OHIO BOARD OF REGENTS

Edit and Load Specifications

Special Cohort Tracking (SC) File

Revised October 6, 2005

Error Code	Edit Message Text (Text that appears in primary edit results)	Business Logic (The rules that triggered the error.)	Programming Logic (Detailed and technical explanation of the conditions that triggered the error)
013	The Delete Switch is not Y or N	Same as programming logic.	If Delete Switch is not Y or N
017	This Student Identifier has more than one record	Same as programming logic.
018	Student Identifier is not a Social Security Number	Same as programming logic.	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 Institution Assigned Student Identifier Switch is N AND 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 769 or above.
021	SSN is not numeric	Same as programming logic.	If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric in each character position
022	The Institution Assigned Identifier Switch is not Y or N	Same as programming logic.	If Institution Assigned Student Identifier Switch is not Y or N
024	Sex Code not a valid code	Same as programming logic.	If Sex Code is not M or F
026	Racial/Ethnic code not in table	Same as programming logic.	If Racial/Ethnic Code is not in Racial/Ethnic verification table for the year in the header record for the Spring term
033	Delete Switch is Y but there is no record to delete	Same as programming logic.	If the Delete Switch is set to “Y” and there is not a matching Student Identifier for this institution in the Cohort Tracking table
035	There are non-blank characters beyond the allotted record length for this file	Same as programming logic.	If record is not 28 characters long
049	Cohort Year not numeric	Same as programming logic.	If Cohort Year is not numeric in each character position
066	Student enrollment record already exists for this student in this file submission	Same as programming logic.	If there are two records with the same Student ID on this file submission
070	Student Identifier is blank or not left justified	Same as programming logic.	If Student Identifier is blank in first character position
072	IPEDS Status is not in the IPEDS Status verification table	Same as programming logic.	If the IPEDS Status is not in the IPEDS Status verification table
U05	UPDATE: This student identifier has been submitted in a previous version. This record will replace the old.	Same as programming logic.	If the Delete Switch is set to "N" and there is a matching Student Identifier for this Institution in the Cohort Tracking table

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Last updated October 6, 2005