General Information

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• Collection Schedule
• Changes Overview
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Collection Instructions

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

Tables

• Table of Contents

Appendices

• Terms and Definitions
• Technical Guide Operational Definitions

 

End-of-Term Credit (Type G)

Metrics Validated from Collection: None

Applies to Independent Colleges: Yes

General Instructions

The summer, fall, and spring end-of-term enrollment files should include end-of-term enrollment in all attempted credit reported in the Type 2 record on the census date. For each fall term, spring term, and summer term, the Type 2 file will be sent back to the institutions immediately after the data has been finalized so that the Final Letter Grade and Final Numeric Grade can be added for each course record submitted earlier as part of the enrollment report for the corresponding term. All grades awarded up to 90 days after the last day of final exams should be processed and reflected on the file. This date must agree with the official university calendar.

Records cannot be added or removed from the original Type 2 file.

The following information is needed for this collection:

• Final Letter Grade – 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” should be left justified.
• Final Numeric Grade – 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.”
• Semester – Report the year and the appropriate semester for the file being submitted. Each semester has been assigned a number code which is added to the end of the reporting year:
  • 1=summer,
  • 2=fall, or
  • 3=spring.
    • Example: 20232 = Fall 2023

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.

(Programming specifications are available on request.)

Performance	Non-Developmental Courses	Developmental Courses	EKU	KSU	MoSU	MuSU	NKU	UK	UofL	WKU	KCTCS
	A	DA
Excellent	Attempted: Yes	Attempted: Yes		A	A	A	A+	A+	A+	A	A
	Completed: Yes	Completed: Yes	A				A	A	A	A*
	Earned: Yes	Earned: No					A-	A-	A-
	Value: 4.0	Value: Null	A*
	In pseudo-GPA: Yes	In pseudo-GPA: No
	B	DB
Good	Attempted: Yes	Attempted: Yes		B	B	B	B+	B+	B+	B	B
	Completed: Yes	Completed: Yes	B				B	B	B	B*
	Earned: Yes	Earned: No					B-	B-	B-
	Value: 3.0	Value: Null	B*
	In pseudo-GPA: Yes	In pseudo-GPA: No
	C	DC
Average	Attempted: Yes	Attempted: Yes		C	C	C	C+	C+	C+	C	C
	Completed: Yes	Completed: Yes					C	C	C	C*
	Earned: Yes	Earned: No					C-	C-	C-
	Value: 2.0	Value: No	C*
	In pseudo-GPA: Yes	In pseudo-GPA: No
	D	DD
Poor	Attempted: Yes	Attempted: Yes	D	D	D	D	D+	D+	D+	D	D
	Completed: Yes	Completed: Yes					D	D	D	D*
	Earned: Yes	Earned: No					D-	D-	D-
	Value: 1.0	Value: Null
	In pseudo-GPA: Yes	In psuedo-GPA: No
	F	DF
Unacceptable	Attempted: Yes	Attempted: Yes	F	F	E	E	F	E	F	F	E
	Completed: Yes	Completed: Yes		FX	F	WE		F	E	FN	F
	Earned: Yes	Earned: No	FN		N			U		F*
	Value: 0.0	Value: Null	FX		U			XE
	In pseudo-GPA: Yes	In pseudo-GPA: No	U					XF
			UN
			F*
			FN*
	P	DP
Satisfactory in pass/no-pass course	Attempted: Yes	Attempted: Yes	P	P	K	P	P	CR	P	P	P
	Completed: Yes	Completed: Yes	S			CR	HP, CR, NC	P	S	NG
	Earned: Yes	Earned: no	CR					S
	Value: Null	Value: Null
	In pseudo-GPA: Yes	In pseudo-GPA: No						PH
	I	DI
Coursework unfinished, extension granted	Attempted: Yes	Attempted: Yes	I	I	I	I	I	I	I	X	I
	Completed: Yes	Completed: Yes	I*		X			Z	X
	Earned: Yes	Earned: No	*I
	Value: 0.0	Value: Null
	In pseudo-GPA: Yes	In pseudo-GPA: No
			IM
			IM*
			I^
			I*^
			*I^
			IX
	O	DO
Multi-semester course, still in progress	Attempted: Yes	Attempted: Yes	IP	N	R	R			CR	IP	IP
	Completed: Yes	Completed: Yes	IP*	MP	RA		X	IP	H	I	MP
	Earned: Yes	Earned: No	*IP		RB			UN
	Value: Null	Value: Null
	In pseudo-GPA: Yes	In-pseudo-GPA: No			RD
					RE
					RI
					RU
	M	DM
Missing, null, not reported	Attempted: Yes	Attempted: Yes	[null]	[null]	[null]	[null]	[null]	[null]	[null]	[null]	[null]
	Completed: Yes	Completed: Yes	NR	X	X		NR	---		ER	DRN
	Earned: Yes	Earned: No		NA				NG		NR
	Value: Null	Value: Null
	In pseudo-GPA: Yes	In pseudo-GPA: No
	W	DW
Withdrew passing	Attempted: Yes	Attempted: Yes	W	W	P	W	W	DRP	W	W	W
	Completed: Yes	Completed: Yes	WM		W	WP	CW	W			DRP
	Earned: Yes	Earned: No			WY
	Value: Null	Value: Null	W*
	In pseudo-GPA: Yes	In pseudo-GPA: No	WM*
	AU	DU
Audit	Attempted: Yes	Attempted: Yes	AU	AU	Y	AU	T	AU	AU	AU	AU
	Completed: Yes	Completed: Yes	NC				N	N	NC
	Earned: Yes	Earned: No	AU*
	Value: Null	Value: Null
	In pseudo-GPA: Yes	In pseudo-GPA: No

Format of End-of-Term Credit (Type G) Record

Columns	Char	Description
1	1	Form - 2
2-9	9	Institution Number (FICE Code)
10-18	9	Social Security Number - must be nonblank
19-23	5	Course Prefix - left justify
24-28	5	Course Number - left justify
29-33	5	BLANK
34-37	4	Credit Hours - numeric, two decimal points, right justify, zero fill
38	1	Audit (Y/N)
39-41	3	Final Letter Grade - left justified
42-44	3	Final Numeric Grade - two decimal places
45-54	10	Institutional ID - Student's Internal ID - mandatory
55-69	15	Institutional Course Reference Number
70	1	Dual Credit Studnet (Y/N)
71-75	5	Semester - 1=summer, 2=fall, 3=spring. Example 20232 = fall 2023
76-82	7	Section