Type G: End-of-Term Credit
General Instructions
Institutions must submit end-of-term enrollment files (Type 2 records) for the summer, fall, and spring terms. These files must reflect student enrollment in all attempted credit hours as of the census date.
Once the data has been finalized for each term, CPE will return the Type 2 file to the institution. Institutions are then required to add the Final Letter Grade and Final Numeric Grade for each course record submitted in the original file.
All grades awarded up to 90 days after the last day of final exams must be included in this file. This 90-day cutoff must align with the official university calendar. Do not add or remove records from the original Type 2 file.
Applicable to:
- All institution
Grade:
- Final Letter Grade: Enter in columns 38–40. Use the recorded letter grade for the course, as of 90 days after the term ends. Grades such as “A” or “B” should be left justified.
- Final Numeric Grade: Enter in columns 41–43. Use the numeric equivalent of the recorded grade. The decimal point is implied (e.g., a “B” would be entered as 300).
Grades Crosswalk
- Attempted indicates that the student was enrolled in the course at the beginning of the term. Attempted credit hours are used to determine full and part time status, financial aid eligibility, etc.
- Completed indicates that the student finished the course or otherwise completed a sufficient amount of work for the instructor to evaluate and assign a grade.
- Earned indicates that the course credits may be used to fulfill curricular requirements. Developmental courses are not included.
- Developmental courses meet one of the following criteria: 1) on the Type 3 file CIP code = ‘32’ and/or a remedial code of 1, 2, 3, 4, or 0.
- Procedure indicates institution assigned grades are standardized as indicated in the following chart. First, courses are identified as developmental or non-developmental as defined above; then, institutional grades are associated with the standard letter grade of the category to which they are assigned. For example, the grades ‘A’, ‘A+’ and ‘A-’ are each standardized as ‘DA’ if the course is developmental or ‘A’ if it is non-developmental.
Grades Crosswalk Table
| Performance |
CPE Standard Grade (Non-Developmental)** |
Vaule |
CPE Standard Grade (Developmental)* |
Grade at Institutions |
|---|---|---|---|---|
| Excellent | A | 4.0 | DA | All: A+, A, A- Other: EKU & WKU A* |
| Good | B | 3.0 | DB | All: B+, B, B- Other: EKU & WKU B* |
| Average | C | 2.0 | DC | All: C+, C, C- Other: EKU & WKU C* |
| Poor | D | 1.0 | DD | All: D+, D, D-, Other: EKU & WKU D* |
| Unacceptable | F | 0.0 | DF | All: F, E Other: EKU ( FN, FX, U, UN, F*, FN*), KSU (FX), MoSU (N, U), MuSU (WE), UK (U,XE,XF), WKU (FN, F*) |
| Satisfactory in pass/no-pass course | P | Null | DP | EKU (P, S, CR) , KSU (P), MoSU (K), MuSU (P, CR), NKU (P, HP, CR, NC) UK (P, S, CR, PH), UofL (P, S) WKU (P, NG) & KCTCS (P) |
| Coursework unfinished, extension granted | I | 0.0 | DI | EKU (I, I*, *I, IM, IM*, I^, I*^, I*^, IX), KSU (I), MoSU (I, X), MuSU (I), NKU (I), UK (I, Z), UofL (I, X), WKU (X), & KCTCS (P) |
| Multi-semester course, still in progress | O | Null | DO | EKU (IP, IP*, *IP), KSU (N, MP), MoSU (R, RA, RB, RD, RE, RI, RU), MuSU (R), NKU (X), UK (IP, UN), UofL (CR, H), WKU (IP, I), & KCTCS (IP, MP) |
| Missing, null, not reported | M | Null | DM | All: NULL Other: EKU: NR, KSU: X, NA, MoSU: X, NKU: NR, UK: -- , NG, WKU: ER, NR, KCTCS: DRN |
| Withdrew | W | Null | DW | All: W Other: EKU (WM, W*, WM*), MoSU (P, WY), MuSU (WP), NKU (CW) , UK (DRP), KCTCS (DRP) |
| Audit | AU | Null | DU | EKU (AU, NC, AU*), KSU (AU), MoSU (Y), MuSU (AU), NKU (T, N), UK (AU, N), UofL (AU, NC), WKU (AU), & KCTCS (AU) |
|
*Developmental courses will be counted in Attempted and completed but no for earned and in-pseudo-GPA with a Null for the Value. **All grades for non-developmental courses count as Yes for Attempted, Completed, Earned, and In pseudo-GPA. |
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File Formats & Field Values - Type G
| Pos | Len | Header Name (Database Header) |
Type | Definition |
|---|---|---|---|---|
|
1 |
1 |
Form - G (form) |
Alphabetic |
Indicates the collection file. Must be the first field in every detail record. Enter G for records. Cannot be blank. |
|
2 |
8 |
Institution ID (fice) |
Numeric |
The institution’s 8-digit FICE code. Must include all leading or trailing 0s if applicable and cannot be blank. Refer to Table 1 for FICE codes. |
|
10 |
9 |
Social Security Number (ssn) |
Numeric |
The student's Social Security Number (SSN) or an alternate valid identification number. This field cannot be blank. Use the same identifier previously submitted for the student to ensure records remain linked across reporting terms. If an SSN is not available, report an alternate identifier such as the institutional student ID, SEVIS ID, or ITIN. If a valid SSN becomes available after a prior submission, notify CPE to update the student record. Each SSN must be unique within the submission; do not report the same SSN for multiple students. Valid entries must not:
|
|
19 |
5 |
Course Prefix (crse_prefix) |
Alphanumeric |
The course prefix as listed in the institution's catalog. Must be left-justified. Allowed characters: letters, periods (.), hyphens (-), underscores (_), and ampersands (&). Example: ENG for ENG 101 Composition I |
|
24 |
5 |
Course Number (course) |
Numeric |
The course number as listed in the institution's catalog. Must be left-justified. Allowed characters: letters, periods (.), hyphens (-), underscores (_), and ampersands (&). Example: 101 for ENG 101 |
|
29 |
5 |
Blank |
Blank |
No data should be entered in this field. |
|
34 |
4 |
Total Credit Hours (crse_hours) |
Numeric |
The total credit-bearing semester hours in which the student is enrolled. Do not include audit hours. Right-justify and zero-fill. Formatting: Multiply the value by 100 and remove the decimal point (e.g., 15.00 = 1500; 14.50 = 1450). |
|
38 |
1 |
Audit Course Flag (audit) |
Alphabetic |
Indicates whether the course was taken for audit rather than credit. Y — Course was audited N — Course was taken for credit |
|
39 |
3 |
Final Letter Grade (final_letter_grade) |
Alphabetic |
The numeric grade recorded for the student 90 days after the end of the term, corresponding to each attempted credit hour field in the Type 2 record for the same term. The decimal is implied (e.g., a grade of B = 300). |
|
42 |
3 |
Final Numeric Grade (final_numeric_grade) |
Numeric |
For each attempted credit hour field in the Type 2 record submitted for the corresponding term, enter in columns 41-43 a numeric grade reflecting the recorded grade 90 days after the end of the term. The decimal will be implied. For example, for most people a grade of “B” would be represented numerically as “300.” |
|
45 |
10 |
Student’s Institutional ID (inst_id) |
Numeric |
The institution's unique identifier for the student. Do not include periods (.), apostrophes ('), hyphens (-), or underscores (_). |
|
55 |
15 |
Course Reference Number (inst_course_ref_num) |
Alphanumeric |
The institution-assigned number that uniquely identifies the specific course, section, and semester. |
|
70 |
1 |
Dual Credit Student (dual_credit) |
Alphabetic |
Indicates whether a high school student (Classification 20) is enrolled in a course awarding both high school and college credit. Y — Student is enrolled in a dual credit course N — Student is not enrolled in a dual credit course |
|
71 |
5 |
Semester (sem) |
Numeric |
The academic semester being reported, expressed as a 4-digit year followed by a single-digit semester code (YYYY#). Semester Codes: 1 — Summer, 2 — Fall, 3 — Spring Example: 20252 = Fall 2025 |
|
76 |
1 |
Co-Requisite Course (corequisite) |
Alphabetic |
Indicates whether the course is a co-requisite, where students are simultaneously enrolled in both a developmental and a college-level course in the same subject. Y - Course is a co-requisite N - Course is not a co-requisite |
|
77 |
7 |
Course Section Number (section) |
Alphanumeric |
The section number for the course. Each section number must be unique within a specific term. If needed, add a character or number to differentiate sections (e.g., ACC 601 01 and ACC 601 02). Courses taught simultaneously at multiple locations (e.g., on-campus and broadcast off-site) must be treated as separate courses, each with its own section number and descriptive information reported in the Type 3 (Class) file. |
Last Updated: 7/24/2026