General Instructions for Completing the Annual Performance Report



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(3) How should the date fields be formatted (i.e., fields # 8, 22, 30, 37, 44, 46, and 48)?

Please review carefully the Valid Field Content column to ensure that the data submitted is in the correct format. All date fields should be formatted as follows: two digits for month; two digits for day; two digits for century; and two digits for year. For the student’s date of birth (field #8), you are required to provide the full, precise date (month, day, and complete year). Moreover, the Department needs an accurate month and a year for several fields used in establishing cohorts and calculating objectives: Date of First Project Service (field #22), Date of Last Project Service in VUB (field #30), Date of First Postsecondary Enrollment (field #37), and dates of completing postsecondary credentials (fields #44, 46, and 48). If the day is unknown, use 15. For example, a participant’s date of first project service of September 2008 would be formatted as follows: 09/15/2008. To ensure that the date is properly imported, always insert slashes and use the zero before one-digit months and days.


(4) How should “Not Applicable” and “Unknown” be reported?

With the exception of fields #7, 10–15, and 50, leaving a field blank is not an option. In general, the format for the data fields uses “0” or a series of “0s” to allow a project to indicate “Unknown”; “9” or a series of “9s” indicates “Not Applicable, prior participants.” An “8” or a series of “8s” indicates “Not Applicable, participant has not yet completed the educational program offered by the project.” Since some exceptions to this practice were unavoidable, please observe the specific options stated for each field.


(5) Where are the objectives found?

The objectives for the program are found in the “Definitions That Apply” pages at the end of this document. A tab in the Web application will be pre-populated with the target percentages you have set for your project’s objectives.



SECTION II: SUPPLEMENTAL INSTRUCTIONS

FOR SPECIFIC FIELDS



Project Identifiers




Field #1—PR/Award Number (pre-populated)

Once the grantee has successfully logged in to the VUB APR Web application, this field will be pre-populated for each participant record.



Field #2—Batch Year (pre-populated)

Use the four-digit year provided on the form. This number will change with each year’s submission. The Batch Year designates the fiscal year funding for the project period reported. TRIO grants are forward-funded. Therefore, as an example, fiscal year 2014 funds are used to support project activities in the 2014–15 program year. Thus, the data file for Batch Year 2014 will include information on project participants served or tracked during program year 2014–15.



Participants’ Demographic Information

Field #4---Social Security Number (SSN)

SSNs are very important as they allow the Department to match participant lists with the federal financial aid files for purposes of tracking participant outcomes. If a project does not know the SSN for a student, please enter “0s” rather than enter other forms of identification numbers. So as to allow participants’ records to match across years, this data must match your 2013–14 APR (except for students new in 2014–15).


Fields #5–#8—Student Identifying Information

Please pay special attention to the required formatting for each field. So as to allow participants’ records to match across years, this data must match your 2013–14 APR (except for students new in 2014–15).


Fields #9–#14—Gender, Ethnicity (Hispanic) and Race

On October 19, 2007, ED released revised, Department-wide guidance on how institutions should collect and maintain data on race and ethnicity and on how they should report such data in the aggregate:


http://www.gpo.gov/fdsys/pkg/FR-2007-10-19/pdf/E7-20613.pdf
Because Veterans Upward Bound grantees report individual data, they should not follow the portions of the guidance that cover aggregate reporting; they must, however, collect and maintain data as indicated in the guidance. The Department required the new guidance to be implemented by the fall of 2010 for the 2010–11 school year, though grantees were encouraged to implement earlier, if possible. (Note that projects may leave the race and ethnicity fields blank for prior year participants who left the project before the project implemented the guidance.)

Collection procedures in the guidance require grantees to collect data on race and ethnicity on all participants using a two-part question: first, the grantee asks the respondent whether he or she is Hispanic/Latino; second, the grantee asks the respondent to select one or more races from the five racial groups listed. The grantee reports the responses in fields 10–15 of the APR. If, for example, a VUB participant identifies himself or herself as Hispanic, Asian, and White, entries for the fields would appear thus:

Field 10: 1, Yes, participant is identified as Hispanic/Latino

Field 11: 2, No, participant is not identified as American Indian/Alaskan Native

Field 12: 1, Yes, participant is identified as Asian

Field 13: 2, No, participant is not identified as Black or African American

Field 14: 1, Yes, participant is identified as White

Field 15: 2, No, participant is not identified as Native Hawaiian or Other Pacific Islander.



If the participant declines to answer questions about race and ethnicity, the grantee should use observation, as discussed in the guidance. While grantees should make a good effort to collect data on race and ethnicity for all participants, if for some highly unusual reason the race and/or ethnicity of a particular student is unknown, as a last resort the grantee may leave the race and/or ethnicity fields blank. For further details on the guidance for collecting data, please see the full Federal Register notice. Grantees are responsible for implementing all relevant aspects of the guidance. Note that the Department encourages institutions to allow all current students to re-identify their race and ethnicity using OMB's 1997 standards (see page 59276 of the notice), but does not require institutions to do so. For definitions of the ethnicity and race categories, refer to the “Definitions That Apply” section of these instructions.


Eligibility Information




Field #16– Eligibility (At Time of Initial Selection)


The statute and regulations governing the Upward Bound programs require that an individual, at the time of initial selection for the project, must be a “low-income individual,” a “potential first-generation college student,” or “an individual who has a high risk for academic failure.” (These terms are defined in the section on “Definitions That Apply.”) No less than two-thirds of the project’s participants each year must be low-income and potential first-generation college students or low-income, potential first-generation, and at high risk for academic failure; the remaining one-third must be low-income individuals, potential first-generation college students, or individuals who have a high risk for academic failure.
In field #16, please select the appropriate option for the criterion or criteria that apply to each participant. An individual participant might meet one, two, or all three criteria.
Although a participant need only meet one of three criteria (low-income, potential first-generation college student, or at high risk for academic failure) to be eligible, the Department requires projects to assess a new participant’s eligibility using all three criteria and to report accordingly. For example, if a participant is low-income and potential first-generation, and if he or she meets at least one of the criteria for high-risk status, the project should select the new option “7” (low income, first generation, and at high risk).
Because the high-risk eligibility status is new to the 2012–17 grant cycle, the Department is aware that information on high risk would not be available for participants first served prior to the 2012–13 project year; further, the Department recognizes that projects may not have collected this information on all new participants first served in the 2012–13 or 2013–14 project years. Beginning with the 2014–15 project year, however, a project is expected to assess a new participant’s eligibility using all three criteria and to report accordingly.
By adding these new combinations of eligibility, the Department is in no way requiring or expecting projects to serve more participants that are at high risk. As noted above, the statute and regulations require that at least two-thirds of the participants an UB project serves each year be low-income individuals who are potential first-generation college students. Those individuals who have all three characteristics—that is, those who are low income, first generation, and at high risk for academic failure--would of course be counted in the two-thirds.

Fields #17–19—Evidence of High Risk Status for Academic Failure (At Initial Selection)

As indicated above, one criterion for eligibility in the Upward Bound programs is high risk for academic failure. The program regulations define a veteran at such risk as one who, at the time of initial selection, (a) has been out of high school or dropped out of a program of postsecondary education for five or more years; (b) has scored on standardized tests below the level that demonstrates a likelihood of success in a program of postsecondary education; or (c) meets the definition of an individual with a disability as defined in §645.6(b). Information collected in fields #17–19 will indicate whether a participant is at high risk for academic failure, as so defined, and therefore eligible for services. In fields #17–19, please indicate “Yes,” “No,” or “Unknown” for each field. An individual participant might meet one, two, or all three criteria.


As explained in the discussion of field #16 (above), as of the 2014–15 project year the Department expects projects to assess all new participants’ eligibility based on all three criteria; this will include determining if the participant has been out of school for five years, has low standardized test scores or is disabled, so as to be able to respond to fields #17–19 without extensive use of the “Unknown” option. For any student coded in eligibility field #16 as 4 (high risk), 5 (low income and high risk), 6 (first generation and high risk), or 7 (met all three criteria), the project must indicate that the student was at high risk in at least one of fields #17, 18, or 19. If the project did not collect data on at-risk status for new participants in 2012–13 or 2013–14, the project may continue to use “Unknown” as necessary for those participants in fields #17–19. Since grantees would not have collected data on these at-risk criteria for prior participants served before the 2012–17 cycle, option 9 (“Not applicable, prior or continuing participant served before 2012–17 cycle”) is provided in fields #17–18.

Regarding Field #18, also note that proficiency on standardized tests is used for two purposes in the APR: as a criterion for at-risk status here, and as a measure of the academic improvement PE objective in field #29. A project’s response for field #29 might change over several reporting periods, but for field #18, the response must not change once it is submitted.

For Field #19 (Disability), disability is defined in section 12102 of the Americans with Disabilities Act (42 U.S.C. 12101 et seq.) and is one of three criteria used to determine if a participant is “at high risk for academic failure.” In the prior APR, a VUB project was required to report on the disability status of a participant for demographic purposes. Therefore, in this new field, report on the disability status of all current year and prior-year participants.

Field #20--Academic Need, At Time of Initial Selection

In accordance with 34 CFR 645.3(c), a project, in selecting individuals to participate in a VUB program, must determine that an individual needs academic support if he or she is to pursue successfully a program of postsecondary education.  Field #20 lists criteria (other than those listed in fields #17–19) commonly used by projects to determine an individual’s need for services; please choose whichever criterion was primary for the student.  If the project has already indicated in fields #17–19 that a participant has academic need sufficient to demonstrate at-risk status for academic failure (as defined in the UB program regulations), the project might or might not choose option 1 (Need established in one or more of the At Risk fields), depending on which criterion in fields #17–20 was primary for the student’s need for services.



Fields Concerning Participation in VUB




Field # 21—Recruitment

Please indicate how the participant came to your project.



Field #22 –Date of First Project Service

Do not use the date of acceptance into the project unless that is the same as the date of first service. Use the original month and year of service at this project even if the participant subsequently left and reentered. If the participant transferred from another VUB project, in this field give the month and year of first service at the project submitting the report.


For continuing and prior participants, use the date entered in the earlier APR, even if it was a date of entry that differed from the date of first service. Please note that accuracy is particularly important for this field.

Fields #23–25

Self-explanatory.



Field #26—Participant Status

For each participant, the grantee must review the options available and select or update this field as appropriate. The participant status options, defined in Section II, for 2013–14 include:

New participant

Continuing participant

Reentry participant, previously served by project submitting report

Prior-year participant


Refer to the VUB APR, Section II (Record Structure for Participant List), for definitions of the participant status options, and to the “Definitions That Apply” section of these instructions for participant eligibility requirements (as noted in 34 CFR 645.3) and the definition of a veteran (as noted in § 645.6).
With regard to a reentry participants, please note that participants who enrolled in postsecondary education after leaving VUB are no longer eligible to reenter VUB. The Department recognizes that in past years VUB projects may have allowed former participants, who following participation in VUB enrolled in a program of postsecondary education, to reenter VUB. Because some grantees may not have been aware of the Department’s policy regarding reentry participants prior to the approval of the new VUB APR in May 2014, a grantee is allowed to report on participants who received services from VUB after having participated in VUB and after having enrolled in a program of postsecondary education during the 2012–13 or 2013–14 project years. Beginning with the 2014–15 project year, however, a project may not serve these individuals.

Field#27--Served By Another Federal Program Similar to VUB


Self-explanatory.

Field# 28— Called To Active Duty

Select option 1 for an individual who was called to active duty during the 2014–15 project year as a current participant (that is, a new, continuing, or reentry participant). Select option 2 for prior-year participants who had been called to active duty and who served in the military during project year 2014–15.


Field #29—Academic Improvement on Standardized Test

This field refers to the first performance objective listed in the VUB application package for the 2012 competition: applicants were required to indicate what percentage of participants who would complete their VUB program during each project year would improve their academic skills as measured by a standardized test taken before and after receiving services from the project. For all participants who completed their VUB program during the 2014–15 budget period, select among options 1, 2, or 3. For those who did not complete the program during 2014–15, select option 8 or 9. (Note that 0, “Unknown,” is no longer an option for this field.)


For participants coded with option 1 or 2, grantees should keep records of the test each participant took, the dates of administration, and the participant’s scores. Grantees should also document their rationale for determining whether a change in scores constituted improvement; such a rationale should presumably be based on the design and content of the test, on background information the test publisher provided about the test, and on the experience of the project with similar students using the test.

Field #30—Date of Last Project Service

If a veteran is still a participant in the VUB project, enter “8s” (“Not applicable, still in the educational program offered by the project”). Report a date of last service only for those participants who the project believes will not return. When reporting a date of last service, please do so regardless of the amount of time the veteran spent in the program. Providing these dates will allow the Department to obtain an accurate measure of the average length of time spent in the program. If a project omitted in last year’s report a date of last service for a given participant who subsequently did not participate in the year on which the project is now reporting, please include that participant in this year’s report as a prior participant and record a date of last project service for him or her, even if the date occurred in the prior reporting period.

For those VUB participants who dropped out of the program, it would be best to use the date the participant last attended a program activity or received any kind of help from the project. This could include contacting a participant regarding attendance in project activities, providing advice, counseling, etc. If that information is not available, you may use the date the participant was no longer on the project’s active list.
For reentry participants, use 88/88/8888 (“Not applicable, participant is still in the program”) if the individual did not complete the program during the project year; enter a new date of last service if the student has again left the program or completed it.

Field #31--VUB Educational Program Completion Year

Grantees should follow the instructions in Section II carefully, as this field is used for calculating performance measures and PE points for three objectives (academic improvement on standardized test, education program retention and completion, and postsecondary enrollment). As a reminder, in 2013–14 the APR added two new options and made some revisions in existing options to increase accuracy and precision for this field’s role in calculating postsecondary enrollment. The changes were these:




  1. Option 3333 refers to reentry participants who had not enrolled in postsecondary education and who are still in the program at the time the APR is submitted.

  2. Option 7777 applies to those who left the project before completing it, yet enrolled in a program of postsecondary education. Participants assigned a completion year value of 7777 should be assigned a postsecondary education cohort value of 9999 in field #38.

  3. Codes 88 and 99 in the 2012–13 APR became codes 8888 and 9999 in 2013–14. 8888 is identical to the 2012–13 APR’s 88, but 9999 gained an additional criterion in 2013–14. In 2012–13, code 99 indicated that a participant had left VUB before completing the program; as of 2013–14, the APR added that a participant coded 9999 also has not yet enrolled in a program of postsecondary education.

Please refer to column one of the “Calculating Postsecondary Enrollment Cohorts” table at the end of these instructions for guidance on selecting the correct completion year for participants served during the reporting year. Projects should determine completion years based on dates of their project years. The majority of projects have September 1–August 31 project years, and for these projects, a participant must have completed the VUB program by August 31, 2015 to be counted in the 2014–15 completion year. For the projects with October 1 start dates, however, a participant must have completed the program by September 30, 2015 to belong in that completion year.


Note that a project should choose the 2015 completion year 2015–16) for a participant only in situations in which the individual actually completed the program no earlier than September 1 or October 1, 2015, depending on the starting date of the project year. The participant’s date of last service (field #30) should be no later than the date you submit the APR.

Field #32--Reason for Leaving VUB Program

For any participant for whom you report a VUB completion year in field #31, you should also select option 1, successfully completed program, in field #32. For participants still in the VUB program, select 88. If the participant left VUB without completing the VUB educational program, select one of the other options.




Fields #33–36—Select Project Services

Of the academic instruction and services required or permitted by the authorizing statute and implementing regulations, the APR requests data on four services and activities of special interest to the Department. Complete these fields only for those participants served by the project during the reporting period. If the participant received the service, select 1 = Yes; if not, select 2 = No. If the project did not offer the service, choose “8”; use 9, Not Applicable, for prior participants. Please refer to the section on “Definitions That Apply” for definitions of the services and activities.


Field #37 – Date of First Postsecondary School Enrollment

Report the date of first postsecondary enrollment only for those VUB participants who have left the program (either successfully completing VUB or not). Do not use dates of any postsecondary enrollment prior to participation in VUB. If the participant has taken one or more non-credit postsecondary courses but is still participating in VUB, the participant should not be considered enrolled in postsecondary education. (Note that, as cited in field #26 [Participant Status], participants who enroll in a program of postsecondary education after leaving VUB will no longer be eligible to reenter the VUB program as of project year 2014–15.)


You do not need to provide the exact day; you may use 15 (midpoint of the month). If the exact month or year is uncertain, use 00/00/0000 (“Unknown”).
Once the date of first postsecondary enrollment has been submitted in one year’s APR, the date must not change in a later reporting year.

Field #38-- Postsecondary Education Enrollment Cohort

This field is used to establish the cohort of participants who will form the denominator for each project’s postsecondary completion objective and for relevant performance measures described in the 2012 VUB grant application instructions and listed in “Definitions That Apply.” A postsecondary education enrollment cohort can be set for a participant only when he or she has



  • completed the VUB program in one project year and

  • enrolled in a program of postsecondary education no later than the end of the subsequent project year for the first time since completing the VUB program.

Once established, specific cohort years will not be adjusted in later years.


A participant is disqualified from belonging to a cohort year if he or she

  • completed the VUB program but did not enroll in a postsecondary education program within the specified timeframe, or

  • enrolled in a postsecondary education program without having completed the VUB program...

Please note that project years and cohort years do not coincide precisely: project years run September 1–August 31 or October 1–September 30, while cohort years run August 1–July 31 to coincide with the most common enrollment patterns. Thus, a participant who completed VUB in project year 2013–14 and enrolled in a postsecondary program in project year 2014–15 will belong in a cohort, but it will be the 2014 cohort if he or she enrolls by July 31, 2015, or the 2015 cohort if enrollment occurs in August or September 2015. (Please see the cohort table at the end of “Definitions That Apply.”)


A cohort may be set for a participant only when he or she completed the VUB program in one project year and enrolled in a program of postsecondary education no later than the end of the subsequent project year for the first time since completing the VUB program. Please note that any participant who completed the program in the 2013–14 project year (field #31, Completion Year = 2013) must enroll in postsecondary education by the end of the 2014–15 project year to be counted as a member of a cohort; otherwise, the participant will not qualify for one. Therefore, you should be sure to ascertain whether these individuals enrolled in postsecondary education before the end of the 2014–15 project year, and, for those that did enroll, you must report in field #37 the date of first postsecondary school enrollment in the 2014–15 APR. Such participants who enrolled within the period August 1, 2014 through July 31, 2015 will be members of the 2014 cohort; those who enrolled within the period August 1, 2015 through September 30, 2015 will be members of the 2015 cohort.
Also note that all participants who qualify for the 2014 postsecondary enrollment cohort must be reported in the 2014–15 APR; this includes any individuals who completed the VUB program in 2014–15 and enrolled in postsecondary by the end of the 2014–15 academic year, i.e., by July 31, 2015. No participants will be added to the 2014 postsecondary enrollment cohort in an APR later than the 2014–15 APR.

In addition to cohort years, field #38 contains the following codes:


8888 refers to participants who have not yet enrolled in a postsecondary program; the rules for establishing cohort years allow these participants to have the potential to belong to a cohort. 8888 is correctly used for:

  • Individuals who were participating (or had reentered) in VUB at the end of the project year reported, and had not previously completed the VUB program and enrolled in postsecondary education following participation in VUB;

  • Participants who had completed VUB during the project year but have not yet enrolled in a postsecondary education program (they have until the end of the subsequent project year to do so); and

  • Participants who left VUB without completing the program and who have not yet enrolled in a postsecondary program.

9999 refers to participants who do not qualify for a cohort. 9999 is correctly used for:



  • Participants who completed VUB during one project year, but had not enrolled in a postsecondary program by the end of the subsequent project year

  • Participants who enrolled in a program of postsecondary education after leaving, but not completing, VUB.

  • Participants who completed VUB during the 2013–14 project year and enrolled in a postsecondary education program on a date within the 2013 cohort (see table at end of these instructions), but whose enrollment date and cohort year were not reported in the 2013–14 APR.

Participants coded as 8888 in one project year may remain coded 8888 in the next project year (if, for example, they are still in the VUB project at the end of the next project year), may become members of a cohort if they complete VUB and enroll in a postsecondary program within the established timeframe, or may be coded 9999 in the next project year if they become disqualified for a cohort.


As noted in the section of these instructions on participants for whom the grantee should provide data (pages 1–3), the Department has removed from this year’s download file all individuals with the cohort code 2222, which refers to those who completed the VUB program and enrolled in a postsecondary education program prior to the 2008–09 project year. Since some grantees might wish to restore to this year’s file certain participant records that we have deleted, code 2222 remains a valid option.
Establishing cohorts for participants in the 2007–12 cycle and for participants first reported in 2014–15: Grantees that were funded in the 2007–12 grant cycle were directed during that period to maintain indefinitely on their APR file all participants with a scheduled VUB program completion year of 2007–08 or later. (Note: The scheduled completion year field was discontinued in the 2012–17 APR.) Because projects were required to maintain these participant records on the APR, these grantees should thus have reliable records as to when the project first reported that the participants had successfully completed the VUB program and, if applicable, the year in which the participants enrolled in a program of postsecondary education for the first time since completing the VUB program. Using this data as reported in the APRs, and using 2012–13 and 2013–14 APRs for participants first reported in those years, the Department has established a postsecondary enrollment cohort year for each prior participant who qualifies for one. For example, a participant who completed the VUB program in the 2010–11 project year and enrolled in postsecondary education in the fall 2011 will have a cohort of 2011; a participant who completed the program in 2011–12 and enrolled in spring 2012 will also have a cohort of 2011. In establishing cohorts, the Department used 9999 in the manner described above and also for participants for whom the project provided insufficient information to establish a cohort year; for example, 9999 was established for a participant who completed VUB and appeared to have enrolled in postsecondary education, but for whom the project provided no postsecondary enrollment date.

Because the postsecondary enrollment cohort year codes that the Department established for 2008, 2009, 2010, 2011, 2012, 2013, and 2014 are derived from the data the grantees submitted in prior APRs, the Department will not allow any changes to those codes in the 2014–15 or subsequent years’ APRs. We also will not allow changes to code 9999 and to code 2222 for any participant records that the Department deleted (as discussed on pp. 2–3, but that grantees wish to restore.

At the start of the 2014–15 APR data collection, in the APR Web application the Department will make available to grantees a downloadable Excel file that includes data for this field on the postsecondary enrollment cohort years (or a code of 8888 or 9999 as discussed above) for participants first served prior to the 2014–15 reporting year.



Please remember that the cohorts in the download file are based on data in grantees’ previous APRs and that the first postsecondary enrollment following completion of the VUB program governs the cohort. If, for example, a participant first entered your VUB program in 2008 and then both completed the program and enrolled in postsecondary education in the 2008–09 academic year, his or her cohort will be 2008. If the participant then stopped out and eventually returned to your program, completing it and enrolling in PSE again in 2011, the participant’s cohort remains 2008. In such cases, the data you provide in this year’s APR reflecting the 2014–15 project year may initially appear to you inconsistent with the downloaded cohort; this is because the cohort is based on your own earlier data. (Remember, as noted in the Participant Status field [#26], as of the 2014–15 project year, participants who enrolled in a PSE program after leaving VUB will no longer be eligible to reenter VUB.)

For the 2014–15 PE assessment year, the Department will be able to calculate the postsecondary completion objective for those participants who have been assigned a PSE cohort year of 2009. The participants in this group who completed their postsecondary program within six years (that is, by August 31, 2015) will count towards the project’s success in meeting its postsecondary completion objective.



Fields #39–41

Self-explanatory.



Field #42-- Postsecondary Remediation

This information is needed for reporting on one of the performance measures described in the 2012 VUB grant application instructions and listed in “Definitions That Apply.” Please provide data as available at the time the APR is submitted for participants in the 2014 postsecondary education enrollment cohort (see field #38)—that is, those who completed the VUB educational program in project year 2012–13, 2013–14, or 2014–15 and enrolled in a program of postsecondary education in the period August 1, 2014–July 31, 2015 (for more specific information on timeframes, please refer to the cohort table at the end of “Definitions That Apply”). Select option 1 for members of the 2014 cohort who placed into college-level math and English without need for remediation in their first year of postsecondary education in the 2014–15 project year. For a definition of remediation, please see “Definitions That Apply.”



Fields #43–48-- Postsecondary Credentials Earned

The information in fields #43–48 will allow the Department to report on participants’ attainment of various kinds of credentials over varying lengths of time, as specified in the performance measures described in the 2012 VUB grant application instructions. Each type of credential is to be reported separately, as indicated in the fields.


Please note that, for calculating postsecondary completion, data in both of the fields for any credential must support enrollment. That is, a participant will count towards your completion objective only if your data comprises 1 for field #43 (Certificate/Diploma Completed) and an acceptable date for field #44 (Date of First Certificate/Diploma); or the same sort of data in both fields for an associate degree; or the same sort of data in both fields for a bachelor’s degree.
If a participant has received more than one credential of a particular kind (e.g., more than one certificate), the project should report the date that the first certificate was completed. If a participant attained more than one kind of credential (e.g., an associate degree and a bachelor’s degree), each one should be shown in the report in the respective field.
In field #47 (Bachelor’s Degree Attained), for a student enrolled in a dual degree program (see “Definitions That Apply”) who has completed four years of postsecondary instruction, use option 1 (“Yes, attained bachelor’s degree”) to indicate that the student has accomplished the equivalent of a bachelor’s degree, though a degree was not awarded.

Field #49 –Length of Active Duty

This field is designed to gather data on the extent to which participants in the postsecondary enrollment cohort year that is six years prior to the reporting period (e.g., 2009 in field #38 for the 2014–15 reporting year) were called to active duty, and on the duration of service of participants so called. The Department wishes to know to what extent this data might illuminate patterns of postsecondary completion.




Field #50—Participant’s Name Change (Optional)


If the participant changed his or her name, and if the project needs to use this information to help track the student, please enter the participant’s changed full name (i.e., first and last name). Note that the first and last names provided in fields #5 and 6 (VetLastNM and VetFirstNM) remain identifiers that the Department will use to track the student; thus fields #5 and 6 must not change from year to year.

Names entered in field #50 may be in a variety of formats, e.g., John Doe, John D. Doe, Jane Smith-Doe, Jane Smith Doe, John Doe II, John Doe, Jr. Moreover, you will be able to update this field in subsequent reporting periods.



If the student has not changed his or her name, the project need not complete field #50.
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