Table of Contents
Return to File Formats & Field Values
Beginning Segment (BGN)
This segment indicates the purpose, date, and time of the transaction and the beginning of a transaction set. The identification and verification routine includes a reference number assigned by the sending institution or agency and the date and time of transmission. When this information is returned by the receiving institution or agency to the sender, machine processing can establish that a valid transaction was received as intended.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
BGN01 | 353 | Transaction Set Purpose Code | Identifies the purpose of the transaction (The school is responding to the Clearinghouse’s implied request for a 190 transaction). Value = 11 | Mandatory | Code | 2/2 |
BGN02 | 127 | Transaction Set Reference Number | Identifies the transaction in an EDI environment (typically assigned by the sending institution’s translator). Should match the values in ST02 and SE02 and be returned to the sending institution as part of the Acknowledgement Transaction Set and confirmation routine. | Mandatory | Alphanumeric | 1/80 |
BGN03 | 373 | Date | Date on which the transaction was originated by the sending institution. | Mandatory | Date (YYYYMMDD) | 8/8 |
BGN04 | 337 | Time | Time when the transaction was originated by the sending institution. Time range is 000000 to 235959. Required if BGN05 is populated. | Conditional | Time (HHMM) | 4/8 |
BGN05 | 623 | Time Code | Time zone for the time referenced in BGN04.
|
Optional | Code | 2/2 |
School Enrollment Information (ENR)
This segment provides school data relative to the student.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
ENR01 | 641 | Status Reason Code (Enrollment Status) | Student’s enrollment status. See Reporting Enrollment Statuses for definitions.
|
Mandatory | Code | 3/3 |
ENR02 | 1131 | Level of Student (Grade Level) | Grade level of the student. Not used by the Clearinghouse. SES10 indicates grade level. | Optional | Code | 2/2 |
ENR03 | 1250 | Date Time Period Format Qualifier | Format of the anticipated graduation date in ENR04. Required if ENR01 is EB6, EB7, EB8, EB9, or EBO and ENR04 is populated. Value = D8 | Conditional | Code | 2/3 |
ENR04 | 1251 | Date Time Period (Anticipated Graduation Date) | Student’s anticipated graduation date according to the format defined in ENR03. Required if ENR01 is EB6, EB7, EB8, EB9, or EBO and ENR03 is populated. | Conditional | Date (YYYYMMDD) | 1/35 |
ENR05 | 1266 | Major Course of Study Code | Not used by the Clearinghouse. | Optional | Code | 1/2 |
ENR06 | 740 | Range Minimum | Not used by the Clearinghouse. | Conditional | Range | 1/20 |
ENR07 | 741 | Range Maximum | Not used by the Clearinghouse. | Conditional | Range | 1/20 |
ENR08 | 1144 | Academic Grade Point Average | Not used by the Clearinghouse. | Optional | Range | 1/6 |
ENR09 | 1073 | Yes or No Code (Degree Intent) | Whether the student is pursuing a degree related to their studies.
|
Optional | Code | 1/1 |
ENR10 | 1073 | Yes or No Code (Data Block Indicator) | Whether the student has requested to block release of their directory information.
|
Mandatory | Y/N | 1/1 |
ENR11 | 1073 | Yes or No Code (Compulsory Term Flag) | Whether the current term is compulsory.
|
Optional | Y/N | 1/1 |
ENR12 | 1250 | Date Time Period Format Qualifier | Format of the certification date in ENR13. Value = D8 | Conditional | Code | 2/3 |
ENR13 | 1251 | Date Time Period (Clearinghouse Certification Date) | Date the institution is certifying the student enrollment information. Must not be earlier than the program begin date. Required if ENR12 is populated. | Conditional | Date (YYYYMMDD) | 1/35 |
ENR14 | 1073 | Yes or No Code (Foreign School Attended) | Not used by the Clearinghouse. | Optional | Code | 1/1 |
ENR15 | 1250 | Date Time Period Format Qualifier | Not used by the Clearinghouse. | Conditional | Code | 2/3 |
ENR16 | 1251 | Date Time Period (Last Foreign School Attended Date Range) | Not used by the Clearinghouse. | Conditional | Alphanumeric | 1/35 |
ENR17 | 1250 | Date Time Period Format Qualifier | Not used by the Clearinghouse. | Conditional | Code | 2/3 |
ENR18 | 1251 | Date Time Period | Not used by the Clearinghouse. | Conditional | Alphanumeric | 1/35 |
ENR19 | 1073 | Yes or No Code (First-Time Full-Time) | Your institution is required to report a “First-Time, Full-Time” cohort to the Department of Education via IPEDS. This field uses the same methodology used to create this cohort. Filler if not applicable.
|
Optional | Code | 1/1 |
ENR20 | 1073 | Yes or No Code (Good Student Eligibility Flag) | Whether the student is eligible for a Good Student Discount. A student is eligible if their most recent term or cumulative grade point average (GPA) is a B or higher, they are on the Dean’s List, or they are in the top 20% of the class.
|
Optional | Code | 1/1 |
Date or Time or Period (DTP)
This segment specifies the student’s enrollment period and status start dates. Up to two DTP segments are allowed: one for the enrollment period (required) and one for the status start date (optional). The enrollment period should be reported first and the status start date second. See Reporting Enrollment Statuses for information about status start dates.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
DTP01 | 374 | Date/Time Qualifier | Type of date/time/period.
|
Mandatory | Code | 3/3 |
DTP02 | 1250 | Date Time Period Format Qualifier | Format of the enrollment period or status start date in DTP03.
|
Mandatory | Code | 2/3 |
DTP03 | 1251 | Date Time Period (Enrollment Period or Status Start Date) | Enrollment period or status start date in the format specified in DTP02. | Mandatory | Date or Range | 1/35 |
Academic Summary (SUM)
This segment provides summary information of an academic session, a postsecondary degree, or for the entire student academic record.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
SUM01 | 1141 | Academic Credit Type Code | Not used by the Clearinghouse | Mandatory | Code | 1/1 |
SUM02 | 1142 | Academic Grade or Course Level Code | Whether student is enrolled in a remedial program.
|
Optional | Code | 1/2 |
SUM03 | 1073 | Yes/No Condition or Response Code (Program Enrollment) | Whether student is enrolled in at least one program.
|
Mandatory | Y/N | 1/1 |
SUM04 | 380 | Quantity | Not used by the Clearinghouse. | Optional | Range | 1/15 |
SUM05 | 380 | Quantity | Not used by the Clearinghouse. | Optional | Range | 1/15 |
SUM06 | 380 | Quantity | Not used by the Clearinghouse. | Optional | Range | 1/15 |
SUM07 | 740 | Range Minimum | Not used by the Clearinghouse. | Conditional | Range | 1/20 |
SUM08 | 741 | Range Maximum | Not used by the Clearinghouse. | Conditional | Range | 1/20 |
SUM09 | 1144 | Academic Grade Point Average | Not used by the Clearinghouse. | Optional | Range | 1/6 |
SUM10 | 1073 | Yes/No Condition or Response Code (Pell Grant) | Whether student is a Pell Grant recipient.
|
Optional | Y/N | 1/1 |
SUM11 | 1144 | Class Rank | Not used by the Clearinghouse. | Optional | Number | 1/4 |
SUM12 | 380 | Quantity | Not used by the Clearinghouse. | Optional | Range | 1/15 |
SUM13 | 1250 | Date Time Period Format Qualifier | Not used by the Clearinghouse. | Conditional | Code | 2/3 |
SUM14 | 1251 | Date Time Period | Not used by the Clearinghouse. | Conditional | Alphanumeric | 1/35 |
SUM15 | 607 | Number of Days | Not used by the Clearinghouse. | Optional | Number | 1/3 |
SUM16 | 380 | Quantity | Not used by the Clearinghouse. | Optional | Range | 1/15 |
SUM17 | 380 | Quantity | Not used by the Clearinghouse. | Optional | Range | 1/15 |
SUM18 | 1558 | Academic Summary Source | Not used by the Clearinghouse. | Optional | Code | 1/1 |
Note/Special Instruction (NTE)
This segment specifies the Veteran’s Status and CommIT ID.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
NTE01 | 363 | Note Reference Code | Functional area or purpose for the note.
|
Optional | Code | 3/3 |
NTE02 | 352 | Loop 1: Veteran’s Status Indicator
Loop 2: CommIT ID |
Loop 1:
Loop 2: Reserved for PESC Common Identity and Trust Collaborative ID |
Mandatory | Alphanumeric | 1/80 |
Party Identification (N1)
This segment identifies the relevant party.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
N101 | 98 | Entity Identifier Code | Organizational entity, physical location, property, or individual. Required to collect PER segment data. Value = ZZ (mutually defined) | Mandatory | Code | 2/3 |
N102 | 93 | Name | Free-form name. Value = SB (student) | Mandatory | Alphanumeric | 1/60 |
Administrative Communications Contact (PER)
This segment specifies the student’s phone number and email address.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
PER01 | 366 | Contact Function Code | Major duty or responsibility of the person or group named. Value = SB (student) | Mandatory | Code | 2/2 |
PER02 | 93 | Name | Not used by the Clearinghouse. | Optional | Alphanumeric | 1/60 |
PER03 | 365 | Communication Number Qualifier (Email Address) | Type of communication number. Value = EM (email address) | Conditional | Code | 2/2 |
PER04 | 364 | Communication Number (Email Address) | Student’s email address. | Conditional | Alphanumeric | 1/80 |
PER05 | 365 | Communication Number Qualifier (Phone Type) | Type of communication number.
|
Optional | Code | 2/2 |
PER06 | 364 | Communication Number (Country Code) | Student’s phone country code. | Optional | Number | 1/80 |
PER07 | 365 | Communication Number Qualifier (Phone Number) | Type of communication number. Value = TE (telephone number) | Optional | Code | 2/2 |
PER08 | 364 | Communication Number (Phone Number) | Student’s phone number. | Optional | Number | 11/80 |
PER09 | 443 | Contact Inquiry Reference (Preferred Phone Flag) | Whether the phone number specified is the student’s preferred phone number.
|
Optional | Y/N | 1/20 |
Entity (ENT)
This segment identifies the student and institution entities. Multiple entities are included through looping.
- Loop 1: Student SSN, previous SSN, and address information
- Loop 2: School information
- Loop 3: Student’s institution-assigned identifier and state student ID
- Loop 4: Student’s high school code
- Loop 5: Move to OPEID
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
ENT01 | 554 | Assigned Number | As the ENT segment is the first segment in ENT Loop, it is used to keep track of which entity the current loop concerns. ENT01 reflects the position in the loop. For example, the first time through the loop, ENT01 = 1; the second time, ENT01 = 2; etc.
|
Optional | Number | 1/6 |
ENT02 | 98 | Entity ID Code | Entity type. Required if ENT03 or ENT04 is populated.
|
Conditional | Code | 2/3 |
ENT03 | 66 | ID Code Qualifier | Type of code in ENT04. Required if ENT02 or ENT04 is populated.
|
Conditional | Code | 1/2 |
ENT04 | 67 | ID Code | Identifies the entity according to the type code specified in ENT03. Required if ENT02 or ENT03 is populated.
|
Conditional | Alphanumeric | 2/17 |
ENT05 | 98 | Entity ID Code (State Student ID) | Entity type for Loop 3 only. Required if ENT06 or ENT07 is populated.
|
Conditional | Code | 2/3 |
ENT06 | 66 | ID Code Qualifier (State Student ID) | Type of code in ENT07 for Loop 3 only. Required if ENT05 or ENT07 is populated.
|
Conditional | Code | 1/2 |
ENT07 | 67 | ID Code (State Student ID) | Identifies the entity according to the type code specified in ENT06 in Loop 3 only. Required if ENT05 or ENT06 is populated.
|
Conditional | Alphanumeric | 2/17 |
ENT08 | 128 | Reference Number Qualifier | Qualifies the reference number. Required if ENT09 is populated.
|
Conditional | Code | 2/3 |
ENT09 | 127 | Reference Number | Reference information as specified in ENT08. Required if ENT08 is populated.
|
Conditional | Alphanumeric | 1/30 |
Individual Name Structure Components (IN2)
This segment reports the student’s first name, middle name, suffix, and/or former or maiden name. This segment can be repeated up to five times to accommodate up to five components of a student’s name (e.g. Leroy Reginald Smith III). If the student’s full middle name is not available, the middle initial can be used.
This segment should only be populated if ENT01 is 1.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
IN201 | 1104 | Name Part Code | Part of an individual’s name in IN202.
|
Mandatory | Code | 2/2 |
IN202 | 93 | Name | Free-form name. | Mandatory | Alphanumeric | 1/35 |
Demographic Information (DMG)
This segment provides demographic information about the student, including birth date. Only use this segment when ENT01 is 1.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
DMG01 | 1250 | Date Time Period Format Qualifier | Format of the student’s date of birth in DMG02. Required if DMG02 is populated. Value = D8 (YYYYMMDD) | Conditional | Code | 2/3 |
DMG02 | 1251 | Date Time Period (Date of Birth) | Student’s date of birth in the format specified in DMG01. Required if DMG01 is populated. | Conditional | Date (YYYYMMDD) | 1/35 |
DMG03 | 1068 | Gender Code | Student’s gender.
|
Optional | Code | 1/1 |
DMG04 | 1067 | Marital Status Code | Not used by the Clearinghouse. | Optional | Code | 1/1 |
DMG05 | 1109 | Race or Ethnicity Code | Student’s race or ethnicity (usually self-reported).
|
Optional | Code | 1/1 |
DMG06 | 1066 | Citizenship Status Code | Student’s citizenship status.
|
Optional | Code | 1/2 |
DMG07 | 26 | Country Code (Country of Birth) | Not used by the Clearinghouse. | Optional | Code | 2/3 |
Address Information (N3)
This segment provides the student’s street address.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
N301 | 166 | Address Information | Student’s permanent street address – line 1 (e.g. 100 Ivy Road, 10th Street NE, PO Box 1234) with normal punctuation to facilitate machine processing. UK if unknown. | Mandatory | Alphanumeric | 1/35 |
N302 | 166 | Address Information (Continuation) | Student’s permanent street address – line 2 (e.g. Apartment 3G, Suite 102). | Optional | Alphanumeric | 1/35 |
Geographic Information (N4)
This segment provides the student’s city, state, and zip (postal) code.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
N401 | 19 | City Name | Student’s permanent address – city name (e.g. Annandale, Los Angeles, Yorktown). Required if N402 is populated. UK if unknown. | Conditional | Alphanumeric | 2/30 |
N402 | 156 | State or Province Code | Student’s permanent address – state code (e.g. CA, TX, VA). See Valid State/Province Codes.
|
Optional | Code | 2/2 |
N403 | 116 | Postal Code | Student’s permanent address – zip/postal code. In the United States, zip code should be formatted as reflected in the US Postal Service Publication 65, Code Set A-5 (e.g. 303024017, 92717, 02717, 47907). Not required if N402 is FO or UK. | Optional | Code | 3/15 |
N404 | 26 | Country Code | Student’s permanent address – country code. See Valid Country Codes. Not required if N402 is UK. | Conditional | Code | 2/3 |
N405 | 309 | Location Qualifier | Not used by the Clearinghouse. | Optional | Code | 1/2 |
N406 | 310 | Location Identifier | Not used by the Clearinghouse. | Conditional | Alphanumeric | 1/30 |
Academic Session Header (SES)
This segment identifies the particular academic session in which the activity which follows took place. Use one loop and segment to specify the class Level. If SUM03 is Y, at least one SES loop with program information is required. Use up to six additional loops for program enrollment information.
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
SES01 | 1251 | Date Time Period | Session date. Not used by the Clearinghouse, but mandatory. Must be a valid date. | Mandatory | Alphanumeric | 1/35 |
SES02 | 609 | Count | Not used by the Clearinghouse. | Optional | Number | 1/9 |
SES03 | 1251 | Date Time Period | Not used by the Clearinghouse. | Optional | Alphanumeric | 1/35 |
SES04 | 1139 | Session Code | Not used by the Clearinghouse. | Optional | Code | 1/1 |
SES05 | 93 | Name | Not used by the Clearinghouse. | Optional | Alphanumeric | 1/35 |
SES06 | 1250 | Date Time Period Format Qualifier | Not used by the Clearinghouse. | Conditional | Code | 2/3 |
SES07 | 1251 | Date Time Period | Not used by the Clearinghouse. | Optional | Alphanumeric | 1/35 |
SES08 | 1250 | Date Time Period Format Qualifier | Not used by the Clearinghouse. | Conditional | Code | 2/3 |
SES09 | 1251 | Date Time Period | Not used by the Clearinghouse. | Optional | Alphanumeric | 1/35 |
SES10 | 1131 | Loop 1: Class Level
Loop 2: Program 1 Credential Level Loop 3: Program 2 Credential Level Loop 4: Program 3 Credential Level Loop 5: Program 4 Credential Level Loop 6: Program 5 Credential Level Loop 7: Program 6 Credential Level |
Loop 1: Class Level (Grade Level)
Loops 2-7: Program Credential Level (Student Level)
|
Optional | Code | 2/2 |
School Enrollment Information (ENR)
This segment povides program data relative to the student. If SUM03 is Y, at least one SES Loop with program information is required.
- Loop 1: Not used
- Loop 2: Program 1
- Loop 3: Program 2
- Loop 4: Program 3
- Loop 5: Program 4
- Loop 6: Program 5
- Loop 7: Program 6
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
ENR01 | 641 | Status Reason Code (Program Enrollment Status) | Student’s program enrollment status. See Reporting Enrollment Statuses for definitions.
|
Mandatory | Code | 3/3 |
ENR02 | 1131 | Level of Student (Grade Level) | Not used by the Clearinghouse. | Optional | Code | 2/2 |
ENR03 | 1250 | Date Time Period Format Qualifier | Format of the Program Begin Date in ENR04. Required if ENR04 is populated. Value = D8 | Conditional | Code | 2/3 |
ENR04 | 1251 | Date Time Period (Program Begin Date) | Date on which the student began attending the program according to the format defined in ENR03. Required if ENR03 is populated. | Conditional | Date (YYYYMMDD) | 1/35 |
ENR05 | 1266 | Major Course of Study Code | Not used by the Clearinghouse. | Optional | Code | 1/2 |
ENR06 | 740 | Range Minimum | Not used by the Clearinghouse. | Conditional | Range | 1/20 |
ENR07 | 741 | Range Maximum | Not used by the Clearinghouse. | Conditional | Range | 1/20 |
ENR08 | 1144 | Academic Grade Point Average | Not used by the Clearinghouse. | Optional | Range | 1/6 |
ENR09 | 1073 | Yes or No Code | Not used by the Clearinghouse for program-level data. | Optional | Code | 1/1 |
ENR10 | 1073 | Yes or No Code (Data Block Indicator) | Whether the student has requested to block release of their directory information. Not used by the Clearinghouse for program-level data, but mandatory. Must be a valid code.
|
Mandatory | Y/N | 1/1 |
ENR11 | 1073 | Yes or No Code (Compulsory Term Flag) | Not used by the Clearinghouse for program-level data. | Optional | Code | 1/1 |
ENR12 | 1250 | Date Time Period Format Qualifier | Format of the status effective date in ENR13. Value = D8 | Conditional | Code | 2/3 |
ENR13 | 1251 | Date Time Period (Program Enrollment Status Effective Date) | Date the status in ENR01 for this program began. Must not be earlier than the date in ENR04. If ENR01 is EB5, this value must match ENR04. Required if ENR12 is populated. | Conditional | Date (YYYYMMDD) | 1/35 |
ENR14 | 1073 | Yes or No Code (Foreign School Attended) | Not used by the Clearinghouse. | Optional | Code | 1/1 |
ENR15 | 1250 | Date Time Period Format Qualifier | Not used by the Clearinghouse. | Conditional | Code | 2/3 |
ENR16 | 1251 | Date Time Period (Last Foreign School Attended Date Range) | Not used by the Clearinghouse. | Conditional | Alphanumeric | 1/35 |
ENR17 | 1250 | Date Time Period Format Qualifier | Not used by the Clearinghouse. | Conditional | Code | 2/3 |
ENR18 | 1251 | Date Time Period | Not used by the Clearinghouse. | Conditional | Alphanumeric | 1/35 |
ENR19 | 1073 | Yes or No Code (First-Time Full-Time) | Not used by the Clearinghouse for program-level data. | Optional | Code | 1/1 |
ENR20 | 1073 | Yes or No Code (Good Student Eligibility Flag) | Not used by the Clearinghouse for program-level data. | Optional | Code | 1/1 |
Field of Study (FOS)
This segment provides the receiving institution or agency information about the field of study associated with the academic awards made to the student whose record is being transmitted. Two FOS segments can be used to specify two sets of CIP codes and majors.
- Loop 1: Enrollment level CIP and Major
- Loop 2: Program 1
- Loop 3: Program 2
- Loop 4: Program 3
- Loop 5: Program 4
- Loop 6: Program 5
- Loop 7: Program 6
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
FOS01 | 1135 | Academic Field of Study Level or Type Code | How the field of study was used in the academic program. Required if SUM03 is Y.
|
Mandatory | Code | 1/1 |
FOS02 | 66 | Identifier Code Qualifier | System/method of code structure used for the identification code. Value = 81 (CIP Code) | Mandatory | Code | 1/2 |
FOS03 | 67 | Identifier Code (CIP Code) | Identifies the CIP Code.
|
Mandatory | Alphanumeric | 2/17 |
FOS04 | 3 | Free Form Message (Major) |
|
Conditional | Alphanumeric | 1/60 |
FOS05 | 352 | Published Program Length Measurement | Measurement used to express the program length.
|
Conditional | Code | 1/80 |
FOS06 | 380 | Published Program Length | Length of the instructional program in years, months, or weeks as published by the school.
|
Conditional | Number (nnnnnn) | 1/15 |
FOS07 | 380 | Weeks Program Title IV Academic Year | Total number of weeks of instruction in the program’s academic year. Required if FOS05 is W or M. Range is 026000 (26) to 05200 (52).
|
Conditional | Number (nnnnnn) | 1/15 |
Note/Special Instruction (NTE)
This segment specifies the Special Program Indicator.
- Loop 1: Not used
- Loop 2: Program 1 Length
- Loop 3: Program 2 Length
- Loop 4: Program 3 Length
- Loop 5: Program 4 Length
- Loop 6: Program 5 Length
- Loop 7: Program 6 Length
Reference Designator | Data Element | Name | Description | Required | Format | Characters |
NTE01 | 363 | Note Reference Code | Not used by the Clearinghouse. | Optional | Code | 3/3 |
NTE02 | 352 | Special Program Indicator Flag | Whether the program belongs to one of the following groups.
|
Mandatory | Alphanumeric | 1/80 |