File Description
The Course Enrollment (CN) file contains a record for each enrollment in degree-credit courses, and in developmental education courses directly supporting degree-credit instruction, as of the census point.
For each student included in a Course Enrollment record, data from the Student Entrance (SE) file must already be loaded onto the HEI database, and data from the Student Enrollment (SN) file for the current term must already be loaded onto the HEI database.
For each course included in a Course Enrollment record, data from the Course Inventory (CI) file must already be loaded onto the HEI database. Only course enrollments which are a result of instruction offered by this institution are to be included in the Course Enrollment (CN) file. Credit awarded through other means is to be recorded in the Alternative Credit (AC) or the Cross Registration (XR) files. Do not include professional level medical enrollments in the Course Enrollment (CN) file.
Submission Schedule
Once per term.
Capture Date
The capture date for the Course Enrollment (CN) file is the 30th day after the last day of the term. For summer subterms, the capture date is the 30th day after the last day of the last subterm.
Relationship to Other File Submissions
The Course Enrollment (CN) file cannot be submitted until the Course Inventory (CI), Student Entrance (SE), and Student Enrollment (SN) files have been submitted, edited with zero errors, and loaded onto the HEI database. Furthermore, the Course Enrollment (CN) file must be submitted, edited with zero errors, and loaded onto the HEI database before the Off-campus Course Sections (OC) and Tech Prep Consortium Tracking (TC) files can be submitted.
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 |
| 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 5-13 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 14-25 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 26-31 Left justify |
| Credit Hours | Enter the credit hour value of this course enrollment, expressed in tenths. | Numeric 3 characters Columns 32-34 |
| Attempt for Academic Credit | Enter a code from Attempt for Academic Credit Codes describing the student's status in regard to the attempt for academic credit through this course enrollment. | Alphabetic 1 character Column 35 |
| 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 36 |
| Delete Switch | Enter Y if the record is to be deleted from the database. Otherwise, enter N. | Alphabetic 1 character Column 37 |
| Course Outcome | Enter Course Outcome. | Alphanumeric 5 characters Columns 38-42 |
Additional Explanations
Certain combinations of Couse Level (from the Course Inventory file) and Student Rank (from the Student Enrollment file) may be considered ineligible for funding. View the Course Level/Student Rank verification table for such combinations.
Any course offered by this institution which under normal circumstances would contribute academic credit towards the award of a degree in an approved program.
The designated point by when a student must be registered for a course. For regularly scheduled course sections, the census point is the end of business on the 15th calendar day of the academic term (this is not a change from the former '14th day after the first day of classes'). For flexibly scheduled course sections the census point is the end of business on the date closest to completing 20 percent of the course section based on the official start and end dates, regardless of the course section meeting pattern. For flexibly scheduled courses meeting for less than seven consecutive days report all students who enrolled by the last day of the course, but do not report those who withdrew by the end of the course.
For summer subterms, the census point for regularly scheduled summer term course sections is the 15th day of each summer subterm.
Section Transfers:
In the case of a student transferring from one course section to another section of the same course after the census point, report the student as enrolled in the first course section, but enter the result of the second course section in the Award of Academic Credit field.
Definitions and Descriptions of Data Fields
Distinguishes the smallest enrollment unit which relates a particular group of students with an instructor or a particular group of instructors. Combinations of course identifiers and section identifiers must be unique across all subterms of the summer term. For example, a unique section identifier must be used for all sections of a course in the submission even if course section numbers are repeated across subterms in the campus system.
Designated by the student registration. The credit hours for enrollments that did not result in the award of academic credit are to reflect those on the student registration at this institution.
- Designates the student's status in regard to the attempt for academic credit through this course enrollment.
- The student audited this course:
- The student was allowed to formally participate in a credit-bearing course on a non-credit basis. The student registered and paid for this enrollment but received no grade.
- The student attempted to earn academic credit at another institution:
- The student enrolled in this course through a formal cross-registration or consortial arrangement with another institution and is attempting to earn academic credit at that institution.
- The student attempted to earn academic credit at this institution:
- The student enrolled in this course in an attempt to earn academic credit at this institution.
- This credit is not covered under Senate Bill 53:
- The student is a resident of a contiguous state who is employed in Ohio, whose employer contracted with this school to pay for a given class. This code is entered for all coursework that is not covered in the contract.
- The student audited this course:
The student has officially earned academic credit for this course enrollment as of the capture date. Failure to pass the course due to withdrawing or not passing all the requirements would result in a no award of academic credit.
Course Outcome Specifications:
- 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”.
- There are cases where attempted credit values equal or exceed 25, requiring the five character width.
- The goal is to be able to calculate the student’s term GPA from the course data. For a variety of reasons, this calculated GPA might not match a student’s “report card” GPA. This will be noted in the file documentation.
- Non-letter grade outcomes. Alphabetic code values are in parentheses.
- Withdrawals – Is it important to distinguish between different types of withdrawals? Our first thought is no. (WITHD)
- Incompletes – Are there different types of incompletes and are the differences worth distinguishing? Our first thought is no. (INCOM)
- Progress (PROGR)
- Pass/Satisfactory (SATIS)
- Did not pass/Unsatisfactory (UNSAT)
- Audit (AUDIT)
- No Grade Reported (NGREP)
- We are mixing numeric and character data in a single field, but this is similar to what we do with the Birth Year field in the SE, in which known years are reported as numbers and unknowns are “UNKN.”
- There should be agreement between the population of the Course Outcome field and the existing Course Completion field. Positive GPA points values, Progress, and Pass/Satisfactory outcomes are “Y’s” in the completion field. Everything else is “N.”
- 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) then the Course Outcome is “00000.”
- An “E” in the Attempt for Academic Credit field (Enrollments not covered under non-resident employee contract) can be associated with any Course Outcome value.
Edit and Load Specifications
Revised July 17, 2013
|
Error Code |
Edit Message Text (Text that appears in primary edit results) |
Programming Logic |
|
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 |
|
004 |
Subject code from Course Inventory indicates this course is medical. This enrollment should not be reported in the CN. |
If Course Identifier is in the Course Inventory table for this Institution, Year and Term, and the Subject code and Course Level is in the Medical Funding Unit verification table for this year and term |
|
011 |
If there are any blank rows in the file |
Blank records are not allowed |
|
012 |
Professional level law school enrollments are on semester calendar only: Report in spring |
If Course Identifier is in the Course Inventory table for this institution, year and term, and the Subject code is 220101 and the Course Level is P and the Term is WI |
|
013 |
The Delete Switch is not Y or N |
If the Delete Switch is not Y or N |
|
035 |
If there are extra characters at the end of a record |
There are non-blank characters beyond the allotted record length 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 |
|
056 |
There is no record of this student in the Student Enrollment table for this campus, year and term |
If the Student Identifier does exist in the Student Entrance table for this institution and there is not a entry for this OBRID (from Institution/SSN table), Campus, Year, and Term in the Student Enrollment table |
|
069 |
This student does not have a Student Entrance record |
If there is not a Student Entrance table entry for OBRID assigned to this Student Identifier (from Institution/SSN table) and Institution (from Header Record) for any Admission Area Code and any Year or Term |
|
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 |
|
078 |
Course Enrollment Delete Switch is Y, but there is no Course Enrollment row to delete |
If the Course Enrollment Delete Switch is Y and Course Enrollment record does not match a row that already exists on the Course Enrollment table or the number of matching rows in the CN table plus the number of insertions in the CN submission is less than the number of deletions in the CN submission |
|
079 |
Credit Hours is not numeric |
If Credit Hours is not numeric in each character position |
|
181 |
This combination of Subject Code, Course Level and Campus is invalid. See Subject Code/Course Level/Campus verification table. |
If Course Identifier is in the Course Inventory table for this Institution, Year and Term, and the combination of Subject Code and Course Level (from Course Inventory) and Campus (from this submission) is not in the Subject/Level/Campus verification table |
|
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 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 Award of 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 or C and Award of Academic Credit Code is not N |
|
187 |
Cannot delete record because there is an Off-campus Course Section associated with this course section |
If all enrollments for this combination of Course Identifier, Section Identifier, Campus, Year and Term in the Course Enrollment table are to be deleted and the Section is Off-campus (from Course Section table) AND there is not another record in the submission file matching this Course Identifier, Section Identifier, and Campus with the Delete Switch equal to N |
|
188 |
Cannot delete record because there is a Resident Credit Center Course Section associated with this course section |
If all enrollments for this combination of Course Identifier, Section Identifier, Campus, Year and Term in the Course Enrollment table are to be deleted and the Section is Resident Credit Center (from Course Section table) AND there is not another record in the submission file matching this Course Identifier, Section Identifier, and Campus with the Delete Switch equal to N |
|
191 |
Cannot delete record: There is an entry for Funding Unit from the Sections Taught file (Faculty) associated w/ this course section |
If all enrollments for this combination of Course Identifier, Section Identifier, Campus, Year and Term in the Course Enrollment table are to be deleted and the Section has an entry for Funding Unit (from Course Section table) AND there is not another record in the submission file matching this Course Identifier, Section Identifier, and Campus with the Delete Switch equal to N |
|
1CK |
If course outcome is not numeric or (‘WITHD’, ‘’INCOM’, ‘PROGR’, ‘SATIS’, ‘UNSAT’, ‘AUDIT’, ‘NGREP’); generate error |
Course Outcome is not valid. |
|
1CL |
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 |
Course was Audited but Course Outcome was not AUDIT or WITHD |
|
1CM |
If the Attempt for Academic Credit flag is “I,” (attempted for credit at this institution) then the Course Outcome cannot be “AUDIT.” Generate error |
Course Credit was attempted at this institution but Course Outcome was AUDIT |
|
1CN |
If the Attempt for Academic Credit flag is “C,” (attempted for credit at another institution) and the Course Outcome is not “00000”, generate error |
Course credit was attempted at another institution and Course Outcome was not '00000' |
|
1CO |
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 |
Course Outcome not consistent with Award of Academic Credit |
|
1CP |
If course outcome field is numeric and equal to ‘00000’ or in (‘WITHD’, ‘INCOM’, ‘UNSAT’) then award of academic credit should be “N”. If not, generate error |
Course Outcome not consistent with Award of Academic Credit |
|
253 |
Duplicate records comprise more than 5% of total records |
If the count of all duplicate records (records that match Student ID, Institution, Campus, Course ID, Section ID, Year and Term) is more than five percent of all records (in this submission and loaded onto the database) for this institution, campus, year and term |
|
A35 |
Combination of Subject Code, Course Level, and Campus is valid, but there will be subsidy implications due to this student's rank |
If Course Identifier is in the Course Inventory table for this Institution, Year and Term, and the combination of Subject Code, Course Level, and Campus is valid AND if the Subsidy Level Code is equal to E for this combination of Course Level (from Course Inventory table) and Student Rank (from Student Enrollment table) |
|
A36 |
Credit Hours are greater than 15 |
If Course Identifier and Credit Hours are valid and Credit Hours are more than 15 |
|
A37 |
There is more than one row on the Course Enrollment table for this Course and Section ID |
If the Course Enrollment Delete Switch is Y and there is more than one row that matches the Student Identifier (OBRID), Course Identifier, Section Identifier, Credit Hours, Attempt for Academic Credit and Award of Academic Credit in the Course Enrollment table |
|
A38 |
Two or more rows exist for this Student, Course ID, Section ID and Campus in the Course Enrollment submission and table |
If this file were to be loaded onto the database and as a result two or more rows for this OBRID, Year, Term, Campus, Course Identifier and Section Identifier would exist in the Course Enrollment table |
|
A39 |
Student is in Student Enrollment table but not in the Course Enrollment file and not a med student: Student might be in XR file |
If there is an OBRID (from Institution/SSN table) in the Student Enrollment table for this Campus, Year, and Term that is not in this Course Enrollment file submission or Course Enrollment table for this year and term and the student’s Major Field of Study (from SN) is not in the Medical Funding Unit verification table for this year and term and the student’s Rank (from SN) is not professional (PR) |
|
A87 |
|
Student is a professional level medical student and will not receive subsidy for this enrollment |
|
B57 |
|
***WARNING B57: The Award of Academic Credit field is N for all course enrollments at this campus |
|
C01 |
|
Duplicate records comprise more than 1% of total records |
