OHIO BOARD OF REGENTS

Undergraduate Tuition & Fees (TF) File
Revised January 10, 2012

File Description

· The Undergraduate Tuition & Fees (TF) File contains a record for every undergraduate student enrolled at a campus for the academic year and term reported in the submission. All fees related to the instruction of a student and mandatory fees are to be reported.

Submission Schedule

· The file submission window will be December 10th through March 2nd.

Capture Date

· The capture date for the Undergraduate Tuition & Fees (TF) file is the 30th day after the last day of the term. For summer subterms, the capture date is the 30th day after the last day of the last subterm.

Relationship to Other File Submissions

· The Student Entrance (SE) file must be submitted, edited with zero errors, and loaded onto the HEI database before the following file can be submitted: Undergraduate Financial Aid (UF) file. Students reported in this file should have undergraduate records in the Student Entrance (SE), Student Enrollment (SN), and Course Enrollment (CN) files. The tuition and fees amounts reported in this file should correspond to the credit hours attempted as reported in the Course Enrollment (CN) file.

Data Fields

Field Names	Field Attributes and Procedures	Data Format
Student Identifier	Provide the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, provide 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 N if the student identifier is the SSN assigned by the federal government. Enter Y if the student identifier was assigned by the institution and is not a federally assigned SSN.	Alphabetic 1 character Column 10
Term	Enter the term for which data are being submitted.	Alphabetic 2 characters Columns 11-12
Charge Type	Enter the appropriate two letter code from Charge Type Codes	Alphabetic 2 characters Columns 13-14
Amount	Provide the amount of the charge. Include cents. For example, an amount of $264.00 must be reported as 0026400.	Numeric 7 characters Columns 15-21
Comment		Alphanumeric 10 characters Columns 22-31
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic  1 character  Column 32

Additional Explanations

· For the purpose of this file report fees related to instruction and all mandatory fees. Do not report fees such as room and board, books, etc. even if these are paid directly to the institution. Regarding mandatory fees, report all mandatory fees assessed uniformly to all students as "other fees" which meet each of the following criteria: they are in fact mandatory, not included in the general fee, and are charged each term (frequency code =1 in the Fall Survey of Student Charges).

· One-time fees are to be reported in the term for which they are charged.

Definitions and Descriptions of Data Fields

· Amount

o Amount information should be entered as seven characters with the last 2 character positions representing cents. Note that the field should be right justified and zero-filled to the left. For instance, an amount of $123.45 would be entered as “0012345”; an amount of $10,234.56 would be entered as “1023456.”

Last updated January 10, 2012