Field Definitions


Financial Aid File Field Definitions
Select File Type: Select Field:

Field # Starting Position Field Name Field Definitions/Descriptions
1 1 Record Type Definition: A flag that indicates which record type is being reported.

Codes/Notes: Enrollment=1, UAF=2, Degrees=3, Financial Aid=4, Student Course=5, Educator Preparation=6



Missing Value: Does not apply; field must be completed.

Edit Specs: File specific value.

Format: numeric, 1 place integer

Updates:

2 2 Institution Code Definition: The unique code designations for Colorado postsecondary institutions.

Codes/Notes: The number assigned to each higher education institution identifying an institution with a 4-digit institutional code. See Institution Code in Glossary.


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if a value is reported that is not the code assigned to the reporting institution.

Format: AlphaNumeric, 4 characters

Updates: July 1987


3 6 Report Term Definition: The enrollment period identified by the term and the year on which the data are based (TYYYY) Term (T): The term on which the data are based.

Codes/Notes: 1 - Summer
2 - Fall
3 - Winter (only for institutions on a quarter system)
4 - Spring
5 - Interim
9 - Total report year (Only used in Financial Aid reporting)

Examples:
Fiscal Year 2002-03

Summer 02 12002
Fall 02 22002
Winter 03 32003 (Institutions on quarter system only)
Spring 03 42003
Interim 03 52003
Beginning in 1991, report period indicated by term, rather than end of year.

For Education Preparation FILE: Report period should be by term, beginning with summer and continuing through the following fall and spring terms. Term 9 is not valid for this file. 

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if term value is < 1 or >5. Error if year value does not represent current reporting year. Error if term value <> 9 followed by the 2nd year of the fiscal year.

Format: Numeric, 1 place integer (T)

Updates: Expanded to four-digit format, year 2000 file conversions, September 1998.

4 7 Report Year Definition: The enrollment period identified by the term and the year on which the data are based (TYYYY) Year (YYYY): The year in which the term occurs. When the term code is "9" which signifies the total report year, use 4 digits of the fiscal year of the report period. The fiscal year is derived by the following. If the term is =3, the fiscal year is the same as the report year. If the term is =2, the fiscal year equals the report year + 1.

Codes/Notes: 1 - Summer
2 - Fall
3 - Winter (only for institutions on a quarter system)
4 - Spring
5 - Interim
9 - Total report year
Examples:
Fiscal Year 2002-03

Summer 02 12002
Fall 02 22002
Winter 03 32003 (Institutions on quarter system only)
Spring 03 42003
Interim 03 52003

Beginning in 1991, report period indicated by term, rather than end of year.


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if term value is < 1 or >5. Error if year value does not represent current reporting year. Error if term value <> 9 followed by the 2nd year of the fiscal year.

Format: Numeric, 4 place integer (YYYY)

Updates: Expanded to four-digit format, year 2000 file conversions.

5 11 Student ID Definition: A number that uniquely identifies a student at an institution. Wherever possible, this should be the nine digit social security number assigned to an individual under the Federal Insurance Contribution Act. Social Security rules currently exclude use of numbers that are < 000000100 or >= 800000000

Codes/Notes: If the Student Identification Number is assigned, the number should be used in all future reports by the institution for that student unless corrected or replaced by Social Security Number. Note: Use of an SSN is the only way CCHE can track a student for retention and graduation analyses across institutions. 

If an individual's social security number is not available for use by an institution, the institution may report any student identification number up to 9 characters that is unique for that student. The institution also must report the Student Identification Type as “1,” indicating that this number is not a Social Security Number. 
Hyphens are not entered as part of the identification number.

Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank. If Student Identification Type is 0 or blank, error if value contains alpha characters or the last 6 digits are all zeroes or is < 000000100 or >= 800000000—This edit to be implemented with submissions for FY04 and modified to 900000000+ (vs 800000000+) December 2011.

Format: AlphaNumeric, 9-place integer

Updates: July 1988; edit specs modified July 2003; Dec 2011 - changed upper limit from 800000000;

6 20 Gender Definition: The gender of the individual.

Codes/Notes: 1 - Male
2 - Female
Formerly identified as sex.

Because IPEDS surveys do not provide an unknown gender option, DHE-generated IPEDS facsimiles are based on the following procedure, implemented March 2002 with the Fall 2001Enrollment File and FY2002 Degree File uploaded to NCES. Students whose ID ends with an even digit will be reported to NCES as male; students with an ID that ends with an odd number will be reported as female.


Missing Value: Blank, if unknown.

Edit Specs: Error if not blank or not = '1' or '2'.

Format: Numeric, 1 place integer

Updates: October 31, 1985; modified IPEDS proration methodology, March 2002.

7 21 Date Of Birth Definition: The date of birth as designated on the individual's legal birth registration or certificate.

Codes/Notes: YYYYMMDD
YYYY = four-digit year of birth
MM = two-digit month of birth
DD = two-digit day of birth

This field is used to compute a student's age. The Commission computes a student's age for students enrolled in the summer and fall terms as of September 15, and for those enrolled in the winter and spring terms as of February 15. If the student is born on either September 15 or February 15, age is determined by subtracting the year of birth from the report year. Any birth dates before the 15th are calculated by subtracting the year of birth from the report year. Any birth dates after the 15th are calculated by subtracting the year of birth from the report year and then subtracting 1 from that difference.

Missing Value: Blank, if unknown.

Edit Specs: Error if computed age is negative or if >110 Warning if computed age is < 14 or > 90

Format: Numeric, 8 place integer

Updates: Expanded to four-digit format, year 2000 file conversions, September 1998; July 2006 age for warning;

8 29 Ethnicity Definition: Field Deleted

Codes/Notes: 1 - Non-Resident Alien
2 - Black, non-Hispanic
3 - American Indian or Alaskan Native
4 - Asian or Pacific Islander
5 - Hispanic
6 - White, non-Hispanic

THIS FIELD HAS BEEN PHASED OUT

ONLY BLANKS WILL BE ACCEPTED BEGINNING IN FY2010-11

PLEASE REPORT RACE/ETHNICITY IN FIELDS 14-20



Missing Value: Blank, if unknown.

Edit Specs: Error if > 6.

Format: Numeric, 1 place integer

Updates: June 1996; modified edits related to tuition classification, July 2002.  Replaced in FY2010-11 with individual race/ethnicity columns.


9 30 Student Level Definition: The level at which a student is classified during the term which is being reported, based upon the total credits obtained toward completion of a degree/certificate program.

Codes/Notes: UNDERGRADUATE:
Degree-Seeking
11 - First Year (freshman)
12 - Second Year (sophomore)
13 - Third Year (junior)
14 - Fourth Year & Beyond (senior)
15 - Unclassified
16 - Certificate with a Bachelor’s (Regis Univ only)

Non-Degree-Seeking
19 - Non Degree-Seeking Undergraduate Students Without a Bachelor's Degree
20 - Non Degree-Seeking Undergraduate Students With a Bachelor's Degree--categorized by institution as an undergraduate student (can include post-baccalaureate students pursuing initial teacher licensure only)

GRADUATE:
21 - First Professional Degree-Seeking Removed Dec 2009
31 - Master’s
32 - Doctoral Removed Dec 2009
33 - Specialist
34 - Certificate with a Master’s (Regis University only)
39 - Non-Degree-Seeking Graduate Students With a Bachelor's Degree--categorized by institution as a graduate student (can include post-baccalaureate students pursuing initial teacher licensure only)
52 - Doctoral - Research/Scholarship (New Dec 2009)
53 - Doctoral - Professional Practice (New Dec 2009)
54 - Doctoral - Other (New Dec 2009) (Explanation required)


Educator preparation candidates are usually enrolled in a baccalaureate or graduate degree, but not always. Candidates who hold a bachelor’s degree and are completing educator preparation coursework that does NOT lead to a degree, are considered “post-baccalaureate” or “post-bacc” and should be coded as “20.” Students are classified as undergraduate or graduate based on the number of credits completed as of the beginning of the term. Within those categories, students can be classified as degree/certificate-seeking or non-degree seeking. See Glossary for description of each level.

Students reported in the IPEDS Graduation Rate Survey and DHE’s Quality Indicator System cohorts must meet three criteria:
be reported as first-time, full-time, and degree-seeking.
- First-time is based on the Registration Status field and requires a code of 1. - Full-time classification is derived from the sum of three credit hour fields (resident instruction + ESP + other); vocational hours are included in RI or other credit hours) and the total must be at least 12 credit hours. - The degree-seeking criterion is based on the Student Level field and requires a student be reported with either code 11, 12, 13, 14, or 15, acknowledging college credit earned for work done during high school through concurrent enrollment and/or AP/IB.

Students reported with a student level of 33 should be coded with a program type = 8.

Codes 16 and 34 valid only for Enrollment and Financial Aid Files, not for Teacher Education File.

Missing Value: Does not apply; field must be completed. Exception: Not submitted on the Degrees Granted file.

Edit Specs: - Error if not a valid code; codes 16 and 34 valid only for Regis University’s Enrollment and Financial Aid Files. - For 2 year programs, only 11, 12, 15, 19, and 20 are valid. - Error if not in admitted status - Error will be generated for code "54" as an explanation is required

Format: Numeric, 2 place integer

Updates: December 1989; removed code for Extended Studies Program, June 1991; added cumulative credit hour range verification with student level, June 1996; reconfigured structure, added codes 16, 20, 33, and 34, and deleted codes 35 and 36, July 2002; Dec 2009 replaced code 21, 32 with 52,53,54; Updated 5/10/2013 to allow for non-degree codes in educator preparation; Updated 8/16/2013 to remove Regis only references for codes 16 & 34 and to clarify code 20;

10 32 Tuition Classification Definition: Classification of student for the purpose of tuition assessment. Institutions must be in compliance with DHE’s FTE Reporting Guidelines and Procedures implemented for FY2003. Also see page on Tuition Classification—Detail.

Codes/Notes: 1 - In-state-Colorado resident
2 - Out-of-State
3 - Unclassified--allowable only for students enrolled exclusively cash-funded courses. Use this value only when in- or out-of-state residency is not available. Students enrolled in state-funded extended campus courses should have a tuition classification of 1 or 2

Special treatment of out-of-state student groups as provided for by Colorado statutes summarized in Tuition Classification Detail field:



Missing Value: Does not apply; field must be completed.

Edit Specs: - Error if value > 3. - Error if 3 and resident instruction hours are greater than 0.

Format: Numeric, 1 place integer

Updates: June 1991; added code 4 on limited basis, July 2002; deleted code 4, FY2004

11 33 Enrollment Classification Definition: The code which indicates the enrollment classification based on credit/clock hour standards for financial aid. Students awarded aid based on different levels of enrollment within the same year should be coded at the highest level at which they were enrolled.

Codes/Notes: 1 - Full Time
2 - Half Time
3 - Less Than Half Time
4 - Not Enrolled
5 - Withdrawn after FA disbursement



Missing Value: None; field must be completed.

Edit Specs: Error if not a valid code Error if = 4 and has any award

Format: Numeric, 1 place integer

Updates:

12 34 Dependency Status Definition: The classification of a student for the purpose of financial aid determination as either: Independent: those students who meet the requirements for self supporting or "independent" status as defined in regulations and policy governing the Federal campus based financial aid programs. Dependent: those students who do not qualify as an independent.

Codes/Notes: 1 Dependent
2 Independent
0 – Unknown 
Missing Value: Does not apply; field must be completed.


Missing Value:

Edit Specs: Error if dependency status = '1' or '2' and FAFSA flag <> 1. Error if dependency status not a valid code.

Format: Numeric, 1 place integer

Updates:

13 35 Enrollment Duration Definition: Number of months enrolled upon which financial aid was disbursed during current report year.

Codes/Notes: 01-12 No. of Months
00 - If Enrollment Classification is "4 Not Enrolled."
For institutions on semesters:
05 = 1 semester
09 = 2 semesters
03 = Summer (any session or multiple sessions)
12 = 2 semesters + summer
08 = 1 semester + summer

For institutions on quarters:
03 = each session
06 = 2 sessions 
09 = 3 sessions
12 = 4 sessions



Missing Value: None; field must be completed.

Edit Specs: Error if not a valid code Error if blank Error if Enrollment Duration = 00 and Enrollment Classification <> 4 and paid aid

Format: Alpha Numeric, 2 place char

Updates:

14 37 AGI Definition: The total annual adjusted gross income (AGI) for a student and a student's parents if a student is classified as 'Dependent', or total annual adjusted gross income for a student and spouse if that student is classified as 'Independent'.

Codes/Notes: Dollar amount.
Report data for one year only. Use base year, projected year or academic year (in the case of Professional Judgment) income that was used to compute the EFC upon which aid eligibility was based.


Missing Value: Blank if unknown.

Edit Specs: Error if blank and and FAFSA flag = 1

Format: Alpha Numeric, 6 place integer

Updates:

15 43 Student ID Type Definition: The indicator to classify the Student Identification Number as believed to be either a social security number or a institutional-assigned identification number.

Codes/Notes: 0 – Indicates that the Student Identification Number is believed to be a social security number

1 – Indicates that the Student Identification Number is NOT a social security number.



Missing Value: Blank Not acceptable

Edit Specs: Must be "0" or "1" Error if blank

Format: Numeric, 1 place

Updates: Implemented, FY2004

16 44 Cost of Attendance Definition: The actual institutional budget amount used when determining student's need. The Cost of Attendance must use DHE Student Budget Parameters unless different budget element(s) is approved by the Commission staff. (The Cost of Attendance reflects only the Financial Aid period.)

Codes/Notes: Dollar Amount.
Include any special costs allowed, based on DHE guidelines. 

This amount must correlate to financial aid duration reported. Maximum duration is one 12 month budget period. Budget will include academic year budget plus summer, if applicable. 

Any term during the school year for which a student received aid based on a valid FAFSA.

Financial Aid Period: Any term during the fiscal year for which the student received some kind of financial aid based on a valid FAFSA.

An institution participating as a federal experimental site may exclude using loan fees in determination of COA.


Missing Value: Zeros if not applicable.

Edit Specs: Error if value is blank Error if value not zero , and < 0 or > 99999 Error if value is zero , and FAFSA = 1 and enrollment duration > 0 and received state or federal aid except for work-study without regard for need If FAFSA flag equals 2, the field is not required and should be zero

Format: AlphaNumeric, 6 place integer

Updates:

17 50 Expected Family Contribution Definition: Expected Family Contribution used to determine the student’s financial need and ties to the student’s reported enrollment duration for which they received financial aid. This number may not necessarily be the nine month EFC as reported on the FAFSA.

Codes/Notes: EFC must be determined using the approved federal methodology.
Required from any student that received need based financial aid based on a submitted FAFSA, optional from all other applicants.

Example: $1,000 Submit as: 001000
Example: $0 Submit as: 000000


Missing Value: Blank if unknown.

Edit Specs: Error if blank and received Colorado Student Grant Error if value is blank and FAFSA flag = 1 Error if value not blank and < 0 or > 999999

Format: Alpha Numeric, 6 place integer

Updates:

18 56 Federal PELL Definition: The dollar amount of a Federal Pell Grant paid to a student.

Codes/Notes: None


Missing Value: Zeros if not applicable

Edit Specs: Year 2012 Pell limit = $5,550 (up to $8,325, multi Pell grants in one year) Error if blank Error if value < 0 or > annual limit determined by U.S. Department of Education. Error if Pell > 0 (00000) and recipient is non resident alien (ethnicity 1) Error if Pell > 0 (00000) and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: FY2011-$10,800; FY2010 -$10,800;

19 61 Federal SEOG Definition: The dollar amount of the Federal Supplemental Educational Opportunity Grant paid to the student.

Codes/Notes:
Cannot exceed $4,000.

Example: $1,000 Submit as: 01000
Example: $0 Submit as: 00000


Missing Value: Zero if not applicable

Edit Specs: Error if blank. Error if value not blank and <0 or > 4000 Error if SEOG > 0 and recipient is non resident alien (ethnicity=1)

Format: Alpha Numeric, 5 place integer

Updates:

20 66 Federal Work Study Definition: The gross compensation earned by a student in the Federal College Work Study program.

Codes/Notes: Include total wages, which includes any matching money provided by employer or institution.
Gross compensation is the amount earned before taxes and other withholdings are taken out.

Missing Value: Zero if not applicable

Edit Specs: Error if blank Error if value not blank and < 0 or > 99999 Error if Federal Work Study > 0 and recipient is non resident alien. (ethnicity=1)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

21 71 Federal Perkins Loan Definition: The dollar amount of the Federal Perkins Student Loan paid to a student.

Codes/Notes:
Loan limits are determined by student level.

Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if value not blank and < 0 or > 99999 Error if value exceeds current specified loan limits. Error if Perkins > 0 and recipient is non resident alien (ethnicity=1)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates:

22 76 Other Federal Grants Definition: The amount of aid received from federal sources excluding Title IV.

Codes/Notes:
Example:
- BIA funds
- College Access Challenge Grant
- Federal Nursing Scholarships
- ROTC Scholarships 
- Do not include Veterans Assistance


Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if not blank and < 0 or > 99999 Error if Other Federal Grant and Scholarship > 0 (00000) and recipient is non resident alien (ethnicity=1)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: June 2011 added College Access Challenge Grant

23 81 CLEAP Definition: The disbursed dollar amount of the Colorado Leveraging Educational Assistance Partnership program that includes federal and state funds. *** Ended in FY2011

Codes/Notes:
Need based.

    Cannot exceed $5,000 for 12 month enrollment.

    Need must be $100 for each month of enrollment, i.e., student enrolled for 9 months must show need of $900. I.e., /(Nine month COA) – (Nine month EFC)//9= >100

    Must be undergraduate student.

    Must be Colorado resident for tuition purposes.

    Must be enrolled at least half time.


Missing Value: Zero if not applicable.

Edit Specs: Error if > 0 Following errors applied prior to FY2012 Error if blank Error if not blank and < 0 or > 5000. Error if need requirements do not meet parameters. Error if (Enrollment Duration = 0 OR ((Budget Amount – Expected Family Contribution ) / Enrollment Duration) < 100) Error if CLEAP recipient (CLEAP > 0) is graduate student Error if CLEAP recipient (CLEAP > 0) is non-resident alien (ethnicity 1) Error if tuition classification does not equal to 1

Format: Alpha Numeric, 5 place integer

Updates: February, 2004; January 2012 - eliminated;

24 86 CO Student Grant Definition: The paid amount of need based Colorado Student Grant Award.

Codes/Notes:
Must not exceed $5,000.
Must be undergraduate student.
Must be Colorado resident student for tuition purposes.
Award Limitations:

Program Annual Maximum Annual Minimum
Colorado Student Grant 
Level 1 
Level 2 
Level 3
(Can be prorated for part time) 
$5,000 
$2,500 
$ 500

$1,000 (for 04 + 05) 
$750 
$250



Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if value < 0 or > 5000. Error if out-of-state student or graduate student (student level >19 or tuition classification <>1 Error if > 0 and non-resident alien (ethnicity = 1) Error if > maximum for each level. Exception if >150% of Pell Eligibility based on Nine Month EFC instead of financial aid period Exception if grant is < minimum prorated for enrollment duration or to meet remainder of need For Year 2006, 150% Need-Based Limit = 5775

Format: Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

25 91 CO Work Study Definition: The gross compensation earned in the Colorado Need-based Work Study Program.

Codes/Notes:
Include total wages, which include any matching money provided by the employer.

Gross compensation included is the amount earned before taxes and other withholdings are taken out.


Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if < 0 or > 99999. Error if out-of-state (Tuition classification <>1) Error if graduate student (Student level > 19) Error if Colorado Work Study > 0 and non-resident alien (ethnicity=1) Error if > $300 overaward as a result of need-based work study award

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

26 96 CO Undergraduate Merit Definition: The paid dollar amount of the Colorado Undergraduate Merit Award. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2008-09

Codes/Notes:
Non need based.
Must be undergraduate student.
Must be Colorado resident for tuition purposes


Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if < 0 or > 99999. Error if tuition classification does not equal 1 Error if Merit GPA field <3.000 as reported at time of award. Error if Merit award > 0 and is non-resident alien (Ethnicity = 1) Error if Merit award > 0 and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

27 101 CO Graduate Need Based Definition: The disbursed dollar amount of the Colorado Graduate Need-Based Grant Award.

Codes/Notes:
Award may not exceed $5,000
Must be a graduate student who is a Colorado resident for tuition purposes
Must be enrolled at least half-time as defined by DHE
Award Limitations:

Program Annual Maximum Annual Minimum
Colorado Student Grant 
Level 1 
Level 2 
Level 3
(Can be prorated for part time) 
$5,000 
$2,500 
$ 500

$1,000 (for 04 + 05) 
$750 
$250


Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if value < 0 or > 5000. Error if Graduate Grant > 0 and student level < 20 and > 0; or outofstate. Error if Graduate Grant > 0 and tuition classification code is not equal 1 Error if Graduate Grant > 0 and Ethnicity = 1 (non-resident Alien) Error if Graduate Grant > 0 And Enrollment Classification = 3 Error if less Graduate Grant is less than minimum unless prorated for enrollment duration – FA period

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

28 106 CO Graduate Merit Definition: The disbursed dollar amount of the Colorado Graduate Merit Award. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2004-05

Codes/Notes:
Non need based.
Only full time, degree -seeking graduate students as defined by DHE are eligible.


Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if < 0 or > 99999. Error if graduate merit grant > 0 and undergraduate (student level < 21). Error if graduate merit grant > 0 and enrollment does not equal 1 Error if graduate merit grant > 0 and non-resident (tuition class <> 1) (starting FY05)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates:

29 111 Non Taxable Income Definition: The total annual non-taxable income for a student and a student's parents if a student is classified as 'Dependent', or total annual non-taxable income for a student and spouse if that student is classified as 'Independent'.

Codes/Notes: Dollar amount.
Report data for one year only. Use base year, projected year or academic year (in the case of Professional Judgment) income that was used to compute the EFC upon which aid eligibility was based.

Special Condition: a student enrolled during the academic year and summer school may have awards based on different income amounts; use the income on which academic year awards were based.

Income consists of non-taxed income.


Missing Value: Blank if not applicable.

Edit Specs: Error if blank/zero and recipient of need based aid or FAFSA flag =1. Error if 000000 and FASFA flag = 2

Format: AlphaNumeric, 6 place integer Example: $1,000 Submit as: 001000 Example: $0 Submit as: 000000

Updates:

30 117 CO Categorical Grant Definition: The disbursed dollar amount of a Colorado Categorical Grant award.

Codes/Notes:
Used for state categorical programs:
  • Dependent Tuition Assistance Program
  • Native American Treaty-Fort Lewis
  • Colorado National Guard


Missing Value: Zero if not applicable

Edit Specs: Error if blank Error if exceeds Cost of Attendance Error if Colorado Categorical Grant > 0 and Ethnicity = 1 (non-resident Alien)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates:

31 122 Inst Award Outside Funds Definition: The dollar amount paid from institutionally controlled gift funds, i.e. the funds are received from other than state or federal sources, and the recipients are chosen by the school. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2004-05

Codes/Notes:

Examples:

  • Athletics
  • Institutional funds
  • Donor gifts
  • Endowment funds
  • Foundation funds
  • Long term institutional loans
  • Student fees earmarked for student aid
  • Daniels Opportunity
  • Reisher
NOTE: Report all institutional funds here for 2004-2005 only. For 2005-2006, will report as institutional need or merit. For 2004-2005, institutional funds will be reported in filed 35 or 39 which are differentiated by whether funds are institutionally controlled or not.

Missing Value: Zero if not applicable.

Edit Specs: Error if blank or < 0 or > 99999.

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

32 127 Inst Need Based Awards Definition: An award that was paid to the student from institutional funds where financial need is either the only component or the primary component used to determine the recipient.

Codes/Notes:
Awards to be included are those funds awarded based solely on financial need, as well as funds where need is at least one component that must be met (e.g. A student must have need, but must also demonstrate a minimum GPA). Note: When designating an award for this field, institutions should look at how the institution designates eligibility for the fund, not the individual student's eligibility. Awards that are made based solely on merit or talent, but actually satisfy need for a particular student who happens to be needy, should not be included (but should be put in the Institutional Merit Funds field).

Note: Required for academic year 2006

Missing Value: Zero if not applicable

Edit Specs: Error if blank

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: May, 2006; February, 2004

33 132 Inst Merit Based Funds Definition: An award that was paid to the student from institutional funds without ANY regard for financial need when determining the recipient.

Codes/Notes:
Information is requested on institutional aid funds that are awarded only on merit. Examples would be athletic or music scholarship, which are awarded based solely on talent. Awards that are made based solely on merit or talent, but actually satisfy need for a particular student who happens to be needy, should be included in this category.

Note: Required for academic year 2006

Missing Value: Zero if not applicable

Edit Specs: Error if blank

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: May, 2006; February, 2004

34 137 Other Scholarship Definition: The dollar amount paid to a student from a source other than Federal, State, or institutional foundation funds and for whom the institution does not select the recipient.

Codes/Notes: Examples:-
   Corporate sponsored scholarship
   College Invest Scholarships
   National Merit Scholarship
   Private Scholarships
   Daniels Fund
   Boettcher



Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if <0 or >99999

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004; June 2011 added College Invest Scholarships

35 142 Federal Stafford Loans Subsidized Definition: Gross amount of Federal Stafford Subsidized loans (both FFELP and Direct Loans) paid.

Codes/Notes:
Include the gross amount of the loan, not the amount disbursed after fees are deducted. Report loan in the year for which it was awarded, regardless of the year in which it was actually disbursed.

Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if value exceeds current specified loan limits. Error if Federal Stafford Subsidized loan > 0 and ethnicity = 1 (non-resident alien) Error if federal Stafford Unsubsidized loan > Stafford graduate limit and Student level > 20 Freshman Limit = 3,500 (student level 11) Sophomore Limit = 4,500 (student level 12) Junior/Senior limit = 5,500 (student level 13 or 14) Graduate limit = 8,500 (studentlevel > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004; July 2007 - Updated limits;

36 147 Federal PLUS Definition: Gross amount of Federal PLUS (Parent Loan for Undergraduate Students) paid.

Codes/Notes:
Include the gross amount of the loan, not the amount disbursed after fees are deducted.


Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if < 0 or > 99999. Error if Federal Plus > 0 and not undergraduate (student level > 20) Error if blank

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

37 152 Federal Stafford Loans Unsubsidized Definition: Gross amount of Federal Stafford Unsubsidized loans (both FFELP and Direct Loans) paid.

Codes/Notes:
Include the gross amount of the loan, not the amount disbursed after fees are deducted. Report loan in the year for which it was awarded, regardless of the year in which it was actually disbursed.

Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if not numeric characters Error if Federal Stafford Loans Unsubsidized > 0 and ethnicity = 1 (non-resident alien) Not used to calculate over award (updated for FY08-09) Freshman Limit = 9,500 (student level 11) Sophomore Limit = 10,500 (student level 12) Junior/Senior limit = 12,500 (studentlevel = 13,14) Graduate limit = 20,500 (studentlevel > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004; July 2007 - Updated limits;Removed; April 2009 - limited updated;

38 157 Federal Health Profession Loans Definition: The dollar amount of a Health Professional loan.

Codes/Notes:


Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if < 0 OR > 99999.

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

39 162 Other Loans Definition: The dollar amount of other loans not reported in Other Federal Loans, Perkins, Stafford-Subsidized, Stafford –Unsubsidized or PLUS paid to students.

Codes/Notes:
Federal Heal Care provider loans, Alaska student loans and can include institutional long-term loans and alternative loans

Missing Value: Zero if not applicable.

Edit Specs: Error if blank Error if < 0 or > 99999.

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

40 167 COA Nine Mo Period Definition: The Cost of Attendance-Nine Month Period reflects only the Budget Amounts for the nine month period comparable to the Nine Month EFC. The Cost of Attendance must use DHE Student Budget Parameters.

Codes/Notes: Dollar amount.
Include any special costs allowed, based on DHE guidelines.

This amount must correlate to the nine month EFC reported.

For some institutions, loan fees are included in cost of attendance while other schools do not include these fees in cost of attendance. 


Missing Value: Zero if not applicable. If the student has an EFC and is enrolled (enrollment Duration <>4) must have a value in this field

Edit Specs: Error if blank Error if < 0 or > 999999 Error if zero, and FAFSA = 1 and admitted (Enrollment Classification <> 4) If FAFSA flag = 2, the field is not required and should be set to zeros

Format: AlphaNumeric, 6 place integer Example: $1,000 Submit as: 001000 Example: $0 Submit as: 000000

Updates: February, 2004

41 173 GOS Definition: The disbursed dollar amount of the Governor’s Opportunity Scholarship. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2011-12

Codes/Notes:
Need based.

This amount must correlate to the nine month EFC reported.

Must be Colorado resident for tuition purposes.


Missing Value: Zero, if not a recipient.

Edit Specs: Error if blank Error if GOS < 0 or GOS > Budget Amount Error if GOS > 0 and tuition classification does not equal to 1 Error if student level > 14 Error if GOS > 0 and student level > 14 Error if GOS amount award > $10,700 Error if GOS Error if FAFSA flag = 1 and PELL = 0 Error if GOS > 0 and ethnicity = 1 (non-resident alien)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 001000 Example: $0 Submit as: 000000

Updates: February, 2004

42 178 Household Size Definition: The number of persons in the student's household.

Codes/Notes:
For the independent students report the size of the student household that was used to calculate the EFC that was used to determine the student’s eligibility for aid.

For the dependent students, use the size of the parent household that was used to calculate the EFC.

Reporting of this field required for students who complete a FAFSA.


Missing Value: Blank not applicable (if no valid FAFSA)

Edit Specs: Error if Household size blank or 0 and FAFSA flag = 1 Error if Household size = 0

Format: Alpha Numeric, 2 place integer

Updates: February, 2004

43 180 Number In College Definition: The number of persons in the student's household.

Codes/Notes: Report the number in college that was used to calculate the EFC that was used to determine the student’s eligibility for aid.

Reporting of this field required.



Missing Value: Blank not applicable

Edit Specs: Error if blank and submitted FAFSA(FAFSA not blank) Error if blank and enrollment classification <>4 Error if Number in College <= 0 and FAFSA Flag = 1

Format: Numeric, 2 place integer

Updates: February, 2004

44 182 SLEAP Definition: The dollar amount of the Supplemental Leveraging Educational Assistance Partnership (SLEAP) award paid to a student. ****Ended in FY 2011

Codes/Notes:
Need based.

   Cannot exceed $5,000 for 12 month enrollment.

   Need must be $100 for each month of enrollment, i.e., student enrolled for 9 months must show need of $900. I.e., /(Nine month COA) – (Nine month EFC)//9= >100

   Must be undergraduate student.

   Must be Colorado resident for tuition purposes.

   Must be enrolled at least half time.


Missing Value: Zero if not applicable

Edit Specs: Error if > 0 Following errors applied prior to FY2012 Error if not numeric Error if not blank and < 0 or > 5000 Error if need requirements do not meet parameters Error if non-resident alien (ethnicity = 1) Error if tuition classification does not equal 1 Error if SLEAP > 0 and Enrolled and (Enrollment Duration = 0 OR ((Budget Amount – EFC ) / Enrollment Duration) < 100) Error if SLEAP > 0 and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004; January 2012 - eliminated;

45 187 GPA of Merit Recipient Definition: The cumulative grade point average (GPA) that was used to establish the eligibility of a Colorado Undergraduate Merit recipient. For a first time freshman, could be high school GPA. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2008-09

Codes/Notes: The grade point average should be reported on a four-point scale where the highest score equals 4 and 0 is the lowest. 
Report two decimal positions as shown in the format.

Reporting of this field required, effective in fiscal year 2002.

Required for all students with a Colorado merit award.


Missing Value: Blank if not applicable

Edit Specs: Error if < 0 or > 4000 Error if GPA < 3.75 (3750, example show one place decimal) and Student Level = 11 and Merit Recipient Error if GPA < 3.5 (3500, example show one place decimal) and Student Level > 11 and Merit Recipient

Format: AlphaNumeric, 4 place char AlphaNumeric, 1 place integer plus 3 place decimal – decimal point is implied and not supplied. GPA = 4.000, submit as 4000 GPA = .875, submit as 0875 GPA = 0, submit as 0000

Updates: February, 2004

46 191 Veterans Benefits Definition:

Codes/Notes:


Missing Value:

Edit Specs:

Format:

Updates: February, 2004; Field removed November 2009

47 196 FAFSA Flag Definition: Flag to indicate that a student submitted the Free Application for Federal Student Aid (FAFSA).

Codes/Notes: If a student submitted the Free Application for Federal Student Aid (FAFSA) and has submitted an official EFC to the institution, report as ‘1’. Otherwise, report as ‘2’.
Reporting of this field required, effective in fiscal year 2001.

Missing Value: None; field must be completed.

Edit Specs: Error if not a valid code Error if blank Error if student has: Colorado Student Grant or Colorado Graduate Need-Based Grant or Pell or SEOG or Stafford or Colorado Work Study Need-Based and FAFSA <> 1

Format: Numeric, 1 place integer

Updates: February, 2004

48 197 EFC Nine Month Definition: Expected Family Contribution for nine months.

Codes/Notes:
The official nine month EFC used to determine the student’s financial need using federal methodology.

Missing Value: Blank if unknown.

Edit Specs: Error if value is blank and FAFSA flag = 1 Error if value not blank and < 0 or > 999999.

Format: AlphaNumeric, 6 place integer Example: $1,000 Submit as: 001000 Example: $0 Submit as: 000000

Updates: February, 2004

49 203 CO Work Study WO regard To Need Definition: The gross compensation earned in the Colorado Without Regard for Need Work Study Program.

Codes/Notes: Include total wages, which includes any matching money provided by employer. Gross compensation is the amount earned before taxes and other withholdings are taken out. Wages will not be included in overaward calculations.


Missing Value: Blank not applicable.

Edit Specs: Error if blank Error if < 0 or > 99999 Error if non-resident alien(ethnicity = 1), out-of-state (tuition class = 2), or graduate student (student level >20).

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

50 208 Waiver Code1 Definition:

Codes/Notes: 00 – Default, no waiver needed
01 – Change in program/student level during the award year
 Possible Errors:  902, 7903, 8204, 8604, 8704, 8804, 9903, 10707, 11204, 10403, 10406; 12502; 12602; 12702; View Errors 
02 – Summer need calculation
 Possible Errors:  8605, 11104, 11301; View Errors 
03 – Summer GOS
 Possible Errors:  10402; View Errors 
04 – Resident in 2nd semester
 Possible Errors:  1002, 7903, 8703, 8803; View Errors 
05 – Exchange Student
 Possible Errors:  802, 1002, 8803; View Errors 
06 – Over award, aid not adjusted
 Possible Errors:  10002, 10004, 11301; View Errors 
07 – Aid paid over two years 
 Possible Errors:  8202, 9301, 9802, 10002, 10004, 11003, 11301; 12604; View Errors 
08 – GOS Recipient & Non-Pell Recipient
 Possible Errors:  10404, 11301; View Errors 
09 – SLEAP Recipient, Eligible for Pell, Graduate Student
    Possible Errors:  10707; View Errors
10 – Out-of-state student / In-state award recipient or Overaward (National Guard Tuition Assistance, DTAP (Dependent Tuition Assistance Program), Native American Tuition Waiver)
    Possible Errors:  1002, 11301; View Errors
11 – Unsub Stafford exceeds maximum for student level (Waiver for health program students at UCDHSC, CSU)
    Possible Errors:  10002, 10004; View Errors
12 – Graduate Student receiving Colorado Student Grant (CSG)
    Possible Errors:  8704; View Errors
13 – School of Mines, Institutional Need Based Aid awards, SB10-003
    Possible Errors:  11301; View Errors



Missing Value: None; field must be completed.

Edit Specs: Must be a valid code If distinct code has already been used in a waiver column then it can’t be used again in same row of data.

Format: AlphaNumeric, 2 place integer

Updates: February, 2004; July 2005 (Added waivers 08,09); August 2006 (Added waivers 10,11); July 2007 (Added waiver 12); May 2012 (Added waiver 13);


51 210 Waiver Code2 Definition:

Codes/Notes: See Waiver Code #1


Missing Value: None; field must be completed.

Edit Specs: Must be a valid code If distinct code has already been used in a waiver column then it can’t be used again in same row of data.

Format: AlphaNumeric, 2 place integer

Updates: February, 2004; July 2005 (Added waivers 08,09);; August 2006 (Added waivers 10,11)

52 212 Waiver Code3 Definition:

Codes/Notes: See Waiver Code #1


Missing Value: None; field must be completed.

Edit Specs: Must be a valid code If distinct code has already been used in a waiver column then it can’t be used again in same row of data.

Format: AlphaNumeric, 2 place integer

Updates: February, 2004; July 2005 (Added waivers 08,09);; August 2006 (Added waivers 10,11)

53 214 Waiver Code4 Definition:

Codes/Notes: See Waiver Code #1


Missing Value: None; field must be completed.

Edit Specs: Must be a valid code If distinct code has already been used in a waiver column then it can’t be used again in same row of data.

Format: AlphaNumeric, 2 place integer

Updates: February, 2004; July 2005 (Added waivers 08,09); August 2006 (Added waivers 10,11)

54 216 GearUp Scholarship Definition: Scholarship for participants in the Colorado GearUp program.

Codes/Notes: Eligible institutions:

  • All public 2 and 4 year institutions
  • COF eligible privates:
    • Colorado College
    • Denver University
    • Regis University
  • State supported voc-techs:
    • Delta-Montrose
    • Emily Griffith
    • San Juan Basin Area Technical College
    • TH Pickens Tech



Missing Value: Zero if not applicable.

Edit Specs: Error if not numeric. Award less than or equal to $2,500 Must be Colorado resident Age 22 and under Enrolled in eligible institution (listed above) PELL eligible (Pell > 0 or EFC Nine Month <= $5,775)

Format: AlphaNumeric, 5 place integer

Updates: Added - April, 2005

55 221 Academic Competitiveness Definition: The dollar amount of the Academic Competitiveness Grant award paid to a student.

Codes/Notes:

****Begins in FY 2007
****Ended in FY 2011

An eligible student may receive an Academic Competitiveness Grant (ACG) of up to $750 for the first academic year of study and up to $1,300 for the second academic year of study. To be eligible for each academic year, a student must:

  • Be a Federal Pell Grant recipient;
  • Be enrolled full-time in a degree program;
  • Be enrolled in the first or second academic year of his or her program of study at a two-year or four-year degree-granting institution;
  • Have completed a rigorous secondary school program of study (after January 1, 2006, if a first-year student, and after January 1, 2005, if a second-year student);
  • If a first-year student, not have been previously enrolled in an undergraduate program; and
The amount of the AC Grant, when combined with a Pell Grant, may not exceed the student's FA period cost of attendance. 

Missing Value: Zero if not applicable.

Edit Specs: Error if > 0 Following edits applied prior to FY2012 Error if not numeric. Error if Enrollment Classification not equal to 1 Error if award > $750 and Student Level = 11 Error if Student Level > 12 Error if award >$1,300 Error if PELL less than or equal to 0

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: Added - December 2006; Updated - Removed GPA requirement, July 2007; Jan 2012, Eliminated;

56 226 National SMART Definition: The dollar amount of the SMART award paid to a student.

Codes/Notes: ****Begins in FY 2007
****Ended in FY 2011

An eligible student may receive a National SMART Grant of up to $4,000 for each of the third and fourth academic years of study. To be eligible for each academic year, a student must: 


  • Be a Federal Pell Grant recipient;
  • Be enrolled full-time or part-time in a degree program;
  • Be enrolled in a four-year degree-granting institution;
  • Major in physical, life or computer science, engineering, mathematics, technology, or a critical foreign language; and
The amount of the SMART Grant, when combined with a Pell Grant, may not exceed the student's cost of attendance.



Missing Value: Zero if not applicable.

Edit Specs: Error if > 0 Following edits applied prior to FY2012 Error if not numeric. Error if Student Level < 13 and > 14 Error if Enrollment Classification not equal to 1 Error if award >$4,000 Error if PELL less than or equal to 0

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: Added - December 2006; Updated - Removed GPA requirement, July 2007; June 2010: edited to allow part-time students; Jan 2012, Eliminated;

57 231 CO PreCollegiate Definition: The dollar amount of the Pre-Collegiate Academic Competitiveness Grant award paid to a student.

Codes/Notes:
****Begins in FY 2007
****Ended in FY 2011

Students must qualify for and receive a Federal Academic Competitiveness Grant 

State-supported two- and four-year institutions, including local district colleges and private universities, which have applied and been approved for participation in state student financial assistance programs. 


Missing Value: Zero if not applicable.

Edit Specs: Error if > 0 Following applied prior to FY2012: Error if not numeric. Error if Student Level > 12 Error if ACG is less than or equal to 0 Error if Enrollment Classification not equal to 1 Error if award >$1,000 Error if PELL less than or equal to 0

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: Added - December 2006; Updated - Freshman limit modified, July 2007; January 2012 - eliminated;

58 236 Graduate Federal PLUS Definition: Gross amount of Graduate Federal PLUS paid.

Codes/Notes:
****Begins in FY 2007

Include the gross amount of the loan, not the amount disbursed after fees are deducted. 


Missing Value: Zero if not applicable.

Edit Specs: Error if not numeric. Error if Federal Plus > 0 and not a graduate student (student level < 21)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: Added - December 2006

59 241 CO Teach Scholarship Definition: The dollar amount of the Colorado Teach scholarship.

Codes/Notes:
****Begins in FY 2009

Students must be recruited into a teacher education program.

Participating state-supported four-year institutions only which have applied and been approved for participation in state student financial assistance programs. 

Awards cannot exceed the cost of in state tuition at the institution of enrollment. All awards must be paid prior to June 30.


Missing Value: Zero if not applicable.

Edit Specs: Error if not numeric. Error if Tuition Classification not equal to 1 Error if > 0 and not a participating institution Award recipients for the 2009-2010: Adams State College, Colorado State University, Metropolitan State College of Denver, University of Colorado - Colorado Springs, University of Colorado Denver, University of Northern Colorado Award recipients for the 2008-2009: Colorado State University-Pueblo Mesa State College Metropolitan State College of Denver University of Colorado Denver University of Northern Colorado

Format: AlphaNumeric, 5 place integer Example: $1,000 - Submit As: 01000 Example: $0 - Submit As: 00000

Updates: Added – November 2008; Aug 2009 Removed edit for graduate students;

60 246 Federal Teach Scholarship Definition: The dollar amount of the Federal Teach Grant

Codes/Notes:

****Begins in FY 2009

  • Complete the Free Application for Federal Student Aid (FAFSA), although you do not have to demonstrate financial need.
  • Be a U.S. citizen or eligible non-citizen.
  • Be enrolled as an undergraduate, post-baccalaureate, or graduate student in a postsecondary educational institution that has chosen to participate in the TEACH Grant Program.
  • Be enrolled in course work that is necessary to begin a career in teaching or plan to complete such course work. Such course work may include subject area courses (e.g., math courses for a student who intends to be a math teacher).
  • Meet certain academic achievement requirements (generally, scoring above the 75th percentile on a college admissions test or maintaining a cumulative GPA of at least 3.25).
  • Sign a TEACH Grant Agreement to Serve.


Missing Value: Zero if not applicable.

Edit Specs: Error if not numeric. Error if >$4,000

Format: AlphaNumeric, 5 place integer Example: $1,000 - Submit As: 01000 Example: $0 - Submit As: 00000

Updates: Added – November 2008;

61 251 Race/Ethnicity Non Resident Alien Definition: Definition:A flag that indicates whether the student is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely.

Codes/Notes: This is a yes/no field signifying the selection of this category.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009, Required beginning in Summer 2010; Modified Nov 2012 to conform to IPEDS definitions.

http://nces.ed.gov/ipeds/glossary/?charindex=N


62 252 Race/Ethnicity Hispanic Definition: A flag that indicates whether a student specified this ethnicity as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of ethnicity categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

63 253 Race/Ethnicity Native American Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

64 254 Race/Ethnicity Asian Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

65 255 Race/Ethnicity Black Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

66 256 Race/Ethnicity Pacific Islander Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates:

Added – December 2009



67 257 Race/Ethnicity White Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


Missing Value: Does not apply; field must be completed.

Edit Specs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

68 258 Student ID Inst Definition: A number that uniquely identifies a student at an institution. This number is assigned by the institution and is typically used in place of the Social Security Number.

Codes/Notes:
Hyphens are not entered as part of the identification number.

Missing Value: Optional use determined by institution

Edit Specs: None

Format: Alphanumeric, 9-place integer or less

Updates: July 1988; edit specs modified July 2003, December 2004, February 2005 and March 2005; Jan 2012 - New; July 2012 - New

69 267 Pell LEU Definition: Report the comment code from the ISIR of record which will indicate the amount of Pell Grants received to date based on reported data to the National Student Loan Data System (NSLDS).

Codes/Notes:
Code
(SAR Comment)
Pell LEU%
C Code
349
0

350
1-50

351
51-100

352
101-150

353
151-200

354
201-250

355
521-300

356
301-350

357
351-400

345
Applicant's Pell LEU is high
Y
346
Applicant's Pell LEU is close to the limit
Y
347
Applicant's Pell LEU is met or has exceeded the limit



The amount of full time Pell Grant funding a student can receive each year is equal to 100%, the six year equivalent is 600%. For state funding this field will be used in the Completion Incentive Model to determine advanced senior allocations.

https://www.fsadownload.ed.gov/Repository/SARComments1415Nov/2014-2015SARCommentCodesandText.pdf


Missing Value: Blank if unknown.

Edit Specs: Error if value is not blank and not a valid Code Warning if value is blank and FAFSA flag = 1

Format: Numeric, 3-place integer

Updates: March2014 - New