Academic Scholarship (AS) Certification File August 24, 2001

File Description

The Academic Scholarship (AS) Certification File contains a record for each student who is enrolled in a participating post-secondary institution and is eligible to receive the scholarship. The record identifies the student and the details of the Academic Scholarship. The student must be enrolled full-time for the term indicated in the header record, be in good academic standing, be an Ohio resident, comply with the provision of selective service registration (if applicable), and cannot have received the grant for the maximum number of academic terms. Prior application by the high school guidance counselor and selection by the Board of Regents is required.

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 Academic Scholarship (AS) Certification file is no sooner than the 15th day of the term.


Relationship to Other File Submissions

The file is independent of all other files. However, the data in this file represent transactions for records that must have been submitted in selected scholarship applications from high school guidance counselors.

Data Fields (in all records except the file header record)

Field Names

Field Attributes and Procedures

Data Format

Student Identifier

Enter the identifier that uniquely relates to this student as provided in the Academic Scholarship eligibility query. For most students, this will be the federally assigned Social Security Number (SSN).

Alphanumeric 9 characters Columns 1-9

Student Rank

Enter a code from Rank Codes which best describes the student's academic rank during the term indicated in the header record.

Alphabetic 2 characters Columns 10-11 Uppercase

Student GPA

Enter the student's cumulative grade point average (no decimals). This value may not be greater than 400.

Numeric 3 characters Columns 12-14

Delete Switch

Enter Y if the record is to be deleted from the database. Otherwise, enter N.

Alphabetic 1 character Column 15 Uppercase


Additional Explanations 

Student Grade Point Average: Enter the student's cumulative grade point average on a four-point scale. Do not use a decimal. for example, a grade point average of 3.9 must be reported as 390.


File Header Record

The first record of each file is a header record formatted as described in

The File Identifier to be used for this file is AS.