OHIOBOARD OFREGENTS

HEI Enrollment Data Submissions

Aggregated Enrollment (AE) File
Revised September 5, 2000

File Description

The Aggregated Enrollment (AE) file is no longer required to be submitted by colleges and universities during a scheduled enrollment audit. The terms that will need to continue to be submitted will represent the years and terms being audited. This information will be given to schools being audited in advance of their audit.

The Aggregated Enrollment (AE) file contains one record that includes the headcount and total credit hours as of the end of business on the eighth and 22nd calendar days of the academic term. The count should include students enrolled in regularly scheduled course sections only. Enrollments in flexibly scheduled course sections should not be included in the Aggregated Enrollment (AE) file. The Aggregated Enrollment (AE) file should not be reported for summer term enrollments.

Submission Schedule

Once per term, except summer term.

Capture Date

The capture date for the Aggregated Enrollment (AE) file is the 30th day after the last day of the term.

Relationship to Other File Submissions

The Aggregated Enrollment (AE) file is independent of all other files.

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
Eighth Day Headcount	Enter the total number of students enrolled at this campus in regularly scheduled course sections according to headcount as of the end of business on the eighth calendar day of this term.	Numeric 5 characters Columns 5-9
Eighth Day Credit Hours	Enter the total number of credit hours generated in regularly scheduled course sections at this campus as of the end of business on the eighth calendar day of this term.	Numeric 6 characters Columns 10-15
22nd Day Headcount	Enter the total number of students enrolled at this campus in regularly scheduled course sections according to headcount as of the end of business on the 22nd calendar day of this term.	Numeric 5 characters Columns 16-20
22nd Day Credit Hours	Enter the total number of credit hours generated in regularly scheduled course sections at this campus as of the end of business on the 22nd calendar day of this term.	Numeric 6 characters Columns 21-26
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 27

Additional Explanations

When compiling data for the Aggregated Enrollment (AE) file, follow the same procedures for identifying enrollments to be reported in the Course Enrollment (CN) file, vary the census point appropriately, and then summarize headcount and credit hour totals. Keep in mind, enrollments attributed to flexibly scheduled course sections should be excluded from these totals.

Definitions and Descriptions of Data Fields

Credit Hours: Credit hour totals reported in this file should be rounded to the closest integer.

Recently Asked Questions

Return to Enrollment Files

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