Program: HOPE SCHOLARSHIP THREE TERM CHECKPOINT PROCESS (ZRPTTCP)

Program name: ZRPTTCPVersion: 13.4Location: Jobsub

Description: This Banner process is provided to assist colleges with the tracking of First Tier HOPE Scholarshipand Zell Miller Scholarship recipients. A First-Tier (H1 or Z1) recipient enrolled for less than 12 hours for each of his or her first three school terms must have a Postsecondary Cumulative Grade Point Average of at least a 3.00for HOPE Scholarship and 3.30 for Zell Miller Scholarship at the end of his or her third term (Three-Term Checkpoint), in order to continue eligibility beyond the third term. The HOPE Scholarship Tier Tracking Process (ZRPTIER) must be complete prior to running the Three Term Checkpoint Process.

ZRPTTCP was designed to examine Tier 1HOPE Scholarship and Zell Miller Scholarship recipients. This process only applies to First-Tier (H1 or Z1) students who enrolled for less than 12 credit hours each of their first three (3) terms. (Please see page 6 for explanation of full-time status for terms prior to fall 2011, 201212). Only degree level (fourth digit of major code equals 3) Tier 1 terms are counted. HOPE Scholarship and Zell Miller Scholarship eligibility can be lost at a 3TC not gained or regained. Eligibility for HOPE Scholarship or Zell Miller Scholarship can only be regained at a future Attempted Hours Checkpoint.

Prerequisites:

  1. RORUSER: Enter the following field descriptions: (Field descriptions for ROAUSDF)

FIELD 293TC Status

FIELD 30GSFC Check Term

FIELD 403TC Check Term

Banner Form: RORUSER

Prerequisites continued:

  1. The HOPE Scholarship Tier Tracking Process (ZRPTIER) must be run prior to running the Three Term (3TC) Checkpoint (ZRPTTCP) Process.

Parameters:

01 / Aid Year Code / Required / Current Aid Year Code – example 1112
02 / Term code / Required / Enter the Banner Term Code (example: 201212) If aid year/term code mismatch, the following error is generated in the zrrttcp_invalid_xxxxxx.log file: ‘ Invalid Aid Year/Term Code Combination: YEAR/TERM’.
03 / Run Mode / Valid Values: A, U / A – Audit or U - Update
NOTE: It is recommended that you run this process first in audit mode. Audit mode does not update ROAUSDF.
04 / 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 , then Johnnie would enter jsmith for Parameter 04.

Process:

  1. At the end of each term, colleges must request the Part-Time Students report from Surfer. Students listed on this report have been identified by GSFC and need the Three Term Checkpoint(3TC) applied. Once you have evaluated these students, you must manually update the Banner ROAUSDF fields as follows:
  2. Passed the 3TC:
  3. Field 29 (3TC Status) update to ‘C’ for Completed.
  4. Field 30 (GSFC Check Term) update to the TERM. (Term 3TC performed.)
  5. Failed the 3TC:
  6. Field 28 (Overall Eligibility) update to ‘3T’ for failed 3TC and lost HOPE Scholarship or Zell Miller Scholarship eligibility.
  7. Field 29 (3TC Status) update to ‘C’ for Completed
  8. Field 30 (GSFC Check Term) update to the TERM. (Term 3TC performed.)
  9. Field 97 (HOPE Scholar Loss) update to the date. Enter as MMYYYY. Example: Student lost HOPE Scholarship at the end of fall 2011 (Banner term code 201212). You must enter 122011 into Field 97. OR

Field 99 (Zell Miller Scholar Loss) update to the date. Enter as MMYYYY. Example: Student lost Zell Miller Scholarship at the end of fall 2011 (Banner term code 201212). You must enter 122011 into Field 99.

Note: Zell Miller Scholars with a Scholarship GPA of less than 3.30 but who maintain a Scholarship GPA of at least 3.00 should be evaluated for HOPE Scholarship eligibility. Manual Tier Code updates will be required to establish eligibility for HOPE Scholarship.

  1. Run the 3TC Process(ZRPTTCP).
  • The process will be applied to any student that is Tier 1 (H1 or Z1) for the specified term and is enrolled in <12 hours. The term must be the 3rd term of their first 3 Degree level terms and each of those terms must have been part-time and Tier 1. For these students, fields in ROAUSDF will be updated to document that the 3TC occurred. The updates will be as follows:

Passed the 3TC:

HOPE Scholarship: If ROAUSDF Field 27 (Overall GPA) is >= 3.00 then the student passes the 3TC.

  1. Field 29 (3TC Status) will be set to ‘C’ for Completed.
  2. Field 40 (3TC Check Term) will be set to the TERM. (Term 3TC performed.)

Zell Miller Scholarship: If ROAUSDF Field 27 (Overall GPA) is >= 3.30 then the student passes the 3TC.

  1. Field 29 (3TC Status) will be set to ‘C’ for Completed.
  2. Field 40 (3TC Check Term) will be set to the TERM. (Term 3TC performed.)

Failed the 3TC:

HOPE Scholarship: If ROAUSDF Field 27 (Overall GPA) is < 3.00 then the student fails the check.

  1. Field 28 (Overall Eligibility) will be set to ‘3T’ for failed 3TC and lost HOPE Scholarship eligibility.
  2. Field 29 (3TC Status) will be set to ‘C’ for Completed
  3. Field 40 (3TC Check Term) will be set to the TERM. (Term 3TC performed.)
  4. Field 97 (HOPE Scholar Loss) updated to the date as MMYYYY for H1 students. Example: Student lost HOPE Scholarship at the end of fall 2011 (Banner term code 201212). HOPE Scholar Loss date updated to 122011.

Zell Miller Scholarship: If ROAUSDF Field 27 (Overall GPA) is < 3.30 then the student fails the check.

  1. Field 28 (Overall Eligibility) will be set to ‘3T’ for failed 3TC and lost Zell Miller Scholarship eligibility.
  2. Field 29 (3TC Status) will be set to ‘C’ for Completed
  3. Field 40 (3TC Check Term) will be set to the TERM. (Term 3TC performed.)
  4. Field 99 (Zell Miller Scholar Loss) updated to the date as MMYYYY for Z1 students. Example: Student lost Zell Miller Scholarship at the end of fall 2011 (Banner term code 201212). Zell Miller Scholar Loss date updated to 122011.

Note: Zell Miller Scholars with a Scholarship GPA of less than 3.30 but who maintain a Scholarship GPA of at least 3.00 should be evaluated for HOPE Scholarship eligibility. Manual Tier Code updates will be required to establish eligibility for HOPE Scholarship.

Process continued:

  • The program will also identify any students that are Tier 1, part time, and have transfer data in Banner. These students could also require the 3TC. Since the colleges code transfer credit differently, the program looks at a couple of scenarios. It looks for transfer college info in SOAPCOL and SHATERM. It will also identify Tier 1 students that have Overall Attempted Hours (ROAUSDF Value 23) greater than the SHATERM Attempted Hours. Once you have applied the 3TC to these students, as needed, you must manually update the Banner ROAUSDF fields as follows:
  • Passed the 3TC:
  • Field 29 (3TC Status) update to ‘C’ for Completed.
  • Field 40 (3TC Check Term) update to the TERM. (Term 3TC performed.)
  • Failed the 3TC:
  • Field 28 (Overall Eligibility) update to ‘3T’ for failed 3TC and lost HOPE Scholarship or Zell Miller Scholarship eligibility.
  • Field 29 (3TC Status) update to ‘C’ for Completed
  • Field 40 (3TC Check Term) update to the TERM. (Term 3TC performed.)
  • Field 97 (HOPE Scholar Loss) updated to the date as MMYYYY for H1 students. Example: Student lost HOPE Scholarship at the end of fall 2011 (Banner term code 201212). HOPE Scholar Loss date updated to 122011. OR

Field 99 (Zell Miller Scholar Loss) updated to the date as MMYYYY for Z1 students. Example: Student lost Zell Miller Scholarship at the end of fall 2011 (Banner term code 201212). Zell Miller Scholar Loss date updated to 122011.

If the college reviews a transfer student’s records and determines that a student will never need the 3TC applied, they must enter an ‘X’ in field 29 (3TC Status). The ‘X’ indicates that the 3TC is “Not Needed” and means that this student was full time or has enough hours that they will NEVER need the 3TC performed. The 3TC program will NOT run against students that have an ‘X’ or ‘C’ in Field 29 anytime during their history.

  • If a student was Tier 1 for the TERM, full-time (currently or any time in history as a degree seeking student) and did not require the 3TC, the program will update ROAUSDF for those students as well. Value 29 (3TC Status) will be set to ‘X’ (Not Needed) and Value 40 (3TC Check Term) will be set to the TERM.
  1. After the college has performed the necessary 3TC checks, they must manually update the SURFER Part-Time Eligibility field for each student. To do this, you simply have to “check” the Part-Time Eligibility box on the Student Demographics screen.
  1. For end of summer semester and end of fall semester run ZRRHREV (HOPE Scholarship Review Report) after the ZRPTTCP process is complete. (ZRRHREV should be run after the End of Spring Checkpoint is complete for spring semester processing, not after ZRPTTCP.)

The following two groups of students are identified on the ZRRHREV report. (See ZRRHREV documentation for further information.)

  • Students coded with a HOPE Scholarship Tier Code (‘H1’, ‘H2’,’H3’, or ‘H4’) with at least a 3.30 Scholarship GPA and who has been identified by GSFC as a Zell Miller Scholar (Zell Miller flag = ‘Y’). These students must be reviewed for Zell Miller Scholarship eligibility and manual updates to Tier Codes must be entered to establish eligibility for the Zell Miller Scholarship.
  • Students identified as Zell Miller Scholars (Zell Miller flag = ‘Y’) with a Scholarship GPA of less than 3.30. The student’s Scholarship GPA remains at least a 3.00. These students must be reviewed for HOPE Scholarship eligibility and manual updates to Tier Codes must be entered to establish eligibility for the HOPE Scholarship.

Process Tracking Notes:

Quarter to Semester Conversion:

  1. All terms prior to fall 2011 (Banner term 201212) were under the TCSG quarter system.
  2. All academic history for quarter terms has been converted to semester hours.
  3. This process has been updated to identify students enrolled in less than 8 converted semester hours for terms prior to fall 2011 (201212). Conversion formula applied: 12 quarter hours/1.5 = 8 converted semester hours
  4. This process will identify students meeting the requirement for the Three Term Checkpoint as:
  5. First –Tier (H1 or Z1) recipients enrolled for less than 12 hours beginning fall semester 2011 (Banner term 201212) for each of his or her first three school terms.
  6. First-Tier (H1 or Z1) recipients enrolled for less than 8 semester converted hours (12/1.5 = 8) prior to fall 2011 for each of his or her first three school terms.

Learning Support: (Updated in v 12.2)

Learning Support coursework will be included in the determination of full-time enrollment status for all terms prior to fall semester 2011 (Banner term 201212).

Learning Support coursework will be excluded in the determination of full-time enrollment status for all terms beginning with fall semester 2011 (Banner term 201212).

Update in v13.3: Added ‘REA%’ as identifier for reading coursework.

Update in v13.4: Added ESOL courses as valid Learning Support coursework: ESOL 006%, ESOL 007%, ESOL 008%, ESOL 009%

Notes:

  • Important: The HOPE Scholarship Tier Tracking Process (ZRPTIER) must be run prior to running the Three Term Checkpoint (ZRPTTCP) Process.
  • ZRPTTCP may be run in (A) Audit or (U) Update mode. It is recommended that you run this process first in audit mode. Audit mode does not update ROAUSDF.
  • ZRPTTCP will NOT run against students with an ‘X’ (Not Needed) or ‘C’ (Completed) in Field 29 – 3TC Status.
  • ZRPTTCP Processing Sequence:

1 / Is student full-time current term? / If ‘Yes’ –
Check is not needed.
(Status updated to ‘X’) / If ‘No’ –
Continue to next step.
2 / Does student have transfer credit on SHATRNS or SOAPCOL? Are the student’s total attempted hours greater than the total hours in academic history? / If ‘Yes’ –
USER must manually review to determine if check is needed. / If ‘No’ –
Continue to next step.
3 / Was student full-time in either of his/her the previous two degree level Tier 1 terms? / If ‘Yes’ –
Check is not needed.
(Status updated to ‘X’) / If ‘No’ –
Continue to next step.
3 / Has student been part-time for three terms in a degree level program of study and received scholarship under Tier 1? / If ‘Yes’ –
Check is required. / If ‘No’ –
Check not yet required.
Not third term.
  • HOPE Scholarship Process Sequence:
  1. HOPE Scholarship Tier Tracking Process - ZRPTIER
  2. Three Term Checkpoint - ZRPTTCP
  3. End of Spring Checkpoint (ZRPHEOS) Important: Only run after spring term
  4. HOPE Scholarship Review Report (ZRRHREV) Run after ZRPTTCP if not spring term.

The HOPE Scholarship Tier Tracking and Three Term Checkpoint process must be run prior to running the End of Spring Checkpoint Process.

Results:

Possible ZRPTTCP values are: (ROAUSDF)

FIELD 28Overall Eligibility:

No change if:

  • Student does not need 3TC (Student enrolled full-time during one of his or her first three terms.)
  • Student passes the 3TC

Updated:

  • If student fails the 3TC, Field 28 updated to 3T. (Failed 3T- Lost HOPE Scholarship or Zell Miller Scholarship eligibility)

FIELD 293TC Status:

Values:C = Completed (Passed 3TC)

X = Not Needed

FIELD 30GSFC Check Term: (Banner Term Code ex. 201212) Term GSFC determined 3TC was needed and manual 3TC calculation was performed.

FIELD 403TC Check Term – Term 3TC was performed.

This field is updated:

  • Automatically by the Three Term Checkpoint Process, and
  • Manually, as needed, for students with transfer credit hours.

FIELD 97 HOPE Scholar Loss – Month and Year student lost HOPE Scholarship eligibility due to a < 3.00 GPA at Checkpoint.

  • Automatically updated as MMYYYY by the Three Term Checkpoint Process, and
  • Manually, as needed, for students with < 3.00 GPA at Checkpoint.

FIELD 99 Zell Miller Scholar Loss – Month and Year student lost Zell Miller Scholarship eligibility due to a < 3.30 GPA at Checkpoint.

  • Automatically updated as MMYYYY by the Three Term Checkpoint Process, and
  • Manually, as needed, for students with < 3.30 GPA at Checkpoint.

Scholarship Loss Dates:

Previous New HOPE Sch.Zell Miller

ProcessDescription Status Status Loss DateLoss Date

ZRPTIER / Not Zell Scholar with H% below 3.0 / H% / BG / YES / NO
ZRPTIER / Zell Scholar with Z% below 3.3 / Z% / BG / NO / YES
ZRPTIER / Zell Scholar with H% below 3.0 / H% / BG / YES / YES
ZRPTTCP / Zell Scholar with Z% below 3.3 / Z1 / 3T / NO / YES
ZRPTTCP / Not Zell Scholar with H% below 3.0 / H1 / 3T / YES / NO
ZRPHEOS / Not Zell Scholar with H% below 3.0 / H% / SBG / YES / NO
ZRPHEOS / Zell Scholar with Z% below 3.3 / Z% / SBG / NO / YES
ZRPHEOS / Zell Scholar with H% below 3.0 / H% / SBG / YES / YES

Reports:

Two files are generated from the ZRPTTCP process. These files can be emailed to the valid email address entered in Parameter 04 or may be retrieved from the /u02/jobsub directory.

  1. zrpttcp_xxxxxx.lis - The report will show you any students that were 3TC checked or that require a manual check. See sample report below.

TERM: 201216 Three Term Checkpoint Date: 15-MAY-12

TIME: 09:40:07 PMRun Mode: UPage 1

ID SSN Name GPA Check Status

______

900074883 111111111 YELLOW, SARAH 3.24 Full – Time 201216

900108688 222222222 WILLIS, SHANDY 0.00 Manual Review – Transfer Student

900126060 333333333 LEDBETTER, TOMMY 2.05 Check not required

900120087 444444444 LOVE, SALLY 2.63 Failed HOPE Check: 052012

900132543 555555555 DORSETTE, TONY 3.19 Passed HOPE Check

900135528 666666666 SANCHEZ, RICARDO 3.67Passed Zell Check

900137704 777777777 ROBERTSON, FRED 3.29 Failed Zell Check: 052012

Check Status:

  • Full-Time – TERM: Student has enrolled full-time and the 3TC is not needed.
  • Manual Review - Transfer Student: Student has transfer course information on SHATRNS or SOAPCOL or student’s overall attempted hours are greater than total academic history hours.
  • Check not required – Student is not full-time and has not attended three part-time degree level, Tier 1 terms. Three Term Check not applied.
  • Failed HOPE Check: LOSSDATE: - Student attended three part-time degree level terms and received HOPE Scholarship under Tier 1. Three TermCheck applied. Student’s scholarship GPA is less than 3.00. LOSS DATE is reported to GSFC.
  • Failed Zell Check : LOSSDATE: – Student attended three part-time degree level terms and received Zell Miller Scholarship under Tier 1. Three Term Check applied. Student’s scholarship GPA is less than 3.30. LOSS DATE is reported to GSFC.
  • Passed HOPE Check – Student attended three part-time degree level terms and received HOPE Scholarship under Tier 1. Three Term Check applied. Student’s scholarship GPA is at least 3.00.
  • Passed Zell Check – Student attended three part-time degree level terms and received Zell Miller Scholarship under Tier 1. Three Term Check applied. Student’s scholarship GPA is at least 3.30.
  1. zrpttcp_invalid_xxxxxx.log: This file is generated each time ZRPTTCP is run. The file will reflect students that have invalid data in ROAUSDF:
  • Field 23 (Overall Attempted Hours), or
  • Field 27 (Overall GPA).

TERM: 201212 Three Term Checkpoint Errors Date: 21-DEC-11

TIME: 12:42:57 PM Run Mode: A

ID Name Value User Field

______

Technical Support:

If you have additional questions or problems running this process, please contact the TCSG Data Center by emailing the Help Desk at .

ZRPTTCP - Three Term Checkpoint v13.410/20131