The Ohio Student Choice Grant Program Certification (SH) file contains a record for each student who is eligible to receive the grant. The record identifies the student and the details of the Ohio Student Choice Grant. The student must be enrolled for the term indicated in the header record and cannot have received the grant for the maximum number of academic terms for this academic year (two (2) terms for semester schools, three (3) terms for quarter schools).
Files may be submitted as often as necessary, although we recommend submitting no more than once per academic term.
The capture date for the Ohio Student Choice Grant Program Certification (SH) file is no sooner than the 15th day of the term.
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
|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
|First Name||Enter student's first name.||Alphanumeric
15 characters Columns 11-25 Uppercase
|Middle Initial||Enter student's middle initial, if applicable. If not applicable, leave blank (space).||Alphabetic
|Last Name||Enter student's last name.||Alphanumeric
20 characters Columns 27-46 Uppercase
|Student's Date of Birth||Enter the date of birth of the student in this format: MMDDYYYY. If the date of birth is unknown, enter "UNKN " (four blank spaces after the text).||Alphanumeric
|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 55-56
|Award Amount||Enter the amount of the grant the student is eligible to receive in the Summer Semester/Quarter. Use this format: $1234.56 is entered as "1235"||Numeric
4 characters Columns 57-60
|Delete Switch||Enter "Y" if the record is to be deleted from the database. Otherwise, enter "N".||Alphabetic
Delete Switch: Submit a record with a delete switch of "Y" only for records for which no payment nor adjustment has been received. If you have received payment for a student and wish to make a refund or request an adjustment, use the Student Choice Adjustment (SA) file.
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 SH.