TOPS Term Grade Report Modification; and TOPS Term Grade Report
STUDENT FINANCIAL ASSISTANCE COMMISSION
TOPS BULLETIN NUMBER:
|November 17, 1999|
|DISTRIBUTION:||Louisiana Colleges and Universities, Louisiana Technical Colleges, Board of Regents, Department of Education and Louisiana Officials|
|TOPIC:||TOPS Term Grade Report Modification; and TOPS Term Grade Report|
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.
The Louisiana Office of Student Financial Assistance (LOSFA) is initiating a change in the TOPS GRADE file (TTGR). This will facilitate LOSFA’s processing of academic information for transfer students and students earning TOPS reinstatement. Institutions are affected by the establishment of this file in the following ways:
Each institution will submit a TOPS TERM GRADE REPORT (TTGR) record each term
for each SSN listed on the TOPS MASTER
ROSTER that is enrolled at the institution for the term indicated.
As indicated in the attached TOPS TERM GRADE REPORT file definition, the
following modifications of the TOPS GRADE REPORT
file definition listed in TOPS Bulletin T99-15, of June 21, 1999, will be required:
a. CUMULATIVE GPA will be reported at the Conclusion of the Term
or Semester reported;
b. TERM HOURS earned during the Term or Semester will be reported rather than Annual hours;
c. CUMULATIVE Hours will be reported at the conclusion of the Term or Semester;
d. CONTINUED ENROLLMENT will be reported rather than Academic Standing (students with continued enrollment designated as 00, students resigning from
the institution will be designated as 10); and
e. TERM OR SEMESTER ENROLLED REPORTED formatted as 1T2000, 2T2000, 3T2000, 4T2000, 1S2000, 2S2000 or 3S2000 will
replace Academic Standing Date. (As this field is part of each record, records for more than one term may be included in the same
submission.) Records for one student with different enrollment terms must be reported as separate records.
3. The TOPS TERM GRADE REPORT will be submitted as TPYGR01.
4. The TTGR must be submitted prior to submission of billings for the subsequent term or semester.
5. The TTGR will be retrieved daily. Successive submissions during the day will overlay. Grades will be processed on Friday.
TOPS TERM GRADE REPORT
|Field Title||Field Size||Field Description||Changes|
|SSN||PIC 9(09)||Student’s Social Security Number||None|
First 6 Digits are The OE Code
Last Three Digits are 000
|CUMULATIVE-GPA||PIC 9V99||Student’s Cumulative Grade Point Average at Conclusion of Term or Semester||Field Description|
|TERM-HOURS||PIC 9(03)||College Credit Hours Earned by Student During Semester||Field Name & Field Description|
|CUMULATIVE-HOURS||PIC 9(03)||Cumulative Credit Hours at Conclusion of Term or Semester||Field Description|
of Academic Degree Awarded
1 = Associate
2 = Baccalaureate Degree
3 = Masters Degree or Higher
00 = Continuous Enrollment
10 = Officially Resigned
|Field Name & Field Description|
TERM OR SEMESTER REPORTED
|PIC X(06)||Semester or Term
for the Grades Reported per Student
Example: 1S1999 = Fall Semester
PIC Type & Description