Student Enrollment (SN) File Revised March 14, 2005

Student Enrollment (SN) File
Revised March 14, 2005

Effective Summer 2005

File Description

The Student Enrollment (SN) file must contain a record for each student included in the Course Enrollment (CN) file. For students enrolled at more than one campus, a unique Student Enrollment record for each campus must be submitted. For each student included in the Student Enrollment file, data from the Student Entrance (SE) file must already be loaded onto the HEI database.

Submission Schedule

Once per term.

Capture Date

The capture date for the Student Enrollment (SN) file is the 30th day after the last day of the term.

Relationship to Other File Submissions

The Student Enrollment (SN) file cannot be submitted before the Student Entrance (SE) file has been submitted, edited with zero errors, and loaded onto the HEI database. Furthermore, the Student Enrollment (SN) file must be submitted, edited with zero errors, and loaded onto the HEI database before the following files can be submitted:

    • Course Enrollment (CN) file
    • Cross Registration (XR) file
    • Flexibly Scheduled Course Sections (FS) file
    • Off-campus Course Sections (OC) file
    • Resident Credit Center Course Sections (RC) file
    • High School of Graduation (HG) file

    Data Fields

    Field Names Field Attributes and Procedures Data Format
    Campus Enter a campus code from Institution/Campus Codes. Alphabetic
    4 characters
    Columns 1-4
    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. For a given student, the same identifier must be used in all enrollment files. Alphanumeric
    9 characters
    Columns 5-13
    Left justify
    Student Rank Enter a code from Rank Codes which best describes the student's academic rank prior to the beginning of the term. Alphabetic
    2 characters
    Columns 14-15
    Residency Status Enter a code from Residency Status Codes which describes the student's residency for fee purposes during the term being reported. Alphabetic
    1 character
    Column 16
    Special Status Enter a code from Special Status Codes which describes the student's status during the term being reported. Alphabetic
    1 character
    Column 17
    Student Subsidy Eligibility Status Enter a code from Subsidy Eligibility Status Codes which best describes the student's subsidy eligibility status. Alphabetic
    2 characters
    Columns 18-19
    Cumulative Grade Point Average (GPA) Credit Hours Enter the cumulative hours attempted, expressed in hundredths, at all campuses of this institution which are used in the calculation of student GPA as of the end of the term. Numeric
    5 characters
    Columns 20-24
    Cumulative GPA Quality Points Enter the GPA Quality Points, expressed in hundredths, associated with credit hours reported in Cumulative GPA Credit Hours based on a 4.000 scale as of the end of the term. Numeric
    6 characters
    Columns 25-30
    Cumulative Credit Hours Earned Enter the cumulative credit hours earned, expressed in hundredths, at all campuses of this institution as of the end of the term, as reported on the student's academic transcript. This number should reflect all credit hours used to calculate a student's rank at your college or university. Numeric
    5 characters
    Columns 31-35
    Academic Program Code Enter a code that uniquely identifies this academic program from all others at this campus.
    • Enter "PRECOLLECTION" if you are correcting data submitted prior to SM 2005.
    • Enter "UNDECI" if the student is undecided or is not enrolled in an Regents-approved program.
    • Enter "TRAMOD" if the student is working on a transfer module.
    Alphanumeric
    15 characters
    Columns 36-50
    Major Field of Study Enter a code from Subject Codes which best reflects the student's intended major field of study during the term being reported. Enter UNDECI if the student is undecided. Alphanumeric
    6 characters
    Columns

    51-56

     

    Living Arrangements Enter a code from Living Arrangements Codes which describes the student's living arrangements during the term being reported. Alphabetic
    1 character
    Column 57
    Incarcerated Student Status Enter Y if the student was enrolled while incarcerated during the term. Otherwise, enter N. Alphabetic
    1 character
    Column 58
    Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic
    1 character
    Column 59

    Additional Explanations

    Although an entry for a field may be valid in and of itself, it may not be valid in combination with another field. See the following verification tables for valid field combinations: Admission Area/Student Rank, Living Arrangements/Campus, POP/Institution, POP/Subsidy Eligibility, Student Rank/Institution, Residency Status/Institution, Student Rank/Residency Status/Eligibility Status, and Student Subsidy Eligibility Status/Institution.

    Definitions and Descriptions of Data Fields

    Student Rank: Student's academic rank prior to the beginning of this term. The student's rank should be consistent with the Admission Area (from the Student Entrance (SE) file. For a list of valid combinations of rank and admission area, see the Admission Area/Student Rank verification table.

    • Undergraduate Ranks: The following ranks are consistent with an Admission Area of High School (HGH) or Undergraduate (UND):
      • Freshman: A degree-seeking student who:
        1. has earned less than 25 percent of the credit hours required for a baccalaureate degree
        2. Or
        3. has earned less than 50 percent of the credit hours required for an associate degree.
      • Sophomore: A degree-seeking student who:
        1. has earned 25 percent or more but less than 50 percent of the credit hours required for a baccalaureate degree
        2. Or
        3. has earned 50 percent or more of the credit hours required for an associate degree.
      • Junior: A degree-seeking student who has earned 50 percent or more but less than 75 percent of the credit hours required for a baccalaureate degree.
      • Senior: A degree-seeking student who has earned 75 percent or more of the credit hours required for a baccalaureate degree.
      • Not Otherwise Classified Undergraduate Student: A student, regardless of previous academic experience or achievement, who is enrolled for undergraduate course work but has no immediate degree goal.
    • Non-Degree Graduate Ranks: The following ranks are consistent with an Admission Area (from the Student Entrance (SE) file) of Non-degree Graduate (NDG). Please see the following decision tree to assist in defining these ranks.
      • Non degree-seeking graduate student with less than 51 graduate credit hours (NM): This student will meet the following conditions:
        1. A student who has earned a baccalaureate degree and
        2. is permitted to enroll in graduate courses and
        3. who has no immediate degree goal and
          • who has earned by the end of the preceding academic term less than 51 quarter or less than 34 semester credit hours at the graduate level or does not have a master's degree
          • Or
          • if the student is enrolled in a business or education program at the graduate level and is not seeking a degree that student is considered NM regardless of the amount of credit hours earned or the presence of a master's degree
      • Non degree-seeking graduate student with 51 or more graduate credit hours (ND): This student will meet the following conditions:
        1. A student who has earned a baccalaureate degree
        2. is permitted to enroll in graduate courses
        3. who has no immediate degree goal
        4. is not enrolled in a business or education program
        5. who has earned by the end of the preceding academic term 51 or more quarter or 34 or more semester credit hours at the graduate level or has earned a master's degree.
    • Graduate Ranks: The following ranks are consistent with an Admission Area (from the Student Entrance (SE) file) of Graduate (GRD). Please see the following decision tree to assist in defining these ranks:
      • Master's Student: A degree-seeking student who
        1. has earned a baccalaureate degree
        2. has been formally admitted to a graduate program
        3. is seeking a graduate degree (non-professional) in a program in which this university does not award a doctoral degree, independent of how many credit hours earned.
          • Graduate students should be assigned the rank of Masters in these special cases (note that these cases only apply to programs that award a doctoral degree):
            1. If the student is enrolled in a program of study for which doctoral subsidy has been eliminated as a result of the Graduate Funding Commission recommendations of the 1990s, the student may be considered a master's student up to and including 60 semester (90 quarter) hours of credit toward a graduate degree regardless of whether the student earned a master's degree at another institution or at this institution in another program
            2. Or
            3. If the student is enrolled in a business or education program and has not been accepted into the doctoral program (regardless of graduate credit hours earned or the presence of a master's degree)
            4. Or
            5. If the student is not enrolled in a program of study for which doctoral subsidy has been eliminated nor a business or education program and has earned less than 51 quarter (34 semester) hours of credit toward a graduate degree and has not earned a master's degree in any field.
      • Doctoral Student: A degree-seeking student who has earned a baccalaureate degree and has been formally admitted to a graduate program in which this university awards the doctoral degree.
        • Graduate students should be assigned the rank of Doctoral in these special cases (note that these cases only apply to programs that award a doctoral degree):
          1. If the student is enrolled in a program of study for which subsidy has been eliminated as a result of the Graduate Funding Commission recommendations of the 1990's, the student is considered a doctoral student after earning more than 60 semester (90 quarter) hours of credit toward a graduate degree regardless of whether the student earned a master's degree at another institution or at this institution in another program
          2. Or
          3. If the student is enrolled in a business or education graduate program, has been formally admitted to a doctoral program and
            • the student holds a master's degree in a related field
            • Or
            • has earned 51 or more quarter (34 or more semester) hours of credit toward a graduate degree
          4. If the student is not enrolled in a business or education program nor a program for which doctoral subsidy has been eliminated and
            1. the student holds a master's degree (in any field)
            2. Or
            3. has earned 51 or more quarter (34 or more semester) hours of credit toward a graduate degree.
      • Professional Rank: The following rank is consistent with an Admission Area of Professional (PRO).
        • Professional Student:
          1. A student enrolled in a school or college of medicine, dentistry, veterinary medicine, law, optometry, osteopathy, professional psychology.
          2. A student who is seeking a doctorate of audiology, pharmacy, physical therapy or occupational therapy. SSI funding is to be provided for the equivalent of three full years of instruction defined as 135 quarter hours or 90 semester hours of course credit. 1st Professional Programs (by name) receive three years of funding and clinicals (fourth year) are not funded. Report as ineligible for subsidy.

    Degree-seeking Student: Students who attempt to obtain any degree, certificate, or transfer module that would be reported in the Degree/Certificate Earned (DC) file.
    Program: For the purposes of defining graduate student rank in HEI, a program of study that awards the doctoral degree is one for which a majority of the required courses for the master's degree is normally and routinely applicable toward the first two years of a Ph.D. in a single field of study offered by the institution in which the student is enrolled.
    Residency Status: Student's residency for fee purposes during the term being reported in accordance with guidelines established by Ohio Board of Regents' Administrative Rule 10.

    • In District (D): Any student who is a legal resident of the institution's local tax district. This residency status may only be reported by colleges receiving support from a local tax levy.
    • State Resident (R): Any student who is a legal resident of the State of Ohio, excluding those more specifically classified as "in district."
    • Non-resident (N): Any student who is not a legal resident of the State of Ohio, excluding those more specifically classified as a "reciprocity" student.
    • Reciprocity Student (X): Any non-resident student who is treated as a legal resident of the State of Ohio for fee purposes based on a specific agreement the institution has entered into with another institution in a neighboring state, and approved by the Ohio Board of Regents.
    • Employees from contiguous states (E): Any student who lives in a contiguous state and is employed in Ohio whose employer contracts to pay for given coursework. Such students are treated as a legal resident of the State of Ohio for fee purposes based on an agreement between the employer and the school.

    Special Status: Identifies whether the student is enrolled at this institution through Postsecondary Enrollment Options Program (PSEOP) or as a Senior Citizen in accordance with ORC 3345.27 during the term being reported in accordance with provisions initiated by Senate Bill 140 and House Bill 147.

    • Non Special Status Student: Student is not enrolled through the Postsecondary Enrollment Options Program (POP), and is not taking coursework for free per the conditions of Ohio Revised Code (ORC) Section 3345.27.
    • Status A Student: Student is enrolled through the Postsecondary Enrollment Options Program (PSEOP), Option A. The student will receive academic credit at the college or university only and all costs are borne by the student.
    • Status B Student: Student is enrolled through the Postsecondary Enrollment Options Program (PSEOP), Option B. The student will receive academic credit at both the sponsoring high school and the college or university and costs are borne in part by the sponsoring school district through the Ohio Department of Education.
    • Status C Student (available Autumn 1999): Student is a senior citizen with an income less than 200% of the Federal poverty guideline and is taking credit courses under the provisions of ORC 3345.27

    Student Subsidy Eligibility Status: Subsidy eligibility status of enrollments by the student in accordance with guidelines established in the Ohio Board of Regents' Administrative Rule 2.

    • Subsidy Eligible: Student meets all requirements for his or her enrollments to be considered subsidy eligible.
    • Subsidy Ineligible, Account not Cleared: Enrollments by the student are designated ineligible because the student has not paid in full all instructional fees for any prior terms by the 15th day of the term. The census point used to determine if a student has not paid all instructional fees from a previous summer term is the census date (15th day) for the last summer subterm. The student is also ineligible if he or she has not met one of the following three requirements by the end of the present term:
      • The student paid all instructional fees for the present term (not including parking or library fines or housing fees).
      • The student's financial aid and/or third party payment for the present term is in progress (examples of third parties could include state or federal government grants, student's employer, or union).
      • The student signed a note agreeing to pay all instructional fees according to the policies of the college or university for the present term.
    • Subsidy Ineligible, Graduate Student Exceeding Credit Hour Limit: Enrollments by graduate students who, by the preceding term, have earned more than 260 quarter or 174 semester credit hours are designated ineligible. A student will be credited with 51 quarter or 34 semester credit hours if that student has already earned a master's degree from another institution. Note, professional level credit hours are not included.
    • Subsidy Ineligible, Selective Service Non-compliance: Enrollments by the student are designated ineligible because the student meets the requirements for mandatory Selective Service registration, but has failed to register.
    • Subsidy Ineligible, Non-resident: Enrollments by an undergraduate student are designated ineligible because the student is not considered a legal resident of the State of Ohio for fee purposes.
    • Subsidy Ineligible, Other:
      • Enrollments by students who have earned more than 60 semester hours or 90 quarter hours at the graduate level and who are enrolled in programs for which subsidy was removed at the recommendation of the Graduate Funding Commission (list of de-funded programs).
      • Enrollments by students who have earned more than 135 quarter hours or 90 semester hours of course credit while seeking a doctorate of audiology, physical therapy or occupational therapy.
      • Also assign this value when enrollments by the student are designated ineligible because of a reason other than those described above.
    • Subsidy Ineligible, Medical Student Exceeding Term Limit: Student whose studies in professional level medical instruction has exceeded 13 quarters (four academic years and one summer). Students classified as repeaters may be eligible for subsidy for each additional term repeated so long as the total number of terms subsidized does not exceed 17 quarters.
    • Repeater: Student whose studies in professional level medical instruction will exceed 13 quarters (four academic years and one summer) because the student was required by the institution to repeat a portion of the curriculum. A student is considered a repeater only during those terms he or she actually repeats.

    Cumulative GPA Credit Hours and Cumulative GPA Quality Points: Credit Hours and Quality Points associated with the calculation of the student's overall Grade Point Average (GPA) as reported on his or her permanent record at the college or university. For each student, Cumulative GPA Credit Hours and Cumulative GPA Quality Hours must be collected consistently so that GPAs may be aggregated accurately.

    • All parties accessing GPA data will be strongly advised that data may not be directly comparable because the collection is based on guidelines established by each individual college or university. For more information regarding the specifics of GPA calculation, interested parties will be directed to contact the reporting colleges or universities.

    Academic Program Code

    This program must have been approved by Regents or be a certificate program of less than 30 semester hours, and submitted in an AP File for this institution. Beginning SM 2005 we began collecting Academic Program Code, which added fifteen more characters to the SN file. The SN file edits now require this field for any year, including those prior to SM 2005 when this field was not collected. When correcting SN files for terms prior to SM 2005 please insert "PRECOLLECTION" into this field. The edits have been created to accept the phrase "PRECOLLECTION" for years prior to SM 2005.

    Major Field of Study: The major field of study should be identified by the Subject Code that best relates to the major declared by the student, whether or not the student has been officially admitted to that major.
    Incarcerated Student: Students who are convicted felons, reside in a correctional facility, and receive instruction from a college or university inside the correctional facility.