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Edit
and Load Specifications
Workforce Development (WD) File
revised
Edit Rules for each Workforce Development (WD) Record
A. Read the record
B.
If 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. 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
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 First Name is blank, contains any non-alpha character or is not in uppercase
write Error 003 on edit report file.
G.
If Middle Initial is not blank and not an alpha character and not in uppercase
write Error 004 on edit report file.
H.
If Last Name is blank or not in uppercase
write Error 005 on edit report file.
I.
If Delete Switch is not N or Y
write Error 013 on edit report file.
J.
If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric
write Error 021 on edit report file.
K.
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.
L.
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.
M.
If Delete Switch is N
and Transfer Switch is N or blank and there is a row in the Workforce Development table matching on all fields/columns in the record/table
write Error 012 on edit report file.
N.
If Delete Switch is N and
Transfer Switch is N or blank and there is a row in the Workforce Development table matching on Student Identifier and academic year (as determined by header record), but not on Institution
write Error 014 on edit report file.
O.
If Delete Switch is Y and there is no row in the Workforce Development table matching on Student Identifier, Institution,
transfer switch and year
write Error 016 on edit report file.
P.
If Delete Switch is Y and there is a row in the Workforce Development 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.
Q.
If Delete Switch is Y and there is a row in the Workforce Development table matching on all fields, but there is also at least one payment disbursed for the same student identifier, institution and academic year or there is at least one row in the WA table that matches OBRID, institution and academic year.
write Error 050 on edit report
file
R.
If there is already a Workforce Development record for the corresponding Student Identifier and Delete Switch on this submission file
write Error 017 on edit report file.
S.
Check the academic calendar entry for this institution for the autumn term for the academic year 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.
T. If Delete Switch = N and there is already a Workforce Development record matching on OBRID, Transfer Switch, Institution and academic year (as determined by header record)
write Error 051 on edit report file.
U.
If Summer Term Award is not numeric
write Error 034 on edit report file.
V.
If First Term Award is not numeric
write Error 034 on edit report file.
W.
If Second Term Award is not numeric
write Error 034 on edit report file.
X.
If Third Term Award is not numeric
write Error 034 on edit report file.
Y.
Check academic calendar table for term type
code for institution. If term type code is "S" and Third Term Award in WD file is non-zero code
write Error 030 on edit report file.
Z.
Check SGS program maximum table for the
annual maximum amount for program code WD for the current academic year (year) and check
academic calendar table for term type code for institution. If term type code is "S" and the Summer Term Award is more than one-half the
annual maximum amount for WD
write Error 031 on edit report file.
AA.
Check SGS program maximum table for the
annual maximum amount for program code WD for the current academic year (year) and check
academic calendar table for term type code for institution. If term type code is "S" and the First Term Award is more than one-half the
annual maximum amount for WD
write Error 031 on edit report file.
BB.
Check SGS program maximum table for the
annual maximum amount for program code WD for the current academic year (year) and check
academic calendar table for term type code for institution. If term type code is "S" and the Second Term Award is more than one-half the
annual maximum amount for WD
write Error 031 on edit report file.
CC.
Check SGS program maximum table for the
annual maximum amount for program code WD for the current academic year (year) and check
academic calendar table for term type code for institution. If term type code is "Q" and the Summer Term Award is more than one-third the
annual maximum amount for WD
write Error 031 on edit report file.
DD.
Check SGS program maximum table for the
annual maximum amount for program code WD for the current academic year (year) and check
academic calendar table for term type code for institution. If term type code is "Q" and the First Term Award is more than one-third the
annual maximum amount for WD
write Error 031 on edit report file.
EE.
Check SGS program maximum table for the
annual maximum amount for program code WD for the current academic year (year) and check
academic calendar table for term type code for institution. If term type code is "Q" and the Second Term Award is more than one-third the
annual maximum amount for WD
write Error 031 on edit report file.
FF.
Check SGS program maximum table for the
annual maximum amount for program code WD for the current academic year (year) and check
academic calendar table for term type code for institution. If term type code is "Q" and the Third Term Award is more than one-third the
annual maximum amount for WD
write Error 031 on edit report file.
GG.
Check SGS program maximum table for the
annual maximum amount for program code WD for the current academic year (year). If the total of the Summer Term Award, First Term Award, Second Term Award and Third Term Award exceeds the value for the
annual maximum amount for WD
write Error 032 on edit report file.
HH.
Check academic calendar table for term type
code for institution. If "S" and Summer Term Award, First Term Award and Second Term Award are each non-zero
write Error 033 on edit report file.
II.
Check academic calendar table for term type
code for institution. If "Q" and Summer Term Award, First Term Award, Second Term Award and Third Term Award are each non-zero
write Error 033 on edit report file.
- If Transfer Switch is not Y, N or blank
write error 052 on edit report file.
KK. If Transfer Switch is Y and there is no row in the WD table matching OBRID and academic year
write error 053 on edit report file.
LL. If Transfer Switch is Y and Delete Switch is N and any term in the record with a non-zero amount matches the OBRID, term, academic year and institution for which a payment is already scheduled
write error 054 on edit report file.
MM. If Transfer Switch is Y and Delete Switch is N and any term in the record with a non-zero amount is for the same term or a preceding term in the academic year (as identified in the header) for which a payment has already been disbursed to another institution and the WAs for that other institution do not reflect a complete refund of this disbursement.
write error 055 on edit report file.
NN. If Transfer Switch is Y and delete switch is N, calculate the total number of schedule disbursements for this OBRID and academic year (as identified in the header) by adding the number of terms with non-zero amounts in this record to the number of all scheduled payments for this academic year and all unrefunded disbursements for previous terms. Check the academic calendar table. If none of the corresponding institutions have a term code of Q and the calculated total number of disbursements is greater than 2
or
If the calculated total number of disbursements is 4
write error 033 on edit report file.
OO. If Transfer Switch is Y and Delete Switch is N, calculate the total amount of disbursements for this OBRID and academic year (as identified in the header) by adding all non-zero amounts in this record to all scheduled and unrefunded disbursements for previous terms. If the total amount of disbursements exceeds the program maximum for the academic year
write error 032 to edit report file.
PP. If Delete Switch is N and Transfer Switch is N or blank, calculate the total terms of utilization for the OBRID by adding the utilization for all terms with non-zero amounts in the record to the actual utilization for all previous years.
or
if Transfer Switch is Y, calculate the total terms of utilization for the OBRID by adding the utilization for all terms with non-zero amounts in the record and 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 to edit report file.
- If Student Rank <> “FR” or “SO”
Write error 037 to edit report file.
- If academic year > 2004, check Private Student Entrance file for a row matching on OBRID and institution. If no match is found
Write error 064 to edit report file.
- If academic year > 2004, check the status table for a row matching on institution for a PD submission for production where status = “L” for the immediate prior fiscal year. If no match is found
Write error 065 to edit report file.
http://regents.ohio.gov/hei/datasubdoc/finaid/wdedit.html
Last updated January 18, 2005