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OHIO BOARD OF REGENTS 

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HEI Enrollment Data Submissions

Preliminary Headcount (PH) File
Revised August 30, 2000

File Description

The Preliminary Headcount (PH) file should contain one record providing the total enrollment for the autumn academic term as of the end of business on the fifteenth calendar day of the autumn academic term. The count should include all enrollments in degree-credit courses of instruction. (Includes those enrollments in flexibly scheduled course sections where the start date is on or before the 15th calendar day of the autumn term.)

Submission Schedule

The Preliminary Headcount (PH) file is submitted once per year between the 16th and 21st calendar days of autumn term.

Capture Date

The capture date for the Preliminary Headcount (PH) file is the end of business on the 15th calendar day of autumn term.

Relationship to Other File Submissions

The Preliminary Headcount (PH) file is independent of all other files.

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
Fifteenth Day Headcount Enter the total number of students enrolled at this campus in all course sections as of the end of business on the fifteenth calendar day of autumn term. Numeric 
5 characters 
Columns 5-9
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 10
Explanation Enter a brief explanation if 15th day preliminary headcount for current year is +/- 5% or more from previous year's 15th day preliminary headcount. Alphanumeric 
500 characters 
Columns 11-510

Additional Explanations

When compiling data for the Preliminary Headcount (PH) file, use these guidelines to maintain consistency with past reporting:

  1. Data should reflect enrollments in degree-credit courses of instruction only.
  2. Headcount should be unduplicated.
    1. If a student is enrolled at multiple campuses within an institution, submit that student's enrollment once, for the campus where they are taking the majority of their coursework.

Definitions and Descriptions of Data Fields

Explanation:  Provides an explanation of the reason for significant enrollment changes from autumn term of previous year (e.g., increase due to aggressive recruitment effort).

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View Edit and Load Specifications

Return to Enrollment Files

http://regents.ohio.gov/hei/datasubdoc/enrollment/production/phfile.html
Revised September 22, 2004