OHIO BOARD OF REGENTS

HEI Enrollment Data Submissions

Student Entrance (SE) File
Revised September 12, 2000

File Description

The Student Entrance (SE) file must contain a record for each student included in a Student Enrollment (SN), Course Enrollment (CN), Alternative Credit (AC), and Cross Registration (XR) record for the current term and for whom a Student Entrance record has not already been loaded to the HEI database.

For the convenience of campus data reporters, the Student Entrance (SE) file may contain records for all students included in Course Enrollment records for the current term, even though Student Entrance records for many of those students have already been loaded to the HEI database. Records containing previously loaded data will be ignored when the current file is loaded to the HEI database.

Submission Schedule

Once per term.

Capture Date

The capture date for the Student Entrance (SE) file is the 30th day after the last day of the term.

Relationship to Other File Submissions

The Student Entrance (SE) file must be submitted, edited with zero errors, and loaded onto the HEI database before the following files can be submitted: Student Enrollment (SN) File
Course Enrollment (CN) File
Alternative Credit (AC) File
Cross Registration (XR) File
Flexibly Scheduled Course Sections (FS) File
Off-campus Course Sections (OC) File
Resident Credit Center Course Sections (RC) File
Degree/Certificate Earned (DC) File
Master's and Professional Tuition Award (TA) File
High School of Graduation (HG) File
Extended Programs (EP) File
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. For a given student, the same identifier must be used in all enrollment files.	Alphanumeric 9 characters Columns 1-9 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 10
Admission Area	Enter a code from Admission Area Codes which describes the admission area in which the student is enrolled.	Alphabetic 3 characters Columns 11-13
Sex	Enter one of the following: M - Male F- Female	Alphabetic 1 character Column 14
Year of Birth	Enter the year in which the student was born. Enter UNKN if it is not known.	Alphanumeric 4 characters Columns 15-18
Race/Ethnicity	Enter a code from Racial/Ethnic Codes as described by the student's admissions application.	Alphabetic 2 characters Columns 19-20
State Residency	Enter a code from State Abbreviation Codes indicating the student's state of residency as described by the permanent address on the admissions application, if one is available. Otherwise enter the state from which the student originally enrolled.	Alphabetic 2 characters Columns 21-22
County Residency	Enter a code from County Codes indicating the student's county of residency as described by the permanent address on the admissions application, if one is available and if the State Residency field is OH. Enter XX if State Residency field is not OH.	Alphanumeric 2 characters Columns 23-24
ZIP Code	Enter the ZIP Code as described by the permanent address on the admissions application, if one is available. Enter XXXXX if no U.S. ZIP Code is applicable.	Alphanumeric 5 characters Columns 25-29
Academic Intention	Enter a code from Intention Codes indicating the highest academic intention of the student at this institution. This field should be reported only for students in the undergraduate admissions area. Enter XX for students in all other admission areas.	Alphanumeric 2 characters Columns 30-31
Year of First Enrollment	Enter the year in which the student first enrolled at this institution in the Admission Area reported in this record. For medical students transferring into this institution enter the same year of first enrollment for the class they are joining.	Numeric 4 characters Columns 32-35
Term of First Enrollment	Enter a code from Term Codes indicating the term in which the student first enrolled at this institution in the Admission Area reported in this record. For medical students transferring into this institution enter the same term of first enrollment for the class they are joining.	Alphabetic 2 characters Columns 36-37
First Time Ever Enrolled in College Switch	Enter Y if this (Year and Term of First Enrollment at this institution) is the first time the student has ever entered any higher education institution. Otherwise enter N. For specific information about PSEOP students, click on the hyperlink in the left column.	Alphabetic 1 character Column 38
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 39

Additional Explanations

Allowable combinations: Not all admission areas are allowable entries for all colleges and universities. For example, there will not be graduate school admissions at any community college. For allowable combinations of institution and admission area, see Institution/Admission Area Codes. Also, certain Intention Codes do not match with certain Institutions. For allowable combinations of Intention Code and institution, see the Intention Code/Institution verification table.

First-time full-time degree-seeking freshman cohort: To establish first-time full-time degree-seeking cohorts synonymous with IPEDS Graduation Rate Survey (GRS) the following conditions must be met: The First Time Ever Enrolled in College Switch must be "Y", the Admission Area must be "UND", the Year of First Enrollment and Term of First Enrollment must be the year and term for which this record is being reported and the Academic Intention code must be either DS, 05, 06, 07 or 08. Full-time status will be determined by the number of credit hours for which the student enrolls.

Definitions and Descriptions of Data Fields

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:

Federally assigned SSNs cannot have the following attributes:

The first three digits, or the fourth and fifth, or the sixth through ninth digits of the Student Identifier cannot be zeros
The first three digits cannot be greater than 775

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

Admission Area: A student can be assigned only one admission area per term.

High School (HGH): A student who is currently attending high school and has not yet graduated while concurrently enrolled at this college or university.

Undergraduate (UND): A student who is a high school graduate who is currently enrolled in an undergraduate program of study at this college or university.
Graduate (GRD): A student who has earned a baccalaureate degree and is enrolled in a graduate program of study at this university.
Nondegree Graduate (NDG): A student who has earned a baccalaureate degree and is enrolled in graduate coursework but is not enrolled in a graduate program of study.
Professional (PRO): A student who has earned a baccalaureate degree and is enrolled in a program of study that awards the first professional degree (medicine, veterinary medicine, optometry, dentistry, professional psychology (Wright State only), and law).
This Admission Area should be used for students who are seeking a doctorate of audiology, pharmacy, physical therapy or occupational therapy. SSI funding is to be provided for the equivalent of three full years of instruction defined as 135 quarter hours or 90 semester hours of course credit. 1st Professional Programs (by name) receive three years of funding and clinicals (fourth year) are not funded. Report as ineligible for subsidy.

Racial/Ethnic Code: Colleges and universities are strongly encouraged to collect these data. However, in the event that the student chooses not to disclose his or her race or this datum is not otherwise available, UK (for unknown) is an acceptable entry. These definitions and categories are prescribed by the U.S. Department of Education.

Black, non-Hispanic: A person having origins in any of the black racial groups of Africa (except those of Hispanic origin).

American Indian or Alaskan Native: A person having origins in any of the original peoples of North America, or who maintains cultural identification through tribal affiliation or community recognition.

Asian or Pacific Islander: A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or Pacific Islands. This includes people from China, Japan, Korea, the Philippine Islands, Samoa, India, and Vietnam.

Hispanic: A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.

White, non-Hispanic: A person having origins in any of the original peoples of Europe, North Africa, or the Middle East (except those of Hispanic origin).

Nonresident Alien: A person who is not a citizen or national of the United States and who is in this country on a visa or a temporary basis and does not have the right to remain indefinitely. Resident aliens who are not citizens or nationals of the United States and who have been lawfully admitted for permanent residence are to be reported in the appropriate racial/ethnic categories described above.

Academic Intention: Colleges and universities are strongly encouraged to collect these data. However, if they are not available, UK (for unknown) is an acceptable entry. Intention codes that do not pertain to this institution should not be used. For example, if this institution does not offer associate degrees, then codes 06 and 07 should not be reported.

First Time Ever Enrolled in College: Students who have not previously attempted to earn academic credit which under normal circumstances would contribute towards the award of a college or university degree should be considered first time ever enrolled in college. Students formerly enrolled in a college or university while in high school through the Postsecondary Options Enrollment Program (PSEOP) should be considered first time ever enrolled in college.

Correcting Records

To correct records that were previously submitted and loaded, see the instructions in Correcting Errors in Data Files.

View Edit and Load Specifications

Return to Enrollment Files

http://regents.ohio.gov/hei/datasubdoc/enrollment/production/sefile.html
Last updated October 11, 2005