Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance File (PE) File Revised March 18, 2005

File Description

An Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance (PE) record should be submitted for each student who received state financial aid during the past fiscal year.  A fiscal year lasts from July 1st to June 30th of the following year (i.e., Fiscal Year 2002 begins July 1st, 2001 and ends June 30th, 2002).

Please note that  the Board of Regents will supply a list of student identifiers to each institution for all students reported to have received state assistance including, but not limited to, Ohio Instructional Grants, Part-Time Student Instructional Grants, Student Choice Grants, WorkforceDevelopment, Ohio War Orphans Scholarships, and Ohio Proficiency Awards.  An institution's Financial Aid Liaison will delegate access to this restricted query of student identifiers that may be found at http://regents.ohio.gov/hei/queries.html within the link "Restricted Outputs".  A list of Financial Aid Liaisons may be found at http://regents.ohio.gov/hei/people.html.

The PE file must also be submitted one time for each student prior to the first request for Workforce Development monies. Please see http://regents.ohio.gov/hei/datasubdoc/finaid/wdfile.html for additional information about the Workforce Development file.

Submission Schedule

Non Workforce Development Submission Schedule - The Non Workforce Developement Submission Schedule is for students who have received state aid in the past. The list of their identifiers may be obtained at https://qry.regents.state.oh.us/cgi/aicuo_query_cgi. Private Colleges and Universities should submit the PE file for FY 2001 by June 30th, 2002.  Thereafter, PE information submitted by independent institutions should be submitted by November 15th.  HEI will announce the opening of a submission window via memo if there is a deviation from the submission schedule for a given fiscal year.  Recipients of this memo will include HEI Financial Aid Liaisons and PE/PD data reporters.

Workforce Development Submission Schedule - The PE file is also used for the reporting of students that will receive the Workforce Development grant (http://regents.ohio.gov/hei/datasubdoc/finaid/wdfile.html). This one time PE submission must be fully loaded to the HEI database before the first WD certification record may be submitted for a particular student. PE files submitted in advance of a corresponding WD submissions may be submitted at any time throughout the year.

Relationship to Other File Submissions

The PE file must be edited and loaded onto the database before submittal of the PD file.  Within these two files, a student's PE record must be loaded onto the database before their corresponding PD record may be submitted.

The PE file must be fully loaded to HEI databases before a dependent WD file may be submitted for a student. Reporters should typically wait at least one day after loading a PE file before submitting their WD file to HEI.

 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. For a given student, the same identifier must be used in all enrollment files. Alphanumeric 
9 characters 
Columns 1-9 
Left justify
Student Status Enter "F" if the student identifier for this student was found in your campus information system. Enter "N" if the student identifier for this student was not found in your campus information system. Enter "A" if the student received state sponsored financial aid, but was not included in the list of student identifiers downloaded from the Board of Regents. Alphabetic 
1 character 
Column 10
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 11
Admission Area Enter a code from Admission Area Codes which describes the admission area in which the student is enrolled. Alphabetic 
3 characters 
Columns 12-14
Sex  Enter one of the following: 
M - Male 
F- Female 
Alphabetic 
1 character 
Column 15
Year of Birth Enter the year in which the student was born. Enter "UNKN" if it is not known. Alphanumeric 
4 characters 
Columns 16-19
Race/Ethnicity Enter a code from Racial/Ethnic Codes as described by the student's admissions application. Alphabetic 
2 characters 
Columns 20-21
State 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 22-23
County 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. If the State Residency field is "OH" and county of residency is not known, enter "UK", for unknown. Enter "XX" if State Residency field is not OH. Alphanumeric 
2 characters 
Columns 24-25
ZIP Code 
(Optional)
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 26-30
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.  Alphanumeric 
2 characters 
Columns 31-32
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 33-36
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 37-38
First Time Ever Enrolled in College Switch Enter "Y" if this (Year and Term of First Enrollment at this institution) is the first time the student has ever entered any higher education institution. Otherwise enter "N".  Alphabetic 
1 character 
Column 39
Delete Switch Enter "Y" if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 40

Additional Explanations

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.

File Header Record: The file header record is the first record line submitted in a batch file submission. To review the general format for an HEI header record, please visit http://regents.ohio.gov/hei/datasubdoc/general/fileheader.html.

Batch File Submission Training: HEI has created batch file submission training videos which may be reviewed at http://regents.ohio.gov/hei/training/videos.html.
 

Definitions and Descriptions of Data Fields


Student Status:  If the student identifier downloaded from HEI was not found in the campus information system enter "N" after entering the student identifier.  No further information needs to be submitted for the student.  This record within the file would look like "000000000N".

Institution Assigned Identifier Switch:  Identifiers assigned by other federal agencies such as the Internal Revenue Service are not SSNs.  When the PE file is submitted the relationship between the Student Identifier and the Institution Assigned Identifier Switch will be tested against the following standards.

Federally assigned SSNs cannot have the following attributes:

    • The first three digits, or the fourth and fifth, or the sixth through ninth digits of the Student Identifier cannot be zeros
    • The first three digits cannot be greater than 740

An institutionally assigned identifier cannot match a federally assigned SSN at this institution.  Each identifier must be unique.

Admission Area:  A student can be assigned only one admission area per term.

High School (HGH):  A student who is currently attending 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.
Non degree 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).

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 if this datum is not otherwise available, "UK" (for unknown) is an acceptable entry.  These definitions and categories are prescribed by the U.S. Department of Education.

Black, non-Hispanic:  A person having origins in any of the black racial groups of Africa (except those of Hispanic origin).
American Indian or Alaskan Native:  A person having origins in any of the original peoples of North America, or who maintains cultural identification through tribal affiliation or community recognition.
Asian or Pacific Islander:  A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or Pacific Islands. This includes people from China, Japan, Korea, the Philippine Islands, Samoa, India, and Vietnam.
Hispanic:  A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.
White, non-Hispanic:  A person having origins in any of the original peoples of Europe, North Africa, or the Middle East (except those of Hispanic origin).
Nonresident Alien:  A person who is not a citizen or national of the United States and who is in this country on a visa or a temporary basis and does not have the right to remain indefinitely.  Resident aliens who are not citizens or nationals of the United States and who have been lawfully admitted for permanent residence are to be reported in the appropriate racial/ethnic categories described above.

Academic Intention:  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.  For example, if this institution does not offer associate degrees, then codes 06 and 07 should not be reported.

First Time Ever Enrolled in College:  Students who have not previously attempted to earn academic credit which under normal circumstances would contribute towards the award of a college or university degree should be considered first time ever enrolled in college.  Students formerly enrolled in a college or university while in high school through the Postsecondary Options Enrollment Program (POP) should be considered first time ever enrolled in college.

Correcting Records

To correct records that were previously submitted and loaded, see the instructions in Correcting Errors in Data Files.