Edit Specifications

035

There are non-blank characters beyond the allotted record length for this file

If record is longer than 40 characters, or if the Student Status switch is "N" and the record is longer than 10 characters

070

Student Identifier is blank or not left justified

If Student Identifier is blank in first character position

017

Record with this student identifier and delete switch is already in the file

If there is more than one matching Student Identifier in this submission and the Delete Switch of one is not set to “Y”

022

The Institution Assigned Identifier Switch is not Y or N

If Institution Assigned Student Identifier Switch is not Y or N

301

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

If Institution Assigned Student Identifier Switch is Y and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as N

302

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

If Institution Assigned Student Identifier Switch is N and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as Y

021

The Social Security Number is not numeric

If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric in each character position

018

Invalid Social Security Number - >775

This edit verifies whether the SSN meets the rules for issuing SSN’s by the Social Security Administration. The rules can be found at http://www.ssa.gov/employer/stateweb.htm and http://www.ssa.gov/employer/ssnweb.htm.

If the Institution Assigned Student Identifier Switch is N and the Delete Switch is N and the Student Identifier does not match a Student Identifier (OBRID) for this institution in the Student Entrance table and the Student Identifier is numeric in each character position and the first three digits, or the fourth and fifth, or the sixth through ninth digits of the Student Identifier are zeros,
OR
If the Institution Assigned Student Identifier Switch is N and the Delete Switch is N and the Student Identifier does not match a Student Identifier (OBRID) for this institution in the Student Entrance table and the Student Identifier is numeric in each character position and the first three digits are  775 or above.

145

Cannot enter more than one Admission Area for a student in the same year and term

If Student Identifier and Institution and Year and in  Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table matches Student Identifier and Institution and Year in this submission record but Admission Areas are different
AND
there is not another record with the same Student Identifier with Delete Switch set to Y in this submission

009

Admission Area Code is invalid for this institution

If combination of Institution and Admission Area is not in the Institution/Admission Area Code verification table for any term in the fiscal year (SM, AU of the previous year or WI or SP of the submission year).

024

The Sex Code is not a valid Sex Code

If Sex Code is not M or F

025

The Year of Birth is not numeric or UNKN

If Year of Birth is not numeric in each character position and not UNKN

115

Student is older than 120 or younger than 8 years old

If Year of Birth is not UNKN and is less than or equal to submission year minus 120 or greater than or equal to submission year minus 08

A28

Year of Birth indicates the student is between 85 and 119 years old

If Year of Birth is not UNKN and is less than or equal to submission year minus 85, and greater than or equal to submission year minus 119

A29

Year of Birth indicates the student is between 11 and 15 years old

If Year of Birth is not UNKN and is greater than or equal to submission year minus 15, and less than or equal to submission year minus 11 (if the Admission Area is HGH then less than 14)

026

The Racial/Ethnic code is not in the Racial/Ethnic Codes table

If Racial/Ethnic Code and is not in Racial/Ethnic verification table

027

State Residency is not in the State Abbreviation verification table

If State Residency is not in the State Abbreviation verification table or is AA or AE or AP

028

County Code is not in the County verification table

If County Code is not in the County verification table

029

Combination of State Residency Code and County Code is not in State Residency/County Code verification table

If State Residency is "OH" and County Code is not UK, or If combination of State Residency and County Code is not in the State Abbreviation/County Code Verification table

116

State Residency is ZZ but ZIP Code is not XXXXX

If State Residency is ZZ and ZIP Code is not XXXXX

032

Intention Code is not in Intention Codes verification table

If Admission Area is UND or HGH and Intention Code is not in the Intention verification table

119

Admission Area is not UND but Intention Code is not XX

If Admission Area is valid for this institution and is not UND or HGH and Intention Code is a valid intention code and is not XX

030

Year of First Enrollment is not numeric, or does not start with 19 or 20

If Year of First Enrollment is not numeric in each character position, or the first 2 characters are not "19" or "20"

039

Year of First Enrollment is earlier than Year of Birth

If Year of First Enrollment is numeric and is earlier than Year of Birth and is not UNKN

A15

Year of First Enrollment indicates the student was over 100 or less than 15 years old when first enrolled

If Year of First Enrollment minus Year of Birth (not UNKN) is greater than 100 or less than 15 (if the Admission Area is HGH then less than 14)

122

Year of First Enrollment was more than 95 years ago

If Year of First Enrollment is less than or equal to submission year minus 95

A30

Year of First Enrollment was more than 20 years ago, but less than 95 years ago

If Year of First Enrollment is less than or equal to submission year minus 40, or greater than or equal to submission year minus 94

038

Term of First Enrollment is invalid

If Term of First Enrollment is not in Term verification table for this year and term

037

First Time Ever in College Switch is not Y or N

If First Time Ever Enrolled in College Switch is not Y or N

123

First Time Ever Enrolled in College Switch must be N if the Admission Area is not UND

If Delete Switch is N and If First Time Ever Enrolled in College Switch is Y and Admission Area Code is not UND or HGH

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

126

Student Entrance Delete Switch is set to Y, but there is no matching record to be deleted

If Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance Delete Switch is Y and there is not a matching row for the Student Identifier, Admission Area and Institution for the current year and term in the Private College and University Student Entrance table

129

Record cannot be deleted because there are corresponding records in the Degree Certificate table

If  Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance Delete Switch is Y and there is a matching row for the Student Identifier, Admission Area and Institution for the current year (from Header Record) in the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table
AND
there are records in the Independent, Proprietary, and Non-Ohio Colleges and Universities Degree/Certificate (PD) table for any year and term associated with this Student Identifier, Admission Area and institution

A14

There is already a record in the Student Entrance table for this student, the input record will be ignored

If Delete Switch is N and there is already an Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table entry for the corresponding OBRID, Institution and Admission Area Code for any Year and Term except the Year in the Header Record
AND
there is no record matching this Student Identifier and Admission Area in this submission with Delete Switch set to Y
OR
If Delete Switch is N and there is already a Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table entry for the corresponding OBRID, Institution and Admission Code for this (from Header Record) Year
AND
all fields from the submission file match the corresponding fields in the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table

U02

UPDATE: Fields for this record did not match all fields submitted in previous version of this file. These fields will be updated.

If Delete Switch is N and there is already an Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table entry for the corresponding OBRID, Institution and Admission Code for this (from Header Record) Year and Term
AND
a field from the submission file other than the OBRID, Institution and Admission Area does not match the corresponding field in the  Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table
UPDATE the record on the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table with the fields from the  Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance submission

034

There is already a record in this Student Entrance Data File submission for this student

If there is already an Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance record for the corresponding OBRID, Institution, Admission Area Code, and Delete Switch on this submission file

B19

Student ID matches an ID that was formerly used to identify another student

If this Student Identifier matches a Previous Identifier with Data Area code set to “S” in the Identifier Change table for this institution

280

Student Status switch is not A, F, or N

If Student Status switch field in submission is not A, F, or N

284

This student has a record in the PD table

If the student status switch is "N" and there is a record for this student and institution identifier in the Independent, Proprietary, and Non-Ohio Colleges and Universities Degree/Certificate Earned (PD)

796

Identifier already exists in PE table for this student and campus with Student Status F or A

If the student status switch is "N" and there is a record for this student in the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table for this campus

C10

The Student Status switch is N  but a previous record was submitted with status switch of F or A

If the student status switch is "N" and there is a record for this student in the Independent, Proprietary, and Non-Ohio Colleges and Universities Student Entrance table