Electronic Award Letter
Field Guide
v. 6, 11.10.2006
Field Name/
Field #
Screen Section
Data Passed
Data Source
Notes
<header>
N/A
N/A
N/A
N/A
School Name
N/A
N/A
Agency Name
Institutional Master
DOE School Code
N/A
N/A
Title IV school code
From the Institutional
Can have problems if college has
Master.
junk data in this table.
<section title>
BEOG-CAMPUS
Datafile Tracking Number
N/A
N/A
Static version code.
K-parm
Not used by Nellie Mae programs
anymore, but still required in
record.
Upload Date
N/A
N/A
Run Date of Job
Academic Year
N/A
N/A
Range of academic year,
Run Date of Job
e.g. 2006-2007
Delimiter
N/A
N/A
Delimiter
Hard coded in job
Version code
N/A
N/A
Version code as specified
K-parm
by Nellie Mae
<student info>
N/A
N/A
Email Address
1
N/A
Student email address
Must match template version
established by user.
Option 1: SMS address
Option 2: ISIR address
as loaded into Screen 1
Option 3: Suppress
email addresses.
Specify 1 source or leave
optional by using a key value to
switch source.
Validate email, MAX 75 char
Sending email addresses: If
email exists pass it and email
code in field 6, if not send blank
and do not send email code in
field 6.
Electronic Award Letter
Field Guide
v. 6, 11.10.2006
Field Name/
Field #
Screen Section
Data Passed
Data Source
Notes
Social security number
Student Master
SSN in this field is NOT used to
<section title>
Unique Student ID
2
populate Section 3 of Web site.
See fields 14-23.
Student First Name
3
Name/Addrss
First Name
Student Master
May require stripping of MI if data
loaded from SMS. See stripping
routine in SM9739J
Student’s Middle Name
4
Name/Addrss
Middle Initial
Student Master
NEED OUT does not load the
middle initial, will only be passed
if entered manually.
Student’s Last Name
5
Name/Addrss
Last Name
Student Master
Pass a period if last name is
blank.
Email code
6
N/A
User defined email code.
Key value in SAFERS
If you have an email address,
Table Master
you MUST pass the email code
(for example, 100). If there is NO
email address passed in the data
field, then you MUST NOT pass
an email code in the data file.
Student address 1
7
Name/Addrss
Student address 1
Student Master
Student address 2
8
Name/Addrss
Student address 2
Student Master
City
9
Name/Addrss
City
Student Master
State
10
Name/Addrss
State
Student Master
Zip (5)
11
Name/Addrss
Zip Code
Student Master
Electronic Award Letter
Field Guide
v. 6, 11.10.2006
Field Name/
Field #
Screen Section
Data Passed
Data Source
Notes
Zip (+4)
12
Name/Addrss
Last 4 digits of zip code
Student Master
Blank OK.
Additional data associated
13
Name/Addrss
blank
None (N/A)
40 char max, free form text not
<section title>
requested by users to populate.
with student mailing address
Users confirmed they will not use
this field at 10/22/03 meeting.
N/A
Award Header
User Setup on Template
N/A
User Setup on Template
N/A
Information (1)
N/A
School Address
(2)
A1
14
Award Letter
taken from SAFERS.
Social Security Number
Information (3)
From Student Master
(Screen 1)
STD-ID-NO
A2
15
Award Letter
Student Identification
From SID-SSN-XREF-D
Information (3)
Number
in the SM database.
SID
A3
16
Award Letter
Information (3)
A4
17
Award Letter
Information (3)
A5
18
Award Letter
Information (3)
A6
19
Award Letter
Information (3)
Defined by user on Web site, not
Users have not defined
what data should be
passed in these fields.
Users have not defined
what data should be
passed in these fields.
Users have not defined
what data should be
passed in these fields.
Users have not defined
what data should be
passed in these fields.
Electronic Award Letter
Field Guide
v. 6, 11.10.2006
Field Name/
Field #
Screen Section
Data Passed
20
Award Letter
Budget &
Users have not defined
what data should be
passed in these fields.
Users have not defined
what data should be
passed in these fields.
Users have not defined
what data should be
passed in these fields.
Users have not defined
what data should be
passed in these fields.
Pass a user-defined 3character value from the
SAFERS Table Master to
specify text name code,
for example 100 or TOP.
Pass a user-defined 3character value from the
SAFERS Table Master to
specify text name code,
for example 200 or MID.
Pass a user-defined 3character value from the
SAFERS Table Master to
specify text name code,
for example 300 or LOW.
Enrollment level for
Assumption Used
Summer header.
Data Source
Notes
<section title>
A7
Information (3)
A8
21
Award Letter
Information (3)
A9
22
Award Letter
Information (3)
A10
23
Award Letter
Information (3)
24
Text Section –
Introduction to
Award (4)
25
26
B1: Summer 200x
27
Text Section (9)
Text Section (9)
Key Value from SAFERS
Table Master.
Key Value from SAFERS
Table Master.
Key Value from SAFERS
Table Master.
Enrollment level from
Student Financial Detail
(screen 3).
to Calc Award (5)
FIN-MISC position 1
B2: Fall 200x
28
Budget &
Enrollment level for Fall
Enrollment level from
Student Financial Detail
10 optional fields
Enrollment level, spelled out or
“Not awarded for this term” if
there are no active awards for a
specific term.
Enrollment level, spelled out or
“Not awarded for this term” if
Electronic Award Letter
Field Guide
v. 6, 11.10.2006
Field Name/
Field #
Screen Section
Data Passed
Data Source
Notes
(screen 3).
FIN-MISC position 2
there are no active awards for a
specific term.
Enrollment level from
Student Financial Detail
(screen 3).
FIN-MISC position 3
Enrollment level, spelled out or
“Not awarded for this term” if
there are no active awards for a
specific term.
Enrollment level from
Student Financial Detail
(screen 3).
FIN-MISC position 4
Enrollment level, spelled out or
“Not awarded for this term” if
there are no active awards for a
specific term.
Enrollment level from
Student Financial Detail
(screen 3).
FIN-MISC position 5
Enrollment level, spelled out or
“Not awarded for this term” if
there are no active awards for a
specific term.
Cost of Attendance from
Student Financial Detail
(screen 3).
STD-BUD-AMT
Cost of attendance is also
<section title>
Assumption Used
to Calc Award (5)
B3: Winter 200x
29
Budget &
Enrollment level for
Assumption Used
Winter
to Calc Award (5)
B4: Spring 200x
30
Budget &
Enrollment level for
Assumption Used
Spring
to Calc Award (5)
B5: Summer 200x
31
Budget &
Enrollment level for
Assumption Used
Summer trailer
to Calc Award (5)
B6 Cost of Attendance
32
Budget &
Cost of Attendance
Assumption Used
to Calc Award (5)
B7 EFC
33
Budget &
Estimated Family
Assumption Used
Contribution (EFC)
to Calc Award (5)
B8 Need
34
Budget &
Need
Assumption Used
to Calc Award (5)
B9
35
Budget &
Assumption Used
Users have not defined
what data should be
passed in these fields.
EFC from Student
Financial Detail
(screen 3).
BEOG-INDEX
Student need from
Student Financial Detail
(screen 3).
STD-NEED
referred to as the student budget.
Electronic Award Letter
Field Guide
v. 6, 11.10.2006
Field Name/
Field #
Screen Section
Data Passed
Data Source
Notes
<section title>
to Calc Award (5)
B10
36
Budget &
Assumption Used
Users have not defined
what data should be
passed in these fields.
to Calc Award (5)
37
Student Specific
Section (10)
Free form, unlimited text
section that is specific for
each student. Data is
placed on Web form as
passed in data file.
Unlimited field, free form text.
Users have not defined what data
should be passed in these fields.
Users decided not to
use this field.
<aid data section>
Unique Student ID
Multiple aid data sections to one
student info section in the file.
Each aid data section pertains to
one award code or FAPC code
and specifies the session for the
awards.
1
N/A
SSN, must match SSN
Student Master
from <Student Info>
section.
Award Code
2
Award
Award Code or Sub Code
Student Award Detail
1 line, per student, per award.
Information (6)
Pass award code unless there is
section.
a 3-digit numeric in the sub-code
field. If so, pass the 3-digit
numeric from sub-code field.
Electronic Award Letter
Field Guide
v. 6, 11.10.2006
Field Name/
Field #
Screen Section
Data Passed
Data Source
Notes
3
Financial Aid
Award Amount from
Student Award Detail for
Summer term (first). If
not aid in Summer, leave
blank.
Award amount for Year
session equal to Summer
header (e.g. A341) from
Student Award Detail that
pertains to the award
being passed in field 2.
Up to 10 periods of enrollment,
predefined for each field
(summer, fall, winter, spring).
Our system will only use 5
periods of enrollment (sessions).
<section title>
N/A
Award
Information (6)
Should not include leading zeros
as this will appear on website.
4
Award Amount from
Student Award Detail for
Fall term. If not aid in
Fall, leave blank.
Award amount for Year
session equal to Fall (e.g.
A342) from Student
Award Detail that
pertains to the award
being passed in field 2.
Should not include leading zeros
as this will appear on website.
5
Award Amount from
Student Award Detail for
Winter term. If not aid in
Winter leave blank.
Award amount for Year
session equal to Winter
(e.g. A343) from Student
Award Detail that
pertains to the award
being passed in field 2.
Should not include leading zeros
as this will appear on website.
6
Award Amount from
Student Award Detail for
Spring term. If not aid in
Spring leave blank.
Should not include leading zeros
as this will appear on website.
7
Award Amount from
Student Award Detail for
Summer term (last). If
not aid in Summer leave
blank.
Award amount for Year
session equal to Spring
(e.g. A344) from Student
Award Detail that
pertains to the award
being passed in field 2.
Award amount for Year
session equal to Summer
trailer (e.g. A345) from
Student Award Detail that
pertains to the award
being passed in field 2.
Should not include leading zeros
as this will appear on website.
Electronic Award Letter
Field Guide
v. 6, 11.10.2006
Field Name/
Field #
Screen Section
Data Passed
8
N/A
Blank – no session
Data Source
Notes
N/A
Leave blank, not for CTC use.
<section title>
equivalent.
9
N/A
Blank – no session
equivalent.
10
N/A
Blank – no session
equivalent.
11
N/A
Blank – no session
equivalent.
12
N/A
Blank – no session
equivalent.
<estimated billing section>
N/A
N/A
N/A
<student specific section>
Free form text section.
Unique Student ID
1
N/A
SSN
Student Master
Student specific message
2
Section 10
N/A
N/A
Users decided at 10/22/03
(No max length
meeting that nothing will be
on this field.)
passed in this section.
<trailer>
N/A
End of File – college
Institutional Master for
Hard-code the words:
name
field name.
End of File –
College name is variable.