Kentucky Council on Postsecondary Education

Enrollment (Type 1) - Student Record

Type One (Student) Record

  1. Birth Date – Report the student’s full date of birth (MMDDYYYY).
  2. County/State of Origin – Use the FIPS codes found in Table 4 for reporting state and county of origin. If the student’s state of origin is Kentucky, report the county of origin using the FIPS codes from Table 4. If the student’s state of origin is something other than Kentucky, report the county of origin (if available) using the FIPS codes found at United States Census 2021 Population Estimates FIPS Codes.
    • If the out-of-state county is not available, report 000 and the county will be determined based on the zipcode reported (see item #26). For students from another country, the county should be coded 000. For reciprocity students (see item #17), report their state and county of origin in columns 71-75 as well as the reciprocity state and county in columns 76-80, even though they may be the same. Do not leave the state and county of origin fields blank.
  3. Declared Major or Program Prefix – For all students, report the appropriate declared major or program prefix code from the Program Inventory.
    • Post-doctoral students and students with a nondegree major are to be reported with an “N” in the major prefix code.
    • An undergraduate major prefix code should be reported for the not designated, undecided, undeclared student. If a specific level is not known, report “U” for major prefix code.
    • Report program prefix “F” for KCTCS nondegree students enrolled in workforce training programs (enrollment only).
  4. Declared Major – The declared major or program must be consistent with the institution’s degree program inventory. Use only those codes listed in the program Report the student declared major or program for all students except those who are not permitted, by official institutional policy, to declare a major. Students who are not permitted, by official institutional policy, to declare a major shall be coded as baccalaureate degree students with an undeclared major prefix (code U). Students who have declared intent to major in a program with selective admissions or limited enrollment are to be reported with their declared major or program.
    • Undergraduate nondegree, graduate nondegree, and high school students enrolled in postsecondary level courses should be assigned the 0000 nondegree code. Post-doctoral students may also be reported with the nondegree code 90.0000.
    • For students declaring a double major, report the first major in columns 111-118 and the second major in columns 120-127.
    • Students without an RN who intend to complete a baccalaureate nursing (generic) program should be reported with the declared major 51.3801Nursing (RN Training). Students with an RN who intend to complete a baccalaureate nursing (completion) program should be reported with the declared major 51.3801 - Nursing, General (Post RN).
  5. First-Time Student – A student is to be identified as a first-time student if they have graduated from high school and who has no prior postsecondary experience attending any institution for the first-time at the undergraduate level. This includes students enrolled in academic or occupational programs. It also includes students enrolled in the fall term who attended college for the first time in the prior summer term, and students who entered with advanced standing (college credits or postsecondary formal award earned before graduation from high school).
    • Do not report current high school students who are, for the first time, enrolled for postsecondary credit.
    • Report first-time students for each degree level: undergraduate (freshman, sophomore, junior, undergraduate nondegree) and graduate (master’s, specialist’s, doctoral, and graduate nondegree). Students in Ed.D. leadership programs who have done previous graduate-level work toward master’s degrees, rank 1 and 2 certification, etc., including nondegree coursework, should not be reported as first-time graduate students.
    • Report “S” in the first-time student field in the fall semester for students who were first-time in the summer semester.
  6. First-Time Transfer Student – For KCTCS students, a student is to be counted as a transfer from the ‘home’ institution attended prior to acceptance by the receiving four-year institution. The ‘home’ institution is the first KCTCS institution that the student attended, determined by the student’s transcript. Count each hour transferred from each KCTCS institution.
    • For students who transfer from institutions other than KCTCS, a student is to be counted as a transfer from the last institution attended prior to acceptance by the receiving institution.
    • A first-time graduate student is not to be reported as a transfer from their undergraduate institution.
    • Include the first-time transfer student whose transfer credits are being held pending validation of The student should be listed as they will be classified upon the validation of their coursework.
    • Report first-time transfers for each degree level (undergraduate, graduate). The student may transfer with or without credit. A student should be reported as firsttime transfer only once. If the student was a first-time transfer in the summer, do not report them as a first-time transfer again in the fall.
    • Report ‘S’ in the first-time transfer field in the fall semester for students who were first-time transfer in the summer.
  7. GRS Cohort – For the fall enrollment report only, indicate “Y” if the student is full-time and eligible to be included in the Integrated Postsecondary Education Data System (IPEDS) Graduation Rate Survey (GRS) Cohort, “P” if the student meets the criteria and is enrolled part-time, or “N” if the student is not eligible. The following criteria determine whether an undergraduate student is included in the cohort:
    • Full-time First-time: Include students who attended college for the first time (either part-time or full-time) in the prior summer term whether at the same college, another college in Kentucky, in another state, or another country. Summer semester will be counted whether the student enrolled as degree-seeking or not. Also include students who have entered with advanced standing (college credits earned before graduation from high school).
    • Degree/certificate seeking: Students must be enrolled in courses creditable toward adegree, diploma, certificate, or other formal award. Include students in occupational and vocational programs. Students at four-year institutions whose intent is not known are to be reported in the bachelor’s cohort.
  8. High School Code, First-Time Degree Seeking Students – Report students graduated from a Kentucky high school by specific high school code. If the high school does not appear in the ACT list, report by county. Also, report the high school code for high school students who are dually enrolled or are enrolled in dual credit courses and for students in the Gatton or Craft Academies (student classifications 19 and 20).
    • For a student with a GED certificate, use the code B121.
    • For a student graduating from an out-of-state high school, use the code B200.
    • For a student with no high school diploma or GED certificate, use the code B1222. For a student who has been home-schooled, use the code B123.
    • For a student who has been home schooled, but who also received the GED, report the homeschooled code B123.
  9. High School GPA – Report either the unweighted or weighted high school grade point average (GPA) for all first-time undergraduate degree-seeking students. If you have both unweighted and weighted high school GPA, report unweighted GPA. The GPA should be right justified and show two decimal places (decimal is implied).
  10. ID Type – Report “1” if the student ID is a valid Social Security Number or “2” if it is some other ID number (institutional ID, SEVIS, etc.).
  11. Institutional ID – Report the student’s institutional ID. This field is mandatory.
  12. Intent to Transfer – For KCTCS only, report “Y” (Yes) or “N” (No) in column 176 to indicate a student’s intent to transfer to a four-year institution.
  13. International Exchange Student – Report all Type One information for each student currently enrolled in an institution in another country under a formal international student exchange program between that institution and the Kentucky institution.
    • Report each of these students as full-time.
    • For each exchange student attending a foreign institution, report the appropriate residency code of “A,” “B,” or “C.”
    • Report residency code “E” for each international exchange student from a foreign country attending a Kentucky institution.
  14. KDE ID – Report the ten-digit ID number supplied by the Kentucky Department of Education and found on the student’s high school transcript. This applies to all first-time students who graduated from a public high school in 2008 and later and for high school students (students enrolled indual credit courses or dually enrolled).
  15. Military Relationship – Report a student’s military status using the appropriate military code. Report a Code A for a military active student, Code V for military veteran student, or report a Code R for a military connected student. Otherwise the field should be left blank.
    • Code A – Military active student
      • Student currently serves in the U.S. National Guard, is in the Reserve unit of any branch of the U.S. military or is on Active Duty in any branch of the U.S. military.
    • Code V – Military veteran student
      • Student formerly served in the U.S. National Guard, in the Reserve unit of any branch of the U.S. military, or on Active Duty in any branch of the U.S. military and was released under conditions other than dishonorable.
    • Code R – Military connected student
      • Student’s spouse, parent or guardian serves in the U.S. National Guard, is in the Reserve unit of any branch of the U.S. military, is on Active Duty in any branch of the U.S. military or student is otherwise eligible for any military education benefits via the spouse, parent or guardian.
  16. Multi-Institution Program – If the student is enrolled in a joint, collaborative, or other multi-institution program, report “X” in the column for the first major or in the column for the second. The student classification should reflect their status at the home institution.
  17. National Exchange Student – Report all Type One information for each student enrolled in your institution but currently attending another institution under a formal agreement with the National Student
    • Report each of the students as full-time.
    • For each exchange student attending another institution under this agreement, report the appropriate residency code of “A” or “C.”
    • Report the residency code “E” for each exchange student from another state attending a Kentucky institution.
  18. Outcome Measures – Per IPEDS is a full-year cohort (July 1 to June 30), which includes all new undergraduate credential seeking students:
    • First-time, full-time entering with cohort year FTFTXXXX (For example FTFT2324 for SU23, FA23, SP24).
    • Note for summer term, May/June starts please code as FTFT2223 and after July 1 you would code
    • First-time, part-time entering FTPTXXXX (For example, FTPT2324 for SU23, FA23, SP24).
    • Non-first-time, full-time entering NFTFTXXXX (For example NFTFT2324 for SU23, FA23, SP24).
    • Non-first-time, part-time entering NFTPTXXXX (For example NFTPT2324 for SU23, FA23, SP24).
  19. Program ID – The program ID number for the declared major or program must be consistent with the institution’s degree program inventory. Use only those program IDs listed in the program inventory. Report the program ID for the declared major or program for all students except those who are not permitted, by official institutional policy, to declare a major. Students who are not permitted, by official institutional policy, to declare a major shall be coded as baccalaureate degree students with an undeclared major prefix (code U) and program ID fields will be left blank. Students who have declared intent to major in a program with selective admissions or limited enrollment are to be reported with the program ID of their declared major or program.
  20. Race – Report the race code from Table 2 using the descriptions in Table Report “Y” (Yes) or “N” (No) using the descriptions below. Records may contain a “Y” in more than one category, EXCEPT for nonresidents. If a student is a nonresident, no other race or ethnic information is to be reported on this file.
    • Hispanic or Latino – A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
    • American Indian or Alaska Native – A person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment.
    • Asian – A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
    • Black or African American – A person having origins in any of the black racial groups of Africa.
    • Native Hawaiian or Other Pacific Islander – A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
    • White – A person having origins in any of the original peoples of Europe, the Middle East, or North
    • Nonresidents – A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain Note: Nonresidents are to be reported separately, in the field provided, rather than included in any of the six racial/ethnic categories. Eligible (for financial aid purposes) non-citizens who are not citizens or nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining permanent resident status (and who hold either an alien registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States citizens.
    • Race and ethnicity unknown – This category is used only if the person did not select either a racial or ethnic designation.
  21. Reciprocity State and County – For a student with residency code B (reciprocity), report the reciprocity state and county in columns 76-77 and 78-80.
  22. Residency Status –The student’s official residency status, as determined by the Council on Postsecondary Education’s “Policy on Classification of Residency for Admission and Tuition Assessment Purposes” (See Table 3).
    • In-state student – Code A is to be reported for a student who is determined to be a legal resident of Kentucky.
    • Out-of-state reciprocity student (with tuition waiver) – Code B residency status is to be reported for a student under the reciprocity agreements approved by the Council on Postsecondary Education at Morehead State University, Murray State University, Northern Kentucky University, University of Louisville, Western Kentucky University, Ashland Community and Technical College, Big Sandy Community and Technical College, Gateway Community and Technical College, Henderson Community College, Hopkinsville CommunityCollege, Jefferson Community and Technical College, Maysville Community and Technical College, Owensboro Community and Technical College, Somerset Community College, Southcentral Kentucky Community and Technical College, Southeast Kentucky Community and Technical College, West Kentucky Community and Technical College.
    • Out-of-state (without tuition waiver) – Code C is to be reported for a student who is determined not to be a legal resident of Kentucky.
    • Out-of-state (SREB Academic Common Market) – Code D residency status is to be reported for a student from outside Kentucky enrolled in one of the approved Academic Common Market degree
    • Out-of-state international and national exchange students – Code E residency status is to be reported for a foreign student enrolled in a formal international student exchange program and for an out-of-state student enrolled in the National Student Exchange Program.
    • Undetermined Residency – Code F residency status is to be reported for post-doctoral students and house staff at the University of Kentucky and the University of Louisville if they are not enrolled in any course for credit and a residency determination has not been made.
  23. Semester – Report the semester and year for the file being 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
  24. Student Classification –
    • An undergraduate student is to be classified based on total semester credit hours earned, except in the following cases:
      • A transient student should be classified as “undergraduate ”
      • Special students are listed in the definitions: “audit student,” “post-baccalaureate undergraduate degree-seeking,” “undergraduate nondegree,” or “high school.”
    • A graduate transient student should be classified as “graduate ”
    • A post-master’s student, not officially admitted to a certificate, master’s, specialist’s or doctoral program, should be classified as “graduate nondegree.”
    • A regular degree-seeking student who, for a semester, enrolls as an audit student only may be reported with his regular classification and declared This applies only to degree seeking students.
  25. Students in Classes Taught by One Institution on Another Campus – Enrollment (Types 1, 2, and 3) is to be reported by the institution offering the instruction.
  26. Teach out Programs – For programs which will no longer be offered by the Use 1 for teach out or leave the column blank.
  27. Teacher Preparation – Report a “Y” (Yes) or “N” (No) for classes that meet EPSB standards for certification.
  28. Total Credit Hours – Total semester hours taken for credit, excluding audit
  29. Transfer Credit – For each undergraduate first-time transfer student, report in columns 82-84 the cumulative number of semester credit hours recorded on the student’s academic permanent record as accepted by your institution as transfer credit from all previously attended Kentucky and out-of-state institutions.
    • If hours cannot be determined at the time of reporting, please report “XXX” in columns 82-84.
      • At a later date, institutions will report actual transfer hours for all reported XXX’s.
    • For students who have previously earned a degree and are pursuing a second degree at the same level (undergraduate), report “TBD” (transfer baccalaureate degree) or “TAD” (transfer asso ciate degree) in columns 82-84.
    • If decimals, round to the nearest whole number (less than .50 round down).
    • If no credit hours are accepted for a first-time transfer student, report 000 in columns 82-84.
    • Columns 82-84 should be blank for first-time and continuing students.
  30. Transfer FICE Code of Sending Institution – For KCTCS students, the FICE code should reflect the home institution The home institution is the first KCTCS institution attended. Report all transfer credit from each of the KCTCS institutions.
    • For students who transfer from institutions other than KCTCS, report the FICE code of the sending institution for each first-time transfer student from a Kentucky institution.
    • The FICE code should reflect the most recent institution
    • Credit transferred in from multiple institutions is to be reported by FICE on the annual transfer
    • For each first-time transfer student from an out-of-state institution, report the code of the state (FIPS code), territory, or foreign country of the sending Institution and state codes are listed in Table 9.
  31. Tuition Waiver for Foster and Adopted Children – Institutions must identify enrolled students who received tuition waivers because they were adopted or foster The information from this survey will be used to determine the number of recipients enrolled and the number who received a degree.

This information will be reported annually on November 30 to the Legislative Research Commission as mandated in KRS 164.2847.

  1. Zip Code: Permanent – Report the zip code of the student’s permanent, parental, or other address which best captures the zip code of origin when the student entered your If this zip code changes after the student enters, continue to report the permanent zip code at entry, not the new code. Report for all students in columns 130-134, except international students which should be reported with blanks.
  2. Zip Code: Current – Report the zip code of the local, mailing, or other address which best identifies thestudent’s place of residence during the current semester, such as an on-campus zip code if living in campus housing. Report for all students in columns 171-175.
  3. Location of High School Graduation, First-Time Degree Seeking – Report students graduated from a Kentucky high school by specific high school If the high school does not appear in the ACT list, report by county.
    • For a student with a GED certification, use the code B121.
    • For a student graduating from an out-of-state high school, use the code B200.
    • For a student with no high school diploma or GED certificate, use the code B122.
    • For a student who is home schooled, use the code B123.
    • For the student who has been home schooled, but who also received a GED certificate, report the home-schooled code as B123.
  4. Off-Campus Site Code (Independent Only) – Report the appropriate off-campus site from Table 18, For each new site not contained in Table 18, assign the next available numeric code and submit all required descriptive fields to CPE. If students are taking courses at more than one site, report the 50% program if applicable. Otherwise report the main site.
  5. Dual Credit (Independent Only) – In column 203, indicate “Y” (Yes) or “N” (No) whether the student is enrolled in a course for which they will receive both high school and college credit.
  6. Dual Credit Hours (Independent Only) – In column 204-207, report the number of dual credit course hours in which the student is enrolled.
  7. General Education Certification Code (Public Only) - In columns 237-238 provide the appropriate code from Table 21 for each first-time undergraduate transfer with a general education certification. Codes should be left justified. Report the code “X” in Column 237 for each student with no certification.
  8. Category Certification (Public Only) – If the General Education Certification Code is “C” (Category Certified), identify the categories in which the student is certified by placing a “Y” or “N” in each category option (columns 239-243). The formal certification is listed and defined in Table 21.

 

Format of Student (Type 1) Record

One Record Per Student

Columns Char Format
1 1 Form - 1
2-9 8 Insitution Number (FICE Code) - see Table 1
10-18 9 Social Security Number - must be nonblank
19 1 ID Type - 1=Valid SSN, 2= Other ID
20-44 25 Last Name - left justify
45-59 15 First Name - left justify
60-67 8 Birth Date - mmddyyyy - zero fill
68 1 Gender - (M/F)
69 1 Race - See Table 2
70 1 Residency (A,B,C,D,E,F) - see Table 3 (Publics Only)
71-72 2 State/County of Origin - FIPS for states - right justify, zero fill - see Table 4
73-75 3 County of Origin - FIPS - right justify, zero fill - see Table 4
76-77 2 Reciprocity State - FIPS for states - right justifiy, zero fill - see Table 4
78-80 3 Reciprocity County - FIPS - right justify, zero fill - see Table 4
81 1 GRS (Y,N,P)
82-84 3 Cumulative number of transfer hours - right justify, zero fill, no decimal
85 1 Full/Part-time (F/P)
86-87 2 Student Classification - right justify, zero fill - see Table 7
88 1 BLANK
89 1 First-Time Student (Y,N,S)
90 1 First-Time Transfer (Y,N,S)
91-98 8 Transfer FICE - FICE code of institution from which student transferred - must be coded if 90 = Y - see Table 1
99-102 4 Total Credit Hours - two decimal points, right justified, zero fill
103-106 4 Year of High School Graduation - yyyy - blank fill
107-110 4 High School Code - see Table 10
111-118 8 Declared First Major - see Program Inventory - left justify, blank fill, do not inlude decimal points
119 1 Teach Outs - 1 or blank 0 - 2-yr required and 4-yr recommended (Publics only)
120-127 8 Declared Second Major - see Program Inventory - left justify, blank fill, do not include decimal points
128 1 Multi-Institutional Program First Major - blank or X
129 1 Multi-Institutional Program Second Ma- jor - blank or X
130-134 5 Permanent Zip Code
135-137 3 Weighted High School GPA - numeric, two decimal places, right justified, zero fill
138-147 10 Institutional ID - Student's Internal ID - mandatory
148-157 10 KDE ID
158 1 Hispanic or Latino (Y/N)
159 1 American Indian or Alaskan Native (Y/N)
160 1 Asian (Y/N)
161 1 Black or African American (Y/N)
162 1 Native Hawaiian or Other Pacific Island- er (Y/N)
163 1 White (Y/N)
164 1 Nonresident (Y/N)
165 1 Race and Ethnicity Unknown (Y/N)
166 1 Project Graduate (Y/N)
167-168 2 Declared First Major Prefix - see Program Inventory, left justify, blank fill
169-170 2 Declared Second Major Prefix - see Program Inventory, left justify, blank fill
171-175 5 Current ZIP Code
176 1 Intent to Transfer (KCTCS only) (Y/N)
177-181 5 Semester - 1=summer, 2=fall, 3=spring. Examples - 20232 = Fall 2023
182-196 15 Middle Name
197-201 5 Name Suffix - left justify
202 1 Military Relationship (A,V,R) - blank if null - mandatory
203 1 Dual Credit Student (Y/N) (Indepen- dents Only)
204-207 4 Dual Credit Hours (Independents Only)
208-210 3 Off-Campus Site Code (Independents Only)
211 1 Tuition Waiver (Y/N) (Publics Only)
212-217 6 First Major Program ID - see Program Inventory - right justified - mandatory
218-223 6 Second Major Program ID - see Pro- gram Inventory - right justified
224 1 Teacher Prep
225-233 9 Outcome Measures
234-236 3 Unweighted High School GPA - numer- ic - two decimal places, right justified, zero fill
237-238 2 General Education Certification Code (Publics Only) - see Table 21
239 1 Communications (Y/N) (Publics Only)
240 1 Humanities (Y/N) (Publics Only)
241 1 Quantitative Reasoning (Y/N) (Publics Only)
242 1 Natural Science (Y/N) (Publics Only)
243 1 Social and Behavioral Sciences (Y/N) (Publics Only)

 

Last Updated: 6/13/2024