War Orphans Scholarship Adjustment (OA) File

File Description

The War Orphans Scholarship Adjustment File (OA) contains a record for each student for whom the school is requesting an adjustment to the amount of a previous War Orphans payment. The record identifies the student and the details of the War Orphans Scholarship Adjustment.

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 OA file is no sooner than the 15th day of the term.

Relationship to Other File Submissions

For each record in the OA file, a corresponding student record must exist in the War Orphans Scholarship Certification (WO) file.

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

 

Field Names Field Attributes and Procedures Data Format
Student Identifier Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter 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 
Adjustment Amount Enter the amount of the adjustment (dollars and cents) to the amount previously certified for the term indicated in the Adjustment Term below. Numeric
6 characters
Columns 10-15
Adjustment Type Enter the type of adjustment that the Adjustment Amount represents.

R = reduction in amount previously certified. (The Adjustment Amount is to be subtracted from the Award Amount from the WS certification file.)

I = increase in amount previously certified. (The Adjustment Amount is to be added to the Award Amount from the WS certification file.)

Alphabetic
1 character Column 16
Uppercase

Additional Explanations

Removing a student that has an adjustment file: If a certification record and adjustment record has been submitted for a student that did not enroll at your institution, submit a OA record that effectively reduces the student's Award Amount to zero. 

Definitions and Descriptions of Data Fields

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 of $64 must be reported as 006400.

Adjustment Type: An "R" will result in a refund to a previous disbursement or a decrease to an upcoming disbursement, by the amount of the adjustment. For example, the $64 adjustment with Adjustment Type = R, when applied to a $100 certification, will result in a net disbursement of $36 for the term. An "I" will result in an increase by the amount of the adjustment. For example, the $64 adjustment with Adjustment Type = I, when applied to a $100 certification, will result in a net disbursement of $164 for the term.

File Header Record

The first record of each file is a header record formatted as described in http://regents.ohio.gov/hei/datasubdoc/general/fileheader.html

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