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
• Appropriation Total 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

• 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) FileData
Fields
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IG Year Based vs. IG Term Based

• Each Social Security Number (SSN) will be
  verified for its existence in the new system
  along with its status. No IGs can be submitted
  for SSNs 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 Basedcont.

• If delete switch Y and no row exists in our
  system - Error 016
• If an institution is trying to delete a students
  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

• 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) FileData
Fields
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Instructional Grant Adjustment (IA)
FileAdditional 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

• 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 students 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 students disbursement to less than
  zero.

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IR File vs. IA Filecont.

• 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 students 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

• 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

• 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

• Generate current eligibility information for
  every student at any time
• Choice of 4 formats to download data
• More specific details on students 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

• Instructional Grant Certification (IG) File
• http//www.regents.state.oh.us/hei/datasubdoc/fina
  id/igfile.html
• Instructional Grant Adjustment (IA) File
• http//www.regents.state.oh.us/hei/datasubdoc/fina
  id/iafile.html
• Edit and Load Specifications
• http//www.regents.state.oh.us/hei/datasubdoc/fina
  id/igedit.html
• http//www.regents.state.oh.us/hei/datasubdoc/fina
  id/iaedit.html
• PowerPoint Presentations
• http//www.regents.state.oh.us/hei/datasubdoc/fina
  id/igia_files/frame.html
• http//www.regents.state.oh.us/hei/datasubdoc/fina
  id/Disbursement20query_files/frame.htm
• http//www.regents.state.oh.us/hei/datasubdoc/fina
  id/Eligibility20query_files/frame.htm