OHIOBOARD OFREGENTS

HEI Enrollment Data Submissions

IPEDS Cohort Tracking (CT) File
Revised May 5, 2000

File Description

The Cohort Tracking (CT) file contains a list of students reported in the IPEDS Graduation Rate Survey (GRS) for a given year. Information from this file will be returned in a report that can be accessed from the Restricted Queries Web page. The Restricted Queries Web page can be accessed from the Restricted Outputs link on the HEI front door.

Submission Schedule

As needed.

Relationship to Other File Submissions

The CT file will be matched against Student Enrollment (SN), Degree/Certificate Earned (DC) records from this and other institutions, as well as Academic Period Enrollment (APE from UIS) records. These matches will be displayed in aggregate forms in the CT report and will be available as soon as the file is loaded onto the HEI database.

Data Fields

Field Names	Field Attributes and Procedures	Data Format
Student Identifier	Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier which uniquely relates to this student.	Numeric 9 characters Columns 1-9 Left Justify
Institution Assigned Identifier Switch	Enter Y if the student identifier is not a federally assigned Social Security Number. Enter N if the student identifier is the SSN assigned by the federal government.	Alphabetic 1 character Column 10
Sex	Enter one of the following: M - Male F - Female	Alphabetic 1 character Column 11
Race/Ethnicity	Enter a code from Racial/Ethnic Codes as described by the student's admissions application.	Alphabetic 2 characters Columns 12-13
Cohort Year	Enter the year in which the student first enrolled at this institution as reported to IPEDS.	Numeric 4 characters Columns 14-17
IPEDS Reported Cohort Type	Enter "2" if the student is pursuing an associate's degree or a "4" if the student is pursuing a baccalaureate degree as reported to IPEDS.	Numeric 1 character Column 18
Enrollment Status	Enter "P if the student was enrolled part-time or "F" if the student was enrolled full-time as of the student's first term enrolled.	Numeric 1 character Column 19
Athlete Status	Enter a code from the Student Athletes verification table. If the student is not an athlete, enter NA.	Alphabetic 2 characters Columns 20-21
IPEDS Status	Enter an IPEDS Status Code from the IPEDS Status verification table.	Numeric 2 characters Columns 22-23
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 24

Additional Explanations
When this file is free from errors the CT report will display mobility (transfer-out) and graduation rates synonymous with the GRS. Each student identifier that is found at another institution after the Cohort Year will be identified in the CT report as a transfer-out. Each student identifier that is found to have graduated from another institution within 150% of the normal time associated with completing a baccalaureate or associate's degree after the Year and Term of First Enrollment will be identified in the CT report as a completer. Results will be further broken down by race, sex, and the type of institution the student transferred to or graduated from.
Description and Definitions of Data Fields
IPEDS Status: This field describes how a student was reported to IPEDS as to whether the student graduated from the institution within 150% of the normal time associated with completing a baccalaureate or associate's degree.

     01--Student left the school for one of the following reasons and is therefore excluded from the cohort by IPEDS:

Students are deceased or are totally and permanently disabled

Students left school to serve in the armed forces

Students left school to serve with a foreign aid service of the Federal Government, such as the Peace Corps

Students left school to serve on official church missions

     02--The student earned the degree two years after beginning the program (i.e., If the Cohort Year is 1992 and the student earned an associate's degree in 1994)
    03--The student earned the degree three years after beginning the program
    04--The student earned the degree four years after beginning the program
    05--The student earned the degree five years after beginning the program
    06--The student earned the degree six years after beginning the program
    EN--The student had not earned a degree and was still enrolled at this institution as of 150% of the time associated with completing this degree
    MI--The student had not earned a degree and was not enrolled at this institution as of 150% of the time associated with completing this degree
    T2--The student had not earned a degree and was not enrolled at this institution as of 150% of the time associated with completing the degree and is known to have transferred to a two-year college or university branch campus
    T4--The student had not earned a degree and was not enrolled at this institution as of 150% of the time associated with completing the degree and is known to have transferred to a four-year college or university
Student Athlete Status: This field describes which, if any, type of athletic activity the student participated in for IPEDS reporting purposes.
    NA-Not applicable
    BK-Basketball
    BS-Baseball
    FT-Football
    TN-Tennis
    SC-Soccer
    LC-Lacrosse
    RG-Rugby
    SW-Swimming/Diving
    GY-Gymnastics
    IT-Indoor Track
    OT-Outdoor Track
    WR-Wrestling
    GL-Golf
    IH-Ice Hockey
    FH-Field Hockey
    VL-Volleyball
    CC-Cross Country
    FN-Fencing
    RF-Rifle
    SK-Skiing
    WP-Water Polo
    RW-Rowing

Return to Enrollment Files

http://regents.ohio.gov/hei/datasubdoc/enrollment/archive/ctfile05072000.html
Last updated May 5, 2000