Formatting the Course Term Update File Detail Records

Values are either required, not required, or required based on certain conditions. For any values that are not required, you may either populate the fields or leave them blank.

Course Term Update File Variables

# Variable Variable Type Format Description Required for Update Can Be Updated
1 CH1 Enumerated Indicates the type of data record. Enter D1 for detail records. Yes No
2 Cohort Date YYYY-YY Academic year in which the student first enrolled in at least one course. Must match the Cohort value in the cohort data file. Must be 2 consecutive years between 2000 and today Example: 2019-20 Yes No
3 Cohort Term Enumerated Term in which student first enrolled in at least one course. Must match the Cohort Term value in the cohort data file. Valid codes:
  • Fall
  • Winter
  • Spring
  • Summer
 Yes No
4 Academic Year Date YYYY-YY Academic year to which the record belongs. Enter 2 consecutive years between 2000 and today. Yes No
5 Term Enumerated Academic term to which the record belongs. Valid Codes:
  • Fall
  • Winter
  • Spring
  • Summer
 Yes No
6 Institution ID Type Enumerated Originating system of the institution ID (OPEID, FICE, NCES, ACT, etc.). Currently, you can only enter OPEID. Yes No
7 Institution ID Alphanumeric 8 characters Your institution’s ID (currently you can only enter an 8-character OPEID). Yes No
8 SSN Numeric 9 digits Student’s Social Security number. If not available, leave blank and enter the Student ID instead. Required if Student ID is blank. Cannot be the same as Student ID. Conditional No
9 ITIN Numeric 9 digits Individual Tax Payer Identification Number. Cannot be the same as SSN. No No
10 Student ID Alphanumeric 3 – 20 characters Your institution’s ID number for the student. Required if SSN is blank. Cannot be the same as SSN or ITIN. Can include: period, apostrophe, hyphen, underscore Conditional No
11 First Name Alphanumeric Up to 60 characters Student’s first name. Can include: space, period, apostrophe, hyphen Yes No
12 Middle Name Alphanumeric Up to 60 characters Student’s middle name. Can include: space, period, apostrophe, hyphen No No
13 Last Name Alphanumeric Up to 60 characters Student’s last name. Can include: space, period, apostrophe, hyphen Yes No
14 Suffix Alphanumeric Up to 10 characters Student’s suffix (such as Jr., II, III). Can include a period. No No
15 Current Street 1 String 2 – 30 characters Student’s current street address. If unknown, enter UK. Yes No
16 Current Street 2 String Up to 30 characters Second line of student’s address, if needed. No No
17 Current City String 2 – 20 characters Student’s current city of residence. If unknown, enter UK. Yes No
18 Current State Alphabetic 2 characters Student’s current state of residence. For US students, enter a valid state code (see Valid State Codes). For students outside the US, enter any other two characters. If unknown, enter UK. Yes No
19 Current Zip/Postal Code Alphanumeric 1 – 10 characters Student’s permanent zip/postal code. Must include at least one number. Can include a hyphen. Cannot include spaces. For postal codes with spaces, you can remove the spaces or replace them with hyphens. No No
20 Current Country Enumerated 2 characters Student’s current country of residence (see Valid Country Codes). If unknown, enter UK. Yes No
21 Date of Birth Date YYYYMMDD Student’s date of birth. Year must be between 1900 and 10 years ago. If unknown, omit the student from the data file. Yes No
22 Student Phone Number String Up to 20 digits Student’s phone number US and international phone numbers are accepted. No No
23 Pell Recipient Enumerated Whether the student received a Pell Grant during the term. Enter Y for yes, N for no, or UK for unknown. No Yes
24 Student Email String Up to 255 characters Student’s email address. No No
# Variable Variable Type Format Description Required for Update Can Be Updated
25 CompleteDevMath Enumerated For developmental math students, whether the student completed all developmental math requirements during the term. Valid codes:
  • C = Completed
  • D = Did not complete
  • NA = Not applicable
 No Yes
26 CompleteDevEnglish Enumerated For developmental English students, whether the student completed all developmental English requirements during the term. Valid codes:
  • C = Completed
  • D = Did not complete
  • NA = Not applicable
 No Yes
27 TransferIntent Enumerated Student's educational objective. Report term-by-term if possible. If you collect student intent once per year or only on entry, enter the intent for the student’s initial entry term. Enter I for intent to transfer or N for no intent to transfer. No Yes
28 Degree Type Sought Enumerated Degree that the student is currently seeking. Valid codes:
  • C1 = Less than 1-year certificate, less than associate’s degree
  • C2 = 1-2 year certificate, less than associate’s degree
  • C4 = 2-4 year certificate, less than bachelor’s degree
  • A = Associate's degree
  • B = Bachelor's degree
  • PB = Post Baccalaureate Certificate
  • M = Master's degree
  • D = Doctoral degree
  • FP = First professional degree
  • PC = Graduate/professional certificate
  • NC = Non-credential program (preparatory coursework/teach certification)
  • UK = Unknown
 No Yes
29 Semester/Session GPA Numeric X.XX Student’s GPA for the current term on a 4-point scale. Count pass/fail classes, Ds, and retakes. Must be a number between 0 and 4 with up to two decimal places. If not available, enter Missing. No Yes*
30 Overall GPA Numeric X.XX Student’s cumulative GPA up to and including the current term on a 4-point scale. Count pass/fail classes, Ds, and retakes. Must be a number between 0 and 4 with up to two decimal places. If not available, enter Missing. No Yes*
*If this variable was previously populated but the value is now Missing, it will not be updated.
# Variable Variable Type Format Description Required for Update Can Be Updated
31 Course Prefix Alphabetic Up to 50 characters Course prefix as it appears in your institution’s catalog. No Not required. Leave blank.
32 Course Number Alphanumeric Up to 20 characters Course number as it appears in your institution’s catalog.
33 Section ID Alphanumeric Up to 20 characters Section ID as it appears in your institution’s catalog.
34 Course Name String Up to 50 characters Course name as it appears in your institution’s catalog.
35 Course Description String Up to 255 characters Course description as it appears in your institution’s catalog.
36 Course CIP Enumerated Course Classification of Instructional Programs code.
37 Course Type Enumerated Type of course.
38 MathOrEnglishGateway Enumerated Course is a gateway math or English course, the first course for any program.
39 Co-requisite Course Enumerated Whether the course is a co-requisite course, which enrolls students in developmental (remedial) education and college-level courses in the same subject at the same time.
40 Course Begin Date Date YYYYMMDD Date the course began.
41 Course End Date Date YYYYMMDD Date the course is scheduled to end.
42 Grade String Up to 20 characters Student’s grade for the term on a 4-point scale.
43 Number of Credits Attempted Numeric XX.XX Number of credits the student attempted for the individual course.
44 Number of Credits Earned Numeric XX.XX Number of credits the student earned for the individual course.
45 Delivery Method Enumerated Delivery method of the course.
46 Core Course Enumerated Course is part of core competency/general education courses at your institution.
47 Core Course Type String Up to 20 characters Type of core competency.
48 Core Competency Completed Enumerated Core/general education course has been completed. Used for reverse transfer.
49 Total Combined Earned and Transferred Credits Numeric Up to 10 digits Total credits the student has earned at your institution plus transferred earned credits.
50 Purpose of Course Exchange Enumerated Reason the course is being submitted to The Clearinghouse. Value must be 2 for course term update file. Yes No
51 Certification Endorsed Curriculum/Program Enumerated Indicates if your institution is teaching curriculum provided by or endorsed by an industry-recognized credentialing body (the credentialing body has reviewed and endorsed the curriculum to prepare students to sit for and pass a certification exam). No Not required. Leave blank.
52 Certificate Endorsing Industry String Name of the credential provider endorsing the curriculum.
53 Grade Effective Date Date YYYYMMDD The date the grade was effective or the date the grade was entered in the system.
54 DGI Institution ID Type Enumerated Originating system of the DGI ID (OPEID, FICE, NCES, ACT, etc.).
55 DGI Institution ID Alphanumeric 8 characters DGI ID (currently you can only enter an 8-character OPEID).
56 DGI Student ID Alphanumeric 3 – 20 characters Student ID of the DGI.
# Variable Variable Type Format Description Required for Update Can Be Updated
57  Foreign Language Completion Enumerated Student has completed core/general education requirement for foreign language, if required. Valid codes:
  • Y = Evaluated and satisfied
  • N = Evaluated but not satisfied
 No Yes

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