Master Roster, Payment Requests, Grade Reports
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Master Roster, Payment Requests, Grade Reports |
LOUISIANA
STUDENT FINANCIAL ASSISTANCE COMMISSION
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TOPS BULLETIN NUMBER: |
T99-15 |
DATE ISSUED: |
June 21, 1999 |
EFFECTIVE DATE: |
As Indicated |
| DISTRIBUTION: | Louisiana Colleges and Universities, Louisiana Technical Colleges, Board of Regents, Department of Education, and Louisiana Officials |
| TOPIC: | Master Roster, Payment Requests, Grade Reports |
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.
1. The TOPS Master Roster for Award Year
1999-2000 (1S2000, 2S2000, 1T2000, 2T2000, 3T2000) will be available 6/28/99.
2. The TOPS Master Roster File Definition
will remain as indicated in TOPS Bulletin T99-9, March 17, 1999. A copy of the
File Definition (also available at http://www.osfa.state.la.us)
is attached. Field Descriptions have been edited for clarity; one additional
Processing Code (see Paragraph 5 below) has been added and seven Status Codes
(see Paragraph 6 below) have been added or clarified. Term institutions should
interpret references to "Semesters" to mean "Terms."
3. All awarded 1999 high school graduates
will have a Status Code of "00", New Eligible. All 1998-99 TOPS
recipients determined eligible for renewal will be designated Status Code
"01", Renewal Eligible. Those 1998-99 TOPS recipients for whom renewal
processing is not yet complete will be designated Status Code "91",
Renewal Pending.
4. The 1999-2000 TOPS Master Roster will not include records of students who were listed as ineligible on the final 1998-99 TOPS Master Roster for the following reasons:
a) Utilized the maximum number of terms or semesters; or
b) Ineligible due to audit or miscellaneous reasons.
5. Process Code "10", Renewal Processing Pending, has been added and will appear until the renewal processing for an individual student has been completed. Students eligible at the conclusion of Award Year 1998-99 will appear on the initial 1999-2000 Award Year Master Roster as AWARD LEVEL "TU" (meaning TOPS Undetermined), PROCESS CODE "10" (Renewal Processing Pending), and STATUS CODE "91" (Renewal Pending).
6.
Students with the following Status Codes are presently ineligible, but may
regain eligibility upon completion of the indicated action, if applicable:
Status Code
"03", Ineligible, Misc; awarded in error.
Status Code
"06", Ineligible due to Audit.
Status Code "31", Award Suspended (Academic Probation); may regain eligibility upon regaining Academic Good Standing within two years of being placed on Academic Probation and demonstration of minimum required grade point average.
Status Code "40", Award Canceled (Graduated).
Status Code "42", Award Suspended (did not meet grade point average (GPA) requirement for award); may regain eligibility upon achieving minimum GPA requirement within two years of initial scholarship suspension.
Status Code "44", Award Canceled (completed less than 24 hours during Academic Year); may regain eligibility only upon approved Request for Exception to Continuous Full-Time Enrollment (including Program Full-Time status). Records with this status code have not been reviewed for the GPA standards.
Status Code "46", Award Canceled (Not Enrolled Previous AY [98 high school graduates only]); may become eligible upon certification to LOSFA that student is first-time, full-time student for Fall 1999 semester or term.
Status Code "49" (NEW STATUS CODE), Award Canceled (more than 24 months on Academic Probation or failure to achieve minimum GPA standards).
Status Code "50" (NEW STATUS CODE), Award Canceled (failure to enroll by 1st semester following the 1st anniversary of high school graduation).
Status Code "54", Award Canceled (utilized award for maximum number of semesters or terms).
Status Code "60" (NEW STATUS CODE), Award Canceled (non-continuous enrollment). May regain eligibility upon approval of Request for Exception to Continuous Full-Time Enrollment.
Status Code "90", Award Suspended (no current award year FAFSA on file with LOSFA). Current award year FAFSA must be received by the Federal processor by Louisiana deadline (July 1, 1999, for 1999-2000 Award Year). Students may regain award for subsequent year by submitting subsequent year FAFSA by Louisiana deadline.
Status Code "91", TOPS Renewal Pending. If determined ineligible upon completion of 1998-99 Academic Grade Report processing, will be assigned one of the above status codes.
7. Institutions must submit Academic Grade Reports (format published in TOPS-Bulletin T99-5, March 5, 1999) for all students included on the TOPS Master Roster who attended Summer 1999.
8. Institutions must submit Academic Grade Reports at the conclusion of 1S2000 for all students appearing on the TOPS Master Roster enrolled at their institution Fall 1999 (1S2000) Semester or Fall (1T2000) and Winter (2T2000) terms. Spring Payment Requests will not be processed prior to Grade Report Processing.
9. Effective with 1S2000 Payment Requests, institutions may submit an FTP request for either the tuition or stipend component when the other award component has already been paid via FTP.
10. Manual Payment Requests will be limited to a maximum of 15 records per week, per institution. Payment Requests for students who are required to be enrolled at more than one institution at the same time and the correction of billing errors must continue as Manual Payment Requests.
11. The TOPS Payment Request Error File (file definition attached) is available electronically as TPYER01 and may be accessed at the same time as the corresponding electronic weekly Payment Roster. As with the electronic weekly Payment Roster, if no payment roster or error file is generated for the week, there will be no records in the file.
12. A TOPS Payment Roster Award Year Report (file definition attached) is available electronically as TPYPRAC01 and may be accessed at any time. It will be updated each week and will contain all records for the institution to date, even if no records are processed for the institution that week.
13. Financial Aid Offices may determine the status of individual students by accessing the LOSFA Web Page and entering the student’s SSN and date of birth.
14.
The following is LOSFA’s planning calendar listing the significant TOPS
processing dates for the 1999-2000 Academic Year:
May 1
Last Day for LOSFA to Receive Initial Student Materials for 1998-99 Award Year.
May 24 On-Line High
School Certification (Certs) Forms Available.
TOPS ACADEMIC YEAR GRADE REPORT ACCEPTED via FTP.
May 25 Paper Certifications Sent to High Schools.
First On-Line High School Certifications Completed.
June 1 First
Paper High School Certifications Received.
June 25 First 1999-2000 Initial Eligibility Processing.
June 28 First 1999-2000 TOPS Master Roster.
Student Information Available via LISA.
Student Information Available via Web Page.
July 1 Last Day to Receive 1998-99 Fall, Winter and Spring TOPS Payment Requests.
Last Day to Receive Summer 1999 Payment Requests (prior LA Honors and TAP recipients only). (This date has been changed from that previously announced.) Institutions are urged to provide final payment requests as far in advance of this date as possible. The Grade Report Process cannot start until all Payment Requests have been processed
Final Date for Receipt of 1999-2000 FAFSA by Federal Processor.
September X Your Institution’s 15th Class Day (10th Class Day for LA Tech and 1st Class Day for Technical Colleges), First Day to Forward 1S2000 Payment Requests.
October 15 Last Day to Accept Student Documentation for Initial Eligibility. (Supercedes AY 98-99, May 1 deadline)
December 1 Last Day to Accept Payment Requests for 1S2000.
April 15 Last Day to Accept Payment Requests for 2S2000.
LOUISIANA OFFICE OF STUDENT FINANCIAL ASSISTANCE
TUITION OPPORTUNITY PROGRAM FOR STUDENTS (TOPS)
CERTIFICATION OF FIRST-TIME FULL-TIME STUDENTS
INSTITUTION: _____________________________ INSTITUTION NO: __________
TERM: ______________________
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SSN |
LAST NAME |
FIRST NAME |
I certify that documentation exists at this institution indicating that the above listed students are first-time full-time freshmen for the above term or semester for the purposes of the Tuition Opportunity Program for Students (TOPS).
PERSON ASSIGNED TO CERTIFY ON BEHALF OF INSTITUTION:
SIGNATURE: _______________________________ Date: _______________
TYPED NAME: _______________________________
TITLE: ________________________________
TOPS MASTER ROSTER
FIELD TITLE FIELD SIZE FIELD DESCRIPTION
| SSN | PIC 9(09) | Student's Social Security Number |
| LAST-NAME | PIX X(16) | Student's Last Name |
| FIRST-NAME | PIC X(09) | Student's First Name |
| MIDDLE-INITIAL | PIX X | Student's Middle Initial |
| AWARD-LEVEL | PIC X(02) | Student's Award
Level TU = Unconfirmed TO = Opportunity TP = Performance TH = Honors OT = Prior TAP(Opportunity) OH = Prior LA HONORS(Performance) TT = TOPS Tech Only RO = Renewal Opportunity RP = Renewal Performance RH = Renewal Honors RT = Renewal Tech |
| STIPEND-AWARD-CODE | PIC 9(02) | Stipend Eligibility
Code 00 = Eligible For Stipend 01 = Ineligible For Stipend |
| NAT-GUARD-AWARD-CODE | PIC 9(02) | National Guard
Award Eligibility Code 00 = Eligible For Stipend 01 = Ineligible For Stipend |
| TERM-COUNT | PIC 9V9 | Number of Terms Awarded TOPS |
| ACADEMIC-YEAR | PIC 9(04) | Academic Year for
Award The Year In Which the Spring Semester Occurs Format CCYY |
| PROCESS-CODE | PIC 9(02) | Processing Code
Will Indicate That a Change Has Been Made After First Being Put on Master
Roster 00 = No Change 01 = New Record 02 = Award Level Assigned 03 = No Longer Eligible 04 = Award Level Changed Due to Re-Evaluation 05 = Loss of Stipend Eligibility 06 = Loss of Eligibility (Audit Finding) 07 = Student Has a START Savings Account 08 = Highest Academic Term Paid 09 = Only Term Eligible for Payment 10 = Renewal Processing Pending |
| PROCESS-DATE | PIC 9(08) | Processing Date Format CCYYMMDD Date The Process Code Was Last Changed |
| STATUS-CODE | PIC 9(02) | Status Code 00 = New Eligible 01 = Renewal Eligible 03 = Ineligible Misc. 06 = Ineligible Audit 31 = Award Suspended (Academic Probation) 40 = Cancelled (Graduated) 42 = Award Suspended (GPA) 44 = Award Cancelled (Hours) 46 = Award Cancelled (Enrollment Required by Fall) 49 = Award Cancelled (Award Suspended 24 Months) 50 = Award Cancelled (Non-Enrollment by 1st Anniversary) 54 = Cancelled (Met Maximum) 60 = Cancelled (Non continuous Enrollment) 90 = Renewal Ineligibility (No Current Year FAFSA) 91 = Renewal Eligibility Pending |
| STATUS-DATE | PIC 9(8) | Status Date Format CCYYMMDD |
| ONLY-TERM-ELIGIBLE | PIC X(6) | The Only Academic
Term Eligible for Payment Before Any Other Terms Can Be Paid FORMAT XXCCYY e.g. 1S1999 |
| LAST-TERM-PAID | PIX X(6) | The Last Academic
Term Paid FORMAT XXCCYY e.g. |
| START-OWNER | PIC 9 | 0 = No START
Account or Account Has Been Cancelled 1 = Student Has a START Savings Account |
TOPS PAYMENT REQUEST
FIELD TITLE FIELD SIZE FIELD DESCRIPTION
| SSN | PIC 9(09) | Student's Social Security Number |
| INSTITUTION-CODE | PIX 9(09) | Institution Code First 6 Digits are The OE Code Last Three Digits are 000 |
| ACADEMIC-TERM | PIC X(06) | Academic Term Format XXCCYY e.g. 1S1999 Which represents 1st Semester 1999 Quarter Schools Should Enter 1T1999, 2T1999 etc. |
| TUITION-AMOUNT | PIC 9(04)V99 | Tuition Amount Requested |
| STIPEND-AMOUNT | PIC 9(04)V99 | Stipend Amount Requested |
| NAT-GUARD-AWARD-AMT | PIC 9(04)V99 | National Guard Amount Requested |
| PROCESSED-DATE | PIC 9(08) | Format CCYYMMDD Date School Transmitted Payment Request File |
TOPS GRADE REPORT
FIELD TITLE FIELD SIZE FIELD DESCRIPTION
| SSN | PIC 9(09) | Student's Social Security Number |
| INSTITUTION-CODE | PIX 9(09) | Institution Code 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 Academic Year |
| ANNUAL-HOURS | PIC 9(3) | College Credit
Hours Earned by Student During Fall and Spring Semester or Fall, Winter, and Spring Term |
| CUMULATIVE-HOURS | PIC 9(03) | Cumulative Credit
Hours at Conclusion of Academic Year |
| DEGREE-TYPE | PIC 9 | Type of Academic
Degree Awarded 1 = Associate Degree 2 = Baccalaureate Degree 3 = Masters Degree or Higher |
| DEGREE-DATE | PIC 9(06) | Date Degree Awarded Format CCYYMM |
| ACADEMIC-STANDING | PIC X(02) | Academic Standing
at Conclusion of Spring Semester 00 = Continuous Good Standing 01 = Academic Probation 02 = Good Standing. Previously on Academic Probation |
| ACADEMIC-STANDING-DATE | PIC 9(06) | Date Student
Achieved the Academic Standing Reported Format CCYYMM |
TOPS ERROR REPORT
FIELD TITLE FIELD SIZE FIELD DESCRIPTION
| SSN | PIC 9(09) | Student's Social Security Number |
| INSTITUTION-CODE | PIX 9(09) | Institution Code First 6 Digits are The OE Code Last Three Digits are 000 |
| TERM | PIC X(06) | Term in Error FORMAT XXCCYY e.g. 1S1999 |
| TUITION-AMOUNT | PIC 9(4)V99 | Tuition Amount Requested |
| STIPEND-AMOUNT | PIC 9(4)V99 | Stipend Amount Requested |
| NAT-GUARD-AMOUNT | PIC 9(4)V99 | National Guard Amount Requested |
| ERROR-COUNT | PIC 9 | Number of Errors |
| ERROR-MESSAGE-1 | PIC X(30) | 1st Error Message |
| ERROR-MESSAGE-2 | PIC X(30) | 2nd Error Message |
| ERROR-MESSAGE-3 | PIC X(30) | 3rd Error Message |
| ERROR-MESSAGE-5 | PIC X(30) | 5th Error Message |
| ERROR-MESSAGE-6 | PIC X(30) | 6th Error Message |
| ERROR-MESSAGE-7 | PIC X(30) | 7th Error Message |
| ERROR-MESSAGE-8 | PIC X(30) | 8th Error Message |
| ERROR-MESSAGE-9 | PIC X(30) | 9th Error Message |
| PROCESSED-DATE | PIC 9(8) | FORMAT CCYYMMDD Date Error Report Generated |