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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