Host Reverse Transfer Course Detail File: Body Record Layout

The file must contain at least one detail record row.
There are a total of 29 possible fields that can be provided by the host institution.
There are 4 filler fields that can be used for future expansion.

Field Name	Required Field	Length	Data Type	Comments/Validation Rules
Row Identifier	Required	4	Alphanumeric	RTD1 (RT=Reverse Transfer application, D=Detail, 1=Row of detail record)
Host Student ID	Required	20	Alphanumeric	Student ID of host institution cannot be the same number as SSN or ITIN Accepted special characters = period, hyphen, underscore only
SSN (Social Security Number)	Optional but a critical need for 2-year institutions (DGI)	9	Numeric	Cannot start with 9 9 digits of SSN cannot be the exact same digits SSN cannot be consecutive “0” Any segment of SSN cannot be all “0” 000 12 1234 Invalid 120 00 1234 Invalid 120 34 0000 Invalid
ITIN (Individual Taxpayer Identification Number)	Optional	9	Numeric	Cannot be the same number as student ID Must start with number 9
First Name	Required	60	Alpha	Cannot be all spaces Accepted special characters = period, hyphen, underscore only
Middle Name	Optional	60	Alpha	Accepted special characters = period, hyphen, underscore only
Last Name	Required	60	Alpha	Cannot contain numbers Accepted special characters = period, hyphen, underscore only Cannot be all spaces
Suffix	Optional	10	Alphanumeric	Suffix such as “Jr”
Date of Birth (DOB)	Required	08	Numeric	Birth date formatted as YYYYMMDD Must be in the past and after 1900 Cannot be in the future
Street line 1	Optional but a critical need for 2-year institutions (DGI)	30	Char	Street address #1 of the mailing address
Street line 2	Optional	30	Char	Street address #2 of the mailing address
City	Optional but a critical need for 2-year institutions (DGI)	20	Char	City of the mailing address
State	Optional but a critical need for 2-year institutions (DGI)	02	Alpha	State abbreviations or FO, if other than U.S.
ZIP	Optional but a critical need for 2-year institutions (DGI)	10	Numeric	Zip code of the mailing address
Country	Optional	15	Char	Country name or country code (Country Code is preferred, a look up table will be used for country code if no country code matches a value of “US” will be used.
Student Phone Number	Optional but a critical need for 2-year institutions (DGI)	20	Char	U.S. or international numbers are accepted.
Student Email-	Optional but a critical need for 2-year institutions (DGI)	255	Char	Clearinghouse will not check the validity of the email or its format For response file in EDI format: Length preferred is <= 80 Greater than 80 char will be truncated to meet EDI requirements
Host Core Competency Completed (see Acronyms and Definitions for further explanation)	Optional	1	Alpha	Host Core Competency Completed Flag (which means the core/general education course has been completed as per host institutions standards/requirements) ‘Y’ = core requirements evaluated and satisfied ‘N’ = core requirements evaluated (at least once), but not (yet) satisfied ‘ ‘ = core requirements not (yet) evaluated Expected value is Y, N or null. Anything other than Y or N will be treated as null.
Total Combined Earned and Transferred Credits	Required for Reverse Transfer	10	Numeric	Total number of credits the student has earned at your institution plus transferred earned credits. For Degree Granting Institution (DGI) this is crucial piece of information in filtering students who have the highest eligibility to be reviewed for Reverse Transfer degree. The Clearinghouse will hold the data of the student to the specified number of earned credits by the DGI. The DGI will then receive cumulative data for the student. *We highly recommend* all institutions provide valid values to this field to lessen the work on the two-year institutions and decrease the time to degree for the student. Must be >=1**
Purpose of Course Exchange	Optional	3	Numeric	The purpose of course exchanged valid values: Null = Reverse Transfer 1 = Reverse Transfer 2 = General Reporting/Non Credit Data Course data is sent to the Clearinghouse for different purposes. This field is used to indicate if this course is being sent to the Clearinghouse for the purpose of reverse transfer, which means the course will be sent to the corresponding DGI as indicated in the DGI OPEID field. If an institution is sending other course data, including non-credit, to the Clearinghouse for reporting purposes, the purpose should be coded as general reporting/non-credit. If an institution is sending courses for both purposes, please indicate at the detail record level for which purpose the course is being sent to the Clearinghouse.
Industry Endorsement	Optional	200	Char	If a course is endorsed by an industry, list the name(s)s of the industry it is endorsed by. Many institutions offer non-credit, vocational, containing courses, or industry-specific courses. This field will indicate which industry or industries the course is endorsed by. For example, the course “Introduction to Welding” is endorsed by National Association of Welders.
Host OPEID	Required *(if the file is being sent from an SOI)*Individual institutions sending data will not provide a value for this field.	6	N	If file is being sent by a System of Institution (SOI) then the Host OPEID must be provided. The Host OPEID identifies the host institution sending the data on that student (this cannot be the SOI ID). Must be 6 digits Must be a valid OPEID Must be set up as a participating organization with the System of Institutions (SOI) that is sending the file.
Course Name	Required	10	Char	Cannot be all spaces
Course Number	Required	10	Alphanumeric	Cannot be all spaces Accepted special characters = period, hyphen, underscore only
Course Description	Required	300	Char	Cannot be all spaces Response file in EDI format: Length preferred is <= 60 Greater than 60 char will be truncated to meet EDI requirements
Course- Semester Session	Required	20	Char	Cannot be all spaces Response file in EDI format: EDI prefers a date range for this field, if no date range is provided the Course Begin Date and Course End Date will be used as a date range
Course Begin Date	Required	08	Date	Must be in YYYYMMDD format Must be less than Course End Date
Course End Date	Required	08	Date	Must be in YYYYMMDD format Must be greater than Course Begin Date
Grade	Required	20	Char	Grade the student earned (e.g., A, A+, A-, etc.) Cannot be all spaces Response File in EDI format: Length preferred is <= 3 Greater than 3 char will be truncated to meet EDI requirements
Grade Effective Date	Optional but a critical need for 2-year institutions (DGI)	08	Date	The date the grade was effective or the date the grade was entered in the system. In cases where the grade is changed for a course, this will help us identify this as the same course, but with a new grade, and avoid duplicate entries of the same course. This is an optional field Only send this in the file if your organization captures this date Must be in YYYYMMDD format Must be after the Course Begin Date Cannot be in the future
Number of Credits	Required	10	Numeric	Number of credits the student earned for the course Cannot be all spaces
Credit Description	Optional for non-EDI but a critical need for 2-year institutions (DGI)	20	Char	Type of credit earned, such as Adult Credits, Continuing Education Units, Carnegie Units, No Credit, Quarter Hour Credit, Semester hour Credit, Units, Vocational Credits, Other Type of Credit. For Response File in EDI format: Preferred length is <= 1 Credit description code from the EDI list is preferred instead sending a full description. If a full description is sent, we will use the EDI look-up table to find the appropriate one-letter code. If a code is not found, we will replace this with the value of “Z” (which equals “Other” in the look-up table). See the Example Credit Descriptions for EDI Codes and Other Type of Credits SPEEDE Server institutions: The preferred value for EDI conversions is “R” for regular enrollment
Core Course (see Acronyms and Definitions for further explanation)	Optional	1	Char	Core Course flag indicates if a course is part of the core competency/general education courses, as per the host institution. Expected values: Y = Yes, the course is a Core Course N = No, the course is not a Core Course Null = core equivalency not evaluated or applicable Any value other than Y, N, or null is treated as null
Core Course Type (see Acronyms and Definitions for further explanation)	Optional	20	Char	This is related to the field “Core Course.” If a course was flagged “y,” this field will be used to specify the type of core competency it maps to. For example, the core competency for “Introduction to Art 101” maps to a Humanities requirement.
Grade Scale	Required	3	Numeric	The grade scale is used by DGI institutions to understand what the value of the grade is at sending Institution. Grade Scale ranges from 001 through 999 See Example Grade Scale Tables. A value from the table must be provided. “0” is not a valid value. If your grade scale is not represented in the Example Grade Scale Tables, contact rtsupport@studentclearinghouse.org to get your grade scale added. Non-Credit Courses – use the value provided for Non-Credit Courses
Semester or Session GPA	Optional but a critical need for 2-year institutions (DGI)	5	Numeric	Student’s grade point average for the Semester or Session. Length must be <=5 Allows decimal value up to 2 digits (For example -12.20)
Overall GPA	Optional but a critical need for 2-year institutions (DGI)	5	Numeric	Student’s overall grade point average Length must be <=5 Allows decimal value up to 2 digits (For example -12.20)
DGI OPEID	Required if sending data for Reverse Transfer Leave Null if sending non-credit data (Industry Credential)	6	Numeric	OPEID of the DGI(s) with which the data can be shared. OPEID code (must be 6 digits) Entire line record must be sent separately for each DGI with which the data will be shared For example, if a student’s data is being sent to more than one DGI, there will be two-line records with different OPEIDs so the course data will be repeated.
DGI Student ID	Optional	20	Alphanumeric	Student ID of DGI Cannot be the same number as SSN or ITIN Accepted special characters: period, hyphen, and underscore only
Industry Provided Curriculum	Optional	200	Char	This field only applies if the course is part of an industry-provided curriculum. List the industry and/or the credentialing agency the course is provided by. For example, “Introduction to Photography” is part of the PPA (Professional Photographers Association) curriculum or OSHA is the credentialing agency for the course “Forklift One”
Filler Field 1	N/A	N/A	N/A	Filler field for future expansion
Filler Field 2	N/A	N/A	N/A	Filler field for future expansion
Filler Field 3	N/A	N/A	N/A	Filler field for future expansion
Filler Field 4	N/A	N/A	N/A	Filler field for future expansion

Noteworthy Information

If there are extra pipes within a field, it must be surrounded by double quotes.
- For example – “Math 101|study of numbers”
- For the response file in EDI format, the EDI conversions will not pass an extra pipe and an error will be produced for the record with the extra. Although the file will still process, the record with the error will not be passed in the response file.
Filler fields are for future enhancements and are expected to be left empty. Content included in filler fields will not be saved or included in the response files.

Examples

Body Record from Host:

RTD1|7100003|123456789||John|S|Smith|Sr|19850814|12345 Somewhere Dr.||Someplace|VA|77396|US|703 999 9999|Someone@hometown.edu|Y|60||||CHEM|1405|Intro Chemistry|Fall 2014|20140825|20141214|B|20141214|3|Regular Enrollment|y|Math|025|3.5|3.7|888888|12131415|||||

Example of a Body Record from System of Institution Host:

RTD1|7100003|123456789||John|S|Smith|Sr|19850814|12345 Somewhere Dr.||Someplace|VA|77396|US|703 999 9999|Someone@hometown.edu|Y|60|||999999|CHEM|1405|Intro Chemistry|Fall 2014|20140825|20141214|B|20141214|3|Regular Enrollment|y|Math|025|3.5|3.7|888888|12131415|||||

Systems are required to submit their Host OPEID (see highlighted text above).