By Stage

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 Update File Variables

Identifying Information

#	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	Not required. Leave blank.
24	Student Email	String	Up to 255 characters	Student’s email address.	No	No

Academic Term Information

#	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.	No	Not required. Leave blank.
26	CompleteDevEnglish	Enumerated		For developmental English students, whether the student completed all developmental English requirements during the term.
27	TransferIntent	Enumerated		Student's educational objective.
28	Degree Type Sought	Enumerated		Degree that the student is currently seeking.
29	Semester/Session GPA	Numeric	X.XX	Student’s GPA for the the term for which you are submitting data on a 4-point scale.
30	Overall GPA	Numeric	X.XX	Student’s cumulative GPA up to and including the term for which you are submitting data on a 4-point scale.

Course Information

#	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. For example, ENG 101 Composition I = ENG. Can include: period, hyphen, underscore, ampersand	Yes	No
32	Course Number	Alphanumeric	Up to 20 characters	Course number as it appears in your institution’s catalog. For example, ENG 101 Composition I = 101. Can include: period, hyphen, underscore, ampersand	Yes	No
33	Section ID	Alphanumeric	Up to 20 characters	Section ID as it appears in your institution’s catalog. If not available, enter Missing. Can include: period, hyphen, underscore, ampersand	Yes	Yes
34	Course Name	String	Up to 50 characters	Course name as it appears in your institution’s catalog. For example, ENG 101 Composition I = Composition I.	Yes	No
35	Course Description	String	Up to 255 characters	Course description as it appears in your institution’s catalog. Required if Purpose of Course Exchange = 1. Used for reverse transfer.	No	No
36	Course CIP	Enumerated		Course Classification of Instructional Programs code. See a list of valid codes. If not available, enter Missing. We accept the 2010 and 2020 CIP codes.	Yes	Conditional: Will only be updated if the original value was Missing.
37	Course Type	Enumerated		Type of course. Valid codes: CU = College-level, undergraduate (credit towards certificate, associate’s, or bachelor's degree) CG = College level, graduate (credit towards graduate degree) CC = College developmental, remedial or preparatory credit towards credential completion requirements CD = College developmental, remedial or preparatory credits not applicable towards credential completion requirements EL = ESL (non-credit adult basic skills courses supported by WIA Title II) AB = Adult basic education GE = Adult secondary education/GED NC = Non-credit vocational (courses that lead to an occupational certificate, industry certificate, or other type of credential) O = Other	No	Yes
38	MathOrEnglishGateway	Enumerated		Course is a gateway math or English course, the first course for any program. Students in major fields can sometimes choose from one of several math courses to fulfill the single-course college-level math requirement. These courses count as gateway courses. You may classify more than one course as a math or English gateway course. Valid codes: M = Math gateway E = English gateway NA = Not applicable	No	Yes
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. Enter Y for yes or N for no.	No	Yes
40	Course Begin Date	Date	YYYYMMDD	Date the course began. Year must be between 1900 and today.	Yes	No
41	Course End Date	Date	YYYYMMDD	Date the course is scheduled to end. Year must be after 1900.	Yes	No
42	Grade	String	Up to 20 characters	Student’s grade for the term on a 4-point scale. If a numeric grade does not apply to the course, enter one of the following codes: P = Pass F = Fail I = Incomplete W = Withdraw A = Audit M = Missing O = Other	No	Yes
43	Number of Credits Attempted	Numeric	XX.XX	Number of credits the student attempted for the individual course. Cannot be greater than 20.	Yes	No
44	Number of Credits Earned	Numeric	XX.XX	Number of credits the student earned for the individual course. Cannot be greater than Number of Credits Attempted.	No	Yes
45	Delivery Method	Enumerated		Delivery method of the course. Valid codes: O = Online F = Face-to-face H = Hybrid If the course is delivered by another method not included in the valid codes, leave blank.	No	Yes
46	Core Course	Enumerated		Course is part of core competency/general education courses at your institution. Enter Y for yes or N for no. Leave blank if not applicable. Used for reverse transfer.	No	No
47	Core Course Type	String	Up to 20 characters	Type of core competency. For example, the core competency for Introduction to Art 101 is Humanities. Required if Core Course = Y. Used for reverse transfer.	No	No
48	Core Competency Completed	Enumerated		Core/general education course has been completed. Used for reverse transfer. Valid codes: Y = Core requirements evaluated and satisfied N = Core requirements evaluated but not satisfied	No	No
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. Must be a whole number up to 10 digits with no decimal places. Required if Purpose of Course Exchange = 1. Used for reverse transfer.	No	No
50	Purpose of Course Exchange	Enumerated		Reason the course is being submitted to The Clearinghouse. Value must be 2 for course 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). Enter Y for yes or N for no.	No	No
52	Certificate Endorsing Industry	String		Name of the credential provider endorsing the curriculum.	No	No
53	Grade Effective Date	Date	YYYYMMDD	The date the grade was effective or the date the grade was entered in the system. Must be between the Course Begin Date and today. Leave blank if not applicable.	No	Yes
54	DGI Institution ID Type	Enumerated		Originating system of the DGI ID (OPEID, FICE, NCES, ACT, etc.). Currently, you can only enter OPEID. Required if Purpose of Course Exchange = 1. Used for reverse transfer.	No	No
55	DGI Institution ID	Alphanumeric	8 characters	DGI ID (currently you can only enter an 8-character OPEID). Required if Purpose of Course Exchange = 1. Used for reverse transfer.	No	No
56	DGI Student ID	Alphanumeric	3 – 20 characters	Student ID of the DGI. Cannot be the same as SSN or ITIN. Used for reverse transfer. Can include: period, apostrophe, hyphen, underscore	No	No

Optional Version 2.0 Data Elements

#	Variable	Variable Type	Format	Description	Required for Update	Can Be Updated
57	Credential Engine Identifier	Alphanumeric	39 characters	Course credential registry number. CTID follows a standard format and serves as the primary, unique identifier for all major objects in the Credential Registry.	No	Yes
58	Course Instructor Employment Status	Enumerated		Employment status of the course instructor of record (only one instructor). PT = Part-time FT = Full-time	No	Yes
59	Course Instructor Rank	Enumerated		Academic rank of the course instructor of record (only one instructor). 1 = Instructor 2 = Lecturer 3 = Sr. Lecturer 4 = Assistant Professor 5 = Associate Professor 6 = Professor 7 = Other	No	Yes

Was this resource helpful?

Yes No

By Stage

By Position

Learn

Formatting the Course Update File Detail Records

Course Update File Variables

Identifying Information

Academic Term Information

Course Information

Optional Version 2.0 Data Elements

BY STAGE

BY POSITION