File Description
The Credit Update (CU) file updates the course outcome for a specific course and section enrollment as recorded in the Course Enrollment (CN) file. This file is an annual file and makes it easier to update the course outcome once a course has been completed. ODHE will allow institutions to make these revisions; however, they must take place on or before Oct 1 after the fiscal year in which the term falls.
Any or all of the following fields will be updated by the row in the submission: Attempt for Academic Credit, Award of Academic Credit, and/or Course Outcome.
For each student included in a Credit Update record, data from the Course Enrollment (CN) file must already be loaded onto the HEI database for the year and term of the update.
Submission Schedule
As needed to update term data. The file is an annual file and is open for the current academic year until October 1 of the following fiscal year.
Due to the COVID-19 closures, the end date for the CU file for AY 2020 is 12/31/2020 for all institutions. The window is scheduled to open on 6/1/2020.
Relationship to Other File Submissions
The Course Update (CU) file cannot be submitted until the Course Inventory (CI), Student Entrance (SE), Student Enrollment (SN) and Course Enrollment (CN) files have been submitted, edited with zero errors, and loaded onto the HEI database.
Data Fields
|
Field Names |
Field Attributes and Procedures |
Data Format |
|---|---|---|
|
Campus |
Enter a campus code from Institution/Campus Codes. |
Alphabetic |
|
Year |
Enter the 4 digit year in which the course was offered. |
Numeric Column 5-8 |
|
Term |
Enter the term in which the course will be offered. |
Alphabetic |
|
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 |
|
Course Identifier |
Enter the permanent identifier assigned by the institution which distinguishes this course from all others offered by the institution. |
Alphanumeric |
|
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 |
|
Credit Hours |
Enter the credit hour value of this course enrollment, expressed in tenths. |
Numeric |
|
Attempt for Academic Credit |
Enter one of the following codes to describe the student's status in regard to the attempt for academic credit through this course enrollment: Student audited this course (A), Student attempted academic credit at another institution (C), Enrollments not covered under non-resident employee contract (E), Student attempted academic credit at this institution (I) |
Alphabetic |
|
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 |
|
Enter one of the following codes for non-letter grade outcomes: 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 |
|
|
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” (Course Grade / Credit Hours = GPA Points Received). Failure is “00000”. If no GPA is reported, enter blanks. |
Alphanumeric |
Definitions and Descriptions of Data Fields
- 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 - 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 9, 2012
|
Error Code |
Edit Message Text |
Programming Logic |
|---|---|---|
|
001 |
The Campus Code is not in the Institution/Campus Codes table |
The campus code data field in the institution campus verification table must be checked against the campus code field in the data file. If the campus code does not match |
|
002 |
Course Identifier is blank or not left justified |
if the course ID is blank in the first character position |
|
011 |
Blank records are not allowed |
If the entire record is blank |
|
035 |
There are non-blank characters beyond the allotted record length for this file |
If there are characters past the allotted length |
|
040 |
The Campus code in the input record does not correspond to the login Institution code |
If campus code does not correspond to the institution code |
|
079 |
Credit Hours is not numeric |
If Credit Hours is not numeric in each character position |
|
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 the 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 the award for 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' and 'C' and award of academic credit code is not N |
|
348 |
Year must be numeric (Year must be numeric) |
If the year is not numeric (4 digits) or does not begin with “20” |
|
1CK |
Course Outcome is not valid. (Course Outcome Invalid) |
If course outcome is not numeric or (‘WITHD’, ‘’INCOM’, ‘PROGR’, ‘SATIS’, ‘UNSAT’, ‘AUDIT’, ‘NGREP’) |
|
1CL |
Course was Audited but Course Outcome was not AUDIT or WITHD |
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 |
|
1CM |
Course credit was attempted at this institution but Course Outcome was AUDIT. (Course Outcome |
If the Attempt for Academic credit flag is “I,” (attempted for credit at this institution) then the Course Outcome cannot be “AUDIT.” |
|
1CN |
Course credit was attempted at another institution and Course Outcome was not '00000'. (Course |
If the Attempt for Academic credit flag is “C,” (attempted for credit at another institution) and the Course Outcome is not “00000” |
|
1CO |
Course Outcome not consistent with Award of Academic Credit. ( Award of credit should be ‘Y’) |
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 |
|
1CP |
Course Outcome not consistent with Award of Academic Credit. (Award of credit should be ‘N’) |
If course outcome field is numeric and equal to ‘00000’ or in (‘WITHD’, ‘INCOM’, ‘UNSAT’) then award of academic credit should be “N”. |
|
1CQ |
There is more than one row in submission file that exactly matches this Course, Section, Credit |
If there is more than one more row that matches the campus, year and term, student identifier (OBRID), course identifier, section identifier, credit hours in this same file submission |
|
1CR |
There is more than one row on CN table that exactly matches this Course, Section, credit Hours |
If there is more than one more row that matches the campus, year and term, student identifier (OBRID), course identifier, section identifier, credit hours in the course enrollment table |
|
1CS |
No matching course outcome to update |
If this institution has no row matching campus, year and term, student identifier (OBRID), course identifier, section identifier, credit hours in the course enrollment table |
|
1CT |
Header Year must be after 2011 |
If the header year is not after 2011 |
|
1CU |
Year/Term must match Header Year |
If year and term fields do not match academic year from Header |
|
1CV |
Year/Term must not be Summer 2012 |
If year and term fields are Summer 2012 |
