Kentucky Council on Postsecondary Education

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Student Financial Aid (Type A)

Metrics Validated from Collection: Degrees and Credentials Conferred (Low-income); Unmet Need

Applies to Independent Colleges: No

General Instructions

This file will include records for all undergraduate students who received financial aid from any source during the 2023-24 academic year, whether or not a FAFSA was filed. This includes students who received tuition waivers as their only form of financial aid. The amounts reported should be the cumulative total of all aid given to a student within a single category at any time within the 2023-24 academic year, including Fall 2023, Spring 2024, and Summer 2024 semesters. Undergraduate students are defined by student classification in Table 7 of the database guidelines and the records submitted will be edited to match an institution’s Type 1 enrollment records for the academic year.

All aid amounts should reflect student financial aid that has been disbursed, not awarded. Funds include those that the financial aid office awards to a student through the Bursar’s Office.

Dollar amounts for the aid fields are five digits long to capture amounts up to $99,999.49 rounded to the nearest dollar, without commas or decimals.

For the financial aid file the following information is needed:

  1. Employer Paid Tuition – This field includes tuition paid by third-party employers only, to the extent that the student financial aid office is aware of tuition paid by third party Tuition waivers given to faculty/staff and their families should not be included here, but should be included in the Tuition Waivers field.
  2. FAFSA/ISIR Cost of Attendance (COA) – This field should reflect the student’s most updated amount that was used for calculating student aid during the academic year, including the FAFSA/ISIR COA or one that has been adjusted by your institution.
  3. FAFSA/ISIR Dependency Status – This field should reflect the student’s most updated status during the academic year and should be reported using ISIR codes:
    • “D” = Dependent, calculated EFC provided
    • “I” = Independent, calculated EFC provided
    • “X” = Dependent rejected, no EFC calculated
    • “Y” = Independent rejected, no EFC calculated
    • Blank = Missing
  4. FAFSA/ISIR Expected Family Contribution (EFC) – This field is for the student’s primary EFC and should reflect the student’s most updated amount that was used for calculating student aid during the academic year including the FAFSA/ISIR EFC or one that has been adjusted by your institution.
    • If a student’s EFC is “None Calculated,” report this under the dependency code, as on the ISIR.
    • Because zero (0) is a valid value in this field, do not use zero (0) for missing Leave missing values blank.
  5. FAFSA/ISIR Dependents Other than Children/Spouse – This field should reflect the student’s most updated status during the academic year and should be reported using ISIR codes:
    • “1” = Yes
    • “2” = No
    • Blank = Missing
  6. FAFSA/ISIR Father’s Educational Level – The father’s highest grade level completed should reflect the stu- dent’s most updated status during the academic year and should be reported using ISIR codes:
    • “1: = Middle School/Jr. High
    • “2” = High School
    • “3” = College or beyond
    • “4” = Other/Unknown
    • Blank = Missing
  7. FAFSA/ISIR Grade Level in College – This field should reflect the student’s most updated status during the academic year and should be reported using ISIR codes (listed below). Because zero (0) is a valid value in this field, do not use zero (0) for missing values. Leave missing values blank.
    • “0” = 1st year, never attended college before
    • “1” = 1st year, attended college before
    • “2” = 2nd year/sophomore
    • “3” = 3rd year/junior
    • “4” = 4th year/senior
    • “5” = 5th year/other undergrad
    • Blank = Missing
  8. FAFSA/ISIR Have Children You Support – This field should reflect the student’s most updated status during the academic year and should be reported using ISIR codes:
    • “1” = Yes
    • “2” = No
    • Blank = Missing
  9. FAFSA/ISIR Marital Status (Student’s) – This field should reflect the student’s most updated status during the academic year and should be reported using ISIR codes:
    • “1” = Single
    • “2” = Married/Remarried
    • “3” = Separated
    • “4” = Divorced or Widowed
    • Blank = Missing
  10. FAFSA/ISIR Mother’s Educational Level – The mother’s highest grade level completed should reflect the student’s most updated status during the academic year and should be reported using ISIR codes:
    • “1” = Middle School/Jr. High
    • “2” = High School
    • “3” = College or beyond
    • “4” = Other/Unknown
    • Blank = Missing
  11. FAFSA/ISIR Parent’s Adjusted Gross Income from IRS Form – This field should reflect the most updated amount that was used for calculating student aid during the academic year, including the FAFSA/ISIR amount or adjustments made by your institution.
    • Because zero (0) is a valid value in this field, do not use zero (0) for missing
    • Leave missing values
  12. FAFSA/ISIR Student Adjusted Gross Income from IRS Form – This field should reflect the most updated amount that was used for calculating student aid during the academic year, including the FAFSA/ISIR amount or adjustments made by your institution.
    • Because zero (0) is a valid value in this field, do not use zero (0) for missing
    • Leave missing values
  13. FAFSA/ISIR Total Income (TI: Family Income) – This field should reflect the most updated amount that was used for calculating student aid during the academic year, including the FAFSA/ISIR amount or adjustments made by your institution.
    • Because zero (0) is a valid value in this field, do not use zero (0) for missing
    • Leave missing values
  14. Federal Financial Aid Fields – These fields should include the cumulative amount of financial aid disbursed to each student from a particular federal program throughout the academic year, including the fall, spring, and summer semesters.
  15. Federal Grant Other – specifically used for the funds dispersed from the Cares Act. The field will be used in the future for any emergency grant funds dispersed by the federal governmentto students.
  16. Institutional Grants and Scholarships – These fields Include institutional grants, scholarships, fellowships, and other aid which the student does not need to pay back and which does not include a work Following IPEDS, “These awards do not require the performanceof services by the recipient while a student (such as teaching) or subsequently. The term does not include loans to students (subject to repayment), College Work-Study Program (CWS), or awards granted because of faculty or staff status. Also not included are awards to students where the selection of the student recipient is not made by the institution. Examples of this would include Lions Club scholarships where the club selects the recipient and Wal-Mart scholarships where the company names the recipient.” If a third party selects the student recipient, this award should be included under “Scholarships/Grants from Third Parties.”
  17. Institutional Need-Based Grants/Scholarships, Loans, or Work-Study – The cumulative academic year amount of institutional aid of that particular type (scholarships, loans, or work- study) disbursed to a stu- dent based solely on financial need as determined by the Federal Methodology (federal Cost of Attendance (COA) minus federal Expected Family Contribution (EFC)). If any factor other than need is used to determine eligibility for a portion of a student’s aid, report that portion as non-need or mixed need/non-need- based aid as appropriate.
  18. Institutional Need/Non-Need-Based Grants/Scholarships, Loans, or Work-Study – The cumulative academic year amount of institutional aid of that particular type (scholarships, loans, or work-study) disbursed to a student based on any combination of financial need as determined by the Federal Methodology (federal Cost of Attendance (COA) minus federal Expected Family Contribution (EFC)) and characteristics other than financial need, including academic achievement, geography, demographics or special skills, talents, etc. Leave these fields blank if your institution does not have programs which combine need and non-need- factors (as these terms are defined in this document) in the disbursing of aid.
  19. Institutional Non-Need-Based Grants/Scholarships, Loans, or Work-Study – The cumulative academic year amount of institutional aid of that particular type (scholarships, loans, or work- study) disbursed to a stu- dent based solely on characteristics other than financial need, including academic achievement, geography, demographics, or special skills, talents, etc. If need is used to determine eligibility for a portion of a student’s aid, report that portion as need or mixed need/non-need-based aid as appropriate.
  20. Kentucky’s Affordable Pre-Paid Tuition (KAPT) – The Council is aware that some institutions do not have the ability to report this item. In that case, leave this field blank.
  21. Scholarships/Grants from Third Parties – This category includes awards to students where the selection of the student recipient is not made by the institution.
    • Examples of this would include Lions Club scholarships where the club selects the recipient and Wal-Mart scholarships where the company names the recipient.
    • A standing scholarship program funded by a third party for which the institution chooses the stu- dent recipients should be recorded under “Institutional Grants and Scholarships.”
  22. Tuition Waivers and Discounts – This field includes any tuition waiver or discount given to faculty/staff and their families, as well as statutory tuition waivers such as those granted to former foster children or veterans. A tuition waiver is tuition not charged to the student’s account or a waiver of all or part of the tuition due; a waiver includes no funding from internal or external sources. Regardless of accounting procedures at your particular institution, it is the intent of this data element to capture the value of tuition that is not charged, whether a discount or a waiver.
  23. Kentucky Coal County College Completion Scholarship – Total aid disbursed to student through this target- ed scholarship program for juniors and seniors from a nine-county region in eastern Kentucky.
    • *Only students at a limited number of institutions and locations are eligible for this scholarship; only institutions listed below should report in this field:
      • Alice Lloyd College
      • University of Pikeville
      • Morehead State University (Prestonsburg campus only)
      • Lincoln Memorial University (Southeast Kentucky Community and Technical College site only)
      • Lindsey Wilson College (Big Sandy and Southeast Kentucky Community and Technical College sites only)
  24. Student Aid Index (SAI) – This field is for the student’s primary SIA and should reflect the student’s most updated amount that was used for calculating student aid during the academic year including the FAFSA/ ISIR SIA or one that has been adjusted by your institution.
    • If a student’s SIA is “None Calculated,” report this under the dependency code, as on the
    • Because zero (0) is a valid value in this field, do not use zero (0) for missing Leave missing values blank

*For those institutions accepting the scholarship for students pursing a major not offered by the six listed Kentucky institutions, please populate this field.

  1. Student Housing – This field reports whether a student is living in housing provided by the Re- port “Y” for Yes if a student is charged (to live in an institution’s housing program) for any term during the aid year.
  2. Student Campus Housing Annual Charge – Student campus housing annual charge for Academic
  3. Annual Lab and Course Fees – Annual lab and course fees for Academic Year
  4. Meal Charges – Annual meal charges for Academic
  5. Annual Tuition Charged – Annual tuition charged for Academic
  6. Annual Comprehensive Fees – Fees not charged per course (ex. technology, student activities, orientation, ).
  7. Academic Year – Report the academic year for the file that is being submitted.
    • Example: Academic Year 2023-24 should be reported as 2023-24.

 

Format of Student Financial Aid (Type A) Record

One Record Per Student

Columns

Char

Description

1

1

Form - A

2-9

8

Institution Number - FICE Code

10-18

9

Social Security Number - must be nonblank

19-43

25

Last Name - left justify

44-58

15

First Name - left justify

59-63

5

FAFSA/ISIR Cost of Attendance (COA)

64-68

5

FAFSA/ISIR Expected Family Contribu- tion (EFC)

69-76

8

FASA/ISIR Total Income (TI: Family Income)

77-84

8

FAFSA/ISIR Student Adjusted Gross Income (from IRS form)

85-92

8

FAFSA/ISIR Parents' Adjusted Gross Income (from IRS form)

93

1

FAFSA/ISIR Dep. Status

94

1

FAFSA/ISIR Student Marital Status

95-96

2

FAFSA/ISIR State of Legal Residence

97

1

FAFSA/ISIR Grade Level in College

98

1

FAFSA/ISIR Father's Educ. Level

99

1

FAFSA/ISIR Mother's Educ. Level

100

1

FAFSA/ISIR Children (1,2,blank)

101

1

FAFSA/ISIR Other Dependents (1,2,blank)

102-106

5

Pell Grants

107-111

5

Subsidized Stafford Loans (FFEL or Direct)

112-116

5

Unsubsidized Stafford Loans (FFEL or Direct)

117-121

5

PLUS Parent Loans (FFEL or Direct)

122-126

5

Perkins Loans

127-131

5

Federal SEOG Grants

132-136

5

Federal Work Study

137-141

5

Robert Byrd Honors Scholarships

142-146

5

Federal Health Professions Loans (Nursing, HPSL, Primary Care, Disadvantaged)

147-151

5

Federal Health Professional Disadvantaged Students Scholarships

152-156

5

The National Science and Mathematics Access to Retain Talent Grant (National SMART Grant)

157-161

5

Federal Academic Competitiveness Grant (ACG)

162-166

5

College Access Program (CAP) Grants

167-171

5

Kentucky Educational Excellence Scholarships (KEES)

172-176

5

Kentucky Tuition Grants

177-181

5

Kentucky Teacher Awards

182-186

5

Early Childhood Development Scholarships

187-191

5

Kentucky National Guard Tuition Award Program

191-196

5

Kentucky Minority Educator Reruitment and Retention Scholarships

197-201

5

KHEAA Work Study

202-206

5

Other State Grants

207-211

5

Institutional Need-Based Grants and Scholarships

212-216

5

Institutional Need/Non-Need-Based Grants and Scholarships

217-221

5

Institutional Non-Need-Based Grants and Scholarships

222-226

5

Institutional Need-Based Loans

227-231

5

Institutional Need/Non-Need-Based

Loans

232-236

5

Institutional Non-Need-Based Loans

237-241

5

Institutional Need-Based Work Study

242-246

5

Institutional Need/Non-Need-Based Work Study

247-251

5

Institutional Non-Need-Based Work Study

252-256

5

Scholarships/Grants from Third Parties

257-261

5

Employer Paid Tuition

262-266

5

Tuition Waivers and Discounts

267-271

5

ROTC/Armed Forces Grants

272-276

5

JTPA, Job Training, Vocational Rehabilitation

277-281

5

Bureau of Indian Affairs Grants

282-286

5

Scholarships/Grants from State Agencies Outside Kentucky

287-291

5

Other Loans (Private, Commerical, etc.)

292-296

5

Kentucky's Affordable Prepaid Tuition (KAPT)

297-301

5

Veteran's Benefits

302-306

5

Kentucky Coal County College Completion Scholarship

307-312

6

Academic Year - Example - 202324

313-327

15

Middle Name - left justify

328-332

5

Name Suffix - left justify

333-342

10

Institutional ID - Student's Internal ID

343-347

5

Dual Credit Scholarship

348-352

5

KY Work Ready Scholarship

353

1

Student Housing (Y/N)

354-358

5

Student Campus Housing Annual Charge

359-363

5

Annual Lab and Course Fees

364-368

5

Annueal Meal Charges

369-373

5

Annual Tuitition Charged

374-378

5

Annual Comprehensive Fees

379-383

5

Federal Grant Other

384-388

5

Innovative Scholarship (Displaced Students)

389-393

5

Student Aid Index

Last Updated: 3/28/2024