Reporting Errors and Warnings

Error Code 001: Duplicate SSN Entry (Fatal)

A student’s SSN appears multiple times within the dataset. Indicates a possible duplicate record reported by the institution.        

Verify that each SSN is correctly entered. Check for duplicate records in your system and remove unnecessary entries. Ensure each student has a unique, valid SSN.

Error Code 002: Invalid FICE (Fatal)

The FICE code provided does not match any recognized institution in the official list.

Confirm the FICE code is correct and valid. Compare against the approved list of institution codes. Contact your data administrator if the institution is new or missing. Update and resubmit.

Error Code 004: Invalid or Non-Conforming SSN (Critical)

The SSN provided has an invalid format or contains disallowed values.

Ensure SSNs are 9 numeric digits. The first three digits must not be 000, 666, or 900–999; the middle two must not be 00; and the last four must not be 0000. Remove non-numeric characters and correct the format.

Error Code 005: SSN is invalid (Critical)

This error flags numeric grades that fall outside the valid GPA range of 0.00–4.00, for courses where a numeric grade is required.

If not a real SSN, set the ID_Type field to '2' to indicate it's an institution-assigned ID. This enables appropriate validation.

Error Code 006: Missing SSN (Fatal)

The SSN field is blank or NULL in the submission.

Confirm SSNs are entered for all students. If a student lacks an SSN, determine if an alternate identifier is appropriate. Fill in missing data and resubmit.

Error Code 007: SSN Mismatch - Different First Name Reported (Warning)

SSN matches a record at another institution, but with a different first name. DOB matches.

Confirm the student’s correct name and SSN. If a legal name change occurred, update accordingly. Adjust and resubmit the record.

Error Code 008: SSN and First Name Match, but DOB Mismatch (Warning)

SSN and first name match another record, but the DOB differs.     

Verify the correct SSN and DOB. Check for past submission errors or changes. Correct and resubmit the appropriate value.

Error Code 009: SSN and First Name Match, but Last Name Mismatch (Warning)

A student’s SSN and first name match another record, but the last name is different.           

Verify the student’s identity and check for possible last name changes (e.g., marriage). If a grade-related message was mistakenly attached to this error, disregard it here. Correct the name if needed and resubmit.

Error Code 010: Possible Last Name Change (Warning)

A student’s SSN and first name match an existing KPEDS record, but the last name has changed.

Confirm whether a legal name change (e.g., marriage or adoption) occurred. Update the record with the correct last name and resubmit. Disregard the unrelated grade resolution text.

Error Code 011: SSN Conflict - Assigned to Another Student (Warning)

The SSN is already in use by a different student with unmatched name fields.

Confirm whether the SSN is correct for this student. If it belongs to another student, correct the SSN or update the affected record. Ensure SSNs are uniquely assigned and resubmit.

Error Code 012: Possible SSN Typographical Error (Warning)

The SSN is similar to another SSN in KPEDS for a student with the same first name and DOB.

Review past submissions. If the SSN differs by only 1–3 digits and names/DOB match, a typo is likely. Correct the SSN and resubmit.

Error Code 013: Date of Birth Mismatch (Warning)

A student’s SSN, first name, and last name match an existing record, but the DOB does not.

Confirm the correct DOB. If a previous entry was incorrect, update it accordingly. Correct the DOB or any mismatches before resubmitting.

Error Code 014: Last name and DOB mismatch (Critical)

The SSN matches an existing record, but the submitted last name and birth date do not match what’s on file.     

Compare the student’s SSN, last name, and DOB to your institution’s official records. If the submission contains incorrect data, update accordingly. If your version is correct and KPEDS is outdated, coordinate with your data administrator before resubmitting.

Error Code 015: Possible First and Last Name Transposition (Critical)

The SSN and birth year match a KPEDS record, but the first and last names appear reversed.           

Check if the first and last names were mistakenly entered in the wrong fields. If so, correct the name order and resubmit.

Error Code 016: First Name Missing (Fatal)

The student’s first name is missing or contains only blank spaces, while the last name is present.

Confirm the first name is present and properly formatted. Enter the correct first name and resubmit the record.

Error Code 017: Last Name Missing (Fatal)

The student’s last name is missing or blank, though the first name is entered.              

Verify the last name field is not blank or invalid. Enter the correct last name before resubmitting the record.

Error Code 018: Full Name Missing (Fatal)

Both first and last name fields are missing or contain only spaces.

Ensure that both name fields are populated. Correct the missing names and resubmit the file.

Error Code 019: Student Age Below 16 (Critical)

A student is reported as younger than 16 but is not classified as a high school student (classification ≠ 19 or 20).

Verify that the DOB is correct.
Ensure the classification is properly assigned.
If the student is correctly classified, confirm their eligibility to enroll in the program.

Error Code 020: Student Age Over 85 (Critical)

The reported age is over 85, which is unusual and may signal a DOB entry error.

Confirm that the date of birth is entered correctly. If the student is truly over 85 and enrolled, ensure classification is appropriate and submit with documentation, if needed.

Error Code 021: High School Student Under 14 (Critical)

A student classified as high school (19 or 20) is reported as being under 14 years of age.

Check for errors in DOB or classification. If the student is in an early enrollment program, confirm documentation supports this.

Error Code 022: High School Student Over 20 (Critical)

A student classified as high school (19 or 20) is reported as older than 20.

Review DOB and classification. If the student is in an adult education program, update the classification. Ensure compliance with high school enrollment age limits.

Error Code 023: Invalid Gender Code (Fatal)

The gender field contains an invalid value that is not 'M', 'F', or blank.

Correct the gender code to 'M' (Male), 'F' (Female), or leave blank if unknown. Remove invalid entries and resubmit the file.

Error Code 024: Gender Missing (Warning)

The gender field is blank, but this information may be required for reporting.

Confirm whether gender is a required field. If so, enter a valid value (‘M’ or ‘F’). If it is optional, confirm that blank is allowed under current guidelines. Correct and resubmit as needed.

Error Code 025: Invalid Race Code (Fatal)

The race field contains a value that is not within the accepted range (1–9).

Check for typos or unrecognized race codes. Correct the race code using valid values and resubmit.

Error Code 026: Invalid Race Unknown Flag (Fatal)

Race is reported as 7 (Unknown), but the “Race Unknown” flag is not marked as ‘Y’.

If race is truly unknown, ensure the Race Unknown flag is set to 'Y'. If known, change the race code to a valid value.

Error Code 027: Missing Race Description (Critical)

Race is marked as 8 (Multiple Races), but no specific races are selected.

Ensure the student is identified with at least one race category (American Indian, Asian, Black, Hawaiian, or White). Complete the record and resubmit.

Error Code 028: Only One Race Reported for 'Multiple Races' (Critical)

Race is marked as 8 (Multiple Races), but only one race category is selected.

If the student identifies with more than one race, ensure at least two categories are selected. Otherwise, use a single-race code (1–6).

Error Code 029: Multiple Race Not Valid for Hispanic (Critical)

A Hispanic student is incorrectly marked with multiple races.

If the student is Hispanic, remove multiple race codes and classify them appropriately. Hispanic students should not be assigned code 8 (Multiple Races).

Error Code 030: Invalid Race Code for Multiple Races (Critical)

Student has multiple racial categories selected but is not assigned race code 8.

If multiple races are indicated, set the race code to 8. If only one race applies, remove additional selections.

Error Code 031: Race Reported for Nonresident Aliens – Change to 'N' (Critical)

A nonresident alien is assigned a racial category rather than 'N' for race.

Verify the student’s residency status. If nonresident, race should be coded as 'N'. Correct and resubmit the record.

Error Code 032: Invalid Residency Code (Critical)

The residency code provided is not one of the valid values (A–F) for institutions in sector 1 or 2.

Confirm the student’s residency code. It must be one of the approved values (A, B, C, D, E, F) based on sector. Update and resubmit.

Error Code 033: Residency Code 'F' Only Valid for UK/UL Institutions (Critical)

A residency code of F is used for an institution that is not UK (00198900) or UL (00199900).

Verify the institution's FICE code. If not UK or UL, replace ‘F’ with a valid code. Resubmit the corrected record.

Error Code 034: Multiple States Invalid (Critical)

The student’s origin state is coded as 99, which is not valid.

Check the student’s true origin and use a valid U.S. state or international code. Remove '99' and replace with a correct value.

Error Code 035: State or Country Origin Missing (Critical)

The origin state or country is blank or NULL.

Ensure all students have a valid origin state or country listed. Complete the missing data and resubmit.

Error Code 036: Does Not Match ST Table (Critical)

The origin state code does not match a valid entry in the official ST (state) reference table.

Cross-check the state code against the ST table (Table 4). If valid but missing, update the table. Otherwise, correct and resubmit.

Error Code 037: Kentucky County Code Missing or Invalid (Critical)

A student from Kentucky (state = 21) has an invalid or missing county code.

Make sure the county code is valid (not NULL, '000', or ending in 0, 2, 4, 6, 8). Fix and resubmit the record.

Error Code 038: County Code Does Not Match CNTY Table (Critical)

The origin county code is not found in the official county reference (CNTY) table.

Check the county code against Table 4 If the code is valid but missing from the table, update the table. Otherwise, correct the data and resubmit.

Error Code 039: Invalid GRS Code (Fatal)

GRS code is missing or incorrect based on the term. For fall semesters, GRS must be Y, P, or N; otherwise, it should be blank.

Confirm the semester code. If it’s a fall term, use Y, P, or N. If not, the field must be blank. Correct any invalid codes and resubmit.

Error Code 040: Verify GRS – First-Time Student (Critical)

A full-time, first-time student has been incorrectly excluded from GRS tracking with a value of N.

Verify if the student qualifies as first-time, full-time (classifications 01, 02, 03, 04, 14). If so, update GRS to Y or P. Resubmit after correction.

Error Code 041: GRS Not Valid for This Student (Critical)

The student is assigned a GRS value of 'Y', but their classification does not qualify for GRS tracking.

Confirm whether the student is in a GRS-eligible classification (01, 02, 03, 04, or 14). If not, change GRS to 'N' and resubmit.

Error Code 042: Verify Transfer Hours (Critical)

A student marked as a first-time transfer (first_time_transfer = 'Y') has invalid or missing transfer hours.

Ensure trans_hrs is a valid number between 000 and 150, or use an accepted placeholder (XXX, TBD, TAD). Update and resubmit.

Error Code 044: Full/Part-Time Code Invalid (Fatal)

The full_part field is missing or contains an invalid value. Only 'F' (Full-Time) or 'P' (Part-Time) are accepted.

For fall and spring semesters, verify and enter the correct enrollment status. Use only 'F' or 'P'. Correct the field before resubmitting.

Error Code 045: Invalid Classification Code (Fatal)

The classification code is not valid for the institution or sector.

Review the allowed classification codes for your institution. Update to a valid code and resubmit the record.

Error Code 046: Class/Prefix Error (Critical)

The classification and first major prefix combination is not valid.

Check that the major prefix is appropriate for the student’s classification. Adjust either the prefix or classification and resubmit.

Error Code 041: GRS Not Valid for This Student (Critical)

GRS is marked as 'Y', but the classification is not eligible (must be 01, 02, 03, 04, or 14).

Confirm the student's classification. If not GRS-eligible, change GRS to 'N'. Correct and resubmit.

Error Code 042: Verify Transfer Hours (Critical)

First-time transfer student has invalid transfer hours. Must be 000–150 or use placeholder values (XXX, TBD, TAD).

Verify and correct trans_hrs. Use a valid numeric range or allowed placeholder. Resubmit once updated.

Error Code 044: Full/Part-Time Code Invalid (Fatal)

The full_part field is missing or invalid for fall/spring terms.

Ensure full_part is either 'F' or 'P' (not blank or invalid). Correct the field and resubmit.

Error Code 045: Invalid Classification Code (Fatal)

The classification code is not valid for the student’s institution or sector.

Refer to your institution’s approved classification list. Update the classification and resubmit.

Error Code 046: Class/Prefix Error (Critical)

The first major prefix does not align with the classification.

Confirm classification/major prefix compatibility. Update the major or classification and resubmit.

Error Code 047: Class/Prefix Error – Second Major (Critical)

The second major prefix is invalid for the classification.

Confirm second major prefix is valid for the given classification. Adjust and resubmit.

Error Code 048: Class/Major Error (Critical)

Classifications 05, 13, 16, 19, 20, or 25 must have a major of '900000', but a different major was used.

Check classification. If it requires '900000' as the major, update the value and resubmit.

Error Code 049: Classification Invalid for This Institution (Critical)

A classification was used that is not allowed at the institution (e.g., codes 08–11).

Check the list of valid classifications for your institution. Correct the classification and resubmit.

Error Code 050: Classification Not Valid at UK and UL (Fatal)

Classification code '18' is not valid for University of Kentucky or University of Louisville.

Confirm whether the student should be classified as ‘18’. If not valid, update to an approved classification for these institutions.

Error Code 051: Classification Valid Only at WKU (Fatal)

Classification ‘19’ is valid only at Western Kentucky University. The student is at a different institution.

Check if the classification is appropriate. If not at WKU, update to a valid classification for the reporting institution.

Error Code 052: Classification Valid Only at UK (Fatal)

Classification ‘14’ is only valid for the University of Kentucky.

Confirm the institution and classification. If not UK, correct the classification before resubmitting.

Error Code 053: Class/Major Error (Fatal)

Classifications ‘19’ and ‘20’ must be paired with major ‘900000’.

Verify that the student’s major is ‘900000’ if their classification is ‘19’ or ‘20’. Update as needed.

Error Code 054: Invalid First-Time Student (FTS) Code (Fatal)

The first_time_student field contains an invalid value. Only 'Y', 'N', or 'S' are allowed.

Review and correct the FTS code. Only use 'Y' (Yes), 'N' (No), or 'S' (Summer Start).

Error Code 055: Invalid FTS Code for Semester (Critical)

The ‘S’ code in first_time_student is used for a non-Fall term.

If the student is not in a Fall term, change the FTS code to ‘Y’ or ‘N’ as appropriate.

Error Code 056: FTS/Class Mismatch (Critical)

The FTS code does not align with the student’s classification.

Confirm both the classification and FTS code. If they conflict, adjust one to reflect the correct status.

Error Code 057: Previously Enrolled – Same Institution (Critical)

The student is marked as first-time (‘Y’ or ‘S’) but has prior enrollment at the same institution.

Check institutional records. If the student was previously enrolled, change the FTS code to ‘N’.

Error Code 058: Previously Enrolled – Different Institution (Critical)

The student is marked as first-time (‘Y’ or ‘S’) but has prior enrollment at another institution.

Review the student’s history in external records. If they previously attended another college, change the FTS code to ‘N’ and resubmit.

Error Code 059: Invalid First-Time Transfer (FTT) Code (Fatal)

The first_time_transfer field contains an invalid value. Only 'N', 'Y', or 'S' are accepted.

Confirm and correct the FTT code. Only values 'N' (No), 'Y' (Yes), or 'S' (Summer Start) are allowed.

Error Code 060: FTT Not Allowed for FTS (Critical)

A student cannot be both a first-time student and a first-time transfer.

Check the student’s enrollment history. If they are truly a first-time student, set first_time_transfer to ‘N’. Adjust the record and resubmit.

Error Code 061: FTT Invalid for Classification (Critical)

Classifications ‘19’ and ‘20’ cannot have a first-time transfer code of ‘Y’ or ‘S’.

Verify if the student’s classification supports FTT. If not, update first_time_transfer to ‘N’. Correct and resubmit the record.

Error Code 062: Check FTT Code (Critical)

The student is marked as not a transfer (first_time_transfer = 'N') but has a transfer FICE listed.

Confirm the student’s transfer status. Either remove the transfer FICE or change the first_time_transfer value to 'Y' or 'S' as appropriate.

Error Code 063: Invalid Transfer FICE (Critical)

A student marked as a first-time transfer has a missing or invalid transfer FICE.

Provide a valid FICE code for the student’s prior institution. Ensure it is correctly formatted and exists in the reference list.

Error Code 064: TFICE Same as FICE (Fatal)

The transfer FICE matches the student’s current institution FICE. A student cannot transfer from the same school.

Confirm the previous institution. If the student did not transfer, update the FTT status and remove the transfer FICE.

Error Code 065: TFICE Not on Transfer Institution Table (Critical)

The provided transfer FICE does not exist in the official transfer institution lookup table.

Check the FICE against Table 1. Update the value to a valid code before resubmitting.

Error Code 066: Zero Hours for Auditor (Fatal)

A student classified as an auditor (classification = '13') has more than zero credit hours.

Ensure credit_hours = '0000' for students with classification ‘13’. Adjust and resubmit.

Error Code 067: Non-Numeric Credit Hours (Fatal)

The credit hours field contains characters that are not numeric.

Update the credit_hours field to contain only valid numeric values (e.g., '0003', '0015'). No letters or symbols allowed.

Error Code 068: Credit Hours/Class Error (Warning)

A student in a classification that normally requires credit hours is reported with zero hours.

Verify the classification. If not '09', '10', '11', '13', or '36', the student must have non-zero credit hours. Correct if needed.

Error Code 069: Credit Hours Over Limit (Critical)

A student is reported with more than 24 credit hours in a single term, which exceeds the standard maximum.

Check if this is accurate. If not, adjust credit_hours to reflect the correct total.

Error Code 070: High School Grad Year and Birth Year Mismatch (Critical)

The student’s high school graduation year suggests they graduated before turning 17, which may indicate a data entry error.

Verify the student’s birth date and high school graduation year. Correct any inconsistencies before resubmitting the record.

Error Code 071: High School Year Error (Critical)

High school graduation year is either missing when required or present when not needed, based on classification and HS code.

Review year_hs_grad, HS code, and classification. Add or remove the graduation year as appropriate. Resubmit after correcting the data.

Error Code 072: HS Year Greater Than Current Year (Critical)

The reported high school graduation year is in the future, which is not allowed.

Check the year_hs_grad value. It must not be later than the current reporting year. Update and resubmit.

Error Code 073: Unnecessary HS Code (Warning)

A high school code is reported for a student who does not need one (e.g., not a first-time student).

Confirm the student’s classification and FTS status. If not required, remove the HS code from the record before resubmitting.

Error Code 074: Missing HS Code (Critical)

A required high school code is missing for students in classifications 01, 02, 03, 19, or 20, or first-time students.

Enter the appropriate high school code based on the student’s classification. Resubmit the corrected record.

Error Code 075: HS Code/Table 13 Error (Warning)

The high school code provided does not exist in Table 13 (official high school lookup).

Check the HS code against Table 13. Correct the code to a valid value before resubmitting.

Error Code 076: Major 1 Prefix Missing (Fatal)

The first major prefix is blank.

Ensure that major_prefix_1 contains a valid, non-blank prefix value. Update and resubmit the record.

Error Code 077: Major 2 Prefix Invalid (Fatal)

The second major prefix is not among the list of accepted values.

Review the value in major_prefix_2. Update to an approved prefix code and resubmit.

Error Code 078: Major 1 Prefix Invalid (Fatal)

The first major prefix is not valid.

Check major_prefix_1 against the list of accepted codes. Correct it before resubmitting.

Error Code 079: Major 1 and Prefix Mismatch (Critical)

The first major does not align with the expected prefix.

Verify the pairing between major_1 and major_prefix_1. Update either field for consistency and accuracy.

Error Code 080: Major 2 and Prefix Mismatch (Critical)

The second major does not align with the provided prefix.

Check the major_2 and major_prefix_2 combination. Adjust as needed and resubmit.

Error Code 081: Prefix/Institution Invalid (Critical)

The major prefix is not permitted for the student’s institution or FICE code.

Review the prefix’s allowed institutions or sectors. Ensure it aligns with the institution’s FICE code and update accordingly.

Error Code 082: Second Major Prefix Invalid for Sector (Fatal)

The second major prefix is not allowed for institutions in sector 2.

For students in sector_code = '2', ensure major_prefix_2 is among approved values. Correct if needed.

Error Code 083: Second Major Prefix Invalid for Institution (Fatal)

The second major prefix is not permitted for the student's specific institution (FICE code).

Review allowed prefixes by institution. Adjust major_prefix_2 or validate the FICE code before resubmitting.

Error Code 084: Major Not Found in Inventory (Critical)

The combination of major and prefix is not found in the official program inventory.

Confirm that the program exists in the inventory table. If it has been replaced, verify valid substitutions or teach-out status.

Error Code 085: Major 1 Missing (Fatal)

The primary major field is blank.

Ensure major_1 is filled in with a valid program code. This field cannot be blank.

Error Code 086: Degree-Seeking Student with Nondegree Major (Fatal)

Student is marked as degree-seeking but their major is '900000', which is used for non-degree programs.

Either update the major to a valid degree program or adjust the classification to reflect non-degree status.

Error Code 087: Major 1 Invalid for Classification (Fatal)

Major 1 is set to '000000' but the classification indicates a degree-seeking student.

Check if the classification supports a blank or placeholder major. If not, assign a valid program code.

Error Code 088: Major 1, Major 2 Reversed? (Critical)

Major 2 is filled out while Major 1 is blank.

Verify if the majors were entered in the wrong fields. If reversed, move the value from major_2 to major_1.

Error Code 091: Missing Second Major (Critical)

A second major prefix is populated, but major_2 is blank.

Confirm whether the student should have a second major. If so, provide a valid value in major_2; otherwise, remove the second major prefix.

Error Code 092: Prefix Invalid for KCTCS (Fatal)

The second major prefix is 'T', which is not allowed for KCTCS institutions (sector_code = 2).

Check the institution’s sector code. If it’s KCTCS, update the second major prefix to an approved value.

Error Code 093: Sec Major Same as First (Critical)

The student’s major_1 and major_2 are identical and use the same prefix.

Determine whether a second major is actually applicable. If not, remove the duplicate. If correct, confirm with the institution’s reporting rules.

Error Code 094: Second Major Not Found in Inventory (Critical)

The combination of major_2 and its prefix is not listed in the program inventory.

Review the second major and prefix against the current inventory. Update to a valid program or use an approved substitution.

Error Code 095: Invalid Reciprocity Major (Major 1) (Critical)

A major reported under reciprocity is not valid for the student’s institution.

Verify if the student’s major is allowed under a reciprocity agreement. If not, update the major or review the student’s residency status.

Error Code 096: Nondegree Second Major (Fatal)

Degree-seeking student has major_2 = '900000', which is for nondegree programs.

Confirm classification. If the student is degree-seeking, assign a valid second major.

Error Code 097: Invalid Major 2 for Classification (Fatal)

major_2 = '000000' is not allowed for the student’s classification.

Check classification. If a second major is required, assign a valid one. Otherwise, remove the placeholder.

Error Code 098: Invalid Multi Inst Code 1 (Fatal)

The multi-institution code for major_1 is not valid.

Set multi_inst_1 to either ' ' (blank) or 'X'. No other values are accepted.

Error Code 099: Invalid Multi Inst Code 2 (Critical)

multi_inst_2 is invalid, and major_2 is populated.

Ensure multi_inst_2 is either ' ' or 'X' when a second major is reported.

Error Code 101: Invalid Multi Inst Code 2 (Critical)

A multi-institution code is provided for major_2, but major_2 is blank.

Remove the multi_inst_2 value if no second major is reported.

Error Code 102: Missing ZIP Code (Critical)

ZIP code is missing for a student with a U.S. origin and non-foreign residency.

Provide a valid 5-digit ZIP code. Check origin state and residency fields for consistency.

Error Code 103: Incomplete ZIP Code (Critical)

ZIP code is fewer than 5 digits or uses a placeholder (e.g., #####).

Enter a complete and valid 5-digit ZIP code before resubmitting.

Error Code 104: GPA Out of Range (Critical)

GPA or unweighted GPA is missing or falls outside the valid range (100–600 or 000–400).

Validate and enter a GPA within the accepted range. If not available, confirm the policy with the institution.

Error Code 105: Missing GPA (Critical)

Both weighted and unweighted GPA are missing for a first-time student with a valid HS code.

Enter either weighted or unweighted GPA. If not available, confirm and document exception if needed.

Error Code 106: No Reciprocity Agreement (Critical)

Student is marked as eligible for reciprocity, but the institution is not approved for it.

Confirm if the institution has reciprocity agreements. If not, remove the reciprocity status or correct residency.

Error Code 107: Missing Reciprocity State (Critical)

Reciprocity residency is selected but no state is reported.

Provide the recip_state field when residency = 'B'.

Error Code 108: Reciprocity County Missing (Critical)

Residency is marked as 'B' but no reciprocity county is reported.

Enter a valid reciprocity county for students reported under residency code 'B'.

Error Code 109: Reciprocity State Invalid (Critical)

The reported reciprocity state is not approved for the reporting institution.

Check recip_state against the approved values in edits Table 4. Correct any mismatches.

Error Code 110: Reciprocity County Invalid (Critical)

The reported recip_county does not match an approved combination for the selected recip_state.

Cross-check recip_state and recip_county against edits. Table 4. Update the county code if it’s invalid or not approved.

Error Code 111: Reciprocity Invalid for Major (Critical)

The student’s major is not approved for reciprocity at the reporting institution.

Confirm whether the major is covered under the institution’s reciprocity agreement. If not, update the major or adjust the student’s residency status.

Error Code 112: Unjustified Reciprocity State (Critical)

The recip_state field starts with a space or is improperly formatted.

Remove any leading/trailing spaces from the state code. Ensure the field is either fully blank or a valid 2-character code.

Error Code 113: Unjustified Reciprocity County (Critical)

The recip_county field contains an unintended space or inconsistent formatting.

Check for accidental spacing or invisible characters. Clean the field or justify the value if valid.

Error Code 114: AIKCU Reciprocity State Invalid (Critical)

Private institutions (sector_code = 3) should not report reciprocity states.

Remove recip_state unless it is blank or '00' for private (AIKCU) institutions.

Error Code 115: AIKCU Reciprocity County Invalid (Critical)

Private institutions (sector_code = 3) should not report reciprocity counties.

recip_county should be blank or '000'. Remove any populated values for AIKCU institutions.

Error Code 116: Missing KDE ID (Critical)

KDE ID is missing for a first-time student who graduated from a certified public Kentucky high school.

Confirm the student’s eligibility for a KDE ID based on HS code and grad year. If applicable, populate the field.

Error Code 117: KDE ID Invalid Format (Critical)

KDE ID is provided but does not begin with a valid district code (‘19’ or ‘21’).

Validate the KDE ID format. It must begin with ‘19’ or ‘21’. Correct and resubmit.

Error Code 118: Invalid Project Graduate Code (Fatal)

Project Graduate flag contains a value other than 'Y' or 'N'.

Update the field to 'Y' (Yes) or 'N' (No). No other values are permitted.

Error Code 119: Invalid Classification for Project Graduate (Critical)

Student is marked as a Project Graduate ('Y'), but their classification is not valid for the program.

Confirm if the student is eligible for Project Graduate. Update either the classification or Project Graduate flag accordingly.

Error Code 120: Missing Institutional ID (Fatal)

Institutional ID is blank.

Enter a valid institutional identifier. This field is required.

Error Code 121: Institutional ID Not Left Justified (Fatal)

Institutional ID begins with a space or is not properly formatted.

Remove leading spaces. Ensure the field is left-justified with no padding.

Error Code 122: Missing Current ZIP Code (Critical)

Student’s current ZIP code is missing or null.

Provide a complete and valid 5-digit ZIP code in the current address field.

Error Code 123: Incomplete Current ZIP Code (Critical)

Current ZIP code contains fewer than 5 digits.

ZIP code must be exactly 5 numeric digits. Pad or correct as needed.

Error Code 124: Non-numeric ZIP Code (Critical)

ZIP code field contains letters or other non-numeric characters.

Ensure ZIP code contains only numeric digits (0–9). Remove any letters, punctuation, or symbols.

Error Code 125: Missing Intent to Transfer (Warning)

The intent_transfer field is missing for a KCTCS student (sector_code = '2').

Enter 'Y' (Yes) or 'N' (No) for intent_transfer when required.

Error Code 126: Intent to Transfer Required (Warning)

A first-time or transfer student does not have intent_transfer set to 'Y'.

If the student is flagged as first_time_student = 'Y' or first_time_transfer = 'Y', then intent_transfer should also be 'Y'.

Error Code 127: Intent to Transfer Not Required (Warning)

A non-KCTCS student has a value in the intent_transfer field.

Clear the intent_transfer field for students who are not enrolled at KCTCS institutions.

Error Code 128: Missing Middle Name (Warning)

The middle name field is blank.

If the middle name is known, enter it. Otherwise, leave blank only if it does not exist or is unavailable.

Error Code 129: Invalid Name Suffix (Warning)

The suffix entered is not among the accepted values.

Use only valid suffixes: Sr, Jr, II, III, IV, V, or leave the field blank if not applicable. Correct and resubmit.

Error Code 130: Invalid Race Code for Hispanic (Fatal)

Race code is 5 (Hispanic), but the Hispanic field is not marked 'Y'.

If the student is Hispanic, set the Hispanic field to 'Y'. Otherwise, correct the race code.

Error Code 131: Invalid Race Code for American Indian (Fatal)

Race code is 3, but American Indian field is not marked 'Y'.

Confirm if the student is American Indian. If so, set the field to 'Y'. Otherwise, correct the race code.

Error Code 132: Invalid Race Code for Asian (Fatal)

Race code is 4, but Asian field is not marked 'Y'.

Confirm the student's racial identity. Update the Asian field or race code as needed.

Error Code 133: Invalid Race Code for Black (Fatal)

Race code is 2, but Black field is not marked 'Y'.

Verify if the student is Black. If so, update the field to 'Y'. Otherwise, correct the race code.

Error Code 134: Invalid Race Code for Hawaiian (Fatal)

Race code is 9, but Hawaiian field is not marked 'Y'.

Confirm Hawaiian identity. Update field or race code accordingly.

Error Code 135: Invalid Race Code for White (Fatal)

Race code is 6, but White field is not marked 'Y'.

If student is White, mark White field as 'Y'. Otherwise, correct the race code.

Error Code 136: Invalid Race Code for Nonresident (Fatal)

Race code is 1 (Nonresident Alien), but Nonresident field is not marked 'Y'.

Confirm if the student is a Nonresident Alien. If yes, set the field to 'Y'. If not, revise the race code.

Error Code 137: Race Categories Must Be Marked as 'Y' or 'N' (Critical)

One or more race-related fields are blank instead of being marked as 'Y' or 'N'.

Review all race-related fields. Ensure every field is explicitly marked with 'Y' or 'N'.

Error Code 140: Verify GRS – Not a First-Time Student (Critical)

GRS field is set to 'Y', but the student is not a first-time student.

Check classification and enrollment history. If the student isn’t eligible for GRS tracking, update the GRS field to 'N'.

Error Code 141: Part-Time Student Assigned Incorrect GRS Code (Critical)

A part-time student is marked as 'P' in the GRS field, but their classification does not qualify them for tracking.

Verify if the student meets GRS tracking requirements. If not, update GRS field to 'N'.

Error Code 144: Full_Part Code (Fatal)

The full_part field contains a value that is invalid based on institutional sector or term.

Confirm that the value is either 'F' (Full-Time) or 'P' (Part-Time). Ensure that it aligns with the sector_code and Sem.

Error Code 150: Dual Credit Student Invalid (Critical)

A student in sector 3 has a dual_credit_student field that is not 'Y' or 'N'.

Update dual_credit_student to a valid value: 'Y' (Yes) or 'N' (No).

Error Code 151: High School Student Not Marked as Dual Credit (Critical)

The student is classified as 20 (high school), but dual_credit_student is set to 'N'.

If the student is still in high school, update dual_credit_student to 'Y'.

Error Code 152: Dual Credit Student Not Classified as HS Student (Critical)

The student is marked as dual_credit_student = 'Y', but is not classified as 20 (high school).

Confirm the student’s classification. If they are not in high school, update dual_credit_student to 'N'.

Error Code 153: Dual Credit Student Missing Credit Hours (Critical)

Student is marked as dual_credit_student = 'Y' but dual_credit_hours is null or zero.

Enter a valid numeric value for dual_credit_hours when dual_credit_student is 'Y'.

Error Code 154: Invalid Dual Credit Hours (Critical)

dual_credit_hours is not a numeric value between 0000 and 9999.

Ensure the field contains only numeric characters within the valid range. Correct and resubmit.

Error Code 155: Invalid Off-Campus Site Code (Critical)

The reported off_campus_site_code is not found in lkup_site_detail for the given institution.

Cross-check the off_campus_site_code and fice against lkup_site_detail. Update the code if invalid or mistyped.

Error Code 156: Invalid Tuition Waiver Code (Critical)

The Tuition Waiver field is blank or contains a value other than 'Y' or 'N'.

This waiver applies to Adopted/Foster Children. Enter a valid value ('Y' or 'N') and resubmit.

Error Code 157: Invalid Military Relationship Code (Critical)

The Military Relationship field has an invalid or incorrectly formatted value.

Only 'A' (Active Duty), 'V' (Veteran), 'R' (Reserves), or blank are valid. Correct the field before resubmitting.

Error Code 158: Invalid First Major Program ID (Critical)

The First Major Program ID does not exist in the official program inventory (pi.Master).

Confirm the program ID is valid for the institution and properly formatted. Correct or consult the program administrator.

Error Code 159: Second Major Program ID Invalid (Critical)

second_major_programid does not match a valid entry in pi.Master based on FICE and CIP.

Validate both the second major program ID and CIP code. Ensure they exist for the reported FICE code. Update and resubmit.

Error Code 160: ID_Type Invalid (Fatal)

The ID_Type field is missing, blank, or contains a value other than '1' (SSN) or '2' (Institutional ID).

Confirm that ID_Type is correctly entered as '1' or '2'. Correct any invalid or missing values before resubmitting.

Error Code 177: Missing Major 2 Prefix (Fatal)

A second major is reported but the second_major_prefix field is missing.

If major_2 is provided, ensure that second_major_prefix is also populated. Update and resubmit the record.

Error Code 178: Missing Major 1 Prefix (Fatal)

A primary major is reported but the first_major_prefix field is missing.

If major_1 is provided, make sure first_major_prefix is not blank. Correct any omissions before resubmitting.

Error Code 185: Inactive Program Used (Fatal)

The reported major is marked inactive in the official program inventory.

Verify the program’s current status. If inactive, update to an active program or follow approved teach-out procedures.

Error Code 186: Suspended Program Code Used (Warning)

The program is suspended and may not be open for new students.

Confirm if student enrollment is part of an approved teach-out. If not, assign a different active program.

Error Code 195: Second Major Inactive (Fatal)

The second major is listed as inactive in the inventory.

Verify the student's enrollment. If the program is inactive, update to a current program or remove major_2.

Error Code 196: Second Major Restricted Enrollment (Critical)

The second major program has restricted status (SC3 or SC5) and may require special criteria.

Verify that the student meets the program's enrollment criteria or change to an unrestricted program.

Error Code 197: Invalid Reciprocity Major (Major 2) (Warning)

The second major is not valid under the reported reciprocity agreement.

Check if the major is approved for reciprocity with the selected state. Update the major or adjust residency as needed.

Error Code 232: Residency Code Not Required (Critical)

A residency code is reported for a student in sector 3, which does not require residency reporting.

Remove the residency code for private institutions (sector 3). Only sectors 1 and 2 should report residency.

Error Code 300: Invalid Gen Ed Certification Code (Fatal)

The Gen Ed certification code is invalid for a first-time transfer student.

Use only: 'A', 'B', 'C', or 'X'. Confirm the student’s transfer status and update gen_ed_cert_code accordingly.

Error Code 301: No Gen Ed Category Certification (Fatal)

Student is marked as Gen Ed certified ('C') but has no certified categories marked 'Y'.

If the student is certified, at least one of the five Gen Ed categories must be marked 'Y'. Update the category fields as appropriate.

Error Code 302: Invalid Communications Code (Fatal)

The communications category is not marked 'Y' or 'N' while gen_ed_cert_code = 'C'.

Update the communications field to 'Y' or 'N' to reflect category certification status.

Error Code 303: Invalid Humanities Code (Fatal)

Humanities field is not 'Y' or 'N' when Gen Ed cert is 'C'.

Update the humanities field to a valid value: 'Y' or 'N'.

Error Code 304: Invalid Quantitative Reasoning Code (Fatal)

Quantitative reasoning field is not 'Y' or 'N' when Gen Ed cert is 'C'.

Correct the quantitative_reasoning field to be either 'Y' or 'N'.

Error Code 305: Invalid Natural Science Code (Fatal)

Natural science field is not 'Y' or 'N' when Gen Ed cert is 'C'.

Set the natural_science field to a valid value: 'Y' or 'N'.

Error Code 306: Invalid Social and Behavioral Sciences Code (Fatal)

Social and Behavioral Sciences field is not 'Y' or 'N' when Gen Ed cert is 'C'.

Enter 'Y' or 'N' in the social_behavioral_sciences field. Blank or other values are not allowed.

Error Code 001: Full/Part-Time Status Error

Student’s full/part-time status does not match their credit hours or major requirements.

Confirm the classification and compare it to reported credit hours (t1hrs) and declared major. Update full_part to reflect accurate enrollment status.

Error Code 002: Credit Hours Unequal

Reported credit hours (t1hrs) do not match calculated course hours (non_aud).

Review both sets of hours for accuracy. Update either value to reflect the correct credit load.

Error Code 003: Missing Type 1 Record

A course listed in the Type 2 file does not have a matching student record in the Type 1 file.

Match Type 2 enrollments with student records in Type 1. Add any missing student entries and resubmit.

Error Code 003: Missing Type 1 Record (KCTCS)

Same as above but specific to KCTCS institutions.

Reconcile Type 2 and Type 1 submissions for KCTCS. Correct any gaps in the student-course linkage.

Error Code 005: HS Student Not in Dual Credit Class (KCTCS)

A high school student reported in Type 1 is not enrolled in any dual credit class in Type 2 for KCTCS.

Review the student's course assignments. Ensure appropriate dual credit enrollment is reflected in Type 2.

Error Code 005: HS Student Not in Dual Credit Class (Non-KCTCS)

Same as above but for non-KCTCS institutions.

Confirm whether dual credit class participation is expected and update Type 2 accordingly.

Error Code 006: Residency or Course Prefix Invalid (KCTCS)

The residency status or course prefix in Type 2 is invalid for a KCTCS student.

Review both residency and course prefix fields. Validate against KCTCS rules and lookup tables. Correct any issues before resubmitting.

Error Code 006 (Non-KCTCS): Residency or Course Prefix Invalid

The student’s residency code or course prefix is invalid in the Type 2 submission for a non-KCTCS institution.

Check residency and course prefix values. Ensure both fields meet requirements for non-KCTCS institutions. Correct any invalid codes.

Error Code 006 (KCTCS): Residency or Course Prefix Invalid

The student’s residency or course prefix is invalid in the Type 2 submission for a KCTCS institution.

Review values for residency and prefix. Ensure compliance with KCTCS standards.

Error Code 007 (KCTCS): Residency Status = 'E' or Course Prefix = 'IES'/'NES'

KCTCS student reported with invalid residency 'E' or disallowed course prefix 'IES' or 'NES'.

Replace invalid residency or prefix values. Use only approved values per the course and student type.

Error Code 007 (Non-KCTCS): Residency Status = 'E' or Course Prefix = 'IES'/'NES'

Non-KCTCS student reported with invalid residency 'E' or disallowed course prefix 'IES' or 'NES'.

Confirm if the prefix and residency code are permitted for non-KCTCS institutions. Correct and resubmit.

Error Code 008 (KCTCS): Auditor in Non-Audit Course

A KCTCS student classified as an auditor is enrolled in a non-audit course.

Verify the course setup. Auditors should only be placed in designated audit courses.

Error Code 003: Missing SSN (Fatal)

The SSN field is blank for a student enrolled in a course.

Ensure every student has a valid SSN recorded. Update missing values before resubmitting.

Error Code 004: Missing Institutional ID (Fatal)

The siid field is blank or null in a course enrollment record.

Enter a valid Institutional ID for each course submission. This field is required.

Error Code 005: Institutional ID Not Left Justified (Critical)

The Institutional ID (siid) begins with a space, indicating formatting issues.

Remove leading spaces. Confirm the ID is properly left-justified.

Error Code 006: Duplicate Entries (Critical)

A student is enrolled more than once in the same course section.

Identify and remove duplicate enrollment records for the same student/section.

Error Code 007: Duplicate CRN (Critical)

Multiple courses are reported using the same Course Reference Number (CRN).

CRNs must be unique. Update the course record to use a unique identifier.

Error Code 008: Course Prefix Missing (Fatal)

A course record is missing a required course prefix.

Enter a valid course prefix (crse_prefix) in each record. Check for null or blank entries.

Error Code 009: Course Prefix Not Left Justified (Critical)

The course prefix (crse_prefix) contains a leading space.

Remove any leading whitespace to ensure proper formatting.

Error Code 110: Invalid IES/NES Course Number (Fatal)

An IES or NES course is reported without the required course number.

Use 333 for sector 1 institutions and 235 for sector 2. Adjust and resubmit.

Error Code 111: NES Section Invalid – Must Be Non-KY State (Critical)

NES course uses an invalid state code (e.g., KY = 21).

Update the section’s state code to a valid non-Kentucky U.S. state. Confirm compliance with NES requirements.

Error Code 112: IES Section Invalid – Must Be Non-US Country (Fatal)

This fatal error occurs when an IES course section code does not represent a non-U.S. country. IES courses must be associated with an international location.

Use valid international code between 'AA' and 'ZZ' in the section field.

Error Code 014: Missing Course Hours (Fatal)

The crse_hours field is blank or NULL.

Ensure course hours are reported for all course records.

Error Code 015: Course Hours Not Numeric (Fatal)

The crse_hours field contains non-numeric characters.

Correct the value to a valid numeric format (e.g., '0030').

Error Code 017: Course Hours Seem Low (Warning)

The reported course hours appear unusually low.

Verify course hours are accurate. Confirm if low hours are expected (e.g., seminar or lab).

Error Code 018: Course Hours Seem High (Warning)

The reported course hours are unusually high.

Confirm if this is accurate. If not, correct data entry.

Error Code 019: Invalid Audit Code (Critical)

The audit field has an invalid value.

Acceptable values are only 'Y' or 'N'. Update and resubmit.

Error Code 020: Missing Institutional Course Ref Number (Critical)

The cid field is blank for sector 1 or 2 institutions.

Provide a valid cid (course reference number). Required for sectors 1 and 2.

Error Code 021: CID Not Left Justified (Critical)

The cid field begins with a space.

Remove leading spaces to ensure the field is left-justified.

Error Code 022: Invalid Dual Credit Value (Critical)

The dual_credit field contains a value other than 'Y' or 'N'.

Update to either 'Y' (Yes) or 'N' (No). No other values allowed.

Error Code 001: Headcount Mismatch

The headcount in Type 2 does not match the headcount in Type 3 records.

Compare enrollment totals between Type 2 and Type 3. Update records to ensure consistency.

Error Code 002: Course Hours Mismatch (Min Hours)

Course hours are below the required minimum for the course.

Verify the course’s minimum hour requirement and adjust accordingly.

Error Code 002: Course Hours Mismatch (Range)

Course hours fall outside the valid min–max range.

Review the course's valid range and ensure the reported hours are within that range.

Error Code 003: Missing Type 2 Record (Non-KCTCS)

A required Type 2 record is missing for a non-KCTCS institution.

Add the missing Type 2 record for all enrolled students and course sections.

Error Code 003: Missing Type 2 Record (KCTCS)

A required Type 2 record is missing for a KCTCS institution.

Ensure every course enrollment for KCTCS institutions has a matching Type 2 record.

Error Code 004: Missing Type 3 Record (KCTCS)

A required Type 3 course section record is missing for a KCTCS institution.

Ensure each reported course section also has a corresponding Type 3 record.

Error Code 004: Missing Type 3 Record (Non-KCTCS)

A required Type 3 course section record is missing for a non-KCTCS institution.

Ensure each reported course section also has a corresponding Type 3 record.

Error Code 005: Dual Credit Mismatch

A student marked as a dual credit student is not linked to a dual credit course section.

Confirm that all students flagged as dual credit are enrolled in appropriate dual credit classes. Update assignments as needed.

Error Code 006: Course Reference Number Mismatch

The Course Reference Number (CRN) differs between Type 2 and Type 3 records for the same section.

Check that CRNs align across both submission types. Ensure consistency in course section reporting.

Error Code 001: Invalid FICE (Fatal)

The institution’s FICE code is not recognized in the system.

Confirm the FICE code is valid and approved. Correct and resubmit the record.

Error Code 002: Invalid Collection Period (Fatal)

The semester code does not match the expected term for the reporting cycle.

Use the appropriate semester code for the active collection period.

Error Code 003: Duplicate CRN (Fatal)

The same Course Reference Number (CRN) is used across multiple records.

Assign a unique CRN for each course section.

Error Code 004: Duplicate Entries (Warning)

A class appears more than once with identical identifiers.

Remove any duplicated class records before submission.

Error Code 006: CRN Missing (Critical)

The Course Reference Number (CRN) field is blank.

Provide a valid CRN for every course section.

Error Code 007: CRN Not Left-Justified (Fatal)

The CRN begins with a space.

Remove leading spaces and ensure proper formatting of CRN values.

Error Code 008: Course Prefix Missing (Fatal)

The course prefix is blank or NULL.

Enter a valid course prefix for each class.

Error Code 010: Course Number Missing (Fatal)

The course number field is blank or NULL.

Enter a valid course number for each class record.

Error Code 012: Section Missing (Fatal)

The section field is blank or NULL.

Ensure every class has a section identifier.

Error Code 014: Minimum Hours Missing (Critical)

The minimum hours field is blank.

Enter the minimum instructional hours required for the class.

Error Code 015: Min Hours Not Right-Justified (Critical)

Minimum hours field ends in a space, indicating improper formatting.

Remove trailing spaces and ensure values are properly right-justified.

Error Code 016: Minimum Hours Less Than 1 (Critical)

The reported minimum hours for a course are less than 1, which is not valid.

Review the min_hours field and correct if it was entered in error.

Error Code 017: Minimum Hours Too High (Warning)

Minimum credit hours are greater than 1400, which may signal a data entry error.

Confirm whether the reported min_hours is accurate; adjust if incorrect.

Error Code 018: Max Hours Not Numeric (Critical)

The max_hours field contains non-numeric characters.

Ensure that only numeric values are used in max_hours.

Error Code 019: Max Hours Not Right Justified (Critical)

The max_hours field begins with a space or is improperly aligned.

Remove any leading spaces. Ensure the value is properly right-justified.

Error Code 020: Max Hours Less Than Min Hours (Critical)

The maximum hours are reported as less than the minimum hours.

Adjust max_hours to be equal to or greater than min_hours.

Error Code 021: Max Hours Too Low (Critical)

The max_hours field is less than 1, which is not allowed.

Review and correct max_hours to a valid positive value.

Error Code 022: Max Hours Too High (Warning)

The max_hours is greater than 150, which may be unusually high.

Verify that this is accurate. If not, update to a realistic course value.

Error Code 024: Dual Credit Invalid (Critical)

The Dual Credit field contains a value other than 'Y' or 'N'.

Acceptable values are only 'Y' or 'N'. Correct the field as needed.

Error Code 025: High School Teacher Invalid (Critical)

The hs_teach field contains a value other than 'Y' or 'N'.

Update the hs_teach field to either 'Y' (Yes) or 'N' (No). No other values are accepted.

Error Code 026: High School Teacher Without Dual Credit (Critical)

hs_teach is 'Y', but dual_credit is not 'Y'. This is an invalid combination.

If the class is taught by a high school teacher (hs_teach = 'Y'), dual_credit must also be 'Y'. Update accordingly.

Error Code 027: On/Off Campus Invalid (Critical)

The on_off_campus field contains a value not among accepted codes.

Valid values are: '1' (On-campus), '2' (Off-campus), or '3' (Hybrid). Update to a valid code.

Error Code 028: No Students Enrolled (Critical)

The number_students field is blank, missing, or reported as zero.

Enter a valid number between 1 and 999. Every class must have at least one student.

Error Code 029: Distance Learning Provider Invalid (Critical)

The dl_provider field contains an invalid value.

Acceptable values are: 'I' (Institution), 'K' (KYVC), 'O' (Other), or 'N' (None). Update to one of these.

Error Code 030: Distance Learning Mode Invalid (Critical)

The dl_mode_delivery field contains a value not in the accepted list.

Valid codes include: 'B', 'C', 'D', 'E', 'G', 'H', or a blank space (' '). Update to a valid code.

Error Code 031: Distance Learning Mode Conflicting (Critical)

The values in dl_mode_delivery and dl_provider conflict based on validation logic.

Check the combination logic. Ensure dl_provider and dl_mode_delivery follow approved pairing rules.

Error Code 032: Distance Learning Mode Mismatch w/ Location (Critical)

Online class (on_off_campus = '3') has an invalid Distance Learning Mode of Delivery.

For on_off_campus = '3', ensure dl_mode_delivery is one of: 'B', 'C', 'D', 'E', 'G', or 'H'.

Error Code 033: Distance Learning Provider Mismatch w/ Location (Critical)

Online class (on_off_campus = '3') has an invalid Distance Learning Provider.

For on_off_campus = '3', dl_provider must be one of: 'I' (Institution), 'K' (KYVC), or 'O' (Other).

Error Code 034: Course Level Invalid (Critical)

The course level is not valid based on the prefix used.

If prefix is not IES/NES/UNIV, then level must be in ('01','02','07','08'). Otherwise, it must be '00'.

Error Code 035: Course Number Invalid (Critical)

The course number for an IES or NES course does not match required values by sector.

For sector 1, course number must be '333'. For sector 2, it must be '233'.

Error Code 036: NES Section Invalid (Critical)

NES course section uses a value outside the valid range.

NES sections must be between '01'–'20' or '22'–'56'.

Error Code 037: IES Section Invalid (Critical)

IES course section does not end with a valid country code.

IES section must end in a valid two-letter international code (AA–ZZ).

Error Code 038: NES Section Exception (Critical)

NES course uses a prohibited section code.

NES section must not end in '21', '89', or '99'. Correct to an allowed value.

Error Code 039: Regional Center Invalid (Critical)

Regional center code is not one of the accepted values.

Must be blank or one of the following: '21', '22', '23', '24', '25', '26', or '27'.

Error Code 040: Off-Campus Site Invalid (Critical)

An off-campus site code is populated when the class is not designated as off-campus.

For on_off_campus = '1' (on-campus) or '3' (distance), off_campus_site must be blank.

Error Code 041: Off-Campus Site Invalid (Critical)

The off-campus site code does not match a valid value for the institution.

Ensure the site code matches an approved entry for the institution.

Error Code 042: Invalid Remedial Code (Fatal)

The remedial_code field contains a value outside the accepted list.

Valid values are: ' ', '0', '1', '2', '3', '4'. Update the field accordingly.

Error Code 043: Supplemental Code Invalid (Fatal)

The supplemental_course field contains an unrecognized value.

Ensure the value is one of: ' ', '0'–'9'. Only these codes are accepted.

Error Code 044: KET Field Invalid (Critical)

The ket field is populated but should be blank.

Leave the ket field blank for all records. Investigate why it was filled.

Error Code 045: KYVC Code Invalid (Critical)

The kyvu field contains a value other than 'Y' or 'N'.

Acceptable values are 'Y' (Yes) or 'N' (No). Update any invalid entries.

Error Code 046: CRN is Missing (Warning)

The Course Reference Number (cid) is blank for a sector 1 or 2 institution.

Ensure all courses have a valid CRN (cid) if in sector 1 or 2.

Error Code 047: CRN Not Left Justified (Critical)

The Course Reference Number (cid) starts with a space.

Remove any leading spaces to ensure proper left-justification of CRN.

Error Code 048: Section Duplicated with CRN (Warning)

The same course section appears with multiple CRNs.

Verify that each section is only associated with one CRN. Resolve duplication issues.

Error Code 049: Duplicate CRN (Warning)

The same Course Reference Number (cid) is used across multiple course sections at the institution level.

Ensure each cid is uniquely assigned per course section. Check for duplicates.

Error Code 050: Invalid CIP Code (Fatal)

The CIP code is outside the valid range (01–60) for sector 1 or 2 institutions.

·        Confirm that CIP code is between '01' and '60'.

Exception: UK (FICE 00198900) or prefix 'CONS' may use alternate rules.

Error Code 051: Missing CIP Code (Fatal)

The CIP code field is blank or NULL.

Provide a valid CIP code for every course.

Error Code 052: CIP = 32 Requires Additional Codes (Fatal)

Courses with CIP '32' are missing required additional coding.

Enter either a remedial_code or supplemental_course value. At least one must be populated.

Error Code 053: Missing Course Title (Fatal)

The course title field is blank or missing.

Add a valid course title for each course.

Error Code 054: Course Title Not Left Justified (Fatal)

The course title starts with a space, indicating incorrect formatting.

Remove any leading spaces from the course title field.

Error Code 056: Invalid Gen Ed Course Code 1 (Fatal)

General Education Course Code 1 is not on the approved list.

Use only valid general education codes or leave the field blank.

Error Code 057: Upper Division Gen Ed Warning (Code 1) (Warning)

Upper division course (level > '01') has Gen Ed Code 1 populated, which may not apply.

Verify whether the general education classification is appropriate for the course.

Error Code 058: Invalid Gen Ed Course Code 2 (Fatal)

General Education Course Code 2 is not on the approved list.

Use only valid general education codes or leave the field blank.

Error Code 059: Upper Division Gen Ed Warning (Code 2) (Warning)

Upper division course (level > '01') has Gen Ed Code 2 populated, which may not apply.

Confirm whether Gen Ed Code 2 is appropriate based on the course level.

Error Code 060: Previous Course Prefix or Number Missing (Critical)

Only one of the two fields (previous_course_prefix or previous_course_number) is populated.

Both fields must either be filled or both left blank. Adjust the record accordingly.

Error Code 061: Invalid Faculty Employment Status (Warning)

Faculty employment status is missing or has an invalid value.

Valid values are: 'FT' (Full-Time), 'PT' (Part-Time), or 'GS' (Graduate Student). Correct as needed.

Error Code 062: Invalid Faculty Tenure Status (Warning)

Faculty tenure status is missing or not one of the accepted values.

Update to one of: 'T' (Tenured), 'TT' (Tenure Track), or 'NT' (Not Tenure Track).

Error Code 063: Invalid Faculty Title (Warning)

Faculty title does not match any value in the official lookup table.

Check against the valid faculty titles and update to a recognized value.

Error Code 002: Invalid Degree Year (Critical)

The date_conf field does not align with the submission term (sem).

Confirm that the year (positions 1–4) and term code (position 5) in date_conf match the value in sem.

Error Code 003: Invalid Term (Critical)

The 5th digit in date_conf is not a valid term code.

Acceptable values are: '1' (Spring), '2' (Summer), or '3' (Fall). Update the term digit accordingly.

Error Code 004: Non-conforming SSN – Validate (Critical)

SSN format does not comply with federal rules.

Verify that the SSN does not begin with 000, 666, or 900–999 and does not contain all-zero segments. If unavailable, use a valid institutional ID instead.

Error Code 005: SSN Missing (Fatal)

The SSN field is blank or null.

Provide a valid SSN. If the student does not have one (e.g., international), use a valid institutional ID (inst_id).

Error Code 006: Institutional ID Not Left Justified (Fatal)

The inst_id begins with a space, indicating formatting issues.

Remove any leading spaces from the institutional ID.

Error Code 007: Name Missing (Fatal)

One or both of the name fields (first_name, last_name) are blank.

Ensure that both fields are populated with valid names.

Error Code 008: Name Not Left Justified (Fatal)

first_name or last_name starts with a space.

Remove any leading spaces from both name fields to ensure proper formatting.

Error Code 009: Verify Middle Name (Fatal)

The middle_name field contains invalid characters.

Only allow letters, spaces, periods, hyphens, or apostrophes. Remove any numbers or other special characters.

Error Code 010: Middle Name Not Left Justified (Fatal)

middle_name starts with a space, indicating improper formatting.

Remove any leading space to left-justify the middle name field.

Error Code 011: Verify Name Suffix (Warning)

The name suffix field contains an unapproved value.

Acceptable suffixes include: Sr, Jr, II, III, IV, etc. Correct typos or replace with a valid suffix.

Error Code 012: Name Suffix Not Left Justified (Fatal)

name_suffix starts with a leading space.

Remove any leading spaces from the suffix to ensure proper left justification.

Error Code 013: Verify Birthdate (Critical)

Calculated age based on birthdate falls outside expected range (18–85).

Ensure the birth year is accurate. Confirm that age is between 18 and 85.

Error Code 014: Verify Gender (Critical)

Gender field is missing or contains an invalid value.

Valid gender codes are: 'M' (Male) and 'F' (Female). Correct invalid or blank entries.

Error Code 015: Verify Race (Fatal)

Race field contains an invalid value or is blank.

Use only race codes between 1 and 9. Check for typos or missing values.

Error Code 016: Invalid Race (Hispanic) (Critical)

Race = 5 (Hispanic) but hispanic flag is not 'Y'.

If race is 5, the hispanic field must be 'Y'. Update the flag to match.

Error Code 017: Invalid Race (American Indian) (Critical)

Race = 3 but am_indian flag is not marked 'Y'.

If race is 3, ensure am_indian = 'Y'.

Error Code 018: Invalid Race (Asian) (Critical)

Race = 4 but asian flag is not marked 'Y'.

If race is 4, ensure asian = 'Y'.

Error Code 019: Invalid Race (Black) (Critical)

Race = 2 but black flag is not marked 'Y'.

If race is 2, ensure black = 'Y'.

Error Code 020: Invalid Race (Hawaiian) (Critical)

Race code is 9 (Hawaiian), but hawaiian flag is not marked 'Y'.

If race = 9, ensure hawaiian = 'Y'. Correct the mismatch.

Error Code 021: Invalid Race (White) (Critical)

Race code is 6 (White), but white flag is not marked 'Y'.

If race = 6, then white must be 'Y'. Review and correct as needed.

Error Code 022: Invalid Race (Nonresident) (Critical)

Race = 1 (Nonresident Alien), but nonresident flag is not 'Y'.

If race = 1, ensure nonresident = 'Y'.

Error Code 023: Invalid Race (Race Unknown) (Critical)

Race code is 7 (Unknown), but race_unknown flag is not 'Y'.

If race = 7, update race_unknown to 'Y'.

Error Code 024: Missing Race Description (Critical)

Race = 8 (Two or more races), but fewer than two race flags are 'Y'.

At least two of the individual race flags (e.g., white, black) must be marked 'Y' when race = 8.

Error Code 025: Only One Race Selected (Critical)

Race = 8, but only one race indicator field is marked 'Y'.

If only one race applies, change race to that specific value (1–7).

Error Code 026: Multiple Race Not Valid for Hispanic (Critical)

Race = 8 and hispanic = 'Y', which is not a valid combination.

Do not use race = 8 with hispanic = 'Y'. Recode using a single race category.

Error Code 027: Invalid Residency Code (Sector 1 & 2) (Fatal)

Student has a residency code outside A–F at a Sector 1 or 2 institution.

Residency code must be one of: A, B, C, D, E, or F. Verify and correct.

Error Code 028: Invalid Residency Code (Sector 3) (Fatal)

Sector 3 (private) students should not have a residency code populated.

Leave residency_code blank for Sector 3 students. Remove any value present.

Error Code 029: Residency 'F' Not Allowed for This Institution (Fatal)

Residency code 'F' was used at a non-UK or non-UL institution.

Only use residency = 'F' for FICE 00198900 (UK) or 00199900 (UL). All others must use valid codes A–E or leave blank.

Error Code 030: Multiple States Code Invalid (Fatal)

origin_state is reported as '99', which is not valid.

Update origin_state with a valid U.S. state or country code. Do not use '99' as a placeholder.

Error Code 031: Origin State Must Be Valid (Fatal)

origin_state does not exist in the official table 4 reference.

Verify that origin_state exists in edits. Table 4. Correct any invalid or outdated code.

Error Code 032: Invalid County Code for Kentucky (Fatal)

Student with origin_state = '21' (Kentucky) has a blank, '000', or invalid county code.

Replace null, blank, or '000' values with a valid county code for Kentucky.

Error Code 033: Origin County Invalid (Fatal)

origin_county does not match a valid entry in table 5.

Check the county code against edits. Table 5. Correct any mismatched or invalid entries.

Error Code 034: Invalid Reciprocity State (Fatal)

recip_state is invalid or not approved for the reporting institution.

Confirm that recip_state is valid for the fice in edits. Table 5.. Special checks apply for UL with majors starting in '14'.

Error Code 036: Invalid Reciprocity State for Non-B Residents (Critical)

recip_state is provided but student is not marked as reciprocity eligible (residency ≠ 'B').

If residency is not 'B', clear the recip_state field.

Error Code 038: Invalid Reciprocity County (B Residents) (Critical)

recip_county does not match a valid combination for students with residency = 'B'.

Confirm that recip_state and recip_county are a valid pair in edits. Table 5. for the institution’s FICE.

Error Code 039: Invalid Reciprocity County (Non-B Residents) (Critical)

recip_county is populated, but the student is not marked as reciprocity eligible (residency ≠ 'B').

Clear the recip_county field. Only students with residency = 'B' should have a county listed.

Error Code 040: Invalid Degree Level (Fatal)

level_degree contains a value not found in the approved list of degree levels.

Check level_degree against approved codes (e.g., A, B, M, D, CA, CB, etc.). Correct as needed.

Error Code 041: Invalid Degree Level for Institution (Fatal)

Degree level 'D' (Doctoral) reported for an institution not approved to confer doctoral degrees.

Verify if the reporting institution is authorized to issue doctoral degrees. If not, update level_degree accordingly.

Error Code 042: Degree Conferred Missing (Fatal)

degree_conferred is blank or null.

Confirm the degree was awarded. If so, enter the correct degree_conferred code.

Error Code 043: First Major Program Invalid (Critical)

major_1 is missing or has a placeholder value.

Confirm the student’s primary program and enter the correct major_1 code.

Error Code 044: Second Major Program Invalid (Critical)

major_2 is blank or contains a placeholder when a second major is expected.

If a second major applies, update major_2 with a valid program code.

Error Code 045: First Major Not Listed in Table 17 (Critical)

major_1 is not listed as a valid program in Table 17 for the institution.

Check major_1 against Table 17. Update to a valid code if necessary.

Error Code 046: Second Major Not Listed in Table 17 (Critical)

major_2 is not recognized in Table 17 for the institution.

Verify major_2 exists in Table 17. If not valid, update or remove the second major.

Error Code 047: Second Major Same as First (Critical)

major_2 is the same as major_1, which is not allowed.

Ensure student has two distinct majors. If not, leave major_2 blank.

Error Code 048: Invalid Multi Institution Code (Fatal)

multi_inst_1 contains an invalid value.

Valid values are blank or 'X'. Correct any other entry.

Error Code 049: Invalid Project Graduate Code (Fatal)

project_graduate contains a value other than 'Y', 'N', or blank.

Check for nulls or invalid characters. Use 'Y', 'N', or leave blank if not applicable.

Error Code 050: Missing Earned Hours (Critical)

earned_hours is missing when required based on program.

Confirm earned_hours is reported for all applicable degree levels.

Error Code 051: Invalid Earned Hours (Fatal)

earned_hours contains an invalid value or format.

Use one of: 'TAD', 'TBD', blank, or a valid 3-digit number (e.g., '042').

Error Code 052: Earned Hours Not Left-Justified (Fatal)

Third character in earned_hours is a space, indicating misalignment.

Remove embedded/trailing spaces. Ensure the field is properly left-justified.

Error Code 053: Earned Hours Not Zero-Filled (Fatal)

earned_hours is not zero-filled to 3 digits.

Format numeric values as zero-filled 3-digit numbers (e.g., '005', not '5').

Error Code 054: Earned Hours Appear High (Critical)

Reported hours exceed expected values for the degree level (e.g., > 275).

Confirm with institution if value is correct. Adjust if it’s a data entry error.

Error Code 055: Duplicate Degrees (Critical)

Multiple records exist for the same student with the same level_degree and major_1.

Review for true duplication. If duplicate, delete one; if distinct, clarify fields.

Error Code 056: Degree/First Major Not Active on Inventory (Critical)

Combination of degree and major_1 is inactive in the inventory.

Check program inventory status. If inactive, update or remove the record as needed.

Error Code 057: Degree/Second Major Not Active on Inventory (Critical)

The second major (major_2) is inactive in the program inventory for the selected degree.

Review degree_conferred and major_2. If inactive, replace with a valid program or remove the second major.

Error Code 058: Invalid Degree for First Major (Critical)

The degree_conferred does not match what is allowed for major_1 in the inventory.

Confirm the degree is valid for major_1 in the inventory. Update the degree or major as necessary.

Error Code 059: Invalid Degree for Second Major (Critical)

The degree_conferred is not an approved match for major_2 in the program inventory.

Ensure major_2 supports the awarded degree. Update to a valid combination or remove the second major.

Error Code 060: Not Previously Enrolled (Critical)

·                  Student’s SSN and inst_id do not appear in recent enrollment or Type 1 files.

Confirm the student was enrolled previously. If not, check if the record should be included in the degree file.

Error Code 061: Two Inst_ID for One Student (Critical)

·                  A single SSN is linked to more than one inst_id in historical enrollment data.

Investigate the discrepancy. Determine the correct inst_id for the student and correct the conflicting record.

Error Code 062: Two SSNs for One Student (Critical)

·                  A single inst_id is associated with multiple SSNs, indicating conflicting identity data.

Investigate and confirm the valid SSN for the student. Update institutional records and correct the submission.

Error Code 064: Invalid Tuition Waiver Code – Adopted/Foster (Critical)

·                  Tuition_Waiver field contains a value other than 'Y' or 'N' for sectors 1 or 2.

Correct the value to 'Y' (Yes) or 'N' (No). Remove any invalid characters or blanks.

Error Code 065: Military Relationship Invalid (Critical)

·                  Military_Relationship field contains an unapproved value.

Use only the valid codes: 'A' (Active), 'V' (Veteran), 'R' (Reserves), or blank. Correct any other values.

Error Code 066: First Major Program ID Invalid – KCTCS Only (Critical)

First_Major_ProgramID does not exist in PI.Master for the given KCTCS institution.

Verify the program ID is valid for the institution's FICE and exists in PI.Master. Correct if incorrect or missing.

Error Code 067: Second Major Program ID Invalid (Critical)

Second_Major_ProgramID is missing or does not match the PI.Master inventory.

Ensure the field is populated (if applicable) and that the program ID exists in PI.Master. Correct as needed.

Error Code 001: SSN Not Found in Type 1 (Critical)

The SSN reported in the Type A file does not match any enrollment record in the Type 1 file for the same term and institution.

Verify that the SSN is correct in the Type A file. Ensure a matching Type 1 enrollment record exists. Add or correct the SSN as needed.

Error Code 002: Invalid Cost of Attendance (Fatal)

Cost of Attendance value is missing, non-numeric, or exceeds the valid range.

Ensure the field contains a numeric value between 0 and 99,999. Remove any commas, dollar signs, or non-numeric characters.

Error Code 007: Invalid Dependency Status (Fatal)

The dependency status code is not in the list of accepted values.

Acceptable codes are: blank (' '), 'D', 'I', 'X', or 'Y'. Correct invalid entries before resubmission.

Error Code 008: Invalid Student Marital Status (Fatal)

Marital status value is missing or not among the accepted codes.

Use valid codes: '1' (Single), '2' (Married), '3' (Separated), '4' (Divorced), or blank. Review and update the record as needed.

Error Code 009: Invalid Citizenship Status (Fatal)

Citizenship status code is not among accepted standard codes.

Confirm the value matches accepted codes like 'US', 'PR', 'NR', etc., based on the data dictionary. Correct and resubmit the field.

Error Code 010: Invalid Grade Level in College (Fatal)

·                  Grade level is missing or contains a value outside the accepted 0–5 scale.

Ensure the grade level is reported as one of: '0', '1', '2', '3', '4', '5', or blank (' '). Correct invalid entries.

Error Code 013: Invalid Children Flag (Fatal)

The value reported for dependents who are children is invalid or missing.

Acceptable values: '1' (Yes), '2' (No), or blank. Remove any placeholder or non-standard values.

Error Code 014: Invalid Other Dependents Flag (Fatal)

The "other dependents" field contains a value not in the accepted set.

Must be '1' (Yes), '2' (No), or blank. Update invalid codes before resubmitting.

Error Code 015: Invalid Pell Grant Amount (Fatal)

Pell Grant amount is outside valid numeric range or includes non-numeric characters.

Use a whole number between 0 and 99,999. Do not include commas, decimals, or dollar signs. Leave blank if no Pell awarded.

Error Code 016: Invalid Subsidized Stafford Loan (Fatal)

Subsidized loan value is non-numeric or outside the accepted range.

Enter a whole number between 0 and 99,999 or leave blank if not applicable. Remove formatting characters.

Error Code 017: Invalid Unsubsidized Stafford Loan (Fatal)

Unsubsidized loan value is improperly formatted or exceeds limits.

Use a whole number between 0 and 99,999 or leave blank if not applicable. Ensure the value is numeric only.

Error Code 018: Invalid PLUS Parent Loans (Fatal)

The reported amount for Parent PLUS loans is not numeric or exceeds the accepted range.

Enter a numeric whole number between 0–99,999, or leave blank if not applicable. Remove commas, symbols, or letters.

Error Code 019: Invalid Perkins Loans (Fatal)

The reported Perkins Loan value is non-numeric or not within the valid range.

Ensure the value is a whole number between 0–99,999 or blank. Do not include formatting characters.

Error Code 020: Invalid Federal SEOG Grants (Fatal)

The Federal SEOG Grant amount is either missing, non-numeric, or exceeds allowed values.

Report a whole number from 0–99,999, or leave blank if no award was given. Check for data entry errors.

Error Code 021: Invalid Federal Work Study (Fatal)

The Federal Work Study amount is non-numeric or outside the allowed range.

Use a whole number between 0–99,999 or leave blank. Avoid symbols, placeholders, or text.

Error Code 022: Invalid Robert Byrd Scholarship (Fatal)

Robert Byrd Honors Scholarship amount is improperly formatted or outside acceptable values.

Use only whole numbers between 0–99,999. Blank is acceptable if not awarded.

Error Code 023: Invalid Federal Health Professions Loans (Fatal)

Loan amount for Federal Health Professions is invalid or misformatted.

Must be numeric, between 0–99,999, or blank. Remove non-numeric characters.

Error Code 024: Invalid Disadvantaged Student Scholarship (Health) (Fatal)

The amount reported for the Federal Disadvantaged Student Scholarship (Health) is not valid.

Enter a whole number between 0–99,999, or leave blank. Check for formatting errors.

Error Code 025: Invalid National SMART Grant (Fatal)

The reported National SMART Grant value is not a valid whole number within range.

Report a whole number from 0–99,999, or leave blank if not awarded.

Error Code 026: Invalid Federal Academic Competitiveness Grant (Fatal)

ACG amount is not numeric or exceeds allowed range.

Enter a valid numeric value between 0–99,999, or leave blank.

Error Code 027: Invalid College Access Program Grant (Fatal)

CAP Grant amount is non-numeric or outside 0–99,999 range.

Ensure the value is numeric, whole, and within range. Leave blank if not applicable.

Error Code 028: Invalid KEES (Fatal)

KEES amount contains invalid characters or exceeds five digits.

Enter a numeric value up to 99,999, or leave blank.

Error Code 029: Invalid Kentucky Tuition Grants (Fatal)

Tuition grant amount is improperly formatted or not numeric.

Enter a valid 5-digit integer or leave blank.

Error Code 030: Invalid Kentucky Teacher Awards (Fatal)

Teacher award amount is not numeric or exceeds maximum allowed value.

Report a whole number from 0–99,999, or leave blank. Correct any formatting issues.

Error Code 031:

Invalid Early Childhood Development Scholarship
(Fatal)

This error checks that the Early Childhood Development Scholarship amount is numeric and within the accepted range.

Value must be a number between 0 and 99999 or blank. Correct if outside range.

Error Code 032:

Invalid KY National Guard Tuition Program
(Fatal)

This error verifies that the KY National Guard Tuition award amount is numeric and properly formatted.

Review for accurate numeric amount or blank entry.

Error Code 033:

Invalid Kentucky Minority Educator Scholarship
(Fatal)

This error checks that the Kentucky Minority Educator Scholarship amount is numeric and falls within the allowable range.

Ensure value is a valid number (0–99999) or blank.

Error Code 034:

Invalid KHEAA Work Study
(Fatal)

This error ensures that the KHEAA Work Study award amount is numeric and within the acceptable range.

Value must be numeric, 0–99999 or left blank.

Error Code 035:

Invalid Other State Grants
(Fatal)

This error validates that the Other State Grant amount is numeric and within the required range.

Confirm numeric value is correct and falls within 0–99999, or blank.

Error Code 036:

Invalid Institutional Need-Based Grants
(Fatal)

This error checks that institutional need-based grants are properly reported as numeric values within the allowed range.

Update to valid numeric string (0–99999) or leave blank.

Error Code 037:

Invalid Institutional Need/Non-Need Grants
(Fatal)

This error verifies that combined institutional need/non-need grant amounts are numeric and within the valid range.

Value should be a 0–99999 number or blank.

Error Code 038:

Invalid Institutional Non-Need Grants
(Fatal)

This error confirms that institutional non-need-based grants are properly reported as valid numeric values.

Confirm number is valid (0–99999) or blank.

Error Code 039:

Invalid Institutional Need-Based Loans
(Fatal)

This error checks that institutional need-based loans are reported with valid numeric formatting and within the allowed range.

Value must be a number between 0–99999 or blank.

Error Code 040:

Invalid Institutional Need/Non-Need-Based Loans
(Fatal)

This error ensures that institutional loans covering both need-based and non-need-based aid are properly reported.

Confirm the loan amount is numeric and falls within 0–99999.

Error Code 041:

Invalid Institutional Non-Need-Based Loans
(Fatal)

This error validates that institutional non-need-based loan amounts are numeric and within the accepted range.

Check for blank or number between 0–99999.

Error Code 042:

Invalid Institutional Need-Based Work Study
(Fatal)

This error checks if the institutional need-based work study amount is numeric and falls within the valid range.

Value must be blank or numeric between 0–99999.

Error Code 043:

Invalid Institutional Need/Non-Need-Based Work
(Fatal)

This error ensures that combined institutional need-based and non-need-based work study amounts are valid.

Must be a valid numeric value or blank, in range 0–99999.

Error Code 044:

Invalid Institutional Non-Need-Based Work Study
(Fatal)

This error validates that institutional non-need-based work study amounts are numeric and properly formatted.

Value must be a number between 0–99999 or blank.

Error Code 045:

Invalid Third-Party Scholarship Amount
(Fatal)

This error ensures that reported amounts from third-party (external) scholarships are numeric and within the valid range.

Confirm value is numeric and within the range 0–99999.

Error Code 046:

Invalid Employer Paid Tuition
(Fatal)

This error checks that employer-paid tuition benefit amounts are valid numeric values within the allowable range.

If value is present, ensure it's between 0–99999.

Error Code 047:

Invalid Tuition Waivers/Discounts
(Fatal)

This error verifies that tuition waivers or discounts are reported as numeric values within the accepted range.

Must be a number between 0–99999 if not blank.

Error Code 048:

Invalid ROTC/Armed Forces Grants
(Fatal)

This error validates that reported ROTC or Armed Forces grants are properly formatted numeric values.

Must be numeric and in the range 0–99999 or left blank.

Error Code 049:

Invalid JTPA
(Fatal)

This error checks that Job Training Partnership Act (JTPA) awards are numeric and within the allowable range.

Ensure the value is numeric and between 0 and 99,999 or blank if not applicable.

Error Code 050:

Invalid BIA Grants
(Fatal)

This error verifies that Bureau of Indian Affairs (BIA) grant amounts are numeric and within the allowed range.

Review the amount reported. Use blank if no award was given.

Error Code 051:

Invalid Out-of-State Agency Grants
(Fatal)

This error checks that values from out-of-state agency grants are valid numeric amounts.

Confirm the value is numeric and fits the expected range.

Error Code 052:

Invalid Other Loans
(Fatal)

This error validates that Other Loan values are numeric and within the acceptable range.

Use only positive integer amounts or leave blank if none.

Error Code 053:

Invalid KAPT
(Fatal)

This error checks that Kentucky Affordable Prepaid Tuition (KAPT) amounts are properly reported.

Review reported amount, correct or leave blank if not applicable.

Error Code 054:

Invalid Veterans Benefits
(Fatal)

This error validates that Veterans Benefits amounts are numeric and fall within the accepted range.

Review and correct value. Use blank if not applicable.

Error Code 055:

Missing Last Name
(Fatal)

This error occurs when the student's last name field is blank.

Ensure a valid last name is provided for the student.

Error Code 056:

Missing First Name
(Fatal)

This error occurs when the student's first name field is blank.

Provide a valid first name.

Error Code 057:

Missing Middle Name
(Fatal)

This error occurs when the student's middle name field is blank.

Enter middle name if known; if none, use a placeholder or standard null value.

Error Code 058:

Invalid Name Suffix
(Fatal)

This error occurs when the student’s name suffix is not recognized as a valid option.

Use only valid suffixes such as Sr., Jr., II, III, etc.

Error Code 059:

Missing Middle Name
(Warning)

This error flags when the student's middle name field is blank.

Enter middle name if known; if none, use a placeholder or standard null value.

Error Code 060:

Invalid Name Suffix
(Warning)

This error flags that the student’s name suffix is not among recognized valid suffixes.

Use only valid suffixes such as Sr., Jr., II, III, etc.

Error Code 061:

Duplicate Records
(Warning)

This error occurs when more than one record is submitted for the same SSN at the same FICE code.

Review submission for duplicate records and remove any unintentional repeats.

Error Code 062:

Verify Pell Grant > $7395
(Warning)

This error flags when a student’s Pell Grant amount exceeds the maximum allowable award.

Confirm the Pell Grant value with financial aid records.

The federal Pell maximum should not exceed $7,395 for the award year.

Error Code 063:

Verify Federal SEOG > $4500
(Warning)

This error flags that a Federal Supplemental Educational Opportunity Grant (SEOG) amount exceeds the expected limit.

  Validate the SEOG award amount against financial aid records.

  Standard SEOG awards should not exceed $4,500.

Error Code 064:

Verify Perkins Loan > $12,500
(Warning)

This error occurs when a reported Perkins Loan amount exceeds the maximum limit for a student.

  Check student financial aid records for the total Perkins Loan amount.

  Ensure the amount does not exceed $12,500.

Error Code 065:

Verify Federal Academic Competitiveness > $1300
(Warning)

This error flags when the reported Federal Academic Competitiveness Grant amount exceeds the allowable maximum.

  Confirm eligibility and maximum award limits for the student.

  Update the Federal Academic Competitiveness Grant value if it exceeds $1,300.

Error Code 066:

Verify KEES > $5000
(Warning)

This error occurs when the reported Kentucky Educational Excellence Scholarship (KEES) award exceeds the allowed maximum.

  Confirm the student’s KEES eligibility and calculated award amount.

  Adjust if the award exceeds $5,000.

Error Code 067:

Verify KY Tuition Grant > $2920
(Warning)

This error flags when a Kentucky Tuition Grant amount exceeds the current program limits.

Review Kentucky Tuition Grant awards against the $2,920 limit.

Error Code 068:

Verify Early Childhood Development Scholarship > $1800
(Warning)

This error occurs when the Early Childhood Development Scholarship award exceeds allowable limits.

  Check the student’s Early Childhood Scholarship award details.

  Adjust the amount if it exceeds $1,800.

Error Code 069:

Verify College Access Program Grants > $5300
(Warning)

The CAP Grant awards are reported above the maximum limit.

Confirm the CAP award does not exceed $5,300.

Error Code 070:

Verify KY Minority Educator Scholarship > $5000
(Warning)

This error flags that the Kentucky Minority Educator Scholarship amount exceeds allowable limits.

  Validate the student’s scholarship eligibility and award amount.

  Correct the award if it exceeds $5,000.

Error Code 071:

Verify KY Coal County Scholar > $6800
(Warning)

This error flags when the reported Coal County Scholarship amount exceeds program funding limits.

  Check the funding limits for the Coal County Scholarship.

  Adjust the award if it exceeds $6,800.

Error Code 072:

Dual Credit Scholarship Invalid Format
(Fatal)

This error occurs when the Dual Credit Scholarship field contains an invalid format or non-numeric value.

  Ensure that the Dual Credit Scholarship value is numeric and between 0 and 99,999.

  Correct or remove any invalid entries.

Error Code 073:

Verify Dual Credit Scholarship > $1500
(Warning)

This error flags when the reported Dual Credit Scholarship amount exceeds the allowable program cap.

  Review the student’s eligibility and maximum funding limit for the Dual Credit Scholarship.

  Ensure the scholarship amount does not exceed $1,500.

Error Code 074:

Work Ready Scholarship Invalid Format
(Fatal)

This error occurs when the Work Ready Scholarship field contains an invalid value or incorrect format.

  Ensure the Work Ready Scholarship value is numeric and between 0 and 99,999.

  Correct or remove any invalid or improperly formatted values.

Error Code 075:

Verify Work Ready Scholarship > $3900
(Warning)

This error occurs when the reported Work Ready Scholarship amount exceeds the current maximum funding limit.

  Validate the Work Ready Scholarship amount against the current maximum of $3,900.

  Adjust and correct the award amount if necessary.

Error Code 001: Non-conforming SSN – Validate (Critical)

SSN does not follow federal formatting rules (e.g., starts with 000/666/900–999 or has invalid groups).

Verify SSN is correct and federally compliant. If unavailable, leave SSN blank and enter a valid inst_id.

Error Code 004: Last Name Missing (Critical)

Last name is required but missing from the record.

Locate the student’s last name in source systems. If not applicable, follow policy (e.g., use “X” or “Unknown”).

Error Code 006: First Name Missing (Critical)

First name is required but not provided.

Use institutional records to retrieve the student’s name. For mononymous students, apply institutional policy.

Error Code 008: Institution ID Missing (Fatal)

Institutional ID (inst_id) is missing and required when SSN is not provided.

Populate inst_id for students missing an SSN. Use a valid institutional or SEVIS ID.

Error Code 010: Duplicate SSN Records (Fatal)

The same SSN appears multiple times within the same institution and submission.

Review all records with the duplicate SSN. Consolidate if valid; otherwise, remove or correct erroneous records.

Error Code 011: Duplicate Institutional ID Records (Fatal)

Duplicate institutional ID (inst_id) appears with the same student name in a single submission.

Check for unintentional duplication. Merge valid duplicates; differentiate valid multi-term records if needed.

Error Code 012: Missing ACT Math Score (Fatal)

ACT Math score is missing, but other ACT sub-scores are reported.

Verify from ACT records whether a Math score exists. Update if missing, or document if not applicable.

Error Code 013: Invalid ACT Math Score (Fatal)

ACT Math score is outside the valid 01–36 range or contains placeholder values like '00' or blanks.

Confirm valid score from source data. Correct invalid values and ensure score falls within the accepted range.

Error Code 014: ACT Date Invalid (Warning)

ACT Math date is not in valid MMYY format or outside expected limits.

Ensure date is formatted as MMYY. Month must be 01–12 and year must fall within the acceptable reporting period.

Error Code 015: Missing ACT English Score (Fatal)

ACT English score is missing while other ACT sub-scores are present.

If student took ACT English, enter the score. If not, remove other ACT scores or provide SAT total instead.

Error Code 016: ACT English Score Out of Range (Fatal)

ACT English score is outside the valid range (01–36) or uses placeholders like '00' or blanks.

Verify and correct the score. Ensure it is a valid two-digit number between 01 and 36.

Error Code 017: ACT English Date Invalid – Month (Warning)

Month in ACT English test date is not between 01 and 12.

Check that the ACT English date is in MMYYYY format with a valid month. Correct any invalid month values.

Error Code 018: Missing ACT Reading Score (Fatal)

ACT Reading score is missing while other ACT sub-scores are present.

Confirm if ACT Reading score exists. If so, enter it. If not, remove other ACT scores or substitute with SAT data.

Error Code 019: ACT Reading Score Out of Range (Fatal)

ACT Reading score is outside the valid range (01–36) or uses placeholders like '00' or blanks.

Verify the score is between 01–36. Correct any invalid or placeholder values.

Error Code 020: ACT Reading Date Invalid (Warning)

ACT Reading date is incorrectly formatted or falls outside acceptable reporting dates.

Ensure date is in MMYYYY format. Check for valid month (01–12) and appropriate year range.

Error Code 021: Missing ACT Science Score (Critical)

ACT Science score is missing while other ACT scores are present.

Verify if ACT Science was taken. If yes, enter the score. If not, provide alternate test data (e.g., SAT).

Error Code 022: ACT Science Score Out of Range (Fatal)

ACT Science score is invalid—outside 01–36 range or contains placeholder values.

Confirm score is 01–36. Correct any formatting or placeholder errors.

Error Code 023: ACT Science Date Invalid (Warning)

ACT Science date is in incorrect format or outside expected date range.

Use MMYY format (e.g., 0321 for March 2021). Verify month and year are within reporting window.

Error Code 024: Missing ACT Composite Score (Fatal)

ACT Composite score is missing even though other subject scores are present.

Confirm that a Composite score exists if any ACT sub-scores are reported. Enter the value or remove other scores.

Error Code 025: ACT Composite Score Out of Range (Fatal)

ACT Composite score is outside 01–36 range or contains invalid values like '00'.

Verify score is between 01 and 36. Correct any placeholder or out-of-range entries.

Error Code 026: ACT Composite Date Invalid (Warning)

ACT Composite test date is missing or not in valid MMYY/MMYYYY format.

Enter the date if Composite score is reported. Ensure format is MMYY/MMYYYY and month is 01–12.

Error Code 027: Missing SAT Reading Score (Fatal)

SAT Reading score is missing while other SAT scores are reported.

Enter SAT Reading score (200–800) or remove other SAT scores if Reading is not available.

Error Code 028: SAT Reading Score Out of Range (Fatal)

SAT Reading score is not between 200 and 800, or contains placeholder values.

Verify SAT Reading score is numeric and within 200–800. Replace or remove placeholder values like '000'.

Error Code 029: SAT Reading Date Invalid (Warning)

SAT Reading date is improperly formatted or outside valid date range.

Use MMYYYY format. Ensure month is 01–12 and year is within accepted reporting window.

Error Code 030: Missing SAT Math Score (Fatal)

SAT Math score is missing while other SAT scores are present.

Enter valid SAT Math score (200–800) if student took it. Otherwise, remove related SAT score fields.

Error Code 031: SAT Math Score Out of Range (Fatal)

SAT Math score is outside 200–800 or includes invalid placeholders like '000'.

Confirm Math score is 200–800. Remove or correct placeholders.

Error Code 032: SAT Math Date Invalid (Warning)

SAT Math date is misformatted or outside accepted range.

Ensure date is in MMYYYY format, with valid month (01–12) and year in reporting window.

Error Code 035: SAT Total Date Year Invalid (Warning)

SAT Total date year is outside allowable reporting window.

Confirm SAT Total date is within reporting window (@date2 to @date1).

Error Code 036: Missing SAT Total Score (Fatal)

SAT component scores are reported but Total score is missing.

Calculate and report SAT Total if any components are reported. Remove partial scores if Total is unavailable.

Error Code 037: SAT Total Score Out of Range (Fatal)

SAT Total score is not between 400–1600 or 400–2400 depending on Writing score.

If Writing is present, score must be 400–2400; if not, 400–1600. Remove invalid entries like '0000' or blanks.

Error Code 038: SAT Total Date Month Invalid (Warning)

The month in the SAT Total test date is invalid (not 01–12).

Ensure SAT Total Date uses MMYYYY format with valid month (01–12).

Error Code 039: KYOTE Math Invalid (Fatal)

KYOTE Math score is outside the valid range of 000–032 or contains placeholders.

Verify KYOTE Math score is 000–032. Leave blank if no score exists.

Error Code 040: KYOTE College Algebra Invalid (Fatal)

KYOTE College Algebra score is not between 000–025.

Confirm KYOTE Algebra score is 000–025 or leave blank if not applicable.

Error Code 045: KYOTE Writing Invalid (Fatal)

KYOTE Writing score is missing or outside the 000–008 range.

Provide valid KYOTE Writing score (000–008). Do not leave blank or use '000'.

Error Code 049: KYOTE Reading Invalid (Fatal)

KYOTE Reading score is missing or outside 001–031.

Confirm KYOTE Reading score is 001–031. Correct or remove placeholder values like '000'.

Error Code 059: Invalid Math Exempt Flag (Fatal)

math_exempt field contains an invalid value.

Use only 'E' (Exempt) or 'N' (Not Exempt); blank only if permitted.

Error Code 060: Invalid Writing Exempt Flag (Fatal)

write_exempt field has an invalid value (not 'E' or 'N').

Verify value is 'E' or 'N'; correct any invalid entries. Leave blank only if permitted.

Error Code 061: Invalid Reading Exempt Flag (Fatal)

reading_exempt field has an invalid value.

Update value to 'E' or 'N'. Remove unsupported or unexpected entries.

Error Code 062: No Math Readiness Indicator (Critical)

·        Student marked as not exempt from math (math_exempt = 'N') has no math scores.

Enter at least one valid math score (ACT, SAT, KYOTE Math, etc.). Check all math readiness fields.

Error Code 063: No Reading Readiness Indicator (Critical)

Student marked as not exempt from reading (reading_exempt = 'N') has no scores.

Provide at least one valid reading score (ACT Reading, SAT Reading, KYOTE Reading, etc.).

Error Code 064: No Writing Readiness Indicator (Critical)

Student marked as not exempt from writing (write_exempt = 'N') has no scores.

Report at least one valid writing readiness score (ACT English, SAT Writing, KYOTE Writing, etc.) if not exempt.

Error Code 065: Placement Information Missing (Fatal)

First-time or transfer student is missing from the placement file.

Confirm student is in the cohort; submit placement record or correct classification/cohort mismatch.

Error Code 066: Not First-Time or Transfer Student (Fatal)

A placement record exists for a student who is not first-time or transfer.

Verify classification and update first_time_student or first_time_transfer fields as needed.

Error Code 067: Not Undergraduate Degree-Seeking Student (Fatal)

Student in cohort lacks a valid undergraduate degree-seeking major.

Ensure major_prefix_1 is valid for undergrad programs (e.g., A, B, C, E, etc.); update or remove student as needed.

Error Code 068: GED Math Invalid (Fatal)

GED Math score is outside valid 100–200 range or inappropriately submitted.

Correct any GED Math scores outside 100–200. Leave blank if the student did not take the GED.

Error Code 069: GED Language Arts Invalid (Fatal)

GED Language Arts score is outside the valid 100–200 range or incorrectly reported.

Verify GED Language Arts score. Correct scores outside 100–200. Leave blank if the student did not take the GED.

Error Code 075: SAT Writing & Language Score Invalid (Fatal)

SAT Writing & Language Test score is not between 10 and 40.

Ensure score is numeric and between 10–40. Leave blank if test not taken.

Error Code 076: SAT Reading Sub-Test Invalid (Fatal)

SAT Reading Test score is not between 10 and 40.

Confirm score is between 10–40. Leave blank if student did not take this test.

Error Code 078: Invalid Math Ready Flag (Critical)

Math_Ready flag contains an invalid value for the reporting sector.

For Sector 2: Y, N, blank allowed. For other sectors: only Y or N. Correct invalid codes.

Error Code 079: Invalid English Ready Flag (Critical)

English_Ready flag includes an unsupported value for the institution's sector.

Sector 2 allows Y, N, blank; all other sectors must use only Y or N.

Error Code 080: Invalid Reading Ready Flag (Critical)

Reading_Ready flag contains a value not permitted based on sector-specific rules.

Verify sector. For Sector 2, allow Y, N, or blank. For other sectors, only Y or N.

Error Code 001: Type2 with no Type G (Fatal)

Student is in the Type 2 (undergraduate) file but missing from the Type G (graduate) file where expected.

Confirm whether the course is graduate-level. Add missing Type G record or correct the Type 2 record if misclassified.

Error Code 002: Extra TypeG (Fatal)

A record appears in Type G that should not be present—likely an undergraduate course reported as graduate.

Review course data and remove incorrectly classified graduate (Type G) entries. Validate inst_id and file logic.

Error Code 004: Course Hours Must be Equal (Critical)

Course hours differ between Type G and Type 2 records for the same student/course.

Compare crse_hours across both files and update to match. Confirm hundredths of an hour formatting and ensure consistency.

Error Code 005: Confirm Audit Code Change (Critical)

Audit flag differs between Type G and Type 2 for the same student/course.

Confirm student audit status and ensure both files reflect the same value: 'Y' for audit or 'N' otherwise.

Error Code 006: Confirm Dual Credit Code Change (Critical)

Dual credit indicator (dual_credit_student) differs between Type G and Type 2.

Validate whether the student is earning dual credit. Make sure both files have the correct and matching 'Y' or 'N' value.

Error Code 007: Letter Grade Missing (Critical)

A final letter grade is missing in the Type G record.

Enter a valid grade (e.g., A, B, C) or use a withdrawal/audit code (e.g., W, AU) as appropriate. Confirm course completion status.

Error Code 008: Letter Grade Invalid (Warning)

The reported grade is not on the institution’s approved grade list.

Compare against lkup_valid_grades, fix typos or outdated entries, and verify whether any exceptions apply.

Error Code 009: Numeric Grade Missing (Critical)

A numeric GPA value is missing for a course that requires it.

Enter a GPA-equivalent (0.00–4.00) for letter grades like A–F. Leave blank only for exempt grades (e.g., P, W, AU).

Error Code 010: Confirm Numeric Grade (Critical)

Numeric grade is out of the valid GPA range or appears miskeyed.

Confirm grade is between 0.00 and 4.00. Fix common errors like 400 instead of 4.00. Leave blank for grades that don’t require numeric equivalents.

Error Code 001: Invalid Campus Code (Missing Code) (Fatal)

Campus code is missing or not specified in the Type B data submission

Verify and update campus code for records where the code is missing

Error Code 002: Invalid Campus Code (Mismatched Code) (Fatal)

Campus code does not match the valid codes in the reference table

Ensure the campus code matches valid entries from the reference table

Error Code 003: Missing Building Name (Fatal)

The building name is missing in the Type B data submission

Verify and add the missing building names in Type B records

Error Code 004: Building Name Not Left Justified
(Fatal)

The building name is not left justified in the Type B data submission

Verify that building names are properly left justified in Type B records

Error Code 005: Invalid Ownership Code (Fatal)

The ownership code is not valid in the Type B data submission

Review and correct the ownership code for each building in Type B records

Error Code 006: Missing Construction Year (Fatal)

The construction year is missing in the Type B data submission

Ensure the construction year is provided for each building in Type B records

Error Code 007:

Missing Acquisition Year
(Fatal)

The acquisition year is missing in the Type B data submission

Add the missing acquisition year in Type B records

Error Code 008:

Acquisition Year Before Construction
(Critical)

The acquisition year is before the construction year in the Type B data submission

Verify and correct the acquisition year to ensure it is not before the construction year

Error Code 009:

Invalid Original Cost (Whitespace)
(Fatal)

The original cost field contains spaces or is left empty in the Type B data submission

Correct the original cost field to remove any spaces or blank entries

Error Code 010:

Confirm Original Cost
(Critical)

The original cost value needs confirmation due to invalid format or numeric value

Verify and confirm the original cost value in Type B records

Error Code 011:

Invalid Character(s) in Original Cost
(Fatal)

The original cost field contains invalid characters (non-numeric) in the Type B data submission

Correct the original cost to only include numeric values

Error Code 012:

Original Cost Not Properly Formatted
(Fatal)

The original cost is not zero-filled or right-justified in the Type B data submission

Format the original cost to be zero-filled and right-justified

Error Code 013:

Invalid Replacement Cost (Whitespace)
(Fatal)

The replacement cost is missing or contains spaces in the Type B data submission

Correct the replacement cost field by removing any spaces or blank entries

Error Code 014:

Confirm Replacement Cost
(Critical)

The replacement cost value needs confirmation due to invalid format or numeric value

Verify and confirm the replacement cost value in Type B records

Error Code 015:

Invalid Character(s) in Replacement Cost
(Fatal)

The replacement cost field contains invalid characters (non-numeric) in the Type B data submission

Correct the replacement cost to include only numeric values

Error Code 016:

Replacement Cost Not Properly Formatted
(Fatal)

The replacement cost is not zero-filled or right-justified in the Type B data submission

Format the replacement cost to be zero-filled and right-justified

Error Code 017:

Missing Net Assignable Square Feet
(Fatal)

The net assignable square feet is missing in the Type B data submission

Add the missing net assignable square feet for buildings in Type B records

Error Code 018:

Confirm Net Assignable Square Feet
(Critical)

The net assignable square feet needs confirmation due to invalid format or value

Verify and confirm the net assignable square feet values

Error Code 019:

Net Assignable Square Feet Not Right Justified
(Fatal)

The net assignable square feet is not right-justified in the Type B data submission

Ensure net assignable square feet values are right-justified

Error Code 020:

Net Assignable Square Feet Not Zero Filled
(Fatal)

The net assignable square feet is not zero-filled in the Type B data submission

Ensure the net assignable square feet values are zero-filled

Error Code 021:

Missing Gross Square Feet
(Fatal)

The gross square feet field is missing in the Type B data submission

Add the missing gross square feet value for buildings in Type B records

Error Code 022:

Confirm Gross Square Feet
(Critical)

The gross square feet value needs confirmation due to invalid format or value

Verify and confirm the gross square feet value in Type B records

Error Code 023:

Gross Square Feet Not Right Justified
(Fatal)

The gross square feet value is not right-justified in the Type B data submission

Ensure the gross square feet value is right-justified in Type B records

Error Code 024:

Gross Square Feet Not Zero Filled
(Fatal)

The gross square feet value is not zero-filled in the Type B data submission

Ensure the gross square feet value is zero-filled in Type B records

Error Code 025:

Net ASF Greater Than Gross Square Feet
(Fatal)

The net assignable square feet is greater than the gross square feet in the Type B data submission

Verify and correct the net assignable square feet to be less than or equal to the gross square feet

Error Code 026:

Renovation Year Missing
(Critical)

The renovation year is missing in the Type B data submission when the renovation cost is not zero

Ensure the renovation year is filled for records with a non-zero renovation cost

Error Code 027:

Renovation Year Before Acquisition Year
(Fatal)

The renovation year is earlier than the acquisition year in the Type B data submission

Correct the renovation year to ensure it is not before the acquisition year

Error Code 028:

Renovation Cost Missing
(Fatal)

The renovation cost is missing when the renovation year is provided in the Type B data submission

Add the missing renovation cost value for buildings in Type B records

Error Code 029:

Confirm Renovation Cost
(Critical)

The renovation cost needs confirmation due to invalid format or value

Verify and confirm the renovation cost value in Type B records

Error Code 030:

Renovation Cost Not Right Justified
(Fatal)

The renovation cost is not right-justified in the Type B data submission

Ensure the renovation cost value is right-justified in Type B records

Error Code 031:

Renovation Cost Not Zero Filled
(Fatal)

The renovation cost is not zero-filled in the Type B data submission

Ensure the renovation cost value is zero-filled in Type B records

Error Code 032:

Verify Renovation Year and Cost
(Fatal)

Either the renovation year or cost is missing or invalid in the Type B data submission

Verify both the renovation year and cost values in Type B records

Error Code 033:

Invalid Reconstruction Year
(Critical)

The reconstruction year is not valid in the Type B data submission (not between 1950 and the current year)

Ensure the reconstruction year is within the valid range (1950 to current year)

Error Code 034:

Reconstruction Year Before Acquisition Year
(Fatal)

The reconstruction year is earlier than the acquisition year in the Type B data submission

Ensure the reconstruction year is not earlier than the acquisition year

Error Code 035:

Missing Reconstruction Cost
(Fatal)

The reconstruction cost is missing when the reconstruction year is provided in the Type B data submission

Add the missing reconstruction cost for records with a non-empty reconstruction year

Error Code 036:

Confirm Reconstruction Cost
(Critical)

The reconstruction cost needs confirmation due to invalid format or value

Verify and confirm the reconstruction cost value in Type B records

Error Code 037:

Reconstruction Cost Not Right Justified
(Fatal)

The reconstruction cost is not right-justified in the Type B data submission

Ensure the reconstruction cost value is right-justified in Type B records

Error Code 038:

Reconstruction Cost Not Zero Filled
(Fatal)

The reconstruction cost is not zero-filled in the Type B data submission

Ensure the reconstruction cost value is zero-filled in Type B records

Error Code 039:

Verify Reconstruction Year and Cost
(Fatal)

Either the reconstruction year or cost is missing or invalid in the Type B data submission

Verify both the reconstruction year and cost values in Type B records

Error Code 040:

Inventory Date Missing
(Fatal)

The inventory date is missing in the Type B data submission

Ensure the inventory date is provided for records in Type B

Error Code 041:

Invalid Inventory Month
(Fatal)

The inventory month is invalid in the Type B data submission (not between '01' and '12')

Ensure the inventory month is a valid two-digit number between '01' and '12'

Error Code 43:

Date Record Updated Missing
(Fatal)

The date the record was last updated is missing in the Type B data submission

Ensure the date_updated field is filled for all records in Type B

Error Code 44:

Invalid Update Month
(Fatal)

The update month is invalid in the Type B data submission (not between '01' and '12')

Correct the month in the date_updated field to be between '01' and '12'

Error Code 46:

Invalid Building Condition Code
(Fatal)

The building condition code is invalid for certain ownership codes in the Type B data submission

Correct the building condition code to a valid value for buildings with the specified ownership codes

Error Code 47:

Net ASF Less Than 98% of Gross Sqft
(Critical)

The net assignable square feet is less than 98% of the gross square feet in the Type B data submission

Verify and correct the net assignable square feet to ensure it is at least 98% of the gross square feet

Error Code 50:

Confirm New Building
(Critical)

The building number does not exist in the previous semester, indicating a new building in the Type B data submission

Verify and confirm the new building details, including square footage

Error Code 51:

Different Building Names - Verify
(Critical)

The building names in the Type B data submission and the previous semester do not match

Verify and confirm that the building names match between the current and previous records

Error Code 52:

Different Ownership Codes - Verify
(Critical)

The ownership codes for buildings in the Type B data submission and the previous semester do not match

Verify and confirm that the ownership codes match between the current and previous records

Error Code 53:

Different Inventory Dates - Verify
(Critical)

The inventory dates for buildings in the Type B data submission and the previous semester do not match

Verify and confirm that the inventory dates match between the current and previous records

Error Code 54:

Different Update Dates - Verify
(Critical)

The update dates for buildings in the Type B data submission and the previous semester do not match

Verify and confirm that the update dates match between the current and previous records

Error Code 55:

Verify Change in Gross Sqft
(Critical)

The gross square footage has changed between the current and previous semester records in the Type B data submission

Verify the changes in gross square footage between records

Error Code 56:

Verify Change in Net Assignable Sqft
(Critical)

The net assignable square footage has changed between the current and previous semester records in the Type B data submission

Verify the changes in net assignable square footage between records

Error Code 57:

Verify Change in Construction Year
(Critical)

The construction year has changed between the current and previous semester records in the Type B data submission

Verify the changes in the construction year between records

Error Code 58:

Verify Change in Acquisition Year
(Critical)

The acquisition year has changed between the current and previous semester records in the Type B data submission

Verify the changes in the acquisition year between records

Error Code 59:

Verify Change in Original Cost
(Critical)

The original cost has changed between the current and previous semester records in the Type B data submission

Verify the changes in the original cost between records

Error Code 001: Invalid Campus Code for FICE
(Critical)

The campus code in the FICE code is invalid in the Type R data submission.

Verify the campus code and ensure it is valid for the corresponding FICE code

Error Code 002: Building Number Missing
(Fatal)

The building number is missing in the Type R data submission.

Correct the missing building number in the records

Error Code 003: Embedded Space in Room Number
(Fatal)

There is an embedded space in the room number in the Type R data submission.

Remove embedded spaces from the room number and correct the data

Error Code 004: Invalid Space Assignment Code
(Critical)

The space assignment code is missing or invalid in the Type R data submission.

Correct the invalid space assignment codes for the records

Error Code 005: Invalid Space Assignment Code
(Critical)

The space assignment code is invalid in the Type R data submission.

Correct the space assignment code values to ensure they are valid

Error Code 006: Invalid Student Station Type
(Fatal)

The student station type is invalid in the Type R data submission.

Correct the student station type to valid values

Error Code 007: Invalid Student Station Type for Room Use
(Critical)

The student station type is not valid for the room use in the Type R data submission.

Correct the student station type for room use

Error Code 008: Verify Space Assignment and Room Use
(Critical)

The space assignment category and room use code are not valid for each other in the Type R data submission.

Verify the correct space assignment category and room use code

Error Code 009: Missing Actual Number of Stations
(Critical)

The actual number of stations is missing for certain room types (110, 210, 220, 610).

Verify the number of stations for rooms with specific types.

Error Code 010: Room SQFT Missing
(Fatal)

Room SQFT value is missing.

Verify and correct the room SQFT value.

Error Code 011: Embedded Space in Room SQFT
(Critical)

Room SQFT value contains embedded spaces.

Correct room SQFT values to remove embedded spaces.

Error Code 015: Invalid Inventory Date
(Fatal)

The inventory date is invalid.

Correct the inventory date to a valid format.

Error Code 016: Invalid Date Updated
(Fatal)

The update date is invalid.

Correct the update date to a valid format.

Error Code 017: Previous Building Number
(Critical)

The building number is incorrect in relation to previous data.

Verify and correct the building number in the record.

Error Code 018: Confirm New Building  or Deleted Record
(Critical)

A new building record is detected, confirm its validity & removal.

Verify the new building record and update if necessary.

Error Code 019: Verify Change in Room SQFT
(Critical)

A change in room square footage (SQFT) is detected.

Verify and confirm the changes to room square footage.

Error Code 022: Missing Room Use
(Critical)

Room use value is missing.

Verify and fill in the missing room use values.

Error Code 023: Invalid Room Use
(Critical)

Room use value is invalid or not in the list of accepted values.

Verify and correct invalid room use values.

Error Code 024: Duplicate Room Records
(Critical)

Duplicate room records detected based on room number and building number.

Remove duplicate records and confirm data integrity.

Error Code 001: Course Prefix or Instructing Inst Invalid

Course prefix or Instructing FICE is missing or invalid.

Verify and correct the course prefix or instructing FICE.

Error Code 002: Course Prefix Not Left Justified

The course prefix is not left justified.

Ensure the course prefix is left justified.

Error Code 003: Course Invalid

The course field is empty or invalid.

Ensure the course field is filled and valid.

Error Code 004: Course Number Not Left Justified

The course number is not left justified.

Ensure the course number is left justified.

Error Code 005: Section Invalid

The section field is empty or invalid.

Ensure the section field is filled and valid.

Error Code 006: Section Not Right Justified

The section field is not right justified.

Ensure that the section field is right justified.

Error Code 007: Number of Students Out of Range

The number of students is out of the acceptable range (000-999).

Ensure that the number of students falls between 000 and 999.

Error Code 008: Number of Students Not Right Justified

The number of students is not right justified.

Ensure that the number of students is right justified.

Error Code 009: Number of Students Not Zero Filled

The number of students is not zero filled.

Ensure that the number of students is zero filled.

Error Code 010: Number of Students Not Zero Filled

The number of students is not zero filled.

Ensure that the number of students is zero filled.

Error Code 011: Continuation Not Valid

The continuation value is not valid (should be one of the predefined codes).

Ensure that continuation is one of the valid values: ' ','**','01','02','03','04','05'.

Error Code 012: Continuation and Number of Students Inconsistent

The continuation value is '**' but the number of students is not zero.

Ensure that if continuation is '**', the number_students must be '000'.

Error Code 013: Days Met Invalid or Mis-Spaced

The days_met value is not valid or has mis-spaced characters.

Ensure that days_met contains only valid day codes (e.g., M, T, W, R, F, S).

Error Code 014: Campus Code Missing

The campus code is missing for the course.

Ensure that campus code is provided for every course.

Error Code 015:  Building Number Missing

The bldg_number field is empty for the course.

Ensure that bldg_number is provided for each course.

Error Code 016: Building Number Not Right Justified

The bldg_number is not right justified.

Ensure that bldg_number is right-justified.

Error Code 017: Building Number Not Zero Filled

The bldg_number is not zero-filled.

Ensure that bldg_number is zero-filled correctly.

Error Code 018: Room Number Missing

The room_number is missing for the course.

Ensure that room_number is provided for each course.

Error Code 019: Room Number Not Right Justified

The room_number is not right justified.

Ensure that room_number is right justified.

Error Code 020: Room Number Not Zero Filled

The room_number is not zero filled.

Ensure that room_number is zero-filled.

Error Code 021: Begin Time Not Valid

The begin_time is not valid (missing or not zero filled).

Ensure that begin_time is valid and zero filled.

Error Code 022: End Time Not Valid

The end_time is not valid (missing or not zero filled).

Ensure that end_time is valid and zero filled.

Error Code 023: Utilization Room Not on Room File

The room number in the utilization data is not found in the room file.

Ensure the room exists in the room file for the given building and room number.

Error Code 025: Utilization Room Not 110 or 210

The room use is not valid (should be either '110' or '210').

Ensure that the room use is either '110' or '210' for proper utilization reporting.

Error Code 026: Utilization Course Not on Type3

The course is not found in the Type3 data.

Ensure the course is listed in the Type3 data for utilization reporting.