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Ohio Birth Certificate 2005 document sample
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Key Value Pair File (*.txt)
Revision for 2005 Fall Enrollment
Submission for the Spring of 2006
Collection
Field ID (Key) Description Valid Entries Sections/PARTs Including this
field
UNITID Equals the IPEDS code for all 6 characters A, B, C, D, E, F, G
campuses of this institution.
SURVSECT Survey Section 2 characters - EF A, B, C, D, E, F, G
PART Part of Survey Section 1 character - A, B, C, D, E, or F A, B, C, D, E, F, G
CIPCODE Subject Code 7 character positions - Please see list A
of "CIPCODES" used below.
LINE Depending on the PART, the line Valid entry dependent on PART. A, B, C
could be student level, age category, Please see "Line code calculations"
or state of residence. below.
RACE Race/Ethnicity 1 character - Please see Mapping A, E
Tables
SLEVEL Student Level 1 character - Please see "Part B - B, E
Student level table" below.
Sex Sex 1 numeric character - Please see "Sex A, B, E
Mapping Table".
HS First-time student attended high 1 character - Either "1" for first time C
school in the past 12 months students or "2" for students who
graduated high school in the past 12
months. Please do not program where
HS=2. Additional explanation in
"PART C- Calculating State of
Residence".
Count Number of students enrolled 5 characters (zero enrollment lines do A, B, C, D, E
not have to be reported).
CREDHRSU 12 month undergraduate instructional 8 characters F
activity CREDIT hours
CONTHRS 12 month undergraduate instructional 8 characters F
activity CONTACT hours
CREDHRSG 12 month graduate instructional 8 characters F
activity CREDIT hours
REP_YEAR Indicates which full 12-month period 1 character - Either "1" or "2". F
is being used to report
UNDUPLICATED student count. 1
= July 1st, 2004 thru June 30th, 2005,
while 2 = September 1, 2004 thru
August 31st, 2005.
RET_PCF Percentage of full-time fall 2004 0 to 100, only applicable to Part G G
cohort who were re-enrolled (or
who successfully completed) in fall
2005
RET_PCP Percentage of part-time fall 2004 0 to 100, only applicable to Part G G
cohort who were re-enrolled (or
who successfully completed) in fall
2005
Calculating Values
Scope: The Fall Enrollment Survey is for autumn 2005 enrollments only.
Full-time Student: (Where Admission Area = UND or HGH the Sum of Credit Hours (SCH) is greater than or equal to 12
Where Admission Area <> UND or HGH SCH is greater than 8) or (Where Admission Area = PRO and Major = 511201 or 511901)
*We will count MD or DO majors as full time.
Part-time Student: Where Admission Area = UND or HGH the Sum of Credit Hours (SCH) is less than or equal to 11
Where Admission Area <> UND or HGH and SCH is less than or equal to 8
Age: Calculate age by subtracting Year of Birth (SE) from the Year (SN)
First Time and Year Calculation: If Year and Term from Revised First Enrollment (RF) table = SM or AU of 2005 or
Year and Term of First Enrollment (SE) = SM or AU of 2005 and First Time Ever Enrolled in College Switch (SE) = Y
From "2003SQL from performance report" of the 2003 Performance Report.
1) The FTFTDSFR cohort for any AU term in public institutions is defined as having all of
these characteristics:
a) Full time: The total SCH in the Course Enrollment file (CN) for the student must be >= 12 in AU term.
b) First term: Year and Term of First Enrollment must be SM or AU of that year, and if it comes from the SE,
Rank in AU term must be FR or NU, if it comes from the RF, Rank may be any undergraduate Rank.
c) First time: First Time Ever in College Switch in the SE file must be Y. Note: in 2001 CNST decreased their use of the First
Time in College Switch.
d) Degree seeking: Intention Code in the SE must be 06, 07, or 08. University main campuses and branches of CINC, KENT,
MIAM, AKRN and BGSU as well as RGCC are excluded from this test. For campuses excluded from the Intention Code, Rank
must not by NU. NU is not a degree seeking Rank.
*Note - The exclusion of the "HGH" admission area in the 2005 Performance Report was not used in developing the student cohorts
per the "Instructions for Enrollment" under the heading "Who to Include in this Report" (http://nces.ed.gov/ipeds/pdf/webbase2005/ef_inst.pdf).
Fields
UNITID= Insert IPEDS Code
SURVSECT= "EF"
PART= "A", "B", "C", "D", "E", "F", "G"
When PART=A, then
CIPCODE= CIPCODE: Major Field of Study: Only 10 codes are to be used. Count students where the major matches the first two
digits of the following subject codes.
HEI - First two digits (or entire
subject code) IPEDS Codes to be used Description Schools
13 13.0000 Education 4 Year Schools
14 14.0000 Engineering 4 Year Schools
510401 51.0401 Dentistry * 4 Year Schools
511201 51.1201 Medcine * 4 Year Schools
220101 22.0101 Law * 4 Year Schools
26 26.0000 Biological Sciences/Life Sciences 4 Year Schools
27 27.0000 Mathematics 4 Year Schools
40 40.0000 Physical Sciences 4 Year Schools
52 52.0000 Business Mngmt and Admin Servs 4 Year Schools
99 - Summary of all enrollments 99.0000 Summary of all enrollments All Schools
* Indicates first-professional field
When PART=A, B, or C, then
LINE= LINE code calculations - Valid values will differ depending upon the PART being submitted.
When PART=A, then heed the following guidelines:
Student Level table (PART=A)
IPEDS Code Description Explanation
1 Full-time, first-year, degree/certificate- Count where: Admission Area in SE
seeking undergraduate = UND; First Year Ever Enrolled in
College in SE = Y; and <> NU; and
SCH (CN) is full-time
3 Total Full-time, other Count where : Admission Area in SE
degree/certificate seeking = UND or HGH; Apply Degree
undergraduate Seeking SQL from Performance
Report to find degree seekers; This
subchort is composed of students who
are not first time.
7 Total Full-time, non-degree/certificate- Count where: Admission Area in SE
seeking undergraduate = UND or HGH; SCH (CN) is full-
time; Apply Degree Seeking SQL
from Performance Report to find
those students not seeking a degree.
9 Total, Full-time first-professional
Count where: (Admission Area in SE
= PRO and SCH (CN) is full-time)
and where (Rank (SN) = PR and
Major (SN) = 511201 or 511901)
11 Total, Full-time graduate Count where: Admission Area in SE
= NDG or GRD and SCH (CN) is full-
time
14 Do Not Program Total, Full-time
15 Part-time, first-time, first-year, Count where: First Year Ever
degree/certificate-seeking Enrolled in College in SE = Y; SCH
undergraduate (CN) is part-time; and rank <> NU
17 Part-time, other degree/certificate-
seeking undergraduate Count where : Admission Area in SE
= UND or HGH; Apply Degree
Seeking SQL from Performance
Report to find degree seekers; This
subchort is composed of students who
are not first time; Apply calculation
to find part time students
21 Part-time, non-degree/certificate- Count where: Admission Area in SE
seeking undergraduate = UND or HGH; Apply Degree
Seeking SQL to find non-degree
seekers; These students are not first
time; Apply logic to find part time
students
23 Total, Part-time professional
Count where: (Admission Area in SE
= PRO and SCH (CN) is part-time)
and not (where Rank = PR (SN) and
Major (SN) = 511201 or 511901)
25 Total, Part-time graduate Count where: Admission Area in SE
= NDG or GRD and SCH (CN) is
part-time
28 Do Not Program Total, Part-time
29 Do Not Program Grand Total
When PART=B, then use the following:
Age category table (PART=B)
IPEDS Code Explanation
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
1 < 18
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
2 = 18 - 19
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
3 = 20 - 21
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
4 = 22 -24
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
5 = 25-29
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
6 = 30-34
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
7 = 35-39
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
8 = 40-49
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
9 = 50-64
SCH is full-time and year of
submission (SN) - Year of Birth (SE)
10 is greater than or equal to 65
Do Not Program - Full-time, age
11 unknown
Do Not Program - Total Full-time
12 transferred from PART=A
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
13 < 18
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
14 = 18 - 19
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
15 = 20 - 21
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
16 = 22 -24
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
17 = 25-29
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
18 = 30-34
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
19 = 35-39
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
20 = 40-49
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
21 = 50-64
SCH is part-time and year of
submission (SN) - Year of Birth (SE)
22 is greater than or equal to 65
Do Not Program - Part-time, age
23 unknown
Do Not Program - Total Part-time
24 transferred from PART=A
25 Do Not Program - Grand total
transferred from PART=A
When PART=C, then use the following:
Select the line from the "State of Residence Mapping Table"
Part C does not include the fields of Race, Sex or CIPCODE
Count the enrollments from the SN file for this campus, year and term
where the IPEDS Code is equal to one from the State of Residence Mapping Table
Note: Not all states of residence that are valid in HEI are included in this table
The field following the "Line" will be HS. For these purposes, only HS = 1 will be
reported by HEI. The campuses will need to calculate the value where HS = 2.
The count where HS = 1 will use the following rules:
Count where: Admission Area in SE = UND or HGH, First Time Ever Enrolled in College (SE) = Y,
Year of First Enrollment (SE) = 2005 Term of First Enrollment (SE) = SM or AU and Degree Seeking
State of Residence Mapping Table (PART=C)
IPEDS Code HEI Code Description
01 AL Alabama
02 AK Alaska
04 AZ Arizona
05 AR Arkansas
06 CA California
08 CO Colorado
09 CT Connecticut
10 DE Delaware
11 DC District of Columbia
12 FL Florida
13 GA Georgia
15 HI Hawaii
16 ID Idaho
17 IL Illinois
18 IN Indiana
19 IA Iowa
20 KS Kansas
21 KY Kentucky
22 LA Louisiana
23 ME Maine
24 MD Maryland
25 MA Massachusetts
26 MI Michigan
27 MN Minnesota
28 MS Mississippi
29 MO Missouri
30 MT Montana
31 NE Nebraska
32 NV Nevada
33 NH New Hampshire
34 NJ New Jersey
35 NM New Mexico
36 NY New York
37 NC North Carolina
38 ND North Dakota
39 OH Ohio
40 OK Oklahoma
41 OR Oregon
42 PA Pennsylvania
44 RI Rhode Island
45 SC South Carolina
46 SD South Dakota
47 TN Tennessee
48 TX Texas
49 UT Utah
50 VT Vermont
51 VA Virginia
53 WA Washington
54 WV West Virginia
55 WI Wisconsin
56 WY Wyoming
60 AS American Samoa
64 FM Federated States of Micronesia
66 GU Guam
68 MH Marshall Islands
69 MP Northern Mariana Island
72 PR Puerto Rico
78 VI Virgin Islands
90 ZZ Foreign
98 Do Not Program - Balance
Do Not Program - Grand Total,
99 transferred from PART=A
When PART=D, E, or F, do not include the LINE variable and proceed with RACE
When PART=A or E, then
RACE= Race Mapping Table
IPEDS Code HEI Code Description
1 NR Nonresident Alien
2 BL Black, Non-Hispanic
3 AI American Indian or Alaskan Native
4 AS Asian or Pacific Islander
5 HS Hispanic
6 WH White, Non-Hispanic
7 UK Unknown
8 Do Not Program Grand Total
When PART=B or E, then
SLEVEL= Student level table
IPEDS Code Description
1 Undergraduate (UND) and High
School (HGH)
2 First-professional (PRO)
3 Graduate (GRD or NDG)
When PART=A, B or E, then
Sex= IPEDS CODE HEI Code Description
1 M Men
2 F Women
When PART=C, then
HS= The field following the "Line" will be HS.
The count where HS = 1 will use the following rules:
Count where: Admission Area in SE = UND or HGH, First Time Ever Enrolled in College (SE) = Y,
Year of First Enrollment (SE) = 2005, Term of First Enrollment (SE) = SM or AU
and Degree Seeking
HEI is not capable of producing the count for where HS=2. Do Not Program. Institutions will have to create this record.
When PART=A, B, C, D, or E, then
Count= Valid values for this field run from 1 to 99999
When PART=F, then (one record will produced at this point containing CREDHRSU, CONTHRS, CREDHRSG, and REP_YEAR).
REP_YEAR= Indicates which 12-month period is used to report unduplicated student count
IPEDS Code Description
USE - 1 July 1st 2004 to June 30th, 2005
DO NOT USE - 2 Sept 1, 2004 to August 31, 2005
CREDHRSU= This will return the 12 month undergraduate instructional activity credit hours
Valid entries for this field run from 0 to 99999999
Summarize the number of credit hours from the Course Enrollment table for the entire fiscal year for this instituiton
CREDITHRSU: Summarize the number of credit hours from the Course Enrollment table for
the entire fiscal year for the Course Level Codes of B, G,
T and V as found in the Course Inventory table.
Sum where Course Enrollment Attempt for Academic Credit Code <> "A"
CONTHRS= This will return the 12 month undergraduate (UND) instructional activity CONTACT hours
Valid entries for this field run from 0 to 99999999
Schools will have to create this record since HEI does not collect this data.
CREDHRSG= This will return the 12 month graduate instructional activity credit hours
Valid entries for this field run from 0 to 99999999
CREDHRSG: Summarize the number of credit hours from the Course Enrollment table for
the entire fiscal year for the Course Level Codes of D and M as found in the Course Inventory table.
Sum where Course Enrollment Attempt for Academic Credit Code <> "A"
When PART=G, then create a record containing the following -- This is optional for year the Spring of 2004 Collection
RET_PCF= Percentage of full-time fall 2004 cohort who were re-enrolled (or who successfully completed) in fall 2005
Create full-time cohort for fall 2004 in temp table and compare to full-time cohort for fall 2005.
Return percentage = (( 2005 cohort/2004 cohort) * 100)
RET_PCP= Percentage of part-time fall 2004 cohort who were re-enrolled (or who successfully completed) in fall 2005
Create part-time cohort for fall 2004 in temp table and compare to part-time cohort for fall 2005.
Return percentage = (( 2005 cohort/2004 cohort) * 100)
Record Outputs by PART
PART SPECIFIC INFORMATION (A-G)
PART A - Full-Time Undergraduate Students
Field ID (Key) Description Valid Entries
UNITID Equals the IPEDS code for all 6 characters
campuses of this institution.
SURVSECT Survey Section 2 characters - EF
PART Part of Survey Section 1 character - A
CIPCODE Subject Code 7 character positions - Please see list
of "CIPCODES" used below.
LINE Depending on the PART, the line Valid entry dependent on PART.
could be student level, age category, Please see "Line code calculations"
or state of residence. below.
RACE Race/Ethnicity 1 character - Please see Mapping
Tables
Sex Sex 1 numeric character - Please see "Sex
Mapping Table".
Count Number of students enrolled 5 characters (zero enrollment lines do
not have to be reported).
PART B - Enrollments of Students by Age
Field ID (Key) Description Valid Entries
UNITID Equals the IPEDS code for all 6 characters
campuses of this institution.
SURVSECT Survey Section 2 characters - EF
PART Part of Survey Section 1 character - B
LINE Depending on the PART, the line Valid entry dependent on PART.
could be student level, age category, Please see "Line code calculations"
or state of residence. above.
SLEVEL Student Level 1 character - Please see "Part B -
Student level table" above.
Sex Sex 1 numeric character - Please see "Sex
Mapping Table".
Count Number of students enrolled 5 characters (zero enrollment lines do
not have to be reported).
PART C - Residence of First-time Degree/Certificate-seeking Undergraduate Students
Field ID (Key) Description Valid Entries
UNITID Equals the IPEDS code for all 6 characters
campuses of this institution.
SURVSECT Survey Section 2 characters - EF
PART Part of Survey Section 1 character - C
LINE Depending on the PART, the line Valid entry dependent on PART.
could be student level, age category, Please see "Line code calculations"
or state of residence. below.
HS First-time student attended high 1 character - Either "1" for first time
school in the past 12 months students or "2" for students who
graduated high school in the past 12
months. Please do not program where
HS=2. Additional explanation in
"PART C- Calculating State of
Residence".
Count Number of students enrolled 5 characters (zero enrollment lines do
not have to be reported).
Part D - Total Entering Class
Field ID (Key) Description Valid Entries
UNITID Equals the IPEDS code for all 6 characters
campuses of this institution.
SURVSECT Survey Section 2 characters - EF
PART Part of Survey Section 1 character - D
Count Part of Survey Section 5 characters (zero enrollment lines do
not have to be reported).
PART E - Race, Sex, Student Level
Field ID (Key) Description Valid Entries
UNITID Equals the IPEDS code for all 6 characters
campuses of this institution.
SURVSECT Survey Section 2 characters - EF
PART Part of Survey Section E
SLEVEL Student Level 1 character - Please see "Part E -
Student level table" below.
RACE Race/Ethnicity 1 character - Please see Mapping
Tables
Sex Sex 1 numeric character - Please see "Sex
Mapping Table".
Count Number of students enrolled 5 characters (zero enrollment lines do
not have to be reported).
*PART E collects 12-month unduplicated counts by student level, gender and race/ethnicity
*If a student is UND in one term and become GRD in the next, the student should only be counted once at the highest admission area.
*PART E - Student level table
1 Undergraduate (UND)
2 First-professional (PRO)
3 Graduate (GRD or NDG)
*COUNT for PART E: Count the number of unduplicated students enrolled in the Student Enrollment (SN) table
Select the fiscal year for the 12 month unduplicated head count.
PART F - 12 Month Undergraduate and Graduate Instructional Activity
Field ID (Key) Description Valid Entries
UNITID Equals the IPEDS code for all 6 characters
campuses of this institution.
SURVSECT Survey Section 2 characters - EF
PART Part of Survey Section F
CREDHRSU 12 month undergraduate instructional 8 characters
activity CREDIT hours
CONTHRS 12 month undergraduate instructional 8 characters
activity CONTACT hours
CREDHRSG 12 month graduate instructional 8 characters
activity CREDIT hours
REP_YEAR Indicates which full 12-month period 1 character - Please use only "1"
is being used to report
UNDUPLICATED student count. 1 =
July 1st, 2004 thru June 30th, 2005,
while 2 = September 1, 2004 thru
August 31st, 2005.
*PART F collects 12-month instructional activity and reporting year designation
*Exclude course credit hours from CREDITHRSU and CREDITHRSG that were audited by students.
*Insure that first-professional courses are not included in the summing of the CREDHRSG.
*CREDITHRSU: Summarize the number of credit hours from the Course Enrollment table for
the entire fiscal year for the Course Level Codes of B, G, T and V within the Course Inventory table.
(this logic now excludes the use of admission area)
*CONTHRS: Schools will have to create this record since HEI does not collect this data.
*CREDHRSG: Summarize the number of credit hours from the Course Enrollment table for
the entire fiscal year for the Course Level Codes of D and M within the Course Inventory table.
(this logic now excludes the use of admission area)
*REP_YEAR: Please enter the REP_YEAR as 1
PART G - Retention Rate
Field ID (Key) Description Valid Entries
UNITID Equals the IPEDS code for all 6 characters
campuses of this institution.
SURVSECT Survey Section 2 characters - EF
PART Part of Survey Section G
RET_PCF Percentage of full-time fall 2004 0 to 100, only applicable to Part G
cohort who were re-enrolled (or
successfully completed) in fall 2005
RET_PCP Percentage of part-time fall 2004 0 to 100, only applicable to Part G
cohort who were re-enrolled (or
successfully completed) in fall 2005
*These percentages should include the re-enrolled as well as those who successfully completed by AU of 2005.
*Create a 2004 SM and AU cohort of first-time degree/certificate seeking students and designate whether they
were full time or part time students.
*Report the percentage of students either re-enrolled in this institution in fall 2005 or who successfully completed by fall of 2005
*Completers will be identified as having earned a degree or certificate in the Degree/Certificate table by fall of 2005.
*Students will be grouped into the RET_PCF or RET_PCP percentages based on their full or part time status in 2004 SM or AU.
*HEI will not calculate exclusions from the cohort (deaths, permanently disabled, etc.) since this data is not reported to the state.
*((Re-enrolled Fall 2005 + Completed)/(Fall 2004 cohort)) *100
Records Not Produced by HEI
*PART C, where HS=2 (The High School Graduation (HG) file does not give HEI the specificity needed to produce this record)
*PART F, CONTHRS (HEI does not collect this data)
