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TOPS Master Roster File Definitions |
LOUISIANA
STUDENT FINANCIAL ASSISTANCE COMMISSION
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TOPS BULLETIN NUMBER: |
T99-10 |
DATE ISSUED: |
March 17, 1999 |
EFFECTIVE DATE: |
As Indicated |
DISTRIBUTION: | Louisiana Colleges and Universities, Technical Colleges, Board of Regents, Department of Education and Louisiana Officials |
TOPIC: | TOPS Master Roster File Definitions |
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.
Based upon the recommendations of the Advisory Committee to the Student Financial Assistance Commission (LASFAC), the format of the TOPS MASTER ROSTER is being enhanced by the addition of new fields and process codes. These changes should enable institutions to readily identify when a payment request can be submitted for a TOPS award recipient. The TOPS MASTER ROSTER revision dated 3/17/99, which is attached, will be placed into production effective March 29, 1999. Requests for payment (BILLING ROSTERS) for Spring Semester (2S1999) awards will be accepted beginning the same date, March 29, 1999. Because of these and other changes described below, institutions which have already transmitted payment requests for the period "2S1999" via file transfer protocol (FTP), must retransmit those requests to this agency. Because the present sunspot cycle is causing interference with electronic transmissions, institutions should retain a copy of all files transmitted electronically until payment has been received.
To assist in the identification of student status, additional process codes have been added. Since only one process code can be shown on the file and students may have multiple changes, if there is a process code other than 00, examine the entire record to identify all changes.
New Fields Added:
START-OWNER:
Denotes
TOPS recipient who is also a beneficiary of a Louisiana College Savings Plan (START)
account.
ONLY-TERM-ELIGIBLE:
Indicates the only term for which a bill will be paid. Upon payment for this term,
subsequent terms will be paid upon billing for the balance of the
academic
year or until the student reaches the maximum award, whichever occurs first.
LAST-TERM-PAID:
Indicates
the last term paid for student. Subsequent billings for this term will not be accepted
unless the student qualifies for dual enrollment.
E.G.: Population
of this field indicates that student has qualified and been paid for the semester or term
shown.
Additional Process Codes:
07 Indicates student has a START Saving Account
08 Last Academic Term Paid
09 Only Term Eligible for Payment
The enhanced file definition with field descriptions are attached.
If you have questions concerning this information, please contact John Bell, Scholarship Manager, at the above address; or at 1-800-259-5626, ext 1113 or e-mail: jbell@osfa.state.la.us.
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-SELECTED | PIC X (02) | Student's
Choice of Award Level TU = Unconfirmed TO = Opportunity TP = Performance TH = Honors OT = Prior TAP(Opportunity) OH = Prior HONORS(Performance) TT = 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 Confirmed 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 |
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 Student 31 = Canceled (Academic Probation) 40 = Canceled (Graduated) 42 = Canceled (Grades) 44 = Canceled (Hours) 46 = Canceled (Not Enrolled) 54 = Canceled (Met Maximum) 90 = Renewal Ineligibility 91 = 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 eg. 1S1999 |
LAST-TERM-PAID | PIX X(6) | The Last
Academic Term Paid FORMAT XXCCYY eg. 1S1999 |
START-OWNER | PIC 9 | 0 = No START Account or Account Has Been cancelled 1 = Student Has a START Savings Account |