Type 5: Degrees & Other Formal Awards Conferred

1

1

Form

(form)

Alphabetic

Indicates the collection file. Must be the first field in every detail record. Enter 5 for records. Cannot be blank.

2

5

Date Conferred

(date_conf)

Numeric

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

7

8

Institution ID

(fice)

Numeric

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.

15

9

Social Security Number

(ssn)

Numeric

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)

24

1

ID Type

(id_type)

Numeric

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)

25

25

Last Name

(last_name)

Alphanumeric

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.

50

15

First Name

(first_name)

Alphanumeric

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).

65

8

Date of Birth

(birth_date)

Date

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

73

1

Gender

(gender)

Alphabetic

Report the student's gender.

F - Female

M - Male

74

1

Race/Ethnicity

(race)

Numeric

Report the student's race and/or ethnicity following federal reporting guidelines, using the appropriate code from  Table 2.

75

1

Residency Status

(residency)

Alphabetic

Indicate the student’s residence status for the reporting term. Use the appropriate code as defined in Table 3.

76

2

State of Origin

(origin_state)

Numeric

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

78

3

County of Origin

(origin_county)

Numeric

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

81

2

Reciprocity State

(recip_state)

Numeric

For students with residency code B (reciprocity) as reported in Residency Status column, report the reciprocity state using the 2-digit FIPS state code.

Refer to Table 5 for approved riprocity states/counties.

83

3

Reciprocity County

(recip_county)

Numeric

For students with residency code B (reciprocity) as reported in Residency Status column, residency status, the reciprocity county using the 3-digit FIPS county code.

Refer to Table 5 for approved riprocity states/counties.

86

2

Degree Level

(level_degree)

Alphabetic

Each record must include a degree level code that corresponds to the credential awarded to the student. This code identifies whether the award is an associate, bachelor’s, graduate degree, diploma, or certificate, and the scope of credit hours completed.

The degree level must match the program designation in your institution’s approved program inventory.

88

15

Degree Conferred

(degree_conferred)

Alphabetic

Report the specific degree being conferred; for example, BA, BS, AA, AAS. Degree codes must be consistent with degree designations in each institution’s program inventory. Left justify.

103

8

Declared First Major Prefix

(first_major_prefix)

Alphabetic

Report the appropriate major or program prefix code from the program inventory.

Valid Values:

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

111

8

Declared Second Major Prefix

(second_major_prefix)

Alphabetic

Report the appropriate major or program prefix code from the program inventory. See Declared First Major Prefix for guidelines.

119

1

Multi-Institutional Program First Major

(multi_inst_1)

Alphabetic

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.

Valid Values:

• X - Collaborative or joint program
• Blank - Not applicable

120

3

Earned Credit Hours at Time of Degree

(earned_hrs)

Alphanumeric

Report the cumulative semester credit hours accepted from all prior institutions. Round decimals to the nearest whole number (below .50 rounds down).

Valid Values:

• 000 - No transfer credit accepted
• XXX - Hours unknown at time of reporting
• TBD - Student pursuing a second baccalaureate degree
• TAD - Student pursuing a second associate degree

123

10

Student’s Institutional ID

(inst_id)

Numeric

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

133

1

Hispanic or Latino

(hispanic)

Alphabetic

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

134

1

American Indian or Alaskan Native

(am_indian)

Alphabetic

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

135

1

Asian

(asian)

Alphabetic

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

136

1

Black or African American

(black)

Alphabetic

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

137

1

Native Hawaiian or Other Pacific Islander

(hawaiian)

Alphabetic

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

138

1

White

(white)

Alphabetic

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

139

1

Nonresident

(nonresident)

Alphabetic

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

140

1

Race and Ethnicity Unknown

(race_unknown)

Alphabetic

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

141

1

Project Graduate

(project_graduate)

Alphabetic

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

142

6

Academic Year

(sem)

Numeric

The academic year being reported, expressed as two consecutive 4-digit years combined into a 6-digit value. Must fall between 2000 and the current year.

Example: 202526 = Academic Year 2025–2026

148

15

Middle Name

(middle_name)

Alphanumeric

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

163

5

Name Suffix

(name_suffix)

Alphanumeric

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

168

1

Military Relationship

(military_relationship)

Alphabetic

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

169

1

Tuition Waiver

(tuition_waiver)

Alphabetic

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

170

6

First Major Program ID

(first_major_programid)

Alphanumeric

Report the First Major Program ID for the student’s declared major, matching the institution’s 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.

176

6

Second Major Program ID

(second_major_programid)

Alphanumeric

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

182

1

Teacher Prep

(teacher_prep)

Alphabetic

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