TEXAS Grant
Student-by-Student
FY2009 Year End Report
Instructions – SFTP Submission
Prepared by:
Grants and Special Programs
Texas Higher Education Coordinating Board
Contact:
[email protected]
Outside Austin: 800/242-3062 options 3, 3, 5
Austin Metro: 512/427-6340 options 3, 3, 5
April 29, 2009
TEXAS Grants
Student-by-Student Year-End Report
SFTP Submission
Table of Contents
Foreword .................................................................................................................1
Data Element Updates ............................................................................................2
Contents of Student Records ..................................................................................4
Data Element (Fields)
Field Layout
Instructions
Edit Checks
Error Listing Messages
Data Structure .........................................................................................................13
How to Submit Reports and Correct Errors
Sequence of Activities ..................................................................................14
Flowchart ......................................................................................................15
Submitting your Files ....................................................................................16
Header and Trailer Records...............................................................17
SFTP (Secured File Transfer Protocol) Instructions ..........................18
Sample Certification Form .......................................................................................19
TEXAS Grant
Year End Reports
Each institution that is participating in the TEXAS Grant Program during the 2008-2009 academic
year is required to submit a Student-by-Student Report on all students who received awards during
this year. The calendar for processing the report is as follows:
Calendar

May 1 – first date for submitting student-by-student data by SFTP;

June 15 – deadline for having all errors resolved. Your Student-by-Student report must be
certified and reconciled by this date, whether it has been submitted by SFTP or through
online data entry.
NOTE: Any institution that fails to meet these deadlines will be penalized a percentage of its
2011-2012 Allocations. A letter will also be mailed to your President regarding this matter.
Potential Sanctions
If the year-end report is submitted up to a week late, an institution may lose 5% of its initial
allocation the following year. Year-end reports submitted more than a week late can cause a
10% decrease. Year-end reports more than 1 month late can cause more severe penalties.
The maximum cumulative penalty is 30% of an institution’s initial allocation the following year.
(THECB Rules Chapter 22, Section 22.227(c) (3) (B))
1
NOTES ON DATA ELEMENT UPDATES

Data element (field) 1 asks for the student’s Social Security Number. The SSN is
mandatory and will be the standard for all reports submitted to the Coordinating
Board. This information needs to be collected on all reports we receive from all
participating schools so that the integrity of the data remains consistent. Only the students
who do not actually have SSNs will be allowed to be reported using school-generated IDs.
All others must use the SSN.

Data element (field) 13 (Student’s Race or Ethnicity) is a required field. Students
designated as “International” are not eligible to receive awards.

Reporting SAP eligibility (data element field 14):
ALL Initial students (this includes Associate Degree students) must meet your
institution’s financial aid SAP requirements as of the end of the spring term in order to
be eligible for a renewal award.
Renewal students whose IY award was made prior to 09/01/2005 must end their
enrollment period with a 2.5 overall GPA, having completed at least 75% of the hours
attempted in the most recent academic year. Remember that the GPA and
completion rate values must be reported as specified in the data layout.
Renewal students whose IY award was made on or after 09/01/2005 must end their
enrollment period with a 2.5 overall GPA, having completed at least 75% of the hours
attempted in the most recent academic year and having completed 24 semester
credit hours per year. Remember that the GPA and completion rate values must be
reported as specified in the data layout

Data elements (fields) 15 (GPA) and 16 (Completion Rate) are no longer optional. This
information is required of all students.

Data element (field) 24 (Summer Hours) should be left blank. Summer awards are not
authorized.

Data element (field) 29 (Hours Completed) is required starting 09/01/2005 for all recipients.

Data element (field) 30 (Date Student Was Awarded) is required starting 09/01/2005 for all
students participating in the TEXAS Grant Program, be they IY or RY Award recipients.

Data element (field) 31(Receipt of Texas Retailers Education Foundation Funds) is a
required field for all students. Please indicate if a student’s award was provided by
donations from the Texas Retailers Education Foundation (TREF).

Data element (field) 32 (Cost of Attendance) is a required field for all students. Please
report the student’s gross cost figure for the 2008-2009 award year.
2

Data element (field) 33 (Expected Family Contribution) is a required field for all students.
Please report the student’s 9-month EFC as determined using the federal methodology.

Data element (field) 34 (Alternate Need Calculation) is a required field. Please indicate
whether or not your institution utilized this formula to determine eligibility for an IY award for
those students with an EFC greater than $4000.
3
TEXAS Grant
Student-by-Student Recipient Data
(EVERY DATA ELEMENT MUST BE INCLUDED IN EVERY RECORD OF YOUR FILE)
(YOUR FILE MUST BE TAB-DELIMITED TEXT)
Data Element (Field)
1. Student ID Number
Field Layout
999999999
Instructions
Numeric; right justified; 9 digits max
Response required
Edit Checks
Error Listing
Messages
Error if not numeric
Error if left blank
E: non-numeric
E: blank field
Error if not numeric
Error if left blank
Error if < 1 or > 2
E: non-numeric
E: blank field
E: out of range
Error if not numeric
Error if left blank
Error if mm is out of range of 112
Error if dd is out of range of 1-31
E: non-numeric
E: blank field
E: month out of range
Use NO dashes or slashes.
SSN is required. You must be consistent. If
student has no SSN:
1. assign a 9-digit ID number composed of
school FICE code + 3 trailing digits; or
2. use the ID # used on your CBM and FADB
reports.
2. Is the Student ID
Number a Social
Security Number or a
school-assigned
number?
9
3. Date of Birth
mmddyyyy
Numeric; right justified; 1 digit max
Response required.
1 = SSN
2 = School-assigned ID
Numeric; right justified; 8 digits
Response required
Enter the 2-digit month, 2-digit day and the 4digit year
month range 01 through 12
day range 01 through 31
E: day out of range
4. Student’s Last
Name
xxxxxxxxxxxxxxxxxxxxxx
xxxxxxxx
Alpha; left justified
30 characters, maximum
upper or lower case acceptable
Response required.
Error if left blank or spaces
Error if enter “xxxx”
Error if numeric
E: blank field
E: junk data
E: not alpha
5. Student’s First
Name
xxxxxxxxxxxxxxxxxxxxxx
xxxxxxxx
Alpha; left justified
30 characters, maximum
upper or lower case acceptable
Response required
Error if left blank or spaces
Error if enter “xxxx”
Error if numeric
E: blank field
E: junk data
E: not alpha
4
Data Element (Field)
Field Layout
Instructions
Edit Checks
Error Listing
Messages
6. Student’s Middle
Initial
x
Alpha; left justified
1 character, maximum
upper or lower case acceptable
Leave blank if no middle initial
Error if numeric
E: not alpha
7. Street address line
one of Permanent
Address
xxxxxxxxxxxxxxxxxxxxxx
xxxxxxxx
Alphanumeric; left justified
30 characters, maximum
upper or lower case acceptable
Response required
Error if left blank or spaces
Error if enter “xxxx”
E: blank field
E: junk data
8. Street address line
two of Permanent
Address
xxxxxxxxxxxxxxxxxxxxxx
xxxxxxxx
Error if enter “xxxx”
E: junk data
9. Street address line
three of Permanent
Address
xxxxxxxxxxxxxxxxxxxxxx
xxxxxxxx
Error if enter “xxxx”
E: junk data
10. City of Permanent
Address
xxxxxxxxxxxxxxxxxxxx
Alphanumeric; left justified
30 characters, maximum
upper or lower case acceptable
To be used as extra space; leave blank if not
needed
Alphanumeric; left justified
30 characters, maximum
upper or lower case acceptable
To be used as extra space; leave blank if not
needed
Alpha; left justified
20 characters, maximum
upper or lower case acceptable
Response required
Error if left blank or spaces
Error if enter “xxxx”
Error if numeric
E: blank field
E: junk data
E: not alpha
11. State of Permanent
Address
xx
Alpha; left justified
2 characters, maximum
Response required
Error if left blank or spaces
Error if enter “xx”
Error if numeric
E: blank field
E: junk data
E: not alpha
12. Zip Code of
Permanent Address
999999999
Numeric; right justified; 9 digits max
Response required
(if last 4 digits are unknown, enter 0000)
Error if not numeric
Error if left blank.
Error if zip prefix = 99999
Error if zip prefix = 00007
E: non-numeric
E: blank field
E: invalid data
E: invalid data
5
Data Element (Field)
13. Student’s race or
ethnicity
14. As of the end of the
student’s 2008-2009
enrollment period, was
he/she meeting
program academic
progress requirements?
Field Layout
9
9
Instructions
Numeric, right justified; 1 digit max
Response required
1 = White, Non-Hispanic
2 = African-American, Black
3 = Hispanic or Latino
4 = Asian or Pacific Islander
5 = American Indian or Alaskan Native
6 = International
7= Unknown or Not Reported (for students
declining to report their ethnic origin)
Numeric, right justified; 1 digit max
Response required
Edit Checks
Error Listing
Messages
Error if not numeric
Error if left blank
Error if < 1 OR > 7
E: non-numeric
E: blank field
E: out of range
Error if = 6
E: Invalid recipient
Error if not numeric
Error if left blank
Error if > 2
E: non-numeric
E: blank field
E: out of range
Error if not numeric
Error if left blank
Error if > 4.00
E: non-numeric
E: blank field
E: out of range
1 = yes (student eligible for a fall 2009 award)
2 = no
For all initial award recipients, SAP is set by the
institution.
For RY students whose IY award was made
prior to 09/01/2005, SAP must be a cumulative
2.5 GPA and a 75% completion rate.
15. Student’s overall
GPA
9.99
For RY students whose IY award was made on
or after 09/01/2005, students must meet the 3
part SAP:
1. a cumulative 2.5 GPA ,
2. 75% completion rate and
3. complete at least 24 semester credit
hours in his or her most recent
academic year
Numeric, right justified; 3 digits max with
decimals
Response required
Definition - The GPA as defined by the
institution. Exception: If the institution
recalculates a transfer student’s GPA on the
basis of credits earned at the current and
previous institutions, report the recalculated
GPA.
6
Data Element (Field)
Field Layout
Instructions
Edit Checks
Error Listing
Messages
16. Student’s
completion rate for the
2008-2009 enrollment
period.
9.99
Numeric, right justified; 3 digits max
With decimals
Response required
(Fall, Spring, Winter and Summer, if applicable)
Error if not numeric
Error if left blank
Error if > 1.00
E: non-numeric
E: blank field
E: out of range
17. Date student
received a bachelor’s
degree, if applicable
mmddyyyy
Numeric; right justified; 8 digits max
Error if not numeric
Error if mm is out of range of 112
Error if dd is out of range of 1-31
E: non-numeric
E: month out of range
Error if not numeric
Error if left blank
Error if = 1 AND student
received an award prior to 20082009
Error if = 2 AND student DID
NOT receive an award prior to
2008-2009
Error if < 1 OR > 2
E: non-numeric
E: blank field
E: renewal yr student
Error if not numeric
Error if left blank
Error if = 0 AND data element 18
=1
Error if > 0 AND data element 18
=2
Error if > 3
E: non-numeric
E: blank field
E: invalid data
If student did not receive a bachelor’s degree,
leave blank
E: day out of range
Enter the 2-digit month, 2-digit day and the 4digit year
month range 01 through 12
day range 01 through 31
18. In 2008-2009, did
the student receive an
Initial or a Renewal
Award?
19. Semester of the
student’s First Initial
Award made if in 20082009.
9
Numeric; right justified; 1 digit max
Response required
1 = Initial Award
2 = Renewal Award
9
Numeric; right justified; 1 digit max
Response required
0 = if answer to data element #18 is 2 (renewal
award)
1 = fall
2 = spring
3 = winter
7
E: initial yr student
E: out of range
E: invalid data
E: out of range
Data Element (Field)
20. Calendar year of
the student’s First Initial
Award made if in 20082009.
Field Layout
9999
Instructions
Numeric; right justified; 4 digits max
Response required
0 = if answer to data element #18 is 2 (renewal
award)
2008 = fall
2009 = spring
2008 = winter
21. Number of hours
paid for with the fall
2008 award
99
Numeric; right justified; 2 digits max
Response required
If hours are less than 9, professional judgment
code needed (data element #25)
If hours for any given term are greater than 21,
manual override by Rafael Villarreal needed
Enter 0 if only spring and winter awards were
received.
Hours reported must be those attempted at
the time award was made. No exceptions!
8
Edit Checks
Error Listing
Messages
Error if not numeric
Error if left blank
Error if = 0 AND data element 18
=1
Error if > 0 AND data element 18
=2
Error if < 2008 OR > 2009
Error if = 2008 AND data
element 19 = 2
Error if = 2009 AND data
element 19 = 1
Error if = 2009 AND data
element 19 = 1 OR 3
E: non-numeric
E: blank field
E: invalid data
Error if not numeric
Error if left blank
Error if > 0 AND < 9 AND data
element 25 = 0
Error if > 21
Error if data element 21 AND
data element 22 AND data
element 23 = 0
E: non-numeric
E: blank field
E: no prof judgment
E: invalid data
E: out of range
E: invalid year
E: invalid year
E: invalid year
E: out of range
E: hours blank
Data Element (Field)
22. Number of hours
paid for with the spring
2009 award
Field Layout
99
Instructions
Numeric; right justified; 2 digits max
Response required
If hours are less than 9, professional judgment
code needed (data element #25)
If hours for any given term are greater than 21,
manual override by Rafael Villarreal needed
Edit Checks
Error Listing
Messages
Error if not numeric
Error if left blank
Error if > 0 AND < 9 AND data
element 25 = 0
Error if > 21
Error if data element 21 AND
data element 22 AND data
element 23 = 0
E: non-numeric
E: blank field
E: no prof judgment
Error if not numeric
Error if left blank
Error if > 0 AND < 9 AND data
element 25 = 0
Error if > 21
Error if data element 21 AND
data element 22 AND data
element 23 = 0
E: non-numeric
E: blank field
E: no prof judgment
Error if left blank
E: non-numeric
E: blank field
E: out of range
E: hours blank
E: out of range
E: hours blank
Enter 0 if only fall and winter awards were
received.
Hours reported must be those attempted at
the time award was made. No exceptions!
23. Number of hours
paid for with the winter
2008 award
99
Numeric; right justified; 2 digits max
Response required
If hours are less than 9, professional judgment
code needed (data element #25)
If hours for any given term are greater than 21,
manual override by Rafael Villarreal needed
E: out of range
E: hours blank
Enter 0 if only fall and spring awards were
received.
24. Total number of
hours paid for with the
summer award
99
Hours reported must be those attempted at
the time award was made. No exceptions!
Enter Zeros for this field
9
Data Element (Field)
Field Layout
25. Did you exercise
Professional Judgment
in determining the
student’s eligibility?
9
26. By how many
months is the student’s
6-year period of
eligibility extended
based on hardship?
99
Instructions
Numeric; right justified; 1 digit max
Response required
Edit Checks
Error Listing
Messages
Error if not numeric
Error if left blank
Error if > 10
E: non-numeric
E: blank field
E: out of range
Error if not numeric
Error if left blank
E: non-numeric
E: blank field
Error if not numeric
Error if left blank
Error if < 1 OR > 2
E: non-numeric
E: blank field
E: out of range
0 = no
1 = less than 9 hours due to hardship
2 = less than 9 hours due to limited need
3 = less than 9 hours due to graduation
4 = more than 16 months due to hardship
5 = extension of 6 year eligibility due to hardship
6 = fewer than 9 hours at this institution due to
concurrent enrollment
7 = less than 2.5 GPA due to hardship
8 = less than 75% completion rate due to
hardship
9 = less than 24 hours completed due to
hardship
10 = less than 9 hours due to Institution Quarter
System
Numeric; right justified; 2 digit max
Response required
Enter 0 if none unless coded as 5 in item #25.
The extension may be for one semester for
each term the student was unable to attend
college or take as much as a ½-time course
load due to hardship.
27. Did the student
acquire eligibility
through receipt of an
Associate’s Degree for
the 2008-2009 award
year?
9
Numeric; right justified; 1 digit max
Response required
1 = yes
2 = no
10
Data Element (Field)
Field Layout
28. Student’s total
TEXAS Grant award
amount for the 20082009 academic year
(Fall, Spring, Winter
and Summer, if
applicable).
9999.99
29. Hours Completed
for Fall 2008 & Spring
2009.
99
30. Date Student was
Awarded
mmddyyyy
Instructions
Numeric; right justified; 6 digits max with
decimals
Response required.
E: non-numeric
E: blank field
E: invalid award
Numeric; right justified; 2 digit max
Response required
Error if not numeric
Error if left blank
E: non-numeric
E: blank field
Numeric; right justified; 8 digits max
Response required
Error if not numeric
Error if mm is out of range of 112
Error if dd is out of range of 1-31
E: non-numeric
E: month out of range
Error if not numeric
Error if left blank
Error if < 1 OR > 2
E: non-numeric
E: blank field
E: out of range
Error if amount exceeds:
1. $5,280 for universities, public and private
and state colleges;
2. $1,730 for community colleges;
3. $2,650 for technical schools; or
4. $3,331 for private institutions (for ALL
awards made after 09/01/2005).
9
Error Listing
Messages
Error if not numeric
Error if left blank
Error if amount exceeds max
award for institution type
Error if = 0
Enter the 2-digit month, 2-digit day and the 4digit year
month range 01 through 12
day range 01 through 31
31. Did the student
receive funds through
the Texas Retailers
Education Foundation?
Edit Checks
Numeric; right justified; 1 digit max
Response required.
1 = Yes
2 = No
11
E: no award
E: day out of range
Data Element (Field)
32. Cost of Attendance
Field Layout
99999
Instructions
numeric; right justified
rounded to full dollar amounts
response required
Edit Checks
Error Listing
Messages
Error if not numeric
Error if left blank
Error if < 50 AND > 50000
E: non-numeric
E: blank field
E: Invalid data
numeric; right justified
rounded to full dollar amounts
response required
Error if not numeric
Error if left blank
Error if > 999999
E: non-numeric
E: blank field
E: Invalid data
Report the student’s 9 month EFC as
determined using the federal methodology.
(May reflect professional judgment calculation)
Error if > 4000 AND data
element # 18 = 1 AND data
element #34 = 2
Numeric; right justified; 1 digit max
Response required
Error if not numeric
Error if left blank
Error if < 1 or > 2
This should be the gross cost figure for the
2008-2009 award period.
33. Expected Family
Contribution
34. Alternate Need
Calculation
999999
9
1 = Yes
2 = No
Indicate “Yes” in this field if your institution
utilized this formula to determine IY award
eligibility for a student with an EFC greater than
$4000.
12
E: non-numeric
E: blank field
E: out of range
DATA STRUCTURE
(SAVE FILE AS TAB-DELIMITED TEXT)
(A Tab must appear after each field)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
FIELD_NAME
FIELD_TYPE
FIELD
LENGTH
FIELD
INDEXED?
STDNT_ID_NUMBER
SSN_ID_TYPE
DATE_OF_BIRTH
STDNT_LAST_NAME
STDNT_FIRST_NAME
MIDDLE_INITIAL
STREET_ADDRESS
STREET_ADDRESS2
STREET_ADDRESS3
CITY
STATE
ZIP_CODE
ETHNICITY
MET_SAP
OVERALL_GPA
COMPLETION_RATE
BACHELOR_DEGREE
AWARD_TYPE
SEMESTER_AWARD
YEAR_AWARD
FALL_HOURS_PAID
SPRING_HOURS_PAID
WINTER_HOURS_PAID
SUMMER_HOURS_PAID
PROF_ JUDGEMENT
ELIGIBILITY_EXTEND
ASSOC_DEGREE
TOTAL_AWD_AMOUNT
HOURS_COMPLETED
DATE_AWARDED
TREF_FUNDS
COST_OF_ATTEND
EXP_FAMILY_CONT
ALT_NEED_CALCULATION
CHARACTER
NUMERIC
CHARACTER
CHARACTER
CHARACTER
CHARACTER
CHARACTER
CHARACTER
CHARACTER
CHARACTER
CHARACTER
CHARACTER
NUMERIC
NUMERIC
NUMERIC
NUMERIC
CHARACTER
NUMERIC
NUMERIC
NUMERIC
NUMERIC
NUMERIC
NUMERIC
NUMERIC
NUMERIC
NUMERIC
NUMERIC
NUMERIC
NUMERIC
CHARACTER
NUMERIC
NUMERIC
NUMERIC
NUMERIC
9
1
8
30
30
1
30
30
30
20
2
9
1
1
4
5
8
1
1
4
2
2
2
2
1
2
1
7
2
8
1
5
6
1
Y
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
13
How to Submit Reports and Correct Errors
Sequence of Activities
A. When submitting Texas Grant reports through Secured File Transfer Protocol (SFTP) either in test or in live
production, a generic email box must be created by each institution to receive an automatic message that a file
has been received by THECB (just as with FADS). Your institution should already have a generic TEXAS
Grant email box.
If your institution does not have such an email box: Once you have created a generic email box (see example
below), please send the email address to [email protected].
 Generic email box format: TXG-mail@school’s-mailbox (example: [email protected]).
When we receive the request, we will send a test email to the generic email box. You are required to reply to
the test email so that we will know that it is a valid email box. If you do not reply, the file receipt confirmation or
error reports will not be sent to the email box.
B. An institution compiles and submits its student-by-student file to our office either by SFTP or by data
entering student records online. In both cases, the institution receives almost immediate confirmation via the
institution’s generic email box that we have received the file. This does not mean that the file is correct. It
simply means that the institution’s transmissions were received.
C. Our system will perform edit checks and if an institution has errors, an email will be automatically generated
and sent to the generic email box instructing the receiver of where and how to retrieve the error report. This
should occur the same day we receive the file.
D. Should an institution identify errors as being correct data, the institution will need to send us an email
indicating the information is correct and that the institution authorizes us to override our editing process to
accept the unexpected value. The written statement should be e-mailed to Rafael Villarreal at
[email protected].
E. If there are errors that need to be corrected and not overridden, the institution then makes corrections as
indicated on the error listing and resubmits its entire file.
We monitor the time delays in receiving responses from institutions. If more than 2 days pass between the
sending of our error listings and the receipt of a response from the school, we will contact the Financial Aid
Director. All edits need to be resolved and the file error free by June 15
STEPS B - E ARE REPEATED UNTIL ALL ERRORS HAVE BEEN RESOLVED.
F. Once an institution’s file is error free, a certification email is sent to the institution’s generic email box
indicating the report is error free. Accompanying the email will be a certification that must be completed and
returned to THECB.
14
Start Process
TG End-Of-Year
Reporting
TEXAS Grant End-Of-Year
Student-by-Student Reporting
Process Flow Diagram
Institution compiles file of
student-by-student information
relevant to the TEXAS Grant
program
Institution submits student-bystudent data to THECB either via
SFTP or on-line web interface
The institution receives
confirmation that information
submitted has been received by
THECB
A THECB automated program
checks the institutional
submission for errors via
automated program
Are errors
detected in the
institution’s
submission?
Yes
THECB notifies the institutions that
errors were detected and provides an
electronic link to the error report and
further processing instructions
No
Send “congratulatory” email to
institution with certification form
included to be completed by the
institution
Institution completes and
submits certification form via
return email
Are the
remaing error values
ones that can be overridden by
THECB because the errors
are legitimate?
No
Institution corrects errors,and
resubmits their student by student
data to be checked by THECB
Yes
Institution sends email to TEXAS Grant
program staff noting legitimate errors
End Process
TG End-Of-Year
Reporting
TEXAS Grant staff manually process
overrides for the legitimate errors that
have been noted by the institution
15
TEXAS Grant staff resubmit the
institution’s student-by-student data
to be checked for remaining errors
SUBMITTING YOUR FILES
There are only two options for submitting your 2008-2009 Student-by-Student Report on Grant
recipients at your institution.

Option 1: SFTP (Secured File Transfer Protocol). This method is similar to the method
used for submitting your Financial Aid Database Report. Institutions submit an entire
file of student records to be processed through our edit check program.
o Information pertaining to SFTP process for TEXAS Grant is on page 18.
o Generic instructions for the SFTP process can be found at
http://www.hhloans.com/Insts/ReplacingFTPwithSFTP.pdf. Keep in mind that
they are not as specific to TEXAS Grant as what we have included.
o The file you are submitting by SFTP must be tab delimited.
o Excel files cannot be submitted via SFTP. Save your Excel file as a tab delimited
file.

Option 2: Online Data Entry Website: For institutions without SFTP capabilities.
Institutions access a data entry screen for entering each of their student records. The
edit check program is initiated by the institution upon completion of data entry.
o Instructions for accessing this web system are contained in a separate
document.

We will not accept files sent via email, fax or diskette.
16
HEADER AND TRAILER RECORDS
(TAB-DELIMITED TEXT)
Header Record Format
Header Record Example: Note [TAB] is an actual tab space
TXGR[TAB]000999[TAB]2009
Item #1
File Label-Id
Enter a tab here
Item #2
Institution Code
Enter a tab here
Item #3
Year – YYYY
Value
Length
TXGR
4
6 digits
6
4 digits
4
Trailer Record Format
Trailer Record Example: Note [TAB] is an actual tab space
EOF1[TAB]99999
Item #1
File Label-Id
Enter a tab here
Item #2
Record Count
(Numeric)
Value
Length
EOF1
4
Number of data
records in file not
including “Header”
And “Trailer” records
5
17
Using SFTP to Transfer TEXAS Grant Year-End Reports
The submission of TEXAS Grant reports can be by electronic transfer. If any data items need to be
changed, make the changes to your file and re-submit it as a complete report. State and federal
security requirements mandate that confidential data be transferred using a secure process. Since
July 15, 2004 all files are required to be submitted or retrieved via SFTP (the secure FTP) server
process. Connection to the SFTP File Server at the THECB is via the Internet.
You may create the data file containing a header record, data records, and a trailer record by
whatever method available.
The header record contains information to identify the data in the file and the length of the data
records. The trailer record contains a record count of the actual number of data records, not including
the header and trailer records, in the file. The record count in the trailer record will be used to verify
that all records were transferred through the communication system.
The actual file name is not critical. Information in the header record is used to identify data contained
in the file. To avoid possible confusion or loss of file by writing over a previously transferred file of the
same name, make each file transferred a unique name.
In order to submit FADS files, you must log into the SFTP server, sftp.thecb.state.tx.us, with a
username and password.
For USERID:
Enter “fasNNNNNN” where “NNNNNN” is your six-digit FICE code.
For example, “fas001234” (lower case ‘fas’; leading zeros required
in the FICE code).
For PASSWORD:
Enter your password, case sensitive. Contact Tanya Trevino at
[email protected] for your password.
Each FICE code has a unique password assigned to it. Guard it to prevent unauthorized access to
your data.
The data sent to the Coordinating Board goes to the “INPUT” directory and the edit and summary
report files are retrieved from the “OUTPUT” directory. Detailed instructions are located at
http://www.txhighereddata.org/UsingSFTP.cfm.
The data content of files will be as defined on the Data Processing Record Layout of each report. The
format and content of the HEADER and TRAILER records are critical and must be valid. Identification
of the data depends totally on the accuracy of the information contained in the header record.
18
STUDENT-BY-STUDENT DATA
CERTIFICATION FORM
CONGRATULATIONS! Your Year End Report did not have any errors.
Please review the figures below and make sure they accurately reflect the Texas Grant Program
activities of your office for the 2008-2009 academic year. If the figures do not seem correct, you must
correct the relevant records and resubmit your entire database file. If you used the online system to
submit your records, then you can use the online system to make your corrections as well. Once the
edits are clear again, we will send you a new certification form.
Number of Students Awarded
Funds Awarded
INITIAL
RENEWAL
GRAND TOTAL
TOTAL FUNDS BUDGETED
CERTIFICATION STATEMENT
I hereby certify that I have reviewed the award information returned to me by the Coordinating Board,
and that they accurately reflect the TEXAS Grant Program activities in our office for the 2008-2009
academic year.
Fice Code:
Institution Name:
Financial Aid Officer responding to this survey:
Today's date:
Phone number of respondent:
E-mail address of respondent:
Please submit this completed form ASAP by e-mail at [email protected] or by fax at
512/427-6420.
Thank you!