Mutual Research Transcript Exchange
(MRTE+)
User Manual
Table of Contents
Overview of Data System ...................................................................................................................2
Overview ................................................................................................................................................... 2
Memorandum of Understanding .............................................................................................................. 3
Gaining Access ...................................................................................................................................6
How to Gain Access ................................................................................................................................... 6
Notice of Nondisclosure ............................................................................................................................ 7
Connecting ........................................................................................................................................8
Installing and Establishing a VPN Connection to MRTE+ ......................................................................... 8
Connecting to the VPN .............................................................................................................................. 8
Disconnecting from the VPN ..................................................................................................................... 9
Create an ODBC Data Connection……………………..………………………………………………………………………………10
Database Overview ………………………..……………………………………………………………………………………………….11
Data Dictionary ……………………………………………………………………………………………………………………………….12
(Press ctrl + click on table name below to automatically scroll to table)
Student Demographic Table ...................................................................................................... 12
Student Term Table .................................................................................................................... 25
Course/Transcript Table............................................................................................................. 37
Completions Table ...................................................................................................................... 46
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Revised: September 11, 2013
Overview of Data System
The Mutual Research Transcript Exchange (MRTE+) data system is a SQL Server database
containing de-identified unit record student enrollment records across the Washington public higher
education system. Each student enrolled in higher education is included in the dataset and is assigned
one unique encrypted identifier based on a probability match using their Social Security Number, full
name, date of birth and gender. This identifier creates the link between the community and technical
colleges and the universities and allows for longitudinal tracking of the student across the systems.
The community and technical college data includes enrollment records from the 2004-05
through to the most current complete academic year. The university data begins in 2007-08 forward.
MRTE+ was initially created in 2000 as a brain child of Loretta Seppanen and the University of
Washington. The database was located and maintained by the University of Washington until 2004
when it was taken offline due to a lack of funding and staff to maintain it. The system was revived in
2012 with the help of the Office of Financial Management’s Education Research Data Center and the
university Council of Presidents.
The source of data for the system is the SBCTC Data Warehouse for community and technical
college enrollments, and PCHEES for the university records.
The unit record data is accessible to the researchers of each participating institution. Each user
must sign a Notice of Nondisclosure form. Once they are given a username and password they can link
to the database using a secure VPN and ODBC connection. Each user has access to every institutions deidentified data contained within MRTE+.
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Revised: September 11, 2013
MEMORANDUM OF UNDERSTANDING
to Share Data Maintained by the
MUTUAL RESEARCH TRANSCRIPT EXCHANGE
THIS AGREEMENT is made and entered into by and between the following public institutions
and agencies:
Bates Technical College
Bellevue College
Bellingham Technical College
Big Bend Community College
Cascadia Community College
Centralia College
Clark College
Clover Park Technical College
Columbia Basin College
Edmonds Community College
Everett Community College
Grays Harbor College
Green River Community College
Highline Community College
Lake Washington Institute of Technology
Lower Columbia College
North Seattle Community College
Olympic College
Peninsula College
Pierce College Fort Steilacoom
Pierce College Puyallup
Renton Technical College
Seattle District Office
Seattle Central Community College
Seattle Vocational Institute
Shoreline Community College
Skagit Valley College
South Puget Sound Community College
South Seattle Community College
Spokane District Office
Spokane Community College
Spokane Falls Community College
Tacoma Community College
Walla Walla Community College
Wenatchee Valley College
Whatcom Community College
Yakima Valley Community College
State Board for Community and Technical Colleges
Central Washington University
Eastern Washington University
Evergreen State College
Washington State University
University of Washington
Western Washington University
Higher Education Coordinating Board
This Agreement is entered into in accordance with, 20 U.S.C. § 1232g(b)(1)(F) and 34 C.F.R. §
99.31(a)(6) of the Family Educational Rights and Privacy Act (FERPA).
IT IS THE SOLE PURPOSE OF THIS AGREEMENT to share educational data to perform
research to improve instruction, transfer between institutions and student success through such
means as analyzing student enrollments, progress and completions between the parties of this
agreement.
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Revised: September 11, 2013
THEREFORE, IT IS MUTUALLY AGREED THAT:
STATEMENT OF WORK
1. Educational records and data of the parties may be disclosed to the State Board for
Community and Technical Colleges for inclusion in the Mutual Research Transcript
Enterprise Plus database (MRTE+). Data contained in MRTE+ will not contain any
individually identifiable information and no such information will be disclosed to any
non-representative of the participating parties or in any analysis or publication.
Individually identifiable information will only be used to create a student identifier for
the purpose of linking enrollment records across institutions. In accordance with 20
U.S.C. § 1232g(b)(1)(F) and 34 C.F.R. § 99.31(a)(6)(ii)(B), the State Board for
Community and Technical Colleges will, in consultation with the parties to this
Agreement as provided herein, destroy any individually identifiable information it
receives under this agreement when it is no longer needed for the purposes of this
Agreement.
2. Each party to this agreement will have access to the entire dataset of de-identified,
anonymized unit record data of other institutions party to this agreement. The National
Center for Education Statistics (NCES) has defined the term de-identified to describe
records that have enough personally identifiable information removed or obscured such
that the remaining information does not identify an individual and there is no reasonable
basis to believe that the information can be used to identify an individual. The MRTE+
database will not contain the student identifier, Social Security Number, name or birth
date of any student. The NCES had defined anonymized as a de-identified dataset that
does not include a re-identification code and therefore cannot be linked back to any other
data system.
3. The parties agree to maintain confidentiality of student educational records required by
FERPA by:
a. Restrict linking the data found in MRTE+ to any other data source,
b. Restricting access to only designated staff at the educational institutions involved
who will perform educational research through such means as evaluating
programs and facilitating student success,
c. All staff with access to the MRTE+ database will sign a Notice of NonDisclosure
form and will adhere to the redaction policy set forth within,
d. Adhering to all state and federal regulations regarding use of student data,
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4. An advisory committee including at minimum one representative each from: SBCTC;
the Institutional Research and Planning Commission representing the community and
technical college system; the Council of Presidents representing the universities; and the
Higher Education Coordinating Board will meet periodically to review any questions or
issues related to MRTE+. This committee will also be responsible for reviewing and
establishing criteria and business rules used to create standard reports that contain data
obtained from MRTE+, establishing training responsibilities (including password
maintenance and other aspects of user management) and recommending, approving and
communicating any modifications to MRTE+. The committee will also be responsible
for reviewing and approving any external research requests for de-identified MRTE+
datasets.
5. No institution shall publish another institution’s statistical data without evidence of direct
contact with the institutional research office of the college informing them of the
intention to use their data publically in a report and offering a period of draft review of no
less than two weeks.
6. Each institution reserves the right to withdraw from this sharing agreement at any time
for any reason by written notice as provided herein.
PERIOD OF PERFORMANCE
Subject to its other provisions and signing the Agreement, the period of performance of this
Agreement shall commence on January 1, 2012. This Agreement will continue until such time
that the State Board for Community and Technical Colleges provides written notice that it will
no longer provide services under this Agreement. Any other party to this Agreement may
withdraw from the Agreement by written notice to the State Board for Community and
Technical Colleges.
INDEPENDENT CAPACITY
The employees or agents of each party who are engaged in the performance of this Agreement
shall continue to be employees or agents of that party and shall not be considered for any
purpose to be employees or agents of any other party to this Agreement. The parties hereto, in
the performance of this Agreement, will be acting in their individual governmental capacities and
not as agents, employees, partners, joint ventures, or associates of one another.
LIABILITY
Each party shall be responsible for the actions and inactions of itself and its own officers,
employees, and agents acting within the scope of their authority. The State Board for
Community and Technical Colleges reserves the right to suspend or terminate access to MRTE+
from parties not in compliance with state and federal regulations or the terms of this agreement.
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Gaining Access
The Institutional Researchers of the participating institutions are the primary users of the system. Each
user will sign a Notice of Nondisclosure form prior to receiving a username and password.
Once access to the system is granted, the Cisco AnyConnect VPN client must be installed.
Next, an ODBC connection is established to allow linking to the MRTE server.
To request access contact Darby Kaikkonen at dkaikkonen@sbctc.edu. You will be asked to complete
the Notice of Nondisclosure form on the following page. Scan and email or fax the signed form to 360704-4416.
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Washington State Board for Community & Technical Colleges
Mutual Research Transcript Exchange (MRTE+)
Request for Access and Notice of Nondisclosure
I understand that I will be working directly or indirectly with confidential information and that the term
“confidential information” includes but is not limited to (a) personal characteristics that would make a
student’s identity easily traceable, (b) any combination of information that would make a student’s
identity easily traceable, (c) any other personally identifiable student related information or portrayal of
student related information in a personally identifiable manner.
I further understand that I am prohibited from directly or indirectly making any unauthorized disclosure
of any such confidential information to any other person or entity and I affirm and promise that I will not
do so by complying with the following guidelines.
1. I shall retain unit record student information only for the period of time necessary to perform
my duties associated with the data.
2. I will not make any public disclosure or publication whereby individuals could be identified.
3. I will not make any public disclosure or publication for any report cell with a value of less than
five (5).
4. Any public disclosure or publication must contain two or more non-total cells each with a cell
value of at least five (5).
5. No institution shall publish another institution’s statistical data without evidence of direct
contact with the institutional research office of the college informing them of the intention to
use their data publically in a report and offering a period of draft review of no less than two
weeks.
6. Access to Data must be limited to those staff whose duties specifically require access to such
Data in the performance of their assigned duties and who have signed and submitted a Notice of
Nondisclosure from to the SBCTC.
Any disclosure of information contrary to above is unauthorized and is subject to a civil penalty and
other applicable sanctions under state and federal law.
I have read and understand the above Request for Access and Notice of Nondisclosure.
Printed Name
Institution
Signature
E-mail Address
___________________________________________
Date
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Installing the Cisco AnyConnect VPN Client
The first time you use a computer to connect to the MRTE+ VPN session you need to take some steps to
install the Cisco AnyConnect VPN client, which will allow you access to the data sharing server. After the
client is installed you’ll be able to simply go to the VPN connection website and log in to connect.
You will receive instructions for installing the AnyConnect VPN Client once SBCTC has received your
signed Notice of Nondisclosure form and has created your user account.
Important Note: You will not be able to access the internet, network drives, network printers, or other
network resources while connected to the VPN. You will ONLY be able to access the MRTE server.
Connecting to the VPN Session
You can reconnect to the MRTE VPN session by browsing to https://sslvpn.sbctc.edu. You will not need
to install the client each time, just log in to the MRTE-Access Group as described above.

Browse to https://sslvpn.sbctc.edu

Select Group MRTE-Access

Enter your username and password (the password is case sensitive)

Click Continue on the security notice.
Important Note: You will not be able to access the internet, network drives, network printers, or other
network resources while connected to the VPN. You will ONLY be able to access the MRTE server.
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Disconnecting from the VPN session
To disconnect from the MRTE VPN session:



Right Click the Cisco AnyConnect VPN icon in your system tray
Click Disconnect
You may optionally right click the AnyConnect icon and Quit the VPN client as well.


Right click Cisco AnyConnect icon
Click Disconnect
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Create an ODBC Data Connection
In order to link to the MRTE+ data tables in MS Access, you will need to create an ODBC connection.
Perform the following steps to create the connection.
1. Click on Start, and then click on Control Panel.
2. Double click on the Administrative Tools icon.
3. Double click on the Data Sources (ODBC) icon.
4. In the ODBC Data Source Administrator Window, click on the ADD button on the right side of the
screen.
5. In the Create New Data Source Window, scroll all the way to the bottom of the list and click on SQL
Server.
6. Then, click the Finish button.
7. In the Create a New Data Source to SQL Server Window, enter MRTE+ as the Name for your ODBC
connection. Also enter SBCTC MRTE+ Data Connection for the Description. [Enter the IP address]
as the Server name. Once all of the fields are entered, click on Next >. The IP address will be
supplied to you at the time of initial authorization.
8. At the Create a New Data Source to SQL Server screen, select “With SQL Server authentication…”.
Enter your provided Login ID and Password and select Next > button.
9. Check the “Change the default database to:” checkbox and select MRTE_Data from the drop-down
menu. Click on Next > button.
10. In the next window, typically the default options should remain "as is" so do not change any options
and click on the Finish button.
11. In the ODBC Microsoft SQL Server Setup Window, click on the Test Data Source button to be sure
that your connection settings are correct.15. If your settings are correct, you should see a message
indicating that the "TESTS COMPLETED SUCCESSFULLY."
12. If the test failed, you'll need to click the BACK buttons to determine which setting is wrong and then
repeat the above steps.
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Database Overview
The MRTE+ database consists of a set of college tables and a set of system tables. The college table
names begin with the three digit college code and include “My” in the title. These tables only contain
your college’s data which is based on your user login. The system tables names do not include a college
prefix and contain all institutions data.
The unique encrypted student identifier (STU_KEY) is created using the SQL Server HASHBYTES function
to produce a 20 byte binary hash key.
The Stu_Key has the following qualities:



It is not based on any identifiable information related to the student.
Keys produced in sequence are not themselves sequential, since the hashing algorithm
randomizes the key produced. This makes it more difficult to determine the identity of a
student from the key based on some knowledge of their sequence of input.
Some Stu_Key values look blank but in fact they are not.
For community and technical college records, the data contained within the StudentDemographic table
is based on the last year/quarter the student is enrolled.
For university records, the data contained within the StudentDemographic table is based on the
admission records from the first year/quarter the student is enrolled.
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MRTE+ Data Dictionary
Student Demographic Data
STUDENT DEMOGRAPHIC DATA
This table contains one record per student per institution. Data for the community and technical colleges
is derived from the SBCTC Data Warehouse STUDENT, STUCLASS, COMPLETIONS and SES_Census
StudentBlockGroup tables. Primary source for university data is the PCHEES Term Enrollments extract
table.
INST_ID
Institution ID
(PK)
Data Type: Text
Size: 6
Allow Null: No
Definition: IPEDS institution Unit ID.
Validation:

Must be exactly six digits long

Must contain only numeric characters

Values are determined by IPEDS. Codes for individual colleges and
branches are available at the IPEDS web site http://nces.ed.gov/ipeds
CTC Source: derived from STUDENT.COLLEGE
PCHEES source: derived from TermEnrollments.InstitutionCode
CAMPUS_ID
Campus ID
(PK)
Data Type: Text
Size: 3
Allow Null: No
Definition: For CTC records, this is the three digit college code. For
universities, this is the two digit campus code of admission.
Validation:

Must be either two or three digits long

Must contain only numeric characters

May include leading zeroes
CTC Source: STUDENT.COLLEGE
PCHEES source: TermEnrollments.AdmitCampusCode
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MRTE+ Data Dictionary
Student Demographic Data
STU_KEY
Student Key
(PK)
Data Type: Binary
Size: 20
Allow Null: No
Definition: Randomized, de-identified student key. This key is created from
a probability match process of student demographic information. The key
itself is a hash value based on date and sequence of addition and does not
contain or derive from any demographic data. This field is intended primarily
for matching purposes, not for entry.
Validation:

Must be exactly 12 characters long. STU_KEY may contain upper or
lowercase alphabetic characters (A-Z, a-z), numeric characters (0-9) or
special characters ‘&’ and ‘!’.
Source: Probability match process
BIRTHYR
Birth Year
Data Type: Text
Size: 4
Allow Null: Yes
Definition: Student four-digit year of birth.
Validation: Must be a valid past year.
CTC Source: derived from STUDENT.BIRTH_DATE
PCHEES source: derived from TermEnrollments.BirthDate
DEGREE_SEEK
Degree Seeking
Data Type: Text
Size: 1
Allow Null: No
Definition: Indicates whether student is seeking a degree.
Valid Codes: ‘Y’ or ‘N’
CTC Source: STUDENT.DEGREE_SEEK
PCHEES source: derived from
TermEnrollments. IsDegreeSeekingBaccalaureateStudent
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MRTE+ Data Dictionary
Student Demographic Data
EARNED_DEGREE
Degree Earned in System
_IN_SYSTEM
Data Type: Text
Size: 1
Allow Null: No
Definition: Indicates whether student has earned a 2-year degree in the
system.
Valid Codes: ‘Y’ or ‘N’
CTC Source: derived from COMPLETIONS.EXIT_CD
PCHEES source: N/A
EVER_BASICSKILLS
Basic Skills Course EverTaken
_IND
Data Type: Text
Size: 3
Allow Null: No
Definition: A three bit field indicating whether student has ever taken a Basic
Skills, ESL or GED/HS course in the system (1 = Yes, 0 = No).
Valid Codes:
Byte
Description
1
ABE
2
ESL
3
GED/High School Completion
CTC Source: derived from STUCLASS.BASIC_SKILL_CAT
PCHEES source: N/A (This defaults to ‘000’)
EVER_PRECOLLEGE
Precollege Course EverTaken
_IND
Data Type: Text
Size: 3
Allow Null: Yes
Definition: Indicates whether student has ever taken a precollege Math,
English, Writing or Coordinated course in the system prior to the current year
and quarter (1 = Yes, 0 = No).
Valid Codes:
Byte
Description
1
Pre-College Math
2
Pre-College English
3
Writing or Coordinated Studies
CTC Source: derived from STUCLASS.CIP
PCHEES source: N/A (This defaults to ‘000’)
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MRTE+ Data Dictionary
Student Demographic Data
FAMILY_STATUS
Family Status
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Indicates the student’s family status.
Valid Codes:
11
Single parent with children or other dependents
12
Couple with children or other dependents
13
Without children or other dependents
90
Other
Null
No Response
CTC Source: STUDENT.FAM_STAT
PCHEES source: N/A
GENDER
Student Gender
Data Type: Text
Size: 1
Allow Null: No
Definition: Identifies the student’s gender.
Valid Codes:
F
Female
M
Male
Null
No Response
PCHEES Gender codes of ‘9’ are resolved to Null.
CTC Source: derived from STUCLASS.SEX
PCHEES source: Student.Gender
HS_GPA
High School GPA
Data Type: Number/Decimal
Precision: 3
Scale: 2
Allow Null: Yes
Definition: Final GPA earned by student at the high school attended. Note
that PCHEES GPA of 9.98 or 9.99 will be coded as null.
Validation: Must be a valid decimal number, 4.00 or less.
CTC Source: N/A
PCHEES source: TermEnrollments.HighSchoolGPA
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MRTE+ Data Dictionary
Student Demographic Data
HS_GRAD_YR
High School Graduation Year
Data Type: Text
Size: 4
Allow Null: Yes
Definition: Four digit year that the student last attended high school.
Validation: Must be a valid past year.
CTC Source: derived from STUDENT.HI_SCHL_LAST_YR
PCHEES source: TermEnrollments.HighSchoolCompletionYear
HS_LAST
Last High School Attended
_ATTENDED
Data Type: Number/Decimal
Size: 6
Allow Null: Yes
Definition: CEEB code of the high school student last attended.
Validation: CEEB codes for individual high schools can be found using the
web page http://sat.collegeboard.com/register/sat-code-search
CTC Source: derived from STUDENT.HI_SCHL_GRAD
PCHEES source: TermEnrollments.HighSchoolCode
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MRTE+ Data Dictionary
Student Demographic Data
INTENT
Intent
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates student’s intent for enrolling at college.
Valid Codes:
A
Academic Non-Transfer Degree
B
Academic Transfer
D
High School Diploma/GED Certificate
(Precollege Courses)
E
Developmental
F
Vocational Preparatory
G
Vocational Preparatory, Applicant
H
Vocational Apprentice
I
Applied Baccalaureate Program
J
Upgrading job skills
K
Vocational Home and Family Life
L
General Studies
(Non-Degree/Certificate)
M
Multiple Goal Seeker
X
Undecided
Y
None of the above
CTC Source: derived from STUDENT.INTENT
PCHEES source: N/A
INTERNATIONAL
International Student
_STUDENT
Data Type: Text
Size: 1
Allow Null: No
Definition: Indicates if the student is an international student. PCHEES
ImmigrationStatusCode of ‘A2’, ‘B1’, ‘B2’, ‘E2’, ‘F1’, ‘F2’, ‘H2’, ‘J1’, ‘J2’, ‘L1’,or
‘L2’ resolves to ‘Y” and other codes resolve to ‘N’.
Valid Codes: ‘Y’ or ‘N’
CTC Source: STUDENT.INTERNATIONAL_STUDENT
PCHEES source: derived from TermEnrollments.ImmigrationStatusCode
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MRTE+ Data Dictionary
Student Demographic Data
PLAN_ATTND
Planned Attendance
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Indicates the student’s planned length of attendance
Valid Codes:
11
One Quarter
12
Two Quarters
13
One Year
14
Up to two years, no degree planned
15
Long enough to complete a degree
16
Unknown
90
Other
Null
No Response
CTC Source: STUDENT.PLAN_ATTND
PCHEES source: N/A
PLAN_WORK
Planned Work Related
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Once indicated a student’s training related to work. However, this
purpose was dropped as of 1990-92. Some colleges still collect this data, while
others use this field to collect other types of information. This field is
currently college defined with no standard definition.
Validation: Two alphanumeric characters without validation.
CTC Source: STUDENT.PLAN_WORK
PCHEES source: N/A
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MRTE+ Data Dictionary
Student Demographic Data
PREVIOUS_CREDITS
Previous Credits Transferred
_TRANSFERRED
Data Type: Number/Decimal
Precision: 5
Scale: 2
Allow Null: Yes
Definition: Total number of known college credits earned by the student
prior to first admission at this institution and accepted as transfer credits.
Validation: Must be a valid decimal number.
CTC Source: N/A
PCHEES source: TermEnrollments.PreviousCreditsTransferredAll
PREVIOUS
Previous Institution
_INSTITUTION
Data Type: Text
Size: 4
Allow Null: Yes
Definition: CEEB code of the last prior higher education institution attended
after high school.
Validation: CEEB codes for individual colleges can be found using the web
page http://sat.collegeboard.com/register/sat-code-search
CTC Source: derived from STUDENT.PREV_COL_1
PCHEES source: TermEnrollments.PreviousInstitutionCode
PREVIOUS
Previous Institution GPA
_INSTITUTION_GPA
Data Type: Number/Decimal
Precision: 3
Scale: 2
Allow Null: Yes
Definition: Final GPA earned at the last prior higher education institution
attended after high school.
Validation: Must be a valid decimal number, 4.00 or less.
CTC Source: N/A
PCHEES source: N/A (May soon be available from PCHEES)
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MRTE+ Data Dictionary
Student Demographic Data
PRIOR_ED
Prior Education
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Indicates the level of student’s education prior to admission at
this institution.
Valid Codes:
10
Less than 9th Grade
11
Less than high school graduation
12
GED
13
High school graduate
14
Some post high school, no degree or certificate
15
Certificate (less than two years)
16
Associate Degree
17
Bachelor's degree or above
83
Tech Prep
90
Other
Null
No Response
CTC Source: STUDENT.PRIOR_EDUC
PCHEES source: derived from
TermEnrollments.PreviousInstitutionDegreeLevelCode
PURP_ATTND
Purpose for Attending
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Indicates the student’s purpose for attending
Valid Codes:
11
Take courses related to current or future work
12
Transfer to a four-year college
13
High school diploma or GED certificate
14
Explore career direction
15
Personal enrichment
90
Other
Null
No Response
CTC Source: STUDENT.PURP_ATTND
PCHEES source: N/A
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MRTE+ Data Dictionary
Student Demographic Data
RACE_ETHNIC
Race/Ethnic Code
_CODE
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Represents a single prioritized race and ethnic origin for the
student.
Valid Codes:
1
Asian/Pacific Islander , non - Hispanic
(including Hawaiian)
2
African American, non - Hispanic
3
Native American, non - Hispanic
(American Indian or Alaskan Native)
4
Hispanic
5
Multiracial or Other Race, non - Hispanic
6
White, non - Hispanic
7
INTERNATIONAL_STUDENT = Y
Null
INTERNATIONAL_STUDENT = N and no Race
Code provided
CTC Source: STUDENT.RACE_ETHNIC_CODE
PCHEES source: derived from the following TermEnrollments fields:
IsAmericanIndianOrAlaskaNative, IsAsian, IsBlack, IsPacificIslander,
IsWhite, IsUnknownRace, IsMultiRacial, IsHispanic and
ImmigrationStatusCode
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MRTE+ Data Dictionary
Student Demographic Data
RACE_ETHNIC
Race/Ethnic Indicator
_INDICATOR
Data Type: Text
Size: 6
Allow Null: Yes
Definition: Byte array representing each of the possible race/ethnic categories
(exclusive of international students). Each of the six positions is an “on/off”
switch with value ‘1’ (on) or ‘0’ (off). . Note that Hispanic students are
reported in only that race/ethnic category.
Structure:
Byte
Description
1
Asian/Pacific Islander (including Hawaiian)
2
African American
3
Native American (American Indian or Alaskan Native)
4
Hispanic
5
Other, Multiracial
6
White
Examples:
001001 - Native American and White, non- Hispanic
100001 - Asian/Pacific Islander and White, non – Hispanic
CTC Source: STUDENT.RACE_ETHNIC_IND
PCHEES source: derived from the following TermEnrollments fields:
IsAmericanIndianOrAlaskaNative, IsAsian, IsBlack, IsPacificIslander,
IsWhite, IsUnknownRace, IsMultiRacial and IsHispanic
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MRTE+ Data Dictionary
Student Demographic Data
RESIDENCE
Residence County
_COUNTY
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Code for the student’s county of residence.
Valid Codes:
00
Unreported
01
Adams
02
Asotin
03
Benton
04
Chelan
05
Clallam
06
Clark
07
Columbia
08
Cowlitz
09
Douglas
10
Ferry
11
Franklin
12
Garfield
13
Grant
14
Grays Harbor
15
Island
16
Jefferson
17
King
18
Kitsap
19
Kittitas
20
Klickitat
21
Lewis
22
Lincoln
23
Mason
24
Okanogan
25
Pacific
26
Pend Oreille
27
Pierce
28
San Juan
29
Skagit
30
Skamania
31
Snohomish
32
Spokane
33
Stevens
34
Thurston
35
Wahkiakum
36
Walla Walla
37
Whatcom
38
Whitman
39
Yakima
40
Out of State
Null
No Response
CTC Source: STUDENT.RESIDENCE_COUNTY
PCHEES source: derived from TermEnrollments.CountyOriginCode
Page 23 of 56
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MRTE+ Data Dictionary
Student Demographic Data
SES
Socioeconomic Status
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates student’s socioeconomic quintile based on most recently
reported address.
Valid Codes:
1
Highest
2
Higher
3
Middle
4
Lower
5
Lowest
Null
Blank
CTC Source: SES_Census.SES_QUINTILE
PCHEES source: N/A
MATCHABLE
Matchable Record Flag
Data Type: Text
Size: 1
Allow Null: No
Definition: Indicates whether identification information for student is
complete. Records with incomplete identification cannot be matched to other
colleges or universities, but may still be useful for statistics at a particular
institution.
Valid Codes: ‘Y’ or ‘N’
Source: Probability match process
Page 24 of 56
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MRTE+ Data Dictionary
Student Term Data
STUDENT TERM DATA
This table contains one record per participant per student per institution per year and quarter term. Data
for the community and technical colleges is derived from the SBCTC Data Warehouse STUDENT,
TRANSCRIPTS, AWARD_DETAIL, AWARD_CODES and STUACHIEVE_DEMOGRAPHICS tables.
Primary source for university data is the PCHEES Term Enrollments extract table.
INST_ID
Institution ID
(PK)
Data Type: Text
Size: 6
Allow Null: No
Definition: IPEDS institution Unit ID.
Validation:

Must be exactly six digits long

Must contain only numeric characters

Values are determined by IPEDS. Codes for individual colleges and
branches are available at the IPEDS web site http://nces.ed.gov/ipeds
CTC Source: derived from STUDENT.COLLEGE
PCHEES source: derived from TermEnrollments.InstitutionCode
CAMPUS_ID
Campus ID
(PK)
Data Type: Text
Size: 3
Allow Null: No
Definition: For CTC records, this is the three digit college code. For
universities, this is the two digit campus code of admission.
Validation:

Must be either two or three digits long

Must contain only numeric characters

May include leading zeroes
CTC Source: STUDENT.COLLEGE
PCHEES source: TermEnrollments.AdmitCampusCode
Page 25 of 56
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MRTE+ Data Dictionary
Student Term Data
STU_KEY
Student Key
(PK)
Data Type: Binary
Size: 20
Allow Null: No
Definition: Randomized, de-identified student key. This key is created from
a probability match process of student demographic information. The key
itself is a hash value based on date and sequence of addition and does not
contain or derive from any demographic data. This field is intended primarily
for matching purposes, not for entry.
Validation:

Must be exactly 12 characters long. STU_KEY may contain upper or
lowercase alphabetic characters (A-Z, a-z), numeric characters (0-9) or
special characters ‘&’ and ‘!’.
Source: Probability match process
YEAR
Term Year
(PK)
Data Type: Text
Size: 6
Allow Null: No
Definition: Six digit academic year of term data. For the academic year
beginning on July 1st, 2009 this would be “200910”.
Validation:

Must be exactly six digits long

Must contain only numeric characters

Digits 1-4 should represent a valid past year

Value of digits 5-6 should equal value of digits 3-4 plus one
CTC Source: derived from STUDENT.YEAR
PCHEES source: TermEnrollments.AcademicYear
QUARTER
Term Quarter
(PK)
Data Type: Text
Size: 1
Allow Null: No
Definition: One-character code identifying the specific quarter of term data.
Valid Values:
1
Summer
2
Fall
3
Winter
4
Spring
CTC Source: STUDENT.QUARTER
PCHEES source: derived from TermEnrollments.TermCode
Page 26 of 56
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MRTE+ Data Dictionary
Student Term Data
YRQ
Year and Quarter
Data Type: Text
Size: 4
Allow Null: No
Definition: Code for academic year and quarter of the record term. The first
three characters represent the academic year (e.g., A56 for the academic year
2005-2006). The last digit is a code that represents the academic quarter. This
field is typically only used by SBCTC and will be empty if the value was not
supplied in the Participant file.
Valid Codes:
Academic Year (partial list):
990
1999-2000
A45
2004-2005
A56
2005-2006
A67
2006-2007
A78
2007-2008
A89
2008-2009
B01
2010-2011
B12
2011-2012
Academic Quarter:
1
Summer
2
Fall
3
Winter
4
Spring
CTC Source: derived from STUDENT.YEAR and STUDENT.QUARTER
PCHEES source: derived from TermEnrollments.AcademicYear and
TermEnrollments.TermCode
AGE
Student Age
Data Type: Number/Decimal
Precision: 5
Scale: 2
Allow Null: Yes
Definition: Specifies the age of the student on the first day of the term. Ages
less than 13 or greater than 85.99 are converted to NULL in the SBCTC Data
Warehouse. PCHEES age data is provided as integer values and converted to
decimal. This may later be calculated from BirthDate if TermBeginDate can
also be provided.
Validation: Must be a valid decimal number.
CTC Source: STUDENT.AGE
PCHEES source: derived from TermEnrollments.Age(AsOfBeginTerm)
Page 27 of 56
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MRTE+ Data Dictionary
Student Term Data
CUM_GPA
Cumulative GPA
Data Type: Number/Decimal
Precision: 3
Scale: 2
Allow Null: Yes
Definition: Cumulative GPA as of the end of term. This is the result from
dividing Cumulative Grade Points by Cumulative Grade Credits. PCHEES
provides a Cumulative GPA value directly without calculation needed. Note
that PCHEES GPA of 9.98 or 9.99 will be coded as null.
Validation: Must be a valid decimal number, 4.00 or less.
CTC Source: derived from TRANSCRIPTS.CR, TRANSCRIPTS.EARN_IND,
TRANSCRIPTS.GR_DEC and TRANSCRIPTS.GPA_IND
PCHEES source: TermEnrollments.CumulativeInstitutionalGPA
CUM_GR_CRS
Cumulative Grade Credits
Data Type: Number/Decimal
Precision: 5
Scale: 2
Allow Null: Yes
Definition: Cumulative grade credits used in calculation of cumulative GPA.
This is the total of credits earned for all classes used in calculation of GPA.
Validation: Must be a valid decimal number.
CTC Source: derived from TRANSCRIPTS.CR, TRANSCRIPTS.EARN_IND
and TRANSCRIPTS.GPA_IND
PCHEES source: N/A
CUM_GR_PTS
Cumulative Grade Points
Data Type: Number/Decimal
Precision: 6
Scale: 2
Allow Null: Yes
Definition: Cumulative grade points used in calculation of cumulative GPA.
This is the total of credits earned times decimal grade for all classes used in
calculation of GPA.
Validation: Must be a valid decimal number.
CTC Source: derived from TRANSCRIPTS.CR, TRANSCRIPTS.EARN_IND,
TRANSCRIPTS.GR_DEC and TRANSCRIPTS.GPA_IND
PCHEES source: N/A
Page 28 of 56
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MRTE+ Data Dictionary
Student Term Data
CUM_TOT_CRS
Cumulative Total Credits
Data Type: Number/Decimal
Precision: 6
Scale: 2
Allow Null: Yes
Definition: Cumulative credits earned at institution. This is the total of
credits earned for all classes at this institution.
Validation: Must be a valid decimal number.
CTC Source: derived from TRANSCRIPTS.CR and
TRANSCRIPTS.EARN_IND
PCHEES source: N/A
CUM_CLVL_CRS
Cumulative College Level Credits
Data Type: Number/Decimal
Precision: 5
Scale: 2
Allow Null: Yes
Definition: Cumulative college level credits earned at institution. This is the
total of credits earned for all college level classes at this institution.
Validation: Must be a valid decimal number.
CTC Source: derived from TRANSCRIPTS.CLVL_IND, TRANSCRIPTS.CR
and TRANSCRIPTS.EARN_IND
PCHEES source: N/A
CUM_CLVL_GR_PTS
Cumulative College Level Credits
Data Type: Number/Decimal
Precision: 6
Scale: 2
Allow Null: Yes
Definition: Cumulative college level credits earned at institution. This is the
total of credits earned times decimal grade for all college level classes at this
institution.
Validation: Must be a valid decimal number.
CTC Source: derived from TRANSCRIPTS.CLVL_IND, TRANSCRIPTS.CR,
TRANSCRIPTS.GR_DEC and TRANSCRIPTS.EARN_IND
PCHEES source: N/A
Page 29 of 56
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MRTE+ Data Dictionary
Student Term Data
CURRENT_TERM
Current Term Credits Enrolled
_CREDITS
Data Type: Number/Decimal
_ENROLLED
Precision: 5
Scale: 2
Allow Null: Yes
Definition: Credits enrolled for current term. This is the total of credits
enrolled for all classes in current term.
Validation: Must be a valid decimal number.
CTC Source: derived from TRANSCRIPTS.CR
PCHEES source: derived from TermEnrollments.CreditHoursAttempted
DUAL_ENROLL
Dual Enrollment
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates current or past dual enrollment status of the student.
Valid Codes:
1
Current Running Start
2
Current College In The High School
3
Current Alternative High School
6
Former Running Start
7
Former College In The High School
8
Former Alternative High School
Null
Never Dually Enrolled
CTC Source: STUDENT.DUAL_ENROLL
PCHEES source: derived from TermEnrollments.RunningStartCode
Page 30 of 56
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MRTE+ Data Dictionary
Student Term Data
INSTIT_CATEGORY
Institution Category Indicator
_INDICATOR
Data Type: Text
Size: 5
Allow Null: Yes
Definition: A five-digit field summarizing of the types of courses in which a
student is enrolled for the current term. Each of the five digits is an “on/off”
switch with value ‘1’ (on) or ‘0’ (off).
Structure:
Byte
Description
1
Academic, Transfer and Vocational Support
2
Developmental (Courses in CIP codes beginning with 33)
3
Vocational
4
Basic Skills (Courses in CIP codes 32 series)
5
Student Funded
Examples:
00100 – Vocational courses only
10001 - Combination of academic and community service courses
CTC Source: STUDENT.INSTIT_CATEGORY_INDICATOR
PCHEES source: N/A
NCR
New, Continuing, Returning
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates whether a student is new, continuing or returning for
the current term.
Note: Currently this field is null for all institutions.
Valid Codes:
C
Continuing Student
N
New Student
R
Returning Student
CTC Source: currently not derived for CTCs
PCHEES source: derived from AdmitYear and AdmitTermCode
Page 31 of 56
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MRTE+ Data Dictionary
Student Term Data
PROGRAM
Program Concentration CIP
_CONCENTRATION
Data Type: Text
_CIP
Size: 6
Allow Null: Yes
Definition: Six-digit code identifying the student’s program concentration.
CIP codes (Classification of Instructional Programs) are created by the US
Department of Education to describe the subject area of courses and major
areas of study.
Validation: CIP codes are available at the website
http://nces.ed.gov/ipeds/cipcode
CTC Source: STUDENT.PROGRAM_CIP
PCHEES source: derived from TermEnrollments.MajorCode(CIP6)
PROGRAM_FIELD
Field of Study CIP
_OF_STUDY_CIP
Data Type: Text
Size: 6
Allow Null: Yes
Definition: Six-digit code identifying the field of study associated with the
degree or certificate program. CIP codes (Classification of Instructional
Programs) are created by the US Department of Education to describe the
subject area of courses and major areas of study.
Validation: CIP codes are available at the website
http://nces.ed.gov/ipeds/cipcode
CTC Source: N/A
PCHEES source: derived from TermEnrollments.ConcentrationCode(CIP6)
FA_RECEIVED_IND
Financial Aid Received Indicator
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates whether the student received any financial aid during
current term. If Award Amount is > 0 and Award Status is ‘2’ then the
indicator is set to ‘Y’, otherwise indicator is ‘N’.
Valid Codes: ‘Y’ or ‘N’
CTC Source: derived from AWARD_DETAIL.AWD_AMT and
AWARD_DETAIL.AWD_STATUS
PCHEES source: N/A
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MRTE+ Data Dictionary
Student Term Data
FA_AID_TYPE_IND
Financial Aid Type Indicator
Data Type: Text
Size: 3
Allow Null: Yes
Definition: A three-digit field summarizing the specific aid types the student
may have received for the current term. Each of the three digits is an “on/off”
switch with value ‘1’ (on) or ‘0’ (off).
Structure:
Byte
Description
1
Pell Grant Recipient
2
State Need Grant Recipient
3
Opportunity Grant Recipient
Examples:
100 – Pell Grant only
101 - Combination of Pell and Opportunity Grants
CTC Source: STUACHIEVE_DEMOGRAPHICS.Aid_Type_Ind
PCHEES source: N/A
RESIDENCY_STATUS
Residency Status
Data Type: Text
Size: 1
Allow Null: No
Definition: Indicates the residency status of the student.
Valid Codes:
1
Resident
2
Nonresident
3
Undetermined/Unknown
CTC Source: STUDENT.RESIDENT_STATUS
PCHEES source: derived from TermEnrollments.IsWAResident
Page 33 of 56
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MRTE+ Data Dictionary
Student Term Data
STUDENT_TYPE
Student Type
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Describes student by the purpose for attending.
Valid Codes:
B
Basic Skills
T
Transfer
W
Workforce Training
Z
Other (Does not meet one of the definitions above)
1
High School Dual Enrollment (PCHEES code = 10)
2
Baccalaureate Entering After High School (21)
3
Baccalaureate Transfer (22)
4
Unknown Baccalaureate (23)
5
Other Undergraduate (30)
6
Graduate Student (41)
7
Professional Student (42)
CTC Source: STUDENT.KIND_OF_STUDENT
PCHEES source: derived from TermEnrollments.StudentType
TERM_GPA
Term GPA
Data Type: Number/Decimal
Precision: 3
Scale: 2
Allow Null: Yes
Definition: The GPA earned by the student for the current term. GPA is
calculated from quarterly transcript data for CTC sources. Note that PCHEES
TermGPA may contain grades of 9.98 (Not Applicable) or 9.99 (Unknown) that
will be coded as null.
Validation: Must be a valid decimal number, 4.00 or less.
CTC Source: derived from TRANSCRIPTS.CR, TRANSCRIPTS.EARN_IND,
TRANSCRIPTS.GR_DEC and TRANSCRIPTS.GPA_IND
PCHEES source: TermEnrollments.TermGPA
Page 34 of 56
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MRTE+ Data Dictionary
Student Term Data
WORK_ATTEND
Work Attend
Data Type: Text
Size: 3
Allow Null: Yes
Definition: Describes the student’s work status while enrolled
Valid Codes:
11
Full-time homemaker
12
Full-time employment
(including self-employed/military)
13
Part-time off-campus
14
Part-time on-campus
15
Not employed, but seeking employment
16
Not employed, not seeking employment
74
Unemployed TANF
75
Unemployed Low-Income Parent
76
TANF High Wage/High Demand Training
77
Employed TANF
78
Employed Low-Income
79
Attending for Family Literacy as Final Goal
80
Long-Tenured Dislocated Worker Retraining
81
Short-Tenured Dislocated Worker Retraining
82
Others receiving UI benefits, Not Dislocated
83
Displaced Homemaker
84
Was Self-Employed
85
Boeing Dislocated Workers
86
Vulnerable Worker
87
Disaster Impacted Workers
88
Displaced Veterans
90
Other
Null
Blank
This does not include codes discontinued prior to 2000-01 academic year.
WORK_ATTEND codes 74, 75, 77, 78 and 79 were first used Summer 2002.
CTC Source: STUDENT.WORK_ATTND
PCHEES source: N/A
Page 35 of 56
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MRTE+ Data Dictionary
Student Term Data
BACCALAUREATE
Baccalaureate Class Standing
_CLASS_STANDING
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Indicates the class standing of the student at the beginning of the
term if pursuing a first bachelor’s degree.
Valid Codes:
01
Freshman
02
Sophomore
03
Junior
04
Senior
88
Not a Baccalaureate Student
99
Unknown
Null
CTC Source: N/A
PCHEES source: TermEnrollments.ClassStandingCode
FOUR_YEAR
Four Year Institution
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates if this is a four year institution.
Validation: Must be ‘Y’ or ‘N’.
CTC Source: derived from STUDENT.COLLEGE
PCHEES source: derived from TermEnrollments.InstitutionCode
Page 36 of 56
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MRTE+ Data Dictionary
Course/Transcripts Data
COURSE / TRANSCRIPT DATA
This table contains one record per participant per student per institution per term per course enrolled.
Data for the community and technical colleges is derived from the SBCTC Data Warehouse STUCLASS
and TRANSCRIPTS tables. Primary source for university data is the PCHEES Term Enrollments extract
table.
INST_ID
Institution ID
(PK)
Data Type: Text
Size: 6
Allow Null: No
Definition: IPEDS institution Unit ID.
Validation:

Must be exactly six digits long

Must contain only numeric characters

Values are determined by IPEDS. Codes for individual colleges and
branches are available at the IPEDS web site http://nces.ed.gov/ipeds
CTC Source: derived from TRANSCRIPTS.COLLEGE
PCHEES source: derived from TermEnrollments.InstitutionCode
CAMPUS_ID
Campus ID
(PK)
Data Type: Text
Size: 3
Allow Null: No
Definition: For CTC records, this is the three digit college code. For
universities, this is the two digit campus code of admission.
Validation:

Must be either two or three digits long

Must contain only numeric characters

May include leading zeroes
CTC Source: TRANSCRIPTS.COLLEGE
PCHEES source: TermEnrollments.AdmitCampusCode
Page 37 of 56
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MRTE+ Data Dictionary
Course/Transcripts Data
STU_KEY
Student Key
(PK)
Data Type: Binary
Size: 20
Allow Null: No
Definition: Randomized, de-identified student key. This key is created from
a probability match process of student demographic information. The key
itself is a hash value based on date and sequence of addition and does not
contain or derive from any demographic data. This field is intended primarily
for matching purposes, not for entry.
Validation:

Must be exactly 12 characters long. STU_KEY may contain upper or
lowercase alphabetic characters (A-Z, a-z), numeric characters (0-9) or
special characters ‘&’ and ‘!’.
Source: Probability match process
YEAR
Term Year
(PK)
Data Type: Text
Size: 6
Allow Null: No
Definition: Six digit academic year of term data. For the academic year
beginning on July 1st, 2009 this would be “200910”.
Validation:

Must be exactly six digits long

Must contain only numeric characters

Digits 1-4 should represent a valid past year

Value of digits 5-6 should equal value of digits 3-4 plus one
CTC Source: derived from TRANSCRIPTS.YEAR
PCHEES source: TermEnrollments.AcademicYear
QUARTER
Term Quarter
(PK)
Data Type: Text
Size: 1
Allow Null: No
Definition: One-character code identifying the specific quarter of term data.
Valid Values:
1
Summer
2
Fall
3
Winter
4
Spring
CTC Source: TRANSCRIPTS.QUARTER
PCHEES source: derived from TermEnrollments.TermCode
Page 38 of 56
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MRTE+ Data Dictionary
Course/Transcripts Data
YRQ
Year/Quarter
Data Type: Text
Size: 4
Allow Null: No
Definition: Code for academic year and quarter of the record term. The first
three characters represent the academic year (e.g., A56 for the academic year
2005-2006). The last digit is a code that represents the academic quarter. This
field is typically only used by SBCTC and will be empty if the value was not
supplied in the Participant file.
Valid Codes:
Academic Year (partial list):
990
1999-2000
A45
2004-2005
A56
2005-2006
A67
2006-2007
A78
2007-2008
A89
2008-2009
B01
2010-2011
B12
2011-2012
Academic Quarter:
1
Summer
2
Fall
3
Winter
4
Spring
CTC Source: derived from TRANSCRIPTS.YEAR and
TRANSCRIPTS.QUARTER
PCHEES source: derived from TermEnrollments.AcademicYear and
TermEnrollments.TermCode
COURSE_ID
Course ID
(PK)
Data Type: Text
Size: 12
Allow Null: No
Definition: Alphanumeric code that uniquely identifies a distinct course.
This field is currently college defined with no standard definition.
Validation: None.
CTC Source: derived from TRANSCRIPTS.DEPT_DIV and
TRANSCRIPTS.COURSE_NUM
PCHEES source: TermEnrollments.CourseID
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MRTE+ Data Dictionary
Course/Transcripts Data
COURSE_ITEM
Course Item
(PK)
Data Type: Text
Size: 8
Allow Null: No
Definition: Alphanumeric code that uniquely identifies a distinct section of a
course for the current term. There is no common definition for this field.
Validation: None.
CTC Source: TRANSCRIPTS.ITEM
PCHEES source: derived from TermEnrollments.CourseNumber and
TermEnrollments.RegistrationSequence
DEPT_DIV
Department or Division
Data Type: Text
Size: 6
Allow Null: No
Definition: A code that identifies the department or division in which the
course is taught. This field is currently college defined with no standard
definition.
Validation: None.
CTC Source: TRANSCRIPTS.DEPT_DIV
PCHEES source: Derived from TermEnrollments.CourseID
COURSE_NUM
Course Number
Data Type: Text
Size: 6
Allow Null: No
Definition: Alphanumeric code that uniquely identifies a distinct course.
This field is currently college defined with no standard definition.
Validation: None.
CTC Source: TRANSCRIPTS.COURSE_NUM
PCHEES source: Derived from TermEnrollments.CourseID
COURSE_TITLE
Course Item
Data Type: Text
Size: 100
Allow Null: Yes
Definition: Course title assigned by institution.
Validation: None.
CTC Source: TRANSCRIPTS.COURSE_TITLE
PCHEES source: TermEnrollments.CourseTitle
Page 40 of 56
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MRTE+ Data Dictionary
Course/Transcripts Data
CLVL_IND
Course Item
Data Type: Text
Size: 1
Allow Null: No
Definition: Indicates if the course is college level.
Valid Codes: ‘Y’ or ‘N’.
CTC Source: TRANSCRIPTS.CLVL_IND
PCHEES source: derived from TermEnrollments.RemedialStatusCode
COURSE_CIP_CODE
Course CIP Code
Data Type: Text
Size: 6
Allow Null: Yes
Definition: Six character code representing the Classification of Instructional
Programs assigned by the US Department of Education to describe the subject
area of courses and major areas of study. Every course has a CIP code which
places it into a subject area with other similar courses.
Validation: CIP codes are available at the website
http://nces.ed.gov/ipeds/cipcode
CTC Source: TRANSCRIPTS.CIP
PCHEES source: derived from TermEnrollments.CourseSubjectCode(CIP6)
COURSE_FUNDING
Course Funding Source
_SOURCE
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Describes the funding source for a particular student and course.
Note that the same funding source does not necessarily apply to all students in
a course. Likewise, a student will not necessarily have the same funding
source for all courses.
Valid Codes:
C
Contract
(includes contracts with other agencies and firms as
well as Running Start and International Contract)
S
State count
(includes worker retraining and natural resource
waivers)
U
Student Funded
W
Waiver student
CTC Source: STUCLASS.FUND_SOURCE_ENROLLMENT
PCHEES source: derived from TermEnrollments.FundingSourceCode
Page 41 of 56
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MRTE+ Data Dictionary
Course/Transcripts Data
CREDITS
Credits Attempted
_ATTEMPTED
Data Type: Number/Decimal
Precision: 4
Scale: 2
Allow Null: Yes
Definition: Number of credits student is attempting to obtain for this course.
Validation: Must be a valid decimal number.
CTC Source: TRANSCRIPTS.CR
PCHEES source: TermEnrollments.CreditHoursAttempted
CREDITS_EARNED
Credits Earned
Data Type: Number/Decimal
Precision: 4
Scale: 2
Allow Null: Yes
Definition: Number of credits student earned for this course.
Validation: Must be a valid decimal number.
CTC Source: derived from TRANSCRIPTS.CR and
TRANSCRIPTS.EARN_IND
PCHEES source: TermEnrollments.CreditHoursEarned
DEC_GR
Decimal Grade
Data Type: Number/Decimal
Precision: 2
Scale: 1
Allow Null: Yes
Definition: Numeric grade student earned in this course. Note that PCHEES
data contains grades of 9.8 (Not Applicable) or 9.9 (Unknown).
Validation: Must be a valid decimal number, 4.0 or less, or 9.8 or 9.9
CTC Source: TRANSCRIPTS.CR
PCHEES source: TermEnrollments.GradeNumber
Page 42 of 56
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MRTE+ Data Dictionary
Course/Transcripts Data
eLEARNING_MODE
eLearning Mode
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates the primary mode of delivery for instruction in this
course. Null values indicate face-to-face instruction.
Valid Codes:
1n
Tele-course: A course which uses videotapes, CD’s,
DVD’s or other portable modalities of video / audio
delivery to deliver the course content. Limited or
no face-to-face time with instructor.
2n
Correspondence: A course which uses mailed
information between instructor and student.
Limited or no face-to-face time with instructor.
3n
On-line: A course that uses web-based tools and
where 100% of the instruction and interaction
between instructor and student is done online.
(Proctored exams still allowed for this
classification).
4n
Interactive Television: A course which uses the K20 or network-based video conferencing tools to
distribute the course materials in real
(synchronous) time.
5n
Tele-Class: (will discontinue use) A distance class
which uses satellite, cable, streaming video over the
internet, or other broadcast technology to distribute
a predominant portion of course material in real
(synchronous) time.
6n
Other: A course that uses other modes of delivery
that do not fit within the listed categories.
7n
Optional: A course in which the student can choose
to attend class face-to-face or take the class online
(both options are within one item number).
8n
Hybrid: A course that displaces some, but not all
face-to-face class time with web-based tools.
9n
Web Enhanced: A face-to-face course that does not
replace any face-to-face seat time, and access to
web-based tools is required.
Hn
Hybrid (obsolete code used prior to 2010-11)
Page 43 of 56
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MRTE+ Data Dictionary
Course/Transcripts Data
CTC Source: TRANSCRIPTS.DIST_ED
PCHEES source: derived from TermEnrollments.CourseDeliveryTypeCode
and TermEnrollments.OnlineLearningTypeCode
GPA_IND
GPA Indicator
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates if the grade should be included in calculation of GPA.
This indicator is set for university records depending on the letter grade
provided, so ‘A’, ‘B’, “C’, ‘D’ or ‘F’ correspond to ‘Y’ and others to ‘N’.
Valid Codes: ‘Y’ or ‘N’.
CTC Source: TRANSCRIPTS.GPA_IND
PCHEES source: derived from TermEnrollments.GradeLetterCode
LTR_GR
Letter Grade
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Code indicating the letter grade earned by the student in the
course. Although there are similarities across various institutions, there is no
common definition.
Valid Codes: For PCHEES university data ONLY:
A
Grade in the A- to A range or equivalent
B
Grade in the B- to B+ range or equivalent
C
Grade in the C- to C+ range or equivalent
D
Grade in the D- to D+ range or equivalent
F
Grade of F or equivalent
I
Incomplete
S
Grade of ‘Satisfactory’
U
Grade of ‘Unsatisfactory’
W
Withdrawn
X
Grade or status for course not yet posted
7
Continuing course; grade not yet assigned
8
Course dropped (Not an official withdrawal)
There is a lookup table available in MRTE_Data (luCOLLEGE_GRADES) that
lists letter grades by college if needed to validate CTC letter grades.
CTC Source: TRANSCRIPTS.GR
PCHEES source: TermEnrollments.GradeLetterCode
Page 44 of 56
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MRTE+ Data Dictionary
Course/Transcripts Data
REMEDIAL_COURSE
Remedial Course
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Indicates if this course is a remedial course. For CTC data, a
course is considered remedial if the CIP starts with ‘33’.
Valid Codes: ‘Y’ or ‘N’.
CTC Source: derived from TRANSCRIPTS.CIP
PCHEES source: derived from TermEnrollments.IsRemedialCourse
Page 45 of 56
Revised: September 11, 2013
MRTE+ Data Dictionary
Completions Data
COMPLETIONS DATA
This table contains one record per student per institution per completion. Data for the community and
technical colleges is derived from the SBCTC Data Warehouse STUDENT _DEGREE table. Primary
source for university data is the PCHEES Term Completions extract table.
INST_ID
Institution ID
(PK)
Data Type: Text
Size: 6
Allow Null: No
Definition: IPEDS institution Unit ID.
Validation:

Must be exactly six digits long

Must contain only numeric characters

Values are determined by IPEDS. Codes for individual colleges and
branches are available at the IPEDS web site http://nces.ed.gov/ipeds
CTC Source: derived from COMPLETIONS.COLLEGE
PCHEES source: derived from TermCompletions.InstitutionCode
CAMPUS_ID
Campus ID
(PK)
Data Type: Text
Size: 3
Allow Null: No
Definition: For CTC records, this is the three digit college code. For
universities, this is the two digit campus code of admission.
Validation:

Must be either two or three digits long

Must contain only numeric characters

May include leading zeroes
CTC Source: COMPLETIONS.COLLEGE
PCHEES source: TermCompletions.AdmitCampusCode
Page 46 of 56
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MRTE+ Data Dictionary
Completions Data
STU_KEY
Student Key
(PK)
Data Type: Binary
Size: 20
Allow Null: No
Definition: Randomized, de-identified student key. This key is created from
a probability match process of student demographic information. The key
itself is a hash value based on date and sequence of addition and does not
contain or derive from any demographic data. This field is intended primarily
for matching purposes, not for entry.
Validation:

Must be exactly 12 characters long. STU_KEY may contain upper or
lowercase alphabetic characters (A-Z, a-z), numeric characters (0-9) or
special characters ‘&’ and ‘!’.
Source: Probability match process
YEAR
Term Year
(PK)
Data Type: Text
Size: 6
Allow Null: No
Definition: Six digit academic year of term data. For the academic year
beginning on July 1st, 2009 this would be “200910”.
Validation:

Must be exactly six digits long

Must contain only numeric characters

Digits 1-4 should represent a valid past year

Value of digits 5-6 should equal value of digits 3-4 plus one
CTC Source: derived from COMPLETIONS.YEAR
PCHEES source: TermCompletions.AcademicYear
QUARTER
Term Quarter
(PK)
Data Type: Text
Size: 1
Allow Null: No
Definition: One-character code identifying the specific quarter of term data.
Valid Values:
1
Summer
2
Fall
3
Winter
4
Spring
CTC Source: COMPLETIONS.QUARTER
PCHEES source: derived from TermCompletions.TermCode
Page 47 of 56
Revised: September 11, 2013
MRTE+ Data Dictionary
Completions Data
YRQ
Year/Quarter
Data Type: Text
Size: 4
Allow Null: No
Definition: Code for academic year and quarter of the record term. The first
three characters represent the academic year (e.g., A56 for the academic year
2005-2006). The last digit is a code that represents the academic quarter. This
field is typically only used by SBCTC and will be empty if the value was not
supplied in the Participant file.
Valid Codes:
Academic Year (partial list):
990
1999-2000
A45
2004-2005
A56
2005-2006
A67
2006-2007
A78
2007-2008
A89
2008-2009
B01
2010-2011
B12
2011-2012
Academic Quarter:
1
Summer
2
Fall
3
Winter
4
Spring
CTC Source: derived from STUDENT.YEAR and STUDENT.QUARTER
PCHEES source: derived from TermEnrollments.AcademicYear and
TermEnrollments.TermCode
RECORD_NUMBER
Record Number
(PK)
Data Type: Text
Size: 1
Allow Null: Yes
Definition: Used to create a unique key when more than one completion is
recorded in a single term. This simply assigns a sequence ID number to
records starting with ‘1’ and continuing while there are more records for a
particular institution, student and term
Valid Codes: ‘1’ through ‘9’.
Source: Calculated field.
Page 48 of 56
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MRTE+ Data Dictionary
Completions Data
PROGRAM
Program Concentration CIP
_CONCENTRATION
Data Type: Text
_CIP
Size: 6
Allow Null: No
Definition Six-digit code identifying the student’s program concentration.
CIP codes (Classification of Instructional Programs) are created by the US
Department of Education to describe the subject area of courses and major
areas of study.
Validation: CIP codes are available at the website
http://nces.ed.gov/ipeds/cipcode
CTC Source: COMPLETIONS.CIP
PCHEES source: derived from TermCompletions.MajorCode(CIP6)
PROGRAM_FIELD
Program Concentration CIP
_OF_STUDY_CIP
Data Type: Text
Size: 6
Allow Null: Yes
Definition Six-digit code identifying the field of study associated with the
completion. CIP codes (Classification of Instructional Programs) are created
by the US Department of Education to describe the subject area of courses and
major areas of study.
Validation: CIP codes are available at the website
http://nces.ed.gov/ipeds/cipcode
CTC Source: N/A
PCHEES source: derived from TermCompletions.ConcentrationCode(CIP6)
Page 49 of 56
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MRTE+ Data Dictionary
Completions Data
IPEDS_COMPL_TYPE
IPEDS Completion Type
Data Type: Text
Size: 2
Allow Null: Yes
Definition: Indicates the level of degree or certificate associated with the
completion..
Valid Codes:
2007-08 through 2009-10:
01
Postsecondary award, certificate, or diploma of less
than one academic year (less than 900 contact or
clock hours)
02
Postsecondary award, certificate, or diploma of at
least one but less than two academic years (at least
900 but less than 1800 contact or clock hours)
03
Associate's degree
04
Postsecondary award, certificate, or diploma of at
least two but less than four academic years (at least
1800 contact or clock hours)
05
Bachelor's degree
06
Post-baccalaureate certificate
07
Master's degree
08
Post-master's certificate
09
Doctor's degree
10
First-professional degree
11
First-professional certificate (Post-degree)
98
No degree or certificate
Valid values beginning 2010-11:
01
Postsecondary award, certificate, or diploma of less
than one academic year (less than 900 contact or
clock hours)
02
Postsecondary award, certificate, or diploma of at
least one but less than two academic years (at least
900 but less than 1800 contact or clock hours)
03
Associate's degree
04
Postsecondary award, certificate, or diploma of at
least two but less than four academic years (at least
1800 contact or clock hours)
05
Bachelor's degree
06
Post-baccalaureate certificate
Page 50 of 56
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MRTE+ Data Dictionary
Completions Data
07
Master's degree
08
Post-master's certificate
17
Doctor's Degrees (Research/Scholarship)
18
Doctor's Degrees (Professional Practice)
19
Doctor's Degrees (Other)
98
No degree or certificate
CTC Source: N/A
PCHEES source: TermCompletions.DegreeProgramLevelCode
CTC_COMPL_TYPE
CTC Completion Type
Data Type: Text
Size: 1
Allow Null: No
Definition: Type of award the student received. Awards for university
records are converted to closest available award type.
Valid Codes:
1
General Studies Degree
2
Certificate, >= 90 credits or 1800 hours
3
Certificate, 45-89 credits or 900-1799 hours
4
Certificate, < 45 credits or 900 hours
5
Apprenticeship
6
High School Completion
7
GED Certificate
9
Non-Degree/Non-Certificate Award
A
AS-T Degree Track 1
B
AS-T Degree Track 2
C
Associate in Arts – Transfer Non-DTA
D
Associate in Arts – Transfer DTA
E
Associate in Elementary Education – DTA/MRP
F
Associate in Business – DTA/MRP
G
Associate in Math Education – DTA
H
Associate in Physics Education – AS-T Track 2
I
Associate in Chemistry Education – AS-T Track 1
J
Associate in Biology Education – AS-T Track 1
K
Associate in General Science Education – AS-T
Track 1
L
Associate in Earth Space Ed – DTA/MRP
M
Associate in Technology – DTA/MRP
N
Associate in Pre-Nursing – DTA/MRP
O
Associate in Bioengineering and Chemical
Engineering – AS-T/MRP
Page 51 of 56
Revised: September 11, 2013
MRTE+ Data Dictionary
Completions Data
P
Associate in Computer Engineering and Electrical
Engineering – AS-T/MRP
Q
Associate in Mechanical, Civil, Aeronautical,
Industrial and Materials Science Engineering –
AS-T/MRP
R
Associate in Biology – DTA/MRP
S
Associate in Mechanical Engineering Technology –
AS-T/MRP
T
Associate in Applied Science - T - AAS-T
U
Applied Baccalaureate Degree
V
Associate in Construction Management –
DTA/MRP
W
Associate in Electronics Engineering Technology
and Computer Engineering Technology –
AS-T/MRP
X
Associate in Computer Science – AS-T or DTA/MRP
(pending approval)
Y
Associate in Computer/Info Systems – DTA/MRP
(pending approval)
Z
Core Transfer Agreement at 45 credits
CTC Source: derived from COMPLETIONS.EXIT_CODE
PCHEES source: derived from TermCompletions.DegreeProgramLevelCode
INSTITUTIONAL_
Credits Earned Toward this Completion at the Granting Institution
CREDITS_EARNED
Data Type: Number/Decimal
Precision: 6
Scale: 2
Allow Null: Yes
Definition: Number of credits student earned toward this completion at the
granting institution.
Validation: Must be a valid decimal number.
CTC Source: currently N/A
PCHEES source: TermCompletions. CompletionCreditsEarned(Institutional)
Page 52 of 56
Revised: September 11, 2013
MRTE+ Data Dictionary
Completions Data
NONINSTITUTIONAL
Credits Earned Toward this Completion at Other Institutions
_CREDITS_EARNED
Data Type: Number/Decimal
Precision: 6
Scale: 2
Allow Null: Yes
Definition: Number of credits student earned toward this completion at
institutions other than the granting institution .
Validation: Must be a valid decimal number.
CTC Source: currently N/A
PCHEES source: TermCompletions. CompletionCreditsEarned(NonInstitutional)
Page 53 of 56
Revised: September 11, 2013
MRTE+ Data Dictionary
Index
AGE, 27
DEGREE_SEEK, 13
BACCALAUREATE_CLASS_STANDING,
36
DUAL_ENROLL, 30
EARNED_DEGREE_IN_SYSTEM, 14
BIRTHYR, 13
eLEARNING_MODE, 43
CAMPUS_ID, 12, 25, 37, 46
EVER_BASICSKILLS_IND, 14
CLVL_IND, 41
EVER_PRECOLLEGE_IND, 14
COURSE_CIP_CODE, 41
FA_AID_TYPE_IND, 33
COURSE_FUNDING_SOURCE, 41
FA_RECEIVED_IND, 32
COURSE_ID, 39
FAMILY_STATUS, 15
COURSE_ITEM, 40
GENDER, 15
COURSE_TITLE, 40
GPA_IND, 44
CREDITS_ATTEMPTED, 42
HS_GPA, 15
CREDITS_EARNED, 42
HS_GRAD_YR, 16
CTC_COMPL_TYPE, 51
HS_LAST_ATTENDED, 16
CUM_CLVL_CRS, 29
INST_ID, 12, 25, 37, 46
CUM_CLVL_GR_PTS, 29
INSTIT_CATEGORY_INDICATOR, 31
CUM_GPA, 28
CUM_GR_CRS, 28
INSTITUTIONAL_CREDITS_EARNED,
52
CUM_GR_PTS, 28
INTENT, 17
CUM_TOT_CRS, 29
INTERNATIONAL_STUDENT, 17
CURRENT_TERM_CREDITS_ENROLLE
IPEDS_COMPL_TYPE, 50
D, 30
DEC_GR, 42
LTR_GR, 44
MATCHABLE, 24
Page 54 of 56
Revised: September 11, 2013
MRTE+ Data Dictionary
Index
NCR, 31
QUARTER, 26, 38, 47
NONINSTITUTIONAL_CREDITS_EARN
RACE_ETHNIC_CODE, 21
ED, 53
RACE_ETHNIC_INDICATOR, 22
PLAN_ATTND, 18
RECORD_NUMBER, 48
PLAN_WORK, 18
REMEDIAL_COURSE, 45
PREVIOUS_CREDITS_TRANSFERRED,
19
RESIDENCE_COUNTY, 23
RESIDENCY_STATUS, 33
PREVIOUS_INSTITUTION, 19
PREVIOUS_INSTITUTION_GPA, 19
SES, 24
PRIOR_ED, 20
STU_KEY, 13, 26, 38, 47
PROGRAM_CONCENTRATION_CIP, 32,
49
STUDENT_TYPE, 34
PROGRAM_FIELD_OF_STUDY_CIP, 32,
49
PURP_ATTND, 20
TERM_GPA, 34
WORK_ATTEND, 35
YEAR, 26, 38, 47
YRQ, 27, 39, 48
Page 55 of 56
Revised: September 11, 2013