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Student Database Quick Reference

General Information. The Student Database is designed to deliver information to the state about students enrolled during specific time periods. The database is technically a text file with a specific format that can be viewed by any text reader such as Notepad. The state uses the data to run a se

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Student Database Quick Reference

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    1. Student Database Quick Reference

    2. General Information The Student Database is designed to deliver information to the state about students enrolled during specific time periods. The database is technically a text file with a specific format that can be viewed by any text reader such as Notepad. The state uses the data to run a series of state reports that provide information back to the college.

    3. Reporting Periods The Student Database is submitted to the state 3 times per year representing 5 different time periods. End of August thru October Summer End-of-Term Fall Beginning-of-Term January thru Early March Fall End-of-Term Spring Beginning-of-Term April thru June Spring End-of-Term Any needed re-submissions

    4. State Reporting Terms vs PCC Reporting Terms For state reporting the Academic Year runs from Summer thru Spring, so Summer is Term 1. For PCC reporting the Academic Year runs from Fall thru Summer, so Fall is Term1. The table below illustrates the difference using the reporting year 2004-2005.

    5. Record Types The Student Database contains rows of data that identify the following for every row: Institution Student (via SSN) Year/term. In addition each row contains a numerical record type – the record type describes the type of data that the row contains for the student. There are seven record types in the Student Database.

    6. Record Types (Continued) Record Type 1 – Demographic Data Record Type 2 – Test Data Record Type 3 – Acceleration Data Record Type 4 – Program Data Record Type 5 – Completion Data Record Type 6 – Course Data Record Type 7 – Financial Aid Data

    7. Variables by Record Type Record Type 1 – Demographic Data

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