OHIO BOARD OF REGENTS

Edit Rules for each Instructional Grant Adjustment (IA) Record

1. Read the record
          If more than on isirid for SSN is found, check status
               If one record has "A" or "V"
                   Use this isirid for edit and load and
                   Write Warning B03 on edit report file
   
               Else (no isirid status of “A” or “V” for any records with this SSN.)
                    Write Error 063 on edit report file.
            Else (if only one isirid edit found)
                Edit O
2. If the record is too long
                write Error 035 on edit report file.
3. If Student Identifier contains any non-alphanumeric character in any character position
                write Error 002 on edit report file.
4. If Student Identifier is not numeric
                write Error 021 on edit report file.
5. If there is already an Instructional Grant Adjustment record for the corresponding Student Identifier in this submission file
                write Error 134 on edit report file.
6. Check the payment table for an entry for the corresponding Student Identifier and institution for the year and term specified in the header, and, if no match is found, then
                write Error 041 on edit report file.
7. If Adjustment Amount is not numeric
                write Error 034 on edit report file.
8. If Adjustment Type is "I," check the institution type, year and term as identified in the header.
   Compare the net disbursement with the term portion of the annual maximum amount
   1. Check the payment table to calculate the student's net disbursement for the term as the sum of all award amounts plus all adjustment amounts plus the Adjustment Amount in this IA record that match on term, year and institution.
   2. Determine the student's annual maximum amount in the eligibility table for the current academic year for the institution:
      Check institution type, year and term as identified in the header. Determine the academic year from the year and term in the header. Determine the annual maximum amount in the eligibility table for for the academic year for that identifier.
      If type is Ohio public use value for Ohio public institution
      If type is Ohio private use value for Ohio private institution
      If type Ohio proprietary use value for Ohio proprietary institution
      If type is non-Ohio public use value for non-Ohio public institution
      If type is non-Ohio private use value for non-Ohio private institution
      If type is non-Ohio proprietary
      and if academic year is <2006-2007
      Check the payment table.
      If a row is found for this identifier for any term in the 2001-2002 academic year for the school as identified in the header
      Use value for non-Ohio proprietary institution
      Else type is non-Ohio proprietary and academic year is 2006-2007 or greater OR school in header <> school from payment table
                       write Error 062 on edit report file.
   3. Determine the student's calculated term maximum
      Check academic calendar for term type for institution, term and year.
      If the term type is "Q" and
      if the term in the header is not "SP" (term is "SM", "AU" or "WI")
      calculate the term maximum amount as 1/3 the annual maximum amount rounded down to the nearest dollar
      else (term is "SP")
      calculate the "SP" term maximum amount as:
      annual maximum amount - [2 x (1/3 annual maximum amount rounded down to the nearest dollar)]
      else (the term type is "S") and
      if the term in the header is not "SP" (term is "SM", "AU" or "WI")
      calculate the term maximum amount as 1/2 the annual maximum amount rounded down to the nearest dollar
      else (term is "SP")
      calculate the "SP" term maximum amount as 1/2 annual maximum amount rounded up to the nearest dollar
      
      If student's net disbursement for the term (1.) is greater than the calculated term maximum amount (3.).
                     write Error 031 on edit report file.
9. If Adjustment Type is "I", check the Instructional Grant payment table for all award amounts and adjustments for all terms for the institution in the academic year (as identified in the header) for the student. Check the academic calendar for term type for the institution
   If the institution has a term type of "S" and the sum of all award amounts plus all adjustment amounts plus the Adjustment Amounts for this IA record for this student identifier and institution is more than 150% of the student's annual maximum annual amount (from H.2. above)
   or
   If the institution has a term type of "Q" and if the sum of all award amounts plus all adjustment amounts plus the Adjustment Amounts for this IA record for this student identifier and institution is more than 134% of the student's annual maximum annual amount (from H.2. above)
                         write Error 032 on edit report file.
10. If Adjustment Type is neither "R" nor "I"
                          write Error 043 on edit report file.
11. If Adjustment Type is "R," check the IG payment table for all awards and adjustments for the institution, year and term, as identified in the header, and student identifier as indentified in the submission file. If the sum of all award amounts plus all adjustment amounts plus the Adjustment Amount for this IA record is less than zero
                          write Error 038 on edit report file.
12. If Adjustment Type is “I,” check Instructional Grant payment table matching on Student Identifier, term and year (as determined by header record), but not on Institution. If a match is found for more than one other institution, determine the total (net) amount for each of the other institutions for the term and year for that student (total of all transaction amounts for that institution, term and year). If the net amount is > $0.00 for more than one institution
                         write Error 014 on edit report file.
13. If Adjustment Type is “I,” check eligibility status table for term and year. If status is not "EL"
                         write Error 061 on edit report file. Note This is edit is performed before calculating the annual maximum amount (H.)
14. If Adjustment Type is “I,” check the Instructional Grant payment table matching on Student Identifier, term, year and institution (as determined by header record). Determine the total (net) amount for all transactions (excluding the amount in the submission file). If total = $0.00, check the utilization and utilization history tables for the identifier. Check academic calendar for term type for institution for term code and year matching on header. If term type is “S” and total units exceed 14,
    Or
    If term type is “Q” and total units exceed 14.5,
                          write Error 130 on edit report file.
15. Check status code. If code is not “A”, “V”, or “U”
                          write Error 063 on edit report file.

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http://regents.ohio.gov/hei/datasubdoc/finaid/iaedit.html
Last updated March 20, 2003