General Information

• Statewide Directory
• Guidelines Changes
• Collection Schedule
• Formatting a Data File
• KPEDS Information

Collections

• Preliminary Enrollment - Type PE
• Enrollment
• Enrollment Metric Validation
• Entrance Exam - Type E
• End-of-Term Credit - Type G
• Licensure and Certification Exams - Type LC
• Student Financial Aid - Type A
• Degrees and Other Formal Credentials Conferred - Type 5
• Building and Room Record - Types B & R
• Facilities Utilization - Type U
• Land Holding Updates - Type L
• Finance
• Reconciliation
• Reporting Errors and Warnings

Tables

• Tables Contents

Appendices

• Appendices Contents

Quick Links

• Enrollment
• File Layout, Formats & Field Values
  • Type 1 – Student File
  • Type 2 – Course Record File
  • Type 3 – Class Inventory File

• Metric Validations
  • Total Enrollment
  • First to Second Year Retention
• Reporting Errors & Warnings
• Excel Macro for formatting files
  
  • Type 1 Macro
  • Type 2 Macro
  • Type 3 Macro

Enrollment Reporting (Type 1, 2, & 3 Files)

General Instructions

Institutions are required to report enrollment data for the summer, fall, and spring terms using standardized file layouts. This is the Type 1 file. Public institutions are required to submit two additional files, including information about courses (Type 2) and classes (Type 3), that private institutions are not required to submit. These submissions provide critical information used in funding models, policy research, accountability measures, and student outcome tracking.

Institutions must report enrollment in all courses (day, evening, off-campus, and distance education) for which semester hour credit is granted, or which are regular academic courses carrying zero credit hours—with one exception: do not include zero credit hour laboratories when the lab shares the same course ID as its associated lecture.

Applicable to: All institutions

Each term’s submission must include:

• A single Type One (Student) record per enrolled student
• The corresponding Type Two (Course) and Type Three (Class) records for each enrolled course section

For summer term, all sessions must be combined into one comprehensive file.

Winter term enrollments are to be included in the spring file. If the student has enrollment in both the winter and spring term, combine enrollments into one record in the Type 1 spring file.

For full-term courses, report net enrollment as of the census date or anchor date—the last date students may add a course for credit. If census date is used it must match your institution’s official calendar. All enrollment transactions initiated on or before the census or anchor date should be reflected in the file.

Census and Enrollment Reporting Rules

Report enrollment as of the institution's official census date for each term — the last date students may add a course for credit. If no official date is designated, use the following anchor dates:

• October 15 for the fall term
• February 15 for the spring term
• June 15 for the summer term

Exclude students who:

• Withdrew on or before the census date
• Have not paid or made formal payment arrangements with the business office
• Are enrolled in courses that were canceled or never offered

Short-term courses beginning after the census date should be included with prorated census dates determined by your institution’s policies.

Do not include:

• Noncredit courses, workshops, or continuing education units
• Courses for which no hour credit is awarded
• Zero-credit labs with the same course ID as a lecture

Each course section reported must have a unique section number within the term. This may be an entirely distinct number or an alphanumeric variation (e.g., BIO 101 01 and BIO 101 01A).

The Type One record serves as the master enrollment record. If a student does not appear on a Type One record during the academic year, their records will not be accepted on any related files (e.g., Type E – Entrance Exam or Type A – Financial Aid).

All enrollment files must be finalized by the designated close date. Files with unresolved errors will not be used for reporting or analysis.

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File Layout, Formats, & Field Values

Type 1 – Student File

Contains student-level enrollment information. One record must be submitted for each enrolled student.

Type 2 – Course Record File

Contains course-level enrollment information linking students to specific courses.

Type 3 – Class Inventory File

Contains course section information describing the classes offered during the term.

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Metrics Validated

Total Enrollment:

Definition: An unduplicated count of enrolled students, categorized by student level—Undergraduate (UG) or Graduate (G)—based on student classification codes.Contains student-level enrollment information. One record must be submitted for each enrolled student.

First to Second Year Retention

Definition: The percentage of first-time, degree- or credential-seeking students who return to the same institution the following fall to continue their studies. This is calculated for all students and disaggregated by low-income and URM (Underrepresented Minority) status.Contains course-level enrollment information linking students to specific courses.

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Impacted Data Dashboards (CPE Data Center): 

• Dual Credit Dashboard
• Undergraduate Enrollment Dashboard
• Gateway Course Success Dashboard
• Retention Rates Dashboard
• KYSSC Transfer Dashboard
• Transfer Dashboard

Used in Reoccuring Publications (CPE Publications)

• Fall Enrollment
• Progress Report
• Audlt Learners