TECHNICAL COLLEGE SYSTEM OF GEORGIA
Georgia HOPE Grant
GPA
Processing
Revised
July 18, 2013
Reference Documentation
TCSG Colleges
Provided by:
Data, Planning & Research
Table of Contents
Overview and Processes
3
Eligibility Status Codes
5
Form: ZRACTRL
8
Process: ZRPHPRC
Parameters
9
11
Report: ZRRHDSC
Parameters
Discrepancy resolution
Output files
14
16
18
21
Report: ZRRHGPA
Parameters
Output files
22
23
24
Form: ZRAGRNT
Inquiry tab
Discrepancies tab
Grade Changes tab
University System of GA – N1 Courses tab
26
26
28
29
29
Quarter to Semester Conversion
30
Dual Enrollment
31
Joint Enrollment
31
Learning Support
32
Full-Time Enrollment
32
HOPE Grant Awarding and Disbursement Rules
33
Population Selections
33
Technical Support
35
HOPE Grant GPA Process 07/18/2013
Page 2
HOPE Grant GPA Process
The HOPE Grant Grade Point Average (GPA) calculation is cumulative of all coursework, excluding Learning Support (LS)
and Dual Enrollment (DE) coursework, taken beginning with summer term 2003 (Banner term code: 200401). Credit
Hours for which a student received HOPE Grant payment at a prior institution (with the exception of Learning Support and
Dual Enrollment) count in determining the student’s 30 and 60 hour Checkpoints and in the GPA calculation.
Note: Beginning summer quarter 2008, Banner term code 200901, the course registration status code of ‘KO’ was
created and approved as an allowable code. ‘KO’ is the code for coursework taken outside of the student’s major. The
2011-2012 HOPE Regulations’ definition of Learning Support coursework encompasses not only
remedial/developmental coursework but also coursework “chosen by the student that does not count toward
program requirements for the Diploma, Certificate or Degree the student is seeking”. Courses coded with ‘KO’ are
automatically excluded from the Grant GPA.
HOPE Grant GPA eligibility requirements began with end of Fall Semester 2012 (Banner term code: 201212) processing. A
Grant GPA of at least 3.0 is required for eligibility beginning Fall 2012. Eligible students must have a 3.0 Grant GPA at the
30 Hour Checkpoint and 60 Hour Checkpoint.
Students with at least 30 semester hours but less than 60 semester hours prior to fall semester 2012 continue to receive
HOPE Grant until reaching the 60 Hour Checkpoint.
Students who lose eligibility at the 30 Hour Checkpoint may regain eligibility at the 60 Hour Checkpoint. The 60 hour
Checkpoint will include all coursework that would have normally been paid for by HOPE Grant, (excluding Learning
Support and Dual Enrollment), had the student met all HOPE Grant requirements. Students meeting Grant GPA
standards at the 60 Hour Checkpoint may continue to receive HOPE Grant until reaching 63 semester Grant Paid Hours or
127 semester Combined Paid Hours.
Students who lose eligibility at the 60 Hour Checkpoint may not regain eligibility. (Note: One-time exception for
reinstatement explained below for students with at least 2.0 Grant GPA prior to Fall 2013.)
HOPE Grant GPA eligibility requirements change from 3.0 to 2.0 GPA with the end of Summer Semester 2013 (Banner
term code: 201316) processing. A Grant GPA of at least 2.0 is required for eligibility beginning Fall Semester 2013
(Banner term code: 201412).
Students who previously lost HOPE Grant eligibility at a 30 Hour Checkpoint or a 60 Hour Checkpoint due to a Grant GPA
below 3.0, can regain eligibility for HOPE Grant their first term of enrollment after Summer term 2013 if they had a Grant
GPA of at least 2.0 at the end of their last term of enrollment prior to Fall term 2013.
This change is a one-time reinstatement for ineligible students. Ineligible students with a Grant GPA of at least 2.0 at their
last term of enrollment prior to Fall Semester 2013 (Banner term code: 201412) are eligible for reinstatement. Students
with a Grant GPA of less than 2.0 are not eligible for reinstatement.
All students (registered and non-registered) will have a Summer Semester 2013 (Banner term: 201316) Grant GPA status
calculated.
HOPE Grant GPA Process 07/18/2013
Page 3
Overall Procedure
Through a combination of data retrieved from GSFC and the Banner systems of the TCSG colleges (MIS data), the TCSG
Data, Planning, and Research Group (Data Center) merges all data to assist colleges with the determination of the HOPE
Grant GPA Checkpoints and Eligibility Status at the Checkpoints.
The data received from GSFC is for all students who received HOPE Grant at a TCSG College for all terms beginning
summer 2003 (200401). The GSFC provided data includes the number of Paid-Hours per term, the college name and
federal school code of the institution where Paid-Hours exist, and excluded hours (Dual Enrollment (DE)) for the term.
The data retrieved from the Banner systems of the TCSG colleges (MIS data) includes the term and course data, course
GPA hours, and grades.
Any discrepancies found between the Grant Paid Hours (GSFC data) and the academic history (MIS data) is provided in a
report (ZRRHDSC) and details are loaded into Banner form ZRAGRNT. ZRAGRNT displays the HOPE Grant GPA Checkpoint
Eligibility, the Current Eligibility, and all ‘matched’ coursework where the Paid Hours for the term equals the academic
history (tab 1). This form also displays all ‘unmatched’ details where Paid Hours do not equal academic history (tab 2).
Data entry must be performed to resolve any discrepant information before the HOPE Grant GPA can be calculated. Grade
changes affecting the Grant GPA are reflected under tab3. Data entry for coursework taken for ineligible students while
at a University System of Georgia institution is performed under tab 4.
All manual data entry is automatically extracted from each college’s Banner system. All discrepancies resolved are
identified allowing the calculation of the HOPE Grant GPA.
All students with ‘matched’ GSFC and MIS data will have a HOPE Grant GPA calculated and eligibility determined.
Eligibility status codes are assigned.
HOPE Grant GPA Process 07/18/2013
Page 4
Eligibility status codes:
ELIGIBLE
STATUS
TIER
DESCRIPTION
Eligible
GX
Exempt from 1st Checkpoint (> 30 Hours Prior to Fall 2011)
Eligible
Eligible
Eligible
G0
G1
G2
Eligible - Not reached 1st Checkpoint (0 - 29 hours)
Eligible – 30 Hour Checkpoint (30 - 59 hours)
Eligible – 60 Hour Checkpoint (60 - 63 hours)
Eligible
G6
Eligible – 60 Hour Checkpoint (Regained eligibility)
Eligible
G7
Previous N1 (>=2.0 Prior to Fall 2013)
Eligible
G8
Previous N2 (>= 2.0 Prior to Fall 2013)
Not Eligible
N1
Not Eligible -30 Hour Checkpoint (30 - 59 hours)
Not Eligible
N2
Not Eligible – 60 Hour Checkpoint (60 - 63 hours)
Not Eligible
MX
Maxed – Student reached max Paid Hours
HOPE Grant GPA Process 07/18/2013
DETAILS
Student has more than 30 hours prior to
Fall 2011 and has not reached the 60
hour checkpoint.
Student has not reached 30 Hour
Checkpoint.
Student is eligible at 30 Hour Checkpoint.
Student is eligible at 60 Hour Checkpoint.
Student regained eligibility at 60th
Attempted Hour Checkpoint.
Student has at least 2.0 at most recent
term prior to Fall 2013. Student lost
eligibility at 30 Hour Checkpoint (N1
status) and has not yet reached 60 Hour
Checkpoint.
Student has at least 2.0 at most recent
term prior to Fall 2013. Student lost
eligibility at 60 Hour Checkpoint (N2
status).
Student lost eligibility at 30 Hour
Checkpoint. May regain eligibility at 60
Hour Checkpoint.
Student lost eligibility at 60 Hour
Checkpoint. Cannot regain eligibility.
Student in no longer HOPE eligible due to
reaching maximum Paid Hours Cap.
Page 5
Eligibility status codes continued:
NOTES:
 G6 eligibility status applies to two groups of students. 1) Students who were previously N1 status. 2) Students
who were previously G7 status.
o This 60 Hour Checkpoint includes coursework paid for by HOPE Grant and all coursework that would have
normally been paid for by HOPE Grant, (excluding Learning Support and Dual Enrollment), had the student
met all HOPE Grant requirements.
o Students that regain eligibility at the 60 hour Checkpoint (G6 status) are eligible for the full number of
HOPE Grant Paid-Hours maximums of 63 semester Grant Hours or 127 semester Combined Paid Hours.
 G7 eligibility status applies only to students who were N1 status and who had at least a 2.0 Grant GPA at their
most recent term prior to Fall Semester 2013 (Banner term: 201412). No term prior to 201316 will be assigned a
G7 status. These students continue to be monitored until they reach their 60 Hour Checkpoint. G7 students
reach their 60 Hour Checkpoint through a combination of paid and unpaid hours.
o G7 students are eligible for payment until their 60 Hour Checkpoint. The 60 Hour Checkpoint includes all
coursework that would have normally been paid for by HOPE Grant, (excluding Learning Support and Dual
Enrollment), had the student met all HOPE Grant requirements (N1 status) AND all coursework taken and
paid for by HOPE Grant (excluding Learning Support and Dual Enrollment).
o At 60 Hour Checkpoint, a G7 student with at least a 2.0 Grant GPA will continue eligibility under G6 status
and may continue to receive HOPE Grant until reaching 63 semester Grant Paid Hours or 127 semester
Combined Paid Hours.
 G8 eligibility status applies only to students who were N2 status and who had at least a 2.0 Grant GPA at their
most recent term prior to Fall Semester 2013 (Banner term: 201412). No term prior to 201316 will be assigned a
G8 status. G8 students are not subject to any future checkpoints and may continue to receive HOPE Grant until
reaching 63 semester Grant Paid Hours or 127 semester Combined Paid Hours.
 MX status is calculated on HOPE Grant Paid Hours. A student could reach their Combined Paid Hours Cap and lose
eligibility for the HOPE Grant. The Combined Semester Paid Hours information must be considered in HOPE Grant
awarding/disbursing rules.
HOPE Grant GPA Process 07/18/2013
Page 6
Overall Procedure continued:
The HOPE Grant GPA Process includes:
1. ZRACTRL (Banner form) – Stores grade dates and automated email contact information.
2. ZRPHPRC (identifies students for Grant GPA request) – Banner process to create request of students for HOPE Grant
GPA calculation. Students are automatically pulled from college Banner systems daily. Note: This process is no
longer required as of May 2012. See page 3.
3. ZRRHDSC (discrepancies report) – Banner report of students with missing or discrepant information preventing HOPE
Grant GPA calculation.
4. ZRRHGPA (GPA Summary Report) Banner report of students displaying HOPE Grant GPA and eligibility status.
5. ZRAGRNT (Banner form)
a. Tab 1: HOPE Grant GPA Inquiry – Reflects current eligibility, overall Grant GPA, checkpoint details and all
courses paid by HOPE Grant.
b. Tab 2: HOPE Grant GPA Update – Reflects details of missing or discrepant data. Data entry into this tab will
resolve missing or discrepant information.
c. Tab 3: Grade Changes - Reflects all details of Grant GPA coursework with grade changes.
d. Tab 4: University System of GA – N1 Courses – Data entry into this tab of coursework taken that normally
would have been paid by HOPE Grant while an ineligible student (N1 status) attended a Georgia Board of
Regents institution.
Any diploma or certificate level coursework taken by a student attending a University System of Georgia
institution during a term that the student was ineligible for the HOPE Grant due to an insufficient Grant GPA
at the 30 Hour Checkpoint (N1 status) should be entered into this tab. The coursework entered into this tab
will be incorporated into the student’s HOPE Grant GPA. Entered coursework will be extracted each morning
and incorporated into the coursework under tab 1 (HOPE Grant GPA Inquiry). The coursework will be
included in the student’s 60 Hour Checkpoint.
HOPE Grant Regulations state:
“The 60 hour Checkpoint will include all coursework that would have normally been paid for by HOPE
Grant, (excluding Learning Support and Dual Enrollment), had the student met all HOPE Grant
requirements.”
Note: Coursework taken by an N1 student attending a TCSG College in a diploma or certificate level
program of study will be automatically included in the Grant GPA calculation.
HOPE Grant GPA Process 07/18/2013
Page 7
Banner Form: ZRACTRL – GSFC Control Form (Version 12.2)
GSFC Control Form: Stores and displays the term and dates the college will roll grades to academic history. Automated
email notifications associated with Grant GPA processing are sent to the contacts reflected on ZRACTRL.
Grades Processing Date – On the date entered for the term, the HOPE Grant GPA process will pick up all courses and
grades for HOPE Grant students. The HOPE Grant GPA calculation will then include that term’s courses and grades. This
date should be at least one day after grades are rolled to academic history for the term.
IMPORTANT Note: Grades Processing Date - If grades are not rolled to academic history on the date entered for the
term, the college will receive discrepancies for all of the term’s HOPE Grant students. Term dates must be entered for
Grant GPA’s to be generated. This date can be changed prior to the date only. This date cannot be changed on or after
the date.
Email information: Contacts will receive automated email notifications associated with Grant GPA processing.
ZRACTRL Sample Entry:
Form Field
Name
Aid Year
Term Code
Grades
Processing Date
Activity Date
Name
E-mail
Activity Date
Table/Field
Values
ZRRGPAS_AIDY_CODE
Validate aid year code against table RTVAIDY
ZRRGPAS_TERM_CODE_GPA
Values restricted to terms in aid year. Validate
the term code field against table STVTERM and
only return the term codes that are valid within
the aid year.
ZRRGPAS_GRADES_DATE
ZRRGPAS_ACTIVITY_DATE
ZRRGPAE_NAME
ZRRGPAE_EMAIL_CODE
ZRRGPAE_ACTIVITY_DATE
HOPE Grant GPA Process 07/18/2013
SYSDATE
SYSDATE
Page 8
Program name: ZRPHPRC
Version: 12.0
Location: Jobsub
Description: ZRPHPRC is the Banner process that allows colleges to create a request list of students from their Banner
system for the HOPE Grant GPA calculation. The list of students created by this process can be emailed to the USER. TCSG
will extract the listing of students in the request file automatically on a daily basis (each morning) from each college’s
Banner system. (There is no file export process.) Note: Beginning May 2012, this Banner process is no longer required.
Please see below. ZRPHPRC is automated, however, the Banner process will remain enabled and may be used if
requesting Grant GPA calculation information on students who do not meet the below criteria.
IMPORTANT: Beginning May2012, the following students are automatically extracted from each college’s Banner system
and processed for the HOPE Grant GPA calculation:
 All students with current or future term admissions application. (Note: Receipt of admissions application only,
official admittance is not required for this process.)
 All students with current or future term registration.
 All students with HOPE Grant awarded for the current or future aid year.
Students are extracted from college Banner systems at 9:00 p.m. daily and processed the next morning. Results are
loaded back into college Banner systems at approximately 10:15 a.m.
The students in the request files will be matched with the most current academic history on file at TCSG (MIS data) and
the most recent Paid Hour history on file from the Georgia Student Finance Commission (GSFC).
HOPE Grant GPA Process 07/18/2013
Page 9
Program name: ZRPHPRC
Version: 12.0
Location: Jobsub
(Continued)
One of the following actions will be performed:
1. Discrepant or missing information exists: Any discrepant or missing information errors on a student will prevent
the calculation of the HOPE Grant GPA. Course details from terms where Grant Paid Hours and academic history
match will be loaded into the requesting college’s Banner form ZRAGRNT – HOPE Grant GPA Inquiry tab. Detailed
information on the discrepant/missing information errors (terms where Grant Paid Hours and academic history do
not match) will be loaded into the requesting college’s Banner form ZRAGRNT- HOPE Grant GPA Update tab.
Manual entry must be performed to resolve discrepant and/or missing information errors. (Manual updates will
be automatically extracted from each college’s Banner system each morning.)
2. No discrepant or missing information exists: The HOPE Grant GPA, eligibility status, and all course details will be
loaded into the requesting college’s Banner system. (Banner form ZRAGRNT – HOPE Grant GPA Inquiry tab).
HOPE Grant GPA Process 07/18/2013
Page 10
Process:
Enter ZRPHPRC from the Banner Main Menu. (Create a request list of students for the HOPE Grant GPA calculation.)
ZRPHPRC Parameters:
01
Aid Year Code
02
Term code
Required if
Parameter 03 = A, R
03
Run Mode
Valid Values: P, A,
R, F
04
Application
05
Selection ID
06
Creator ID
07
User ID
08
Email Address
Required if
Parameter 03 = P
Required if
Parameter 03 = P
Required if
Parameter 03 = P
Required if
Parameter 03 = P
Not Required, but
Recommended
HOPE Grant GPA Process 07/18/2013
Current Aid Year Code – example 1112
For Run Mode (Parameter 03) = A (Admissions) or R (Registered) enter
the Term Code (example: 201212) This parameter allows you to select
more than one Term Code. You must select ‘Record’  ‘Insert’ to
insert a new line for Parameter 02. See below instructions.
P - Population Selection. A- Admissions, R – Registration, F – Financial
Aid (F – All students with HOPE Grant awarded for aid year). This
parameter allows you to select more than one option for your student
requests. For more than one option, you must select ‘Record’ 
‘Insert’ to insert a new line for Parameter 03. See below instructions.
For Run Mode (Parameter 03) = P (Population Selection), enter the
Application for the Population Selection – example FINAID
For Run Mode (Parameter 03) = P (Population Selection), enter the
Selection ID (Name of the Population Selection)
For Run Mode (Parameter 03) = P (Population Selection), enter the
Creator ID of the Population Selection
For Run Mode (Parameter 03) = P (Population Selection), enter the
User ID of the Population Selection
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.
Page 11
ZRPHPRC - Parameter 02: Term Code
You can enter one Term Code for your student listing creation or you may select multiple Term Codes. For Run Options:
(A) Admissions and (R) Registered, you may select multiple Term Codes. (See detailed instructions for inserting
multiple parameters on next page.)
a.
b.
c.
d.
e.
Highlight Parameter 02 – Term Code
Select ‘Record’  ‘Insert’ from the main menu. A blank line will be inserted under the existing Parameter 02.
Enter 02 in the box in the Number column. ‘Term code’ will automatically populate in the Parameters field.
Enter your desired ‘Term Code’.
You may repeat these steps to insert additional records for Term Codes as needed.
HOPE Grant GPA Process 07/18/2013
Page 12
ZRPHPRC - Parameter 03: Run Mode
The list of students for which you are requesting HOPE GPA information from your college’s Banner system may be
created from any of the following four (4) Run Mode options:
(P) Population Selection
(A) Admission - New Applicants /Re-Admits for a term
(R) Registered - Students that are or were registered for the term
(F) Financial Aid – Students with HOPE Grant awarded for the Aid Year entered in Parameter 01
You can choose one Run Mode option or multiple Run Mode options. For example, you may send the (A) Admission - New
applicants / Re-admits for a term as well as (R) Registered students for a term in the same batch file. You may also
process a (P) Population Selection and (F) Financial Aid (HOPE Grant awarded) in the same file with (A) Admissions and (R)
Registered students. This process will support any combination.
To create multiple ‘Run Mode’ (Parameter 03) options you must insert record(s) from your Banner Menu/Options.
Steps:
a. Highlight Parameter 03 – Run Mode
b. Select Record  Insert from the main menu. A blank line will be inserted under the existing Parameter 03.
c. Enter 03 in the box in the Number column. ‘Run Mode’ will automatically populate in the Parameters field.
d. Enter your desired ‘Run Mode’ option (P, A, R, or F)
e. You may repeat this process to create any combination of Run options.
Highlight Parameter 03. Then Select Record  Insert.
Enter 03 in the
Number field.
Run Mode will
populate then
you may enter
your desired
option. (P, A, R.
or F)
NOTE: ZRPHPRC may be run several times daily. The process will add any additional students to the generated student
listing each time the process is run throughout the day.
HOPE Grant GPA Process 07/18/2013
Page 13
Program name: ZRRHDSC – HOPE Grant GPA Discrepancies
Version: 12.1
Location: Jobsub
Description: ZRRHDSC, HOPE Grant GPA Discrepancies, is the Banner process that creates a report of students (in
college name, student name, or student ID order) with missing (Reason: ‘No course data found’) or discrepant (Reason:
‘Total Hours do not match’, or ‘Ineligible course status (KO, EX, AU, TR, AC’)) course data. Students on this report will not
have a Grant GPA calculated. The list of students created by this process can be emailed to the USER. Data entry into
Banner form ZRAGRNT (2nd tab) or Paid Hour adjustments in Surfer will be necessary to resolve any discrepant or missing
information.
The students listed on the ZRRHDSC report are reflected on Banner form ZRAGRNT, under the ‘HOPE Grant GPA Update’
tab. Data entry to resolve errors must be performed in the bottom section of this tab.
Note: The academic course history used by the HOPE Grant GPA process is stored in the MIS database. Historically, the
academic history (course grades) is updated for the term at the end of the next term. For example: 200901 grades
would be updated as of the end of 200902. Any discrepancies between MIS data and actual Banner information will be
due to the timing of changes made in Banner or unresolved MIS errors.
Any references to MIS in this document should be interpreted as referring to ‘academic history’ which includes course
and grade details.
HOPE Grant GPA Process 07/18/2013
Page 14
ZRRHDSC Process:
Enter ZRRHDSC from the Banner main menu. (Create a report of students with discrepant or missing information.)
The zrrhdsc_xxxxxx.lis report and zrrhdsc_xxxxxx.txt file are generated in the /u02/jobsub directory. The report and file
are also emailed to the valid email address entered into Parameter 02.
This report and file may be created from any one of the following three (3) Print Mode options:
(P) Population Selection
(A) Admission - New Applicants /Re-Admits for a term
(R) Registration- Students that are or were registered for the term
NOTE: You may select one Print Mode option only.
HOPE Grant GPA Process 07/18/2013
Page 15
ZRRHDSC Parameters:
01
Sort Order
Required.
Valid Values: C, N, I
C = College name, N = Student Name, I = Student ID
02
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.
03
Print Mode
Required.
Valid Values: P, A, R
P - Population Selection. A- Admissions, R – Registration,
NOTE: You may select one Print Mode option only.
04
Term Code
Required
For Print Mode (Parameter 03) = A (Admissions), or R
(Registered) enter the Term Code (example: 201212) for
student selection. For Print Mode P – Population Selection,
enter the current term code.
NOTES:
 You may select one Term code only.
 Term code is required, but the process ignores the
term code for Print Mode P.
05
Application
Required if Parameter 03 = P
For Print Mode (Parameter 03) = P (Population Selection),
enter the Application for the Population Selection – example
FINAID
06
Selection ID
Required if Parameter 03 = P
For Print Mode (Parameter 03) = P (Population Selection),
enter the Selection ID (Name of the Population Selection)
07
Creator ID
Required if Parameter 03 = P
For Print Mode (Parameter 03) = P (Population Selection),
enter the Creator ID of the Population Selection
08
User ID
Required if Parameter 03 = P
For Print Mode (Parameter 03) = P (Population Selection),
enter the User ID of the Population Selection
09
Create Excel
File?
Required.
Valid Values: Y, N
Y = Yes, Create Excel formatted file. This will create a
zrrhdsc_xxxxxx.txt file. (comma delimited file). See next
page for Excel file assistance.
N = No, Do not create file. Only a zrrhdsc_xxxxxx.lis file will
be created.
HOPE Grant GPA Process 07/18/2013
Page 16
ZRRHDSC Excel File – Parameter 09:
NOTE: Parameter 09 – Create Excel File? – If creating an Excel formatted file, you will need to follow the below steps to
open the zrrhdsc_xxxxxx.txt (comma delimited) file in Excel.
1. Open Excel. Select File Open.  Select the directory where you saved the ZRRHDSC_xxxxxx.txt file. Change
the ‘File of type:’ option to ‘All Files’. Select the zrrhdsc_xxxxxx Text Document. Select ‘Open’.
Change to ‘All Files’.
2. If you receive the below message, click ‘Yes’.
3. If you receive the below message, click ‘OK’.
4. The ‘Text Import Wizard – Step 1 of 3’ window will appear. Ensure ‘Delimited’ is checked. Click ‘Next’.
5. The ‘Text Import Wizard – Step 2 of 3’ window will appear. Under ‘Delimiters’, uncheck ‘Tab’ and check ‘Comma’.
Click ‘Next’.
6. The ‘Text Import Wizard – Step 3 of 3’ window will appear. Click ‘Finish’. The file will now open in Excel.
HOPE Grant GPA Process 07/18/2013
Page 17
ZRRHDSC - Missing or Discrepant Data Reasons/Resolutions:

Total Hours do not match – The academic history data used by this process is the data stored in the MIS database
compared to the total Grant Paid Hours in Surfer. Possible scenarios resulting in this message include:
o
MIS hours are greater than Surfer hours for the term.
 Possible cause: Student did not receive HOPE for a course taken outside of major. Course registration
status code is not equal to ‘KO’. Course not paid for by HOPE should be excluded from Grant GPA.
Resolution: Update Banner form, ZRAGRNT, (bottom of 2nd tab, HOPE Grant GPA Update
section). Check ‘Exclude’ next to appropriate course.
o
Surfer Paid Hours are greater than MIS hours for the term.
 Possible cause 1: Overpayment of funds received by college possibly due to late schedule adjustment
for term and no corresponding HOPE Grant adjustment.
Resolution: Surfer hours must be adjusted by the awarding college. (Return of funds.)
 Possible cause 2: Student’s HOPE tuition award, fee award, and book award are correct in Surfer, but
the Paid Hours in Surfer are incorrect. This can occur if the ROAENRL FA Billing Hours are incorrect for
the term which resulted in the incorrect hours being reported to GSFC for the term via the HOPE
Invoicing automated process.
Resolution: ‘Data Correction Request Form’ available in Surfer must be submitted to GSFC.
No monetary adjustments are needed, only Surfer Paid Hours for the term need to be
updated.
Note: If the student is enrolled for more than full-time hours (13 or more through fall 2009
(200902) or 16 or more beginning winter 2009 (200903)) Surfer should reflect the actual
hours paid for the term even though only 12 or 15 hours, depending on the term, will count
toward the student’s Paid Hours Cap. If the student is enrolled in 20 hours, then Surfer
needs to reflect 20 hours for the term.
HOPE Grant GPA Process 07/18/2013
Page 18
ZRRHDSC - Missing or Discrepant Data Reasons/Resolutions:

No course data found - This error message will display if the student has Surfer Paid Hours for a term and no
corresponding MIS hours (course history for term). Course details must be entered into Banner form, ZRAGRNT,
(bottom of 2nd tab, HOPE Grant GPA Update section) to update Grant MIS data. Possible scenarios resulting in this
message include:
o
o
o
o
Possible cause 1: Prior attendance at a USG college and HOPE Grant received from the USG College. (USG
College information is not included in MIS collection.)
Resolution: Update Banner form, ZRAGRNT, (bottom of 2nd tab, HOPE Grant GPA Update section)
with course(s) paid for by HOPE Grant.
Possible cause 2: Prior attendance at a TCSG college and HOPE Grant received from the college but no MIS
data exists. This can occur if the awarding college had an unresolved MIS error which prevented the student’s
enrollment from being collected for the term.
Resolution: Update Banner form, ZRAGRNT, (bottom of 2nd tab, HOPE Grant GPA Update section)
with course(s) paid for by HOPE Grant.
Possible cause 3: Student received HOPE Book payment only for the term. No coursework with a grade exists
for the term.
Resolution: Update Banner form, ZRAGRNT, (bottom of 2nd tab, HOPE Grant GPA Update section)
with course(s) that the HOPE Grant Book award was based on for the term. You must enter the
course(s) into ZRAGRNT using grade ‘NA’.
Possible cause 4: Student received HOPE Grant for the term, dropped all courses, and coursework does not
appear on academic transcript. Prior to summer quarter 2008 (Banner term 200901) colleges were not
required to use standardized course registration status codes. Some scenarios may exist where dropped
course(s) paid for by HOPE Grant do not appear on the academic transcript. Data Policy 948/948B, effective
summer 2008 (200901) and fall 2012 (2012012) respectively, provided standard course registration status
codes. (Also referred to as EPIC Guidelines.)
Resolution: Update Banner form, ZRAGRNT, (bottom of 2nd tab, HOPE Grant GPA Update section)
with course(s) paid for by HOPE Grant. You must enter the course(s) into ZRAGRNT using grade ‘NA’.
NOTE: When entering/updating Learning Support course data into Banner form ZRAGRNT to resolve discrepancies due
to ‘No course data found’, DO NOT check the ‘Exclude’ box. When entering the course details for a Learning Support
course, enter one of the following grades: A*, B*, C*, D*, F*, I*, W*, WP*, WF*, S, U, NG*, or NA*. The grade will
identify the course as a Learning Support class (grades with an asterisk, Satisfactory, or Unsatisfactory).
HOPE Grant GPA Process 07/18/2013
Page 19
ZRRHDSC - Missing or Discrepant Data Reasons/Resolutions:

Ineligible course status (KO, EX, AU, TR, AC) – The student’s GSFC Paid Hours agree with the total registered hours for
the term. The discrepancy exists because a course for that term has a registration status code of ‘KO’ or a grade of
‘EX’, ‘AU’, ‘TR’, or ‘AC’ (ineligible HOPE Grant statuses) AND the discrepancy will continue to exist even if the ineligible
course is ‘Excluded’.
Example:
Student has 13 Paid Hours for a term.
Student’s courses for the term are:
ENG 101
A
5
BIO 101
A
5
KO
SCT 100
C
3
One of the courses has an ineligible course registration status. (Course Status field under the ‘HOPE Grant GPA Update’
tab of ZRAGRNT will display the one of the following if exists: KO, EX, AU, TR, AC)
Resolution: Contact the college where the student received HOPE Grant for the term.
With the ‘KO’ course excluded in the above example, there will continue to be a discrepancy for the term that must be
resolved. In this example BIO 101 is coded with ‘KO’, therefore, you exclude that course, then only 8 HOPE eligible hours
remain for the term (ENG 101 and SCT 100). However, the student was paid for 13 hours. The discrepancy is not resolved
simply by excluding the ineligible course. The awarding college may need to return funds to GSFC to resolve the
discrepancy.
Note: If it is determined that the course was coded incorrectly with one of the statuses above (KO, EX, AU, TR, AC) you
may update the ‘Course Status’ field to ‘RE’. The ‘Course Status’ field may be updated only if it reflects one of these
status codes. This field will not allow updates if NULL. By updating this field, you are indicating that the course was
incorrectly coded with an ineligible status.
HOPE Grant GPA Process 07/18/2013
Page 20
ZRRHDSC Output:
The ZRRHDSC_xxxxxx.lis report and ZRRHDSC_xxxxxx.txt file are generated in the /u02/jobsub directory. The report and
file are also emailed to the valid email address entered into Parameter 02.
Sample:
Date: 28-OCT-11
Test Instance
Time: 11:10:27 AM
ZRRHDSC - HOPE Grant GPA Discrepancies
The following students have HOPE Grant GPA Discrepancies on ZRAGRNT:
ID
SSN
Name
Year
--------- --------- -------------- ---90009876 123456789 Frank Arthur
2010
90012345 987654321 Meagan Beck
2010
T Hrs Q/S OPEID School Name
- --- --- ------ -------------------------4 13 Q
010487 LANIER TECHNICAL COLLEGE
2 13 Q
003956 DALTON STATE COLLEGE
Reason
-----------Total Hours do not match
No course data found
Total Number of Students:
------------------------2
The report includes the following information:










ID
Social Security Number
Name
Year: GSFC award year
T= Term: 1 = Summer, 2 = Fall, 3 = Winter, 4 = Spring
Hrs: GSFC Grant Paid Hours for the term
Q/S: Q= Quarter, S = Semester
OPEID: School code on file at GSFC
School Name
Reason: Total Hours do not match, No Course data found
HOPE Grant GPA Process 07/18/2013
Page 21
Program name: ZRRHGPA
Version: 13.3
Location: Jobsub
Description: ZRRHGPA is the Banner process that allows colleges to create a report of students from their Banner
system that will display the HOPE Grant GPA, course detail, and eligibility status. The report created by this process can
be emailed to the USER.
Process:
Enter ZRRHGPA from the Banner Main Menu.
The ZRRHGPA HOPE Grant Summary Report may be created using multiple term codes (Parameter 02) and/or multiple run
modes (Parameter 03).
This report may be created from any of the following five (5) Run Mode options:
(P) Population Selection
(A) Admission - New Applicants /Re-Admits for a term
(R) Registered - Students that are or were registered for the term
(F) Financial Aid – Students with HOPE Grant awarded for the Aid Year entered in Parameter 01
(C) Checkpoint- Students with checkpoint eligibility determined at the end of the term(s) entered in Parameter 02
(S) Student ID – Single student
You can choose one Run Mode option or multiple Run Mode options. This process will support any combination.
HOPE Grant GPA Process 07/18/2013
Page 22
ZRRHGPA Parameters:
01
Aid Year Code
Required
Current Aid Year Code – example 1112
02
Term code
Required if Parameter 03 = A, R, C
For Run Mode (Parameter 03) = A (Admissions), R (Registered), or
C (Checkpoint Term) enter the Term Code (example: 201212). This
parameter allows you to select more than one Term Code. You
must select ‘Record’  ‘Insert’ to insert a new line for Parameter
02. See page 7 of this document for additional instructions.
(Note: Term code must exist in aid
year in Parameter 01, else the
following results: “Number of
Students: 0”.)
Note: Term code is required for all run modes, but is used for run
modes: A, R, and C only.
03
Run Mode
Required.
Valid Values: P, A, R, F, C, S
P - Population Selection. A- Admissions, R – Registration, F –
Financial Aid (F – All students with HOPE Grant awarded for aid
year), C- Checkpoint (C-All students with eligibility determined at
end of term(s)), S – Single ID (S – Single student). This parameter
allows you to select more than one option for your student
requests.
‘Insert’ to insert a new line for Parameter 03. See page 7 of this
document for additional instructions.
04
Application
Required if Parameter 03 = P
For Run Mode (Parameter 03) = P (Population Selection), enter the
Application for the Population Selection – example FINAID
05
Selection ID
Required if Parameter 03 = P
For Run Mode (Parameter 03) = P (Population Selection), enter the
Selection ID (Name of the Population Selection)
06
Creator ID
Required if Parameter 03 = P
For Run Mode (Parameter 03) = P (Population Selection), enter the
Creator ID of the Population Selection
07
User ID
Required if Parameter 03 = P
For Run Mode (Parameter 03) = P (Population Selection), enter the
User ID of the Population Selection
08
Email Address
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.
09
Student ID
Required if Parameter 03 = S
For Run Mode (Parameter 03) = S (Student ID), enter the student’s
ID number. (Example: 900012345)
10
Report Type
Required.
S – Summary Mode (GPA) – provides the last checkpoint and
current eligibility status for student(s). D – Detail Mode (GPA and
Courses) – provides the last checkpoint, current eligibility status,
and course details for student(s).
Valid Values: S, D
HOPE Grant GPA Process 07/18/2013
Page 23
ZRRHGPA Output – Summary Report
ZRRHGPA – HOPE Grant GPA
Summary
ID
900012345
900098765
900067890
900054321
900234567
900043210
900032101
NAME
Amanda Adams
Zach Adams
Amanda Brown
Mary Brown
Kyle Connor
Anthony Smith
Frank Thomas
TERM
LAST CHECKPOINT
HRS Elig GPA
201212
201212
201212
201212
201212
31.33
37
36
61
64
G1 3.76
G1 3.00
N1 2.86
G2 3.00
MX 3.00
CURRENT STATUS
CKPT HRS GPA Elig
35
3.54
GX
3
3.67
G0
31.33 3.76
G1
50
2.99
G1
36
2.86
N1
61
3.12
G2
64
3.00
MX
DESCRIPTION
Exempt from 1st Checkpoint >30 Hours Prior to Fall 2011
Not reached 1st Checkpoint (0 - 29 hours)
Eligible at 1st Checkpoint (3.0) (30 - 59 hours)
Eligible at 1st Checkpoint (3.0) (30 - 59 hours)
Not Eligible – 1st Checkpoint (<3.0) (30 - 59 hours)
Eligible at 2nd Checkpoint (>=3.0) (60 - 63 hours)
Maxed – Student reached max paid hours
Total Students: 7
The report includes the following information:










ID
Name
Last Checkpoint - Term – Term code the last checkpoint was applied. (Checkpoint applied at end of term.)
Last Checkpoint - Hrs – Grant hours used in the last checkpoint.
Last Checkpoint - Elig – Last eligibility status (tier).
Last Checkpoint - GPA – Grant GPA at last checkpoint.
Current Status – Ckpt Hrs – Current total Grant checkpoint hours
Current Status – GPA – Current Grant GPA
Current Status – Elig – Eligibility at most recent checkpoint
Current Status – Description – Tier description
HOPE Grant GPA Process 07/18/2013
Page 24
ZRRHGPA Output – Detail Report
ID
900998888
NAME
Andrew Adams
College
------ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ALBANY TECHNICAL COLLEGE
ZRRHGPA - HOPE Grant GPA Detail Report
LAST CHECKPOINT
CURRENT STATUS
TERM
HRS Elig GPA
CKPT HRS GPA Elig DESCRIPTION
201212
39
N1 2.57
53
2.59 N1 Not Eligible – 30 Hour Checkpoint (<3.0)(30-59 Hours)
Term
ID
----201102 900123456
201102 900123456
201102 900123456
201103 900123456
201103 900123456
201104 900123456
201104 900123456
201104 900123456
201201 900123456
201201 900123456
201201 900123456
201212 900123456
201212 900123456
201212 900123456
201212 900123456
201212 900123456
201214 900123456
201214 900123456
201214 900123456
201214 900123456
Subj
---MAT
COL
COL
MAT
ENG
PSY
SOC
BIO
SCT
PSY
AHS
ENGL
ALHS
BIOL
BIOL
ARTS
ACCT
CIST
CIST
MGMT
Crse
---098
089
099
1101
1101
1101
1101
2113
100
2103
109
1102
1040
2114
2114L
1101
1100
1001
1305
1100
CRN
--30572
31092
31246
31390
41057
41163
41343
41363
30704
31404
31488
40846
10719
21171
21366
21210
20235
20261
20287
20521
GPA
Hrs
--5
3
3
5
5
5
5
5
3
5
3
3
3
3
1
3
4
4
3
3
Grde
--B*
A
A*
A
B
A
A
C
A
C
B
B
C
F
F
F
W
B
C
B
Qual
Pts
---0
12
20
15
20
20
20
10
12
10
9
9
6
0
0
0
0
12
6
9
Count in
GPA Ckpt
--- ---N N
Y Y
N N
Y Y
Y Y
Y Y
Y Y
Y Y
Y Y
Y Y
Y Y
Y Y
Y Y
Y Y
Y Y
Y Y
N Y
Y Y
Y Y
Y Y
N1
Crse
----
Y
Y
Y
Y
Dual
Enrl
---N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
Qtr/
Sem
-Q
Q
Q
Q
Q
Q
Q
Q
Q
Q
Q
S
S
S
S
S
S
S
S
S
The report includes the following information:
 ID
 Name
 Last Checkpoint - Term – Term code the last checkpoint was applied. (Checkpoint applied at end of term.)
 Last Checkpoint - Hrs – Grant hours used in the last checkpoint.
 Last Checkpoint - Elig – Last eligibility status (tier).
 Last Checkpoint - GPA – Grant GPA at last checkpoint.
 Current Status – Ckpt Hrs – Current total Grant checkpoint hours
 Current Status – GPA – Current Grant GPA
 Current Status – Elig – Eligibility at most recent checkpoint
 Current Status – Description – Tier description
 College
 Term – Banner term code
 ID – Banner student ID number
 Subj – Course Subject
 Crse – Course Number
 CRN – Course CRN
 GPA Hours
 Grade
 Qual Pts – Quality Points: A = 4.0, B= 3.0, C = 2.0, D = 1.0. Derived by multiplying GPA hours x Grade QP
 Count in GPA – Y= Yes, Grade included in GPA calculation, N = No, Grade not included in GPA calculation
 Count in Checkpoint - Y=Yes, Course included in 30/60 hour checkpoint progression. N=No, Course not included in 30/60
hour checkpoint progression
 N1 Crse – Y= Yes or N= No - Course/Grade included in 60 Hour Checkpoint Progression
 Dual Enrl – (Dual Enrollment) – Yes, Student is Dual Enrollment for Term. N=No, Student is not Dual Enrollment for Term.
(Note: Dual Enrollment coursework is excluded from GPA calculation and 30/60 hour checkpoint progression.)
 Qtr/Sem
HOPE Grant GPA Process 07/18/2013
Page 25
Banner Form: ZRAGRNT – HOPE Grant GPA form (version 12.6)
1. HOPE Grant GPA Inquiry tab: Displays all course details associated with Grant Paid Hours. No data on this tab may be
updated by the user.
Form Field Name
Table/Field
Values
Code descriptions:
ZTVHELG_DESC
Tier Code and Eligibility Description
GX - Exempt from 1st Checkpoint (>30 Hours Prior to Fall 2011)
G0 – Eligible - Not reached 1st Checkpoint (0 - 29 hours)
G1 - Eligible – 30 Hour Checkpoint (>= 3.0) (30 - 59 hours)
G2 - Eligible – 60 Hour Checkpoint (>= 3.0) (60 - 63 hours)
G6 – Eligible – 60 Hour Checkpoint (>=3.0) (Regained eligibility)
N1 - Not Eligible – 30 Hour Checkpoint (<3.0) (30 - 59 hours)
N2 - Not Eligible – 60 Hour Checkpoint (<3.0) (60 - 63 hours)
MX – Maxed – Student reached max Paid Hours (See note below.)
Overall Checkpoint
Hours
Overall Current Grant
GPA
Checkpoint 1
Checkpoint Term
ZRRHGPA_CHECKPOINT_HOURS
Current HOPE Grant Checkpoint Hours.
ZRRHGPA_GPA
ZRRHN1TK_GPA
ZRRCHCK_CHECKPOINT = ‘1’
ZRRCHCK_TERM_CODE_GPA
Current HOPE Grant GPA.
Checkpoint Hours
Checkpoint GPA
ZRRCHCK_PAID_HOURS
Tier/Description
ZRRCHCK_TIER_CODE
Code descriptions:
ZTVHELG_DESC
Checkpoint 2
Checkpoint Term
ZRRCHCK_CHECKPOINT = ‘2’
ZRRCHCK_TERM_CODE_GPA
Checkpoint Hours
Checkpoint GPA
ZRRCHECK_PAID_HOURS
Current Eligibility
ZRRHGPA_TIER_CODE
ZRRN1TK_TIER_CODE
ZRRHGPA_GPA
(ZRRHGPA_TERM_CODE_GPA =
ZRRCHCK_TERM_CODE_GPA AND
ZRRCHCK_CHECKPOINT = ‘1’)
ZRRHGPA_GPA
(ZRRHGPA_TERM_CODE_GPA =
ZRRCHCK_TERM_CODE_GPA AND
ZRRCHCK_CHECKPOINT = ‘2’)
Term code 30 Hour Checkpoint was applied. Checkpoint was
applied at the end of this term.
Student’s Grant hours at 30 hour checkpoint.
HOPE Grant GPA at 30 Hour Checkpoint.
Tier Code and Eligibility Description
GX - Exempt from 1st Checkpoint (>30 Hours Prior to Fall 2011)
G0 – Eligible - Not reached 1st Checkpoint (0 - 29 hours)
G1 - Eligible – 30 Hour Checkpoint (>= 3.0) (30 - 59 hours)
G2 - Eligible – 60 Hour Checkpoint (>= 3.0) (60 - 63 hours)
G6 – Eligible – 60 Hour Checkpoint (>=3.0) (Regained eligibility)
N1 - Not Eligible – 30 Hour Checkpoint (<3.0) (30 - 59 hours)
N2 - Not Eligible – 60 Hour Checkpoint (<3.0) (60 - 63 hours)
MX – Maxed – Student reached max Paid Hours (See note below.)
Term code 60 Hour Checkpoint was applied. Checkpoint was
applied at the end of this term.
Student’s Grant hours at 60 hour checkpoint
HOPE Grant GPA at 60 Hour Checkpoint.
Tier Code and Eligibility Description
GX - Exempt from 1st Checkpoint (>30 Hours Prior to Fall 2011)
G0 – Eligible - Not reached 1st Checkpoint (0 - 29 hours)
G1 - Eligible – 30 Hour Checkpoint (>= 3.0) (30 - 59 hours)
G2 - Eligible – 60 Hour Checkpoint (>= 3.0) (60 - 63 hours)
G6 – Eligible – 60 Hour Checkpoint (>=3.0) (Regained eligibility)
N1 - Not Eligible – 30 Hour Checkpoint (<3.0) (30 - 59 hours)
N2 - Not Eligible – 60 Hour Checkpoint (<3.0) (60 - 63 hours)
MX – Maxed – Student reached max Paid Hours (See note below.)
NOTE: Eligibility Tier ‘MX’ is calculated on HOPE Grant GPA Hours and actual Grant Paid Hours. A student could reach their Paid
Hours Cap and lose eligibility for the HOPE Grant. The Combined SemesterPaid Hours information must be considered in HOPE
Grant awarding rules. The code of ‘MX’ is based on HOPE Grant GPA hours and HOPE Grant Paid Hours only.
Tier/Description
ZRRCHCK_TIER_CODE
Code descriptions:
ZTVHELG_DESC
HOPE Grant GPA Process 07/18/2013
Page 26
Banner Form: ZRAGRNT – HOPE Grant GPA form
HOPE Grant GPA Inquiry tab: Continued. All courses included in Grant GPA are displayed. Note: Applicable courses
taken while N1 status at a TCSG College and courses manually entered into the “University System of GA – N1 Courses”
tab will be displayed.
Sequence No.
Curr Rec
Last Update
College
School Code
GSFC Award Yr
Term
(Q)Qtr/(S)Semester
CRN
Subject Code
Course Number
GPA Hrs
Grade
Include in GPA
Indicator*
Include in Checkpoint
Indicator*
Dual Enrollment
Indicator
ZRRFIND_SEQ_NO
ZRRFIND_CURR_REC_IND
ZRRFIND_ACTIVITY_DATE
ZRRN1FD_ACTIVITY_DATE
ZRRFIND_GSFC_SCHOOL_NAME
ZRRN1FD_GSFC_SCHOOL_NAME
ZRRFIND_GSFC_OPEID_CODE
ZRRN1FD_GSFC_OPEID_CODE
ZRRFIND_FISCAL_YEAR
ZRRFIND_TERM_CODE
ZRRN1FD_TERM_CODE
ZRRFIND_Q_OR_S
ZRRFIND_CRN
ZRRN1FD_CRN
ZRRFIND_SUBJ_CODE
ZRRN1FD_SUBJ_CODE
ZRRFIND_CRSE_NUMB
ZRRN1FD_CRSE_NUMB
ZRRFIND_CREDIT_HOURS
ZRRN1FD_CREDIT_HOURS
ZRRFIND_GRDE_CODE
ZRRN1FD_GRDE_CODE
ZRRFIND_GPA_IND
ZRRN1FD_GPA_IND
ZRRFIND_CHCK_IND
ZRRN1FD_CHCK_IND
ZRRFIND_DE_IND
ZRRN1FD_DE_IND
Y/N
OPE ID
Only 2004 and forward. (i.e. 2003 is not valid)
(Example: GSFC Fall 2006 = Banner term 200602)
Summer, Fall, Winter, Spring
Quarter or Semester - associated with course.
CRN associated with term/course at that college. This field must be
updated. If CRN is unknown, enter 99999.
GPA hours associated with course (Decimals to hundredth)
Grade associated with the course.
Y = Yes, Grade included in GPA calculation
N = No, Grade not included in GPA calculation
Y = Yes, Course included in 30/60 hr checkpoint progression
N = No, Course not included in 30/60 hr checkpoint progression
Y = Yes, Dual Enrollment for Term
N = No, Not Dual Enrollment for Term
Note: Dual Enrollment coursework is excluded from GPA
calculation and 30/60 checkpoint progression
*Note:
Include in GPA
Calculation?
Include in 30/60 Hour
Checkpoint Progression?
Learning Support:
 Remedial/Developmental coursework
 Courses coded with course registration status code of ‘KO’
 Courses manually excluded from Grant GPA. (Manual update
performed to resolve discrepant data.)
NO
NO
Dual Enrollment Coursework
NO
NO
Incomplete grades (Once a grade is assigned, MIS data will be
updated and the new grade will be incorporated into the GPA
calculation.)
NO
YES
HOPE Grant GPA Process 07/18/2013
Page 27
Banner Form: ZRAGRNT – HOPE Grant GPA form
2. HOPE Grant GPA Discrepancies tab: Displays all course details for discrepant or missing information. Available
course data from MIS is pre-populated.
NOTE: Information is displayed in either ‘Quarter’ or ‘Semester’ hours. This information is reflected in the actual
format used when HOPE Grant was paid. If the student attended the college under the quarter system and
received HOPE Grant, then the hours will be reflected in quarter hours. If the student attended the college under
the semester system and received HOPE Grant, then the hours will be reflected in semester hours.
Form Field Name
Table/Field
College
School Code
GSFC Award Yr
ZRRNFND_GSFC_SCHOOL_NAME
ZRRNFND_GSFC_OPEID_CODE
ZRRNFND_FISCAL_YEAR
Term
(Q)Qtr/(S)Semester
Paid Hrs
ZRRNFND_TERM_NUMBER
ZRRNFND_Q_OR_S
ZRRNFND_NET_HOURS
Reason
Bottom section:
College
School Code
GSFC Award Yr
ZRRNFND_REASON
Term
(Q)Qtr/(S)Semester
ZTVHPID_COLLEGE_NAME
ZRRCRSE_GSFC_OPEID_CODE
Saved data updates
ZRRCRSE_FISCAL_YEAR
Saved data updates
ZRRCRSE_TERM_NUMBER
Saved data updates
ZRRCRSE_Q_OR_S
CRN
Saved data updates ZRRCRSE_CRN
Subject Code
Saved data updates
ZRRCRSE_SUBJ_CODE
Saved data updates
ZRRCRSE_CRSE_NUMB
Saved data updates
ZRRCRSE_CREDIT_HOURS
Course Number
GPA Hrs
Grade
Course Status
Exclude?
Saved data updates
ZRRCRSE_GRDE_CODE
ZRRCRSE_CRSE_STATUS
Saved data updates
ZRRCRSE_EXCLUDE
HOPE Grant GPA Process 07/18/2013
Values
OPE ID
Only 2004 and forward. (i.e. 2003 is not valid)
(Example: GSFC Fall 2006 = Banner term 200602)
Summer, Fall, Winter, Spring
Quarter or Semester - associated with course.
This field displays the ‘Net Paid Hours’ for the term.
Equals: Paid Hours minus Dual Enrollment Excluded Hours for term.
(Decimals to hundredth)
‘Total Hours do not match’ or ‘No course data found’
College name
OPE ID
Only 2004 and forward. (i.e. 2003 is not valid)
(Example: GSFC Fall 2006 = Banner term 200602)
Summer, Fall, Winter, Spring
Quarter or Semester - associated with course.
Note: If the information reflected in the ‘HOPE Grant Hours
Discrepancies’ block is in quarter hours, then enter the credit hours
for the course in quarter hours. (Same applies to semester hours.)
CRN associated with term/course at that college. This field may be
NULL.
Example: ENG or MATH
Example: 101 or 1101
GPA hours associated with course (Decimals to hundredth) Note: Enter
hours as quarter hours if course was taught in quarter hours. Enter
hours as semester hours if course was taught in semester hours.
Grade associated with the course.
Note: ‘NG’ = (No Grade) – Displayed if course grade is missing.
Field will be blank unless the discrepancy is a result of course having
one of the following course registration status codes or grade codes:
KO (Course outside of major), EX (Exempted course), AU (Audited
Course), TR (Transfer credit), AC (Articulated credit). Field may be
updated to ‘RE’ if course status displayed is incorrect.
Y/N.
Checked = Yes: Exclude course from GPA calculation and checkpoint
progression.
Null = No.
NOTE: DO NOT CHECK THIS BOX FOR LEARNING SUPPORT
COURSEWORK. LS coursework is identified by the assigned grade.
Page 28
Banner Form: ZRAGRNT – HOPE Grant GPA form
3. Grade Changes tab: Displays all details of Grant GPA coursework with grade changes.
Grade Changes Tab
Form Field Name
College
Term
Q/S
CRN
Subj Code
Crse Numb
GPA Hours
Old Grade
New Grade
Activity Date
Table/Field
ZRRGCHG_SCHOOL_NAME
ZRRGCHG_TERM_CODE
ZRRGCHG_Q_OR_S
ZRRGCHG_CRN
ZRRGCHG_SUBJ_CODE
ZRRGCHG_CRSE_NUMB
ZRRGCHG_CREDIT_HOURS
ZRRGCHG_OLD_GRDE_CODE
ZRRGCHG_NEW_GRDE_CODE
ZRRGCHG_ACTIVITY_DATE
Values
College with grade change.
Banner Term Code. Only 2004xx and forward. (i.e. 2003xx is not
valid)
Quarter/Semester – Type code associated with course.
CRN associated with term/course at that college.
Example: ENG or MATH
Example: 101 or 1101
GPA hours associated with course (Decimals to hundredth)
Old grade associated with the course.
New grade associated with the course.
Date grade change added to Grant GPA database.
4. University System of GA – N1 Courses tab: Any diploma or certificate level coursework taken by a student
attending a University System of Georgia institution during a term that the student was ineligible for the HOPE
Grant due to a below 3.0 Grant GPA at the 30 Hour Checkpoint (N1 status) should be entered into this tab. The
coursework entered into this tab is coursework that would have normally been paid for by HOPE Grant (excluding
Learning Support and Dual Enrollment) had the student met all HOPE Grant requirements. Coursework will be
incorporated into the student’s HOPE Grant GPA and used to determine if student regains eligibility at 60th
Attempted Hour Checkpoint.
University System of GA – N1 Courses Tab
Form Field
Table/Field
Name
Validation table:
ZTVHPID_COLLEGE_NAME where
College
ZTVHPID_COLLEGE_TYPE = ‘B’
Saved data updates:
ZRRN1BR_GSFC_OPEID_CODE
Validation table: ZTVHPID_OPEID_CODE
School Code
where ZTVHPID_COLLEGE_TYPE = ‘B’
Saved data updates:
Academic Year ZRRN1BR_ACADEMIC_YEAR
Saved data updates:
Term
ZRRN1BR_TERM_NUMBER
Saved data updates:
Subj Code
ZRRN1BR_SUBJ_CODE
Saved data updates:
Crse Numb
ZRRN1BR_CRSE_NUMB
Saved data updates:
Credit Hours
ZRRN1BR_CREDIT_HOURS
Saved data updates:
Grade
ZRRN1BR_GRDE_CODE
Activity Date
ZRRN1BR_ACTIVITY_DATE
HOPE Grant GPA Process 07/18/2013
Values
College name defaults in when selecting school code.
School code.
Only 2012 and forward. (i.e. 2003 is not valid)
Valid values: Summer, Fall, Spring
Example: ENG or MATH
Example: 101 or 1101
GPA hours associated with course (Decimals to hundredth)
Validation table: ZTVGRDE. Valid grades: A, B, C, D, F, W, WP, WF
Date course data entered.
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HOPE Grant GPA Checkpoints and 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.
The conversion formula applied to coursework for the HOPE Grant GPA is outlined below.







Sum all quarter hours
Sum all quarter hour quality points
Sum all semester hours
Sum all semester hour quality points
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 (if any exist).
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 HOPE Grant GPA.
HOPE Grant GPA Process 07/18/2013
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HOPE Grant GPA Checkpoints and Calculation Details:
Dual Enrollment
Included in Paid
Hours
Include hours in
Checkpoint
Progression?
Include in
Checkpoint GPA?
Summer 2003
No
No
No
Fall 2003
No
No
No
Winter 2004
No
No
No
Spring 2004
No
No
No
Summer 2004
No
No
No
Fall 2004 – Spring 2008
Yes
No
No
Summer 2008 - Current
No
No
No
Joint Enrollment
Included in
Paid Hours
Include hours in
Checkpoint
Progression?
Include in Checkpoint
GPA?
Summer 2003
No
No
No
Fall 2003
No
No
No
Winter 2004
No
No
No
Spring 2004
No
No
No
Summer 2004
No
No
No
Fall 2004 – Spring 2008
Yes
Yes
Yes
Summer 2008 - Current
Yes
Yes
Yes
HOPE Grant GPA Process 07/18/2013
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HOPE Grant GPA Checkpoints and Calculation Details:
Learning Support
Definition includes remedial development coursework and coursework chosen by the student that does
not count toward program requirements for the Diploma, Certificate or Degree the student is seeking.
(Course registration status code: ‘KO’)
Included in
Paid Hours
Include hours in
Checkpoint
Progression?
Include in Checkpoint
GPA?
Summer 2003
Yes
No
No
Fall 2003
Yes
No
No
Winter 2004
Yes
No
No
Spring 2004
Yes
No
No
Summer 2004
Yes
No
No
Fall 2004 – Spring 2008
Yes
No
No
Summer 2008 - Current
Yes
No
No
Included in
Paid Hours
Summer 2003 (200401) – Fall
2008 (200902)
Maximum of
12 hrs
Winter 2009 (200903) - Current
Maximum of
15 hrs
HOPE Grant GPA Process 07/18/2013
Greater Than Full-Time Enrollment
Include hours in
Include in Checkpoint
Checkpoint
GPA?
Progression?
Maximum of 12 hrs
All hrs included (excluding
LS and DE)
Maximum of 15 hrs
All hrs included (excluding
LS and DE)
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HOPE Grant Rules and Population Selection Examples:
HOPE Grant Fund Awarding and/or Fund Disbursement Rules suggestion:
ZRVHGPA (view) pulls the latest Grant Tier Code from Banner form ZRAGRNT based on the current term code entered on
ROAINST. View is aid year specific.
ZRVHGPA_TIER_CODE LIKE ‘G%’ and ZRVHGPA_AIDY_CODE = ‘&aid_year_code’ identifies eligible students.
View will prevent Grant awards for terms where eligibility cannot be determined due to an existing discrepancy.
This view will also prevent disbursements for a term where discrepancies exist and no tier code based the ROAINST
current term exists.
For example: Student’s status was G1 at the end of fall semester. Student received HOPE Grant Spring Semester. At the
end of Spring Semester the student has an unresolved discrepancy. Since a discrepancy exists on spring semester
coursework, the student’s eligibility for Grant for the next summer semester is undetermined. The student should not
receive a summer Grant disbursement until the spring discrepancy is resolved. The ZRVHGPA view will prevent the
summer payment when ROAINST is set to summer semester and will allow the spring disbursement when ROAINST is set
to spring semester.
Population Selection Examples:
HOPE_GRANT_GPA_ELIG: Population Selection of students whose latest HOPE Grant GPA Tier Code based on ROAINST
Current Term is an eligible status.
HOPE Grant GPA Process 07/18/2013
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HOPE Grant Rules and Population Selection Examples:
HOPE_GRANT_GPA_INELIG: Population Selection of students whose latest HOPE Grant GPA Tier Code based on ROAINST
Current Term is an ineligible status.
HOPE Grant GPA Process 07/18/2013
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HOPE Grant Rules and Population Selection Examples:
Students with discrepant or missing information.
H_GRANT_DISCREPANCIES: Population Selection of students with discrepant or missing data.
Note: Bottom section left blank intentionally.
Technical Support:
If you have additional questions, problems running these processes, or accessing a form, please contact the TCSG Data
Center by emailing the Help Desk at datacenter@tcsg.edu .
HOPE Grant GPA Process 07/18/2013
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