Formatting The Data File
students.csv
The student data file will provide demographic information and other characteristics for each student. This file should be provided to us each semester in order to track new students as they enter the institution. Students should only be included when they first enrolled in your institution under a distinct status; definitions are included in the table below. This file should include one row per student ID and unique status.
The following columns are required for this data set. Each student provided within the terms data file or the awarded degrees data file for the corresponding academic period, they should also be included in this file.
Examples can be found for each column in the image above or the sample file.
Please note – ID, first name, last name, date of birth, ethnicity, and status columns cannot have blank fields. Also, column names must be listed exactly as shown below.
If any of the other columns have missing values then please leave the values blank. Do not put "NULL" or 0 in these columns unless the student did actually receive a score of 0.
| Column Name | What data should be provided | Notes |
|---|---|---|
| id | Student ID provided by the institution. | School Issued ID from the school |
| first_name | Student's first name | |
| last_name | Student's last name | |
| date_of_birth | Student’s date of birth format | dd/yyyy (may use 00/000 if student DOB has not been provided) |
| ethnicity | Student ethnicity indicator. | One of (must be exact as shown below)
|
| gender | Student gender indicator | One of
|
| status | Student entry status indicator where FTFT (First-time full-time student); FT (First-time only student ); FTGRAD (First-time graduate student); TRANSFER (Transfer student); OTHER (Other status) | Only provide students once with unique status in the first term they were enrolled. One of
|
| entry_academic_period | Academic period of initial enrollment for this student under the specific status code | Example: "Winter yyyy", "Spring yyyy", "Summer yyyy", "Fall yyyy". Where "yyyy" is the 4 digit year format. |
| exclusion_type | IPEDS cohort exclusion type. This should only be provided if a student should be excluded from the graduating cohort. IPEDS states that an exclusion can only happen if one of the documented exclusion types occurs within 150% of normal time to completion for their program. | One of
|
| exclusion_academic_period | Academic period in which an IPEDS cohort exclusion might have occurred. | Example: "Winter yyyy", "Spring yyyy", "Summer yyyy", "Fall yyyy". Where "yyyy" is the 4 digit year format. |
| act_composite | Student composite ACT score. | Integer value (0 to 36) |
| act_math | Student math ACT score. | Integer value (0 to 36) |
| act_english | Student english ACT score. | Integer value (0 to 36) |
| act_reading | Student reading ACT score | Integer value (0 to 36) |
| sat_combined | Student combined SAT score. | Integer value (0 to 2400) |
| sat_math | Student math SAT score. | Integer value (0 to 2400) |
| sat_verbal | Student verbal SAT score. | Integer value (0 to 2400) |
| sat_reading | Student reading SAT score | Integer value (0 to 2400) |
| hs_gpa | Student high school GPA | Decimal value (0.00 to 5.00) |
| hs_city | City where student attended high school. | |
| hs_state | State where student attended high school. | |
| hs_zip | Zip Code where student attended high school. | |
| Student email. | ||
| entry_age | Student entry age in years | e.g., 17.2 or 18.4 |
| ged | Student received GED indicator | One of TRUE or FALSE |
| english_2nd_language | English as a second language indicator. | One of TRUE or FALSE |
| first_generation | Student first generation indicator | One of TRUE or FALSE |
Historical Data
We request that each school provides at least 5 years of historical data for this data set. This will allow us to measure the impact that project success has on student progress.
File Types We Accept
ECMC currently accepts data files only in .csv (comma-separated values) format
New File Submissions
After the historical data files are loaded into the Data Warehouse, we request that each school submit the data related to the last two semesters. For example, if a school is submitting files on 06/1/2019, the school should submit all four files (university_layout.csv, students.csv, terms.csv, and awarded_degrees.csv) with Fall 2018 and Spring 2019 data. This will allow us to validate and verify the data in the Data Warehouse and ensure the correctness of the analytics run against each school's data.
Below is a list of the upcoming submission dates with the data required for each submission:
| Due Date | Terms Required |
|---|---|
| 6/1/2019 | Fall 2018 and Spring 2019 |
| 9/1/2019 | Spring 2019 and Summer 2019 |
| 1/15/2020 | Summer 2019 and Fall 2019 |
| 6/1/2020 | Fall 2019 and Spring 2020 |
| 9/1/2020 | Spring 2020 and Summer 2020 |
| 1/15/2021 | Summer 2020 and Fall 2020 |
| 6/1/2021 | Fall 2020 and Spring 2021 |
| 9/1/2021 | Spring 2021 and Summer 2021 |
| 1/15/2022 | Summer 2021 and Fall 2021 |
| 6/1/2022 | Fall 2021 and Spring 2022 |
| 9/1/2022 | Spring 2022 and Summer 2022 |
| 1/15/2023 | Summer 2022 and Fall 2022 |