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State Grants and Scholarships Department. State Update Ohio Association of Student Financial Aid Administrators Spring Conference May 29, 2003 Charles Shahid, Assistant Director Ohio Board of Regents State Grants and Scholarships Department.

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State Grants and Scholarships Department

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State Grants and Scholarships Department

State Update

Ohio Association of Student Financial Aid Administrators

Spring Conference

May 29, 2003

Charles Shahid, Assistant Director

Ohio Board of Regents

State Grants and Scholarships Department


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Ohio Instructional Grant Program (OIG)

Original Resulting

Appropriation Total Cut Balance

$ 111,492,500 $ 1,513,953 $ 109,978,547


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Ohio Instructional Grant Program (OIG) cont.

  • Cash Flow

  • Pending OIG Claims vs. Estimated Refunds & Non-Pays

  • State Accounting Regulations

  • Temporary Change in Reporting Procedure


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Ohio War Orphans Scholarship Program

Original Resulting

Appropriation Total Cut Balance

$ 4,792,124 $ 400,000 $ 4,392,124


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Ohio Academic Scholarship Program (OAS)

Original Resulting

Appropriation Total Cut Balance

$ 8,000,000 $ 1,000,000 $ 7,000,000


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Ohio Student Choice Grant Program

Original Resulting

Appropriation Total Cut Balance

$ 53,476,560 $ 1,336,914 $ 2,139,646


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Student Workforce Development Grant Program

Original Resulting

Appropriation Total Cut Balance

$ 2,982,497 $ 300,000 $ 2,682,497


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Part-Time Instructional Grant Program

Original Resulting

AppropriationTotal Cut Balance

$ 13,977,219 $ 349,430 $ 13,627,789


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Ohio National Guard Scholarship Program

  • Protected from 2.5% cut

  • Obligations expected to exceed FY 2003 appropriation

  • Controlling Board request to transfer funds


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Status of FY 2003 Budget- SGS Financial Aid Line Items -

Ohio 12th Grade Proficiency Tests Scholarship Program

  • No appropriation beyond FY 2002

  • Expect no additional funding for this program

  • Ohio Department of Education and the Office of Budget and Management are exploring all possibilities


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Update on the FY 2004 & 2005 Budget- SGS Financial Aid Line Items -


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Update on the FY 2004 & 2005 Budget- Other Selected Line Items –


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Planned Changes in OIG Reporting on the Higher Education Information System (HEI)

Instructional Grant Certification (IG) File

Instructional Grant Adjustment (IA) File


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Instructional Grant Certification (IG) File Information System (HEI)

File Description:

The Instructional Grant (IG) Certification File contains a record for each student who is to receive the grant. The record identifies the student and the details of the Instructional Grant (IG).

Submission Schedule:

Files may be submitted as often as necessary, although we recommend submitting no more than once per academic term.

Capture Date:

The capture date for the Instructional Grant (IG) is no sooner than the 15th day of the term.

Relationship to Other File Submissions:

This file is independent of all other files. However, an application record from the student must be on file in order for a corresponding IG record to be accepted.


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Instructional Grant Certification (IG) File Information System (HEI)Data Fields


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IG Year Based vs. IG Term Based Information System (HEI)

  • Each Social Security Number (SSN) will be verified for it’s existence in the new system along with its status. No IG’s can be submitted for SSN’s which are duplicates or for those that are being reviewed.

  • IG files can be submitted 15 days after the start of each term rather than the start of the autumn (AU) term only.

  • Codes for student rank have been changed from numbers to FR, SO, JR, SR.

  • Each payment request from every school type will be checked again for Pennsylvania Portability agreement to ensure maximum grant amounts.

  • Term maximum amounts are calculated based on whether an institution is a Quarter or Semester school.


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IG Year Based vs. IG Term Based Information System (HEI)cont.

  • If delete switch = Y and no row exists in our system - Error 016

  • If an institution is trying to delete a student’s row and a payment has already been disbursed or it exists in the adjustment tables - Error 050

  • Two identical rows for a student will not be accepted – Error 051

  • If a student is not eligible, the row will be rejected – Error 061

  • If a student has utilized the maximum grant units, the row will be rejected – Error 033


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Instructional Grant Adjustment (IA) File Information System (HEI)

File Description:

The Instructional Grant Adjustment (IA) File contains a record for each student for whom the school is requesting an adjustment of a previous Instructional Grant payment. The record identifies the student and the details of the Instructional Grant Adjustment (IA).

Submission Schedule:

Files may be submitted as often as necessary, although we recommend submitting no more than once per academic term

Capture Date:

The capture date for the Instructional Grant Adjustment (IA) Files is no sooner than the 15th day of the term

Relationship to Other File Submissions:

For each record in the Instructional Grant Adjustment (IA) File, a corresponding student record must exist in the Instructional Grant Certification (IG) File.


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Instructional Grant Adjustment (IA) File Information System (HEI)Data Fields


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Instructional Grant Adjustment (IA) File Information System (HEI)Additional Explanations

Adjustment Amount:

Enter the amount by which the previously certified amount is to be increased or decreased for the Adjustment Term. Include cents. For example, an adjustment amount of $64 should be entered as 006400.

Adjustment Type:

An “R” will result in a refund of a previous disbursement or a decrease of an upcoming disbursement, by the amount of the adjustment.

An “I” will result in an increase by the amount of the adjustment.


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IR File vs. IA File Information System (HEI)

  • Refund/Non-Pay terminology will cease to exist in the IA file format – only reductions and increases.

  • If we have no corresponding payment request for an adjustment – Error 041

  • We will calculate the total of all payments and adjustments for a student for the term to make sure the adjustment being submitted does not exceed the student’s award for the term.

  • We will calculate the total payments and adjustments for a student for the term to make sure the adjustment being submitted does not reduce the student’s disbursement to less than zero.


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IR File vs. IA File Information System (HEI)cont.

  • We will calculate the total of all payments and adjustments for a student for the academic year to make sure the adjustment being submitted does not exceed the student’s eligibility for the year.

  • If a student is no longer eligible for the grant and an increase adjustment is submitted – Error 061


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Summary of Enhancements Information System (HEI)

  • Ability to submit students for payment earlier in the academic year (summer as opposed to fall)

  • Increased simplicity of reporting

  • Enhanced ability to manage and track payment requests and adjustments

  • Greater flexibility in making adjustments to student payment files

  • Instant notification of file errors


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Planned Changes in OIG Reporting on the Higher Education Information System (HEI)

OIG Disbursement Query

OIG Eligibility Query


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Summary of Enhancements Information System (HEI)

  • Generate current disbursement information for an individual student, groups of students or all students at any time

  • Generate disbursement list to reconcile with each disbursement

  • Option of viewing disbursement information for multiple years

  • Choice of 3 formats to download data

  • Ability to see dates of each transaction requested and each disbursement made

  • Calculated net disbursement for each term and year

  • Calculated aggregate for each student over all years selected


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Summary of Enhancements Information System (HEI)

  • Generate current eligibility information for every student at any time

  • Choice of 4 formats to download data

  • More specific details on student’s errors causing ineligibility for grant

  • Choice in seeing specific grant amounts for a school type

  • Addition of Non-Ohio Grant amounts per Reciprocity Agreement

  • Remaining Semesters / Quarters information per student provided instead of Grant units used.


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OIG Materials Available on the HEI Website Information System (HEI)

Instructional Grant Certification (IG) File:

http://www.regents.state.oh.us/hei/datasubdoc/finaid/igfile.html

Instructional Grant Adjustment (IA) File:

http://www.regents.state.oh.us/hei/datasubdoc/finaid/iafile.html

Edit and Load Specifications:

http://www.regents.state.oh.us/hei/datasubdoc/finaid/igedit.html

http://www.regents.state.oh.us/hei/datasubdoc/finaid/iaedit.html

PowerPoint Presentations:

http://www.regents.state.oh.us/hei/datasubdoc/finaid/igia_files/frame.html

http://www.regents.state.oh.us/hei/datasubdoc/finaid/Disbursement%20query_files/frame.htm

http://www.regents.state.oh.us/hei/datasubdoc/finaid/Eligibility%20query_files/frame.htm


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