Type 2 - Enrollment - Course Record

1

1

Form - 2

(form)

Numeric

(1 digit)

Indicates the type of data record. Must be the first field in every detail record. Enter 2 for records. Cannot be blank

2

8

Institution ID

(fice)

Numeric

(8 digits)

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

(9 digits)

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, and set ID_Type to "2" to indicate it is not a true SSN. 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:

• Begin with 000, 666, or 900–999 in the first three digits
• Contain 00 in the middle two digits
• Contain 0000 in the last four digits
• Contain all identical digits (e.g., 111111111)
• Be all zeros (e.g., 000000000)

19

5

Course Prefix

(crse_prefix)

Alphanumeric

(Max 5 chars)

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

(5 digits)

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

Credit Hours

(crse_hours)

Numeric

(XXXX)

The number of credits the student earned for the individual course. Do not include audit hours. For audit courses, report the number of hours for which the student was charged. Right-justify and zero-fill.

Example: 3 credit hours = 0300

38

1

Audit Course Flag

(audit)

Alphabetic

(1 character)

Indicates whether the course was taken for audit rather than credit.

Y — Course was audited

N — Course was taken for credit

39

6

Blank

Blank

No data should be entered in this field.

45

10

Student’s Institutional ID

(student_inst_id)

Numeric

(10 digit)

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

(Max 15 chars)

Report the institution-assigned number that identifies the specific course, section, and semester.

70

1

Dual Credit Student

(dual_credit)

Alphabetic

(1 character)

For each student reported with classification 20 (High School),

Y - The student is enrolled in a course awarding both high school and college credit

N - If not.

71

5

Semester

(sem)

Numeric

(5 digit)

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

(1 character)

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 ID

(section)

Alphabetic

(7 characters)

The section number for the course. Each section number must be unique within a specific term. Right-justify. 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.