CPE Data Guidelines - Enrollment (Type 1) - Student Record

1

1

Form - 1

(form)

Numeric

(1 digit)

Indicates the type of data record. Must be the first field in every detail record. Enter 1 for records. Cannot be blank.

2

8

Institution ID

(fice)

Numeric

(8 digit)

Enter your institution’s 8-digit FICE code. Include all leading zeros if applicable. This field cannot be blank.

Refer to Table 1 for the list of valid 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

1

ID Type

(id_type)

Numeric

(1 digit)

Indicates the type of identifier entered in Social Security Number Or other identification number column:

• 1 – Social Security Number (SSN)
• 2 – Alternate identifier (institutional ID, SEVIS ID, or ITIN)

20

25

Last Name

(last_name)

Alphanumeric

(Max 25 chars)

Enter the student's last name as it appears on official institutional records, used to maintain consistent student identification across reporting periods.

Formatting Requirements:

• Letters, spaces, period (.), apostrophe ('), or hyphen (-) only
• Left justified
• Cannot be blank or contain only spaces
• Do not enter the student's first name in this field; ensure first and last names are not transposed

Name Changes - If a student's last name changes (e.g., marriage, legal name change):

• Report the updated last name in the current term
• Continue using the same student identifier so records remain linked across submissions

Consistent identification: Last name spelling should match prior submissions unless a legal name change occurred; mismatches may trigger student-matching errors in KPEDS.

45

15

First Name

(first_name)

Alphanumeric

(Max 15 chars)

Enter the student's first name as it appears on official institutional records.

Formatting Requirements:

• See Last Name for full formatting guidelines (allowed characters, left justification, blank restrictions, and the first/last name transposition rule)

60

8

Date of Birth

(birth_date)

Date

(MMDDYYYY)

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

Formatting Requirements:

• Format: MMDDYYYY
• Must represent a valid calendar date
• Must occur after January 1, 1900
• Cannot be a future date

Consistency Checks:

• Must be consistent with previously submitted records for the student
• Should be consistent with the student's reported High School Graduation Year
• Ages over 85 will be flagged for verification; confirm accuracy if the student is genuinely older

68

1

Gender

(gender)

Alphabetic

(1 character)

Report the student's gender.

Valid Values: F: Female M: Male

69

1

Race/Ethnicity

(race)

Numeric

(1 digit)

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

Cross-Field Requirements:

• The race code must correspond to a "Y" in the matching individual race flag field (e.g., code 2 requires the Black flag = Y, code 3 requires the American Indian flag = Y, code 4 requires the Asian flag = Y, code 6 requires the White flag = Y, code 9 requires the Hawaiian flag = Y)
• Code 1 (Nonresident) requires the Nonresident flag = Y; nonresident aliens should not be assigned a racial category
• Code 5 (Hispanic) requires the Hispanic flag = Y
• Code 7 (Unknown) requires the Race Unknown flag = Y
• Code 8 (Two or More Races) requires at least two individual race flags marked "Y"; Hispanic students should not be coded as 8
• All race-related flag fields must be explicitly marked "Y" or "N"; none may be left blank

70

1

Residency Status

(residency)

Alphabetic

(1 character)

Indicate the student's residency classification for the reporting term, using the appropriate code from Table 3.

Cross-Field Requirements:

• Students enrolled in courses with prefix IES or NES must have residency code A, B, or C, except residency code E with course prefix IES/NES is not a valid combination
• Nonresident aliens (race code 1) should not be assigned a residency code other than what reflects their actual status; race should not be left inconsistent with residency

71

2

State of Origin

(origin_state)

Numeric

(2 digit)

Report the 2-digit FIPS code for the student's state of origin, using the valid codes from Table 4.

Formatting Requirements:

• Right justified, zero filled
• Leave blank only if state of origin is genuinely unknown (see note below)
• Code must match a valid entry in Table 4; do not use placeholder codes such as 99

Related Reporting:

• If the student's state of origin is not Kentucky, report the county of origin (if available) using FIPS codes from the United States Census 2021 Population Estimates FIPS Codes. 
• If the out-of-state county is unavailable, report 000; the county will be determined from the reported ZIP code.

73

3

County of Origin

(origin_county)

Numeric

(3 digit)

Report the 2-digit FIPS code for the student's state of origin, using the valid codes from Table 4

Formatting Requirements:

• Right justified, zero filled
• Leave blank only if state of origin is genuinely unknown (see note below)
• Code must match a valid entry in Table 4; do not use placeholder codes such as 99

Related Reporting:

• If the student's state of origin is not Kentucky, report the county of origin (if available) using FIPS codes from the United States Census 2021 Population Estimates FIPS Codes. 
• If the out-of-state county is unavailable, report 000; the county will be determined from the reported ZIP code

76

2

Reciprocity State

(recip_state)

Numeric

(2 digit)

For students with residency code B, report the reciprocity state using the 2-digit FIPS state code.

Formatting Requirements:

• Right justified, zero filled
• Required when residency = B; cannot be blank in that case

78

3

Reciprocity County

(recip_county)

Numeric

(3 digit)

For students with residency code B, report the reciprocity county using the 3-digit FIPS county code.

Formatting Requirements:

• Right justified, zero filled
• Required when residency = B; cannot be blank in that case

81

1

GRS Cohort Eligibility

(grs)

Alphabetic

(1 character)

Report the student's IPEDS Graduation Rate Survey (GRS) cohort status.

Valid Values:

• Y: Full-time, GRS-eligible
• P: Part-time, GRS-eligible
• N: Not GRS-eligible

Eligibility Requirements:

• Student must be first-time, including prior summer students and those admitted with advanced standing
• Student must be degree- or certificate-seeking
• Classification must be 01, 02, 03, or 04 (or 14 for full-time eligibility)

Formatting Requirements:

• Valid only for fall term submissions; must be left empty for all other terms

Note: Used for Retention rate and Graduation rate calculations.

82

3

Cumulative Transfer Credit

(trans_hrs)

Alphanumeric

(3 characters)

Report the student's cumulative number of transfer hours accepted from all prior institutions.

Valid Values:

• XXX: number of hours is unknown
• TBD: student pursuing a second baccalaureate degree at the same level
• TAD: student pursuing a second associate degree
• 000: no credit was accepted

Formatting Requirements:

• Right justified, zero filled, no decimals
• A 3-digit whole number representing accepted hours (round .49 and below down)
• For first-time transfer students, a value is required: must be 000–150 or an accepted placeholder (XXX, TBD, TAD)

Leave blank for first-time students (no prior postsecondary experience) and for continuing students.

85

1

Enrollment Status

(full_part)

Alphabetic

(1 character)

Enter the student's enrollment status for the term.

Valid Values:

• F: Full-time
• P: Part-time

Formatting Requirements:

• Cannot be blank for fall or spring terms

Cross-Field Requirements:

• Must match calculated course hours based on classification:
• Undergraduate (classifications 01–05, 13–15, 19, 20, 30): 12+ hours for full-time
• Graduate (classifications 06–08, 16, 25, 31–35): 9+ hours for full-time
• Law students (classification 12, major 220101): 10+ hours for full-time

Hours are calculated from the student's Type 2 course records

86

2

Student Enrollment Classification

(classification)

Numeric

(2 digit)

Enter the student's classification using the appropriate code from Table 7.

Formatting Requirements:

• Right justified, zero filled
• Classify undergraduates based on total semester credit hours

Cross-Field Requirements:

• Classifications 05, 13, 16, 19, 20, and 25 must be paired with major code 900000
• Major prefix (first and second) must be valid for the reported classification
• Classifications 19 and 20: First-Time Transfer code cannot be Y or S
• High school graduation year and high school code are required for classifications 01, 02, 03, 19, 20, or for first-time students; otherwise leave blank
• Credit hours cannot be zero unless classification is 09, 10, 11, 13, or 36 

88

1

Blank

Blank

No data should be entered in this field.

89

1

First-Time Student

(first_time_student)

Alphabetic

(1 character)

Indicate whether a student is enrolling in postsecondary education for the first time, using the IPEDS methodology defined by the U.S. Department of Education as a foundation.

Valid Values:

• Y — First-time undergraduate or graduate student with no prior postsecondary experience, including students admitted with advanced standing, who enrolled in the current term.
• S — First-time undergraduate or graduate student with no prior postsecondary experience who first attended in the prior summer term (report in the fall term only).
• N — All other students.

Exclusions — Do not report as first-time:

• High school students earning college credit (e.g., dual enrollment, AP, IB)
• D. students with prior graduate work
• If the student has been reported in a prior term (excluding the prior summer term of the fall term being reported)

Definitions

Prior postsecondary experience: Attendance at any postsecondary institution before the current academic term. Students with prior attendance at another institution are classified as transfer-in, not first-time students.

High school-based credentials: College credits or recognized credentials earned while the student was still enrolled in high school do not disqualify a student from first-time status upon formal college entry.

90

1

First-Time Transfer

(first_time_transfer)

Alphabetic

(1 character)

Indicate whether a student is transferring into the institution for the first time, using the same methodology as the First-Time Student element.

Rules:

• First-time graduate students are not considered transfers; do not report them as first-time transfers.
• Report students with pending credit validation based on their expected classification.
• A student should only be reported as a first-time transfer once, regardless of subsequent transfers.
• For KCTCS students, use the student's original home institution when determining transfer status. For all other students, use the last institution attended.

Valid Values:

• Y —First-time undergraduate transfer student who transferred in the current term.
• S — First-time undergraduate transfer student who transferred for the first time in the prior summer term (report in the fall term only).
• N — All other students.

91

8

Transfer FICE

(trans_fice)

Numeric

(8 digit)

The FICE identifying the student's sending institution or origin. Credit from multiple institutions is reported by FICE in the annual transfer file. Refer to Table 4. 

Reporting Rules:

• KCTCS students - Report the FICE of the student's home institution (the first KCTCS institution attended). Include all KCTCS transfer credits.
• Non-KCTCS Kentucky transfers - Report the FICE of the last attended Kentucky institution.
• Out-of-state transfers - Report the FIPS code for the sending state, territory, or country

99

4

Total Credit Hours

(credit_hours)

Numeric

(4 digit)

The total credit-bearing semester hours in which the student is enrolled. Do not include audit hours. Multiply the value by 100 and remove the decimal point (e.g., 15.00 = 1500; 14.50 = 1450). Right-justify and zero-fill.

103

4

High School Graduation Year

(year_hs_grad)

Numeric

(4 digit)

The 4-digit year (YYYY) the student graduated from high school. Must be between 1900 and the current year. Leave blank if unknown.

107

4

High School Code

(hs_code)

Alphanumeric

(4 characters)

The Kentucky high school code from the ACT list, excluding the first two digits (state indicator). If the school is not listed, report the county code instead. Refer to Table 10 for list of high school codes. Required for dually enrolled, dual credit, Gatton, and Craft Academy students (Classifications 19 & 20).

Special Codes:

• B121 - GED recipient
• B200 - Out-of-state high school
• B122 - No diploma or GED
• B123 - Home-schooled (including GED recipients)

111

8

Declared First Major CIP Code

(major_1)

Alphanumeric

(XXXXXX)

The CIP code for the student's declared major or program from the institution's official program inventory. Do not include decimal points. Left-justify and blank-fill.

Reporting Rules:

• If the student cannot declare a major, prefix the code with U.
• For all non-degree students (undergraduate, graduate, and dual enrolled), use 900000. Post-doctoral students may also use 900000.
• For double majors, report the first major in this field and the second major in column 120.
• For nursing students:
  • Pre-RN: use 513801 (Nursing – RN Training)
  • RN-completion: use 513801 (Nursing, General)

119

1

Teach Outs

(teach_out)

Numeric

(1 digit)

Enter 1 if the program is in teach-out status (no longer accepting new students but still serving current ones). Leave blank if not in teach-out status

120

8

Declared Second Major CIP Code

(major_2)

Alphanumeric

(XXXXXX)

Report the student's second declared major or program code from the institution’s degree program inventory. See Declared First Major for reporting guidelines.

128

1

Multi-Institutional Program 1st Major

(multi_inst_1)

Alphabetic

(1 character)

Indicates whether the student's first major is part of a joint or collaborative program involving resource sharing across multiple institutions. All participating institutions must share responsibility for program delivery, quality, enrollment, degree conferral, financial aid, student services, and general management. A formal agreement must be submitted to CPE for recognition on the CPE Registry of Degree Programs.

X — Collaborative or joint program

Blank — Not applicable

129

1

Multi-Institutional Program 2nd Major

(multi_inst_2)

Alphabetic

(1 character)

Report the student's Second Major from the institution’s degree program inventory. See Multi-Institutional Program First Major for guidelines.

130

5

Permanent ZIP code

(zip)

Numeric

(5 digit)

Report the student’s permanent, parental, or other address ZIP code at the time of entry. If the ZIP code changes later, continue reporting the original ZIP code.

135

3

Weighted High School GPA

(high_school_gpa)

Numeric

(XXX)

The high school GPA for all first-time undergraduate degree-seeking students. Zero-fill to three digits (e.g., 0.75 = 075).

Reporting Rules:

• If both weighted and unweighted GPAs are available, report the unweighted GPA.
• If only a weighted GPA is available, report it converted to a 4-point scale (accounting for AP, honors, or advanced coursework).
• Leave blank if no GPA is available.

138

10

Student’s Institutional ID

(inst_id)

Numeric

(10 digit)

The institution's unique identifier for the student. Do not include periods (.), apostrophes ('), hyphens (-), or underscores (_).

148

10

Kentucky Department

of Education (KDE)

Identification Number

(kde_id)

Numeric

(10 digits)

The 10-digit KDE ID from the student's high school transcript. Report for the following: First-time students who graduated from a Kentucky public high school in 2008 or later. High school students enrolled in dual credit or dual enrollment courses.

158

1

Hispanic or Latino

(hispanic)

Alphabetic

(1 character)

Indicates whether the student is of Hispanic or Latino origin. This includes persons of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.

Y - Student is of Hispanic or Latino origin

N - Student is not of Hispanic or Latino origin

159

1

American Indian or Alaskan Native

(am_indian)

Alphabetic

(1 character)

Indicates whether the student identifies as American Indian or Alaska Native. This includes persons having origins in any of the original peoples of North and South America (including Central America) who maintain tribal affiliation or community attachment.

Y - Student identifies as American Indian or Alaska Native

N - Student does not identify as American Indian or Alaska Native

160

1

Asian

(asian)

Alphabetic

(1 character)

Indicates whether the student identifies as Asian. This includes persons having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent (e.g., Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam).

Y - Student identifies as Asian

N - Student does not identify as Asian

161

1

Black or African American

(black)

Alphabetic

(1 character)

Indicates whether the student identifies as Black or African American. This includes persons having origins in any of the Black racial groups of Africa.

Y - Student identifies as Black or African American

N - Student does not identify as Black or African American

162

1

Native Hawaiian or Other Pacific Islander

(hawaiian)

Alphabetic

(1 character)

Indicates whether the student identifies as Native Hawaiian or Other Pacific Islander. This includes persons having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

Y - Student identifies as Native Hawaiian or Other Pacific Islander

N - Student does not identify as Native Hawaiian or Other Pacific Islander

163

1

White

(white)

Alphabetic

(1 character)

Indicates whether the student identifies as White. This includes persons having origins in any of the original peoples of Europe, the Middle East, or North Africa.

Y - Student identifies as White

N - Student does not identify as White

164

1

Nonresident

(nonresident)

Alphabetic

(1 character)

Indicates whether the student is a nonresident alien. This includes persons who are not citizens or nationals of the United States and who are in this country on a visa or temporary basis and do not have the right to remain indefinitely.

Y - Student is a nonresident alien; do not report a racial or ethnic category for this student

N - Student is not a nonresident alien

165

1

Race and Ethnicity Unknown

(race_unknown)

Alphabetic

(1 character)

Indicates whether the student declined to provide a racial or ethnic designation.

Y - Student did not select a racial or ethnic category

N - Student selected at least one racial or ethnic category

166

1

Project Graduate

(project_graduate)

Alphabetic

(1 character)

Indicates whether the student is enrolled in Project Graduate, a program supporting returning adults who are completing a previously unfinished degree.

Y - Student is enrolled in Project Graduate

N - Student is not enrolled in Project Graduate

167

2

Declared First Major Prefix

(first_major_prefix)

Alphabetic

(2 character)

The prefix code indicating the student's degree-seeking or program status for their first major. Left-justify and blank-fill.

Valid Values:

• N - Post-doctoral or nondegree student
• U - Undeclared undergraduate or unknown level
• F - KCTCS nondegree student in workforce training (enrollment only)

169

2

Declared Second Major Prefix

(second_major_prefix)

Alphabetic

(2 characters)

The prefix code indicates the student's degree-seeking or program status for their second major. See Declared First Major Prefix for valid values. Leave blank if not applicable.

171

5

Current ZIP Code

(current_zip)

Numeric

(5 digit)

Report the ZIP code of the student’s local, mailing, or residence address for the current semester. Include the on-campus ZIP code if the student resides in campus housing.

176

1

Intent to Transfer

(intent_transfer)

Alphabetic

(1 character)

KCTCS only.

Indicates whether the student has expressed intent to transfer to a four-year institution.

Y - Student has indicated intent to transfer

N - Student has not indicated intent to transfer

177

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

182

15

Middle Name

(middle_name)

Alphanumeric

(Max 15 char)

The student's middle name. Left-justify. Cannot contain only spaces. Allowed characters: letters, spaces, periods (.), apostrophes ('), and hyphens (-). Leave blank if not applicable.

197

5

Name Suffix

(name_suffix)

Alphanumeric

(Max of 5 char)

The student's name suffix (e.g., Jr., II, III). A period may be included. Left-justify. Leave blank if not applicable.

202

1

Military Relationship

(military_relationship)

Alphabetic

(1 character)

The student's relationship to military service.

Valid Values:

• A - Active military (currently serving in the National Guard, Reserves, or on Active Duty)
• V - Military veteran (formerly served; not dishonorably discharged)
• R - Military-connected (spouse, parent, or guardian is serving, or the student is otherwise eligible for military education benefits)
• Blank - Not applicable

203

1

Blank

Blank

No data entered in this field.

204

4

Blank

Blank

No data entered in this field.

208

3

Off-Campus Site Code

(Off_Campus_Site_Code)

Numeric

(3 digit)

Report the off-campus site code from Table 18. If a new site is not listed, assign the next available numeric code and submit required details to CPE. If a student takes courses at multiple sites, report the site where 50% or more of the program is delivered, if applicable; otherwise, report the main site.

Note: This information is reported in the Type 2 file for public four- and two-year institutions.

211

1

Tuition Waiver

(tuition_waiver)

Alphabetic

(1 character)

Indicates whether the student received a tuition waiver based on foster care or adoption status, as governed by KRS 164.2847 . This data is used for annual reporting to the Legislative Research Commission (LRC) by November 30.

Y — Student received a tuition waiver due to foster care or adoption status

N — Student did not receive a tuition waiver

 .212

6

First Major Program ID

(first_major_programid)

Alphanumeric

(XXXXXX)

The Program ID for the student's declared first major, matching the institution's official program inventory. Right-justify. If institutional policy does not allow the student to declare a major, use the undeclared prefix (U) and leave this field blank. For selective admissions or limited enrollment programs, report the Program ID of the declared major.

218

6

Second Major Program ID

(second_major_programid)

Alphanumeric

(XXXXXX)

Report the second major program ID for the student’s second declared major, see First Major Program ID for guidelines.

224

1

Teacher Prep

(teacher_prep)

Alphabetic

(1 character)

Indicates whether the student is enrolled in a class meeting Education Professional Standards Board (EPSB) standards for teacher certification.

Y — Class meets EPSB standards for teacher certification

N — Class does not meet EPSB standards for teacher certification

225

9

Outcome Measures

(outcome_measures)

Alphanumeric

(10 characters)

The student's Outcome Measures type and enrollment status, reported per IPEDS as a full-year cohort (July 1 – June 30) including all new undergraduate credential-seeking students. Report as a code appended with the cohort year.

Valid Values:

• FTFT — First-time, full-time (e.g., FTFT2324)
• FTPT — First-time, part-time (e.g., FTPT2324)
• NFTFT — Non-first-time, full-time (e.g., NFTFT2324)
• NFTPT — Non-first-time, part-time (e.g., NFTPT2324)

Cohort Year:

The cohort year reflects the full academic year (e.g., 2324 = Summer 2023, Fall 2023, and Spring 2024). Students who begin in May or June should be assigned to the prior cohort year (e.g., FTFT2223).

234

3

Unweighted High School GPA

(unweighted_hs_gpa)

Numeric

(XXX)

The student's unweighted high school GPA on a 4-point scale, excluding weights for AP, honors, or advanced coursework. Leave blank if not available.

Formatting:

• Two decimal places, right-justified, and zero-filled (e.g., 0.75 = 075).

237

2

General Education Certification Code

(gen_ed_cert_code)

Alphabetic

(2 characters)

Public Institutions Only

Report the appropriate general education certification code from Table 21 for each first-time undergraduate transfer with a certification. Must be left justified. If the student has no certification, enter “X” in column 237 and leave column 238 blank.

239

1

Communications

(communications)

Alphabetic

(1 character)

Public Institutions Only

Indicates if the student is certified in communications category. If a “X” was reported for the General Education Certification Code column, leave this field blank. Refer to Table 21.

Y – The student certified in the communications category

N – The student is not.

240

1

Humanities

(humanities)

Alphabetic

(1 character)

Public Institutions Only

Indicates if the student is certified in Humanities category. If a “X” was reported for the General Education Certification Code column, leave this field blank. Refer to Table 21

Y – The student certified in the Humanities category

N – The student is not.

241

1

Quantitative Reasoning

(quantitative_reasoning)

Alphabetic

(1 character)

Public Institutions Only

Indicates if the student is certified in Quantitative Reasoning  category. If a “X” was reported for the General Education Certification Code column, leave this field blank. Refer to Table 21

Y – The student certified in the Quantitative Reasoning category

N – The student is not.

242

1

Natural Science

(natural_science)

Alphabetic

(1 character)

Public Institutions Only

Indicates if the student is certified in Natural Science category. If a “X” was reported for the General Education Certification Code column, leave this field blank. Refer to Table 21

Y – The student certified in the Natural Science category

N – The student is not.

243

1

Social & Behavioral Sciences

(social_behavioral_sciences)

Alphabetic

(1 character)

Public Institutions Only

Indicates if the student is certified in Social & Behavioral Sciences category. If a “X” was reported for the General Education Certification Code column, leave this field blank. Refer to Table 21

Y – The student certified in the Social & Behavioral Sciences category

N – The student is not.

244

1

Incarcerated Students

(Incarcerated)

Alphabetic

(1 character)

Indicates whether the student is enrolled in a correctional education program (PEP). This field cannot be blank. Report based on the students’ status during the reporting term. 

Y — Student is incarcerated and enrolled in a prison education program

N — Student is not incarcerated or enrolled in a prison education program

Note: For PEP students, report the course location as the correctional facility where the student receives instruction, rather than the institution's campus location.