| 005 |
EMSAS File Type |
FILETYPE |
Required |
A 2-digit code that indicates which record is being reported. Comments: This data element indicates the record being submitted and is associated with the respective record layout for the fall enrollment, term registration, and degree completion files. Purpose: General. |
|
Text |
2 |
|
| 010 |
FICE College Code |
FICECODE |
Required |
The 6-digit FICE code formerly used to identify American colleges and universities. Comments: Used to identify the institution reporting data to the CBHE and is part of each input record submitted by the institution. Purpose: General. |
EMSAS_FICE_College_Codes |
Text |
6 |
|
| 015 |
Academic Term |
ACTERM |
Required |
A 2-digit code to denote the period (academic term) being reported for the accompanying record. Comments: Code 20 is limited to the Fall Enrollment File, which contains a snap-shot of students enrolled at an institution as fall census date, typically the 20th day of classes. Codes 11, 21, 31, and 41 are used in the Term Registration File, which contains data on students enrolled as of the date grades are run at the institution in each term, as well as to the Completions File recording the students? conferred awards in the summer, following fall, or spring commencement. Purpose: This may be used for the DHE-02, DHE-06, DHE07-1, and DHE07-2. |
EMSAS_Academic_Term_Codes |
Text |
2 |
|
| 020 |
Calendar Year |
CALYEAR |
Required |
A 4-digit code to denote the calendar year for the census (Fall Enrollment), end-of-term (Term Registration), or commencement date (Completions) being reported for the accompanying record. Comments: The year reported is the four digits of the calendar year for which the reported data apply. For example, a fall 1993 enrollment record is coded "1993', a degree conferred record for a degree conferred upon a student during the August 1993 graduation ceremony would also be coded "1993', a degree conferred during the spring 1994 graduation ceremony would be coded '1994'. Purpose: This is used for the DHE-02, DHE-06, DHE07-1 and DHE07-2. |
|
Integer |
4 |
|
| 025 |
SSN or Student ID (Primary) |
SOCSEC1 |
Required |
Definition: A student's social security number or student ID most recently provided to the institution. Codes: N/A Comments: If the student has not provided the institution with a social security number, or does not have a social security number (e.g., a nonresident alien), record an institutionally assigned student identification number in this field as well as in the CAMPUSID field. The Primary SSN or Student ID Status (SSTAT1) field should be set to '2'. If an incorrect social security number is originally reported and later the institution receives the student's true social security number, the incorrect social security number, originally reported as SOCSEC1 should be moved to the Second Most Recent Social Security Number (SOCSEC2) field and the true or correct social security number should be reported in the Most Recent Social Security Number (SOCSEC1) field on all subsequent records. Purpose: General. |
|
Text |
9 |
|
| 030 |
Most Recent Social Security Number Status |
SSTAT1 |
Required |
The 1-digit value that indicates whether the Most Recent Social Security Number (SOCSEC1) is assigned by the institution or is an actual social security number. Comments: N/A Purpose: General. |
EMSAS_Social_Security_Status_1_Codes |
Integer |
1 |
|
| 035 |
SSN or Student ID (Secondary) |
SOCSEC2 |
Optional |
A student's previously provided social security number or student ID. Codes: N/A Comments: Complete this field if the student's social security number has been changed during the student's enrollment at the institution submitting the report (e.g., the original social security number reported in the SOCSEC1 field was assigned by the institution or was incorrect). If the institution has only used one unique student identifier for the student in the files submitted to the CBHE, then this field should be zero filled. Purpose: General. |
|
Text |
9 |
|
| 040 |
Second Most Recent Social Security Number Status |
SSTAT2 |
Optional |
The 1-digit value that indicates whether the Second Most Recent Social Security Number (SOCSEC2) was a number originally assigned by the institution or was a social security number originally reported in error or incorrectly. Comments: N/A Purpose: General. |
EMSAS_Social_Security_Status_2_Codes |
Text |
1 |
|
| 045 |
Campus I.D./Last Name |
CAMPUSID |
Required |
A 10-digit campus student identification number or ten characters of a student's last name. Comments: This data element should be left-justified. If a campus assigns student identification numbers other than the social security number for student identification, record 10 characters of that number in this field. If, however, a campus uses the social security number as the student identifier, record up to 10 capital letters of the student's last name in this field. Purpose: The purpose of this data element is to provide the ability to link students' records using this field in conjunction with date of birth (DOBIRTH) should an attempt to match records on the most recent social security number (SOCSEC1) or second most recent social security number (SOCSEC2) fail. Return to |
|
Text |
10 |
|
| 050 |
Gender |
GENDER |
Required |
A 1-digit code specifying the gender of the student. Comments: N/A Purpose: General. |
EMSAS_Gender_Codes |
Text |
1 |
|
| 055 |
Race / Ethnicity |
RACE |
Optional |
Column(s) should be included in fixed width file or CSV submissions to maintain file structure. |
EMSAS_Race_Codes |
Text |
2 |
|
| 060 |
Highest Degree Held |
HIDEGREE |
Required |
A 2-digit code specifying the highest degree a student has been awarded by either the reporting institution or another institution. Codes: Please see Degree Level Conferred (DEGREEC) for codes to be used. Use NA if no college-level degree is held. NA should only be used in the Fall Enrollment and Term Registration file. NA should not be used in the Completions file. In the case where there is no earlier known degree, the degree being conferred will be the Highest Degree. Comments: Highest Degree Held is a descriptive piece of information to allow institutions and the CBHE to monitor the extent students are working toward another degree which may be at the same or different level from the degree already held by the student. Purpose: General. |
EMSAS_Degree_Level_Codes |
Text |
2 |
|
| 065 |
Degree Level Sought |
DEGREEC |
Required |
A 2-digit code indicating the highest degree level a student is currently working toward, and is intending to complete. Comments: Students should be coded according to the highest degree level the student is currently working toward; e.g., students enrolled in concurrent baccalaureate and master?s programs should be coded at the master?s level (42). Purpose: General. |
EMSAS_Degree_Level_Codes |
Integer |
2 |
|
| 070 |
First Major Field of Study CIP Code |
PROGONE |
Required |
A 6-digit code to indicate the declared first major or program of study in which the student is pursuing, or has completed, a degree. Codes: See http://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55 for further information on Classification of Instructional Programs (CIP) codes. 900000 = Undeclared Comments: If the student is pursuing, or has completed, one degree with two majors, code the second major in the second program field (PROGTWO). Purpose: General. |
|
Text |
6 |
|
| 075 |
First Major Field of Study Option Code |
PGONEOP |
Optional |
Column(s) should be included in fixed width file or CSV submissions to maintain file structure. |
|
Text |
4 |
|
| 080 |
Second Major Field of Study CIP Code |
PROGTWO |
Optional |
A 6-digit code to indicate the declared second major or program of study in which the student is pursuing, or has completed, a degree. Codes: See http://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55 for further information on Classification of Instructional Programs (CIP) codes. Field may be left null for students without a declared second major. Comments: N/A Purpose: General. |
|
Text |
6 |
|
| 085 |
Second Major Field of Study Option Code |
PGTWOOP |
Optional |
A 4-digit numerical code assigned to an option code within the student's declared second major program of study (PROGTWO). Codes: 0000 = Unknown / N/A Comments: N/A Purpose: General. |
|
Text |
4 |
|
| 090 |
Student's Last Name |
LASTNAME |
Required |
Reports student's last name. Comments: May include punctuation (e.g. hyphen). Purpose: General. |
|
Text |
30 |
|
| 095 |
Student's First Name |
FIRSTNAM |
Required |
Reports student's first name. Comments: May include punctuation (e.g. hyphen). Purpose: General. |
|
Text |
30 |
|
| 100 |
Middle Initial |
MIDDLE |
Optional |
Reports student's middle initial. Comments: N/A Purpose: General. |
|
Text |
1 |
|
| 105 |
Suffix of name (e.g. Jr., Sr., etc.) |
SUFFIX |
Optional |
Reports student's suffix, if applicable. Comments: May include punctuation (e.g. period). Purpose: General. |
|
Text |
5 |
|
| 110 |
Date of Birth |
DOBIRTH |
Required |
An 8-digit indicator of the student's date of birth. Comments: If the student's date of birth is not known, then zero fill this field. If the date of birth is known, the field should be filled with the first four digits indicating the year of birth, followed by two digits for the numeric abbreviation of the month of birth, followed by the final two digits indicating the day of birth (YYYYMMDD). For example, a date of birth of October 11, 1986 should be coded '19861011'. DOBIRTH is required in the Fall Enrollment and Term Registration files, but is optional in the Completions file. However, institutions which do not use the student's social security number as a primary identifier in EMSAS reporting should strongly consider including DOBIRTH in Completions reporting. Purpose: General. |
|
Date |
8 |
|
| 115 |
MOSIS ID |
MOSIS |
Optional |
A 10-digit unique student identifier assigned to all students in Missouri public schools by the Missouri Department of Elementary and Secondary Education (DESE). Comments: Optional: may be reported if available. Purpose: General. |
|
Integer |
10 |
|
| 120 |
Hispanic / Latino Race / Ethnicity |
RACEA |
Required |
A series of 1-digit codes specifying identification of the student with any of a series of racial / ethnic groups. Comments: The U.S. Department of Education has mandated a revised system of reporting of race / ethnicity, which will impact reporting of students, faculty and staff in federal IPEDS reporting. In response to these changes, EMSAS reporting will transition to a new system of reporting. Further information on the new guidelines is available HUhereUH and HUhereUH. In fall 2008, 2009, and 2010, institutions may use either the single RACE column to report student race / ethnicity in the Fall Enrollment, Term Registration, and Completions files, or the multiple race / ethnicity columns (RACEA-RACEH) corresponding to revised federal reporting. Beginning with fall 2011 EMSAS reporting, use of the multiple race / ethnicity columns (RACEA-RACEH) will be required for all institutions reporting EMSAS data. Accordingly, reporting using the new categories will apply to 2011 Fall Enrollment, 2010-2011 Term Registration, and 2010-2011 Completions. The current single column (RACE) will either become a placeholder or be deleted. Purpose: General. |
EMSAS_Race_A_Codes |
Text |
1 |
|
| 125 |
Non-Resident Alien Race / Ethnicity |
RACEB |
Required |
A series of 1-digit codes specifying identification of the student with any of a series of racial / ethnic groups. Comments: The U.S. Department of Education has mandated a revised system of reporting of race / ethnicity, which will impact reporting of students, faculty and staff in federal IPEDS reporting. In response to these changes, EMSAS reporting will transition to a new system of reporting. Further information on the new guidelines is available HUhereUH and HUhereUH. In fall 2008, 2009, and 2010, institutions may use either the single RACE column to report student race / ethnicity in the Fall Enrollment, Term Registration, and Completions files, or the multiple race / ethnicity columns (RACEA-RACEH) corresponding to revised federal reporting. Beginning with fall 2011 EMSAS reporting, use of the multiple race / ethnicity columns (RACEA-RACEH) will be required for all institutions reporting EMSAS data. Accordingly, reporting using the new categories will apply to 2011 Fall Enrollment, 2010-2011 Term Registration, and 2010-2011 Completions. The current single column (RACE) will either become a placeholder or be deleted. Purpose: General. |
EMSAS_Race_B_Codes |
Text |
1 |
|
| 130 |
American Indian / Alaska Native Race / Ethnicity |
RACEC |
Required |
A series of 1-digit codes specifying identification of the student with any of a series of racial / ethnic groups. Comments: The U.S. Department of Education has mandated a revised system of reporting of race / ethnicity, which will impact reporting of students, faculty and staff in federal IPEDS reporting. In response to these changes, EMSAS reporting will transition to a new system of reporting. Further information on the new guidelines is available HUhereUH and HUhereUH. In fall 2008, 2009, and 2010, institutions may use either the single RACE column to report student race / ethnicity in the Fall Enrollment, Term Registration, and Completions files, or the multiple race / ethnicity columns (RACEA-RACEH) corresponding to revised federal reporting. Beginning with fall 2011 EMSAS reporting, use of the multiple race / ethnicity columns (RACEA-RACEH) will be required for all institutions reporting EMSAS data. Accordingly, reporting using the new categories will apply to 2011 Fall Enrollment, 2010-2011 Term Registration, and 2010-2011 Completions. The current single column (RACE) will either become a placeholder or be deleted. Purpose: General. |
EMSAS_Race_C_Codes |
Text |
1 |
|
| 135 |
Asian Race / Ethnicity |
RACED |
Required |
A series of 1-digit codes specifying identification of the student with any of a series of racial / ethnic groups. Comments: The U.S. Department of Education has mandated a revised system of reporting of race / ethnicity, which will impact reporting of students, faculty and staff in federal IPEDS reporting. In response to these changes, EMSAS reporting will transition to a new system of reporting. Further information on the new guidelines is available HUhereUH and HUhereUH. In fall 2008, 2009, and 2010, institutions may use either the single RACE column to report student race / ethnicity in the Fall Enrollment, Term Registration, and Completions files, or the multiple race / ethnicity columns (RACEA-RACEH) corresponding to revised federal reporting. Beginning with fall 2011 EMSAS reporting, use of the multiple race / ethnicity columns (RACEA-RACEH) will be required for all institutions reporting EMSAS data. Accordingly, reporting using the new categories will apply to 2011 Fall Enrollment, 2010-2011 Term Registration, and 2010-2011 Completions. The current single column (RACE) will either become a placeholder or be deleted. Purpose: General. |
EMSAS_Race_D_Codes |
Text |
1 |
|
| 140 |
Black / African American Race / Ethnicity |
RACEE |
Required |
A series of 1-digit codes specifying identification of the student with any of a series of racial / ethnic groups. Comments: The U.S. Department of Education has mandated a revised system of reporting of race / ethnicity, which will impact reporting of students, faculty and staff in federal IPEDS reporting. In response to these changes, EMSAS reporting will transition to a new system of reporting. Further information on the new guidelines is available HUhereUH and HUhereUH. In fall 2008, 2009, and 2010, institutions may use either the single RACE column to report student race / ethnicity in the Fall Enrollment, Term Registration, and Completions files, or the multiple race / ethnicity columns (RACEA-RACEH) corresponding to revised federal reporting. Beginning with fall 2011 EMSAS reporting, use of the multiple race / ethnicity columns (RACEA-RACEH) will be required for all institutions reporting EMSAS data. Accordingly, reporting using the new categories will apply to 2011 Fall Enrollment, 2010-2011 Term Registration, and 2010-2011 Completions. The current single column (RACE) will either become a placeholder or be deleted. Purpose: General. |
EMSAS_Race_E_Codes |
Text |
1 |
|
| 145 |
Native Hawaiian / Other Pacific Islander Race / Ethnicity |
RACEF |
Required |
A series of 1-digit codes specifying identification of the student with any of a series of racial / ethnic groups. Comments: The U.S. Department of Education has mandated a revised system of reporting of race / ethnicity, which will impact reporting of students, faculty and staff in federal IPEDS reporting. In response to these changes, EMSAS reporting will transition to a new system of reporting. Further information on the new guidelines is available HUhereUH and HUhereUH. In fall 2008, 2009, and 2010, institutions may use either the single RACE column to report student race / ethnicity in the Fall Enrollment, Term Registration, and Completions files, or the multiple race / ethnicity columns (RACEA-RACEH) corresponding to revised federal reporting. Beginning with fall 2011 EMSAS reporting, use of the multiple race / ethnicity columns (RACEA-RACEH) will be required for all institutions reporting EMSAS data. Accordingly, reporting using the new categories will apply to 2011 Fall Enrollment, 2010-2011 Term Registration, and 2010-2011 Completions. The current single column (RACE) will either become a placeholder or be deleted. Purpose: General. |
EMSAS_Race_F_Codes |
Text |
1 |
|
| 150 |
White / Caucasian Race / Ethnicity |
RACEG |
Required |
A series of 1-digit codes specifying identification of the student with any of a series of racial / ethnic groups. Comments: The U.S. Department of Education has mandated a revised system of reporting of race / ethnicity, which will impact reporting of students, faculty and staff in federal IPEDS reporting. In response to these changes, EMSAS reporting will transition to a new system of reporting. Further information on the new guidelines is available HUhereUH and HUhereUH. In fall 2008, 2009, and 2010, institutions may use either the single RACE column to report student race / ethnicity in the Fall Enrollment, Term Registration, and Completions files, or the multiple race / ethnicity columns (RACEA-RACEH) corresponding to revised federal reporting. Beginning with fall 2011 EMSAS reporting, use of the multiple race / ethnicity columns (RACEA-RACEH) will be required for all institutions reporting EMSAS data. Accordingly, reporting using the new categories will apply to 2011 Fall Enrollment, 2010-2011 Term Registration, and 2010-2011 Completions. The current single column (RACE) will either become a placeholder or be deleted. Purpose: General. |
EMSAS_Race_G_Codes |
Text |
1 |
|
| 155 |
Other / Unknown Race / Ethnicity |
RACEH |
Required |
A series of 1-digit codes specifying identification of the student with any of a series of racial / ethnic groups. Comments: The U.S. Department of Education has mandated a revised system of reporting of race / ethnicity, which will impact reporting of students, faculty and staff in federal IPEDS reporting. In response to these changes, EMSAS reporting will transition to a new system of reporting. Further information on the new guidelines is available HUhereUH and HUhereUH. In fall 2008, 2009, and 2010, institutions may use either the single RACE column to report student race / ethnicity in the Fall Enrollment, Term Registration, and Completions files, or the multiple race / ethnicity columns (RACEA-RACEH) corresponding to revised federal reporting. Beginning with fall 2011 EMSAS reporting, use of the multiple race / ethnicity columns (RACEA-RACEH) will be required for all institutions reporting EMSAS data. Accordingly, reporting using the new categories will apply to 2011 Fall Enrollment, 2010-2011 Term Registration, and 2010-2011 Completions. The current single column (RACE) will either become a placeholder or be deleted. Purpose: General. |
EMSAS_Race_H_Codes |
Text |
1 |
|
| 160 |
Manual Year |
MANUALYEAR |
Required |
The verson of the EMSAS manual used when building the submitted file. |
|
Integer |
4 |
|