|
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Course Information System (CIS) (Community Colleges, 4 Yr Publics) |
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CIS |
Clarification: CIS and SRS files must have common coding scheme across Course Number -DD120 (6 alphanumeric), Course Session - DD146 (3 alphanumeric), Course Subject - DD119 (6 alphanumeric), and Section Number - DD121 (6 alphanumeric) to allow the data files to be merged. The values entered these fields in both files must have identical formats. |
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CIS |
Clarification: DD87, Date of Initial Employment. When date of initial employment is not known, enter 0000. Blank is not allowed. |
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CIS |
Clarification: DD89, Principal Occupational Assignment. All faculty and staff require a two digit code from the predefined list. Blank is not allowed. |
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Cyber Warrior System (CWS) (BCCC, BSU, CSU, MSU, UMES only) |
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CWS |
Updated Edit When required in a collection rwhite, rblack, rasian, raian, and rnhpi must be reported as 1, 2, 3, 4, and 5 respectively. Blank = no, unknown, not collected, and/or not declared by student. 0 is not allowed and will result in a fatal error. |
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CWS |
Clarification: Blank is not allowed for last name and first name (DD10 and DD11). If a student does not have last name or first name report NLN in the last name field and NFN in the first name field. Middle name field can remain blank. Leaving last name or first name blank will result in a warning in 2022-2023 and a fatal error in 2023-2024. |
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CWS |
Clarification: Include only those records in the submission with enrollments between July 1 and December 31. Degree date must equal 0 (still enrolled) or be between July 1 and December 31. Any records with degrees BEFORE July 1 must be excluded from the unit record submission and the attestation letter. |
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Degree Information System (DIS) (Community Colleges, 4 Yr Publics, Independents, Privates) |
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DIS |
Updated Edit When required in a collection rwhite, rblack, rasian, raian, and rnhpi must be reported as 1, 2, 3, 4, and 5 respectively. Blank = no, unknown, not collected, and/or not declared by student. 0 is not allowed and will result in a fatal error. |
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DIS |
Updated Edit CIP Code has been added to DIS. Reporting CIP Code was optional in 2021-2022 but is required in 2022-2023. Reporting 88.8888 in the field for DIS will result in a fatal error. |
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DIS |
Updated Edit DIS requires reporting CIP Code as two digits, a decimal, then four digits. Any submissions requiring CIP will result in a fatal error if the format is incorrect. |
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DIS |
New Data Element - DO NOT DO ANYTHING FOR 2022-23. This is advance notice for 2023-24. New Data Element - IPEDS Degree DD171. This element will be optional for 2023-2024 and required in 2024-2025. Students who earn a degree that is reported in the IPEDS for degree completions must be coded. |
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Employee Data System (EDS) (Community Colleges, 4 Yr Publics) |
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EDS |
Updated Edit When required in a collection rwhite, rblack, rasian, raian, and rnhpi must be reported as 1, 2, 3, 4, and 5 respectively. Blank = no, unknown, not collected, and/or not declared by student. 0 is not allowed and will result in a fatal error. |
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EDS |
Updated Edit Warning: Threshold for DD94 Wage/Salary will be increased from $600,000 to $1 million. |
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EDS |
Clarification. DD94, Salary. Two Codes have been returned to the option list for "00005 - Workstudy" and "00006 - Volunteer." |
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EDS |
Clarification. DD87, Date of Initial Employment. When date of initial employment is not known, enter 0000. Blank is not allowed. |
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EDS |
Clarification. DD89, Principal Occupational Assignment. All faculty and staff require a two digit code from the predefined list. Blank is not allowed. |
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External Credit System (ECS) (Community Colleges, 4 Yr Publics) |
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ECS |
No Updates |
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Enrollment Information System (EIS) (Community Colleges, 4 Yr Publics, Independents, Privates) |
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EIS |
New Data Element - Maryland Approved Program Type New data element to support reporting for the Blueprint for Maryland's Future. Maryland Approved Program Type - DD169. This element will be optional for 2022-2023 and required in 2023-2024. Students who are enrolled in an program approved by the Maryland State Department of Education that leads to teacher certification must be coded each term they are enrolled in the program. For some institutions, this coding may be concurrent with their first-time of study at the institution (first-time=1 or 5 for undergraduates or 3 for graduates). For other institutions, the student may not be an enrollee until their junior year when they are officially accepted to the program (first-time=2 for undergraduates or 4 for graduates). 1= program leads to initial licensure, undergraduate level 2= program leads to initial licensure, graduate level 3= program leads to advanced licensure, graduate level 4= not applicable, not a MAPCS record 9= cannot report MAPCS program type in 2022-2023 |
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EIS |
New Data Element - Advanced Standing Advanced Standing - DD170. This element will be optional for 2022-2023 and required in 2023-2024. Students with the First-Time of 1 (DD37) must be coded as having advanced standing. More detail coming soon. |
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EIS |
Revision. To better support research and reporting, new values are being added to the Freeze Flag (DD2.1). 1= Student is enrolled for credit on the census date (freeze date) for fall or spring and meets the IPEDS definition for enrollment reporting. 2= Student is enrolled for credit on the census date (freeze date) for fall or spring but does NOT meet the IPEDS definition for enrollment reporting. 3=Student enrolled for credit AFTER census date. 4= Not applicable. 5= Winter or Summer Session, do not report Blank not allowed |
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EIS |
Updated Edit When required in a collection rwhite, rblack, rasian, raian, and rnhpi must be reported as 1, 2, 3, 4, and 5 respectively. Blank = no, unknown, not collected, and/or not declared by student. 0 is not allowed and will result in a fatal error. |
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EIS |
Updated Edit CIP Code has been added to EIS. Reporting CIP Code was optional in 2021-2022 but is required in 2022-2023. Reporting 88.8888 in the field for EIS will result in a fatal error. |
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EIS |
Updated Edit EIS requires reporting CIP Code as two digits, a decimal, then four digits. Any submissions requiring CIP will result in a fatal error if the format is incorrect. |
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EIS |
Clarification. Blank is not allowed for last name and first name (DD10 and DD11). If a student does not have last name or first name report NLN in the last name field and NFN in the first name field. Middle name field can remain blank. Leaving last name or first name blank will result in a warning in 2022-2023 and a fatal error in 2023-2024. |
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EIS |
Clarification. When Degree Sought (DD30)=47, Term Student Level (DD35) must equal 7; any other value in DD35 will result in a fatal error. When Degree Sought (DD30)=87, Term Student Level (DD35) must equal 8; any other value in DD35 will result in a fatal error. |
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EIS |
Clarification. When Degree Sought (DD30)=10, 20, 30, or 40 then Term Student Level (DD35) must be 1, 2, 3, or 4 or it will result in a fatal error. And, when Degree Sought (DD30) = 50, 60, 65, 70, 81, 85 or 86 then Term Student Level (DD35) must be 5 or 6 or it will result in a fatal error. |
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EIS |
Clarification. When Distance Education Enrollment Code (DD100)=1 , Distance Education Location Code (DD101) must be either 1, 2, 3 or 4 or the result will be a fatal error. |
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EIS |
Clarification. When Degree Sought (DD30)=47 and First-Time Flag (DD37)=0 then Term Student Level (DD35) must be 7 or the result will be a fatal error. |
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EIS |
Clarification. Degree sought=00 will no longer be allowed in the EIS submission and will result in a Fatal Error. |
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EIS |
Clarification on population scope: When completing the EIS file all students, even those who are not yet degree-seeking, but are taking credit-based courses, should be included in the file. This includes incarcerated students, early/middle college students, dual enrollment high school students and all other unique populations that had been previously excluded from prior collections based upon IPEDS definitions. Recommended coding for DD30 (Degree Sought), DD37 (First-Time), DD35 (Term Student Level), and DD2.1 (Freeze Flag) is as follows: Coding for early/middle college: DD30 = 10, 20 or 40; DD37 = 1,5 upon initial enrollment, 2 thereafter; DD35 = 1, 2, 3 or 4 ; and DD2.1 = 2 Coding for undergraduate incarcerated students: DD30 = 10, 20 or 40 if degree seeking, 47 if not; DD37 = 1,5 upon initial enrollment, 2 thereafter; DD35 = 1, 2, 3 or 4 ; and DD2.1 = 2 Coding for dual enrollment: DD30 = 47; DD37 = 0; DD35 = 7; and DD2.1 = 2 |
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End of Term System (EOTS) (Community Colleges, 4 Yr Publics, Independents) |
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EOTS |
New Data Element - US Citizenship A new data element has been added to EOTS to complete the demographic string. US Citizenship, DD24, will be optional in 2022-2023 and required in 2023-2024. This data element was inserted between Birthdate and Hispanic/Latin Ethnicity. |
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EOTS |
Updated Edit When required in a collection rwhite, rblack, rasian, raian, and rnhpi must be reported as 1, 2, 3, 4, and 5 respectively. Blank = no, unknown, not collected, and/or not declared by student. 0 is not allowed and will result in a fatal error. |
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EOTS |
Updated Edit Seven demographic elements have been added to the EOTS file layout. These include: rwhite, rblack, rasian, raian, rnhpi, gender, and birthdt. These elements were optional for 2021-2022 but are required in 2022-2023. Edit checks will be in place for all 2022-2023 submissions. |
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EOTS |
Clarification. Blank is not allowed for last name and first name (DD10 and DD11). If a student does not have last name or first name report NLN in the last name field and NFN in the first name field. Middle name field can remain blank. Leaving last name or first name blank will result in a warning in 2022-2023 and a fatal error in 2023-2024. |
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EOTS |
Clarification. If Term GPA (DD137) is >=0.00 then CGPA (DD52) cannot be blank. If DD52 is blank when DD137 is not, this will result in a fatal error. |
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EOTS |
Clarification. Term Native Degree Credit Hours Earned (DD136) cannot be more than Term Degree Credit Hours Attempted (DD135) or more than Term Native Credit Hours Registered (DD134). A student cannot earn more credits (DD136) than those the student attempts (DD135) or is registered for (DD134) within a term. If DD136 is more than DD135 or DD134 a fatal error will result. |
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EOTS |
Clarification. If Term Native Degree Credit Hours Earned (DD136) is greater than 0 then Cumulative Native Credit Hours Earned (DD44) cannot be 0. DD44 must be at least equal to or greater than DD136. If DD44 is reported as 0 when DD136 is greater than 0 a fatal error will result. If DD44 is less than DD136 a fatal error will result. |
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EOTS |
Clarification
on population scope: When completing the
EOTS file all students, even those who are
not yet degree-seeking, but are taking
credit-based courses, should be included in
the file. This includes incarcerated
students, early/middle college students,
dual enrollment high school students and all
other unique populations that had been
previously excluded from prior collections
based upon IPEDS definitions. Recommended
coding for DD30 (Degree Sought), DD37
(First-Time), DD35 (Term Student Level), and
DD2.1 (Freeze Flag) is as follows: Coding for early/middle college: DD30 = 10, 20 or 40; DD37 = 1,5 upon initial enrollment, 2 thereafter; DD35 = 1, 2, 3 or 4 ; and DD2.1 = 2 Coding for undergraduate incarcerated students: DD30 = 10, 20 or 40 if degree seeking, 47 if not; DD37 = 1,5 upon initial enrollment, 2 thereafter; DD35 = 1, 2, 3 or 4 ; and DD2.1 = 2 Coding for dual enrollment: DD30 = 47; DD37 = 0; DD35 = 7; and DD2.1 = 2 |
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Financial Aid Information System (FAIS) (Community Colleges, 4 Yr Publics, Independents, Privates) |
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FAIS |
Revision: New aid category codes. The Early College Access Program (ECAP) which is part of CCR-CCA and intended to subsidize the full cost of tuition for FARMS dually enrolled students. That subsidy is covered by the local education agency (LEA) and the community college charges a reduced rate to the LEA. The code for ECAP is:1345 Experimental Pell should be coded 1128. |
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FAIS |
Updated Edit When required in a collection rwhite, rblack, rasian, raian, and rnhpi must be reported as 1, 2, 3, 4, and 5 respectively. Blank = no, unknown, not collected, and/or not declared by student. 0 is not allowed and will result in a fatal error. |
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FAIS |
Updated Edit Effective with the 2022 submission, any code not on the Aid Category Award Code (DD84) list for the reporting year will result in a fatal error. Only codes on the published list for that collection year will be accepted. Additionally, codes reserved exclusively for private career schools (1109, 1324, and 1325) will result in a fatal error in the FAIS submission. |
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FAIS |
Clarification. Aid Category Award Code (DD84). The FAIS file contains aid awards only those students enrolled in credit-bearing courses. The students may or may not be degree-seeking, and course work may or may not fulfill degree requirement; however the basis for the course is credits. If a student enrolled in credit-bearing courses is also taking noncredit workforce sequence courses, include noncredit awards in the FAIS file. If a student is exclusively taking noncredit workforce sequence courses, do not include any awards (credit or noncredit) for that student in the FAIS file. |
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FAIS |
Clarification: COA or DD82. All students have a cost of attendance at an institution. Reporting COA does not require a FAFSA to be on file. Report the actual COA for the student. The COA may be the budget used for financial aid packaging for students receiving Title IV financial aid. Blank is not valid. COA cannot be $0 as COA in inclusive of tuition, room/board (on or off campus housing), books, supplies, transportation and fees. |
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FAIS |
General note: MHEC is aware that the Department of Education is making changes to the FAFSA. MHEC is looking at what changes need to be made to the FAIS data collection to align to changes in the FAFSA. |
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FAIS |
MHEC will classify all state mandated tuition waivers or tuition exemptions according to the codes listed in the FAIS Aid Category Code chart. State mandated tuition waivers must be reported under the correct code rather than as generic "institutional grants" or "institutional scholarships." When reporting aid by institution, MHEC will include the waivers in the institutional aid category as a state mandated tuition waiver or tuition exemptions. These include: Foster Care Tuition Waivers/Tuition Exemptions, Homeless Youth Tuition Waivers/Exemptions, Senior Citizen Tuition Waivers/Exemptions; Student Tuition Waivers/Exemptions; Employees and Dependents Tuition Waivers/Exemptions. These tuition exemptions/waivers CANNOT be classified as institutional aid or other forms of aid for FAIS reporting purposes. |
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FAIS |
Clarification Include all students with any federal, state or institutional aid who were reported in the EIS or EOTS file. This includes students receiving experimental Pell or have subsidies from local school systems for dual enrollment. |
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Maryland Approved Program Completer System
(MAPCS) (4 Yr Publics, Independents) |
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MAPCS |
New Data Element - Maryland Approved Program Type New data element to support reporting for the Blueprint for Maryland's Future. MAPCS Program Type - DD169. This element will report at the student level to indicate the type of Maryland Program code being reported. 1= program leads to initial licensure, undergraduate level 2= program leads to initial licensure, graduate level 3= program leads to advanced licensure, graduate level 4= not applicable, not a MAPCS record 9= cannot report MAPCS program type in 2022-2023 This optional 2022-2023 and required in 2023-24. |
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MAPCS |
New Data Element - Maryland Approved Program Description New data element to support reporting for the Blueprint for Maryland's Future. Maryland Approved Program Description - DD172. This element will report at the student level the name of the program that corresponds to the code being reported in DD144 Program Completion Code. Blank is not allowed. This optional 2022-2023 and required in 2023-24.. |
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MAPCS |
Updated Edit When required in a collection rwhite, rblack, rasian, raian, and rnhpi must be reported as 1, 2, 3, 4, and 5 respectively. Blank = no, unknown, not collected, and/or not declared by student. 0 is not allowed and will result in a fatal error. |
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MAPCS |
Updated Edit MAPCS requires reporting CIP Code as two digits, a decimal, then four digits. Any submissions requiring CIP will result in a fatal error if the format is incorrect. |
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MAPCS |
Clarification. Blank is not allowed for last name and first name (DD10 and DD11). If a student does not have last name or first name report NLN in the last name field and NFN in the first name field. Middle name field can remain blank. Leaving last name or first name blank will result in a warning in 2022-2023 and a fatal error in 2023-2024. |
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MAPCS |
Clarification. If the Program does not have CIP, report 99.9999 in DD73. |
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MAPCS |
Clarification. Code 999 will no longer be eligible for use for DD156, Capstone Location. Reporting 999 in this field will result in a fatal error. |
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MAPCS |
Clarification. 1) The MAPCS file should include only those students who complete a program approved by the Maryland State Department of Education (MSDE) between September 1st and August 31st of each collection year. If an institution offers a teacher education program approved by MHEC but not MSDE, then those records should be excluded from MAPCS. 2) "Completion" is institutionally defined. At some institutions, "completion" means fulfilling course work requirements to graduate AND passing ETS/Praxis tests. At other institutions, testing may not be required to meet the "completion" of a MAPCS program. 3. The Degree Date (DD112) should be interpreted as the "completion date" for the MAPCS program being reported. At some institutions, the "completion date" will be the date of the MAP stamp. If the student earned a degree BUT had additional requirements to complete to fulfill "completion" (like subsequent testing) report the date in the degree date field when ALL requirements are completed rather than the degree date. It is possible that some records included in MAPCS may have a degree date that is BEFORE the September 1st cut-off but the MAPCS completion is on or after the September 1st cut-off. As such, a record may be reported the DIS collection (July 1st to June 30th) for one year and the MAPCS collection for the subsequent year. |
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MAPCS |
Clarification. Any of the following degree sought codes are valid for MAPCS: 30, 40, 47, 50, 60, 65, 70, 81, 85, 86, or 87. A MAPCS completion may or may not require degree conferral. If the MAPCS being reported does not require a degree, report either 47 (undergraduate nondegree) or 87 (graduate nondegree). If the MAPCS completion requires a degree, report the corresponding code. |
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Near Completer Initiative (NCI) (Community Colleges, 4 Yr Publics, Independents, Privates) |
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NCI |
No Changes/Updates |
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Noncredit Workforce Completers System (NWCS) (Community Colleges) |
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NWCS |
Updated Edit When required in a collection rwhite, rblack, rasian, raian, and rnhpi must be reported as 1, 2, 3, 4, and 5 respectively. Blank = no, unknown, not collected, and/or not declared by student. 0 is not allowed and will result in a fatal error. |
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NWCS |
Updated Edit NWCS requires reporting CIP Code as two digits, a decimal, and then two digits. Any submissions requiring CIP will result in a fatal error if the format is incorrect. |
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NWCS |
Updated Edit Reporting CIP Code was optional in 2021-2022 but is required in 2022-2023. Reporting 88.88 in the field for NWCS will result in a fatal error. |
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NWCS |
Clarification. Blank is not allowed for last name and first name (DD10 and DD11). If a student does not have last name or first name report NLN in the last name field and NFN in the first name field. Middle name field can remain blank. Leaving last name or first name blank will result in a warning in 2022-2023 and a fatal error in 2023-2024. |
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Student Registration System (SRS) (Community Colleges, 4 Yr Publics) |
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SRS |
Clarification. SRS and CIS files must have common coding scheme across Course Number -DD120 (6 alphanumeric), Course Session - DD146 (3 alphanumeric), Course Subject - DD119 (6 alphanumeric), and Section Number - DD121 (6 alphanumeric) to allow the data files to be merged. The values entered these fields in both files must have identical formats. |