Data Exchange Knowledge Base

DGI Detail Course Records Layout

Contents
    Field NameCommentsEDI Segment and FieldXML
    File Name (header)RTCoursedata_OrgID_yyyymmdd_hhmmss.txt

    • RT Course Data = Should be the same for all Reverse Transfer response files
    • DGI OPEID = OPEID of the DGI Institution
    • YYYYMMDD = date
    • HHMMSS = time
    		GS, Field 2N/A
    Host NameName of the host institution or System of Institute (SOI) that sent the course detailsN1, Field 2OrganizationName
    Certified DateThe date Host certified the data as ofNot Included in EDI fileNot included in XML file
    Last 4 of SSNLast four digits of SSN number, if SSN was sent by the Host.

    Note: EDI Users XXX XX will be placed in places of the first 5 digits of SSN.

    		REF, Field 2SSN
    Last 4 of ITINLast four digits of the ITIN number, if ITIN was sent by the Host.

    Note: EDI Users XXX XX will be placed in places of the first 5 digits of ITIN.

    		REF, Field 2SSN (Conditionally)
    Host Student IDStudent ID at the Host institutionREF, Field 2SchoolAssignedPersonI D
    DGI Student IDStudent ID at the DGI institutionREF, Field 2SchoolAssignedPersonI D (Conditionally)
    First NameStudent’s first nameIN2, Field 2FirstName
    Middle NameStudent’s middle name, if applicableIN2, Field 2MiddleName
    Last NameStudent’s last nameIN2, Field 2LastName
    SuffixSuffix, if applicableIN2, Field 2NameSuffix
    DOBStudent’s birth date formatted as YYYYMMDDDMG, Field 2BirthDate
    Street Address Line 1Street address #1, if applicableN3, Field 1, and 2AddressLine
    Street Address Line 2Street address #2, if applicableN3, Field 1, and 2AddressLine
    CityCity, if applicableN4, Field 1City
    StateTwo-digit U.S. or FO for foreign, if applicableN4, Field 2StateProvinceCode
    ZipZip code, if applicableN4, Field 3PostalCode
    CountryCountry name or country code. EDI format only allows country codes, in case where no code is found the value will default to “US.”N4, Field 4CountryCode
    Student Phone NumberCan be U.S. or international phone number, if applicablePER, Field 4Phone
    Student emailClearinghouse will not check the validity of the email or its format, if applicablePER, Field 6Email
    Host Core Competency Completed (see Acronyms and Definitions for further explanation)

    • Host Core Competency Completed Flag (which means core/general education course was 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
    		RAPRequirement, ConditionsMetCode
    Course Name/SubjectCourse nameCRS, Field 14CourseSubjectAbbrevia tion
    Course NoCourse numberCRS, Field 15CourseNumber
    Course descriptionCourse description (cannot be all spaces)CRS, Field 16CourseTitle
    Semester-Course SessionSession during which the student took the courseSES, Field 1SessionName
    Course Begin DateCourse begin date in YYYYMMDD formatCSU, Field 4CourseBeginDate
    Course End DateCourse end date in YYYYMMDD formatCSU, Field 6CourseEndDate
    GradeGrade the student earned (e.g., A, A+, A-, etc.)CRS, Field 6CourseAcademicGrade
    Grade Effective DateDate the grade was effective, if applicableNot used in EDINot used in XML
    Number of CreditsNumber of course creditsCRS, Field 3/4CourseCreditValue CourseCreditEarned
    Credit DescriptionType of credit earned by the student (e.g., semester credit, training credit, occupational credit), if applicableCRS, Field 3/4CourseCreditUnits
    Core Course (see Acronyms and Definitions for further explanation)

    • Core Course Flag, this flag will indicate if course is part of the core competency 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
    		RAPAttribute, ConditionsMetCode
    Core Course Type (see Acronyms and Definitions for further explanation)This field captures the type of core competency the course maps toRAPAttribute, RAPSubName
    Grade ScaleCRS, Field 5CourseAcademicGrade ScaleCode
    Total Combined Earned and Transferred CreditsTotal number of Credits the student transferred to the Host Institution with and the credits students earned at the Host Institution.Sum, Field 4, 5, and 6CreditHoursAttempted CreditHoursEarned CreditHoursforGPA
    Host OPEIDHost OPEID (If sender is a System of Institution a file may contain multiple HOST OPEIDs and this field will identify which Host the data is from)GS, Field 2Source, OPEID
    Semester/Session GPAStudent’s Grade Point Average for the Semester or Session.Sum, Field 9GradePointAverage
    Overall GPAStudents overall Grade Point AverageSum, Field 9GradePointAverage
    DGI OPEIDDGI OPEID (if receiving as a System of Institution this field will identify which DGI the Data is for)N/ADestination, OPEID
    Host SOI OPEID

    • In some states the Reverse Transfer data is managed at the state or system level instead of the individual institution, the system collects data from all its institutions and sends it to NSC in one File.
    • A file from a SOI may contain courses from more than one Host, therefore a Host OPEID must be provided for each course. This will help the DGI with identify the Institute the student’s data is from.
    		N/AN/A
    DGI NameDGI Name (if receiving as a System of Institution this field will identify which DGI the Data is for)N/AN/A
    Filler Field 2Filler field for future expansionN/AN/A
    Filler Field 3Filler field for future expansionN/AN/A

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