OHIOBOARD OFREGENTS

HEI Enrollment Data Submissions

Academic Program (AP) File
Revised October 12, 2010

File Description

The Academic Program (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 for the year and term in which advertised program additions or changes go into effect per an institution's course catalogue, master bulletin, etc.

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. Institutions should submit an AP file for the year and term in which a program goes active or inactive. The year and term are taken from the File Header Record of the submitted file. Extension windows will need to be requested for data submitted for terms other than the current term being collected. AP data exists in HEI tables starting from the summer of 2002. Please do not open a window prior to the summer of 2002. For programs that existed for the summer of 2002 and prior and that are being submitted to HEI for the first time, please submit these records with a header record corresponding to the term of summer and the year of 2002.

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. Edits exist within the DC file submission which will prohibit the entry of a Program Code if it has not first been entered into the Academic Program table (DC Edit and Load Specifications).

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 or certificate 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 or certificate 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." Deletions should not be used to Inactivate a program.	Alphabetic 1 character Column 84
Program Title	Enter the program title as it is presented in student or public information materials. Do not include the degree level or degree type, as that information will be obtained from the Degree Level and Degree Name Code fields. Title field must be populated for active programs, but is optional for programs discontinued prior to Summer 2011.	Alphanumeric 100 characters Columns 85-184

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.

Program Status: If a Program Code has been submitted in the DC file, and that program is to go inactive, do not delete the program, but use the AP update feature to change the Program Status for the year and term in which the program will go inactive. HEI recognizes that degrees may be rewarded in programs that have gone inactive.

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 enters inactive status. A new file submission will be required to update the record 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.

Program Title: The title should contain the name of the major or a description of the academic content of the program, similar to what might be included in informational materials distributed to the public or to students. An example might be “Biological Sciences.” Do not include the degree level or name, since that information is in the Degree Level and Degree Type Code fields. The title field is required for active programs, but is optional for programs discontinued before Summer 2011.

Return to Academic Programs Files

http://regents.ohio.gov/hei/datasubdoc/academicprogs/production/apfile.html
Last updated October 12, 2010