If you need to make changes to previously submitted and successfully processed data, you can submit an update data file.

How to Submit an Update File

You can submit an update data file the same way you submitted the original file. The PDP system will match the data with existing data and update it with the new values. Update files do not need to be certified.

Types of Update Files

There are three types of update files you can submit: cohort update file, course term update file, and course update file. The information from the original course file is split between the term and course update files. Due to the way the data is matched by The Clearinghouse, you cannot update both term and course data in one file.

• Cohort: Contains information from the cohort data file.
• Course Term: Contains the academic term information from the course data file.
• Course: Contains the course information from the course data file.

What You Can Update

In each file type there are certain values that you can update. You can update multiple values in the same file. We recommend limiting an update file to a specific target, like a particular cohort, term, or year.

Below are the values you can update in each file. All optional version 2.0 data elements can be updated. See Formatting a Data File for more information.

Cohort Update File

You can send cohort update files for multiple cohorts and any number of students.

• Race
• First Gen
• HS Completion Status
• HS Completion Year
• HS Unweighted GPA
• HS Weighted GPA
• Dual and Summer Enrollment
• Enrollment Type
• Number of College Transfer Credits Attempted
• Number of College Transfer Credits Accepted
• Math Placement
• English Placement
• Gateway Math Status
• Gateway English Status

Cohort Update File Optional Version 2.0 Data Elements

• Reading Placement
• Special Program
• NASPA First-Generation
• Gender
• Incarcerated Status
• Military Status
• Employment Status
• Disability Status

Course Term Update File

You can submit course term update files for multiple terms and any number of students.

• Pell Recipient
• Completed Development Math
• Completed Development English
• Transfer Intent
• Degree Type Sought
• Semester/Session GPA
• Overall GPA

Course Term Update File Optional Version 2.0 Data Elements

• Foreign Language Completion

Course Update File

You can submit course update files for multiple terms and any number of students or courses.

• Grade
• Number of Credits Earned
• Delivery Method
• Grade Effective Date
• Course CIP (only if value was Missing in the original data file)
• Course Type
• Math or English Gateway
• Co-requisite Course

Course Update File Optional Version 2.0 Data Elements

• Credential Engine Identifier
• Course Instructor Employment Status
• Course Instructor Rank

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