AP Academic Programs (for NEW HEI, effective AU 2017 reporting)

File Description

The Academic Program (AP) file contains a record for each approved academic program at an institution. Academic Programs (AP) information need only be submitted after formal program approval is given by the Ohio Board of Regents, when the institution opts to offer a certificate program of less than 30 semester hours, or when the institution opts to take a program on-line or off-line. Programs should be submitted for the year and term in which advertised program additions or changes go into effect per an institution's course catalogue, master bulletin, etc./p>

Submission Schedule

The Academic Programs (AP) file is submitted after formal program approval by the Ohio Board of Regents or when a program goes on or off-line. Institutions should submit an AP file for the year and term in which a program goes active or inactive. The year and term are taken from the File Header Record of the submitted file. Extension windows will need to be requested for data submitted for terms other than the current term being collected. AP data exists in HEI tables starting from the summer of 2002. Please do not open a window prior to the summer of 2002. For programs that existed for the summer of 2002 and prior and that are being submitted to HEI for the first time, please submit these records with a header record corresponding to the term of summer and the year of 2002.

Relationship to Other File Submissions

An Academic Programs (AP) record should exist for each student major reported in the Student Enrollment (SN) file submission and for each award listed in the Degree/Certificate (DC) file submission. Edits exist within the DC file submission which will prohibit the entry of a Program Code if it has not first been entered into the Academic Program table

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Campus

Enter a campus code from Institution/Campus Codes.

Alphabetic 
4 characters 
Columns 1-4

Program Code

Enter a code that uniquely identifies this program from all others at this campus.

Alphanumeric 
15 characters 
Columns 5-19

Subject Code

Enter a code from Subject Codes to describe the subject matter of the program. Transfer modules should have a code of 'TRAMOD'.

Numeric 
6 characters 
Columns 20-25

Degree Level

Enter a code from Level of Degree or Certificate Completed Codes. If the program does not lead to the awarding of a degree enter "XX." Second degree level codes are invalid entries.

Numeric 
2 characters 
Columns 26-27

Degree Name Code

Enter a code from Degree Name Codes to describe the name of the degree. Enter "XXX" if the program does not lead to the award of a degree.

Alphanumeric 
3 characters 
Columns 28-30

Degree or Certificate Concentration

Enter the specific concentration of the program if any. If the record pertains to a program for which there is no concentration then leave the field blank.

Alphanumeric 
40 characters 
Columns 31-70

Minimum Expected Time to Completion

Enter the number of years in hundredths expected to complete the program. If the program does not award a degree or certificate fill the field with zeroes.

Numeric 
3 characters 
Columns 71-73

Minimum Number of Credit Hours for Program Completion

Enter the number of credit hours required for this degree or certificate. If the program does not award a degree or certificate fill the field with zeroes.

Numeric 
3 characters 
Columns 74-76

Program Status

Enter "A" if the program is currently active. Enter "I" if the program is inactive.

Alphabetic 
1 character 
Column 77

Year of Inactivity

Enter the last calendar year that the program will be active. Only report this field if you know that the program will become inactive as of a specific year and term. If this program does not have an inactivation date, enter the year as "UNKN."

Alphanumeric
4 characters
Column 78-81

Term of Inactivity

Enter the last term that the program will be active.  Only report this field if you know that the program will become inactive as of a specific year and term.  Enter a code from the Term Code list. If this program does not have an inactivation date, enter "NA."

Alphabetic
2 characters
Column 82-83

Program Title

Enter the program title as it is presented in student or public information materials. Do not include the degree level or degree type, as that information will be obtained from the Degree Level and Degree Name Code fields. Title field must be populated for active programs, but is optional for programs discontinued prior to Fall 2011.

Alphanumeric 
250 characters 
Columns 84-333

Delete Switch

Enter Y if the record is to be deleted from the database. Otherwise, enter "N." Deletions should not be used to Inactivate a program.

Alphabetic 
1 character 
Column 334

 

Definitions and Descriptions of Data Fields

Level of Degree or Certificate Completed:

01 Postsecondary award, certificate, or diploma of (less than 1 academic year)
  An award that requires completion of an organized program of study at the postsecondary level (below the baccalaureate degree) in less than 1 academic year (2 semesters or 3 quarters), or designed for completion in less than 30 semester or trimester credit hours, or in less than 45 quarter credit hours, or in less than 900 contact or clock hours.
02 Postsecondary award, certificate, or diploma of (at least 1 but less than 2 academic years)
  An award that requires completion of an organized program of study at the postsecondary level (below the baccalaureate degree) in at least 1 but less than 2 full-time equivalent academic years, designed for completion in at least 30 but less than 60 semester or trimester credit hours, or in at least 45 but less than 90 quarter credit hours, or in at least 900 but less than 1,800 contact or clock hours.
03 Associate's degree
  An award that requires completion of at least 60 semester credit hours (or 90 quarter credit hours); and normally requires at least 2 but less than 4 years of full-time equivalent college work.
04 Postsecondary award, certificate, or diploma of (at least 2 but less than 4 academic years)
  An award that requires completion of an organized program of study at the postsecondary level (below the baccalaureate degree) in at least 2 but less than 4 full-time equivalent academic years, or designed for completion in at least 60 but less than 120 semester or trimester credit hours, or in at least 90 but less than 180 quarter credit hours, or in at least 1,800 but less than 3,600 contact or clock hours.
05 Bachelor’s Degree
  An award (baccalaureate or equivalent degree, as determined by the Secretary, U.S. Department of Education) that that requires completion of at least 120 semester credit hours (or 180 quarter credit hours) and normally requires at least 4 but not more than 5 years of full-time equivalent college-level work. This includes all bachelor's degrees conferred in a 5-year cooperative (work-study) program. A cooperative plan provides for alternate class attendance and employment in business, industry, or government; thus, it allows students to combine actual work experience with their college studies. Also includes bachelor's degrees in which the normal 4 years of work are completed in 3 years.
06 Post-Baccalaureate Certificate
  An award that requires completion of an organized program of study equivalent to 18 semester credit hours beyond the bachelor's. It is designed for persons who have completed a baccalaureate degree, but do not meet the requirements of a master's degree.
07 Master’s Degree
  An award that requires the successful completion at least 30 semester credit hours (or 45 quarter credit hours) of work beyond the bachelor’s degree and that requires the successful completion of a program of study of at least the full-time equivalent of 1 but not more than 2 academic years of work beyond the bachelor's degree. Some of these degrees, such as those in Theology (M.Div., M.H.L./Rav) that were formerly classified as "first-professional", may require more than two full-time equivalent academic years of work.
08 Post-Master’s Certificate
  An award that requires completion of an organized program of study equivalent to 24 semester credit hours beyond the master's degree. It is designed for persons who have complteted a baccalaureate degree, but do not meet the requiremnts for a doctoral degree.
17 Doctor’s Degree- Research/Scholarship
  A Ph.D. or other doctor's degree that requires advanced work beyond the master's level, including the preparation and defense of a dissertation based on original research, or the planning and execution of an original project demonstrating substantial artistic or scholarly achievement. Some examples of this type of degree may include Ed.D., D.M.A., D.B.A., D.Sc., D.A., or D.M, and others, as designated by the awarding institution.
18  Doctor’s Degree- Professional Practice
  A doctor's degree that is conferred upon completion of a program providing the knowledge and skills for the recognition, credential, or license required for professional practice. The degree is awarded after a period of study such that the total time to the degree, including both pre-professional and professional preparation, equals at least six full-time equivalent academic years. Some of these degrees were formerly classified as first-professional and may include: Chiropractic (D.C. or D.C.M.); Dentistry (D.D.S. or D.M.D.); Law (J.D.); Medicine (M.D.); Optometry (O.D.); Osteopathic Medicine (D.O); Pharmacy (Pharm.D.); Podiatry (D.P.M., Pod.D., D.P.); or, Veterinary Medicine (D.V.M.), and others, as designated by the awarding institution.
19 Doctor’s Degree- Other
  A doctor's degree that does not meet the definition of a doctor's degree - research/scholarship or a doctor's degree - professional practice.
A1 Second Postsecondary award, certificate, or diploma of (less than 1 academic year)
A2 Second Postsecondary award, certificate, or diploma of (at least 1 but less than 2 academic years)
A3 Second Associate's degree
A4 Second Postsecondary award, certificate, or diploma of (at least 2 but less than 4 academic years)
A5 Second Bachelor’s Degree
A6 Second Post-Baccalaureate Certificate
A7 Second Master’s Degree
A8 Second Post-Master’s Certificate
A9 Second Doctor’s Degree
TM Transfer Module
T1 Technical Short Term Certificate
T2 Technical Certificate
G1 General Short Term Certificate
G2 General Certificate
TA Second Technical Short Term Certificate
TB Second Technical Certificate
GA Second General Short Term Certificate
GB Second General Certificate

Degree Name Code: A three letter code used to describe the type of certificate awarded to the student upon successful completion of the program.

Program Concentration: Enter the concentration of the program if any. For instance if the campus offers a degree in Chemistry and a concentration in Nuclear Chemistry, then there should be two records in the submission file: one for the Chemistry program and another for the Nuclear Chemistry program.

Minimum Expected Time to Completion: The amount of time expected to complete the degree completion should correspond to the time advertised in the Course Bulletin. Time to degree completion must be expressed in hundredths. Note that this field may be left blank for graduate programs.

Minimum Number of Credit Hours for Program Completion: The minimum number of credit hours expected to complete the program.

Program Status: If a Program Code has been submitted in the DC file, and that program is to go inactive, do not delete the program, but use the AP update feature to change the Program Status for the year and term in which the program will go inactive. HEI recognizes that degrees may be awarded in programs that have gone inactive.

Year and Term of Program Inactivity: These fields are for those programs that are currently active, but will soon revert to inactive status. If you know of a specific inactivation date, enter the last calendar year and academic term in which an academic program will remain active. Submitting an inactivation year and term for an academic program is not a substitute for submitting a new AP file submission when that program enters inactive status. A new file submission will be required to update the record whenever an academic program switches status.

  • A possible scenario which might prompt utilizing these fields: Institution A has an existing physical therapy baccalaureate degree, but is not accepting new students into the program. Their intent is to offer it as a master's degree program. Institution A does not want to code the program as inactive for baccalaureate students until it is actually inactive but still needs to indicate that this program will not always exist.

Program Title: The title should contain the name of the major or a description of the academic content of the program, similar to what might be included in informational materials distributed to the public or to students. An example might be “Biological Sciences.” Do not include the degree level or name, since that information is in the Degree Level and Degree Type Code fields. The title field is required for active programs, but is optional for programs discontinued before Fall 2011.

Edit and Load Specifications

Revised August 23, 2004

 

 

Error Code

Edit Message Text

(Text that appears in primary edit results)

Programming Logic
(Detailed and technical explanation of the conditions that triggered the error)

001

The Campus Code is not in the Institution/Campus Codes table

If the Campus Code does not exist in the Campus Code Column of the Institution/Campus code verification table

003

Subject Code is not in Subject Code verification table

If the Subject Code is not in the Subject Code Exceptions table (for this file submission only) or Subject Code verification tables for the term and the year reported in the Header Record

013

The Delete Switch is not Y or N

If the Delete Switch is not “Y” or “N”

033

Delete Switch is Y but there is no record to delete

If the Delete Switch is “Y” and there is not a row in the Academic Program table that matches the Campus Code, Program Code, Year Number, and Term Code

035

There are non-blank characters beyond the allotted record length for this file

If there are non-blank characters beyond the allotted record length of 84 characters for this file

040

The Campus code in the input record does not correspond to the login Institution code

If the Campus Code is in the Institution/Campus code verification table and does not relate to the Institution Code in the current login

082

Term is invalid

If the Term of Inactivity cannot be found in the Term Code verification table or the Term of Inactivity is not “NA”

084

Level of Degree or Certificate Completed is not in the Level of Degree or Certificate Completed verification table

If the Level of Degree or Certificate Completed is not in the Level of Degree or Certificate Completed Codes verification table for this submission year (XX is an acceptable value only for the Academic Program file submission-please hard code the acceptable value of XX for this submission)

083

Combination of Field of Study and Campus is invalid

If the subject code is not "TRAMOD" AND The combination of Field of Study (Subject Code) and Campus is not in the Course Level/Subject Code/Campus verification table for this year and term

242

Number of Credit Hours for Program Completion contains nonnumeric data

If the Minimum Number of Credit Hours for program completion is not numeric or not blank (it is permissible for the field to be left blank under some conditions), or If the Minimum Number of Credit Hours for program completion is numeric or blank, then proceed with the following condition: If the Degree Cert Level is not greater than 05 (if the Degree Cert Level is greater than 05, the field may be left blank) AND The Minimum Number of Credit Hours for program completion is not numeric

356

Degree Name Code is not a valid entry

If the Degree Name Code and Year Number is not in the Degree Name table for the current submission year

361

Minimum Expected Time to Degree is not numeric

If the Minimum Expected Time to Degree is not numeric or not blank (it is permissible for the field to be left blank under some conditions)  or  If the Minimum Expected Time to Degree is numeric or blank, then proceed with the following condition: If the Degree Cert Level is not greater than 05 (if the Degree Cert Level is greater than 05, the field may be left blank) AND the Minimum Expected Time to Degree is not numeric

373

Program Status is not I or A

If the program Status is not “I” or “A”

376

Degree Cert Level Code and Admission Area Code do not correspond

If the Degree Cert Level Code is not XX and its corresponding Admission Area Code found in the Admission Area/Degree Cert Level verification table does not coincide with the acceptable Admission Area values in the Institution/Admission Area table for the Spring term of the year found in the header record (having already joined the Institution/Admission Area table and the Institution/Campus table)

419

Year is not numeric or UNKN

If the Year of Inactivity is not numeric in all four spaces or is not “UNKN”

429

Campus, Program, Delete Repeated

If the Campus Code, Program Code and Delete Switch field values are repeated in the file submission

432

Second degree not valid entry

If the Level of Degree begins with “A”

438

Minimum Credit Hours to Degree is not greater than zero

If the Degree Cert Level is not equal to XX and is less than or equal to 05, and the Minimum Credit Hours to Degree is not greater than 0

797

Minimum Expected Time to Completion is not greater than zero

If the Degree Cert Level is not equal to XX and is less than or equal to 05, and the Minimum Expected Time to Completion is not greater than 0

798

Degree Cert Level is XX and Min Time to Completion and Min Cred Hours are not zero

If the Degree Cert Level is equal to XX and if the Minimum Expected Time to Completion and the Minimum Number of Credit Hours for Program Completion are not both zero

826

Cannot delete. Program Code exists in DC

(Do not run Error 826 if for the Institution Code, Year and Term Code from the Header record there is a zero count of records)
If the Delete Switch is “Y” and the Campus Code and the Program Code from this submission exists within the Degree/Certificate table for a Graduation Year and Term equal to or after this submission year and term

U07

Delete Switch is N and there is already a matching Program Code in the system.  Record will be updated.

If the Delete Switch is “N” and there is a matching Program Code, Year Number, and Term Code in the Academic Program table for this campus and at least one of the remaining fields does not equal its corresponding column value in the Academic Program table

C13

Delete Switch is N and the newly submitted record matches all fields for another record already in the system.  Record ignored.

If the Delete Switch is “N” and the newly submitted  record matches all fields for another record already in the Academic Program table (make sure that this includes Year and Term when it compares all fields)

C14

WARNING:  Deletion is not used to inactivate a course at an institution.  It is used only to correct errors.

If the Delete Switch is Y

C15

Unexpected Low or High Values for Credit Hours to Degree

If the following unexpected low or high values are submitted in the Minimum Credit Hours to Degree field:

  • If the level of degree is 01 and the credit hours to degree are greater than 30
  • If the level of degree is 02 and the credit hours to degree are less than 30 or greater than 60
  • If the level of degree is 03-  and the credit hours to degree are less than 60 or greater than 120
  • If the level of degree is 04 and the credit hours to degree are less than 60 or greater than 120
  • If the level of degree is 05 and the credit hours to degree are less than 120
  • If the level of degree is 06 and the credit hours to degree are less than 18 or greater than 19
  • If the level of degree is 08 and the credit hours to degree is less than 24 or greater than 25

C16

Unexpected Low or High Values for Minimum Years to Completion

If the following low or high values are submitted in the Minimum Years to Completion field:

  • If the level of degree is 03 and the minimum years to completion are less than 2 or greater than 4
  • If the level of degree is 05 and the minimum years to completion are less than 4 or greater than 5
  • If the level of degree is 07 and the minimum years to completion are less than 1 or  greater than 2