What Information Do You Currently Need About Student Awards?

1. Reporting on Student Awards from the Student Information System (SIS)Issues to Consider for the IU Reporting Users Group (RUG)4/19/2004

2. What Information Do You Currently Need About Student Awards? • Information about a particular fund? • Source of Award? • Type of Award? • Expenditures? • Information about a category of funds and their recipients? • Historical trends?

3. The Hunt Begins • Let’s start with the SIS Financial Aid awards for a given group of students. . . . • Join your population’s University IDs to . . . • IUIE data group of students’ awards • Total award amounts per student: DSS_RDS_FA_STU_AWD_DISB_GT. STU_ACPT_AMT • Per-semester (per disb ID) amounts per student: DSS_RDS_FA_STU_AWD_DISB_GT. STU_ACPT_BAL_AMT • Accepted amount = Amount only in Financial Aid module • Disbursed amount = Amount passed to Student Financials • Select Institution and Aid Year • Aid Year = fall  spring –> summer • Example: 2005 = terms 4048, 4052, 4055 • What do you see? Various award amounts and “Item Types” • What does it all mean?

4. What Can We Learn From Item Types? • Item Types are 12-digit codes • Similar to BARS subcodes and FAMS fund numbers. • Item Types are grouped into different types of charges and credits, called “nodes,” in an Item Type Tree. • Fee Remission Item Types are only in Student Financials. • They have non-disbursing counterparts in FA Item Types. • Where to find attributes of funds: • Item Type Numbering scheme. • FA Item Type data group (Financial Aid): Various attribute fields. • Item Type data group (Student Financials): Keywords, general ledger account and object code.

5. The Item Type Tree • In IUIE, only partially displayed in data group: DSS_RDS_SF_ITM_TYP_SEC_TREE_GT • What does it look like in SIS?

6. “Nodes” on the Item Type Tree • Node: range of similar item types. • Financial Aid Node • Item Types begin with 9 • Disbursing scholarships, loans, fellowships, and grants. • Non-disbursing “dummy” funds that correspond to fee remissions and room and board credits in the Node below. • Departmental Contracts Node • Item Types begin with 6 • Fee Remissions generally begin with 69 . . • Room and Board Credits generally begin with 68 . .

7. FA Item Type Coding • Generic FA Item Type ranges indicate funding source • 15% of FA Item types for Bloomington • 100% of FA Item types for other campuses • How to “read” a generic FA Item type: • First 5 digits (out of 12) indicate source - mostly • 90001 = state-funded • 90002 = federally funded • 90003 = institutionally funded • 90004 = funded from an IU Foundation endowment • 90005 = funded from an external source • Examples from Indianapolis: • 900040000640 Culver-Miller Scholarship – IUF-funded • 900040000620 Cressy T Havens Scholarship – IU Endowment • 900039000160 Lucas Loan – IUF-funded • Generally, this coding scheme is most reliable for state- and federally funded awards.

8. Fund Attributes of FA Item Types • In IUIE, displayed in data group: DSS_RDS_FA_ITM_TYP_GT • The Item Type DESCR field • Name of award • For IUB, also indicates graduate/undergrad • The FA_SOURCE field • Values: Federal, Institutional, Other, Private, State. • Most non-Title IV federally funded awards are coded as Other. • Awards funded from IU Foundation may be coded as Other, Institutional, or Private, depending on campus. • No separate designation for awards funded with General Funds (student fee income/state appropriations). • The FIN_AID_TYPE field • Values: Athletic, Fellowship, Grant, Loan, Scholarship, Waiver, Work-Study • Waiver is used for dummy item types representing fee remissions

9. More Fund Attributes for FA Item Types • The field NEED_BASED • This is set to ‘Y’ for need-based awards that require a FAFSA and a financial aid budget in the awarding term. • Many endowed need-based awards are coded as ‘N’ to allow awards to be processed before FAFSA and budget data is finalized. • The field REPORT_CODE • Not currently used. Values currently listed for some item types are not meaningful.

10. Student Financials Item Type Datagroup • In IUIE, displayed in data group: DSS_RDS_FA_ITM_TYP_GT • In Phase 5, this datagroup will provide the GL account number, object code, and sub-account information that will be used in the accounting feed. • Object code 5880 is used for most types of financial aid at non-IUB campuses. • Exceptions are fee courtesy and loans. • At IUB, 5880 is only used for undergraduate financial aid (except fee courtesy and loans). A variety of object codes are used for graduate awards, such as 5820. • Keyword fields • 10-character fields for reference/reporting • Descriptions for each field are in the Keyword Control Data Group • Keyword1: Student Financials category (e.g. FINAID, FA_TPC, SPONHSG, etc.) • Keyword2: • Non-FA item types currently have subcode/fund number from BARS. • FA item types have one of 4 values indicating funding source: FEDERAL, STATE, INST, OUTSIDE. • The INST and OUTSIDE values are not used in a consistent manner. • Only some federally-funded awards are coded as FEDERAL. • Keyword3: currently not used.

11. Planned Use of Additional Field for Reporting in Phase 5/6 • Keyword3 field in Student Financials Item Type datagroup

12. Questions? • Greg Tittelbaugh, Scholarship Clearinghouse, Office of Enrollment Services, Bloomington • Phone: (812) 855-1936 • E-mail: gtittelb@indiana.edu