Reinstatements:  End of Semester/Term Reevaluations

To assure that your Scholarship and Grant Policy and Procedure Manual remains current, please record this document on your TOPS Bulletin index and retain it with your manual.

LOSFA is currently implementing a "TOPS TERM GRADE REPORT" file to be used by institutions to report changes in the status of students whose TOPS awards were suspended for failure to maintain Good Academic Standing (Master Roster Status Code 31) or failure to achieve the requisite cumulative grade point average (Master Roster Status Code 42) but whose academic standing at the beginning of Fall 1999 or Spring 2000 reflects the necessary achievement. Students were directed in their suspension letters to request that their institution forward such academic information as necessary to LOSFA to change their award status. Institutions may elect to identify these students programmatically or require students to request that the information be forwarded. No form will be supplied by LOSFA for students to request this service.

1. Institutions will submit changes to LOSFA for those students who achieve the requisite academic standing or GPA by submission of the TOPS End of Term Academic Grade Report (ETGR), submitted via FTP.

2. The file structure of the ETGR is the same as the TOPS Academic Grade Report submitted at the conclusion of the 1998-99 Academic Year. The file definition is changed to reflect student status at the end of the term, rather than the conclusion of the academic year. A copy of the File definition is attached.

3. The ETGR will be submitted as TPYTG01.

4. The ETGR should be submitted only once per week, and preferably prior to Friday, which is LOSFA’s routine processing day for this file. Repeated submissions during the same week will overlay previous submissions, and if intended, should include any previous submissions made during the week. A new ETGR may be submitted each week.

5. Records submitted on the ETGR will only be evaluated for changes in:
    1) academic standing
    2) cumulative grade point average.

6. Records submitted with changes in GPA will be evaluated for attainment of the requisite GPA using the requirement of equal to or greater than 2.30 with less than 48 hours of earned college credit or attainment of equal to or greater than 2.50 with 48 or more hours of earned college credit.

7. Submission of records not meeting the above requirements will not result in changes in recipient status.

8. Institutions are responsible for forwarding this information for students in attendance for the fall semester or term, regardless of prior attendance at other institutions.

9. Questions or concerns on procedures for file transmission should be directed to Mathilde Rivera at 1-800-259-5626, extension 1040. Questions or concerns regarding TOPS requirements or rule should be directed to John Bell, Scholarship Awards Manager, 1-800-259-5626, extension 1113.