Course Sections Taught (ST) File, Revised August 31, 1998

 

File Description

The Course Sections Taught (ST) file contains at least one record for each course section delivered. There will be more than one record when a course section has more than one instructor. Include any instructor who has direct responsibility for the delivery of a course section, including graduate teaching assistants, instructors of record, course coordinators, and lab assistants whose responsibility is defined in terms of the course section rather than the lab facility. Do not include paper graders.

In the Course Sections Taught (ST) file, use the following medical funding units for course sections that are offered to professional or non-professional medical students: MEDICINE, DENTISTRY, OSTEOPATHY, VETERINARY MEDICINE, and CLINICAL PSYCHOLOGY.

Submission Schedule

Once per term, including summer.

Capture Date

The capture date for the Course Sections Taught (ST) file is the 30th day after the last day of the term.

Relationship to Other File Submissions

The Course Sections Taught (ST) file must be submitted after the Course Enrollment (CN) file (Enrollment Data Area) has been edited with zero errors and loaded onto the database. A record must exist for each course section contained in the Course Enrollment (CN) file for the reporting term. In order to verify that all faculty reported in the Course Sections Taught (ST) file for the year also have a record in the Faculty and Instructional Non-faculty Demographics (FD) file, the Course Sections Taught (ST) file for spring term must be loaded onto the HEI database before edits are performed on the Faculty and Instructional Non-faculty Demographics (FD) file.

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
Faculty Identifier

Enter the federally assigned Social Security Number (SSN), an institution-assigned identifier, or one of the following faculty generic identifiers: AGENCY, ROTC, SHARED, VOLUNTEER or OTHER.

Alphanumeric 
9 characters 
Columns 5-13
Institution Assigned Identifier Switch
  • Enter N if the identifier is an SSN assigned by the federal government.
  • Enter Y if the identifier is assigned by the institution and is not a federally assigned SSN. 
  • Enter Y if the identifier is a Faculty Generic Identifier. 
Alphabetic 
1 character 
Column 14
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 15-26
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 27-32
Funding Unit Enter the institution-determined identifier for the funding unit offering the course section. 

Use Medical Funding Units for course sections that are offered to professional or non-professional medical students

Alphanumeric 
30 characters Columns 33-62
Course Section Type Enter one or more Course Section Type codes from Course Section Type Codes. Alphabetic 
2 characters (for type) (22 character field width)
Columns 63-84
Left justified 
Multiple entries accepted
Technology in Instructional Delivery

Enter one or more Technology in Instructional Delivery codes:

IT - Interactive TV
CC - Cablecast 
VI - Video
EM - E-mail
WE - World Wide Web
CL - Computer Lab 
OT - Other Technology 
NO - None of the Above
UK - Unknown

This field is now optional. If a school chooses not to populate this field, Unknown is a valid code for all sections.

Alphabetic 
2 characters
(for type) (14 character field width)
Columns 85-98 
Left justified 
Multiple entries accepted

Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 99

Definitions and Descriptions of Data Fields

Campus: This four-character Regents-assigned abbreviation uniquely identifies the campus (or branch) within an institution.

Faculty Identifier: This nine-digit alphanumeric field must contain the faculty member's Social Security Number (SSN), an institution-assigned identifier, or one of the following Faculty Generic Identifiers for the circumstance described in each category. If the individual can be identified with an SSN or an institution-assigned identifier, use the specific identifier. Only if a specific identifier is unobtainable should a Faculty Generic Identifier be used.

  • AGENCY: Use this category when the instructor is contracted through an outside corporate or government agency and is not a faculty member at the reporting institution.
  • ROTC: Use this category when the instructor is employed by the ROTC.
  • SHARED: Use this category when the instructor is a faculty member employed by another institution, and the instructor is participating in shared (or co-located) campus instruction.
  • VOLUNTEER: Use this category when the individual is not paid and is unable to be individually identified. If the individual's SSN or institution-assigned identifier is known, use the specific identifier rather than this generic category.
  • OTHER: Use this category when the above Faculty Generic Identifiers are not applicable.

Institution Assigned Identifier Switch: Enter Y if the identifier is assigned by the institution, and is not a federally assigned SSN. Enter Y if the Faculty Identifier is a Faculty Generic Identifier. Enter N if the identifier is an SSN assigned by the federal government.

Course Identifier: An institution-assigned alphanumeric field up to 12 characters. All course identifiers must have a corresponding entry in the Course Enrollment (CN) file for the same term.

Section Identifier: An institution-assigned numeric field up to six characters. All section identifiers must have a corresponding entry in the Course Enrollment (CN) file for the same term.

Funding Unit: This is an institution-assigned designation for the fiscal unit that offers the course section. For each funding unit entered in the Course Sections Taught (ST) file, there must be a corresponding funding unit indicated in the Funding Unit Expenditure (FX) file from the Financial Data Area. Enter NA (not applicable) when there is no funding unit for a course section. NA may be used as the funding unit for course sections (such as multidisciplinary or honors classes) when there is no real academic department that is the home of the course section.

Course Section Type: Multiple descriptors may be used.

  • Lecture (LE): A lecture is formalized instruction, conducted on or off campus, in which the teacher presents an educational experience to students applying any combination of instructional methods such as lecture, directed discussion, demonstration, or the presentation of audio-visual materials or techniques.
  • Discussion (DI): Used most often in conjunction with a lab to describe an instructional format in which the observations made in the lab are further discussed. This may be a formal class in which discussion, rather than lecture, is the pedagogical structure.
  • Seminar (SE): A seminar is an educational experience which is less formal than a classroom/lecture/discussion class, in which a relatively small number of students engage in discussions which are directed by a faculty member in the development and/or review of concepts which have been or are to be applied to practical situations.
  • Recitation (RE): Use this category to describe small breakout groups which meet in conjunction with a lecture to review exams, discuss issues, address questions, and extend the instruction that occurs in the larger lecture.
  • Lab (LB): A laboratory is an educational activity in which students conduct experiments, perfect skills, or practice procedures under the direction of a faculty member.
  • Clinical (CL): A clinical laboratory applies only to health technology programs. A clinical is a laboratory section which meets at a health-related agency facility in lieu of on-campus laboratory facilities. Clinical laboratory sessions provide a realistic environment for student learning. During a clinical laboratory session, a regular faculty member directly supervises the class. The instructor assigned to teach clinical laboratory sessions will be a full- or part-time faculty member.
  • Practicum (PR): A practicum is an on- or off-campus work experience which is integrated with academic instruction in which the student applies concurrently learned concepts to practical situations within an occupational field. To assure proper coordination of the experience, the practicum is coordinated by a faculty member who visits the student at least once every two weeks, provides the final grade, and teaches at least one course on the campus.
  • Field Experience (FE): Field experience is planned, paid work activity which relates to an individual student's occupational objectives, such as geology or archaeology, and which is taken in lieu of elective or required courses in his or her program with the permission of a faculty advisor. The experience is coordinated by a faculty member of the college who assists the student in planning the experience, visits the site of the experience for a conference with the student and his or her supervisor at least once during the quarter or semester, and assigns the course grade to the student after the appropriate consultation with the employer or supervisor.
  • Studio (ST): Studio is used to describe music, performance art, and theater courses.
  • Individual Studies (IS): Use this category to describe course sections in which a faculty member works with a student or small group of students. Individual Studies may be associated with coursework or with Master's and Doctoral level requirements.
  • Tutorial (TU): Use this category if individuals or groups of individuals are tutored by a faculty member or qualified individual.
  • Self-paced (SP): Use this category if individuals in a course may progress at their own pace. Include independent learning.
  • Other (OT): Use this category to indicate types of course sections that are not described by the above categories.

Technology in Instructional Delivery: More than one of the following categories may be used in reporting the faculty member's relationship to the course section. The reported categories should represent ways in which the curricular content is presented by faculty or incorporated in the learning experience offered by the course section.

  • Interactive TV (IT): The use of live TV for transmitting course content to other locations outside the classroom and for facilitating discussion among participants at remote sites.
  • Cablecast (CC): A cable television broadcast available at the scheduled meeting time of the class, enabling participation in discussions via telephone from home and other locations outside the classroom. Instructors are frequently available by telephone or in person for consultation.
  • Video (VI): The use of pre-recorded and real-time ("live") video as part of the course section's instructional delivery. This category may also be used to report live and pre-recorded audio.
  • E-mail (EM): The use of e-mail in communicating curricular content or providing written exchanges among students and faculty members associated with the course section.
  • World Wide Web (WE): The use of the Web to present course-related materials and links to supplementary sites.
  • Computer Lab (CL): Use this category for computer-based instruction and the assignment of computer lab time for the preparation of course papers, projects, and other submission requirements.
  • Other Technology (OT): Use this category to indicate other technologies, such as overhead projectors, chalkboards, slide projectors, maps and charts, etc., that may not be considered emerging technologies. You may also include in this category the "hands on" type of learning experiences, such as the setting up and testing of programmable machines.
  • None of the Above (NO): Use this category to report emerging technologies that are not described in the aforementioned categories. Because multiple codes may be used in the Technology in Instructional Delivery field, this category may be used in combination with the other technology codes, except UK. For example, EM, WE, and NO can be used to describe the various technologies for a course section.
  • Unknown (UK): Use this category only if the technology used in the course section is not known at the time of reporting.

Edit and Load Specifications

Revised January 30, 2003

 

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 Course Identifier is blank

011

Student Identifier contains non-alphanumeric character

If the record is blank, do not run edit checks for this file on this record

013

Blank records are not allowed

If the Delete Switch is not Y or N

018

The Delete Switch is not Y or N

If the Institution Assigned Faculty Identifier Switch is N and the Delete Switch is N and the Faculty Identifier is numeric in each character position and the first three digits, or the fourth and fifth, or the sixth through ninth digits of the Faculty Identifier are zeros, OR if the Institution Assigned Faculty Identifier Switch is N and the Delete Switch is N and the Faculty Identifier is numeric in each character position and the first three digits are 666 or 900 or above

021

Invalid Social Security Number - >775

If Institution Assigned Identifier Switch is N and Faculty Identifier is not numeric and not contained in the Faculty Generic Identifier table

022

The Social Security Number is not numeric

If Institution Assigned Identifier Switch is not Y and not N

035

The Institution Assigned Identifier Switch is not Y or N

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

040

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

If the Campus code does not correspond to login Institution code

300

The Campus code in the input record does not correspond to the login Institution code

If Faculty Identifier is blank in the first character position

301

The Faculty Identifier is blank or not left justified

If Institution Assigned Identifier Switch is Y AND the Faculty Identifier is in the Institution SSN table for this institution AND the table row has the Institution Assigned Switch as N

302

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

If Institution Assigned Identifier Switch is N AND the Faculty Identifier is in the Institution SSN table for this institution AND the table row has the Institution Assigned Switch as Y

350

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

If the Faculty Identifier is in the Faculty Generic Identifier table for this year and term, and the Institution Assigned Identifier Switch is not Y

355

The Institution Assigned Identifier Switch must be Y when a Faculty Generic Identifier is used as the Faculty Identifier

If there is no row in the Course Section table for this Campus, Course Enrollment Year, Course Enrollment Term, Course Identifier, and Course Section Identifier

357

The Course Identifier and Section Identifier are not in the Course Section table

If two records in the submission file have the same Campus Code, Faculty Identifier, Course Identifier, and Section Identifier, but not the same Course Section Type codes

358

Course Section Type Codes not the same for a submission with the same Faculty ID, Course ID, Section ID, and Funding Unit

If any two records in the submission file have the same Campus Code, Faculty Identifier, Course Identifier, and Section Identifier, but not the same Technology in Instructional Delivery codes

360

Tech in Instr Delivery Codes not the same for a submission with the same Faculty ID, Course ID, Section ID, and Funding Unit

If there is more than one record in the submission file with the same campus, year, term, course, section, and faculty ID AND both records are delete switches Y

362

Already a record in the submission file with the same campus, year, term, course, section, fac ID, and delete switch of Y

If the number of A65 warnings exceeds 10% of the total number of course sections for this campus, year, and term in the Course Section table

363

More than 10% of reported course sections have no reported instructor

If the Course Section Type field is blank

365

A blank Course Section Type field is not allowed

If the Course Section Type field is not blank AND any non-blank Course Section Type code is not present in the Course Section Type Codes table

366

A Course Section Type code for this year and term is not in the Course Section Type Codes table

If the same Course Section Type code appears more than once in the Course Section Type field

368

The Course Section Type code appears more than once in the record

If the Technology in Instructional Delivery field is not blank and any non-blank Technology in Instructional Delivery code is not present in the Technology in Instructional Delivery Codes table

369

A Technology in Instructional Delivery code for this year and term is not in the Technology in Instructional Delivery Codes table

If the same Technology in Instructional Delivery code appears more than once in a record

370

The Technology in Instructional Delivery code appears more than once in the record

If the Technology in Instructional Delivery field contains more than one code AND

one of those codes is UK (Unknown)

371

UK (Unknown) cannot be used with other Technology in Instructional Delivery codes

If the Faculty Identifier is not in the Faculty Generic Identifier table for this term and year, and there are already any rows in the Course Section Type table with the same Campus Code, Course Enrollment Year, Course Enrollment Term Code, Course Identifier, Course Section Identifier, and identifier, and they do not have the same Course Section Type codes as the submission record

372

The Course Section Type codes are not the same as those in previously submitted records for this course section

If the whole Technology in Instructional Delivery field is blank

374

A blank Technology in Instructional Delivery field is not allowed

If the Faculty Identifier is not in the Faculty Generic Identifier table for this term and year, and there are already any rows in the Course Section Technology table with the same Campus Code, Course Enrollment Year, Course Enrollment Term Code, Course Identifier, and Course Section Identifier, and identifier, and they do not have the same Technology in Instructional Delivery codes as the submission record   

375

The Tech Instr Delivery codes are not the same as those in previously submitted records for this course section

If the Delete Switch is Y and there are no rows in the Course Sections Taught table with the same Campus Code, Course Enrollment Year, Course Enrollment Term Code, Course Identifier, Course Section Code, and identifier

377

There is not a row for the individual in the Course Sections Taught table although the Delete Switch is Y

If there is already a row in the Course Section table with the same Campus Code, Course Enrollment Year, Course Enrollment Term Code, Course Identifier, and Course Section Identifier, and if the funding unit from the Course Section table is not blank and is not the same Funding Unit as in the submission record and the delete switch in the submission file is not Y

378

The Funding Unit is not the same as the one in previously submitted records for this course section

If any two records in the submission file have the same Campus Code, Course Identifier and Section Identifier, and the Funding Unit is not the same

380

The Funding Unit offering the course is not the same for all the Faculty Identifiers associated with this course section

If the submission file contains more than one record with the same Faculty Identifier and the Institution Assigned Identifier Switch is not the same (Y or N) for those Faculty Identifiers

382

 A Faculty Identifier cannot have Institution Assigned Identifier switch values of both Y and N

If the Funding Unit is blank

A65

Funding Unit offering the course section is not reported

If a section identifier and course identifier for the reporting term and campus are contained in the Course Sections table and not in the Course Sections Taught (ST) file with a delete switch of N, AND the section identifier and course identifier for the term and campus will not be in the Course Sections Taught table after this file is loaded

A71

There is no Course Sections Taught (ST) record for a course section contained in the Course Sections table

If the delete switch is N and there is a record in the Course Sections Taught table with the same campus, year, term, course, section, faculty ID

A74

There is already a row in the Course Sections Taught table and the Delete Switch is N

If there is more than one record in the submission file with the same campus, year, term, course, section, and faculty ID AND both records are delete switches N