Student Entrance (SE) File, Revised January 4, 2016

File Description

The Student Entrance (SE) file must contain a record for each student included in a Student Enrollment (SN), Course Enrollment (CN), Alternative Credit (AC), and Cross Registration (XR) record for the current term and for whom a Student Entrance record has not already been loaded to the HEI database.

For the convenience of campus data reporters, the Student Entrance (SE) file may contain records for all students included in Course Enrollment records for the current term, even though Student Entrance records for many of those students have already been loaded to the HEI database. Records containing previously loaded data will be ignored when the current file is loaded to the HEI database.

Submission Schedule

Once per term, as needed.

Capture Date

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

Relationship to Other File Submissions

The Student Entrance (SE) file must be submitted, edited with zero errors, and loaded onto the HEI database before the following files can be submitted: Student Enrollment (SN) File, Course Enrollment (CN) File, Alternative Credit (AC) File, Cross Registration (XR) File, Off-campus Course Sections (OC) File and/or Degree/Certificate Earned (DC) File.

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

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 10

Admission Area

Enter a code from Admission Area Codes which describes the admission area in which the student is enrolled. Only use the UND admission area in cases where the student has received a high school diploma or equivalent or has been admitted as an adult student without a high school credential. A student can be assigned only one admission area per term.

  • High School (HGH): A student who is currently attending middle or high school and has not yet graduated while concurrently enrolled at this college or university.
  • Undergraduate (UND): A student who is a high school graduate who is currently enrolled in an undergraduate program of study at this college or university.
  • Graduate (GRD): A student who has earned a baccalaureate degree and is enrolled in a graduate program of study at this university.
  • Nondegree Graduate (NDG): A student who has earned a baccalaureate degree and is enrolled in graduate coursework but is not enrolled in a graduate program of study.
  • Professional (PRO): A student who has earned a baccalaureate degree and is enrolled in a program of study that awards the first professional degree (medicine, veterinary medicine, optometry, dentistry, professional psychology (Wright State only), and law).

Alphabetic 
3 characters 
Columns 11-13

Sex

Enter one of the following: 
M - Male 
F- Female
N - Not reported or unknown

Alphabetic 
1 character 
Column 14

Date of Birth

Enter the student’s date of birth as MMDDYYYY. Enter UK if month is not known. Enter UK if day is not known. Enter UNKN if it year is not known. Enter UKUKUNKN if full date of birth is unknown.

Alphanumeric 
8 characters 
Columns 15-22

Hispanic/Latino Ethnicity

Enter Y if the student is a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. Otherwise, enter N

Alphabetic 
1 character
Column 23

American Indian or Alaska Native Race

Enter Y if the student is a person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment. Otherwise, enter N

Alphabetic 
1 character
Column 24

Asian Race

Enter Y if the student is a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. Otherwise, enter N

Alphabetic 
1 character
Column 25

Black or African American Race

Enter Y if the student is a person having origins in any of the Black racial groups of Africa. Otherwise, enter N

Alphabetic 
1 character
Column 26

Native Hawaiian or Other Pacific Islander Race

Enter Y if the student is a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Otherwise, enter N

Alphabetic 
1 character
Column 27

White Race

Enter Y if the student is a person having origins in any of the original peoples of Europe, the Middle East, or North Africa. Otherwise, enter N

Alphabetic 
1 character
Column 28

Unknown Race

Enter Y if the student’s race and ethnicity is unknown. Otherwise, enter N

Alphabetic 
1 character
Column 29

Nonresident Alien

Enter Y if the student is a nonresident alien. Otherwise, enter N

Alphabetic 
1 character
Column 30

Country of Origin

For all students reported as Nonresident Aliens, enter the student’s country of origin or citizenship (not the student's birth country) as reported on their passport. Use the SEVIS codes. If country is unknown use 99. If the student is not a nonresident alien, use 98.
Here is the list of codes:
http://regents.ohio.gov/hei/datasubdoc/vertables/ countrycodes.txt

Alphanumeric 
2 characters 
Columns 31-32

State of Residency

Enter a code from State Abbreviation Codes indicating the student's state of residency as described by the permanent address on the admissions application, if one is available. Otherwise enter the state from which the student originally enrolled.

Alphabetic 
2 characters 
Columns 33-34

County of Residency

Enter a code from County Codes indicating the student's county of residency as described by the permanent address on the admissions application, if one is available and if the State Residency field is OH. Enter XX if State Residency field is not OH.

Alphanumeric 
2 characters 
Columns 35-36

Zip Code

Enter the ZIP Code as described by the permanent address on the admissions application, if one is available. Enter XXXXX if no U.S. ZIP Code is applicable.

Alphanumeric 
5 characters 
Columns 37-41

ACT High School Code

Enter the code assigned to the high school from which the student graduated or will graduate. Enter GRDNRE for students with admission area = ‘PRO’,’GRD’,’NDG’. Enter "960000" for GED certificate and "969999" for home schooled students. If the high school code is not known enter "XXXXXX"

Alphanumeric 
6 characters 
Columns 42-47

Year of High School Graduation

Enter the four digit year in which the student graduated from high school, earned his/her GED, or expects to graduate from high school. If the year of graduation is not known or not required enter UNKN.

Alphanumeric 
4 characters 
Columns 48-51

Academic Intention

Enter a code from Intention Codes indicating the highest academic intention of the student at this institution. This field should be reported only for students in the undergraduate admissions area. Enter XX for students in all other admission areas. Colleges and universities are strongly encouraged to collect these data. However, if they are not available, UK (for unknown) is an acceptable entry. Intention codes that do not pertain to this institution should not be used

Alphanumeric 
2 characters 
Columns 52-53

Year of First Enrollment

Enter the year in which the student first enrolled at this institution in the Admission Area reported in this record. For medical students transferring into this institution enter the same year of first enrollment for the class they are joining.

Numeric 
4 characters 
Columns 54-57

Term of First Enrollment

Enter a code from Term Codes indicating the term in which the student first enrolled at this institution in the Admission Area reported in this record. For medical students transferring into this institution enter the same term of first enrollment for the class they are joining.

Alphabetic 
2 characters 
Columns 58-59

First Time Ever Enrolled in Admission Area Switch

For students in the High School (HGH) and Undergraduate (UND) Admission Areas, enter Y if this (Year and Term of First Enrollment at this Institution) is the first time that the student has enrolled in any higher education institution in that Admission Area. For students in Graduate (GRD), Non-degree Graduate (NDG), and Professional (PRO) Admission Areas, report as N

Alphabetic 
1 character 
Column 60

Delete Switch

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

Alphabetic 
1 character 
Column 61

Student’s SSID

(Optional but required for CCP participants and others wth a known SSID)

This field is required for College Credit Plus students and students with an SSID on file that continue as undergraduates. It is optional for others and must be left blank (e.g. no further spaces or text should follow the delete switch) if you do not wish to report this data. Enter the student’s SSID/UIN in this field. This is the unique identifier assigned to Ohio students by the Ohio Department of Education.

Alphanumeric
9 characters
Columns 62-70

Additional Information

Allowable combinations: Not all admission areas are allowable entries for all colleges and universities. For example, there will not be graduate school admissions at any community college. For allowable combinations of institution and admission area, see Institution/Admission Area Codes. Also, certain Intention Codes do not match with certain Institutions. For allowable combinations of Intention Code and institution, see the Intention Code/Institution verification table.

First-time full-time degree-seeking freshman cohort: To establish first-time full-time degree-seeking cohorts synonymous with IPEDS Graduation Rate Survey (GRS) the following conditions must be met: The First Time Ever Enrolled in College Switch must be "Y", the Admission Area must be "UND", the Year of First Enrollment and Term of First Enrollment must be the year and term for which this record is being reported and the Academic Intention code must be either DS, 05, 06, 07 or 08. Full-time status will be determined by the number of credit hours for which the student enrolls.

When making changes to data already loaded onto the database, the file must be resubmitted in the year and term of the original submission. This may require a window to be reopened.

Definitions and Descriptions of Data Fields

Institution Assigned Identifier Switch: Identifiers assigned by other federal agencies such as the Internal Revenue Service are not SSNs. When the SE file is submitted the relationship between the Identifier and the Institution Assigned Identifier Switch will be tested. On June 25, 2011, the Social Security Administration changed the way SSNs were issued. The full details can be found here. For the purposes of HEI reporting, these SSNs cannot begin with 000, 666 and 900-999. In addition, an institutionally assigned identifier cannot match a federally assigned SSN at this institution. Each identifier must be unique.

Racial/Ethnic Code: Colleges and universities are strongly encouraged to collect these data. However, in the event that the student chooses not to disclose his or her race or this datum is not otherwise available, unknown is an acceptable entry. These definitions and categories are prescribed by the U.S. Department of Education. View the crosswalk between the new and old racial/ethnic codes at race_ethnicity_crosswalk.pdf

First Time Ever Enrolled in Admission Area Switch: The primary purpose of this field is to determine when students in the high school and undergraduate admission areas have begun their college course-taking in those admission areas. The field does not apply to graduate and professional students – all students in those admission areas will have a value of “N” in this field. Special care must be taken to reset the “first-time” switch to “Y” when high school students who have taken college courses graduate from high school and begin attending college as regular college students.

 

Edit and Load Specifications

Revised January 30, 2013

 

Error/Warning Code

Edit Message Text

(Text that appears in primary edit results)

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

009

Admission Area Code is invalid for this institution

If combination of Institution and Admission Area is not in the Institution/Admission Area Code verification table for this year and term

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

017

This Student Identifier has more than one record

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

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

021

Social Security Number is not numeric

If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric in each character position

022

The Institution Assigned Identifier Switch is not Y or N

If Institution Assigned Student Identifier Switch is not Y or N

024

The Sex Code is not a valid Sex Code

If Sex Code is not M or F or N

027

State Residency is not in the State Abbreviation verification table

If State Residency is not in the State Abbreviation verification table

028

County Code is not in the County verification table

If County Code is not in the County verification table

029

Combination of State Residency Code and County Code is not in State Residency/County Code verification table

If combination of State Residency and County Code is not in the State Abbreviation/County Code Verification table

030

Year of First Enrollment is not numeric

If Year of First Enrollment is not numeric in each character position, or the first 2 characters are not 19 or 20

032

Intention Code is not in Intention Codes verification table

If Admission Area is UND or HGH and Intention Code is not in the Intention verification table

034

There is already a record in this Student Entrance Data File submission for this student

If there is already a Student Entrance record for the corresponding OBRID, Institution, Admission Area Code, and Delete Switch on this submission file

035

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

Record length is as long as the allotted data record length.

037

First Time Ever in College Switch is not Y or N

If First Time Ever Enrolled in College Switch is not Y or N

038

Term of First Enrollment is invalid

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

039

Year of First Enrollment is earlier than Year of Birth

If Year of First Enrollment is numeric and is earlier than Year of Birth and is not UNKN

070

Student Identifier is blank or not left justified

If Student Identifier is blank in first character position

116

State Residency is ZZ but ZIP Code is not XXXXX

If State Residency is ZZ and ZIP Code is not XXXXX

118

Invalid Intention Code for this institution

If Intention Code is in the Intention verification table and is not a valid Intention Code for this Institution in the Intention Code/Institution verification table for this year and term

119

Admission Area is not UND but Intention Code is not XX

If Admission Area is valid for this institution and is not UND or HGH and Intention Code is a valid intention code and is not XX

122

Year of First Enrollment was more than 95 years ago

If Year of First Enrollment is less than or equal to submission year minus 95

123

First Time Ever Enrolled in College Switch must be N if the Admission Area is not UND

If Delete Switch is N and If First Time Ever Enrolled in College Switch is Y and Admission Area Code is not UND or HGH

126

Student Entrance Delete Switch is set to Y, but there is no matching record to be deleted

If Student Entrance Delete Switch is Y and there is not a matching row for the Student Identifier, Admission Area and Institution for the current year and term in the Student Entrance table

127

Record cannot be deleted because there are corresponding records in the Student Enrollment table

If Student Entrance Delete Switch is Y and there is a matching row for the Student Identifier, Admission Area and Institution for the current year and term (from Header Record) in the Student Entrance table AND there are records in the Student Enrollment table associated with this Student Identifier, Admission Area and institution

128

Record cannot be deleted because there are corresponding records in the Cross Registration table

If Student Entrance Delete Switch is Y and there is a matching row for the Student Identifier, Admission Area and Institution for the current year and term (from Header Record) in the Student Entrance table AND there are records in the Cross Registration table for this year and term associated with this Student Identifier and institution

129

Record cannot be deleted because there are corresponding records in the Degree Certificate table

If Student Entrance Delete Switch is Y and there is a matching row for the Student Identifier, Admission Area and Institution for the current year and term (from Header Record) in the Student Entrance table AND there are records in the Degree Certificate table for this year and term associated with this Student Identifier, Admission Area and institution

145

Cannot enter more than one Admission Area for a student in the same year and term

If Student Identifier and Institution and Year and Term in Student Entrance table matches Student Identifier and Institution and Year and Term in this submission record but Admission Areas are different And there is not another record with the same Student Identifier with Delete Switch set to Y in this submission

146

Record cannot be deleted because there are corresponding records in the Alternative Credit table

If Student Entrance Delete Switch is Y and there is a matching row for the Student Identifier, Admission Area and Institution for the current year and term (from Header Record) in the Student Entrance table AND there are records in the Alternative Credit table for this year and term associated with this Student Identifier, Admission Area, and institution

301

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

If Institution Assigned Student Identifier Switch is Y and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as N

302

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

If Institution Assigned Student Identifier Switch is N and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as Y

845

If Admission Area is UND and Intention Code is XX

If Admission Area is UND and Intention Code is XX

1AG

Invalid SSID/UIN

If the SSID is not blank,
Or if not alphabetic in position 1, 2 or 3 and not numeric in positions 3 or 4 through 9. 

1BS

Date of Birth is blank, non-numeric or has invalid values

If date of birth is blank, not numeric, has invalid values, or is not UNKN (Invalid values include: first 2 characters are <01 or >12, third and fourth character positions are <01 and >31, fifth and sixth are <> 19 or 20; year of submission minus year of birth is less than 8)

1BT

Year of high school graduation is not numeric

If high school grad year is not numeric or UNKN

1BU

GRDNRE is only used for GRD, PRO and NDG admission areas

If admission area code is UND or HGH and act high school code is GRDNRE

1BV

The Zip Code is invalid or is not XXXXX

If zip code is not XXXXX or is not numeric in all five character positions

1BW

Hispanic/Latino Ethnicity is invalid

If Hispanic/Latino Ethnicity is not Y or N

1BX

American Indian or Alaska Native Race is invalid

If American Indian or Alaska Native Race is not Y or N

1BY

Asian Race is invalid

If Asian Race is not Y or N

1BZ

Black or African American Race is invalid

If Black or African American Race is not Y or N

1CB

Native Hawaiian or Other Pacific Islander Race is invalid

If Native Hawaiian or Other Pacific Islander Race is not Y or N

1CD

White Race is invalid

If White Race is not Y or N

1CE

Unknown Race is invalid

If Unknown Race is not Y or N

1CF

Nonresident Alien is invalid

If Nonresident Alien is not Y or N

1CG

The country code is invalid or is not 99 (unknown) or is not 98(not applicable for students who are not nonresident aliens)

If country code is not in the FIPS 10 Digraph Codes (http://earth-info.nga.mil/gns/html/digraphs.htm) or is not 99 (for unknown code) or 98 (for country code not required for students who are not nonresident aliens)

1CI

At least one race/ethnicity selection must be chosen

If all race/ethnicity selections are N

1CJ

Student cannot have a known and unknown race/ethnicity

If a known and unknown race/ethnicity code are selected

1CX

Student was older than 100 or younger than 5 at graduation

If Grad Year minus Year of Birth (neither is UNKN) is greater than 100 or less than 5

A14

There is already a record in the Student Entrance table for this student, the input record will be ignored

If Delete Switch is N and there is already a Student Entrance table entry for the corresponding OBRID, Institution and Admission Area Code for any Year and Term except the Year and Term in the Header Record And there is no record matching this Student Identifier and Admission Area in this submission with Delete Switch set to Y OR If Delete Switch is N and there is already a Student Entrance table entry for the corresponding OBRID, Institution and Admission Code for this (from Header Record) Year and Term AND all fields from the submission file match the corresponding fields in the Student Entrance table count and ignore this record but do not display individual records

A15

Year of First Enrollment indicates the student was over 100 or less than 15 years old when first enrolled

If Year of First Enrollment minus Year of Birth (not UNKN) is greater than 100 or less than 15 (if the Admission Area is HGH then less than 14)

A28

Year of Birth indicates the student is between 85 and 119 years old

I f Date of Birth is not UNKN and character spaces 5-8 (year) is less than or equal to submission year minus 85, and greater than or equal to submission year minus 119

A29

Year of Birth indicates the student is between 08 and 14 years old

f Date of Birth is not UNKN and character spaces 5-8 (year) is greater than or equal to submission year minus 14, and less than or equal to submission year minus 08 (if the Admission Area is HGH then less than 13)

A30

Year of First Enrollment was more than 20 years ago, but less than 95 years ago

If Year of First Enrollment is less than or equal to submission year minus 20, or greater than or equal to submission year minus 94

B02

Summary Warning for count of male students greater than or equal to 80% of all records submitted

 

B03

Summary Warning for count of female students greater than or equal to 80% of all records submitted

 

B04

Summary Warning for count of unknown Date OF BIRTH greater than or equal to 10

 

B05

Summary Warning for total count of unknown RACE/ETHNICITY STATUS greater than or equal to 40% of all records submitted

 

B07

Summary Warning for any count combination varying 50% or more, with a count greater than or equal to 50, with the same count combination generated from final data for the same TERM in the immediately preceding YEAR

 

B08

Summary Warning for total count of non-residents greater than or equal to 50% of all records submitted

 

B09

Summary Warning for any count combination varying 50% or more, with a count greater than or equal to 50, with the same count combination generated from final data for the same TERM in the immediately preceding YEAR

 

B10

Summary Warning for if more than 10% if the ids are institution assigned then generate the warning B10.

 

B19

Student ID matches an ID that was formerly used to identify another student

If this Student Identifier matches a Previous Identifier with Data Area code set to S in the Identifier Change table for this institution

B44

Summary Warning for any Date of Birth changed more than 50% from same term last year

 

B80

Summary Warning for this high school accounts for 5% or more of the total first-time first-year population at this institution

 

B95

ACT High School Code is not unknown and is not in the ACT High School Codes table.

If the ACT High School Code field value does not match an ACT code in the ACT High School Total table and is not XXXXXX or GRDNRE

C44

Warning: Verify that the student has completed high school. If not, the Admission Area should be HGH.

If the Admission Area is UND And If the Year of Submission minus the Year of Birth is less than or equal to 17

C45

Warning: The year of high school graduation has changed for the current undergraduate student who had a high school admission at your institution.

If the student has a high school grad table entry for this institution and an HGH admission area, and this new record is for the same institution but a UND admission area, and the year of high school graduation for the HGH admission area is not equal to the year of high school graduation for the UND admission area

C52

Warning: Student had been submitted with a different admission area, and the SSID does not match the previous submission.

Check the student entrance table. If a row is found for this SSN but a different admission area, and the SSID does not match

C53

Warning: This SSID has been submitted in the past for a different student identifier.

Check the student entrance table for a match between this SSID and one in the table but with a different SSN

C54

Warning: This student record already exists in the student entrance table, but the SSID does not match the current entry.

Check the student entrance table. If a row is found that matches exactly on the row in this file, except that the SSID is different.

C55

Warning: There are two or more records in the submission with the same SSID.

Check the file submission. If there is a match on two or more records on SSID

U02

 

If Delete Switch is N and there is already a Student Entrance table entry for the corresponding OBRID, Institution and Admission Code for this (from Header Record) Year and Term AND a field from the submission file other than the OBRID, Institution and Admission Area does not match the corresponding field in the Student Entrance table UPDATE the record on the Student Entrance table with the fields from the Student Entrance submission