Forms and Requests

Here you will find the forms and requests used by the NSHE Institutional Research or other Academics and Student Affairs Office. Select one of the options below to view the up-to-date forms and requests for the indicated department.


Click on the Report/File Name to view the file layout and template download.
Due Date Report / File Name Notes and/or Special Instructions
Dec 14, 2018 FINAID Submit file using the NSHE IR File Requests Upload Page

NSHE IR Student Data Warehouse FINAID File

Please review these instructions carefully to identify updates to the templates. It is important that instructions are followed as these files are loaded to a data warehouse and the file structure affects the load. Please pay particular attention to the following:
It is important that only the number of columns listed in the template are included and that your file includes the header row even if the values in the columns are to be left blank. DO NOT add additional columns. If the number of columns in your file does not match the number of columns in the template, the file will be rejected. The column number must match in order to validate the contents of your file.

File naming for validation
File should be submitted in CSV format with the following naming convention:
FileName _ InstitutionCode _ AidYear _ DateDataPulled.csv where the DateDataPulled is in this format MMDDYYYY
(i.e. FINAID_TMCC1_2018_09232018.csv)

Field Name / Column Heading Make sure your file contains the header row even if the values in the column are to be left blank.
*Acceptable Codes / Values: Institutions may use any codes that they find are appropriate for their own institution but when reporting to NSHE, institutions have to report the data using the codes listed in the acceptable code / values column. These codes are in bold, if applies, use these codes and NOT the code description in the [square brackets]

Column Order Field Name/Column Heading Field Type/Length Field Notes/Description Acceptable Code/Values (in bold)
1 INSTITUTION_CODE varchar(5)
A code used to identify each institution within NSHE

2 EMPL_ID varchar(10)
NSHE-wide common identification number

3 AID_YEAR varchar(4)
Aid year defined by the spring semester of the academic year (2016 = fall 2015 and spring/summer 2016)

4 EFC number(10,0)
If the EFC value=0, use 0. If there is no official EFC figure available, use value = NULL rather than a blank

5 UNMET_NEED number(10,0)
If no ISIR or no official EFC, use value = NULL rather than a number or blank

6 COA_ANNUAL number(10,0)
Fall and Spring (9-month) Federal COA

7 COA_SUMMER number(10,0)
Summer only if applicable; if no summer budget, use value = NULL rather than a zero or blank

8 HOUSING_CODE number(1,0)
1=on campus, 2=with parents, 3=off campus; if no value or no ISIR, use value = NULL rather than a blank
1 [On Campus]
2 [With Parents]
3 [Off Campus]
NULL [NULL]
9 FAFSA_APPLICANT_FLAG varchar(1)
valid values = Y or N; default to N if no official EFC or rejected application
N [No]
Y [Yes]
10 DEPENDENCY_STATUS varchar(1)
ISIR_STUDENT (record) / DEPNDNCY_STAT (field); if no ISIR, use value = NULL rather than a blank valid values = I (Independent) or D (Dependent); all others use value NULL
D [Dependent]
I [Independent]
NULL [NULL]
11 FISAP_TOTAL_INCOME number(10,2)
ISIR_STUDENT (record) / FISAP_TOT_INC (field); If no ISIR or rejected application, use value = NULL rather than a number or blank

12 GIA_ATHLETIC_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

13 GIA_ATHLETIC_PRIV_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

14 GIA_ATHLETIC_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

15 GIA_BOR_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

16 GIA_BOR_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

17 GIA_BOR_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

18 GIA_BOR_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

19 GIA_CD_INST_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

20 GIA_CD_PRIV_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

21 GIA_CD_STATE_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

22 GIA_GA_FED_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

23 GIA_GA_INST_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

24 GIA_GA_PRIV_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

25 GIA_GA_STATE_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

26 GRANT_BIAT_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

27 GRANT_BIAT_FED_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

28 GRANT_BIAT_PRIV_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

29 GRANT_BIAT_PRIV_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

30 GRANT_BIAT_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

31 GRANT_BIAT_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

32 GRANT_DIFFERENTIAL_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

33 GRANT_GEARUP_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

34 GRANT_GR_FG_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

35 GRANT_GR_FG_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

36 GRANT_GR_SF_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

37 GRANT_GR_SF_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

38 GRANT_GR_SF_ACCESS_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

39 GRANT_GR_SF_ACCESS_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

40 GRANT_MISC_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

41 GRANT_MISC_FED_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

42 GRANT_MISC_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

43 GRANT_MISC_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

44 GRANT_MISC_PRIV_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

45 GRANT_MISC_PRIV_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

46 GRANT_MISC_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

47 GRANT_MISC_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

48 GRANT_PELL_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

49 GRANT_RSP_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

50 GRANT_RSP_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

51 GRANT_RSP_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

52 GRANT_RSP_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

53 GRANT_SEOG_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

54 GRANT_SEOG_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

55 GRANT_SEOG_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

56 GRANT_SSOG_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

57 GRANT_TEACH_FED_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

58 GRANT_UG_FG_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

59 GRANT_UG_FG_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

60 GRANT_UG_SF_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

61 GRANT_UG_SF_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

62 GRANT_UG_SF_ACCESS_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

63 GRANT_UG_SF_ACCESS_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

64 LOAN_ALT_PRIV_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

65 LOAN_GPLUS_FED_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

66 LOAN_HP_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

67 LOAN_HP_FED_NN number(10,2)

68 LOAN_LT_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

69 LOAN_LT_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

70 LOAN_LT_PRIV_NB number(10,2)

71 LOAN_LT_PRIV_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

72 LOAN_LT_STATE_NB number(10,2)

73 LOAN_LT_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

74 LOAN_PERKINS_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

75 LOAN_PERKINS_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

76 LOAN_PLUS_FED_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

77 LOAN_ST_INST_NB number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

78 LOAN_ST_INST_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

79 LOAN_ST_PRIV_NB number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

80 LOAN_ST_PRIV_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

81 LOAN_ST_STATE_NB number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

82 LOAN_ST_STATE_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

83 LOAN_STAF_SUB_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

84 LOAN_STAF_UNSUB_FED_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

85 SCHL_ATHLETIC_INST_NB number(10,2)

86 SCHL_ATHLETIC_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

87 SCHL_ATHLETIC_PRIV_NB number(10,2)

88 SCHL_ATHLETIC_PRIV_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

89 SCHL_ATHLETIC_STATE_NB number(10,2)

90 SCHL_ATHLETIC_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

91 SCHL_BYRD_FED_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

92 SCHL_DIFFERENTIAL_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

93 SCHL_ENDW_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

94 SCHL_ENDW_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

95 SCHL_EXT_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

96 SCHL_EXT_FED_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

97 SCHL_EXT_PRIV_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

98 SCHL_EXT_PRIV_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

99 SCHL_GR_FG_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

100 SCHL_GR_FG_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

101 SCHL_GR_SF_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

102 SCHL_GR_SF_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

103 SCHL_GR_SF_ACCESS_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

104 SCHL_GR_SF_ACCESS_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

105 SCHL_MILL_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

106 SCHL_NENDW_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

107 SCHL_NENDW_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

108 SCHL_NENDW_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

109 SCHL_NENDW_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

110 SCHL_RSP_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

111 SCHL_RSP_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

112 SCHL_RSP_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

113 SCHL_RSP_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

114 SCHL_UG_FG_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

115 SCHL_UG_FG_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

116 SCHL_UG_SF_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

117 SCHL_UG_SF_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

118 SCHL_UG_SF_ACCESS_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

119 SCHL_UG_SF_ACCESS_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

120 WK_CAMPUS_STD_EMPL_FED_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

121 WK_CAMPUS_STD_EMPL_INST_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

122 WK_CAMPUS_STD_EMPL_PRIV_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

123 WK_CAMPUS_STD_EMPL_STATE_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

124 WK_GRAD_ASST_WAGES_FED_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

125 WK_GRAD_ASST_WAGES_INST_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

126 WK_GRAD_ASST_WAGES_PRIV_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

127 WK_GRAD_ASST_WAGES_STATE_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

128 WS_FWS_FED_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

129 WS_FWS_INST_NB number(10,2)

130 WS_FWS_PRIV_NB number(10,2)

131 WS_FWS_STATE_NB number(10,2)

132 WS_GR_FG_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

133 WS_GR_FG_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

134 WS_GR_SF_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

135 WS_GR_SF_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

136 WS_GR_SF_ACCESS_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

137 WS_GR_SF_ACCESS_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

138 WS_RSP_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

139 WS_RSP_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

140 WS_RSP_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

141 WS_RSP_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

142 WS_UG_FG_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

143 WS_UG_FG_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

144 WS_UG_SF_ACCESS_INST_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

145 WS_UG_SF_ACCESS_INST_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

146 WS_UG_SF_ACCESS_STATE_NB number(10,2)
If no award, use value = NULL rather than a zero or blank

147 WS_UG_SF_ACCESS_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

148 WS_VA_FED_NN number(10,2)
Placeholder - report as NULL (collected as aggregate data on FA Data Report Template)

149 UNITS_TAKEN_FA_FALL number(5,2)
Total units taken in the fall. Use PS record: FAN_FA_TERM: Field UNT_TAKEN_FA. If not enrolled and no aid received during this semester, use value = NULL rather than a zero or blank. If aid received, must report a value.

150 UNITS_TAKEN_FA_SPRING number(5,2)
Total units taken in the spring. Use PS record: FAN_FA_TERM: Field UNT_TAKEN_FA. If not enrolled and no aid received during this semester, use value = NULL rather than a zero or blank. If aid received, must report a value.

151 UNITS_TAKEN_FA_SUMMER number(5,2)
Total units taken in the summer. Use PS record: FAN_FA_TERM: Field UNT_TAKEN_FA. If not enrolled and no aid received during this semester, use value = NULL rather than a zero or blank. If aid received, must report a value.

152 SCHL_TEACHNV_STATE_NN number(10,2)
If no award, use value = NULL rather than a zero or blank

153 ACAD_CAREER_CODE_FA varchar(4)
For Financial Aid reporting purposes, report Undergraduate (UGRD) or Graduate (GRAD) Report single value for award year. if academic career is same in all terms, report that value. If UGRD and any other in same award year, report as UGRD.