Appendix I

NPSAS:12 Student Records

Data Elements Table
APPENDIX I. NPSAS:12 STUDENT RECORDS DATA ELEMENTS 

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APPENDIX I. NPSAS:12 STUDENT RECORDS DATA ELEMENTS 

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For each eligible sampled student, please provide the following data.

Section Name Subsection Name 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 Information 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 Suffix
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

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Section Name Subsection Name 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 License 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 Computer 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)
APPENDIX I. NPSAS:12 STUDENT RECORDS DATA ELEMENTS 

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Section Name Subsection Name Column Header/Question Wording

Enrollment Degree Program and Progress Class Level

Enrollment Degree Program and Progress

Expected to complete degree requirements by 

6/30/2012?

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 

typically 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)]
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Section Name Subsection Name Column Header/Question Wording

Enrollment Enrollment status & Hours per term Number of hours enrolled - Term 11

Enrollment Enrollment status & Hours per term [Term Name 12 (Start Date – End Date)]

Enrollment Enrollment status & Hours per term Number of hours enrolled - Term 12

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 [Placement 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 program 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]
APPENDIX I. NPSAS:12 STUDENT RECORDS DATA ELEMENTS 

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Section Name Subsection Name 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 Employer paid tuition

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/Specify 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

Providing Student Records
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

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APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-3

In order to provide student records for the National 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 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. 

Before you begin providing student records data, we need to collect some information about your 

institution,

including 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. When 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 then 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 button 

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 can 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. 

Entering Student Records online

Option 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 student 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 online 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 issues below the grid. 

Preparing Student Records offline and then uploading data files
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

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Option C: Upload Data Files Created From Our Excel Template. You 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. Because it must be customized for your institution, 

once you request it the file will be prepared overnight. When the file is ready, you will be able to 

click Download Your Excel Template and an e-mail 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 you enter it. If 

you cut and paste, the data will not be checked for errors until you click Validate or upload to the 

website. When 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 files following the specifications that are accessed from the Student Records Data page. 

We can only accept comma separated values (CSV) formatted files. Institutions with 

programming capability and relatively large sample sizes may prefer this option. When 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. When 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. When you click Review Summary Data on the Student Records 

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. Note 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 uploaded), 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 CaseMode for that student and section where you can enter or edit data as needed. If you prefer GridMode, 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 page), indicate 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 ready to be processed by RTI. You can also click Lock all in the column 
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

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header to indicate that all available data have been provided for all students.

Submit Data. When 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.org
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

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Script for the NPSAS Student Records System 

Tutorial

[Show Slide 1] Welcome 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 contracted 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 NPSAS, we are collecting data on students who 

were selected at random from the enrollment list provided by your institution. Generally, we will 

be collecting information 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 Web 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 found 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 Continue]. This takes you back to the Institution Information 

page. 
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

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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. When 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. Within 

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 

which 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 Records data through the NPSAS 

Student Records System. 

First, we’ll cover manually entering Student Records online and the options for that.

Would you prefer to enter data for a single student at a time or multiple students at a time? The 

answer to this question likely lies in how your institution stores and accesses student record 

data as well as your own preference. Let’s look at each option. And please note that you can 

switch between the two whenever you like.

If you want to enter data online for one student 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 radio button next to his/her name in the 

first 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, 
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

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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 darker 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/her 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 side 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 columns 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 

column 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 information 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 

which students are selected. Click the link named Grid Mode Home underneath the grid. 

[Click the link Grid Mode Home.] On the Grid Mode Home page, you’ll see that the 

students you selected previously are still selected (if you have not logged out). You can 
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-9

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 you 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 allows some cutting and pasting, but only in 

fields without dropdowns and only one cell at a time. If you plan to cut and paste a 

great deal of the data, one of the next two options may be a better choice for you. 

They involve preparing data offline and then 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.

Would 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 prefer 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 download an Excel template and key, or cut and paste, data, then on 

the Student Records Data page, under Step 1, option C, click 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. We 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 Download Your 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.] When 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 for 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 “Enable this content” and “OK.” [Show the pop-up where you can click this 

radio button.]
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

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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 restrictions, 

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 the 

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 click “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 Info and Budget”. You can then browse to find the 

file and click Upload.
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

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When 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 you have uploaded the data, you may add to, view, and edit your data in 

either Case Mode or Grid Mode.

[Show slide 6] Now let’s talk about the fourth option for providing Student Records data.

Would you prefer to create—or have a programmer create--data files following the specifications 

we provide and then upload the files? We can accept only CSV (comma separated values) 

formatted files. Institutions 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 page, 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. 

When 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 GridMode. 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 you 
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-12 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 

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 GridMode, 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 student 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 the 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 for completing the NPSAS Student Records phase is to notify us that your 

data are complete and ready for processing. When 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.
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

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When you open the Excel template file you downloaded, check to see if you receive a message 

that Macros are disabled. You must enable 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 just 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:

First, 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 Macro 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 click “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 the 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 back 

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.
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

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If you are using Excel 2010:

When you open a file that has macros, a yellow Message Bar appears with a shield icon and 

the 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 tollfree phone number and email address can be found at the Contact Us page of the study 

website.
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-15

NPSAS:12 Student Records Upload Specifications

All files 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

Type 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 name
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-16 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 

Field Max

Type Field Description Notes/Response Codes

# Length

23 10 C Parent suffix e.g., Jr., III

24 40 C Parent's address 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

31 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 spaces

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., III
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-17

Field Max

Type 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=Other
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-18 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 

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

Type 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 month 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 the 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 - White 1=Yes 0=No

21 2 N Race - African American or Black 1=Yes 0=No
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-19

Field Max

Type 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 the 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 for 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 INSURANCE 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, commas 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-time, full-year

4=Part-time, one term
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-20 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 

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

Type 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=Undergraduate 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 Work (MSW)

7=Master of Fine Arts (MFA)

8=Master of Public Health (MPH)

9=Master of Divinity (MDiv)

10=Other master's degree program not listed
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-21

Field Max

Type 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 (unclassified)

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 degree 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 digit 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)
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-22 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 

Field Max

Type 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 beginning 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 this 

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 credits 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 Unknown
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-23

Field Max

Type 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 than 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 score
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-24 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 

Field Max

Type 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 digit 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 score
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 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

Type Field Description Notes/Response Codes

# Length

1 8 N NPSAS Identifier 8 digit study ID, provided 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 Work-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 with 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 amount 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 number.
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-26 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 

Field Max

Type 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 nearest 

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 amount 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 number.

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 amount 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 decimals to the nearest 

whole number.
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-27

Field Max

Type 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 signs. 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/Scholarship

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 with 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 

whole 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 Waivers for Graduate Students

Enter amount awarded with no decimals, commas, or 

dollar signs. Round values with decimals to the nearest 

whole number.

48 6 N

Graduate Tuition Waivers 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 Work-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 with decimals to the nearest 

whole number.

54 6 N

WIA /Job Training/Vocational 

Rehabilitation

Enter amount awarded with no decimals, commas, or 

dollar signs. Round values with decimals to the nearest 

whole number.
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-28 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW 

Field Max

Type 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 awarded 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=Work-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/scholarship, both need and merit

4=Tuition waiver

5=Loan

6=Work-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 Name
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS

NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW J-29

Field Max

Type Field Description Notes/Response Codes

# Length

68 2 N Other Aid 3 Type

1=Grant/scholarship, need-based

2=Grant/scholarship, merit-based

3=Grant/scholarship, both need and merit

4=Tuition waiver

5=Loan

6=Work-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=Grant/scholarship, both need and merit

4=Tuition waiver

5=Loan

6=Work-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 decimals, 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 merit

4=Tuition waiver

5=Loan

6=Work-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 signs. Round values with decimals to the nearest 

whole number.
APPENDIX J. NPSAS:12 RESOURCES FOR PROVIDING STUDENT RECORDS 

J-30 NPSAS:12 SUPPORTING STATEMENT REQUEST FOR OMB REVIEW