10/30/1998

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

note: Change data is utilized for "continuing" students; thus, continuing students do not receive a new Net ID for each continuing term, but may possibly only have their Student Term Begin/End Date and Student Term Eligibility Begin/End Date data element values revised (assuming all other values remain the same); nothing prohibits other data element values, e.g., 1st Student Major, from concurrently being revised, too

Data processed via a C Record Code is processed as a complete replacement, i.e., whatever values are listed in the corresponding data elements below, then those values are to be loaded into the University Directory

D records only sent for records erroneously sent
2. Student Location Code 2 character 01=BK, 02=SF, 03=DV, 04=LA, 05=RV, 06=SD, 07=SC, 08=SB, 09=IR
3. 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
4. UC Student Vendor ID 7 character For Undergraduate students, set to value of UC Student Vendor-specific Identification Number (currently, this vendor is the Educational Testing Service (ETS))

For non-Undergraduate students, set to character blanks
5. Social Security Number 9 character If none, then pad with values set to character blank
6. Campus ID 15 character optional; left-justify if less than 15 characters and pad with trailing values with blanks, e.g., if actual number is 123456789, then value passed should be 123456789 followed by 6 blank characters

if none, then pad with values set to character blank
7. Net ID 10 character optional; left-justify if less than 10 characters and pad with trailing values with blanks, e.g., if actual number is 1234567, then value passed should be 1234567 followed by 3 blank characters

if none, then pad with values set to character blank
8. Release Flag - Student Name 1 character 9, 5, 1, 0 - see below for generic definition of all Release Flag field values
9. Release Flag - Student Local Address 1 character 9, 5, 1, 0 - see below for generic definition of all Release Flag field values
10. Release Flag - Student ID 1 character 9, 5, 1, 0 - see below for generic definition of all Release Flag field values
11. Release Flag - Net ID 1 character 9, 5, 1, 0 - see below for generic definition of all Release Flag field values
12. Release Flag - All other student data elements (except for student's Social Security Number which is not displayed or "prompted for" in student applications to be developed) 1 character 9, 5, 1, 0 - see below for generic definition of all Release Flag field values
13. Student Last Name 40 character
14. Student First Name (middle) 40 character
15. Student Type 1 character U=Undergraduate, M=Masters Candidate, D=Doctoral Candidate, P=Professional Schools, e.g., DDS, JD, MD, X=other

Post Docs, Residents (health science campuses), and Official On-Leave would be identified as X
16. Student Status 1 character A=Admitted includes those students who have been admitted to a campus, but who are not yet defined as being "registered"

R=Registered includes those students who have paid their registration fees for the current term, but may also include other criteria, e.g., enrolled, has no registration blocks

B=Blocked includes those students who may have been originally defined as "registered", but who have subsequently had a "block" or "hold" placed

W=Withdrawn includes those students who may have been originally defined as "registered", but who have subsequently withdrawn

F=Filing fee includes those students not technically defined as "registered", but who are also entitled to similar services

17. Student Term Begin Date 8 character yyyymmdd format
18. Student Term End Date 8 character yyyymmdd format
19. Student Term Eligibility Begin Date 8 character yyyymmdd format

This field will allow campuses who wish to effect a "grace period" for potential services to be started prior to the official start of the term; this may most commonly be used for newly entering students rather than continuing students; for those campuses not wishing to effect such a "grace period", then the same value passed in the Student Term Begin Date field should be passed here
20. Student Term Eligibility End Date 8 character yyyymmdd format

This field will allow campuses who wish to effect a "grace period" for potential services to be extended, though the term may have actually ended; this may most commonly be used for continuing students rather than for newly entering students; for those campuses not wishing to effect such a "grace period", then the same value passed in the Student Term End Date field should be passed here
21. Student College - 1st 50 character
22. Student Major - 1st 50 character
23. Student College - 2nd 50 character If none, then pad with values set to character blank
24. Student Major - 2nd 50 character If none, then pad with values set to character blank
25. Student College - 3rd 50 character If none, then pad with values set to character blank
26. Student Major - 3rd 50 character If none, then pad with values set to character blank
27. Student Local Address 1 32 character note: the local address value passed in this field should reflect the student's local "mailing" address which for some students, may not necessarily be the same as their local "residence" address
28. Student Local Address 2 32 character If none, then pad with values set to character blank

note: the local address value passed in this field should reflect the student's local "mailing" address which for some students, may not necessarily be the same as their local "residence" address
29. Student Local Address - City 32 character note: the local address value passed in this field should reflect the student's local "mailing" address which for some students, may not necessarily be the same as their local "residence" address
30. Student Local Address - State Code 2 character note: the local address value passed in this field should reflect the student's local "mailing" address which for some students, may not necessarily be the same as their local "residence" address
31. Student Local Address - Zip Code 5 character note: the local address value passed in this field should reflect the student's local "mailing" address which for some students, may not necessarily be the same as their local "residence" address
32. Student Local Address - Plus 4 Zip Code 5 character optional; if none, then pad with values set to character blank

note: the local address value passed in this field should reflect the student's local "mailing" address which for some students, may not necessarily be the same as their local "residence" address

University Directory Student Release Flag Values:

These values will be applied to student data elements housed in the University Directory as follows:

  1. Student Name (Last, First, or Middle)
  2. Student Local Address (1st line, 2nd line, City, State, Zip Code)
  3. Student ID (a.k.a Registration Number)
  4. Net ID (for students)
  5. all other student data elements (except for student's Social Security Number which is not displayed or "prompted for" in student applications to be developed)

Selection Criteria:

Those students who have at least been admitted to the campus

NOTE: See Student Status field above for further information

Sorting Criteria:

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

Interface File Transmission Information:

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

NOTE: Only campuses provide interface

All alpha character data should be passed in upper case format only and left-justified

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

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