OHIO BOARD OF REGENTS

Edit and Load Specifications

Ohio College Opportunity Grant (OG) File
November 04, 2009

Edit rules for each OG record

1. Read the record.

If no OCOGID is found for SSN

Write Error 059 on edit report file.

Else

If more than one OCOGID for SSN is found, check status.

If one record has “A” or “V”

Use this OCOGID for edit and load and

Write Warning B03 on edit report file

else

Write Error 063 on edit report file

Else

If only one OCOGID for SSN is found, check status

If code is not “A”, “V”, or “U”

Write Error 063 on edit report file.

2. If the record is too long,

Write Error 035 on edit report file.

3. Check the academic calendar for this institution for the term and year specified in the header, and if the current date is not at least 15 days later than the start date specified in the calendar (or if the row is not present), then

Write Error 020 on edit report file.

4. If the student identifier contains any non-numeric characters or spaces in any character position,

Write Error 021 on edit report file.

5. If student rank is not “FR”, “SO”, “JR” or “SR”,

Write Error 037 on edit report file.

6. If enrollment status is not “FT”, “TT”, “HT” or “QT” –

Write Error 076 on edit report file.

7. If the term award is not numeric, or equal to spaces

OR

If the term award is comprised of all zero’s and the term award type is ‘F’

OR

If the term award is comprised of all zero’s and there is no record in the certification file for this student identifier, institution, year and term

OR

If the term award is comprised of all zero’s and the term award type is ‘I’ or ‘R’ and the latest record in the certification file for this student identifier, institution, year and term also matches enrollment status

Write Error 034 on edit report file.

8. If AY< 2009–2010 and the student identifier matches a row in the coexist table with an unresolved status (or a status resolved to OIG)

Write Error 158 on edit report file.

9. If the student identifier matches a row in the OIG 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 158 on edit report file.

10. Check the OCOG eligibility table for status.

If status code is not “EL”,

Write Error 061 on edit report file.

11. If the institution type is Non-Ohio Proprietary

Write Error 062 to edit report file.

12. If AY< 2009-2010 and the institution type is Non-Ohio Public or Non-Ohio Private and enrollment status is not “FT”,

Write Error 157 to edit report file.

13. If the award type is “I” or “R” and there is no existing “F” transaction for this student for this institution, term and year as indicated in the header

Write Error 016 to the edit report file.

14. If the award type is “F” and there is an existing “F” transaction for this student for this institution, term and year as indicated in the header

Write Error 012 to the edit report file.

15. If the award type is “F” or “I” and AY < 2009-2010

Check the academic calendar for the institution for the institution year and term as identified in the header to determine the term type. (Check the institution type crosswalk table for institution, year and term in the header to determine institution type). Add up all of the existing transaction amounts from the OCOG grant payment table for this student for the institution, year and term in the header (if any) including this one and based upon the enrollment status, the maximum term award amount is:

If institution type is Ohio Public and term type is “Q” and

Enrollment status = “FT” then max term award is 0832

Else Enrollment status = “TT” then max term award is 0624

Else Enrollment status = “HT” then max term award is 0416

Else Enrollment status = “QT” then max term award is 0208

Else If institution type is Ohio Private and term type is “Q” and

Enrollment status = “FT” then max term award is 1664

Else Enrollment status = “TT” then max term award is 1248

Else Enrollment status = “HT” then max term award is 0832

Else Enrollment status = “QT” then max term award is 0416

Else If institution type is Ohio Proprietary and term type is “Q” and

Enrollment status = “FT” then max term award is 1332

Else Enrollment status = “TT” then max term award is 1000

Else Enrollment status = “HT” then max term award is 0666

Else Enrollment status = “QT” then max term award is 0334

Else

If institution type is Ohio Public and term type is “S” and

Enrollment status = “FT” then max term award is 1248

Else Enrollment status = “TT” then max term award is 0936

Else Enrollment status = “HT” then max term award is 0624

Else Enrollment status = “QT” then max term award is 0312

Else If institution type is Ohio Private and term type is “S” and

Enrollment status = “FT” then max term award is 2496

Else Enrollment status = “TT” then max term award is 1872

Else Enrollment status = “HT” then max term award is 1248

Else Enrollment status = “QT” then max term award is 0624

Else If institution type is Ohio Proprietary and term type is “S” and

Enrollment status = “FT” then max term award is 1998

Else Enrollment status = “TT” then max term award is 1500

Else Enrollment status = “HT” then max term award is 0999

Else Enrollment status = “QT” then max term award is 0501

Else If institution type is Non-Ohio Public or Non-Ohio Private and term type is “S” and veteran status from the demographics table is “Y” (Enrollment status must be “FT”), then max term award is $400.

Else If institution type is Non-Ohio Public or Non-Ohio Private and term type is “Q” and veteran status from the demographics table is “Y” (Enrollment status must be “FT”), then max term award is $266 (for “AU” and “WI”), $267 (for “SP”)

Else If institution type is Non-Ohio Public or Non-Ohio Private and term type is “S” and veteran status from the demographics table is “N” (Enrollment status must be “FT”), then max term award is $300.

Else If institution type is Non-Ohio Public or Non-Ohio Private and term type is “Q” and veteran status from the demographics table is “N” (Enrollment status must be “FT”), then max term award is $200.

If Term Award Amount in this file (or the sum of this plus existing transaction amounts) exceeds the above amounts,

Write Error 031 on edit report file

16. If the award type is “F” or “I” and there is no existing OCOG certification record and AY >= 2009-2010,

1. Determine annual maximum amount.

Check the maximum grant amount for this institution, enrollment type, and year.

If the institution is a community college or technical school, and the student has "Foster Youth" status for this institution, year, and term, the "Foster Youth" grant amount is the annual maximum amount.

Else use the "Standard" amount for this institution.

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 the institution type is Non-Ohio Public or Non-Ohio Private, check the if the student's veteran status code is "Y". If it is not, the max amount for this term is the lesser the amount calculated above and (200 if the term type is Q or 300 if the term type is S).

If the term award amount in the file is > than the calculations above,

Write Error 031 on edit report file.

17. If the Award Type is not “F”,“I” or “R”,

Write Error 159 to edit report file.

18. If the Award Type is “I” or “F” check the ocog 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 additional institution (no more than two institutions may submit a payment request per student per term per year concurrently), 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 for more than one institution

Write Error 014 on edit report file.

19. If award type is “F” then

If the sum of the existing units for prior years and the incoming units based on their enrollment status is >= 15,

Write Error 130 to edit report file.

If award type is “I” then

If no row is found in the OCOG utilization table matching on student, year, term, and institution then

If the sum of the existing units for prior years and the incoming units based on their enrollment status is >= 15,

Write Error 130 to edit report file.

Else if a row is found in the OCOG utilization table matching on student, year, term, and institution then

Match the latest enrollment status in the certification table to the enrollment status submitted in this file.

If the enrollment does not match then

Sum the existing units for prior years and the incoming units based on their enrollment status

Excluding the row in the OCOG utilization table that corresponds to the student, term, institution and year from this file.

If the total >=15,

Write Error 130 to edit report file.

If award type is “R” then

If a row is found in the OCOG utilization table matching on student, year, term, and institution then

Sum the transaction amounts for this student, year, term, and institution in the OCOG payment table and subtract the award

amount in this submission file from the total.

If the total amount is > 0 then

Match the latest enrollment status in the certification table to the enrollment status submitted in this file.

If the enrollment does not match then

Sum the existing units for prior years and the incoming units based on their enrollment status excluding the row in the

OCOG utilization table that corresponds to the student, term, institution and year from this file.

If the total >=15,

Write Error 130 to edit report file.

T. If there is a row in the OCOG payment table for any term in the same academic year as the term in the header matching on the student identifier, but not on the institution,

Write Warning B02 on edit report file.

21. If Adjustment Type is “R”, check the OCOG payment table for all awards and adjustments for the institution, year and term, as identified in the header, and student identifier as identified in the submission file. If the sum of all award amounts plus all adjustment amounts plus the Adjustment (Reduction) Amount for this OG record is less than zero
                 Write Error 038 on edit report file.

22. If there is already an OCOG grant certification record for the corresponding Student Identifier on this submission file

Write Error 017 on edit report file.

23. If the student has an invalid or blank amount for Primary EFC in the OCOG income table

Write Error 160 on edit report file.

X. If the award type is “F” or “I” and the academic year is 2007-2008 or 2008-2009, check the institution type table for the institution type for the submitting institution.

If the submitting institution is a proprietary school, check the table of OBR proprietary school authorizations

If there is no row for term, year and institution in the proprietary authorization table that matches the term, year and institution for the submission file, check the table of prior proprietary school enrollments
If the student identifier is not in the table of prior proprietary school enrollments

Write Error 164 on edit report file.

25. If the award type is “F” or “I” and AY >= 2009-2010

If this institution is not found in the grant amounts table

Write Error 162 on edit report file.

26. If the award type is “F” or “I” and AY >= 2009-2010

Check the institution type table for the institution type for the submitting institution. If the submitting institution is a community college,

Check the application exception table for this student and institution.

If this student is a not “Foster Youth” authorized by this institution with reward amount > 0

Write Error 163 on edit report file.

27. If the award type is “F” or “I” and AY >= 2009-2010

Check the institution type table for the institution type for the submitting institution. If the submitting institution is a community college,

Check the application exception table for this student and institution.

If this student is a “Foster Youth” authorized by this institution

AND

If no row for this institution is found in the grant amounts table for “Foster Youth”

Write Error 165 on edit report file.

Return to Financial Aid Files

http://regents.ohio.gov/hei/datasubdoc/finaid/ogedit.html
Last updated November 04, 2009