OHIO BOARD OF REGENTS

HEI Enrollment Data Submissions

Course Enrollment (CN) File
Revised September 5, 2000

File Description

The Course Enrollment (CN) file contains a record for each enrollment in degree-credit courses, and in developmental education courses directly supporting degree-credit instruction, as of the census point.

For each student included in a Course Enrollment record, data from the Student Entrance (SE) file must already be loaded onto the HEI database, and data from the Student Enrollment (SN) file for the current term must already be loaded onto the HEI database. For each course included in a Course Enrollment record, data from the Course Inventory (CI) file must already be loaded onto the HEI database.

Only course enrollments which are a result of instruction offered by this institution are to be included in the Course Enrollment (CN) file. Credit awarded through other means is to be recorded in the Alternative Credit (AC) or the Cross Registration (XR) files. Do not include professional level medical enrollments in the Course Enrollment (CN) file.

Submission Schedule

Once per term.

Capture Date

The capture date for the Course Enrollment (CN) file is the 30th day after the last day of the term. For summer subterms, the capture date is the 30th day after the last day of the last subterm.

Relationship to Other File Submissions

The Course Enrollment (CN) file cannot be submitted until the Course Inventory (CI), Student Entrance (SE), and Student Enrollment (SN) files have been submitted, edited with zero errors, and loaded onto the HEI database. Furthermore, the Course Enrollment (CN) file must be submitted, edited with zero errors, and loaded onto the HEI database before the Off-campus Course Sections (OC), Flexibly Scheduled Course Sections (FS), Resident Credit Center Course Sections (RC) and Tech Prep (TP) lists can be submitted.

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
Student Identifier	Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier which uniquely relates to this student. For a given student, the same identifier must be used in all enrollment files.	Alphanumeric 9 characters Columns 5-13 Left justify
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 14-25 Left justify
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 26-31 Left justify
Credit Hours	Enter the credit hour value of this course enrollment, expressed in tenths.	Numeric 3 characters Columns 32-34
Attempt for Academic Credit	Enter a code from Attempt for Academic Credit Codes describing the student's status in regard to the attempt for academic credit through this course enrollment.	Alphabetic 1 character Column 35
Award of Academic Credit	Enter Y if the student earned academic credit for this course. Enter N if otherwise, including all instances when the Attempt for Academic Credit field is either A or C.	Alphabetic 1 character Column 36
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 37

Additional Explanations

Certain combinations of Couse Level (from the Course Inventory file) and Student Rank (from the Student Enrollment file) may be considered ineligible for funding. View the Course Level/Student Rank verification table for such combinations.

Degree Credit Courses: Any course offered by this institution which under normal circumstances would contribute academic credit towards the award of a degree in an approved program.

Census Point: The designated point by when a student must be registered for a course. For regularly scheduled course sections, the census point is the end of business on the 15th calendar day of the academic term (this is not a change from the former '14th day after the first day of classes'). For flexibly scheduled course sections the census point is the end of business on the date closest to completing 20 percent of the course section based on the official start and end dates, regardless of the course section meeting pattern. Enrollments by students who withdraw from flexibly scheduled course sections that meet for seven or fewer days are not to be reported in the Course Enrollment file.

For summer subterms, the census point for regularly scheduled summer term course sections is the 15th day of each summer subterm.

Section Transfers: In the case of a student transferring from one course section to another section of the same course after the census point, report the student as enrolled in the first course section, but enter the result of the second course section in the Award of Academic Credit field.

Definitions and Descriptions of Data Fields

Section Identifier: Distinguishes the smallest enrollment unit which relates a particular group of students with an instructor or a particular group of instructors.
Combinations of course identifiers and section identifiers must be unique across all subterms of the summer term. For example, a unique section identifier must be used for all sections of a course in the submission even if course section numbers are repeated across subterms in the campus system.

Credit Hours: Designated by the student registration. The credit hours for enrollments that did not result in the award of academic credit are to reflect those on the student registration at this institution.

Attempt for Academic Credit: Designates the student's status in regard to the attempt for academic credit through this course enrollment.

The student audited this course: The student was allowed to formally participate in a credit-bearing course on a non-credit basis. The student registered and paid for this enrollment but received no grade.
The student attempted to earn academic credit at another institution: The student enrolled in this course through a formal cross-registration or consortial arrangement with another institution and is attempting to earn academic credit at that institution.
The student attempted to earn academic credit at this institution: The student enrolled in this course in an attempt to earn academic credit at this institution.
This credit is not covered under Senate Bill 53: The student is a resident of a contiguous state who is employed in Ohio, whose employer contracted with this school to pay for a given class. This code is entered for all coursework that is not covered in the contract.

Award of Academic Credit: The student has officially earned academic credit for this course enrollment as of the capture date. Failure to pass the course due to withdrawing or not passing all the requirements would result in a "no award of academic credit."

Correcting Data

Corrections to the CN file can be accomplished without deleting files with dependent data, such as the Flexibly Scheduled Course Sections (FS), Off-campus Course Sections (OC), Resident Credit Center Course Sections (RC), and Course Sections Taught (ST) files. To correct the values in fields previously submitted and loaded onto the HEI database, delete the row on the database by submitting a matching record in the CN file with Delete Switch set to "Y". All fields from the record on the file submission to be deleted must match all fields of the row to be deleted from the database. To add the corrected information to the database submit the record with the new values with the Delete Switch set to "N".

Duplicate Records: The CN file allows duplicate records to be submitted. In the past if a row to be deleted was a duplicate then all matching rows in the database would be deleted. Now only one row on the database will be deleted per matching record in the file submission.

Return to Enrollment Files

http://regents.ohio.gov/hei/datasubdoc/enrollment/production/cnfile.html
Last updated September 5, 2000