Field Definitions

HB1023 File Field Definitions

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Field #

Starting Position

Field Name

Field Definitions/Descriptions

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 Specs: File specific value.

Format: alphanumeric, 1 character

Updates: CPL = C added June '23

Institution Code

Definition: The unique code designations for Colorado postsecondary institutions.

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

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

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

Format: AlphaNumeric, 4 characters

Updates: July 1987

Report Term

Definition: The enrollment period identified by 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)

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.

For Financial Aid file: Term is 9, FA file is a fiscal year file beginning with Fall data and ending with trailing summer data

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

Edit Specs: Error if term value is anything other than 1,2,3,4,5,9

Format: Numeric, 1 place integer (T)

Updates: Expanded to four-digit format, year 2000 file conversions, September 1998.
Simplified text of definition section and removed term & year examples dating back to a previous data element format. Also corrected edit spec section to show that '9' is acceptable. Dec, 2018

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 Specs: 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

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 Specs: 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;

Student ID

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

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

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

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

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

Format: AlphaNumeric, 9-place integer

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

Student ID Type

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

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

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

Missing Value: Blank Not acceptable

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

Format: Numeric, 1 place

Updates: Implemented, FY2004

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 Specs: Alphanumeric, 1 place integer

Format: Alphanumeric, 1 place integer

Updates: August 2006

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 Specs: 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