Edit and Load Specifications

College Access Program Student (CA) File
Revised July 07, 2006

Edit Rules for each College Access Program Student (CA) Record

  Read the record
A. If record is less than 35 characters long
  • Write Error 011 on edit report file
    		•
    B. If record is greater than 35 characters long
  • Write Error 035 on edit report file
    		•
    C.
    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 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 Student Identifier is numeric in each character position and the first three digits are 775 or above.
    OR
    If Student Identifier is not numeric in each character position
  • Write Error 018 on edit report file
    		•
    D. If Date of Birth is not numeric in each character position
    OR
    If Month is greater than 12
    OR
    If Year is before 1901 or after 2099
    OR
    If Month equals 01, 03, 05, 07, 08, 10, or 12 and day greater than 31
    OR
    If Month equals 02 and day greater than 29
    OR
    If Month equals 04, 06, 09, or 11 and day greater than 30
  • Write Error 108 on edit report file
    		•
    E. If College Access Program Code is not in the College Access Program verification table
  • Write Error 1BX on edit report file
    		•
    F. If multiple records contain the same Student Identifier and CAP Code in the file submission
  • Write Error 1BU on edit report file
    		•
    G. If the High School Code is not in the IRN Code column of the High School table
  • Write Error 256 on edit report file
    		•
    H. If Year of Graduation is not numeric in each character position
  • Write Error 251 on edit report file
    		•
    I. If Graduation Year is less than the current year minus 4 or greater than the current year plus 4
  • Write Error 1BV on edit report file
    		•
    J. If FERPA Waiver not Y or N
  • Write Error 1BW on edit report file
    		•
    K. If Waiver Term not numeric or greater than 10
  • Write Error 1BYon edit report file
    		•
    L. If FERPA Waiver is Y
    AND
    Waiver Term not greater than 00 or Date of Birth equals 00000000 or Graduation Year equals 0000
  • Write Error 1BT on edit report file
    		•
    M. If Delete Switch is not Y or N
  • Write Error 013 on edit report file
    		•
    N. If Delete Switch is N and all fields from the submission file match the corresponding fields in the OCAN CAP table
    Count and ignore this record
  • Write Warning C50 on edit report file but do not display individual records
    		•
    O. If Delete Switch is N and there is already an OCAN CAP table entry for the corresponding Student Identifier and CAP code
    AND a field from the submission file other than the Student Identifier and CAP does not match the corresponding field in the OCAN CAP table
    UPDATE the record in the OCAN CAP table with the fields from the submission file
  • Write Warning U02 on edit report file
    • P. If the Delete Switch is Y and there is not a matching row for the Student Identifier and CAP code in the OCAN CAP table
  • Write Error 1BZ on edit report file
    • Q. If West Membership is not equal to Y in the OCAN CAP table
  • Write Error 1CA on edit report file
    •  

    Report of Errors and Warnings

    Edit Code Edit Text Display Field
    011 Blank records are not allowed Blank Record
    013 The Delete Switch is not Y or N Delete Switch
    018 Invalid Social Security Number Student Identifier
    035 There are non-blank characters beyond the allotted record length for this file Record Length
    108 Date of Birth is blank, non numeric or has invalid values Date of Birth
    251 Graduation Year has non-numeric characters Student Identifier, Graduation Year
    256 The High School Code is not a recognized IRN Student Identifier, High School Code
    1BT Invalid FERPA Waiver/Waiver Term/DOB/Graduation Year combination Student Identifier
    1BU Duplicate record line in file submission Student Identifier, CAP Code
    1BV Graduation Year not allowed Student Identifier, Graduation Year
    1BW FERPA Waiver not Y or N Student Identifier
    1BX The CAP Code is not in the College Access Program Code verification table Student Identifier, CAP Code
    1BY Invalid Waiver Term Student Identifier, Waiver Term
    1BZ No matching record to delete Student Identifier, CAP Code
    1CA Unauthorized to submit data for CAP CAP Code, CAP Name
    C50 There is already a record in the OCAN CAP table for this student, the input record will be ignored Aggregated sum of duplicate records
    U02 UPDATE: Fields for this record did not match all fields submitted in previous version of this file. These fields will be updated. Old and new field values

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    Last updated July 11, 2006