Ohio Student Choice Grant Program Certification (SH) File April 5, 2004

File Description

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).

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 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
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
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
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
8 characters
Columns 47-54
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 
1 character 
Column 61

Additional Explanations

Award Amount: Enter the award amount for the year and term in the header record. Do not include cents. For example, an award amount of $123 would be entered as "0123"

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.