Proficiency Award (PA) File Revised September 30, 1999

File Description

The 12th Grade Proficiency Test Award (PA) file contains a record for each student who is to receive the award. The record identifies the student and the details of the proficiency award. The student must be enrolled in the term indicated on the individual record and cannot have received this award previously.

Submission Schedule

Files may be submitted as often as necessary, although we recommend submitting no more than once per academic term. No student may be submitted for payment more than once.

Relationship to Other File Submissions

The file is independent of all other files.

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 
Institution Assigned Identifier Switch Enter Y if the student identifier was assigned by the institution and is not a federally assigned SSN. Enter N if the student identifier is the SSN assigned by the federal government.  Alphabetic 
1 character 
Column 10
Uppercase
First Name Enter student's first name. Alphanumeric 
15 characters 
Columns 11-25
Uppercase
Left justify
Middle Initial Enter student's middle initial, if applicable. If not applicable, leave blank (space). Alphabetic 
1 character 
Column 26
Uppercase
Last Name Enter student's last name. Alphanumeric 
20 characters 
Columns 27-46
Uppercase
Left justify
Voucher ID Number Enter the numbers on the 1st line below the name on the voucher (ignore dashes). Alphanumeric 
9 characters 
Columns 47-55
School ID Number Enter the numbers on the 2nd line below the name on the voucher (ignore dashes).  Alphanumeric
12 characters 
Columns 56-67
Year Enrolled
 

 

Enter the year in which the student enrolled and was eligible to receive the 12th Grade Proficiency Scholarship. Numeric 
4 characters 
Columns 68-71 
Term Enrolled
 

 

Enter a code from Term Codes indicating the term in which the student enrolled and was eligible to receive the 12th Grade Proficiency Scholarship. Alphabetic
2 characters 
Columns 72-73
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 74
Uppercase

Additional Explanations

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 . Notice that for the PA file the Term field in the header record should always be coded as 'NA'.

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