Formatting the Financial Aid File Detail Records

Submitting a financial aid data file is optional. You should include three kinds of information in the financial aid data file:

  • Identifying information about the student
  • Information from the student’s Free Application for Federal Student Aid (FAFSA)
  • Information about any grants or loans the student has received

The identifying information is similar to what you include in the cohort and course data files, but there are important differences. Be sure to read the tables below to ensure you include the right data.

The following tables list all of the variables required in each detail record in the financial aid data file. We recommend listing the variables in the order in which they are listed in the tables.

Disclaimer

By submitting this file, you certify that (i) none of the data elements submitted come directly from the National Student Loan Data System; and (ii) the data collected or derived from either the Free Application for Student Aid (FASA) or the Institutional Student Information Record (ISIR) is provided to the National Student Clearinghouse on an optional basis for the application, award, or administration of aid awarded under Title IV of the Higher Education Act, state student aid, or aid awarded by the PDP Institution (each a “Student Aid Program”), which use may include audits and program evaluations necessary for the efficient and effective administration of such Student Aid Programs: FirstGen, ApplAid, Depend, Income, Types of Housing, EFC, MaritalStatus, NumDep, FedGrant, PellAmt, StateGrant need based, StateGrant non-need based, InstGrant need based, InstGrant non-need based, OtherGrant, FedLoan, StateLoan, InstLoan, ParentPLUS, OtherLoan, FedWork, StateWork, InstWork, OtherAid.

Financial Aid Data File Variables

# Variable Variable Type Format Required Description
1 CH1 Enumerated Yes Indicates the type of data record. Enter D1 for detail records.
2 Cohort Date YYYY-YY Yes Must be 2 consecutive years between 2000 and today Example: 2019-20
3 Cohort Term Enumerated Yes Term the student first enrolled in at least one course: Fall, Winter, Spring, or Summer.
4 Academic Year Date YYYY-YY Yes Academic year to which the record belongs. Enter 2 consecutive years between 2000 and today.
5 Institution ID Type Enumerated Yes Originating system of the institution ID (OPEID, FICE, NCES, ACT, etc.). Currently, you can only enter OPEID.
6 Institution ID Alphanumeric 8 characters Yes Your institution’s ID (currently you can only enter an 8-character OPEID).
7 SSN Numeric 9 digits Conditional Student’s Social Security number. If not available, leave blank and enter the Student ID instead. Required if Student ID is blank. Cannot be the same as Student ID.
8 ITIN Numeric 9 digits No Individual Tax Payer Identification Number. Cannot be the same as SSN.
9 Student ID Alphanumeric 3 – 20 characters Conditional Your institution’s ID number for the student. Required if SSN is blank. Cannot be the same as SSN or ITIN. Can include: period, apostrophe, hyphen, underscore
10 First Name Alphanumeric Up to 60 characters Yes Student’s first name. Can include: space, period, apostrophe, hyphen
11 Middle Name Alphanumeric Up to 60 characters No Student’s middle name. Can include: space, period, apostrophe, hyphen
12 Last Name Alphanumeric Up to 60 characters Yes Student’s last name. Can include: space, period, apostrophe, hyphen
13 Suffix Alphanumeric Up to 10 characters No Student’s suffix (such as Jr., II, III). Can include a period.
14 Street Line 1 String 2 – 30 characters Yes Student’s permanent street address. If unknown, enter UK.
15 Street Line 2 String Up to 30 characters No Second line of student’s address, if needed.
16 City String 2 – 20 characters Yes Student’s city of permanent residence. If unknown, enter UK.
17 State Alphabetic 2 characters Yes Student’s state of permanent residence. For US students, enter a valid state code (see Valid State Codes). For students outside the US, enter any other two characters. If unknown, enter UK.
18 Zip/Postal Code Alphanumeric 1 – 10 characters No Student’s permanent ZIP/postal code. Must include at least one number. Can include a hyphen. Cannot include spaces. For postal codes with spaces, you can remove the spaces or replace them with hyphens.
19 Country Enumerated 2 characters Yes Student’s country of permanent residence (see Valid Country Codes). If unknown, enter UK.
20 Date of Birth Date YYYYMMDD Yes Student’s date of birth. Year must be between 1900 and 10 years ago. If unknown, omit the student from the data file.
# Variable Variable Type Format Required Description
21 Applied Aid Enumerated Yes Institution received an ISIR record (including rejected ISIR records) for the student for the academic year. Enter Y for yes or N for no.
22 Depend Enumerated Conditional Student's dependency status at the time of FAFSA application (or first term of enrollment for the academic year if FAFSA is not available). ISIR field #173. Required if Applied Aid = Y. Valid codes:
  • D = Dependent
  • I = Independent
  • X = Rejected dependent
  • Y = Rejected independent
23 Income Numeric Up to 7 digits Conditional Total adjusted gross income in tax year used on FAFSA for independent students or parents of dependent students. If the student did not complete a FAFSA, provide from another source. For dependent students, ISIR field #108 (or #111 + #112 if non-filer). For independent students, ISIR field #43 (or #46 + #47 if non-filer). Required if Applied Aid = Y. If no income, enter 0.
24 Tuition Numeric Up to 6 digits Yes Actual tuition and fees your institution charged the student prior to financial aid being applied for all terms attended in the academic year. If no tuition was charged, enter 0.
25 Type of Housing Enumerated Yes Type of housing student lived in during the academic year. ISIR field #142. Valid codes:
  • 1 = Off-campus (not with family)
  • 2 = Off-campus (with family)
  • 3 = Off-campus = ISIR for the student is not available and detail of off-campus living (with or without family) is unknown.
  • 4 = On-campus
26 Room Charges Numeric Up to 6 characters Yes Room costs charged to the student for all terms attended during the academic year. If exact amounts are not available, enter estimates. If no charges, enter 0.
27 Board Charges Numeric Up to 6 characters Yes Boarding costs (e.g. meal costs) charged to the student for all terms attended during the academic year. If exact amounts are not available, enter estimates. If no charges, enter 0.
28 Books Numeric Up to 6 characters Yes Cost of books and supplies charged to the student for all terms attended during the academic year. If exact amounts are not available, enter estimates. If no charges, enter 0.
29 Other Expense Numeric Up to 6 characters Yes Other costs charged to the student for all terms attended during the academic year. If exact amounts are not available, enter estimates. If no charges, enter 0.
30 EFC Numeric Up to 6 characters Conditional Student's primary (9-month) EFC determined after they filed their FAFSA for the academic year. ISIR field #272. Required if Applied Aid = Y. If the student did not fill out the FAFSA, enter -1. If the student filled out the FAFSA, but the EFC is not available, enter Missing. If the EFC is 0, enter 0.
31 Marital Status Enumerated No Student’s marital status at the time of FAFSA application (or first term of enrollment for the academic year if FAFSA is not available). ISIR field #19. Valid codes:
  • 1 = Single
  • 2 = Married/remarried
  • 3 = Separated
  • 4 = Divorced or widowed
32 Number of Dependents Numeric 1-2 digits No Number of dependents at the time of FAFSA application (or first term of enrollment for the academic year if FAFSA not available). ISIR field #132. If the student has no dependents, enter 0. If unavailable, enter Y for yes (the student has dependents) or N for no (the student does not have dependents).
# Variable Variable Type Format Required Description
33 SEOG Numeric Up to 6 digits No Total amount of Federal Supplemental Educational Opportunity Grants (SEOG) the student received during the academic year. If the student did not receive an SEOG grant, enter 0.
34 TEACH Numeric Up to 6 digits No Total amount of Teacher Education Assistance for College and Higher Education (TEACH) grants the student received during the academic year. If the student did not receive a TEACH grant, enter 0.
35 Veteran and Military Numeric Up to 6 digits No Total amount of federal veterans benefits and military grants (including ROTC) the student received during the academic year. Include payments made for tuition and fees, housing, books and supplies, work-study, and other expenses. If the student did not receive any veteran or military grants, enter 0.
36 Other Federal Grant Numeric Up to 6 digits Conditional Total amount of all other federal grants and awards (other than SEOG, TEACH, veteran/military, or Pell) the student received during the academic year. If the student did not receive any other federal grants, enter 0. Required if Applied Aid = Y.
37 Pell Amount Numeric Up to 5 digits Conditional Total amount of federal Pell grants the student received during the academic year. If the student did not receive a Pell grant, enter 0. Required if Applied Aid = Y.
38 State Grant Need Based Numeric Up to 6 digits Conditional Total amount of needs-based state grants, scholarships, and fellowships the student received during the academic year. Include federal matching funds through programs like the Leveraging Education Assistance Partnership (LEAP) but not institutional funds. If the student did not receive any needs-based state grants, enter 0. Required if Applied Aid = Y.
39 State Grant Non Need Based Numeric Up to 6 digits Conditional Total amount of non-needs-based state grants, scholarships, and fellowships the student received during the academic year. Include merit-based aid and federal matching funds through programs like the Leveraging Education Assistance Partnership (LEAP) but not institutional funds. If the student did not receive any non-needs-based state grants, enter 0. Required if Applied Aid = Y.
40 Institution Grant Need Based Numeric Up to 6 digits Conditional Total amount of need-based institutional grants the student received during the academic year. Include individual departments grants and institution matching funds. If the student did not receive any needs-based institutional grants, enter 0. Required if Applied Aid = Y.
41 Institution Grant Employer Aid Numeric Up to 6 digits Conditional Total amount of employer aid the student received during the academic year, including tuition waivers. If the student did not receive employer aid, enter 0. Required if Applied Aid = Y.
42 Institution Grant Merit Numeric Up to 6 digits Conditional Total amount of merit aid the student received during the academic year. Include athletic scholarships and merit-only aid. If the student did not receive merit aid, enter 0. Required if Applied Aid = Y.
43 Institution Grant Military or Veteran Numeric Up to 6 digits Conditional Total amount of institution military/armed forces grants or veterans education benefits the student received during the academic year. If the student did not receive any institutional military/veterans grants, enter 0. Required if Applied Aid = Y.
44 Other Institution Grant Non Need Based Numeric Up to 6 digits Conditional Total amount of other institutional grants (other than needs-based, employer aid, merit aid, or military/veteran grants) the student received during the academic year. Include individual department grants and institutional matching funds. If the student did not receive any other institutional grants, enter 0. Required if Applied Aid = Y.
45 Other Grant Numeric Up to 6 digits Yes Total amount of other grants the student received from outside private sources during the academic year (other than federal, state, or institutional grants). If the student did not receive any other grants, enter 0. If not available, enter Missing.
46 Federal Loan Numeric Up to 6 digits Conditional Total amount of direct federal loans (including profession loans and Perkins loans prior to 2018-19) the student received during the academic year. Do not include direct parent PLUS loans or indirect loans. If the student did not receive any direct federal loans, enter 0. Required if Applied Aid = Y.
47 State Loan Numeric Up to 6 digits Conditional Total amount of state loans the student received during the academic year. If the student did not receive any state loans, enter 0. Required if Applied Aid = Y.
48 Institution Loan Numeric Up to 6 digits Yes Total amount of institutional loans the student received during the academic year. If the student did not receive any institutional loans, enter 0. If not available, enter Missing.
49 Parent PLUS Numeric Up to 6 digits Conditional Total amount of Parent PLUS loans the student received during the academic year. Do not include GradPLUS loans. If the student did not receive any Parent PLUS loans, enter 0. Required if Applied Aid = Y.
50 Other Loan Numeric Up to 6 digits Yes Total amount of other private or alternative loans the student received during the academic year. If the student did not receive any private or alternative loans, enter 0. If not available, enter Missing.
51 Federal Work Numeric Up to 6 digits No Total amount of need-based federal work-study the student received during the academic year. Include institutional matching funds and any amount the student reported as financial aid. If the student did not receive any need-based work-study, enter 0.
52 State Work Numeric Up to 6 digits No Total amount of state work-study the student received during the academic year. If the student did not receive any state work-study, enter 0.
53 Inst Work Numeric No Total amount of all institutionally sponsored work-study the student received during the academic year (any campus employment funded solely by the institution and awarded as financial aid). If the student did not receive any institutional work-study, enter 0.
54 Other Aid Numeric Yes Total amount of any other aid the student received during the academic year (other than grants, loans, or work-study). Include state vocational rehabilitation and job training. If the student did not receive any other aid, enter 0. If not available, enter Missing.

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