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HEI Enrollment Data Submissions

Student Entrance (SE) File
Revised October 15, 2008

This file layout will go into effect for the reporting year 2009-2010.

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 as needed.

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
Off-campus Course Sections (OC) File
Degree/Certificate Earned (DC) 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.	Numeric 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. Only use the UND admission area in cases where the student has received a high school diploma or equivalent or has been admitted as an adult student without a high school credential.	Alphabetic 3 characters Columns 11-13
Sex	Enter one of the following: M - Male F- Female	Alphabetic 1 character Column 14
Date of Birth	Enter the student’s date of birth as MMDDYYYY. Enter UK if month is not known. Enter UK if day is not known. Enter UNKN if it year is not known. Enter UKUKUNKN if full date of birth is unknown.	Alphanumeric 8 characters Columns 15-22
Hispanic/Latino Ethnicity	Enter Y if the student is a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. Otherwise, enter N	Alphabetic 1 character Column 23
American Indian or Alaska Native Race	Enter Y if the student is a person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment. Otherwise, enter N	Alphabetic 1 character Column 24
Asian Race	Enter Y if the student is a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. Otherwise, enter N	Alphabetic 1 character Column 25
Black or African American Race	Enter Y if the student is a person having origins in any of the Black racial groups of Africa. Otherwise, enter N	Alphabetic 1 character Column 26
Native Hawaiian or Other Pacific Islander Race	Enter Y if the student is a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Otherwise, enter N	Alphabetic 1 character Column 27
White Race	Enter Y if the student is a person having origins in any of the original peoples of Europe, the Middle East, or North Africa. Otherwise, enter N	Alphabetic 1 character Column 28
Unknown Race	Enter Y if the student’s race and ethnicity is unknown. Otherwise, enter N	Alphabetic 1 character Column 29
Nonresident Alien	Enter Y if the student is a nonresident alien. Otherwise, enter N	Alphabetic 1 character Column 30
Country of Origin	For all students reported as Nonresident Aliens, enter the student’s country of origin or citizenship (not the student's birth country) as reported on their passport. Use the SEVIS codes. If country is unknown use 99. If the student is not a nonresident alien, use 98. *Here is the list of codes:* http://regents.ohio.gov/hei/datasubdoc/vertables/ countrycodes.txt	Alphanumeric 2 characters Columns 31-32
State of 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 33-34
County of 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 35-36
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 37-41
ACT High School Code	Enter the code assigned to the high school from which the student graduated or will graduate. Enter GRDNRE for students with admission area = ‘PRO’,’GRD’,’NDG’. Enter "960000" for GED certificate and "969999" for home schooled students. If the high school code is not known enter "XXXXXX"	Alphanumeric 6 characters Columns 42-47
Year of High School Graduation	Enter the four digit year in which the student graduated from high school, earned his/her GED, or expects to graduate from high school. If the year of graduation is not known or not required enter UNKN.	Alphanumeric 4 characters Columns 48-51
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 52-53
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 54-57
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 58-59
First Time Ever Enrolled in Admission Area Switch	For students in the High School (HGH) and Undergraduate (UND) Admission Areas, enter Y if this (Year and Term of First Enrollment at this Institution) is the first time that the student has enrolled in any higher education institution in that Admission Area. For students in Graduate (GRD), Non-degree Graduate (NDG), and Professional (PRO) Admission Areas, report as N	Alphabetic 1 character Column 60
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N	Alphabetic 1 character Column 61

Additional Information

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 740
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).

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, unknown is an acceptable entry. These definitions and categories are prescribed by the U.S. Department of Education. View the crosswalk between the new and old racial/ethnic codes at race_ethnicity_crosswalk.pdf

Country of Origin: Report the country of origin for all students reported as nonresident aliens.

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 Admission Area Switch: The primary purpose of this field is to determine when students in the high school and undergraduate admission areas have begun their college course-taking in those admission areas. The field does not apply to graduate and professional students – all students in those admission areas will have a value of “N” in this field. Special care must be taken to reset the “first-time” switch to “Y” when high school students who have taken college courses graduate from high school and begin attending college as regular college students.

Correcting Records

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

Last updated February 2, 2009