War Orphans Scholarship (WO) Certification File

File Description

The War Orphans Scholarship (WO) 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 War Orphans 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 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 War Orphans Scholarship (WO) 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.

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 War Orphans 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
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

Award Amount

Enter the student's instructional and general fee charges.

7 Characters
Columns 15-21
Delete Switch Enter "Y" if the record is to be deleted from the database. Otherwise, enter "N". Alphabetic
1 character
Column 22

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.

Award Amount: Enter the award amount for the year and term in the header record. Include cents. For example, an award amount of $1234.56 would be entered as "0123456".

  • Note for private and proprietary institutions- For 2003-2004, you should enter no more than $2355/semester (0235500) or $1570/quarter (0157000) in the award amount field.

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 WO.