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PublicationDate: 2/1/96 ChapterNumber: 5 ChapterTitle: SSCR Record Layouts SectionNumber: 1 SectionTitle: Record Layout Specifications 5.1 Record Layout Specifications 5.1.1 SSCR Roster File or Submittal File Header Record 5.1.2 SSCR Roster File or Submittal File Detail Record 5.1.3 SSCR Roster File or Submittal File Trailer Record 5.1.4 SSCR Error Notification or Error Correction File Header Record 5.1.5 SSCR Error Notification File or Error Correction File Detail Record 5.1.6 SSCR Error Notification File or Error Correction File Trailer Record 5.2 Enrollment Status Codes 5.3 State Codes 5.4 Error Codes 5.5 Error Checking 5.5.1 Header Record 5.5.2 Detail Record 5.5.3 Trailer Record 5.1 Record Layout Specifications This section describes the record and file formats that NSLDS uses to collect enrollment verification from schools. The record layout specification is provided, including field definitions and formatting instructions. The SSCR Roster File and the SSCR Submittal File have the same record layout. The SSCR Error Notification File and the SSCR Error Correction File have the same record layout. Each field definition includes the following: * Name: This is a brief, descriptive title. * Description: This is a short narrative definition. * Type: This is an indicator of the kind of value that must be in the field, as follows: - Character denotes a field that may contain spaces, letters, or numbers in any combination for example, 17 Magnolia Street. Character fields not specifically reported must be filled with spaces. If a field is said to require a value greater than spaces, the field must contain at least one letter or number. - Numeric denotes any attribute that must contain only numbers for example, 1234567 as a Loan Sequence Number. Letters, special characters, or spaces in a numeric field are invalid. An entry of T491_24, for example, would not be accepted. Unless otherwise specified in the record layout, numeric fields not specifically reported must be filled with zeros. - Date fields must contain only numeric data, eight digits, and appear in the format CCYYMMDD, where: CC = 2-digit century, YY = 2-digit year, MM = 2-digit month designation (01 12), and DD = 2-digit day designation (01 31, depending on the month and year). Under this convention, an entry of 19950430 would be accepted, but 043095 would not. Unless otherwise specified in the record layout, date fields not specifically reported must be filled with zeros. - Date/Timestamp fields add a timestamp immediately after the date, and appear in the format HHMMSSNNNNNN, where: HH = 2-digit hour designation, MM = 2-digit minute designation, SS = 2-digit second designation, and NNNNNN = 6-digit nano-second designation. The field's full format is CCYYMMDDHHMMSSNNNNNN. NSLDS supplies the data for all date/timestamp fields. * Size: This is the number of bytes the field occupies. * Comments: This is additional information about the field. * Edit(s): This is a description of the error-checking that NSLDS applies to the file that you return. * Reporting: Instructions indicating whether the field must contain data other than spaces or zeroes, are described below: - Mandatory, do not change. NSLDS provides the data in the field and you must not change it. For some fields of this type, the record includes a corresponding New field in which you may propose a change to the information. - Mandatory. You must fill in this field for every Detail Record. - Mandatory, conditional. You must fill in this field if the condition described applies to the student. For example, if the Date of Student's Birth is incorrect, you must provide the correct date in the New Date of Student's Birth field. - Optional. You may fill in this field if desired. * Position: The position refers to the beginning and ending location (byte number) of the field within the record. 5.1.1 SSCR Roster File or Submittal File Header Record The following section provides the specifications of the Header Record at the beginning of the SSCR Roster File and Submittal File. NSLDS provides most of the data in this record's fields, and you must not change them. The sole exception is the Certification Date, which you must fill in before returning the file to NSLDS. =================================== NAME: SSCR Sequence Number DESCRIPTION: A 7-digit number used to verify the proper location of the Header Record in the SSCR Roster or Submittal File. TYPE: Numeric SIZE: 7 COMMENTS: None EDIT(S): Must equal 0000000. REPORTING: Mandatory, do not change. POSITION: 1 - 7 =================================== NAME: SSCR Header Title DESCRIPTION: Contains SSCR ROSTER HEADER to indicate that this is the SSCR Roster File or the SSCR Submittal File. TYPE: Character SIZE: 18 COMMENTS: NSLDS supplies the data in this field. EDIT(S): None REPORTING: Mandatory, do not change. POSITION: 8 - 25 =================================== NAME: Filler DESCRIPTION: Blank field reserved for subsequent use. TYPE: Numeric SIZE: 3 COMMENTS: This field is blank when sent to the school. EDIT(S): Not Applicable REPORTING: Mandatory, do not change. POSITION: 26 - 28 =================================== NAME: Code for School DESCRIPTION: An 8-digit ED Office of Postsecondary Education (OPE) code used to identify the school. TYPE: Numeric SIZE: 8 COMMENTS: NSLDS supplies the code in this field. If a school has questions about its OPE code, it should call the Institutional Participation Division at 202-708-4906. EDIT(s): Must be all numbers and a valid OPE school code from the NSLDS School Codes Table. REPORTING: Mandatory, do not change. POSITION: 29 - 36 =================================== NAME: SSCR Create Date/Timestamp DESCRIPTION: Date and time the SSCR Roster File was produced by NSLDS. TYPE: Date/Timestamp SIZE: 20 COMMENTS: CCYYMMDDHHMMSSNNNNNN format. This is the date and time affixed to the SSCR Roster File when it is generated for the school by NSLDS. EDIT(S): Must be a valid date. Date must match the date in the original SSCR Roster File sent to the school. REPORTING: Mandatory, do not change. POSITION: 37-56 =================================== NAME: Certification Date DESCRIPTION: Date the school processes the SSCR Roster File, to make it the SSCR Submittal File. TYPE: Date SIZE: 8 COMMENTS: CCYYMMDD format. You must fill in this field with the effective certification date for the SSCR Submittal File. EDIT(S): Certification date must be greater than the CCYYMMDD portion of the SSCR Create Date/Timestamp. REPORTING: Mandatory POSITION: 57-64 =================================== NAME: SSCR File Type DESCRIPTION: Indicates that this is the SSCR Roster File or Submittal File. TYPE: Character SIZE: 1 COMMENTS: None EDIT(S): Must be R. REPORTING: Mandatory, do not change. POSITION: 65-65 =================================== NAME: Filler DESCRIPTION: Blank field to complete full record length. TYPE: Character SIZE: 265 COMMENTS: Fill with spaces. EDIT(S): Not Applicable REPORTING: Mandatory, do not change. POSITION: 66 - 330 =================================== 5.1.2 SSCR Roster File or Submittal File Detail Record The following section provides specifications of the Detail Record that is part of the SSCR Roster File and Submittal File. NSLDS provides data in some fields that you must not change. However, you may propose changes to these fields in separate corresponding fields. NSLDS provides data for other fields that you may change directly. Still other fields contain no data, and you may add data that may be useful in administering the loan. (NOTE: Values in Record Sequence Number, Student's SSN, Student's First Name, and Date of Student's Birth must match values in the SSCR record produced by NSLDS, except for school-added records.) =================================== NAME: Record Sequence Number DESCRIPTION: A 7-digit number that identifies the position of the student record in the SSCR Roster File. TYPE: Numeric SIZE: 7 COMMENTS: The sequence number for the first Detail Record is 0000001. Subsequent records are incremented sequentially by one. For NSLDS- provided records, this data element is filled when the SSCR Roster File is produced and must not be changed. If you are adding one or more students to the SSCR Roster File, you must add the new Detail Record(s) after the last NSLDS- provided Detail Record(s) and the sequence number for all added records must be 9999998. EDIT(S): Must be all numeric. REPORTING: For NSLDS-provided records: Mandatory, do not change. For school-initiated records: Mandatory, must contain 9999998. POSITION: 1 - 7 =================================== NAME: Student's Social Security Number DESCRIPTION: Social Security Number of a Title IV aid recipient. TYPE: Character SIZE: 9 COMMENTS: Valid or pseudo-SSN reported to NSLDS by the data provider. If a school believes the NSLDS data is incorrect, enter the correction in the New Social Security Number for Student field. If you add a student to the SSCR Roster File, you must fill in this field with the student's actual SSN, or, if the actual number is not available, the pseudo-SSN assigned by the data provider. EDIT(S): Must be greater than spaces. For school-initiated records, the value must match an SSN on the NSLDS database. REPORTING: For NSLDS-provided records: Mandatory, do not change. For school-initiated records: Mandatory. POSITION: 8 - 16 =================================== NAME: Student's Social Security Number Indicator DESCRIPTION: A single-character indicator showing whether the Student's Social Security Number is real or pseudo. TYPE: Character SIZE: 1 COMMENTS: SSN indicator reported to NSLDS by the data provider. If you add a student to the SSCR Roster File, you must fill in this field with R (for real ). EDIT(S): Must be R (for real ) or P (for pseudo ); cannot be a space. REPORTING: For NSLDS-provided records: Mandatory, do not change. For school-initiated records: Mandatory. POSITION: 17 - 17 =============================================== NAME: Student's Last Name DESCRIPTION: Current last name of the Title IV aid recipient. TYPE: Character SIZE: 35 COMMENTS: Last name reported to NSLDS by the data provider. If the student has no last name, this field contains NLN. If you believe the NSLDS data is incorrect, enter the correction in the New Student's Last Name field. If you add a student to the SSCR Roster File, you must fill in this field with the last name. If the student does not have a last name, you must fill in this field with NLN. If the last name exceeds 35 characters, drop any characters in excess of 35. EDIT(S): This field must contain a value greater than spaces and be left- justified. REPORTING: For NSLDS-provided records: Mandatory, do not change. For school-initiated records: Mandatory. POSITION: 18 - 52 =================================== NAME: Student's First Name DESCRIPTION: First name of the Title IV aid recipient. TYPE: Character SIZE: 12 COMMENTS: First name reported to NSLDS by the data provider. If the student has no first name, this field contains NFN. If you believe NSLDS data is incorrect, enter the correction in the New Student's First Name field. If you add a student to the SSCR Roster File, you must fill in this field with the first name. If the student does not have a first name, you must fill in this field with 'NFN'. If the first name exceeds 12 characters, drop any characters in excess of 12. EDIT(S): This field must contain a value greater than spaces and be left- justified. REPORTING: For NSLDS-provided records: Mandatory, do not change. For school-initiated records: Mandatory. POSITION: 53 - 64 =================================== NAME: Student's Middle Initial DESCRIPTION: Middle initial of the Title IV aid recipient. TYPE: Character SIZE: 1 COMMENTS: Middle initial (MI) reported to NSLDS by the data provider. If you believe NSLDS data is incorrect,enter the correction in the New Student's Middle Initial field. If you add a student to the SSCR Roster File and the student has no middle initial, leave this field blank. EDIT(S): None REPORTING: For NSLDS-provided records: Mandatory, do not change. For school-initiated records: Mandatory, conditional (if MI is known). POSITION: 65 - 65 =================================== NAME: Date of Student's Birth DESCRIPTION: Date (year, month, and day) on which the Title IV aid recipient was born. TYPE: Date SIZE: 8 COMMENTS: CCYYMMDD format. Date of Student's Birth as reported to NSLDS by the data provider. If a student's birth date is unknown, this field contains 19000101. If you believe NSLDS data is incorrect, enter the correction in the New Date of Student's Birth field. If you add a student to the SSCR Roster File, you must fill in this field. If the Date of Student's Birth is unknown, fill in the field with 19000101. EDIT(S): Must be all numeric. MM must be a value from 01 12; DD must be a value from 01 31, depending on the month and year. CCYY must be less than the CCYY of the Submittal Date from the Header Record. REPORTING: For NSLDS-provided records: Mandatory, do not change. For school-initiated records: Mandatory. POSITION: 66 - 73 =================================== NAME: New Student's Social Security Number DESCRIPTION: Proposed change to the Social Security Number of the Title IV aid recipient. TYPE: Character SIZE: 9 COMMENTS: Fill in this field only if you propose a change to the student's SSN. NSLDS uses the Student's SSN as a record identifier. NSLDS changes identifiers only when the data provider agrees to the change, as the data provider is considered the data's owner. If the SSN change you previously requested was implemented, the subsequent SSCR Roster File contains the school- supplied value in the Student's Social Security Number field, and the New Student's Social Security Number field contains spaces. If your change was not implemented, this field contains the value that you previously supplied. If you wish to resubmit your change, leave your proposed value in this field; otherwise, fill the field with spaces to withdraw the request. If you add a student to the SSCR Roster File, this field must contain spaces. EDIT(S): If filled, must contain all 9 characters. REPORTING: Mandatory, conditional (if NSLDS SSN data are believed to be in error). POSITION: 74 - 82 =================================== NAME: New Student's Last Name DESCRIPTION: Proposed change to the last name of the Title IV aid recipient. TYPE: Character SIZE: 35 COMMENTS: Fill in this field only if you propose a change to the student's name. If you propose either a New Student's First Name or New Student's Middle Initial, you must also fill in this field. If the student does not have a last name, you must fill in this field with NLN. If the last name exceeds 35 characters, drop any characters in excess of 35. NSLDS changes a student's last name only when the data provider agrees to the change, as the data provider is considered the data owner. If a name change you previously requested was implemented, the subsequent SSCR Roster File contains the school- supplied value in the Student's Last Name field and the New Student's Last Name field contains spaces. If your change was not implemented, this field contains the value that you previously supplied. If you wish to resubmit your change, leave your proposed value in this field; otherwise, fill the field with spaces to withdraw the request. If you add a student to the SSCR Roster File, this field must contain spaces. EDIT(S): If the New Student's First Name or New Student's Middle Initial field contains a value greater than spaces, this field must contain a value greater than spaces and be left-justified. REPORTING: Mandatory, conditional (if the NSLDS name data are believed to be in error). POSITION: 83 - 117 =================================== NAME: New Student's First Name DESCRIPTION: Proposed change to the first name of the Title IV aid recipient. TYPE: Character SIZE: 12 COMMENTS: Fill in this field only if you propose a change to the student's name. If you propose either a New Student's Last Name or New Student's Middle Initial, you must also fill in this field. If a student does not have a first name, you must fill in this field with NFN. If the first name exceeds 12 characters, drop any characters in excess of 12. NSLDS uses the Student's First Name field as a record identifier. NSLDS changes a student's first name only when the data provider agrees to the change, as the data provider is considered the data s owner. If a name change you previously requested was implemented, the subsequent SSCR Roster File contains the school- supplied value in the Student's First Name field and the New Student's First Name field contains spaces. If your change was not implemented, this field contains the value that you previously supplied. If you wish to resubmit your change, leave your proposed value in this field; otherwise, fill the field with spaces to withdraw the request. If you add a student to the SSCR Roster File, this field must contain spaces. EDIT(S): If the New Student's Last Name or New Student's Middle Initial field contains a value greater than spaces, this field must contain a value greater than spaces and be left-justified. REPORTING: Mandatory, conditional (if the NSLDS name data are believed to be in error). POSITION: 118 - 129 =================================== NAME: New Student's Middle Initial DESCRIPTION: Proposed change to the middle initial of the Title IV aid recipient. TYPE: Character SIZE: 1 COMMENTS: Fill in this field only if you propose a change to the student's name. If either a New Student's Last Name or New Student's First Name is proposed, you must also fill in this field. If the student does not have a middle initial, this field must contain a space. NSLDS changes a student's middle initial only when the data provider agrees to the change, as the data provider is considered the data's owner. If a middle initial change you previously requested was implemented, the subsequent SSCR Roster File contains the school- supplied value in the Student's Middle Initial field and the New Student's Middle Initial field contains a space. If your change was not implemented, this field contains the value that you previously supplied. If you wish to resubmit your change, leave your proposed value in this field; otherwise, fill the field with a space to withdraw the request. If you add a student to the SSCR Roster File, this field must contain a space. EDIT(S): None REPORTING: Mandatory, conditional (if the NSLDS name data are believed to be in error). POSITION: 130 - 130 =================================== NAME: New Date of Student's Birth DESCRIPTION: Proposed change to the date (year, month, and day) on which the Title IV aid recipient was born. TYPE: Date SIZE: 8 COMMENTS: CCYYMMDD format. Fill in this field only if you propose a change to the student's birth date. NSLDS uses the Date of Student's Birth field as a record identifier. NSLDS changes a student's birth date only when the data provider agrees to the change, as the data provider is considered the data's owner. If a birth date change you previously requested was implemented, the subsequent SSCR Roster File contains the school- supplied value in the Date of Student's Birth field and the New Date of Student's Birth field contains spaces. If your change was not implemented, this field contains the value that you previously supplied. If you wish to resubmit your change, leave your proposed value in this field; otherwise, fill the field with zeros to withdraw the request. If you add a student to the SSCR Roster File, this field must contain zeros. EDIT(S): Must be all numeric. If the field contains a value other than zeros, MM must be a value from 01 12; DD must be a value from 01 31, depending on the month and year. CCYY must be less than the CCYY of the SSCR Create Date/Timestamp Date from the Header Record. REPORTING: Mandatory, conditional (if the NSLDS data are believed to be in error). POSITION: 131 - 138 =================================== NAME: Date of Anticipated Completion DESCRIPTION: Date (year, month, and day) when a student is scheduled to complete course requirements. TYPE: Date SIZE: 8 COMMENTS: CCYYMMDD format. For degree programs, this is the same as the anticipated graduation date. The date already in this field is the one most recently reported to NSLDS. This is a key element in monitoring the student's projected entry into the grace period and subsequent repayment period. This field must be reviewed each SSCR cycle and updated as appropriate, especially when enrollment status changes occur. If the date seems reasonable, given the student's academic progress, do not modify. If the Enrollment Status Code = G, this field must equal the Enrollment Status Effective Date. If the Enrollment Status Code = A, F, H, or L, this date must be greater than the Certification Date. If you add a student to the SSCR Roster File, this field must contain the school's most current estimate. EDIT(S): Must be all numeric. MM must be a value from 01 12; DD must be a value from 01 31, depending on the month and year. REPORTING: Mandatory, Conditional if Enrollment Status Code = G, A, F, H, or L. POSITION: 139 - 146 =================================== NAME: Street Address 1 DESCRIPTION: Permanent street address (line 1) of the Title IV aid recipient. TYPE: Character SIZE: 35 COMMENTS: If this field is blank, or the student's permanent address changes, you must change the address in this field. NSLDS does not maintain address information, but forwards it to the data provider to update student records. If you add a student to the SSCR Roster File, you must enter the student's current address information. EDIT(S): If the Street Address 1 or Street Address 2, City, State, or Zip Code field is filled in, then all the other address fields must be filled in (except Country). REPORTING: Mandatory, conditional (if you have been advised of a new permanent address since the last SSCR cycle, or if you are adding a student to the Roster File). POSITION: 147 - 181 (NOTE: Street Address 1 and Street Address 2 are considered ONE field.) =================================== NAME: Street Address 2 DESCRIPTION: Permanent street address (line 2) of the Title IV aid recipient. TYPE: Character SIZE: 35 COMMENTS: If the student's permanent address changes, you must change any address in this field. This field contains data that does not fit into Street Address 1, such as post office box or apartment number. NSLDS does not maintain address information, but forwards it to the data provider to update student records. If you add a student to the SSCR Roster File, you must enter the student's current address information. EDIT(S): If the Street Address 1 or Street Address 2, City, State, or Zip Code field is filled in, then all the other address fields must be filled in (except Country). REPORTING: Mandatory, conditional (if you have been advised of a new permanent address since the last SSCR cycle, or if you are adding a student to the Roster File). POSITION: 182 - 216 =================================== NAME: City DESCRIPTION: City of permanent residence of the Title IV aid recipient. TYPE: Character SIZE: 24 COMMENTS: If this field is blank, or the student's permanent address changes, you must change the city in this field. NSLDS does not maintain address information, but forwards it to the data provider to update student records. If you add a student to the SSCR Roster File, you must enter the student's current address information. EDIT(S): If the Street Address 1 or Street Address 2, City, State, or Zip Code field is filled in, then all the other address fields must be filled in (except Country). REPORTING: Mandatory, conditional (if you have been advised of a new permanent address since the last SSCR cycle, or if you are adding a student to the Roster File). POSITION: 217 - 240 =================================== NAME: State DESCRIPTION: State of permanent residence of the Title IV aid recipient. TYPE: Character SIZE: 2 COMMENTS: If this field is blank, or the student's permanent address changes, you must change the code in this field. The State field may contain a state code, a military location code, or a U.S. territory code from the State Codes Table later in this chapter. If the address is in a foreign country, enter FC in this field and place the name of the foreign county in the Country field that follows. NSLDS does not maintain address information, but forwards it to the data provider to update student records. If you add a student to the SSCR Roster File, you must enter the student's current address information. EDIT(S): If the Street Address 1 or Street Address 2, City, State, or Zip Code field is filled in, then all the other address fields must be filled in (except Country). REPORTING: Mandatory, conditional (if you have been advised of a new permanent address since the last SSCR cycle, or if you are adding a student to the Roster File). POSITION: 241 - 242 =================================== NAME: Country DESCRIPTION: Country (other than U.S.) of permanent residence of the Title IV aid recipient. TYPE: Character SIZE: 25 COMMENTS: Full name or common abbreviation of the foreign country where the student permanently resides, sufficient for mailing purposes. If the student's permanent address changes and is outside the U.S., you must change the country in this field. NSLDS does not maintain address information, but forwards it to the data provider to update student records. If you add a student to the SSCR Roster File, you must enter the student's current address information. EDIT(S): None REPORTING: Mandatory, conditional (if you have been advised of a new permanent address since the last SSCR cycle, or if you are adding a student to the Roster File, and the country is other than U.S.). POSITION: 243 - 267 (NOTE: If permanent residence is NOT outside the U.S. or its territories, leave this field blank.) =================================== NAME: Zip Code DESCRIPTION: Zip code of the permanent residence of the Title IV aid recipient. TYPE: Character SIZE: 14 COMMENTS: If this field is blank, or the student's permanent address changes, you must change the zip code (or postal code, if in a foreign country) in this field. NSLDS does not maintain address information, but forwards it to the data provider to update student records. If you add a student to the SSCR Roster File, you must enter the student's current address information. If you add a student to the SSCR Roster File, this field must contain the school's most current information, left-justified, and filled with spaces if the full field is not used. EDIT(S): If the Street Address 1 or Street Address 2, City, State, or Zip Code field is filled in, then all the other address fields must be filled in (except Country). REPORTING: Mandatory, conditional (if you have been advised of a new permanent address since the last SSCR cycle, or if you are adding a student to the Roster File). POSITION: 268 - 281 (NOTE: The ZIP Code field is more than nine characters to accommodate foreign postal codes.) =================================== NAME: Address Effective Date DESCRIPTION: Effective date (month, day, year) of the address, or the date on which your school first became aware of the address. TYPE: Date SIZE: 8 COMMENTS: CCYYMMDD format. EDIT(S): Must be all numeric. MM must be a value from 01 12; DD must be a value from 01 31, depending on the month and year. REPORTING: Mandatory, conditional (if you have been advised of a new permanent address since the last SSCR cycle, or if you are adding a student to the Roster File). POSITION: 282-289 =================================== NAME: Code for Enrollment Status DESCRIPTION: Code reflecting student's current (as of the Certification Date in the Header Record) enrollment status. TYPE: Character SIZE: 1 COMMENTS: This field in the SSCR Roster File contains the enrollment status most recently reported to NSLDS. Along with the Date Enrollment Status Effective field, it is the most significant piece of data in the entire SSCR process. Together they determine the exact beginning of the student's grace and subsequent repayment period. If a student's enrollment status has changed, you must update this field with the student's current enrollment status from the Enrollment Status Codes Table. EDIT(S): Must be a valid code from the Enrollment Status Codes Table (provided at the end of this chapter), and must have a corresponding value in the Date Enrollment Status Effective field. REPORTING: Mandatory POSITION: 290-290 =================================== NAME: Date Enrollment Status Effective DESCRIPTION: Effective date (year, month, and day) a borrower entered current enrollment status. TYPE: Date SIZE: 8 COMMENTS: CCYYMMDD format. Specific instructions regarding which date to report in conjunction with each enrollment status code are provided in the Enrollment Status Codes Table later in this chapter. If the enrollment status has not changed, do not change this field. EDIT(S): Must be all numeric. MM must be a value from 01 12 and DD must be a value from 01 31, depending on the month and year. There must be a corresponding value in the Code for Enrollment Status field. REPORTING: Mandatory POSITION: 291-298 =================================== NAME: School Identification Designator (ID) DESCRIPTION: School-assigned designation used instead of the SSN to identify the Title IV aid recipient. TYPE: Character SIZE: 20 COMMENTS: If your school does not use the SSN as the key identifier in its registration database, use this field to capture the designator you use for that purpose. If supplied, NSLDS will return the school ID in each SSCR Roster File, to ease the task of subsequently matching NSLDS records to school data. This data is not forwarded to the data provider. EDIT(S): None, although left-justification is recommended. REPORTING: Optional POSITION: 299 - 318 =================================== NAME: Filler DESCRIPTION: Blank field to complete full record length. TYPE: Character SIZE: 12 COMMENTS: Not Applicable EDIT(S): Not Applicable REPORTING: Mandatory POSITION: 319 - 330 =================================== 5.1.3 SSCR Roster File or Submittal File Trailer Record The following section provides specifications of the Trailer Record that is part of the SSCR Roster File and Submittal File. NSLDS provides most of the data in this record's fields, and you must not change them. The sole exception is the Number of Detail Records field, which you must fill in before returning the file to NSLDS. =================================== NAME: SSCR Sequence Number DESCRIPTION: A 7-digit number used to verify the proper location of the Trailer Record in the SSCR Roster File. TYPE: Numeric SIZE: 7 COMMENTS: None EDIT(S): Must equal 9999999. REPORTING: Mandatory, do not change. POSITION: 1 - 7 =================================== NAME: SSCR Trailer Title DESCRIPTION: Contains SSCR ROSTER TRAILER to indicate that this is the SSCR Roster File or Submittal File. TYPE: Character SIZE: 19 COMMENTS: NSLDS supplies the data in this field. EDIT(S): None REPORTING: Mandatory, do not change. POSITION: 8 - 26 =================================== NAME: Number of Detail Records DESCRIPTION: Number of Detail Records in the file. TYPE: Numeric SIZE: 8 COMMENTS: This field confirms that you have returned all records in the SSCR Roster File. If you add Detail Records to the file for students not included on the Roster File, you must update this field to reflect those additional records. EDIT(S): Must be equal to or greater than the number of Detail Records in the SSCR Roster File. Must be equal to the number of Detail Records in the SSCR Submittal File. REPORTING: Mandatory POSITION: 27 - 34 =================================== NAME: Filler DESCRIPTION: Blank field to complete full record length. TYPE: Character SIZE: 296 COMMENTS: Not Applicable EDIT(S): Not Applicable REPORTING: Mandatory POSITION: 35 - 330 =================================== 5.1.4 SSCR Error Notification or Error Correction File Header Record The following table proides the specifications of the Header Record that begins the SSCR Error Notification and Error Correction Files. NSLDS provides most of the data in this record's fields, and you must not change them. The sole exception is the Certification Date, which you must fill in before returning the file to NSLDS. =================================== NAME: SSCR Sequence Number DESCRIPTION: A 7-digit number used to verify the proper location of the Header Record in the SSCR Error Notification or Error Correction File. TYPE: Numeric SIZE: 7 COMMENTS: None EDIT(S): Must equal 0000000. REPORTING: Mandatory, do not change. POSITION: 1 - 7 =================================== NAME: SSCR Header Title DESCRIPTION: Contains SSCR ERROR HEADER to indicate that this is the Error Notification or Error Correction File. TYPE: Character SIZE: 18 COMMENTS: NSLDS supplies the data in this field. EDIT(S): None REPORTING: Mandatory, do not change. POSITION: 8 - 25 =================================== NAME: Filler DESCRIPTION: Blank field reserved for future use. TYPE: Numeric SIZE: 3 COMMENTS: This field is blank when sent to the school. EDIT(S): Not Applicable REPORTING: Mandatory; do not change. POSITION: 26 - 28 =================================== NAME: Code for School DESCRIPTION: An 8-digit ED Office of Postsecondary Education (OPE) code used to identify the school. TYPE: Numeric SIZE: 8 COMMENTS: NSLDS supplies the code in this field. EDIT(s): Must be all numeric and a valid OPE school code from the NSLDS School Codes Table. REPORTING: Mandatory, do not change. POSITION: 29 - 36 =================================== NAME: SSCR Create Date/Timestamp DESCRIPTION: Date and time the Roster File associated with this error report was produced by NSLDS. TYPE: Date/Timestamp SIZE: 20 COMMENTS: CCYYMMDDHHMMSSNNNNNN format. This date ties the Error File to the original SSCR Roster File. EDIT(S): Must be a valid date. REPORTING: Mandatory, do not change. POSITION: 37-56 =================================== NAME: Certification Date DESCRIPTION: Date you processed the SSCR Error Notification File, to make it the SSCR Error Correction File. TYPE: Date SIZE: 8 COMMENTS: CCYYMMDD format. Fill this field with the as of date you certify for the SSCR Error Correction File. EDIT(S): Certification date must be greater than the CCYYMMDD portion of the SSCR Create Date/Timestamp. REPORTING: Mandatory POSITION: 57-64 =================================== NAME: SSCR File Type DESCRIPTION: Indicates that this is the Error Notification or Error Correction File. TYPE: Character SIZE: 1 COMMENTS: None EDIT(S): Must be E. REPORTING: Mandatory, do not change. POSITION: 65-65 =================================== NAME: Filler DESCRIPTION: Blank field to complete full record length. TYPE: Character SIZE: 295 COMMENTS: Fill with spaces. EDIT(S): Not Applicable REPORTING: Mandatory, do not change. POSITION: 66 - 360 =================================== 5.1.5 SSCR Error Notification File or Error Correction File Detail Record The following section provides specifications of the Detail Record that is part of the SSCR Error Notification and Error Correction Files. Up to 15 errors may appear for each Detail Record. This record is identical in format to the SSCR Roster File Detail Record, except for the final 30 bytes of each record, which are modified to capture any error codes that resulted from editing the SSCR Submittal File. For brevity, the fields identical to the Roster File Detail Record are not repeated here. Only one error code definition is shown below because all error codes have the same definition, except for the error code number. =================================== NAME: Error Code 1 DESCRIPTION: First Error Code found for this record. TYPE: Character SIZE: 2 COMMENTS: See the Error Codes Table at the end of this chapter. EDIT(S): Not Applicable REPORTING: Mandatory, do not change. POSITION: 331 - 332 =================================== The following table shows each code's start and end position in the Detail Record. Error Codes =========== Start End Number Position Position ------ -------- -------- 1 331 332 2 333 334 3 335 336 4 337 338 5 339 340 6 341 342 7 343 344 8 345 346 9 347 348 10 349 350 11 351 352 12 353 354 13 355 356 14 357 358 15 359 360 5.1.6 SSCR Error Notification File or Error Correction File Trailer Record The following table provides specifications of the Trailer Record that is part of the SSCR Error Notification and Error Correction Files. NSLDS provides most of the data in this record's fields, and you must not change them. The sole exception is the Number of Detail Records, which you must fill in before returning the file to NSLDS. You cannot add records to the error file. =================================== NAME: SSCR Sequence Number DESCRIPTION: A 7-digit number used to verify the proper location of the Trailer Record in the SSCR Error Notification or Error Correction File. TYPE: Numeric SIZE: 7 COMMENTS: None EDIT(S): Must equal 9999999. REPORTING: Mandatory, do not change. POSITION: 1 - 7 =================================== NAME: SSCR Trailer Title DESCRIPTION: Contains SSCR ERROR TRAILER to indicate that this is the SSCR Error Notification or Error Correction File. TYPE: Character SIZE: 19 COMMENTS: NSLDS supplies the data in this field. EDIT(S): None REPORTING: Mandatory, do not change. POSITION: 8 - 26 =================================== NAME: Number of Detail Records DESCRIPTION: Number of Detail Records in the file. You cannot add records to the error file. TYPE: Numeric SIZE: 8 COMMENTS: This field confirms that you are returning all records in the SSCR Error Notification File. EDIT(S): Must be equal to the number of Detail Records in the SSCR Error Notification File or the SSCR Error Correction File. REPORTING: Mandatory POSITION: 27 - 34 =================================== NAME: Number of Records Accepted DESCRIPTION: Count of Detail records submitted to and accepted by NSLDS in the SSCR Submittal File or Error Correction File in this cycle. TYPE: Numeric SIZE: 8 COMMENTS: NSLDS supplies the data in this field. EDIT(S): Not Applicable REPORTING: Mandatory, do not change. POSITION: 35-42 =================================== NAME: Number of Records Rejected DESCRIPTION: Count of Detail records submitted by the school and rejected by NSLDS in the SSCR Submittal File or Error Correction File in this cycle. TYPE: Numeric SIZE: 8 COMMENTS: If the count in this field is 0, then you have completed this cycle. If the count is greater than 0, the indicated number of Detail Records have been returned and you must correct them and resubmit the file. EDIT(S): Not Applicable REPORTING: Mandatory, do not change. POSITION: 43-50 =================================== NAME: Filler DESCRIPTION: Blank field to complete full record length. TYPE: Character SIZE: 310 COMMENTS: Not Applicable EDIT(S): Not Applicable REPORTING: Mandatory POSITION: 51 - 360 =================================== |
