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IR Financial Aid Reporting Categories

IR Financial Aid Reporting Categories

What is a Keyword?

A Keyword is a text code of up to 10-characters that is used to help find or describe an item type (Example: FONGB). An item type is the IU-assigned text code for every award fund, student charge, and student refund in the IU Student Information System (IU-SIS) (Example: 900020002010). In IU-SIS, there are three “keyword” fields associated with every item type.

The first Keyword indicates the broad category of item type, such as financial aid or student refund. The second Keyword indicates the “BARS subcode” or “FAMS fund number” used for similar transactions before the implementation of IU-SIS. The third Keyword is assigned by IR for reporting purposes, with five positions indicating different attributes of the item types. Each keyword field is described in more detail below.

Why are Keywords important?

The first and second Keyword fields are used for operational purposes by the campus Bursar offices.

In contrast, Keyword3 is the primary tool in providing important financial aid reports to the State of Indiana, many external organizations, and IU administrators. IR uses Keyword3 for the following:

Providing state-mandated reports about financial aid to the Indiana Commission for Higher Education, including the State of Indiana appropriations report for financial aid (Budget Report Schedule V – BRS V).

Providing student financial aid data to IPEDS.
Completing surveys used to describe and rate IU for the public, including S. News and World Report.
Providing summary data to bond rating agencies.
Providing information to IU administrators as they evaluate the use of IU funds for student financial aid, such as for need-based aid for students.
Preparing IR standard financial aid reports for our website, such as in the IU Fact Book.

IU Financial Management Services (FMS) also uses Keyword3 for the following:

Calculating figures for the “Scholarship Allowance” section of the annual IU financial reports, based on guidelines from the Governmental Accounting Standards Board (GASB) and the National Association of College and University Business Officers (NACUBO).
Preparing the “scholarship and fellowship expenses” figures in Parts C and E of the IPEDS Finance Reports.

Keyword3 is also an important compliance tool:

Campuses that provide graduate fellowships use Keyword3 to comply with the IU policy for mandatory student health insurance for fellowship recipients (http://www.indiana.edu/~uhrs/benefits/fellowship-eligibility.html).

How were these Keyword values developed?

The Keyword1 values were developed by Student Financials to assist with their business processes. The Keyword3 values were developed for reporting purposes by representatives of University Reporting and Research (URR), the University Budget Office, Student Information and Fiscal Services (SIFS), Financial Management Services (FMS), and the Bloomington Office of Enrollment Services and OSFA, with input from the institutional reporting offices at Indianapolis (Bridgett Milner), IUSE (Mary Ann Baker), and IUB (Doug Anderson).

What are the possible Keyword values?

Keyword1

The first keyword field (Keyword1) indicates the type of charge or credit in Student Financials. Here are some of the categories that are generally considered financial aid “resources” for Title IV compliance:

FINAID
FA_TPC
FEE_EXEMPT
FEE_REMIT
FEE_SCHOL
NR_MILIT
NR_REMIT
SPEC_INSTI
SPN_INTERN
SPONHSG
SPONSOR
MSC_SCHOL
DEPT_AWARD

Keyword3

Item types in the following categories have a reporting code in Keyword3:

financial aid resources, as defined by Title IV guidelines
current-year student charges
students’ payments on their bursar accounts
refunds to students besides short-term loans

This field is intended to be used for all reporting, and for the determination of mandatory student fellowship health insurance eligibility. Here is a key to the 5 positions in this field:

Keyword3 Values - Listed in Priority Order for Assignment

First Position - Funding Source

Second Position - Who Selects

Third Position - Selection Criteria

Fourth Position - IR Award Type

Fifth Position - FMS Financial Reporting Category

Dual Entry--Not Used for Financial Aid Reporting

Loans other than short-term

Federal--Veterans-Military Educ Benefits

IU Foundation

Need-based

Loan

Gift Aid Not Restricted to Fees

Federal--Other

Non-IU entity

Merit-based

IU Athletic Scholarship/ Fellowship/ Fee Remit

Gift Aid Restricted to Fees

State

Office at IU - dept or Finaid Office

Both Need- and Merit-based

Grad Fellowship

Payments from students

Institutional--IU and IU Foundation Official Match

Not Used for Financial Aid Reporting

Neither Need- nor Merit-based

Work study or AmeriCorps Educ Benefit

Refunds to students - excludes short-term loans

Institutional--IU General Fund

Not Used for Financial Aid Reporting

Undergrad Scholarship

Current-year Bursar Account Charges

Institutional--IU Foundation Endowment

Admin fee remission

Not Used for FMS Reporting

Institutional--Other IU Foundation

Grant

Institutional--IU Endowment Treasurer

Not Used for Financial Aid Reporting

Institutional--Other IU

Private-External

Not Used for Financial Aid Reporting

Example: The Keyword3 code of FONGB is associated with the Pell Grant item type 900020002010. This is a Federal (F), IU-selected (O), Need-based (N) Grant (G) that is processed as gift aid that is available to pay any IU expenses (B).

Keyword3 Q&A

Are IU Foundation awards reported with a funding source of “private” or “IU-institutional?”
1. Student awards that are funded from the IU Foundation are only coded with a Keyword3 first-position value of I or J – both are IU-institutional codes. In other words, “Private” awards exclude awards funded from any IU Foundation account.
What does the funding source of “Federal-Other” include (Keyword3 1st position = F)?
1. These include awards funded directly or indirectly (majority) from a federal agency. This includes awards linked to IU General Ledger accounts coded as “federal pass-through” by IU Research Administration/Contracts and Grants. However, it excludes both federal veterans benefits and federal military Tuition Assistance (TA) for active service men and women – these are coded with a Keyword3 first-position value of V.
How do I distinguish between federal veterans benefits and federal military Tuition Assistance (TA)? They both have a Keyword3 code beginning with V.
1. Federal military Tuition Assistance awards are only processed with item type 841500000000.
Which item types are coded with a Keyword3 award type (4th position) of F for graduate fellowship?
1. For the purposes of Keyword3 and the IU mandatory student fellowship insurance program, fellowships include any awards that are not restricted to paying tuition and fees, and that are awarded to graduate and professional students. This definition applies regardless of the funding source or the name of the award. The full definition used for Keyword3 fellowships is on the following website: http://www.indiana.edu/~cats/kb/D-F/graduate-student-fellowships5820.php

Where Can I View Keywords?

Data sources with Keywords in the IU Data Warehouse and the IUIE can fall into two broad groups:

Student Financials (SF) tables include both financial aid and non-financial aid data. For item types and their Keywords, the SF tables are the most comprehensive data source. For student financial aid awards, Student Financials only includes amounts that are disbursed through IU-SIS.
IU-SIS Financial Aid (FA) tables exclude both item types and awards that are processed only in SF. These cases include awards (e.g. fee remissions and external scholarships) that are aggregated under a place-holder in the FA tables. These cases also include students who did not file a FAFSA, and thus may have no record in the FA tables.

IU-SIS Navigation

To see the Keywords that are associated with a particular Item Type, consult the following IU-SIS page:

Set Up SACR / Product Related / Student Financials / Item Types

IUIE Navigation

To view item types and their three Keywords, follow one of these IUIE navigation paths:
Student / Bursar / DataGroups / Accounting & GL / SF Item Types
Student / Financial Aid / Awarding / General Award Info & Audits / Data Groups / Item Types
To view student awards and their associated Keywords, follow one of these IUIE navigation paths:
Student / Bursar / DataGroups / Accounting & GL / GL Accounting Line (choose one of the Student options)
Student / Financial Aid / Awarding / General Award Info & Audits àData Groups / Stdnt Awards
Student / Financial Aid / Awarding / General Award Info & Audits / Data Groups / Stdnt Award Proc View-Awards by Term

Technical Users

IU staff who use SQL may find the script below useful. It provides labels from the chart above for each keyword3 position in the report output. Also, it can be adapted to use any report object in the IU Data Warehouse that includes Keyword3.

For More Information

Contact our office using the Contact Us link on our website: https://iuia.iu.edu/index.html

-- Sample SQL for viewing the keyword3 descriptions for students' FA financial aid awards.

select a.INST_CD, a.FA_ACAD_YR, a.STU_DISB_PLN_DESC, a.PRSN_UNIV_ID, 
    a.STU_OFFR_AMT, a.STU_DISB_AMT, 
    A.FA_ITM_TYP_NBR, a.FA_ITM_TYP_DESC, a.FA_KYWRD_3_CD,
    srce.POS_CD_DESC as funding_source,
    whos.POS_CD_DESC as who_selects_recipients,
    crit.POS_CD_DESC as selection_criteria,
    typ.POS_CD_DESC as IR_award_type,
    gasb.POS_CD_DESC as FMS_financial_reporting_categ
from DSS_RDS.FA_STU_AWD_ST a
    , (select *
       from DSS_RDS.IR_FA_SF_KYWRD3_DESC_ST
       where POS_NBR = 1) srce
    , (select *
       from DSS_RDS.IR_FA_SF_KYWRD3_DESC_ST
       where POS_NBR = 2) whos
    , (select *
       from DSS_RDS.IR_FA_SF_KYWRD3_DESC_ST
       where POS_NBR = 3) crit
    , (select *
       from DSS_RDS.IR_FA_SF_KYWRD3_DESC_ST
       where POS_NBR = 4) typ
    , (select *
       from DSS_RDS.IR_FA_SF_KYWRD3_DESC_ST
       where POS_NBR = 5) gasb
where SUBSTR(a.FA_KYWRD_3_CD,1,1) = srce.POS_CD (+)
    and SUBSTR(a.FA_KYWRD_3_CD,2,1) = whos.POS_CD (+)
    and SUBSTR(a.FA_KYWRD_3_CD,3,1) = crit.POS_CD (+)
    and SUBSTR(a.FA_KYWRD_3_CD,4,1) = typ.POS_CD (+)
    and SUBSTR(a.FA_KYWRD_3_CD,5,1) = gasb.POS_CD (+)
    and rownum < 100