OHIO BOARD OF REGENTS

1. Read the record.
       If no isirid is found for SSN
            Write Error 059 on edit report file.
   Else
      If more than one 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 K

2. If record is too long
                   write Error 035 on edit report file.
3. Check the academic calendar table for this institution for the term specified in the header, and, if the current date is not at least 15 days later than the start date specified in the table row (or if the table row is not present), then
                   write Error 020 on edit report file.
4. If Student Identifier contains any non-numeric character in any character position
                   write Error 021 on edit report file.
5. If there is already an Instructional Grant (IG) certification record for the corresponding Student Identifier on this submission file
                   write Error 017 on edit report file.
6. If Student Rank is not "FR", "SO", "JR" or "SR"
                   write Error 037 on edit report
7. If Term Award Amount is not numeric or is blank
                   write Error 034 on edit report file.
8. If Delete Switch is N
   1. Check institution type for the institution, 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 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
      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 where the institution is a non-Ohio institution,
      use value for public institution
      Else (<2006-2007 and no rows found in payment table)
      Check the demographic table for veteran status
      If student is a veteran
      Use lesser of value for public institution and $800
      Else (student not a veteran)
      Use lesser of value for public institution and $600
      Else type is non-Ohio public and academic year is 2006-2007 or greater
      Check the demographic table for veteran status
      If student is a veteran
      Use lesser of value for public institution and $800
      Else (student not a veteran)
      Use lesser of value for public institution and $600
      If type is non-Ohio private
      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 where the institution is a non-Ohio institution,
      use value for private institution
      Else (<2006-2007 and no rows found in payment table)
      Check the ig_demographic table for veteran status
      If student is a veteran
      Use lesser of value for private institution and $800
      Else (student not a veteran)
      Use lesser of value for private institution and $600
      
      else type is non-Ohio private and academic year is 2006-2007 or greater
      Check the demographic table for veteran status
      If student is a veteran
      Use lesser of value for private institution and $800
      
      Else (student not a veteran)
      Use lesser of value for private institution and $600
      
      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 same school as identified in the header
      Use value for proprietary institution
      Else (<2006-2007 and no rows found in payment table matching inst)
                              write Error 062 on edit report file

      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.

   2. Calculate term maximum amount. Check academic calendar for institution type, 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 term award amount in the record is greater than the calculated term maximum amount determined above.
              write Error 031 on edit report file.
9. If Delete Switch is not N or Y
                  write Error 013 on edit report file.
10. If and Student Identifier is not numeric
                   write Error 021 on edit report file.
11. Check status code in isir_id. If code is not “A”, “V”, or “U”
                   write Error 063 on edit report file.
12. If Delete Switch is N and there is a row in the Instructional Grant payment certification table matching on all fields/columns in the record/table
                   write Error 012 on edit report file.
13. If Delete Switch is N, 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.
14. If Delete Switch is N and there is a row in the payment certification table for any term in the same academic year as the term in the header matching on Student Identifier, but not on Institution
                    write Warning B02 on edit report file
15. If Delete Switch is Y and there is no row in the Instructional Grant Payment certification table matching on Student Identifier, Identifier Switch, Institution, amount, rank, term and year
                     write Error 016 on edit report file.
16. If Delete Switch is Y and there is a row in the Instructional Grant Payment certification table matching on Student Identifier and Institution but other fields in the record do not match the columns in the table row
                     write Error 019 on edit report file.
17. If Delete Switch is Y and there is a row in the Intructional Grant payment certification table matching on all fields, but there is also at least one payment disbursed (disbursement amount = transaction amount) for the same student identifier, institution, term and year or there is at least one row in the Instructional Grant Adjustment table that matches identifier, institution, term and year.
                     write Error 050 on edit report file.
18. If Delete Switch = N and there is already an Instructional Grant payment certification record matching on , Institution, term and year (as determined by header record)
                     write Error 051 on edit report file.
19. If Delete Switch = “N”, 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.)
20. If Delete Switch = “N”, check the utilization and utilization history tables for the identifier. Check academic calendar for term type for institution for term 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.
21. If AY< 2011 (SM2010 – SP2011) and the student identifier matches a row in the coexist table with an unresolved status (or a status resolved to OCOG)
    Write Error 158 on edit report file
22. If the student identifier matches a row in the OCOG payment table for any term on or after academic year 2006-2007 (with a year of 2006 (and term in AU or SM) or any term for years later than 2006) Write Error 158on edit report file

Return to Financial Aid Files

http://regents.ohio.gov/hei/datasubdoc/finaid/igedit.html
Last updated January 4, 2007