OMB Approval No: 1840-0525

Expiration Date: XX/XX/2017 

Student Support Services Program

2013-14 Annual Performance Report

 

Section I, Part 1—Project Identification/Characteristics

Certification and Warning Statements

A. Project Identification

1 PR/Award Number: [pre-populated] P042A _______________

2. Type of Institution [pre-populated]________________________

3. Project Type: [pre-populated] ___________________________ 

4. Reporting Period: [pre-populated] _______________________

5. GPA Scale: [pre-populated)_______________________ 

6. Name of Grantee Institution: [pre-populated]

_________________________________________________

7. Address:__________________________________________

_________________________________________________

_____________________________ _____ ___________

City State Zip + 4

B. Project Director and Data Entry Person Information

8. Project Director Information [pre-populated]

8a. Name of Project Director: 

______________________ ___ __________________

First Name MI Last Name

8b. Telephone #: (______) ________________________ 

Area Code Number Ext.

8c. Fax #: (______) ________________________ 

 Area Code Number

8d. Email Address:_________________________________

9. Data Entry Person Information

9a. Name of Data Entry Person:

____________________ ____ _________________

First Name MI Last Name 

9b. Telephone #: (______) _______________________ 

Area Code Number Ext.

 

9c. Email Address:_____________________________

C. Project Characteristics

10a. Has a Summer Bridge Program? 

 Yes  No

10b. If yes in field #10a, number of summer bridge 

participants served: _____________

10c. Used Federal grant funds to provide Grant Aid?

 Yes  No

10d. Required to provide matching funds for Grant Aid? 

 Yes  No

10e. If yes in field #10d, please enter the dollar amount for 

the reporting period: $_____________.00.

10f. Received institutional or other non-federal funds?

 Yes  No

10g. If yes in field #10f, please enter the dollar amount for 

the reporting period: $_____________.00.

D. Certification: We certify that the performance report information reported and submitted electronically on ____/____/______ is readily 

verifiable. The information reported is accurate and complete to the best of our knowledge.

________________________________________________ ______________________________________________

Name of Project Director (Print) Name of Certifying Official (Print)

________________________________ ____/____/______ ________________________________ ____/____/____ 

Signature Date Signature Date

E. Warnings: Any person who knowingly makes a false statement or misrepresentation on this report is subject to penalties which may 

include fines, imprisonment, or both, under the United States Criminal Code and 20 U.S.C. 1097. Further Federal funds or other benefits 

may be withheld under this program unless this report is completed and filed as required by existing law (20 U.S.C.) 1231a) and 

regulations (34 CFR 75.590 and 75.720). 

Authority: Public Law 104-13, as amended. Paperwork Burden Statement: According to the Paperwork Reduction Act of 1995, no persons are required to 

respond to a collection of information unless such collection displays a valid OMB control number. Public reporting burden for this collection of information is 

estimated to average 15 hours per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, 

and completing and reviewing the collection of information. The obligation to respond to this collection is Title IV, Part A, Subpart 2, Chapter 1, Section 402D 

of the Higher Education Act of 1965, as amended; the program regulations in 34 CFR Part 646; and the Education Department General Administrative 

Regulations (EDGAR) in 34 CFR 74.51, 75.720 and 75.732. Send comments regarding the burden estimate or any other aspect of this collection of information, 

including suggestions for reducing this burden, to regulations.gov during the public comment period for this collection of information. If you have specific 

questions about the form, instrument or survey, please contact (202) 502-7600).
Section I, Part 2—Project Required Services

For further information regarding the definition of “Number of participants receiving service that was 

provided by the project” and “Number of participants referred to another service provider”, please 

refer to the Definitions That Apply located in the instructions.

Required Services

Number of participants

receiving service that was

provided by project

Number of participants

referred to another

service provider

 Academic Tutoring ______ ______

 Advice and assistance in postsecondary course selection ______ ______

 Education/counseling to improve financial and economic literacy ______ ______

 Information in applying for Federal Student Aid ______ ______

 Assistance in completing and applying for Federal Student Aid ______ ______

 Assistance in applying for admission to Graduate School and 

obtaining Federal student aid (not applicable to 2-year 

institutions)

______ ______

 Assisting in applying for admission to 4-Year Institution and 

obtaining Federal student aid (not applicable to 4-year 

institutions)

______ ______
OMB Approval No: 1840-0525

Expiration Date: XX/XX/2017

STUDENT SUPPORT SERVICES (SSS) PROGRAM

2013-14 ANNUAL PERFORMANCE REPORT (APR)

SECTION II -- RECORD STRUCTURE FOR PARTICIPANT LIST

A grantee must submit student records in Excel or CSV format. For additional information regarding data submission, please see the instructions under “HOW 

MAY THE REPORT BE SUBMITTED?” REPORTING REQUIREMENT: The Department requires grantees to submit participant records for all 

students served by the project in the past six years (i.e., cohort years 2008-09 through 2013-14) in the case of a 4-year institution and four years (i.e., 

cohort years 2010-11 through 2013-14) in the case of a 2-year institution. For additional information on data submission requirements, please see the 

instructions.

Field # Field Name

Database Column 

Name Valid Field Content

II.A. Project Identifiers (pre-populated)

1 PR/Award Number PR

The eleven-digit PR/Award Number can be found in Block 5 of the 

project’s Grant Award Notification for the reporting year.

2 Batch Year BatchAY 2013 for Project Year 2013-14

II.B. Participant Demographic Information, Eligibility and Cohort Status, and Project Entry Information

 The fields (#3 - #21) in this section do not require annual updates.

3 Social Security

Number

SSN 001010001 to 999999998

Unknown = 000000000

NOTE: Please format the SSN in nine digits greater than 0. If using EXCEL, you 

may use dashes (e.g., 123-45-5667 or 123456789). Do not use letters. The 

information in this field should be the same as provided in the previous reporting 

period and cannot be changed in future reporting years.

4 Student’s Last Name LastNM 0 to 9

Uppercase A to Z

. (period)

‘ (apostrophe)

- (dash)

NOTE: First position will be justified with an uppercase A-Z. No blanks will 

be accepted. The information in this field should be the same as provided in the 

previous reporting period and cannot be changed in future reporting years.

5 Student’s First Name FirstNM 0 to 9
Field # Field Name

Database Column 

Name Valid Field Content

Uppercase A to Z

. (period)

‘ (apostrophe)

- (dash)

NOTE: First position will be justified with an uppercase A-Z. No blanks will 

be accepted. The information in this field should be the same as provided in the 

previous reporting period and cannot be changed in future reporting years.

6 Student’s Middle 

Initial

MI Uppercase A to Z

Blank = No response

7 Student’s Date of 

Birth

DOB Participant’s date of birth is:

Format is MM/DD/CCYY

MM = 01– 12

DD = 01 – 31

CC = 19 – 20

YY = 00 – 99

00/00/0000 = No response/Unknown

NOTE: The information in this field should be the same as provided in the 

previous reporting period and cannot be changed in future reporting years.

8 Gender GenderCD Participant is a:

1 = Male

2 = Female

0 = No response/Unknown

9 Ethnicity—Hispanic Hispanic Participant is identified as Hispanic/Latino.

1 = Yes

2 = No

NOTE: Hispanic/Latino refers to a person of Cuban, Mexican, Puerto Rican, 

South or Central American, or other Spanish culture or origin, regardless of race.

As such, every Hispanic/Latino person has an associated race(s). 

Please provide race information for every participant, ethnicity notwithstanding.

Please see instructions for additional detail for fields #10 through #14.

10 Race—American 

Indian/Alaskan Native

AmIndAK Participant is identified as American Indian/Alaskan Native.

1 = Yes

2 = No
Field # Field Name

Database Column 

Name Valid Field Content

NOTE: American Indian/Alaskan Native refers to a person having origins in any 

of the original peoples of North and South America (including Central America), 

and who maintains tribal affiliation or community attachment. 

11 Race—Asian Asian Participant is identified as Asian.

1 = Yes

2 = No

NOTE: Asian refers to a person having origins in any of the original peoples of 

the Far East, Southeast Asia, or the Indian subcontinent, including, for example, 

Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, 

Thailand, and Vietnam. 

12 Race—Black or 

African American

BlackAfrAm Participant is identified as Black or African American.

1 = Yes

2 = No

NOTE: Black or African American refers to a person having origins in any of the 

black racial groups of Africa. Terms such as "Haitian" or "Negro" can be used in 

addition to "Black or African American." 

13 Race—White White Participant is identified as White.

1 = Yes

2 = No

NOTE: White refers to a person having origins in any of the original peoples of 

Europe, the Middle East, or North Africa.

14 Race—Native 

Hawaiian or Other 

Pacific Islander

HIPacIslndr Participant is identified as Native Hawaiian or Other Pacific Islander.

1 = Yes

2 = No

NOTE: Native Hawaiian or Other Pacific Islander refers to a person having 

origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific 

Islands.

15 Eligibility EligibilityCD Participant is:

1 = Low-Income and First-Generation 

2 = Low Income only

3 = First-Generation only

4 = Disabled

5 = Disabled & Low Income

0 = No response/Unknown
Field # Field Name

Database Column 

Name Valid Field Content

16 Academic Need

(at initial selection)

NeedCD Participant’s academic need is based on:

 1 = Low high school grades

 2 = Low admission test scores

 3 and 4 = No longer used

 5 = Predictive indicator

 6 = Academic proficient tests

 7 = Low college grades

 8 = High school equivalency

 9 = Failing grades

10 = Out of the academic pipeline for 5 or more years

11 = Other 

12 = Limited English proficiency

13 = Lack of educational and/or career goals

14 = Lack of academic preparedness for college level course work

15 = Need for academic support to raise grade(s) in required 

course(s)/academic major

 0 = No response/Unknown

NOTES: Select the criterion that best describes the participant’s academic need. 

Since many students may qualify for project services based on more than one 

criterion, please select the main criterion that was used to determine the 

individual’s need for project services. Please use option #11, “Other” sparingly.

Predictive indicator is a composite variable for estimating the potential success 

of a student in college using a variety of factors that may include indicators such 

as high school GPA, SAT or ACT test scores, high school preparedness, etc. 

Academic proficient tests include tests used for clinical purposes such as to 

determine learning disabilities as well as placement tests and study skills 

inventories.

17 First Enrollment Date

(at grantee institution)

FirstEnrollDT Participant’s first enrollment date at the grantee institution is:

Format is MM/DD/CCYY

MM = 01– 12

DD = 01 – 31

CC = 19 – 20

YY = 00 – 99

00/00/0000= No response/Unknown

18 Date of First FirstServiceDT Participant’s date of first project service is:
Field # Field Name

Database Column 

Name Valid Field Content

Project Service Format is MM/DD/CCYY

MM = 01– 12

DD = 01 – 31

CC = 19 – 20

YY = 00 – 99

00/00/0000= No response/Unknown

19 College Grade Level

(entry into project)

EnterGradeLV Participant’s college grade level at entry into the project is:

1 = 1st yr., never attended

2 = 1st yr., attended before

3 = 2nd yr./sophomore

4 = 3rd yr./junior

5 = 4th yr./senior

6 = 5th yr./other undergraduate

0 = No response/Unknown

NOTE: Use your institution’s classification grade level when determining the 

participant’s college grade level. 

Use options 3, 4, 5, and 6 only for students who have the required number of 

credits and GPA to be classified at the institution as sophomore, junior, senior, 

and other undergraduate, respectively.

20 Enrollment Status

(in academic year first 

served)

FirstServEnrollCD Participant enrollment status in the year first served is:

 1 = Full-time (at least 24 credit hours or 36 clock hours in an academic 

 year)

 2 = 3/4 time (at least 18 credits hours or 27 clock hours in an academic

 year)

 3 = 1/2 time (at least 12 credit hours or 18 clock hours in an academic 

 year)

 4 = Less than 1/2 time (fewer than 12 credit hours or less than 18 clock

 hours in an academic year)

 9 = Not applicable (for prior year participants no longer enrolled for 

whom grantee is unable to establish the participant’s enrollment status in 

the academic year first served)

10 = Not applicable (New participant—summer session participants who 

did not earn college credits)

0 = No response/Unknown

NOTE: If a participant is “New” in this reporting period, then the Enrollment 
Field # Field Name

Database Column 

Name Valid Field Content

Status in the academic year first served (field #20) and the Enrollment Status at 

the end of the reporting period (field #23) are the same. If the participant is a 

new summer participant who did not earn college credits in this reporting period, 

please select option #10 in both fields #20 and #23.

Select option 9 only if you do not know the enrollment status in the academic year 

the participant was first served. If you have already provided in a previous 

reporting period the enrollment status for prior year participants no longer 

enrolled (i.e., options 1 – 4), do not change the response.

21 Student Cohort Year StuCohortYR Participant’s Student Cohort Year is:

 1 = Other (prior 2005-06)

 2 through 6 = No longer used 

 7 = 2005-06

 8 = 2006-07

 9 = 2007-08

10 = 2008-09

11 = 2009-10

12 = 2010-11

13 = 2011-12

14 = 2012-13

15 = 2013-14

16 = 2014-15

17 = Not applicable

NOTE: Select option 17 if the student is a continuing participant in this 

reporting period (field 22, option 2) but was not on your 2012-13 data file. 

If the student is a prior-year participant and they are not on your 2012-13 

APR data file, select option 17. 

For additional instructions, refer to the instructions..

II.C. Participant’s Status and Academic Status

 The following fields (#22 - #25) may require annual updates, dependent on a per-participant basis.

22 Participant Status

(during academic year)

PartCD Participant is a:

1 = New participant (part of 2013-14 cohort for this reporting period)

2 = Continuing participant

3 = Prior-year participant (enrolled but not receiving SSS services)

4 = Prior-year participant (no longer enrolled at grantee institution)
Field # Field Name

Database Column 

Name Valid Field Content

5 through 7 = No longer used

8 = New Summer participant—Earned College Credits (2014 summer 

session only; part of 2014-15 cohort)

9 = New Summer participant— Did not Earn College Credits (2014

summer session only; part of 2014-15 cohort)

A new participant is an individual who was served by the SSS project for the 

first time in this reporting period (PY 2013-14) and meets the definition of 

participant in 34 CFR 646.7(b) of the SSS program regulations.

A continuing participant is an individual who was served by the SSS project for 

the first time in any prior reporting period and also received services in the 2013-

14 reporting period. For APR reporting purposes, a participant who left the 

grantee institution in a previous reporting period but reentered the institution and 

was served by the project in 2013-14, is considered a “continuing” participant. 

A prior-year participant enrolled at grantee institution is an individual served 

by the SSS project in any prior reporting period that was enrolled at the grantee 

institution during the current reporting period but did not receive project services 

on a continual basis during the reporting period. This definition includes a prioryear participant who received a certificate/diploma from a program that is less 

than two years in duration and is pursuing an associate’s degree at the grantee 

institution. A participant who left the grantee institution in a previous reporting 

period but reentered the institution and was not served by the project in 2013-14, 

is considered a “prior-year participant enrolled at grantee institution”.

A prior-year participant not enrolled at the grantee institution is an individual 

who was not enrolled at the grantee institution during the current reporting period 

(2013-14).

A new participant--summer session only who earned college credits is an 

individual served by the SSS project for the first time during the summer session 

preceding the participant’s first academic year at the grantee institution (i.e., 

served during summer 2014 prior to the 2014-15 academic year) and earned 

college credits. This student is thus part of the next year’s cohort (i.e., 2014-15, 

field #21, option “16”). This definition does not include a student enrolled at the 

grantee institution prior to the summer session but who received services from the 

SSS project for the first time during the summer 2014. This individual would meet 

the definition of “new participant” (field #22, option “1” and would be in the 

2013-14 cohort (field #21, option “15”).
Field # Field Name

Database Column 

Name Valid Field Content

A new participant--summer session only who did not earn college credits is an 

individual served by the SSS project for the first time during the summer session 

preceding the participant’s first academic year at the grantee institution (i.e., 

served during summer 2014 prior to the 2014-15 academic year) and did not earn 

any college credits. This student is thus part of the next year’s cohort (i.e., 2014-

15, field #21, option “16”). This definition does not include a student enrolled at 

the grantee institution prior to the summer session but who received services from 

the SSS project for the first time during the summer 2014. This individual would 

meet the definition of “new participant” (field #22, option “1” and would be in the 

2013-14 cohort (field #21, option “15”).

NOTE: The sum of the number of new (option #1); continuing (option #2); and

new summer session only (options #8 and #9) should equal the total number of 

participants the project served during the 2013-14 academic year.

23 Enrollment Status

(at the end of the 

academic year)

EnrollCD Participant’s enrollment status at the end of the academic year is:

 1 = Full-time (at least 24 credit hours or 36 clock hours in an academic 

 year)

 2 = 3/4 time (at least 18 credits hours or 27 clock hours in an academic 

 year)

 3 = 1/2 time (at least 12 credit hours or 18 clock hours in an academic 

 year)

 4 = Less than 1/2 time (fewer than 12 credit hours or less than 18 clock 

 hours in an academic year)

 9 = Not applicable (prior year participants no longer enrolled)

10 = Not applicable (New participant—2013 summer session participants 

 who did not earn college credits)

 0 = No response/Unknown

24 Academic Standing AcamStandCD Participant’s academic standing is:

1 = Good standing

2 = Not in good standing

9 = Not applicable (prior-year participant no longer enrolled)

10 = Not applicable (New participant—2013 summer session participants 

 who did not earn college credits)

0 = No response/Unknown
Field # Field Name

Database Column 

Name Valid Field Content

NOTE: Use your institution’s definition of good academic standing. Please 

complete for all new, continuing participants, prior-year participants still enrolled, 

and new summer participants who earned college credits. Use option “9” (Not 

applicable) for prior-year participants no longer enrolled. Use option “10” for new 

summer only participants who did not earn any college credits.

25 Cumulative GPA CumGPA Participant’s cumulative GPA is:

0.000 to 5.000

9.999 = Not applicable (prior-year participant no longer enrolled and new 

summer participants who did not earn college credits)

Blank = No response/Unknown

NOTE: Complete for all new, continuing, prior-year participants still enrolled, 

and new summer participants who earned college credits. Use “9.999” for prioryear participants no longer enrolled and new summer participants who did not 

earn any college credits. 

II.D. Academic Progress/Persistence

 The following fields (#26 - #34) may require annual updates, dependent on a per-participant basis.

26 College Grade Level

(at the beginning of the 

academic year)

BegCurrentGradeLV Participant’s college grade level at the beginning of the academic year 

was:

 1 = 1st yr., never attended

 2 = 1st yr., attended before

 3 = 2nd yr./sophomore

 4 = 3rd yr./junior

 5 = 4th yr./senior

 6 = 5th yr./other undergraduate

 7 = Dual degree program

 8 = Graduate/Professional Student

15 = Not applicable (New summer participant—2014 summer session)

99 = Not applicable (prior-year participant no longer)

 0 = No response/Unknown

NOTE: Use grade level options 3, 4, 5, and 6 only for students who have the 

required number of credits and GPA to be classified by the participant’s 

grantee institution as a sophomore, junior, senior, and other undergraduate 

respectively. Use option “7” for an individual enrolled in a program that awards 

both the bachelor’s and a graduate degree upon successful completion of the 

program of study. Use option “8” for a student who graduated with a bachelor’s 

degree and then entered graduate/professional school during the academic year. 
Field # Field Name

Database Column 

Name Valid Field Content

Use option “15” for an individual who is a new summer participant (i.e., field #22, 

options 8 or 9). Use option “99” for an individual who is a prior-year participant 

no longer enrolled at the grantee institution including students who received a 

bachelor’s degree or equivalent in a previous reporting period.

27 College Grade Level

(at the end of the 

academic year)

CurrentGradeLV Participant’s college grade level at the end of the academic year is:

 1 = No longer used

 2 = 1st yr.

 3 = 2nd yr./sophomore

 4 = 3rd yr./junior

 5 = 4th yr./senior

 6 = 5th yr./other undergraduate

 7 = Dual degree program

 8 = Graduate/Professional Student

10 = Not applicable (New summer participant—2014 summer session only 

not earning college credits)

99 = Not applicable (prior-year participant no longer enrolled)

 0 = No response/Unknown

NOTE: Use grade level options 3, 4, 5, and 6 only for students who have the 

required number of credits and GPA to be classified by the participant’s 

postsecondary institution as a sophomore, junior, senior, and other undergraduate 

respectively. Use option #6 if a student received a bachelor’s degree or equivalent 

in this reporting period. If the student received a bachelor’s degree or equivalent 

in a previous reporting period, use option “99”. Use option “7” for an individual 

enrolled in a program that awards both the bachelor’s and a graduate degree upon 

successful completion of the program of study. Use option “8” for a student who 

graduated with a bachelor’s degree and then entered graduate/professional school 

during the academic year. Use option “10” for participants who were served by 

the SSS project for the first time during the summer session preceding the 

participant’s first academic year at the grantee institution and did not earn any 

college credits. Use option “99” for an individual who is a prior-year participant 

no longer enrolled at the grantee institution including students who received a 

bachelor’s degree or equivalent in a previous reporting period.

28 Date of Last Project

Service

LastSerDT Participant’s date of last project service is:

Format is MM/DD/CCYY

MM = 01– 12

DD = 01 – 31

CC = 19 – 20
Field # Field Name

Database Column 

Name Valid Field Content

YY = 00 – 99

88/88/8888 = Not applicable, still enrolled in project

00/00/0000= No response/Unknown

Provide the date of last project service for all prior-year participants – those 

prior participants still enrolled at the grantee institutions, those prior 

participants no longer enrolled, and for current year participants who have 

graduated, transferred or withdrawn from the institution. It would be best 

to use the date the participant last attended a SSS activity or received a 

service from the project. If the date is not available, you may use the date 

the project dropped the student from its list of current participants. For 

those students who stay in the program until graduation, the date of last 

project service would be the college graduation date. Enter “88/88/8888” 

for an individual still participating in the SSS project at the end of the 

reporting year (or the beginning of the next academic year).

29 Reason for 

Withdrawal or

Not Returning

ReaforWith Reason participant withdrew/did not return is:

1 = Academic dismissal

2 = Dismissal for non-academic reasons

3 = Withdrew/Did not return for financial reasons

4 = Withdrew/Did not return for health reasons

5 = Withdrew/Did not return for academic reasons

6 = Withdrew/Did not return for personal reasons

7 = Not applicable (called for military service or deceased)

8 = Not applicable (student still enrolled, completed certificate program, 

graduated or transferred)

0 = No response/Unknown

Use option 8 for students still enrolled, completed certificate/diploma 

program, graduated or transferred. This field may not require an update if 

the participant withdrew or did not return to your institution in a previous 

reporting and this status remains in place in this reporting period.

30 Transfers Transfers Participant’s transfer status is:

1 = Transferred from a 2-year institution to another 2-year institution

2 = Transferred from a 2-year institution to a 4-year institution

3 = Transferred from a 4-year institution to another 4-year institution

4 = Transferred from a 4-year institution to a 2-year institution

8 = Did not transfer, still enrolled or graduated (participant is still enrolled 

at the grantee-institution, graduated with a bachelor’s degree, received 

an associate’s degree or certificate and did not transfer to a 4 year 
Field # Field Name

Database Column 

Name Valid Field Content

institution)

9 = Did not transfer, not enrolled at grantee institution (participant 

withdrew, did not return, was called for military service or is deceased)

0 = No response/Unknown

31 Undergraduate 

Degree/Certificate 

Completed at Grantee 

Institution

DegreeCD Participant’s degree/certificate status is:

1 = Certificate/diploma for occupational, educational program (less than 

two-year program)—Did not transfer from a 2 to a 4 year 

institution

2 = Certificate/diploma for occupational, educational program (at least 

two-year program)—Did not transfer from a 2 to a 4 year 

institution

3 = No longer used

4 = 1

st Bachelor’s degree

5 = No longer used

6 = Equivalent of Bachelor’s Degree

7 = No longer used

8 = No degree/certificate, still enrolled at grantee

9 = No degree, not enrolled (withdrew from grantee institution prior to 

obtaining degree/certificate, did not return to grantee institution 

including those students who transferred without getting a 

degree/certificate and second bachelor’s degree without receiving a 

first bachelor’s degree from the grantee institution) 

10 = Associate’s degree only—Did not transfer from a 2 to a 4 year 

 institution

11 = Associate’s degree AND transferred from a 2 to a 4 year institution 

 within the academic year or by the beginning of the next academic 

year.

12 = Certificate AND transferred from a 2 to a 4 year institution within the 

 academic year or by the beginning of the next academic year.

 0 = No response/Unknown

Select option #1 or #2 if the student received a certificate only. Once a certificate 

has been reported, please do not change this response in subsequent reporting 

years unless you reported it incorrectly or the participant earned an associate’s 

degree only (option 10).

Select option #4 if a student received a first bachelor’s degree. Once you report 

the first bachelor’s degree, please do not update this field in subsequent reporting 
Field # Field Name

Database Column 

Name Valid Field Content

periods. If the participant received a first bachelor’s degree and later on received a 

second bachelor’s degree within the six year time frame, please select option #4

and provide the date the first bachelor’s degree was awarded in field #32. Unless 

you reported the attainment of a bachelor’s degree incorrectly, once you report 

this degree, please do not change this response in subsequent reporting years. If

the participant did not receive a first bachelor’s degree from the grantee institution 

but received a second bachelor’s from the grantee institution, please select option 

#9.

Select option #6 if the student is enrolled in a dual degree program and has 

completed all of the requirements for a bachelor’s degree. Unless you reported the 

attainment of equivalent of a bachelor’s degree incorrectly, once you report this 

status, please do not change this response in subsequent reporting years. 

Select option #8 if the student is still enrolled at the grantee institution but has not 

yet completed their undergraduate program of study.

Select option #9 for participants who withdrew from the grantee institution prior 

to obtaining a degree/certificate, did not return to grantee institution, or transferred 

without receiving a degree including students who transferred from a 2-year to a 

4-year institution. Also select this option if the participant attained a second 

bachelor’s without attaining a first bachelor’s from the grantee institution.

Select option #10 if the student received an associate’s degree only. Unless you 

reported the attainment of an associate’s degree incorrectly, once you report this 

degree, please do not change this response in subsequent reporting years.

Select option #11 if the student received an associate’s degree and transferred 

from a 2-year to a 4-year institution within the academic year or by the beginning 

of the next academic year. Also select option 11 if the student received an 

associate’s degree and transferred to a four year program at the grantee institution 

within the academic year or by the beginning of the next academic year.

Select option #12 if the student received a certificate and transferred from a 2-year 

to a 4-year institution within the academic year or by the beginning of the next 

academic year. Also select option 12 if the student received a certificate and 

transferred to a four year program at the grantee institution within the academic 

year or by the beginning of the next academic year.
Field # Field Name

Database Column 

Name Valid Field Content

For two-year institutions—Unless you report the attainment of a 

certificate/associate’s degree and transferred to a 4-year institution incorrectly, 

once you report this status (option 11 or 12), please do not change this response in 

subsequent reporting periods.

32 Date of 

Undergraduate 

Degree/Certificate

DOUD Date the participant attained the degree or certificate:

Format is MM/DD/CCYY, e.g., 05/23/2010

MM = 01- 12

DD = 01 - 31

CC = 20

YY = 00 - 99 (e.g., 10 = 2010)

88/88/8888 = No degree earned yet

00/00/0000 = No response/Unknown

NOTE: This date must be the date of the degree/certificate noted in field #31. If 

you do not know the exact date, use 15 for the day and use your best estimate for 

the month. 

33 Field of Study

Degree/Certificate

Earned

DegCertFieldErnd Participant earned degree in:

 1 = Humanities

 2 = Social/Behavioral Sciences

 3 = Life Sciences

 4 = Physical Sciences

 5 = Mathematics

 6 = Computer/Information Science

 7 = Engineering

 8 = Teacher Education (Teacher Prep)

 9 = Education-Research & Administration

10 = Business/Management

11 = Health Professions & Related Sciences

12 = Vocational/Technical

13 = Communication/Journalism/Technologies

14 = General Studies/Transfer Degree

15 = Other technical/professional

16 = Has not earned a degree/certificate

 0 = Unknown

NOTES:

If the participant (i.e., all current and prior-year participants) received a certificate 

or degree, please select the field of study (options 1 - 15) in which the degree or 

certificate was earned. If the participant has not earned a degree/certificate, select 
Field # Field Name

Database Column 

Name Valid Field Content

option “16”. If you do not know the field of study in which the degree or 

certificate was earned, select option “0—Unknown.”

Option 14 is for two-year institutions who do not offer a degree/certificate 

in a specific field of study. Select this option if the student has met all of 

the requirements for a degree, certificate, and/or transfer. All other two 

year institutions who do offer a degree/certificate in a specific field of 

study should indicate the student’s major field of study in which the degree 

or certificate was attained.

34 Persistence Status

(at the beginning of the

2013-14 academic year)

CurPerstStatus Participant’s enrollment status at the beginning of the 2013-14

academic year was:

1 = Enrolled at grantee institution

2 = Has graduated from the grantee institution with an associate's degree or 

received a certificate and transferred from a 2 to a 4-year institution

3 = Has transferred from the grantee institution (i.e., 2-year) to a 4-year 

institution without receiving an associate's degree or certificate

4 = Has graduated from the grantee institution with an associate’s degree 

or received a certificate but did not transfer to a 4-year institution.

5 = Has graduated from the grantee institution with a bachelor’s degree or 

equivalent

6 = Not enrolled at grantee institution

0 = No response/Unknown

NOTE: Use option “1” if the student is still enrolled at the grantee institution at 

the beginning of the 2013-14 academic year. Use option “2” only if the student 

graduated from the grantee institution with an associate’s degree or received a 

certificate and transferred from a 2 to a 4-year institution. Use option “3” for 

students who transferred from a 2 to a 4 year institution but did not receive an 

associate's degree or certificate from the grantee institution. Use option "4" for 

students who received an associate's degree or certificate from the grantee 

institution but did not transfer to a 4-year institution. Use option “5” for students 

who graduated with a first bachelor's degree or equivalent at the grantee 

institution. Use option “6” for students who are no longer enrolled at the grantee 

institution, that is, the student did not return to the grantee institution in the 

Fall 2014 term. These include all other transfers except students who 

transferred from a 2-year to a 4-year institution. Options 2, 3, and 4 only 

apply to 2-year institutions. Option 5 only applies to 4-year institutions. 

II.E. Student Financial Assistance
Field # Field Name

Database Column 

Name Valid Field Content

Fields #35 and #36 require annual updates and should be completed for current year participants and prior-year participants still enrolled.

Field # 37 may be updated annually and Field # 38 cannot be updated.

35 Amount of Financial

Aid Received

FinAidRecvd Amount of financial aid received by the participant is:

00000 to 99999 (e.g. 05000 for $5,000)

Leave this field blank for prior-year participants no longer enrolled.

NOTE: Provide the dollar amount (whole dollars only) of the financial aid 

received of each participant as determined by the financial aid office. Do not 

include the amount of SSS Grant Aid awarded. 

36 Amount of SSS Grant 

Aid Awarded

SSSGrantAid Amount of grant aid awarded to the participant is:

00000 to 99999 (e.g. 05000 for $5,000)

Leave this field blank for prior-year participants.

NOTE: Provide the amount of SSS grant aid awarded (whole dollars only) for 

the academic year. For this reporting period, individual grant aid awards should 

not be less than the minimum Pell Grant award of $582 nor exceed the maximum 

Pell grant award of $5,645.

II.F. Additional Participant Information

37 Participant Name 

Change

PartNameChange If the participant changed his/her name and this information will ensure 

uniformity and accuracy in tracking/reporting the participant, please enter 

the participant’s full name (i.e., first and last name). If there is no change 

in the participant’s name as provided in fields 4 and 5, you may leave this 

field blank. Examples of how to enter a participant’s full name: John Doe, 

John D. Doe; Dr. John Doe; Jane Doe-John; John Doe II; John Doe, Jr., 

Note: The information in this field can be changed in subsequent reporting 

periods, as necessary.

38 Student’s Case 

Number

StudCaseNum The “Student’s Case Number” is a TRIO generated number and is one of 

several “match keys” that assists in tracking participants across reporting 

periods. Grantees may download the EXCEL file with this information 

from the APR web application for use in matching and tracking their 

participants.

(Note to Data Collector: Please ensure that when you are collecting this information from students that they are informed of why they are 

being asked to provide their Social Security numbers.)

PRIVACY ACT

In accordance with the Privacy Act of 1974 (Public Law No. 93-579, 5 U.S.C. 552a), you are hereby notified that the Department of Education is authorized to collect 

information to implement the Student Support Services Program under Title IV of the Higher Education Act of 1965, as amended (Pub. Law 102-325, Sec. 402D). In 
accordance with this authority, the Department receives and maintains personal information on participants in the Student Support Services program. The principal 

purpose for collecting this information is to administer the program, including tracking and evaluating participant progress. Providing the information on this form, 

including a social security number (SSN) is voluntary; failure to disclose a SSN will not result in the denial of any right, benefit or privilege to which the participant is 

entitled. The information that is collected on this form will be retained in the program files and may be released to other Department officials in the performance of 

their official duties.