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HEI Enrollment Data Submissions

Cross Registration (XR) File
Revised January 7, 2005

File Description

The Cross Registration (XR) file contains data on all credits earned for degree credit during this term by students at another college or university which are not subject to transfer evaluation. These include cross-registered courses or courses that result from a consortial arrangement among two or more institutions. One record should be submitted for each unique course enrollment. These enrollments are not to be reported in the Course Enrollment (CN) file. All records contained in the Cross Registration (XR) file must have a corresponding entry in the Student Enrollment (SN) file for this term.

Submission Schedule

Once per term.

Capture Date

The capture date for the Cross Registration (XR) file is the 30th day after the last day of the term.

Relationship to Other File Submissions

The Cross Registration (XR) file cannot be submitted until the Student Entrance (SE) and Student Enrollment (SN) files have been submitted, edited with zero errors, and loaded onto the HEI database.

Data Fields

Field Names	Field Attributes and Procedures	Data Format
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 1-9 Left justify
Course Identifier	Enter the permanent identifier that distinguishes this course from all others offered by the host institution. This identifier should resemble those used on transcripts and/or catalogs. Enter XXXXXXXXXXXX if specific course identifiers are not available.	Alphanumeric 12 characters Columns 10-21 Left justify
Credit Hours	Enter the credit hour value of this course enrollment, expressed in tenths.	Numeric 3 characters Columns 22-24
Host Institution	Enter a code from IPEDS Institution Codes to identify the host institution. If the student participated in a foreign exchange program recognized by the Ohio Board of Regents, enter FXCHNG. If the student enrolled in an institution outside of the United States that is not part of an officially recognized foreign exchange program, enter FOREGN.	Alphanumeric 6 characters Columns 25-30
Audit Switch	Enter Y if the student audited the course at the host institution. Otherwise, enter N.	Alphabetic 1 character Column 31
Delete Switch	Enter Y if this record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 32

Additional Explanations

Guidelines for reporting in-state consortial agreements with public institutions:

The guidelines for reporting cross registrations between Ohio public institutions is taken from the memo dated March 31, 1998. The deciding factor is which institution should receive subsidy for the enrollment. The following table should clarify the reporting based on this factor.

Who Earns SSI?	Home Institution	Host Institution
Home Institution Expects to Earn SSI.	Send XR file with Course ID from Host's CI file.	Send CN file with Attempt of Academic Credit Code = C.
Home Institution Does Not Expect to Earn SSI.	No file submission is required.	Send CN with Attempt of Academic Credit Code = I.

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.

Definitions and Descriptions of Data Fields

Course Identifier: The course identifier should match the course identifier on the host institution's Course Inventory (CI) file, if applicable.

Host Institution: College or university committing resources to provide instruction for the student.

Foreign Exchange Program:
§ 3333.19. Tuition and fees for foreign exchange students.

The Ohio board of regents may enter into agreements with the appropriate agency in a foreign country or with an agency or organization sponsoring foreign student exchanges under which the agency or organization ensures that Ohio residents enrolled in post-secondary educational institutions in the foreign country will pay tuition and fees at rates no higher than the rates charged to students who are residents of that country and under which the board of regents provides that rates for tuition and fees charged to a comparable number of students from the foreign country who are enrolled in state-assisted institutions of higher education in Ohio are to be no higher than the rates charged to students who are Ohio residents. Notwithstanding that an Ohio resident is enrolled in a post-secondary educational institution in a foreign country under one of these agreements, any such student who was previously enrolled in a state-assisted institution shall be counted as enrolled in such institution for state subsidy purposes in a manner prescribed by rules the board of regents shall adopt.

HISTORY: 144 v H 298. Eff 7-26-91.
To view a dynamic copy of the Ohio Revised Code, Click Here.

Audit Switch: The audit switch should be set to "Y" for all course enrollments allowing formal participation in a credit-bearing course on a non-credit basis.

Additional Questions
View Edit and Load Specifications

Return to Regents Home Page

http://www.regents.ohio.gov/hei/datasubdoc/enrollment/xrfile.php
Last updated January 9, 2007