Cross Registration (XR) File Revised, January 7, 2005

 

File Description

The Cross Registration (XR) file contains data on all credits earned for degree credit during this term by students at another college or university which are not subject to transfer evaluation. These include cross-registered courses or courses that result from a consortial arrangement among two or more institutions. One record should be submitted for each unique course enrollment. These enrollments are not to be reported in the Course Enrollment (CN) file. All records contained in the Cross Registration (XR) file must have a corresponding entry in the Student Enrollment (SN) file for this term.

Submission Schedule

Once per term.

Capture Date

The capture date for the Cross Registration (XR) file is the 30th day after the last day of the term.

Relationship to Other File Submissions

The Cross Registration (XR) file cannot be submitted until the Student Entrance (SE) and Student Enrollment (SN) files have been submitted, edited with zero errors, and loaded onto the HEI database.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

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 1-9 
Left justify
Course Identifier Enter the permanent identifier that distinguishes this course from all others offered by the host institution. This identifier should resemble those used on transcripts and/or catalogs. Enter XXXXXXXXXXXX if specific course identifiers are not available.  Alphanumeric 
12 characters 
Columns 10-21 
Left justify
Credit Hours Enter the credit hour value of this course enrollment, expressed in tenths.  Numeric 
3 characters 
Columns 22-24
Host Institution Enter a code from IPEDS Institution Codes to identify the host institution. If the student participated in a foreign exchange program recognized by the Ohio Board of Regents, enter FXCHNG. If the student enrolled in an institution outside of the United States that is not part of an officially recognized foreign exchange program, enter FOREGN.  Alphanumeric 
6 characters 
Columns 25-30
Audit Switch Enter Y if the student audited the course at the host institution. Otherwise, enter N. Alphabetic 
1 character 
Column 31
 Delete Switch Enter Y if this record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 32

Additional Explanations

Guidelines for reporting in-state consortial agreements with public institutions:

The guidelines for reporting cross registrations between Ohio public institutions is taken from the memo dated March 31, 1998. The deciding factor is which institution should receive subsidy for the enrollment. The following table should clarify the reporting based on this factor.

Who Earns SSI?

Home Institution

Host Institution

Home Institution Expects to Earn SSI. Send XR file with Course ID from Host's CI file. Send CN file with Attempt of Academic Credit Code = C.
Home Institution Does Not Expect to Earn SSI. No file submission is required. Send CN with Attempt of Academic Credit Code = I.

Degree Credit Courses: Any course, offered by this institution, which under normal circumstances would contribute academic credit towards the award of a degree in an approved program.

Definitions and Descriptions of Data Fields

Course Identifier: The course identifier should match the course identifier on the host institution's Course Inventory (CI) file, if applicable.

Host Institution: College or university committing resources to provide instruction for the student.

Foreign Exchange Program:
§ 3333.19. Tuition and fees for foreign exchange students.

The Ohio board of regents may enter into agreements with the appropriate agency in a foreign country or with an agency or organization sponsoring foreign student exchanges under which the agency or organization ensures that Ohio residents enrolled in post-secondary educational institutions in the foreign country will pay tuition and fees at rates no higher than the rates charged to students who are residents of that country and under which the board of regents provides that rates for tuition and fees charged to a comparable number of students from the foreign country who are enrolled in state-assisted institutions of higher education in Ohio are to be no higher than the rates charged to students who are Ohio residents. Notwithstanding that an Ohio resident is enrolled in a post-secondary educational institution in a foreign country under one of these agreements, any such student who was previously enrolled in a state-assisted institution shall be counted as enrolled in such institution for state subsidy purposes in a manner prescribed by rules the board of regents shall adopt.

HISTORY: 144 v H 298. Eff 7-26-91.
To view a dynamic copy of the Ohio Revised Code, click here.

Audit Switch: The audit switch should be set to "Y" for all course enrollments allowing formal participation in a credit-bearing course on a non-credit basis.

Edit and Load Specifications

Revised September 15, 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

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

056

There is no record of this student in the Student Enrollment table for this year and term

If the Student Identifier does exist in the Student Entrance table for this institution and there is not an entry for this OBRID (from Institution/SSN table), for this Institution, Year, and Term in the Student Enrollment table

068

Credit Hours is not numeric

If Credit Hours is not numeric

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   

073

Audit Switch is not Y or N

If Audit Switch is not Y or N

095

Sending or Host Institution is not in IPEDS Institution or IPEDS Institution Exception verification tables

If Host Institution does not match IPEDS code from IPEDS Institution or IPEDS Institution Exception verification tables

139

Record already exists for this Student ID, Course ID, Credit Hours, Host Institution, Year and Term in XR table

If Delete Switch is N and there is already a matching row in the Cross Registration table for this Institution, OBRID (from Institution/SSN table), Course Identifier, Host Institution, Year, and Term

AND

there is not another record in this submission that matches this Student Identifier, Course Identifier, and Host Institution with Delete Switch set to Y

140

Record already exists for this Student ID, Course ID, Credit Hours, Host Institution, Year and Term in this submission

If Delete Switch is N and there is already a matching row in this Cross Registration submission for this Student Identifier, Course Identifier, Host Institution, Year and Term with Delete Switch set to N

OR

if Delete Switch is Y and there is already a matching row in the Cross Registration submission for this Student Identifier, Course Identifier, Credit Hours, Host Institution, Audit Switch, Year and Term with Delete Switch set to Y

142

Delete Switch is Y and there is not a matching record in the XR table

If Delete Switch is Y and there is not a matching row in the Cross Registration table for this Institution, OBRID (from Institution/SSN table), Course Identifier, Credit Hours, Host Institution, Audit Switch, Year and Term

223

Cross Registration record has non-blank characters beyond 32 characters

If there are any non-blank characters beyond 32 characters

234

Host Institution and Reporting Institution are same

If Host Institution (IPEDS) Code matches the code of the Institution in the Header Record (compare from the Institution/Campus table)

A46

Host Institution is an Ohio public institution but the Course Identifier does not match a Course Identifier at that institution

If Host Institution is an Ohio public college or university (Institution/Campus table) and Course Identifier is not XXXXXXXXXXXX and does not match a Course Identifier in the most recent version (not necessarily this year and term) of the Course Inventory table for the Host Institution

A47

Credit Hours are greater than 24 and Host Institution is FXCHNG or FOREGN

If Host Institution is FXCHNG or FOREGN and Credit Hours is numeric and greater than 24

A48

Credit Hours are greater than 6

If Host Institution is not FXCHNG and FOREGN and Credit Hours is greater than 6

A49

Enrollments from FOREGN or Ohio non-public institutions will not be subsidized

If Host Institution is a valid IPEDS code from IPEDS Institution verification table

AND

is not in the Institution/Campus table

OR

is in the Institution/Campus table but Type of Campus code is IN

OR

if Host Institution is FOREGN

B19

Student ID matches an ID that was formerly used to identify another student

If this Student Identifier matches a Previous Identifier with Data Area code set to “S” for this institution in the Identifier Change table

B28

*** WARNING B28: The sum of credit hours for this HOST INSTITUTION has changed more than 20% from the same term last year.

If there is any sum varying 20% or more, sum totaling greater than or equal to 50, with the same sum generated from final data for the same TERM in the immediately preceding YEAR