2025-26 Audit and Reporting Guidelines Format Final- Harsha

GRADUATION FILE STRUCTURE

Field Type Field Type

Field

Field Name

Start

Len

Definition

Valid Choices or Examples

Field 1

Field Name Student District

Start 1

Len

Definition of student’s registration or primary enrollment registration or primary enrollment

Valid Choices or Examples

5 Num Site

District Code + Site C de

1

Student District

1

5

Num Site of student’s

District Code + Site Code Refer to tabl of district and site codes in eARS. This site code should correspond to: (1) the location approved for the program of study if th stud nt is a CTE student; OR (2) the locati at which the student registers or takes a m jority of his/her cours s, if not a CTE student. Refer to table of district and site codes in eARS. This site code should correspond to: (1) the location approved for the program of study if the student is a CTE student; OR (2) the location at which the student registers or takes a majority of his/her courses, if not a CTE student. CANNOT BE BLANK Academic Year Code + Term Code (Example for Fall 2014: 20152) Acade ic Year Codes: 2014 = Summer 2013, Fall 2013, Spring 2014 2015 = Summer 2014, Fall 2014, Spring 2015 2016 = Sum er 2015, Fall 2015, Spring 2016 Academic Year Codes: 2014 = Summer 2013, Fall 2013, Spring 2014 2015 = Summer 2014, Fall 2014, Spring 2015 2016 = Summer 2015, Fall 2015, Spring 2016 CANNOT BE BLANK Academic Year Code + Term Code (Example for Fall 2014: 20152)

2

Degree Date

6

5 5 Num Semester when student received the degree or certificat Num Semester when student received the degree or certificate

2

Degree Date

6

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

In most cases, this date will be the same as the program completion date (field 10). Exceptions will be those students who completed all requirements in a prior year, but who had financial or other obligations that had to be cleared prior to degree conferral. In most cases, this date will be the same as the program completion date (field 10). Exceptions will be those stud nts who completed all requir ments in a prior year, but who ha financial or other o ligations that had to be clear prior to degree co ferral. CANNOT BE BLANK

3

Student Identifier Student Identifier

11

10 Char Unique Student Identifier for the District 10 Char Unique Student Identifier for the District

xxxxxxxxxx

CANNOT BE BLANK

3

11

xxxxxxxxxx CANNOT BE BLANK

CANNOT BE BLANK (All Students Who Received Degrees or Credentials from Your College in the Just Completed Academic Year) Record length: 49 bytes byte

B Tab 04F – Graduate File Structure

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Updated 10/01/2023