Student Financial Aid (Type A)

1

1

Form - A
(form)

Alphabetic
(1 char)

Indicates the type of data record. Must be the first field in every detail record. Enter A for records. Cannot be blank

2

8

Institution ID
(fice)

Numeric

(8 digits)

Your institution’s 8-digit FICE code. Must include all leading or trailing 0s if applicable and cannot be blank. Refer to Table 1 for FICE codes.

10

9

Social Security Number
(ssn)

Numeric
(9 digits)

Enter the student’s Social Security Number or another valid identification number. The number must not start with "9", contain all the same digit (e.g., 111111111), or be all zeros (e.g., 000000000). If an SSN is not available, enter the institutional ID, SEVIS, or ITIN. Do not leave this field blank. Use the same ID as previously submitted. If an SSN becomes available later, notify CPE to update the records.

19

25

Last Name
(last_name)

Alphanumeric
(Max 25 chars)

Enter the student’s last name. The field cannot be blank or contain only spaces. Must be left justify. Allowed characters: letters, spaces, periods (.), apostrophes (’), and hyphens (-).  Ensure accurate spelling and consistency with previously submitted records.

44

15

First Name
(first_name)

Alphanumeric
(Max 15 chars)

Enter the student’s first name. See Student Last Name for formatting guidelines.

59

5

Cost of Attendance
(cost_of_attendance)

Numeric
(5 digit)

Student’s most updated amount that was used for calculating student aid during the academic year, including the FAFSA/ISIR COA or one that has been adjusted by your institution.

64

5

Blank
(blank)

Leave blank
(Spaces)

No data should be entered in this field.

69

8

Blank
(blank)

Leave blank
(Spaces)

No data should be entered in this field.

77

8

Blank
(blank)

Leave blank
(Spaces)

No data should be entered in this field.

85

8

Blank
(blank)

Leave blank
(Spaces)

No data should be entered in this field.

93

1

Student Dependency Status
(dep_status)

Alphabetic
(1 char)

Student's dependency status as reported on the FAFSA (ISIR #6: Dependency Model) or first term of enrollment for the academic year if FAFSA is not available). Required if a valid and accepted FAFSA has been received for student. Valid codes: D = Dependent, I = Independent, X = Rejected dependent, Y = Rejected independent or blank for not available or unknown.

94

1

Student Marital Status
(student_marital_status)

Numeric
(1 digit)

Student's Marital Status as reported on the accepted FAFSA (ISIR #40/FAFSA Student Marital Status 3)
Valid Codes: 1 = Single (Never married), 2 = Married (not separated), 3 = Remarried, 4 = Divorced, 5 = Separated, 6 = Widowed or blank for not available or unknown.

95

2

State of Legal Residence
(state_legal_resid)

Alphabetic
(2 chars)

Student's reported state of legal residences as reported on the FAFSA (ISIR #65/FAFSA: Student State of Legal Residence 14a). Valid two-letter code or could be blank.

97

1

Grade Level in College
(grade_level_college)

Numeric
(1 digit)

Student's Grade Level in College 2024–25 as reported on the FAFSA (ISIR #41/FAFSA: Student College or Career School Plans 4a). Valid Codes: 1 = First Year (Freshman), 2 = Second Year (Sophomore), 3 = Other Undergraduate (Junior or Senior), 4 = College Graduate, Professional or Beyond (MBA, M.D., Ph.D., etc.) or or blank for not available or unknown.

98

1

Blank
(blank)

Leave blank
(Spaces)

This field should be left blank.

99

1

Blank
(blank)

Leave blank
(Spaces)

This field should be left blank.

100

1

Blank
(blank)

Leave blank
(Spaces)

This field should be left blank.

101

1

Blank
(blank)

Leave blank
(Spaces)

This field should be left blank.

102

5

Pell Grants
(pell_grants)

Numeric
(Max of 5 digit)

Total amount of federal Pell grants the student received during the academic year. Do not enter decimals. Round to the nearest integer. If the student did not receive a Pell grant, enter 0

107

5

Subsidized Stafford Loans
(sub_stafford_loans)

Numeric
(Max of 5 digit)

Total amount of Subsidized Stafford Loans (FFEL or Direct) the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include direct parent PLUS loans, Perkins Loans or indirect loans. If the student did not receive any loans in this category, enter 0.

112

5

Unsubsidized Stafford Loans
(unsub_stafford_loans)

Numeric
(Max of 5 digit)

Total amount of Unsubsidized Stafford Loans (FFEL or Direct) the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include direct parent PLUS loans, Perkins Loans or indirect loans. If the student did not receive any aid in this category, enter 0.

117

5

PLUS Parent Loans
(plus_parent_loan)

Numeric
(Max of 5 digit)

Total amount of Parent PLUS loans the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

122

5

Perkins Loans
(perkins_loan)

Numeric
(Max of 5 digit)

Total amount of Perkins loans the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

127

5

Federal SEOG Grants
(fed_seog_grants)

Numeric
(Max of 5 digit)

Total amount of Federal Supplemental Educational Opportunity Grants (SEOG) the student received during the academic year. Do not enter decimals. Round to the nearest integer. If the student did not receive any aid in this category, enter 0.

132

5

Federal Work Study
(fed_work_study)

Numeric
(Max of 5 digit)

Total amount of need-based federal work-study the student received during the academic year. Do not enter decimals. Round to the nearest integer. Include institutional matching funds and any amount the student reported as financial aid. If the student did not receive any aid in this category, enter 0.

137

5

Robert Byrd Honors Scholarships
(byrd_scholarship)

Numeric
(Max of 5 digit)

Total amount of Robert Byrd Honors Scholarships the student received during the academic year. Do not enter decimals. Round to the nearest integer. Include institutional matching funds and any amount the student reported as financial aid. If the student did not receive any aid in this category, enter 0.

142

5

Federal Health Professions Loans
(fed_hlth_prof_loans)

Numeric
(Max of 5 digit)

Total amount of Federal Health Professions Loans (Nursing, HPSL, Primary Care, Disadvantaged) the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

147

5

Federal Health Professional Disadvantaged Students Scholarships
(fed_hlth_prof_disadvantaged)

Numeric
(Max of 5 digit)

Total amount of Federal Health Professional Disadvantaged Students Scholarships the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

152

5

The National Science and Mathematics Access to Retain Talent Grant
(nat_smart_grant)

Numeric
(Max of 5 digit)

Total amount of The National Science and Mathematics Access to Retain Talent Grant (National SMART Grant) the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

157

5

Federal Academic Competitiveness Grant
(fed_acad_comp_grant)

Numeric
(Max of 5 digit)

Total amount of Federal Academic Competitiveness Grant (ACG) the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

162

5

College Access Program Grants
(cap_grant)

Numeric
(Max of 5 digit)

Total amount of College Access Program (CAP) Grants the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans if the student did not receive any aid in this category, enter 0.

167

5

Kentucky Educational Excellence Scholarships
(kees)

Numeric
(Max of 5 digit)

Total amount of Kentucky Educational Excellence Scholarships (KEES) the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

172

5

Kentucky Tuition Grants
(ky_tuition_grants)

Numeric
(Max of 5 digit)

Total amount of Kentucky Tuition Grants the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

177

5

Kentucky Teacher Awards
(ky_teach_awards)

Numeric
(Max of 5 digit)

Total amount of Kentucky Teacher Awards the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

182

5

Early Childhood Development Scholarships
(early_child_dev_scholar)

Numeric
(Max of 5 digit)

Total amount of Early Childhood Development Scholarships the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

187

5

Kentucky National Guard Tuition Award Program
(ky_nat_guard_tuition)

Numeric
(Max of 5 digit)

Total amount of Kentucky National Guard Tuition Award Program the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

192

5

Kentucky Minority Educator Recruitment and Retention Scholarships
(ky_minority_scholar)

Numeric
(Max of 5 digit)

Total amount of Kentucky Minority Educator Recruitment and Retention Scholarships the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

197

5

KHEAA Work Study
(kheaa_work_study)

Numeric
(Max of 5 digit)

Total amount of KHEAA Work Study the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

202

5

Other State Grants
(other_state_grants)

Numeric
(Max of 5 digit)

Total amount of Other State Grants the student received during the academic year. Do not enter decimals. Round to the nearest integer. Do not include other loans. If the student did not receive any aid in this category, enter 0.

207

5

Institutional Need-Based Grants and Scholarships
(inst_need_grants)

Numeric
(Max of 5 digit)

Total amount of Institutional Need-Based Grants and Scholarships the student received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

212

5

Institutional Need/Non-Need-Based Grants and Scholarships
(inst_need_nonneed_grants)

Numeric
(Max of 5 digit)

Total amount of Institutional Need/Non-Need-Based Grants and Scholarships the student received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

217

5

Institutional Non-Need-Based Grants and Scholarships
(inst_nonneed_grants)

Numeric
(Max of 5 digit)

Total amount of Institutional Non-Need-Based Grants and Scholarships the student received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

222

5

Institutional Need-Based Loans
(inst_need_loan)

Numeric
(Max of 5 digit)

Total amount of Institutional Need-Based Loans the student received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

227

5

Institutional Need/Non-Need-Based Loans
(inst_need_nonneed_loan)

Numeric
(Max of 5 digit)

Total amount of Institutional Need/Non-Need-Based Loans received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

232

5

Institutional Non-Need-Based Loans
(inst_nonneed_loan)

Numeric
(Max of 5 digit)

Total amount of Institutional Non-Need-Based Loans received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

237

5

Institutional Need-Based Work Study
(inst_need_work)

Numeric
(Max of 5 digit)

Total amount of Institutional Need-Based Work Study received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

242

5

Institutional Need/Non-Need-Based Work Study
(inst_need_nonneed_work)

Numeric
(Max of 5 digit)

Total amount of Institutional Need/Non-Need-Based Work Study received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

247

5

Institutional Non-Need-Based Work Study
(inst_nonneed_work)

Numeric
(Max of 5 digit)

Total amount of Institutional Non-Need-Based Work Study received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

252

5

Scholarships/Grants from Third Parties
(scholar_third_party)

Numeric
(Max of 5 digit)

Total amount of Institutional Non-Need-Based Work Study received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

257

5

Employer Paid Tuition
(employer_paid_tuition)

Numeric
(Max of 5 digit)

Total amount of Employer Paid Tuition, including tuition paid by third-party employers only, to the extent that the student financial aid office is aware of tuition paid by third party. Tuition waivers given to faculty/staff and their families should not be included here, but should be included in the Tuition Waivers field. If the student did not receive any aid in this category, enter 0.

262

5

Tuition Waivers and Discounts
(tuition_waivers)

Numeric
(Max of 5 digit)

Total amount of Tuition Waivers and Discounts received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

267

5

ROTC/Armed Forces Grants
(rotc_grants)

Numeric
(Max of 5 digit)

Total amount of ROTC/Armed Forces Grants received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

272

5

JTPA, Job Training, Vocational Rehabilitation
(jtpa)

Numeric
(Max of 5 digit)

Total amount of JTPA, Job Training, Vocational Rehabilitation received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

277

5

Bureau of Indian Affairs Grants
(bia_grants)

Numeric
(Max of 5 digit)

Total amount of Bureau of Indian Affairs Grants received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

282

5

Scholarships/Grants from State Agencies Outside Kentucky
(state_agency_outside_ky)

Numeric
(Max of 5 digit)

Total amount of Scholarships/Grants from State Agencies Outside Kentucky received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

287

5

Other Loans
(other_loans)

Numeric
(Max of 5 digit)

Total amount of Other Loans (Private, Commercial, etc.) received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

292

5

Kentucky's Affordable Prepaid Tuition
(kapt)

Numeric
(Max of 5 digit)

Total amount of Kentucky's Affordable Prepaid Tuition (KAPT). Do not enter decimals. Round to the nearest integer. If the student did not receive any Kentucky's Affordable Prepaid Tuition (KAPT), enter 0.
For institutions that do not have the ability to report this item, leave this field blank.

297

5

Veteran's Benefits
(veterans_benefits)

Numeric
(Max of 5 digit)

Total amount of Veteran's Benefits received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

302

5

Ky Coal County College Completion Scholarship
(ky_coal_county_scholar)

Numeric
(Max of 5 digit)

Total aid disbursed to student through this target- ed scholarship program for juniors and seniors from a nine-county region in eastern Kentucky.

Only students at a limited number of institutions and locations are eligible for this scholarship; only institutions listed below should report in this field:
Alice Lloyd College, University of Pikeville, Morehead State University (Prestonsburg campus only), Lincoln Memorial University (Southeast Kentucky Community and Technical College site only), Lindsey Wilson College (Big Sandy and Southeast Kentucky Community and Technical College sites only)

307

6

Academic Year
(sem)

Numeric
(6 digit)

Must be 2 consecutive years between 2000 and today. Example: 202425

313

15

Middle Name
(middle_name)

Alphanumeric
(Max 15 chars)

Enter the student’s middle name. Must be left justify. Allowed characters: letters, spaces, periods (.), apostrophes (’), and hyphens (-).

328

5

Name Suffix
(name_suffix)

Alphanumeric
(Max of 5 char)

Enter the student’s name suffix (e.g., Jr., II, III). A period may be included. Can be blank and must be left justify.

333

10

Student’s Institutional ID
(inst_id)

Numeric
(10 digit)

Your institution’s unique ID for the student. Required if SSN is blank. Do not include periods (.), apostrophes (’), hyphens (-), or underscores (_).

343

5

Dual Credit Scholarship
(Dual_Credit_Scholar)

Numeric
(Max of 5 digit)

Total amount of Dual Credit Scholarship received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

348

5

KY Work Ready Scholarship
(Work_Ready_Scholar)

Numeric
(Max of 5 digit)

Total amount of KY Work Ready Scholarship received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

353

1

Student Housing Flag
(StuHousing)

Alphabetic
(1 char)

Student is living in housing provided by the Re- port “Y” for Yes if a student is charged (to live in an institution’s housing program) for any term during the aid year.

354

5

Student Campus Housing Annual Charge
(StuCampusHousingAnnualCharge)

Numeric
(Max of 5 digit)

If Student Housing = Y then enter the student's Room costs charged to the student for all terms attended during the academic year. Do not enter decimals. Round to the nearest integer. If exact amounts are not available, enter estimates. If no charges, enter 0.

359

5

Annual Lab and Course Fees
(AnnualLabCourseFees)

Numeric
(Max of 5 digit)

Cost of Lab and Course Fees charged to the student for all terms attended during the academic year. Do not enter decimals. Round to the nearest integer. If exact amounts are not available, enter estimates. If no charges, enter 0.

364

5

Annual Meal Charges
(AnnualMealCharges)

Numeric
(Max of 5 digit)

Cost of Meals charged to the student for all terms attended during the academic year. Do not enter decimals. Round to the nearest integer. If exact amounts are not available, enter estimates. If no charges, enter 0.

369

5

Annual Tuition Charged
(AnnualTuitionCharged)

Numeric
(Max of 5 digit)

Actual tuition and fees your institution charged the student prior to financial aid being applied for all terms attended in the academic year. Do not enter decimals. Round to the nearest integer. If no tuition was charged, enter 0.

374

5

Annual Comprehensive Fees
(AnnualComprehensiveFees)

Numeric
(Max of 5 digit)

Cost of Comprehensive Fees (Fees not charged per course (ex. technology, student activities, orientation) charged to the student for all terms attended during the academic year. Do not enter decimals. Round to the nearest integer. If exact amounts are not available, enter estimates. If no charges, enter 0.

379

5

Federal Grant Other
(fed_grant_other)

Numeric
(Max of 5 digit)

Total amount of all other federal grants and awards (specifically used for the funds dispersed from the Cares Act/HEERF funds or any other emergency grant funds dispersed by the federal government to students.) the student received during the academic year. Do not enter decimals. Round to the nearest integer. If the student did not receive any other federal grants, enter 0.

384

5

Innovative Scholarship
(Innovative_Scholarship)

Numeric
(Max of 5 digit)

Total amount of Innovative Scholarship (Displaced Students) received during the academic year. Do not enter decimals. Round to the nearest integer. Include individual departments grants and institution matching funds. If the student did not receive any aid in this category, enter 0.

389

5

Student Aid Index
(StudentAid_Index)

Numeric
(Max of 5 digit)

This field is for the student’s primary SIA and should reflect the student’s most updated amount that was used for calculating student aid during the academic year including the FAFSA/ ISIR SIA or one that has been adjusted by your institution.

If a student’s SIA is “None Calculated,” report this under the dependency code, as on the

Because zero (0) is a valid value in this field, do not use zero (0) for missing Leave missing values blank

Valid entry range -1500 to 999999

394

1

Either Parent Attend College
(parents_ed_lvl)

Numeric
(1 digit)

Based on the Either Parent Attend College Question in the student's (FAFSA (Parent Education Status #15 or ISIR Field # 67). Valid Codes: 1 = Neither parent attended college, 2 = One or both parents attended college, but neither parent completed college, 3 = One or both parents completed college, 4 = Don’t know or blank for not available or unknown.

395

1

FAFSA Does the Student have Dependents
(Dependents)

Numeric
(1 digit)

Student's dependents question as reported on the FAFSA (ISIR #46: Child or Other Dependents?/FAFSA #5c). Required if a valid and accepted FAFSA has been received for student. Valid codes: 1=Yes or blank for not available or unknown.