Quick Guide to Student Data Codes

Transcription

1 Student Enrollment Codes 1 FISCAL YEAR Academic year end YYYY (actual year) 2 TERM SEASON Summer 1 10th Day Fall Term 2 Fall End of Term 3 Winter End of Term 4 Spring End of Term 5 3 TERM TYPE Quarter 1 Semester 2 Trimester 3 Interim 4 Other (for example, hour based) 5 4 INSTITUTION CODE 7-digit code assigned by Office of Higher Education See Appendix D 5 STUDENT LAST NAME Last name of student 6 STUDENT FIRST NAME First name of student 7 STUDENT MIDDLE INITIAL Student middle initial 8 SOCIAL SECURITY NUMBER Student SSN actual number (if unavailable) 9 INSTITUTION STUDENT NUMBER Institution assigned ID number

2 10 GENDER Men M Women F Unavailable Z 11 BIRTHDATE Date of Birth Actual year-yyyymmdd format Unavailable RACIAL/ETHNIC ORIGIN Black or African American 1 American Indian or Alaska Native 2 Asian 3 Hispanic/Latino 4 White 5 Native Hawaiian or Other Pacific Islander 6 Two or more races 7 Nonresident alien 8 Unavailable 9 13 DISABLING CONDITION Visually 01 Hearing 02 Deaf & Blind 03 Orthopedically 04 Speech 05 Emotionally 06 Learning 07 Seizure 08 Multiple 09

3 Other 10 Not Disabled 00 Unavailable CITIZENSHIP STATUS U.S. Citizen 1 Non-Citizen-Permament Resident 2 Non-Citizen-Nonresident 3 Unavailable 9 15 STATE, PROVINCE OF RESIDENCE Alabama AL Alaska AK Arizona AZ Arkansas AR California CA Colorado CO Connecticut CT Delaware DE District of Columbia DC Florida FL Georgia GA Hawaii HI Idaho ID Illinois IL Indiana IN Iowa IA Kansas KS Kentucky KY Louisiana LA

4 Maine ME Maryland MD Massachusetts MA Michigan MI Minnesota MN Mississippi MS Missouri MO Montana MT Nebraska NE Nevada NV New Hampshire NH New Jersey NJ New Mexico NM New York NY North Carolina NC North Dakota ND Ohio OH Oklahoma OK Oregon OR Pennsylvania PA Rhode Island RI South Carolina SC South Dakota SD Tennessee TN Texas TX Utah UT Vermont VT Virginia VA

5 Washington WA West Virginia WV Wisconsin WI Wyoming WY U.S. Territories American Samoa AQ Guam GQ Johnston Atoll JQ Midway Islands MQ Navassa Islands BQ Northern Mariana Islands CQ Puerto Rico RQ Trust Territory of Pacific Islands TQ US Misc. Pacific Island IQ US Virgin Islands VQ Wake Island WQ Canadian Province Alberta AB British Columbia BC Labrador LB Manitoba MB New Brunswick NB Newfoundland NF Northwest Territories NT Nova Scotia NS Ontario ON Prince Edward Island PE Quebec PQ

6 Saskatchewan SK Yukon YT Unavailable Other Foreign Country ZZ FF 16 MINNESOTA COUNTY OF RESIDENCE Aitkin 01 (caution data item related to registration type) Anoka 02 Becker 03 Beltrami 04 Benton 05 Big Stone 06 Blue Earth 07 Brown 08 Carlton 09 Carver 10 Cass 11 Chippewa 12 Chisago 13 Clay 14 Clearwater 15 Cook 16 Cottonwood 17 Crow Wing 18 Dakota 19 Dodge 20 Douglas 21 Faribault 22

7 Fillmore 23 Freeborn 24 Goodhue 25 Grant 26 Hennepin 27 Houston 28 Hubbard 29 Isanti 30 Itasca 31 Jackson 32 Kanabec 33 Kandiyohi 34 Kittson 35 Koochiching 36 Lac Qui Parle 37 Lake 38 Lake of the Woods 39 Le Sueur 40 Lincoln 41 Lyon 42 McLeod 43 Mahnomen 44 Marshall 45 Martin 46 Meeker 47 Mille Lacs 48 Morrison 49 Mower 50

8 Murray 51 Nicollet 52 Nobles 53 Norman 54 Olmsted 55 Otter Tail 56 Pennington 57 Pine 58 Pipestone 59 Polk 60 Pope 61 Ramsey 62 Red Lake 63 Redwood 64 Renville 65 Rice 66 Rock 67 Roseau 68 St. Louis 69 Scott 70 Sherburne 71 Sibley 72 Stearns 73 Steele 74 Stevens 75 Swift 76 Todd 77 Traverse 78

9 Wabasha 79 Wadena 80 Waseca 81 Washington 82 Watonwan 83 Wilkin 84 Winona 85 Wright 86 Yellow Medicine 87 Not a New Entering Student or Minnesota resident 90 Unknown SECONDARY SCHOOL EXPERIENCE Minnesota high school ACT code See Appendix E of Manual (caution data item related to registration type) Out of state high school Did not graduate from high school GED recipient Home schooled Unknown Not a new entering undergraduate student YEAR OF HIGH SCHOOL GRADUATION Year of graduation or GED received Actual year-yyyy format (caution data item related to registration type) Did not graduate/unknown 9999 Not a new entering undergraduate student AWARD SEEKING Award Seeking (includes diploma/certificate or degrees) 1 Non-Award Seeking 2 Unavailable 9

10 20 REGISTRATION TYPE New Entering Undergraduate 1 (caution data item related to student level) New Undergrad Formal Transfer 2 New Undergrad Transfer-Not Formal 3 New Undergrad-previous college but not transferring 4 New Graduate Student (master's degree/doctor's degree) 5 Unclassified students (includes PSEO/high school student) 6 Continuing 7 Re-admitted 8 Unavailable 9 21 STUDENT LEVEL Undergraduate Options: (caution data item related to registration type) Freshman 10 Sophomore 11 Junior 12 Senior 13 Unclassified undergraduate 16 Secondary/PSEO student (still in high school) 19 Graduate (beyond bachelor's degree) Options: Graduate program (master's degree/doctor's degree) 14 Unclassified graduate level student ENROLLMENT STATUS Full Time 1 Part Time 2

11 23 TUITION TYPE Resident student-resident tuition 1 Reciprocity tuition 2 Nonresident-nonreciprocity student-resident tuition 3 Nonresident Tuition 4 Other 5 Private Institution 8 Unavailable 9 24 STUDENT TYPE Regular 1 25, 26, 27 REGULAR/EXTENSION/REMEDIAL Credits or units taken Format 4-digit numeric field INSTRUCTIONAL UNITS No Instructional Activity 0000 Unknown ACCUMULATED UNITS Accumulated credits or units Format 6-digit numeric field No Accumulated Units Unavailable Not an undergraduate student TRANSFER INSTRUCTIONAL UNITS Credits or units transferred Format 6-digit numeric field (caution data item related to registration type) No Transfer Units Unavailable UNIT OF INSTRUCTIONAL MEASURE Quarter Hour 1 Semester Hour 2 Clock Hour 3 Course 4 Competency 5

12 Other 6 31 QUARTER HOUR EQUIVALENCE Quarter Hours 0100 Semester Hours 0150 Clock Hours TRANSFER INSTITUTION Minnesota institution See Appendix D of Manual (caution data item related to registration type) Minnesota institution not found in Appendix D Iowa, North Dakota, South Dakota, Wisconsin See Appendix C of Manual Other out-of-state institution Unknown Not a new undergraduate transfer student , 35 MAJOR 1/MAJOR 2 CIP code of program Actual CIP code + 2 extra digits (add two zeros to the end of the CIP code) Undeclared major Unavailable , 36 AWARD LEVEL 1/AWARD LEVEL 2 Undergraduate options: Sub-baccalaureate award less than 1 academic year 01 Sub-baccalaureate award at least 1, but less than 2 years 02 Associate Degree 03 Sub-baccalaureate award at least 2, but less than 4 years 04 Bachelor's degree 05 Post-bachelor's certificate 06 Graduate (beyond bachelor's degree) Options: Master's degree 07 Post-Master's Certificate 08

13 Doctor's degree - research/scholarship 09 Doctor's degree - professional practice 10 Doctor's degree - other 11 Unavailable MARSS Number 13-digit number assigned by the Minnesota Department of Education Format 13-digit numeric field (caution data item related to registration type) Unavailable NOTE: must be formated as a TEXT field.

14 Most Common Errors Found in Enrollment Data Reporting Birth date Spreadsheet column must be formatted as a text field. Birth date field order must be YYYYMMDD. Is student still in high school? Students concurrently enrolled in your college/school and still in high school must be coded: 19 (secondary student) in student level (field #21) and 6 (unclassified) in registration type (field #20). Did student receive a GED? High school code (field #17) should be (GED recipient). Do not use ACT high school code student Did student graduate from high school this year? drecently d graduated i h i GED high school students should be coded 1 (new entering student) in registration type (field #20). They are not transfer students. Even if they are bringing in college credits earned while still in high school, through PSEO, for example. Year of high school graduation (field #18) should be current calendar year of fall report. For example, if you are reporting fall 2010 student enrollment, then your new entering students would have graduated from high school in 2010.

15 Do you have graduate students? Does your college/school offer programs of study beyond the bachelor s degree, such as a master s degree or doctorate degree? If no, then you do not have any graduate students. Student levels 14 (graduate) or 18 (unclassified graduate) in field #21 do not apply to your school. Registration type 5 (new graduate student) in field #20 does not apply. Major 1/Major 2 This is an 8-digit field in this report in fields #33 and #35. Even though the official CIP code used by the U.S. Department of Education is a 6-digit field. Do not include the decimal point. Zero fill-in the last two digits. For example, CIP code (accounting major) should be Find CIP codes here:

16 Quick Guide to Awards Conferred Codes 1 INSTITUTION CODE 7-digit code assigned by Office of Higher Education See Appendix D 2 STUDENT LAST NAME Last name of student 3 STUDENT FIRST NAME First name of student 4 STUDENT MIDDLE INITIAL Student middle initial 5 SOCIAL SECURITY NUMBER Student SSN actual number (if unavailable) 6 INSTITUTION STUDENT NUMBER Institution assigned ID number 7 GENDER Men M Women F Unavailable Z 8 BIRTHDATE Date of Birth YYYYMMDD Unavailable

17 9 RACIAL/ETHNIC ORIGIN Black or African American 1 American Indian or Alaska Native 2 Asian 3 Hispanic/Latino 4 White 5 Native Hawaiian or Other Pacific Islander 6 Two or more races 7 Nonresident alien 8 Unavailable 9 10 STATE, PROVINCE OF RESIDENCE Alabama AL Alaska AK Arizona AZ Arkansas AR California CA Colorado CO Connecticut CT Delaware DE District of Columbia DC Florida FL Georgia GA Hawaii HI Idaho ID Illinois IL Indiana IN Iowa IA Kansas KS

18 Kentucky KY Louisiana LA Maine ME Maryland MD Massachusetts MA Michigan MI Minnesota MN Mississippi MS Missouri MO Montana MT Nebraska NE Nevada NV New Hampshire NH New Jersey NJ New Mexico NM New York NY North Carolina NC North Dakota ND Ohio OH Oklahoma OK Oregon OR Pennsylvania PA Rhode Island RI South Carolina SC South Dakota SD Tennessee TN Texas TX Utah UT

19 Vermont VT Virginia VA Washington WA West Virginia WV Wisconsin WI Wyoming WY U.S. Territories American Samoa AQ Guam GQ Johnston Atoll JQ Midway Islands MQ Navassa Islands BQ Northern Mariana Islands CQ Puerto Rico RQ Trust Territory of Pacific Islands TQ US Misc. Pacific Island IQ US Virgin Islands VQ Wake Island WQ Canadian Province Alberta AB British Columbia BC Labrador LB Manitoba MB New Brunswick NB Newfoundland NF Northwest Territories NT Nova Scotia NS Ontario ON

20 Prince Edward Island PE Quebec PQ Saskatchewan SK Yukon YT Unavailable Other Foreign Country ZZ FF 11 CITIZENSHIP STATUS U.S. Citizen 1 Non-Citizen-Permament Resident 2 Non-Citizen-Nonresident 3 Unavailable 9 12 AWARD TYPE Undergraduate options: Sub-baccalaureate award less than 1 academic year 01 Sub-baccalaureate award at least 1, but less than 2 year02 Associate Degree 03 Sub-baccalaureate award at least 2, but less than 4 year04 Bachelor's degree 05 Post-bachelor's certificate 06 Graduate (beyond bachelor's degree) Options: Master's degree 07 Post-Master's Certificate 08 Doctor's degree - research/scholarship 09 Doctor's degree - professional practice 10 Doctor's degree - other 11

21 Unavailable DATE AWARD CONFERRED Calendar year and month YYYYMM 14 JOINT AWARD 7-digit code assigned by Office of Higher Education if a joint awsee Appendix D Not a joint award , 17 FIRST MAJOR/PROGRAM CIP code of program Actual CIP code + 2 extra digits (add two zeros to the end of the CIP coundeclared major Unavailable , 18 INSTITUTION NAME OF MAJOR This field is optional. 25-digit alpha field.