Kentucky Council on Postsecondary Education

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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:

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:

Exclude students who:

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

Do not include:

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.

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.

Metrics Validated

Metrics Validated At Time of Submission

Enrollment

Total

Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: Unduplicated count of students enrolled during the reporting term. 
Technical Definition: SELECT COUNT (inst_id) as 'Total Enrollment' FROM Type_1 BY FICE

First to Second Year Retention

Total

Validated At Time of Submission: No
Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: The percentage of first-time, degree- or credential-seeking students who return to the same institution the following fall to continue their studies. 
Technical Definition (SQL if available): 
----- ----- Setting Cohort ----- -----
/*** The cohort is derived from the total first-year cohort (GRS IN ('Y','P')) **/
Cohort = 'Yes'
WHEN first_time_in_college IN ('Y', 'S')
 AND SUBSTRING(semester, 5, 2) = '2' 


----- ----- Setting The Retained Flag ----- -----
SET C.Retained = 'Y'
FROM #Cohort_Retain C
INNER JOIN Edits.type1_Student D
 ON C.institutional_id = D.inst_id
 AND C.fice = D.fice
WHERE D.submission_id = @submission_id


----- ----- KCTCS-Specific Logic ----- -----
1. Degree Completion During the Prior Academic Year:
SET C.Retained = 'Y'
FROM #Cohort_Retain C
INNER JOIN dbo.Degree D
 ON C.institutional_id = D.inst_id
 AND C.fice = D.fice
WHERE @inst = 'KCTCS'
 AND D.Academic_Year = CAST(SUBSTRING(@submission_year, 3, 2) - 1 AS VARCHAR(2))
 + CAST(SUBSTRING(@submission_year, 3, 2) AS VARCHAR(2))

2. Degree Completion in the Current Type 5 Degree File:
SET C.Retained = 'Y'
FROM #Cohort_Retain C
INNER JOIN Edits.type5_degrees D
 ON C.institutional_id = D.inst_id
 AND C.fice = D.fice
WHERE @inst = 'KCTCS'
 AND D.sem = CAST(RTRIM(@submission_year) AS VARCHAR)
 + CAST(SUBSTRING(@submission_year, 3, 2) + 1 AS VARCHAR)


----- ----- Retention Percentage Calculation ----- -----
(Total Retention % = retained students / total cohort students × 100)
Metric_Value = CASE
    WHEN Cohort_Count > 0
        THEN (Retained_Count / Cohort_Count) * 100
END

 

Low Income Students

Validated At Time of Submission: No
Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: This metric represents the percentage of first-time, degree- or credential-seeking students who return to the institution in the following fall term and are identified as low-income. It is a disaggregated subset of the total first-to-second year retention metric.
Technical Definition: Students are classified as low-income if they received a Pell Grant in the Type A financial aid submission.
  • Logic: After a student is flagged as retained, then WHEN TypeA.pell_grants > 0 THEN low_income = 'Y'

Metrics Caculated using Enrollment Files but not at time of file submission: 

Enrollment

Undergraduate Students:

Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: Undergraduate enrollment is defined as the total unduplicated number of students who enroll in KCTCS, four-year public, or AIKCU undergraduate programs during an academic year.
Technical Definition (SQL if available): = SELECT COUNT (inst_id) as 'Total Enrollment' FROM Type_1 WHERE student_classification IN ('01', '02', '03', '04', '05', '13', '14', '19', '20', '30') AND sector_code IN ('1', '2', '3') AND semester = 'xxxx2'

 

Undergraduate Low Income Students:

Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Technical Definition (SQL if available): !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!

Graduate Students: 

Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Technical Definition (SQL if available): !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!

Adult Learners

Validated At Time of Submission: No
Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Technical Definition (SQL if available): !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!

Dual Credit

Validated At Time of Submission: No
Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Technical Definition (SQL if available): !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!

Persistence Rate

Validated At Time of Submission: No
Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Technical Definition (SQL if available): !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!

Persistence Rate - Low Income

Validated At Time of Submission: No
Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Technical Definition (SQL if available): !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Additional Subcategories: Low Income

Transfer(KCTCS Only)

Two-Year to Four-Year Transfer (KCTCS)

Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Technical Definition (SQL if available): !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!

Percent of AA/AS First-Time Students who Complete a Bachelor's Degree in Six Years (KCTCS)

Performance Funding Metric: No
Strategic Agenda Accountebility Metric: No
Definition: !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!
Technical Definition (SQL if available): !!!PLACE HOLDER - REPLACING AT A LATER DATE!!!

Impacted Data Dashboards (CPE Data Center): 

Used in Reoccuring Publications (CPE Publications)

Last Updated: 7/24/2026