2025-26 Audit and Reporting Guidelines Format Final- Harsha

Field Type

Field

Field Name

Start

Len

Definition

Valid Choices or Examples

1

Student District

1

5 Num Site of student’s

District Code + Site Code

registration or primary enrollment

Refer to table of district and site codes in eARS. This site code should correspond to: (a) Non-CTE: the location at which the student registers or takes a majority of his/her courses (b) CTE: the location approved for the program of study (c) Dual Credit: the location of the off-campus site (d) Dual Enroll: like (a) or (b) (e) MI-BEST: location approved for the program of study (f) It should be a stable code from term to term

CANNOT BE BLANK

2

Term

6

5 Num Semester when course is taught

Academic Year Code + Term Code Example: Fall 2010 = 20112

Academic Year Codes: 2010 = Summer 2009, Fall 2009, Spring 2010 2011 = Summer 2010, Fall 2010, Spring 2011 2012 = Summer 2011, Fall 2011, Spring 2012

Term Codes: 1 = Summer 2 = Fall 3 = Spring

Code and report off-schedule students with the term in which the census date occurred. Code and report intersession students with the subsequent term.

CANNOT BE BLANK

3

Student Identifier

11

10 Char Unique Student

xxxxxxxxxx No duplicates allowed

Identifier for the District

CANNOT BE BLANK

4

Student Last

21

15 Char Student’s Last Name

Student’s Last Name

CANNOT BE BLANK

Name

5

Student First

36

15 Char Student’s First Name

Student’s First Name

CANNOT BE BLANK

Name

6

Student

51

15 Char Student’s Middle Name

Student’s Middle Name

Middle Name

CAN BE BLANK

Record length: 198 bytes

B Tab 04B – Primary Enrollment File Structure Tab 04B - Primary Enrollment File Structure

52

updated 02/27/2025

68

Updated 10/01/2023