Workforce Development Grant Certification (WD) File Revised September 8, 2000

File Description

The Workforce Development Grant Certification (WD) file contains a record for each student who is to receive the grant. The record identifies the student and the details of the Workforce Development Grant. The student must be enrolled for the terms indicated on the individual record, cannot have received the maximum cumulative grant amount for the year and cannot have received the grant for the maximum number of academic terms.

Submission Schedule

Files may be submitted as often as necessary, although we recommend submitting no more than once per academic term. Schools must have provided enrollment verification for the initial term prior to being permitted to submit an initial WD file.

Capture Date

The capture date for the Workforce Development Grant (WD) 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 
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
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 47-48 
Summer Term Award Enter to the nearest dollar (no decimals) the amount of the grant the student is eligible to receive in the Summer Semester/Quarter Numeric 4 characters Columns 49-52
First Term Award Enter to the nearest dollar (no decimals) the amount of the grant the student is eligible to receive in the Autumn Semester/Quarter Numeric 4 characters Columns 53-56
Second Term Award Enter to the nearest dollar (no decimals) the amount of the grant the student is eligible to receive in the Spring Semester/Winter Quarter Numeric 4 characters Columns 57-60
Third Term Award Enter to the nearest dollar (no decimals) the amount of the grant the student is eligible to receive in the Spring Quarter Numeric 4 characters Columns 61-64
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 65 
Uppercase
Transfer Switch Enter Y if the record is for a student who already has a WD on file at another institution and is now transferring to the reporting institution. Otherwise, leave blank. Alphabetic 1 character Column 66 Uppercase

Additional Explanations

Summer, First, Second and Third Term Award: Enter to the nearest dollar (no decimals) the amount of the grant that is prorated to the term. Do not include cents. For example, an award of $64 must be reported as 0064.

Delete Switch: Submit only for records for which no payment has been received. If you have received payment for a student and wish to make a refund or request an adjustment, use the Workforce Development Adjustment file (WA).
 

 

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 WD.