OHIO BOARD OF REGENTS

Date:   September 26, 2000

To:     Ohio Instructional Grant Pilot Participants

From:   Harold Horton, Director HEI
             Tom Rudd, Director, State Grant and Scholarships
 

Subject:        Commencement of  Ohio Instructional Grant Pilot
 

We are pleased to announce that we have completed the programming and documentation to initiate the Ohio Instructional Grant pilot.  Beginning today, you may practice submission of the Instructional Grant Certification file also known as the IG file.

There are two simple ways in which you can create IG files for HEI:

1)  You can create your own files in ASCII text format with use of a word processing application. The URL  for the Pilot Data Input Site is the same as production at https://hei.regents.state.oh.us/cgi/heigui NOTE: You must select "financial aid pilot" for the Data Area.  A complete file layout for the Instructional Grant (IG) Certification File is located at http://regents.ohio.gov/hei/datasubdoc/finaid/igfile.html The header record for all files can be found at http://regents.ohio.gov/hei/datasubdoc/general/fileheader.html

2)  You may also use the IG Data Entry screens to key enter grant data individually.  This process will automatically create a submission file for you based on the data that was entered.  The URL for the Pilot IG Data Entry Portal is https://hei.regents.state.oh.us/cgi/hei_data_entry_portal.  Select financial aid pilot as the Data Area and IG as the Submission and continue by selecting Go To Data Entry Page.

Feel free to create and submit as many records as you can.  All records and processing will occur in a pilot region that is separate from production.  Regents will not make payments based on any of the information received during this pilot.  All files will be deleted from the system at the conclusion of the pilot phase.  Attached is a tutorial to provide instruction and help you become familiar with the data submission process.

We appreciate your willingness to participate in this pilot and look forward to your input on finalizing this process. To facilitate communication, we are establishing a discussion thread for the IG pilot at the HEI SGS Financial Aid Discussion Forum at http://regents.ohio.gov/hei/HEI_Discussion.html  (select SGS Financial Aid File).  If you have any questions or comments please contact LeAnn Conard at lconard@regents.state.oh.us or David Bastian at dbastian@regents.state.oh.us. You may also contact them at 1-888-833-1133 ext. 29483 (David) or 45995 (LeAnn).

Thanks.
 
 

    Subject:    2000-2001 Ohio Instructional Grant Program
         Date:                Tue, 10 Oct 2000 10:09:10 -0400
        From:                "Tom Rudd (888/ 833-1133)" <Tom.Rudd@SGS.State.OH.US>
 Organization:          Ohio Board of Regents / State Grants & Scholarships
           To:                  pennfaos@regents.state.oh.us
          CC:                 David Bastian <David.Bastian@SGS.State.OH.US>,
                                  LeAnn Conard <leann.conard@SGS.State.OH.US>

Please note the following information regarding the Ohio Instructional Grant Program for the 2000-2001 academic year:
· The grant tables for the 2000-2001 academic year are available via the Web at the following URL: http://regents.ohio.gov/sgs/OIG_2000-2001_Tables.PDF.

- All Ohio Instructional Grant award certification files for the 2000-2001 academic year will be transmitted to the Board of Regents via web-based procedures developed by the Regents' HEI division.  Two options are available: Schools may create the OIG award certification files in ASCII text on their own systems then upload these to the HEI database via the Web, or you may use data entry screens provided by HEI to enter data and create the award
certification records on-line. Information about OIG web-based submissions can be found at:
http://regents.ohio.gov/hei/datasubdoc/finaid/igfile.html.  Only "Financial Aid Data Reporters" with proper authorization can submit OIG data to the Board of Regents. Please check with your school's Financial Aid Contact to make sure that your institution has an authorized OIG data reporter. A list of Financial Aid Contacts can be seen at http://regents.ohio.gov/hei/people.html

- OIG rosters for the 2000-2001 academic year (both current and cumulative) are available via the Web. If you are having difficulty accessing the OIG rosters, please contact David Bastian in SGS at (614) 752-9489 or toll-free at 888-833-1133, extension 29489.

Thanks.

To:         Financial Aid Contacts

From:    Harold Horton, Director, Higher Education Information System,
              Ohio Board of Regents

Date:    October 4, 2000

Subject: Availability of Submission Site for:
               Ohio Instructional Grant (IG) Certification file

cc:      Tom Rudd, Director, State Grants and Scholarships
          David Bastian, Program Administrator, State Grants and Scholarships

We have just completed the pilot phase for the new HEI process for submitting the Ohio Instructional Grant (IG) certification files.  We wish to thank those of you who participated in helping us develop and fine-tune this exciting new method of submitting OIG records and getting real-time edit results via the internet.

All eligible schools may now begin submitting Ohio Instructional Grant (IG) certification files for the 2000-2001 academic year.  You will find the data input site at: https://hei.regents.state.oh.us/cgi/heigui  To create a file with your own software, you may use the data submission document that defines the file layout at http://regents.ohio.gov/hei/datasubdoc/finaid/igfile.html  and the edit requirements at
http://regents.ohio.gov/hei/datasubdoc/finaid/igedit.html    Or, you may wish to utilize our data entry page to key individual records at
https://hei.regents.state.oh.us/cgi/hei_data_entry_portal

We encourage you to attend one of our training sessions this month.  For more information and on-line registration, please visit our web site at
http://regents.ohio.gov/hei/finaid_training2000.html

If you have any questions about submitting IG files, please contact David Bastian, Instructional Grant Administrator at 614/752-9489.  If you have questions about access to the HEI web sites (passwords, user identification), please contact Mary Martin, Administrative Assistant,
at 614/728-8860.

M E M O R A N D U M

To:              Financial Aid Contacts

From:         Tom Rudd

Date:          November 28, 2000

Subject:     OIG Refund/Non-Pay Processing for 2000-2001

As we prepare for OIG refund (and "non-pay") processing for the 2000-2001 academic year, please be advised that while your institution is required to report all OIG refunds and non-pays in accordance with OIG refund reporting policies and time lines, you will not send the refund money to the Board of Regents. Starting this winter, we will deduct the appropriate refund amount (as reported by you) from your school's subsequent OIG payment. This means that your institution's total OIG payment for the winter and spring terms or the second semester will not be made until your prior term refund/non-pay files have been received and processed by the Board of Regents. Preliminary paymentswill continue as scheduled. A final reconciliation will be conducted at the end of the academic year.  Until that time, please do not send OIG refund money to the Board of Regents unless directed to do so by the SGS Department.

Please remember that, starting this year, refunds and "non-pays" must be reported via the web-based procedures developed by the Regents' Higher Education Information System (HEI).  Paper Grant Payment Forms may not be used to report refunds and non-pays. For details about submitting OIG refund/non-pay files via the web, go to the HEI front door at http://regents.ohio.gov/hei/index.html then click on "SGS Financial Aid Files." Please note that the file identifier in the header record must be IR for the refund/non-pay files. Refund/non-pay files may not be submitted prior to the 15th day of classes in the winter quarter/spring semester.

Please direct questions about reporting OIG refunds/non-pays to David Bastian at (614) 752-9489 or toll-free at 888-833-1133, extension 29489, or by e-mail at dbastian@regents.state.oh.us.

(Please note that because your name may be included on more than one Board of Regents' e-mail list, you may receive this e-mail message more than once.)

Thank you.

Tom Rudd

M E M O R A N D U M

To: Financial Aid Liaisons and Data Reporters

From: Charles Shahid, Assistant Director

Ohio Board of Regents

State Grants and Scholarships Department

Date: May 19, 2003

Subject: Introduction of the Ohio Instructional Grant Certification (IG) File and the Adjustment (IA) File

The State Grants and Scholarships Department (SGS) and the Higher Education Information System (HEI) are pleased to announce the introduction of the new Ohio Instructional Grant Certification (IG) File and the Ohio Instructional Grant Adjustment (IA) File.

Beginning with the 2003-2004 academic year, the IG file will allow institutions to begin requesting payment for students as early as the summer term as opposed to waiting to request in the autumn term. The IA file replaces the current IR file and it will allow institutions to submit adjustments to student records on a term by term basis. Gone are the days of refunds and non-pays!

To view the Data Submissions document for the IG file, please refer to the following link:

http://regents.ohio.gov/hei/datasubdoc/finaid/igfile.html

To view the Data Submissions document for the IA file, please refer to the following link:

http://regents.ohio.gov/hei/datasubdoc/finaid/iafile.html

For IG file Edit and Load Specifications:

http://regents.ohio.gov/hei/datasubdoc/finaid/igedit.html

For IA file Edit and Load Specifications:

http://regents.ohio.gov/hei/datasubdoc/finaid/iaedit.html

Also, for your convenience, I am pleased to report that the material presented in the “Enhancements to Ohio Instructional Grant Reporting on the Higher Education Information System ” workshops held on March 18th and 19th are posted to the HEI website. To view the PowerPoint presentation on the IG and IA files, please refer to the following link:

http://regents.ohio.gov/hei/datasubdoc/finaid/igia_files/frame.html

If anyone should have any questions about accessing this information, please contact Lamar Burch toll-free at 1-888-833-1133, ext. 2-9489, or via e-mail at lburch@regents.state.oh.us

Thanks.

Charles

Return to Financial Aid Memos Page

http://regents.ohio.gov/hei/datasubdoc/memos/oigmemos.html
Last updated May 20, 2003