Edit Specifications

035

There are non-blank characters beyond the allotted record length for this file

Same as programming logic.

If record is too long

018

Invalid Social Security Number

Same as programming logic.

This edit verifies whether the SSN meets the rules for issuing SSN’s by the Social Security Administration. The rules can be found at http://www.ssa.gov/employer/stateweb.htm and http://www.ssa.gov/employer/ssnweb.htm.

If the Institution Assigned Student Identifier Switch is N and the Delete Switch is N and the Student Identifier is numeric in each character position and the first three digits, or the fourth and fifth, or the sixth through ninth digits of the Student Identifier are zeros,
OR
If the Institution Assigned Student Identifier Switch is N and the Delete Switch is N and the Student Identifier is numeric in each character position and the first three digits are 775 or above

022

The Institution Assigned Identifier Switch is not Y or N

Same as programming logic.

If Institution Assigned Student Identifier Switch is not Y or N

021

Social Security Number is not numeric

Same as programming logic.

If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric

301

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

Same as programming logic.

If Institution Assigned Student Identifier Switch is Y and the Student Identifier is in the Program/SSN table for this institution and the table row has the Institution Assigned Switch as N

302

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

Same as programming logic.

If Institution Assigned Student Identifier Switch is N and the Student Identifier is in the Program/SSN table for this institution and the table row has the Institution Assigned Switch as Y

A02

Program requires you to use an SSN if available. Please verify that the SSN is not available for this student.

Same as programming logic.

If the Institution Assigned Switch = “Y”

003

First Name field is invalid

Same as programming logic.

If First Name is blank or contains any non-alpha character

004

Middle Initial is not blank and not an uppercase alpha character

Same as programming logic.

If Middle Initial is not blank and not an alpha character

005

Last Name field is invalid

Same as programming logic.

If Last Name is blank

037

Invalid Student Rank

Same as programming logic.

If Student Rank is not "FR", "SO", "JR" or "SR"

108

Date of Birth is blank, non numeric or has invalid values

Same as programming logic.

If date of birth is blank, not numeric, has invalid values, or is not UNKN (Invalid values include: first 2 characters are <01 or >12, third and fourth character positions are <01 and >31, fifth and sixth are <> 19 or 20; year of submission minus year of birth is less than 9)

A03

This SSN has been submitted previously, but the date of birth in this record is different than the previous.

Same as programming logic.

Check the certification table for this student identifier. If found, match date of birth in table to date of birth in this record. If they do not match,

013

The Delete Switch is not Y or N

Same as programming logic.

If Delete Switch is not Y or N

012

Record row is already in the table

Same as programming logic.

If Delete Switch is N and there is a row in the Student Choice certification tables matching on all fields/columns in the record/table

014

Record for this student has already been submitted by another school

Same as programming logic.

If Delete Switch is N, check Student Choice 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

016

Record for this student is not in the table

Same as programming logic.

If Delete Switch is Y and there is no row in the Student Choice certification table matching on Student Identifier, Institution, year and term

019

Delete record does not match table row

Same as programming logic.

If Delete Switch is Y and there is a row in the Student Choice certification tables matching on Student Identifier, institution, year and term but other fields in the record do not match the columns in the table row

050

Disbursements or adjustments on file. Record cannot be deleted.

Same as programming logic.

If Delete Switch is Y and there is a row in the Student Choice certification tables matching on all fields, but there is also at least one payment disbursed for the same student identifier, institution and term or there is at least one row in the SA table that matches OBRID, institution and term

017

Record with this student identifier and delete switch is already in the file

Same as programming logic.

If there is already a Student Choice record for the corresponding Student Identifier and Delete Switch on this submission file

020

Current date is not at least 15 days later than term start date

Same as programming logic.

Check the academic calendar entry 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 (EXCEPTION: If term type code for this institution is “S” and term in header is “WI”)

051

Record cannot be updated.  Submit adjustment transaction or delete and resubmit.

Same as programming logic.

If Delete Switch is N and there is already a Student Choice record matching on OBRID, Institution, year and term in the Student Choice certification table

148

Award amount is not numeric

Same as programming logic.

If Award Amount is not numeric

152

Award amount cannot be $0.00.

Same as programming logic.

If Award Amount is = 0.00

(Edit message area = S)

030

Third term disbursement not valid for semester school

Same as programming logic.

Check academic calendar table for term type code for institution. If term type code is "S" and term in header record is “WI”

825

The year and term of this record is not available on this system.

Same as programming logic.

Use calculation for 030 above. If above is not true, and there is not an entry in the academic calendar table for this institution, year and term

B02

WARNING - Payment request reflects a transfer from another institution

Same as programming logic.

If Delete Switch is N and there is a row in the Student Choice Grant Certification table for any term in the same academic year as the term in the header matching on Student Identifier, but not on Institution

031

Term amount exceeds program maximum

Same as programming logic.

If Delete Switch is N, check SGS Program Maximum table for the annual maximum amount for program code OSCG for the academic year and check academic calendar table for term type code for institution. If term type code is "S" and the award amount in the record is more than one-half the annual maximum amount for SH
OR
If term type code is "Q" and the award amount in the record is more than one-third the annual maximum amount for SH

(Exception: If institution is in SGS program institution exceptions table, allow file to be submitted, and use the same annual maximum amount for SH)

032

Total of term amounts exceeds annual program maximum

Same as programming logic.

If Delete Switch is N, check SGS Program Maximum table for the annual maximum amount for program code SH for the current academic year. Check the Student Choice payment table for records for this student identifier and academic year. If the total of the awards amounts in the table plus the award amount in this file exceeds the value for the annual maximum amount for SH

(Exception: If institution is in SGS program institution exceptions table, allow file to be submitted, and use the same annual maximum amount for SH)

032

Total of term amounts exceeds annual program maximum

Same as programming logic.

If Delete Switch is N, check the utilization table for all rows for all terms for this student for this academic year. If sum of units > 2 but < 3, check award amount in this record. Check the academic calendar table for term type code for this institution. If term type code = “S”
OR
If award amount in this record > 1/6 of annual maximum amount for program code SH for the current academic year in SGS Program Maximum,

(Exception: If institution is in SGS program institution exceptions table, allow file to be submitted, and use the same annual maximum amount for SH)

033

Number of disbursements exceeds program maximum

Same as programming logic.

If Delete Switch is N, use calculation in X (right above). If, with the addition of this record, sum of units > 3,

056

Total of current and all previous disbursements exceeds program lifetime maximum.

Same as programming logic.

If Delete Switch is N, calculate the total terms of utilization for the OBRID from the student choice utilization table. If sum of grant unit num of all rows is greater than or equal to 5 academic years (15 quarters or 10 semesters)