Edit and Load Specifications

OHIO BOARD OF REGENTS

Workforce Development Adjustment (WA) File
August 21, 2003

Edit Rules for each Workforce Development Adjustment (WA) Record

A. Read the record

B. If the record is too long
write Error 035 on edit report file.

C. If Student Identifier contains any non-alphanumeric character in any character position
write Error 002 on edit report file.

D. If the Institution Assigned Student Identifier 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 Student Identifier is numeric in each character position and the first three digits are 775 or above
write Error 018 on edit report file.

E. If Institution Assigned Student Identifier Switch is not Y or N
write Error 022 on edit report file.

F. If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric
write Error 021 on edit report file.

G. If Institution Assigned Student Identifier Switch is Y and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as N
write Error 301 on edit report file.

H. If Institution Assigned Student Identifier Switch is N and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as Y
write Error 302 on edit report file.

I. If there is already a Workforce Development Adjustment record for the corresponding Student Identifier and Adjustment Term in this submission file
write Error 017 on edit report file.

J. Check the WD table for an entry for the corresponding Student Identifier and institution for the academic year specified in the header, and, if no match is found, then
write Error 041 on edit report file.

K. If Adjustment Amount is not numeric
write Error 034 on edit report file.

L. If Adjustment Term is not "AU," WI," "SP," or "SM"
write Error 082 on edit report file.

M. Check Academic Calendar table for term type for institution. If term type is "S" and Adjustment Term is "WI"
write Error 030 on edit report file.

N. If Adjustment Type is "I," check the following for the institution for the academic year as identified in the header: Inst_campus table for campus_type_code, SGS Program Maximum Table for the maximum annual amount for WD for institution's campus_type_code, Academic Calendar table for term_type_code. Check the WD payment table for all award amounts and adjustments for the academic year, as identified in the header, and the term and student identifier as identified in the submission file. If term_type_code is "S" and the sum of the all award amounts plus all adjustment amounts plus the Adjustment Amount in this WA record is more than one-half the maximum annual amount for WD for the academic year for the institution type

If term_type_code is "Q" and the sum of all award amounts plus all adjustment amounts plus the Adjustment Amount in this WA record is more than one-third the maximum annual amount for WD for the academic year for the institution type
write Error 031 on edit report file.

O. If Adjustment Type is "I," check the following for the institution for the academic year as identified in the header: Inst_campus table for campus_type_code, SGS Program Maximum Table for the maximum annual amount for WD for institution's campus_type_code. Check the WD payment table for all award amounts and adjustments for the academic year, as identified in the header, and the student identifier as identified in the submission file. Check this submission file for all WA amounts for this student identifier. If the sum of all award amounts plus all adjustment amounts plus all the Adjustment Amounts for all WA records in this file for this student identifier is more than the maximum annual amount for WD for the academic year for the institution type
write Error 032 on edit report file.

P. If Adjustment Type is neither "R" nor "I"
write Error 043 on edit report file.

Q. If Adjustment Type is "R," check the WD payment table for all awards and adjustments for the term and student identifier as indentified in the submission file. Check this submission file for all WA amounts for this student identifier. If the sum of all award amounts plus all adjustment amounts plus all Adjustment Amount for all WA records in this file is less than zero
write Error 038 on edit report file.

R. If adjustment type is "I," check the academic calendar for term_type for this institution. Check the WD payment table for all award amounts and all adjustment amounts for the academic year and student identifier as identified in the submission file. Check this submission file for all WA amounts for this student identifier and term. If the term type is "S" and the sum of all award amounts plus all adjustments in the WD payment table plus all adjustment amounts from records for this student in this WA submission file results in non-zero amounts for more than two terms

If the term type is "Q" and the sum of all award amounts plus all adjustment in the WD payment table plus all adjustment amounts from records for this student in this WA submission file results in non-zero amounts for more than all four terms
write Error 033 on edit report file.

S. If adjustment type is "I," calculate the total terms of utilization for the OBRID by adding the estimated utilization for all scheduled payments which have not been disbursed for previous terms and the actual utilization for all previous years. If calculated total terms exceeds the equivalent of 2 academic years.

write Error 056 on edit report file.

Return to Financial Aid Files

http://regents.ohio.gov/hei/datasubdoc/finaid/waedit.html
Last updated August 21, 2003