If submitting a comma delimited file (CSV), Term and Year should be submitted as separate columns.

Codes/Notes:
1 - Summer
2 - Fall
3 - Winter (only for institutions on a quarter system)
4 - Spring
5 - Interim
9 - Total report year (Financial Aid File)

Examples:
Fiscal Year 2002-03
Total report year 92003 (Financial Aid File)
Beginning in 1991, report period indicated by term, rather than end of year.

For FINANCIAL AID FILE: The total report year refers to the state fiscal year (July 1 - June 30). Only one summer may be included within a single fiscal year. Missing Value: Does not apply; field must be completed.

Edit Specs:
Financial aid file, error if term value <> 9 followed by the 2nd year of the fiscal year.

Format: Numeric, 5 place integer (TYYYY)

Updates: Expanded to four-digit format, year 2000 file conversions.

Race/Ethnicity

(Last year for this field, moving to new ethnicity format in FY10-11)

THIS FIELD WILL BE PHASED OUT IN FALL 2010 - ONLY BLANKS WILL BE ACCEPTED

DHE-Approved Reciprocity Agreements. C.R.S. 23 1 112 allows students participating in this program to be claimed by Colorado institutions for state general fund, up to the maximum number of FTE allocated to the institution by DHE. Colorado has approved reciprocity agreements with New Mexico and Utah in SURDS files. Report student as in-state in SURDS files.

U.S. Armed Forces and Their Dependents. C.R.S. 23 7 103(1)(c)(I) and (II) allows U.S. military personnel and dependents to be granted in-state tuition status, prior to having been domiciled in Colorado for twelve continuous months, upon moving to Colorado on a permanent change-of-station basis, for courses that are not taken on military bases. Credits generated in off-base courses may be reported for FTE general fund support, but these credit hours must be separately identified in the End of Year FTE Report. Report student as in-state in SURDS files.

Canadian Military Personnel and Their Dependents. C.R.S. 23-7-106 provides that any member of the military forces of Canada stationed in Colorado, or the dependent of any such member, shall receive in-state tuition status at any institution of higher education in this state. No member of the Canadian military shall be deemed to be stationed in this state unless he maintains a full-time principal residence in this state. In- state tuition status for Canadian military personnel or their dependents shall terminate at the conclusion of the current quarter or semester upon transfer to any station outside this state. Report student as out-of-state in SURDS files.

Olympic Training Center Athletes. C.R.S. 23-7-105 allows athletes living in Colorado Springs and training at the Olympic Training Center, or at a facility in Colorado Springs approved by the Olympic governing board to be considered in-state students for the purposes of assessing tuition and generating FTE reimbursable credits at any state-supported institution of higher education. Report student as in-state in SURDS files.

Chinese and Russian students in Graduate Public Policy Programs. C.R.S. 23-7-107 allows students from The Commonwealth of Independent States (Russia) and the People's Republic of China in graduate public policy programs to be allowed to receive in-state tuition. However, these students may not be counted as resident students for any purpose other than tuition classification. Report student as in-state in SURDS files.

WICHE Regional Graduate Program. C.R.S. 23-1-108(10) allows postgraduate or professional students participating in this program to be claimed by Colorado institutions as in-state students for the purposes of assessing tuition, enrollment reporting, and budgetary reporting. Report student as in-state in SURDS files.

WICHE Undergraduate Exchange Program (WUE). Students participating in the WUE program are assessed 150% of the in-state tuition rate of the Colorado institution. The enrollment in the WICHE undergraduate program is not reportable for state general fund. Report student as in-state in SURDS files.

Colorado Educational Exchange Program. C.R.S. 23 3.3-601 allows students to be reported as in-state students for the purposes of assessing tuition, enrollment reporting, and budgetary reporting. The institution must be approved by DHE to participate in the Colorado Educational Exchange Program. No student may be a recipient or participant for more than one year. Report student as in-state in SURDS files.

Missing Value: Does not apply; field must be completed.

Edit Specs:
- Error if value > 3.
- Error if 3 and resident instruction hours are greater than 0.
- Error if 2 or 3 and recipient of state aid

Format: Numeric, 1 place integer

Updates: June 1991; added code 4 on limited basis, July 2002; deleted code 4, FY2004

Definition: The dollar amount of a Federal Pell Grant paid to a student.

Codes/Notes: None

Missing Value: Zeros if not applicable

Edit Specs:
Year 2012 Pell limit = $5,550 (up to $8,325, multi Pell grants in one year)
Error if blank
Error if value < 0 or > annual limit determined by U.S. Department of Education.
Error if Pell > 0 (00000) and recipient is non resident alien (ethnicity 1)
Error if Pell > 0 (00000) and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer
Example: $1,000 Submit as: 01000
Example: $0 Submit as: 00000

Updates: FY2011-$10,800; FY2010 -$10,800;

Definition: The amount of aid received from federal sources excluding Title IV.

Codes/Notes: Example:
- BIA funds
- College Access Challenge Grant
- Federal Nursing Scholarships
- ROTC Scholarships
- Do not include Veterans Assistance

Missing Value: Zero if not applicable.

Edit Specs:
Error if blank
Error if not blank and < 0 or > 99999
Error if Other Federal Grant and Scholarship > 0 (00000) and recipient is non resident alien (ethnicity=1)

Format: Alpha Numeric, 5 place integer

Example: $1,000 Submit as: 01000
Example: $0 Submit as: 00000

Updates; June 2011 added College Access Challenge Grant

Definition: The disbursed dollar amount of the Colorado Leveraging Educational Assistance Partnership program that includes federal and state funds.

*** Ended in FY2011

Codes/Notes: Need based.

    Cannot exceed $5,000 for 12 month enrollment.

    Need must be $100 for each month of enrollment, i.e., student enrolled for 9 months must show need of $900. I.e., /(Nine month COA) – (Nine month EFC)//9= >100

    Must be undergraduate student.

    Must be Colorado resident for tuition purposes.

    Must be enrolled at least half time.

Missing Value: Zero if not applicable.

Edit Specs:
Error if > 0

Following errors applied prior to FY2012
Error if blank
Error if not blank and < 0 or > 5000.
Error if need requirements do not meet parameters.
Error if (Enrollment Duration = 0 OR ((Budget Amount – Expected Family Contribution ) / Enrollment Duration) < 100)
Error if CLEAP recipient (CLEAP > 0) is graduate student
Error if CLEAP recipient (CLEAP > 0) is non-resident alien (ethnicity 1)
Error if tuition classification does not equal to 1

Format: Alpha Numeric, 5 place integer

Updates: February, 2004; January 2012 - eliminated;

Definition: The paid dollar amount of the Colorado Undergraduate Merit Award.

THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2008-09

Codes/Notes:
Non need based.
Must be undergraduate student.
Must be Colorado resident for tuition purposes

Missing Value: Zero if not applicable.

Edit Specs:
Error if blank
Error if < 0 or > 99999.
Error if tuition classification does not equal 1
Error if Merit GPA field <3.000 as reported at time of award.
Error if Merit award > 0 and is non-resident alien (Ethnicity = 1)
Error if Merit award > 0 and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer

Example: $1,000 Submit as: 01000
Example: $0 Submit as: 00000

Updates: February, 2004

Definition: The disbursed dollar amount of the Colorado Graduate Merit Award.

THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2004-05

Codes/Notes:
Non need based.
Only full time, degree -seeking graduate students as defined by DHE are eligible.

Missing Data: Zero if not applicable.

Edit Specs:
Error if blank
Error if < 0 or > 99999.
Error if graduate merit grant > 0 and undergraduate (student level < 21).
Error if graduate merit grant > 0 and enrollment does not equal 1
Error if graduate merit grant > 0 and non-resident (tuition class <> 1) (starting FY05)

Format: Alpha Numeric, 5 place integer

Example: $1,000 Submit as: 01000
Example: $0 Submit as: 00000

• Dependent Tuition Assistance Program
• Native American Treaty-Fort Lewis
• Colorado National Guard

Definition: : The dollar amount paid from institutionally controlled gift funds, i.e. the funds are received from other than state or federal sources, and the recipients are chosen by the school.

THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2004-05

Codes/Notes: Examples:

• Athletics
• Institutional funds
• Donor gifts
• Endowment funds
• Foundation funds
• Long term institutional loans
• Student fees earmarked for student aid
• Daniels Opportunity
• Reisher

Definition: The dollar amount paid to a student from a source other than Federal, State, or institutional foundation funds and for whom the institution does not select the recipient.

Codes/Notes:
Examples:-
   Corporate sponsored scholarship
   College Invest Scholarships
   National Merit Scholarship
   Private Scholarships
   Daniels Fund
   Boettcher

Missing Value: Zero if not applicable.

Edit Specs:
Error if blank
Error if <0 or >99999

Format: AlphaNumeric, 5 place integer
Example: $1,000 Submit as: 01000
Example: $0 Submit as: 00000

Updates: February, 2004; June 2011 added College Invest Scholarships

Definition: The disbursed dollar amount of the Governor’s Opportunity Scholarship.

THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2011-12

Codes/Notes:
Need based.

This amount must correlate to the nine month EFC reported.

Must be Colorado resident for tuition purposes.

Missing Value: Zero, if not a recipient.

Edit Specs:
Error if blank
Error if GOS < 0 or GOS > Budget Amount
Error if GOS > 0 and tuition classification does not equal to 1
Error if student level > 14
Error if GOS > 0 and student level > 14
Error if GOS amount award > $10,700
Error if GOS Error if FAFSA flag = 1 and PELL = 0
Error if GOS > 0 and ethnicity = 1 (non-resident alien)

Format: AlphaNumeric, 5 place integer
Example: $1,000 Submit as: 001000
Example: $0 Submit as: 000000

Updates: February, 2004

Definition: The dollar amount of the Supplemental Leveraging Educational Assistance Partnership (SLEAP) award paid to a student.

****Ended in FY 2011

Codes/Notes:
   Need based.

   Cannot exceed $5,000 for 12 month enrollment.

   Need must be $100 for each month of enrollment, i.e., student enrolled for 9 months must show need of $900. I.e., /(Nine month COA) – (Nine month EFC)//9= >100

   Must be undergraduate student.

   Must be Colorado resident for tuition purposes.

   Must be enrolled at least half time.

Missing Value: Zero if not applicable

Edit Specs:
Error if > 0

Following errors applied prior to FY2012
   Error if not numeric
   Error if not blank and < 0 or > 5000
   Error if need requirements do not meet parameters
   Error if non-resident alien (ethnicity = 1)
   Error if tuition classification does not equal 1
   Error if SLEAP > 0 and Enrolled and (Enrollment Duration = 0 OR ((Budget Amount – EFC ) / Enrollment Duration) < 100)
   Error if SLEAP > 0 and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer
Example: $1,000 Submit as: 01000
Example: $0 Submit as: 00000

Updates: February, 2004; January 2012 - eliminated;

Definition: The cumulative grade point average (GPA) that was used to establish the eligibility of a Colorado Undergraduate Merit recipient. For a first time freshman, could be high school GPA.

THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2008-09

Codes/Notes:
   Required for all students with a Colorado merit award.

   The grade point average should be reported on a four-point scale where the highest score equals 4 and 0 is the lowest.

   Report two decimal positions as shown in the format.

   Reporting of this field required, effective in fiscal year 2002.

Missing Value: Blank if not applicable

Edit Specs:
   Error if < 0 or > 4000
   Error if GPA < 3.75 (3750, example show one place decimal) and Student Level = 11 and Merit Recipient
   Error if GPA < 3.5 (3500, example show one place decimal) and Student Level > 11 and Merit Recipient

Format: AlphaNumeric, 4 place char
AlphaNumeric, 1 place integer plus 3 place decimal – decimal point is implied and not supplied.
GPA = 4.000, submit as 4000
GPA = .875, submit as 0875
GPA = 0, submit as 0000

Updates: February, 2004

Veterans Benefits

(DELETED)

Definition:

Codes/Notes:

Missing Value:

Edit Specs:

Format:

Updates: February, 2004; Field removed November 2009

• All public 2 and 4 year institutions
• COF eligible privates:
  • Colorado College
  • Denver University
  • Regis University
• State supported voc-techs:
  • Delta-Montrose
  • Emily Griffith
  • San Juan Basin Area Technical College
  • TH Pickens Tech

• Error if not numeric.
• Award less than or equal to $2,500
• Must be Colorado resident
• Age 22 and under
• Enrolled in eligible institution (listed above)
• PELL eligible (Pell > 0 or EFC Nine Month <= $5,775)

Definition: The dollar amount of the Academic Competitiveness Grant award paid to a student.

Codes/Notes:

****Begins in FY 2007
****Ended in FY 2011

An eligible student may receive an Academic Competitiveness Grant (ACG) of up to $750 for the first academic year of study and up to $1,300 for the second academic year of study. To be eligible for each academic year, a student must:

• Be a Federal Pell Grant recipient;
• Be enrolled full-time in a degree program;
• Be enrolled in the first or second academic year of his or her program of study at a two-year or four-year degree-granting institution;
• Have completed a rigorous secondary school program of study (after January 1, 2006, if a first-year student, and after January 1, 2005, if a second-year student);
• If a first-year student, not have been previously enrolled in an undergraduate program; and

• Error if > 0
• Following edits applied prior to FY2012
• Error if not numeric.
• Error if Enrollment Classification not equal to 1
• Error if award > $750 and Student Level = 11
• Error if Student Level > 12
• Error if award >$1,300
• Error if PELL less than or equal to 0

• Be a Federal Pell Grant recipient;
• Be enrolled full-time or part-time in a degree program;
• Be enrolled in a four-year degree-granting institution;
• Major in physical, life or computer science, engineering, mathematics, technology, or a critical foreign language; and

• Error if > 0
• Following edits applied prior to FY2012
• Error if not numeric.
• Error if Student Level < 13 and > 14
• Error if Enrollment Classification not equal to 1
• Error if award >$4,000
• Error if PELL less than or equal to 0

Definition: The dollar amount of the Pre-Collegiate Academic Competitiveness Grant award paid to a student.

Codes/Notes:

****Begins in FY 2007
****Ended in FY 2011

Students must qualify for and receive a Federal Academic Competitiveness Grant

State-supported two- and four-year institutions, including local district colleges and private universities, which have applied and been approved for participation in state student financial assistance programs.

Missing Value: Zero if not applicable.

Edit Specs:
Error if > 0

Following applied prior to FY2012:
Error if not numeric.
Error if Student Level > 12
Error if ACG is less than or equal to 0
Error if Enrollment Classification not equal to 1
Error if award >$1,000
Error if PELL less than or equal to 0

• Error if not numeric.
• Error if Federal Plus > 0 and not a graduate student (student level < 21)

Definition: The dollar amount of the Colorado Teach scholarship.

Codes/Notes:

****Begins in FY 2009

Students must be recruited into a teacher education program.

Participating state-supported four-year institutions only which have applied and been approved for participation in state student financial assistance programs.

Awards cannot exceed the cost of in state tuition at the institution of enrollment. All awards must be paid prior to June 30.

Missing Value: Zero if not applicable.

Edit Specs:

• Error if not numeric.
• Error if Tuition Classification not equal to 1
• Error if > 0 and not a participating institution
• Award recipients for the 2009-2010:
  
  

  Adams State College,
  Colorado State University,
  Metropolitan State College of Denver,
  University of Colorado - Colorado Springs,
  University of Colorado Denver,
  University of Northern Colorado
  

• Award recipients for the 2008-2009:

                     Colorado State University-Pueblo
                     Mesa State College
                     Metropolitan State College of Denver
                     University of Colorado Denver
                     University of Northern Colorado

Format: AlphaNumeric, 5 place integer

Example: $1,000 - Submit As: 01000

Example: $0 - Submit As: 00000

Updates: Added – November 2008; Aug 2009 Removed edit for graduate students;

Definition: The dollar amount of the Federal Teach Grant

Codes/Notes:

****Begins in FY 2009

• Complete the Free Application for Federal Student Aid (FAFSA), although you do not have to demonstrate financial need.
• Be a U.S. citizen or eligible non-citizen.
• Be enrolled as an undergraduate, post-baccalaureate, or graduate student in a postsecondary educational institution that has chosen to participate in the TEACH Grant Program.
• Be enrolled in course work that is necessary to begin a career in teaching or plan to complete such course work. Such course work may include subject area courses (e.g., math courses for a student who intends to be a math teacher).
• Meet certain academic achievement requirements (generally, scoring above the 75th percentile on a college admissions test or maintaining a cumulative GPA of at least 3.25).
• Sign a TEACH Grant Agreement to Serve.

Missing Value: Zero if not applicable.

Edit Specs:

• Error if not numeric.
• Error if >$4,000

Format: AlphaNumeric, 5 place integer

Example: $1,000 - Submit As: 01000

Example: $0 - Submit As: 00000

Updates: Added – November 2008;

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Non-Resident Alien

Definition:A flag that indicates whether the student is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely.  

Codes/Notes: This is a yes/no field signifying the selection of this category.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs:
Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009, Required beginning in Summer 2010; Modified Nov 2012 to conform to IPEDS definitions. http://nces.ed.gov/ipeds/glossary/?charindex=N

61/252

Ethnicity Hispanic/Latino

Definition: A flag that indicates whether a student specified this ethnicity as describing themselves.  This field will be available for Summer 2009 and is required beginning in Summer 2010.  If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of ethnicity categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs:
Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

Race Native American or Alaska Native

Definition: A flag that indicates whether a student specified this race as describing themselves.  This field will be available for Summer 2009 and is required beginning in Summer 2010.  If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs:
Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

63/254

Race Asian

Definition: A flag that indicates whether a student specified this race as describing themselves.  This field will be available for Summer 2009 and is required beginning in Summer 2010.  If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs:
Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

64/255

Race Black or African American

Definition: A flag that indicates whether a student specified this race as describing themselves.  This field will be available for Summer 2009 and is required beginning in Summer 2010.  If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs:
Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

65/256

Race Native Hawaiian or Other Pacific Islander

Definition: A flag that indicates whether a student specified this race as describing themselves.  This field will be available for Summer 2009 and is required beginning in Summer 2010.  If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs:
Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

66/257

Race White

Definition: A flag that indicates whether a student specified this race as describing themselves.  This field will be available for Summer 2009 and is required beginning in Summer 2010.  If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)

Missing Value: Does not apply; field must be completed.

Edit Specs:
Error if blank
Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;