CPE Data Guidelines - Formal Credentials Conferred (Type 5)

1

1

Form - 5
(form)

Alphabetic
(1 char)

Indicates the type of data record. Must be the first field in every detail record. Enter 5 for records. Cannot be blank

2

5

Date Conferred
(date_conf)

Numeric
(5 digit)

Report the date of receipt of degree, certificate, or diploma for graduates whose date of completion of degree, certificate, or diploma requirements and date of receipt of degree, certificate, or diploma differ.
If a degree is awarded and backdated to a previous reporting period, report the degree in the next reporting period.
Report the year and semester
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 – 20242 = Fall

7

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.

15

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.

24

1

ID Type
(id_type)

Numeric
(1 digit)

Indicates the type of ID entered in columns 10–18:

·        Enter 1 for a valid Social Security Number (SSN)

·        Enter 2 for other IDs (e.g., institutional ID, SEVIS, ITIN)

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25

Last Name
(last_name)

Alphanumeric
(Max 25 chars)

Enter the student’s last name. The field cannot be blank or contain only spaces. Must be left justify. Allowed characters: letters, spaces, periods (.), apostrophes (’), and hyphens (-).  Ensure accurate spelling and consistency with previously submitted records.

50

15

First Name
(first_name)

Alphanumeric
(Max 15 chars)

Enter the student’s first name. See Student Last Name for formatting guidelines.

65

8

Date of Birth
(birth_date)

Date
(MMDDYYYY)

Report the student’s full date of birth using the MMDDYYYY format (e.g., 05152001 for May 15, 2001).

·        The date must be a valid calendar date.

·        It must be after January 1, 1900

·        Cannot be a future date.

Ensure the date is consistent with previously submitted records.

73

1

Gender
(gender)

Alphabetic
(1 char)

Student’s Gender:
Enter F for Female or M for Male.

74

1

Race/Ethnicity
(race)

Numeric
(1 digit)

Student’s Race or Ethnicity
Report the student’s race and/or ethnicity following federal reporting guidelines.
Use the appropriate code as defined in Table 2.

75

1

Residency Status
(residency)

Alphabetic
(1 char)

Indicate the student’s residence status for the reporting term. Use the appropriate code as defined in Table 3.

76

2

State of Origin
(origin_state)

Numeric
(2 digit)

Report the 2-digit FIPS code for the student’s state of state of origin. Use official FIPS state codes — see Table 4 for valid codes. If the state is unknown, leave the field blank.

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 zip code reported

78

3

County of Origin
(origin_county)

Numeric
(3 digit)

Report the 3-digit FIPS code (Table 4) representing the student’s county of origin. Use official FIPS codes for Kentucky counties. If the county is unknown, leave the field blank.

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 zip code reported. For students from another country, the county should be coded 000. For reciprocity students, 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.

81

2

Reciprocity State
(recip_state)

Numeric
(2 digit)

For students with residency code B (reciprocity) as reported in column 70, residency status, report the reciprocity state using the 2-digit FIPS state code.

83

3

Reciprocity County
(recip_county)

Numeric
(3 digit)

For students with residency code B (reciprocity) as reported in column 70, residency status, the reciprocity county using the 3-digit FIPS county code.

86

2

Degree Level
(level_degree)

Alphabetic
(2 chars)

Each record must include a degree level code that corresponds to the credential awarded to the student. This code identifies whether the award is an associate, bachelor’s, graduate degree, diploma, or certificate, and the scope of credit hours completed.
The degree level must match the program designation in your institution’s approved program inventory.

88

15

Degree Conferred
(degree_conferred)

Alphabetic
(Max of 15 Chars)

Report the specific degree being conferred; for example, BA, BS, AA, AAS. Degree codes must be consistent with degree designations in each institution’s program inventory. Left justify.

103

8

Declared First Major Prefix
(first_major_prefix)

Alphabetic
(1 char)

Declared First Major Prefix
Report the appropriate major or program prefix code from the program inventory.

·        N = Post-doctoral or nondegree students

·        U = Undeclared undergraduates or unknown level

·        F = KCTCS nondegree students in workforce training (enrollment only)

111

8

Declared Second Major Prefix
(second_major_prefix)

Alphabetic
(1 char)

Report the appropriate major or program prefix code from the program inventory. See Declared First Major Prefix for guidelines.

119

1

Multi-Institutional Program First Major
(multi_inst_1)

Alphabetic
(1 char)

Indicate if the program is a joint or collaborative program involving resource sharing among multiple institutions or organizations.

·        All participating institutions must share responsibility for program delivery, quality, enrollment, degree conferral, financial aid, student services, and general management.

·        A formal agreement must be submitted to the CPE for recognition on the CPE’s Registry of Degree Programs.

·        Enter "X" if the program is collaborative; leave blank if not.

120

3

Earned Credit Hours at Time of Degree
(earned_hrs)

Alphanumeric
(3 chars)

Report the cumulative semester credit hours accepted from all prior institutions in columns 82-84. If hours are unknown at reporting time, use "XXX". If the student is pursuing a second degree at the same level, report "TBD" (baccalaureate) or "TAD" (associate). Round decimals to the nearest whole number (less than .50 rounds down). If no credit is accepted, report "000". Leave blank for first-time and continuing students.

123

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 (_).

133

1

Hispanic or Latino
(hispanic)

Alphabetic
(1 char)

Enter “Y” if the student is of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin (regardless of race); otherwise, enter “N”.

134

1

American Indian or Alaskan Native
(am_indian)

Alphabetic
(1 char)

“Y” if the student has origins in the original peoples of North/South America (including Central America) and maintains tribal or community affiliation; otherwise, “N”.

135

1

Asian
(asian)

Alphabetic
(1 char)

“Y” if the student has origins in the original peoples of the Far East, Southeast Asia, or the Indian subcontinent (e.g., China, India, Japan, Korea, Vietnam, etc.); otherwise, “N”.

136

1

Black or African American
(black)

Alphabetic
(1 char)

“Y” if the student has origins in any of the Black racial groups of Africa; otherwise, “N”.

137

1

Native Hawaiian or Other Pacific Islander
(hawaiian)

Alphabetic
(1 char)

Enter “Y” if the student has origins in the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands; otherwise, enter “N”.

138

1

White
(white)

Alphabetic
(1 char)

Enter “Y” if the student has origins in the original peoples of Europe, the Middle East, or North Africa; otherwise, enter “N”.

139

1

Nonresident
(nonresident)

Alphabetic
(1 char)

Enter “Y” if the student is a non-U.S. citizen on a visa or temporary status without the right to remain permanently; otherwise, enter “N”.
Note: Nonresidents should not be marked in any racial or ethnic category.

140

1

Race and Ethnicity Unknown
(race_unknown)

Alphabetic
(1 char)

Enter “Y” if the student did not select a racial or ethnic designation; otherwise, enter “N”.

141

1

Project Graduate
(project_graduate)

Alphabetic
(1 char)

Enter “Y” if the student is enrolled in the Project Graduate program (supporting returning adults completing a degree); otherwise, enter “N”.

142

6

Academic Year
(sem)

Numeric
(6 digit)

Enter the full academic year for the data being submitted. Format as a six-digit number: the first four digits represent the starting year, and the last two digits represent the ending year.

Example: Academic Year 2024–25 should be entered as 202425.

148

15

Middle Name
(middle_name)

Alphanumeric
(Max 15 chars)

Enter the student’s middle name. Must be left justify. Allowed characters: letters, spaces, periods (.), apostrophes (’), and hyphens (-).

163

5

Name Suffix
(name_suffix)

Alphanumeric
(Max of 5 char)

Enter the student’s name suffix (e.g., Jr., II, III). A period may be included. Can be blank and must be left justify.

168

1

Military Relationship
(military_relationship)

Alphabetic
(1 char)

Report the student’s Military Relationship using one of the following codes:

·        A = Active military (currently serving in National Guard, Reserves, or Active Duty)

·        V = Military veteran (formerly served, not dishonorably discharged)

·        R = Military-connected (spouse, parent, or guardian serves, or student is eligible for military education benefits)

Leave blank if none apply.

169

1

Tuition Waiver
(tuition_waiver)

Alphabetic
(1 char)

Enter “Y” if the student received a tuition waiver due to being adopted or in foster care; otherwise, enter “N”. This data is used for annual reporting to the Legislative Research Commission (LRC) by November 30, as required by KRS 164.2847

170

6

First Major Program ID
(first_major_programid)

Alphanumeric
(XXXXXX)

Report the First Major Program ID for the student’s declared major, matching the institution’s program inventory.

If institutional policy does not allow the student to declare a major, use the undeclared prefix (U) and leave this field blank.

For selective admissions or limited enrollment programs, report the Program ID of the declared major.

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6

Second Major Program ID
(second_major_programid)

Alphanumeric
(XXXXXX)

Report the second major program ID for the student’s second declared major, matching the institution’s degree program inventory

See First Major Program ID for guidelines.

182

1

Teacher Prep
(teacher_prep)

Alphabetic
(1 char)

Enter “Y” if the class meets Education Professional Standards Board (EPSB) standards for teacher certification; otherwise, enter “N”.