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What is a Keyword in SIS?

Reporting on Student Awards from the Student Information System (SIS) Introduction to Keywords for the IU Reporting Users Group (RUG) 6/21/2004. What is a Keyword in SIS?. Code (up to 10 characters) that is used to help find or describe an item type.

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What is a Keyword in SIS?

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  1. Reporting on Student Awards from the Student Information System (SIS)Introduction to Keywordsfor the IU Reporting Users Group (RUG)6/21/2004

  2. What is a Keyword in SIS? • Code (up to 10 characters) that is used to help find or describe an item type. • Item Type: a code in SIS that represents a transaction or potential transaction on a student’s bursar account. • Item Types also represent awards processed in SIS Financial Aid.

  3. Where are Keywords? • A Keyword control table contains all possible 10-character Keyword codes, as well as 30-character descriptions. • In SIS, there are three “Keyword” fields associated with every item type. We will refer to them as Keyword1, Keyword2, and Keyword3.

  4. The 3 Keywords Associated with Each Item Type • Keyword1: Broad category for Bursar processing. • Examples: Financial aid, room/board sponsorship, external fee sponsorship • Keyword2: Shared between financial aid and student financials. • Financial aid item types (beginning with 9): 4 broad categories representing the funding source. • Non-FA item types (beginning with 0-8): BARS subcodes. • Keyword3: Award attributes for reporting.

  5. Where can I look up Keywords in SIS? • To see descriptions for Keywords in the Keyword control table, consult the following SIS page: • Home > Design Student Administration > Design Financial Aid1 > Setup F-K > Keywords • To see Keywords that are associated with a particular Item Type, consult one of these SIS pages: • Home > Administer Financial Aid > Package and Disburse Aid > Setup > Item Types • Home > Design Student Administration > Design Financial Aid1 > Setup F-K > Item Types

  6. Where can I look up Keywords in the IUIE? • To view all item types and their three keywords, follow this IUIE navigation: • Student --> Bursar --> Control Tables --> Item Type Table • To view the descriptions for Keywords, independent of any item types, follow this IUIE navigation: • Student --> Bursar --> Control Tables --> Keyword Table

  7. What are the Valid Values for Keyword1? • The first keyword field associated with an Item Type (Keyword1) indicates the type of charge or credit in Student Financials. For financial aid purposes, the following categories represent item types that generally need to be counted as a resource in a student’s financial aid package for overaward compliance: • FINAID • FA_TPC (TPC: Third Party Contract) • FEE_REMIT • FEE_SCHOL • NR_MILIT • NR_REMIT • SPEC_INSTI • SPN_INTERN • SPONHSG • SPONSOR

  8. What are the Valid Values for Keyword2? • If an item type has FINAID in the Keyword1 field, it will have one of the following values in the Keyword2 field to indicate the general funding source. • STATE (Indiana) • FEDERAL • INST (institutional, i.e. funded from IU general funds, an IU endowment managed by the treasurer, or other IU funds, such as fee-generated funding for auxiliaries.) • OUTSIDE (private, external, IU Foundation endowments, IU Alumni Association funding, other states, other countries) • If an award has multiple funding sources, the primary source is listed. • If an award is administered by SSACI, it is always listed as STATE, even if it is federally funded. • The purpose of this field is to assist Financial Aid staff with their operations.

  9. What are the Valid Values for Keyword3? • If an item type has one of the 10 Keyword1 fields listed above, it will generally have a four-character code in the third keyword field (Keyword3). • This field is intended to be used for all reporting, and for the determination of mandatory student fellowship health insurance eligibility. • Here is a key to the 4 positions in this field:

  10. What does this look like in SIS? • Here is an example of a merit-based scholarship that uses General Funds and is selected by an IU department outside of the OSFA.

  11. What does this look like in SIS? • Here is the Keyword3 value used for the award on the previous slide from the SIS Keyword Control Table:

  12. Things to keep in mind about Keyword3 values • If an award is processed under two SIS item types, only the Third-Party Contract (TPC) item type will have a keyword3 value, since it represents the most accurate award value. The keyword3 field for the corresponding FA item type is blank. • Some sponsored fee transactions that represent family contributions also lack a keyword3 value. These include prepaid tuition plans. • The descriptions for Keyword3 values in the Keyword control table are abbreviated, due to the limited field length.

  13. Who Developed These Values? • Keyword1 • By Student Financials to assist with their business processes. • Keyword2 • By the FA Team to assist with looking up broad categories of item types. • Keyword3 • By representatives of the University Budget Office, Student Information and Fiscal Services (SIFS), and the Bloomington Office of Enrollment Services and OSFA, with input from the institutional reporting offices at IUPUI (Kathy Burton) and IUB (Doug Anderson). • (Mary Ann Baker at IUSE was also asked to comment.)

  14. You May Be Wondering . . . • Are Keyword3 values up-to-date in SIS and the IUIE? • Not at this time. It is hoped they will be updated in SIS by Phase 6 (end of July or August, 2004). • Once the values are updated in SIS, can they be updated if incorrect? • Yes. However, no standard process has yet been implemented by the SIS Control Table Maintenance Team. • For now, contact Greg Tittelbaugh for Bloomington changes. • For now, contact Shirley Boardman for changes needed for other campuses.

  15. You may be wondering . . . • How will keywords be maintained over time? • At Bloomington, lists of item types and their keyword3 values will be distributed to units for review and correction annually, via the Scholarship Clearinghouse. • It is hoped that a similar process can be implemented for other campuses.

  16. You May Be Wondering . . . • How will item types be consistently coded across campuses? • A guidesheet has been developed that lists examples for each Keyword3 category, to guide the SES Control Table Maintenance Group as they associate Keyword2 and Keyword3 values with new item types. • Bloomington is developing a web form to collect information needed for the Keyword3 value. Once this is available, it is hoped that the SES CTM team or other campus bursar and financial aid offices will adopt similar approaches.

  17. You May Be Wondering. . . • Are there any reports in the IUIE that allow me to select or aggregate student award data based on the Keyword fields? • Not yet. The Financial Aid IUIE Team is currently writing specifications for various reports.

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

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