Field Definitions


Remedial Course File Field Definitions
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Field # Starting Position Field Name Field Definitions/Descriptions
1 1 Record Type Definition: A flag that indicates which record type is being reported.

Codes/Notes: Enrollment=1, UAF=2, Degrees=3, Financial Aid=4, Student Course=5, Educator Preparation=6



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

Edit Specs: File specific value.

Format: numeric, 1 place integer

Updates:

2 2 Institution Code Definition: The unique code designations for Colorado postsecondary institutions.

Codes/Notes: The number assigned to each higher education institution identifying an institution with a 4-digit institutional code. See Institution Code in Glossary.


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

Edit Specs: Error if a value is reported that is not the code assigned to the reporting institution.

Format: AlphaNumeric, 4 characters

Updates: July 1987


3 6 Report Term Definition: The enrollment period identified by the term and the year on which the data are based (TYYYY) Term (T): The term on which the data are based.

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

Examples:
Fiscal Year 2002-03

Summer 02 12002
Fall 02 22002
Winter 03 32003 (Institutions on quarter system only)
Spring 03 42003
Interim 03 52003
Beginning in 1991, report period indicated by term, rather than end of year.

For Education Preparation FILE: Report period should be by term, beginning with summer and continuing through the following fall and spring terms. Term 9 is not valid for this file. 

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

Edit Specs: Error if term value is < 1 or >5. Error if year value does not represent current reporting year. Error if term value <> 9 followed by the 2nd year of the fiscal year.

Format: Numeric, 1 place integer (T)

Updates: Expanded to four-digit format, year 2000 file conversions, September 1998.

4 7 Report Year Definition: The enrollment period identified by the term and the year on which the data are based (TYYYY) Year (YYYY): The year in which the term occurs. When the term code is "9" which signifies the total report year, use 4 digits of the fiscal year of the report period. The fiscal year is derived by the following. If the term is =3, the fiscal year is the same as the report year. If the term is =2, the fiscal year equals the report year + 1.

Codes/Notes: 1 - Summer
2 - Fall
3 - Winter (only for institutions on a quarter system)
4 - Spring
5 - Interim
9 - Total report year
Examples:
Fiscal Year 2002-03

Summer 02 12002
Fall 02 22002
Winter 03 32003 (Institutions on quarter system only)
Spring 03 42003
Interim 03 52003

Beginning in 1991, report period indicated by term, rather than end of year.


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

Edit Specs: Error if term value is < 1 or >5. Error if year value does not represent current reporting year. Error if term value <> 9 followed by the 2nd year of the fiscal year.

Format: Numeric, 4 place integer (YYYY)

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

5 11 Student ID Definition: A number that uniquely identifies a student at an institution. Wherever possible, this should be the nine digit social security number assigned to an individual under the Federal Insurance Contribution Act. Social Security rules currently exclude use of numbers that are < 000000100 or >= 800000000

Codes/Notes: If the Student Identification Number is assigned, the number should be used in all future reports by the institution for that student unless corrected or replaced by Social Security Number. Note: Use of an SSN is the only way CCHE can track a student for retention and graduation analyses across institutions. 

If an individual's social security number is not available for use by an institution, the institution may report any student identification number up to 9 characters that is unique for that student. The institution also must report the Student Identification Type as “1,” indicating that this number is not a Social Security Number. 
Hyphens are not entered as part of the identification number.

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

Edit Specs: Error if blank. If Student Identification Type is 0 or blank, error if value contains alpha characters or the last 6 digits are all zeroes or is < 000000100 or >= 800000000—This edit to be implemented with submissions for FY04 and modified to 900000000+ (vs 800000000+) December 2011.

Format: AlphaNumeric, 9-place integer

Updates: July 1988; edit specs modified July 2003; Dec 2011 - changed upper limit from 800000000;

6 20 Student ID Type Definition: The indicator to classify the Student Identification Number as believed to be either a social security number or a institutional-assigned identification number.

Codes/Notes: 0 – Indicates that the Student Identification Number is believed to be a social security number

1 – Indicates that the Student Identification Number is NOT a social security number.



Missing Value: Blank Not acceptable

Edit Specs: Must be "0" or "1" Error if blank

Format: Numeric, 1 place

Updates: Implemented, FY2004

7 21 Course Prefix Definition: Part of unique identifier of each course taught within a specific term.

Codes/Notes: If Course Prefix is less than 4 characters, use leading 0 or 0's as needed. 

Examples: Course Prefix - 0MAT 
Examples: Course Prefix - oREA 



Missing Value: Must be completed. Blank not acceptable.

Edit Specs: Error if blank

Format: AlphaNumeric, 4 places;

Updates: Nov 2012 - changed padding with "0" to padding with blanks

8 25 Course Number Definition: Part of unique identifier of each course taught within a specific term.

Codes/Notes: If Course Number is less than 4 digits, use leading 0 or 0's as needed. 



Examples: Course Numbers - 1000, 137A, 0030, 0202 

Missing Value: Must be completed. Blank not acceptable.

Edit Specs: Error if blank

Format: AlphaNumeric, 4 places

Updates:

9 29 Course Sequence Definition: Part of unique identifier of each course taught within a specific term.

Codes/Notes:  If Course Sequence is less than 4 characters, use leading 0 or 0's as needed. 
Examples: Course Sequences - 0002, 0012, 000A

Missing Value: Must be completed. Blank not acceptable.

Edit Specs: Error if blank

Format: AlphaNumeric, 4 places

Updates:

10 33 Credit Hours Definition: The number of remedial credit hours attempted by this student this term at this institution.

Codes/Notes: Because fractional credits may be reported, space is allotted for one decimal position. If no decimal value is reported, enter a trailing zero. The hours reported here are a subset of credit hours reported in CREDIT HOURS - R.I. or CREDIT HOURS - ESP or CREDIT HOURS - OTHER. 

If credit hours are not assigned to the remedial activity or the credit hour value cannot be calculated for instruction delivered as tutorial, self-paced, or vestibule lab, enter one credit hour here. 

The hours reported in this field will not be used to input FTE enrollments in mathematics. 

Examples: 1 credit hour = 010 

       1.5 credit hours = 015 

       0.5 credit hours = 005 


Missing Value: Blank if no credits.

Edit Specs: Error if <0 or >30. Warning if > 15

Format: Numeric, 2 place integer, 1 place decimal (99v9) (the decimal is implied)

Updates:

11 36 End of Term Completion Definition: The student's status at the end of the term.

Codes/Notes:

  1. Pass: For Remedial courses - assigned to students receiving a grade of A, B, C, Satisfactory, or Credit;  For Other courses – institutional definition of “pass” for course level and student level
  2. Fail: For Remedial courses - assigned to students receiving an D, F, WF, Unsatisfactory, or Non-Credit; For Other courses – institutional definition of “fail” for course level and student level
  3. Audit: student audited this class
  4. Incomplete: assigned to students receiving an I, MG (no grade or missing grade reported by instructor)
  5. Withdraw: assigned to students receiving a W, WP
  6. Course in progress or Ungraded Course – courses still in progress at end-of-term or courses with no grade to be assigned (such as study abroad placeholder hours or correspondence courses)



Missing Value: Does not apply, must be completed.

Edit Specs: Error is value < 0 or > 6

Format: Numeric, 1 place integer

Updates: