OHIOBOARD OFREGENTS

HEI Enrollment Data Submissions

High School of Graduation (HG) File
Revised April 30, 2001

File Description

The High School of Graduation (HG) file submission identifies the high school of graduation for each first-time enrolled undergraduate student at an instititution during the previous fiscal year. Students included in the file should meet the following criteria:

Admission area of "UND" for undergraduate as reported in the Student Entrance (SE) file; and
First Time Enrollment in College Switch of "Y" for Yes as reported in the the Student Entrance (SE) file ; and
Year and Term of first enrollment being within the previous fiscal year as reported in the the Student Entrance (SE) file; and
Rank of "FR" or "NU" for Freshman and not otherwise classified undergraduate respectively as reported in the the Student Enrollment (SN) file.

Students that participated in the Post Secondary Enrollment Options Program (PSEOP) prior to matriculating to the institution during the fiscal year being reported or were otherwise concurrently enrolled in high school and college prior to matriculating to the institution during the fiscal year being reported should be included in the file submission. Students that participated in the PSEOP program during the fiscal year being reported but did not matriculate to the institution during the fiscal year being reported, or were concurrently enrolled in both high school and college during the fiscal year but did not matriculate during the fiscal year being reported should not be included in the file.

Note: The first collection of the High School of graduation (HG) file (October, 2001) should include information about students during the 1999-2000 fiscal year and the 2000-2001 fiscal year. An fiscal year begins summer and autumn, and continues to the following winter and spring.

Submission Schedule

The High School of Graduation (HG) file for the previous fiscal year is submitted on or before October 31.An fiscal year begins summer and autumn, and continues to the following winter and spring.

Relationship to Other File Submissions

Students identified in the High School of Graduation (HG) file must have appeared in the Student Entrance (SE) file submission, Student Enrollment (SN), and the Course Enrollment (CN) file during the previous fiscal year.

Data Fields

Field Names	Field Attributes and Procedures	Data Format
Student Identifier	Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier which uniquely relates to this student. For a given student, the same identifier must be used in all enrollment files.	Alphanumeric 9 characters Columns 1-9 Left justify
ACT High School Code	Enter the code assigned to the high school from which the student graduated by the American College Testing program. If the high school code is not known enter XXXXXX.	Numeric 6 characters Columns 10-15
Year of High School Graduation	Enter the four digit year in which the student graduated from high school. If the year of graduation is not known enter UNKN.	Numeric 4 characters Columns 16-19
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 20

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