Important Memos
Academic Programs (AP) File

To: HEI Liaisons and HEI Data Reporters 
CC: 4-yr University Provosts, 2-yr Campus Chief Instructional Officers, 2 & 4 year CFOs 
From: Harold Horton, Director, HEI 
Date: August 29, 2002 
Subject: Announcement of Academic Program Query 

I am pleased to announce that the Academic Program query is now available in the unrestricted queries area of HEI at http://hei.regents.state.oh.us/cgi-pub/acad_pgrm_query. Students, faculty, administrators and the public can now access academic program information via the web about Ohio's public colleges and universities. This web based query will provide answers more efficiently to many of the questions that our agency has received from various constituents over the past few years on academic programs. 

The AP query was made possible by the tremendous efforts of many campus personnel who compiled a comprehensive inventory of the programs offered at their campus. I would like to thank all those who contributed to this successful project. The creation of this query represents a major milestone for Ohio's public colleges and universities and the Ohio Board of Regents. 

Please note that information in this query will be kept up-to-date by the submission of the Academic Program (AP) file located at: http://regents.ohio.gov/hei/datasubdoc/academicprogs/production/academicprogfiles.html. An 
AP record will need to be submitted each time a new program is created at your school, or when an old program is made inactive. 

M E M O R A N D U M

TO: HEI Liaisons
FROM: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
DATE: November 15, 2002
SUBJECT: Academic Program File Submission Process

As you may remember, Academic Program data was sent by Regents and confirmed by you last year. Earlier this year, HEI introduced an unrestricted query of all academic programs in Ohio based on that data (http://hei.regents.state.oh.us/cgi-pub/acad_pgrm_query). We also mentioned earlier this year that institutions would have the opportunity to keep that information current and the public aware of their academic programs through the AP file submission. The AP file is now available for your use.

Information regarding the AP file submission may be found at http://regents.ohio.gov/hei/datasubdoc/academicprogs/production/academicprogfiles.html. An AP record will need to be submitted only when a new program is created at your institution, or when an old program is made inactive. Liaisons may delegate this reporting responsibility through their liaisSeptember 29, 2005.state.oh.us/cgi/HEInet.cgi?$sp_html_hei_login%20%271%27">https://hei.regents.state.oh.us/cgi/HEInet.cgi?$sp_html_hei_login%20%271%27).

If you have any questions about the Academic Program data submission, please contact Owen Daniels at (614) 728-9553 or write to September 29, 2005e.oh.us.

MEMORANDUM

To HEI Liaisons, Academic Program Data Reporters, Degree/Certificate Data Reporters

From: Harold Horton, Director, HEI

Jay Johnson, Assistant Director, HEI
Owen Daniels, HEI Analyst

Re: Academic Program Data Review and the Degree/Certificate File Submission

Date: April 29, 2003

Starting in the Fall of 2003, HEI will begin to collect Degree/Certificate (DC) data elements that will include a field that will link Academic Program (AP) data to the attainment of a degree or certificate (http://regents.ohio.gov/hei/datasubdoc/enrollment/production/dcfile.html). This change was announced on September 20, 2001 and may be referenced at http://regents.ohio.gov/hei/datasubdoc/memos/apmemos.html.

HEI initially began to collect Academic Program data in the form of submitted spreadsheets. Recently, HEI provided the ability to update this data via the batch file submission process and fully automated edits to check the data’s integrity. Data submitted previous to the creation of the AP file submission process was added without the benefit of edits.

In order to prepare the Academic Program (AP) table for Degree/Certificate reporting, we have run your institutions data through recently tightened edits. These new edits insure that programs related to certificates, associate’s, or bachelor’s degrees must have numeric fields for the Minimum Years to Completion and Minimum Credit Hours for Completion. A full copy of the AP edits may be found at http://regents.ohio.gov/hei/datasubdoc/academicprogs/production/apedits.html.

Please reference the attached Primary Edits and make any changes necessary. We would also request that you verify the scope of your institutions data; that there are no missing or extraneous records. Attached to this memo, you will discover a copy of all the AP records that your institution currently has in our database.

Academic Program records should be submitted for each campus that reports degrees or certificates within the Degree/Certificate Earned (DC) file.

If you have any questions regarding the AP or DC file submissions, please contact Owen N. Daniels at (614) 728-9553 or by e-mail odaniels@regents.state.oh.us.

MEMORANDUM

To: HEI Liaison, Academic Program Data Reporters, Degree/Certificate Data Reporters

From: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
Owen Daniels, HEI Analyst
Melissa Wright, HEI Analyst

Re: Academic Program Data Due for Degree/Certificate Reporting

Date: August 7, 2003

Per a memo individualized for your institution and sent on April 29, 2003, HEI requested Academic Program (AP) data that will be needed for Degree/Certificate (DC) reporting. You will find a copy of this memo attached to this e-mail. As of August 7, 2003, HEI had not received AP data for your campus/campuses. This data is necessary for reporting Degree/Certificate data when the DC window opens on August 15th. Please submit your AP data as soon as possible.

The AP Data Submission Document may be found at http://regents.ohio.gov/hei/datasubdoc/academicprogs/production/apfile.html.

If you have any questions regarding the AP file submission, please direct your inquiries to Owen Daniels at (614) 728-9553 or via e-mail at odaniels@regents.state.oh.us.

To: HEI Liaisons, Academic Program Data Reporters, Degree/Certificate Data Reporters

From: Harold Horton, Director, HEI
Jay Johnson, Assistant Director, HEI
Owen Daniels, HEI Analyst

Re: Academic Program (AP) File Submission Header Record Change

Date: August 15, 2003

HEI has recently made minor changes to the Academic Program File (AP) Submission (Academic Programs (AP), Revised August 15, 2003). Though we did not make any changes to the requested AP fields, we have changed how one would submit the File Header Record. Previous AP records were submitted with a header record containing the term field of “NA.” Year and term data will now be taken from the header record. Institutions will submit their AP data by the year and term at which a program goes on-line or off-line as reported in the course catalogue, master bulletin, etc. For first time submissions of programs that existed prior to summer of 2002, we request that you submit them with a header record corresponding to SM of 2002. This will entail opening an extension request window for any terms other than the current term of enrollment data being collected (Request Extension).

Please note that an AP Program Code must be entered for every Degree/Certificate (DC) record reported for 2003 (Degree/Certificate Earned (DC) File, Revised February 3, 2003). The Campus Codes/Program Codes reported within the Degree/Certificate file must agree with the Campus Codes/Program Codes pre-reported in the Academic Program table.

For AP reporting before the summer of 2003 term, you must use the 1990 Classification of Instructional Program Code taxonomy for the Subject Code field (http://regents.ohio.gov/hei/datasubdoc/vertables/veritabsubject.html).

For a review of the new AP and DC edits, visit http://regents.ohio.gov/hei/datasubdoc/academicprogs/apedit.html or http://regents.ohio.gov/hei/enrollment/dcedit.html.

If you have any questions, please refer them to Owen Daniels at (614) 728-9553 or via e-mail at odaniels@regents.state.oh.us.

M E M O R A N D U M

To: Liaisons, Academic Program Reporters

From: Harold Horton , Director, HEI, Regents

Jay Johnson , Assistant Director, HEI, Regents

Daniel Bower , Analyst, HEI, Regents

Date: August 09, 2005

Re: Academic Program CIP 2000 Reporting

Starting with the summer of 2004 reporting, HEI converted to the 2000 Edition of the Classification of Instructional Programs (CIP). This process is now complete.

The Academic Program (AP) file follows a new method of submission for HEI. Instead of having to submit all programs every term, an institution merely needs to submit any changes that have occurred to their programs. These changes will be replicated across all terms from the point of the submission until SP 2006.

To initiate this process, HEI has propagated the Spring 2004 data forward to Spring 2006. If any of your programs have changed - or will change during that period - please submit a record in the year and term of the change. As above, the change will be propagated forward to Spring 2006.

Updated AP data will be used for the 2005 Degree/Certificate Earned (DC) file collection and Student Enrollment (SN) file for Summer 2005 and beyond. To view the AP file specifications, visit http://regents.ohio.gov/hei/datasubdoc/academicprogs/production/apfile.html .

If you have any further questions, please contact Daniel Bower at (614) 644-9603 or via e-mail at dbower@regents.state.oh.us .

M E M O

The Classification of Instructional Program ( CIP ) Codes located at: http://regents.ohio.gov/hei/datasubdoc/enrollment/production/prop_short_term_cert.html are no longer restricted to Short Term Certificate use only (http://regents.ohio.gov/hei/datasubdoc/memos/dcmemos.html#short ) . These codes are a part of the CIP 2000 code taxonomy and will be available for all degree levels in degrees Degree/Certificate (DC) reporting .

This modification will eliminate edit AG 437 at http://regents.ohio.gov/hei/enrollment/dcedit.html . If you have experienced difficulty in submitting your DC file due to this edit, you should resubmit your file at this time .

If you have any questions or comments please contact Daniel Bower at dbower@regents.state.oh.us or 614.644.9603.