Formatting the Course File Detail Records

In the course data file, you should include three kinds of information:

  • Identifying information about the student
  • Information about the student’s progress during the academic term
  • Information about courses taken by the student

The identifying information is similar to what you include in the cohort data file, but there are important differences. Be sure to read the tables below to ensure you include the right data.

The following tables list all of the variables required in each detail record in the course data file. We recommend listing the variables in the order in which they are listed in the tables.

If you are submitting reverse transfer data, make sure you include the fields indicated as “Used for reverse transfer.”

Course Data File Variables

# Variable Variable Type Format Required Description
1 CH1 Enumerated Yes Indicates the type of data record. Enter D1 for detail records.
2 Cohort Date YYYY-YY Yes Academic year in which the student first enrolled in at least one course. Must match the Cohort value in the cohort data file. Must be 2 consecutive years between 2000 and today Example: 2019-20
3 Cohort Term Enumerated Yes Term in which student first enrolled in at least one course. Must match the Cohort Term value in the cohort data file. Valid codes:
  • Fall
  • Winter
  • Spring
  • Summer
4 Academic Year Date YYYY-YY Yes Academic year to which the record belongs. Enter 2 consecutive years between 2000 and today.
5 Term Enumerated Yes Academic term to which the record belongs. Valid Codes:
  • Fall
  • Winter
  • Spring
  • Summer
6 Institution ID Type Enumerated Yes Originating system of the institution ID (OPEID, FICE, NCES, ACT, etc.). Currently, you can only enter OPEID.
7 Institution ID Alphanumeric 8 characters Yes Your institution’s ID (currently you can only enter an 8-character OPEID).
8 SSN Numeric 9 digits Conditional Student’s Social Security number. If not available, leave blank and enter the Student ID instead. Required if Student ID is blank. Cannot be the same as Student ID.
9 ITIN Numeric 9 digits No Individual Tax Payer Identification Number. Cannot be the same as SSN.
10 Student ID Alphanumeric 3 – 20 characters Conditional Your institution’s ID number for the student. Required if SSN is blank. Cannot be the same as SSN or ITIN. Can include: period, apostrophe, hyphen, underscore
11 First Name Alphanumeric Up to 60 characters Yes Student’s first name. Can include: space, period, apostrophe, hyphen
12 Middle Name Alphanumeric Up to 60 characters No Student’s middle name. Can include: space, period, apostrophe, hyphen
13 Last Name Alphanumeric Up to 60 characters Yes Student’s last name. Can include: space, period, apostrophe, hyphen
14 Suffix Alphanumeric Up to 10 characters No Student’s suffix (such as Jr., II, III). Can include a period.
15 Current Street 1 String 2 – 30 characters Yes Student’s current street address. If unknown, enter UK.
16 Current Street 2 String Up to 30 characters No Second line of student’s address, if needed.
17 Current City String 2 – 20 characters Yes Student’s current city of residence. If unknown, enter UK.
18 Current State Alphabetic 2 characters Yes Student’s current state of residence. For US students, enter a valid state code (see Valid State Codes). For students outside the US, enter any other two characters. If unknown, enter UK.
19 Current Zip/Postal Code Alphanumeric 1 – 10 characters No Student’s permanent ZIP/postal code. Must include at least one number. Can include a hyphen. Cannot include spaces. For postal codes with spaces, you can remove the spaces or replace them with hyphens.
20 Current Country Enumerated 2 characters Yes Student’s current country of residence (see Valid Country Codes). If unknown, enter UK.
21 Date of Birth Date YYYYMMDD Yes Student’s date of birth. Year must be between 1900 and 10 years ago. If unknown, omit the student from the data file.
22 Student Phone Number String Up to 20 digits No Student’s phone number US and international phone numbers are accepted.
23 Pell Recipient Enumerated Yes Whether the student received a Pell grant during the term. Enter Y for yes, N for no, or UK for unknown. This field is used to populate the Pell Grant Recipient dashboard filter. If you enter UK in this field for all students, you will not be able to filter students by Pell grant status in the dashboards.
24 Student Email String Up to 255 characters No Student’s email address.
# Variable Variable Type Format Required Description
25 CompleteDevMath Enumerated Yes For developmental math students, whether the student completed the final developmental math requirements during the term, whether or not they completed all of the requirements during the term. Valid codes:
  • C = Completed
  • D = Did not complete
  • NA = Not applicable
26 CompleteDevEnglish Enumerated Yes For developmental English students, whether the student completed the final developmental English requirements during the term, whether or not they completed all of the requirements during the term. Valid codes:
  • C = Completed
  • D = Did not complete
  • NA = Not applicable
27 TransferIntent Enumerated No Student's educational objective. Report term-by-term if possible. If you collect student intent once per year or only on entry, enter the intent for the student’s initial entry term. Enter I for intent to transfer or N for no intent to transfer.
28 Degree Type Sought Enumerated Yes Degree that the student is currently seeking. If unknown, enter UK. This field is used to populate the Credential Seeking Status dashboard filter and the Degree Type Sought field in the Analysis Ready file. If you enter UK in this field for all students, it will seriously impact your ability to filter and analyze data in the dashboards and Analysis Ready file. Valid codes:
  • C1 = Less than 1-year certificate, less than associate’s degree
  • C2 = 1-2 year certificate, less than associate’s degree
  • C4 = 2-4 year certificate, less than bachelor’s degree
  • A = Associate's degree
  • B = Bachelor's degree
  • PB = Post Baccalaureate Certificate
  • M = Master's degree
  • D = Doctoral degree
  • FP = First professional degree
  • PC = Graduate/professional certificate
  • NC = Non-credential program (preparatory coursework/teach certification)
  • UK = Unknown
29 Semester/Session GPA Numeric X.XX Yes Student’s GPA for the current term on a 4-point scale. Count pass/fail classes, Ds, and retakes. Must be a number between 0 and 4 with up to two decimal places. If not available, enter Missing.
30 Overall GPA Numeric X.XX Yes Student’s cumulative GPA up to and including the current term on a 4-point scale. Count pass/fail classes, Ds, and retakes. Must be a number between 0 and 4 with up to two decimal places. If not available, enter Missing.
# Variable Variable Type Format Required Description
31 Course Prefix Alphabetic Up to 50 characters Yes Course prefix as it appears in your institution’s catalog. For example, ENG 101 Composition I = ENG. Can include: period, hyphen, underscore, ampersand
32 Course Number Alphanumeric Up to 20 characters Yes Course number as it appears in your institution’s catalog. For example, ENG 101 Composition I = 101. Can include: period, hyphen, underscore, ampersand
33 Section ID Alphanumeric Up to 20 characters Yes Section ID as it appears in your institution’s catalog. If not available, enter Missing. Can include: period, hyphen, underscore, ampersand
34 Course Name String Up to 50 characters Yes Course name as it appears in your institution’s catalog. For example, ENG 101 Composition I = Composition I.
35 Course Description String Up to 255 characters Conditional Course description as it appears in your institution’s catalog. Required if Purpose of Course Exchange = 1. Used for reverse transfer.
36 Course CIP Enumerated Yes Course Classification of Instructional Programs code. See https://nces.ed.gov/ipeds/cipcode for a list of valid codes. If not available, enter Missing. We accept the 2010 and 2020 CIP codes.
37 Course Type Enumerated Yes Type of course. Valid codes:
  • CU = College-level, undergraduate (credit towards certificate, associate’s, or bachelor's degree)
  • CG = College level, graduate (credit towards graduate degree)
  • CC = College developmental, remedial or preparatory credit towards credential completion requirements
  • CD = College developmental, remedial or preparatory credits not applicable towards credential completion requirements
  • EL = ESL (non-credit adult basic skills courses supported by WIA Title II)
  • AB = Adult basic education
  • GE = Adult secondary education/GED
  • NC = Non-credit vocational (courses that lead to an occupational certificate, industry certificate, or other type of credential)
  • O = Other
38 MathOrEnglishGateway Enumerated Yes Course is a gateway math or English course, the first course for any program. Students in major fields can sometimes choose from one of several math courses to fulfill the single-course college-level math requirement. These courses count as gateway courses. You may classify more than one course as a math or English gateway course. This field is used to determine if a student has completed gateway courses in order to populate the Gateway dashboard. Valid codes:
  • M = Math gateway
  • E = English gateway
  • NA = Not applicable
39 Co-requisite Course Enumerated No Whether the course is a co-requisite course, which enrolls students in developmental (remedial) education and college-level courses in the same subject at the same time. Enter Y for yes or N for no.
40 Course Begin Date Date YYYYMMDD Yes Date the course began. Year must be between 1900 and today.
41 Course End Date Date YYYYMMDD Yes Date the course is scheduled to end. Year must be after 1900.
42 Grade String Up to 20 characters Yes Student’s grade for the term on a 4-point scale. If you use letter grades, convert them to numeric grades. If a numeric grade does not apply to the course, enter one of the following codes:
  • P = Pass
  • F = Fail
  • I = Incomplete
  • W = Withdraw
  • A = Audit
  • M = Missing
  • O = Other
43 Number of Credits Attempted Numeric XX.XX Yes Number of credits the student attempted for the individual course. Cannot be greater than 20. You must enter a value in this field. If this field is not populated, it will seriously impact your dashboards and Analysis Ready file.
44 Number of Credits Earned Numeric XX.XX Yes Number of credits the student earned for the individual course. Cannot be greater than Number of Credits Attempted. You must enter a value in this field. If this field is not populated, it will seriously impact your dashboards and Analysis Ready file.
45 Delivery Method Enumerated No Delivery method of the course. Valid codes:
  • O = Online
  • F = Face-to-face
  • H = Hybrid
If the course is delivered by another method not included in the valid codes, leave blank.
46 Core Course Enumerated No Course is part of core competency/general education courses at your institution. Enter Y for yes or N for no. Leave blank if not applicable. Used for reverse transfer.
47 Core Course Type String Up to 20 characters Conditional Type of core competency. For example, the core competency for Introduction to Art 101 is Humanities. Required if Core Course = Y. Used for reverse transfer.
48 Core Competency Completed Enumerated No Core/general education course has been completed. Used for reverse transfer. Valid codes:
  • Y = Core requirements evaluated and satisfied
  • N = Core requirements evaluated but not satisfied
49 Total Combined Earned and Transferred Credits Numeric Up to 10 digits Conditional Total credits the student has earned at your institution plus transferred earned credits. Must be a whole number up to 10 digits with no decimal places. Required if Purpose of Course Exchange = 1. Used for reverse transfer.
50 Purpose of Course Exchange Enumerated Yes Reason the course is being submitted to The Clearinghouse. Used for reverse transfer. Valid codes:
  • 1 = Reverse Transfer (RT): Course will be sent to the corresponding degree granting institution as indicated in the DGI Institution ID field.
  • 2 = General Reporting: Any other purpose besides RT.
If the purpose is RT and another purpose, enter 1.
51 Certification Endorsed Curriculum/Program Enumerated No Indicates if your institution is teaching curriculum provided by or endorsed by an industry-recognized credentialing body (the credentialing body has reviewed and endorsed the curriculum to prepare students to sit for and pass a certification exam). Enter Y for yes or N for no.
52 Certificate Endorsing Industry String No Name of the credential provider endorsing the curriculum. Valid codes:
  • AWS = American Welding Society
  • NIMS = National Institute of Metalworking Skills
  • MSSC = Manufacturing Sills Standard Council
  • Other
53 Grade Effective Date Date YYYYMMDD No The date the grade was effective or the date the grade was entered in the system. Must be between the Course Begin Date and today. Leave blank if not applicable.
54 DGI Institution ID Type Enumerated Conditional Originating system of the DGI ID (OPEID, FICE, NCES, ACT, etc.). Currently, you can only enter OPEID. Required if Purpose of Course Exchange = 1. Used for reverse transfer.
55 DGI Institution ID Alphanumeric 8 characters Conditional DGI ID (currently you can only enter an 8-character OPEID). Required if Purpose of Course Exchange = 1. Used for reverse transfer.
56 DGI Student ID Alphanumeric 3 – 20 characters No Student ID of the DGI. Cannot be the same as SSN or ITIN. Used for reverse transfer. Can include: period, apostrophe, hyphen, underscore

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