Identifier Change (IC) File Revised April 22, 2003

File Description

The Identifier Change (IC) file should be used when the identifier of a student or faculty/staff member needs to be changed. All past and future records associated with the previous identifier will be related to the new identifier.

Submission Schedule

As needed. The IC file is submitted during the current term, and the year and term of the file need not reflect the term in which the identifier changed. In addition, data reporters should change the identifier before submitting any enrollment records for that term to prevent mismatches in student records.

Relationship to Other File Submissions

Enrollment Data Area: The Identifier Change (IC) file must be submitted before a new identifier is reported for a student in the Student Enrollment (SN) file, Cross Registration (XR), Alternative Credit (AC), or Degree/Certificate Earned (DC) file. New student identifiers cannot match student identifiers that have already been reported in a Student Entrance (SE) file. Once the changed identifier has been reported through this file, it will not be necessary to report a new Student Entrance (SE) file submission for this student. All records collected under the newly established student identifier will be related to all records under the previous student identifier. All subsequent student related file submissions for future terms should use the newly established student identifier.

Faculty Data Area:  The Identifier Change (IC) file must be submitted before a new identifier is reported for a faculty member in the Course Sections Taught (ST) file or Faculty and Instructional Non-faculty Demographics (FD) file, and before a new identifier is reported for an employee in the All Employee (AM) file. All records collected under the newly established faculty or employee identifier will be related to all records under the previous faculty or employee identifier. All faculty- or employee-related file submissions for subsequent terms and years should use the newly established faculty/staff identifier.

Financial Aid Data Area:  To aid in the correction of identifiers submitted within the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance (PE) file and the Independent, Proprietary, and Non-Ohio Colleges and Universities Degree/Certificate Earned (PD) file, private institutions may submit an IC file at their Data Input Sites.  Once the changed identifier has been reported through this file, it will not be necessary to report a new PE file submission for this student.  Data reporters should see their institution’s Financial Aid Contact to receive access to this file submission.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Data Area

Enter F if the identifier represents a faculty or staff. Enter S if the identifier represents a student. If the identifier represents a faculty/staff and a student, insert separate records.

Alphabetic 
1 character 
Column 1

Previous Identifier

Enter the identifier as reported in previous submissions.

Alphanumeric
9 characters
Columns 2-10

Previous Institution Assigned Identifier Switch 

Enter Y if the Previous Identifier was assigned by the institution or N if it was a federally assigned Social Security Number.

Alphabetic
1 character
Column 11

New Identifier

Enter the identifier as it will be reported in future submissions.

Alphanumeric
9 characters
Columns 12-20

New Institution Assigned Identifier Switch

Enter Y if the New Identifier is assigned by the institution or N if it is a federally assigned Social Security Number.

Alphabetic
1 character
Column 21

Definition and Description 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.

Edit and Load Specifications

Revised September 22, 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)

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

041

Previous Identifier Institution Assigned Switch is not Y or N

If Previous Identifier Institution Assigned Switch is not Y or N

042

Previous Identifier Institution Assigned Switch is N and Previous Identifier is not numeric

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

043

New Identifier Institution Assigned Switch is not Y or N

If New Identifier Institution Assigned Switch is not Y or N

044

New Identifier Institution Assigned Switch is N and New Identifier is not numeric

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

045

New Identifier has been used in the past by this institution: No change can be made

If as a result of this identifier change action a Primary Key Violation would result in any table

046

This combination of Previous Identifier and Institution Assigned Switch has not been used before

If Previous Identifier Institution Assigned Switch is Y or N (Error 041) and combination of Previous Identifier and Previous Identifier Institution Assigned Switch is not in Institution/SSN table for this institution

047

This Identifier is repeated in this submission

If there are two or more rows with same Previous Identifier or same New Identifier and the Data Areas are the same

048

The previous identifier matches a new identifier in this submission.

 

070

Identifier is blank or not left justified

If Previous Identifier or New Identifier is blank in first character position

235

Data Area is not F or S

If the Data Area is not F or S

236

The Previous Identifier has never been used as a faculty identifier

If the Data Area is F and the OBRID of the Previous Identifier is not found in any faculty tables for this institution

237

The Previous Identifier has never been used as a student identifier

If the Data Area is S and the OBRID of the Previous Identifier is not found in the Student Entrance table for this institution

A69

The edit window is open for a term for which records will be affected by this identifier change

If records would be affected in any table for a term for which the Edit Window is still open