Off-campus Course Sections (OC) File, Revised July 1, 1998

 

File Description

The Off-campus (OC) list contains a record for each course section that is offered at an off-campus location during the term. All records in the Off-campus (OC) list must have a corresponding entry in the Course Enrollment (CN) file for the same term.

Submission Schedule

Once per term.

Capture Date

The Off-campus (OC) list should contain data for the entire term.

Relationship to Other File Submissions

The Off-campus (OC) list 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
Course Identifier Enter the permanent identifier which distinguishes the course from all others offered by the institution.  Alphanumeric 
12 characters 
Columns 5-16 
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 17-22 
Left justify
Location  Enter the nine-digit ZIP code associated with the meeting place of this course section. If the meeting place is not in the United States, enter FOREIGNCN.  Alphanumeric 
9 characters 
Columns 23-31
Delete Switch Enter Y if this record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 32

Definitions and Descriptions of Data Fields

Off-campus Course Location: A location away from the physical campus of the college or university used for course section offerings. This location must be a physical facility that is not owned by the institution or its associated agents (i.e., foundation or alumni association). Do not include individualized off-site instructional activity such as internships, practicum, student teaching, or clinical experiences in this file. Do not include Resident Credit Center Course Sections in this file.

Edit and Load Specifications

Revised October 5, 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)

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

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

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

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

092

There is not a matching Off-campus Course Section to be deleted in the Course Section table for this year and term

If Off-campus Course Section Delete Switch is Y and there is not a Course Section table entry for this Campus, Year, Term, Course Identifier, Section Identifier, and Location Code

144

Section Identifier must match a Section Identifier for this Course in the Course Enrollment table

If the Section Identifier is not blank in the first character position and does not match a combination of Course Identifier and Section Identifier in the Course Section table for this year and term

182

Section Identifier is blank or not left justified.

If the Section Identifier is blank in the first character position

193

Off-campus Course Sections cannot be Professional course level

If Course Level (from Course Inventory table) is P

194

Off-campus Course Sections cannot be Resident Credit Center Course Sections

If Course Identifier and Section Identifier is Y in Resident Credit Center column of Course Section table for this campus, year and term

195

Location Code is not a valid ZIP Code or not FOREIGNCN

If (first five digits of) Location Code is not in ZIP Code/State Abbreviations verification table for this year and term and Location Code not FOREIGNCN

196

There is already a record matching for this Campus, Course ID, Section ID, Location and Delete Switch

If there is already a record matching this Campus, Course Identifier, Section Identifier, Location Code and Delete Switch in this submission file

197

There is already an Off-campus Course Section for this location code in the Course Section table for this year and term

If Off-campus Course Section Delete Switch is N and there is a Course Section table entry for this Campus, Year, Term, Course Identifier, Section Identifier, and any Location Code

AND

there is not another record in this submission that matches this Course Identifier and Section Identifier with Delete Switch set to Y

A40

Unexpected combination of Course Level and Campus Type for Off-campus Course Section

If, for this combination of Course Level (from Course Inventory) and Campus, the Off-campus Subsidy Level is not equal to the Course Level in the Off-campus/Campus/Course Level verification table

A41

Location Code indicates the ZIP Code is not in Ohio

If Location Code does not map to Ohio in ZIP Code/State Abbreviations verification table for this year and term

B32

*** WARNING B32: The percentage of the off-campus course sections is greater than or equal to 10% of the total course sections for one or more campuses.