FY 2012 TEXAS Grant Press F5 on your keyboard to start the slide show.

Student-by-Student Year-End Report

FY 2012 Top 10% Scholarship 1.Data Structure a.File name b.Header c.Data elements 2.Error Reports a.Override Request 3.Updated Edit Check a.CBM001 4.Submission Dates

FY 2012 Top 10% Scholarship ######_TOPTEN.prn Data Top 10 EOY First Name First Name First Name First Name First Name First Name First name First Name First Name First Name First Name First Name First Name File Name The student-by- student year-end report is submitted as a fixed-length file. The following naming convention must be used when submitting the year-end report data file (######= FICE code)

FY 2012 Top 10% TOP 10 EOY Report Data 2012 Top 10 EOY First Name First Name First Name First Name First Name First Name First name First Name First Name First Name First Name First Name First Name FieldRequired Entry Record Report TypeTTEY FICE CodeYour six-digit FICE Submission Date Date your file is being submitted Reporting Year 2012 FillerMust be left blank DescriptionTop 10 EOY Report Header Record

The Top Ten EOY report is used to collect student’s GPA and total hours completed in order for the system to determine continuing eligibility. EOY Data File Structure EOY File Structure FY 2012 Top 10% Scholarship FieldTypeLengthField Description 1CHARACTER2Record Code 2CHARACTER9Student ID Number 3CHARACTER1Is the “Student ID Number” a Social Security Number? 4NUMERIC8Student’s Date of Birth 5CHARACTER30Student’s Last Name 6CHARACTER30Student’s First Name 7CHARACTER1Student’s Middle Initial 8NUMERIC3Student’s Overall, Cumulative GPA as of the End of the Award Period 9NUMERIC3Fall 2011 Hours Attempted 10NUMERIC3Spring 2012 Hours Attempted 11NUMERIC3Filler 12NUMERIC3Filler 13NUMERIC3Total Number of Hours Completed by Student in the Award Period 14NUMERIC1 Student’s Undergraduate Classification as of the end of the Award Period 15CHARACTER1What type of award was student offered for award period? 16NUMERIC1 Did you exercise Professional Judgment for below full-time enrollment when determining the student’s eligibility for an award in the award period? 17NUMERIC8Student’s Major - Classification of Instructional Program (CIP) Code 18NUMERIC6Student’s Award Amount for the Award Period 19NUMERIC1Recipient registered for Selective Service at the start of the award period

The Top Ten EOY report is used to collect student’s GPA and total hours completed in order for the system to determine continuing eligibility. EOY Data File Structure EOY File Structure FY 2012 Top 10% Scholarship The only Professional Judgment that can be reported on this year-end report is: Data Element #16 Did you exercise Professional Judgment for below full- time Fall enrollment when determining the student’s eligibility for an award? 0 = No 1 = Yes Students that receive Professional Judgment must have documentation supporting the decision maintained in their file.

FY 2012 Top 10% Scholarship Texas Higher Education Coordinating Board FICE: Error Report on Financial Aid Records – Top 10- FY2012 Date: 05/15/2012 2:05:39 PM From: Texas Higher Education Coordinating Board , options 3, 3 ******************************************************************************************* * SUMMARY INFORMATION: * RECORDS READ: 227 * DETAIL LINES READ: 225 * ERROR LINES WRITTEN: 2 * * ERROR SUMMARY TOTAL NUMBER OF ERROR IN FILE * Student not a TOP10 recipient : 1 * EOY Award Amount <> Approved Amount : 1 * * ******************************************************************************************* DATA RECORD: 75 STUDENT ID : ###-##-### ERROR TYPE FIELD VALUE IN FILE Student not a TOP10 recipient DATA RECORD: 219 STUDENT ID : ###-##-### ERROR TYPE FIELD VALUE IN FILE EOY Award Amount <> Approved Amount EOY AMT/Approved AMT 1930/ *************Warning: The following Student IDs were not found in the CBM001 Repot. ********************* Cristina Gonzalez Chaz Hendricks ********************************************************************************* All Reported EOY students must have been included on an approved reimbursement file, otherwise the student is not eligible. EOY award amounts must match that of the reimbursement file. In these cases, the entry may need to be corrected or a refund submitted. Error Report Any student IDs in the EOY file that are NOT found in an institution’s CBM001 report will be listed separately at the bottom of the error report.

Texas Higher Education Coordinating Board FICE: Error Report on Financial Aid Records – Top 10- FY2012 Date: 05/15/2012 2:05:39 PM From: Texas Higher Education Coordinating Board , options 3, 3 ******************************************************************************************* * SUMMARY INFORMATION: * RECORDS READ: 227 * DETAIL LINES READ: 225 * ERROR LINES WRITTEN: 2 * ======================== CANNOT LOCATE EOY RECORD =============================== To override the following errors send an to Include in the Subject Line ''FICE Code ###### EOY RECORD Override request'' Franco Carbajal Alfredo Garza Edith Guerra-Cruz Nicholas Lanza Chelsee Williams Error Report All students awarded on the reimbursement file(s) must be reported in the EOY file. Using the example above, when a student cannot be located on the EOY file, either: revise your EOY file to include the missing student and then re-submit it; or refund the student’s award to THECB. Refund needs to be processed and awards canceled or updated before the report can be certified! FY 2012 Top 10% Scholarship

In those cases where more than one PJ or determination of eligibility was issued to a student, an override may be required and an justification will need to be sent. All override requests must be in following format: Subject: FICE Code ###### Error Override request. Body of (Only list Data Record Number, delete Student ID prior to sending the request) DATA RECORD: 2 STUDENT ID : ###-##-### ERROR TYPE FIELD VALUE IN FILE Student not a TOP10 recipient Incorrect ID on the Reimbursement file; correct ID on the EOY report DATA RECORD: 76 STUDENT ID : ###-##-### ERROR TYPE FIELD VALUE IN FILE EOY Award Amount <> Approved Amount EOY AMT/Approved AMT 1930/ Refund of $35 has been sent Override Request

Student IDs reported on the Top Ten EOY report must match those reported on the institution’s CBM001. Discrepancies regarding a mismatch will serve as a warning and must be corrected on the FADB Report. Texas Higher Education Coordinating Board FICE: Error Report on Financial Aid Records – Top Ten- FY2012 Date: 05/30/2012 2:42:08 PM From: Texas Higher Education Coordinating Board , options 3, 3, ************************************************************* SUMMARY INFORMATION: No Errors found Warning: the following discrepancies will need to be addressed on your FADB Report Laura Garza Rosa Herrera John Stanfield If an ID was submitted incorrectly, update the year- end report and resubmit. All discrepancies listed must be explained and corrected on the FADB report The mis-matched IDs will be overwritten once all other errors have been corrected Correct Student IDs FY 2012 Top 10% Scholarship Updated Edit Check

May 15, 2012 First possible date to submit student-by-student Year-End Report by SFTP. June 15, 2012 Deadline to submit student-by-student Year-End Report and have all errors resolved. An institution’s student-by-student Year-End Report must be certified and reconciled by this date. FY 2012 Top 10% Scholarship Report Submission Dates

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