if = 1 AND student

received an award prior to 2014‐

2015

Error if = 2 AND student DID NOT

receive an award prior to 2014‐2015 Error if < 1 OR > 2 E: non‐numeric E: blank field E: renewal yr student E: initial yr student

E: out of range

(10)

DATA

STRUCTURE

(SAVE

FILE

AS

TAB

‐

DELIMITED

TEXT)

(A Tab must appear after each field)

FIELD_NAME FIELD_TYPE FIELD

INDEXED? 1 STDNT_ID_NUMBER CHARACTER Y 2 SSN_ID_TYPE NUMERIC N 3 DATE_OF_BIRTH NUMERIC N 4 STDNT_LAST_NAME CHARACTER N 5 STDNT_FIRST_NAME CHARACTER N 6 MET_SAP NUMERIC N 7 OVERALL_GPA NUMERIC N 8 COMPLETION_RATE NUMERIC N 9 TOTAL_HOURS NUMERIC N 10 11 12 13 FICE_CODE AWARD_YEAR VALIDATION AWARD_TYPE NUMERIC NUMERIC CHARACTER NUMERIC N N N N

Summer Update. Texas Educational Opportunity Grant. Grants and Special Programs Texas Higher Education Coordinating Board

Summer

Update

Texas Educational Opportunity Grant

Grants and Special Programs

Texas Higher Education

Coordinating Board

[email protected]

Outside Austin: 800/242-3062

options 3, 3

Texas

Educational

Opportunity

Grant

Summer

Update

File

Submission

Table of Contents

Purpose ... 1

Error Report ... 2

File Submission Process ... 3

File Format

Student‐by‐Student Summer Update Data ... 4

Data Element (Fields)

Field Layout

Instructions

Edit Checks

Error Listing Messages

Purpose

Error

Report

ACCEPTED

RECORDS

DO

NOT

NEED

TO

BE

RE

‐

SUBMITTED!

Sample

Error

e

‐

mail

File

Submission

Process

TEOG_ (Six‐digit FICE Code) _

There

is

no

header

or

trailer

record

required.

File

format

Texas Educational Opportunity Grant

Student‐by‐Student Summer Update Data

(EVERY

DATA

ELEMENT

MUST

BE

INCLUDED

IN

EVERY

RECORD

OF

YOUR

FILE)

(YOUR

FILE

MUST

BE

TAB