Distance Learning Courses and Sections (DLCS) File, Effective January 2018

 

File Description

The Distance Learning Course Sections (DLCS) File provides detail about the courses listed in the OhioLearns on-line course catalog offered via distance education. Courses described in the DLCS 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 as 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.

Courses described in the DLCS file are made available on the OhioLearns web site as a searchable database for people interested in finding distance learning opportunities in Ohio’s higher education institutions.

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

The new HEI Portal DLCS input file is formatted as a .csv file. You can create it using this template.

Enter a row for each course in each term it is offered. All fields are mandatory unless otherwise stated.

 

Field Names

Field Attributes and Procedures

Data Format

Campus

Template field name: Campus

Enter a campus code from Institution/Campus Codes.

Alphabetic
4 characters
 

Year

Template field name: year

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

Numeric 
4 characters 
 

Term

Template field name: term

Enter the term in which the course will be offered. If the same course is offered in more than one term, create a new row for each term.

AU -- Autumn
SM -- Summer
SP -- Spring
WI – Winter

Alphabetic
2 characters

Course Identifier

Template field name: course_id

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 
Up to 12 characters
 

Call Number (Optional)

Template field name: course_call

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

Alphanumeric
Up to 12 characters

Subject Code

Template field name: subject_code

The DL uses Classification of Instructional Programs (CIP 2010) codes to describe the subject matter of the course. Enter a code from Subject Codes to describe the subject matter of the course. You may enter only one subject code.

Numeric 
6 characters 
 

Course Type

Template field name: course_type

Please enter one of the following course types:

UN – Undergraduate

GR – Graduate

CE – Continuing Education

NC – Noncredit

OT – Other

If the course has more than one course type, enter a new row for each course type

Alphabetic 
2 characters 
 

Number of sections
(Optional)

Template field name: number_of_sections

Please enter the number of sections available for this course during this term.

Numeric

Low Credit Value

Template field name: credits_low

Enter the lowest credit hour value assigned to the course, expressed in tenths. If the Course Type being entered is Continuing Education (CE), this field should be empty.

Numeric 
3 characters 
 

High Credit Value

Template field name: credits_high

Enter the highest credit hour value assigned to the course, expressed in tenths. If the Course Type being entered is Continuing Education (CE), this field should be empty.

Numeric 
3 characters 
 

Course Title

Template field name: course_title

Enter the title of the course.

Alphanumeric 
Up to 80 characters 

Registration Starts

Template field name: date_reg_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
 

Registration Ends

Template field name: date_reg_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". 

Numeric
8 characters
 

Site Visit

Template field name: site

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

Alphabetic
1 character
 

Keywords for Searching

Template field name: keywords

Enter the specific words or groups of words to help OhioLearns users search for and find the course. Separate words or groups of words with a colon.

Alphanumeric 
Up to 128 characters 
 

Course Description

Template field name: 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
(Optional)

Template field name: comments

Enter any comments related to the course in this field.

Alphanumeric 
Up to 50 characters 

Delete Switch

Template field name: delete_switch

Y -- The course that this row describes is not currently offered. It should not be displayed in the OhioLearns Course Catalog.

N – The course that this row describes is active.

Alphabetic
1 character

 

Edit and Load Specifications

Last Updated: January 24, 2018

Error Code

Error Type

Message Text

Explanation/Troubleshooting

001

Error

The Campus Code is not in the Institution/Campus Codes table

The campus code you entered is incorrect or does not exist.

002

Error

Course Identifier is blank or not left justified

course_id is a mandatory field and may not be left blank.

006

Error

Low Credit Value is not numeric

The credits_low field can only contain numbers (including decimals to the 10th position)

007

Error

High Credit Value is not numeric

The credits_high field can only contain numbers (including decimals to the 10th position)

008

Error

Low Credit Value is greater than High Credit Value

The credits_low field is higher than credits_high field.

040

Error

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

The Campus Code in the submitted file does not correspond to the one affiliated with your login.

082

Error

Term is not in Term verification table

The term field can only contain one of the following 2 character abbreviations:

 

AU -- Autumn
SM -- Summer
SP -- Spring
WI -- Winter

276

Error

Course Title is Null

The course_title field cannot be empty; it is a mandatory field.

309

Error

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

The day in the date_reg_starts field is not a valid date. It must be between 1 and 31.

312

Error

Invalid year for registration starts

There is an invalid year in the date_reg_starts  field. The year must begin with 20

313

Error

The year in registration starts has already elapsed

The date_reg_starts field contains a date in the past

314

Error

Registration ends is not numeric in all 8 character positions

The date entered in date_reg_ends must contain only numbers or contain the text None

318

Error

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

The month in the date_reg_ends field is not a valid date. It must be between 1 and 12.

319

Error

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

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

320

Error

Invalid year for Registration Starts

There is an invalid year in the date_reg_ends  field. The year must begin with 20

324

Error

The Registration Ends precedes the Registration Starts date

The date entered in the date_reg_ends field is earlier than the date in the date_reg_begins field.

334

Error

Registration Starts is not numeric in all 8 characters positions

The date entered in date_reg_starts must contain only numbers or contain the text Anytime

339

Error

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

The month in the date_reg_starts field is not a valid date. It must be between 1 and 12.

348

Error

Year is not numeric or does not begin with number 20

There is an invalid year in the date_reg_starts  field. The year must begin with 20

013

Error

Delete Switch is not "Y" or "N"

The delete switch field must contain Y or N

1CU

Error

Year/Term must match Header Year.

The year and/or term in the uploaded file do not match the year and/or term that you selected

867

Error

If there are 2 or more records in the submission with the same Campus, Course ID, Call Number, Year, Term, Course Type, Registration Starts, Registration Ends, and Delete Switch A DL file submission may not have more than one record with the same data in the campus, course_id, course_call, year, term, course_type, date_reg_starts, date_reg_ends, and delete_switch.

U06

Warning

Record will be updated

There are courses in the submitted file that are already in the DL database. The new file will update the existing records.

1CY

Error

Course Type is invalid

The course_type field may only contain one of the following:
UN – Undergraduate
GR – Graduate
CE – Continuing Education
NC – Noncredit
OT – Other

1CH

Warning

The CIP code for the academic area for the faculty member is not in the subject code verification table

The subject_code field contains an invalid CIP Code. See CIP Codes here:


http://regents.ohio.gov/hei/datasubdoc/vertables/veritabsubject.html

1DG

Error

Subject Code is required

The subject_code field must contain only numbers and may not be blank

1DH

Error

Site Visit is required

The site field must contain only Y or N and may not be blank

1DI

Error

High and Low Credit Values must be blank for Continuing Education

If course_type field is "CE" then credit_low and credit_high fields must be empty

1DJ

Error

Number of Sections must be numeric or blank

The number_of_sections field must contain only numbers or be empty

1DK

Error

Wrong number of columns

The submitted file has the wrong number of columns.

011

Error

Blank records are not allowed

The submitted file does not include any data.