IC File, Revised February 18, 2003

The Identifier Change (IC) file should be used when the identifier of a student or faculty/staff member needs to be changed. All past and future records associated with the previous identifier will be related to the new identifier.

Enrollment Data Area: The Identifier Change (IC) file must be submitted before a new identifier is reported for a student in the Student Enrollment (SN) file, Cross Registration (XR), Alternative Credit (AC), or Degree/Certificate Earned (DC) file. New student identifiers cannot match student identifiers that have already been reported in a Student Entrance (SE) file. Once the changed identifier has been reported through this file, it will not be necessary to report a new Student Entrance (SE) file submission for this student. All records collected under the newly established student identifier will be related to all records under the previous student identifier. All subsequent student related file submissions for future terms should use the newly established student identifier.

Faculty Data Area: The Identifier Change (IC) file must be submitted before a new identifier is reported for a faculty member in the Course Sections Taught (ST) file or Faculty and Instructional Non-faculty Demographics (FD) file, and before a new identifier is reported for an employee in the All Employee (AM) file. All records collected under the newly established faculty or employee identifier will be related to all records under the previous faculty or employee identifier. All faculty- or employee-related file submissions for subsequent terms and years should use the newly established faculty/staff identifier.

Financial Aid Data Area: To aid in the correction of identifiers submitted within the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance (PE) file and the Independent, Proprietary, and Non-Ohio Colleges and Universities Degree/Certificate Earned (PD) file, private institutions may submit an IC file at their Data Input Sites. Once the changed identifier has been reported through this file, it will not be necessary to report a new PE file submission for this student. Data reporters should see their institution’s Financial Aid Contact to receive access to this file submission (http://regents.ohio.gov/hei/people.html).

Field Names	Field Attributes and Procedures	Data Format
Data Area	Enter F if the identifier represents a faculty or staff. Enter S if the identifier represents a student. If the identifier represents a faculty/staff and a student, insert separate records.	Alphabetic 1 character Column 1
Previous Identifier	Enter the identifier as reported in previous submissions.	Alphanumeric 9 characters Columns 2-10
Previous Institution Assigned Identifier Switch	Enter Y if the Previous Identifier was assigned by the institution or N if it was a federally assigned Social Security Number.	Alphabetic 1 character Column 11
New Identifier	Enter the identifier as it will be reported in future submissions.	Alphanumeric 9 characters Columns 12-20
New Institution Assigned Identifier Switch	Enter Y if the New Identifier is assigned by the institution or N if it is a federally assigned Social Security Number.	Alphabetic 1 character Column 21

Institution Assigned Identifier Switch: Identifiers assigned by other federal agencies such as the Internal Revenue Service are not SSNs. When the SE file is submitted the relationship between the Student Identifier and the Institution Assigned Identifier Switch will be tested against the following standards.

An institutionally assigned identifier cannot match a federally assigned SSN at this institution. Each identifier must be unique.

http://regents.ohio.gov/hei/datasubdoc/enrollment/production/icfile.html
Last updated April 22, 2003