06/01/1998 DRAFT

Student Interface Data Elements from Local Campus Student Systems
Name Length Type Comments
1. Record Code 1 character A=Add, C=Change, D=Delete

C records sent for changes in any of the data elements below; all data element values and not just the changed value

D records only sent for records erroneously sent
2. Student ID (a.k.a. Registration Number) 10 character

Left-justify if less than 10 characters and pad with trailing values with blanks, e.g., if actual number is 12345678, then value passed should be 12345678 followed by 2 blank characters
3. Student Location Code 2 character 01=BK, 02=SF, 03=DV, 04=LA, 05=RV, 06=SD, 07=SC, 08=SB, 09=IR
4. Student Status 1 character U=Undergraduate, M=Masters Candidate, D=Doctoral Candidate, X=other

Post Docs, Residents (health science campuses), and Official On-Leave would thus be identified as X
5. Student Term Begin Date 8 character mmddyyyy format
6. Student Term End Date 8 character mmddyyyy format

pass a value equal to the Term Begin Date if a student withdraws before completing the term
7. Student Last Name 20 character upper case format; left-justify if less than 20 characters and pad with trailing values set to character value blank
8. Student First Name 20 character upper case format; left-justify if less than 20 characters and pad with trailing values set to character value blank
9. 1st Student College 38 character
10. 1st Student Major 25 character
11. 2nd Student College 38 character If none, then pad with values set to character blank
12. 2nd Student Major 25 character If none, then pad with values set to character blank
13. 3rd Student College 38 character If none, then pad with values set to character blank
14. 3rd Student Major 25 character If none, then pad with values set to character blank
15. Student Local Address 1 30 character
16. Student Local Address 2 30 character If none, then pad with values set to character blank
17. Student Local Address - City 30 character
18. Student Local Address - State Code 2 character
19. Student Local Address - Zip Code 5 character
20. Student Permanent Address 1 30 character
21. Student Permanent Address 2 30 character If none, then pad with values set to character blank
22. Student Permanent Address - City 30 character
23. Student Permanent Address - State Code 2 character
24. Student Permanent Address - Zip Code 5 character
25. Corrected Student ID (a.k.a. Registration Number) 10 character This is the new, corrected value; the old, incorrect value should still be passed in the regular Student Registration Number field (data element #2)

Left-justify if less than 10 characters and pad with trailing values with blanks, e.g., if actual number is 12345678, then value passed should be 12345678 followed by 2 blank characters

If none, then pad with values set to character blank
26. Release Flag 1 character Process to be discussed
27. UC Student Vendor ID 7 character This is the new, corrected value; the old, incorrect value should still be passed in the regular Student ID (a.k.a. Registration Number) field (data element #2)

For Undergraduate students, set to value of UC Student Vendor-specific Identification Number (currently, this is the Educational Testing Service (ETS))

For non-Undergraduate students, set to character blanks
28. Net ID??? 10 character Process to be discussed

Selection Criteria:

Only those students who have paid their registration fees for the current term

Sorting Criteria:

  1. by Record Code
  2. within Record Code, by Student ID (a.k.a. Registration Number)

Interface File Transmission Information:

Data may be sent from a campus to OP electronically on a daily basis

NOTE: Only 9 UC campuses provide interface

All alpha character data is stored in the database in upper case format only

File Transfer Protocol(FTP) specifications, e.g., contacts, data set names, still to be determined

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