CU Credit Update (for NEW HEI, effective AU 2017 reporting)

 

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. The Regents will allow institutions to make these revisions; however, they must take place on or before September 15 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.

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 
4 characters 
Columns 1-4

Year

Enter the 4 digit year in which the course was offered.

Numeric
4 character

Column 5-8

Term

Enter the term in which the course will be offered.

Alphabetic
2 characters
Column 9-10

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 11-19 
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 20-31 
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 32-37 
Left justify

Credit Hours

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

Numeric 
3 characters 
Columns 38-40

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 
1 character 
Column 41

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 42

Course Outcome

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
5 characters
Columns 43-47

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” (Course Grade / Credit Hours = GPA Points Received). Failure is “00000”.  If no GPA is reported, enter blanks.

Alphanumeric
5 characters
Columns 48-52

Definitions and Descriptions of Data Fields

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 9, 2012

Error Code

Edit Message Text
(Text that appears in the primary 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

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