SEDREF Data Dictionary

SEDREF Data Dictionary. This dictionary identifies the Field name, a brief explanation of the field and the SEDREF table that the field is in.

SEDREF Data Dictionary
FIELD EXPLANATION TABLE
INST ID 12 digit unique identifier for each institution - a code with no meaning INSTITUTIONS
LEGAL NAME Legally authorized name of the institution, e.g. that which appears on a charter or license INSTITUTIONS
CORPORATE NAME The Institution's Corporate Name INSTITUTIONS
INC TYPE CODE The type of incorporation for the institution. (see descriptions PDF on info page) INSTITUTIONS
POPULAR NAME Colloquial or familiar name of the institution INSTITUTIONS
LABEL NAME 29 character length version of institution name used by the SED Printing and Inserting room systems INSTITUTIONS
MEDICAID PN Medicaid Provider Number INSTITUTIONS
SED CODE 12 digit BEDS code number assigned by the SED P-12/IRS program office OR the Inst ID code populated in for all other Institutions INSTITUTIONS
COMM TYPE CODE Type of community the institution resides in (see descriptions PDF on info page) INSTITUTIONS
NEEDS RESOURCE CODE Needs category of the Institution (see descriptions PDF on info page) INSTITUTIONS
COUNTY CODE SED's Code number of the county that the institution's main office is physically located within INSTITUTIONS
INACTIVE INDICATOR Indicates whether the institution is active or inactive. INSTITUTIONS
ESTABLISHED DATE Date the institution officially was established - this date may be very different from the "active date" below. INSTITUTIONS
SEDFIN ID ID number from SEDFIN INSTITUTIONS
HISTORY IND Indicates whether any history records exist for the institution INSTITUTIONS
SDL CODE Six digit identifier for the school district that the institution physically resides within. INSTITUTIONS
ACTIVE DATE Date this institution became active for SED purposes INSTITUTIONS
INACTIVE DATE Date this record became inactive for SED purposes. INSTITUTIONS
INST PARENT ID 12 digit INST_ID of parent organization if this institution is a child of a parent - e.g. a school in a school district. INSTITUTIONS
INST_SUB_TYPE_CODE 5 digit code indicating the minor type or sub-type of the institution (See list at bottom of info page) INSTITUTIONS
INST_TYPE_CODE 5 digit code indicating the major type or type of the institution (See list at bottom of info page) INSTITUTIONS
INST_SUCCESSOR_ID 12 digit INST_ID indicating the successor of a superseded institution. INSTITUTIONS
SDW INDICATOR There will be a 'Y' in this field for those Institutions that are part of the Student Data Warehouse (SDW) extract but do not fall under select types/subtypes recognized for the extract. INSTITUTIONS
CSE PLACEMENT ELIGIBLE There will be a 'Y' in this field for those Institutions that are approved to receive and educate students with disabilities through placement by a public school district. INSTITUTIONS
  The next 6 fields are part of EDEN and NCES. EDEN stands for Education Data Exchange Network. EDEN is a set of k-12 statistical reports gathered from state agencies by the US Department of Education.The National Center for Education Statistics (NCES) is the part of the US Department of Education's Institute of Education Sciences (IES) that collects, analyzes, and publishes statistics on education and public school district finance information in the United States.  
EDEN_NCES_LEA_ID

The 7 digit unique identifier assigned to the local education agency (LEA) by the NCES. All NY NCES LEA IDs start with 36 - this is the FIPS (Federal Information Processing Standards) code for NY state.
INSTITUTIONS
EDEN_LEA_TYPE_CODE The classification of the education agency within the geographic  boundaries of a state according to the level of administrative and operational control granted by the state. INSTITUTIONS
EDEN_LEA_OP_STATUS_TYPE The classification of the operational condition of an LEA at the start of the school year. INSTITUTIONS
EDEN_NCES_SCH_ID The 5 digit unique identifier assigned to the school by the NCES. INSTITUTIONS
EDEN_NCES_SCH_TYPE_CODE The type of education institution as classified by its primary focus. INSTITUTIONS
EDEN_SCH_OP_STATUS_TYPE The classification of the operational condition of a school. INSTITUTIONS
GRADE_ORG_CODE Code indicating the grade organization of the institution. Data represents information collected from the last completed year on the Institution Master File (IMF) database (see descriptions PDF on info page) INSTITUTIONS
APPROVAL_CODE The code representing the Entities in charge of approving Charter Schools.(see descriptions PDF on info page) INSTITUTIONS
SORIS_INST_ID For nonpublic schools. This SORIS Inst ID is the same as the Institution ID for all nonpublic schools with one building/location. For those nonpublic schools with more than one building/location, the schools have selected a parent site. The Institution ID for that parent site will serve as the SORIS Inst ID for all nonpublic school buildings in that same organization. This will enable NYSED to recognise these school locations as belonging to a single organizational entity. INSTITUTIONS
     
PAYEE_ID 12 digit unique identifier assigned to each payee record. PAYEE_INFOS
PAYEE_NAME Name of the payee - this is the name that OSC has for a vendor PAYEE_INFOS
EFT_IND Indicates whether the institution receives payments via ACH PAYEE_INFOS
VENDOR ID ON SEDREF This is the NY State Vendor ID that is assigned to an Institution once approved by the OSC/SFS agency. PAYEE_INFOS
VENDOR LOCATION ON SEDREF This is one of the fields needed as the key to the vendor's record on the vendor master file. If this is filled in, SED has approved an alternate address for payments to this Institution. PAYEE_INFOS
ADDRESS SEQUENCE NUMBER ON SEDREF This is one of the fields needed as the key to the vendor's record on the vendor master file. Like the vendor_location, if this is filled in, SED has approved an alternate address for payments to this Institution. PAYEE_INFOS
VENDOR STATUS ON SEDREF OSC vendor status for this Institution PAYEE_INFOS
EFT INDICATOR ON SEDREF Indicates whether a School District or BOCES receives payments via ACH PAYEE_INFOS
SED NOT FOR PROFIT Yes if SED designates this Institution as Not for Profit PAYEE_INFOS
INTEREST_ELIGIBLE Indicates whether this institution is eligible to receive interest payments PAYEE_INFOS
OSC ADDRESS LINE 1 Address line 1 from OSC vendor file  
OSC ADDRESS LINE 2 Address line 2 from OSC vendor file  
OSC ADDRESS LINE 3 Address line 3 from OSC vendor file  
OSC CITY City from OSC vendor file  
OSC STATE State from OSC vendor file  
OSC ZIP 5 digit zip code from OSC vendor file  
OSC COUNTRY Country from OSC vendor file  
SED APPROVED FOR PAYMENT Indicates whether this payee is approved by SED to receive payments PAYEE_INFOS
DUNS Number on SEDREF A DUNS (Data Universal Numbering System) number is a unique nine-digit number issued by Dun & Bradstreet that identifies an agency. This number is needed to report on money received by the federal government. PAYEE_INFOS
CCR/ Expiration Date on SEDREF The expiration date with the federal Central Contractor Registration (CCR) - now part of the System for Award Management(SAM). CCR is a government-wide registry for organizations doing business with the federal government. PAYEE_INFOS
DUNS VERIFIED This is set to 'Y'es after the DUNS number has been verified and approved by authorized SED staff. PAYEE_INFOS
     
ADMIN_POS_ID Unique 12 digit identifier for an administrative position associated with an institution. Any single institution may have one or more administrative positions. ADMIN_POSITIONS
TITLE Title of the administrative officer ADMIN_POSITIONS
MAIL_STOP Mail stop of address for administrative officer ADMIN_POSITIONS
ACTIVE_DATE Date this administrative position became active ADMIN_POSITIONS
INACTIVE_DATE Date this administrative position became inactive ADMIN_POSITIONS
SAL_CODE Code indicating which salutation is associated with the individual filling this administrative position (see descriptions PDF on info page) ADMIN_POSITIONS
FNAME First name of the individual filling this administrative position. ADMIN_POSITIONS
MI Middle initial of the individual filling this administrative position. ADMIN_POSITIONS
LNAME Last name of the individual filling this administrative position ADMIN_POSITIONS
GENERATION Generation (Junior, Senior, etc) of the individual filling this administrative position. ADMIN_POSITIONS
ADMIN_POS_INST_ID 12 digit INST_ID of the institution that this administrative position is associated with. ADMIN_POSITIONS
ADMIN_POS_ ADDR_ID 12 digit ADDR_ID of the address where this administrative position receives its mail or can be contacted. ADMIN_POSITIONS
ADMIN_POS_TYPE_CODE 5 digit code representing the type of administrative position (see descriptions PDF on info page) ADMIN_POSITIONS
ADMIN_HISTORY_IND Indicates whether any history records exist for the admin position ADMIN_POSITIONS
     
ADDR_ID 12 digit unique identifier assigned to each address. An institution may have one or more addresses. Each administrative position has one and only one address. Addresses may be of one and only one type. ADDRESSES
ADDR_ADDR_LINE1 Line one of address ADDRESSES
ADDR_ADDR_LINE2 Line two of address ADDRESSES
ADDR_CITY City of address ADDRESSES
ADDR_STATE_CODE Code of the state of the address ADDRESSES
ADDR_ZIPCD5 5 digit zip code of the address ADDRESSES
ADDR_ZIPADD4 4 digit zip plus four of the address ADDRESSES
ADDR_COUNTRY_CODE Country of the address (see descriptions PDF on info page) ADDRESSES
ADDR_FOREIGN_POSTAL_CODE Foreign postal code of the address ADDRESSES
ADDR_TYPE_CODE Type of address (see descriptions PDF on info page) ADDRESSES
ADDR_INST_ID 12 digit INST_ID of the institution that this address is associated with. ADDRESSES
GIS_LONGITUDE_X GIS Longitude (X) coordinate for physical location of building ADDRESSES
GIS_LATITUDE_Y GIS Latitude (Y) coordinate for physical location of building ADDRESSES
OITS_GIS_ACC_CODE Accuracy code for GIS coordinates (see descriptions PDF on info page) ADDRESSES
     
CONTACT_ID

Unique 12 digit identifier assigned to each contact. An institution may have multiple contacts and an administrative position may have multiple contacts. Contacts are phone, fax, e-mail or web URL.

CONTACT_INFO
CONTACT_TYPE Code representing the type of contact (see descriptions PDF on info page) CONTACT_INFO
CONTACT_VALUE Value associated with the contact (e.g. phone number or e-mail address) CONTACT_INFO
CONTACT_ADMIN_POSITION_ID 12 digit ADMIN_POS_ID of the administrative position this contact is associated with. CONTACT_INFO
CONTACT_INST_ID 12 digit INST_ID of the institution this contact is associated with. CONTACT_INFO
CONTACT_EXTEXSION Extension for phone number CONTACT_INFO

 

Last Updated: July 17, 2017