HEI Enrollment Data Submissions

College Access Program Student (CA) File
July 06, 2006

File Description

The College Access Program Student (CA) File contains one record for each student enrolled in a College Access Program.

Submission Schedule

The College Access Program Student (CA) File can be submitted anytime throughout the year.

Relationship to Other File Submissions

Submission of the College Access Program Student (CA) File is not dependent upon the prior submission of other files.

Data Fields

Field Names	Field Attributes and Procedures	Data Format
Student Identifier	Enter the federally assigned Social Security Number (SSN).	Numeric 9 characters Columns 1-9 Left justify
Date of Birth	Enter the student's Date of Birth formatted as MMDDYYYY. If unknown enter 00000000.	Numeric 8 characters Columns 10-17
College Access Program (CAP) Code	Enter the CAP code from the College Access Program Code verification table of the program in which the student is participating.	Alphabetic 4 characters Column 18 - 21
High School Code	Enter the High School Code from the IRN verification table of the high school from which the student graduated or will graduate. Enter 333333 if the High School Code is unavailable.	Numeric 6 characters Columns 22-27
Graduation Year	Enter the year the student graduated or will graduate from high school. Enter 0000 if the Graduation Year is unknown.	Numeric 4 characters Columns 28-31
FERPA Waiver	Enter Y if the student has a signed FERPA Waiver on file. Otherwise, enter N.	Alphabetic 1 character Column 32
Waiver Term	Enter the number of years for which the waiver is valid. All years are entered as a two digit number. For example, 5 years is entered as 05. Enter 00 if a signed waiver is not on file.	Numeric 2 characters Columns 33-34
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 35

Additional Explanations

• File submissions must be created in ASCII text and follow the format specified in the Data Fields section of the College Access Program Student (CA) File data submissions document. A file submission is composed of record lines. Acceptable values and their designated position in the record line are explained in the Data Fields section. If invalid values are entered, errors will occur in the file submission. File submissions with errors can not be loaded into the database. Three examples of correctly formatted record lines and one example of a correctly formatted file submission have been provided. Please note that invalid social security numbers have been used for security purposes.
1. Example 1: Student without a FERPA waiver.
   00000000001251988IKIC3630252005N00N
2. Example 2: Student with FERPA waiver.
   00000000112161989SOCE3616332006Y05N
3. Example 3: Student with unknown High School Code and Graduation Year.
   00000000007041990LEAF3333330000N00N
4. Example 4: File submission containing the three record lines provided in the above examples.
   00000000012311989IKIC3630252005N00N
   00000000108281988SOCE3616332006Y05N
   00000000202211987LEAF3333330000N00N


• If the FERPA Waiver field is populated with "Y" indicating that a student has a signed FERPA waiver on file, the student's Date of Birth, Waiver Term, and Graduation Year must also be provided. The Date of Birth can not equal "00000000", the Waiver Term can not equal "00", and the Graduation Year can not equal "0000" for students with FERPA waivers.

Definitions and Descriptions of Data Fields

• The Delete Switch: The delete switch is used to remove records previously loaded into the HEI database. To delete data already loaded into the database, submit a new file containing records that precisely match the existing records and set the delete switch to "Y" (for Yes) for each record to be deleted. The deletions will occur when the file is loaded into the HEI database