Special Populations (SP) File

File layout revised on August 26, 2014. Definitions/edit & load specs updated on September 16, 2014.

File Description

The Special Populations (SP) file is a list of students that are members of a special population (defined below).

Submission Schedule

Once per Fiscal Year. The SP file is currently used for calculating the Carl D. Perkins Consolidated Annual Report in November and will be used for the community colleges’ funding formula in the future. For example, Fiscal Year 2014 data (Summer 2013-Spring 2014) should be reported in September 2014.

Capture Date

The capture date for the Special Populations (SP) file is June 30th of each year.

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. For a given student, the same identifier must be used in all enrollment files. Alphanumeric
9 characters
Columns 1-9
Left justify
Institution Assigned Identifier Switch Enter N if the student identifier is the SSN assigned by the federal government. Enter Y if the student identifier was assigned by the institution and is not a federally assigned SSN. Alphabetic
1 character
Column 10
Special Populations Status Enter a code from Special Status Codes which describes the student's status during the term being reported. Alphabetic
2 characters
Columns 11-12
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic
1 character
Column 13

Additional Explanations

One record per student per population needs to be submitted. Once a student has been identified as a special population member, they will always be a member of that population in the HEI system unless deleted. Students that are included in more than one population should have one record line per population.

Definitions and Descriptions of Data Fields

Special Populations Status:

  • 01 Individuals with a Disability: "Individual with a Disability: The term 'individual with a disability' means an individual with any disability (as defined in section 3 of the Americans with Disabilities Act of 1990 (ADA)). Under section 3(2) of the ADA, the term 'disability' means, with respect to an individual, (A) a physical or mental impairment that substantially limits one or more of the major life activities of such individual; (B) a record of such an impairment; or (C) being regarded as having such impairment."
  • 02  Students who are underprepared for college level math:  Please report new students here who scored below the remediation free standard threshold in math (as described here: UNIFORM STATEWIDE STANDARDS for REMEDIATION‐FREE STATUS) and who therefore may be placed into developmental or remedial math by your institution.
  • 03  Students who are underprepared for college level English:  Please report new students here who scored below the remediation free standard threshold in English (as described here: UNIFORM STATEWIDE STANDARDS for REMEDIATION‐FREE STATUS) and who therefore may be placed into developmental or remedial English by your institution.
  • 04 Military:  Individuals who are currently serving in the United States Armed Forces, or those who have been discharged from service and qualify as a veteran.  This includes active duty, discharged, reserve, or National Guard soldiers from all branches of the US Military.

Edit and Load Specifications

Revised October 1, 2007

 

Error Code

Edit Message Text
(Text that appears in the primary edit results)

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

011

Blank records are not allowed

If record is not 13 characters long

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

018

Invalid 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 zeros, 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

022

The Institution Assigned Identifier Switch is not Y or N

If Institution Assigned Student Identifier Switch is not “Y” or “N”

035

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

If record is greater than 13 characters long

066

A record already exists for this student in this file submission

If the Delete Switch is "N" and this combination of Student Identifier and Special Status Code already exists in this submission

069

This Student Identifier does not have a Student Entrance record

If there is not an entry for the OBRID assigned to this Student Identifier (from Institution/SSN table) and Institution (from Header Record) for any Admission Area Code, Year or Term in the Student Entrance table or any Year or Term in the Tech Prep table

070

Student Identifier is blank or not left justified

If the Student Identifier is blank in the first character position

1CA

The Special Status Code is not in the Special Population verification table

If the Special Status Code is not in the Special Population Type verification table for this year (from the header).

248

Delete Switch is Y but there is not a row in database for this Student Identifier

If the Delete Switch is Y and there is not a matching row for the Institution, Year, Student Identifier, and Special Status Code in the Special Population Student table

B99

A duplicate entry has been submitted

If the Delete Switch is "N" and there is a matching row for the Institution, Year, Student Identifier, and Special Status Code in the Special Population Student table, Ignore Record