General Information

• Statewide Directory
• Collection Schedule
• Changes Overview
• Collections Overview

Collection Instructions

• Preliminary Enrollment - Type PE
• Enrollment
  • Student Record - Type 1
  • Course Record - Type 2
  • Class Record - Type 3
• Entrance Exam - Type E
• Student Financial Aid - Type A
• End-of-Term Credit - Type G
• Licensure and Certification Exams
• Frontline Healthcare Preliminary Enrollment
• Formal Credentials Conferred - Type 5
• Summer Degrees - Type 5R
• Degree Program Inventory
• Building and Room Record - Types B & R
• Land Holding Updates - Type L
• Facilities Utilization - Type U
• Reconciliation
• Finance

Tables

• Table of Contents

Appendices

• Terms and Definitions
• Technical Guide Operational Definitions

 

CPE Data Guidelines - Enrollment

Types 1, 2 & 3: Summer 2023 | Fall 2023 | Spring 2024

Metrics Validated from Collection
Fall Enrollment: Enrollment Diversity, First-to-Second Year Retention, Undergraduate Enrollment, Transfer Rate (KCTCS Only)

Applies to Independent Colleges: Only Type 1

General Instructions

The fall/spring enrollment files and the summer (the academic period between the close of the spring semester and the beginning of the fall semester) files should include enrollment in all courses (day, evening, off-campus, and distance education) for which semester hour credit is granted or regular academic courses carrying zero hours credit except for zero credit hour laboratories associated with lectures if laboratory and lecture are assigned identical course IDs.

• For each summer term, fall term, and spring term, Type One (student), Type Two (course), and Type Three (class) records should be included for each of these courses.
  • All summer terms must be combined into one submission, which, as with fall and spring submissions, is to include one Type One record per student with appropriate Type Two and Type Three
• For all full-term courses, the data are to be the net enrollment as of the last date of the reporting period which students may add a course for credit (census date).
  • This date must agree with the official university All enrollment transactions initiated on or before the census date should be processed and reflected on the file.
• Exclude students who have withdrawn on or before the census date, have not paid, or have not made formal arrangements with the business office for payment of tuition and fees.
  • Report winter term enrollments with the spring

Include short-term courses beginning after the effective cut-off date. For each short-term course, an individual cut-off date should be established. These dates, based on length of course, should be prorated consistent with the institution’s policy for full-term courses.

Do not include enrollment in zero credit hour laboratories associated with lectures if laboratory and lecture are assigned identical course IDs, noncredit courses, noncredit workshops, continuing education unit courses, or other courses for which regular semester hour credit is not granted. Do not include enrollment in classes that did not materialize, were canceled, or otherwise not in fact offered. Do not report enrollments from previous semesters, with the exception of special winter terms reported with the spring collection as mentioned above.

Report a unique section number for each course within a term. This number could be a totally different section number or could be a character or number added to the section number (for example, ACC 601 01 and ACC 601 01A).

The Type One enrollment record will be considered the master enrollment record for students. If a student does not appear on at least one Type One record during the relevant academic year, records for that student will not be accepted on the Entrance Exam, Transfer, or Financial Aid files.

All definitions pertaining to enrollment collections can be found under the Enrollment Terms and Definitions section of Appendix A.

The enrollment files must be finalized (all errors resolved) by each close date or the institutions enrollment files will not be used for reporting purposes.

Type One, Type Two, and Type Three are detailed as follows:

Type One (Student) Record

1. Birth Date – Report the student’s full date of birth (MMDDYYYY).
2. County/State of Origin – Use the FIPS codes found in Table 4-A and Table 5-A for reporting state and county of origin. If the student’s state of origin is Kentucky, report the county of origin using the FIPS codes from Table 5-A. If the student’s state of origin is something other than Kentucky, report the county of origin (if available) using the FIPS codes found at United States Census 2017 Population Estimates FIPS Codes.
3. If the out-of-state county is not available, report 000 and the county will be determined based on the zipcode reported (see item #26). For students from another country, the county should be coded 000. Forreciprocity students (see item #17), report their state and county of origin in columns 71-75 as well as the reciprocity state and county in columns 76-80, even though they may be the Do not leave the state and county of origin fields blank.
4. Declared Major or Program Prefix – For all students, report the appropriate declared major or program prefix code from Table 15.
   • Post-doctoral students and students with a nondegree major are to be reported with an “N” in the major prefix code.
   • An undergraduate major prefix code should be reported for the not designated, undecided, undeclared student. If a specific level is not known, report “U” for major prefix code.
   • Report program prefix “F” for KCTCS nondegree students enrolled in workforce training programs (enrollment only).
5. Declared Major – The declared major or program must be consistent with the institution’s degree program inventory. Use only those codes listed in the program Report the student declared major or program for all students except those who are not permitted, by official institutional policy, to declare a major. Students who are not permitted, by official institutional policy, to declare a major shall be coded as baccalaureate degree students with an undeclared major prefix (code U). Students who have declared intent to major in a program with selective admissions or limited enrollment are to be reported with their declared major or program.
   • Undergraduate nondegree, graduate nondegree, and high school students enrolled in postsecondary level courses should be assigned the 0000 nondegree code. Post-doctoral students may also be reported with the nondegree code 90.0000.
   • For students declaring a double major, report the first major in columns 111-118 and the second major in columns 120-127.
   • Students without an RN who intend to complete a baccalaureate nursing (generic) program should be reported with the declared major 51.3801Nursing (RN Training). Students with an RN who intend to complete a baccalaureate nursing (completion) program should be reported with the declared major 51.3801 -Nursing, General (Post RN).
6. First-Time Student – A student is to be identified as a first-time student if they have graduated from high school and who has no prior postsecondary experience attending any institution for the first-time at the undergraduate This includes students enrolled in academic or occupational programs. It also includes students enrolled in the fall term who attended college for the first time in the prior summer term, and students who entered with advanced standing (college credits or postsecondary formal award earned before graduation from high school).
   • Do not report current high school students who are, for the first time, enrolled for postsecondary
   • Report first-time students for each degree level: undergraduate (freshman, sophomore, junior, undergraduate nondegree) and graduate (master’s, specialist’s, doctoral, and graduate nondegree). Students in D. leadership programs who have done previous graduate-level work toward master’s degrees, rank 1 and 2 certification, etc., including nondegree coursework, should not be reported as first-time graduate students.
   • Report “S” in the first-time student field in the fall semester for students who were first-time in the summer semester.
7. First-Time Transfer Student – For KCTCS students, a student is to be counted as a transfer from the ‘home’ institution attended prior to acceptance by the receiving four-year The ‘home’ institution is the first KCTCS institution that the student attended, determined by the student’s transcript. Count each hour transferred from each KCTCS institution.
   • For students who transfer from institutions other than KCTCS, a student is to be counted as a transfer from the last institution attended prior to acceptance by the receiving institution.
   • A first-time graduate student is not to be reported as a transfer from their undergraduate institu-
   • Include the first-time transfer student whose transfer credits are being held pending validation of The student should be listed as they will be classified upon the validation of their coursework.
   • Report first-time transfers for each degree level (undergraduate, graduate). The student may transfer with or without credit. A student should be reported as firsttime transfer only once. If the student was a first-time transfer in the summer, do not report them as a first-time transfer again in the fall.
   • Report ‘S’ in the first-time transfer field in the fall semester for students who were first-time transfer in the summer.
8. GRS Cohort – For the fall enrollment report only, indicate “Y” if the student is full-time and eligible to be included in the Integrated Postsecondary Education Data System (IPEDS) Graduation Rate Survey (GRS) Cohort, “P” if the student meets the criteria and is enrolled part-time, or “N” if the student is not the following criteria determine whether an undergraduate student is included in the cohort:
   • Full-time First-time: Include students who attended college for the first time (either part-time or full-time) in the prior summer term whether at the same college, another college in Kentucky, in another state, or another Summer semester will be counted whether the student enrolled as degree-seeking or not. Also include students who have entered with advanced standing (college credits earned before graduation from high school).
   • Degree/certificate seeking: Students must be enrolled in courses creditable toward adegree, diploma, certificate, or other formal award. Include students in occupational and vocational programs. Students at four-year institutions whose intent is not known are to be reported in the bachelor’s cohort.
9. High School Code, First-Time Degree Seeking Students – Report students graduated from a Kentucky high school by specific high school code. If the high school does not appear in the ACT list, report by county as shown in Table 13. Also, report the high school code for high school students who are dually enrolled or are enrolled in dual credit courses and for students in the Gatton Craft Academy (student classifications 19 and 20).
   • For a student with a GED certificate, use the code.
   • For a student graduating from an out-of-state high school, use the code.
   • For a student with no high school diploma or GED certificate, use the code For a student who has been home-schooled, use the code B123.
   • For a student who has been home schooled, but who also received the GED, report the homeschooled code B123.
10. High School GPA – Report either the unweighted or weighted high school grade point average (GPA) for all first-time undergraduate degree-seeking If you have both unweighted and weighted high school GPA, report unweighted GPA. The GPA should be right justified and show two decimal places (decimal is implied).
11. ID Type – Report “1” if the student ID is a valid Social Security Number or “2” if it is some other ID number (institutional ID, SEVIS, etc.).
12. Institutional ID – Report the student’s institutional ID This field is mandatory.
13. Intent to Transfer – For KCTCS only, report “Y” (Yes) or “N” (No) in column 176 to indicate a student’s intent to transfer to a four-year institution.
14. International Exchange Student – Report all Type One information for each student currently enrolled in an institution in another country under a formal international student exchange program between that institution and the Kentucky institution.
    • Report each of these students as full-time.
    • For each exchange student attending a foreign institution, report the appropriate residency code of “A,” “B,” or “C.”
    • Report residency code “E” for each international exchange student from a foreign country attending a Kentucky institution.
15. KDE ID – Report the ten-digit ID number supplied by the Kentucky Department of Education and found on the student’s high school This applies to all first-time students who graduated from a public high school in 2008 and later and for high school students (students enrolled indual credit courses or dually enrolled).
16. Military Relationship – Report a student’s military status using the appropriate military Report a Code A for a military active student, Code V for military veteran student, or report a Code R for a military connected student. Otherwise the field should be left blank.
    • Code A – Military active student
      • Student currently serves in the S. National Guard, is in the Reserve unit of any branch of the U.S. military or is on Active Duty in any branch of the U.S. military.
    • Code V – Military veteran student
      • Student formerly served in the S. National Guard, in the Reserve unit of any branch of the U.S. military, or on Active Duty in any branch of the U.S. military and was released under conditions other than dishonorable.
    • Code R – Military connected student
      • Student’s spouse, parent or guardian serves in the U.S. National Guard, is in the Reserve unit of any branch of the U.S. military, is on Active Duty in any branch of the U.S. military or student is otherwise eligible for any military education benefits via the spouse, parent or guardian.
17. Multi-Institution Program – If the student is enrolled in a joint, collaborative, or other multi-institution program, report “X” in the column for the first major or in the column for the second. The student classification should reflect their status at the home institution.
18. National Exchange Student – Report all Type One information for each student enrolled in your institution but currently attending another institution under a formal agreement with the National Student
    • Report each of the students as full-time.
    • For each exchange student attending another institution under this agreement, report the appropriate residency code of “A” or “C.”
    • Report the residency code “E” for each exchange student from another state attending a Kentucky institution.
19. Outcome Measures – Per IPEDS is a full-year cohort (July 1 to June 30), which includes all new undergraduate credential seeking students:
    • First-time, full-time entering with cohort year FTFTXXXX (For example FTFT2324 for SU23, FA23, SP24).
    • Note for summer term, May/June starts please code as FTFT2223 and after July 1 you would code
    • First-time, part-time entering FTPTXXXX (For example, FTPT2324 for SU23, FA23, SP24).
    • Non-first-time, full-time entering NFTFTXXXX (For example NFTFT2324 for SU23, FA23, SP24).
    • Non-first-time, part-time entering NFTPTXXXX (For example NFTPT2324 for SU23, FA23, SP24).
20. Program ID – The program ID number for the declared major or program must be consistent with the institution’s degree program Use only those program IDs listed in the program inventory. Report the program ID for the declared major or program for all students except those who are not permitted, by official institutional policy, to declare a major. Students who are not permitted, by official institutional policy, to declare a major shall be coded as baccalaureate degree students with an undeclared major prefix (code U) and program ID fields will be left blank. Students who have declared intent to major in a program with selective admissions or limited enrollment are to be reported with the program ID of their declared major or program.
21. Race – Report the race code from Table 2 using the descriptions in Table Report “Y” (Yes) or “N” (No) using the descriptions below. Records may contain a “Y” in more than one category, EXCEPT for nonresidents. If a student is a nonresident, no other race or ethnic information is to be reported on this file.
    • Hispanic or Latino – A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
    • American Indian or Alaska Native – A person having origins in any of the original peoples of North and South America (including Central America) who maintains cultural identification through tribal affiliation or community attachment.
    • Asian – A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent, including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
    • Black or African American – A person having origins in any of the black racial groups of Africa.
    • Native Hawaiian or Other Pacific Islander – A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
    • White – A person having origins in any of the original peoples of Europe, the Middle East, or North
    • Nonresidents – A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain Note: Nonresidents are to be reported separately, in the field provided, rather than included in any of the six racial/ethnic categories. Eligible (for financial aid purposes) non-citizens who are not citizens or nationals of the United States and who have been admitted as legal immigrants for the purpose of obtaining permanent resident status (and who hold either an alien registration card (Form I-551 or I-151), a Temporary Resident Card (Form I-688), or an Arrival-Departure Record (Form I-94) with a notation that conveys legal immigrant status such as Section 207 Refugee, Section 208 Asylee, Conditional Entrant Parolee or Cuban-Haitian) are to be reported in the appropriate racial/ethnic categories along with United States citizens.
    • Race and ethnicity unknown – This category is used only if the person did not select either a racial or ethnic designation.
22. Reciprocity State and County – For a student with residency code B (reciprocity), report the reciprocity state and county in columns 76-77 and 78-80.
23. Residency Status –The student’s official residency status, as determined by the Council on Postsecondary Education’s “Policy on Classification of Residency for Admission and Tuition Assessment Purposes” (See Table 3).
    • In-state student – Code A is to be reported for a student who is determined to be a legal resident of Kentucky.
    • Out-of-state reciprocity student (with tuition waiver) – Code B residency status is to be reported for a student under the reciprocity agreements approved by the Council on Postsecondary Education at Morehead State University, Murray State University, Northern Kentucky University, University of Louisville, Western Kentucky University, Ashland Community and Technical College, Big Sandy Community and Technical College, Gateway Community and Technical College, Henderson Community College, Hopkinsville CommunityCollege, Jefferson Community and Technical College, Maysville Community and Technical College, Owensboro Community and Technical College, Somerset Community College, Southcentral Kentucky Community and Technical College, Southeast Kentucky Community and Technical College, West Kentucky Community and Technical College.
    • Out-of-state (without tuition waiver) – Code C is to be reported for a student who is determined not to be a legal resident of Kentucky.
    • Out-of-state (SREB Academic Common Market) – Code D residency status is to be reported for a student from outside Kentucky enrolled in one of the approved Academic Common Market degree
    • Out-of-state international and national exchange students – Code E residency status is to be reported for a foreign student enrolled in a formal international student exchange program and for an out-of-state student enrolled in the National Student Exchange Program.
    • Undetermined Residency – Code F residency status is to be reported for post-doctoral students and house staff at the University of Kentucky and the University of Louisville if they are not enrolled in any course for credit and a residency determination has not been made.
24. Semester – Report the semester and year for the file being Each semester has been assigned a number code which is added to the end of the reporting year:
    • 1=summer,
    • 2=fall, or
    • 3=spring.
      • Example – 20232 = Fall
25. Student Classification –
    • An undergraduate student is to be classified based on total semester credit hours earned, except in the following cases:
      • A transient student should be classified as “undergraduate ”
      • Special students are listed in the definitions: “audit student,” “post-baccalaureate undergraduate degree-seeking,” “undergraduate nondegree,” or “high school.”
    • A graduate transient student should be classified as “graduate ”
    • A post-master’s student, not officially admitted to a certificate, master’s, specialist’s or doctoral program, should be classified as “graduate nondegree.”
    • A regular degree-seeking student who, for a semester, enrolls as an audit student only may be reported with his regular classification and declared This applies only to degree seeking students.
26. Students in Classes Taught by One Institution on Another Campus – Enrollment (Types 1, 2, and 3) is to be reported by the institution offering the instruction.
27. Teach out Programs – For programs which will no longer be offered by the Use 1 for teach out or leave the column blank.
28. Teacher Preparation – Report a “Y” (Yes) or “N” (No) for classes that meet EPSB standards for certification.
29. Total Credit Hours – Total semester hours taken for credit, excluding audit
30. Transfer Credit – For each undergraduate first-time transfer student, report in columns 82-84 the total number of semester credit hours recorded on the student’s academic permanent record as accepted by your institution as transfer credit from all previously attended Kentucky and out-of-state institutions.
    • If hours cannot be determined at the time of reporting, please report “XXX” in columns 82-84.
      • At a later date, institutions will report actual transfer hours for all reported XXX’s.
    • For students who have previously earned a degree and are pursuing a second degree at the same level (undergraduate), report “TBD” (transfer baccalaureate degree) or “TAD” (transfer asso ciate degree) in columns 82-84.
    • If decimals, round to the nearest whole number (less than .50 round down).
    • If no credit hours are accepted for a first-time transfer student, report 000 in columns 82-84.
    • Columns 82-84 should be blank for first-time and continuing students.
31. Transfer FICE Code of Sending Institution – For KCTCS students, the FICE code should reflect the home institution The home institution is the first KCTCS institution attended. Report all transfer credit from each of the KCTCS institutions.
    • For students who transfer from institutions other than KCTCS, report the FICE code of the sending institution for each first-time transfer student from a Kentucky institution.
    • The FICE code should reflect the most recent institution
    • Credit transferred in from multiple institutions is to be reported by FICE on the annual transfer
    • For each first-time transfer student from an out-of-state institution, report the code of the state (FIPS code), territory, or foreign country of the sending Institution and state codes are listed in Table 9.
32. Tuition Waiver for Foster and Adopted Children – Institutions must identify enrolled students who received tuition waivers because they were adopted or foster The information from this survey will be used to determine the number of recipients enrolled and the number who received a degree.

This information will be reported annually on November 30 to the Legislative Research Commission as mandated in KRS 164.2847.

34. Zip Code: Permanent – Report the zip code of the student’s permanent, parental, or other address which best captures the zip code of origin when the student entered your If this zip code changes after the student enters, continue to report the permanent zip code at entry, not the new code. Report for all students in columns 130-134, except international students which should be reported with blanks.
35. Zip Code: Current – Report the zip code of the local, mailing, or other address which best identifies thestudent’s place of residence during the current semester, such as an on-campus zip code if living in campus housing. Report for all students in columns 171-175.
36. Location of High School Graduation, First-Time Degree Seeking – Report students graduated from a Kentucky high school by specific high school If the high school does not appear in the ACT list, report by county as shown in Table 13.
    • For a student with a GED certification, use the code
    • For a student graduating from an out-of-state high school, use the code
    • For a student with no high school diploma or GED certificate, use the code
    • For a student who is home schooled, use the code
    • For the student who has been home schooled, but who also received a GED certificate, report the home-schooled code as B123.

Also, report the high school code for high school students who are dually enrolled or are enrolled in dual credit courses and for students in Gatton/Craft Academy (student classification 19 and 20). 

34. Off-Campus Site Code (Independent Only) – Report the appropriate off-campus site from Table For each new site not contained in Table 29, assign the next available numeric code and submit all required descriptive fields to CPE. If students are taking courses at more than one site, report the 50% program if applicable. Otherwise report the main site.
35. Dual Credit (Independent Only) – In column 203, indicate “Y” (Yes) or “N” (No) whether the student is enrolled in a course for which they will receive both high school and college credit.
36. Dual Credit Hours (Independent Only) – In column 204-207, report the number of dual credit course hours in which the student is enrolled.

Type Two (Course) Record

1. Audit – Code “Y” (Yes) for audit courses and “N” (No) for courses taken for
2. Co-Requisite – A co-requisite course is a course that includes enhanced academic supports, such as additional hours of instruction, tutoring, mentoring, or advising that awards credit toward a credential or
3. Course Reference Number – Report in columns 54-68 the institutionally-assigned number identifying aspecific course, section, and semester.
4. Credit Hours – Number of semester hours for which a student is receiving For audit courses, code number of hours for which the student was charged.
5. Dual Credit – In column 69, for each student reported with classification 20 (High School) indicate “Y” (Yes) or “N" (No) if the student is enrolled in a course for which they will receive both high school and college
6. International Exchange Course – For each student currently enrolled in an institution in another country under a formal international exchange program, report a Type Two Record with the Course Prefix and Number of IES 333 (universities) or 235 (KCTCS colleges), and report the code for the foreign country in which the student is enrolled in the course section field, right justified. Report course with one credit hour. For foreign students attending a Kentucky institution, report a Type Two Record for each course in which the student is enrolled.
7. National Student Exchange Course – For each student enrolled in your institution but currently attending an institution in another state under the National Student Exchange Program, report a Type Two Record with the Course Prefix and Number of NES 333 (universities) or 235 (KCTCS colleges), and report the code for the state in which the student is enrolled in the course section field, right justified.
   • Report the course with one credit
   • For students from institutions in another state who are attending a Kentucky institution, report a Type Two Record for each course in which the student is enrolled.
8. Semester – Report the year and the appropriate semester for the file being Each semester has been assigned a number code which is added to the end of the reporting year:
   • 1=summer,
   • 2=fall, or
   • 3=spring.
     • Example – 20232 = Fall

Type Three (Course) Record

1. CIP Code – Enter the 2-digit CIP code as it should appear on the course inventory
2. CIP 32 Course Categories – To be used only for courses coded CIP 32; leave blank if not a CIP 32. For each course coded CIP 32, assign a code from Table 26. The developmental course field on the Type 3 enrollment file will be edited against this field for consistency of developmental/remedial course reporting.
3. Course Level – Each course should be assigned only one course The course level should be assigned relative to the intended degree of complexity or expected level of student comprehension rather than the student level (or classification) of those enrolled in the course. The course level should be coded based on the following, using the appropriate code from Table 10:
   • Technical Level – Courses designed primarily for the instruction of students in technical programs at technical colleges.
   • Lower Division – Courses designed primarily for the instruction of freshman or sophomore stu-
   • Upper Division – Courses designed primarily for the instruction of junior or senior
   • Graduate – Courses designed primarily for the instruction of graduate

Courses designed to jointly serve two student levels should be assigned the lower of the appropriate codes.

4. Course Reference Number – Report in columns 58-72 the institutionally-assigned number identifying a specific course, section, and semester.
5. Courses Taught in Multiple Counties, States, or Countries – For courses taught in more than one county, state, country, or any combination, use the codes from Tables 4-A, Table 4-B1, Table 4-B2, and Table 5-A as follows:
   • Multiple States B99;
   • Multiple Foreign Countries BZZ;
   • Multiple Counties B18; or
   • Other Multiple Sites - BMS.
6. Course Section Number – Do not report courses with duplicate section. Every section number should be unique for a specific term.
   • This could be a totally different section number, or could be a character or number added to the section number.
     • For example, ACC 601 01 and ACC 601
   • Courses taught simultaneously but at two locations, such as a course taught face-to-face on campus and broadcast to another off-site location, should be treated as two courses with separate section numbers and descriptive information on the Type Three (class) file.
7. Course Title – Enter the course title currently used for each course Use all capital letters.
8. Credit Hours: Minimum and Maximum – For a course offered for a fixed number of credit hours, report that number in Columns 27-29. If the course is offered for different hours credit (e.g., 1 hour, 2 hours, or 3 hours), report the minimum hours for which it is offered in columns 27-29 and the maximum hours in columns 30-32.
9. Developmental Course – Report 1, 2, 3, 4, or 0 from Table 26 in column 49 for developmental Leave blank if course is not developmental.
10. Distance Learning Provider – Report distance learning course providers on the Type 3 record by entering “I” for institutionally provided courses, and “O” if other organizations are providing the reported distance learning course in column 40.
    • In column 41, report the code from Table 6 for the primary mode of delivery for these
    • The off-campus site in columns 46-48 can be left blank for distance learning courses.
11. Dual Credit – In column 25 indicate whether course is for dual credit; in column 26 indicate whether teacher of record is a high school teacher.
12. Faculty Employment Status – Full-time, Part-time, Graduate
    • Part-time status is defined as faculty who are less than full time (employed under thirty hours perweek on average) and teach on a per-course-section basis (AAUP).
    • Report FT (Full-Time), PT (Part –Time), or GS (Graduate Student).
    • Leave field blank if High School teacher of Record (column 26) is reported.
13. Faculty Tenure Status – Report Tenured = T, Tenure-Track = TT, or Non-Tenure Track=NT. Leave field blank if High School teacher of Record (column 26) is reported.
14. Faculty Title – Report Professor, Associate Professor, Assistant Professor, Lecturer, Instructor, Clinical Supervisor (e.g., supervisor of nurses, student teachers, etc.), Visiting Faculty, or Teaching/Graduate Assistant. Leave field blank if High School Teacher of Record (column 26) is reported.
15. General Education Courses – For each lower and upper division course that can be used to meet the institution’s general education requirements as defined for the General Education Transfer Policy, enter in columns 131-132 the appropriate code from Table 35 (Gen. 1). For a course meeting the general education requirement in two disciplines, report the additional code in columns 133-134 (Gen.Ed. 2). Leave blank if not a general education course.
16. High School Teacher of Record – If this field is “Y”, then Faulty Employment, Graduate Student, Faculty Tenure Status, Faculty Tenure Status, and Faculty Title will be blank in columns 146-150.
17. International Exchange Class – Report a Type Three Record to include all students enrolled in an institution in another country during the current semester in a formal international student exchange program.
    • Report class with Course Prefix and Number of IES 333 (universities) or 235 (KCTCS colleges).
    • Report the code for the foreign country in which the student is enrolled in the course section field,right justified.
    • Report a separate Type Three Record for each foreign country in which students are
    • Report each class with one credit
    • Report course level code of 00 for each IES
    • Report as off-campus according to their location of enrollment.
18. KYVC – Report “Y” (Yes) or “N” (No) in column 57 to indicate use of KYVC services.
19. National Student Exchange Class – Report a Type Three Record to include all students who are enrolled in your institution, but who are attending an institution in another state during the current semester as a participant in the National Student Exchange Program.
    • Reported class with the Course Prefix and Number of NES 333 (universities) or NES 235 (KCTCS colleges).
    • Report the code for the state in which the student is enrolled in the course section field, right justi-
    • Report a separate Type Three Record for each state in which students are Report each class with one credit hour.
    • Report the course level code of 00 for each NES class.
    • Report as off-campus according to their location of enrollment.
20. Off-Campus Site – For each off-campus course, report the site in which the class is located. In columns 46-48 report the appropriate off-campus site from Table For each new site not contained in Table 22, assign the next available numeric code and submit all required descriptive fields to CPE.
21. On/Off-Campus Classification – On-campus courses include courses taught on the institution’s main campus. Off-campus courses include all courses taught at a site other than the main campus of the institution, including courses taught at an extended campus.
    • Distance learning courses should be classified according to the location of the in-person component of the class.
    • 100 percent distance learning courses should be reported with a code of
    • A course taught partially at a location classified as on-campus and partially at a location classified as off-campus is to be counted as on-campus only if at least 50 percent of the instruction takes place on-campus.
    • IES 333 (International Exchange Student) and NES 333 (National Exchange Student) are to be reported according to their location of enrollment as above.
22. Previous Course Prefix – If the course was previously offered with a different course prefix, enter the previous course prefix. Leave blank if no change was made.
23. Previous Course Number – If the course was previously offered with a different course number, enter the previous course number. Leave blank if no change was made.
24. Regional Postsecondary Education Center – If a course is taught at one of the six official regional postsecondary education centers or the University Center of the Mountains, report in columns 44–45 the code from Table 28 that corresponds to its location. If not, leave blank.
25. Semester – Report the year and the appropriate semester for the file being Each semester has been assigned a number code which is added to the end of the reporting year:
    • 1=summer,
    • 2=fall, or
    • 3=spring.
      • Example – 20232 = Fall
26. Student Teaching Course – Course must be coded in CIP 13 and be used to fulfill the student teaching requirement for initial certification at either the undergraduate or graduate level. For courses coded CIP 13, enter “Y” (Yes) in column 130 if course is student teaching, otherwise enter “N” (No). If course is not coded CIP 13, leave blank.
27. Supplemental/Enrichment Course – Report the type of supplemental instruction provided from Table 20 in column 50, using the code between 0 and 9 which corresponds to the college readiness need being addressed. Leave the field blank if no supplemental instruction is offered.

Format of Type 1 (Student) Record

One Record Per Student

Columns	Char	Format
1	1	Form - 1
2-9	8	Insitution Number (FICE Code) - see Table 1
10-18	9	Social Security Number - must be nonblank
20-44	25	Last Name - left justify
45-59	15	First Name - left justify
60-67	8	Birth Date - mmddyyyy - zero fill
68	1	Gender - (M/F)
69	1	Race - See table 2
70	1	Residency (A,B,C,D,E,F) - see Table 3 (Publics Only)
71-72	2	State/County of Origin - FIPS for states - right justify, zero fill - See Tables 4-A and Table Table 4-B
73-75	3	County of Origin - FIPS - right justify, zero fill - see Table 5-A
76-77	2	Reciprocity State - FIPS for states - right justifiy, zero fill - see Table 4-A
78-80	3	Reciprocity County - FIPS - right justify, zero fill - see Table 5-B
81	1	GRS (Y,N,P)
82-84	3	Number of hours accepted in transfer - may be updated starting fall 2023 - right justify, zero fill, no decimal
85	1	Full/Part-time (F/P)
86-87	2	Student Classification - right justify, zero fill - see Table 7
88	1	BLANK
89	1	First-Time Student (Y,N,S)
90	1	First-Time Transfer (Y,N,S)
91-98	8	Transfer FICE - FICE code of institution from which student transferred - must be coded if 90 = Y - see Table 9
99-102	4	Total Credit Hours - two decimal points, right justified, zero fill
103-106	4	Year of High School Graduation - yyyy - blank fill
107-110	4	High School Code - see Table 12-A
111-118	8	Declared First Major - see Table 14-B and Table 15 - left justify, blank fill, do not inlude decimal points
119	1	Teach Outs - 1 or blank 0 - 2-yr required and 4-yr recommended (Publics only)
120-127	8	Declared Second Major - see Table 15- left justify, blank fill, do not include decimal points
128	1	Multi-Institutional Program First Major - blank or X
129	1	Multi-Institutional Program Second Ma- jor - blank or X
130-134	5	Permanent Zip Code
135-137	3	Weighted High School GPA - numeric, two decimal places, right justified, zero fill
138-147	10	Institutional ID - Student's Internal ID - mandatory
148-157	10	KDE ID
158	1	Hispanic or Latino (Y/N)
159	1	American Indian or Alaskan Native (Y/N)
160	1	Asian (Y/N)
161	1	Black or African American (Y/N)
162	1	Native Hawaiian or Other Pacific Island- er (Y/N)
163	1	White (Y/N)
164	1	Nonresident (Y/N)
165	1	Race and Ethnicity Unknown (Y/N)
166	1	Project Graduate (Y/N)
167-168	2	Declared First Major Prefix - see Table 15, left justify, blank fill
169-170	2	Declared Second Major Prefix - see table 15, left justify, blank fill
171-175	5	Current ZIP Code
176	1	Intent to Transfer (KCTCS only) (Y/N)
177-181	5	Semester - 1=summer, 2=fall, 3=spring. Examples - 20232 = Fall 2023
182-196	15	Middle Name
197-201	5	Name Suffix - left justify
202	1	Military Relationship (A,V,R) - blank if null - mandatory
203	1	Dual Credit Student (Y/N) (Indepen- dents Only)
204-207	4	Dual Credit Hours (Independents Only)
208-210	3	Off-Campus Site Code (Independents Only)
211	1	Tuition Waiver (Y/N) (Publics Only)
212-217	6	First Major Program ID - see Program Inventory - right justified - mandatory
218-223	6	Second Major Program ID - see Pro- gram Inventory - right justified
224	1	Teacher Prep
225-233	9	Outcome Measures
234-236	3	Unweighted High School GPA - numer- ic - two decimal places, right justified, zero fill
237-238	2	General Education Certification Code (Publics Only) - see Table 25
239	1	Communications (Y/N) (Publics Only)
240	1	Humanities (Y/N) (Publics Only)
241	1	Quantitative Reasoning (Y/N) (Publics Only)
242	1	Natural Science (Y/N) (Publics Only)
243	1	Social and Behavioral Sciences (Y/N) (Publics Only)

Format of Type 2 (Course) Record

One Record Per Student Per Course

Columns	Char	Format
1	1	Form - 2
2-9	8	Institution Number - FICE Code - see Table 1
10-18	9	Social Security Number - must be nonblank
19-23	5	Course Prefix - left justify
24-28	5	Course Number - left justify
29-33	5	BLANK
34-37	4	Credit Hours - right justify
38	1	Audit (Y/N)
39-44	6	BLANK
45-54	10	Institutional ID - Student's Internal ID
55-69	15	Institutional Course Reference Number
70	1	Dual Credit Student (Y/N)
71-75	5	Semester - 1=summer, 2=fall, 3=spring. Example - 20232=Fall 2023
76	1	Co-requisite (Y/N)
77-83	7	Section Number - expanded from 5 to 7 positions - right justify

Format of Type 3 (Class) Record

Columns	Char	Format
1	1	Form - 3
2-9	8	Institution Number - FICE Code - see Table 1
10-14	5	Course Prefix- - left justify
15-19	5	Course Number - left justify
20-24	5	BLANK
25	1	Dual Credit Course (Y/N)
26	1	High School Teacher of Record (Y/N)
27-30	4	Credit Hours -Minimum or fixed - numeric, two decimal places, right justify, zero fill
31-33	3	Credit Hours - Maximum or fixed - numeric, two decimal places, right justify, zero fill - leave blank if same as minimum
34	1	1=On-Campus, 2=Off-Campus, 3=100% Distance Learning
35-37	3	BLANK
38-40	3	Number of Students - right justify, zero fill
41	1	Distance Learning Provider - I=Insti- tutional, K=KYCV, N=No, O=Other
42	1	Primary Distance Learning Mode of Delivery - see Table 6
43-44	2	Course Level - right justify, zero fill - see Table 10
45-46	2	Regional Postsecondary Education Centers - see Table 21
47-49	3	Off-Campus Sites - zero fill - Table 28
50	1	Developmental - 1,2,3,4, or 0 - blank fill - see Table 20
51	1	Supplemented Course - 0-9 - see Table 20
52-56	5	College or Department - optional
57	1	BLANK
58	1	KYVC (Y/N)
59-73	15	Institutional Course Reference Num- ber - mandatory
74-78	5	Semester - 1=summer, 2=fall, 3=spring. Example - 20232=Fall 2023
79-80	2	2-Digit CIP Code - see Table 14-A
81-130	50	Course Title - all caps - left justify
131	1	Student Teaching Course (Y/N) - CIP 13 only, else leave BLANK
132-133	2	General Education Course - Code 1 - see Table 24
134-135	2	General Education Course - Code 2 - see Table 24
136-140	5	Previous Course Prefix - left justify, fill with blanks to the right
141-145	5	Previous Course Number - left justify, fill with blanks to the right
146-147	2	Faculty Employment Status - Full-Time (FT), Part-Time (PT), Graduate Student (GS) - mandatory
148-149	2	Faculty Tenure Status - Tenured (T), Tenure-Track (TT), Non-Tenure Track (NT) - mandatory
150-151	2	Faculty Title - left justify - see Table 31 - mandatory
152-158	7	Section Number - expanded from 5 to 7 positions - right justify