File: Assessments (ASSESS)

File Name
ASSESS
Description
This table reflects the ID, date, and score for college entrance, pre-placement or other requested assessments that a student may take prior to or after entering an institution. One score per test per student should be submitted, and it should be the score used for placement of that student. This table contains data for registered students at an institution for the reporting term.
Change Log

Field: ASSESS.colcode

Field Name
colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
ACCS Only
Start Position
1
Width
2
Tables Used in Validation
institutions
Change Log

Field: ASSESS.studentID

Field Name
studentID
Definition
This is the student's Social Security Number without hyphens. Do NOT encrypt this number. If the student does not have a social security number or refuses to provide this identifier, then the institution should assign the student a number as follows: "99" + 7--digit local school I.D. number.
Validation
This field is a character field, must be a 9 digit number, maintain any leading zeros however the StudentID cannot be all zeros or all 9's
Examples
"416-80-1902" = "416801902" "012-19-3501" = "012193501"
Reported To
ACCS
Start Position
3
Width
9
Tables Used in Validation
Change Log

Field: ASSESS.assessmentID

Field Name
assessmentID
Definition
This is the code that uniquely identifies an assessment. Only report assessments that are referenced in the validation table.
Validation
This code must match the assessment reference table of codes.
Examples
ACE, SAM, COP
Reported To
ACCS
Start Position
12
Width
3
Tables Used in Validation
assessmentsreference
Change Log

Field: ASSESS.assessmentDate

Field Name
assessmentDate
Definition
This is the date the assessment was taken. For assessments recorded prior to Fall 2008, all 9's may be entered if the date of assessment is unknown. For all assessments recorded after Fall 2008 the date of assessment must be entered.
Validation
Use the date format: YYYYMMDD. This must be a valid date and must be a date on or prior to the file submission date. This date must also fall after January 1, 1970. If the student's first term of attendance is prior to FA2008 (based on fields STU.Inittrm and STU.Inityr), this field may be all 9's if the date is unknown.
Examples
20071205
Reported To
ACCS
Start Position
15
Width
8
Tables Used in Validation
Change Log
ChangeDate
Altered validation to allow for testing to occur on the same day as the submission to prevent false errors.12/4/2008 9:05:13 AM
Updated to reflect the fact that the DAX requirement for assessment date collection is new.12/11/2008 1:41:10 PM
test2/29/2012 6:15:32 PM
test removed assessmentScore2/29/2012 6:15:32 PM

Field: ASSESS.assessmentScore

Field Name
assessmentScore
Definition
This field is the raw score for the assessment in the format necessary for that particular assessment.
Validation
This must be numeric and greater than zero.
Examples
50, 99, 540
Reported To
ACCS
Start Position
23
Width
6
Tables Used in Validation
Change Log

File: Academic Awards (AWARD)

File Name
AWARD
Description
This table is a cumulative file of awards conferred for the last 10 years. An award is reported when necessary paperwork has been completed and the student has been physically awarded the degree, certificate, or diploma.
Change Log

Field: AWARD.colcode

Field Name
colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
ACCS Only
Start Position
1
Width
2
Tables Used in Validation
institutions
val_acad_inv
Change Log

Field: AWARD.rptTerm

Field Name
rptTerm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
ACCS, ACHE
Start Position
3
Width
2
Tables Used in Validation
val_term
Change Log

Field: AWARD.rptYear

Field Name
rptYear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins.
Validation
The RptYear cannot be blank.
Examples
2008, 2009
Reported To
ACCS, ACHE
Start Position
5
Width
4
Tables Used in Validation
Change Log

Field: AWARD.studentID

Field Name
studentID
Definition
This is the student's Social Security Number without hyphens. Do NOT encrypt this number. If the student does not have a social security number or refuses to provide this identifier, then the institution should assign the student a number as follows: "99" + 7--digit local school I.D. number.
Validation
This field is a character field, must be a 9 digit number, maintain any leading zeros however the StudentID cannot be all zeros or all 9's
Examples
"416-80-1902" = "416801902" "012-19-3501" = "012193501"
Reported To
ACCS, ACHE (encrypted)
Start Position
9
Width
9
Tables Used in Validation
Change Log

Field: AWARD.cipcode

Field Name
cipcode
Definition
This is the Classification of Instructional Program (CIP) code that denotes the subject area, program of study, or discipline in which the student is conferred a degree. Do not enter the decimal point. For example: The CIP Code for Real Estate is "06.1701". The CIP Code would then be entered as "061701". The cipcode for historical completers (teach-out programs) should reflect the cipcode for the most comparable program in the current academic inventory.
Validation
Must match ACCS's academic inventory for the college.
Examples
101010, 240101
Reported To
ACCS, ACHE
Start Position
18
Width
6
Tables Used in Validation
val_acad_inv
Change Log

Field: AWARD.awardConferred

Field Name
awardConferred
Definition
This is the type of award.
Validation
Must match ACCS's academic inventory for the college when combined with CIPCODE. Exception: NDS is not a valid code for this table and field. All C26, C27, C40 awards are to be reported with an award code of "STC"
Examples
AA, STC, AS, AAS
Reported To
ACCS, ACHE
Start Position
24
Width
3
Tables Used in Validation
val_acad_inv
Change Log

Field: AWARD.conferredTerm

Field Name
conferredTerm
Definition
This is the term in which the student was conferred the award. This will be the term the award was conferred, not necessarily the term in which the award was earned. Enter in XX format.
Validation
Cannot be blank or NULL. Must be FA, SP or SU.
Examples
FA, SP, SU
Reported To
ACCS, ACHE
Start Position
27
Width
2
Tables Used in Validation
val_acad_inv
val_term
Change Log

Field: AWARD.conferredYear

Field Name
conferredYear
Definition
This is the CALENDAR YEAR in which the student was conferred the award. This will be the year the award was conferred, not necessarily the year in which the award was earned. A four digit numeric code in the form of CCYY should be used in this field, where "CC" is the century and "YY" is the year. This must be a valid calendar year.
Validation
Cannot be blank or NULL. Must be less than 6 years old and a valid calendar year.
Examples
2008, 2009
Reported To
ACCS, ACHE
Start Position
29
Width
4
Tables Used in Validation
val_acad_inv
Change Log

Field: AWARD.sequence

Field Name
sequence
Definition
This is the sequence of awards conferred. This value should be '1' for all records unless this award is the second, third, fourth, etc award for the same student during the same reporting term in the same CIP code at the same level. Multiple associate degrees in the same CIP program are not permitted within the IPEDS reporting year (Summer through Spring).
Validation
This value must be greater than 0 and must be a number. If there is a 2 there must be a 1 for that cip and award conferred within that term in this file. If there is a 3 there must be a 2 and 1 for that cip and degree within that term in this file.
Examples
1, 2
Reported To
ACCS
Start Position
33
Width
1
Tables Used in Validation
Change Log

Field: AWARD.canopyoptioncode

Field Name
canopyoptioncode
Definition
The code used to designate an option or concentration area under the canopy program. field will also be used to collect options granted under the AOT award.
Validation
CanopyOptionCode is 000000 where CIPCode is not a canopy program . If CIPCode is a canopy program, then the CanopyOptionCode must be in the validation table (val_acad_canopy_options)
Examples
101010, 240101
Reported To
Start Position
34
Width
6
Tables Used in Validation
Change Log
ChangeDate
Added field9/4/2013 7:44:01 AM
Changed Column Name to be all lowercase to match naming convention9/5/2013 8:20:14 AM

Field: AWARD.revfice

Field Name
revfice
Definition
This is the FICE code of an institution that transferred credit resulting in an associate award being conferred by the reporting institution. If a student has not transferred credit through the reverse transfer process, this value will be 000000.
Validation
· This field must match against the validation table ficecode and the ficecode.col_state = ‘AL’ · Award Conferred must be an associate degree (valdata.award.achedegdes = ‘03’)
Examples
123456, 000000
Reported To
ACHE
Start Position
40
Width
6
Tables Used in Validation
Change Log
ChangeDate
Added new field revfice to AWARD table10/28/2015 2:45:07 PM
Changed verbiage.9/22/2016 9:52:52 AM

File: Financial Aid (FINAID)

File Name
FINAID
Description
This table contains a list of all financial aid awarded to registered students for the reporting term. Financial aid reported should be codes as listed in the financial aid reference table.
Change Log

Field: FINAID.colcode

Field Name
colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
ACCS
Start Position
1
Width
2
Tables Used in Validation
institutions
Change Log

Field: FINAID.rptTerm

Field Name
rptTerm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
ACCS
Start Position
3
Width
2
Tables Used in Validation
val_term
Change Log

Field: FINAID.rptYear

Field Name
rptYear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins.
Validation
The RptYear cannot be blank.
Examples
2008, 2009
Reported To
ACCS
Start Position
5
Width
4
Tables Used in Validation
Change Log

Field: FINAID.studentID

Field Name
studentID
Definition
This is the student's Social Security Number without hyphens. Do NOT encrypt this number. If the student does not have a social security number or refuses to provide this identifier, then the institution should assign the student a number as follows: "99" + 7--digit local school I.D. number.
Validation
This field is a character field, must be a 9 digit number, maintain any leading zeros however the StudentID cannot be all zeros or all 9's
Examples
"416-80-1902" = "416801902" "012-19-3501" = "012193501"
Reported To
ACCS
Start Position
9
Width
9
Tables Used in Validation
Change Log

Field: FINAID.finAidCode

Field Name
finAidCode
Definition
This is a code indicating the source of a specific award of financial aid. Reporting third-party financial aid is optional. It may be included in this table with a code of LOCL.
Validation
This code must match the financial aid reference(finaidref) table.
Examples
ACAS, ACSD
Reported To
ACCS
Start Position
18
Width
4
Tables Used in Validation
finaidref
Change Log

Field: FINAID.finAidAmt

Field Name
finAidAmt
Definition
The dollar amount of financial aid disbursed/received to date for the term from a specific award source. Commas and decimal points are removed: ex) $12,345.67 = 1234567
Validation
This value must be numeric and greater than 0. There are two implied decimal places.
Examples
1234567, 2589479
Reported To
ACCS
Start Position
22
Width
7
Tables Used in Validation
Change Log
ChangeDate
Title clarification due to 2011-2012 IPEDS changes2/29/2012 6:15:32 PM
Clarification of definition due to 2011 -2012 IPEDS changes2/29/2012 6:15:32 PM

Field: FINAID.AidAwarded

Field Name
AidAwarded
Definition
This field is aid awarded, not aid received nor aid awarded and accepted. There are two implied decimal places. This field will be used in completing the IPEDS Student Financial Aid Survey.
Validation
This field must be numeric and greater than or equal to 0 and greater than or equal to the Financial Aid Amount Received (finAidAmt) field.
Examples
0510000=$5,100.00, 0021900=$219.00
Reported To
IPEDS
Start Position
29
Width
7
Tables Used in Validation
finaidref
Change Log
ChangeDate
Added definition and validation description.2/29/2012 6:15:32 PM
Description Updated for clarification.8/27/2012 9:30:49 AM

Field: FINAID.awardperiod

Field Name
awardperiod
Definition
This is a code that indicates the period for which the amount in the FINAID.aidawarded is awarded. This value will be an A (Annual) or a T (Term).
Validation
The value of this field must be "A" or "T"
Examples
A, T
Reported To
ACCS, IPEDS
Start Position
36
Width
1
Tables Used in Validation
Change Log
ChangeDate
New field added.7/31/2012 1:03:53 PM
Added definition, examples and validation process narrative.8/27/2012 9:30:49 AM

File: Jobs (JOBS)

File Name
JOBS
Description
This table details each job and/or contract of an employee paid by the institution. There may be multiple entries per employee. DO NOT include Work Study Students in this table.
Change Log
ChangeDate
Column added: fullsalarysch10/9/2008 1:21:15 PM
Added clarification for excluding work study students.2/29/2012 6:15:32 PM

Field: JOBS.Colcode

Field Name
Colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
Start Position
1
Width
2
Tables Used in Validation
institutions
val_salary_schedule
val_sal_sch_11
Change Log

Field: JOBS.AcadYear

Field Name
AcadYear
Definition
This is the academic year (ex. 2007-2008) in which the data is reported. Use the last two digits of the starting year and the last two digits of the ending year. REPORT YEAR MUST REFLECT THE CURRENT ACADEMIC YEAR.
Validation
This field must be numbers only and must match reporting academic year.
Examples
Academic Year 2007-2008 is reported as 0708.
Reported To
Start Position
3
Width
4
Tables Used in Validation
Change Log

Field: JOBS.PersonnelID

Field Name
PersonnelID
Definition
This is the employee's Social Security Number without hyphens. Do NOT encrypt this number. If the employee does not have a social security number or refuses to provide this identifier, then the institution should assign the employee a number as follows: "99" + 7--digit local school I.D. number.
Validation
This field is a character field, must be a 9 digit number, maintain any leading zeros however the PersonnelID cannot be all zeros or all 9's. There must be a matching record in PER table unless empstatus is O. If PER.empstatus is O, then there does not need to be a record in this file for that employee. Each unique Personnel ID must have at least ONE record that has the PrimInd set to 1.
Examples
"416-80-1902" = "416801902" "012-19-3501" = "012193501"
Reported To
Start Position
7
Width
9
Tables Used in Validation
Change Log
ChangeDate
Updated validation to prevent employees not having any primary positions (PrimInd=1).12/12/2008 10:13:13 AM

Field: JOBS.SalSch

Field Name
SalSch
Definition
This is the salary schedule to which the employee is assigned at the time the report is generated.
Validation
This must match the validation table val_salsch (val_sal_sch_11 for Athens) using the fields salsch, salrank, salstep, salschamt.
Examples
A, B, D
Reported To
Start Position
16
Width
3
Tables Used in Validation
val_salary_schedule
val_sal_sch_11
Change Log
ChangeDate
Updated to reflect Athens salary schedule table.2/16/2009 2:02:24 PM

Field: JOBS.SalRank

Field Name
SalRank
Definition
This is the salary rank (or grade or E salary schedule) as assigned to the employee using the Salary Schedule issued by the Department of Postsecondary Education.
Validation
This must match the validation table val_salsch (val_sal_sch_11 for Athens) using the fields salsch, salrank, salstep, salschamt. This field must be blank on salsch, A, C and L.
Examples
1A, 1B
Reported To
Start Position
19
Width
2
Tables Used in Validation
val_salary_schedule
val_sal_sch_11
Change Log
ChangeDate
Updated to reflect Athens salary schedule table.2/16/2009 2:02:56 PM
E salary schedule printed copy does not use the term rank. It uses the term grade. The description/definition was updated to ensure that it is known that the E salary schedule "grade" column is equivalent to the rank column for this field.2/23/2010 9:16:30 AM

Field: JOBS.SalStep

Field Name
SalStep
Definition
This is the salary step as assigned to the employee using the Salary Schedule issued by the Department of Postsecondary Education. The step does not necessarily reflect the number of years served at the institution.
Validation
For C3 or L salary schedule a blank value here is allowable. All other salary schedules must match the validation table val_salsch (val_sal_sch_11 for Athens) using the fields salsch, salrank, salstep, salschamt.
Examples
00, 9, 10, 40
Reported To
Start Position
21
Width
2
Tables Used in Validation
val_salary_schedule
val_sal_sch_11
Change Log
ChangeDate
Updated to reflect Athens salary schedule table.2/16/2009 2:03:18 PM

Field: JOBS.SalSchAmt

Field Name
SalSchAmt
Definition
This is the salary and/or wages to be paid to the employee for this appointment during the current appointment period. This value does not include benefits associated with the salary. For Hourly employees enter the hourly rate at which the employee is paid. For Release time this will be the number of courses per week for which the faculty is released to handle additional duties. Entries in this field must match the salary schedule amount as published by the Department of Postsecondary Education.
Validation
This field will only be checked if field fullsalarysch is set to Y. This value must be greater than 0. If JOBS.paytype is 0, this must match the validation table val_salsch (val_sal_sch_11 for Athens) using the fields salsch, salrank, salstep, salschamt. If JOBS.SalSch is L, amount will not validate against val_salsch. The value for JOBS.SalSchAmt should NEVER be more than amount in the validation table.
Examples
$14000.00 = 01400000, $16000.00 = 01600000
Reported To
Start Position
23
Width
8
Tables Used in Validation
val_salary_schedule
val_sal_sch_11
Change Log
ChangeDate
Added check for fullsalarysch field.10/9/2008 1:27:29 PM
Updated to reflect Athens salary schedule table.2/16/2009 2:03:39 PM

Field: JOBS.ContractBeginDate

Field Name
ContractBeginDate
Definition
This is the calendar date on which the contract is effective.
Validation
This value must be a valid date in the format YYYYMMDD, and within the academic year of submission.
Examples
September 1st, 2004 is reported as 20040901.
Reported To
Start Position
31
Width
8
Tables Used in Validation
sched_semester
Change Log

Field: JOBS.ContractEndDate

Field Name
ContractEndDate
Definition
This is the calendar date on which the contract will be terminated. This field may be all 9s for hourly and non-tenured employees.
Validation
This value must be a valid date in the format YYYYMMDD, within 12 months after or 13 months before the date of submission and be greater than or equal to the field Contract Start Date. If the field PER.tenure has a value of 2 or 3 ("not tenured-on tenure track" OR "not tenured- not on tenure track"), entry may be all 9s.
Examples
September 1st, 2004 is reported as 20040901.
Reported To
Start Position
39
Width
8
Tables Used in Validation
Change Log
ChangeDate
Added check to prevent Contract End Date from being before Contract Start Date.12/12/2008 9:21:51 AM
Changed to correct for 13 months before instead of 12 to account for short contracts in August.9/10/2009 12:56:00 PM

Field: JOBS.ContractSeq

Field Name
ContractSeq
Definition
This is the official number or other identifier that serves to uniquely identify the job assigned to this employee.
Validation
This field is numeric (greater than 00) and must be unique for and index of colcode, Acadyear, personnelid, salsch, salrank, salstep and sequence.
Examples
01, 02
Reported To
Start Position
47
Width
2
Tables Used in Validation
Change Log

Field: JOBS.PosCode

Field Name
PosCode
Definition
This is the position that a person holds in a department/office/division.
Validation
This must match against the validation table val_poscode.
Examples
DEAN, VP, DIR
Reported To
Start Position
49
Width
4
Tables Used in Validation
val_poscode
Change Log

Field: JOBS.OffCode

Field Name
OffCode
Definition
This is the office, department, or division in which an employee works.
Validation
This field must match against the validation table val_offcode.
Examples
INSTRU, FINAID
Reported To
Start Position
53
Width
6
Tables Used in Validation
val_offcode
Change Log
ChangeDate
Corrected grammar.12/11/2008 10:56:31 AM

Field: JOBS.OcctCode

Field Name
OcctCode
Definition
This is the human asset category into which the individual's position is most appropriately classified.
Validation
This field must match against the validation table val_occtcode.
Examples
F, S
Reported To
Start Position
59
Width
1
Tables Used in Validation
val_occtcode
Change Log

Field: JOBS.PayType

Field Name
PayType
Definition
This is the code to determine the type of pay that applies to this contract. Code adjunct faculty paid by the course as salary (00).
Validation
This value must match against the validation table val_paytype.
Examples
00, 01, 99
Reported To
Start Position
60
Width
2
Tables Used in Validation
val_paytype
Change Log

Field: JOBS.PrimInd

Field Name
PrimInd
Definition
This is the field that indicates that this contract is the primary contract for the employee. Only one record per employee should be set as primary.
Validation
This value must match against the validation table val_primind.
Examples
0, 1
Reported To
Start Position
62
Width
1
Tables Used in Validation
val_primind
Change Log

Field: JOBS.TotalActContractAmt

Field Name
TotalActContractAmt
Definition
This is the actual amount of the contract.
Validation
This field must be numeric and greater than or equal to 0. This value must be less than or equal to the amount for the appropriate salary schedule, step and rank combination if the field paytype has a value of 00. This value should be the sum of all matching records in JOBACCTS for this employee, unless that employee is hourly (paytype 01). There are two implied decimal places.
Examples
$40,000.00 should be reported as 04000000.
Reported To
Start Position
63
Width
8
Tables Used in Validation
val_salary_schedule
val_sal_sch_11
Change Log

Field: JOBS.fullsalarysch

Field Name
fullsalarysch
Definition
This field reflects whether or not the employee is working 100% of their primary contract. If an employee's date of hire is after Sept 1 of the current contract year, this should be set to N. If an employee is working a percentage of this contract, this should be set to N.
Validation
When this value is set to Y and the employee is full-time, on salary schedule A, B, C, D1, D2, E or H and the field pay-type is 00 then the salary schedule amount field must match the ACCS salary schedule. All part-time/hourly employees should have this field set to N.
Examples
Y, N
Reported To
ACCS
Start Position
71
Width
1
Tables Used in Validation
val_salary_schedule
val_sal_sch_11
val_yesno
Change Log
ChangeDate
Added D210/9/2008 1:23:02 PM
Corrected field descriptive name.10/9/2008 1:34:54 PM
Enabled.10/9/2008 1:35:10 PM
Validation added: fullsalarysch10/9/2008 1:36:46 PM

Field: JOBS.rptterm

Field Name
rptterm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
Start Position
72
Width
2
Tables Used in Validation
val_term
Change Log

Field: JOBS.rptyear

Field Name
rptyear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins.
Validation
The RptYear cannot be blank.
Examples
2008, 2009
Reported To
Start Position
74
Width
4
Tables Used in Validation
Change Log

Field: JOBS.soccode

Field Name
soccode
Definition
A 6 digit code used to categorize employees using the Standard Occupational Classification (SOC) system used by federal agencies to classify workers into occupational categories for IPEDS purposes. See the IPEDS Human Resource Survey Instructions for guidance on classifying employees at your institution. Occupations are to be classified based on work performed and, in some cases, on the skills, education, and/or training needed to perform the work at a competent level. The SOC codes are available at: http://www.bls.gov/soc/.
Validation
This field cannot be blank and must match against the validation table val_soccode.
Examples
110000,130000,210000
Reported To
IPEDS
Start Position
78
Width
6
Tables Used in Validation
val_soc_code
Change Log
ChangeDate
Field created10/15/2012 2:09:21 PM
Added the definition.12/10/2012 7:07:44 AM

Field: JOBS.socsubcode

Field Name
socsubcode
Definition
2 character sub code used to further classify instructional employees for IPEDS purposes. This field should be blank for non-instructional employees. If an employee is coded with an SOC code of 25-1000, the socsubcode is required.
Validation
This field must not be blank for records with a SOC code matching 251000 and must match against the validation table val_socsubcode.
Examples
IC, IN, R
Reported To
IPEDS
Start Position
84
Width
2
Tables Used in Validation
val_soc_code
val_soc_subcode
Change Log
ChangeDate
Field created10/15/2012 2:09:21 PM
Added definition, examples, and validation explanation.12/10/2012 7:07:44 AM

File: Personnel (PER)

File Name
PER
Description
This table contains demographic, descriptive, and summary data on all personnel paid by the institution and all individuals who provide training/instruction through the reporting institution but who may be paid by another entity (e.g., on-loan). DO NOT include Work Study Students in this table. This table reflects academic year-to-date information.
Change Log
ChangeDate
Added clarification for excluding work study students.2/29/2012 6:15:32 PM

Field: PER.Colcode

Field Name
Colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
Start Position
1
Width
2
Tables Used in Validation
campuses
institutions
Change Log

Field: PER.AcadYear

Field Name
AcadYear
Definition
This is the academic year (ex. 2007-2008) in which the data is reported. Use the last two digits of the starting year and the last two digits of the ending year. REPORT YEAR MUST REFLECT THE CURRENT ACADEMIC YEAR.
Validation
This field must be numbers only and must match reporting academic year.
Examples
Academic Year 2007-2008 is reported as 0708.
Reported To
Start Position
3
Width
4
Tables Used in Validation
Change Log

Field: PER.PersonnelID

Field Name
PersonnelID
Definition
This is the employee's Social Security Number without hyphens. Do NOT encrypt this number. If the employee does not have a social security number or refuses to provide this identifier, then the institution should assign the personnel a number as follows: "99" + 7--digit local school I.D. number.
Validation
This field is a character field, must be a 9 digit number, maintain any leading zeros however the PersonnelID cannot be all zeros or all 9's. There must be a matching record in jobs table unless empstatus is O. If empstatus is O, then this may be alphanumeric.
Examples
"416-80-1902" = "416801902" "012-19-3501" = "012193501"
Reported To
Start Position
7
Width
9
Tables Used in Validation
Change Log

Field: PER.FirstName

Field Name
FirstName
Definition
This is the first twenty characters of the first name of the employee enrolled at the time the report is generated. To be consistent among institutions, enter this information in upper case letters.
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe.
Examples
RANDY, LEE, SUE
Reported To
Start Position
16
Width
20
Tables Used in Validation
Change Log

Field: PER.MiddleName

Field Name
MiddleName
Definition
This is the first twenty characters of the middle name of the employee enrolled at the time the report is generated. To be consistent among institutions, enter this information in upper case letters.
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe. This field may be blank.
Examples
SCOTT, WILLIAM
Reported To
Start Position
36
Width
20
Tables Used in Validation
Change Log

Field: PER.LastName

Field Name
LastName
Definition
This is the first twenty-five characters of the last name of the employee at the time the report is generated. To be consistent among institutions, enter this information in upper case letters. Suffixes (Jr., Sr., III) should be included in this field but should trail the last name as follows: JONES JR
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe.
Examples
MILLER, BOWMAN
Reported To
Start Position
56
Width
25
Tables Used in Validation
Change Log

Field: PER.DateOfBirth

Field Name
DateOfBirth
Definition
This is the employee's date of birth. The format for this field is YYYYMMDD. For fall term submissions, use Aug 1 for date calculations. For spring submissions, use January 1st for date calculations. For summer term submissions, use June 1st for date calculation.
Validation
The employee cannot be under 14 years of age or older than 110 years of age. This must be a valid a calendar date.
Examples
"19450123" represents January 23, 1945 "CCYYMMDD" where "CC" is the century , "YY" is the year, "MM" is the month, and "DD" is the day.
Reported To
Start Position
81
Width
8
Tables Used in Validation
Change Log

Field: PER.Gender

Field Name
Gender
Definition
This is the gender of the employee at the time of report generation.
Validation
This must match the validation table val_gender_personnel.
Examples
01, 02, 99
Reported To
Start Position
89
Width
2
Tables Used in Validation
val_gender_personnel
Change Log

Field: PER.EthOrig

Field Name
EthOrig
Definition
This is the ethnic origin (hispanic/latino or non-hispanic) of the employee as indicated by the student as recorded at the time of the generation of the report.
Validation
This field must match the validation table val_ethorig. All employees who have identified themselves with a race of Hispanic, should have 01 in this field. For all others, code them 00.
Examples
00, 01
Reported To
Start Position
91
Width
2
Tables Used in Validation
val_ethorig
Change Log

Field: PER.Race

Field Name
Race
Definition
This is the race of the employee as indicated by the employee. There may be more than one race indicated unless the employee indicates "Other/Unknown." Other/Unknown is indicated by zero's in all positions. A one (1) in any position is an indication by the student that they believe they are of that race. A zero (0) is an indication by the employee that the student has not indicated they believe they are of that race. The positions are as follows: Position 1 is White. Position 2 is Black/African American. Position 3 is Asian. Position 4 is American Indian or Alaskan Native. Position 5 is Native Hawaiin or Other Pacific Islander. Position 6 is Non-Resident Alien. Position 7 and 8 are reserved for future updates.
Validation
Must be 0 or a 1 in each column. Position 7 and 8 must be 00. 0 = Employee is not of this race, 1 = student is of this race Position 93 1 = White Position 94 1 = Black or African American Position 95 1 = Asian Position 96 1 = American Indian or Alaska Native Position 97 1 = Native Hawaiian or Other Pacific Islander Position 98 1 = Non-resident Alien Position 98 0 Position 99 0 If race is unknown or not-reported by the employee, the race field is reported as 00000000
Examples
10000000, 01000000, 11000000
Reported To
Start Position
93
Width
8
Tables Used in Validation
Change Log
ChangeDate
Corrected validation documentation to reflect accurate character positions.12/19/2008 7:56:42 AM

Field: PER.HighestDeg

Field Name
HighestDeg
Definition
This is the highest degree held by the employee.
Validation
This field must match against the validation table val_highestdeg.
Examples
PHD, EDD
Reported To
Start Position
101
Width
3
Tables Used in Validation
val_highestdeg
Change Log
ChangeDate
Disabled validation6/21/2022 8:30:09 AM

Field: PER.PositionalTitle

Field Name
PositionalTitle
Definition
This is the first 64 characters of the employee's primary title.
Validation
This field must be alpha characters, upper case.
Examples
DIRECTOR OF TECHNOLOGY
Reported To
Start Position
104
Width
64
Tables Used in Validation
Change Log

Field: PER.Campus

Field Name
Campus
Definition
This is the primary campus to which the employee is assigned. On-campus codes are "0" through "9". Off-campus codes are "A" through "Y". The main, branch, and prison campuses are considered on-campus. Off-campus centers and temporary off-campus sites are considered as being off-campus. These centers can be either exempt or non-exempt based on review of the Alabama Commission on Higher Education. Off-campus centers must have distinct instructional site codes. Temporary off-campus sites not identified in the Campus Code Appendix must be coded "Z."
Validation
When cross referenced with the college code field this field must match against the validation table campuses.
Examples
0, 9, A, Y
Reported To
Start Position
168
Width
1
Tables Used in Validation
campuses
Change Log

Field: PER.EmpStatus

Field Name
EmpStatus
Definition
This is the employment status of the employee at the time the report is generated. Employment status for faculty (Salary Schedule "D") is determined by the nine-month contract status. Faculty status during the summer does not determine the status for this field.
Validation
If this value is O, no jobs or jobs account entry will be present for this person and PER.tenure must be 3.
Examples
F, P, T, O
Reported To
Start Position
169
Width
1
Tables Used in Validation
val_empstatus
Change Log

Field: PER.InitEmploy

Field Name
InitEmploy
Definition
This is the date of initial full time employment and will not be changed for breaks of employment or changes in position.
Validation
This value must be a valid calendar date in the format YYYYMMDD. If the field PER.empstatus is F, this value must be greater than 19500101. If PER.empstatus is not F, this value must be all 0s. If the field PER.empstatus is T, there is no validation.
Examples
June 7, 1958 should be recorded as 19580607.
Reported To
Start Position
170
Width
8
Tables Used in Validation
Change Log

Field: PER.ContHireDate

Field Name
ContHireDate
Definition
This field is the initial date of hire for full time personnel with the following exceptions: The continuous employment date is changed for breaks in employment. If instructional employees do not teach during the summer term, it is not considered a break in employment. If an employee has never had a break in employment, this date should match the employee's initial date of employment. When an employee returns from leave without pay, the continuous employment date is the date the employee returned from leave. The continuous employment date is not related to employment on any particular salary schedule. The continuous employment date for local and on-loan personnel should be blank.
Validation
This value must be a valid calendar date in the format YYYYMMDD. If the field PER.empstatus is F, this value must be greater than 19500101. If PER.empstatus is not F, this value must be all 0s. If the field PER.empstatus is T, there is no validation. This value cannot be less than the value of the field PER.initemploy.
Examples
June 7, 1958 should be recorded as 19580607.
Reported To
Start Position
178
Width
8
Tables Used in Validation
Change Log

Field: PER.LastTerminationDate

Field Name
LastTerminationDate
Definition
This field is the last date an employee was terminated.
Validation
This value must be a valid calendar date in the format YYYYMMDD. If PER.empstatus has a value of T, this must be a valid date within the academic year within which the report was generated. If the field PER.empstatus is not T, this value should be reporte as all 0s.
Examples
June 7, 1958 should be recorded as 19580607.
Reported To
Start Position
186
Width
8
Tables Used in Validation
Change Log

Field: PER.AmtPaidToDate

Field Name
AmtPaidToDate
Definition
This is the gross amount of salary and/or wages earned by the employee from the start of the fiscal year through the current period from all contracts.
Validation
This field must be numeric and must be greater then or equal to 0. There are two implied decimal places.
Examples
$35,000.00 should be reported as 003500000.
Reported To
Start Position
194
Width
9
Tables Used in Validation
Change Log

Field: PER.Tenure

Field Name
Tenure
Definition
This is the employee's tenure status.
Validation
This field must match against the validation table val_tenure.
Examples
1, 2, 3
Reported To
Start Position
203
Width
1
Tables Used in Validation
val_tenure
Change Log

Field: PER.rptterm

Field Name
rptterm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
Start Position
204
Width
2
Tables Used in Validation
val_term
Change Log

Field: PER.rptyear

Field Name
rptyear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins.
Validation
The RptYear cannot be blank.
Examples
2008, 2009
Reported To
Start Position
206
Width
4
Tables Used in Validation
Change Log

Field: PER.localemployeeid

Field Name
localemployeeid
Definition
This is the number used to identify an employee in local administrative systems.
Validation
This field is a character field, 9 character length , alphanumeric, and left justify with spaces at the end.
Examples
"G00123456"
Reported To
Start Position
210
Width
9
Tables Used in Validation
Change Log
ChangeDate
Added new field local employee id 3/19/2018 3:27:11 PM

File: Registration (REG)

File Name
REG
Description
This table contains all credit courses for which a student has enrolled for the reporting term. There will be one entry per student per enrolled course. The table will include the grade earned for each course. Grades are to be recorded by the final submission for the reporting term.
Change Log

Field: REG.Colcode

Field Name
Colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
ACCS, ACHE
Start Position
1
Width
2
Tables Used in Validation
institutions
Change Log

Field: REG.RptTerm

Field Name
RptTerm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
ACCS, ACHE
Start Position
3
Width
2
Tables Used in Validation
grades
sched_grade
val_term
Change Log

Field: REG.RptYear

Field Name
RptYear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins. A four digit numeric code in the form of CCYY should be used in this field, where "CC" is the century and "YY" is the year. Examples: Fall 2004-05 RptYear = 2004 Spring 2004-05 RptYear = 2005
Validation
The RptYear cannot blank
Examples
2008, 2009
Reported To
ACCS, ACHE
Start Position
5
Width
4
Tables Used in Validation
grades
sched_grade
Change Log

Field: REG.StudentID

Field Name
StudentID
Definition
This is the student's Social Security Number without hyphens. Do NOT encrypt this number. If the student does not have a social security number or refuses to provide this identifier, then the institution should assign the student a number as follows: "99" + 7--digit local school I.D. number.
Validation
This field is a character field, must be a 9 digit number, maintain any leading zeros however the StudentID cannot be all zeros or all 9's. This entry must have a corresponding entry in the STU file.
Examples
"416-80-1902" = "416801902" "012-19-3501" = "012193501"
Reported To
ACCS, ACHE
Start Position
9
Width
9
Tables Used in Validation
Change Log

Field: REG.DeptCode

Field Name
DeptCode
Definition
This is a three character code that designates the discipline of this course.
Validation
This code is alpha only and must match the schedule master using college code, dept, course and section.
Examples
ENG, HIS, MTH
Reported To
ACCS, ACHE
Start Position
18
Width
3
Tables Used in Validation
Change Log

Field: REG.CourseNum

Field Name
CourseNum
Definition
This is the official identifier that serves to uniquely identifies a course within the offering academic unit. 0xxx Remedial level courses 1xxx Lower Division - Introductory level courses 2xxx Lower Division - Sophomore level courses. Athens will have 3xxx - Junior level courses and 4xxx - Senior level courses.
Validation
This code is alphanumeric (first three characters must be numeric) only and must match the schedule master using college code, dept, course and section.
Examples
102, 205, 101S
Reported To
ACCS, ACHE
Start Position
21
Width
4
Tables Used in Validation
Change Log

Field: REG.Section

Field Name
Section
Definition
This is a unique section number required for each course listed within a particular department and course number. While section number uniqueness is required for a course, unique section numbers are not required institutionally.
Validation
This code is alphanumeric only and must match the schedule master using college code, dept, course and section. If there is only one course being taught with no multiple sections, then it is permissible to code this field with either zeros "00000" or blanks " "
Examples
H10, N50, A, B, 12345, A1000, 8J765
Reported To
ACCS, ACHE
Start Position
25
Width
5
Tables Used in Validation
Change Log

Field: REG.Grade

Field Name
Grade
Definition
This is the student's grade for this course. Use State Board Policy 713.01 for reference.
Validation
Prior to end of term submission, this can be blank. This field must match the grade validation table.
Examples
A, B, C
Reported To
ACCS
Start Position
30
Width
2
Tables Used in Validation
grades
sched_grade
Change Log

Field: REG.PlacementReason

Field Name
PlacementReason
Definition
This is the reason to place students in developmental courses
Validation
This field much match the placement reason validation table
Examples
SR, AC, HS, AP , OV, PR, SP, UD
Reported To
ACCS
Start Position
32
Width
2
Tables Used in Validation
Change Log
ChangeDate
Added new field9/17/2018 8:29:10 AM

File: Schedule Details (SCHDET)

File Name
SCHDET
Description
This table contains a record of every meeting day and time combination for each credit course section in which enrollment exists for the reporting term. There may be multiple entries per credit course section.
Change Log

Field: SCHDET.Colcode

Field Name
Colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
Start Position
1
Width
2
Tables Used in Validation
institutions
Change Log

Field: SCHDET.RptTerm

Field Name
RptTerm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
Start Position
3
Width
2
Tables Used in Validation
val_term
Change Log

Field: SCHDET.RptYear

Field Name
RptYear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins. A four digit numeric code in the form of CCYY should be used in this field, where "CC" is the century and "YY" is the year. Examples: Fall 2004-05 RptYear = 2004 Spring 2004-05 RptYear = 2005
Validation
The RptYear cannot blank
Examples
2008, 2009
Reported To
Start Position
5
Width
4
Tables Used in Validation
Change Log

Field: SCHDET.DeptCode

Field Name
DeptCode
Definition
This is a three character code that designates the discipline of this course.
Validation
This code is alpha only and must match the schedule master using college code, dept, course and section.
Examples
ENG, HIS, MTH
Reported To
Start Position
9
Width
3
Tables Used in Validation
Change Log

Field: SCHDET.CourseNum

Field Name
CourseNum
Definition
This is the official identifier that serves to uniquely identify a course within the offering academic unit. 0xxx Remedial level courses 1xxx Lower Division - Introductory level courses 2xxx Lower Division - Sophomore level courses. Athens will have 3xxx - Junior level courses and 4xxx - Senior level courses.
Validation
This code is alphanumeric (first three characters must be numeric) only and must match the schedule master using college code, dept, course and section.
Examples
102, 205, 101S
Reported To
Start Position
12
Width
4
Tables Used in Validation
Change Log

Field: SCHDET.Section

Field Name
Section
Definition
This is a unique section number required for each course listed within a particular department and course number. While section number uniqueness is required for a course, unique section numbers are not required institutionally.
Validation
This code is alphanumeric only and must match the schedule master using college code, dept, course and section. If there is only one course being taught with no multiple sections, then it is permissible to code this field with either zeros "00000" or blanks " "
Examples
H10, N50, A, B, 12345, A1000, 8J765
Reported To
Start Position
16
Width
5
Tables Used in Validation
Change Log

Field: SCHDET.Sequence

Field Name
Sequence
Definition
This field is used to allow multiple entries to record different meeting day(s)/time(s) for a course.
Validation
This field is numeric only and must be unique for and index of colcode, term, year, dept, number, section and sequence.
Examples
01, 02, 03
Reported To
Start Position
21
Width
2
Tables Used in Validation
Change Log

Field: SCHDET.SchedType

Field Name
SchedType
Definition
This field describes how this portion of the section is scheduled, either regularly scheduled or not regularly scheduled. Regularly scheduled classes meet on a regular schedule (must have days of the week and meeting times.
Validation
This must match codes listed in the table val_schtype. If this value is R, the field Begin Time and End Time must have a valid time and at least one day should have a value of Y.
Examples
R or N
Reported To
Start Position
23
Width
1
Tables Used in Validation
val_schedtype
Change Log
ChangeDate
Moving load indicator to schedule master file.10/9/2008 12:19:47 PM

Field: SCHDET.BeginDate

Field Name
BeginDate
Definition
The calendar date on which this portion of the section begins.
Validation
This field must be in the format: YYYYMMDD. Must be within the reported term/year.
Examples
September 1st, 2004 is reported as 20040901.
Reported To
Start Position
24
Width
8
Tables Used in Validation
sched_semester
Change Log

Field: SCHDET.BeginTime

Field Name
BeginTime
Definition
This is the time this sequence of the section begins in standard 24-hour clock time. If the beginning meeting time for each meeting day is not the same, there must be a separate record in this table for each meeting day.
Validation
If the field SCHMST.schedtype is C, P or R OR SCHMST.medthdeli is of 00 (traditional) or 05 (video conferencing), a valid time (24 hour format) must be reported. If the class is instructor scheduled, use 9999.
Examples
0800, 1200, 1500
Reported To
Start Position
32
Width
4
Tables Used in Validation
Change Log

Field: SCHDET.EndDate

Field Name
EndDate
Definition
The calendar date on which this sequence of the section ends.
Validation
This field must be in the format: YYYYMMDD. Must be within the reported term/year.
Examples
September 1st, 2004 is reported as 20040901.
Reported To
Start Position
36
Width
8
Tables Used in Validation
sched_semester
Change Log

Field: SCHDET.EndTime

Field Name
EndTime
Definition
This is the time this sequence of the section ends in standard 24-hour clock time. If the ending meeting time for each meeting day is not the same, there must be a separate record in this table for each meeting day.
Validation
If the field SCHMST.schedtype is C, P or R OR SCHMST.medthdeli is of 00 (traditional) or 05 (video conferencing), a valid time (24 hour format) must be reported. If the class is instructor scheduled, use 9999.
Examples
0800, 1200, 1500
Reported To
Start Position
44
Width
4
Tables Used in Validation
Change Log

Field: SCHDET.SUN

Field Name
SUN
Definition
Y = Yes, the class meets this day of the week N = No, the class does not meet this day of the week.
Validation
This field must be coded Y or N. If the Method of Delivery is coded 00 (traditional) or 05 (video conference), at least one day of the week MUST have a Y.
Examples
Y, N
Reported To
Start Position
48
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: SCHDET.MON

Field Name
MON
Definition
Y = Yes, the class meets this day of the week N = No, the class does not meet this day of the week.
Validation
This field must be coded Y or N. If the Method of Delivery is coded 00 (traditional) or 05 (video conference), at least one day of the week MUST have a Y.
Examples
Y, N
Reported To
Start Position
49
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: SCHDET.TUE

Field Name
TUE
Definition
Y = Yes, the class meets this day of the week N = No, the class does not meet this day of the week.
Validation
This field must be coded Y or N. If the Method of Delivery is coded 00 (traditional) or 05 (video conference), at least one day of the week MUST have a Y.
Examples
Y, N
Reported To
Start Position
50
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: SCHDET.WED

Field Name
WED
Definition
Y = Yes, the class meets this day of the week N = No, the class does not meet this day of the week.
Validation
This field must be coded Y or N. If the Method of Delivery is coded 00 (traditional) or 05 (video conference), at least one day of the week MUST have a Y.
Examples
Y, N
Reported To
Start Position
51
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: SCHDET.THUR

Field Name
THUR
Definition
Y = Yes, the class meets this day of the week N = No, the class does not meet this day of the week.
Validation
This field must be coded Y or N. If the Method of Delivery is coded 00 (traditional) or 05 (video conference), at least one day of the week MUST have a Y.
Examples
Y, N
Reported To
Start Position
52
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: SCHDET.FRI

Field Name
FRI
Definition
Y = Yes, the class meets this day of the week N = No, the class does not meet this day of the week.
Validation
This field must be coded Y or N. If the Method of Delivery is coded 00 (traditional) or 05 (video conference), at least one day of the week MUST have a Y.
Examples
Y, N
Reported To
Start Position
53
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: SCHDET.SAT

Field Name
SAT
Definition
Y = Yes, the class meets this day of the week N = No, the class does not meet this day of the week.
Validation
This field must be coded Y or N. If the Method of Delivery is coded 00 (traditional) or 05 (video conference), at least one day of the week MUST have a Y.
Examples
Y, N
Reported To
Start Position
54
Width
1
Tables Used in Validation
val_yesno
Change Log

File: Schedule Instructor (SCHINS)

File Name
SCHINS
Description
This table contains all instructors teaching any portion of a credit course section for the reporting term.
Change Log

Field: SCHINS.Colcode

Field Name
Colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
Start Position
1
Width
2
Tables Used in Validation
institutions
Change Log

Field: SCHINS.RptTerm

Field Name
RptTerm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
Start Position
3
Width
2
Tables Used in Validation
val_term
Change Log

Field: SCHINS.RptYear

Field Name
RptYear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins.
Validation
The RptYear cannot be blank.
Examples
2008, 2009
Reported To
Start Position
5
Width
4
Tables Used in Validation
Change Log

Field: SCHINS.DeptCode

Field Name
DeptCode
Definition
This is a three character code that designates the discipline of this course.
Validation
This code is alpha only and must match the schedule master using college code, dept, course and section.
Examples
ENG, HIS, MTH
Reported To
Start Position
9
Width
3
Tables Used in Validation
Change Log

Field: SCHINS.CourseNum

Field Name
CourseNum
Definition
This is the official identifier that serves to uniquely identify a course within the offering academic unit. 0xxx Remedial level courses 1xxx Lower Division - Introductory level courses 2xxx Lower Division - Sophomore level courses. Athens will have 3xxx - Junior level courses and 4xxx - Senior level courses.
Validation
This code is alphanumeric (first three characters must be numeric) only and must match the schedule master using college code, dept, course and section.
Examples
102, 205, 101S
Reported To
Start Position
12
Width
4
Tables Used in Validation
Change Log

Field: SCHINS.Section

Field Name
Section
Definition
This is a unique section number required for each course listed within a particular department and course number. While section number uniqueness is required for a course, unique section numbers are not required institutionally.
Validation
This code is alphanumeric only and must match the schedule master using college code, dept, course and section. If there is only one course being taught with no multiple sections, then it is permissible to code this field with either zeros "00000" or blanks " "
Examples
H10, N50, A, B, 12345, A1000, 8J765
Reported To
Start Position
16
Width
5
Tables Used in Validation
Change Log

Field: SCHINS.InstID

Field Name
InstID
Definition
This is the identifying ID number of the instructor teaching this portion of this section of this course.
Validation
This field is numeric and must be 9 characters, keep leading zeros. There must be a matching record in the schedule master table.
Examples
Reported To
Start Position
21
Width
9
Tables Used in Validation
Change Log

Field: SCHINS.InstrPct

Field Name
InstrPct
Definition
This is the percent of time this instructor teaches this section. A course with only one instructor, will have a percent load of 100. The sum of all instructors teaching a course must equal 100. If this class has multiple instructors teaching this section at various times, each instructor's percent will have to be calculated.
Validation
This field must be a number and must be greater than zero and less than or equal to 100. The sum of all instructors for this section must be 100. There is no implied decimal.
Examples
A class with two instructors where one is only teaching 1 out of every 4 course times would be coded as 25 for one instructor and 75 for the primary instructor.
Reported To
Start Position
30
Width
3
Tables Used in Validation
Change Log

File: Schedule Master (SCHMST)

File Name
SCHMST
Description
This table contains detailed information for each credit course section in which students are enrolled at the institution for the reporting term. This table contains one record per credit course section.
Change Log
ChangeDate
Column added: loadindicator10/9/2008 11:30:06 AM

Field: SCHMST.Colcode

Field Name
Colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
Start Position
1
Width
2
Tables Used in Validation
campuses
institutions
Change Log

Field: SCHMST.RptTerm

Field Name
RptTerm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
Start Position
3
Width
2
Tables Used in Validation
val_term
Change Log

Field: SCHMST.RptYear

Field Name
RptYear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins.
Validation
The RptYear cannot be blank.
Examples
2008, 2009
Reported To
Start Position
5
Width
4
Tables Used in Validation
Change Log

Field: SCHMST.DeptCode

Field Name
DeptCode
Definition
This is a three character code that designates the discipline of this course.
Validation
This value must match against the validation table val_deptcode.
Examples
ENG, HIS, MTH
Reported To
Start Position
9
Width
3
Tables Used in Validation
Change Log

Field: SCHMST.CourseNum

Field Name
CourseNum
Definition
This is the official number or other identifier that serves to uniquely identify a course within the offering academic unit. 0xxx Remedial level courses 1xxx Lower Division - Introductory level courses 2xxx Lower Division - Sophomore level courses. Athens will have 3xxx - Junior level courses and 4xxx - Senior level courses.
Validation
This code is alphanumeric (first three characters must be numeric) only and must match the schedule master using college code, dept, course and section.
Examples
102, 205, 101S
Reported To
Start Position
12
Width
4
Tables Used in Validation
Change Log

Field: SCHMST.Section

Field Name
Section
Definition
This is a unique section number required for each course listed within a particular department and course number. While section number uniqueness is required for a course, unique section numbers are not required institutionally.
Validation
This code is alphanumeric only and must match the schedule master using college code, dept, course and section. If there is only one course being taught with no multiple sections, then it is permissible to code this field with either zeros "00000" or blanks " "
Examples
H10, N50, A, B, 12345, A1000, 8J765
Reported To
Start Position
16
Width
5
Tables Used in Validation
Change Log

Field: SCHMST.CourseName

Field Name
CourseName
Definition
This is the name of the course as described in the college's course schedule.
Validation
Cannot be blank or NULL.
Examples
Western Civilization I
Reported To
Start Position
21
Width
36
Tables Used in Validation
Change Log

Field: SCHMST.CampusCode

Field Name
CampusCode
Definition
This is the campus on which the course is taught. These codes are assigned by ACCS.
Validation
This field must match against the campuses validation table.
Examples
Reported To
Start Position
57
Width
1
Tables Used in Validation
campuses
Change Log

Field: SCHMST.PrimInstID

Field Name
PrimInstID
Definition
This is the primary instructor's Social Security Number. There should be a corresponding entry in the PER. For courses that have not yet been assigned an instructor, use 999999999. All classes must have a valid (non all 9s) ID after 30 calendar days of the start of the class. For On-Loan Instructors, a generic social security number may be used such as 99999999X. However a unique SSN such as 999999991 should be used for the first instructor and 999999992 should be used for the second instructor should you have more than one on loan instructor.
Validation
This field must be 9 characters, keep leading zeros. There must be a matching record in the schedule instructor table. Within 30 calendar days of the beginning date of this course, there must be a valid instructor id reported in this field.
Examples
354289657
Reported To
Start Position
58
Width
9
Tables Used in Validation
Change Log
ChangeDate
Removing requirement for matching against PER table for all 9s. An entry for all 9s will be caught after 30 days.10/9/2008 11:37:17 AM
Edited to clarify calendar days and not working days.2/9/2009 2:14:27 PM
Corrected typographical error.2/29/2012 6:15:32 PM

Field: SCHMST.CreditHrs

Field Name
CreditHrs
Definition
This is the numerical credit value assigned to a course. Do not include the decimal.
Validation
This field is numeric only and greater than 0. This field assumes has one implied decimal place.
Examples
3.0 = 030 2.5 = 025
Reported To
Start Position
67
Width
3
Tables Used in Validation
Change Log

Field: SCHMST.MethDeli

Field Name
MethDeli
Definition
This is the primary method of instructional delivery. If a course uses multiple methods of delivery, then use the code for which the method of delivery is greater than 50% of the course. For those courses that are equal to 50% consistently use the code of institutional choice (i.e., pick one and stick to it).
Validation
This field must match the codes listed in the val_methdeli validation table.
Examples
00, 01, 02, 03
Reported To
Start Position
70
Width
2
Tables Used in Validation
val_methdeli
Change Log
ChangeDate
Corrected typo (from val_term to val_methdeli) in the validation description.12/10/2008 8:13:10 AM

Field: SCHMST.ACHEModeDeli

Field Name
ACHEModeDeli
Definition
This is the Mode of Delivery as defined by ACHE.
Validation
This field must match the codes listed in the validation table. If the methdeli is 00 or 02, this field must be TO, TF or TS. If the methdeli is 01 or 04, then this field must be EI. If the methdeli is 05 then this field must be ES. If the methdeli is 03, then this field must be EO.
Examples
TO, TF, EI
Reported To
Start Position
72
Width
2
Tables Used in Validation
val_achemodedeli
Change Log

Field: SCHMST.ACHECipCode

Field Name
ACHECipCode
Definition
This is the cipcode assigned to each set of course department codes (i.e., NUR, HIS, MTH) as shown on the individual college's approved ACCS Academic Inventory. Contact ACCS Instructional and Student Services for questions regarding the college's Academic Inventory. The cipcode of the course department is not necessarily a program cipcode. For example, all courses with the ENG department code should be 230101, DDT should be 151301.
Validation
This field must match the codes listed in the validation table val_ache_cip.
Examples
Reported To
Start Position
74
Width
6
Tables Used in Validation
Change Log
ChangeDate
Clarification of definition2/29/2012 6:15:32 PM
Clarify the definition2/29/2012 6:15:32 PM

Field: SCHMST.ACHERemedial

Field Name
ACHERemedial
Definition
This code determines if this course is remedial and further classifies this course based on ACHE definitions.
Validation
This field must match the codes listed in the validation table val_acheremedial. If the deptcode is MTH or MAH and the course number is less than 100, this value must be YM. If the deptcode is ENG or ESL and the course number is less than 100, this value must be YE. If the course is another type of course and the course number is less than 100, this value must be YO.
Examples
YE, YM, YO or NO.
Reported To
Start Position
80
Width
2
Tables Used in Validation
val_acheremedial
Change Log

Field: SCHMST.loadindicator

Field Name
loadindicator
Definition
This field indicates whether this class counts toward the instructor's load.
Validation
This field must be Y or N.
Examples
Y, N
Reported To
ACCS
Start Position
82
Width
1
Tables Used in Validation
val_yesno
Change Log
ChangeDate
Validation added: loadindicator:YN10/9/2008 11:31:11 AM

File: Special Populations (SPECPOP)

File Name
SPECPOP
Description
This table contains a separate record for each special population associated with a student enrolled for the reporting term. There may be multiple entries per student.
Change Log

Field: SPECPOP.Colcode

Field Name
Colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
Start Position
1
Width
2
Tables Used in Validation
institutions
Change Log

Field: SPECPOP.RptTerm

Field Name
RptTerm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
Start Position
3
Width
2
Tables Used in Validation
val_term
Change Log

Field: SPECPOP.RptYear

Field Name
RptYear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins.
Validation
The RptYear cannot be blank.
Examples
2008, 2009
Reported To
Start Position
5
Width
4
Tables Used in Validation
Change Log

Field: SPECPOP.StudentID

Field Name
StudentID
Definition
This is the student's Social Security Number without hyphens. Do NOT encrypt this number. If the student does not have a social security number or refuses to provide this identifier, then the institution should assign the student a number as follows: "99" + 7--digit local school I.D. number.
Validation
This field is a character field, must be a 9 digit number, maintain any leading zeros however the StudentID cannot be all zeros or all 9's
Examples
"416-80-1902" = "416801902" "012-19-3501" = "012193501"
Reported To
Start Position
9
Width
9
Tables Used in Validation
Change Log

Field: SPECPOP.SpecPopCode

Field Name
SpecPopCode
Definition
This is a code indicating the special population category to which a student belongs.
Validation
This field must match against specialpopsref table.
Examples
SSS, ECDS, JOBS
Reported To
Start Position
18
Width
4
Tables Used in Validation
specialpopsref
Change Log

File: Students (STU)

File Name
STU
Description
This table contains demographic and academic information on all credit students enrolled in the reporting term. There must be only one record per student.
Change Log
ChangeDate
Column added: VetBen12/1/2008 9:08:30 AM

Field: STU.colcode

Field Name
colcode
Definition
This is a unique 2 digit identifier for each institution assigned by the Department of Postsecondary Education.
Validation
Cannot be blank or NULL. There must be a corresponding college code in the college code validation table. Please see appropriate appendix for listing.
Examples
15, 16, 17, 34
Reported To
Start Position
1
Width
2
Tables Used in Validation
institutions
val_acad_inv
Change Log

Field: STU.rptterm

Field Name
rptterm
Definition
This is the current term being reported. Since Alabama Community College System institutions are on the semester system, there will be three terms per year (fall, spring, and summer) reported. Short terms or "mini" terms will be reported with the term in which the mini-term ends. For example, a three-month summer session plus one or two six-week terms would be reported together for the summer term.
Validation
Cannot be Blank. FA = Fall, SP = Spring, SU = Summer
Examples
FA, SP, SU
Reported To
Start Position
3
Width
2
Tables Used in Validation
val_acad_inv
val_term
Change Log

Field: STU.rptyear

Field Name
rptyear
Definition
This is the CALENDAR YEAR of the term that is being reported. This is the calendar year in which the term begins. RptYear = 2005
Validation
The RptYear cannot be blank.
Examples
2008, 2009
Reported To
Start Position
5
Width
4
Tables Used in Validation
val_acad_inv
Change Log

Field: STU.StudentID

Field Name
StudentID
Definition
This is the student's Social Security Number without hyphens. Do NOT encrypt this number. If the student does not have a social security number or refuses to provide this identifier, then the institution should assign the student a number as follows: "99" + 7--digit local school I.D. number.
Validation
This field is a character field, must be a 9 digit number, maintain any leading zeros however the StudentID cannot be all zeros or all 9's
Examples
"416-80-1902" = "416801902" "012-19-3501" = "012193501"
Reported To
Start Position
9
Width
9
Tables Used in Validation
Change Log

Field: STU.CreditHoursEnrolled

Field Name
CreditHoursEnrolled
Definition
This is the total number of credit hours for which this student is enrolled for the current term.
Validation
This is a numeric field that must be greater than zero. If this field is greater than 24 hours then flag as information error (see Board Policy 713.06). This field has 1 implied decimal. This field must match the sum of the credit hours enrolled for this student from the reg/schmst file.
Examples
3 hours = 030, 12 hours = 120.
Reported To
Start Position
18
Width
3
Tables Used in Validation
Change Log

Field: STU.AwardSought

Field Name
AwardSought
Definition
This is the primary award the student is seeking.
Validation
NDS will be valid for all programs. If this value is NDS then stlev must be 01 (non-degree seeking undergraduate), 12 (high school student) or 98 (Other Undergraduate-includes audit only students). This field will validate against the table val_acad_inv. For IPEDS purposes any student eligible for financial aid can not be NDS (non-degree seeking). The PERS code of NCA is not a valid code for DAX. Students not seeking a collegiate award are to be reported as NDS (non-degree seeking) in DAX.
Examples
AA, AS, AOT
Reported To
Start Position
21
Width
3
Tables Used in Validation
val_acad_inv
Change Log
ChangeDate
Noted that codes 12 and 98 may be NDS as well as 01.4/2/2009 12:51:28 PM

Field: STU.FTPTACHE

Field Name
FTPTACHE
Definition
This is the Full-time\Part-time status as defined by ACHE. If a student is enrolled in audit and remedial classes only, use either coding option 5 or 6 as appropriate. If a student is only auditing remedial courses then use code 4.
Validation
Thie field must be numeric. If this field is 1,3,5,7,9, then CreditHoursEnrolled must be greater than or equal to 12 and FTPTSTATUS must be F. If thie field is 2,4,6,8 or 0, then CreditHoursEnrolled must be less than 12 and FTPTSTATUS must be P.
Examples
1, 2, 3
Reported To
Start Position
24
Width
1
Tables Used in Validation
val_ftptache
Change Log

Field: STU.FTPTStatus

Field Name
FTPTStatus
Definition
This is the Full-Time/Part-Time status as defined by ACCS. F - Full-time is 12 credit hours or greater. P - Part-time is less than 12 credit hours.
Validation
This field must be F or P. If thie field is F, CreditHoursEnrolled must be greater than or equal to 12 and FTPTACHE must be 1, 3, 5, 7 or 9. If thie value is P, CreditHoursEnrolled must be less than 12 and FTPTACHE must be 2,4,6,8 or 0.
Examples
F, P
Reported To
Start Position
25
Width
1
Tables Used in Validation
val_ftptstatus
Change Log

Field: STU.HousingStatus

Field Name
HousingStatus
Definition
This is the local housing arrangement of the student. If a student is living with his/her parent or legal guardian, he/she should be included in coding option 02. Institutions that do not provide housing should code all students as 02.
Validation
This field must match the validation table val_housingstatus.
Examples
01, 02
Reported To
Start Position
26
Width
2
Tables Used in Validation
val_housingstatus
Change Log

Field: STU.LEGRES

Field Name
LEGRES
Definition
This is the student's current legal state of residence. If the state is unknown or not reported, enter ZZ.
Validation
This field must be a valid state code or ZZ. If this value is AL, the resident field must be 01 and the tuitpd field must be 01. If this value is not AL, the field tuitpd must be 02, 03, or 04 and the field resident must be 02 or 99.
Examples
AL, AK, ZZ
Reported To
Start Position
28
Width
2
Tables Used in Validation
val_state_all
Change Log

Field: STU.MAJORCIP

Field Name
MAJORCIP
Definition
This is the Classification of Instructional Program (CIP) code that designates the student's program of study. Do not enter the decimal point. If the CIPCode for a program is "06.1701," this value should be entered as "061701." 900000 is the value for undeclared students. If a major program of study is known for any high school student, report the CIPCode of that major.
Validation
This field must be a valid 6 digit number in the val_acad_inv validation table for that college and awardsought.
Examples
151316, 110101
Reported To
Start Position
30
Width
6
Tables Used in Validation
val_acad_inv
val_cip_tieropts
Change Log
ChangeDate
Added directions to report known majors for high school students.9/9/2014 8:26:37 AM

Field: STU.MINORCIP

Field Name
MINORCIP
Definition
This is the Classification of Instructional Program (CIP) code that designates the student's MINOR program of study. Do not enter the decimal point. If the CIPCode for a program is "06.1701," this value should be entered as "061701." If a student has not declared a minor field of study, the code "000000" should be used.
Validation
This field must be a valid 6 digit number in the val_acad_inv_all validation table for that college. The val_acad_inv_all table includes all-zero codes.
Examples
150101, 110101
Reported To
Start Position
36
Width
6
Tables Used in Validation
val_acad_inv
Change Log

Field: STU.RESIDENT

Field Name
RESIDENT
Definition
This is the residency classification of the student at the time of registration for the current term. This is ACHE's RESSTAT field.
Validation
This field must validate against the val_resident validation table. If this field's value is 01, the field tuitpd must be value 01 and the field legres must be AL. If this value is 02, the field tuitpd must be 02, 03 or 04 and the field legres should not be AL. If this value is 99, legres should be ZZ.
Examples
01, 02, 99
Reported To
Start Position
42
Width
2
Tables Used in Validation
val_resident
Change Log

Field: STU.TUITPD

Field Name
TUITPD
Definition
This is the type of tuition paid by the student at the time of registration for the reported term. This field designates the tuition eligibility of the student at the time of the current registration. Even though a student may have a local address while attending the college, his/her "actual" residency status may be out-of-state or foreign. The Reciprocal category denotes students who are classified as out-of-state in the residency status field, but who pay in-state tuition rates per State Board of Education policy 803.01. In-state, other category denotes students who pay in-state tuition based on waiver policies set by the State Board of Education.
Validation
This field must validate against the val_tuitpd validation table. If this field has a value of 01, the field legres must be AL, If this field has a value of 02, 03 or 04, the field legres cannot have a value of AL,. If this field has a value of 01, the field resident must have a value of 01. If this field has a value of 02, the field resident must have a value of 02 or 99. If this field has a value of 04, the field reciprocal county (costtu) must have a valid FIPS code from the reciprocal county validation table. If this field does not have a value of 04, the field costtu must have a value of 999999.
Examples
01, 02, 03, 04
Reported To
Start Position
44
Width
2
Tables Used in Validation
counties_recip
val_tuitpd
Change Log

Field: STU.FirstName

Field Name
FirstName
Definition
This is the first twenty characters of the first name of the student enrolled at the time the report is generated. To be consistent among institutions, enter this information in upper case letters.
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe.
Examples
RANDY, LEE, SUE
Reported To
Start Position
47
Width
20
Tables Used in Validation
Change Log

Field: STU.MidName

Field Name
MidName
Definition
This is the first twenty characters of the middle name of the student enrolled at the time the report is generated. To be consistent among institutions, enter this information in upper case letters.
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe.
Examples
SCOTT, WILLIAM
Reported To
Start Position
67
Width
20
Tables Used in Validation
Change Log

Field: STU.LastName

Field Name
LastName
Definition
This is the first twenty-five characters of the last name of the student enrolled at the time the report is generated. To be consistent among institutions, enter this information in upper case letters. Suffixes (Jr., Sr., III) should be included in this field but should trail the last name as follows: JONES JR
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe.
Examples
MILLER, BOWMAN
Reported To
Start Position
87
Width
25
Tables Used in Validation
Change Log

Field: STU.OTFIRSTNAME

Field Name
OTFIRSTNAME
Definition
This is a previous first name under which the student has been enrolled at the reporting institution or another institution. Enter the first twenty characters of the previous first name of the student enrolled at the time the report is generated. To be consistent among institutions, enter this information in upper case letters.
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe.
Examples
RANDY, LEE, SUE
Reported To
Start Position
112
Width
20
Tables Used in Validation
Change Log

Field: STU.OTMIDNAME

Field Name
OTMIDNAME
Definition
This is a previous middle name under which the student has been enrolled at the reporting institution or another institution. Enter the first twenty characters of the previous middle name of the student enrolled at the time the report is generated. To be consistent among institutions, enter this information in upper case letters.
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe.
Examples
SCOTT, WILLIAM
Reported To
Start Position
132
Width
20
Tables Used in Validation
Change Log

Field: STU.OTLASTNAME

Field Name
OTLASTNAME
Definition
This is a previous last name under which the student has been enrolled at the reporting institution or another institution. Enter the first twenty-five characters of the previous last name of the student enrolled at the time the report is generated. To be consistent among institutions, enter this information in upper case letters. Suffixes (Jr., Sr., III) should be included in this field but should trail the last name as follows: JONES JR
Validation
This field must be in ALL CAPS and alpha-numeric, with allowed other characters of single quote, hyphen and apostrophe.
Examples
MILLER, BOWMAN
Reported To
Start Position
152
Width
25
Tables Used in Validation
Change Log

Field: STU.DOB

Field Name
DOB
Definition
This is the student's bate-of-birth. If a DOB is unknown, "99999999." For fall term submissions, use Aug 1 for date calculations. For spring submissions, use January 1st for date calculations. For summer term submissions, use June 1st for date calculation.
Validation
The format for this field is YYYYMMDD. The student cannot be under 10 years of age or older than 110 years of age. If the student is age 10 or 11 then the field stlev must a value of 12. This must be a valid calendar date.
Examples
19611123 represents November 23, 1961.
Reported To
Start Position
177
Width
8
Tables Used in Validation
Change Log

Field: STU.Gender

Field Name
Gender
Definition
This is the gender of the student at the time of report generation.
Validation
This must match the validation table val_gender.
Examples
1, 2, 9
Reported To
Start Position
185
Width
1
Tables Used in Validation
val_gender
Change Log

Field: STU.EthOrig

Field Name
EthOrig
Definition
This is the ethnic origin (hispanic/latino or non-hispanic) of the student as indicated by the student as recorded at the time of the generation of the report.
Validation
This field must match the validation table val_ethorig. All students who have identified themselves with an ethnic origin of Hispanic, should have 01 in this field. Students who have identified themselves with an ethnic origin of non-Hispanic, code them 00. If the student does not respond, code them 99 for Unknown.
Examples
00, 01, 99
Reported To
Start Position
186
Width
2
Tables Used in Validation
val_ethorig
Change Log
ChangeDate
Added unknown code to meet IPEDS regulations.11/17/2008 12:45:04 PM
Corrected typos.11/21/2008 2:34:29 PM

Field: STU.Race

Field Name
Race
Definition
This is the race of the student,as indicated by the student There may be more than one race indicated unless the student indicates "Other/Unknown." Other/Unknown is indicated by zero's in positions 1-5. A one (1) in any position is an indication by the student that they believe they are of that race. A zero (0) is an indication by the student that the student has not indicated they believe they are of that race. The positions are as follows: Position 1 is White. Position 2 is Black/African American. Position 3 is Asian. Position 4 is American Indian or Alaskan Native. Position 5 is Native Hawaiin or Other Pacific Islander. Position 6, 7 and 8 are reserved for future updates.
Validation
Must be 0 or a 1 in each column. Position 7 and 8 must be 00. 0 = Student is not of this race, 1 = student is of this race Position 188 1 = White Position 189 1 = Black or African American Position 190 1 = Asian Position 191 1 = American Indian or Alaska Native Position 192 1 = Native Hawaiian or Other Pacific Islander Position 193 0 Position 194 0 Position 195 0 If race is unknown or not-reported by the student, the race field is reported as 00000000
Examples
10000000, 01000000, 11000000
Reported To
Start Position
188
Width
8
Tables Used in Validation
Change Log
ChangeDate
Changed definition. Non-resident alien is NOT a "race" and a "1" in position 6 does not indicate a race, this race is only indicated in positions 1-5.11/17/2008 12:58:58 PM
Non Resident Alien status was changed to a citizenship status instead of a race.2/29/2012 6:15:32 PM

Field: STU.INTYR

Field Name
INTYR
Definition
This is the CALENDAR YEAR in which the student first enrolled for credit (academic, institutional, or audit) at the reporting institution. Enrollment in non-credit activities or continuing education units (CEU's) does not qualify. This information will remain constant for the entire time the student is enrolled at the institution. In addition to normally enrolling students, this field is also set for dually enrolled students and does not change, even if they enroll later as a high school graduate. This field will NOT be used for IPEDS reporting.
Validation
This is a four digit numeric code in the form of CCYY, where "CC" is the century and "YY" is the year. The validation on the initial year allows all valid dates, but is tested to insure that it is greater than 1900 and at least 10 years after the date of birth of the student and equal to or less than the current year.
Examples
2001
Reported To
Start Position
196
Width
4
Tables Used in Validation
Change Log

Field: STU.INTTRM

Field Name
INTTRM
Definition
This is the term that the student first enrolled for credit (academic, institutional, or audit) at the reporting institution. Enrollment in non-credit activities or continuing education units (CEU's) does not qualify. This information will remain constant for the entire time the student is enrolled at the institution. In addition to normally enrolling students, this field is also set for dually enrolled students and does not change, even if they enroll later as a high school graduate. This field will NOT be used for IPEDS reporting.
Validation
This must match the validation table val_term.
Examples
FA, SP
Reported To
Start Position
200
Width
2
Tables Used in Validation
val_term_all
Change Log

Field: STU.CITIZENSHIP

Field Name
CITIZENSHIP
Definition
This is the student's citizenship status at the time of registration for the reported term.
Validation
This field must match the validation table val_citizenship. If this value is 01, then the field countrycitizen must be US. If this value is 02, the the field countrycitizen cannot be US.
Examples
01, 02, 99
Reported To
Start Position
202
Width
2
Tables Used in Validation
val_citizenship
Change Log

Field: STU.COUNTRYCitizen

Field Name
COUNTRYCitizen
Definition
This is the two character code indicating the student's country of citizenship for the reported term. If the country is unknown or not reported, a code of ZZ must be used. THIS FIELD IS USED TO PREPARE THE ACHE STUDENT SOURCE REPORT.
Validation
This value must match against the validation table countries. If this value is US, the field citizenship must be 01. If this value is not US, the field citizenship cannot be 01.
Examples
US, UK
Reported To
Start Position
204
Width
2
Tables Used in Validation
countries
Change Log

Field: STU.ENTST

Field Name
ENTST
Definition
This is the code that designates the state portion of the student's permanent address on first entry to the reporting institution. THIS FIELD IS USED TO PREPARE THE ACHE STUDENT SOURCE REPORT. THIS INFORMATION SHOULD REMAIN CONSTANT FOR THE STUDENT FOR THE ENTIRE TIME ENROLLED AT THE INSTITUTION. If the state is unknown, use the code ZZ.
Validation
This field must match the validation table val_state.
Examples
AL, GA
Reported To
Start Position
206
Width
2
Tables Used in Validation
counties
val_state_all
Change Log

Field: STU.COUNTY

Field Name
COUNTY
Definition
This is the identification of the county, parish, borough or comparable unit (within a state) which denotes the most recent legal residence prior to entry into the institution. This should remain constant for the student for the entire time enrolled at the institution. For states other than Alabama, use the five digit Federal Information Processing Standards (FIPS) code denoting counties in the counties validation table when available. If the county is unknown and the state is not Alabama, use 99999. THIS FIELD IS USED TO PREPARE THE ACHE STUDENT SOURCE REPORT.
Validation
If the entry county is unknown OR the entry state is not Alabama, report a 99999 in this field. Otherwise, the entry must match the validation table for counties.
Examples
01001, 01002, 99999
Reported To
Start Position
208
Width
5
Tables Used in Validation
counties
val_counties_all
Change Log
ChangeDate
Changed to reflect the new ACHE policy to accept county codes from all states. The actual validation did not change. The county codes have not been added as of this writing (2/23/2010), but should be added in the near future and an update made to the doc2/23/2010 9:37:23 AM

Field: STU.MATRDT

Field Name
MATRDT
Definition
The year and term the student initially enrolled in the reporting institution at the current academic degree level. This field shall match the initial year and not change with the exception of Athens State University, which will change this field only if the student moves to a new academic degree level. For example, this field would be updated for a student who has graduated with a Bachelor's degree and has enrolled to seek a Master's degree. The first four digits are in the format CCYY and the last two digits are the term code.
Validation
This must match the intial year and term for this student except for Athens.
Examples
2001FA
Reported To
Start Position
213
Width
6
Tables Used in Validation
Change Log

Field: STU.HSCode

Field Name
HSCode
Definition
This is the six digit ACT code identifying the high school from which the student graduated or is currently attending, or a valid "no high school code" option.
Validation
This must match against the validation table val_hscode.
Examples
010500, 990001, 990002
Reported To
Start Position
219
Width
6
Tables Used in Validation
hscodes
Change Log

Field: STU.HSGradDate

Field Name
HSGradDate
Definition
This is the year and the month the student graduated from high school or received a GED. If, for example, a student graduated from high school in May of 1977, it should be recorded, 197705. If the graduation date is unknown or not reported, this field is reported as 999999. If the year is known but the month is not, it shall be reported as 199799.
Validation
This must be in the format YYYYMM. The year must be after 1910 and at least 10 years after date of birth. For fall, summer, and spring term, this value must be less than or equal to the current calendar year.
Examples
200405
Reported To
Start Position
225
Width
6
Tables Used in Validation
Change Log

Field: STU.HSGPA

Field Name
HSGPA
Definition
This is the grade point average that a student earned for courses taken during high school. When recording GPAs, an implied decimal point will exist between the first and second digits. A GPA of 3.50 would be recorded as '350'. A 4 point scale is used. The reporting institution will convert all 3 point scale GPAs to 4 point scales before reporting information in DAX. If information is unknown or not reported, a 999 will be used to report this element.
Validation
This field must be numeric and must be greater than 0, less than 500, or 999 for unknown. There are 2 implied decimal places.
Examples
375, 400, 233
Reported To
Start Position
231
Width
3
Tables Used in Validation
Change Log

Field: STU.TRANCOL1

Field Name
TRANCOL1
Definition
This is the FICE code of an institution the student previously attended. The last three institutions should be listed in chronological order with the most recently attended listed in Trancol1, the next most recent in trancol2, et cetera. If a student has not transferred from another higher-ed institution, this value will be 000000. If this information is unknown or not reported, 999999 will be used to report this element.
Validation
This field must match against the validation table ficecodes.
Examples
123456, 000000, 999999
Reported To
Start Position
234
Width
6
Tables Used in Validation
ficecodes
institutions
Change Log

Field: STU.TRANCOL2

Field Name
TRANCOL2
Definition
This is the FICE code of an institution the student previously attended. The last three institutions should be listed in chronological order with the most recently attended listed in Trancol1, the next most recent in trancol2, et cetera. If a student has not transferred from another higher-ed institution, this value will be 000000. If this information is unknown or not reported, 999999 will be used to report this element.
Validation
This field must match against the validation table ficecodes.
Examples
123456, 000000, 999999
Reported To
Start Position
240
Width
6
Tables Used in Validation
ficecodes
institutions
Change Log

Field: STU.TRANCOL3

Field Name
TRANCOL3
Definition
This is the FICE code of an institution the student previously attended. The last three institutions should be listed in chronological order with the most recently attended listed in Trancol1, the next most recent in trancol2, et cetera. If a student has not transferred from another higher-ed institution, this value will be 000000. If this information is unknown or not reported, 999999 will be used to report this element.
Validation
This field must match against the validation table ficecodes.
Examples
123456, 000000, 999999
Reported To
Start Position
246
Width
6
Tables Used in Validation
ficecodes
institutions
Change Log

Field: STU.TRANHRS

Field Name
TRANHRS
Definition
This is the number of undergraduate SEMESTER credit hours accepted for transfer from other institutions. This field may change from term to term as information becomes available. If a student has not transferred from another institution or no hours are accepted from the transfer college, this value will be 00000. If information is unknown or not reported, the value 99999 will be used to report this element. Institutions must convert quarter hours to semester hours prior to submission. Quarter hours must be multiplied by .6667 in order to achieve this conversion.
Validation
This field must be numeric and greater than or equal to zero.
Examples
Undergraduate transfer hours of 36.6 would be recorded as 03660.
Reported To
Start Position
252
Width
5
Tables Used in Validation
Change Log

Field: STU.TRANGPA

Field Name
TRANGPA
Definition
This is the cumulative grade point average achieved by the student at a previously attended institution(s). Note that the cumulative GPA reflects work completed at all colleges previously attended. When recording GPAs, an implied decimal point will exist between the first and second digits. A 4 point scale will be used. The reporting institution will convert all 3 point scale GPAs to 4 point scales before reporting information to DAX. If information is unknown or not reported a 999 will be used to report this element.
Validation
This value must be greater than or equal to zero and less than or equal to 400.
Examples
A GPA of 3.50 would be recorded as '350'.
Reported To
Start Position
257
Width
3
Tables Used in Validation
Change Log

Field: STU.ADMSTAT

Field Name
ADMSTAT
Definition
This is the type of admission granted to a student upon first entering the reporting institution. See State Board Policy 801.01. This value should not change after initial entry.
Validation
This value must match against the validation table val_admstat.
Examples
01, 99
Reported To
Start Position
260
Width
2
Tables Used in Validation
val_admstat
Change Log

Field: STU.INITENL

Field Name
INITENL
Definition
This is the student's initial enrollment classification at the current academic level at the reporting institution. This information will remain constant for the entire time the student is enrolled at the institution.
Validation
This value must match against the validation table val_initenl. Note: codes 03-06 are not used by the two-year college system and are not listed in the validation table.
Examples
01
Reported To
Start Position
262
Width
2
Tables Used in Validation
val_initenl
Change Log

Field: STU.STLEV

Field Name
STLEV
Definition
This is the level of instruction of the student each term. This level is based on the total number of credits obtained toward the completion of a degree, certificate, or award program. A student can enter with enough hours (30 or more) earned during high school to be coded here as a sophomore and yet be a first-time freshmen in the classification field.
Validation
This value must match against the validation table val_stlev. If this field value is 01, then the field award sought must be NDS. If this field value is 12 and the classification field value is not 07, then the field award sought must be NDS. If this value is 98 then the field classification must be 04. Note: Codes 6-11 are not in use by the two-year college system.
Examples
01, 02, 03
Reported To
Start Position
264
Width
2
Tables Used in Validation
val_stlev
Change Log
ChangeDate
New validation to consider ECEP students.10/9/2008 10:26:56 AM

Field: STU.CUMCHA

Field Name
CUMCHA
Definition
This is the sum of all academic SEMESTER credits attempted by a student since admission into the current institution (or accepted from a transfer institution) and into the current degree level (i.e. associate, bachelors, masters). When recording cumulative credit hours attempted, an implied decimal point will exist before the last two recorded digits. Convert quarter hours to semester hours by multiplying by 0.6667. This field is only updated at the end of the term for the last submittal for that term.
Validation
Cumulative Credit Hours Attempted may equal zero if student level is 01, 02, 12, 98 or can be zero if FTPT is 7, 8, 9, or 0.
Examples
36.6 = 03660
Reported To
Start Position
266
Width
5
Tables Used in Validation
Change Log

Field: STU.CUMCHE

Field Name
CUMCHE
Definition
This is the sum of all academic SEMESTER credit hours (defined in the cumulative credit hours attempted data element) for which a passing grade was received by the student at the reporting institution or accepted from a transfer institution. When recording cumulative credit hours earned, an implied decimal point will exist before the last two recorded digits. Convert quarter hours to semester hours by multiplying by 0.6667.
Validation
This value must be numeric. Cumulative Credit Hours Earned may equal zero if the student level is 01 (Non-degree seeking undergraduate), 02 (Freshman), or 12 (High-School student) or 98 (Other Undergraduate). Cumulative Credit Hours Earned may also be zero if the initial year is equal to the reporting year and other reasons (such as a student fails all classes, etc). There are two implied decimal places.
Examples
236.6 = 023660
Reported To
Start Position
271
Width
6
Tables Used in Validation
Change Log

Field: STU.CUMCHAVG

Field Name
CUMCHAVG
Definition
This is the number of SEMESTER credit hours attempted by the student that is used in calculation of the student's cumulative grade point average at the reporting institution. This field does not include pass-fail courses. Convert quarter hours to semester hours by multiplying by 0.6667.
Validation
This field must be numeric and has two implied decimal places.
Examples
236.6 = 023660
Reported To
ACHE
Start Position
277
Width
6
Tables Used in Validation
Change Log

Field: STU.QPAVG

Field Name
QPAVG
Definition
This is number of academic quality points earned by the student that is used in calculation of the student's cumulative grade point average through the end-of-term at the reporting institution. This field does not include pass-fail courses, courses from which the student withdrew, or courses transferred from other colleges. Quality points based on quarter hours should be converted to a semester basis.
Validation
This value must be greater than or equal to zero and has two implied decimal places.
Examples
236.6 = 023660
Reported To
ACHE
Start Position
283
Width
6
Tables Used in Validation
Change Log

Field: STU.COSTTU

Field Name
COSTTU
Definition
This is the county of tuition eligibility (reciprocal as needed). This field is required for ALL students eligible for the reciprocal tuition waiver per State Board of Education policy 803.01. This information will be used to compile the annual ACHE Tuition Eligibility reports.
Validation
If Tuition Paid (TUITPD) = '04' Reciprocal Tuition, a valid FIPS code must be in this field. If Tuition Paid (TUITPD) is not '04' enter '99999.'
Examples
01010, 99999
Reported To
Start Position
289
Width
5
Tables Used in Validation
counties_recip
Change Log

Field: STU.Cohort

Field Name
Cohort
Definition
The cohort is comprised of students who are first-time degree/certificate-seeking undergraduate students in the Fall term. This field designates the year for which this student becomes part of the cohort. The data stored is the 4 digit Calendar Year of Fall Term (term is understood as fall). First-time degree/certificate-seeking students are those students who never attended any college or other postsecondary institution. Include students enrolled in the fall term who attended college for the first time in the immediate prior summer term. Also include students who entered with advanced standing (college credits earned before graduation from high school). In order to be considered degree/certificate-seeking, students must be enrolled in courses for credit and be recognized by the institution as seeking a degree or other formal award. Include students enrolled in occupational and vocational programs who are seeking a degree or other formal award. Note: all students eligible to receive federal student financial aid are to be considered degree/certificate-seeking. Students who enroll as first time freshmen in the Spring will be coded 9999. Students who enroll as first time freshmen in the Summer and do not return in the Fall of the same year will be coded 9999. Students who enroll as first-time freshmen for the Summer and return the immediately following Fall, should be included in this cohort. Students currently enrolled in high school must have a cohort code of 9999.
Validation
If the field RPTTERM is SP or SU, this field have a value of 9999. If the field RTPTERM is FA, this field must match the field RPTYEAR or be 9999. If this field is not 9999, the field stlev cannot be 12 or 01, the field award sought cannot be NDS, the field classification must be 01 and the field INITENL cannot be 02 (transfer-in).
Examples
2005, 2007
Reported To
Start Position
294
Width
4
Tables Used in Validation
Change Log
ChangeDate
Added documentation to catch initial enrollment being set to transfer in (INITENL=02) when cohort is set (not 9999). A transfer-in student cannot be part of the ipeds cohort of first-time students. Prior to this edit, this was not checked and resulted i4/7/2009 8:45:09 AM

Field: STU.CUMGPA

Field Name
CUMGPA
Definition
The calculation for Cumulative Grade Point Average (CUMGPA) is the Cumulative Quality Points for Average (QPAVG) divided by the Cumulative Credits Hours for Average (CUMCHAVG). When recording GPAs, an implied decimal will exist between the first and second digits. A 4 point scale is used.
Validation
This value must be greater than or equal to zero and has two implied decimal places.
Examples
3.85 = 385
Reported To
Start Position
298
Width
3
Tables Used in Validation
Change Log

Field: STU.ZIPCODE

Field Name
ZIPCODE
Definition
This is the US zip code corresponding to the student's permanent address. The Zip Code entered does not determine residency status for tuition purposes, i.e. foreign students may have a local zip code. For an unknown zipcode, use 99999.
Validation
This field must be numeric and greater than zero.
Examples
36116, 36054
Reported To
Start Position
301
Width
5
Tables Used in Validation
Change Log
ChangeDate
Clarification of definition to be US Zipcodes only.2/29/2012 6:15:32 PM

Field: STU.LastTerm

Field Name
LastTerm
Definition
This is the last term the student was enrolled at the reporting institution and should be the two character term code. As the student is included in this file, the student is currently enrolled and this should match the current term.
Validation
This field must match the rptterm field.
Examples
FA, SP, SU
Reported To
Start Position
306
Width
2
Tables Used in Validation
val_term
Change Log

Field: STU.LastYear

Field Name
LastYear
Definition
This is the last year the student was enrolled at the reporting institution and should be in the format CCYY. As the student is included in this file, the student is currently enrolled and this should match the current reporting year.
Validation
This field must match the rptyear.
Examples
1999, 2004
Reported To
Start Position
308
Width
4
Tables Used in Validation
Change Log

Field: STU.Classification

Field Name
Classification
Definition
This value identifies the classification of a student for the current term at the reporting institution. ECEP students (code 07) can be degree seeking. All other high school students must be coded NDS in the Award Sought field. If a major program of study is known for a high school student, report the appropriate CIP Code in the MajorCIP field. See the validation table for full details.
Validation
This field must be a two digit number greater then zero and less than or equal to twelve. if this value is 05 to 10 then the field stlev must be 12. If this value is 01 or 02, then the field stlev must be 01 or 02. If this value is 03 then the field stlev must be 01 or 03. If this value is 01 and stulev is 03, the field cumche must be greater than 29.
Examples
01, 02, 03
Reported To
Start Position
312
Width
2
Tables Used in Validation
val_classification
Change Log
ChangeDate
New validation to consider DE students earning 30+ credit hours during HS and then enrolling and correctly being flagged as a "first time freshmen." This is a common sense check to prevent false errors.10/9/2008 10:31:24 AM
Added note about ECEP students.10/9/2008 10:46:17 AM
Added directions to report known majors for high school students.9/9/2014 8:26:37 AM

Field: STU.TierOpts

Field Name
TierOpts
Definition
Allows for a student's tier within a program to be collected. This field is to be defaulted to 00 for programs that do not contain tiers. This only applies to a specific set of programs (Nursing, Emergency Medical, and LPN).
Validation
This field is used to collect a student's tier within the Nursing, LPN, and Emergency Medical Programs. All other students should have a code of 00 in this field.
Examples
00, N1, N2
Reported To
Start Position
314
Width
2
Tables Used in Validation
val_cip_tieropts
val_tieropts
Change Log
ChangeDate
Changed to clarify definition (to show that this is not tied to CIPCODES, only programs).12/11/2008 1:00:50 PM

Field: STU.actscore

Field Name
actscore
Definition
The composite score on the American College Testing Program (ACT) test of the student as recorded by the college.
Validation
If the information is unknown or not reported, report a 99 in this field. Valid values for this field are 01 to 36 or 99.
Examples
16, 28, 99
Reported To
Start Position
316
Width
2
Tables Used in Validation
Change Log
ChangeDate
Change to update validation documentation. A value of 00 is not allowed according to ACHE. The validation routine actually already reflected this, but the validation documentation did not. 1/9/2009 3:09:34 PM

Field: STU.satscore

Field Name
satscore
Definition
The combined verbal and analytical score on the College Board's Scholastic Assessment/Aptitude test (SAT).
Validation
If the information is unknown or not reported, report 9999 in this field. Valid values for this field are 0200 to 1600 or 9999.
Examples
1130, 1550, 9999
Reported To
Start Position
318
Width
4
Tables Used in Validation
Change Log

Field: STU.remeng

Field Name
remeng
Definition
An indication that the student was/is enrolled during the reporting term in a remedial English course. This includes department codes ENG, COM and ALI.
Validation
Y = Yes N = No
Examples
Y, N
Reported To
Start Position
322
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: STU.remmath

Field Name
remmath
Definition
An indication that the student was/is enrolled during the reporting term in a remedial Math course. This includes department codes MTH and MAT.
Validation
Y = Yes N = No
Examples
Y, N
Reported To
Start Position
323
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: STU.finstat

Field Name
finstat
Definition
A flag indicating whether the student receives financial aid which is reported to the reporting institution. This includes tuition waivers or any other type of reduction in tuition.
Validation
Y = Student Receives Financial Aid N = Student Does Not Receive Financial Aid
Examples
Y, N
Reported To
Start Position
324
Width
1
Tables Used in Validation
val_yesno
Change Log

Field: STU.VetBen

Field Name
VetBen
Definition
This is a qualifier indicating if the student receives veterans' benefits.
Validation
This field must be Y (yes) or N (no).
Examples
Y, N
Reported To
ACCS, ACHE
Start Position
46
Width
1
Tables Used in Validation
val_yesno
Change Log
ChangeDate
Validation added: Table Validation12/1/2008 9:11:21 AM
veterans', not veteran's7/24/2012 1:58:37 PM

Field: STU.AGI

Field Name
AGI
Definition
Adjusted Gross Income (AGI) as reported by the student on their FAFSA. For dependent students this will include the parents’ adjusted gross income and the student’s income. For independent students this will include the student’s adjusted gross income. This field should be NULL if the student did not complete a FAFSA. There are two implied decimal places. This field will be used in completing the IPEDS Student Financial Aid Survey.
Validation
If the student has a financial aid code reported in the FINAID file that has the titleiv indicator set to Y in the finaidref table, then this field must be numeric and greater than or equal to 0. If the student does not have a financial aid code in the FINAID file that has the titleiv indicator set to N or does not have a record in the FINAID file, this field may be NULL.
Examples
000009900=$99.00, 000500000=$5,000.00, 013200000=$132,000.00
Reported To
IPEDS
Start Position
325
Width
9
Tables Used in Validation
Change Log
ChangeDate
Added field definition and validation description.2/29/2012 6:15:32 PM
Clairified Name.2/29/2012 6:15:32 PM
Clarification of the AGI definition from IPEDS FAQ's2/29/2012 6:15:32 PM
ENABLED2/29/2012 6:15:32 PM
Fixed typo.2/29/2012 6:15:32 PM
Mispelling of finaidref.2/29/2012 6:15:32 PM

Field: STU.FafsaCompleted

Field Name
FafsaCompleted
Definition
This field indicates whether or not the student has a Free Application for Federal Student Aid (FAFSA) on file with your institution. This field is used in generating data for the IPEDS Student Financial Aid Survey.
Validation
This field must be coded Y or N. If the student has a financial aid code reported in the FINAID file that has the titleiv indicator set to Y in the finaidref table, then this field must be coded "Y".
Examples
Y or N
Reported To
ACCS
Start Position
334
Width
1
Tables Used in Validation
finaidref
val_yesno
Change Log
ChangeDate
Added definition and validation text. Validation needs implementation.2/29/2012 6:15:32 PM

Field: STU.DomicileState

Field Name
DomicileState
Definition
This is the state code of the student's local mailing address. Students residing on campus in a dorm should be coded AL. If the state is unknown or not reported, enter ZZ. This field is used in completing the IPEDS Fall Enrollment Survey and the ACHE Fall Preliminary Report pertaining to enrollment in distance education.
Validation
This field must be a valid state code based on the val_state_all table, XX or ZZ. If the STU.HousingStatus field is coded "01" (Institutional Housing), this field must be coded "AL". XX should be used for students living outside the U.S. ZZ should be used only for students living in the U.S. and for whom the state is unknown.
Examples
AL, GA, FL, ZZ, XX
Reported To
IPEDS, ACCS
Start Position
335
Width
2
Tables Used in Validation
val_state_all
Change Log
ChangeDate
Needs validation added.2/29/2012 6:15:32 PM
additional updates to definition and validation.2/29/2012 6:15:32 PM
added code of XX 4/3/2012 11:00:54 AM

Field: STU.canopyoptioncode

Field Name
canopyoptioncode
Definition
The code used to designate an option or concentration area under the canopy program. field will also be used to collect options granted under the AOT award.
Validation
CanopyOptionCode is 000000 where CIPCode is not a canopy program . If CIPCode is a canopy program, then the CanopyOptionCode must be in the validation table (val_acad_canopy_options)
Examples
101010, 240101
Reported To
Start Position
337
Width
6
Tables Used in Validation
Change Log
ChangeDate
Added field9/4/2013 7:44:01 AM
Changed Column Name to be all lowercase to match naming convention9/5/2013 8:20:14 AM

Field: STU.dependencystatus

Field Name
dependencystatus
Definition
Dependency status as determined by the institutional student information record (ISIR).
Validation
Must be a valid code. If Student has any Title IV aid, then this cannot be U.
Examples
I – Independent D – Dependent U – Unknown/Unreported
Reported To
Start Position
343
Width
1
Tables Used in Validation
finaidref
Change Log
ChangeDate
Added field9/4/2013 7:44:01 AM
Changed Column Name to be all lowercase to match naming convention9/5/2013 8:20:14 AM
Updated width and start position. They were reversed.9/5/2013 8:20:14 AM

Field: STU.localstudentid

Field Name
localstudentid
Definition
This is the number used to identify the student in local administrative systems.
Validation
This field is a character field, 9 character length , alphanumeric, and left justify with spaces at the end.
Examples
"G00123456"
Reported To
Start Position
344
Width
9
Tables Used in Validation
Change Log
ChangeDate
Added new column localstudentid to the end of STU file10/22/2015 10:34:09 AM

Field: STU.Veteran

Field Name
Veteran
Definition
This field should be coded as ‘Y’ if the person served in active military, naval, or air service and was discharged or released under conditions other than dishonorable. Students with SPECPOP codes of V167, V030, V031, and V033 should be coded 'Y'. Students without an explicit self-report of 'N' should be coded 'Z'.
Validation
This must match the validation table val_veteran
Examples
Y,N,Z
Reported To
Start Position
353
Width
1
Tables Used in Validation
val_veteran
Change Log
ChangeDate
Added new field veteran2/5/2018 8:41:36 AM
Enabled validation2/5/2018 8:41:36 AM
Adding clarification to definition.2/15/2018 9:24:52 AM
Corrections to grammar and capitalization.2/15/2018 9:24:52 AM