2017–18 National Postsecondary Student Aid Study Administrative Collection (NPSAS:18-AC)

Appendix E NPSAS 2018-AC Student-Records-Collection

2017–18 National Postsecondary Student Aid Study Administrative Collection (NPSAS:18-AC)

OMB: 1850-0666

⚠️ Notice: This form may be outdated. More recent filings and information on OMB 1850-0666 can be found here:

2024-08-26 - No material or nonsubstantive change to a currently approved collection
2024-07-25 - No material or nonsubstantive change to a currently approved collection

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2017–18 NATIONAL POSTSECONDARY STUDENT AID STUDY ADMINISTRATIVE COLLECTION (NPSAS:18-AC)

Appendix E

NPSAS:18-AC Student Records Instrument

OMB # 1850-0666 v.21

Submitted by

National Center for Education Statistics

U.S. Department of Education

July 2017

revised January 2018

This appendix includes the 2017–18 National Postsecondary Student Aid Study, Administrative Collection (NPSAS:18-AC) student records data collection instrument. In order to reduce burden on institutions that are selected to participate in multiple NCES studies, the NPSAS:18-AC student records instrument has been designed to be as consistent as possible across studies that collect student records data, including the 2015–16 National Postsecondary Student Aid Study (NPSAS:16) [OMB #1850-0666 v.17], the 2012 Beginning Postsecondary Students Longitudinal Study (BPS:12) student record collection [OMB #1850-0631 v.10], and the High School Longitudinal Study of 2009 (HSLS:09) student record collection [OMB #1850-0852 v.17].

Table 1 lists all instrument items and provides a summary of changes to the content of the instrument when compared to the instrument currently being used for BPS:12 and HSLS:09, which is the student records instrument most recently in data collection. The instrument presented in this appendix was approved for use on NPSAS:18-AC in November 2017 (OMB# 1850-0666 v.20). The table includes color coding to indicate whether items have remained the same (black), were revised (purple), removed (red), or added (green) when compared to the BPS:12 and HSLS:09 student records instrument. Items that refer to a specific academic year have been updated to apply to the 2017-2018 academic year, which is the focus of NPSAS:18-AC. For items with no changes beyond updating the academic year, the table indicates “no change.” For items with any other changes to the item wording, response options, or help text beyond the academic year reference, the table indicates “revised.” Any new changes requested to the NPSAS:18-AC instrument since it was approved in November 2017 are marked with an asterisk (*).

The NPSAS:18-AC student records instrument presented in this change memorandum remains largely unchanged from both the instrument approved for BPS:12 and HSLS:09 and the instrument previously approved for NPSAS:18-AC. The changes noted below were developed based on the results of the NPSAS:16, BPS:12, and HSLS:09 collections, and are intended to reduce respondent burden and improve data quality.

PRA statement 6

Table 1. NPSAS:18-AC Student Records Instrument 6

Institution Information 12

General Student Information 14

SUBSECTION: RACE & ETHNICITY 16

SUBSECTION: FEDERAL AID 31

SUBSECTION: STATE AID 32

SUBSECTION: INSTITUTION AID 34

SUBSECTION: PRIVATE AID OR OTHER GOVERNMENT AID 37

SUBSECTION: OTHER AID 39

Excel Template Codebook 43

Scripts for Instructional Videos 52

PRA statement

The following statement will be included on the data collection website:

NCES is authorized to conduct the 2017–18 National Postsecondary Student Aid Study, Administrative Collection (NPSAS:18-AC) by the Education Sciences Reform Act of 2002 (ESRA 2002, 20 U.S.C. §9543) and the Higher Education Opportunity Act of 2008 (HEOA 2008, 20 U.S.C. §1015). The data are being collected for NCES by RTI International, a U.S.-based nonprofit research organization. All of the information you provide may be used only for statistical purposes and may not be disclosed, or used, in identifiable form for any other purpose except as required by law (20 U.S.C. §9573 and 6 U.S.C. §151).

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB control numbers for the voluntary information collections using this website are listed below. The time required to complete the information collections is estimated to average the number of minutes or hours listed below per response, including the time to review instructions, search existing data sources, gather the data needed, and complete and review the information collection.

If you have any comments concerning the accuracy of the time estimate, suggestions for improving the collections, or any comments or concerns regarding the status of your individual submission of these data, please write directly to: Postsecondary Data Portal studies, National Center for Education Statistics, PCP, 550 12th St., SW, 4th floor, Washington, DC 20202.

BPS Transcript Collection: 1 hour NPSAS:18-AC Student Records Collection: 22 hours

OMB Clearance Numbers: BPS:12 1850-0631 Expiration Date 01/31/2020

NPSAS:18-AC 1850-0666 Expiration Date: xx/xx/xxxx

Table 1. NPSAS:18-AC Student Records Instrument

Item Name	Item Description	Change Removed (X), Added (A), Revised (R) *= new revision	Revision from BPS:12/HSLS:09 Student Records Instrument
Institution Information
BEARLY	Earliest Data Available	X	Item was needed for BPS/HSLS to assess whether institutions’ records covered only a portion of the years requested; item is not needed for NPSAS:18-AC, which is only requesting data for one academic year.
BENRTYPE	Report Enrollment Status		No change
BTMNAME[01-12]	Term name [1-12]		No change
BTMBEG[01-12]	Term start date [1-12]	R*	Revised to improve clarity of instructions for terms section and to collect only month and year of start date.
BTMEND[01-12]	Term end date [1-12]	R*	Revised to improve clarity of instructions for terms section and to collect only month and year of end date.
CRSUNIT	Standard Academic Course Credit		No change
Eligibility
BELIG	Student eligible for NPSAS:18-AC?	A*	Added to streamline section for respondents. Eligibility section revised to collect a Y/N and a single ineligible reason, rather than collect up to 8 separate reasons.
BELIGRSN	Ineligible reason	A*	Added to replace separate items for each ineligible reason.
BELIGENR	Reason not eligible: Not enrolled	X*	Items were not included in the BPS:12/HSLS:09 instrument. They were approved for part of NPSAS:18-AC in November 2017, but are being dropped in this change memorandum. They are replaced by BELIG and BELIGRSN.
BELIGREF	Reason not eligible: Tuition refund	X*
BELIGJNT	Reason not eligible: Enrolled in another institution	X*
BELIGCLHR	Reason not eligible: Length of program	X*
BELIGNC	Reason not eligible: Non-credit	X*
BELIGDUENR	Reason not eligible: Completing high school	X*
BELIGGED	Reason not eligible: GED or high school completion	X*
BELIGREM	Reason not eligible: Adult basic education program	X*
General Student Information
FNAME	First name		No change
MNAME	Middle name		No change
LNAME	Last name		No change
SUFFIX	Suffix		No change
SOCIAL	Social Security Number		No change
ASTHDOB	Date of birth		No change
ASGENDER	Gender		No change
AMARITAL	Marital status		No change
AMAIDEN	Maiden name		No change
SPOUSEFN	Spouse first name		No change
SPOUSEMN	Spouse middle name		No change
SPOUSELN	Spouse last name		No change
ACITIZEN	Citizenship status	R	Revised: added help text to clarify that institutions should not provide the student’s country of origin
AVETERAN	Veteran status	R	Revised: added response option for active duty military status
AHIGHSCH	High school completion type		No change
ASHIGHYR	High school completion year		No change
ASHISPAN	Ethnicity		No change
ASTWHITE	Race: White		No change
ASTBLACK	Race: Black		No change
ASTASIAN	Race: Asian		No change
ASINDIAN	Race: American Indian or Alaska Native		No change
ASISLAND	Race: Native Hawaiian or Other Pacific Islander		No change
PERMAD1L	Permanent address line 1		No change
PERMAD2L	Permanent address line 2		No change
PERMCITY	Permanent city		No change
PERMSTAT	Permanent state		No change
PERMZIP	Permanent ZIP		No change
PRMCNTRY	Permanent country		No change
LOCAD1L	Local address line 1		No change
LOCAD2L	Local address line 2		No change
LOCCITY	Local city		No change
LOCSTAT	Local state		No change
LOCZIP	Local ZIP		No change
SCHSTRES	Permanent resident of [institution state]		No change
PHONE1	Phone		No change
PHONE1TYPE	Type		No change
PHONE2	Phone		No change
PHONE2TYPE	Type		No change
PRSEMAIL	E-mail address		No change
CAMEMAIL	Campus e-mail address		No change
PARFRST	Parent first name		No change
PARMID	Parent middle name		No change
PARLAST	Parent last name		No change
PARSUF	Parent suffix		No change
PARAD1L	Parent address line 1		No change
PARAD2L	Parent address line 2		No change
PARCITY	Parent city		No change
PARSTAT	Parent state		No change
PARZIP	Parent ZIP		No change
PARCNTRY	Parent country		No change
PAREMAIL	Parent e-mail		No change
PARTEL	Parent phone		No change
PARCELL	Parent cell phone		No change
PARPITL	Parent international phone		No change
OTHFRST	Other contact first name		No change
OTHMID	Other contact middle name		No change
OTHLAST	Other contact last name		No change
OTHSUF	Other contact suffix		No change
OTHREL	Relationship of other contact to student		No change
OTHAD1L	Other contact address line 1		No change
OTHAD2L	Other contact address line 2		No change
OTHCITY	Other contact city		No change
OTHSTAT	Other contact state		No change
OTHZIP	Other contact ZIP		No change
OTHCNTRY	Other contact country		No change
OTHEMAIL	Other contact e-mail		No change
OTHTEL	Other contact phone		No change
OTHCELL	Other contact cell phone		No change
Enrollment
BEERDTMY	First enrolled at this institution date		No change
BELEDTMY	Last enrolled at this institution date		No change
BEFSTTM	First-time beginning student	R*	Revised to improve clarity of help text
BETRANSFER	Accepted transfer credit		No change
BREMEVER	Ever taken a remedial course	R*	Revised to improve clarity of help text
BENR	Enrolled in academic year	X*	Removed due to overlap with eligibility items
BENLADEG	Program/Degree		No change
BENADTYP	Graduate Degree Type		No change
BENLALVL	Class level		No change
BEDEGDATE	Degree completion date		No change
BEEXPDEG	Expected to complete degree requirements by [date]		No change
BENNFGPA	Cumulative (unweighted) GPA		No change
BERECVBA	Received bachelor’s degree	R*	Revised to change item label from “baccalaureate” to “bachelor’s” degree; maintains consistency with terminology used elsewhere in the instrument
BEBADATE	Date bachelor’s degree received	R*
BECIPMAJ1	CIP code for primary major		No change
BECREMJR1	Primary major		No change
BECIPMAJ2	CIP code for secondary major		No change
BECREMJR2	Secondary major		No change
BEUNDECL	Major undeclared		No change
BEACTENG	ACT English score		No change
BEACTMAT	ACT Mathematics score		No change
BEACTRDG	ACT Reading score		No change
BEACTSCI	ACT Science score		No change
BEACTCOM	ACT Composite score		No change
BESATCR	SAT Critical Reading score		No change
BESATMAT	SAT Mathematics score		No change
BESATWRT	SAT Writing score		No change
BECRDHRS	Required credit hours in program		No change
BECRDCOMP	Cumulative credit hours completed		No change
BECLKHRS	Required clock hours in program		No change
BECLKCOMP	Cumulative clock hours completed		No change
BTTUITOT	Total tuition and required fees charged	R*	Revised help text to specify that tuition charged should be reported prior to any financial aid *Changed item wording from “mandatory” to “required” for consistency with IPEDS terminology; revised help text to provide definition for required fees (consistent with IPEDS definition)
BTUNJURI	Residency for Tuition Purposes	R*	Revised: added response option and revised help text to distinguish between reasons that a student may receive in-state tuition *Revised help text to provide guidance for reporting reduced tuition
BTMST[01-12]	Enrollment status [term 1-12]		No change
BTMHR[01-12]	Units for credit enrolled [term 1-12]		No change
Budget
CNPERIOD	Budget Period	R	Revised help text to encourage participants to provide a full-time, full-year budget, and provide instructions for prorating budget if full-time, full-year is not available.
CNLCLRES	Student residence for budget		No change
CTUITION	Budgeted tuition/fees		No change
CNESROOM	Budgeted room and board		No change
CNESBOOK	Budgeted books/supplies		No change
CNETRANS	Budgeted transportation		No change
CNESCOMP	Budgeted computer/technology		No change
CNEHLTH	Budgeted health insurance		No change
CNEOTHER	Budgeted all other expenses		No change
CTOTLCOA	Total budgeted cost of attendance		No change
Financial Aid
CFAWARN	Placed on financial aid warning		No change
CFAPROB	Placed on financial aid probation		No change
CFAINELG	Ineligible to receive Title IV financial aid		No change
CFAFEDAID	Student had federal aid		No change
CFADPELL	Pell Grant amount		No change
CFASSTAF	Subsidized Stafford/Direct Loan amount		No change
CFAUSTAF	Unsubsidized Stafford/Direct Loan amount		No change
CFADPLUS	Parent PLUS Loan amount		No change
CFAGPLUS	Graduate PLUS Loan amount		No change
CFATEACH	Federal TEACH Grant amount		No change
CPERKINS	Perkins Loan amount		No change
CFAFSEOG	Federal SEOG Grant amount		No change
CFATDFWS	Federal work study awarded amount		No change
CFAIRAQ	Iraq & Afghanistan Service Grant amount		No change
CFATVET	Veteran’s benefits amount		No change
CFASTATAID	Student had state aid		No change
CFSTATE[01-03]	State aid program [1-3] name		No change
CFSTTYP[01-03]	State aid program [1-3] type	R	Revised program type item so that response options are consistent across all financial aid categories
CSTAMT[01-03]	State aid program [1-3] amount		No change
CFAINSTAID	Student had institution aid		No change
CFAINS[01-03]	Institution aid program [1-3] name		No change
CFAITYP[01-03]	Institution aid program [1-3] type	R	Revised program type item so that response options are consistent across all financial aid categories
CFAIAMT[01-03]	Institution aid program [1-3] amount		No change
CFAGRAID	Student had graduate aid	X	Removed: graduate aid removed as a separate category and will be collected based on source
CFAGRTYP[01-03]	Graduate aid program [1-3] type	X
CFAGRAMT[01-03]	Graduate aid program [1-3] amount	X
CFAOTHGOV	Student had private aid or other gov’t aid		No change
CFAOTHGOV[01-03]	Private aid or other gov’t aid program [1-3] name	A	Added for consistency with other aid categories and to aid in data review
CFAGOVTYP[01-03]	Private aid or other gov’t aid program [1-3] type	R	Revised program type item so that response options are consistent across all financial aid categories
CFAGOVAMT[01-03]	Private aid or other gov’t aid program [1-3] amount		No change
CFAOTHAID	Student had other aid		No change
CFAOTHNAM[01-03]	Other aid program [1-3] name		No change
CFAOTHTYP[01-03]	Other aid program [1-3] type		No change
CFAOTHSRC[01-03]	Other aid program [1-3] source		No change
CFAOTHAMT[01-03]	Other aid program [1-3] amount		No change

Institution Information

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BENRTYPE

Choose how you will report enrollment status

Instructions:

Later, you will be asked to report each sampled student's enrollment status (e.g., full‐time, half‐time), during each of the terms at your institution. Please indicate whether you will report the students' enrollment status by term or by month.

Provide term names and dates for each term within the academic years requested. For details about which terms should be included, review Step 4 below.

Report enrollment status for each calendar month within the academic year. Recommended for institutions that enroll continuously throughout the academic year, or for institutions with more than 12 terms in the academic year.

1 = Report Enrollment Status by Term

2 = Report Enrollment Status by Month

Shape6

SUBSECTION: TERMS

Please provide your institution’s terms for the 2017-18 academic year. Later, you will be asked to indicate each sampled student’s enrollment status (e.g. full-time, half-time) during each of the terms you provide.

Enter the name, start date, and end date of each of the terms/enrollment periods occurring at [institution name] between July 1, 2017 and June 30, 2018.

Please include:

Summer sessions.
Short sessions longer than two weeks in duration.
Terms for special types of students (e.g. medical students).

Terms may start prior to June 1, 2017 or end after June 30, 2018, but some portion of the term must occur between July 1 and June 30. Note that summer sessions should be included if any portion of the term falls within the period of July 1 through June 30.

If your institution has more than one term that starts and ends in the same month, you only need to report the term one time. For example, if the general college and medical school both have fall semesters that start in August and end in December, you need only provide one fall semester, even if they don’t start on the same days of the month. If the terms start or end in different months, please provide the terms separately. For additional help, click here.

[Pop-up instructions]

The following terms may be reported as a single term because they start and end in the same month:

Term name Start Date End Date

General college fall 2017 08/07/2017 12/05/2017

Medical school fall 2017 08/09/2017 12/07/2017

Law school fall 2017 08/14/2017 12/14/2017

The following terms should be reported as separate terms because they start and end in different months:

Term name Start Date End Date

General college spring 2017 01/22/2018 05/05/2018

Medical school spring 2017 01/09/2018 04/28/2018

Law school spring 2017 02/04/2018 05/14/2018 Shape7

BTMNAM[01-12]

Term Name [01-12] ___________________ Shape8

BTMBEG[01-12]

Term Start Date [01-12]

Month: January - December

Year: 2017-2018 Shape9

BTMEND[01-12]

Term End Date [01-12]

Month: January - December

Year: 2017-2018 Shape10

Eligibility

Shape11

BELIG

Student is eligible for NPSAS:18?

(Note: this item defaults to Yes unless you change the selection.)

If you think that this student is ineligible for NPSAS:18, change the response to No and select a reason that the student is ineligible. If more than one reason applies, choose the reason that appears first on the list. You do not need to provide any other data for ineligible students.

The student is ineligible for NPSAS:18 if he or she meets any of the following conditions:

•Not enrolled at institution: Student was not enrolled at this institution at any time from July 1, 2017 to June 30, 2018.

•Tuition refund: Student was enrolled at one time but received a full tuition refund for all terms in study period from July 1, 2017 to June 30, 2018.

•Pays tuition to another institution: Student attends this institution under joint arrangements with another institution and pays tuition solely to the other institution.

•Length of program: Student was enrolled, but not in a program of study that required at least 3 months or 300 clock/contact hours of instruction for granting a certificate, award, or diploma.

•Non-credit program: Student was enrolled, but not in at least one course that could be applied toward fulfilling requirements for an academic degree, a certificate program, or in a term for credit that could be transferred to another school.

•Completing high school: Student was still completing high school requirements as of the last term enrolled in the July 1, 2017 - June 30, 2018 academic year.

•GED or high school completion program: Student was enrolled solely in a GED or high school completion program as of the last term enrolled in the July 1, 2017 - June 30, 2018 academic year.

•Adult basic education program: Student was enrolled solely in an adult basic education program (e.g., ESL, literacy) as of the last term enrolled in the July 1, 2017 - June 30, 2018 academic year.

1=Yes

0=No

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BELIGRSN

Ineligible reason

Select the reason that the student is not eligible for NPSAS:18.

1=Student was not enrolled at this institution at any time from July 1, 2017 to June 30, 2018.

2=Student was enrolled at one time but received a full tuition refund for all terms in study period from July 1, 2017 to June 30, 2018.

3=Student attends this institution under joint arrangements with another institution and pays tuition solely to the other institution.

4=Student was enrolled, but not in a program of study that required at least 3 months or 300 clock/contact hours of instruction for granting a certificate, award, or diploma.

5=Student was enrolled, but not in at least one course that could be applied toward fulfilling requirements for an academic degree, a certificate program, or in a term for credit that could be transferred to another school.

6=Student was still completing High School requirements (for the last term enrolled).

7=Student was enrolled solely in a GED or High School completion program (for the last term enrolled).

8=Student was enrolled solely in an adult basic education program (i.e., ESL, literacy) (for the last term enrolled).

1=Not enrolled at institution

2=Tuition refund

3=Pays tuition to another institution

4=Length of program

5=Non-credit program

6=Completing high school

7=GED or high school completion program

8=Adult basic education program Shape13

Shape14

General Student Information

Shape15

FNAME

First Name ___________________ Shape16

MNAME

Middle Name ___________________ Shape17

LNAME

Last Name ___________________ Shape18

SUFFIX

Suffix ___________________ Shape19

SOCIAL

Social Security Number/SSN ___________________ Shape20

ASTHDOB

Month: January - December

Date: 01-31

Year: 1920 - 2014 Shape21

ASGENDER

Sex

0=Male

1=Female

-1=Unknown Shape22

AMARITAL

Marital Status

0=Not married (single, windowed, divorced)

1=Married

2=Separate

-1=Unknown Shape23

AMAIDEN

Maiden Name ___________________ Shape24

SPOUSEFN

Spouse First Name ___________________ Shape25

SPOUSEMN

Spouse Middle Name ___________________ Shape26

SPOUSELN

Spouse Last Name ___________________ Shape27

ACITIZEN

Citizenship Status

Please indicate the student's citizenship status using one of the response options provided. Do not provide the student's country of origin.

0 = US citizen or US national

1 = Resident alien, permanent resident, or other eligible non-citizen

2 = Foreign/International student with student visa

-1 = Unknown

Shape28

AVETERAN

Veteran or Active Duty Military Status

Please indicate whether the sample member is a veteran of the U.S. Armed Forces or is serving on active duty (not whether the sample member is receiving veteran’s benefits).

0 = No

1 = Yes, veteran

2 = Yes, active duty military

-1 = Unknown

Shape29

AHIGHSCH

High School Completion Type

1 = High School Diploma

2 = GED or other equivalency

3 = High school completion certificate

4 = Foreign high school

5 = Home schooled

6 = No high school degree/certificate

-1 = Unknown

Shape30

AHIGHYR

High School Completion Year

Year: 1920 - 2018 Shape31

SUBSECTION: RACE & ETHNICITY

Instruction: Note that these categories differ from those reported to IPEDS, but are consistent with IPEDS requirements for the collection of race and ethnicity.

For more information about IPEDS requirements for the collection and reporting of race and ethnicity, visit https://surveys.nces.ed.gov/ipeds/visfaq_re.aspx#1. Shape32

ASHISPAN

Ethnicity

0=Not Hispanic or Latino

1=Hispanic or Latino

-1=Unknown Shape33

ASTWHITE

Race: White

0 = No

1 = Yes

Shape34

ASTBLACK

Race: Black or African American

0 = No

1 = Yes

Shape35

ASTASIAN

Race: Asian

0 = No

1 = Yes

Shape36

ASINDIAN

Race: American Indian or Alaska Native

0 = No

1 = Yes

Shape37

ASISLAND

Race: Native Hawaiian or Other Pacific Islander

0 = No

1 = Yes

Shape38

PERMAD1L

Permanent Address Line 1 ___________________ Shape39

PERMAD2L

Permanent Address Line 2 ___________________ Shape40

PERMCITY

Permanent Address City ___________________ Shape41

PERMSTAT

Permanent Address State: -Select- Shape42

PERMZIP

Permanent Address ZIP ___________________ Shape43

PERMCNTRY

Permanent Address Country (if not USA) ___________________ Shape44

SCHSTRES

Is the student a permanent resident of [the state in which the institution is located]?

0 = No

1 = Yes

-1 = Unknown

Shape45

LOCAD1L

Local Address Line 1 ___________________ Shape46

LOCAD2L

Local Address Line 2 ___________________ Shape47

LOCCITY

Local Address City ___________________ Shape48

LOCSTAT

Local Address State: -Select- Shape49

LOCZIP

Local Address ZIP ___________________

Shape50

PHONE1

Phone 1 ___________________ Shape51

PHONE1TYPE

Phone 1 Type

1 = Home

2 = Mobile

3 = Other

Shape52

PHONE2

Phone 1 ___________________ Shape53

PHONE2TYPE

Phone 2 Type

1 = Home

2 = Mobile

3 = Other

Shape54

PRSEMAIL

Personal Email ___________________ Shape55

CAMEMAIL

Campus Email ___________________ Shape56

PARFRST

Parent First Name ___________________ Shape57

PARMID

Parent Middle Name ___________________ Shape58

PARLAST

Parent Last Name ___________________ Shape59

PARSUF

Parent Suffix ___________________ Shape60

PARAD1L

Parent Address Line 1 ___________________ Shape61

PARAD2L

Parent Address Line 2 ___________________ Shape62

PARCITY

Parent Address City ___________________ Shape63

PARSTAT

Parent Address State: -Select- Shape64

PARZIP

Parent Address ZIP ___________________ Shape65

PARCNTRY

Parent Address Country (if not USA) ___________________ Shape66

PAREMAIL

Parent Email ___________________ Shape67

PARTEL

Parent Phone ___________________ Shape68

PARCELL

Parent Cell Phone ___________________ Shape69

PARPITL

Parent International Phone ___________________ Shape70

OTHFRST

Other Contact First Name ___________________ Shape71

OTHMID

Other Contact Middle Name ___________________ Shape72

OTHLAST

Other Contact Last Name ___________________ Shape73

OTHSUF

Other Contact Suffix ___________________ Shape74

OTHREL

Relationship of Other Contact to Student

1 = Parent

2 = Guardian

3 = Sibling

4 = Aunt

5 = Uncle

6 = Grandparent

7 = Spouse

8 = Friend

9 = Colleague

10 = Other

-1 = Unknown Shape75 OTHAD1L

Other Contact Address Line 1 ___________________ Shape76

OTHAD2L

Other Contact Address Line 2 ___________________ Shape77

OTHCITY

Other Contact Address City ___________________ Shape78

OTHSTAT

Other Contact Address State: -Select- Shape79

OTHZIP

Other Contact Address ZIP ___________________ Shape80

OTHCNTRY

Other Contact Address Country (if not USA) ___________________ Shape81

OTHEMAIL

Other Contact Email ___________________ Shape82

OTHTEL

Other Contact Phone ___________________ Shape83

OTHCELL

Other Contact Cell Phone ___________________ Shape84

Enrollment

Shape85

BEERDTMY

Date first enrolled at this institution

Enter the date the student enrolled at this institution for the first time. The enrollment date may have occurred prior to this academic year.

Month: January - December

Date: 01 - 31

Year: 1920-2018

Shape86

BELEDTMY

Date last enrolled at this institution

If the student is no longer enrolled at this institution, enter the student’s last date of enrollment.

Month: January - December

Date: 01 - 31

Year: 1920-2018

Shape87

BEFSTTM

First time Beginning Student?

A student is considered a first-time beginner (FTB) for NPSAS:18-AC if he or she is as an undergraduate student who enrolled in college for the first time at this institution between July 1, 2017 and June 30, 2018.

Students are NOT FTBs if they were enrolled in a postsecondary class for credit at this or any other postsecondary institution prior to July 1, 2017, unless the credit was advanced placement (AP) credit, international baccalaureate (IB) credit, or any other postsecondary credit or formal award earned while the student was still completing high school.

Please note that this is not the same as the first-time full-time designation reported to IPEDS.

0 = No

1 = Yes

Shape88

BETRANSFER

Accepted transfer credit

Indicate whether your institution accepted transfer credits for this student from another postsecondary institution. Please exclude remedial or developmental courses.

0 = No

1 = Yes

Shape89

BERECVBA

Received bachelor’s degree

Select Yes if the graduate student has already obtained a bachelor’s degree, even if it was not awarded by this institution.

0 = No

1 = Yes

Shape90

BEBADATE

Date bachelor’s degree received

If the graduate student has obtained a bachelor’s degree, enter the date the degree was received.

Month: January - December

Date: 01 - 31

Year: 1920-2018

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BREMEVER

Ever taken a remedial course

Since completing high school, has the student taken any remedial/developmental courses to improve their basic skills in English, math, reading, or writing? Please answer Yes if your records indicate that the student took any remedial courses since high school, even if they were not taken at your institution.

0 = No

1 = Yes

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BEACTENG

ACT English ___________________

Enter the student’s ACT English score. If this student has multiple scores on record, enter the score that is used according to your institution’s admissions policy.

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BEACTMAT

ACT Mathematics ___________________

Enter the student’s ACT Mathematics score. If this student has multiple scores on record, enter the score that is used according to your institution’s admissions policy.

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BEACTRDG

ACT Reading ___________________

Enter the student’s ACT Reading score. If this student has multiple scores on record, enter the score that is used according to your institution’s admissions policy.

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BEACTSCI

ACT Science ___________________

Enter the student’s ACT Science score. If this student has multiple scores on record, enter the score that is used according to your institution’s admissions policy.

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BEACTCOM

ACT Composite ___________________

Enter the student’s ACT Composite score. If this student has multiple scores on record, enter the score that is used according to your institution’s admissions policy.

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BESATCR

SAT Critical Reading ___________________

Enter the student’s SAT Critical Reading score. If this student has multiple scores on record, enter the score that is used according to your institution’s admissions policy.

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BESATMAT

SAT Mathematics ___________________

Enter the student’s SAT Mathematics score. If this student has multiple scores on record, enter the score that is used according to your institution’s admissions policy.

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BESATWRT

SAT Writing ___________________

Enter the student’s SAT Writing score. If this student has multiple scores on record, enter the score that is used according to your institution’s admissions policy.

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BENLADEG

Program/Degree

In what degree program was this student enrolled on June 30, 2018? If the student was no longer enrolled on June 30, 2018, report the degree program for his or her last term enrolled between July 1, 2017 and June 30, 2018.

If the student was enrolled in more than one program, enter the highest degree program. If the student was enrolled in a dual degree program in which both degrees are the same level (such as a dual MD/PhD or dual MA/MBA), select the student’s primary degree program.

1=Enrolled in undergraduate courses, not in a degree program

2=Undergraduate certificate or diploma (occupational or technical program)

3=Associate's degree

4=Bachelor's degree

5=Enrolled in graduate courses, not in a degree program

6=Post-baccalaureate certificate program

7=Dual bachelor's/master's degree

8=Master's degree program

9=Post-master's certificate

10=Doctoral degree - research/scholarship

11=Doctoral degree - professional practice

12=Doctoral degree - other

-1=Unknown

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BENADTYP

Graduate Degree Type

1 = Master of Science (MS)

2 = Master of Arts (MA)

3 = Master of Education (M.Ed) or Teaching (MAT)

4 = Master of Business Administration (MBA)

5 = Master of Public Administration (MPA)

6 = Master of Social Work (MSW)

7 = Master of Fine Arts (MFA)

8 = Master of Public Health (MPH)

9 = Master of Divinity (M.Div)

10 = Other master's degree program not listed

11 = Doctor of Philosophy (PhD)

12 = Doctor of Education (EdD)

13 = Doctor of Science or Engineering

14 = Doctor of Psychology (PsyD)

15 = Doctor of Business or Public Admin (DBA, DPA)

16 = Doctor of Fine Arts (DFA)

17 = Doctor of Theology (ThD)

18 = Law (JD, LLB)

19 = Medicine or Osteopathic Medicine (MD, DO)

20 = Dentistry (DDS, DMD)

21 = Chiropractic (DC, DCM)

22 = Pharmacy (PharmD)

23 = Optometry (OD)

24 = Podiatry (DPM, DP, PodD)

25 = Veterinary medicine (DVM)

26 = Other doctoral degree not listed

In what type of graduate degree program was this student enrolled on June 30, 2018? If the student was no longer enrolled on June 30, 2018, report the graduate degree program type for his or her last term during his or her last term enrolled between July 1, 2017 and June 30, 2018. Shape102

BENLALVL

Class Level

Enter the student's class level as of June 30, 2018. If the student was no longer enrolled on June 30, provide the student’s class level during his or her last term enrolled between July 1, 2017 and June 30, 2018.

If class level was used to determine financial aid eligibility, report that class level for this item. Otherwise, report the class level as defined by your institution.

Institutions typically define class level based on the number of earned credits. An example of a commonly used classification:

0-29 earned credit hours for first-year/freshman
30-59 earned credit hours for sophomore
60-89 earned credit hours for junior
90+ earned credit hours for senior

1 = 1st Year/Freshman

2 = Sophomore

3 = Junior

4 = Senior

5 = 5th Year or Higher Undergraduate

6 = Undergraduate (unclassified)

7 = Student with bachelor's or advanced degree taking undergraduate courses

8 = 1st year Graduate

9 = Beyond 1st year Graduate

10 = Graduate (unclassified)

-1 = Unknown

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BEDEGDATE

Date Completed

If the student completed the degree program, enter the date the degree was received.

Month: January - December

Date: 01 - 31

Year: 1920-2018

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BEEXPDEG

Expected to complete degree requirements by June 30, 2018?

(This item applies to programs/degrees that are not yet completed.) Is the student expected to have completed the requirements for their current degree program on or before June 30, 2018? Completion of the requirements means all required classes have been taken and passed and sufficient credit or clock hours have been earned. Some students may not yet have been awarded their degree or certificate by the institution, even though the requirements have been completed.

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BENNFGPA

Cumulative (Unweighted) GPA___________________

Please provide the student’s cumulative GPA as of June 30, 2018. If your institution uses a 4.0 point scale, please enter GPA with two decimal places. If your institution uses a 100 point scale, enter the grade with one decimal place. Shape106

BECLKHRS

Total Number of Clock Hours in Program___________________

If this student is enrolled in a clock hour program, what is the total length of the program in clock/contact hours? Shape107

BECLKCOMP

Cumulative Clock Hours Completed___________________

Please provide the total cumulative clock hours earned by this student as of June 30, 2018. Include all clock hours earned, even if they do not count toward the student’s degree/program requirements. Shape108

BECRDHRS

Total Number of Credit Hours in Program___________________

If this student is enrolled in a credit hour program, what is the total length of the program in credit hours? Shape109

BECRDCOMP

Cumulative Credit Hours Completed___________________

Please provide the total cumulative credit hours earned by this student as of June 30, 2018. Include all credit hours earned, even if they do not count toward the student’s degree/program requirements. Shape110

BTUITOT

Total Tuition and Required Fees Charged ___________________

The amount entered should be the amount CHARGED for the period(s) in which the student was enrolled between July 1, 2017 and June 30, 2018, prior to any aid, discounts, or waivers.

Required fees include all fixed sum charges that are required of such a large proportion of all students that the student who does not pay the charges is an exception.

Include any out-of-state/out-of-district fees for applicable students.

Please enter the specific amount charged for this student (typically obtained from the business or bursar's office), not the budgeted tuition amount or the average tuition amount charged for students. Shape111

BTUNJURI

Residency for Tuition Purposes

Please indicate the student’s tuition classification for the 2017-2018 academic year.

An in-district student is a student who is a legal resident of the locality in which he/she attends school and thus is entitled to reduced tuition charges if offered by the institution.

An in-state student is a student who is a legal resident of the state in which he/she attends school.

A student may receive in-state or reduced tuition even if he/she is not a legal resident of the state, such as through programs that offer in-state tuition to veterans or through tuition reciprocity agreements with adjacent states. Report these students as “in-state tuition for other reason,” even if the reduced tuition is higher than in-state tuition.

An out-of-state student is a student who is not a legal resident of the state in which he/she attends school.

1 = In-district

2 = In-state tuition based on legal residence

3 = In-state tuition for other reason (e.g., veteran status)

4 = Out-of-state

5 = No differential tuition based on residency

-1 = Unknown

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BEMAJ1CIP

First Major CIP Code___________________

Please provide the CIP code for this student’s first major as of June 30, 2018. If the student was no longer enrolled on June 30, provide the student’s major during his or her last term enrolled between July 1, 2017 and June 30, 2018.

CIP (Classification of Instructional Programs) codes are used by the National Center for Education Statistics (NCES) for major or field of study reporting, assessment, and tracking.

Please enter the 6 digit CIP Code of the student's first major or field of study. NOTE: This item is filled for you if a CIP code for this student was provided on your enrollment list. You may change the CIP code if what is shown is incorrect.

If you are not familiar with the codes, please leave this column blank and enter the student's current or most recent first major or field of study in the First Major item in this section. If the student has not yet declared a major, please leave this item blank and select "Yes" for the "undeclared" item in this section.

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BEMAJ1

First Major ___________________ Shape114

BEMAJ2CIP

Second Major CIP Code___________________

Please provide the CIP code for this student’s second major as of June 30, 2018. If the student was no longer enrolled on June 30, provide the student’s major during his or her last term enrolled between July 1, 2017 and June 30, 2018.

CIP (Classification of Instructional Programs) codes are used by the National Center for Education Statistics (NCES) for major or field of study reporting, assessment, and tracking.

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BEMAJ2

Second Major ___________________ Shape116

BEUNDECL

Major Undeclared

0 = No

1 = Yes

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BTMST[01-12]

Enrollment Status for [Term 01-12]

Enter the student’s enrollment status in [term 1-12]. If enrollment status was used to determine financial aid eligibility, report that enrollment status for this item. Otherwise, report the enrollment status as defined by your institution.

Institutions typically define enrollment status based on the number of credit or clock hours attempted. For example, students who are enrolled as a full-time student typically carry at least

12 semester or quarter hours per term at the undergraduate level or 9 credit hours per term at the graduate level.
24 semester hours or 36 quarter hours per academic year for an educational program using credit hours for a program of less than one academic year.
24 clock hours per week for an education program using clock hours.

0 = Not enrolled

1 = Full-time

2 = 3/4-time

3 = Half-time

4 = Less than half-time

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BTMHR

Number of Credit or Clock Hours Enrolled in [Term 01-12] ___________________ Shape119

Budget

Please provide budget details for the 2017-2018 academic year (July 1, 2017 to June 30, 2018). If possible, please provide an individualized budget for this student, not an average budget or the budget for the most popular program. If an individualized budget is not available (e.g., a budget was not prepared because the student did not apply for aid), please provide a generic budget or an estimated cost of attendance. Shape120

CNPERIOD

Budget Period

Select the enrollment status that matches the budget details you will provide for this student.

If possible, please provide a full-time, full-year budget, even if the student was not enrolled full-time for the entire year. If this student’s budgeted costs were not originally calculated for full-time, full-year enrollment, you can use Pell guidelines to prorate the amount to reflect the costs for a full-time student enrolled for a full academic year in the student’s academic program. Click here for definitions and more information about prorating costs of attendance.

If a full-time, full-year budget is not available, and you cannot provide a prorated amount, you may provide budget details for other enrollment statuses. For example, for a student who had different enrollment statuses throughout the year, you could provide a "full-time, one term" budget or a "half-time, one term" budget.

Please provide budgeted costs of attendance for a full-time student enrolled for a full academic year.

Academic year: An academic year must include at least 30 weeks of instructional time for credit-hour based programs, or 26 weeks of instructional time for clock-hour based programs.

At a semester-based institution, the academic year typically includes fall and spring terms. At a trimester-based institution, the academic year typically includes fall, spring, and summer terms.

For more information about defining an academic year, visit https://ifap.ed.gov/fsahandbook/attachments/1516FSAHbkVol3Ch1.pdf

Full-time: The following minimum coursework standards are for undergraduate students enrolled full-time in the academic year:

- For credit-hour programs, at least 24 semester or trimester credit hours, or 36 quarter credit hours; or

- For clock-hour programs, at least 900 clock hours.

Adjusting budgeted costs of attendance: If your program costs are not for full-time, full-year enrollment, use the Pell guidelines to adjust your costs of attendance to report a full-time, full-year budget.

For more information about prorating costs of attendance for Pell, visit https://ifap.ed.gov/fsahandbook/attachments/1516FSAHbkVol3Ch2.pdf

1 = Full-time, full-year

2 = Full-time, one term

3 = 3/4-time, full-year

4 = 3/4-time, one term

5 = Half-time, full-year

6 = Half-time, one term

7 = Less than half-time, full-year

8 = Less than half-time, one term

9 = Other

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CNLCLRES

Student Residence

For the budget period you specified for this student, enter the amount BUDGETED for tuition and fees for this student. This amount may differ from the total tuition and fees CHARGED (requested in the enrollment section), and is typically obtained from the financial aid office.

1 = On-campus or school-owned housing

2 = Off-campus without parents

3 = Off-campus with parents

-1 = Unknown

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CTUITION

Tuition & Fees ___________________

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CNESROOM

Room & Board ___________________ Shape124

CNESBOOK

Books & Supplies ___________________ Shape125

CNETRANS

Transportation ___________________ Shape126

CNESCOMP

Computer Technology ___________________

For example: a reasonable cost, as determined by your institution, for the rental or purchase of a personal computer that the student will use for study for budget period you specified for this student. Shape127

CNEHLTB

Health Insurance ___________________ Shape128

CNEOTHER

All Other ___________________

For the budget period you specified for this student, enter the total estimated expense amount not included in any of the previous budget categories. Shape129

CTOTLCOA

Budgeted Total Cost of Attendance ___________________

For the budget period you specified for this student, enter the total estimated cost of attendance. Shape130

Financial Aid

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CFAWARN

Financial Aid Warning

Because of your institution's Satisfactory Academic Progress policy, at any time during the July 1, 2017 to June 30, 2018 financial aid year, was the student placed on financial aid warning?

0 = No

1 = Yes

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CFAPROB

Financial Aid Probation

Because of your institution's Satisfactory Academic Progress policy, at any time during the July 1, 2017 to June 30, 2018 financial aid year, was the student placed on financial aid probation?

0 = No

1 = Yes

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CFAINELG

Ineligible to Receive Title IV Aid

Because of your institution's Satisfactory Academic Progress policy, at any time during the July 1, 2017 to June 30, 2018 financial aid year, was the student ineligible to receive Title IV financial aid?

0 = No

1 = Yes

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SUBSECTION: FEDERAL AID

If the student had federal aid for the July 1, 2017 to June 30, 2018 financial aid year, enter the whole dollar amounts awarded to the student within each federal financial aid program. If the student was awarded a type of federal financial aid not listed here, you will have an opportunity to enter the name, type, and amount awarded in ‘Other Aid’ at the end of this section. Shape135

CFAFEDAID

Student had federal aid for the July 1, 2017 to June 30, 2018 financial aid year?

0 = No

1 = Yes

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CFADPELL

Pell Grant Amount ___________________ Shape137

CFASSTAF

Subsidized Direct/Stafford Loan Amount ___________________ Shape138

CFAUSTAF

Unsubsidized Direct/Stafford Loan Amount ___________________ Shape139

CFADPLUS

Parent PLUS Loan Amount ___________________ Shape140

CFAGPLUS

Graduate PLUS Loan Amount ___________________ Shape141

CFATEACH

Federal TEACH Grant Amount ___________________ Shape142

CPERKINS

Perkins Loan Amount ___________________ Shape143

CFAFSEOG

Federal SEOG Grant Amount ___________________ Shape144

CFATDFWS

Federal Work Study AWARDED ___________________

Federal Work-Study awarded refers to the maximum amount the student could earn through the Work-Study Program over the course of the academic year. For example, if the student was awarded $1000 and actually earned $500, enter $1000 for this item. Shape145

CFAIRAQ

Iraq & Afghanistan Service Grant ___________________ Shape146

CFATVET

Veterans Benefits ___________________

Veterans’ education benefits include programs administered by the U.S. Department of Veterans Affairs, including such programs as the GI Bill (for example, Post-9/11 GI Bill, Montgomery GI Bill), the Reserve Educational Assistance Program (REAP), and Dependents’ Educational Assistance program (DEA). Shape147

SUBSECTION: STATE AID

If the student had state aid for the July 1, 2017 to June 30, 2018 financial aid year, enter program name, select the type, and enter the whole dollar amount awarded for up to three state aid awards. If the student was awarded more than three state aid awards, you will have an opportunity to enter the name, type, and amount awarded in "Other Aid" at the end of this section. Shape148

CFASTATAID

Student had state aid for the July 1, 2017 to June 30, 2018 financial aid year?

0 = No

1 = Yes

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CFSTATE01

State Aid Program Name 1 ___________________ Shape150

CFSTTYP01

State Aid Program Type 1

Need-based grants are awarded on the basis of an applicant's financial resources. Merit-based grants are awarded on the basis of an applicant's talents, skills, demographic, geographic or other characteristics. If any part of the awarding criteria includes an applicant's financial resources, then the grant should be considered need-based.

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape151

CFSTAMT01

State Aid Program Amount 1 ___________________ Shape152

CFSTATE02

State Aid Program Name 2 ___________________ Shape153

CFSTTYP02

State Aid Program Type 2

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape154

CFSTAMT02

State Aid Program Amount 2 ___________________ Shape155

CFSTATE03

State Aid Program Name 3 ___________________ Shape156

CFSTTYP03

State Aid Program Type 3

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape157

CFSTAMT03

State Aid Program Amount 3 ___________________ Shape158

SUBSECTION: INSTITUTION AID

If the student had institution aid for the July 1, 2017 to June 30, 2018 financial aid year, enter the program name, select the type, and enter the whole dollar amount awarded for up to three institution awards. If the student was awarded more than three institution aid awards, you will have an opportunity to enter the name, type, and amount awarded in "Other Aid" at the end of this section. Shape159

CFAINSTAID

Student had institution aid for the July 1, 2017 to June 30, 2018 financial aid year?

0 = No

1 = Yes

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CFAINS01

Institution Aid Program Name 1 ___________________ Shape161

CFAITYP01

Institution Aid Program Type 1

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape162

CFAIAMT01

Institution Aid Program Amount 1 ___________________ Shape163

CFAINS02

Institution Aid Program Name 2 ___________________ Shape164

CFAITYP02

Institution Aid Program Type 2

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape165

CFAIAMT02

Institution Aid Program Amount 2 ___________________ Shape166

CFAINS03

Institution Aid Program Name 3 ___________________ Shape167

CFAITYP03

Institution Aid Program Type 3

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape168

CFAIAMT03

Institution Aid Program Amount 3 ___________________ Shape169

SUBSECTION: PRIVATE AID OR OTHER GOVERNMENT AID

If the student had private aid or other government aid for the July 1, 2017 to June 30, 2018 financial aid year, enter the program name, select the type, and enter the whole dollar amount awarded for up to three private aid or other government awards. If the student was awarded more than three private aid or other government aid awards, you will have an opportunity to enter the name, type, and amount awarded in "Other Aid" at the end of this section. Shape170

CFAOTHGOV

Student had private aid or other government aid for the July 1, 2017 to June 30, 2018 financial aid year?

0 = No

1 = Yes

Shape171

CFAOTHGOV01

Private Aid or Other Government Aid Program Name 1 ___________________ Shape172

CFAGOVTYP01

Private Aid or Other Government Aid Program Type 1

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape173

CFAGOVAMT01

Private Aid or Other Government Aid Program Amount 1 ___________________ Shape174

CFAOTHGOV02

Private Aid or Other Government Aid Program Name 2 ___________________ Shape175

CFAGOVTYP02

Private Aid or Other Government Aid Program Type 2

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape176

CFAGOVAMT02

Private Aid or Other Government Aid Program Amount 2 ___________________ Shape177

CFAOTHGOV03

Private Aid or Other Government Aid Program Name 3 ___________________ Shape178

CFAGOVTYP03

Private Aid or Other Government Aid Program Type 3

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape179

CFAGOVAMT03

Private Aid or Other Government Aid Program Amount 3 ___________________ Shape180

SUBSECTION: OTHER AID

If the student had any additional aid not already reported above for the July 1, 2017 to June 30, 2018 financial aid year, enter the name, type, source, and whole dollar amount awarded for up to three additional awards. Shape181

CFAOTHAID

Student had other aid for the July 1, 2017 to June 30, 2018 financial aid year?

0 = No

1 = Yes

Shape182

CFAOTHNAM01

Other Aid Program Name 1 ___________________ Shape183

CFAOTHTYP01

Other Aid Program Type 1

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape184

CFAOTHSRC01

Other Aid Program Source 1 ___________________ Shape185

CFAOTHAMT01

Other Aid Program Amount 1 ___________________ Shape186

CFAOTHNAM01

Other Aid Program Name 2 ___________________ Shape187

CFAOTHTYP02

Other Aid Program Type 2

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape188

CFAOTHSRC02

Other Aid Program Source 2 ___________________ Shape189

CFAOTHAMT02

Other Aid Program Amount 2 ___________________ Shape190

CFAOTHNAM03

Other Aid Program Name 3 ___________________ Shape191

CFAOTHTYP03

Other Aid Program Type 3

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Grant/scholarship, neither need nor merit

5=Grant/scholarship, unknown

6=Tuition Waiver, non-faculty/staff

7=Loan

8=Work-study

9=Athletic scholarship

10=Tuition waiver, faculty/staff

11=Teaching assistantship/stipend

12=Research assistantship/stipend

13=Other assistantship/stipend

14=Traineeship

15=ROTC/Armed Forces Grants

16=Veterans benefits

17=Resident advisor/assistant (RA) benefits

18=WIA/Job training/Vocational Rehabilitation

19=Employer aid Shape192

CFAOTHSRC03

Other Aid Program Source 3 ___________________ Shape193

CFAOTHAMT03

Other Aid Program Amount 3 ___________________ Shape194

Excel Template Codebook

Scripts for Instructional Videos

Brief instructional videos will be embedded in the student records instrument on the PDP. There will be five videos, which will walk users through providing student records data. Scripts for the five videos are included below.

Institution Information Page:

Before you provide student records data for individual students, you’ll first need to complete the Institution Information Page, or IIP. The main purpose of the IIP is to collect information about your institution’s term structure. This information is important because it will be used later to collect information about students’ enrollment statuses, such as whether students were full-time or half-time, during each term in the academic year.

You can choose whether to report enrollment status by month, or by term, depending on your preference. We recommend that you select “Report Enrollment Status by Month” if you have more than 12 terms in the academic year, or if your institution enrolls continuously throughout the year.

If you choose “Report Enrollment Status by Month” option, enter term name, start date, and end date for each of your terms in the 2017-18 academic year. At least some part of the term must fall between July 1, 2017 and June 30, 2018.

Please take care when entering your terms. Once you submit, you will not be able to edit the information on this page.

Mode Selection:

To get started, select a mode for providing student records data. You can choose from three mode options: web mode, Excel mode, and CSV mode.

In Web Mode, you will key student records data one student at a time. We recommend web mode for smaller institutions, such as those with fewer than 20 sampled students. You can also use web mode to edit data that you entered using Excel or CSV mode.

In Excel Mode, you will download a pre-formatted Excel template, and then enter your student data offline. When you’ve finished entering data into the Excel template, you will upload it to the Portal website. We recommend Excel mode for institutions with up to 100 sampled students.

In CSV mode, you will download your list of sampled students and a specifications document for creating Comma Separate Value, or CSV, files. You will create 4 CSV files following the specifications document and upload the completed files. We recommend CSV mode for institutions with more than 100 sampled students.
You can switch modes at any time, and any data that you previously entered will be pre-filled for you.

Web Mode:

The web mode grid displays a list of your institution’s sampled students and your progress entering data for each section.

Click on a student’s name to start providing data for that student.

Once you have chosen the sampled student, provide data in each of the four sections on the page: General Student Information, Enrollment, Budget, and Financial Aid. When you change a field, it will turn green to indicate that the data have been saved.

When you have finished entering data for each section, click the Finalize button at the bottom of the section. This will check the data you provided and indicate whether there are any errors.

When you have finished entering data for all students, click the “Finalize All Student Record Data” button at the bottom of the web mode grid. Once you finalize, you will no longer be able make changes.

Excel Mode:

In Excel mode, you will download a pre-formatted Excel spreadsheet file, fill out the file offline, and then upload the completed file. Prior to downloading the Excel template, check the “I agree” box that you agree to safeguard the file.

When you download the file, any data that you have previously provided will be pre-filled in the template. There are six tabs in the file. The first tab has instructions for uploading the file. The second tab has a codebook, which lists all the requested data elements and the valid response options for each item. The last four tabs correspond to each of the data sections: General Student Information, Enrollment, Budget, and Financial Aid.

Fill out each of the data tabs by typing data into the fields or selecting responses from the drop-down list. You can also copy and paste data from other files into the template.

The Excel template is locked to prevent users from changing its format. It is vital that you do not modify the template other than by entering data, and that you only use files generated by the Portal site.

When you have finished entering student data, upload your saved file to the Portal website. You can upload the file multiple times; the most recent upload will overwrite previous uploads. If your files have any errors or are missing critical items, the Portal will alert you. A list of errors and their corresponding students will appear in the Portal, and can also be downloaded as an Excel file. You will be able to review your data issues and upload fixes as needed.

When you have finished uploading data for all students, click the “Finalize All Student Record Data” button at the bottom of the page. Once you finalize, you will no longer be able make changes.

CSV Mode:

In CSV mode, you will download a file specifications document, and then create comma separate value, or CSV, files according to the specs. There are four files, one for each data section: General Student Information, Enrollment, Budget, and Financial Aid. The file specifications indicate the number of fields that are required for each file, the order in which data elements should be submitted, and the valid values for each data element. Prior to downloading the files, check the “I agree” box that you agree to safeguard the data.

It is extremely important that you follow the file specifications exactly. If your CSV files don’t have the correct number of fields, the data will not be read into the Portal. If you find yourself needing to skip a data element, be sure to include a comma as a placeholder for that data element.

Once you’ve created your files, upload them on the Portal website. There are separate upload areas for each of the four file types; be sure you upload them in the correct section. You can upload the files multiple times; the most recent upload will overwrite previous uploads.

If your files have any errors or are missing critical items, the Portal will alert you. A list of errors and their corresponding students will appear in the Portal, and can also be downloaded as an Excel file. You will be able to review your data issues and upload fixes as needed.

When you have finished uploading data for all students, click the “Finalize All Student Record Data” button at the bottom of the page. Once you finalize, you will no longer be able make changes.

File Type	application/vnd.openxmlformats-officedocument.wordprocessingml.document
Author	Thomsen, Erin
File Modified	0000-00-00
File Created	2021-01-21

2017–18 National Postsecondary Student Aid Study Administrative Collection (NPSAS:18-AC)