Edit and Load Specifications

Academic Program (AP) File

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)

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 Values for Credit Hours to Degree

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

  • If the Level of Degree is 01 and the Minimum Credit Hours to Completion is less than 15 credits hours
  • If the Level of Degree is 03 and the Minimum Credit Hours to Completion is less than 60 credit hours
  • If the Level of Degree is 05 and the Minimum Credit Hours to Completion is less than or equal to 120
  • If the Level of Degree is 02, 06, 07, 08, 11, TM and the Minimum Credit Hours to Completion is less than or equal to 25 credit hours
  • If the Level of Degree is 04, 09, or 10 and the Minimum Credit Hours to Completion is less than or equal to 80 credit hours

C16

Unexpected High Values for Minimum Years to Completion

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

  • If the Years to Completion for the Degree Level Code of 03 are greater than 2 years
  • If the Years to Completion for the Degree Level Code of 05 are greater than 4 years
  • If the Years to Completion for the Degree Level Codes of 01, 06, XX are greater than 1 year
  • If the Years to Completion for the Degree Level Codes of 02, 09, TM are greater than 2 years
  • If the Years to Completion for the Degree Level Codes of 07, 08 are greater than 3 years
  • If the Years to Completion for the Degree Level Code of 04, 10 are greater than 6 years