Revised First Enrollment (RF) File, Revised April 10, 2000 (will be discontinued AU 2013)

 

File Description

This file corrects the Year of First Enrollment and Term of First Enrollment originally entered for an undergraduate student who was enrolled at your institution prior to graduating from high school, who then continued enrollment at your institution after graduating from high school. This file is a temporary solution. In the future high school students enrolled at a college or university will be reported as having an admission area of High School (HGH) instead of Undergraduate (UND) in the Student Entrance (SE) file. By doing this, a new record can be submitted in the SE file after the student graduates from high school.

Submission Schedule

Once per term as needed.

Relationship to Other File Submissions

Students identified in this submission must have an undergraduate record in the Student Entrance (SE) file. Furthermore, warnings will be issued for students that have not been identified as Post Secondary Enrollment Options students (PSEOP).

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. Numeric
9 characters 
Columns 1-9
Left Justify
Year of First Enrollment Enter the year that the student enrolled at this institution after graduating from high school. Numeric
4 characters
Columns 10-13
Term of First Enrollment Enter a code from Term Codes indicating the term that the student enrolled at this institution after graduating from high school. Alphabetic 
2 characters
Columns 14-15
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 16

 

Edit and Load Specifications

Revised April 27, 2005

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)

013

If Delete Switch is not Y or N

The Delete Switch is not Y or N

017

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

This Student Identifier has more than one record

030

If Year of First Enrollment is not numeric in each character position

Year of First Enrollment is not numeric

033

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

Delete Switch is Y but there is no record to delete

038

If Term of First Enrollment is not in Term verification table for this year and term

Term of First Enrollment is invalid

069

If there is not a Student Entrance table entry for OBRID assigned to this Student Identifier (from Institution/SSN table) and Institution (from Header Record) for an Undergraduate (UND) Admission Area and any Year or Term

This Student Identifier does not have a Student Entrance record

070

If Student Identifier is blank in first character position

Student Identifier is blank or not left justified

304

If the Delete Switch is “N” and there is record in the submission that matches a row in the RF table for this Student Identifier and Institution for any Year and Term

There is already a record in the database for this student

306

If Year of First Enrollment and Term of First Enrollment in this submission is earlier than or equal to the Year of First Enrollment and Term of First Enrollment in the Student Entrance table for this Student Identifier, Institution, and Undergraduate (UND) Admission Area

Year and Term of 1st Enroll after student graduated from high school are later than Year and Term of 1st enroll before graduation

B78

If the Student Identifier has never been reported as having a Post Secondary Enrollment Option Status of “A” or “B” in the Student Enrollment table for any term

Student has never been identified as a PSEOP student