OHIOBOARD OFREGENTS

HEI Enrollment Data Submissions

Academic Program (AP) File
Revised September 4, 2002

File Description

The Academic Programs (AP) file contains a record for each approved academic program at an institution. Academic Programs (AP) information need only be submitted after formal program approval is given by the Ohio Board of Regents, when the institution opts to offer a certificate program of less than 30 semester hours, or when the institution opts to take a program on-line or off-line. Programs should be submitted when first advertised to students, or when changes in a program's requirements are advertised to students.

Submission Schedule

The Academic Programs (AP) file is submitted after formal program approval by the Ohio Board of Regents or when a program goes on or off-line.

Relationship to Other File Submissions

An Academic Programs (AP) record should exist for each student major reported in the Student Enrollment (SN) file submission and for each award listed in the Degree/Certificate (DC) file submission.

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
Program Code	Enter a code that uniquely identifies this program from all others at this campus.	Alphanumeric 15 characters Columns 5-19
Subject Code	Enter a code from Subject Codes to describe the subject matter of the program.	Numeric 6 characters Columns 20-25
Degree Level	Enter a code from Level of Degree or Certificate Completed Codes. If the program does not lead to the awarding of a degree enter XX. Second degree level codes are invalid entries.	Numeric 2 characters Columns 26-27
Degree Name Code	Enter a code from Degree Name Codes to describe the name of the degree. Enter XXX if the program does not lead to the award of a degree.	Alphanumeric 3 characters Columns 28-30
Degree or Certificate Concentration	Enter the specific concentration of the program if any. If the record pertains to a program for which there is no concentration then leave the field blank.	Alphanumeric 40 characters Columns 31-70
Minimum Expected Time to Completion	Enter the number of years in hundredths expected to complete the program. If the program does not award a degree fill the field with zeroes.	Numeric 3 characters Columns 71-73
Minimum Number of Credit Hours for Program Completion	Enter the number of credit hours required for this degree or certificate. If the program does not award a degree fill the field with zeroes.	Numeric 3 characters Columns 74-76
Program Status	Enter "A" if the program is currently active. Enter "I" if the program is inactive.	Alphabetic 1 character Column 77
Year of Inactivity	Enter the last calendar year that the program will be active. Only report this field if you know that the program will become inactive as of a specific year and term. If this program does not have an inactivation date, enter the year as "UNKN."	Alphanumeric 4 characters Column 78-81
Term of Inactivity	Enter the last term that the program will be active. Only report this field if you know that the program will become inactive as of a specific year and term. Enter a code from the Term Code list. If this program does not have an inactivation date, enter "NA."	Alphabetic 2 characters Column 82-83
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 84

Definitions and Descriptions of Data Fields

Degree Name Code: A three letter code used to describe the type of certificate awarded to the student upon successful completion of the program.

Program Concentration: Enter the concentration of the program if any. For instance if the campus offers a degree in Chemistry and a concentration in Nuclear Chemistry, then there should be two records in the submission file -- one for the Chemistry program and another for the Nuclear Chemistry program.

Minimum Expected Time to Completion: The amount of time expected to complete the degree completion should correspond to the time advertised in the Course Bulletin. Time to degree completion must be expressed in hundredths. For example, if a degree program at a school on a quarter calendar is expected to take four years and one quarter, the data reporter would report "425" as the field value. Note that this field may be left blank for graduate programs.

Minimum Number of Credit Hours for Program Completion: The minimum number of credit hours expected to complete the program.

Year and Term of Program Inactivity: These fields are for those programs that are currently active, but will soon revert to inactive status. If you know of a specific inactivation date, enter the last calendar year and academic term in which an academic program will remain active. Submitting an inactivation year and term for an academic program is not a substitute for submitting a new AP file submission when that program actually enters inactive status. A new file submission will be required whenever an academic program switches status.

A possible scenario which might prompt utilizing these fields: Institution A has an existing physical therapy baccalaureate degree, but is not accepting new students into the program. Their intent is to offer it as a master's degree program. Institution A does not want to code the program as inactive for baccalaureate students until it is actually inactive -- but still needs to indicate that this program will not always exist.

Return to Academic Programs Files

http://regents.ohio.gov/hei/datasubdoc/academicprogs/production/apfile.html
Last updated September 4, 2002