Distance Learning Courses and Sections (DL) File, Effective Autumn 2013

 

File Description

The Distance Learning Courses and Sections (DL) File provides detail about the courses and sections listed in the OhioLearns on-line course catalogue offered via distance education. Courses described in the DL file submission should be those that are offered to students regardless of the institution of enrollment, as well as those distance education courses restricted to students enrolled at the institution. A distance education course is defined at a course in which the instructional content is delivered exclusively via distance education. Requirements for coming to campus for orientation, testing, or academic support services do not exclude a course from being classified as distance education

Submission Schedule

Prior to the beginning of the term, on an as needed basis. The file is open year round and year and term are captured in each record.

Relationship to Other File Submissions

None



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

Year

Enter the 4 digit year in which the course will be offered.

Numeric 
4 characters 
Columns 5-8

Term

Enter the term in which the course will be offered.

Alphabetic 
2 characters 
Columns 9-10

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 11-22

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 23-28

Call Number (Optional)

If there is a separate call number for the course enter it here.

Alphanumeric
12 characters
Columns 29-40

Subject Code

Enter a code from Subject Codes to describe the subject matter of the course.

Numeric 
6 characters 
Columns 41-46

Course Type

Please enter one or more course types:

  • UN – Undergraduate
  • GR – Graduate
  • CT – Certificate
  • CE – Continuing Education
  • NC – Noncredit
  • OT – Other

Alphabetic 
2 characters 
Columns 47-58
Left justified 
Multiple entries accepted

Low Credit Value

Enter the lowest credit hour value assigned to the course, expressed in tenths. 

Numeric 
3 characters 
Columns 59-61

High Credit Value

Enter the highest credit hour value assigned to the course, expressed in tenths.

Numeric 
3 characters 
Columns 62-64

Course Title

Enter the title of the course.

Alphanumeric 
80 characters 
Columns 65-144

Course Delivery Method

Enter the method in which instruction is provided to students:

  • WE – Web
  • VC – Video Conference
  • CO – Correspondence
  • OD – Other

Alphabetic 
2 character
Columns 145-152
Left justified 
Multiple entries accepted

Registration Starts

Enter day on which registration starts for the course. Enter date as follows: MMDDYYYY. If the registration for this section has no specified start date, enter "Anytime". If the start date is unknown, leave blank.

Numeric
8 characters
Columns 153-160

Registration Ends

Enter day on which registration ends for the course. Enter date as follows: MMDDYYYY. If the registration for this section has no specified end date, enter "None". If the end date is unknown, leave blank.

Numeric
8 characters
Columns 161-168

Section Starts

Enter the day on which the course section starts. Enter the date as follows: MMDDYYYY. If the section has no specified start date, enter "Anytime". If the start date is unknown, leave blank.

Numeric
8 characters
Columns 169-176

Section Ends

Enter the day on which the course section ends. Enter the date as follows: MMDDYYYY. If the section has no specified end date, enter "None". If the end date is unknown, leave blank.

Numeric
8 characters
Columns 177-184

Site Visit

Enter “N” if the course does NOT require a visit to the campus. Otherwise, enter “Y”

Alphabetic
1 Character
Column 185

Keywords for Searching

Enter the specific words or groups of words that you wish a catalog user to find. Separate words or groups of words with a comma.

Alphanumeric 
128 characters 
Columns 186-313

Deactivate Switch

Enter “Y” if this Course Identifier is no longer offered via Distance Learning, and should therefore not be displayed on the OLN Course Catalog. Otherwise, enter “N.”

Alphabetic
1 character
Column 314

Delete Switch

Enter “Y” if the record is to be deleted from the database. Otherwise, enter “N.”

Alphabetic 
1 character 
Column 315

Technical Requirements for Participation

Enter the technical specifications required to participate in this course only if they are different from what you have posted for all distance courses. If there are no differences, enter "NA"

Alphanumeric
Up to 100 characters

Course Description

Enter a description that describes the content of the course and the instruction that the student will receive.

Alphanumeric 
Up to 1000 characters 

Course Comments

Enter any comments related to the course in this field.

Alphanumeric 
Up to 50 characters 

Additional Explanations

Data reporters have three options with this file submission. They can pad out the fields to include the appropriate number of characters (example: if the URL has only 28 characters, it would need to be padded out to 100 characters). The second option is to enter a tilde (~) between each field to delimit the fields (example: sectionidentifier~callnumber~sectionlimit). Once a tilde has been used in a record as the field delimiter, it is the only delimiter that can be used to separate the fields. The third option is to use fixed width and tildes, but again, once you use the in a record, you can't go back to fixed width. Many reporters use fixed width through the delete switch, then the tildes to delimit the last three columns.

Our system reads the records from right to left and counts the columns accordingly. If you receive more errors than expected, your columns are probably off.

Definitions and Descriptions of Data Fields

  • Subject Code: The subject code is used to describe the content of the course.

  • 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 in both the Low Credit Value and High Credit Value fields.

  • Course Type
    • Undergraduate (UN): This course serves undergraduate students
    • Graduate (GR): This course serves graduate students
    • Certificate (CT): This course is part of a certificate program
    • Continuing Education (CE): This course serves continuing education students
    • Noncredit (NC):  This course is a not for credit course
    • Other (OT): This course has a purpose not covered by the above definitions

  • Course Delivery Method
    • Web (WE): Courses offered via the Internet, usually requiring minimal or no on-campus visits by the student. If campus visits are required, this information must be listed on the OLN transitional web page.
    • Video Conference (VC): Students shall interact with the instructor and class via live video. This delivery method probably requires a visit to a video site; information on these sites should be listed on the OLN transitional web page if the course section is listed in the OLN catalog.
    • Correspondence (CO): A correspondence course.
    • Other Method of Delivery (OD): If there is a method of delivery for the course or a portion that is not otherwise mentioned, please enter Y and provide an explanation in the comments field below.

  • Keywords for Searching: Enter words or phrases that users can use to find the course in the OLN catalog. Separate words or a group of words with a comma. Note that the field is an optional one.

  • Course Description: After entering the text for the course description data reporters must enter a tilde (~) to separate the text of the course description from the text of the course comments if they are using the tilde delimited method.

  • Course Comments: This is a field for containing internal notes. It is never seen by catalog users. If you are using the fixed width method this field must be included, even if there are no comments. It would contain 50 blank spaces.

  • Technical Requirements for Participation: This field should only be used if the course section has unique technical requirements different from your institution's general technology requirements for distance learning.  If there are no unique requirements, enter "NA"
  • File Header Record
    • The first record of each file is a header record. The File Identifier to be used for this file is DL. The Year is the current calendar year. The Term is "NA".  Example (using Columbus State as my institution for a file with 10 records): CSCCDL2013NA000010

Edit and Load Specifications

Revised January 14, 2013

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

If Campus Code does not exist in the Campus Code column of the Institution/Campus codes verification table

The Campus Code is not in the Institution/Campus Codes table<From edit messages table>

002

If the Course Identifier is blank in the first character position

Course Identifier is blank or not left justified

006

If Low Credit Value is not numeric in each character position

Low Credit Value is not numeric

007

If High Credit Value is not numeric in each character position

High Credit Value is not numeric

008

If Low Credit Value is greater than High Credit Value

Low Credit Value is greater than High Credit Value

013

If Delete Switch is not “Y” or “N”

The Delete Switch is not Y or N

040

If the Campus Code is in the Institution/Campus code verification table and does not relate to the Institution Code in the current login

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

082

If Term is not in the Term verification table

Term is not in Term verification table

182

If the Section Identifier is blank in the first character position

Section Identifier is blank or not left justified

276

If Course Title is null

Course Title is Null

277

If the first 2 characters in Section Ends are <01 or >12

The month indicator in the Section Ends field is <01 or >12

309

If the third and fourth character positions in Registration Starts are <01 and >31

The day indicator in the Registration Starts field is <01 or >31

312

If the last four characters in Registration Starts do not begin with 20

Invalid year for registration starts

313

If the last four characters in Registration Starts (i.e. the year) minus the year in the header record is greater than 1

The year in registration starts has already elapsed

314

If Registration Ends is not numeric in all 8 characters positions or is not null or is not “None”

Registration ends is not numeric in all 8 character positions

318

If the first 2 characters in Registration Ends are <01 or >12

The month indicator in the Registration Ends field is <01 or >12

319

If the third and fourth character positions in Registration Ends are <01 and >31

The day indicator in the Registration Ends field is <01 or >31

320

If the last four characters in Registration Ends do not begin with 20

Invalid year for Registration Starts

324

If the date represented by Registration Ends is earlier than the date represented by Registration Starts

The Registration Ends precedes the Registration Starts date

330

If the Delete Switch is “Y” and there is not a row in the DL  table that matches the Campus, Course Identifier, Section Identifier, year and term

The Delete Switch is Y but there is no matching row for this Course ID, Section ID, year and term in the database

334

If Registration Starts is not numeric in all 8 characters positions or is not null or is not “Anytime”

Registration Starts is not numeric in all 8 characters positions

339

If the first 2 characters in Registration Starts are <01 or >12

The month indicator in the Registration Starts field is <01 or >12

348

If Year is not numeric or does not begin with “20”

Year is not numeric or does not begin with number 20

442

If the date represented by Section Ends is earlier than the date represented by  Section Starts

The Section Ends date precedes the Section Starts date

488

If the third and fourth character positions in Section Ends  are <01 and >31

The day indicator in the Section Ends field is <01 or >31

490

If Deactivate Switch is not “Y” or “N”

Deactivate Switch is not “Y” or “N”

573

If the last four characters in Section Ends do not begin with 20

Invalid year for Section Ends

577

If Technical Requirements for Participation is null

Technical Requirements for Participation contains no data

825

If there is not an entry in the academic calendar table for this institution, year and term

The year and term of this record is not available on this system.

840

If Section Starts is not numeric in all 8 character positions or is not null or is not “Anytime”

Section starts is not numeric in all 8 character positions or is not “Anytime”

841

If the first 2 characters in Section Starts are <01 or >12

The month indicator in the Section Starts field is <01 or >12

842

If the third and fourth character positions in Section Starts are <01 and >31

The day indicator in the Section Starts field is <01 or >31

843

If the last four characters in Section Starts do not begin with 20

Invalid year for Section Starts

844

If the last four characters in Section Starts (i.e. the year) minus the year in the header record is greater than 1

Combination of Year and Term have already passed for this section start date

846

If Section Ends is not numeric in all 8 characters positions or is not null or is not “None”

Section ends is not numeric in all 8 character positions or is not “None”

847

If the last four characters in Section Ends (i.e. the year) minus the year in the header record is greater than 1

Combination of Year and Term have already passed for this section end date

867

If there are 2 or more records in the submission with the same Course ID, Section ID, Year, Term, and Delete Switch

If there are 2 or more records in the submission with the same Course ID, Section ID, Year, Term, and Delete Switch

U06

If the Delete Switch is “N” and the campus, course id, section id, year and term are represented in the database

Record will be updated

1CW

If Course Delivery method is not in the course tech type table

Course Delivery Method is invalid

1CX

If Course type is not in the course level type  table

Course Type is invalid