EMSAS Manual

TABLE OF CONTENTS

Section	Description	Page
I.	Introduction	1
II.	Reporting Guidelines	2
II.	File Record Layouts
A.	Degree Completions	3
B.	Term Registration	4-5
C.	Fall Enrollment	6-9
III.	Data Element Dictionary - Alphabetical Listing
A.	Data Elements Required by the CBHE	10-76
B.	Data Elements No Longer Required by CBHE	77
IV.	Tables
Table 1	College Codes	78-79
Table 2	Domicile Codes	80-84
Table 3	Missouri High School Codes	85-102
Table 4	ACT/SAT Concordance and Percentiles	103

In fall 1986, for the purpose of studying the relationship between students' high school preparation and their academic success in college, Missouri's public colleges and universities joined the Coordinating Board for Higher Education in a collaborative effort to establish a statewide student-level database. Known as the Missouri Student Achievement Study (MSAS) in its early years, the study was administered by the American College Testing (ACT) Corporation until 1994.

In 1993, Governor Carnahan signed the Missouri Outstanding Schools Act, which directs the CBHE to prepare an annual report for the State Board of Education that describes the performance of Missouri public high school graduates in the state's system of public higher education. From then on, the increased use of student-level data as a more accurate tool for assessing institutional effectiveness has turned the MSAS from a short-term project into a comprehensive student tracking system. In 1994, for the convenience of data management, the CBHE discontinued the ACT service and started administering the system from the Board's office in Jefferson City, Missouri. Meanwhile, in consultation with institutional representatives, the CBHE staff reorganized the data structures and layouts and a new data element dictionary was issued under the current title of the Enhanced Missouri Student Achievement Study (EMSAS).

In 2000, in an effort to further improve the data structure, the CBHE staff and Missouri Data Advisory Committee formed a special task force group to review all the EMSAS elements. As a result of the review, a number of EMSAS data elements were identified as items no longer needed by the Coordinating Board. In view of this, starting from the 2000-2001 academic year, the CBHE removed these data elements from the list of required items and made them optional to institutions.

Contained in this manual are the EMSAS data descriptions based on the latest revisions in 2000. While the file record layout for submitting EMSAS data remains essentially unchanged, the descriptions for some data elements have been fine-tuned for the sake of instructional clarity. In addition, for the convenience of reading, the contents of the data dictionary have been reorganized in a more concise format to facilitate easy checking.

Over the past decade, the Missouri Student Achievement Study has undergone many improvements in regard to data quality as well as administrative efficiency. To a large extent, these improvements embody the collective efforts of institutional data coordinators and the CBHE staff. Because of these improvements, the EMSAS is playing an increasingly important role in assisting strategic planning and policy implementation at both state and institutional levels. It is in this role that we expect the EMSAS will keep providing reliable, timely, and responsive information to help advance Missouri higher education and identify challenges that require continued attention.

Jeremy Kintzel
Research Associate
Missouri Department of Higher Education

I. Data Collection Schedules

EMSAS Files	Reporting Period	Due at CBHE
Completions File	July 1 to June 30 Fiscal Year	September 13
Term Registration File	Summer, Fall, Spring (End of Term)	September 13
Fall Enrollment File	Fall Term (Census date)	October 15
Summer Completions File	The latest summer term*	November 15

*Institutions are not required to submit a separate summer completions file. However, institutions may choose to submit this file if there are summer graduates to be included in the DHE's most current graduation rates Report.

II. Electronic Data Submission

All EMSAS data are to be transferred as flat files through the FTP to the CBHE site. Please use the following standard file labels:

FTP Files	Institutional abbreviation followed by:	Example
Completions File	.com	umc.com
Term Registration File	.trm	umc.trm
Fall Enrollment File	.enr	umc.enr
Summer Completions File	.sum	umc.sum

III. EMSAS Contact

Jeremy Kintzel
Research Associate
Missouri Department of Higher Education
3515 Amazonas, Jefferson City, MO 65109
Phone: (573) 751-2361 Fax: (573) 761-6635

Element	Standard Name	Length (alpha/ numeric unless noted)	Range	Located in File*	Instruction Page
File Type	FILETYPE	2	1-2	ERC	37
FICE College Code	FICECODE	6	3-8	ERC	36
Term	ACTERM	2	9-10	ERC	67
Year	CALYEAR	4	11-14	ERC	75
Most Recent Social Security Number	SOCSEC1	9	15-23	ERC	49
Most Recent Social Security Number Status	SSTAT1	1	24	ERC	50
Second Most Recent Social Security Number	SOCSEC2	9	25-33	ERC	65
Second Most Recent Social Security Number Status	SSTAT2	1	34	ERC	66
Campus ID or Last Name ID	CAMPUSID	10	35-44	ERC	15
Gender	GENDER	1	45	ERC	39
Ethnicity	RACE	2	46-47	ERC	35
Highest Degree Held	HIDEGREE	2	48-49	ERC	40
Degree Level Conferred	DEGREEC	2	50-51	ERC	27-30
First Major Field of Study CIP Code	PROGONE	6	52-57	ERC	38
First Major Field of Study CIP Code Option	PGONEOP	4	58-61	ERC	77
Second Major Field of Study CIP Code	PROGTWO	6	62-67	ERC	64
Second Major Field of Study CIP Code Option	PGTWOOP	4	68-71	ERC	77
Last Name	LASTNAME	30	72-101	ERC
First Name	FIRSTNAM	30	102-131	ERC
Middle Initial	MIDDLE	1	132	ERC
Suffix	SUFFIX	5	133-137	ERC
Date of Brith (Optional)	DOBIRTH	8 (yyyymmdd)	138-145	ERC

* E= Term Enrollment File
R= Term Registration File
C= Degree Completion File

Element	Standard Name	Length (alpha/ numeric unless noted)	Range	Located in File *	Instruction Page
File Type	FILETYPE	2	1-2	ERC	37
FICE College Code	FICECODE	6	3-8	ERC	36
Term	ACTERM	2	9-10	ERC	67
Year	CALYEAR	4	11-14	ERC	75
Most Recent Social Security Number	SOCSEC1	9	15-23	ERC	49
Most Recent Social Security Number Status	SSTAT1	1	24	ERC	50
Second Most Recent Social Security Number	SOCSEC2	9	25-33	ERC	65
Second Most Recent Social Security Number Status	SSTAT2	1	34	ERC	66
Campus ID or Last Name ID	CAMPUSID	10	35-44	ERC	15
Gender	GENDER	1	45	ERC	39
Ethnicity	RACE	2	46-47	ERC	35
Date of Birth	DOBIRTH	8 (yyyymmdd)	48-55	ER	26
Domicile	LOCDOMI	3	56-58	ER	33
Class Level	CLEVEL	2	59-60	ER	16
Enrollment Status	STUSTAT	1	61	ER	34
Highest Degree Held	HIDEGREE	2	62-63	ER	40
Degree Level Sought	DEGREEST	2	64-65	ERC	31
First Major Field of Study CIP Code	PROGONE	6	66-71	ERC	38
First Major Field of Study CIP Code Option	PGONEOP	4	72-75	ERC	77
Second Major Field of Study CIP Code	PROGTWO	6	76-81	ERC	64
Second Major Field of Study CIP Code Option	PGTWOOP	4	82-85	ERC	77
Degree-Seeking Status	DSSTATUS	1	86	ER	32
Total Term Enrolled/Earned Credit Hours	TOTRMHRR	3 (99v9)	87-89	ER	71
Full-time / Part-time Override	FTPTOVR	1	90	ER	77
Reason for Full-time/ Part-time Override	REASOVR	1	91	ER	77
Earned Full-time Equivalency	FTER	3 (9v99)	92-94	ER	77
Total Audited Credit Hours	AUDTRMR	3 (99v9)	95-97	ER	69
Total Graded Credit Hours	GRDTRMR	3 (99v9)	98-100	R	70
Cumulative Credit Hours Earned	CUMCREDR	4 (999v9)	101-104	ER	24
Last Institution Attended by A Transfer Student	TRANSSCH	6	105-110	ER	46
Credit Hours Receiving Institution Accepts in Transfer from a First-time Transfer Student	CRTRAN1R	4 (999v9)	111-114	ER	23
Total Transfer Credit Hours Accumulated - Earned	CRTRAN2R	4 (999v9)	115-118	ER	73
Midwest Higher Ed. Comm. Student Exchange Stud. Prog. Participant	MHECPRO	1	119	ER	48
Remedial Math Credit Hours	REMATHR	3 (99v9)	120-122	ER	60
Remedial English Credit Hours	REENGLR	3 (99v9)	123-125	ER	59
Remedial Reading Credit Hours	REREADR	3 (99v9)	126-128	ER	61
Other Noncollege-Level Credit Hours	NONCOLR	3 (99v9)	129-131	ER	58
High School Student	HSSTUDNT	1	132	ER	45
Total Term Quality Points	TOTRMQPT	4 (99v99)	133-136	R	72
Term Grade Point Average	TRMGPA	3 (9v99)	137-139	R	68
Cumulative Grade Point Average	CUMGPA	3 (9v99)	140-142	R	25
Withdrawal Code	WITHDRAW	2	143-144	R	74
Athletic Code	ATHLETE	1	145	ER	77
Sport	SPORT	2	146-147	ER	77
Last Name	LASTNAME	30	148-177	ERC
First Name	FIRSTNAM	30	178-207	ERC
Middle Initial	MIDDLE	1	208	ERC
Suffix	SUFFIX	5	209-213	ERC

* E= Term Enrollment File
R= Term Registration File
C= Degree Completion File

Element	Standard Name	Length (alpha/ numeric unless noted)	Range	Located in File *	Instruction Page
File Type	FILETYPE	2	1-2	ERC	37
FICE College Code	FICECODE	6	3-8	ERC	36
Term	ACTERM	2	9-10	ERC	67
Year	CALYEAR	4	11-14	ERC	75
Most Recent Social Security Number	SOCSEC1	9	15-23	ERC	49
Most Recent Social Security Number Status	SSTAT1	1	24	ERC	50
Second Most Recent Social Security Number	SOCSEC2	9	25-33	ERC	65
Second Most Recent Social Security Number Status	SSTAT2	1	34	ERC	66
Campus ID or Last Name ID	CAMPUSID	10	35-44	ERC	15
Gender	GENDER	1	45	ERC	39
Ethnicity	RACE	2	46-47	ERC	35
Date of Birth	DOBIRTH	8 (yyyymmdd)	48-55	ER	26
Domicile	LOCDOMI	3	56-58	ER	33
Class Level	CLEVEL	2	59-60	ER	16
Enrollment Status	STUSTAT	1	61	ER	34
Highest Degree Held	HIDEGREE	2	62-63	ER	40
Degree Level Sought	DEGREEST	2	64-65	ERC	31
First Major Field of Study CIP Code	PROGONE	6	66-71	ERC	38
First Major Field of Study CIP Code Option	PGONEOP	4	72-75	ERC	77
Second Major Field of Study CIP Code	PROGTWO	6	76-81	ERC	64
Second Major Field of Study CIP Code Option	PGTWOOP	4	82-85	ERC	77
Degree-Seeking Status	DSSTATUS	1	86	ER	32
Total Term Enrolled/Earned Credit Hours	TOTRMHRE	3 (99v9)	87-89	ER	71
Full-time / Part-time Override	FTPTOVR	1	90	ER	77
Reason for Full-time/ Part-time Override	REASOVR	1	91	ER	77
Enrollment Full-time Equivalency	FTEE	3 (9v99)	92-94	ER	77
Total Audited Credit Hours	AUDTRME	3 (99v9)	95-97	ER	69
Cumulative Credit Hours Earned	CUMCREDE	4 (999v9)	98-101	ER	24
Last Institution Attended by A Transfer Student	TRANSSCH	6	102-107	ER	46
Credit Hours Receiving Institution Accepts in Transfer from a First-time Transfer Student	CRTRAN1E	4 (999v9)	108-111	ER	23
Total Transfer Credit Hours Accumulated - Earned	CRTRAN2E	4 (999v9)	112-115	ER	73
Midwest Higher Ed. Comm. Student Exchange Stud. Prog. Participant	MHECPRO	1	116	ER	48
Remedial Math Credit Hours	REMATHE	3 (99v9)	117-119	ER	60
Remedial English Credit Hours	REENGLE	3 (99v9)	120-122	ER	59
Remedial Reading Credit Hours	REREADE	3 (99v9)	123-125	ER	61
Other Noncollege-Level Credit Hours	NONCOLE	3 (99v9)	126-128	ER	58
High School Student	HSSTUDNT	1	129	ER	45
High School Code	HSCODE	6	130-135	E	43
Year of High School Graduation	HSGRDYR	6 (yyyymm)	136-141	E	76
High School Class Size	HSCSIZE	4 (9999)	142-145	E	42
High School Class Rank	HSCRANK	4 (9999)	146-149	E	41
High School Percentile Rank	HSPRNK	4 (9999)	150-153	E	44
Core Curriculum Indicator	CORE	1	154	E	17-21
Number of High School English Cources	HSENGCRS	2 (9v9)	155-156	E	51
Number of High School Mathematics Courses	HSMATCRS	2 (9v9)	157-158	E	53
Number of High School Social Studies Courses	HSSSTCRS	2 (9v9)	159-160	E	55
Number of High School Science Courses	HSSCICRS	2 (9v9)	161-162	E	54
Number of HS Visual/ Performing Arts Courses	HSVPACRS	2 (9v9)	163-164	E	56
Number of HS Core Electives in Other Disciplines	CORELEC	2 (9v9)	165-166	E	52
American College Testing English Subscale Score	ACTENG	2 (99)	167-168	E	11
ACT Mathematics Subscale Score	ACTMAT	2 (99)	169-170	E	12
ACT Reading Subscale Score	ACTRED	2 (99)	171-172	E	13
ACT Science Reasoning Subscale Score	ACTSCR	2 (99)	173-174	E	14
ACT Composite Score	ACTCOM	2 (99)	175-176	E	10
Equated ACT Composite Score	EACTCOM	1 (9)	177	E	77
Scholastic ptitude Test- Verbal Score	SATVER	3 (999)	178-180	E	63
Scholastic Aptitude Test- Mathematics Score	SATMAT	3 (999)	181-183	E	62
ASSET Writing Skills Score	ASSETWS	2 (99)	184-185	E	77
ASSET Reading Skills Score	ASSETRS	2 (99)	186-187	E	77
ASSET Numerical Skills Score	ASSETNS	2 (99)	188-189	E	77
ASSET Study Skills Score	ASSETSS	2 (99)	190-191	E	77
ASSET Elementary Algebra Score	ASSETEA	2 (99)	192-193	E	77
ASSET Intermediate Algebra Score	ASSETIA	2 (99)	194-195	E	77
ASSET College Algebra Score	ASSETCA	2 (99)	196-197	E	77
ASSET Geometry Schol	ASSETGM	2 (99)	198-199	E	77
Ability to Benefit Test	ABTEST	2	200-201	E	77
Ability to Benefit Test Score	ABTSCORE	3 (999)	202-204	E	77
Athletic Code	ATHLETE	1	205	E	77
Sport	SPORT	2	206-207	E	77
Legal Residence	LEGRES	1	208	E	47
Course Location	LOCCDF	1	209	E	22
Number of Foreign Language Courses	FLELECT	2 (99)	210-211	E	57
Last Name	LASTNAME	30	212-241	ERC
First Name	FIRSTNAM	30	242-271	ERC
Middle Initial	MIDDLE	1	272	ERC
Suffix	SUFFIX	5	273-277	ERC

* E= Term Enrollment File
R= Term Registration File
C= Degree Completion File

American College Testing (ACT) Composite Score

Definition:
A 2-digit number indicating the composite score an entering student received on the American College Testing (ACT) college entrance examination submitted for admissions consideration or attained by the student as a result of an on-campus administration of the ACT after the student has already enrolled. This may be an equated ACT composite score derived from another college entrance examination, e.g., SAT, SCAT, or another admissions test.

Standard Name: ACTCOM

Length/Format: 2 columns - numeric

Codes:
Acceptable values are 01 to 36
99 = Unknown

Comments:
This is the score received from the student or from the American College Testing (ACT) service that specifies the composite score value the student received on the ACT college admissions test.

Purpose:
This element will be used on the DHE 06.

Location: Fall Enrollment File

American College Testing (ACT) English Subscale Score

Definition:
A 2-digit number indicating the score an entering student received on the English Subscale portion of the American College Testing (ACT) college entrance examination submitted for admissions consideration or attained by the student as a result of an on-campus administration of the ACT after the student has already enrolled.

Standard Name: ACTENG

Length/Format: 2 columns - numeric

Codes:
Acceptable values are 01 to 36
99=Unknown

Comments:
This is the score received from the student or from the American College Testing (ACT) service that specifies the actual value of the English subscale score the student received on the ACT college admissions test.

Purpose:

Location: Fall Enrollment File

American College Testing (ACT) Mathematics Subscale Score

Definition:
A 2-digit number indicating the score an entering student received on the mathematics subscale portion of the American College Testing (ACT) college entrance examination submitted for admissions consideration or attained by the student as a result of an on-campus administration of the ACT after the student has already enrolled.

Standard Name: ACTMAT

Length/Format: 2 columns - numeric

Codes:
Acceptable values are 01 to 36
99 = Unknown

Comments:
This is the score received from the student or from the American College Testing (ACT) service that specifies the actual value of the mathematics subscale score the student received on the ACT college admissions test.

Purpose:

Location: Fall Enrollment File

American College Testing (ACT) Reading Subscale Score

Definition:
A 2-digit number indicating the score an entering student received on the reading subscale portion of the American College Testing (ACT) college entrance examination submitted for admissions consideration or attained by the student as a result of an on-campus administration of the ACT after the student has already enrolled.

Standard Name: ACTRED

Length/Format: 2 columns - numeric

Codes:
Acceptable values are 01 to 36
99 = Unknown

Comments:
This is the score received from the student or from the American College Testing (ACT) service that specifies the actual value of the reading subscale score the student received on the ACT college admissions test.

Purpose:

Location: Fall Enrollment File

American College Testing (ACT) Science Subscale Score

Definition:
A 2-digit number indicating the score an entering student received on the science reasoning subscale portion of the American College Testing (ACT) college entrance examination submitted for admissions consideration or attained by the student as a result of an on-campus administration of the ACT after the student has already enrolled.

Standard Name: ACTSCR

Length/Format: 2 columns - numeric

Codes:
Acceptable values are 01 to 36
99 = Unknown

Comments:
This is the score received from the student or from the American College Testing (ACT) service that specifies the actual value of the science reasoning subscale score the student received on the ACT college admissions test.

Purpose:

Location: Fall Enrollment File

Campus I.D./Last Name

Definition:
A 10-digit campus student identification number or ten characters of a student's last name.

Standard Name: CAMPUSID

Length/Format: 10 columns - alphanumeric

Comments:
This data element should be left-justified.

If a campus assigns student identification numbers other than the social security number for student identification, record 10 characters of that number in this field. If, however, a campus uses the social security number as the student identifier, record up to 10 capital letters of the student's last name in this field. Leave unused columns blank.

Purpose:
The purpose of this data element is to provide the ability to link students' records using this field in conjunction with date of birth (DOBIRTH) should an attempt to match records on the most recent social security number (SOCSEC1) or second most recent social security number (SOCSEC2) fail.

Location: Fall Enrollment File; Term Registration File; Degree Completion File

Class Level

Definition:
A 2-digit code specifying the level of a student's progress toward a degree or certificate in terms of a traditional class designation.

Standard Name: CLEVEL

Length/Format: 2 columns - alphanumeric

Codes:

11 = Freshman
13 = Sophomore
14 = Junior
15 = Senior
16 = Postbaccalaureate student not pursuing professional or graduate degrees
17 = First professional student (law, medicine, veterinary medicine, dentistry, optometry, etc.)
18 = Unclassified undergraduate whose class level is unknown
19 = Unclassified graduate for whom it is not known if the student is at the specialist, master's, or doctoral level
20 = Unclassified first professional student
26 = Specialist degree-level graduate student
36 = Master's degree-level graduate student
46 = Doctoral (PhD, EdD) degree-level graduate student

Comments:
If the class level for a newly enrolled or transfer student is not known, then the appropriate Unclassified code is to be used. If the level of a newly enrolled, continuing, or transfer student is known, then the exact class level code is to be reported in this field.

Purpose:
This will be used for the DHE-02, DHE-06, DHE 07-1, DHE 07-2, and IPEDS EF.

Location: Fall Enrollment File; Term Registration File

Core Curriculum Indicator

Definition:
A one-digit code to indicate if a student has the Coordinating Board for Higher Education-recommended high school core curriculum.

Standard Name: CORE

Length/Format: 1 column - alpha

Codes:

Y = Yes, the student has the CBHE-recommended high school core curriculum as described below.
N = No, the student did not take the CBHE-recommended high school core curriculum as described below and does not have an equivalent level of high school preparation as determined by the institution.
E = The student has less than the CBHE-recommended high school core curriculum but does have an equivalent level of high school preparation as determined by the institution.
U = Unknown or not applicable.
S = 14 of 16 met (in spirit)

Comments:
This is required on the Fall Enrollment file for each first-time entering freshman.

Coordinating Board for Higher Education
High School Core Curriculum Requirement Course Descriptions
(Approved 10-13-94)

ENGLISH - At least four(4) units, one of which may be speech or debate, and two (2)units which must be in courses emphasizing composition or writing skills.

Examples of courses generally acceptable toward the four units: English or language arts I, II, III, and IV, literature courses, journalism (if writing intensive), speech, and debate. Other courses, such as Applied Communications, developed by the Agency for Instructional Technology (AIT), may be counted only if it can be demonstrated that the course content is equivalent to the content in standard courses considered to be generally acceptable.

Examples of unacceptable courses: yearbook, school publications, acting, theater, dramatics, business English, mass media, and photography.

MATHEMATICS - At least three (3) units, high school level algebra and beyond, including algebra II.

Examples of courses generally acceptable toward the three units: algebra I, plane geometry, algebra II, pre-calculus, trigonometry, analytic geometry, calculus and math analysis. Other courses, such as Applied Mathematics courses, developed by the Center for Occupational Research and Development (CORD), may be counted only if (1) it can be demonstrated that the course content is equivalent to the content in standard courses considered to be generally acceptable or (2) the student successfully completes a standard algebra II course. Standard algebra courses that have been subdivided, e.g., algebra I is divided into algebra IA and IB, may be counted only as one course unit.

Examples of unacceptable courses:computer math, computer programming, consumer math, computer science, pre-algebra, basic math, general math, terminal math, business math and accounting.

SOCIAL STUDIES - At least three (3) units, including American history and at least one (1) semester of government.

Examples of courses generally acceptable toward the three units: world history, American history, American government, civics, principles of democracy, economics, psychology, sociology, political science, and geography.

Examples of unacceptable courses: regional history, family living, family relations, marriage and family, consumer education, and courses generally listed under "practical arts" or "human environmental science."

SCIENCE - At least two (2) units (not including general science), selected from biology, chemistry, or physics, one of which is a laboratory course.

Examples of courses generally acceptable toward the two units: botany, zoology, anatomy and physiology, biology, chemistry and physics. Other courses, such as Applied Biology/Chemistry, developed by the Center for Occupational Research and Development (CORD), and Principles of Technology, developed by the Agency for Instructional Technology (AIT), may be counted only if it can be demonstrated that the course content is equivalent to the content in standard courses considered to be generally acceptable. Life science, physical science, and earth science may be counted only if it can be demonstrated that they are taught at the high school level with a rigor comparable to biology, chemistry, or physics.

Examples of unacceptable courses: life science, physical science, and earth science if not taught at the high school level in a rigor comparable to biology, chemistry, or physics; also, consumer science, outdoor education and environmental studies.

VISUAL AND PERFORMING ARTS - At least one (1) unit of fine arts courses in the visual arts, music, dance, and theater.

Examples of courses generally acceptable toward the one unit: art I, II, III, and IV, sculpture, design, drawing, painting, theater, oral interpretation, dance, dramatics, band and any other instrumental music, chorus and any other vocal music courses, and art, music, or theater appreciation courses.

Examples of unacceptable courses: speech, debate, radio and television, mass media, stage craft, arts and crafts.

SPECIFIED CORE ELECTIVES - three (3) units selected from foreign language (two units of one foreign language are strongly recommended) and/or combinations from two or more of the following course areas: English, mathematics, social studies, science, visual and performing arts. A computer science course with a prerequisite of at least algebra I is permissible as a mathematics elective. State and/or international history courses are permissible as social studies electives.

GENERAL ELECTIVES (Applies only to the SBE College Preparatory Studies Certificate) - Sufficient to meet state and local graduation requirements. The courses should be selected and planned by the school, the student, and the student's parents to develop the student's aptitude and skills. Advanced vocational-technical courses which have been selected to support and strengthen the student's college preparatory program or career choice may be used to fulfill this general elective requirement.

Dual-Credit Courses:
Courses taken in high school for both high school and college credit may be counted toward satisfying the core curriculum requirements.

Middle/Junior High School Courses:
Courses taken by middle/junior high school students in mathematics and foreign language may be counted as satisfying the high school core curriculum requirement if the content is equivalent to high school courses (e.g., foreign language I and algebra I) and if subsequent courses in the subject are shown on the high school transcript (e.g., foreign language II and algebra II).

Purpose:
This may be used for Performance Indicators.

Location: Fall Enrollment File

Course Location

Definition:
For the Fall Enrollment file, it is used to classify a student as on- or off-campus, or in- or out-of-district, based on the location where the majority of his/her credit hours are taken.

Standard Name: LOCCDF

Length/Format: 1 column - numeric

Codes:
1 = On-campus (four-year institutions) or in-district (two-year institutions)
3 = Off-campus (four-year institutions) or out-of-district (two-year institutions)
5 = Distance Learning (for students who take the majority of their credit hours through on-line courses)

Comments:
A student is to be classified as on- or off-campus for four-year institutions, and as in- or out-of-district for community colleges. The optional code for distance learning is reserved for those who take the majority of their credit hours through on-line courses.

Purpose:
This will be used for the DHE-02.

Location: Fall Enrollment File

Credit Hours Receiving Institution Accepts in Transfer From a First-time Transfer Student

Definition:
A 4-digit value specifying the number of credit hours a first-time transfer student receives in transfer from institutions previously attended.

Standard Name: CRTRAN1E (For Fall Enrollment file); CRTRAN1R (For Term Registration file)

Length/Format: 4 columns - numeric (999v9)

Codes:
9999 = Unknown

Comments:
An implied decimal exists between the third and fourth digits. All values should be reported with leading zeros. For example, a student with 30 credit hours accepted in transfer would have the value '0300' reported in this field, indicating that 30.0 hours were accepted as transfer credits. A student with 12.5 transfer credit hours would have '0125' recorded in this field. If 100 credits would be accepted in transfer, then the value of this field would be reported as '1000'. If a student has no transfer credit hours, this field should be coded '0000'. Note: this field is limited to the number of transfer credits the student was awarded the first time the student transfers to an institution. Once this field is completed, the value reported should not change.

Purpose:

Location: Fall Enrollment File; Term Registration File

Cumulative Credit Hours

Definition:
A 4-digit value indicating the cumulative credit hours a student has earned for all the courses taken during the student's collegiate career.

Standard Name: CUMCREDE (For Fall Enrollment file); CUMCREDR (For Term Registration file)

Length/Format: 4 columns - numeric (999v9)

Comments:
This field contains the cumulative number of credit hours completed by a student for the student's entire academic career as recorded by the institution where the student is currently enrolled. An implied decimal exists between the third and fourth digits. Thus, a cumulative credit hour report for 75 credits would be reported as '0750' in this field. A student having completed 118.5 credits would have a value of '1185' recorded in this field.

Purpose:

Location: Fall Enrollment File; Term Registration File

Cumulative Grade Point Average

Definition:
A 3-digit value indicating the cumulative college grade point average a student has earned for all the courses taken during the student's collegiate career.

Standard Name: CUMGPA

Length/Format: 3 columns - numeric (9v99)

Codes:
999 = The Term Cumulative Grade Point Average is not available at the time of reporting
000 = The Cumulative Grade Point Average is actually zero (000)

Comments:
This field contains the cumulative college grade point average attained by a student for the student's entire academic career as recorded by the institution where the student is currently enrolled. An implied decimal exists between the first and second digits. Thus, a cumulative grade point average of 3.0 would be reported as '300'. A cumulative grade point average of 2.25 would be reported in this field as '225'.

Purpose:

Location: Term Registration File

Date of Birth

Definition:
An eight-digit indicator of the student's date of birth.

Standard Name: DOBIRTH

Length/Format: 8 column - alphanumeric (9v99)

Codes:
00000000 = Unknown

Comments:
If the student's date of birth is not known, then zero fill this field. If the date of birth is known, the field should be filled with the first four digits indicating the year of birth, followed by two digits for the numeric abbreviation of the month of birth, followed by the final two digits indicating the day of birth (YYYYMMDD). For example, a date of birth of October 11, 1986 should be coded '19861011'.

Purpose:This element is to be used on the IPEDS EF form.

Location: Fall Enrollment File

Degree Level Conferred

Definition:
A 2-digit code specifying the level of the degree conferred to a student upon the completion of a degree or other formal award program of study (Degree Completion file).Note: the codes and definitions used for the Degree Level are the same as those for Highest Degree Held and Degree Level Sought.

Standard Name: DEGREEC (Degree Level Conferred)

Length/Format: 2 columns - alphanumeric

Codes:
FA = OTHER FORMAL AWARD: Recognition in writing by an institution to the student for the completion of a program of courses that has been approved by the institution's governing board which cannot be classified by one of the following certificates, diplomas, or degrees.

11 = CERTIFICATE/AWARD/DIPLOMA LESS THAN ONE SEMESTER: An award for the successful completion of a course of study or program offered by a postsecondary education institution that covers a time span of one semester or less. Single semester certificate programs do not require CBHE new program approval.

20 = CERTIFICATE/AWARD/DIPLOMA LESS THAN ONE YEAR: An award for the successful completion of a course of study or program offered by a postsecondary education institution that covers any time span less than one academic year. Requires completion of an organized program of study at the postsecondary level in less than 1 academic year (2 semesters or 3 quarters) or in less than 900 contact hours by a student enrolled full-time.

21 = CERTIFICATE/AWARD/DIPLOMA OF AT LEAST 1 BUT LESS THAN 2 YEARS: An award for the successful completion of a course of study or program at the postsecondary level, requiring at least 1 but less than 2 full-time equivalent academic years, or designed for completion in at least 30 but less than 60 credit hours, or in at least 900 but less than 1,800 contact hours.