Data Reporting (Senate Bill 70) File Import Specifications Specification Type Example: 1 =...

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  • 10/2/20181

    Data Reporting

    (Senate Bill 70)

    This document contains the file import specifications for data reporting.

    FILE IMPORT SPECIFICATIONS

  • Updated 10/2/2018 Page 2

    Table of Contents OVERVIEW ........................................................................................................................................................................................ 3

    UNDERGRADUATE ENROLLMENT (AGGREGATE DATA UPLOAD) .................................................................................................. 5

    PERSISTENCE (AGGREGATE DATA UPLOAD) .................................................................................................................................. 9

    GRADUATION DATA (AGGREGATE DATA UPLOAD) ..................................................................................................................... 13

    UNITARY DATA................................................................................................................................................................................ 17

    JOB PLACEMENT DATA ................................................................................................................................................................... 21

    . 22

    REFERENCE INFORMATION ............................................................................................................................................................ 22

    REFERENCE INFORMATION

    IMPORT SPECIFICATIONS GUIDELINES

    file://///csac-fps/dfsroots/data/groups/GSD/INSTITUTIONAL%20SUPPORT%20UNIT/Nai/IPA/SB%2070/2017%20SB_70_Data_Reporting_Import_Specifications%20Draft-DR%20NS.docx%23_Toc526241024 file://///csac-fps/dfsroots/data/groups/GSD/INSTITUTIONAL%20SUPPORT%20UNIT/Nai/IPA/SB%2070/2017%20SB_70_Data_Reporting_Import_Specifications%20Draft-DR%20NS.docx%23_Toc526241029 file://///csac-fps/dfsroots/data/groups/GSD/INSTITUTIONAL%20SUPPORT%20UNIT/Nai/IPA/SB%2070/2017%20SB_70_Data_Reporting_Import_Specifications%20Draft-DR%20NS.docx%23_Toc526241031

  • Updated 10/2/2018 Page 3

    All Cal Grant participating institutions are required to report enrollment, graduation, persistence, job placement

    rate, salary and wage data for all undergraduate students to the California Student Aid Commission

    (Commission) annually. This requirement does not apply to students concurrently enrolled in K-12, or who are

    solely enrolled in basic skills instructional courses, remedial courses, or English as a Second Language

    courses.

    For information about the Collection Types and other elements of the SB70 files, including instructions on how

    to upload the text files into WebGrants, see Data Reporting (Senate Bill 70) Overview.

    All Collection Types (Enrollment, Persistence, Graduation, Job Placement and Unitary) must be submitted in

    separate fixed field length text files that shall not exceed 25MB.

    All files must adhere to the file name specifications and the file name shall not exceed 32 characters including

    the file type extension. The chart below describes the naming conventions of the text files.

    Example: SB70_EN_12345678_2017-18_F1.txt

    Field Name Length Data Type Description Format SB70 4 Char Static Value XXXX

    File Type 2 Char Static Value EN = Enrollment PE = Persistence GR = Graduation UN = Unitary

    XX

    School ID 8 Integer OPE ID - School Identifier ########

    Academic Year 7 Integer Academic Year ####-##

    File Number 2 VarChar File sequence number F#

    1 = Enrollment

    2 = Persistence

    3 = Graduation

    5 = Unitary

    If corrections are required to a submitted file for a prior academic year, make the correction to the file, and

    resubmit the entire file via WebGrants. The previous version of the uploaded file will be overwritten by the

    latest version.

    OVERVIEW

    FORMAT GUIDELINES

    IMPORT SPECIFICATION COLLECTION TYPE CODES:

    CORRECTIONS TO UPLOADED DATA

    Please read the Data Reporting (Senate Bill 70) Overview before reading this document

    https://www.csac.ca.gov/sites/main/files/file-attachments/sb70_overview.pdf

  • Updated 10/2/2018 Page 4

    The CIP Code is required for reporting program completion data only. The Commission is using the 2010

    version of the CIP Code, which can be found at: http://nces.ed.gov/ipeds/cipcode/browse.aspx?y=55. For

    purposes of reporting data, use the 6-digit code without the decimal point.

    Enrollment type is the total number of students enrolling at the institution that are either “first-time” college

    students or “transfer” students. First time represents students who are enrolling in college for the First Time

    (e.g. no prior college credit), and Transfer represents students with prior college credit.

    Students who have completed at least 24 semester or 36 quarter units for all terms attended during the

    academic year (July 1st through June 30th) should be reported as full-time. Students who have completed

    less than 24 semester or 36 quarter units for all terms attended during the academic year should be

    reported as part-time.

    Data for summer terms that commence prior to July 1st should be included in the institution's data

    submission for the academic year ending June 30th. For example, if the summer term commences on June

    15, 2018 that data would be included in submission for the 2017-18 academic year.

    The tables below describe the information required in the each of the data files.

    CLASSIFICATION OF INSTRUCTIONAL PROGRAMS (CIP) CODE

    ENROLLMENT TYPE

    ENROLLMENT STATUS

    PREPARING THE DATA

    http://nces.ed.gov/ipeds/cipcode/browse.aspx?y=55.

  • DATA REPORTING (SB 70) IMPORT SPECIFICATIONS

    Updated 10/2/2018 Page 5

    UNDERGRADUATE ENROLLMENT (AGGREGATE DATA UPLOAD)

    Field Name Description Length Data Type Position Comment Valid Entries Format

    Collection Type

    Identifier for the Import Specification Type Example: 1 = Enrollment

    1 Numeric 1 Required 1 #

    Blank 1 Filler 2 Blank OPE ID Identification number used by

    the U.S. Department of Education's Office of Postsecondary Education (OPE) to identify schools that have Program Participation Agreements (PPA) so that its students are eligible to participate in Federal Student Financial Assistance programs under Title IV regulations. This is a 6-digit number followed by a 2-digit suffix used to identify branches, additional locations, and other entities that are part of the eligible institution.

    8 Numeric 3-10 Required Numbers 0 to 9 ########

    Blank 1 Filler 11 Blank Academic Year

    The academic year being reported is denoted by two years separated by a hyphen. Example: 2017-18 An academic year is July 1st thru June 30. For example, July 1, 2017 thru June 30, 2018 represents academic year 2017-18.

    7 VarChar 12-18 Required Numbers 0 to 9 - (hyphen)

    ####-## (CCYY-YY)

    Blank

    1 Filler 19 Blank

  • DATA REPORTING (SB 70) IMPORT SPECIFICATIONS

    Updated 10/2/2018 Page 6

    UNDERGRADUATE ENROLLMENT (AGGREGATE DATA UPLOAD)

    Field Name Description Length Data Type Position Comment Valid Entries Format Cohort Year The cohort year being reported

    is denoted by two years separated by a hyphen. Example: 2017-18

    For purposes of reporting enrollment data, a cohort is defined as the group of students who commenced attendance at the qualifying institution at any point during an academic year.

    Once assigned to a cohort upon initial enrollment, the student remains in that cohort for the duration of his or her attendance at the institution, or until the student completes his or her program, certificate or degree. Any student who completes his or her program, certificate or degree and pursues a new program, certificate or degree at the same qualifying institution would be assigned to the academic year cohort applicable to the subsequent enrollment.

    7 VarChar 20-26 Required Numbers 0 to 9 - (hyphen)

    ####-## (CCYY-YY)

    Blank 1 Filler 27 Blank Cal Grant A Cal Grant recipient for

    reporting purposes is a student who has received a Cal Grant at any time during their tenure at the reporting campus. A Cal Grant recipient is a person who has successfully met all the applicable requirements set forth in Education Code Sections 69430 to 69440 [69434, 69435.3, 69436, 69437.6], who has been selected for a grant by the Commission, and who has accepted the grant by enrolling in and attending a qualifying institution.

    1 Numeric 28 Required 1=Yes 2=No

    #

    Blank 1 Filler 29 Blank

  • DATA REPORTING (SB 70) IMPORT SPECIFICATIONS

    Updated 10/2/2018 Page 7

    UNDERGRADUATE ENROLLMENT (AGGREGATE DATA UPLOAD)

    Field Name Description Length Data Type Position Comment Valid Entries Format Enrollment Type

    Enrollment type is the total number of students enrolling at the institution that are either “first-time” college students or “transfer” students. First time represents student who are first enrolling college (e.g. freshmen); No prior college credit. Transfer represents students with prior transferable colleg