OHIO BOARD OF REGENTS

HEI Enrollment Data Submissions

Extended Students (ES) File
Revised July 30, 2003

File Description

The Extended Students (ES) file identifies students in degree programs who will take less than or more than four years to graduate from a baccalaureate degree program or two years from an associate degree program. Students identified in the Extended Students (ES) file should have received a degree in a subject code in the Degree/Certificate Earned (DC) file that fails to uniquely identify an extended (or compressed) program from a program with a traditional time to completion expectation (four calendar years for the baccalaureate program, two calendar years for the associate degree program.). Students identified in the Extended Students (ES) file should have been enrolled in some type of campus-specific program or subprogram track that is clearly understood to last for a period of time other than four years for the baccalaureate program or two years for the associate degree. Such programs may be compressed programs with intensive coursework or have requirements such as internships, co-operative work experiences, or study abroad.

Students who took more than four years for the baccalaureate degree or two years for the associate degree because they changed majors, needed to complete remedial work, needed to complete prerequisite work, or other such circumstances should not be included in the Extended Students (ES) file. Students taking less than four years to complete the baccalureate degree or two years for the associate degree because of transfer credit or any credit not earned at the degree granting institution should not be included in the Extended Students (ES) file.

Submission Schedule

The Extended Students (ES) file must be submitted by June 15.

Relationship to Other File Submissions

The Extended Students (ES) file is submitted after the Degree/Certificate Earned (DC) and the Extended Programs (EP) files have been loaded to the HEI database. Students identified in the Extended Students (ES) file must first be identified in the Degree/Certificate Earned (DC) file as having received a baccalaureate degree (Degree Level 05 or A5) or an associate degree (Degree Level 03 or A3). Subject codes used to describe programs in the Extended Programs (EP) file also should not be included in the Extended Students (ES) file.

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. Note that the student identifier should be consistent with data previously submitted to HEI.	Numeric 9 characters Columns 1-9
Subject Code	Enter the Subject Codes of the baccalaureate program that the student is enrolled in.	Numeric 6 characters Columns 10-15
Degree Level	Enter "05" or "A5" for a Bachelor's degree or "03" or "A3" for an Associate's degree.	Numeric 2 characters Columns 16-17
Expected Time to Completion	Enter the number of years in hundredths expected to complete the baccalaureate program.	Numeric 3 characters Columns 18-20
Number of Credit Hours for Program Completion	Enter the number of credit hours required to earn the degree.	Numeric 3 characters Columns 21-23
Reason Student is Expected to Take Longer than 2 years for the Associate Degree or 4 years for the Baccalaureate	Enter a narrative description describing why the student in this program is expected to take longer than four years to complete the baccalaureate. Note that the description should be limited to the experience of the student in the program and should describe reasons germane to the program.	Alphanumeric 50 characters Columns 24-73
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 74

Definitions and Descriptions of Data Fields

Expected Time to Completion: The amount of time expected to complete the degree completion should correspond to the time advertised in the Course Bulletin. For the purposes of this file submission, the time to completion must exceed four years for the baccalaureate degree or two years for the associate degree. Time to degree completion must be expressed in hundredths. For example if a degree program at a school on a quarter calendar is expected to take four years and one quarter, the data reporter would report "425" as the field value.

Expected Hours to Degree Completion: The number of hours the students was expected to take at the institution to complete the baccalaureate degree.

Return to Enrollment Area Page

http://regents.ohio.gov/hei/datasubdoc/enrollment/production/esfile.html
Last updated July 30, 2003