CN Course Enrollment (for NEW HEI, effective AU 2017 reporting)

File Description

The Course Enrollment (CN) file contains a record for each enrollment in degree-credit courses, and in developmental education courses directly supporting degree-credit instruction, as of the census point.

For each student included in a Course Enrollment record, data from the Student Entrance (SE) file must already be loaded onto the HEI database, and data from the Student Enrollment (SN) file for the current term must already be loaded onto the HEI database.

For each course included in a Course Enrollment record, data from the Course Inventory (CI) file must already be loaded onto the HEI database. Only course enrollments which are a result of instruction offered by this institution are to be included in the Course Enrollment (CN) file. Credit awarded through other means is to be recorded in the Alternative Credit (AC) or the Cross Registration (XR) files. Do not include professional level medical enrollments in the Course Enrollment (CN) file.

Submission Schedule

Once per term.

Capture Date

The capture date for the Course Enrollment (CN) file is the 30th day after the last day of the term. For summer subterms, the capture date is the 30th day after the last day of the last subterm.

Relationship to Other File Submissions

The Course Enrollment (CN) file cannot be submitted until the Course Inventory (CI), Student Entrance (SE), and Student Enrollment (SN) files have been submitted, edited with zero errors, and loaded onto the HEI database. Furthermore, the Course Enrollment (CN) file must be submitted, edited with zero errors, and loaded onto the HEI database before the Off-campus Course Sections (OC) and Tech Prep Consortium Tracking (TC) files can be submitted.

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

Student Identifier

Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier which uniquely relates to this student. For a given student, the same identifier must be used in all enrollment files.

Alphanumeric
9 characters
Columns 5-13
Left justify

Course Identifier

Enter the permanent identifier assigned by the institution which distinguishes this course from all others offered by the institution. 

Alphanumeric
12 characters
Columns 14-25
Left justify

Section Identifier

Enter the identifier assigned by the institution which, in a given term, distinguishes among one or more sections, classes, or offerings of the same course. 

Alphanumeric
6 characters
Columns 26-31
Left justify

Credit Hours

Enter the credit hour value of this course enrollment, expressed in tenths.

Numeric
3 characters
Columns 32-34

Attempt for Academic Credit

Enter a code from Attempt for Academic Credit Codes describing the student's status in regard to the attempt for academic credit through this course enrollment.

Alphabetic
1 character
Column 35

Award of Academic Credit

Enter Y if the student earned academic credit for this course. Enter N if otherwise, including all instances when the Attempt for Academic Credit field is either A or C. 

Alphabetic
1 character
Column 36

Course Outcome

Enter one of the following codes for non-letter grade outcomes: Grade Point Reported (GPAPT), Withdrawal (WITHD), Incomplete (INCOM), Progress (PROGR), Pass/Satisfactory (SATIS), Did not pass/Unsatisfactory (UNSAT), Audit (AUDIT), No Grade Reported (NGREP). Do not enter GPA here.

Alphanumeric
5 characters
Columns 37-41

Course Grade

Enter the total number of the GPA points earned by the student for the course (4.00 scale, just like the GPA in the Student Enrollment file). Fractions are to be reported as decimals to two places with no decimal point. Use leading zeroes. For example, if a “B” is a 3.00 on the 4.00 scale, a “B” grade in a 5 credit course would be reported as “01500”. Failure is “00000”.  If no GPA is reported, enter blanks.

Alphanumeric
5 characters
Columns 42-46

Delete Switch

Enter Y if the record is to be deleted from the database. Otherwise, enter N.

Alphabetic
1 character
Column 47

Additional Explanations

Certain combinations of Couse Level (from the Course Inventory file) and Student Rank (from the Student Enrollment file) may be considered ineligible for funding. View the Course Level/Student Rank verification table for such combinations.

Degree Credit Courses:

Any course offered by this institution which under normal circumstances would contribute academic credit towards the award of a degree in an approved program.

Census Point:

The designated point by when a student must be registered for a course. For regularly scheduled course sections, the census point is the end of business on the 15th calendar day of the academic term (this is not a change from the former '14th day after the first day of classes'). For flexibly scheduled course sections the census point is the end of business on the date closest to completing 20 percent of the course section based on the official start and end dates, regardless of the course section meeting pattern. For flexibly scheduled courses meeting for less than seven consecutive days report all students who enrolled by the last day of the course, but do not report those who withdrew by the end of the course.

For summer subterms, the census point for regularly scheduled summer term course sections is the 15th day of each summer subterm.

Section Transfers:

In the case of a student transferring from one course section to another section of the same course after the census point, report the student as enrolled in the first course section, but enter the result of the second course section in the Award of Academic Credit field.

Definitions and Descriptions of Data Fields

Section Identifier:

Distinguishes the smallest enrollment unit which relates a particular group of students with an instructor or a particular group of instructors. Combinations of course identifiers and section identifiers must be unique across all subterms of the summer term. For example, a unique section identifier must be used for all sections of a course in the submission even if course section numbers are repeated across subterms in the campus system.

Credit Hours:

Designated by the student registration. The credit hours for enrollments that did not result in the award of academic credit are to reflect those on the student registration at this institution.

Attempt for Academic Credit:

  • Designates the student's status in regard to the attempt for academic credit through this course enrollment.
    • The student audited this course:
      • The student was allowed to formally participate in a credit-bearing course on a non-credit basis. The student registered and paid for this enrollment but received no grade.
    • The student attempted to earn academic credit at another institution:
      • The student enrolled in this course through a formal cross-registration or consortial arrangement with another institution and is attempting to earn academic credit at that institution.
    • The student attempted to earn academic credit at this institution:
      • The student enrolled in this course in an attempt to earn academic credit at this institution.
    • This credit is not covered under Senate Bill 53:
      • The student is a resident of a contiguous state who is employed in Ohio, whose employer contracted with this school to pay for a given class. This code is entered for all coursework that is not covered in the contract.

Award of Academic Credit:

The student has officially earned academic credit for this course enrollment as of the capture date. Failure to pass the course due to withdrawing or not passing all the requirements would result in a no award of academic credit.

Course Outcome:

  • Alphabetic code values are in parentheses.
    • Grade Point Reported (GPAPT) - use when you have a non-pass/fail course grade to report as GPA points. GPA points will be reported in the subsequent Course Grade field.
    • Withdrawals (WITHD)
    • Incompletes (INCOM)
    • Progress (PROGR)
    • Pass/Satisfactory (SATIS)
    • Did not pass/Unsatisfactory (UNSAT)
    • Audit (AUDIT)
    • No Grade Reported (NGREP)
  • There should be agreement between the population of the Course Outcome field and the Attempt for Academic Credit field.
    • If there is an “A” in the Attempt for Academic Credit field (for audits), there should be a corresponding “AUDIT” in the Course Outcome field.
    • If the Attempt for Academic Credit flag is “I,” (attempted for credit at this institution) then the Course Outcome cannot be “AUDIT.”
    • If the Attempt for Academic Credit flag is “C" (attempted for credit at another institution), the Course Outcome should be "GPAPT" and the Course Grade is “00000.”
  • We are no longer mixing numeric and character data in a single field.

Course Grade:

  • Course Grade - Numeric Representation of Credit Hours Recieved. If the course outcome is a letter grade that generates GPA points, the total number of the GPA points earned by the student for the course should be reported (4.00 scale, just like the GPA in the Student Enrollment file). Fractions are to be reported as decimals to two places with no decimal point. Use leading zeroes. For example, if a “B” is a 3.00 on the 4.00 scale, a “B” grade in a 5 credit course would be reported as “01500”, Failures are “00000”. If no GPA is reported, enter blanks.

Edit and Load Specifications

Revised July 17, 2013

 

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 Campus Code does not exist in the Campus Code Column of the Institution/Campus code verification table or the Campus code is SSCC or CYCC                       

002

Course Identifier is blank or not left justified

If the Course Identifier is blank in the first character position

004

Subject code from Course Inventory indicates this course is medical.  This enrollment should not be reported in the CN.

If Course Identifier is in the Course Inventory table for this Institution, Year and Term, and the Subject code and Course Level is in the Medical Funding Unit verification table for this year and term

011

If there are any blank rows in the file

Blank records are not allowed

012

Professional level law school enrollments are on semester calendar only: Report in spring

If Course Identifier is in the Course Inventory table for this institution, year and term, and the Subject code is 220101 and the Course Level is P and the Term is WI

013

The Delete Switch is not Y or N

If the Delete Switch is not Y or N

035

If there are extra characters at the end of a record

There are non-blank characters beyond the allotted record length 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

056

There is no record of this student in the Student Enrollment table for this campus, year and term

If the Student Identifier does exist in the Student Entrance table for this institution and there is not a entry for this OBRID (from Institution/SSN table), Campus, Year, and Term in the Student Enrollment table

069

This student does not have a Student Entrance record

If there is not a Student Entrance table entry for OBRID assigned to this Student Identifier (from Institution/SSN table) and Institution (from Header Record) for any Admission Area Code and any Year or Term

071

Course Identifier does not match a course in the Course Inventory table

If the Course Identifier is not blank in the first character position and is not in the Course Inventory table for this institution and this Year and Term

078

Course Enrollment Delete Switch is Y, but there is no Course Enrollment row to delete

If the Course Enrollment Delete Switch is Y and Course Enrollment record does not match a row that already exists on the Course Enrollment table or the number of matching rows in the CN table plus the number of insertions in the CN submission is less than the number of deletions in the CN submission

079

Credit Hours is not numeric

If Credit Hours is not numeric in each character position

181

This combination of Subject Code, Course Level and Campus is invalid.  See Subject Code/Course Level/Campus verification table.

If Course Identifier is in the Course Inventory table for this Institution, Year and Term, and the combination of Subject Code and Course Level (from Course Inventory) and Campus (from this submission) is not in the Subject/Level/Campus verification table

182

Section Identifier is blank or not left justified.

If the Section Identifier is blank in the first character position

183

Attempt for Academic Credit Code not in Attempt for Academic Credit verification table

If Attempt for Academic Credit Code is not in Attempt for Academic Credit verification table

184

Award of Academic Credit Code is not Y or N

If Award of Academic Credit Code is not Y or N

185

Attempt for Academic Credit is A or C and Award of Academic Credit is not N

If Attempt for Academic Credit Code is A or C and Award of Academic Credit Code is not N

187

Cannot delete record because there is an Off-campus Course Section associated with this course section

If all enrollments for this combination of Course Identifier, Section Identifier, Campus, Year and Term in the Course Enrollment table are to be deleted and the Section is Off-campus (from Course Section table) AND there is not another record in the submission file matching this Course Identifier, Section Identifier, and Campus with the Delete Switch equal to N

188

Cannot delete record because there is a Resident Credit Center Course Section associated with this course section

If all enrollments for this combination of Course Identifier, Section Identifier, Campus, Year and Term in the Course Enrollment table are to be deleted and the Section is Resident Credit Center (from Course Section table) AND there is not another record in the submission file matching this Course Identifier, Section Identifier, and Campus with the Delete Switch equal to N

191

Cannot delete record: There is an entry for Funding Unit from the Sections Taught file (Faculty) associated w/ this course section

If all enrollments for this combination of Course Identifier, Section Identifier, Campus, Year and Term in the Course Enrollment table are to be deleted and the Section has an entry for Funding Unit (from Course Section table) AND there is not another record in the submission file matching this Course Identifier, Section Identifier, and Campus with the Delete Switch equal to N

1CK

If course outcome is not numeric or (‘WITHD’, ‘’INCOM’, ‘PROGR’, ‘SATIS’, ‘UNSAT’, ‘AUDIT’, ‘NGREP’); generate error

Course Outcome is not valid.

1CL

If there is an “A” in the Attempt for Academic Credit field (for audits), Course Outcome should be “AUDIT” or “WITHD”  If not, generate error

Course was Audited but Course Outcome was not AUDIT or WITHD

1CM

If the Attempt for Academic Credit flag is “I,” (attempted for credit at this institution) then the Course Outcome cannot be “AUDIT.” Generate error

Course Credit was attempted at this institution but Course Outcome was AUDIT

1CN

If the Attempt for Academic Credit flag is “C,” (attempted for credit at another institution) and the Course Outcome is not “00000”, generate error

Course credit was attempted at another institution and Course Outcome was not '00000'

1CO

If course outcome field is numeric and greater than ‘00000’, or in (‘PROGR’, ‘SATIS’) then award of academic credit should be “Y’. If not, generate error

Course Outcome not consistent with Award of Academic Credit

1CP

If course outcome field is numeric and equal to ‘00000’ or in (‘WITHD’, ‘INCOM’, ‘UNSAT’) then award of academic credit should be “N”. If not, generate error

Course Outcome not consistent with Award of Academic Credit

253

Duplicate records comprise more than 5% of total records

If the count of all duplicate records (records that match Student ID, Institution, Campus, Course ID, Section ID, Year and Term) is more than five percent of all records (in this submission and loaded onto the database) for this institution, campus, year and term

A35

Combination of Subject Code, Course Level, and Campus is valid, but there will be subsidy implications due to this student's rank

If Course Identifier is in the Course Inventory table for this Institution, Year and Term, and the combination of Subject Code, Course Level, and Campus is valid AND if the Subsidy Level Code is equal to E for this combination of Course Level (from Course Inventory table) and Student Rank (from Student Enrollment table)

A36

Credit Hours are greater than 15

If Course Identifier and Credit Hours are valid and Credit Hours are more than 15

A37

There is more than one row on the Course Enrollment table for this Course and Section ID

If the Course Enrollment Delete Switch is Y and there is more than one row that matches the Student Identifier (OBRID), Course Identifier, Section Identifier, Credit Hours, Attempt for Academic Credit and Award of Academic Credit in the Course Enrollment table

A38

Two or more rows exist for this Student, Course ID, Section ID and Campus in the Course Enrollment submission and table

If this file were to be loaded onto the database and as a result two or more rows for this OBRID, Year, Term, Campus, Course Identifier and Section Identifier would exist in the Course Enrollment table

A39

Student is in Student Enrollment table but not in the Course Enrollment file and not a med student: Student might be in XR file

If there is an OBRID (from Institution/SSN table) in the Student Enrollment table for this Campus, Year, and Term that is not in this Course Enrollment file submission or Course Enrollment table for this year and term and the student’s Major Field of Study (from SN) is not in the Medical Funding Unit verification table for this year and term and the student’s Rank (from SN) is not professional (PR)

A87

 

Student is a professional level medical student and will not receive subsidy for this enrollment

B57

 

***WARNING B57: The Award of Academic Credit field is N for all course enrollments at this campus

C01

 

Duplicate records comprise more than 1% of total records

 

Enter the permanent identifier assigned by the institution which distinguishes this course from all others offered by the institution.