OHIOBOARD OFREGENTS

HEI Facilities Data Submissions

Course Section Schedule (CS) File
Revised May 16, 2001

File Description

The Course Section Schedule (CS) file contains a record for all courses offered for degree credit in a space identified in the Area Inventory (AI) file or in a space that exists in structures of which less than 50 percent is leased by the institution. Submit multiple records for course sections that meet more than once in a day or occupy more than one area. All fields reported in this file except for the Daytime Irregular Weekday Hours, Evening Irregular Weekday Hours, Nighttime Irregular Weekday Hours, and Weekend Irregular Hours fields reflect activity as of the 15th day of the autumn term. Daytime Irregular Weekday Hours, Evening Irregular Weekday Hours, Nighttime Irregular Weekday Hours, and Weekend Irregular Hours fields reflect activity for the entire autumn term.

Submission Schedule

The Course Section Schedule (CS) file is submitted once every other year for odd numbered years.  The window for this file is December 1 - February 6.

Capture Date

The capture date is the 30th day after the last day of the autumn term.

Relationship to Other File Submissions

The Course Section Schedule (CS) file must be submitted after the Physical Structure Inventory (PS) file, the Area Inventory (AI) file, and the Course Enrollment (CN) file have been edited with zero errors and loaded onto the database. Every structure identified in the Course Section Schedule (CS) file must have a corresponding record in the Physical Structure Inventory (PS) file. Every area identified in the Course Section Schedule (CS) file for course sections that meet at the same time every week must have a corresponding record in the Area Inventory (AI) file. Every course section identified in the Course Section Schedule (CS) file must have a corresponding entry in the Course Enrollment (CN) file.

Data Fields

Fields Field Attributes and Procedures Data Format
Campus  Enter a campus code from Institution/CampusCodes. Alphabetic 
4 characters 
Columns 1-4
Structure Identifier Enter the institution-assigned structure identifieror LEASEDCLASS or LEASEDLAB. Alphanumeric 
20 characters 
Columns 5-24
Addition Identifier Enter the institution-assigned addition identifier or NA (not applicable). Alphanumeric 
20 characters 
Columns 25-44
Area Identifier Enter the institution-assigned area identifier. Alphanumeric 
20 characters 
Columns 45-64
Course Identifier Enter the institution-assigned course identifier. Alphanumeric 
12 characters 
Columns 65-76
Course Section Identifier Enter the institution-assigned section identifier. Alphanumeric 
6 characters 
Columns 77-82
Sunday Begin Time Enter the Sunday begin time in military format or 0000. Numeric 
4 characters 
Columns 83-86
Sunday End Time Enter the Sunday end time in military format or 0000. Numeric 
4 characters 
Columns 87-90
Monday Begin Time Enter the Monday begin time in military format or 0000. Numeric 
4 characters 
Columns 91-94
Monday End Time Enter the Monday end time in military format or 0000. Numeric 
4 characters 
Columns 95-98
Tuesday Begin Time Enter the Tuesday begin time in military format or 0000. Numeric 
4 characters 
Columns 99-102
Tuesday End Time Enter the Tuesday end time in military format or 0000. Numeric 
4 characters 
Columns 103-106
Wednesday Begin Time Enter the Wednesday begin time in military format or 0000. Numeric 
4 characters 
Columns 107-110
Wednesday End Time Enter the Wednesday end time in military format or 0000. Numeric 
4 characters 
Columns 111-114
Thursday Begin Time Enter the Thursday begin time in military format or 0000. Numeric 
4 characters 
Columns 115-118
Thursday End Time Enter the Thursday end time in military format or 0000. Numeric 
4 characters 
Columns 119-122
Friday Begin Time Enter the Friday begin time in military format or 0000. Numeric 
4 characters 
Columns 123-126
Friday End Time Enter the Friday end time in military format or 0000. Numeric 
4 characters 
Columns 127-130
Saturday Begin Time Enter the Saturday begin time in military format or 0000. Numeric 
4 characters 
Columns 131-134
Saturday End Time Enter the Saturday end time in military format or 0000. Numeric 
4 characters 
Columns 135-138
Daytime Irregular Weekday Hours Enter the total number of daytime hours during the entire term that the section meets in this location or 000. Numeric 
3 characters 
Columns 139-141
Evening Irregular Weekday Hours  Enter the total number of evening hours during the entire term that the section meets in this location or 000. Numeric 
3 characters 
Columns 142-144
Nighttime Irregular
Weekday Hours		 Enter the total number of nighttime hours during the entire term that the section meets in this location or 000. Numeric 
3 characters 
Columns 145-147
Weekend Irregular Hours Enter the total number of weekend hours during the entire term that the section meets in this location or 000. Numeric 
3 characters 
Columns 148-150
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 151


Definitions and Descriptions of Data Fields

Note: In addition to reviewing these definitions and descriptions, data reporters should review the case law page to understand reporting requirements.

Campus: This four-character Regents-assigned abbreviation uniquely identifies the campus (or branch) within an institution.

Structure Identifier: This institution-assigned identifier uniquely identifies the structure in which the area being reported is located. This identifier must correspond to a code entered in the Physical Structure Inventory (PS) file unless the course occurs in a leased classroom or laboratory. If the course occurs in a classroom or laboratory that exists in a structure of which less than 50 percent is leased by the institution, enter LEASEDCLASS or LEASEDLAB.

Addition Identifier: This institution-assigned identifier is assigned to areas that are located in building additions. This identifier must correspond to a code entered in the Physical Structure Inventory (PS) file. If the structure is not an addition, enter NA (not applicable).

Area Identifier: This institution-assigned identifier uniquely identifies this area. This identifier must correspond to a code entered in the Area Inventory (AI) file unless the course occurs in a leased classroom or laboratory. If the course occurs in a classroom or laboratory that exists in a structure of which less than 50 percent is leased by the institution, enter an identifier in the Area Identifier field that distinguishes this classroom or lab from other classrooms and labs that are reported with a LEASEDCLASS or LEASEDLAB Structure Identifier.

Course Identifier: This institution-assigned identifier distinguishes the course from all others offered by the institution. This identifier must correspond to a course record in the institution's Course Inventory (CI) file.

Course Section Identifier: This institution-assigned identifier, in a given term, distinguishes among two or more sections, classes, or offerings of the same course. This identifier must correspond to a course record in the institution's Course Enrollment (CN) file.

For all time fields, 12:00 a.m. (or midnight) is represented as 0000 and indicates the start of a new day; therefore, 12:00 a.m. should be represented as 0000. Do not use 2400 to represent 12:00 a.m.

Sunday Begin Time: This field should be reported if the course section has a Sunday meeting time throughout the term and meets at the same time every week. Hour and minutes of the beginning of the reported course section should be entered in military format. If not applicable, enter 0000.

Sunday End Time: This field should be reported if the course section has a Sunday meeting time throughout the term and meets at the same time every week. Hour and minutes of the ending of the reported course section should be entered in military format. If not applicable, enter 0000.

Monday Begin Time: This field should be reported if the course section has a Monday meeting time throughout the term and meets at the same time every week. Hour and minutes of the beginning of the reported course section should be entered in military format. If not applicable, enter 0000.

Monday End Time: This field should be reported if the course section has a Monday meeting time throughout the term and meets at the same time every week. Hour and minutes of the ending of the reported course section should be entered in military format. If not applicable, enter 0000.

Tuesday Begin Time: This field should be reported if the course section has a Tuesday meeting time throughout the term and meets at the same time every week. Hour and minutes of the beginning of the reported course section should be entered in military format. If not applicable, enter 0000.

Tuesday End Time: This field should be reported if the course section has a Tuesday meeting time throughout the term and meets at the same time every week. Hour and minutes of the ending of the reported course section should be entered in military format. If not applicable, enter 0000.

Wednesday Begin Time: This field should be reported if the course section has a Wednesday meeting time throughout the term and meets at the same time every week. Hour and minutes of the beginning of the reported course section should be entered in military format. If not applicable, enter 0000.

Wednesday End Time: This field should be reported if the course section has a Wednesday meeting time throughout the term and meets at the same time every week. Hour and minutes of the ending of the reported course section should be entered in military format. If not applicable, enter 0000.

Thursday Begin Time: This field should be reported if the course section has a Thursday meeting time throughout the term and meets at the same time every week. Hour and minutes of the beginning of the reported course section should be entered in military format. If not applicable, enter 0000.

Thursday End Time: This field should be reported if the course section has a Thursday meeting time throughout the term and meets at the same time every week. Hour and minutes of the ending of the reported course section should be entered in military format. If not applicable, enter 0000.

Friday Begin Time: This field should be reported if the course section has a Friday meeting time throughout the term and meets at the same time every week. Hour and minutes of the beginning of the reported course section should be entered in military format. If not applicable, enter 0000.

Friday End Time: This field should be reported if the course section has a Friday meeting time throughout the term and meets at the same time every week. Hour and minutes of the ending of the reported course section should be entered in military format. If not applicable, enter 0000.

Saturday Begin Time: This field should be reported if the course section has a Saturday meeting time throughout the term and meets at the same time every week. Hour and minutes of the beginning of the reported course section should be entered in military format. If not applicable, enter 0000.

Saturday End Time: This field should be reported if the course section has a Saturday meeting time throughout the term and meets at the same time every week. Hour and minutes of the ending of the reported course section should be entered in military format. If not applicable, enter 0000.

Please note, if a course section spans two days (i.e., begins late one evening and ends early the next morning), two days should be reported for the course section with 0000 being used as the End Time of the first day and as the Begin Time of the second day. For example, if a course section begins on Monday night at 11:00 p.m. and ends on Tuesday morning at 1:00 a.m., Monday Begin Time would be reported as 2300, the Monday End time would be reported as 0000, Tuesday begin time would be reported as 0000, and Tuesday end time would be reported as 0100.

Daytime Irregular Weekday Hours: For sections that start during daytime hours (between 8:00 a.m. and 3:59 p.m.) and do not meet at the same time every week throughout the term, enter the total number of hours during the entire term that the section meets in this location. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour.The data in this field should be gathered from the reporting institution's schedule database. If the schedule database does not yield appropriate data, an estimation can be reported. If not applicable, enter 000.

Special Note for reporting "overlapping" (sometimes also referred to as "joint") sections in the irregular hours fields: Overlapping sections are multiple sections that meet at the same time in the same place for any period of time. For example,  if  Typing 101 and Typing 102 meet in the same location, and Typing 101 meets Mondays from 1:00 until 3:00 p.m. and Typing 102 meets Mondays from 1:00 until 2:00 p.m., both courses are overlap for the period of 1:00 until 2:00 p.m. In this case both sections are considered "overlapping."

  Please split the time between the classes so that no time is double reported. Return to our Typing 101 and 102
  example. Consider that in our example, these courses occur for 10 weeks. Typing 101 meets for a total of 20
  hours during the term. Typing 102 meets for a total of 10 hours for the term. However, the room is only in use for
  20 hours during the entire term. The classes should be reported such that the total hours for the room is 20
  hours. Therefore, Typing 101 can be reported as 10 hours and Typing 102 can also be reported as 10 hours (or
  the time may be prorated differently at the reporter's discretion).

Evening Irregular Weekday Hours: For sections that start during evening hours (between 4:00 p.m. and 11:59 p.m.) and do not meet at the same time every week throughout the term, enter the total number of hours during the entire term that the section meets in this location during night hours. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. The data in this field should be gathered from the reporting institution's schedule database. If the schedule database does not yield appropriate data, an estimation can be reported. If not applicable, enter 000.

Also, see special note for overlapping hours, above.

Nighttime Irregular Weekday Hours: For sections that start during nighttime hours (between 12:00 a.m. and 7:59 a.m.) and do not meet at the same time every week throughout the term, enter the total number of hours during the entire term that the section meets in this location during night hours. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. The data in this field should be gathered from the reporting institution's schedule database. If the schedule database does not yield appropriate data, an estimation can be reported. If not applicable, enter 000.

Also, see special note for overlapping hours, above.

Weekend Irregular Hours: For sections that start during weekend hours (between 12:00 a.m. Saturday and 11:59 p.m. Sunday) and do not meet at the same time every week throughout the term, enter the total number of hours during the entire term that the section meets in this location during night hours. The total number of hours should be computed by rounding each meeting time to the nearest half hour and then summing the total of those hours. If the resulting value is a decimal, round up to the nearest hour. The data in this field should be gathered from the reporting institution's schedule database. If the schedule database does not yield appropriate data, an estimation can be reported. If not applicable, enter 000.

Also, see special note for overlapping hours, above.

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http://regents.ohio.gov/hei/datasubdoc/facilities/practice/csfile.html
Last updated May 16, 2001