HEI Data Submissions: About Individual File Descriptions

Revised June 10, 1998

Each input file described in the HEI Data Submissions document contains the following sections, describing important details about the specific file. 

File Description presents the type of information to be collected in the file. 

Submission Schedule indicates how often a particular file is to be submitted. 

Capture Date is the point in time when the "snapshot" of institutional databases is to be taken. Relevant data effective as of that date are to be included in the HEI submission. 

Relationship to Other File Submissions describes which files need to be submitted before and after this file. 

Data Fields presents a table with descriptive information about the layout of input files and contains details about the way input file records are to be reported.  

Field Name 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. Numeric  
9 characters  
Column 5-13
Low Credit Value Enter the lowest credit hour assigned to the course, expressed in tenths. Numeric  
3 characters  
Columns 14-16

Field Name identifies the specific data element. The Field Name will be the same in different files when the data element being reported is identical in those files. For example, Campus is a field that appears in many files. 

Field Attributes and Procedures presents the range of possible entries for the field and (when applicable) refers the data reporter to the proper verification table. 

Data Format describes whether the field is alphabetic, alphanumeric, or numeric; it specifies the number of characters in the field; and, it indicates the columns of the input file in which the data are reported. 

Additional Explanations provides further clarification of the reporting requirements associated with the file. In some file descriptions this section is omitted. 

Definitions and Descriptions of Data Elements provides additional definitions and descriptive examples. In some file descriptions this section is omitted.