NSC Name File (NF) - Updated 10/23/2015

File Description

The Name file will collect all of the information needed to submit records to the National Student Clearinghouse (NSC)'s Student Tracker matching system and other research related matches.

Submission Schedule

This file can be submitted at any time during the year. For universities submitting for the first time in 2015-16, please submit records in the second half of the year to include the spring term. 

Relationship to Other File Submissions

The NF has no relationship to other file submissions.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Student Identifier

Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier which uniquely relates to this student.

Alphanumeric
9 characters
Columns 1-9
Left Justify

Institution Assigned Identifier Switch

Enter Y if the student identifier is not a federally assigned Social Security Number. Enter N if the student identifier is the SSN assigned by the federal government.

Alphabetic
1 character
Column 10

First Name

Enter the student’s first name

Alphabetic
20 characters
Columns 11-30

Middle Initial

Enter the student’s middle initial. Do not use a period (.)

Numeric
1 character
Column 31

Last Name

Enter the student’s last name

Alphabetic
20 characters
Columns 32-51

Name Suffix

Enter the suffix for the student’s name, if applicable. Use letters and no periods (.)

Alphabetic
5 characters
Columns 52-56

Date of Birth

Enter in the student’s date of birth in this format: YYYYMMDD

Numeric
8 characters
Columns 57-64

First Enrollment Date

Enter in the first enrollment date for the student in this format: YYYYMMDD This date refers to the first date that NSC will look for the student's records. They will not return results prior to this date.

Numeric
8 characters
Columns 65-72

Cohort Name of Records Submitted

Enter in a name for the cohort represented by these records. This field is required by NSC but is not used by OBR. You can put whatever you want in this field to identify the "cohort" of students represented in each submission.

Alphanumeric
20 characters
Columns 73-92

Delete Switch

Enter Y if the record is to be deleted from the database. Otherwise, enter N.

Alphabetic
1 character
Column 93

Definitions and Descriptions of Data Fields

Edit and Load Specifications

Revised May 14, 2014

Error Code

Edit Message Text

(Text that appears in primary edit results)

Programming Logic
(Detailed and technical explanation of the conditions that triggered the error)

011

Blank records are not allowed

If there are blank record lines in the file submission

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

017

This Student Identifier has more than one record

If there is more than one matching Student Identifier in this submission and the Delete Switch of one is not set to Y

018

Student Identifier is not a Social Security Number

If the Institution Assigned Identifier Switch is N and the Delete Switch is N and the Identifier is numeric in each character position and the first three digits, or the fourth and fifth, or the sixth through ninth digits of the Identifier are zeroes, OR if the Institution Assigned  Identifier Switch is N and the Delete Switch is N and the  Identifier is numeric in each character position and the first three digits are 666 or 900 or above

021

SSN is not numeric

If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric in each character position

022

Institution Assigned ID Switch is not Y or N

If Institution Assigned Student Identifier Switch is not Y or N

033

Delete Switch is Y but there is no record to delete

If the Delete Switch is set to Y and there is not a matching Student Identifier for this institution in the Name File table

035

There are non-blank characters beyond the allotted record length for this file

If record is not 93 characters long

 

 

 

070

Student Identifier is blank or not left justified

If Student Identifier is blank in first character position

301

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

If Institution Assigned Student Identifier Switch is Y and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as N

302

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

If Institution Assigned Student Identifier Switch is N and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as Y

986

Suffix is not blank or alphanumeric

If Name Suffix is not blank in all characters positions and first character position is blank

991

Student is not at least 12 as of submission date

If Date of Birth is not greater than or equal to 12 years from the submission year or is negative

993

First Name is blank or non-alphabetic

If First Name is blank in the first character position

1AA

Middle Initial is not blank or not alphabetic

If Middle Initial is not blank or not an alpha character

1AB

Last Name is blank in first character position

If Last Name is blank in first character position

1AC

Date of Birth makes student’s age greater than or equal to 120

If Date of Birth is greater than or equal to 120 years from the submission year

1AD

Cohort Description of Records Submitted field is blank or blank in first character position

If the Cohort Description of Records Submitted field is blank or blank in first character position

1BS

Date of Birth is blank, non-numeric or has invalid values

Date of Birth is blank, non numeric or has invalid values

1CZ

First Enrollment Date is blank, not numeric or has invalid values

If the First Enrollment Date is blank, non-numeric or invalid

1DA

Name Suffix contains numbers or non-alpha characters

If the Name Suffix uses numeric or non-alpha characters

C28

Warning: Last Name field may contain suffix

If a space is found in the Last Name field anywhere after the first character