Cohort Tracking (CT) File, Revised April 28, 2009

File Description

The Cohort Tracking (CT) file contains a cohort of students reported in the IPEDS Graduation Rate Survey (GRS) for a given year. Run the Cohort Tracking Report after submitting this file to display transfer out rates which can be reported on the IPEDS GRS. Institutions may opt to utilize the CT file for the creation of their IPEDS GRS report at Download Your Institution's HEI Data.

Submission Schedule

The submission schedule follows the IPEDS collection period.

Relationship to Other File Submissions

The CT file will be matched against Student Enrollment (SN) and Degree/Certificate Earned (DC) records from this and other institutions. These matches will be displayed in aggregate forms in the CT report and will be available as soon as the file is loaded onto the HEI database.

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.

Numeric 
9 characters 
Columns 5-13 
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 14

Cohort Year

Enter the year in which the student first enrolled at this institution as reported to IPEDS.

Numeric 
4 characters 
Columns 15-18

IPEDS Reported Cohort Type

Enter "1" if the student is pursuing a certificate, "2" if the student is pursuing an associate's degree, or a "4" if the student is pursuing a baccalaureate degree as reported to IPEDS.

Numeric 
1 character 
Column 19

Enrollment Status

Enter "P if the student was enrolled part-time or "F" if the student was enrolled full-time as of the student's first term enrolled.

Numeric 
1 character 
Column 20

Athlete Status

Enter a code from the Student Athletes verification table. If the student is not an athlete, enter NA. This field is optional.

Alphabetic 
2 characters 
Columns 21-22

IPEDS Status

Enter an IPEDS Status Code from the IPEDS Status verification table.

Numeric 
2 characters 
Columns 23-24

Delete Switch

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

Alphabetic 
1 character 
Column 25

Additional Information

  • When this file is free from errors the CT report will display transfer-out rates for GRS reporting and adjusted graduation rates which include transfer out. Each student identifier that is found to be enrolled or have graduated from another institution within 150% of the normal time associated with completing a baccalaureate or associate's degree after the Year and Term of First Enrollment will be identified in the CT report as a transfer out. Results will be further broken down by race, sex, and the type of institution the student transferred to or graduated from.
  • Header Record: The year in the header record for your CT file should be 150% of normal time to completion for the cohort (150% is six years for four year institutions and three years for two year institutions). For example, a cohort of 1993 for a four year institution should have a header record year in the CT file of 1999; a cohort of 1996 for a two year institution should have a header record year in the CT file of 1999.

Definitions and Descriptions of Data Fields

IPEDS Status: This field describes how a student was reported to IPEDS as to whether the student graduated from the institution within 150% of the normal time associated with completing a baccalaureate or associate's degree.

  • 01 Student left the school for one of the following reasons and is therefore excluded from the cohort by IPEDS:
    • Students are deceased or are totally and permanently disabled
    • Students left school to serve in the armed forces
    • Students left school to serve with a foreign aid service of the Federal Government, such as the Peace Corps
    • Students left school to serve on official church missions
  • 2A The student earned an associate's degree two years after beginning the program
  • 2B The student earned a bachelor's degree two years after beginning the program
  • 3A The student earned an associate's degree three years after beginning the program
  • 3B The student earned a bachelor's degree three years after beginning the program
  • 4A The student earned an associate's degree four years after beginning the program
  • 4B The student earned a bachelor's degree four years after beginning the program
  • 5A The student earned an associate's degree five years after beginning the program
  • 5B The student earned a bachelor's degree five years after beginning the program
  • 6A The student earned an associate's degree six years after beginning the program
  • 6B The student earned a bachelor's degree six years after beginning the program
  • 07 The student completed a program of less than 2 years.
  • 08 The student is still enrolled in a program of 5 years or longer
  • 09 The student is still enrolled in a program of 3 years or longer
  • EN The student had not earned a degree and was still enrolled at this institution as of 150% of the time associated with completing this degree
  • MI The student had not earned a degree and was not enrolled at this institution as of 150% of the time associated with completing this degree
  • T2 The student had not earned a degree and was not enrolled at this institution as of 150% of the time associated with completing the degree and is known to have transferred to two-year college or university branch campus
  • T4 The student had not earned a degree and was not enrolled at this institution as of 150% of the time associated with completing the degree and is known to have transferred to a four-year college or university
  • 30 The student had not earned a degree but had earned 30 credit hours toward a degree as of 150% of the time associated with completing an associate's degree

Student Athletic Aid Status: This field describes if a student received athletic aid in the given sport for IPEDS reporting purposes.

  • NA-Student did not receive athletic aid
  • BK-Student received athletic aid and participated in basketball
  • BS-Student received athletic aid and participated in baseball
  • FT-Student received athletic aid and participated in football
  • TC-Student received athletic aid and participated in track and cross country
  • AO-Student received athletic aid and participated in any other sport not mentioned

Edit and Load Specifications

Revised June 29, 2009

 

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)

001

The Campus Code is not in the Institution/Campus Codes table

If Campus Code does not exist in the Campus Code Column of the Institution/Campus code verification table or the Campus code is SSCC or CYCC

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

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 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

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 Cohort Tracking table

035

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

If record is not 24 characters long

040

The Campus code in the input record does not correspond to the login Institution code

If the Campus Code is in the Institution/Campus code verification table and does not relate to the Institution Code in the current login

049

Cohort Year not numeric

If Cohort Year is not numeric in each character position

050

IPEDS Reported Cohort Type is not 1, 2 or 4

If IPEDS Reported Cohort Type is not "1" or "2" or "4"

051

Enrollment Status not P or F

If Enrollment Status is not "P" or "F"

052

Athlete Status is not in Athlete Status verification table

If Athlete Status is not in Athlete Status verification table for the calendar year of the date of this submission

066

Student enrollment record already exists for this student in this file submission

If there are two records with the same Student ID on this file submission

070

Student Identifier is blank or not left justified

If Student Identifier is blank in first character position

072

IPEDS Status is not in the IPEDS Status verification table

If IPEDS Status is not in the IPEDS Status verification table for the calendar year of the date of this submission

U05

UPDATE: This student identifier has been submitted in a previous version. This record will replace the old.

If the Delete Switch is set to "N" and there is a matching Student Identifier for this Institution in the Cohort Tracking table