General Information

• Statewide Directory
• Guidelines Changes
• Collection Schedule
• Formatting a Data File
• KPEDS Information

Collections

• Preliminary Enrollment - Type PE
• Enrollment
  • Student Record - Type 1
  • Course Record - Type 2
  • Class Record - Type 3
• Entrance Exam - Type E
• End-of-Term Credit - Type G
• Licensure and Certification Exams - Type LC
• Student Financial Aid - Type A
• Degrees and Other Formal Credentials Conferred - Type 5
• Building and Room Record - Types B & R
• Facilities Utilization - Type U
• Land Holding Updates - Type L
• Finance
• Reconciliation
• Reporting Errors and Warnings

Tables

• Tables Contents

Appendices

• Appendices Contents

 

End-of-Term Credit (Type G)

General Instructions

Institutions must submit end-of-term enrollment files (Type 2 records) for the summer, fall, and spring terms. These files must reflect student enrollment in all attempted credit hours as of the census date. Once the data has been finalized for each term, CPE will return the Type 2 file to the institution. Institutions are then required to add the Final Letter Grade and Final Numeric Grade for each course record submitted in the original file.

All grades awarded up to 90 days after the last day of final exams must be included in this file. This 90-day cutoff must align with the official university calendar. Do not add or remove records from the original Type 2 file.

Applicable to:

• 4-year public & 2-year public
• Not Required for AIKCU Institutions

Grade:

• Final Letter Grade: Enter in columns 38–40. Use the recorded letter grade for the course, as of 90 days after the term ends. Grades such as “A” or “B” should be left justified.
• Final Numeric Grade: Enter in columns 41–43. Use the numeric equivalent of the recorded grade. The decimal point is implied (e.g., a “B” would be entered as 300).

Grades Crosswalk

• Attempted indicates that the student was enrolled in the course at the beginning of the term. Attempted credit hours are used to determine full and part time status, financial aid eligibility, etc.
• Completed indicates that the student finished the course or otherwise completed a sufficient amount of work for the instructor to evaluate and assign a grade.
• Earned indicates that the course credits may be used to fulfill curricular requirements. Developmental courses are not included.
• Developmental courses meet one of the following criteria: 1) on the Type 3 file CIP code = ‘32’ and/or a remedial_code of 1, 2, 3, 4, or 0.
• Procedure indicates institution assigned grades are standardized as indicated in the following chart. First, courses are identified as developmental or non-developmental as defined above; then, institutional grades are associated with the standard letter grade of the category to which they are assigned. For example, the grades ‘A’, ‘A+’ and ‘A-’ are each standardized as ‘DA’ if the course is developmental or ‘A’ if it is non-developmental.

Grades Crosswalk Table

Performance	CPE Standard Grade (Non-Dev)**	Vaule	CPE Standard Grade (Dev)*	Grade at Institutions
Excellent	A	4.0	DA	All: A+, A, A- Other: EKU & WKU A*
Good	B	3.0	DB	All: B+, B, B- Other: EKU & WKU B*
Average	C	2.0	DC	All: C+, C, C- Other: EKU & WKU C*
Poor	D	1.0	DD	All: D+, D, D-, Other: EKU & WKU D*
Unacceptable	F	0.0	DF	All: F, E Other: EKU ( FN, FX, U, UN, F*, FN*), KSU (FX), MoSU (N, U), MuSU (WE), UK (U,XE,XF), WKU (FN, F*)
Satisfactory in pass/no-pass course	P	Null	DP	EKU (P, S, CR)  , KSU (P), MoSU (K), MuSU (P, CR), NKU (P, HP, CR, NC) UK (P, S, CR, PH), UofL (P, S) WKU (P, NG) & KCTCS (P)
Coursework unfinished, extension granted	I	0.0	DI	EKU (I, I*, *I, IM, IM*, I^, I*^, I*^, IX), KSU (I), MoSU (I, X), MuSU (I), NKU (I), UK (I, Z), UofL (I, X), WKU (X), & KCTCS (P)
Multi-semester course, still in progress	O	Null	DO	EKU (IP, IP*, *IP), KSU (N, MP), MoSU (R, RA, RB, RD, RE, RI, RU), MuSU (R), NKU (X), UK (IP, UN), UofL (CR, H), WKU (IP, I), & KCTCS (IP, MP)
Missing, null, not reported	M	Null	DM	All: NULL Other: EKU: NR, KSU: X, NA, MoSU: X, NKU: NR, UK: -- , NG, WKU: ER, NR, KCTCS: DRN
Withdrew	W	Null	DW	All: W Other: EKU (WM, W*, WM*), MoSU (P, WY), MuSU (WP), NKU (CW) , UK (DRP), KCTCS (DRP)
Audit	AU	Null	DU	EKU (AU, NC, AU*), KSU (AU), MoSU (Y), MuSU (AU), NKU (T, N), UK (AU, N), UofL (AU, NC), WKU (AU), & KCTCS (AU)

*Developmental courses will be counted in Attempted and completed but no for earned and in-pseudo GPA with a Null for the Value. **All grades for non-developmental courses count as Yes for Attempted, Completed, Earned, and  In pseudo-GPA.    

File Formats & Field Values

Type G
Start	Width	Header Name (Database Header)	Type (Formatting)	Definition
1	1	Form - G (form)	Alphabetic (1 Char)	Indicates the type of data record. Must be the first field in every detail record. Enter G for records. Cannot be blank
2	8	Institution ID (fice)	Numeric (8 digits)	Your institution’s 8-digit FICE code. Must include all leading or trailing 0s if applicable and cannot be blank. Refer to Table 1 for FICE codes.
10	9	Social Security Number (ssn)	Numeric (9 digits)	Enter the student’s Social Security Number or another valid identification number. The number must not start with "9", contain all the same digit (e.g., 111111111), or be all zeros (e.g., 000000000). If an SSN is not available, enter the institutional ID, SEVIS, or ITIN. Do not leave this field blank. Use the same ID as previously submitted. If an SSN becomes available later, notify CPE to update the records.
19	5	Course Prefix (crse_prefix)	Alphanumeric (Max of 5 char)	Report the course prefix as listed in your institution’s catalog. Must be left justified. Allowed characters: period (.), hyphen (-), underscore (_), and ampersand (&). Example: ENG for ENG 101 Composition I.
24	5	Course Number (course)	Numeric (5 digit)	Report the course number as listed in your institution’s catalog. Must be left justified. Allowed characters: period (.), hyphen (-), underscore (_), and ampersand (&). Example: 101 for ENG 101
29	5	Blank (blank)	Leave blank (Spaces)	No data should be entered in this field.
34	4	Total Credit Hours (crse_hours)	Numeric (4 digit)	Report the total credit-bearing semester hours the student is enrolled in. Do not include audit hours. Must be right justify and zeros to fill. If the total includes decimals, multiply by 100 and remove the decimal point (e.g., 15.00 becomes 1500; 14.50 becomes 1450).
38	1	Audit Course Flag (audit)	Alphabetic (1 Char)	Code “Y” (Yes) for audit courses and “N” (No) for courses taken for credit.
39	3	Final Letter Grade (final_letter_grade)	Alphabetic (1 Char)	For each attempted credit hour field in the Type 2 record submitted for the corresponding term, enter in columns 38-40 a letter grade reflecting the recorded grade 90 days after the end of the term. Single-letter grades such as “A” or “B” must be left justified.
42	3	Final Numeric Grade (final_numeric_grade)	Numeric (3 digit)	For each attempted credit hour field in the Type 2 record submitted for the corresponding term, enter in columns 41-43 a numeric grade reflecting the recorded grade 90 days after the end of the term. The decimal will be implied. For example, for most people a grade of “B” would be represented numerically as “300.”
45	10	Student’s Institutional ID (inst_id)	Numeric (10 digit)	Your institution’s unique ID for the student. Required if SSN is blank. Do not include periods (.), apostrophes (’), hyphens (-), or underscores (_).
55	15	Course Reference Number (inst_course_ref_num)	Alphanumeric (Max 15 chars)	Institutional Course Reference Number Report the institution-assigned number that identifies the specific course, section, and semester.
70	1	Dual Credit Student (dual_credit)	Alphabetic (1 Char)	For each student reported with classification 20 (High School), enter: Y if the student is enrolled in a course awarding both high school and college credit, or N if not.
71	5	Semester (sem)	Numeric (5 digit)	Report the year followed by the semester code (YYYY#). The # should be replaced with a 1 for Summer, a 2 for Fall, and a 3 for Spring. Example: 20252 = Fall 2025
76	1	Co-Requisite Course (corequisite)	Alphabetic (1 Char)	Indicate if the course is a co-requisite, where students are enrolled in both developmental and college-level courses in the same subject at the same time. Enter “Y” for Yes or “N” for No.
77	7	Course Section Number (section)	Alphanumeric (7 Char)	Report the section number for the course. Each section number must be unique for a specific term. If needed, adjust the section number by adding a character or number to differentiate it. Example: ACC 601 01 and ACC 601 02. Courses taught simultaneously at multiple locations (e.g., on-campus and broadcast off-site) must be treated as separate courses, each with its own section number and descriptive information reported in the Type 3 (Class) file.