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Field Definitions


All Field Definitions
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Field Name Field Definitions/Descriptions
Academic Competitiveness Definition: The dollar amount of the Academic Competitiveness Grant award paid to a student.

Codes/Notes:

****Begins in FY 2007
****Ended in FY 2011

An eligible student may receive an Academic Competitiveness Grant (ACG) of up to $750 for the first academic year of study and up to $1,300 for the second academic year of study. To be eligible for each academic year, a student must:

  • Be a Federal Pell Grant recipient;
  • Be enrolled full-time in a degree program;
  • Be enrolled in the first or second academic year of his or her program of study at a two-year or four-year degree-granting institution;
  • Have completed a rigorous secondary school program of study (after January 1, 2006, if a first-year student, and after January 1, 2005, if a second-year student);
  • If a first-year student, not have been previously enrolled in an undergraduate program; and
The amount of the AC Grant, when combined with a Pell Grant, may not exceed the student's FA period cost of attendance. 

Missing Value: Zero if not applicable.

Edit Sprcs: Error if > 0 Following edits applied prior to FY2012 Error if not numeric. Error if Enrollment Classification not equal to 1 Error if award > $750 and Student Level = 11 Error if Student Level > 12 Error if award >$1,300 Error if PELL less than or equal to 0

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: Added - December 2006; Updated - Removed GPA requirement, July 2007; Jan 2012, Eliminated;

Academic Designation Definition: This field is used by the Community College System, Aims Community College and Colorado Mountain College. Use this field to report Degrees with Designation, and AGS CTE Transfer Agreements

Codes/Notes:
Banner Code/New SURDS Code Program Previous Code (Sequence)

Approved Degrees with Designation

     
AGBU AGRICULTURAL BUSINESS / AS
AGRD AGRICULTURAL EDUCATION / AS
ANSC ANIMAL SCIENCE / AS
ANTH ANTHROPOLOGY / AA -
ATHD ART HISTORY / AA
BIOD BIOLOGY / AS
BSTR BUSINESS / AA BA
CHED CHEMISTRY / AS
COMD COMMUNICATION / AA
CRJT

CRIMINAL JUSTICE / AA

ECTD(effective 12/9/15) EARLY CHILDHOOD EDUCATION /AA
ECET(prior to 12/9/2015) EARLY CHILDHOOD EDUCATION /AA
ECON ECONOMICS /AA BC
EMTD(effective 12/9/2015) ELEMENTARY EDUCATION / AA
EEDT(prior to 12/9/2015) ELEMENTARY EDUCATION / AA
ENGD ENGLISH / AA
EHLD ENVIRONMENTAL HORTICULTURE-LANDSCAPE BUSINESS / AS
EQSD EQUINE SCIENCE / AS
FERD FERMENTATION / AS
FREN FRENCH / AA -
GEOL GEOLOGY / AS
GEOM GEOGRAPHY / AA
HBMD HORTICULTURE BUSINESS MANAGEMENT / AS
HIST HISTORY / AA BE
MATH MATHEMATICS / AS BJ
MUSD MUSIC / AA
PHIM PHILOSOPHY / AA
PHYD PHYSICS / AS
POLS POLITICAL SCIENCE / AA -
PSYA PSYCHOLOGY / AA BF
PSYS PSYCHOLOGY / AS BI
SARD STUDIO ART / AA
SCSC SOIL & CROP SCIENCE / AS
SOCL SOCIOLOGY / AA -
SPAN SPANISH / AA BG
THRD THEATER / AA

AGS, CTE and other Transfer Agreements

CIS1 COMPUTER INFORMATION SYSTEMS AB
MSSC MASS COMMUNICATIONS AC
3DAN 3D DESIGN AND ANIMATION AD
DMJ1 DIGITAL MEDIA / JOURNALISM AE
ITS3 INTERACTIVE TRAINING AND SIMULATIONS AF
MMTC MULTIMEDIA TECH AG
LGA2 PARALEGAL AH
FWD WRITING / DIRECTING AI
CVY CINEMATOGRAPHY / VIDEOGRAPHY AJ
FPP POST-PRODUCTION AK
FVA WRITING / PRODUCING AL
ACSC ACTING FOR THE SCREEN AM
EGGT PRE-ENGINEERING




Missing Value: Blank if not applicable

Edit Sprcs: None

Format: AlphaNumeric, 10 characters

Updates: March 2013, clarified that this field is for degrees with designation, per 23-60-211 and 23-71-123, C.R.S. and included the table above showing crosswalk of previous codes with new Banner/SURDS codes. - May 2015, added newly approved DwD’s. - June 2015, moved Pre-Engineering (EGGT) to “AGS, CTE and Other Transfer Agreements” because students declaring this program will not complete an associate’s degree before transferring. - December 2015, Banner codes for Early Childhood and Elementary Teacher Education DwD’s changed.

ACT Composite Definition: Overall score achieved on ACT exam.

Codes/Notes:

Composite ACT score, computed as the arithmetic average of the four ACT subtest scores

The ACT Composite Score may be based on multiple administrations of the test.

ACT composite score as a whole number. When this score is reported, make sure and enter two trailing zeroes. For example, code a score of 19 as 1900; code a computed score of 19.7 as 1970.


Beginning in October 1989, an enhanced ACT test was administered. While either version of the test may be used to determine the student's acceptance, indicate the version of the test from which the scores were taken in the ACT FLAG field. 

Missing Value: Blank, if unknown or unavailable

Edit Sprcs: Error if not blank and value is < 1 or > 36 Error if blank and ACT subscores reported Error if blank and ACT flag not blank. Warning if blank and SAT scores blank if eligible for freshman standards at four-year institution. Error if score is not

Format: Numeric, 4 digits; (99V99) (the decimal point is implied)

Updates: December 1989; became required reporting and separated from subscores, July 2002. ; Updated, May 2013 to allow multiple administrations;

ACT English Definition: Score achieved on ACT examination in English section that is used for assessment

Codes/Notes: The ACT Score should be based the highest component score regardless of administration of the test.


Missing Value: Blank, if unknown or unavailable

Edit Sprcs: Error if not blank and value < 1 or > 36; also, error if blank and any of ACT: Math (Assessment), ACT: Science, ACT: Reading (Assessment) or ACT: Composite are not blank. Error if blank and Writing Assessment Indicator = ‘01’.

Format: Numeric, 2 place integer

Updates: December 7, 1989; became required reporting and separated subscores from composite to allow for differing test administrations, July 1, 2002. ; Updated, May 2013 to allow multiple administrations;

ACT Flag Definition: Source of the reported ACT composite.

Codes/Notes:
  1. Test administered prior to October 1989, original ACT Assessment
  2. Test administered since October 1989, Enhanced ACT Assessment

In fall 1989, the ACT Testing service revised the tests that comprise the standard ACT test for undergraduates. This field is used to identify the source or test type (original vs. enhanced) of the ACT composite reported on the undergraduate applicant file.

Missing Value: Blank, if no ACT composite score reported

Edit Sprcs: Error if value is < 1 or > 2. Error if blank and ACT: composite not blank Error if not in admitted status

Format: Numeric, 1 place integer

Updates: Replaced H.S. GPA—Academic variable with this field, with ACT Flag distinguishing between original and enhanced ACT, December 1989. Effective with the summer/fall 2002 UAF, refers to the ACT composite ONLY, not to the component scores (English, math, etc.), which may come from different test versions and/or administrations.

ACT Math Definition: Score achieved on ACT examination in mathematics section that is used for assessment and used by institutions to calculate ACT composite (Field 25 of UAF)

Codes/Notes: The ACT Score should be based the highest component score regardless of administration of the test. 


Missing Value: Blank, if unknown or unavailable

Edit Sprcs: Error if not blank and value < 1 or > 36; also, error if blank and any of ACT: English (Assessment), ACT: Science, ACT: Reading (Assessment) or ACT: Composite are not blank. Error if blank and Math Assessment Indicator = ‘01’.

Format: Numeric, 2 place integer

Updates: June 1991; became required reporting and separated subscores from composite to allow for differing test administrations, July 2002. ; Updated, May 2013 to allow multiple administrations;

ACT Reading Definition: Score achieved on ACT examination in the reading comprehension section that is used for assessment and used by institutions to calculate ACT composite (Field 25 of UAF)

Codes/Notes: The ACT Score should be based the highest component score regardless of administration of the test. 

Missing Value: Blank, if unknown or unavailable. 


Missing Value: Blank, if unknown or unavailable.

Edit Sprcs: Error if not blank and value < 1 or > 36; also, error if blank and any of ACT: English (Assessment), ACT: Math (Assessment), ACT: Science or ACT: Composite are not blank. Error if blank and Reading Assessment Indicator = '01'.

Format: Numeric, 2 place integer

Updates: December 1989; June 1991; became required reporting and separated subscores from composite to allow for differing test administrations, July 2002. ; Updated, May 2013 to allow multiple administrations;

ACT Science Definition: Score achieved on ACT examination in the science section and used by institutions to calculate ACT composite (Field 25 of UAF)

Codes/Notes: The ACT Score should be based the highest component score regardless of administration of the test. 
Blank, if unknown or unavailable. 

Missing Value:

Edit Sprcs: Error if not blank and value < 1 or > 36; also, error if blank and any of ACT: English (Assessment), ACT: Math (Assessment), or ACT: Reading (Assessment) or ACT: Composite are not blank.

Format: Numeric, 2 place integer

Updates: December 1989; became required reporting and separated subscores from composite to allow for differing test administrations, July 2002.; Updated, May 2013 to allow multiple administrations;  

Admission Status Definition: For four-year institutions, the Undergraduate Applicant File collects data about all undergraduate applicants (i.e., first time or transfer) to an institution, as well as students for whom assessment activity must be reported. If the student is an applicant, this field indicates his/her final status: (1) applied but not accepted; (2) accepted but not enrolled after census date; (3) enrolled and did not withdraw before census date. Neither readmit or continuing students are to be reported on the Undergraduate Applicant File unless the student is being reported for assessment purposes only.

Codes/Notes: 1 - applicant, a first time student who has formally requested admission to an institution, but has not been accepted.

2 - accepted, a first time student who has been notified that he/she has been approved for enrollment to an institution, but has not enrolled.

3 - enrolled, a student who has registered at the institution at which he/she was accepted and who is still enrolled after census date. Newly enrolled students who are assessed should be reported with this code.

8 - assessed student, but not enrolled at institution

9 - assessed student, enrolled at institution as a continuing or readmitted student (e.g., non-degree-seeking to degree-seeking status). 


Missing Value: Does not apply, must be completed.

Edit Sprcs: Error if value < 1 or > 3 except for 8 or 9.

Format: Numeric, 1 place integer

Updates: December 1989; added codes 8 and 9, FY2002
July 2015; Removed "Code not applicable to two-year institutions." from codes 1 and 2
July 2015; Removed  "Two-year institutions use codes 3, 8 or 9 only." from Edit Specs


AGI Definition: The total annual adjusted gross income (AGI) for a student and a student's parents if a student is classified as 'Dependent', or total annual adjusted gross income for a student and spouse if that student is classified as 'Independent'.

Codes/Notes: Dollar amount.
Report data for one year only. Use base year, projected year or academic year (in the case of Professional Judgment) income that was used to compute the EFC upon which aid eligibility was based.


Missing Value: Blank if unknown.

Edit Sprcs: Error if blank and and FAFSA flag = 1

Format: Alpha Numeric, 6 place integer

Updates:

Alt Cert Enrollment Definition: Was the candidate enrolled in your institution’s alternative certification program? (applies only to institutions that are “designated agencies:” CCU, MSUD, UCCS, UCD, WSCU).

Codes/Notes: (Edited 9/24/2012); Also, for institutions that are designated agencies, report candidates even if they are not reported on the SURDS enrollment file. This will be true for some public institutions that, for example, do not consider Alternative Licensure Candidates to be enrolled in credit-bearing coursework. This may also include students who are enrolled as non-credit students through the institution’s Extended Studies unit.


Missing Value: Does not apply; field must be completed. Error if not 0 or 1 for a listed institution.

Edit Sprcs: Error if blank (Effective 2011-12) Error if not 1 or 0 Error if 1 and not CCU, MSUD, UCCS, UCD, WSCU

Format: Numeric, 1 place integer

Updates:

Added – July 2011; Added CSU-Pueblo & DU - Feb 2012; Removed CSU-Pueblo, DU & Regis – Sept 2012; Added UCD – Sept 2012; Removed Regis - May 2013;




CLEAP Definition: The disbursed dollar amount of the Colorado Leveraging Educational Assistance Partnership program that includes federal and state funds. *** Ended in FY2011

Codes/Notes:
Need based.

    Cannot exceed $5,000 for 12 month enrollment.

    Need must be $100 for each month of enrollment, i.e., student enrolled for 9 months must show need of $900. I.e., /(Nine month COA) – (Nine month EFC)//9= >100

    Must be undergraduate student.

    Must be Colorado resident for tuition purposes.

    Must be enrolled at least half time.


Missing Value: Zero if not applicable.

Edit Sprcs: Error if > 0 Following errors applied prior to FY2012 Error if blank Error if not blank and < 0 or > 5000. Error if need requirements do not meet parameters. Error if (Enrollment Duration = 0 OR ((Budget Amount – Expected Family Contribution ) / Enrollment Duration) < 100) Error if CLEAP recipient (CLEAP > 0) is graduate student Error if CLEAP recipient (CLEAP > 0) is non-resident alien (ethnicity 1) Error if tuition classification does not equal to 1

Format: Alpha Numeric, 5 place integer

Updates: February, 2004; January 2012 - eliminated;

CO Categorical Grant Definition: The disbursed dollar amount of a Colorado Categorical Grant award.

Codes/Notes:
Used for state categorical programs:
  • Dependent Tuition Assistance Program
  • Native American Treaty-Fort Lewis
  • Colorado National Guard


Missing Value: Zero if not applicable

Edit Sprcs: Error if blank Error if exceeds Cost of Attendance Error if Colorado Categorical Grant > 0 and Ethnicity = 1 (non-resident Alien)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates:

CO CTE Grant Definition: The dollar amount of the CTE Grant award paid to a student.

Codes/Notes: Students must qualify for Pell with EFC and a FAFSA flag =1 but will not receive a Pell grant at the same time as a CTE grant. 

State-supported two year public institutions including local district colleges and the two year program at Colorado Mesa University,which have applied and been approved for participation in state studentfinancial assistance programs. 


Missing Value: Blank if not applicable.

Edit Sprcs: Error if > 2250 in FY 2016. Error if not numeric. Error if >0 and Non Title IV Flag =2. Error if PELL > 0. Error if blank for following institutions: Arapahoe Community College Colorado Northwestern Community College Community College of Aurora Community College of Denver Front Range Community College Lamar Community College Morgan Community College Northeastern Junior College Otero Junior College Pikes Peak Community College Pueblo Community College Red Rocks Community College Trinidad State Junior College Colorado Mesa University Aims Community College Colorado Mountain College Delta Montrose Technical College Emily Griffith Technical College Pickens Technical Center

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: May, 2016 - New


CO Graduate Merit Definition: The disbursed dollar amount of the Colorado Graduate Merit Award. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2004-05

Codes/Notes:
Non need based.
Only full time, degree -seeking graduate students as defined by DHE are eligible.


Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if < 0 or > 99999. Error if graduate merit grant > 0 and undergraduate (student level < 21). Error if graduate merit grant > 0 and enrollment does not equal 1 Error if graduate merit grant > 0 and non-resident (tuition class <> 1) (starting FY05)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates:

CO Graduate Need Based Definition: The disbursed dollar amount of the Colorado Graduate Need-Based Grant Award.

Codes/Notes:
Award may not exceed $5,000
Must be a graduate student who is a Colorado resident for tuition purposes
Must be enrolled at least half-time as defined by DHE
Award Limitations:

Program Annual Maximum Annual Minimum
Colorado Student Grant 
Level 1 
Level 2 
Level 3
(Can be prorated for part time) 
$5,000 
$2,500 
$ 500

$1,000 (for 04 + 05) 
$750 
$250


Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if value < 0 or > 5000. Error if Graduate Grant > 0 and student level < 20 and > 0; or outofstate. Error if Graduate Grant > 0 and tuition classification code is not equal 1 Error if Graduate Grant > 0 and Ethnicity = 1 (non-resident Alien) Error if Graduate Grant > 0 And Enrollment Classification = 3 Error if less Graduate Grant is less than minimum unless prorated for enrollment duration – FA period

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

CO PreCollegiate Definition: The dollar amount of the Pre-Collegiate Academic Competitiveness Grant award paid to a student.

Codes/Notes:
****Begins in FY 2007
****Ended in FY 2011

Students must qualify for and receive a Federal Academic Competitiveness Grant 

State-supported two- and four-year institutions, including local district colleges and private universities, which have applied and been approved for participation in state student financial assistance programs. 


Missing Value: Zero if not applicable.

Edit Sprcs: Error if > 0 Following applied prior to FY2012: Error if not numeric. Error if Student Level > 12 Error if ACG is less than or equal to 0 Error if Enrollment Classification not equal to 1 Error if award >$1,000 Error if PELL less than or equal to 0

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: Added - December 2006; Updated - Freshman limit modified, July 2007; January 2012 - eliminated;

CO Student Grant Definition: The paid amount of need based Colorado Student Grant Award.

Codes/Notes:
Must not exceed $5,000.
Must be undergraduate student.
Must be Colorado resident student for tuition purposes.
Award Limitations:

Program Annual Maximum Annual Minimum
Colorado Student Grant 
Level 1 
Level 2 
Level 3
(Can be prorated for part time) 
$5,000 
$2,500 
$ 500

$1,000 (for 04 + 05) 
$750 
$250



Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if value < 0 or > 5000. Error if out-of-state student or graduate student (student level >19 or tuition classification <>1 Error if > 0 and non-resident alien (ethnicity = 1) Error if > maximum for each level. Exception if >150% of Pell Eligibility based on Nine Month EFC instead of financial aid period Exception if grant is < minimum prorated for enrollment duration or to meet remainder of need For Year 2006, 150% Need-Based Limit = 5775

Format: Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

CO Teach Scholarship Definition: The dollar amount of the Colorado Teach scholarship.

Codes/Notes:
****Begins in FY 2009

Students must be recruited into a teacher education program.

Participating state-supported four-year institutions only which have applied and been approved for participation in state student financial assistance programs. 

Awards cannot exceed the cost of in state tuition at the institution of enrollment. All awards must be paid prior to June 30.


Missing Value: Zero if not applicable.

Edit Sprcs: Error if not numeric. Error if Tuition Classification not equal to 1 Error if > 0 and not a participating institution Award recipients for the 2009-2010: Adams State College, Colorado State University, Metropolitan State College of Denver, University of Colorado - Colorado Springs, University of Colorado Denver, University of Northern Colorado Award recipients for the 2008-2009: Colorado State University-Pueblo Mesa State College Metropolitan State College of Denver University of Colorado Denver University of Northern Colorado

Format: AlphaNumeric, 5 place integer Example: $1,000 - Submit As: 01000 Example: $0 - Submit As: 00000

Updates: Added – November 2008; Aug 2009 Removed edit for graduate students;

CO Undergraduate Merit Definition: The paid dollar amount of the Colorado Undergraduate Merit Award.

Codes/Notes:
Non need based.
Must be undergraduate student.
Must be Colorado resident for tuition purposes

Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if < 0 or > 99999. Error if tuition classification does not equal 1 Error if Merit award > 0 and is non-resident alien (Ethnicity = 1) Error if Merit award > 0 and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

CO Work Study Definition: The gross compensation earned in the Colorado Need-based Work Study Program.

Codes/Notes:
Include total wages, which include any matching money provided by the employer.

Gross compensation included is the amount earned before taxes and other withholdings are taken out.


Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if < 0 or > 99999. Error if out-of-state (Tuition classification <>1) Error if graduate student (Student level > 19) Error if Colorado Work Study > 0 and non-resident alien (ethnicity=1) Error if > $300 overaward as a result of need-based work study award

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

CO Work Study WO regard To Need Definition: The gross compensation earned in the Colorado Without Regard for Need Work Study Program.

Codes/Notes: Include total wages, which includes any matching money provided by employer. Gross compensation is the amount earned before taxes and other withholdings are taken out. Wages will not be included in overaward calculations.


Missing Value: Blank not applicable.

Edit Sprcs: Error if blank Error if < 0 or > 99999 Error if non-resident alien(ethnicity = 1), out-of-state (tuition class = 2), or graduate student (student level >20).

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

COA Nine Mo Period Definition: The Cost of Attendance-Nine Month Period reflects only the Budget Amounts for the nine month period comparable to the Nine Month EFC. The Cost of Attendance must use DHE Student Budget Parameters.

Codes/Notes: Dollar amount.
Include any special costs allowed, based on DHE guidelines.

This amount must correlate to the nine month EFC reported.

For some institutions, loan fees are included in cost of attendance while other schools do not include these fees in cost of attendance. 


Missing Value: Zero if not applicable. If the student has an EFC and is enrolled (enrollment Duration <>4) must have a value in this field

Edit Sprcs: Error if blank Error if < 0 or > 999999 Error if zero, and FAFSA = 1 and admitted (Enrollment Classification <> 4) If FAFSA flag = 2, the field is not required and should be set to zeros

Format: AlphaNumeric, 6 place integer Example: $1,000 Submit as: 001000 Example: $0 Submit as: 000000

Updates: February, 2004

Colo Guaranteed Admission Definition:

Codes/Notes:  Field Deleted
 Field Deleted

Missing Value: Field Deleted

Edit Sprcs: ONE SPACE

Format: AlphaNumeric, 1 place

Updates:  Field Deleted

Cost of Attendance Definition: The actual institutional budget amount used when determining student's need. The Cost of Attendance must use DHE Student Budget Parameters unless different budget element(s) is approved by the Commission staff. (The Cost of Attendance reflects only the Financial Aid period.)

Codes/Notes: Dollar Amount.
Include any special costs allowed, based on DHE guidelines. 

This amount must correlate to financial aid duration reported. Maximum duration is one 12 month budget period. Budget will include academic year budget plus summer, if applicable. 

Any term during the school year for which a student received aid based on a valid FAFSA.

Financial Aid Period: Any term during the fiscal year for which the student received some kind of financial aid based on a valid FAFSA.

An institution participating as a federal experimental site may exclude using loan fees in determination of COA.


Missing Value: Zeros if not applicable.

Edit Sprcs: Error if value is blank Error if value not zero , and < 0 or > 99999 Error if value is zero , and FAFSA = 1 and enrollment duration > 0 and received state or federal aid except for work-study without regard for need If FAFSA flag equals 2, the field is not required and should be zero

Format: AlphaNumeric, 6 place integer

Updates:

County (Time of Entry) Definition: Code reported in the UAF that identifies the Colorado county for student in one of the following categories: 1.applicant, not enrolled, at four-year institution—report county applicant resided in at the time of application to the institution; 2.applicant, enrolled, at four-year institution—report county applicant resided in at time of application, if available, or for the first term of enrollment 3.enrolled and/or assessed students reported in two-year institution UAF—report county student resided in at time of most recent application, if available, or for the first term of enrollment

Codes/Notes: 001 to 125 - Various Colorado Counties 
998 - Out of Country 
999 - Out of State 

Mandatory for first time freshmen or transfer students. This data element is normally available only for in state students. Some out of state students, however, may have Colorado permanent addresses, and in those cases, report the appropriate county code when possible. Otherwise use the out of state or out of country code as appropriate. Can be determined from the zip code of student's permanent address, if not able to be determined directly. When reporting UAF, county required for students with registration status of first-time freshmen or transfer and admission status of applicant, accepted, or assessed/enrolled. 


Missing Value: Blank, if unknown or unavailable except if registration status is first-time freshmen or transfer; students residing out of state should be reported as 999, not blank.

Edit Sprcs: - Error if value not blank and not a valid code from county table. - Error check on first time students and transfer students.

Format: AlphaNumeric, 3 place integer

Updates: October 1985; Broomfield County added November 2001

Course Credit Hours Attempted Definition: Number of credit hours attempted for the specified student course enrollment.

Codes/Notes: Since some institutions compute fractional credits, space is allotted for one decimal position. Round to the nearest decimal value if necessary. If no decimal value is reported, enter a trailing zero
For example, code 3 credit hours as 030; code 1.5 credit hours as 015.
Attempted credit hours may be zero for student course enrollments in zero-credit labs or recitation.



Missing Value: Zeroes (“000”) if no credits

Edit Sprcs: - Error if > 30. - Warning if > 21.

Format: AlphaNumeric 3 characters- 2 place integer, 1 place decimal (99V9) (the decimal point is implied)

Updates:

Course Credit Hours Passed Definition: Number of credit hours passed for the specified student course enrollment.

Codes/Notes: Since some institutions compute fractional credits, space is allotted for one decimal position. Round to the nearest decimal value if necessary. If no decimal value is reported, enter a trailing zero
"Passed" is defined by an institution for the course, unless the course is remedial, then as specified in the State Remedial Policy. 
For example, code 3 credit hours as 030; code 1.5 credit hours as 015.



Missing Value: Zeroes (“000”) if no credits

Edit Sprcs: - Error if > 30. - Error if > attempted hours - Warning if > 21.

Format: AlphaNumeric 3 characters- 2 place integer, 1 place decimal (99V9) (the decimal point is implied)

Updates:

Course Grade Definition: Course Grade that will be recorded in students' transcript for the specific course enrollment at the reporting institution, computed at the end of the reported term. Based on a four point system.

Codes/Notes:

The grade point average should be reported on a four-point scale where the highest score equals 4 and 0 is the lowest. Report three decimal positions as shown in the format. 
Convert grade point averages that were not reported on a four point scale to a scale equivalent to:
    4 - A
    3 - B
    2 - C
    1 - D
    0 - F

with 4.00 the highest possible GPA and 0.0 the lowest. To convert a GPA:

Grade Scale Divide By
3 .75
4 1.00
5 1.25
6 1.50
7 1.75
8 2.00
9 2.25
10 2.50
11 2.75
12 3.00


Conversions for a GPA based on a scaling system other than above are left to the discretion of each institution. The only requirement is that the institution converts the grades to a four point system in a consistent manner.

For course completion other than grade A-F, such as “Withdrawn”, “Pass”, “Satisfactory”, "Unsatisfactory," leave Course Grade blank and report the appropriate value (Pass, Fail, Incomplete, Withdraw, etc.) in field 14 - End of Term Completion Status



Missing Value: Blank, if unknown or course completion other than grade A-F.

Edit Sprcs: - Error if < 0 or > 4.00. - Error if not blank and End of Term Completion (field 14) is 3, 4, 5 or 6 - Warning if blank and End of Term Completion (field 14) is 1 or 2 - Warning if > 0 and Passed Credit Hours (field 12) = 0 - Warning if field is 0.

Format: AlphaNumeric, 1 place integer plus 3 place decimal (9V999) (decimal point is implied)

Updates: Nov 2012 - Added text describing non A-F submissions such as Pass and Withdrawn. Also, added edit specifications related to the relationship with field 14.

Course Level Definition: Describes the level of the course enrollment and categorizes the Course Number field.

Codes/Notes:

1=Remedial – any remedial course in Math, Reading, Writing.  Common course numbers are less than 100

2=SAI – Supplemental Academic Instruction - co-requisite instruction in reading, writing, and math for students with limited academic deficiencies who are placed into college-level course work that is approved for statewide transfer. SAI does not include basic skill courses.

3=Undergraduate Lower Division - any lower undergraduate course, i.e. freshman and sophomore level coursework

4=Undergraduate Upper Division - any upper division undergraduate course, i.e. junior and senior level coursework

5=Graduate Level – any graduate course including masters, professional, doctoral or other graduate level coursework




Missing Value: Must be completed.

Edit Sprcs: Error if not 1,2,3,4,5

Format: AlphaNumeric, 1 character

Updates: Nov 2012 - Expanded option from 3 to 5, adding SAI and separating lower and upper division levels; Modified "Course Level" to "are less than 100"

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 Sprcs: Error if blank

Format: AlphaNumeric, 4 places

Updates:

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 Sprcs: Error if blank

Format: AlphaNumeric, 4 places;

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

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 Sprcs: Error if blank

Format: AlphaNumeric, 4 places

Updates:

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 Sprcs: Error if <0 or >30. Warning if > 15

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

Updates:

Credit Hours Attempted Definition:

Codes/Notes:


Missing Value:

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Format:

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Credit Hours Attempted Ascent Definition:

Codes/Notes:


Missing Value:

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Credit Hours Attempted Concurrent Definition:

Codes/Notes:


Missing Value:

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Credit Hours ESL Definition:

Codes/Notes:


Missing Value:

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Credit Hours ESP (Cash-funded) Definition: The total academic credits attempted by the student during the report period through the Extended Studies Program. For SURDS reporting purposes, Extended Studies Program instruction includes the following at four year institutions: •Credit based cash-funded instruction ?delivered at an off-campus physical location ?delivered by an institution’s extended studies unit on the sponsoring institution’s campus ?delivered at a distance •Off campus instruction that has been approved for COF eligibility by the Commission Removed 2/24/2012, These reported in RI Hours •Remedial credit hours delivered as cash funded

Codes/Notes: Since some institutions compute fractional credits, space is allotted for one decimal position. Round to the nearest decimal value if necessary. If no decimal value is reported, enter a trailing zero. For example, code 12 credit hours as 120; code 1.5 credit hours as 015.

Students reported in the IPEDS Graduation Rate Survey and DHE’s Quality Indicator System cohorts must meet three criteria: be reported as first-time in fall, full-time in fall, and a degree-seeking undergraduate in fall.
  • First-time is based on the Registration Status field and requires a code of 1.
  • Full-time classification is derived from the sum of three credit hour fields (resident instruction + ESP + other); vocational hours are included in RI or other credit hours). The total must be at least 12 credit hours.
  • The degree-seeking undergraduate criterion is based on the Student Level field and requires a student be reported with one of codes 11, 12, 13, 14, or 15, with 12-15 acknowledging college credit earned for work done during high school through concurrent enrollment and/or AP/IB.

Report remedial credit hours here for those institutions that deliver remedial courses as cash-funded (i.e., cannot claim state funding). MSCD and UCD cannot deliver remedial as cash- or state-funded.




Missing Value: Blank, if no credits

Edit Sprcs: - Error if not blank and < 0 or > 30 - Warning if > 21.

Format: AlphaNumeric, 2 place integer, 1 place decimal (99V9) (the decimal point is implied)

Updates: June 1991; Feb 2012 - removed COF eligible hours definition

Credit Hours Other (excluded from state-funding) Definition: The total academic credits attempted by the student during the report period through programs which were not eligible to be reported as resident instruction according to the DHE FTE Reporting Guidelines and Procedures.

Codes/Notes: Since some institutions compute fractional credits, space is allotted for one decimal position. Round to the nearest decimal value if necessary. If no decimal value is reported, enter a trailing zero. For example, code 12 credit hours as 120; code 1.5 credit hours as 015.
Examples:
- Avocational courses
- Limited enrollment (closed) courses
- Sponsored courses
- Tutorial
- Tuition Waivers




Missing Value: Blank, if no credits

Edit Sprcs: - Error if not blank and < 0 or > 30. - Warning if > 21.

Format: AlphaNumeric, 2 place integer, 1 place decimal (99V9) (the decimal point is implied)

Updates: June 1991; deleted reference to Type C instruction, July 2002

Credit Hours Passed Definition:

Codes/Notes:


Missing Value:

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Credit Hours Passed Ascent Definition:

Codes/Notes:


Missing Value:

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Credit Hours Passed Concurrent Definition:

Codes/Notes:


Missing Value:

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Credit Hours Passed PSEO Definition:

Codes/Notes:


Missing Value:

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Credit Hours Remedial Math Definition:

Codes/Notes:


Missing Value:

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Credit Hours Remedial Math Concurrent Definition:

Codes/Notes:


Missing Value:

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Credit Hours Remedial Reading Definition:

Codes/Notes:


Missing Value:

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Credit Hours Remedial Reading Concurrent Definition:

Codes/Notes:


Missing Value:

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Credit Hours Remedial Writing Definition:

Codes/Notes:


Missing Value:

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Credit Hours Remedial Writing Concurrent Definition:

Codes/Notes:


Missing Value:

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Credit Hours RI (State-funded) Definition: The total credits attempted by the student during the reporting period eligible to be reported as resident instruction according to DHE FTE Reporting Guidelines.

Codes/Notes: Since some institutions compute fractional credits, space is allotted for one decimal position. Round to the nearest decimal value if necessary. If no decimal value is reported, enter a trailing zero. For example, code 12 credit hours as 120; code 1.5 credit hours as 015.
Credits attempted via interinstitutional enrollments may be included. State-funded credit hours excludes credits attempted by academic exemption tests (e.g. CLEP) accrued by exemption or other transcripted academic credit (e.g., AP; CLEP; prior learning).

All student credit hours reported during any report period in a single academic year must use a single basis, either quarter or semester. Only UCHSC may concurrently offer courses with quarter credit hours while others are semester credit hours but UCHSC must convert all hours to the equivalent semester hours.

Students reported in the IPEDS Graduation Rate Survey and DHE’s Quality Indicator System cohorts must meet three criteria: be reported as first-time in fall, full-time in fall, and a degree-seeking undergraduate in fall. - First-time is based on the Registration Status field and requires a code of 1.
- Full-time classification is derived from the sum of three credit hour fields (resident instruction + ESP + other); vocational hours are included in RI or other credit hours). The total must be at least 12 credit hours.
- The degree-seeking undergraduate criterion is based on the Student Level field and requires a student be reported with one of codes 11, 12, 13, 14, or 15, with 12-15 acknowledging college credit earned for work done during high school through concurrent enrollment and/or AP/IB.




Missing Value: Blank if no credits

Edit Sprcs: - Error if < 0 or > 30. - Warning if > 21.

Format: AlphaNumeric, 2 place integer, 1 place decimal (99V9) (the decimal point is implied)

Updates: December 1989

Credit Hours Vocational Definition:

Codes/Notes:


Missing Value:

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Cumulative Credit Hours Definition: The total college-level credit hours completed by the student and counted toward a degree or certificate, computed at the end of the reported term. - Includes advanced placement credits - Includes transfer hours - Excludes remedial credit hours

Codes/Notes: Since some institutions compute fractional credits, space is allotted for one decimal position. Round to the nearest decimal value if necessary. If no decimal value is reported, enter a trailing zero. For example, code 12 credit hours as 0120; code 7.5 credit hours as 0075.

All student credit hours reported during any report period in a single academic year must use a single basis, either quarter or semester. Only UCHSC may concurrently offer courses with quarter credit hours while others are semester credit hours but UCHSC must convert all hours to the equivalent semester hours.

The cumulative credit hours reported should correspond to the student level at the end of the term. This student level is the one that the student would be eligible for in the following term of enrollment.

Note: This data element is being collected to get a close ESTIMATE of the number of total credit hours accumulated by the student. Because of different institutional policies regarding incomplete, transfer evaluations, and failures, it is understood that this number will not always be absolutely accurate.

Missing Value: Blank if no credits

Edit Sprcs: - Error if < 0 - Error if student level = 12 and cumulative semester credit hours < 30 - Error if student level = 13 and cumulative semester credit hours < 60 - Error if student level = 14 and cumulative semester credit hours < 90 - Error if student level = 12 and cumulative quarter credit hours < 45 - Error if student level = 13 and cumulative quarter credit hours < 90 - Error if student level = 14 and cumulative quarter credit hours < 135 - Warning if credit hours exceeds 150% of degree level (i.e., 181+ credit hours for baccalaureate, 91+ credit hours for certificate or associate)

Format: AlphaNumeric, 3 place integer, 1 place decimal (999V9) (the decimal point is implied)

Updates: Added cumulative credit hour range verification with student level, June 1996.

Cumulative GPA Definition: Cumulative grade point average (GPA) at the reporting institution, computed at the end of the reported term from all college-level courses to which a grade is assigned since enrolling at the institution at the current level (i.e., undergraduate, graduates, first professional). Based on a four point system.

Codes/Notes: The grade point average should be reported on a four point scale where the highest score equals 4 and 0 is the lowest.

If the institutional grading system is on a different scale, convert grades as indicated on H.S. GPA Transcript page. If the institution uses a weighted grading system for Advanced Placement courses and the student achieves a GPA greater than 4 in a four-point scale, report only the maximum value of "4.000".

Report three decimal positions as shown in the format.


Missing Value: Blank, if unknown.

Edit Sprcs: - Error if < 0 or > 4.000 - Warning if field is 0.

Format: AlphaNumeric, 1 place integer plus 3 place decimal (9V999) (the decimal point is implied)

Updates: Required missing GPA to be a blank, not zero, March 16, 1998

Date Last Attend Definition: Field Deleted

Codes/Notes: Field Deleted
Field Deleted

Missing Value: Field Deleted

Edit Sprcs: SIX SPACES

Format: AlphaNumeric, 6 places

Updates: Field Deleted

Date Of Birth Definition: The date of birth as designated on the individual's legal birth registration or certificate.

Codes/Notes: YYYYMMDD
YYYY = four-digit year of birth
MM = two-digit month of birth
DD = two-digit day of birth

This field is used to compute a student's age. The Commission computes a student's age for students enrolled in the summer and fall terms as of September 15, and for those enrolled in the winter and spring terms as of February 15. If the student is born on either September 15 or February 15, age is determined by subtracting the year of birth from the report year. Any birth dates before the 15th are calculated by subtracting the year of birth from the report year. Any birth dates after the 15th are calculated by subtracting the year of birth from the report year and then subtracting 1 from that difference.

Missing Value: Blank, if unknown.

Edit Sprcs: Error if computed age is negative or if >110 Warning if computed age is < 14 or > 90

Format: Numeric, 8 place integer

Updates: Expanded to four-digit format, year 2000 file conversions, September 1998; July 2006 age for warning;

Degree Level Definition: Degree File—The level of degree/diploma/certificate conferred by the institution upon the student for the successful completion of a program. Enrollment and Undergraduate Applicant Files—The level of degree/diploma/certificate/ formal award sought by the student for the successful completion of a program.

Codes/Notes:

(See Glossary below for description of each category.)

Certificates-
   01 - Certificate (less than 1 year)
   02 - Certificate (at least 1 but less than 2 years)
   03 - Certificate (at least 2 but less than 4 years)
   04 - Post-Bachelor Certificate
   05 - Post-Master's Certificate
Degrees-
   11 - Associate of Applied Science
   12 - Associate of General Studies
   13 - Associate Degree (AA or AS)
   21 - Bachelor's Degree
   31 - Master's Degree
   33 - Specialist Degree
   52 - Doctoral - Research/Scholarship
   53 - Doctoral - Professional Practice
   54 - Doctoral - Other (Explanation Required)


If a student receives two awards for completing two programs in two totally independent courses of study, report both completions by submitting two records for the student with each program coded in its appropriate category. 


Missing Value: acceptable if non-degree-seeking student

Edit Sprcs: Error if value not in student level/degree level table for appropriate file. Error if for a degree/certificate level not authorized for an approved program. Error if not in admitted status Error will be generated for code "54" as an explanation is required

Format: AlphaNumeric, 2 place integer

Updates: December 1989; December 1991; added field to Enrollment and Undergraduate Applicant Files, added code 33, and deleted code 04, July 2002; December 2009- new codes 52, 53, 54; December 2014 - removed "Regis only" for code 05, added code 04, added code 33

Degree Prior Transfer Definition: The highest degree/certificate/recognition achieved at the postsecondary institution in which a student was previously enrolled.

Codes/Notes: This field applies only to transfer students
  1. None
  2. Certificate, less than 1 year
  3. Certificate, at least 1 year but less than 2 years
  4. Certificate, at least 2 years but less than 4 years
  5. Associate of Applied Science
  6. Associate degree, all Associate degrees except Applied Science
  7. Bachelor's Degree
  8. Master's Degree
  9. First Professional Degree
  10. Doctoral Degree program



Missing Value: Blank, if unknown or unavailable

Edit Sprcs: Error if contains a value > 9 and < 0 Error if not in admitted status

Format: Numeric, 1 place integer

Updates: July 1, 1988

Delivery Method Definition: Indicates the type of course delivery method as defined by the Higher Learning Commission. Used to determine IPEDS distance for the IPEDS fall enrollment survey.

Codes/Notes: 5=Independent/ Directed Study Courses 
6=Evening/ Weekend College
7=Internship/ Practica Courses 
1=FTF (Face-to-Face) Courses 
2=Mixed FTF (Face-to-Face) Courses (Hybrid included here)
4=Correspondence Courses
3=Distance Courses
0=N/A, Other

Order of this list specifies an order of precedence when applying codes to courses if multiple descriptions apply.  For example, if course is both “Face-to-Face” and “Weekend,” then use code “6=Evening/Weekend College”.

Missing Value: Does not apply, must be completed.

Edit Sprcs: Error if value is not 0 to 7 Warning if value = 0

Format: Numeric, 1 place integer

Updates: Nov 2012 - explicitly reference IPEDS definition of distance and the URL; also listing values in the order of precedence for reporting;

Delivery Site Definition:

Codes/Notes:


Missing Value:

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Dependency Status Definition: The classification of a student for the purpose of financial aid determination as either: Independent: those students who meet the requirements for self supporting or "independent" status as defined in regulations and policy governing the Federal campus based financial aid programs. Dependent: those students who do not qualify as an independent.

Codes/Notes: 1 Dependent
2 Independent
0 – Unknown 
Missing Value: Does not apply; field must be completed.


Missing Value:

Edit Sprcs: Error if dependency status = '1' or '2' and FAFSA flag <> 1. Error if dependency status not a valid code.

Format: Numeric, 1 place integer

Updates:

EFC Nine Month Definition: Expected Family Contribution for nine months.

Codes/Notes:
The official nine month EFC used to determine the student’s financial need using federal methodology.

Missing Value: Blank if unknown.

Edit Sprcs: Error if value is blank and FAFSA flag = 1 Error if value not blank and < 0 or > 999999.

Format: AlphaNumeric, 6 place integer Example: $1,000 Submit as: 001000 Example: $0 Submit as: 000000

Updates: February, 2004

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 Sprcs: Error is value < 0 or > 6

Format: Numeric, 1 place integer

Updates:

Enrollment Classification Definition: The code which indicates the enrollment classification based on credit/clock hour standards for financial aid. Students awarded aid based on different levels of enrollment within the same year should be coded at the highest level at which they were enrolled.

Codes/Notes: 1 - Full Time
2 - Half Time
3 - Less Than Half Time
4 - Not Enrolled
5 - Withdrawn after FA disbursement



Missing Value: None; field must be completed.

Edit Sprcs: Error if not a valid code Error if = 4 and has any award

Format: Numeric, 1 place integer

Updates:

Enrollment Duration Definition: Number of months enrolled upon which financial aid was disbursed during current report year.

Codes/Notes: 01-12 No. of Months
00 - If Enrollment Classification is "4 Not Enrolled."
For institutions on semesters:
05 = 1 semester
09 = 2 semesters
03 = Summer (any session or multiple sessions)
12 = 2 semesters + summer
08 = 1 semester + summer

For institutions on quarters:
03 = each session
06 = 2 sessions 
09 = 3 sessions
12 = 4 sessions



Missing Value: None; field must be completed.

Edit Sprcs: Error if not a valid code Error if blank Error if Enrollment Duration = 00 and Enrollment Classification <> 4 and paid aid

Format: Alpha Numeric, 2 place char

Updates:

ESL Flag Definition: Indicates whether or not the student course enrollment in ESL (English as a Second Language) classes. “ESL” is determined by the content of the course. An ESL course may be any funding type. The purpose of this field is to replace the Credit Hours English as a Second Language (ESL) on the Enrollment file.

Codes/Notes: 0=No
1=Yes



Missing Value: Does not apply, must be completed.

Edit Sprcs: Error is value is not 0 or 1

Format: Numeric, 1 place integer

Updates:

Ethnicity Definition: Field Deleted

Codes/Notes: 1 - Non-Resident Alien
2 - Black, non-Hispanic
3 - American Indian or Alaskan Native
4 - Asian or Pacific Islander
5 - Hispanic
6 - White, non-Hispanic

THIS FIELD HAS BEEN PHASED OUT

ONLY BLANKS WILL BE ACCEPTED BEGINNING IN FY2010-11

PLEASE REPORT RACE/ETHNICITY IN FIELDS 14-20



Missing Value: Blank, if unknown.

Edit Sprcs: Error if > 6.

Format: Numeric, 1 place integer

Updates: June 1996; modified edits related to tuition classification, July 2002.  Replaced in FY2010-11 with individual race/ethnicity columns.


Expected Family Contribution Definition: Expected Family Contribution used to determine the student’s financial need and ties to the student’s reported enrollment duration for which they received financial aid. This number may not necessarily be the nine month EFC as reported on the FAFSA.

Codes/Notes: EFC must be determined using the approved federal methodology.
Required from any student that received need based financial aid based on a submitted FAFSA, optional from all other applicants.

Example: $1,000 Submit as: 001000
Example: $0 Submit as: 000000


Missing Value: Blank if unknown.

Edit Sprcs: Error if blank and received Colorado Student Grant Error if value is blank and FAFSA flag = 1 Error if value not blank and < 0 or > 999999

Format: Alpha Numeric, 6 place integer

Updates:

FAFSA Flag Definition: Flag to indicate that a student submitted the Free Application for Federal Student Aid (FAFSA).

Codes/Notes: If a student submitted the Free Application for Federal Student Aid (FAFSA) and has submitted an official EFC to the institution, report as ‘1’. Otherwise, report as ‘2’.
Reporting of this field required, effective in fiscal year 2001.

Missing Value: None; field must be completed.

Edit Sprcs: Error if not a valid code Error if blank Error if student has: Colorado Student Grant or Colorado Graduate Need-Based Grant or Pell or SEOG or Stafford or Colorado Work Study Need-Based and FAFSA <> 1

Format: Numeric, 1 place integer

Updates: February, 2004

Federal Health Profession Loans Definition: The dollar amount of a Health Professional loan.

Codes/Notes:


Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if < 0 OR > 99999.

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

Federal PELL Definition: The dollar amount of a Federal Pell Grant paid to a student.

Codes/Notes: None


Missing Value: Zeros if not applicable

Edit Sprcs: Year 2012 Pell limit = $5,550 (up to $8,325, multi Pell grants in one year) Error if blank Error if value < 0 or > annual limit determined by U.S. Department of Education. Error if Pell > 0 (00000) and recipient is non resident alien (ethnicity 1) Error if Pell > 0 (00000) and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: FY2011-$10,800; FY2010 -$10,800;

Federal Perkins Loan Definition: The dollar amount of the Federal Perkins Student Loan paid to a student.

Codes/Notes:
Loan limits are determined by student level.

Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if value not blank and < 0 or > 99999 Error if value exceeds current specified loan limits. Error if Perkins > 0 and recipient is non resident alien (ethnicity=1)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates:

Federal PLUS Definition: Gross amount of Federal PLUS (Parent Loan for Undergraduate Students) paid.

Codes/Notes:
Include the gross amount of the loan, not the amount disbursed after fees are deducted.


Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if < 0 or > 99999. Error if Federal Plus > 0 and not undergraduate (student level > 20) Error if blank

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

Federal SEOG Definition: The dollar amount of the Federal Supplemental Educational Opportunity Grant paid to the student.

Codes/Notes:
Cannot exceed $4,000.

Example: $1,000 Submit as: 01000
Example: $0 Submit as: 00000


Missing Value: Zero if not applicable

Edit Sprcs: Error if blank. Error if value not blank and <0 or > 4000 Error if SEOG > 0 and recipient is non resident alien (ethnicity=1)

Format: Alpha Numeric, 5 place integer

Updates:

Federal Stafford Loans Subsidized Definition: Gross amount of Federal Stafford Subsidized loans (both FFELP and Direct Loans) paid.

Codes/Notes:
Include the gross amount of the loan, not the amount disbursed after fees are deducted. Report loan in the year for which it was awarded, regardless of the year in which it was actually disbursed.

Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if value exceeds current specified loan limits. Error if Federal Stafford Subsidized loan > 0 and ethnicity = 1 (non-resident alien) Error if federal Stafford Unsubsidized loan > Stafford graduate limit and Student level > 20 Freshman Limit = 3,500 (student level 11) Sophomore Limit = 4,500 (student level 12) Junior/Senior limit = 5,500 (student level 13 or 14) Graduate limit = 8,500 (studentlevel > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004; July 2007 - Updated limits;

Federal Stafford Loans Unsubsidized Definition: Gross amount of Federal Stafford Unsubsidized loans (both FFELP and Direct Loans) paid.

Codes/Notes:
Include the gross amount of the loan, not the amount disbursed after fees are deducted. Report loan in the year for which it was awarded, regardless of the year in which it was actually disbursed.

Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if not numeric characters Error if Federal Stafford Loans Unsubsidized > 0 and ethnicity = 1 (non-resident alien) Not used to calculate over award (updated for FY08-09) Freshman Limit = 9,500 (student level 11) Sophomore Limit = 10,500 (student level 12) Junior/Senior limit = 12,500 (studentlevel = 13,14) Graduate limit = 20,500 (studentlevel > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004; July 2007 - Updated limits;Removed; April 2009 - limited updated;

Federal Teach Scholarship Definition: The dollar amount of the Federal Teach Grant

Codes/Notes:

****Begins in FY 2009

  • Complete the Free Application for Federal Student Aid (FAFSA), although you do not have to demonstrate financial need.
  • Be a U.S. citizen or eligible non-citizen.
  • Be enrolled as an undergraduate, post-baccalaureate, or graduate student in a postsecondary educational institution that has chosen to participate in the TEACH Grant Program.
  • Be enrolled in course work that is necessary to begin a career in teaching or plan to complete such course work. Such course work may include subject area courses (e.g., math courses for a student who intends to be a math teacher).
  • Meet certain academic achievement requirements (generally, scoring above the 75th percentile on a college admissions test or maintaining a cumulative GPA of at least 3.25).
  • Sign a TEACH Grant Agreement to Serve.


Missing Value: Zero if not applicable.

Edit Sprcs: Error if not numeric. Error if >$4,000

Format: AlphaNumeric, 5 place integer Example: $1,000 - Submit As: 01000 Example: $0 - Submit As: 00000

Updates: Added – November 2008;

Federal Work Study Definition: The gross compensation earned by a student in the Federal College Work Study program.

Codes/Notes: Include total wages, which includes any matching money provided by employer or institution.
Gross compensation is the amount earned before taxes and other withholdings are taken out.

Missing Value: Zero if not applicable

Edit Sprcs: Error if blank Error if value not blank and < 0 or > 99999 Error if Federal Work Study > 0 and recipient is non resident alien. (ethnicity=1)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

Filler Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format: AlphaNumeric

Updates:

Filler2 Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format: Alphanumeric, 2 spaces

Updates:

Filler3 Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates:

Filler4 Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates:

Filler5 Definition: Filler5

Codes/Notes:


Missing Value:

Edit Sprcs:

Format: 5 characters

Updates:

Filler6 Definition: Filler6

Codes/Notes:


Missing Value:

Edit Sprcs:

Format: 6 characters

Updates:

Fiscal year Definition: Field Deleted

Codes/Notes: Field Deleted
Field Deleted

Missing Value: Field Deleted

Edit Sprcs: 4 SPACES

Format: AlphaNumeric, 4 places

Updates: Field Deleted

GearUp Scholarship Definition: Scholarship for participants in the Colorado GearUp program.

Codes/Notes: Eligible institutions:

  • All public 2 and 4 year institutions
  • COF eligible privates:
    • Colorado College
    • Denver University
    • Regis University
  • State supported voc-techs:
    • Delta-Montrose
    • Emily Griffith
    • San Juan Basin Area Technical College
    • TH Pickens Tech



Missing Value: Zero if not applicable.

Edit Sprcs: Error if not numeric. Award less than or equal to $2,500 Must be Colorado resident Age 22 and under Enrolled in eligible institution (listed above) PELL eligible (Pell > 0 or EFC Nine Month <= $5,775)

Format: AlphaNumeric, 5 place integer

Updates: Added - April, 2005

GED Score Definition: Score achieved on the Tests of General Educational Development.

Codes/Notes: The GED examination is a test of equivalency for the high school diploma. It is used as a measurement for students who do not have a high school diploma but have taken the GED. It is evaluated against the GED standards described in the DHE Admission Standards Policy. 
Beginning in January 2002, testing centers began administering a new version of the test. The differentiating identifier of the 2002 version is a three-digit score. Scores from the previous 1988 version cannot be combined with scores on the 2002 series (i.e., scores must be from the same version, either 1988 or 2002). 

Because the score from the 2002 version is three digits, convert that score to two digits for SURDS reporting by dividing it by 10. If necessary, round to the nearest integer, rounding .5 up. 


Missing Value: Blank, if unknown or unavailable.

Edit Sprcs: Error if not blank and value < 20 or > 80; Year of High School Graduation must be blank if score reported in GED field. Error if not in admitted status

Format: Numeric, 2 place integer

Updates: Added error listing for age range, June 1996; added provisions for 2002 test, July 2002.

Gender Definition: The gender of the individual.

Codes/Notes: 1 - Male
2 - Female
Formerly identified as sex.

Because IPEDS surveys do not provide an unknown gender option, DHE-generated IPEDS facsimiles are based on the following procedure, implemented March 2002 with the Fall 2001Enrollment File and FY2002 Degree File uploaded to NCES. Students whose ID ends with an even digit will be reported to NCES as male; students with an ID that ends with an odd number will be reported as female.


Missing Value: Blank, if unknown.

Edit Sprcs: Error if not blank or not = '1' or '2'.

Format: Numeric, 1 place integer

Updates: October 31, 1985; modified IPEDS proration methodology, March 2002.

GOS Definition: A code which indicates whether the student is a recipient of the Governor’s Opportunity Scholarship.

Codes/Notes: The scholarship program was implemented fiscal year 1999-2000 (fall term). 
1 = yes, recipient 
2 = no, not a recipient 



Missing Value: Blank

Edit Sprcs: Error if < 1 or > 2. Error if not in admitted status

Format: Numeric, 1 place integer

Updates: October 1999

GOS Definition: The disbursed dollar amount of the Governor’s Opportunity Scholarship. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2011-12

Codes/Notes:
Need based.

This amount must correlate to the nine month EFC reported.

Must be Colorado resident for tuition purposes.


Missing Value: Zero, if not a recipient.

Edit Sprcs: Error if blank Error if GOS < 0 or GOS > Budget Amount Error if GOS > 0 and tuition classification does not equal to 1 Error if student level > 14 Error if GOS > 0 and student level > 14 Error if GOS amount award > $10,700 Error if GOS Error if FAFSA flag = 1 and PELL = 0 Error if GOS > 0 and ethnicity = 1 (non-resident alien)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 001000 Example: $0 Submit as: 000000

Updates: February, 2004

GPA of Merit Recipient Definition: The cumulative grade point average (GPA) that was used to establish the eligibility of a Colorado Undergraduate Merit recipient. For a first time freshman, could be high school GPA. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2008-09

Codes/Notes: The grade point average should be reported on a four-point scale where the highest score equals 4 and 0 is the lowest. 
Report two decimal positions as shown in the format.

Reporting of this field required, effective in fiscal year 2002.

Required for all students with a Colorado merit award.


Missing Value: Blank if not applicable

Edit Sprcs: Error if < 0 or > 4000 Error if GPA < 3.75 (3750, example show one place decimal) and Student Level = 11 and Merit Recipient Error if GPA < 3.5 (3500, example show one place decimal) and Student Level > 11 and Merit Recipient

Format: AlphaNumeric, 4 place char AlphaNumeric, 1 place integer plus 3 place decimal – decimal point is implied and not supplied. GPA = 4.000, submit as 4000 GPA = .875, submit as 0875 GPA = 0, submit as 0000

Updates: February, 2004

Graduate Federal PLUS Definition: Gross amount of Graduate Federal PLUS paid.

Codes/Notes:
****Begins in FY 2007

Include the gross amount of the loan, not the amount disbursed after fees are deducted. 


Missing Value: Zero if not applicable.

Edit Sprcs: Error if not numeric. Error if Federal Plus > 0 and not a graduate student (student level < 21)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: Added - December 2006

HEAR District Waiver Definition: Per acceptance by the Department of Higher Education, the waiver request will specify that the school district cannot meet the requirements of the fourth year of mathematics, the one year of foreign language, or both and provide an explanation as to why the requirements can not be met. School district waivers will be effective for three years, until the graduating class of 2013. During the terms submitted between 2010 and 2013, if a student graduates from a high school in a “waiver” district, this data should be reported as described below.

Codes/Notes: 1 = Student graduated from a high school in a district that requested a HEAR waiver
0 = Student is not from a district that requested a HEAR waiver 



Missing Value: Blank acceptable if not accepted or enrolled, non-degree student or HS graduate 2009 or earlier.

Edit Sprcs: Required only for four-year institutions Error if not blank and not 1 or 0 Error if not 1 or 0 and admission status = 2 or 3 and degree seeking and Year HS Grad > 2007 Error if not 1 or 0 and transfer (Registration status = 3) and transfer credit hours < 30 Error if 1 and High School Code is not invalid or complete (full high school code required)

Format: Alpha-Numeric, 1 place integer

Updates: New July 2008

HEAR Electives Definition: HEAR requires applicants that graduate from high school in 2008 and 2009 to meet the Phase One coursework requirements; and applicants that graduate from high school in 2010 and later meet Phase Two requirements. These coursework requirements are in place to ensure that admitted students are prepared to be successful in college. This field specifically describes compliance with the Academic Electives requirements.

Codes/Notes: 1 = Meets requirement
0 = Does not meet requirement



Missing Value: Blank acceptable if not accepted or enrolled, non-degree student or HS graduate 2007 or earlier.

Edit Sprcs: Required only for four-year institutions Error if not blank and not 1 or 0 Error if not 1 or 0 and admission status = 2 or 3 and degree seeking and Year HS Grad > 2007 Error if not 1 or 0 and transfer (Registration status = 3) and transfer credit hours < 30

Format: Alpha-Numeric, 1 place integer

Updates: New June 2008

HEAR English Definition: HEAR requires applicants that graduate from high school in 2008 and 2009 to meet the Phase One coursework requirements; and applicants that graduate from high school in 2010 and later meet Phase Two requirements. These coursework requirements are in place to ensure that admitted students are prepared to be successful in college. This field specifically describes compliance with the English requirements.

Codes/Notes: 1 = Meets requirement
0 = Does not meet requirement




Missing Value: Blank acceptable if not accepted, not enrolled or HS graduate 2007 or earlier.

Edit Sprcs: Required only for four-year institutions Error if not blank and not 1 or 0 Error if not 1 or 0 and admission status = 2 or 3 and Year HS Grad >= 2008 (if Year of HS Grad is unavailable, age 18 as of Sept 15, 2008) Error if not 1 or 0 and transfer (Registration status = 3) and transfer credit hours < 30

Format: Alpha-Numeric, 1 place integer

Updates: New June 2008

HEAR Foreign Language Definition: HEAR requires applicants that graduate from high school in 2008 and 2009 to meet the Phase One coursework requirements; and applicants that graduate from high school in 2010 and later meet Phase Two requirements. These coursework requirements are in place to ensure that admitted students are prepared to be successful in college. This field specifically describes compliance with the Foreign Language requirements.

Codes/Notes: 1 = Meets requirement
0 = Does not meet requirement




Missing Value: Blank acceptable if not accepted or enrolled, non-degree student or HS graduate 2009 or earlier.

Edit Sprcs: Required only for four-year institutions Error if not blank and not 1 or 0 Error if not 1 or 0 and admission status = 2 or 3 and degree seeking and Year HS Grad > 2009 Error if not 1 or 0 and transfer (Registration status = 3) and transfer credit hours < 30

Format: Alpha-Numeric, 1 place integer

Updates: New July 2008

HEAR Math 08 Definition: HEAR requires applicants that graduate from high school in 2008 and 2009 to meet the Phase One coursework requirements; and applicants that graduate from high school in 2010 and later meet Phase Two requirements. These coursework requirements are in place to ensure that admitted students are prepared to be successful in college. This field specifically describes compliance with the Mathematics requirements.

Codes/Notes: 1 = Meets requirement
0 = Does not meet requirement



Missing Value: Blank acceptable if not accepted or enrolled, non-degree student or HS graduate 2007 or earlier.

Edit Sprcs: Required only for four-year institutions Error if not blank and not 1 or 0 Error if not 1 or 0 and admission status = 2 or 3 and degree seeking and Year HS Grad > 2007 Error if not 1 or 0 and transfer (Registration status = 3) and transfer credit hours < 30

Format: Alpha-Numeric, 1 place integer

Updates: New June 2008

HEAR Math 10 Definition: HEAR requires applicants that graduate from high school in 2008 and 2009 to meet the Phase One coursework requirements; and applicants that graduate from high school in 2010 and later meet Phase Two requirements. These coursework requirements are in place to ensure that admitted students are prepared to be successful in college. This field specifically describes compliance with the Mathematics requirements.

Codes/Notes: 1 = Meets requirement
0 = Does not meet requirement



Missing Value: Blank acceptable if not accepted or enrolled, non-degree student or HS graduate 2009 or earlier.

Edit Sprcs: Required only for four-year institutions Error if not blank and not 1 or 0 Error if not 1 or 0 and admission status = 2 or 3 and degree seeking and Year HS Grad > 2009 Error if not 1 or 0 and transfer (Registration status = 3) and transfer credit hours < 30

Format: Alpha-Numeric, 1 place integer

Updates: New July 2008

HEAR Science Definition: HEAR requires applicants that graduate from high school in 2008 and 2009 to meet the Phase One coursework requirements; and applicants that graduate from high school in 2010 and later meet Phase Two requirements. These coursework requirements are in place to ensure that admitted students are prepared to be successful in college. This field specifically describes compliance with the Physical Science requirements.

Codes/Notes: 1 = Meets requirement
0 = Does not meet requirement



Missing Value: Blank acceptable if not accepted or enrolled, non-degree student or HS graduate 2007 or earlier.

Edit Sprcs: Required only for four-year institutions Error if not blank and not 1 or 0 Error if not 1 or 0 and admission status = 2 or 3 and degree seeking and Year HS Grad > 2007 Error if not 1 or 0 and transfer (Registration status = 3) and transfer credit hours < 30

Format: Alpha-Numeric, 1 place integer

Updates: New June 2008

HEAR Social Sciences Definition: HEAR requires applicants that graduate from high school in 2008 and 2009 to meet the Phase One coursework requirements; and applicants that graduate from high school in 2010 and later meet Phase Two requirements. These coursework requirements are in place to ensure that admitted students are prepared to be successful in college. This field specifically describes compliance with the Social Sciences requirements.

Codes/Notes: 1 = Meets requirement
0 = Does not meet requirement



Missing Value: Blank acceptable if not accepted or enrolled, non-degree student or HS graduate 2007 or earlier.

Edit Sprcs: Required only for four-year institutions Error if not blank and not 1 or 0 Error if not 1 or 0 and admission status = 2 or 3 and degree seeking and Year HS Grad > 2007 Error if not 1 or 0 and transfer (Registration status = 3) and transfer credit hours < 30

Format: Alpha-Numeric, 1 place integer

Updates: New June 2008

High School Code Definition: The code that identifies the secondary school from which a student graduated, comprised of a 2 digit state code plus a 4 digit institutional code.

Codes/Notes:

A high school code must be reported if the student is first-time or is enrolled through a PSEO or Fast Track program. Use the 6 digit American College Testing (ACT) number for Colorado high school codes. Do not enter the hyphens in the school codes from the table. Refer to the ACT website for an unknown high school code (http://www.act.org). Search for high school codes; select Colorado and enter known information about high school in question. If the high school does not have an entry on the ACT website, contact DHE for an assigned code.

Use the following ACT code for a student who is home schooled: 969999.

If a students earns a GED: 960000

For students who graduated from high school in other states, enter at least the appropriate 2 digit state code in the first two positions and leave the rest of the field blank if the institution code is not available.


Do not use 060000 to indicate an unknown Colorado high school. ACT has assigned this code to Adams City High School in Commerce City. For a Colorado high school graduate with an unknown high school, be sure to leave the last four positions blank.

Beginning in 1992-93, community colleges must report this data element on the enrollment file, for any first time student who graduated from a Colorado high school within the previous three years.

For full list of current codes, please refer to ACT website (http://www.actstudent.org/regist/lookuphs/)

Missing Value: Blank acceptable if unknown, unavailable, except if student is 1) first-time freshman or assessed in Undergraduate Applicant File or 2) reported as first-time freshman or a high school concurrent in Enrollment File.

Edit Sprcs: The field is divided into the state code (first two digits) and institution code (last four digits) for the edit. - Error if state code is not a valid code from the table on State page, unless student is homeschooled or GED - Error if state code is '06' and institution code is not a valid ACT code or four blanks for unknown. - Error if code is 069999; use code ‘06’ followed by four blanks (left justified) if unknown Colorado high school code.

Format: AlphaNumeric, 6 place integer

Updates: Added reporting requirement for two-year institutions, December 1992; November 2011 - GED HS Code set to 960000 to match current practice;

High School Concurrent Type Definition: Describes whether the credit hours for the student course enrollment are eligible to be reported as a specific high school concurrent program or the student is a high school student (and specified as such in the registration status field of the Enrollment file for the same term). The purpose of this field is to replace the Credit Hours Attempted/Completed for Concurrent and ASCENT (on the enrollment file) as well as to collect credit hour data for all other high school concurrent enrollment.

Codes/Notes: 0=Not Applicable
1=Concurrent (as defined in HB09-1319), 
2=ASCENT (as defined in HB09-1319),
3=Other HS concurrent,
4=COSLI (as defined in SB15-290)



Missing Value: Does not apply, must be completed.

Edit Sprcs: Error if value not 0,1,2,3 or 4

Format: Numeric, 1 place integer

Updates:

High School Fast Track Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates:

High School Fifth Year Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates:

High School PSEO Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates:

Hours Funding Type Definition: Describes the funding type of both attempted and completed credit hours according to DHE FTE Reporting Guidelines.

Codes/Notes: 1=RI (Resident Instruction) - eligible for state funding
2=ESP (Extended Studies Program) - cash-funded, not eligible for state funding
3=Other

Use same precedence order as codes are in (1>2>3). The sum of all hours submitted (RI, ESP, Other) for a student should match the summary of credit hours on the Enrollment file (RI, ESP, Other) as reported for the same student, same term and year.

For further descriptions, refer to the Enrollment File Field Descriptions for Credit Hours RI, Credit Hours ESP and Credit Hours Other



Missing Value: Blank not valid, must be completed

Edit Sprcs: Error if blank or not 1,2,3

Format: AlphaNumeric, 1 place integer

Updates:

Household Size Definition: The number of persons in the student's household.

Codes/Notes:
For the independent students report the size of the student household that was used to calculate the EFC that was used to determine the student’s eligibility for aid.

For the dependent students, use the size of the parent household that was used to calculate the EFC.

Reporting of this field required for students who complete a FAFSA.


Missing Value: Blank not applicable (if no valid FAFSA)

Edit Sprcs: Error if Household size blank or 0 and FAFSA flag = 1 Error if Household size = 0

Format: Alpha Numeric, 2 place integer

Updates: February, 2004

HS GPA Definition:

Codes/Notes: The grade point average should be reported on a four-point scale where the highest score equals 4 and 0 is the lowest. Report three decimal positions as shown in the format. Convert grade point averages that were not reported on a four point scale to a scale equivalent to: 
4 - A 
3 - B 
2 - C 
1 - D 
0 - F 

with 4.00 the highest possible GPA and 0.0 the lowest. 

To convert a GPA: 

Grade Scale Divide By
3 .75
4 1.00
5 1.25
6 1.50
7 1.75
8 2.00
9 2.25
10 2.50
11 2.75
12 3.00


Conversions for a GPA based on a scaling system other than above are left to the discretion of each institution. The only requirement is that the institution converts the grades to a four point system in a consistent manner. 

Missing Value: Blank, if unknown

Edit Sprcs: - Error if < 0 or > 4.00. - Error if not in admitted status - Warning if field is 0.

Format: AlphaNumeric, 1 place integer plus 2 place decimal (9V99) (decimal point is implied)

Updates: Required missing GPA to be a blank, not zero, March 1998

HS Rank Definition: The percentile in which a student is ranked within his/her high school graduating class as reported on the high school transcript.

Codes/Notes: Allow for one decimal position as shown in the format. Also, note that this item represents a percentile, not a fraction and values cannot equal 0 or 100.
  • 99.9 highest percentile value
  • 00.1 lowest percentile value        

Calculation:
  1. Divide Rank by Graduating Class Size
  2. Subtract from 1.00
  3. Multiply by 100


Example:
GraduatingClass RankPercentile
250 33 86.8
250 1 99.6
250 250 00.1



Missing Value: Blank, if unknown or unavailable

Edit Sprcs: Error if not blank and value < .1 or > 99.9 Error if not in admitted status

Format: Numeric, two place integer plus one place decimal (99V9) (the decimal value is implied)

Updates: October 1985

Initial Licensure Definition: Was the student who completed all the program requirements in Field 22 in an initial licensure or add-on endorsement program? “Initial licensure program” means an endorsement program that is preparing someone to be an educator who has never held an educator license previously. “Add-on” endorsement program means an endorsement program that was completed at the same time as an initial program or after an initial program-- that is the candidate was working towards initial licensure in one endorsement and an add-on endorsement simultaneously (such as an initial licensure program in Elementary Education and is adding onto that an endorsement in Special Education Generalist) or the candidate was an already licensed teacher coming back for an additional endorsement. This field is only for those candidates who received a “1” in Field 22, that is they completed the requirements of the endorsement program.

Codes/Notes: This is a yes/no/does not apply field. Field 23 may be a 1, 0 or blank.

“1” specifies that the student – program data for this row of the file represent an initial licensure program and 
“0” specifies an add-on endorsement.  See the list of endorsements in Field 11 for which endorsements are only for initial, which are only for add-on, and which can be either. 
Blank specifies that the student was not a completer (is still enrolled) and this field does not apply

Also, just to try and prevent confusion, a “license” is the initial piece of paper that someone gets to be an educator (teacher, principal, etc.). The “endorsement” is a stamp on the license to be a certain type of teacher. So, for instance, a candidate who has never been a teacher before and completes both Science (8.17) and Culturally & Linguistically Diverse (8.23) gets a CDE teaching license with the endorsements “Secondary Science” (which would be the initial endorsement) and “Culturally & Linguistically Diverse Education,” (which would be the add-on endorsement) which would allow that person to teach high school science and also work with students who don’t speak English as their first language. A veteran teacher who completes your institution’s Principal (3.03) preparation program, gets their initial Principal License, which is different than a teaching license.

There are two allowable combinations of Fields 22 and 23:

Field 22 Field 23  Signifies
1 1 Completed an initial licensure program
1 0 Completed an add-on endorsement (candidate was already licensed)
1 Blank Error
0 Blank Valid
0 Not Blank Error

Examples:
Mary is enrolled in an undergraduate program in elementary education and is eligible for institutional recommendation for licensure.


Field 11
(Endorsement Area)

Field 22
(Completer)

Field 23
(Initial)

10

1

1

****************************
Frank is enrolled in an undergraduate program in elementary education but has not yet fulfilled the requirements necessary to be eligible for institutional recommendation for licensure.


Field 11

Field 22

Field 23

10

0

Blank

****************************
Juanita is enrolled in a graduate program to obtain an additional endorsement in reading but hasn’t yet completed the program requirements. She already has an initial license.


Field 11

Field 22

Field 23

32

0

Blank

Once Juanita completes the requirements for institutional recommendation for her additional endorsement in reading, the report becomes:


Field 11

Field 22

Field 23

32

1

0

*****************************
Alicia enrolls in a graduate degree program to obtain an initial license in elementary ed simultaneously with a master’s degree. She has completed all the requirements to be eligible for institutional recommendation for initial licensure but has not completed her master’s degree. She is reported as being an initial license program completer.


Field 11

Field 22

Field 23

10

1

1

 

*********************
Jen is enrolled in an undergraduate program in elementary education and working on the requirements for an endorsement in CLD, which is only offered as an additional endorsement. Jen simultaneously completes the requirements for her initial license in elementary education and the CLD endorsement and is eligible for institutional recommendation in both. Note: If students are enrolled in more than one endorsement program then they need to be shown as one record for each endorsement.


Field 11

Field 22

Field 23

10

1

1

21

1

0

 

 

 




Missing Value: Blank acceptable if field 22 is 0, otherwise must be 1 or 0

Edit Sprcs: Error if not 1, 0 or blank Error if blank and field 22 is "1" Error if value is not blank and Field 22 is “0”

Format: Numeric, 1 place integer

Updates: Added – July 2012; Updated Sept 2012



Inst Award Outside Funds Definition: The dollar amount paid from institutionally controlled gift funds, i.e. the funds are received from other than state or federal sources, and the recipients are chosen by the school. THIS FIELD IS NO LONGER COLLECTED, LAST YEAR FY2004-05

Codes/Notes:

Examples:

  • Athletics
  • Institutional funds
  • Donor gifts
  • Endowment funds
  • Foundation funds
  • Long term institutional loans
  • Student fees earmarked for student aid
  • Daniels Opportunity
  • Reisher
NOTE: Report all institutional funds here for 2004-2005 only. For 2005-2006, will report as institutional need or merit. For 2004-2005, institutional funds will be reported in filed 35 or 39 which are differentiated by whether funds are institutionally controlled or not.

Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank or < 0 or > 99999.

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

Inst Merit Based Funds Definition: An award that was paid to the student from institutional funds without ANY regard for financial need when determining the recipient.

Codes/Notes:
Information is requested on institutional aid funds that are awarded only on merit. Examples would be athletic or music scholarship, which are awarded based solely on talent. Awards that are made based solely on merit or talent, but actually satisfy need for a particular student who happens to be needy, should be included in this category.

Note: Required for academic year 2006

Missing Value: Zero if not applicable

Edit Sprcs: Error if blank

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: May, 2006; February, 2004

Inst Need Based Awards Definition: An award that was paid to the student from institutional funds where financial need is either the only component or the primary component used to determine the recipient.

Codes/Notes:
Awards to be included are those funds awarded based solely on financial need, as well as funds where need is at least one component that must be met (e.g. A student must have need, but must also demonstrate a minimum GPA). Note: When designating an award for this field, institutions should look at how the institution designates eligibility for the fund, not the individual student's eligibility. Awards that are made based solely on merit or talent, but actually satisfy need for a particular student who happens to be needy, should not be included (but should be put in the Institutional Merit Funds field).

Note: Required for academic year 2006

Missing Value: Zero if not applicable

Edit Sprcs: Error if blank

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: May, 2006; February, 2004

Inst Recommendation Definition: Did the candidate complete the licensure/endorsement program requirements and was the candidate eligible to receive an institutional recommendation for licensure/endorsement? This does not require that the candidate actually received an Institutional Recommendation, just that the candidate was eligible to receive it. Also, it is possible for a candidate enrolled in a master’s degree, for instance, that is paired with an endorsement program, to complete the requirements of the endorsement program portion (and be eligible for an Institutional Recommendation) but not complete the master’s degree—this candidate should still be reported as a “1” in this field. Also, report a “1” in this field whether or not your institution is responsible for signing the Institutional Recommendation. For instance, if the candidate is enrolled in your institution’s alternative educator preparation program that is offered in collaboration with a school district, BOCES, or private/non-profit organization where the district, BOCES, or private/non-profit is the “designated agency” that signs off on Institutional Recommendations, you should still add a “1” in this field.

Codes/Notes: This is a yes/no field. “1” specifies a “yes” response and “0” specifies a “no” response. 
Several institutions offer educator preparation globally through distance programs. Jones International University was asked to report Colorado residents only as of 2009. University of Phoenix reports only candidates enrolled at its Lone Tree and Colorado Springs campuses. Regis University reports only Colorado residents. 

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

Edit Sprcs: Error if blank (Effective 2011-12) Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – July 2011; Updated August 2012:This field is a proxy for “program completer.” At the August 10, 2012 DAG meeting it was decided not to change this field to bring this definition of “completer” in line with the federal Title II definition, which prohibits use of passage of the state content tests (PLACE or Praxis II) as criteria for having met all program requirements. Instead, CDE and DHE will follow up with USDOE Title II folks to see if they can change their definition to match this.  Also, when it comes to state reporting requirements on the effectiveness of educator preparation programs [per C.R.S. 23-1-121(6)], if you code a candidate as “1” in Field 22 (Completer) then you are claiming that individual as a completer of your program for future program effectiveness analyses.

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

Format: AlphaNumeric, 4 characters

Updates: July 1987


Institution Course ID Definition: Used at the discretion of the institution to provide specific course information to describe the student course enrollment submitted. This may include a CRN, catalog number, location or other course information.

Codes/Notes: Used  by the institution to specifically identify a course in which a student is enrolled


Missing Value: Not required

Edit Sprcs: No edit specifications

Format: AlphaNumeric, 20 characters

Updates:

Level Prior Transfer Definition: Field Deleted

Codes/Notes: Field Deleted
Field Deleted

Missing Value: Field Deleted

Edit Sprcs: TWO SPACES

Format: AlphaNumeric, 2 places

Updates: Field Deleted

Major Level Definition: New field for FY2009. This field describes the Program Code (field 10). For students receiving a degree with a double major, this field specifies the primary program code for the submitted degree level. When multiple rows are submitted to describe double (or more) majors, the field value should designate the order of precedence.

Codes/Notes: For a row that signifies a degree awarded, the field value should be blank or “1”.  When multiple rows are submitted to describe double (or more) majors, the field value should designate the order of precedence.  
For example, if a student is receiving one Bachelorette degree, but has multiple majors, one row per major will be submitted.  The row containing the primary major should contain a field value “1” and the remaining rows should designate “2”, “3”, “4”... 

Missing Value: Blank if not a double major

Edit Sprcs: Error if not blank and not 1-4

Format: Numeric, 1 place integer

Updates:

Math Assess Ind Definition: The basis for assessing if this student needs remediation in mathematics. Do not report the basis for determining course level placement within remedial mathematics.

Codes/Notes: 00 - Assessment pending 
01 - ACT (mathematics section) 
02 - COMPASS (Mathematics Test) 
03 - Accuplacer 
04 - ASSET 
05 - SAT (mathematics/quantitative) 
06 - Institutionally-designed instrument 
98 - Assessment waived 
99 - Assessment exempted 

Enrolled students who have not been assessed and do not fall into one of the exempt categories below should be reported as pending. An assessment is waived (or not applicable) only when a student has a documented learning disability. 

Institutions may exempt student from assessment requirements. The exemptions are limited to:
  1. Students who have earned a baccalaureate degree;
  2. Students who have earned a transfer-oriented associate degree (i.e., A.A. or A.S.); excludes AGS and AAS graduates;
  3. Student who are pursuing a vocational certificate;
  4. Students who have been previously assessed in mathematics at a Colorado public institution;
  5. Students who have successfully completed a remedial course in mathematics;
  6. Student who have successfully completed a college-level course in mathematics;
  7. All concurrently enrolled high school students until they are matriculated as degree-seeking by an institution;
  8. Exchange students (students coming from another institution, state, or country for study for a defined period of time (e.g., academic term or year).
  9. Students classified as non-degree-seeking.

Note 1: Successfully completed refers to students earning a grade of C- or higher or a Satisfactory completion. 
Note 2: If an institution’s assessment requirement is more stringent than DHE’s (e.g., requiring assessment of certificate-seekers), institutions should report the assessment and its related fields. 

Missing Value: Blanks acceptable only when admission status = 1 or 2. Blank for admission status = 3 acceptable if student level = 19 or 20.

Edit Sprcs: Error if value > 06 except 98 and 99.

Format: AlphaNumeric, 2 place integer

Updates: Implemented, FY2002

Math Placement Definition: The indicator if student is required by the institution to be remediated in mathematics.

Codes/Notes: 0 - No assessment reported (for student whose assessment is pending, waived, or exempted) 
1 - Yes, this student requires mathematics remediation 
2 - No, this student does not require mathematics remediation 

See Figure VII for valid combinations of this field and assessment indicator. 


Missing Value: Blanks acceptable only when admission status = 1 or 2. Blank for admission status = 3 acceptable if student level = 19 or 20.

Edit Sprcs: Error if value >= 3.

Format: Numeric, 1 place integer

Updates: Implemented, FY2002

Military Type Definition: Description of student military classification, if applicable. This description is intended to further describe the student, regardless of whether this characteristic was a determining factor in the student’s tuition classification. For example, “Active Duty Military” personnel should be identified as such regardless of their assigned base or station or whether that status determined in-state tuition.

Codes/Notes:


Missing Value: None, Default=0

Edit Sprcs: 0 - No Military Status 1 - Active US Military 2 - Reserve US Military, National Guard 3 - Dependent of Active US Military 4 - Canadian Military 5 - Honorably Discharged Veteran 6 - Other veteran

Format: AlphaNumeric, 1 character

Updates: Jan 2013, added "National Guard" to item "2"; changed item "3" to explicitly state active duty


National SMART Definition: The dollar amount of the SMART award paid to a student.

Codes/Notes: ****Begins in FY 2007
****Ended in FY 2011

An eligible student may receive a National SMART Grant of up to $4,000 for each of the third and fourth academic years of study. To be eligible for each academic year, a student must: 


  • Be a Federal Pell Grant recipient;
  • Be enrolled full-time or part-time in a degree program;
  • Be enrolled in a four-year degree-granting institution;
  • Major in physical, life or computer science, engineering, mathematics, technology, or a critical foreign language; and
The amount of the SMART Grant, when combined with a Pell Grant, may not exceed the student's cost of attendance.



Missing Value: Zero if not applicable.

Edit Sprcs: Error if > 0 Following edits applied prior to FY2012 Error if not numeric. Error if Student Level < 13 and > 14 Error if Enrollment Classification not equal to 1 Error if award >$4,000 Error if PELL less than or equal to 0

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit As: 01000 Example: $0 Submit As: 00000

Updates: Added - December 2006; Updated - Removed GPA requirement, July 2007; June 2010: edited to allow part-time students; Jan 2012, Eliminated;

Non Taxable Income Definition: The total annual non-taxable income for a student and a student's parents if a student is classified as 'Dependent', or total annual non-taxable income for a student and spouse if that student is classified as 'Independent'.

Codes/Notes: Dollar amount.
Report data for one year only. Use base year, projected year or academic year (in the case of Professional Judgment) income that was used to compute the EFC upon which aid eligibility was based.

Special Condition: a student enrolled during the academic year and summer school may have awards based on different income amounts; use the income on which academic year awards were based.

Income consists of non-taxed income.


Missing Value: Blank if not applicable.

Edit Sprcs: Error if blank/zero and recipient of need based aid or FAFSA flag =1. Error if 000000 and FASFA flag = 2

Format: AlphaNumeric, 6 place integer Example: $1,000 Submit as: 001000 Example: $0 Submit as: 000000

Updates:

Non-Title IV Flag Definition: Flag to indicate that a certificate program is ineligible for the federal Pell grant because it does not meet the minimum duration, but is eligible to qualify for CTE grant.

Codes/Notes: If a student is enrolled in a certificate program that is too short to qualify fora federal Pell grant, report as ‘1’. Otherwise, report as ‘2’.


Reporting of this field required for institutions listed below, effective in fiscal year 2016.


Missing Value: Blank if not applicable.

Edit Sprcs: Error if not a valid code. Error if blank for following institutions: Arapahoe Community College Colorado Northwestern Community College Community College of Aurora Community College of Denver Front Range Community College Lamar Community College Morgan Community College Northeastern Junior College Otero Junior College Pikes Peak Community College Pueblo Community College Red Rocks Community College Trinidad State Junior College Colorado Mesa University Aims Community College Colorado Mountain College Delta Montrose Technical College Emily Griffith Technical College Pickens Technical Center

Format: Numeric, 1 place integer

Updates: May, 2016 - New


Number In College Definition: The number of persons in the student's household.

Codes/Notes: Report the number in college that was used to calculate the EFC that was used to determine the student’s eligibility for aid.

Reporting of this field required.



Missing Value: Blank not applicable

Edit Sprcs: Error if blank and submitted FAFSA(FAFSA not blank) Error if blank and enrollment classification <>4 Error if Number in College <= 0 and FAFSA Flag = 1

Format: Numeric, 2 place integer

Updates: February, 2004

Other Federal Grants Definition: The amount of aid received from federal sources excluding Title IV.

Codes/Notes:
Example:
- BIA funds
- College Access Challenge Grant
- Federal Nursing Scholarships
- ROTC Scholarships 
- Do not include Veterans Assistance


Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if not blank and < 0 or > 99999 Error if Other Federal Grant and Scholarship > 0 (00000) and recipient is non resident alien (ethnicity=1)

Format: Alpha Numeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: June 2011 added College Access Challenge Grant

Other Loans Definition: The dollar amount of other loans not reported in Other Federal Loans, Perkins, Stafford-Subsidized, Stafford –Unsubsidized or PLUS paid to students.

Codes/Notes:
Federal Heal Care provider loans, Alaska student loans and can include institutional long-term loans and alternative loans

Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if < 0 or > 99999.

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004

Other Scholarship Definition: The dollar amount paid to a student from a source other than Federal, State, or institutional foundation funds and for whom the institution does not select the recipient.

Codes/Notes: Examples:-
   Corporate sponsored scholarship
   College Invest Scholarships
   National Merit Scholarship
   Private Scholarships
   Daniels Fund
   Boettcher



Missing Value: Zero if not applicable.

Edit Sprcs: Error if blank Error if <0 or >99999

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004; June 2011 added College Invest Scholarships

Pell LEU Definition: Report the comment code from the ISIR of record which will indicate the amount of Pell Grants received to date based on reported data to the National Student Loan Data System (NSLDS).

Codes/Notes:
Code
(SAR Comment)
Pell LEU%
C Code
349
0

350
1-50

351
51-100

352
101-150

353
151-200

354
201-250

355
521-300

356
301-350

357
351-400

345
Applicant's Pell LEU is high
Y
346
Applicant's Pell LEU is close to the limit
Y
347
Applicant's Pell LEU is met or has exceeded the limit



The amount of full time Pell Grant funding a student can receive each year is equal to 100%, the six year equivalent is 600%. For state funding this field will be used in the Completion Incentive Model to determine advanced senior allocations.

https://www.fsadownload.ed.gov/Repository/SARComments1415Nov/2014-2015SARCommentCodesandText.pdf


Missing Value: Blank if unknown.

Edit Sprcs: Error if value is not blank and not a valid Code Warning if value is blank and FAFSA flag = 1

Format: Numeric, 3-place integer

Updates: March2014 - New

Privacy Notification (FERPA Block) Definition: Field specifies whether or not the student has an active FERPA block at the institution at the time of the data reporting period. Used by DHE to exclude students from data sharing processes that includes personally identifiable information.

Codes/Notes:


Missing Value: None, Default=0

Edit Sprcs: 0 = No, block not requested by student 1 = Yes, block requested by student

Format: AlphaNumeric, 1 character

Updates:

Program Code Definition: For Enrollment and Degrees Awarded file: The program code that identifies the student's stated program at the time of the data report, where program code is defined as the assigned classification of instructional program code associated with the approved program. For Student Course Enrollment file: The six-digit Classification of Instructional Program (CIP) code that identifies the specific field of the student course enrollment. CIP Code does not need to correspond to approved degree/certificate programs for the institution.

Codes/Notes: Formerly called major. The six-digit Classification of Instructional Program (CIP) code that identifies the specific field of study the individual is enrolled in.

For the Student Course Enrollment file, this does not correspond to the approved list of degree programs.  This field will describe the course of enrollment.

For the Degrees File, refer to the list of operating postsecondary programs for valid CIP codes approved for an institution. This list is different from the Approved Postsecondary Degree Publication and includes programs still eligible to report degrees during phase-out cycle. The institutional data contact person at each institution has the most recent copy of this list or you may request a correct copy of the list from the Commission. 

For the Undergraduate Applicant File and Enrollment File, students whose major is undeclared should be reported as '240102' except for CCCS institutions which use '999999' . This code is invalid on the Degrees Granted file. For students accepted in a undergraduate degree program or program area but whose specific major is undeclared, (e.g. Engineering), an institution may identify majors by the use of '99' plus the first 4 digits of program area. (e.g. Engineering: 991401) The institution must offer the specific program at the baccalaureate level in order to report these discipline areas (e.g. cannot report pre-law since no undergraduate law program offered, cannot report pre-pharmacy if no pharmacy program is available on campus). If the student anticipates transferring into a program at another institution, this student must be reported in the liberal arts program, if offered, or as undeclared. 

The program area reported in this field will be the primary program unit of analysis for federal reports, enrollment projections, and standard Commission reports.




Missing Value: Blank, only if non-degree seeking student.

Edit Sprcs: For Enrollment and Degrees Awarded: Error if code reported is not found in the list of DHE approved programs for the reporting institution. For Student Course Enrollment: Must be a valid 6-digit CIP code

Format: Alphanumeric, 6 integers

Updates: December 1989; August 2012 - updated language to specify that CIP is the degree program code
January 2015; - updated Undeclared Major should be reported as '240102' except for CCCS institutions which use '999999'

Program Code2 Definition: See definition/description of Program Code.

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates:

Program Sequence Number Definition: The assigned sequence number that will differentiate programs classified by the same CIP code at an institution.

Codes/Notes: Formerly called Major Sequence Number. 

For the majority of programs this field will be blank since the sequence number is assigned only to a small number of programs. Refer to the list of operating postsecondary programs for valid CIP codes and sequence numbers approved for an institution. Please contact the Commission Office for the most recent copy of this list. 


Where the major sequence is required, the number should be reported in 2 digit format (i.e. 02, 03, etc.) 

Missing Value: Blank, if not applicable.

Edit Sprcs: Error if the Program Code and Program Sequence Number do not match the institution’s approved program list for the reporting institution.

Format: Numeric, 2 characters

Updates: December 1989

Program Sequence Number2 Definition: See definition/description of Program Sequence.

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates:

Program Type Indicator Definition: Field Deleted

Codes/Notes:
Field Deleted

Missing Value:

Edit Sprcs: ONE SPACE

Format: AlphaNumeric, 1 place

Updates: Field Deleted

Program Type Indicator2 Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates:

Race/Ethnicity Asian Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


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

Edit Sprcs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

Race/Ethnicity Black Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


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

Edit Sprcs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

Race/Ethnicity Hispanic Definition: A flag that indicates whether a student specified this ethnicity as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of ethnicity categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


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

Edit Sprcs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

Race/Ethnicity Native American Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


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

Edit Sprcs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

Race/Ethnicity Non Resident Alien Definition: Definition:A flag that indicates whether the student is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely.

Codes/Notes: This is a yes/no field signifying the selection of this category.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


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

Edit Sprcs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009, Required beginning in Summer 2010; Modified Nov 2012 to conform to IPEDS definitions.

http://nces.ed.gov/ipeds/glossary/?charindex=N


Race/Ethnicity Pacific Islander Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


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

Edit Sprcs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates:

Added – December 2009



Race/Ethnicity White Definition: A flag that indicates whether a student specified this race as describing themselves. This field will be available for Summer 2009 and is required beginning in Summer 2010. If your institution populates this field in 2009, you must also populate the old format race/ethnicity field as well.

Codes/Notes: This is a yes/no field signifying the selection of race categories.  “1” specifies a “yes” response and “0” specifies a “no” response (or not completed)


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

Edit Sprcs: Error if blank Error if not 1 or 0

Format: Numeric, 1 place integer

Updates: Added – December 2009;

Reading Assess Ind Definition: The basis for assessing if this student needs remediation in reading. Do not report the basis for determining course level placement within remedial reading.

Codes/Notes: 00 - Assessment pending 
01 - ACT (Reading section) 
02 - COMPASS (Reading Skills Test) 
03 - Accuplacer 
04 - ASSET (Reading Skills Test) 
05 - SAT (Verbal) 
06 - Institutionally-designed instrument 
07 - Nelson-Denny exam 
98 - Assessment waived 
99 - Assessment exempted 

Enrolled students who have not been assessed and do not fall into one of the exempt categories below should be reported as pending. An assessment is waived (or not applicable) only when a student has a documented learning disability. 

Institutions may exempt student from assessment requirements. The exemptions are limited to:
  1. Students who have earned a baccalaureate degree;
  2. Students who have earned a transfer-oriented associate degree (i.e., A.A. or A.S.); excludes AGS and AAS graduates;
  3. Student who are pursuing a vocational certificate;
  4. Students who have been previously assessed in reading at a Colorado public institution;
  5. Students who have successfully completed a remedial course in reading;
  6. All concurrently enrolled high school students until they are matriculated as degree-seeking by an institution;
  7. Exchange students (students coming from another institution, state, or country for study for a defined period of time (e.g., academic term or year).
  8. Students classified as non-degree-seeking.


Note 1: Successfully completed refers to students earning a grade of C- or higher or a Satisfactory completion. 
Note 2: If an institution’s assessment requirement is more stringent than DHE’s (e.g., requiring assessment of certificate-seekers), institutions should report the assessment and its related fields. 

Missing Value: Blanks acceptable only when admission status = 1 or 2. Blank for admission status = 3 acceptable if student level = 19 or 20.

Edit Sprcs: Error if value > 07 except 98 and 99.

Format: AlphaNumeric, 2 place integer

Updates: Implemented, FY2002

Reading Placement Definition: The indicator if student is required by the institution to be remediated in reading.

Codes/Notes: 0 - No assessment reported (for student whose assessment is pending, waived, or exempted) 
1 - Yes, this student requires reading remediation 
2- No, this student does not require reading remediation 



Missing Value: Blanks acceptable only when admission status = 1 or 2. Blank for admission status = 3 acceptable if student level = 19 or 20.

Edit Sprcs: Error if value >= 3.

Format: Numeric, 1 place integer

Updates: Implemented, FY2002

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, Credit Prior Learning=C



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

Edit Sprcs: File specific value.

Format: alphanumeric, 1 character

Updates: CPL = C added June '23

Registration Status Definition: This classification divides students into three major categories—first-time, transfer, and continuing/readmit—and three smaller groups: high school concurrent, summer only, and study abroad.

Codes/Notes: 1 - First-Time
3 - Transfer
5 - Continuing or Readmit
6 - Study abroad, with no hours of any kind
7 - High school concurrent
9 - Summer Only



Missing Value: Unacceptable, must be completed.

Edit Sprcs: See matrix with student level (Figure II). UAF: 1, 3, 5, 7, and 9 valid; 5, 7, and 9 are excluded from admission standard calculations. 5 valid only if student is on the UAF for assessment only. Value 6 valid only if total hours = zero. Value 9 valid only in summer terms. Cannot be 1st time (1) at the same level (undergrad, grad) in the same institution more than once unless summer and immediately following fall Error if not in admitted status

Format: Alpha-numeric, 1 place integer

Updates: October 1985; Restructured field

The values as listed and defined are not necessarily mutually exclusive. Therefore determining the proper value requires using a hierarchical decision rule.

  • If the student is a HS concurrent (including fast track, including PSEO, including those that are neither) in the term, code as 7, HS concurrent. May be in their first term at your institution or not. May be degree-seeking or not. Definition: Students age 18 or younger who have not graduated from HS or earned a GED.
  • ELSE if summer only, code as 9. Definition: Students in this category cannot automatically continue on to the fall or spring term without applying for admission. May be their first summer term at your institution or not. Legal value only for summer terms. Generally non-degree only.
  • ELSE, if enrolled for no hours, on file only due to Study Abroad participation, report as 6
  • ELSE, if reporting for fall, was the student a registration-type 1 or 3 on the immediately prior summer term file? The student must be enrolled in the fall.
    • If yes, report as the same code in fall (1 or 3) and STOP
    • If no, go on
  • ELSE, decide if this term is the student’s first term at your institution at the current level, where level is undergrad or grad as defined in the STUDENT LEVEL values
    • If no (current term not the first term at your institution at this level), ·Were all prior terms at your institution as a HS concurrent? ·If no, has any prior terms at your institution not as a HS concurrent, or don’t know, report as 5, continuing/readmit. ·If yes, ·Has the student earned college credit at any other institution, at the current level (grad or UG), since HS? ·If no or don’t know, report as 1, first time. ·If yes, report as 3, transfer.
    • If yes (current term was first term at your institution at this level) ·Has the student earned college credit at any other institution since HS? ·If no or don’t know, report as 1, first time ·If yes, report as 3, transfer
  • Finally, if the process above yields a 5/continuing, is the student considered a new transfer at your institution this term? This occurs in some institutions when students formally apply to (that is, apply to, are admitted to, then enroll in) a degree program from non-degree status.
    • If yes (student considered a new transfer by the institution), report as 3, transfer
    • Note that a student could conceivably be reported as a 3 on files for several terms– 1 or 2 terms as a new non-degree undergrad [a summer file and a fall file] with prior work elsewhere after HS, 1 or 2 terms as a transfer from UG non-degree to degree, 1 or 2 more as a transfer to graduate level non-degree work with prior grad work elsewhere, and 1-2 more from grad non-degree to degree.
    • Students reported as 3’s/transfers in undergrad degree programs (levels 11-15) on the enrollment file who were previously enrolled as non-degree students at the same institution (except as high school concurrents) must be reported on the UAF as transfers with prior institution code = own institution code.

Changes effective with files for summer 2003 (FY 2003-04) 
·HS concurrent given a separate value, which takes precedence over all else and includes continuing HS concurrents. Students with value 7 HS Concurrent would usually have been 2’s or 5’s or 4’s in the old scheme with program type 5. ·Summer only separated and includes continuing. In old scheme would usually have been 2’s with program type 6. ·New value for study abroad only. Would probably not have been on the file before. ·Old value 4, readmit, dropped – value 5, continuing, becomes continuing AND readmit ·Old value 2, first-time other, dropped. Some students who would have been 2’s before would be 1’s in the revised scheme, with student level 19, or 39 (non-degree). Others will be 3’s now, if prior same-level post-HS work at another institution is known. This includes all level 20’s.



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 Sprcs: 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.

Report Year Definition: The enrollment period identified by the calendar year on which the data are based (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:

AY 2018 and FY 2018 matrix Example

Academic

Year

Report Term

Report 

Year

FinAid Fiscal

YEAR

2018

1

2017

2017

2018

2

2017

2018

2018

3

2018

2018

2018

4

2018

2018

2018

5

2018

2018

2019

1

2018

2018


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 Sprcs: Error if year value does not represent current reporting year.

Format: Numeric, 4 place integer (YYYY)

Updates: Expanded to four-digit format, year 2000 file conversions. Simplified test of definition section and removed term & year examples dating back to a previous data element format. Added AY, Term, FY Matrix. Corrected Edit Spec section. Dec 2018

Reverse Transfer Definition: For degrees resulting from a reverse transfer, identifies the 4-year institution code of the notifying institution where the awarding student was last enrolled based on requirements specified in SB-12-045. This is only to be used by two-year institutions and four-year institutions offering Associates degrees (ASC,CMU).

Codes/Notes:


Missing Value: Blank if not applicable

Edit Sprcs: Error if not blank and not 4-year institution code

Format: Alphanumeric, 4 characters

Updates: July 2012 - New

SASID Definition: Student identification number assigned by the state for use during enrollment in K-12. The purpose of this field is to link high school graduate data to higher education data. Without this field, there is no direct student link between the Colorado Department of Education and the Colorado Department of Higher Education. This link serves to inform several legislative reports (Progress & Outcomes, Remedial), matriculation reports, and P-20 policy analysis and research.

Codes/Notes:


Missing Value: Beginning in AY2010, all institutions must submit SASID for specified students.. For private degree granting institutions beginning submissions for Calendar Year 2012, this field does not apply.

Edit Sprcs: Error if blank for any public institution beginning in AY2010 Error if blank and (Year of HS Grad >= 2007 and In-State (Colorado Public High School graduate)) OR high school Concurrent/ASCENT student Error if not numeric or less than 10 digits

Format: AlphaNumeric, 10 place integer

Updates: Implemented, Summer 2008; Jan 2013, expanded definition and added exemption for private degree granting institutions

SAT Flag Definition: Source of the SAT test scores reported for use in the admissions index

Codes/Notes:  In April 1995, the Educational Testing Service revised the scoring for the SAT Math and SAT verbal tests to recenter the scores. This field is used to differentiate between the two test series.
        1= Test administered prior to April 1995, Original SAT
        2= Test administered since April 1995, Recentered SAT
        3= Recentered score calculated from an Original SAT score
        4= Test administered March 2016 and after, Redesigned SAT

The flag indicates source/version of the SAT verbal and SAT math scores, from a single SAT administration, reported for use in the admissions index, NOT the source/version of SAT-v and SAT-m used and reported for assessment, which may come from separate administrations and/or different test versions.

Missing Value: Blank (no SAT scores reported for use in admissions index)

Edit Sprcs: Error if value is < 1 or > 4. Error if blank and SAT: Verbal (Admissions Index) and SAT: Math (Admissions Index) not blank Error if not in admitted status

Format: Numeric, 1 place integer

Updates: Added code to distinguish recentered scores taken since April 1995 from those scores taken from SAT prior to April 1995, July 1995. Effective with the summer/fall 2002 file, applies only to the SAT scores reported for use in the admissions index, not those reported for assessment. Added "4=Test administered March 2016 and after, Redesigned SAT" Sept, 2016

SAT Math Definition: The score achieved on the mathematics section of the Scholastic Aptitude Test (SAT) exam that is used for the assessment decision. Combined with the SAT Verbal score, the calculated composite is used by DHE in the calculation of the index score. Report even if ACT scores also are available.

Codes/Notes: The SAT Score should be based the highest component score regardless of administration of the test. 

Report even if ACT scores are also available. 


Missing Value: Blank, if unavailable.

Edit Sprcs: Error if not blank and value < 200 or > 800, or if not blank and SAT: Verbal (Assessment) is blank.

Format: Numeric, 3 place integer

Updates: Implemented, July 2002; Updated, May 2013 to allow multiple administrations;

SAT Math Assess Definition: FIELD REMOVED

Codes/Notes: FIELD REMOVED
FIELD REMOVED

Missing Value: FIELD REMOVED

Edit Sprcs: FIELD REMOVED

Format: Numeric, 3 place integer

Updates: Implemented, July 2002; Removed, May 2013 -

SAT Verbal Definition: The score achieved on the verbal or language section of the Scholastic Aptitude Test (SAT) exam that is used for the assessment decision. The March 2016 SAT redesign calls this "Evidenced-Based Reading and Writing". Combined with the SAT Math score, the calculated composite is used by DHE in the calculation of the index score. Report even if ACT scores also are available.

Codes/Notes: The SAT Score should be based the highest component score regardless of administration of the test. 


Missing Value: Blank, if unavailable.

Edit Sprcs: Error if not blank and value < 200 or > 800, or if not blank and SAT: Math (Admissions) is blank.

Format: Numeric, 3 place integer

Updates: July 1987; Updated, May 2013 to allow multiple administrations;

SAT Verbal Assess Definition: FIELD REMOVED

Codes/Notes: FIELD REMOVED
FIELD REMOVED

Missing Value: FIELD REMOVED

Edit Sprcs: FIELD REMOVED

Format: Numeric, 3 place integer

Updates: Implemented, July 2002; Removed, May 2013 -

SLEAP Definition: The dollar amount of the Supplemental Leveraging Educational Assistance Partnership (SLEAP) award paid to a student. ****Ended in FY 2011

Codes/Notes:
Need based.

   Cannot exceed $5,000 for 12 month enrollment.

   Need must be $100 for each month of enrollment, i.e., student enrolled for 9 months must show need of $900. I.e., /(Nine month COA) – (Nine month EFC)//9= >100

   Must be undergraduate student.

   Must be Colorado resident for tuition purposes.

   Must be enrolled at least half time.


Missing Value: Zero if not applicable

Edit Sprcs: Error if > 0 Following errors applied prior to FY2012 Error if not numeric Error if not blank and < 0 or > 5000 Error if need requirements do not meet parameters Error if non-resident alien (ethnicity = 1) Error if tuition classification does not equal 1 Error if SLEAP > 0 and Enrolled and (Enrollment Duration = 0 OR ((Budget Amount – EFC ) / Enrollment Duration) < 100) Error if SLEAP > 0 and graduate student (student level > 20)

Format: AlphaNumeric, 5 place integer Example: $1,000 Submit as: 01000 Example: $0 Submit as: 00000

Updates: February, 2004; January 2012 - eliminated;

State (Current) Definition: Code reported in the Enrollment File identifies the state in which a student resided during the current reporting period. This code does not indicate tuition classification. Used for IPEDS fall enrollment collection (students enrolled exclusively in distance education by student location).

Codes/Notes: See State Code table in Documentation.


Missing Value: If unknown, report code/value for Unknown Location

Edit Sprcs: - Error if value not blank and is not a valid code listed above.

Format: AlphaNumeric, 2 place integer

Updates: Added to Enrollment August 2012

State (Time of Entry) Definition: Code reported in the Enrollment File identifies the state in which a student resided during the first term and will be used to identify state in which a student resided for the first enrolled term after admission to the institution for first time freshmen and transfer students when not available in UAF. This code does not indicate tuition classification since out of state students may reside in Colorado at time of application, and in state students may apply from out of state residences.

Codes/Notes: See County Code table in Glossary.
Mandatory for students reported with first time freshmen or transfer registration status in Enrollment file. When reporting UAF, state required for students with registration status of first-time freshmen or transfer and admission status of applicant, accepted, or assessed/enrolled.

Missing Value: Blank acceptable if unknown, except if registration status = first-time freshmen or transfer.

Edit Sprcs: - Error check on first time and transfer students only - Error if value not blank and is not a valid code listed above.

Format: AlphaNumeric, 2 place integer

Updates: Added code for U.S. Territories, March 1995

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 Sprcs: 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;

Student ID Inst Definition: A number that uniquely identifies a student at an institution. This number is assigned by the institution and is typically used in place of the Social Security Number.

Codes/Notes:
Hyphens are not entered as part of the identification number.

Missing Value: Optional use determined by institution

Edit Sprcs: None

Format: Alphanumeric, 9-place integer or less

Updates: July 1988; edit specs modified July 2003, December 2004, February 2005 and March 2005; Jan 2012 - New; July 2012 - New

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 Sprcs: Must be "0" or "1" Error if blank

Format: Numeric, 1 place

Updates: Implemented, FY2004

Student Level Definition: The level at which a student is classified during the term which is being reported, based upon the total credits obtained toward completion of a degree/certificate program.

Codes/Notes:

UNDERGRADUATE:
Degree-Seeking
11 - First Year (freshman)
12 - Second Year (sophomore)
13 - Third Year (junior)
14 - Fourth Year & Beyond (senior)
15 - Unclassified
16 - Undergraduate Certificate with a Bachelor’s

Non-Degree-Seeking
19 - Non Degree-Seeking Undergraduate Students Without a Bachelor's Degree
20 - Non Degree-Seeking Undergraduate Students With a Bachelor's Degree--categorized by institution as an undergraduate student (can include post-baccalaureate students pursuing initial teacher licensure only)

GRADUATE:
21 - First Professional Degree-Seeking Removed Dec 2009
22 - Post-baccalaureate Certificate
31 - Master’s
32 - Doctoral Removed Dec 2009
33 - Specialist
34 - Certificate with a Master’s
39 - Non-Degree-Seeking Graduate Students With a Bachelor's Degree--categorized by institution as a graduate student (can include post-baccalaureate students pursuing initial teacher licensure only)
52 - Doctoral - Research/Scholarship (New Dec 2009)
53 - Doctoral - Professional Practice (New Dec 2009)
54 - Doctoral - Other (New Dec 2009) (Explanation required)


Educator preparation candidates are usually enrolled in a baccalaureate or graduate degree, but not always. Candidates who hold a bachelor’s degree and are completing educator preparation coursework that does NOT lead to a degree, are considered “post-baccalaureate” or “post-bacc” and should be coded as “20.” Students are classified as undergraduate or graduate based on the number of credits completed as of the beginning of the term. Within those categories, students can be classified as degree/certificate-seeking or non-degree seeking. See Glossary for description of each level.

Students reported in the IPEDS Graduation Rate Survey and DHE’s Quality Indicator System cohorts must meet three criteria:
be reported as first-time, full-time, and degree-seeking.
- First-time is based on the Registration Status field and requires a code of 1. - Full-time classification is derived from the sum of three credit hour fields (resident instruction + ESP + other); vocational hours are included in RI or other credit hours) and the total must be at least 12 credit hours. - The degree-seeking criterion is based on the Student Level field and requires a student be reported with either code 11, 12, 13, 14, or 15, acknowledging college credit earned for work done during high school through concurrent enrollment and/or AP/IB.

Students reported with a student level of 33 should be coded with a program type = 8.

Codes 16 and 34 valid only for Enrollment and Financial Aid Files, not for Teacher Education File.

Missing Value: Does not apply; field must be completed. Exception: Not submitted on the Degrees Granted file.

Edit Sprcs: - Error if not a valid code; codes 16 and 34 valid only for Enrollment and Financial Aid Files. - For 2 year programs, only 11, 12, 15, 19, and 20 are valid. - Error if not in admitted status - Error will be generated for code "54" as an explanation is required

Format: Numeric, 2 place integer

Updates: December 1989; removed code for Extended Studies Program, June 1991; added cumulative credit hour range verification with student level, June 1996; reconfigured structure, added codes 16, 20, 33, and 34, and deleted codes 35 and 36, July 2002; Dec 2009 replaced code 21, 32 with 52,53,54; Updated 5/10/2013 to allow for non-degree codes in educator preparation; Updated 8/16/2013 to remove Regis only references for codes 16 & 34 and to clarify code 20; added code 22, Feb 2015

TED Endorsement Area Definition: The Educator Preparation endorsement program in which the candidate is enrolled. Candidates may be enrolled in more than one endorsement program.

Codes/Notes:
  • 01 Administrator (3.04) *Initial only
  • 02 Agriculture and Renewable Natural Resources (8.03)
  • 03 Art (8.04)
  • 04 Audiologist (11.01) REMOVED AUG 2012
  • 05 Business and Marketing Education (8.05)
  • 06 Business Education (8.05)
  • 07 Counselor, School (11.09) REMOVED AUG 2012
  • 08 Drama (8.07)
  • 09 Early Childhood Education (8.01)
  • 10 Elementary Education (8.02)
  • 11 English Language Arts (8.09)
  • 12 Family and Consumer Studies (8.12)
  • 13 Foreign Language (8.10)
  • 14 Health (8.11)
  • 15 Instructional Technology Specialist (10.06) *Add-on only
  • 16 Instructional Technology Teacher (8.08)
  • 17 Library Media, School -- REMOVED JAN 2009
  • 18 Linguistically Diverse -- REMOVED JAN 2009
  • 19 Culturally and Linguistically Diverse Bilingual Education Specialist (8.23) *Add-on only
  • 20 Linguistically Diverse: Bilingual -- REMOVED JAN 2009
  • 21 Culturally and Linguistically Diverse Education (8.22) *Add-on only
  • 22 Marketing Education (8.05)
  • 23 Mathematics (8.14)
  • 24 Music (8.15)
  • 25 Nurse, School (11.05) REMOVED AUG 2012
  • 26 Occupational Therapist, School (11.02) REMOVED AUG 2012
  • 27 Orientation and Mobility Specialist, School (11.03) REMOVED AUG 2012
  • 28 Physical Education (8.16)
  • 29 Physical Therapist, School (11.04) REMOVED AUG 2012
  • 30 Principal (3.03) *Initial only
  • 31 Psychologist, School (11.06) REMOVED AUG 2012
  • 32 Reading Specialist (10.04) *Add-on only
  • 33 Reading Teacher (10.03)
  • 34 Science (8.17)
  • 35 Social Studies (8.18)
  • 36 Social Worker, School (11.07) REMOVED AUG 2012
  • 37 Speech (8.19)
  • 38 Speech/Language Pathologist (11.08) REMOVED AUG 2012
  • 39 Technical Education -- REMOVED JAN 2009
  • 40 Trade and Industry Education (8.21)
  • 41 Director of Special Education (10.05)
  • 42 Special Education Generalist (9.06)
  • 43 Special Education Specialist (9.01) *Add-on only
  • 44 Special Education Specialist: Visually Impaired (9.02) *Add-on only
  • 45 Special Education Specialist: Deaf/Hard of Hearing (9.03) *Add-on only
  • 46 ECE Special Education: Specialist (9.04) *Add-on only
  • 47 ECE Special Education (9.08)
  • 48 Gifted and Talented Specialist (9.05) *Add-on only
  • 49 Undeclared or Unknown (no more than 5% of submission)
  • 50 None -- REMOVED JAN 2009
  • 51 School Librarian (10.02) *Add-on only
  • 52 Teacher Librarian (10.02) *Add-on only
  • 53 Technology Education (8.13)

If students are enrolled in more than one endorsement program then they need to be shown as one record for each endorsement. Also, the “Educator Preparation File” is not just for “teacher endorsements.” It is for ANY program that qualifies an individual for any endorsement on a license to work in a P-12 school, like principals, librarians, etc. If you are unsure what endorsement programs your institution is approved to offer, see the “List of Endorsement Codes by Institution” link below. Note that some endorsement programs are for initial licensure only, some are for add-on only (the candidate already has or is working on an endorsement for an initial license), and the others can be for either initial or add-on. (Administrator and Principal are “initial” only because even though most of these candidates are teachers, they are all getting an Administrator or Principal endorsement for the first time.) This last note does not matter for this file, but just to let you know, the numbers in parentheses indicate where to find endorsement requirements in the Rules for the Administration of the Educator Licensing Act of 1991—CDE and DHE use these numbers to prevent confusion because many of the endorsement areas have similar names.

List of Endorsement Codes Crosswalked with Title II Codes (live validation list provided in case this crosswalk is useful to you)

List of Endorsement Codes by Institution (live validation list provided to confirm what endorsement areas are approved at your institution)


Missing Value: Blank not acceptable.

Edit Sprcs: Error if a value is reported that is not an active endorsement area code

Format: AlphaNumeric, 2 place integer (leading zero)

Updates: For 2012 - Effective with files submitted September 2012, the following endorsements will no longer be reported in the Educator Preparation File because there is no reliable way to predict which of the candidates in these programs will go on to work in a K-12 setting: Audiologist, School Counselor, School Nurse, School Physical Therapist, School Occupational Therapist, Orientation and Mobility Specialist, School Psychologist, School Social Worker and Speech/Language Pathologist. In the cases where completers of these endorsements do go on to work in schools, DHE will still be able to link them to the institution that prepared them using the Enrollment and Degree Files in SURDS. These two files will also allow DHE to pull those educators who completed an education-related degree that was not paired with any endorsement, such as for professional development, moving up on their district’s salary scale, etc.

Term GPA Definition: Grade point average (GPA) that will be recorded in students' transcript for the current term at the reporting institution, computed at the end of the reported term. Based on a four point system.

Codes/Notes: The grade point average should be reported on a four-point scale where the highest score equals 4 and 0 is the lowest. Report three decimal positions as shown in the format.
Convert grade point averages that were not reported on a four point scale to a scale equivalent to:
    4 - A
    3 - B
    2 - C
    1 - D
    0 - F

with 4.00 the highest possible GPA and 0.0 the lowest. To convert a GPA:
Grade Scale Divide By
3 .75
4 1.00
5 1.25
6 1.50
7 1.75
8 2.00
9 2.25
10 2.50
11 2.75
12 3.00

Conversions for a GPA based on a scaling system other than above are left to the discretion of each institution. The only requirement is that the institution converts the grades to a four point system in a consistent manner.
Conversions for a GPA based on a scaling system other than above are left to the discretion of each institution. The only requirement is that the institution converts the grades to a four point system in a consistent manner.

Missing Value: Blank, if unknown.

Edit Sprcs: - Error if < 0 or > 4.00. - Warning if field is 0.

Format: AlphaNumeric, 1 place integer plus 3 place decimal (9V999) (decimal point is implied)

Updates: Required missing GPA to be a blank, not zero, March 1998

Transcript Type Definition: Indicates the type of high school transcript that the student provides for admission purposes.

Codes/Notes: 0 - Traditional U.S. high school transcript, listing courses, grades, and GPA. 
1 - International high school transcript conferred by a high school operating outside the United States 
2 - Performance or competency-based transcript, listing performance levels within content areas. 
3 - Combination transcript that includes both traditional grading and performance-based evaluation. 
4 - Portfolio assessment without an accompanying transcript. 
5 - Home school transcript, not validated by the appropriate school district 
9 - Missing transcript, student did not furnish a transcript 

Under DHE policy, students who receive a traditional transcript (0) and meet or exceed the index score associated with the institution to which they applied will meet the admission standards. Students who receive an international transcript (1) are exempt from the standards. Students who receive a performance-based transcript (2 or 3) will meet the admission standards of the institutions participating in the pilot project. Institutions may admit students who provide a portfolio (4) in place of a transcript or who provide a home school transcript (5) or who fail to provide a transcript (9), but these students will be considered window students. This field is applicable to first-time students and students who are transferring less than 12 hours. 

It is the institution's responsibility to assess transcripts and to be able to justify to an auditor whether or not a transcript is classified as "international.” A non-resident alien could present a traditional U.S. high school transcript. A U.S. military dependent could present a traditional U.S. high school transcript from an American school operating outside the United States. 


Missing Value: Must be completed.

Edit Sprcs: Error if > 5 and < 9; error if >9. Error if not in admitted status

Format: Numeric, 1 place integer

Updates: Field converted from International Transcript to accommodate performance-based, alternative transcript, and high school pilot study, June 1996; changed missing transcript code from blank to 9, July 2003.

Transfer GPA Definition: The cumulative grade point average of a student from the previously attended postsecondary institutions prior to transfer used to determine admission status. Based on four point system.

Codes/Notes: Convert grades that were not reported on a four point scale as described on H.S. GPA Transcript page. 

If a former special student or two year program student (for ASC and MESA) at the institution is reported as a transfer student entering a four year degree program, report the GPA earned by the student at the institution before transfer. 

Note the implied decimal point in the Format. For example, enter a GPA of 2.7 as '270'. 

Missing Value: Blank, if unknown or unavailable.

Edit Sprcs: Error if not blank and < 0.01 or > 4.00. Error if not in admitted status Error if age is not between 17 and 20 Warning if all blank or less than 1.00.

Format: AlphaNumeric, 1 place integer plus 2 place decimal (9V99) (decimal point is implied)

Updates: July 1988

Transfer GPA Credit HR Definition: The total credit hours from which the Transfer GPA was computed.

Codes/Notes: To establish a statewide approach for reporting credit hours from which the Transfer GPA was computed, it is necessary that criteria be established. Individual admission offices have adopted slightly different policies regarding the calculation of transfer GPA and the credit hours on which the calculation is based. DHE does not intend to dictate admission policy regarding applicable transfer credit hours. 

However, for credits reported on the Undergraduate Applicant File, it is expected that institutions will comply with the minimum policies outlined below.
  1. All transfer credit hour decisions for an institution should be based on the same institutional admission decision criteria system. (i.e. Use credits from most recently attended institution only; or use credits from all institutions attended within the last 20 years; etc.)
  2. All transfer credit hours should be reported in semester hours. Convert quarter hours to equivalent semester hours using the following ratio:
2/3 quarter hours = semester hours round to nearest integer. This guideline is for general data consistency. 


Missing Value: Blank, if no credits

Edit Sprcs: Error if < 0 or > 300 Error if blank and registration status = 3 Error if not in admitted status Error if age is not between 17 and 20

Format: AlphaNumeric, 3 place integer

Updates: June 1991

Transfer Inst Code Definition: The unique code that identifies the most recently attended postsecondary institution

Codes/Notes: The number assigned to each higher education institution by the American College Testing service, identifying an institution with a 4 digit institutional code. See Attachment 8.02 for a list of the codes to use for Colorado institutions. 

Do NOT use the ETS code for reporting Transfer Institution code. The use of this code may produce unexpected transfer and migration results. 
For students who transferred from an institution in another state, enter at least the appropriate 2 digit state code in the first two positions and leave the rest of the field blank if the institution code is not available. For Colorado institutions, please use the institution code.

Missing Value: Blank, if unknown

Edit Sprcs: Error if not blank and not a valid ACT code. Error if blank and Registration Status =3 applies to 4yr Inst only. Error if not in admitted status Error if age is not between 17 and 20

Format: AlphaNumeric, 4 place integer

Updates:
July 1987



Transfer Inst Name Definition: Field Deleted

Codes/Notes: Field Deleted
Field Deleted

Missing Value: Field Deleted

Edit Sprcs: 28 SPACES

Format: AlphaNumeric, 28 places

Updates: Field Deleted

Tuition Classification Definition: Classification of student for the purpose of tuition assessment. Institutions must be in compliance with DHE’s FTE Reporting Guidelines and Procedures implemented for FY2003. Also see page on Tuition Classification—Detail.

Codes/Notes: 1 - In-state-Colorado resident
2 - Out-of-State
3 - Unclassified--allowable only for students enrolled exclusively cash-funded courses. Use this value only when in- or out-of-state residency is not available. Students enrolled in state-funded extended campus courses should have a tuition classification of 1 or 2

Special treatment of out-of-state student groups as provided for by Colorado statutes summarized in Tuition Classification Detail field:



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

Edit Sprcs: - Error if value > 3. - Error if 3 and resident instruction hours are greater than 0.

Format: Numeric, 1 place integer

Updates: June 1991; added code 4 on limited basis, July 2002; deleted code 4, FY2004

Tuition Classification Detail Definition: Related to Tuition Classification, describes specific tuition classification categories

Codes/Notes:

Codes 0 – 2 for use in FY2004; codes 3 and higher to be mandatory (if applicable) in FY2005. 

  • 0 – Not applicable
  • 1 –Non-Resident Alien
  • 2 –Colorado/New Mexico reciprocity—This code is valid for only ASC, CMU, FLC, USC, WSC, LCC, OJC, PCC, and TSJC
  • 3 –U. S. Armed Forces and their dependents
  • 4 –Canadian Military Personnel and their dependents
  • 5 –Olympic Training Center athletes
  • 6 –Chinese and Russian students in graduate public policy programs
  • 7 –WICHE Regional Graduate Program
  • 8 –WICHE Undergraduate Exchange Program (WUE)
  • 9 –Colorado Educational Exchange Program
  • A - In-state tuition classification but charged out of state tuition for no verification
  • B - Economic Development
  • C - Faculty Dependent
  • D - Honorably Discharged Veteran
  • E - COF Affidavit
  • F - Veterans Choice Act benefit recipient

(2) DHE-Approved Reciprocity Agreements. C.R.S. 23 1 112 allows students participating in this program to be claimed by Colorado institutions for state general fund, up to the maximum number of FTE allocated to the institution by DHE. Colorado has approved reciprocity agreements with New Mexico and Utah in SURDS files. Report student as in-state in SURDS files.

(3) U.S. Armed Forces and Their Dependents. C.R.S. 23 7 103(1)(c)(I) and (II) allows U.S. military personnel and dependents to be granted in-state tuition status, prior to having been domiciled in Colorado for twelve continuous months, upon moving to Colorado on a permanent change-of-station basis, for courses that are not taken on military bases. Credits generated in off-base courses may be reported for FTE general fund support, but these credit hours must be separately identified in the End of Year FTE Report. Report student as in-state in SURDS files.

(4) Canadian Military Personnel and Their Dependents. C.R.S. 23-7-106 provides that any member of the military forces of Canada stationed in Colorado, or the dependent of any such member, shall receive in-state tuition status at any institution of higher education in this state. No member of the Canadian military shall be deemed to be stationed in this state unless he maintains a full-time principal residence in this state. In- state tuition status for Canadian military personnel or their dependents shall terminate at the conclusion of the current quarter or semester upon transfer to any station outside this state. Report student as out-of-state in SURDS files.

(5) Olympic Training Center Athletes. C.R.S. 23-7-105 allows athletes living in Colorado Springs and training at the Olympic Training Center, or at a facility in Colorado Springs approved by the Olympic governing board to be considered in-state students for the purposes of assessing tuition and generating FTE reimbursable credits at any state-supported institution of higher education. Report student as in-state in SURDS files.

(6) Chinese and Russian students in Graduate Public Policy Programs. C.R.S. 23-7-107 allows students from The Commonwealth of Independent States (Russia) and the People's Republic of China in graduate public policy programs to be allowed to receive in-state tuition. However, these students may not be counted as resident students for any purpose other than tuition classification. Report student as out-of-state in SURDS files.

(7) WICHE Regional Graduate Program. C.R.S. 23-1-108(10) allows postgraduate or professional students participating in this program to be claimed by Colorado institutions as in-state students for the purposes of assessing tuition, enrollment reporting, and budgetary reporting. Report student as in-state in SURDS files.

(8) WICHE Undergraduate Exchange Program (WUE). Students participating in the WUE program are assessed 150% of the in-state tuition rate of the Colorado institution. The enrollment in the WICHE undergraduate program is not reportable for state general fund. Report student as out-of-state in SURDS files.

(9) Colorado Educational Exchange Program. C.R.S. 23 3.3-601 allows students to be reported as in-state students for the purposes of assessing tuition, enrollment reporting, and budgetary reporting. The institution must be approved by DHE to participate in the Colorado Educational Exchange Program. No student may be a recipient or participant for more than one year. Report student as in-state in SURDS files.

(A)No verification of lawful presence. Title 24-76.5-101-103; In-state resident charged out-of-state tuition based on no verification of lawful presence

(B) Economic Development. HB07-1256 Grants in-state status to employees and employee's children (NOT spouses) if employee moved to Colorado as the result of the employer's moving "all or a portion of its operations to Colorado as a result of receiving an incentive from the Colorado Office of Economic Development or an incentive from a local government economic incentive program. Effective August 8, 2007

(C) Faculty Dependent. HB07-1256 Grants in-state tuition to the child of a new faculty member (but NOT to the faculty member or spouse) at "a state-supported institution of higher education." Effective August 8, 2007

(D) Honorably Discharged Veterans. H.B. 09-1039; Beginning with the fall semester of FY 2009-10, this legislation requires that state institutions of higher education charge resident tuition rates to honorably discharged veterans. State institutions of higher education may also extend the resident rate to spouses and dependents of veterans.

(E) COF Affidavit. Beginning in Fall 2013, this code is for identifying students completing a COF Affidavit for the enrollment period. Report student as in-state tuition classification in SURDS files.

(F) Veterans Choice Act benefit recipient. Veterans Choice Act Section 702; beginning in Fall 2015, this federal legislation requires that state institutions of higher education charge resident tuition rates to veterans or their dependents, if applicable, who are receiving benefits under the Post 9/11 GI Bill or Montgomery GI Bill and meet the criteria spelled out in the Veteran's Choice Act.



Missing Value: Blank not acceptable.

Edit Sprcs: Error if value >2 for FY04; error if value >9 for FY05. Race/ethnicity must be non-resident alien if tuition classification-detail = 1 and tuition classification = 1. Error if tuition classification-detail greater than 0 (and not 8 or A) and tuition classification = 2 or 3. Error if not in admitted status

Format: Numeric, 1 place integer

Updates: Implemented, FY2004 (see code note above); WICHE exception (July08);CMUre-added to NM Reciprocity list after 6/7/12 CCHE Meeting. Added COF Affidavit (Oct13). Added Veterans Choice Act benefit recipient (Oct15). Changed Tuition Classification Detail (8) "Report student as out-of-state"April16

Verification Of Lawful Presence Definition: The indicator used for determining verification of lawful presence if student has applied for a state benefit.

Codes/Notes: 0 - lawful presence not verified 

1- lawful presence verified 

2 - Waiver requested 



Missing Value: Not Acceptable

Edit Sprcs: Alphanumeric, 1 place integer

Format: Alphanumeric, 1 place integer

Updates: August 2006

Veterans Benefits Definition:

Codes/Notes:


Missing Value:

Edit Sprcs:

Format:

Updates: February, 2004; Field removed November 2009

Vocational Flag Definition: Indicates whether or not the student course enrollment is a vocational course. The purpose of this field is to replace the Credit Hours Vocational on the Enrollment file. The only institutions eligible to report vocational credit hours are: - Community Colleges - Local District Colleges - Colorado Mesa University

Codes/Notes: 0=No
1=Yes 



Missing Value: Does not apply, must be completed.

Edit Sprcs: Error is value is not 0 or 1

Format: Numeric, 1 place integer

Updates:

Waiver Code1 Definition:

Codes/Notes: 00 – Default, no waiver needed
01 – Change in program/student level during the award year
 Possible Errors:  902, 7903, 8204, 8604, 8704, 8804, 9903, 10707, 11204, 10403, 10406; 12502; 12602; 12702; View Errors 
02 – Summer need calculation
 Possible Errors:  8605, 11104, 11301; View Errors 
03 – Summer GOS
 Possible Errors:  10402; View Errors 
04 – Resident in 2nd semester
 Possible Errors:  1002, 7903, 8703, 8803; View Errors 
05 – Exchange Student
 Possible Errors:  802, 1002, 8803; View Errors 
06 – Over award, aid not adjusted
 Possible Errors:  10002, 10004, 11301; View Errors 
07 – Aid paid over two years 
 Possible Errors:  8202, 9301, 9802, 10002, 10004, 11003, 11301; 12604; View Errors 
08 – GOS Recipient & Non-Pell Recipient
 Possible Errors:  10404, 11301; View Errors 
09 – SLEAP Recipient, Eligible for Pell, Graduate Student
    Possible Errors:  10707; View Errors
10 – Out-of-state student / In-state award recipient or Overaward (National Guard Tuition Assistance, DTAP (Dependent Tuition Assistance Program), Native American Tuition Waiver)
    Possible Errors:  1002, 11301; View Errors
11 – Unsub Stafford exceeds maximum for student level (Waiver for health program students at UCDHSC, CSU)
    Possible Errors:  10002, 10004; View Errors
12 – Graduate Student receiving Colorado Student Grant (CSG)
    Possible Errors:  8704; View Errors
13 – School of Mines, Institutional Need Based Aid awards, SB10-003
    Possible Errors:  11301; View Errors



Missing Value: None; field must be completed.

Edit Sprcs: Must be a valid code If distinct code has already been used in a waiver column then it can’t be used again in same row of data.

Format: AlphaNumeric, 2 place integer

Updates: February, 2004; July 2005 (Added waivers 08,09); August 2006 (Added waivers 10,11); July 2007 (Added waiver 12); May 2012 (Added waiver 13);


Waiver Code2 Definition:

Codes/Notes: See Waiver Code #1


Missing Value: None; field must be completed.

Edit Sprcs: Must be a valid code If distinct code has already been used in a waiver column then it can’t be used again in same row of data.

Format: AlphaNumeric, 2 place integer

Updates: February, 2004; July 2005 (Added waivers 08,09);; August 2006 (Added waivers 10,11)

Waiver Code3 Definition:

Codes/Notes: See Waiver Code #1


Missing Value: None; field must be completed.

Edit Sprcs: Must be a valid code If distinct code has already been used in a waiver column then it can’t be used again in same row of data.

Format: AlphaNumeric, 2 place integer

Updates: February, 2004; July 2005 (Added waivers 08,09);; August 2006 (Added waivers 10,11)

Waiver Code4 Definition:

Codes/Notes: See Waiver Code #1


Missing Value: None; field must be completed.

Edit Sprcs: Must be a valid code If distinct code has already been used in a waiver column then it can’t be used again in same row of data.

Format: AlphaNumeric, 2 place integer

Updates: February, 2004; July 2005 (Added waivers 08,09); August 2006 (Added waivers 10,11)

Writing Assess Ind Definition: The basis for assessing if this student needs remediation in writing. Do not report the basis for determining course level placement within remedial writing.

Codes/Notes: 00 - Assessment pending 
01 - ACT (English section) 
02 - COMPASS (Language Test) 
03 - Accuplacer 
04 - ASSET (Language Usage Test) 
05 - SAT (verbal) 
06 - Institutionally-designed instrument 
98 - Assessment waived 
99 - Assessment exempted 

Enrolled students who have not been assessed and do not fall into one of the exempt categories below should be reported as pending. An assessment is waived (or not applicable) only when a student has a documented learning disability. 

Institutions may exempt student from assessment requirements. The exemptions are limited to:
  1. Students who have earned a baccalaureate degree;
  2. Students who have earned a transfer-oriented associate degree (i.e., A.A. or A.S.); excludes AGS and AAS graduates;
  3. Student who are pursuing a vocational certificate;
  4. Students who have been previously assessed in writing at a Colorado public institution;
  5. Students who have successfully completed a remedial course in writing;
  6. Student who have successfully completed a college-level course in writing;
  7. All concurrently enrolled high school students until they are matriculated as degree-seeking by an institution;
  8. Exchange students (students coming from another institution, state, or country for study for a defined period of time (e.g., academic term or year).
  9. Students classified as non-degree-seeking.
Note 1: Successfully completed refers to students earning a grade of C- or higher or a Satisfactory completion. 

Note 2: If an institution’s assessment requirement is more stringent than DHE’s (e.g., requiring assessment of certificate-seekers), institutions should report the assessment and its related fields. 

Missing Value: Blanks acceptable only when admission status = 1 or 2. Blank for admission status = 3 acceptable if student level = 19 or 20

Edit Sprcs: Error if value > 06 except 98 and 99.

Format: AlphaNumeric, 2 place integer

Updates: Implemented, FY2002

Writing Placement Definition: The indicator if student is required by the institution to be remediated in writing.

Codes/Notes: 0 - No assessment reported (for student whose assessment is pending, waived, or exempted) 
1 - Yes, this student requires writing remediation 
2 - No, this student does not require writing remediation 



Missing Value: Blanks acceptable only when admission status = 1 or 2. Blank for admission status = 3 acceptable if student level = 19 or 20

Edit Sprcs: Error if value >= 3.

Format: Numeric, 1 place integer

Updates: Implemented, FY2002

Year of HS Grad Definition: Four-digit year in which the student graduated from high school.

Codes/Notes: NNNN - four-digit year of graduation
9999 - did not graduate from high school and did not complete a GED    

If student has GED, then a GED score should be reported in the GED Score field on Undergraduate Applicant File and Year of High School Graduation should be left blank.

If student is high school concurrent, report student in registration status as 7, and Year of High School Graduation should be left blank.

If student did not graduate from high school or year of high school graduation is unknown, leave blank.


Missing Value: Field required for all first-time and assessed students in UAF and first-time in the Enrollment File, except for GED admits.

Edit Sprcs: - Error if alphanumeric. - Error when date of birth and high school graduation year missing. - Error if year of high school graduation > report year. - Error of year of high school graduation is < report year –60. - Warning when date of birth indicates recent high school graduation year.

Format: Numeric, 4 character

Updates: Expanded to four-digit format, year 2000 file conversions; updated missing information on July 2001.