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The PDP Data Submission Guide

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The PDP Data Submission Guide Postsecondary Data Partnership (PDP) Data File Submission Guide AUGUST 10, 2021 Postsecondary Data Partnership (PDP) Data File Submission Guide August 10, 2021 Table of Contents Version History ................................................................................................................................................ 5 About This Guide ............................................................................................................................................. 6 About the PDP ................................................................................................................................................. 7 Benefits of Using the PDP ......................................................................................................................................... 7 Learn More ............................................................................................................................................................... 7 Types of Data to Submit ........................................................................................................................................... 7 The PDP Data Submission Process ........................................................................................................................... 8 Creating a Data File .......................................................................................................................................... 9 Students to Include .................................................................................................................................................. 9 Data File Types ....................................................................................................................................................... 10 Formatting a Data File ............................................................................................................................................ 10 File Size .............................................................................................................................................................. 11 File Name .......................................................................................................................................................... 11 Variables ............................................................................................................................................................ 12 Filler Fields ........................................................................................................................................................ 12 Records .............................................................................................................................................................. 12 Formatting Data File Records ................................................................................................................................. 13 Header Record .................................................................................................................................................. 13 Trailer Record .................................................................................................................................................... 14 Column Header Record ..................................................................................................................................... 14 Detail Records ................................................................................................................................................... 15 Sample Data Files ................................................................................................................................................... 31 Cohort Data File ................................................................................................................................................ 31 Course Data File ................................................................................................................................................ 31 Financial Aid Data File ....................................................................................................................................... 32 Submitting a Data File .....................................................................................................................................33 When to Submit Data Files ..................................................................................................................................... 33 2 Postsecondary Data Partnership (PDP) Data File Submission Guide August 10, 2021 Effective Dates .................................................................................................................................................. 34 Data Submission Timeline ...................................................................................................................................... 34 Uploading Data Files ............................................................................................................................................... 35 Reviewing Submissions ...................................................................................................................................36 Filtering Submissions .............................................................................................................................................. 36 Status Definitions ................................................................................................................................................... 37 General .............................................................................................................................................................. 37 Validation Checks .............................................................................................................................................. 37 Confirmation ..................................................................................................................................................... 37 Data Quality Checks .......................................................................................................................................... 37 Validation Checks ................................................................................................................................................... 37 Resolving Validation Errors ............................................................................................................................... 38 Common Validation Errors ................................................................................................................................ 38 Rejecting and Certifying ......................................................................................................................................... 39 Certifying Submissions ...................................................................................................................................... 39 Rejecting Submissions ....................................................................................................................................... 40 Data Quality Checks ............................................................................................................................................... 41 Reviewing Data Quality Errors .......................................................................................................................... 41 Overriding Data Quality Errors .......................................................................................................................... 42 Recertifying Submissions ........................................................................................................................................ 45 Certifying vs. Recertifying ................................................................................................................................. 46 Recertifying a Submission ................................................................................................................................. 46 Updating Previously Submitted Data ...............................................................................................................49 Types of Update Files ............................................................................................................................................. 49 What You Can Update ............................................................................................................................................ 49 Cohort Update File ............................................................................................................................................ 49 Course Term Update File .................................................................................................................................. 50 Course Update File ............................................................................................................................................ 50 3 Postsecondary Data Partnership (PDP) Data File Submission Guide August 10, 2021 Formatting an Update Data File ............................................................................................................................. 50 Header Record .................................................................................................................................................
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