Student Enrollment (SN) File - Last Updated Nov 9, 2016

Clarification on Subsidy status regarding definition of "account not cleared" added 11/9/2016. File layout revised on March 14, 2005. Definitions/edit & load specs updated on May 27, 2015.

File Description

The Student Enrollment (SN) file must contain a record for each student included in the Course Enrollment (CN) file. For students enrolled at more than one campus, a unique Student Enrollment record for each campus must be submitted. For each student included in the Student Enrollment file, data from the Student Entrance (SE) file must already be loaded onto the HEI database.

Submission Schedule

Once per term.

Capture Date

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

Relationship to Other File Submissions

The Student Enrollment (SN) file cannot be submitted before the Student Entrance (SE) file has been submitted, edited with zero errors, and loaded onto the HEI database. Furthermore, the Student Enrollment (SN) file must be submitted, edited with zero errors, and loaded onto the HEI database before the following files can be submitted: Course Enrollment (CN), Cross Registration (XR) and Off-campus Course Sections (OC) files.

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. For a given student, the same identifier must be used in all enrollment files. Alphanumeric 
9 characters 
Columns 5-13 
Left justify
Student Rank Enter a code from Rank Codes which best describes the student's academic rank prior to the beginning of the term. Alphabetic 
2 characters 
Columns 14-15
Residency Status Enter a code from Residency Status Codes which describes the student's residency for fee purposes during the term being reported. Alphabetic 
1 character 
Column 16
Special Status Enter a code from Special Status Codes which describes the student's status during the term being reported. Updated below for CCP reporting starting AU2015 Alphabetic 
1 character 
Column 17
Student Subsidy Eligibility Status Enter a code from Subsidy Eligibility Status Codes which best describes the student's subsidy eligibility status. Alphabetic 
2 characters 
Columns 18-19
Cumulative Grade Point Average (GPA) Credit Hours Enter the cumulative hours attempted, expressed in hundredths, at all campuses of this institution. In this instance, attempted credit hours are defined as the total number of credit hours which are used to calculate a student’s cumulative GPA. Any credit hours that do not affect the cumulative GPA should not be included (i.e. course withdrawal, audit, pass/no-pass, etc). The cumulative GPA credit hours attempted should equal the total hours that are used in calculating the student's cumulative GPA as of the end of the term. Numeric 
5 characters 
Columns 20-24
Cumulative GPA Quality Points Enter the cumulative GPA Quality Points (grade points), expressed in hundredths, at all campuses of this institution. In this instance, cumulative GPA Quality Points are defined as the total number of quality points that are earned in the courses that are used to calculate a student’s cumulative GPA on a 4.00 scale. The Cumulative GPA Quality Points divided by the Cumulative GPA Credit Hours should equal the student's cumulative GPA as of the end of the term. Numeric 
6 characters 
Columns 25-30
Cumulative Credit Hours Earned Enter the cumulative credit hours earned, expressed in hundredths, as of the end of the term, as reported on the student’s academic transcript. This number should reflect all credit hours used to calculate a student's rank at your college or university, and may include credit hours earned at other institutions. Numeric
5 characters
Columns 31-35
Academic Program Code Enter a code that uniquely identifies this academic program from all others at this campus:
  • Enter "PRECOLLECTION" if you are correcting data submitted prior to SM 2005.
  • Enter "UNDECI" if the student is undecided or is not enrolled in an Regents-approved program.
  • Enter "TRAMOD" if the student is working on a transfer module.
Alphanumeric 
15 characters 
Columns 36-50
Major Field of Study Enter a code from Subject Codes which best reflects the student's intended major field of study during the term being reported. Enter UNDECI if the student is undecided. Alphanumeric 
6 characters 
Columns 51-56
Living Arrangements

Enter a code from Living Arrangements Codes which describes the student's living arrangements during the term being reported.

L- Lives on Campus

D- Does not live on campus

U- Unknown

Alphabetic 
1 character 
Column 57
Incarcerated Student Status Enter Y if the student was enrolled while incarcerated during the term. Otherwise, enter N. Alphabetic 
1 character 
Column 58
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 59

Definitions and Descriptions of Data Fields

Degree-seeking Student: Students who attempt to obtain any degree, certificate, or transfer module that would be reported in the Degree/Certificate Earned (DC) file.

Program: For the purposes of defining graduate student rank in HEI, a program of study that awards the doctoral degree is one for which a majority of the required courses for the master's degree is normally and routinely applicable toward the first two years of a Ph.D. in a single field of study offered by the institution in which the student is enrolled.

Student Rank: Student's academic rank prior to the beginning of this term. The student's rank should be consistent with the Admission Area (from the SE File. For a list of valid combinations of rank and admission area, see the Admission Area/Student Rank verification table.

  • Undergraduate Ranks: The following ranks are consistent with an Admission Area of High School (HGH) or Undergraduate (UND):
    • Freshman (FR): A degree-seeking student who:
      • has earned less than 25 percent of the credit hours required for a baccalaureate degree, or
      • has earned less than 50 percent of the credit hours required for an associate degree.
    • Sophomore (SO): A degree-seeking student who:
      • has earned 25 percent or more but less than 50 percent of the credit hours required for a baccalaureate degree, or
      • has earned 50 percent or more of the credit hours required for an associate degree.
    • Junior (JR): A degree-seeking student who:
      • has earned 50 percent or more but less than 75 percent of the credit hours required for a baccalaureate degree.
    • Senior (SR): A degree-seeking student who:
      • has earned 75 percent or more of the credit hours required for a baccalaureate degree.
    • Not Otherwise Classified Undergraduate Student (NU): A student, regardless of previous academic experience or achievement, who is enrolled for undergraduate course work but has no immediate degree goal.
  • Non-Degree Graduate Ranks: The following ranks are consistent with an Admission Area (from the Student Entrance (SE) file) of Non-degree Graduate (NDG).
    • Non degree-seeking graduate student with less than 51 graduate credit hours (NM):This student will meet the following conditions:
      • A student who:
        • has earned a baccalaureate degree and
        • is permitted to enroll in graduate courses and
        • has no immediate degree goal and
          • has earned by the end of the preceding academic term less than 51 quarter or less than 34 semester credit hours at the graduate level or does not have a master's degree or
          • if the student is enrolled in a business or education program at the graduate level and is not seeking a degree that student is considered NM regardless of the amount of credit hours earned or the presence of a master's degree
    • Non degree-seeking graduate student with 51 or more graduate credit hours (ND):This student will meet the following conditions:
      • A student who:
        • has earned a baccalaureate degree and
        • is permitted to enroll in graduate courses and
        • has no immediate degree goal and
        • is not enrolled in a business or education program and
        • has earned by the end of the preceding academic term 51 or more quarter or 34 or more semester credit hours at the graduate level or has earned a master's degree.
  • Graduate Ranks: For the purposes of defining graduate student rank, a program of study that awards the doctoral degree is one for which a majority of the required courses for the master's degree is normally and routinely applicable toward the first two years of a Ph.D. in a single field of study offered by the institution in which the student is enrolled. The following ranks are consistent with an Admission Area (from the Student Entrance (SE) file) of Graduate (GRD).
    • Master's Student (MS): A degree-seeking student who
      • has earned a baccalaureate degree
      • has been formally admitted to a graduate program, and
      • is seeking a graduate degree (non-professional) in a program in which this university does not award a doctoral degree, independent of how many credit hours earned.
      • Graduate students should be assigned the rank of Masters in these special cases (NG) (note that these cases only apply to programs that award a doctoral degree):
        • If the student is enrolled in a program of study for which doctoral subsidy has been eliminated as a result of the Graduate Funding Commission recommendations of the 1990s, the student may be considered a master's student up to and including 60 semester (90 quarter) hours of credit toward a graduate degree regardless of whether the student earned a master's degree at another institution or at this institution in another program, or
        • If the student is enrolled in a business or education program and has not been accepted into the doctoral program (regardless of graduate credit hours earned or the presence of a master's degree), or
        • If the student is not enrolled in a program of study for which doctoral subsidy has been eliminated or a business or education program and has earned less than 51 quarter (34 semester) hours of credit toward a graduate degree and has not earned a master's degree in any field.
    • Doctoral Student (DS): A degree-seeking student who:
      •  has earned a baccalaureate degree and has been formally admitted to a graduate program in which this university awards the doctoral degree.
      • Graduate students should be assigned the rank of Doctoral in these special cases (note that these cases only apply to programs that award a doctoral degree):
        • If the student is enrolled in a program of study for which subsidy has been eliminated as a result of the Graduate Funding Commission recommendations of the 1990's, the student is considered a doctoral student after earning more than 60 semester (90 quarter) hours of credit toward a graduate degree regardless of whether the student earned a master's degree at another institution or at this institution in another program, or
        • If the student is enrolled in a business or education graduate program, has been formally admitted to a doctoral program and
          • the student holds a master's degree in a related field, or
          • has earned 51 or more quarter (34 or more semester) hours of credit toward a graduate degree
        • If the student is not enrolled in a business or education program nor a program for which doctoral subsidy has been eliminated and
          • the student holds a master's degree (in any field), or
          • has earned 51 or more quarter (34 or more semester) hours of credit toward a graduate degree.
  • Professional Rank (PR): The following rank is consistent with an Admission Area of Professional (PRO).
    • Professional Student:
      • A student enrolled in a school or college of medicine, dentistry, veterinary medicine, law, optometry, osteopathy, professional psychology.
      • A student who is seeking a doctorate in a program providing the knowledge and skills for the recognition, credential, or license required for professional practice. Fields of professional studies may include, but are not limited to  audiology, pharmacy, physical therapy, medical, or occupational therapy.
      • SSI funding is to be provided for the equivalent of three full years of instruction defined as 135 quarter hours or 90 semester hours of course credit.1st Professional Programs (by name) receive three years of funding while the fourth year (typically the clinical portion of instruction) is not funded. Report as ineligible for subsidy.

Residency Status: Student's residency for fee purposes during the term being reported in accordance with guidelines established by Ohio Board of Regents' Administrative Rule 10.

  • In District (D): Any student who is a legal resident of the institution's local tax district. This residency status may only be reported by colleges receiving support from a local tax levy.
  • State Resident (R): Any student who is a legal resident of the State of Ohio, excluding those more specifically classified as "in district."
  • Non-resident (N): Any student who is not a legal resident of the State of Ohio, excluding those more specifically classified as a "reciprocity" student.
  • Reciprocity Student (X): Any non-resident student who is treated as a legal resident of the State of Ohio for fee purposes based on a specific agreement the institution has entered into with another institution in a neighboring state, and approved by the Ohio Board of Regents.
  • Employees from contiguous states (E): Any student who lives in a contiguous state and is employed in Ohio whose employer contracts to pay for given coursework. Such students are treated as a legal resident of the State of Ohio for fee purposes based on an agreement between the employer and the school.
  • Forever Buckeye (B): Any Ohio high school graduate who has left the state but has returned to Ohio to pursue their post-secondary education and establishes domicile in the state may qualify for in-state tuition under the terms of Ohio Revised Code 3333.31, as passed by the 129th General Assembly in the FY 2012-2013 biennial operating budget in Am. Sub. H.B. 153. See the memo for further information.
  • Veteran (M): Pursuant to http://codes.ohio.gov/orc/3333.311 and http://codes.ohio.gov/oac/3333-1-10a veteran, and the veteran's spouse and any dependent of the veteran, who meets both of the following conditions:
    1. The veteran either (i) served one or more years on active military duty and was honorably discharged or received a medical discharge that was related to the military service or (ii) was killed while serving on active military duty or has been declared to be missing in action or a prisoner of war.
    2. If the veteran seeks residency status for tuition surcharge purposes, the veteran has established domicile in this state as of the first day of term of enrollment in an institution of higher education. If the spouse or a dependent of the veteran seeks residency status for tuition surcharge purposes, the veteran and the spouse or dependent seeking residency status have established domicile in this state as of the first day of a term of enrollment in an institution of higher education, except that if the veteran was killed while serving on active military duty or has been declared to be missing in action or a prisoner of war, only the spouse or dependent seeking residency status shall be required to have established domicile in accordance with this division.
  • Veteran's Spouse or Dependent (S): Pursuant to http://codes.ohio.gov/orc/3333.311 and http://codes.ohio.gov/oac/3333-1-10a veteran, and the veteran's spouse and any dependent of the veteran, who meets both of the following conditions:
    1. The veteran either (i) served one or more years on active military duty and was honorably discharged or received a medical discharge that was related to the military service or (ii) was killed while serving on active military duty or has been declared to be missing in action or a prisoner of war. 
    2. If the veteran seeks residency status for tuition surcharge purposes, the veteran has established domicile in this state as of the first day of term of enrollment in an institution of higher education. If the spouse or a dependent of the veteran seeks residency status for tuition surcharge purposes, the veteran and the spouse or dependent seeking residency status have established domicile in this state as of the first day of a term of enrollment in an institution of higher education, except that if the veteran was killed while serving on active military duty or has been declared to be missing in action or a prisoner of war, only the spouse or dependent seeking residency status shall be required to have established domicile in accordance with this division.

Special Status: : Identifies whether the student is enrolled at this institution through the College Credit Plus (CCP) program (ORC 3365)  Postsecondary Enrollment Options Program (PSEOP) or as a Senior Citizen in accordance with ORC 3345.27 during the term being reported.

  • Non Special Status Student (N): Student is not enrolled through the College Credit Plus (CCP), and is not taking coursework for free per the conditions of ORC 3345.27.
  • Status A Student (A): Student is enrolled through the Postsecondary Enrollment Options Program (PSEOP), Option A. The student will receive academic credit at the college or university only and all costs are borne by the student
  • Status B Student (B): Student is enrolled through the Postsecondary Enrollment Options Program (PSEOP), Option B. The student will receive academic credit at both the sponsoring high school and the college or university and costs are borne in part by the sponsoring school district through the Ohio Department of Education.
  • Status C Student (C): Student is a senior citizen with an income less than 200% of the Federal poverty guideline and is taking credit courses under the provisions of ORC 3345.27
  • Status D Student (D): College Credit Plus student who attends a public Ohio secondary school.
  • Status E Student (E): College Credit Plus student who attends a non-public Ohio secondary school or is home-schooled, and is fully funded.
  • Status F Student (F): College Credit Plus student who attends a non-public Ohio secondary school or is home-schooled, and is partially funded.
  • Status G Student (G): College Credit Plus student who elects at the time of enrollment in the present term to be responsible for payment of all tuition, costs and fees associated with the course per the conditions of ORC 3365.06. 

Student Subsidy Eligibility Status: Subsidy eligibility status of enrollments by the student in accordance with guidelines established in the Ohio Board of Regents' Administrative Rule 2.

  • Subsidy Eligible (EL): Student meets all requirements for his or her enrollments to be considered subsidy eligible.
  • Subsidy Ineligible, Account not Cleared (IA):
    • Enrollments by the student are designated ineligible because the student has not paid in full all instructional fees for any prior terms by the 15th day of the term.
    • The census point used to determine if a student has not paid all instructional fees from a previous summer term is the census date (15th day) for the last summer subterm.
    • The student is also ineligible if he or she has not met one of the following three requirements as of the census date:
      • The student paid all instructional fees for the present term (not including parking or library fines or housing fees).
      • The student's financial aid and/or third party payment for the present term is in progress (examples of third parties could include state or federal government grants, student's employer, or union).
      • The student signed a promissory note, specific to the present term, agreeing to pay all instructional fees according to the policies of the college or university for the present term.
      • A signature on a student’s initial application or registration form is not sufficient to satisfy the repayment obligation for the present term, or prior term’s, outstanding fees.
  • Subsidy Ineligible, Graduate Student Exceeding Credit Hour Limit (IG): Enrollments by graduate students who, by the preceding term, have earned more than 260 quarter or 174 semester credit hours are designated ineligible. A student will be credited with 51 quarter or 34 semester credit hours if that student has already earned a master's degree from another institution. Note professional level credit hours are not included.
  • Subsidy Ineligible, Selective Service Non-compliance (IS): Enrollments by the student are designated ineligible because the student meets the requirements for mandatory Selective Service registration, but has failed to register.
  • Subsidy Ineligible, Non-resident (IR): Enrollments by an undergraduate student are designated ineligible because the student is not considered a legal resident of the State of Ohio for fee purposes. Out-of-state graduate students enrolled exclusively in online (or other distance) courses are designated as ineligible for subsidy.
  • Subsidy Ineligible, Other (IO):
    • Enrollments by students who have earned more than 60 semester hours or 90 quarter hours at the graduate level and who are enrolled in programs for which subsidy was removed at the recommendation of the Graduate Funding Commission (list of de-funded programs).
    • Enrollments by students who have earned more than 135 quarter hours or 90 semester hours of course credit while seeking a doctorate of audiology, physical therapy or occupational therapy.
    • Also assign this value when enrollments by the student are designated ineligible because of a reason other than those described above.
  • Subsidy Ineligible, Medical Student Exceeding Term Limit (IM): Student whose studies in professional level medical instruction have exceeded 9 semesters (four academic years and one summer). When the student starts their 10th semester of Medical School, they are considered a Medical Repeater (MR) - see below. Once a student exceeds the 11 semester threshold they should be reported with the IM subsidy designation.
  • Repeater (MR): Student whose studies in professional level medical instruction has exceeded 9 semesters (four academic years and one summer) because the student was required by the institution to repeat a portion of the curriculum. A student is considered a repeater only during those terms he or she actually repeats.

Cumulative GPA Credit Hours and Cumulative GPA Quality Points: Credit Hours and Quality Points associated with the calculation of the student's overall Grade Point Average (GPA) as reported on his or her permanent record at the college or university. For each student, Cumulative GPA Credit Hours and Cumulative GPA Quality Hours must be collected consistently so that GPAs may be aggregated accurately. All parties accessing GPA data will be strongly advised that data may not be directly comparable because the collection is based on guidelines established by each individual college or university. For more information regarding the specifics of GPA calculation, interested parties will be directed to contact the reporting colleges or universities.

Academic Program Code: This program must have been approved by Regents or be a certificate program of less than 30 semester hours, and submitted in an AP File for this institution. The edits have been created to accept the phrase "PRECOLLECTION" for years prior to SM 2005.

Major Field of Study: The major field of study should be identified by the Subject Code that best relates to the major declared by the student, whether or not the student has been officially admitted to that major.

Incarcerated Student: Students who are convicted felons, reside in a correctional facility, and receive instruction from a college or university inside the correctional facility.

Edit and Load Specifications

Revised January 30, 2013

001 The Campus Code is not in the Institution/Campus Codes table If Campus code is not in the Campus Code Column of the Institution/Campus Codes 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
031 Student Subsidy Eligibility Status is not in Subsidy Eligibility Status/Institution verification table If combination of Student Subsidy Eligibility Status and Institution (from File Header Record) is not in the Subsidy Eligibility/Institution verification table for this year and term
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
053 Cumulative GPA Credit Hours is not numeric If Cumulative GPA Credit Hours is not numeric in each character position
054 Cumulative GPA Quality Points is not numeric If Cumulative GPA Quality Points is not numeric in each character position
055 Cumulative GPA Quality Points is greater than 2800 If Cumulative GPA Quality Points is numeric and greater than or equal to 2800
060 Major Field of Study is not UNDECI or in the Subject Code verification table If Major Field of Study is not in the Subject Code Exceptions (for this file) or Subject Code verification tables for this year and term
062 Living Arrangements Code is not in Living Arrangements Codes/Campus verification table If Campus is in the Institution/Campus verification table for this institution and if combination of Living Arrangements Code and Campus is not in the Living Arrangement/Campus verification table for this year and term
065 Student Enrollment Delete Switch is Y, but there is no row on Student Enrollment table to delete If Student Enrollment Delete Switch is Y and there is not already a Student Enrollment table entry for this OBRID (from Institution/SSN table), Campus Code, Year and Term
066 A record already exists for this student in this file submission If there is already a Student Enrollment record for this Student Identifier, Campus Code, and Delete Switch is same in both records in this submission file
069 This student does not have a Student Entrance record 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 any Admission Area Code and any Year or Term
075 Student has multiple SN records at this institution, this term, but the Cum GPA Hours are not the same on all records If Student Enrollment Delete Switch is N and there is already a Student Enrollment record for this Student Identifier for a different campus in this submission file and Delete Switch is N, and the Cumulative GPA Credit Hours is not the same
076 Student has multiple SN records at this institution, this term, but the Cum GPA Quality Points are not the same on all records If Student Enrollment Delete Switch is N and there is already a Student Enrollment record for this Student Identifier for a different campus in this submission file and Delete Switch is N, and the Cumulative GPA Quality Points is not the same
148 There is already a record in the Student Enrollment table for this student  
149 Combination of Student Rank and Institution is invalid: See Student Rank/Institution verification table If combination of Student Rank and Institution (from Header Record) is not in the Rank/Institution verification table for this year and term
150 Combination of Student Rank and Admission Area is invalid: See Student Rank/Admission Area verification table If Student Rank Code is valid and combination of Student Rank and Admission Area (if more than one Admission Area for this OBRID and Institution, select the Admission based on the criteria listed in the “Admission Area” section of the Load Instructions section) from the Student Entrance table for OBRID and institution assigned to this Student Identifier (from Institution/SSN table) is not in the Rank/Admission Area verification table for this year and term
151 Combination of Residency Status and Institution is invalid: See Residency Status/Institution verification table If the combination of Residency Status and Campus is not in the Residency/Campus verification table for this year and term
152 Combination of POP Status and Institution is invalid: See POP/Institution verification table If combination of POP Status Code and Institution (from File Header Record) is not in the POP/Institution verification table for this year and term
153 POP Student cannot be Graduate or Professional Student in Student Entrance table If Admission Area (if more than one Admission Area for this OBRID and Institution, select the Admission based on the criteria listed in the “Admission Area” section of the Load Instructions section) from the Student Entrance table for OBRID and institution assigned to this Student Identifier (from Institution/SSN table) is GRD, NDG, or PRO and Special Status is not N or C
156 This POP student is not a freshman or sophomore If Student Rank is MS, DS, NG, or PR and POP Status is not N or C
157 Cumulative Credit Hours Earned is not numeric If the Cumulative Credit Hours Earned field is not numeric in each character position
158 Ineligible for subsidy due to Selective Service non-compliance, but the student is either not a male or not between 18 and 26 If Student Subsidy Eligibility Status is “IS” and Sex from Student Entrance table is not M or Year of Birth is not UNKN from Student Entrance table for OBRID and institution assigned to this Student Identifier (from Institution/SSN table) is greater than submission year minus 17 or less than submission year minus 27 (if more than one Admission Area in Student Entrance table for this OBRID and Institution, select the Admission based on the criteria listed in the “Admission Area” section of the Load Instructions section)
159 Combination of Student Rank, Residency Status, and Subsidy Eligibility is invalid: See Rank/Residency/Eligibility If Student Rank, Residency Status, and Student Subsidy Eligibility Status are valid for this institution and combination of Student Rank, Residency Status, and Student Subsidy Eligibility Status is not in the Rank/Residency/Eligibility verification table for this year and term
160 Combination of POP Status and Subsidy Eligibility is invalid: See POP/Eligibility verification table If POP Status and Student Eligibility Status are valid at this institution and combination of POP Status and Student Eligibility Status is not in the POP/Eligibility verification table for this year and term
162 Incarcerated Student cannot be POP Student If Incarcerated Student Status is Y and POP Status is A or B
163 Living Arrangements code indicates student lives on campus but Incarcerated Student Status indicates student is incarcerated If Incarcerated Student Status is Y and Living Arrangements code is L
164 Incarcerated Student cannot be graduate or professional student If Incarcerated Student Status is Y and Student Rank is NG, MS, DS, or PR
165 Cannot delete record because there are Course Enrollments associated with this student If Student Enrollment Delete Switch is Y and There is not a Student Enrollment record in this file matching this Student Identifier and campus with Student Enrollment Delete Switch set to N and There is a row in the Course Enrollment table for this OBRID (from Institution/SSN table) for this year, term and campus
166 Cannot delete record because there are Cross Registration enrollments associated with this student If this Student Identifier and Institution will be deleted from the Student Enrollment table for this Year and Term and there is a row in the Cross Registration table for this Student Identifier (OBRID), Institution, Year and Term
168 Incarcerated Student Status is not Y or N If Incarcerated Student Status is not Y or N
170 Student's Cum GPA Credit Hours differ from those at another campus in the database table: Must be equal across all campuses If all rows for this OBRID, Institution, Year and Term are not to be deleted from the database as a result of Delete Switches equal to Y for corresponding records in this submission file and There is already a row in the GPA table for this OBRID (from Institution/SSN table), Year and Term for this institution, and the Cumulative GPA Credit Hours is not the same
171 Student's Cum GPA Quality Points differ from those at another campus in database table: Must be equal across all campuses If all rows for this OBRID, Institution, Year and Term are not to be deleted from the database as a result of Delete Switches equal to Y for corresponding records in this submission file and There is already a row in the GPA table for this OBRID (from Institution/SSN table), Year and Term for this institution, and the Cumulative GPA Quality Points is not the same
205 Student has multiple SN records at this inst this term, but Cum Hours Earned are not the same on all records If Student Enrollment Delete Switch is N and there is already a Student Enrollment record for this Student Identifier for a different campus in this submission file and Delete Switch is N, and the Cumulative Credit Hours Earned is not the same
209 Student is not in Doctoral Cap Exemptions table but is listed as eligible for subsidy in a program that is no longer subsidized If Student Rank Code is DS and Subsidy Eligibility Code is EL and Major Field of Study is in the Major column of the Doctoral Review Program verification table for this institution, year and term And the Student Identifier (OBRID) is not in the Doctoral Cap Exemptions verification table for this institution, Major Field of Study, year and term
230 Student's Cum Credit Hours Earned differ from those at another campus in the database table: Must be equal across all campuses Note that this field will be null in all terms prior to autumn 2000. Since that is the case do not run this edit for terms prior to autumn 2000. If all rows for this OBRID, Institution, Year and Term are not to be deleted from the database as a result of Delete Switches equal to Y for corresponding records in this submission file and There is already a row in the GPA table for this OBRID (from Institution/SSN table), Year and Term for this institution, and the Cumulative Credit Hours Earned is not the same
238 Student identified as PSEOP but is not identified as HGH admission area in Student Entrance See the rules for assigning Admission Area in the Load Instructions If the Delete Switch is N and Special Status is A or B and there is not an Admission Area (SE) of HGH and the Year and Term of Submission of the SE is equal to or later than Autumn 2000
616 Academic Program Code is not in the Academic Program code column of the Academic Program table for this institution If the Academic Program Code is not in the Academic Program code column of the Academic Program table for this institution

1DB

Special Status C student cannot have HGH admission area

If the Delete Switch is N and Special Status is C and the Admission Area (SE) is HGH

A11 Undergraduate student identified as Ineligible for Subsidy: Graduate Student with more than 260 credit hours If Student Rank is FR, SO, JR, SR, or NU and the Subsidy Eligibility Status is IG
A31 Cumulative GPA Credit Hours is greater than 300 but less than 700 If Cumulative GPA Credit Hours is numeric and greater than or equal to 350
A32 Cumulative GPA Quality Points is greater than 1400 but less than 2800 If Cumulative GPA Quality Points is numeric and greater than or equal to 1400 but less than 2800
A33 POP Status is A or B but Living Arrangements Code indicates the student is living on campus If Living Arrangements Code is L and POP Status is A or B
A42 This student is in the Doctoral Cap Exemptions table, but the rank has changed If Student Rank Code is not DS and Student Identifier (OBRID) is in Doctoral Cap Exemptions table for this institution, year and term
A43 This student is in the Doctoral Cap Exemptions table, but the Major Field of Study has changed If Student Rank Code is DS and Student Identifier (OBRID) is in Doctoral Cap Exemptions verification table for this institution, year and term And Major Field of Study in submission file does not equal Major in Doctoral Cap Exemptions verification table for this student and institution, year and term
A64 Cumulative Credit Hours Earned is greater than 300 but less than 700 If Cumulative Credit Hours Earned is numeric and greater than or equal to 350
A88 This student lives in institutional housing but is enrolled at a branch campus If this institution has multiple campuses and If Campus is in the Institution/Campus verification table for this institution and if combination of Living Arrangements Code and Campus is in the Living Arrangement/Campus verification table for this year and term and Living Arrangement Code equals “L” and the Campus does not equal the institution code in the Header Record
A90 This POP student is over 21 years old If the Year of Birth is not UNKN (if more than one Admission Area for this OBRID and Institution, select the Admission based on the criteria listed in the “Admission Area” section of the Load Instructions section) from the Student Entrance table for OBRID and institution assigned to this Student Identifier (from Institution/SSN table) is less than submission year minus 21 and POP Status is not N or C
A91 State of Residence from Student Entrance table indicates this POP Student is not an Ohio resident If State Residency (if more than one Admission Area for this OBRID and Institution, select the Admission based on the criteria listed in the “Admission Area” section of the Load Instructions section) from the Student Entrance table for OBRID and institution assigned to this Student Identifier (from Institution/SSN table) is not OH and POP Status is not N
A92 Student's GPA is greater than 4.000 If Cumulative GPA Quality Points is numeric and Cumulative GPA Credit Hours is numeric and greater than zero and Cumulative GPA Quality Points divided by Cumulative GPA Credit Hours is greater than or equal to 4.0100000
A93 Residency Status indicates this POP Student is not an Ohio resident If Residency Status is N or X and POP Status is not N
B11 *** WARNING B11: The number of students with a RESIDENCY STATUS of non-resident is greater than or equal to 50% of all records submitted.  
B12 *** WARNING B12: The number of students with this RESIDENCY STATUS has changed more than 20% from the same term last year.  
B13 *** WARNING B13: The number of students with STUDENT SUBSIDY ELIGIBILITY STATUS of subsidy eligible is less than or equal to 50% of all records submitted.  
B14 *** WARNING B14: The number of students with this STUDENT SUBSIDY ELIGIBLE STATUS has changed more than 20% from the same term last year.  
B15 *** WARNING B15: The number of students with a POST-SECONDARY ENROLLMENT OPTIONS STATUS of A or B is greater than or equal to 10% of all records submitted.  
B16 *** WARNING B16: The number of students with this POST-SECONDARY ENROLLMENT OPTIONS STATUS has changed by 20% from the same term last year.  
B17 *** WARNING B17: The number of students with this CAMPUS and MAJOR FIELD OF STUDY combination has changed by more than 50% from the same term last year.  
B18 *** WARNING B18: The number of students with this LIVING ARRANGEMENTS and CAMPUS combination has changed by more than 20% from the same term last year.  
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” for this institution in the Identifier Change table
B58 The Cumulative GPA for this term varies by 0.50 or more from the previous term