Course Inventory (CI) File, Revised June 22, 1999

 

File Description

The Course Inventory file must contain a record for each course included in a Course Enrollment (CN) file for the current term.

Submission Schedule

Once per term.

Capture Date

The Course Inventory CI) file should include data for the entire term.

Relationship to Other File Submissions

The Course Inventory (CI) file must be submitted, edited with zero errors, and loaded onto the HEI database before the Course Enrollment (CN), Course Sections Taught (ST) and Off-campus Course Sections (OC) files can be submitted.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Course Identifier Enter the permanent identifier which distinguishes the course from all others offered by the institution. This identifier should resemble those used on transcripts and/or catalogs. Alphanumeric 
12 characters 
Columns 1-12 
Left justify
Subject Code Enter a code from Subject Codes to describe the subject matter of the course. See note below for developmental courses. Numeric 
6 characters 
Columns 13-18
Course Level Enter a code from Course Level Codes. Alphabetic 
1 character 
Column 19
Course Title Enter a title which clearly relates the course to the current college or university catalog. Alphanumeric 
25 characters 
Columns 20-44 
Left justify
Low Credit Value Enter the lowest credit hour value assigned to the course, expressed in tenths. Numeric 
3 characters 
Columns 45-47
High Credit Value Enter the highest credit hour value assigned to the course, expressed in tenths. Numeric 
3 characters 
Columns 48-50
Eligible for Subsidy Enter Y if the course is eligible for subsidy. Otherwise enter N. Alphabetic 
1 character 
Column 51
Delete Switch Enter Y if the course is to be deleted from the inventory. Otherwise, enter N. Alphabetic 
1 character 
Column 52

Additional Explanations

Although an entry for a field may be valid in and of itself, it may not be valid in combination with another field. Not all combinations of subject code and course level are allowable. For instance, subject code 220102 is for courses offered for pre-law studies that prepare students for admission to a professional program in law. Therefore this subject code would not be valid at the professional course level. The table of allowable combinations of course level and subject code is in Subject/Course Level/Campus Codes.

Definitions and Descriptions of Data Fields

Subject Code: When needed, please refer to the Course Inventory Expert System to assign subject codes.

Course Level: Course Level should be evaluated on the basis of instructional objective and contribution to a degree program. In some cases, that evaluation may be assisted by analyzing the primary service of the course in terms of student enrollment. Use the Course Inventory Expert System to assign course levels.
 

  • Developmental: Assign to this level all courses which are below college level.  Developmental education subsidy consideration is restricted to four types of basic skills courses as listed below. You should not use subject codes "320101" or "320199" for developmental English or math. Enter "Y" in the Eligible for Subsidy switch for developmental education courses that focus on one or more of the following topics:
    • Basic Writing Skills Courses
      • Spelling, vocabulary, word parts, dictionary use, punctuation
      • Grammar
      • Writing sentences, paragraphs, and essays
    • Basic Reading Skills
      • Reading comprehension and rate
    • Basic Mathematics Skills Courses
      • Arithmetical operations on whole numbers
      • Fractions
      • Decimals
      • Percent
      • Algebra I: linear equations, integer exponents, products and factoring, ratios, sets, square roots
      • Plane geometry: areas, perimeters, volume, surface areas, Pythagorean Theorem
    • Study Skills
      • Instruction development and application of knowledge acquisition skills
      • Test taking skills
      • Library skills
  • General Studies: Assign to this level all courses which are general, introductory, or core courses. Courses which satisfy distributive requirements, the set of courses which provide students with a broad knowledge base, generally in the humanities, natural sciences and social sciences, for an associate or baccalaureate degree should be assigned to the General Studies level.
  • Technical: Assign to this level only those courses which are part of an associate degree program of technical education and are within the technical portion of a curriculum as defined by current Board of Regents’ program approval standards. Courses which are "basic" and "non-technical" within those standards should be assigned to the General Studies level.
  • Baccalaureate: Assign to this level all courses which are specialized within a discipline for the baccalaureate degree. The course should be considered specialized when a specific set of knowledge or skills is required prior to enrollment. Typically these courses are reserved for students majoring in the field. Also, assign this level to specialized courses designed to serve a related discipline.
  • Master's: Assign to this level all courses which are designed for graduate instruction and are not specifically designed for doctoral students (see Doctoral below). Courses which represent the graduate level component of advanced undergraduate courses (where a specific designation has been made that the course is creditable toward a graduate degree) should be assigned to this level, as should the master's level component of a graduate course designed to serve both this level and the doctoral level.
  • Doctoral: Assign to this level all courses specifically designed for the instruction of doctoral students in which enrollment is normally available only to students who have progressed beyond the level of a master's degree. The doctoral level component of a graduate course designed to serve both this level and the master's level should also be assigned to the doctoral level.
  • Professional: Assign to this level all courses which are professional courses leading to the first professional degree offered by a school or college of law, dentistry, medicine, veterinary medicine, optometry, osteopathy, or professional psychology.

Low or High Credit Value: Enter the credit hour value assigned to the course and express the credit value in tenths. For example, if a course has a variable credit value ranging from three to six hours, enter 030 in Low Credit Value and 060 in High Credit Value. A course with a fixed credit hour value will have identical entries in Low Credit Value and High Credit Value. For example, a three-credit hour course should show 030 both in Low Credit Value and High Credit Value fields.

Edit and Load Specifications

Revised September 14, 2005

 

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)

002

Course Identifier is blank or not left justified

If the Course Identifier is blank in the first character position

003

Subject Code is not in Subject Code verification table

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

005

Course Level Code is not in the Course Level verification table

If Course Level is not in the Course Level verification table for this year and term

006

Low Credit Value is not numeric

If Low Credit Value is not numeric in each character position

007

High Credit Value is not numeric

If High Credit Value is not numeric in each character position

008

Low Credit Value is greater than High Credit Value

If Low Credit Value is greater than High Credit Value

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

014

Course Identifier being deleted is not in the Course Inventory table

If Course Delete Switch is Y and there is not a corresponding row in the Course Inventory table for the Year, Term, Institution and Course Identifier on the submission file

015

There is already a record in this Course Inventory File submission for this course

If there is already a Course Inventory record for this Course Identifier on this submission file

016

Eligible for Subsidy switch is not Y or N

If the Eligible for Subsidy switch is not Y or N

019

Combination of Subject Code, Course Level and Institution are invalid

If the combination of Subject Code and Course Level does not exist for any campus of this institution (from Header Record) in the Subject Code/Course Level/Campus verification table for this year and term

020

Course Title is blank or is not left justified

If the Course Title is blank in the first character position

035

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

If the record is not 52 characters long

081

Cannot delete record because there are Flexibly Scheduled Course Sections associated w/ this Course ID in the Course Section table

If Course Delete Switch is Y and there are Flexibly Scheduled Course Sections associated with this Course Identifier in the Course Section table for this institution, year and term

091

Cannot delete record because there are Off-campus Course Sections associated with this Course ID in the Course Section table

If Course Delete Switch is Y and there are Off-campus Course Sections associated with this Course Identifier in the Course Section table for this institution, year and term

100

Cannot delete record because there are Resident Credit Course Sections associated with this Course ID in the Course Section table

If Course Delete Switch is Y and there are Resident Credit Center Course Sections associated with this Course Identifier in the Course Section table for this institution, year and term

113

Cannot delete record because there are Course Enrollments associated with this Course Identifier for this year and term

If Course Delete Switch is Y and there are Course Enrollments associated with this Course Identifier in the Course Enrollment table for this institution, year and term

240

Course/Subject Code/Level combination not allowed per prior agreement

If Delete Switch is N and there is a row in the Course Exceptions table for this Institution, Course Id, Subject Code and Course Level

A09

Low Credit Value is greater than 15

If Low Credit Value is greater than 15

A10

High Credit Value is greater than 15

If High Credit Value is greater than 15

A60

Changing Subject Code from prior term

If Delete Switch is N and there is not a row in the Course Exceptions table for this Institution, Course Id, Subject Code and Course Level and there was a row in the Course Inventory table for this Course Identifier and Institution in the previous term and the Subject Code has changed – if this Course ID is not found in the previous term, search for the Course ID in the term before that. If the Course ID is not found in that term, search the term before that.

A61

Changing Course Level from prior term

If Delete Switch is N and there is not a row in the Course Exceptions table for this Institution, Course Id, Subject Code and Course Level and there was a row in the Course Inventory table for this Course Identifier and Institution in the previous term and the Course Level has changed – if this Course ID is not found in the previous term, search for the Course ID in the term before that. If the Course ID is not found in that term, search the term before that.

A62

Changing Subsidy Eligibility Status from prior term

If Delete Switch is N and there is not a row in the Course Exceptions table for this Institution, Course Id, Subject Code and Course Level and there was a row in the Course Inventory table for this Course Identifier and Institution in the previous term and the Subsidy Eligibility Status has changed – if this Course ID is not found in the previous term, search for the Course ID in the term before that. If the Course ID is not found in that term, search the term before that.

A94

This record will change the Course Level from an earlier submission.

If the Delete Switch is N and the Course Identifier on the submission matches a Course Identifier in the Course Inventory table for this institution, year and term and the Course Level of the submission does not match the Course Level in the table

A95

This record will change the Subject Code from an earlier submission

If the Delete Switch is N and the Course Identifier on the submission matches a Course Identifier in the Course Inventory table for this institution, year and term and the Subject Code of the submission does not match the Subject Code in the table

A96

This record will change the Subsidy Eligibility Switch from an earlier submission

If the Delete Switch is N and the Course Identifier on the submission matches a Course Identifier in the Course Inventory table for this institution, year and term and the Subsidy Eligibility Switch of the submission does not match the Subsidy Eligibility Switch in the table

B01

*** WARNING B01: Total ineligible course record count is greater than or equal to 5% of the total course record count.

 

C20

This Course ID appeared in the Distance Learning Course Offerings (DO) file for this year and term.

If there are Course Identifiers that are in the Distance Learning Course Offerings (DO) table for this institution, year and term, that do not appear in this file submission