OHIOBOARD OFREGENTS

HEI Enrollment Data Submissions

IPEDS Cohort Tracking (CT) File
Revised January 2, 2004

File Description

The Cohort Tracking (CT) file contains a cohort of students reported in the IPEDS Graduation Rate Survey (GRS) for a given year. A report will be returned from this file that displays transfer out rates which can be reported on the IPEDS GRS. In addition, the report will display an adjusted graduation rate for the Performance Report. This CT output report 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.

Institutions may opt to utilize the CT file for the creation of their IPEDS GRS report. This availability of this functionality will be announced yearly by memo and may be found at the Download Your Institution's HEI Data website.

HEI has also created the Special Cohort Tracking (SC) file that is designed for institution planning and research. Please use this for cohort tracking needs outside of the IPEDS GRS and the Performance Report.

Submission Schedule

For 1999 the Performance Report Committee recommendeduniversities and their regional campuses submit the CT file representing their 1999 IPEDS GRS. The submission schedule will be from October to November 1, 2000.
For future years we will use the IPEDS collection period. For 2000 IPEDS GRS, the collection period is from February 16, 2001 to April 5, 2001.

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
Campus	Enter a campus code from Institution/Campus Codes.	Alphabetic 4 characters Columns 1-4
Student Identifier	Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier which uniquely relates to this student.	Numeric 9 characters Columns 5-13 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 14
Sex	Enter one of the following: M - Male F - Female	Alphabetic 1 character Column 15
Race/Ethnicity	Enter a code from Racial/Ethnic Codes as described by the student's admissions application.	Alphabetic 2 characters Columns 16-17
Cohort Year	Enter the year in which the student first enrolled at this institution as reported to IPEDS.	Numeric 4 characters Columns 18-21
IPEDS Reported Cohort Type	Enter "1" if the student is pursuing a certificate, "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 22
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 23
Athlete Status	Enter a code from the Student Athletes verification table. If the student is not an athlete, enter NA.	Alphabetic 2 characters Columns 24-25
IPEDS Status	Enter an IPEDS Status Code from the IPEDS Status verification table.	Numeric 2 characters Columns 26-27
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 28

Additional Explanations

When this file is free from errors the CT report will display transfer-out rates for GRS reporting and adjusted graduation rates which include transfer out rates for reporting to the Performance Committee. Each student identifier that is found to be enrolled or 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 transfer out. Results will be further broken down by race, sex, and the type of institution the student transferred to or graduated from.

Header Record: Also note that the year in the header record for your CT file should be 150% of normal time to completion for the cohort (150% is six years for four year institutions and three years for two year institutions). For example, a cohort of 1993 for a four year institution should have a header record year in the CT file of 1999; a cohort of 1996 for a two year institution should have a header record year in the CT file of 1999.

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

2A The student earned an associate's degree two years after beginning the program

2B The student earned a bachelor's degree two years after beginning the program

3A The student earned an associate's degree three years after beginning the program

3B The student earned a bachelor's degree three years after beginning the program

4A The student earned an associate's degree four years after beginning the program

4B The student earned a bachelor's degree four years after beginning the program

5A The student earned an associate's degree five years after beginning the program

5B The student earned a bachelor's degree five years after beginning the program

6A The student earned an associate's degree six years after beginning the program

6B The student earned a bachelor's degree six years after beginning the program

07 The student completed a program of less than 2 years.

08 The student is still enrolled in a program of 5 years or longer

09 The student is still enrolled in a program of 3 years or longer

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 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

30 The student had not earned a degree but had earned 30 credit hours toward a degree as of 150% of the time associated with completing an associate's degree

Student Athletic Aid Status: This field describes if a student received athletic aid in the given sport for IPEDS reporting purposes.

NA-Student did not receive athletic aid
BK-Student received athletic aid and participated in basketball
BS-Student received athletic aid and participated in baseball
FT-Student received athletic aid and participated in football
TC-Student received athletic aid and participated in track and cross country
AO-Student received athletic aid and participated in any other sport not mentioned

Return to Enrollment Files

http://regents.ohio.gov/hei/datasubdoc/enrollment/production/ctfile.html
Last updated January 2, 2004