OHIO BOARD OF REGENTS

SGS/HEI Data Submissions

Proficiency Award (PA) File
Revised September 30, 1999

File Description

The 12^th Grade Proficiency Test Award (PA) file contains a record for each student who is to receive the award. The record identifies the student and the details of the proficiency award. The student must be enrolled in the term indicated on the individual record and cannot have received this award previously.

Submission Schedule

Files may be submitted as often as necessary, although we recommend submitting no more than once per academic term. No student may be submitted for payment more than once.

Relationship to Other File Submissions

The file is independent of all other files.

Data Fields (in all records except the file header record)

Field Names	Field Attributes and Procedures	Data Format
Student Identifier	Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier that uniquely relates to this student. For a given student, the same identifier must be used in all student related files.	Alphanumeric 9 characters Columns 1-9
Institution Assigned Identifier Switch	Enter Y if the student identifier was assigned by the institution and is not a federally assigned SSN. Enter N if the student identifier is the SSN assigned by the federal government.	Alphabetic 1 character Column 10 Uppercase
First Name	Enter student's first name.	Alphanumeric 15 characters Columns 11-25 Uppercase Left justify
Middle Initial	Enter student's middle initial, if applicable. If not applicable, leave blank (space).	Alphabetic 1 character Column 26 Uppercase
Last Name	Enter student's last name.	Alphanumeric 20 characters Columns 27-46 Uppercase Left justify
Voucher ID Number	Enter the numbers on the 1^st line below the name on the voucher (ignore dashes).	Alphanumeric 9 characters Columns 47-55
School ID Number	Enter the numbers on the 2^nd line below the name on the voucher (ignore dashes).	Alphanumeric 12 characters Columns 56-67
Year Enrolled	Enter the year in which the student enrolled and was eligible to receive the 12th Grade Proficiency Scholarship.	Numeric 4 characters Columns 68-71
Term Enrolled	Enter a code from Term Codes indicating the term in which the student enrolled and was eligible to receive the 12th Grade Proficiency Scholarship.	Alphabetic 2 characters Columns 72-73
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 74 Uppercase

Additional Explanations

File Header Record

The first record of each file is a header record formatted as described in http://regents.ohio.gov/hei/datasubdoc/general/fileheader.html . Notice that for the PA file the Term field in the header record should always be coded as 'NA'.

The File Identifier to be used for this file is PA.

Return to SGS/HEI Files

http://regents.ohio.gov/hei/datasubdoc/finaid/pafile.html
Last updated October 5, 1999