# Appendix **I NPSAS:12**  **Student Records Data**  **Elements Table**A PPENDIX I. NPSAS:12 S TUDENT R ECORDS DATA E LEMENTS

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### For each eligible sampled student, please provide the following data. **Section Nam e**  **Subsection Na me**  **Column Header/Question Wording** Contact Information Permanent Contact Information Address 1 Contact Information Permanent Contact Information Address 2 Contact Information Permanent Contact Information City Contact Information Permanent Contact Information State Contact Information Permanent Contact Information ZIP Contact Information Permanent Contact Information Country (if not USA) Contact Information Permanent Contact Information E
-Mail Contact Information Permanent Contact Information Phone Contact Information Permanent Contact Information International Phone Contact Information Local Contact Information Address 1 Contact Information Local Contact Information Address 2 Contact Information Local Contact Information City Contact Information Local Contact Information State Contact Information Local Contact Information ZIP Contact Information Local Contact Information Campus E
-Mail Contact Information Local Contact Information Phone Contact Information Local Contact Information Cell Phone Contact Information Local Contact Information Permanent resident of <school state>? Contact Information Parent's Contact Information First Name Contact Information Parent's Contact Information Middle Name Contact Information Parent's Contact Information Last Name Contact Information Parent's Contact Information Suffix Contact Information Parent's Contact Information Address 1 Contact Information Parent's Contact Information Address 2 Contact Information Parent's Contact Information City Contact Information Parent's Contact Information State Contact Information Parent's Contact Information ZIP Contact Information Parent's Contact Information Country (if not USA) Contact Information Parent's Contact Information E
-Mail Contact Information Parent's Contact Information Phone Contact Information Parent's Contact Information Cell Phone Contact Inf

ormation Parent's Contact Information International Phone Contact Information Other Contact Information First Name Contact Information Other Contact Information Middle Name Contact Information Other Contact Information Last Name Contact Information Other Contact Information Suffix Contact Information Other Contact Information Relationship to Student Contact Information Other Contact Information Address 1 Contact Information Other Contact Information Address 2 Contact Information Other Contact Information City Contact Information Other Contact Information State Contact Information Other Contact Information ZIP Contact Information Other Contact Information Country (if not USA) Contact Information Other Contact Information E
-Mail Contact Information Other Contact Information Phone Contact Information Other Contact Information Cell Phone Contact Information Additional Contact First Name Contact Information Additional Contact Middle Name Contact Information Additional Contact Last Name Contact Information Additional Contact SuffixA PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### Section Nam**e Subsection Na**  **me Column Header/Question Wording**  Contact Information Additional Contact Phone Contact Information Additional Contact Relationship to Student Student Info and Budget Personal Information First Name Student Info and Budget Personal Information Middle Name Student Info and Budget Personal Information Last Name Student Info and Budget Personal Information Suffix Student Info and Budget Personal Information DOB Month Student Info and Budget Personal Information DOB Year Student Info and Budget Personal Information Social Security Number Student Info and Budget Personal Information Gender Student Info and Budget Driver's License License Number Student Info and Budget Driver's License Lic ense State Student Info and Budget Marital Status Marital Status Student Info and Budget Marital Status Maiden Name Student Info and Budget Marital Status Spouse First Name Student Info and Budget Marital Status Spouse Middle Name Student Info and Budget Marital Status Spouse Last Name Student Info and Budget High School Information Degree Type Student Info and Budget High School Information Degree Year Student Info and Budget Ethnicity and Race (For Race, select all that apply) Ethnicity Student Info and Budget Ethnicity and Race (For Race, select all that apply) White Student Info and Budget Ethnicity and Race (For Race, select all that apply) African

-American or Black Student Info and Budget Ethnicity and Race (For Race, select all that apply) Asian Student Info and Budget Ethnicity and Race (For Race, select all that apply) American Indian or Alaska Native Student Info and Budget Ethnicity and Race (For Race, select all that apply) Hawaiian or Other Pacific Islander Student Info and Budget Citizenship Status Citizenship Student Info and Budget Veteran Status (Only applicable for 18 or older) Veteran of U.S. Armed Forces? Student Info and Budget ISIR Last name from ISIR Student Info and Budget ISIR Social Security Number from ISIR Student Info and Budget Budget Local residence Student Info and Budget Budget Tuition/fees Student Info and Budget Budget Books/supplies Student Info and Budget Budget Room and board Student Info and Budget Budget Health insurance Student Info and Budget Budget Transportation Student Info and Budget Budget Com puter technology Student Info and Budget Budget All other expenses Student Info and Budget Budget Total cost of attendance Student Info and Budget Budget Budget period Enrollment Degree Program and Progress Degree Program Enrollment Degree Program and Progress Associate’s Type (Only applicable if degree program is Associate's) Enrollment Degree Program and Progress Master’s Type (Only applicable if degree program is Master's) Enrollment Degree Program and Progress Doctoral Type (Only applicable if degree program is Doctoral)A PPENDIX I. NPSAS:12 S TUDENT R ECORDS DATA E LEMENTS

NP SAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW I - 5 

### Section Nam**e Subsection Na**  **me Column Header/Question Wording**  Enrollment Degree Program and Progress Class Level Enrollment Degree Program and Progress Expected to complete degree requirements by 6/30/201 2 ? Enrollment Degree Program and Progress Cumulative (unweighted) GPA Enrollment Baccalaureate Degree (Only applicable for graduate students) Received baccalaureate degree? Enrollment Baccalaureate Degree (Only applicable for graduate students) Month Received (mm) Enrollment Baccalaureate Degree (Only applicable for graduate students) Year Received (yyyy) Enrollment Major (Only complete one) CIP code Enrollment Major (Only complete one) Current Major Enrollment Major (Only complete one) Undeclared Enrollment Initial Enrollment First Enrolled at this Institution Month (mm) Enrollment Initial Enrollment First Enrolled at this Institution Year (yyyy) Enrollment Initial Enrollment First

-time Beginning Student? Enrollment Initial Enrollment Transferred Credits from Another Institution?
Enrollment Number of Required Clock Hours (Only applicable for clock hour programs) For Program
Enrollment Number of Required Clock Hours (Only applicable for clock hour programs) Per Week
Enrollment Tuition Charged (Only applicable for enrollment from 7/1/2011 to 6/30/2012) Total tuition and mandatory fees charged
Enrollment Tuition Charged (Only applicable for enrollment from 7/1/2011 to 6/30/2012) Residency for Tuition Purposes
Enrollment Units per course (Only applicable at the institution level) How many units does your institution ty pically award for a standard academic course (e.g. English 101)? Enrollment Enrollment status & Hours per term [Term Name 1 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 1 Enrollment Enrollment status & Hours per term [Term Name 2 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 2 Enrollment Enrollment status & Hours per term [Term Name 3 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 3 Enrollment Enrollment status & Hours per term [Term Name 4 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 4 Enrollment Enrollment status & Hours per term [Term Name 5 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 5 Enrollment Enrollment status & Hours per term [Term Name 6 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 6 Enrollment Enrollment status & Hours per term [Term Name 7 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 7 Enrollment Enrollment status & Hours per term [Term Name 8 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 8 Enrollment Enrollment status & Hours per term [Term Name 9 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 9 Enrollment Enrollment status & Hours per term [Term Name 10 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 10 Enrollment Enrollment status & Hours per term [Term Name 11 (Start Date

– End Date)]A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### Section Nam**e Subsection Na**  **me Column Header/Question Wording**  Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 1 1 Enrollment Enrollment status & Hours per term [Term Name 12 (Start Date

– End Date)] Enrollment Enrollment status & Hours per term Number of hours enrolled

- Term 1 2 Enrollment Placement Tests [Placement test 1] Name Enrollment Placement Tests [Placement test 1] Date (mm/yyyy) Enrollment Placement Tests [Placement test 1] Score Enrollment Placement Tests [Placement test 2] Name Enrollment Placement Tests [Placement test 2] Date (mm/yyyy) Enrollment Placement Tests [Placement test 2] Score Enrollment Placement Tests [Placement test 3] Name Enrollment Placement Tests [Placement test 3] Date (mm/yyyy) Enrollment Placement Tests [Placement test 3] Score Enrollment Placement Tests [Placement test 4] Name Enrollment Placement Tests [P lacement test 4] Date (mm/yyyy) Enrollment Placement Tests [Placement test 4] Score Enrollment Placement Tests [Placement test 5] Name Enrollment Placement Tests [Placement test 5] Date (mm/yyyy) Enrollment Placement Tests [Placement test 5] Score Aid Awarded Federal Aid Pell grant Aid Awarded Federal Aid Subsidized Stafford loan Aid Awarded Federal Aid Unsubsidized Stafford loan Aid Awarded Federal Aid Parent PLUS loan Aid Awarded Federal Aid Graduate PLUS loan Aid Awarded Federal Aid Federal TEACH grant Aid Awarded Federal Aid Perkins loan Aid Awarded Federal Aid Federal SEOG grant Aid Awarded Federal Aid Federal work

- study Aid Awarded Federal Aid Iraq & Afghanistan Service grant Aid Awarded Federal Aid Veteran benefits Aid Awarded Federal Aid Federal health professions loan Aid Awarded Federal Aid Federal health professions disadvantaged loan Aid Awarded State Aid [State aid program 1] Aid Awarded State Aid [State aid program 2] Aid Awarded State Aid [State aid program 3] Aid Awarded State Aid [State aid program 4] Aid Awarded State Aid [State aid program 5] Aid Awarded State Aid [State aid program 6] Aid Awarded State Aid [State aid program 7] Aid Awarded State Aid [State aid program 8] Aid Awarded State Aid [State aid program 9] Aid Awarded State Aid [State aid program 10] Aid Awarded State Aid [State aid program 11] Aid Awarded State Aid [State aid program 12] Aid Awarded Institution Aid [Institution aid program 1] Aid Awarded Institution Aid [Institution aid pro gram 2] Aid Awarded Institution Aid [Institution aid program 3] Aid Awarded Institution Aid [Institution aid program 4] Aid Awarded Institution Aid [Institution aid program 5] Aid Awarded Institution Aid [Institution aid program 6] Aid Awarded Institution Aid [Institution aid program 7] Aid Awarded Institution Aid [Institution aid program 8] Aid Awarded Institution Aid [Institution aid program 9]A PPENDIX I. NPSAS:12 S TUDENT R ECORDS DATA E LEMENTS

NP SAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW I - 7 

### Section Nam**e Subsection Na**  **me Column Header/Question Wording**  Aid Awarded Institution Aid [Institution aid program 10] Aid Awarded Institution Aid [Institution aid program 11] Aid Awarded Institution Aid [Institution aid program 12] Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate fellowship/scholarship Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate Federal fellowship Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate Federal traineeship Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate teaching assistantship/stipend Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate research assistantship/stipend Aid Awarded Graduate Aid (Only applicable for graduate students) Other graduate assistants/tutors/readers stipends Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate student tuition waivers Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate faculty/staff tuition waivers Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate institutional work study Aid Awarded Graduate Aid (Only applicable for graduate students) Graduate institutional loan Aid Awarded Government/Private Aid Scholarships/grants from private organizations Aid Awarded Government/Private Aid Em ployer paid t

uition Aid Awarded Government/Private Aid ROTC/armed forces grants Aid Awarded Government/Private Aid WIA/job training/vocational rehabilitation Aid Awarded Government/Private Aid Bureau of Indian Affairs grants Aid Awarded Government/Private Aid Scholarships/grants from outside state agency Aid Awarded Government/Private Aid Private loans Aid Awarded Government/Private Aid DC tuition assistance grant Aid Awarded Other/Specify Aid Other aid 1 name Aid Awarded Other/Specify Aid Other aid 1 type Aid Awarded Other/Specify Aid Other aid 1 source Aid Awarded Other/Specify Aid Other aid 1 amount Aid Awarded Other/Specify Aid Other aid 2 name Aid Awarded Other/Specify Aid Other aid 2 type Aid Awarded Other/Specify Aid Other aid 2 source Aid Awarded Other/Specify Aid Other aid 2 amount Aid Awarded Other/Specify Aid Other aid 3 name Aid Awarded Other/Specify Aid Other aid 3 type Aid Awarded Other/Specify Aid Other aid 3 source Aid Awarded Other/Specify Aid Other aid 3 amount Aid Awarded Other/Specif y Aid Other aid 4 name Aid Awarded Other/Specify Aid Other aid 4 type Aid Awarded Other/Specify Aid Other aid 4 source Aid Awarded Other/Specify Aid Other aid 4 amount Aid Awarded Other/Specify Aid Other aid 5 name Aid Awarded Other/Specify Aid Other aid 5 type Aid Awarded Other/Specify Aid Other aid 5 source Aid Awarded Other/Specify Aid Other aid 5 amount

# Appendix **J Resources for**  **Prov iding Student Records** A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### In order to provide student records for the Nation al Postsecondary Student Aid Study (NPSAS), you will need to access the secure NPSAS Student Records System at https://surveys.nces.ed.gov/NPSASschool . Log in using the username and password printed on the letter you received from RTI and you will see the Data Entry Tasks menu. NOTE: You will need your institution’s username and password each time you, or other users at your institution, log in to the website. To ensure the security of your student dat a, it is important that you log off when you are going to be away from your computer and when you are finished with a data entry session. 

### Before you begin providing student records data, we need to collect some information about your institution , includi ng term start and end dates, types of placement exams for entering students, and the most prevalent institution aid programs. From the Data Entry Tasks menu, click Provide Institution Information . Then click on each of the buttons, such as Term Information and Institution Aid, to provide your institution’s information, then click Save and Continue . W hen you have entered information in all three sections, click the Submit button on the Institution Information page. After clicking Submit, the information can be viewed, but not changed, because it is th en loaded into the student- level component of the system. The link changes to View Institution Information and the Submit button disappears. For institutions with continuous enrollment, the Term Information butto n will be disabled. There are 2 steps for providing and submitting student records data. 

## 1 **Provide Student Records Data** The student- level data we are requesting include contacting information, budget, enrollment during the study year (July 1, 2011 -June 30 , 2012) , and financial aid awarded. You can find details on what data NPSAS needs from the Forms/Instructions link on the NPSAS website. From the Data Entry Tasks menu, click Provide Student Records Data to route to the Student Records Data page. Data ca n be provided via the NPSAS Student Records System by either entering data online or preparing data offline and then uploading completed data files. Specifically, there are four options to choose from , described below. 

### Enter**ing Student Records online**  Opti on A : Case - Mode . Enter data online for one student at a time. Click on Case Mode , then select a student and a section to begin keying. After you have entered those data, you can set the Navigate Using button to either move to another section for that stude nt or remain in the section and select another student. Validation can be performed at any time by clicking Validate

. This will highlight missing data as well as data values that are out of the expected range or type. Option B: Grid - Mode . Enter data onlin e for multiple students at a time, in a format resembling a spreadsheet. Click on Grid Mode and select one or more students and a section to begin keying. After you have entered those data, you can either move to another section for those students or select other students in the same section. Some fields allow you to cut and paste data. Validation can be performed at any time by clicking Save . This will highlight missing data as well as data values that are out of the expected range or type and list these i ssues below the grid

. 

### Prepar**ing Student Records offline and then upload**  **ing data files** A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### Option C : Upload Data Files Created From Our Excel Template . Yo u may download an Excel template, fill in the requested data, and then upload the data. There is a button on the Student Records Data page to request the template. B ecause it must be customized for your institution, o nce you request it the file will be prepared overnight . W hen the file is ready, you will be able to click Download Your Excel Tem plate and an e - m ail will be sent to your institution’s NPSAS coordinator to alert him/her. You will need to enable macros so that the validations can be performed and so the data will be formatted in the way we can process. If you need assistance enabling macros, contact the Help Desk (information below) or view the tutorial available from the Forms/Instructions link on the study website. Each of the four Student Records sections has its own worksheet in the template file. If you key in the data, it will be validated as yo u enter it. If you cut and paste, the data will not be checked for errors until you click Validate or upload to the website

. Wh en keying is complete, click Generate Contact Information CSV on the Contact Information worksheet of the template and note where the file that is created will be saved. Do this for each of the worksheets. Then, click Upload on the Student Records Data page and follow the instructions. Option D: Upload Data Files a Programmer Creates . A programmer can create and upload four data fil es following the specifications that are accessed from the Student Records Data page. Wecan only accept comma separated values (CSV) formatted files. Institutions with programming capability and relatively large sample sizes may prefer this option. Wh en the files are ready, click Upload on the Student Records Data page and follow the instructions. For Option C and Option D, when a file is uploaded it is checked for errors such as values outside of expected ranges. Wh en errors are detected, they are displayed onscreen. Please correct these errors before attempting to upload the file again. The Upload Status table contains indicators for whether the file was uploaded successfully and with or without errors. Regardless of the way in which you provide student records data, you may review and edit your data onscreen in the NPSAS Student Records System in either Case - Mode or Grid - Mode. 

## 2 **Finalize and Submit Student Records Data** Review Progress and Edit Data

. Wh en you click Rev iew Summary Data on the Student Reco rds Data page, you will be routed to the Student Records Summary page where each student has his/her own row and each section has its own column. N ote the links No Data and Data Saved in the four section columns (e.g., Contact Information). No Data indicates that nothing has been saved (or uploaded) for the section. Please review these carefully before locking the data for a student. Data Saved indicates that the section has been accessed and the Save button pushed (or that one or more data elements were up loaded), but does not necessarily indicate that all data have been provided. If you need to edit or key data, click on the No Data or Data Saved link to route to Case Mode for that student and section where you can enter or edit data as needed. If you prefer Grid Mode, return to the Student Records Data page and select Grid Mode

. Change Student Study Eligibility . If you discover that a student does not meet the eligibility criteria for NPSAS (found by clicking the criteria on the Student Records Summary pag e ), i ndicate this by unchecking the box in the Student is Eligible column in the student’s row. Then check the box(es) next to the reason(s) on the screen that appears and click Mark Ineligible . This action will alert us to not expect Student Records data for the student. Lock Cases (Students) . After you have provided and validated a student’s data, you will need to lock the case by clicking Lock in the Action column of that student’s row. Locking indicates that the data for that student are final and read y to be processed by RTI. You can also click Lock all in the columnA PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### header to indicate that all available data have been provided for all students. Submit Data . W hen you have provided data for all of your students and the cases are locked, please alert us by clicking the Submit (Process My Records) button on the Student Records Data page. Clicking the button will generate an e - mail to your institution’s NPSAS coordinator confirming submission of the data. Additional information is available on the NPSAS website, including a tutorial for using the system from the Forms/Instructions link. If you need assistance, please contact the Help Desk toll

-free at 1

- 888
-677
-2741 or via e

-mail at NPSASrecords@rti.orgA PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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# Script f**or the NPSAS Studen** **t R ecords S** **ys te**  **m**

**Tu to**  **rial** [Show Slide 1] We lcome to the tutorial for the 2011 - 12 National Postsecondary Student Aid Study Student Records System. The National Center for Education Statistics within the U.S. Department of Education has cont racted RTI to conduct the study, known as NPSAS. This tutorial will explain how to access the NPSAS Student Records System and your options for providing and editing the data, including an overview of each. [Show Slide 2] In the Student Records phase of NP SAS, we are collecting data on students who were selected at random from the enrollment list provided by your institution. Generally, we will be collecting i nformation on how to contact students, demographics, budget, enrollment, and financial aid awarded. You can find details on what data NPSAS needs from the Forms/Instructions link on the NPSAS website. A secure We b application, the NPSAS Student Records System, has been developed for staff at your institution to provide these data. Before we begin, we’ d like to thank you for participating in NPSAS. 

# To access the NPSAS Student Records System , you will need to navigate to the secure study website at https://surveys.nces.ed.gov/NPSASschool

. [Show logging in] Log in using the username and password printed at the bottom of the letter you received from RTI. You will need your username and password each time you, or other users from your institution, log in to the website. To ensure the security of your students’ data, it is important that you log off when you are going to be away from your computer and when you are finished with a data entry session. If you need assistance, contact Help Desk staff by calling toll free 1 - 888 - 677 -2741 

### or via e - mail at NPSASrecords@rti.org

. This phone number and email can be foun d at the Contact Us page of the study website. [Click Contact Us.] Please note that multiple users at your institution may provide data. Some institutions find it more efficient if staff in different departments provide different types of information. All users at your institution can use the same username and password that were provided in the letter we sent to you. [Click Return to Data Entry Tasks.] After logging in, you will see the Data Entry Tasks menu. Select Provide Institution Information from the menu. Before providing student records data, we ask that you provide or confirm information about your institution, including term start and end dates, the placement exams used for entering students, and your most prevalent institution aid programs. You will see buttons such as Term Information, Placement Exams, and Institution Aid. Click on each one [show clicking on Institution Aid button] to provide the requested information [scroll down the page], and then click Save and Continue [click Save and Conti nue]. This takes you back to the Institution Information page.A PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### Once you have entered information in each area, click the Submit button [hover over the Submit button]. After clicking Submit, your institution - level information can be viewed but not changed [click on Institution Aid again and show that the Save and Continue button is no longer accessible]

. [Show the Institution Information screen.] If your institution has continuous enrollment, you will be able to see the Term Information button, but it will be disabled. W hen you enter student enrollment data, you will need to indicate the months each student attended between July 1, 2011 and June 30, 2012 (as well as the intensity) instead of indicating each term the student attended. You can view the list of students sampled for NPSAS from your institution here [hover over the list link] and other pages in the system [click the link]. After submitting institution information, we’re ready to provide student records data. Click Data Entry Tasks Menu [click it on the screen] and then Provide Student Records Data. This link is only accessible after you have submitted institution information. You have now reached the Student Records Data page .[Show the page and make sure all of step 1 can be seen.] [Show Slide 3] You can provide data using the secure NPSAS Student Records System by either entering the data online or preparing data offline and then uploading data files. Wi thin these choices are additional options that we’ll touch on in a moment; there are four options total. An important feature of the system is that once student- level data are entered (regardless of wh ich option you select), they can be viewed, edited, and added to online within the system. Now let’s cover the ways you can provide the Student Re cords data through the NPSAS Student Records System. First, we’ll cover manually **entering Student Records online** and the options for that. Wo uld you prefer to enter data for a single student at a time or multiple students at a time? The answer to this que stion likely lies in how your institution stores and accesses student record data as well as your own preference. Let’s look at each option. **An d please note that y** **ou can sw**  **itch between the two whenever y ou like.**  If you want to enter data online for one stu dent at a time [show the Student Records Data page], select **Case -**  **Mode** from the Student Records Data page [click on Case Mode]. This is the first of the four options for providing the data. On the Case Mode Home page, select a student by clicking on the rad io button next to his/her name in the fi rst column of the table, Selected Student [select one student]. Then, select a content area --called a Section-- by clicking one of the links on the right side of the screen such as “Student Info and Budget.” You will be routed to the data entry screen for the selected student and section . [Do this. Scroll the interior bar down to show more items are there.] Key the requested data and, if you want to learn more about an item, click on the Help Icon when available [click on the one for Date of Birth and then close it]. At any time, you may click Validate [click Validate] to check for any quality issues such as entries that are outside of the expected range. [Scroll down to “local residence” item so we can see an error. Hover over the exclamation point to show the message.] After you have completed entering and editing data for the selected student and section,A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### you can then decide if you want to route to another section for that student or remain in the section and move to another student. To route to another section for a student, click Section in the upper right of the screen. If you want to remain in the section and move to another student, click Student in the upper right of the screen. The selected choice will turn a d arker blue. Then, click Save and Next to go to your selection . [Click Section and Save and Next.] Next, we’ll look at **Grid -**  **Mode** , the second of the four options. [Go to Student Records Data page by clicking on bread trail] If you want to enter data online for multiple students at the same time, select Grid - Mode from the Student Records Data page [click on Grid Mode]. The format of Grid - Mode resembles a spreadsheet. On the Grid Mode Home page, you may select students by clicking on the checkbox next to his/he r name in the first column of the table, Include [hover over a checkbox]. You can also select all students, if desired, by clicking the checkbox in the column header. [Select all students] Then, select a section by clicking one of the links on the right si de of the screen, for example, “Student Info and Budget.” [Do this.] You will be routed to the data entry screen for the selected students and section. You can click on the Help Icon when displayed [click on the one for Date of Birth Year and click close] to learn more about an item. For each section, the first three columns

—Study ID, Student ID, and Full Name

– are frozen, allowing scrolling to the right [Scroll to the right] while these columns remain fixed on the screen. You can sort the first three col umns by clicking on the cell with the column name. [Do this for full name.] You can also filter the data to see smaller groups or one specific student at a time. To do so, type in the Study ID, Student ID, or Full Name in the blank fields just below the co lumn names/headers. [Type in a student ID and show the filtered data for a moment.] All other students will be hidden from view until you delete the contents of the filter fields. [Delete the student ID you typed.] Only 15 students are displayed on the screen at a time. If you select more than 15 students, the other students will be displayed on subsequent pages. [Hover over page 2 below the grid, then click page 2.] You can click the page number to navigate to a page. Key in all of the requested informatio n for the selected students. At any time, you may click Save [click Save] to check for any quality issues such as entries that are outside of the expected range. It only validates the students on the page you are on, not all pages. The errors detected will be displayed below the grid [scroll down to show this]. If you click on the Study ID number in the error message, the cursor will relocate to the field with the error. [Click on the Study ID of an error message.] After you have completed entering data for the selected students in Grid - Mode, you can then decide if you want to route to another section for the same students or change wh ich students are selected. Click the link named Grid Mode Home underneath the grid. [Click the link Grid Mode Home.] On the G rid Mode Home page, you’ll see that the students you selected previously are still selected (if you have not logged out). You canA PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### either select a new section for the same students [hover over the section list ] or select different students and then select a section [hover over the Include column]

. **Remember you can switch between Case**  **- Mode and Grid**  **- Mode if y** **ou like. Once you have entered data, they** 

**can be viewed, edited, or added to in either Case Mode or Grid Mode.**  [Show slide 4] Please note that Grid Mode a llows some cutting and pasting, but only in fields without dropdowns and only one cell at a time. **If y ou plan to cut and paste a**  **great deal of the data, one of the next two options may be a better choice for y** **ou. They involve preparing data offline and the**  **n uploading.** [Show Slide 5] Now let’s cover preparing data offline and then uploading to the secure NPSAS Student Records System and the options for that. Wo uld you prefer to download an Excel template and key

—or cut and paste

—data and then upload the data to the NPSAS Student Records System? Or would you prefer to create

—or have a programmer create -- data files following the specifications we provide and then upload the files? **Institutions with programming capability and relatively** 

**large sample sizes may p**  **refer the latter option** , but keep in mind that we can accept only CSV (comma separated values) formatted files. In addition to the number of students sampled from your institution for whom you are being asked to provide data, your preference here will likely depend on how your institution stores and accesses student record data, as well as programmer availability. Let’s look at the third and fourth option for providing student records data. [Show Student Records Data page.] If you prefer to **dow nload**  **an Exc el template**  and key, or cut and paste, data, then o n the Student Records Data page, u nder Step 1, option C , c lick **Request Your Excel Template**  [hover over it]. Because we are creating a custom template for your institution, remember that the Download Your Excel Template function will not become active until the day after you request it. W e will send the NPSAS coordinator at your institution an email when the template is ready for download. When it is ready, the name of the button will change to **Dow nload You**  **r Excel Template**

. [School 999011 shows the button this way.] Click this [hover, don’ t click] and select where, on your computer, you’d like to save the file until the data is later uploaded to the NPSAS Student Records System. [Show template open in Excel.] Wh en you open the file in Excel, you may see a message on your screen that macros have been disabled. The template file needs macros for all features to work properly, including performing validation on the data and converting it to the format we need fo r processing. Please enable macros and accept the content of the file. In Excel 2007, you can click the Options button that appears just after the alert message–if your macros have been disabled. [Show this alert message within Excel.]

Then, click “Enab le this content” and “OK.” [Show the pop-up where you can click this radio button.]A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### If you have another version of Excel, please refer to the tutorial section entitled, “Enabling Macros.” If you require assistance enabling macros, please contact the NPSAS Help Desk at 1 - 888 - 677 -2741 or NPSASrecords@rti.org . This phone number and email can be found at the Contact Us page of the study website. **Please note that if enabling macros is not possible due to institution rest rictions,**  **you will need to choose another method for providing student records data.** The Excel file has one row per student and one column per data element. Each Student Records section has its own worksheet in the file that needs to be completed. [click on the Contact Info worksheet and then the Student Info and Budget worksheet, using the “tabs” at the bottom of the screen.] There are also worksheets with instructions and tips for enabling macros. [Hover over the tabs, do not show these worksheets.] On each worksheet, the first three columns

—Study ID, Student ID, and Full Name

– are frozen, allowing scrolling to the right while these columns remain fixed on the screen. You can also sort the first three columns. Do so by right clicking on the cell with t he column name, selecting “sort,” and then selecting which type of sort you want to perform. [Do this.] You can also sort by clicking “Data” on the toolbar at the top of the screen, then click “sort” and select the column(s) and order for sorting. Then cli ck “ok.” [Do this.] You can also filter the data to see smaller groups or one specific student at a time by clicking “Data” on the toolbar and then “filter.” Then click on the triangle in the corner of the column header of the data that you want to filter by and check the box of the values or cases that you want to view or edit. You may key or cut- and - paste data into the Excel template. If you key in the data, you will receive validation feedback as you go. For example, if a number is out of the expected range, like 1900 for a birth year [type in 1900, click off the cell, then click cancel in the pop-up error], a message will pop up telling you the year is out of range. If you cut and paste data into the file instead of keying it, you will need to click the Validate button at the top of the worksheet to check for potential issues. This will validate the data for the students on the worksheet you are on, not all worksheets. The contents of the cells containing errors will turn red. Regardless of whether you key or cut and paste, the data will be validated when you are done and upload them to the NPSAS Student Records System. Let’s talk about uploading. Once all data are entered and edited, you can upload the data to the study website. First, click the button Generate Contact Information CSV at the top of the Contact Information worksheet. Then click “Ok” on the pop- up message that asks if you wish to proceed. Make a note of where it says it will save the file so that you can retrieve it. Then click “yes” to the pop- up that asks if you want to save the changes you made. Do this on each of the four worksheets: Contact Information, Student Info and Budget, Enrollment, and Aid Awarded. Four CSV (Comma Separated Values) data files will be created and saved to the location indicated. To upload the files, go to the Student Records Data page, step 1, and click the Upload button. You will be routed to the Upload Files page. Then click on the radio button next to the type of file you want to upload, such as “Student Infoand Budget”. You can then browse to find the file and click Upload.A PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### Wh en a file is uploaded, it is checked for errors, such as values that are outside the expected range. Any errors that are detected will be listed on screen. Please correct them before uploading the file again. Please contact the Help Desk with any questions. There is also an Upload Status table on the Upload Files page. The Upload Status column indicates whether your most recent upload was successful and if any errors were detected. If errors were detected, a link named “View” will appear in the Error Report column. Click it to view the errors. **Once y ou have uploaded the data, y** **ou may add to, view, and edit y** **our data in either Case Mode or Grid Mode.**  [Show slide 6] Now let’s talk about the fourth option for providing Student Records data. Wo uld you prefer to create

—or have a programmer create-- data files following the specifications we provide and then upload the files? Wecan accept only CSV (comma separated values) formatted files. **In stitutions with programming capability**  **and relatively**

**large sample sizes may**  **prefer this option.** A **programmer can create and upload four data files** following the specifications that can be downloaded from the NPSAS website. On the Student Records Data pag e, step 1, option D, click View File Specs for Data File Upload. [Click the button and scroll down the page.] To upload the files that you create, go to Student Records Data page, step 1, and click the Upload button. You will be routed another screen where you can click the button next to the type of file you want to upload, such as Student Info and Budget file. You can then browse to find the file and click Upload. Wh en a file is uploaded, it is checked for errors such as a value that is outside of the expected range. If any errors are detected, a list of them will be displayed onscreen. Please correct these errors and upload the file again. There is also an Upload Status table on the Upload Files page. The Upload Status column indicates whether your most recent upload was successful and if any errors were detected. If errors were detected, a link named “View” will appear in the Error Report column. Click it to view the errors. Regardless of the way in which student records data are provided, you may review and edit the provided data onscreen in the system. This may be done in Case- Mode or Grid Mode. If you need assistance, please contact the Help Desk. The toll -free phone number and email address can be found at the Contact Us page of the study website. 

# Step 2 is to Review and Submit Data. Now that you have entered or uploaded the Student Records data, we ask that you review and finalize the data, then submit it. On the Student Records Data page, step 2, click “Review Summary Data .” [ Click on the button. ] You will be routed to the Student Records Summary page. (Review and Edit) In the Student Status table, each student has his/her own row and each section has its own column. You can locate the row for a student and the column of the section youA PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

J - 12 NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW 

### would like to review. The link there will be labeled No Data or Data Saved depending on how much data have been entered in the section for that student. This information can provide an overview of where you stand in terms of Student Records progress, and any cells with “ No Data” can be easily seen so that you may supply the missing data. Please note that “Data Saved” means that the section has been accessed and the Save button pushed, or that one or more data elements were uploaded, and does not necessarily indicate that all data have been provided. If you need to edit or key data, you may click on the No Data or Data Saved links, and you will be routed to Case - Mode for that student and section. You can then enter or edit data as needed. [Do this and click Save and Return] If you prefer to edit data in Grid Mode, return to the Student Records Data page, select Grid - Mode, and then select the student(s) and section you want to edit. Click Save when you are done. You may need to indicate that a student does not meet the eligibility criteria for NPSAS. The criteria can be found on the study website on the FAQs page under the heading Providing Student Records. [Click on the criteria link, Show all Provide Student Records FAQs, select the last one, and click on Elig, reqs.] [Return by clicking Return to Data Entry tasks, then Provide Student Records, then step 2, Review Summary Data] If you need to indicate that a student is ineligible, uncheck the box in the Student is Eligible column for that stud ent to make the checkmark disappear. A pop up message will appear with a list of reasons the student may be ineligible. Check one or more reasons and then click “Mark Ineligible.” This action will alert us not to expect Student Records data for the student

. (Lock Cases) After you have provided and validated a student’s data, you will need to lock the case by clicking “Lock” in the Action column of that student’s row, or clicking “Lock All” if all are complete. Locking indicates that you have provided all t he available data for the student and that those data are ready to be processed by project staff at RTI. You should only lock student data when you are sure that all information for a particular student has been provided. (Submit Data) The final step fo r completing the NPSAS Student Records phase is to notify us that your data are complete and ready for processing. W hen you have completed entering and editing data for all of the students and all of the cases are locked, return to the Student Records Data page [ do this] and click the **Submit (Process My Records)**  button. Clicking on the button will generate a thank you screen, and an e - mail that will be sent to your institution’s NPSAS coordinator confirming submission of the data. **Enabling Macros** This section of the tutorial is for users who are planning to use the Excel template and need instructions on how to enable macros.A PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### Wh en you open the Excel template file you downloaded, check to see if you receive a message that Macros are disabled. You must enabl e macros to take advantage of data validation and to convert the data into the format we need for processing. We ’ll cover enabling macros in Excel 2007, Excel 2003, and Excel 2010. Excel 2007 In Excel 2007, you can click the Options button that appears ju st after the alert message. [Show this alert message within Excel.]

Then, click “Enable this content.” [Show the pop-up where you can click this radio button.] If you do not see an Options button after the alert message, then follow these instructions:
F irst, click the Microsoft Office Button in the upper left corner of your screen and click Excel Options at the bottom of the menu that appears. Click Trust Center Click Trust Center Settings And then click Macro Settings. There will be 4 options for Mac ro Settings:

 Disable all macros without notification  Disable all macros with notification  Disable all macros except digitally signed macros  Enable all macros Be sure to note which one is currently selected so that you can reset the option later. Then clic k “Enable all macros.” As the final step, when you are done using the template file, you will need to go back and set the macro settings back where they were. If you are using Excel 2003: On the Tools menu, point to Macro, and then click Security. On th e Trusted Publishers tab, select the “Trust all installed add - ins and templates” checkbox. If it was not already selected, please note this so that you can reset it later. As the final step, when you are done using the template file, you will need to go b ack and set the “Trust all installed add - ins and templates” checkbox back to the way it was. This is only needed if you changed it.A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### If you are using Excel 2010: Wh en you open a file that has macros, a yellow Message Bar appears with a shield icon and th e **Enable Content** button. If you want to enable macros in the document you have open, click **Enable Content**

.

If you would like assistance enabling macros, please contact the NPSAS Help Desk. The toll free phone number and email address can be found at the Contact Us page of the study website.A PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### NPSAS:12 Student Records Upload **Specifications** All file s should contain one row per student. “Type” Key: A= Upper and lowercase letters only N = Numeric data only C = Numeric, upper and lower case letters, and special characters accepted **Contact Information** Consists of names and addresses of any contacts you might have for the students including the students themselves. **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  1 8 N NPSAS Identifier 8 digit study ID, provided by RTI in the student sample file 2 40 C Student's permanent address field 1 3 40 C Student's permanent address field 2 4 40 A Student's permanent city of residence 5 2 A Student's permanent state of residence 2 letter state postal code 6 9 C Student's permanent zipcode 7 40 A Student's permanent country of residence 8 40 C Student's permanent email address 9 15 N Student's permanent phone number No parentheses, dashes or spaces 10 20 N Student's permanent international phone No parentheses, dashes or spaces 11 40 C Student's local address field 1 12 40 C Student's local address field 2 13 40 A Student's local city of residence 14 2 A Student's local state of residence 2 letter state postal code 15 9 C Student's local zipcode 16 40 C Student's campus email address 17 15 N Student's local phone number No parentheses, dashes or spaces 18 15 N Student's cell phone number No parentheses, dashes or spaces 19 2 N Is the student a permanent resident of the institution state? 0=No 1=Yes 20 25 C Parent first name 21 25 C Parent middle name 22 25 C Parent last nameA PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

J - 16 NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  23 10 C Parent suffix e.g., Jr., III 24 40 C Parent's add ress field 1 25 40 C Parent's address field 2 26 40 A Parent's city of residence 27 2 A Parent's state of residence 2 letter state postal code 28 9 C Parent's zipcode 29 40 A Parent's country of residence 30 40 C Parent's email address 3 1 15 N Parent's phone number No parentheses, dashes or spaces 32 15 N Parent's cell phone number No parentheses, dashes or spaces 33 20 N Parent's international phone number No parentheses, dashes or spaces 34 25 C Other contact's first name 35 25 C Other contact's middle name 36 25 C Other contact's last name 37 10 C Other contact's suffix e.g., Jr., III

38 2 N Relationship of Other Contact 9=Parent 10=Guardian 46=Sibling 15=Aunt 16=Uncle 12=Grandparent 38=Spouse 18=Friend 54=Colleague 55=Other 39 40 C Other contact's address field 1 40 40 C Other contact's address field 2 41 40 A Other contact's city of residence 42 2 A Other contact's state of residence 2 letter state postal code 43 9 C Other contact's zipcode 44 40 A Other contact's country of residence 45 40 C Other contact's email address 46 15 N Other contact's phone number No parentheses, dashes or spaces 47 15 N Other contact's cell phone number No parentheses, dashes or s paces 48 25 C Additional contact's first name 49 25 C Additional contact's middle name 50 25 C Additional contact's last name 51 10 C Additional contact's suffix e.g., Jr., IIIA PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW J - 17 **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  52 15 N Additional contact's phone number No parentheses, dashes or spaces

53 2 N Relationship of Additional Contact 9=Parent 10=Guardian 46=Sibling 15=Aunt 16=Uncle 12=Grandparent 38=Spouse 18=Friend 54=Colleague 55=OtherA PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

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### Student Info and Budget Consists of general student characteristics data such as name, birthdate, race, and gender, as well as data related to student financial aid budgets. **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  1 8 N NPSAS identifier 8 digit study ID, provided by RTI in the student sample file 2 25 C Student's first name 3 25 C Student's middle name 4 25 C Student's last name 5 10 C Suffix e.g., Jr., III 6 2 N Birth month 2 digit number for the mon th of birth (MM) 7 4 N Birth year 4 digit number for the year of birth (YYYY); The allowable range is 1911

– 1996. 8 9 N Social security number 9 digit social security number; no hyphens
9 2 N Gender - 1=Don't know 1=Male 2=Female 10 20 C Driver's license number 11 2 A Driver's license state 2 letter state postal code for the issuing state

12 2 N Marital status - 1=Don't know 1=Not Married (single, widowed, divorced) 2=Married 3=Separated 13 25 C Maiden name Answer only if th e student is female AND either married or separated 14 25 C Spouse's first name Answer only if the student is married 15 25 C Spouse's middle initial Answer only if the student is married 16 25 C Spouse's last name Answer only if the student is married

17 2 N High school degree - 1=Don't know 1=High school diploma 2=GED or other equivalency 3=Certificate of high school completion 4=Foreign high school 5=No high school degree or certificate 18 4 N High school degree year 4 digit number for the year of high school degree (YYYY ); The allowable range is 1920 - the current year. 19 2 N Hispanic status/ethnicity - 1=Don't know 0=Not Hispanic or Latino 1=Hispanic or Latino 20 2 N Race - Wh ite 1=Yes 0=No 21 2 N Race - African American or Black 1=Yes 0=NoA PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW J - 19 **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  22 2 N Race - Asian 1=Yes 0=No 23 2 N Race - American Indian or Alaska Native 1=Yes 0=No 24 2 N Race - Native Hawaiian or other Pacific Islander 1=Yes 0 =No

25 2 N Citizenship/Visa status - 1=Don't know 1=US citizen or US national 2=Resident alien 3=Foreign/International student or non - resident alien
26 2 N Veteran of U.S. Armed Forces? - 1=Don't know 0=No 1=Yes 27 40 C Student's Last Name from ISIR Last name as it appears on the Institutional Student Information Record (ISIR) form (if available) 28 9 N Student's social security number from ISIR SSN as it appears on the ISIR form; No hyphens
29 2 N Local Residence 1=On - campus or school - owned housing 2=Off- campus without parents 3=Off- campus with parents 30 5 N Budget Amount for Tuition/Fees Enter the TUITION and FEES amount for the budget period with no decimals, commas or dollar signs. Round values with decimals to t he nearest whole number. 31 5 N Budget Amount for Books/Supplies Enter the budgeted amount for BOOKS/SUPPLIES for the budget period with no decimals, commas or a dollar sign. Round values with decimals to the nearest whole number. 32 5 N Budget Amount fo r Room and Board Enter budgeted ROOM and BOARD totals for the budget period with no decimals, commas or a dollar sign. Round values with decimals to the nearest whole number. 33 5 N Budget Amount for Health Insurance Enter the budgeted amount for HEALTH I NSURANCE for the budget period with no decimals, commas or a dollar sign. Round values with decimals to the nearest whole number. 34 5 N Budget Amount for Transportation Enter any budgeted TRANSPORTATION amounts for the budget period with no decimals, com mas or a dollar sign. Round values with decimals to the nearest whole number. 35 5 N Budget Amount for Computer Technology Enter any COMPUTER TECHNOLOGY amounts for the budget period with no decimals, commas or a dollar sign. Round values with decimals to the nearest whole number. 36 5 N Budget Amount for All Other Expenses Enter all OTHER costs included in the student’s budget for the period with no decimals, commas or a dollar sign. Round values with decimals to the nearest whole number. 37 5 N Total Cost of Attendance Enter the TOTAL budget amount for the budget period with no decimals, commas or a dollar sign. Round values with decimals to the nearest whole number.

38 2 N Budget Period 1=Full -time, full -year 2=Full -time, one term 3=Part-tim e, full -year 4=Part-time, one termA PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

J -20 NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW 

### Enrollment Consists of information regarding the sample student’s last enrollment status: type of degree program, class level, current major, enrollment status, tuition charged, placement tests, etc. **Field Max**  **Ty p** **e Field Description**  **Notes/Response Codes #**  **Length** 1 8 N NPSAS Identifier 8 digit study ID, provided by RTI in the student sample file

2 2 N Degree program - 1=Don't know 1=Enrolled in undergraduate courses, not in a degree program 2=Undergra duate certificate or diploma (occupational or technical program) 3=Associate’s degree 4=Bachelor’s degree 5=Enrolled in graduate courses, not in a degree program 6=Post- baccalaureate certificate program (including teaching credential) 7=Master’s degree program 8=Post- master’s certificate 9=Doctoral degree

– research/scholarship 10=Doctoral degree

– professional practice 11=Doctoral degree

– other
3 2 N Associate's type Only applicable if the student is enrolled in an Associate’s degree program 1=AA, AS, general education or transfer program 2=AAS, occupational or technical program

4 2 N Master's type Only applicable if the student is enrolled in an Master’s degree program 1=Master of Science (MS) 2=Master of Arts (MA) 3=Master of Education (MEd) or Teaching (MAT) 4=Master of Business Administration (MBA) 5=Master of Public Administration (MPA) 6=Master of Social W ork (MSW) 7=Master of Fine Arts (MFA) 8=Master of P ublic Health (MPH) 9=Master of Divinity (MDiv) 10=Other master's degree program not listedA PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW J -21 **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length** 

5 2 N Doctoral type Only applicable if the student is enrolled in an Doctoral or Professional program 1=Doctor of Philosophy (PhD) 2=Doctor of Education (EdD) 3=Doctor of Science or Engineering 4=Doctor of Psychology (PsyD) 5=Doctor of Business or Public Administration (DBA, DPA) 6=Doctor of Fine Arts (DFA) 7=Doctor of Theology (ThD) 8=Law (JD, LLB) 9=Medicine or Osteopathic Medicine (MD, DO) 10=Dentistry (DDS, DMD) 11=Chiropractic (DC, DCM) 12=Pharmacy (PharmD) 13=Optometry (OD) 14=Podiatry (DPM, DP, PodD) 15=Veterinary medicine (DVM) 16=Other doctoral degree not listed

6 2 N Class level 1=1st Year/Freshman 2=2nd Year/Sophomore 3=3rd Year/Junior 4=4th Year/Senior 5=5th Year or Higher Undergraduate 6=Undergraduate (unclassifi ed) 7=Student with advanced degree taking undergraduate courses 8=1st year Graduate 9=2nd year Graduate 10=3rd year Graduate 11=Beyond 3rd year Graduate 7 1 N Expected to complete degree requirements by 06/30/2012? Refers to degre e indicated in field #2 0=No 1=Yes 8 5 C Cumulative (unweighted) GPA 9 1 N Received baccalaureate degree? Only applicable for graduate students 0=No 1=Yes 10 2 N Baccalaureate date - month Only applicable for graduate students; 2 d igit number for the month when baccalaureate degree was received (MM) 11 4 N Baccalaureate date - year Only applicable for graduate students; 4 digit number for the year when baccalaureate degree was received (YYYY) 12 7 N CIP code 6 - digit Classification of Instructional Programs (CIP) code for the student's major. Do NOT include any decimals. 13 30 A Current major 14 1 N Major undeclared 0=No 1=Yes 15 2 N First enrolled at this institution - month 2 digit number for the month when student first enrolled at this institution (MM)A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

J -22 NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  16 4 N First enrolled at this institution - year 2 digit number for the year when student first enrolled at this institution (YYYY)

17 1 N First-time b eginning student? A first-time beginning student is defined for this study as an undergraduate student who enrolled in college for the first time at this institution between July 1, 2011 and April 30, 2012, **and** has not completed a postsecondary class at th is or any other postsecondary institutions prior to July 1, 2011; **and** , with the exception of advanced placement (AP) or international baccalaureate (IB) credits and any other postsecondary credit earned prior to high school completion, did not transfer cre dits into this institution. 0=No 1=Yes 18 2 N Transferred credits from another institution? 0=No 1=Yes 19 5 N Total clock hours in program Only applicable for clock hour programs; Round values with decimals to the nearest whole number. 20 3 N Clock hours per week required Only applicable for clock hour programs; Include lab and classroom hours required per week; Round values with decimals to the nearest whole number. 21 7 N Total tuition and mandatory fees charged Only applicable for enrollment from July 1, 2011 to June 30, 2012; No decimals, commas, or dollar signs. Round values with decimals to nearest whole number. 22 2 N Residency for tuition purposes 1=In State 2=Out of State
23 2 N Enrollment status [Term Name 1 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 24 5 N Number of hours enrolled

– Term 1
25 2 N Enrollment status [Term Name 2 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 26 5 N Number of hours enrolled

– Term 2
27 2 N Enrollment status [Term Name 3 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 28 5 N Number of hours enrolled

– Term 3
29 2 N Enrollment status [Term Name 4 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 30 5 N Number of hours enrolled

– Term 4
31 2 N Enrollment status [Term Name 5 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status UnknownA PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW J -23 **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  32 5 N Number of hours enrolled

– Term 5
33 2 N Enrollment status [Term Name 6 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 34 5 N Number of hours enrolled

– Term 6
35 2 N Enrollment status [Term Name 7 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 36 5 N Number of hours enrolled

– Term 7
37 2 N Enrollment status [Term Name 8 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 38 5 N Number of hours enrolled

– Term 8
39 2 N Enrollment status [Term Name 9 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 40 5 N Number of hours enrolled

– Term 9
41 2 N Enrollment status [Term Name 10 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less t han Half-time 4=Status Unknown 42 5 N Number of hours enrolled

– Term 10
43 2 N Enrollment status [Term Name 11 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 44 5 N Number of hours enrolled

– Term 11
45 2 N Enrollment status [Term Name 12 (Start Date - End Date)] 1=Full -Time 2=Half-Time 3=Less than Half-time 4=Status Unknown 46 5 N Number of hours enrolled

– Term 12 47 2 N Placement test 1 [Customized response codes] 48 2 N Placement test 1 date - month 2 digit number for the month when placement test was taken (MM) 49 4 N Placement test 1 date - year 4 digit number for the year when placement test was taken (YYYY) 50 12 C Placement test 1 score 51 2 N Placement test 2 [Customized response codes] 52 2 N Placement test 2 date - month 2 digit number for the month when placement test was taken (MM) 53 4 N Placement test 2 date - year 4 digit number for the year when placement test was taken (YYYY) 54 12 C Placement test 2 scoreA PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

J -24 NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  55 2 N Placement test 3 [Customized response codes] 56 2 N Placement test 3 date - month 2 digit number for the month when placement test was taken (MM) 57 4 N Placement test 3 date - year 4 digit number for the year when placement test was taken (YYYY) 58 12 C Placement test 3 score 59 2 N Placement test 4 [Customized response codes] 60 2 N Placement test 4 date - month 2 digit number for the month when placement test was taken (MM) 61 4 N Placement test 4 date - year 4 digit number for the year when placement test was taken (YYYY) 62 12 C Placement test 4 score 63 2 N Placement test 5 name [Customized response codes] 64 2 N Placement test 5 date - month 2 digi t number for the month when placement test was taken (MM) 65 4 N Placement test 5 date - year 4 digit number for the year when placement test was taken (YYYY) 66 12 C Placement test 5 scoreA PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW J -25 

## Aid Awarded Consists of financial aid data including federal loans and grants, veterans benefits, research assistantships, institution based financial aid, graduate aid, and state based financial aid
. **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  1 8 N NPSAS Identifier 8 digit study ID, provi ded by RTI in the student sample file 2 4 N Pell Grant Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 5 6 N Subsidized Stafford Loan Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 6 6 N Unsubsidized Stafford Loan Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 7 6 N Parent PLUS Loan Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 8 6 N Graduate PLUS Loan Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 9 6 N Federal TEACH Grant Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 10 6 N Perkins Loan Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 11 6 N Federal SEOG Grant Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 12 6 N Federal W ork- Study Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 13 6 N Iraq & Afghanistan Service Grant Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 14 6 N Veteran Benefits Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 15 6 N Federal Health Professions Loan Enter amount awarded with no decimals, commas, or dollar signs. Round values wit h decimals to the nearest whole number. 16 6 N Federal Health Professions Disadvantaged Loan Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 17 6 N [State aid program 1] Enter amoun t awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 18 6 N [State aid program 2] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole num ber.A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

J -26 NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  19 6 N [State aid program 3] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 20 6 N [State aid program 4] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 21 6 N [State aid program 5] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nea rest whole number. 22 6 N [State aid program 6] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 23 6 N [State aid program 7] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 24 6 N [State aid program 8] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 25 6 N [State aid program 9] Enter amou nt awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 26 6 N [State aid program 10] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole n umber. 27 6 N [State aid program 11] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 28 6 N [State aid program 12] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 29 6 N [Institution aid program 1] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 30 6 N [Institution aid program 2] Enter am ount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 31 6 N [Institution aid program 3] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 32 6 N [Institution aid program 4] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 33 6 N [Institution aid program 5] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 34 6 N [Institution aid program 6] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 35 6 N [Institution aid program 7] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 36 6 N [Institution aid program 8] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimal s to the nearest whole number.A PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW J -27 **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length**  37 6 N [Institution aid program 9] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number

. 38 6 N [Institution aid program 10] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 39 6 N [Institution aid program 11] Enter amount awarded with no decimals, commas, or dollar si gns. Round values with decimals to the nearest whole number. 40 6 N [Institution aid program 12] Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 41 6 N Graduate Fellowship/Scholars hip Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 42 6 N Graduate Federal Fellowship Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 43 6 N Graduate Federal Traineeship Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 44 6 N Graduate Teaching Assistantships/Stipend Enter amount awarded wi th no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 45 6 N Graduate Research Assistantships/Stipend Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest wh ole number. 46 6 N Other Graduate Assistants/Tutors Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 47 6 N Tuition W aivers for Graduate Students Enter amount awarded with no decimal s, commas, or dollar signs. Round values with decimals to the nearest whole number. 48 6 N Graduate Tuition W aivers for Staff/Family Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 49 6 N Graduate Institutional W ork- Study Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 50 6 N Graduate Institutional Loan Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 51 6 N Scholarships/Grants from Private Organizations Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 52 6 N Employer Paid Tuition Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 53 6 N ROTC and Grants for Armed Forces Enter amount awarded with no decimals, commas, or dollar signs. Round values wi th decimals to the nearest whole number. 54 6 N WI A /Job Training/Vocational Rehabilitation Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number.A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

J -28 NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW **Field Max**  **Ty pe**  **Field Description Notes/**  **Response Codes #**  **Length** 55 6 N Bureau of Indian Affairs Grants Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 56 6 N Grants from State Agency in Other State Enter amount awarde d with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 57 6 N Private Loans Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 58 6 N DC Tuition Assistance Grant Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 59 50 C Other Aid 1 Name

60 2 N Other Aid 1 Type 1=Grant/scholarship, need - based 2=Grant/scholarship, merit- based 3=Grant/scholarship, both need and merit 4=Tuition waiver 5=Loan 6=W ork-study or assistantship 7=Other

61 2 N Other Aid 1 Source 1=Institution 2=State 3=Federal 4=Other 62 8 N Other Aid 1 Amount Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 63 50 C Other Aid 2 Name

64 2 N Other Aid 2 Type 1=Grant/scholarship, need - based 2=Grant/scholarship, merit- based 3=Grant/schol arship, both need and merit 4=Tuition waiver 5=Loan 6=W ork-study or assistantship 7=Other

65 2 N Other Aid 2 Source 1=Institution 2=State 3=Federal 4=Other 66 8 N Other Aid 2 Amount Enter amount awarded with no decimals , commas, or dollar signs. Round values with decimals to the nearest whole number. 67 50 C Other Aid 3 NameA PPEN DIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW J -29 **Field Max**  **Ty pe**  **Field Description Notes/Response Codes**  **# Length** 

68 2 N Other Aid 3 Type 1=Grant/scholarship, need - based 2=Grant/schol arship, merit- based 3=Grant/scholarship, both need and merit 4=Tuition waiver 5=Loan 6=W ork-study or assistantship 7=Other
69 2 N Other Aid 3 Source 1=Institution 2=State 3=Federal 4=Other 70 8 N Other Aid 3 Amount Enter amount awarded with no decimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 71 50 C Other Aid 4 Name

72 2 N Other Aid 4 Type 1=Grant/scholarship, need - based 2=Grant/scholarship, merit- based 3=Gran t/scholarship, both need and merit 4=Tuition waiver 5=Loan 6=W ork-study or assistantship 7=Other
73 2 N Other Aid 4 Source 1=Institution 2=State 3=Federal 4=Other 74 8 N Other Aid 4 Amount Enter amount awarded with no d ecimals, commas, or dollar signs. Round values with decimals to the nearest whole number. 75 50 C Other Aid 5 Name

76 2 N Other Aid 5 Type 1=Grant/scholarship, need - based 2=Grant/scholarship, merit- based 3=Grant/scholarship, both need and me rit 4=Tuition waiver 5=Loan 6=W ork-study or assistantship 7=Other

77 2 N Other Aid 5 Source 1=Institution 2=State 3=Federal 4=Other 78 8 N Other Aid 5 Amount Enter amount awarded with no decimals, commas, or dollar sign s. Round values with decimals to the nearest whole number.A PPENDIX J. NPSAS:12 R ESOURCES FOR P ROVIDING S TUDENT R ECORDS

J - 30 NPSAS:12 S UPPORTING S TATEMENT R EQUEST FOR OMB R EVIEW