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 |
|
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 |
