July 10, 2018

In 2006-07, the OSRHE Financial Aid Database Project began with the collection offinancial aid information for individual students at Oklahoma public colleges anduniversities.

The report replaced the OCR and TuitionWaiver reports that had been required that reported only aggregate information.

Individualized data was needed to evaluate and enhance the efficiency and effectivenessof 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.

Properly coding your awards allows us to know what type of aid each code represents.

Description OSRHE Code Institution Code

Type

See the award (fund) codetable for standard coding scheme.

Your individual college award (fund) code

See standard codingscheme explanationbelow

Freshman Academic Scholarship RTW-S FRA (yourcode)

IMUG

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

Position 1–Source Position 2–Basis **Position 3–Fund Type Position 4–Award Type

I = Institutional N = Need-based F = Federal M = Academic merit-C = Campus-based based S = State of Oklahoma T = Talent-based T = Tribal O = Other, includingD = Institution’s awards of Foundaton circumstance and O = Other outside unknown basis agencies (other states,community foundations,private scholarships,etc.)

F = Cash awards and Tuition Waivers Not Subject to 3.5% limitU = Tuition waivers subject to 3.5% limit R = Room/board source

G = Gift L = Loan W = Work

*EXCF – Unsub, PLUS *EXCA – Private Loans

**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).

Let’s talk about the OSRHE code. This code allows us to further differentiate between different types of grants, scholarships andloans that will have the same “type”. For instance both AcademicScholars and the Regional Baccalaureate Scholarship are codedSMFG so we need to know which it is.

Description OSRHE Code Inst Code Type State Regents AcademicScholars Program Regional UniversityBaccalaureate Scholarship

ASP

RUBS

SMFG

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 - IndependentLiving Act RTW-ILA IOFG

Concurrently Enrolled High School Seniors - 6 hrs/semester RTW-CEHSS IOFG

Issue: When schools use one code to represent

different “types” of aid or different statescholarships.

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 eachdifferent “type” or different scholarship.

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 ?

ISIR Fields provided by OSRHE

Calculated data UDS

Institutions

Institutional Data File Layout

Reference Line Columns Variable Name Data Variable Description Type Size

Student Bio Information and Status 1 1-3 INST_CODE C 3 UDS Reporting Institution's Code

2 4-12 SITE_CD C 9 Campus site if the institution is a multi-site facilityand 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

5 29-37 SS_NUMBER C 9

Student's Social Security Number. If unavailable, use the UDS defined procedure to turn a student ID into anSSN format. This is required.

6 38-41 YEAR C 4 Calendar year (e.g. “2018” indicates a semester duringthe 2018 calendar year)

7 42 TERM C 1 Academic term (F=Fall, S=Spring U=Summer)

ISIR Fields provided by OSRHE

Calculated data UDS

Institutions

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 varyslightly. Please review these and if there are significant issues, please contactIrala 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:

udsinstcode.fin.semester.ycalendaryear.data

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 outsidethe 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 financialaid system. Spacing of the elements of the data file are extremely important. Thisis a standard text (flat) file. Reading the data requires that it be placedin exactly the correct position. Carefully review the file layout. Somedata 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.

Important notes: continued… No need to report veteran’s benefits or institutional work study.

For loans, please report the amount of the loan received before fees etc.

For federal work study, please report the amount the student earnedunder that program.

Annual Financial Aid Report

Who to report? Award information for all students receiving any financial aid at your school for that semester. One record for each student for each semester.

What to report? Some identifying information as well as the codes and amounts for each financial aid award. Please remove awards that are not disbursed. Zero amounts in the amount column may cause confusion, misinformation and delay.

Why? Build a longitudinal data set that allows us to evaluate the effectiveness and efficiency of the state grant and scholarship programs. This data set should allow us to provide financial aid data to various entities on your behalf.

Contact Information Irala K. Magee imagee@osrhe.edu (extension 9378) Director of Scholarship and Grant Administration

Dr. Gayle Northrop gnorthrop@osrhe.edu (extension 9226) Director of Student Performance Data Strategic Planning and Analysis