Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Program name: ZRPTIER Version: 18.8 Location: Jobsub

Description: This Banner process is provided to assist colleges with the tracking of tier levels and HOPE GPA calculations for HOPE Scholarship and Zell Miller Scholarship recipients. Currently registered degree seeking HOPE or Zell Miller Scholarship recipients will automatically have their term hours and GPA added to user defined fields in Banner. Beginning with end of fall semester 2017 (Banner term 201812), this process will identify STEM coursework and add the additional .5 weight for grades of ‘B’, ‘C’, or ‘D’.

This process is designed to examine the Scholarship Attempted Hours and GPA of Scholarship recipients in order to set their eligibility and current tier hours. This is accomplished through the use of the Financial Aid User Defined table ROBUSDF, the term GPA table SHRTGPA, and the population extract table GLBEXTR. Additionally, the tables STVTERM, ROBINST, SPRIDEN and GLBEXTR are used to verify the contents of parameters, if applicable. The table GLBEXTR is also used to temporarily house the PIDMS of the chosen populations.

Prerequisites:

1. GLRSLCT: This process requires that a FINAID application and a HOPETIER selection be defined through the General System Population Selection Menu. Create a population selection on GLRSLCT using the FINAID Application and Selection ID of HOPETIER. Note: Only one HOPETIER population selection must exist.

Banner Form GLRSLCT:

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Prerequisites continued:

2. RORUSER: Enter the following field descriptions: (Field descriptions for ROAUSDF)

FIELD 21 Most Recent Term FIELD 23 Overall Attempted HoursFIELD 24 Overall GPA HoursFIELD 25 Overall Quality PointsFIELD 27 Overall GPAFIELD 28 Overall Eligibility

FIELD 31 Beginning TermFIELD 33 Beginning Attempted HoursFIELD 34 Beginning GPA HoursFIELD 35 Beginning Quality PointsFIELD 37 Beginning GPAFIELD 38 Beginning Eligibility

FIELD 41 Summer Attempted HoursFIELD 42 Summer GPA HoursFIELD 43 Summer Quality PointsFIELD 44 Summer GPAFIELD 45 End of Summer Eligibility

FIELD 46 Fall Attempted HoursFIELD 47 Fall GPA HoursFIELD 48 Fall Quality PointsFIELD 49 Fall GPAFIELD 50 End of Fall Eligibility

FIELD 56 Spring Attempted HoursFIELD 57 Spring GPA HoursFIELD 58 Spring Quality PointsFIELD 59 Spring GPAFIELD 60 End of Spring Eligibility

FIELD 97 HOPE Scholarship Loss Date FIELD 99 Zell Miller Loss Date

Field 97: HOPE Scholarship Loss Date: The HOPE Scholarship Tier Tracking Process (ZRPTIER), the Three Term Checkpoint Process (ZRPTTCP), and the End of Spring Process (ZRPHEOS) will update Field 97 for any student who loses eligibility for HOPE Scholarship at the end of a term due to a below 3.0 Scholarship GPA at a checkpoint.

Field 99: Zell Miller Loss Date: The HOPE Scholarship Tier Tracking Process (ZRPTIER), the Three Term Checkpoint Process (ZRPTTCP), and the End of Spring Process (ZRPHEOS) will update Field 99 for any student who loses eligibility for Zell Miller Scholarship at the end of a term due to a below 3.30 Scholarship GPA at a checkpoint.

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Prerequisites continued:

Banner Form RORUSER:

3. ROAUSDF: The OVERALL FIELDS (21 through 28) and the BEGINNING FIELDS (31 through 38) MUST BE manually entered using form ROAUSDF for any student that should be included in the process. If these fields are not manually entered, the student will be omitted from the process. This must be done only once.

The appropriate fields will be automatically populated for each term the student is enrolled thereafter.

NOTE: Version 13.6 includes code ‘N%’ (‘%’ is a wildcard and any character or number is valid) as a valid tier code to be used for tracking ineligible students. Any student who is not eligible for HOPE Scholarship, but has applied may be set up on ROAUSDF (Fields 21-28 and 31-38) and coded with tier status of ‘N%’. Any student coded as ‘N%’ who crosses a 30/60/90 Hour Checkpoint will be evaluated for eligibility and assigned one of the following tier codes: ‘H2’, ‘H3’, H4’, ‘BG’.

4. The following end-of-term processes must be complete prior to running this process each term: Grades for the term must have been rolled (SHRROLL). GPAs must be calculated (SHRGPAC or SHRCGPA).

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Parameters:

01 Term code Required Enter the Banner Term Code (example: 201812). ‘Invalid Term/Aid Year Combination’ error generated for aid year/term code mismatch.

02 Aid Year Code Current Aid Year Code – example 171803 Run Mode Valid Values: R, P,

or IR – All Registered for Term, P - Population Selection, I- Student ID (select ‘I’ if running process on single student)

04 Student ID Required if Parameter 03 = I

For Run Mode (Parameter 03) = I (Student ID), enter the student’s Banner Student ID

05 Application Code Required if Parameter 03 = P

For Run Mode (Parameter 03) = P (Population Selection), enter the Application for the Population Selection – example FINAID

06 Selection ID Required if Parameter 03 = P

For Run Mode (Parameter 03) = P (Population Selection), enter the Selection ID (Name of the Population Selection)

07 Creator ID Required if Parameter 03 = P

For Run Mode (Parameter 03) = P (Population Selection), enter the Creator ID of the Population Selection

08 User ID Required if Parameter 03 = P

For Run Mode (Parameter 03) = P (Population Selection), enter the User ID of the Population Selection

09 Email User Name Not Required, but Recommended

Enter User Name for the output report to be emailed. Only a valid college issued email address user name will process. Example – If Johnnie Smith at Albany Tech is running this process and his email address is jsmith@albanytech.edu, then Johnnie would enter jsmith for Parameter 08.

10 Run Mode Valid Values: A, U A – Audit or U - UpdateNOTE: It is recommended that you run this process first in audit mode. Audit mode does not update ROAUSDF.

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Notes: Only degree-seeking students will be processed (4th digit of major code = 3). Beginning with fall semester 2011 (201212) Learning Support coursework is not counted as Scholarship

Attempted-Hours. Credit hours earned for Learning Support in Fall term 2011 or later, or accepted for Degree credit in Fall 2011 or later, are not counted as Attempted-Hours.

Credit hours earned for Learning Support coursework prior to Fall term 2011, are counted as Attempted-Hours if such coursework was attempted by the student while he or she was Enrolled in a Degree program or while he or she was Enrolled in a Diploma or Certificate program and the coursework was accepted as credit toward the student’s Degree program prior to Fall term 2011. Learning Support Coursework:

Class Course Subject Course NumberReading READ 09%, 009%, 0989English ENGL 09%, 009%, 0989English ESOL 006%, 007%, 008%, 09%, 009%Math MATH 09%, 009%, 0989

If the next term’s beginning date is after the scholarship expiration date, the process will update ROAUSDF Field 28 (Overall Eligibility) to ‘XP’. The report will reflect the student’s ‘regular’ tier status for the term being processed. ZRPTIER is run on the current term. The tier status eligibility is calculated for the ‘end of term’. Therefore, the tier code reflected on the report is based on coursework/grades for the term just completed.

Beginning with fall semester 2017 (201812) any STEM course taken will have an additional .5 weight added for grades of ‘B’, ‘C’, and ‘D’. STEM courses are identified in the ZTVSTEM validation table/form.Example: 3 credit hour course

No STEM weight: grade of C = 2.0 x 3 hours = 6 QP equals a 2.0 GPAWith STEM weight: grade of C = 2.0 + .5 additional weight = 2.5 x 3 hours = 7.5 QP GPA 2.5

For each course identified as STEM beginning with fall semester 2017 (201812) the process will automatically add .5 to the GPA calculation where the grade is B, C, or D:

GRADE NOT STEM STEMA 4.0 4.0B 3.0 3.5C 2.0 2.5D 1.0 1.5F 0.0 0.0

WF 0.0 0.0 If the process does not end normally, it may be rerun as many times as is necessary. No changes will be

committed in ROBUSDF (Form ROAUSDF) until the process ends normally. If the process ends normally, it may be run again only for those students that were not included in the previous

run(s). The process will reject any second or subsequent updates for a student that has already been processed for the

term. (ROAUSDF - If the fields for the specified term for a student are populated, the student’s record will not be updated.)

The HOPE Scholarship Tier Tracking Process (ZRPTIER) must be run prior to running the Three Term Checkpoint Process (ZRPTTCP).

HOPE Scholarship Process Sequence:1. HOPE Scholarship Tier Tracking Process (ZRPTIER)2. Three Term Checkpoint (ZRPTTCP)3. End of Spring Checkpoint (ZRPHEOS) Important: Only run after spring term4. HOPE Scholarship Review Report (ZRRHREV) Run after ZRPTTCP if not spring term.

The HOPE Scholarship Tier Tracking and Three Term Checkpoint process must be run prior to running the End of Spring Checkpoint Process.

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Results:Possible eligibility (tier) codes are: (ROAUSDF – Field 28 Overall Eligibility)

BG Below GPA -This code is set when a student crosses a 30/60/90 Hour Checkpoint and the current overall GPA is below 3.00 for HOPE Scholarship or 3.30 for Zell Miller Scholarship.

LH HOPE Scholarship Two Losses (Ineligible status.)LZ Zell Miller Scholarship Two Losses (Ineligible status.)MX Exceeded Max Hours (total attempted hours > 127.00) -This code is set whenever the total attempted

hours exceeds 127.ND Not Degree – This code is set when it is determined that a student is diploma or certificate seeking for

the specified term.N% Not Eligible - This code is to be used for tracking ineligible students and is entered manually. Any

student who is not eligible for HOPE Scholarship, but has applied may be set up on ROAUSDF (Fields 21-28 and 31-38) and coded with tier status of ‘N%’. Any student coded as ‘N%’ who crosses a 30/60/90 Hour Checkpoint will be evaluated for eligibility and assigned one of the following tier codes: ‘H2’, ‘H3’, H4’, ‘BG’.

H1 HOPE Tier 1 (total attempted hours < 30)H2 HOPE Tier 2 (total attempted hours >= 30 and < 60)H3 HOPE Tier 3 (total attempted hours >= 60 and < 90)H4 HOPE Tier 4 (total attempted hours >= 90 and < =127)XP Expired Scholarship – This code may set by the USER for initial evaluations and is set by process

whenever the next term’s beginning date is after the scholarship expiration date.Z1 Zell Miller Scholarship Tier 1 (total attempted hours < 30)Z2 Zell Miller Scholarship Tier 2 (total attempted hours >= 30 and < 60)Z3 Zell Miller Scholarship Tier 3 (total attempted hours >= 60 and < 90)Z4 Zell Miller Scholarship Tier 4 (total attempted hours >= 90 and < =127)

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Scholarship GPA Calculation Details:

Quarter to Semester Hour Conversion:

All TCSG coursework prior to fall semester 2012 (201212) was offered as quarter hours. Summer quarter 2012 (Banner term code 201201) was the last term offered under the TCSG quarter system.

1. The following ROAUSDF fields reflecting data in Quarter hours (data through summer 2011, Banner term: 201201) has been copied to Banner form ROANYUD. These fields were copied when ZRPTIER was installed into your Banner system. This is a one-time copying of quarter values from the following fields.

ROAUSDF

ROANYUD

FIELD 21 Most Recent Quarter 321FIELD 23 Overall Attempted Hours 323FIELD 24 Overall GPA Hours 324FIELD 25 Overall Quality Points 325FIELD 27 Overall GPA 327FIELD 28 Overall Eligibility 328FIELD 29 3TC Status 329FIELD 30 GSFC Check Term 330FIELD 31 Beginning Term 331FIELD 33 Beginning Attempted Hours 333FIELD 34 Beginning GPA Hours 334FIELD 35 Beginning Quality Points 335FIELD 37 Beginning GPA 337FIELD 38 Beginning Eligibility 338FIELD 39 EOS Status/Term 339FIELD 40 3TC Check Term 340FIELD 41 Summer Attempted Hours 341FIELD 42 Summer GPA Hours 342FIELD 43 Summer Quality Points 343FIELD 44 Summer GPA 344FIELD 45 End of Summer Eligibility 345FIELD 73 Non-Standard POS Length 355FIELD 97 Any existing data 357FIELD 99 Any existing data 359

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Quarter to Semester Hour Conversion: (Continued)

2. The following ROAUSDF fields have been converted from quarter values to semester values by dividing by 1.5. No rounding and truncating after two decimal places (the hundredth decimal point). The quarter values were converted to semester values when ZRPTIER was installed into your Banner system. This was a one-time conversion process applied to the following fields.

FIELD 23 Overall Attempted HoursFIELD 24 Overall GPA HoursFIELD 25 Overall Quality PointsFIELD 27 Overall GPAFIELD 33 Beginning Attempted HoursFIELD 34 Beginning GPA HoursFIELD 35 Beginning Quality PointsFIELD 37 Beginning GPA

3. Semester tier values are updated as follows:

Valid values:H1 - HOPE Tier 1 (total attempted hours < 30)H2 - HOPE Tier 2 (total attempted hours >= 30 and < 60)H3 - HOPE Tier 3 (total attempted hours >= 60 and < 90)H4 - HOPE Tier 4 (total attempted hours >= 90 and < =127)

NOTE: A student’s tier cannot decrease due to the quarter to semester hour conversion.

(Zell Miller Scholarship first offered fall 2011, same term as Quarter to Semester conversion. Therefore, no Zell Miller Scholarship data converted.)

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Quarter to Semester Hour Conversion: (Continued)

4. Summer term tier code changes. Summer Quarter 2011 (Banner Term Code 201201) values were initially stored in Banner form ROAUSDF in fields 41 – 45. The end of summer quarter 201201 tier code (field 45) was the tier code eligibility for fall semester 201212. Invoicing used field 45 to report the fall semester 2011 (201212) tier code.

The Quarter to Semester award year 2011-2012 consisted of two summer terms for TCSG as follows:

TCSG Term DescriptionBanner Term

CodeROAUSDF Invoicing Tier

CodeEnd of Term

ValuesGSFC Year and Term

CodeSummer Quarter 2011 201201 38 41-45 2012 - 1Fall Semester 2011 201212 45 46-50 2012 - 2Spring Semester 2012 201214 50 56-60 2012 - 4Summer Semester 2012 201216 60 41-45 2013 - 1

Updates to accommodate award year 2011 - 2012: (June 2012)

ROAUSDF Values 41 – 45 have been copied to ROAUDSF Fields 51 – 55 for the 1112 aid year.

ROAUSDF Values 41 – 45 will now store the end of term values for Summer Semester 2012 (Banner term 201216).

After Summer Semester 2012 processing is complete, colleges must run process to copy 1112 eligibility to 1213 ROAUSDF. (See ZRPROLL – HOPE Aid Year Rollover Process documentation.)

Future term tier code processing: (Beginning aid year 1213)

TCSG Term DescriptionBanner Term

CodeROAUSDF Invoicing Tier

CodeEnd of Term

Values GSFC Year and Term CodeFall Semester 20%12 38 46-50 20% - 2Spring Semester 20%14 50 56-60 20% - 4Summer Semester 20%16 60 41-45 20% - 1 (next aid year)

NOTES:

Summer Semester is last term of TCSG award year and first term of GSFC award year. Invoicing process will not generate INU file for terms prior to 201214 due to tier code issues. Above changes released to colleges after June 22nd 1112 invoicing extended deadline.

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Quarter to Semester Hour Conversion: (Continued)

The conversion formula applied to coursework for the Scholarship GPA is outlined below.

Convert quarters to semesters by dividing the total quarter hours and quality points by 1.5. Do not round, truncate after two decimal places (the hundredth decimal point).

Add the resulting credit hours and quality points from the conversion to the total of the semester hour credits and quality points.

GPA: Divide the total quality points by the total credit hours. Do not round, truncate after two decimal places (the hundredth decimal point). Result equals Scholarship GPA.

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Scholarship Loss Dates:

Previous New HOPE Sch. Zell MillerProcess Description Status Status Loss Date Loss DateZRPTIER Not Zell Scholar with H% below 3.0 H% BG YES NOZRPTIER Zell Scholar with Z% below 3.3 Z% BG NO YESZRPTIER Zell Scholar with H% below 3.0 H% BG YES YESZRPTTCP Zell Scholar with Z% below 3.3 Z1 3T NO YESZRPTTCP Not Zell Scholar with H% below 3.0 H1 3T YES NOZRPHEOS Not Zell Scholar with H% below 3.0 H% SBG YES NOZRPHEOS Zell Scholar with Z% below 3.3 Z% SBG NO YESZRPHEOS Zell Scholar with H% below 3.0 H% SBG YES YES*Above Loss Date determinations for fall 2011 (201212) through spring 2013 (201314). GSFC changed the Loss Date determinations for Zell Miller Scholars losing HOPE Scholarship eligibility effective summer semester 2013 (201316). Change implemented in version 13.5.

Scholarship Loss Dates effective summer semester 2013 (201316):

ZRPTIER Not Zell Scholar with H% below 3.0 H% BG YES NOZRPTIER Zell Scholar with Z% below 3.3 Z% BG NO YESZRPTIER Zell Scholar with H% below 3.0 H% BG YES NOZRPTTCP Zell Scholar with Z% below 3.3 Z1 3T NO YESZRPTTCP Not Zell Scholar with H% below 3.0 H1 3T YES NOZRPHEOS Not Zell Scholar with H% below 3.0 H% SBG YES NOZRPHEOS Zell Scholar with Z% below 3.3 Z% SBG NO YESZRPHEOS Zell Scholar with H% below 3.0 H% SBG YES NO

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

Reports:

The zrptier_xxxxxx.lis file is generated from the ZRPTIER process and can be emailed to the valid email address entered in Parameter 09. This file can also be retrieved from the /u02/jobsub/PROD/gurjobs directory.

ZRPTIER: HOPE Scholarship Tier Tracking Process Date: 21-DEC-17 TERM: 201812 Time: 11:06:59 AM PAGE NO: 1

ID Name GPA Hours New Tier Prev Tier Comment --------- ------------------------- ---- ------ ------- --------- ------- 910069182 Arnold, Steve D 3.48 55.98 Z2 Z2 910196516 Akins, Ashley M 3.78 70.32 H3 H2 910194863 Alvarez, Sixto M 3.84 102 H4 H3 910184668 Anderson, Cynthia M 3.80 68.32 H3 H2 910201955 Anderson, David R 3.89 135 MX H4 910197744 Anderson, Kayla M Fall Data Exists 910077999 Banks, Steve R 3.01 32 3T H2 910202596 Bolton, Auburn J 2.68 35.64 BG 052012 910086824 Wilkes, Jenny L 3.92 41.64 H2 062017Number of students processed: 8

The report includes the following information:

ID Name Hope Scholarship or Zell Miller Scholarship GPA HOPE Scholarship or Zell Miller Scholarship Attempted Hours (ROAUSDF Field 23) HOPE Scholarship or Zell Miller Scholarship New Tier Code HOPE Scholarship or Zell Miller Scholarship Previous Tier Code Comment:

o TERM Data Exists – Comment will display if data already exists for term.o HOPE Scholarship or Zell Miller Scholarship Loss Date in format MMYYYY. Example 052012 = May 2012.

This is the month and year the student lost HOPE Scholarship eligibility due to a < 3.0 GPA (Or < 3.30 for Zell Miller Scholarship) at a Tier Checkpoint, Three Term Checkpoint, or End of Spring Checkpoint. This date is reported to GSFC in the GAU file. ‘Loss Date’ reporting requirement effective end of fall 2011 (Banner term 201212).

o Expired Scholarship – Comment will display Scholarship Expiration date. NOTE: The Tier Code will display on report for term. However, ROAUSDF Field 28 (Overall

Eligibility will be set to ‘XP’ – Expired Scholarship (ineligible for future terms)). USER may run population selection on ROAUSDF Field 28 to identify students with ‘XP’ status.

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

HOPE Scholarship Population Selection Example:

The below combination of population selections will allow you to identify students that ZRPTIER did not update. This population selection information is provided to assist you with end of term processing.

To identity students with HOPE Scholarship or Zell Miller Scholarship paid for the term and no end of term eligibility calculated, you must create the H_SCH_PAID and the ZRPTIER_COMPLETE population selections on GLRSLCT as described below.

H_SCH_PAID minus ZRPTIER_COMPLETE = H_SCH_REVIEW

You should review the students in the H_SCH_REVIEW population selection. Manual updates may be needed to ROAUSDF.

H_SCH_PAID: Population Selection of students with HOPE Scholarship paid for the term.

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

HOPE Scholarship Population Selection Example: (Continued)

ZRPTIER_COMPLETE: Population Selection of students with end term eligibility determined.

NOTE: The second line of this population selection must be updated for the term you are checking. Using ROBUSDF_VALUE_60 will identify students with ‘End of Spring Eligibility’ determined.

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Program: HOPE SCHOLARSHIP TIER TRACKING PROCESS

HOPE Scholarship Population Selection Example: (Continued)

H_SCH_REVIEW: Population Selection of students with HOPE Scholarship paid for the term and no end of term eligibility calculated.

H_SCH_PAID minus ZRPTIER_COMPLETE = H_SCH_REVIEW

There is no setup for this population selection on GLRSLCT. By subtracting students with end of term eligibility calculated (ZRPTIER_COMPLETE) from students who were paid HOPE Scholarship for the term (H_SCH_PAID), you will have students with HOPE Scholarship paid for the term whose end of term eligibility was not determined (H_SCH_REVIEW).

Technical Support:

If you have additional questions or problems running this process, please contact the TCSG Data Center by emailing the Help Desk at datacenter@tcsg.edu .

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