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HEI Enrollment Data Submissions

Course Inventory (CI) File
Revised June 22, 1999

File Description

The Course Inventory file must contain a record for each course included in a Course Enrollment (CN) file for the current term.

Submission Schedule

• Once per term.

Capture Date

• The Course Inventory CI) file should include data for the entire term.

Relationship to Other File Submissions

• The Course Inventory (CI) file must be submitted, edited with zero errors, and loaded onto the HEI database before the Course Enrollment (CN), Course Sections Taught (ST), Flexibly Scheduled Course Sections (FS), High School of Graduation (HG), Off-campus Course Sections (OC) and Resident Credit Center Course Sections (RC) files can be submitted.

Data Fields

Field Names	Field Attributes and Procedures	Data Format
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 1-12  Left justify
Subject Code	Enter a code from Subject Codes to describe the subject matter of the course. See note below for developmental courses.	Numeric  6 characters  Columns 13-18
Course Level	Enter a code from Course Level Codes.	Alphabetic  1 character  Column 19
Course Title	Enter a title which clearly relates the course to the current college or university catalog.	Alphanumeric  25 characters  Columns 20-44  Left justify
Low Credit Value	Enter the lowest credit hour value assigned to the course, expressed in tenths.	Numeric  3 characters  Columns 45-47
High Credit Value	Enter the highest credit hour value assigned to the course, expressed in tenths.	Numeric  3 characters  Columns 48-50
Eligible for Subsidy	Enter Y if the course is eligible for subsidy. Otherwise enter N.	Alphabetic  1 character  Column 51
Delete Switch	Enter Y if the course is to be deleted from the inventory. Otherwise, enter N.	Alphabetic  1 character  Column 52

Additional Explanations

• Although an entry for a field may be valid in and of itself, it may not be valid in combination with another field. Not all combinations of subject code and course level are allowable. For instance, subject code 220102 is for courses offered for pre-law studies that prepare students for admission to a professional program in law. Therefore this subject code would not be valid at the professional course level. The table of allowable combinations of course level and subject code is in Subject/Course Level/Campus Codes.

Definitions and Descriptions of Data Fields

Subject Code: When needed, please refer to the Course Inventory Expert System to assign subject codes.

Course Level: Course Level should be evaluated on the basis of instructional objective and contribution to a degree program. In some cases, that evaluation may be assisted by analyzing the primary service of the course in terms of student enrollment. Use the Course Inventory Expert System to assign course levels.

Developmental: Assign to this level all courses which are below college level.  Developmental education subsidy consideration is restricted to four types of basic skills courses as listed below. You should not use subject codes "320101" or "320199" for developmental English or math. Please refer to the course inventory expert system for the appropriate subject codes for developmental courses. Enter "Y" in the Eligible for Subsidy switch for developmental education courses that focus on one or more of the following topics:


Basic Writing Skills Courses
• Spelling, vocabulary, word parts, dictionary use, punctuation
• Grammar
• Writing sentences, paragraphs, and essays

Basic Reading Skills
• Reading comprehension and rate

Basic Mathematics Skills Courses
• Arithmetical operations on whole numbers
• Fractions
• Decimals
• Percents
• Algebra I: linear equations, integer exponents, products and factoring, ratios, sets, square roots
• Plane geometry: areas, perimeters, volume, surface areas, Pythagorean Theorem

Study Skills
• Instruction development and application of knowledge acquisition skills
• Test taking skills
• Library skills


General Studies: Assign to this level all courses which are general, introductory, or core courses. Courses which satisfy distributive requirements, the set of courses which provide students with a broad knowledge base, generally in the humanities, natural sciences and social sciences, for an associate or baccalaureate degree should be assigned to the General Studies level. Use the Course Inventory Expert System to assign course levels.

Technical: Assign to this level only those courses which are part of an associate degree program of technical education and are within the technical portion of a curriculum as defined by current Board of Regents’ program approval standards. Courses which are "basic" and "non-technical" within those standards should be assigned to the General Studies level. Use the Course Inventory Expert System to assign course levels.

Baccalaureate: Assign to this level all courses which are specialized within a discipline for the baccalaureate degree. The course should be considered specialized when a specific set of knowledge or skills is required prior to enrollment. Typically these courses are reserved for students majoring in the field. Also, assign this level to specialized courses designed to serve a related discipline. Use the Course Inventory Expert System to assign course levels.

Master's: Assign to this level all courses which are designed for graduate instruction and are not specifically designed for doctoral students (see Doctoral below). Courses which represent the graduate level component of advanced undergraduate courses (where a specific designation has been made that the course is creditable toward a graduate degree) should be assigned to this level, as should the master's level component of a graduate course designed to serve both this level and the doctoral level.

Doctoral: Assign to this level all courses specifically designed for the instruction of doctoral students in which enrollment is normally available only to students who have progressed beyond the level of a master's degree. The doctoral level component of a graduate course designed to serve both this level and the master's level should also be assigned to the doctoral level.

Professional: Assign to this level all courses which are professional courses leading to the first professional degree offered by a school or college of law, dentistry, medicine, veterinary medicine, optometry, osteopathy, or professional psychology.

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 both in Low Credit Value and High Credit Value fields.

Correcting Data

Corrections to the CI file can be accomplished without deleting files with dependent data, such as the Course Enrollment (CN), 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 CI 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".

Additional Questions
View the CI file Edit & Load Specifications

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http://www.regents.ohio.gov/hei/datasubdoc/enrollment/cifile.php
Last updatedJanuary 9, 2007-->