OHIOBOARD OFREGENTS

HEI Enrollment Data Submissions

Special Cohort Tracking (SC) File
Revised October 3, 2000

File Description

The Special Cohort Tracking (SC) file contains a list of students reported in the IPEDS Graduation Rate Survey (GRS) for a given year. Information from this file will be returned in summary edits and eventually in queries that will assist in determining student mobility and graduation rates for the GRS reporting.

Submission Schedule

As needed.

Relationship to Other File Submissions

The SC 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 summary edits 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
Cohort Name	Enter the name of the cohort.	Alphanumeric 10 characters Columns 22-31
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 32

Additional Explanations
When this file is free from errors request that the file be loaded to the database. To view the results of the SC file, go to the Restricted Outputs page, and then the "Restricted Queries" link. Find the "Special Cohort Tracking Report" to display mobility (transfer-out) and graduation rates for your institution.
Each student identifier that is found at another institution after the Cohort Year will be identified as a transfer-out. Each student identifier that is found to 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 as a graduate from another institution. Results will be further broken down by race, sex, and the type of institution the student transferred to or graduated from.

Return to Enrollment Files

http://regents.ohio.gov/hei/datasubdoc/enrollment/production/scfile.html
Last updated October 3, 2000