OHIOBOARD OFREGENTS

HEI Enrollment Data Submissions

Distance Learning Course Sections (DS) File
Revised November 26, 2002

File Description

The Distance Learning Course Sections (DS) file follows submission of the Distance Learning Course Offerings (DO) file. The DS provides detail about the course sections offered via distance education as described in the DO.

Courses described in the Distance Learning Course Sections (DS) file submission should be those that are offered to students regardless of the institution of enrollment, as well as those distance education courses restricted to students enrolled at the institution.

Submission Schedule

The Distance Learning Course Sections (DS) file should be submitted before the beginning of each term.

Relationship to Other File Submissions

Courses described in the Distance Learning Course Sections (DS) file submission must first be reported in the Distance Learning Course Offerings (DO) submission. Course sections for degree credit courses (i.e., not noncredit courses) reported in the DS must be reported in the Course Enrollment (CN) and the Course Sections Taught (ST) files submitted at the end of the term.

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
Year	Enter the year in which the course section will be offered.	Numeric 4 characters Columns 5-8
Term	Enter the term in which the course section will be offered	Alphabetic 2 characters Columns 9-10
Course Identifier	Enter the permanent identifier assigned by the institution which distinguishes this course from all others offered by the institution. If the course is used for degree credit the course identifier must match a course identifier reported in the Course Inventory (CI) file for the same year and term.	Alphanumeric 12 characters Columns 11-22
Section Identifier	Enter the identifier assigned by the institution which, in a given term, distinguishes among one or more sections, classes, or offerings of the same course. If the course section is for a degree credit course, then the Section Identifier must match the Section Identifier reported in the Course Enrollment (CN) file for the same year and term.	Alphanumeric 6 characters Columns 23-28
Call Number (Optional)	If there is a separate call number for the course enter it here. Otherwise, enter “NA.”	Alphanumeric 6 characters Columns 29-40
Section Limit	Enter the maximum number of students allowed to enroll in the course section.	Numeric Columns 41-44 4 characters (zero fill to the left)
Web	Enter “Y” if the course section or a portion of the course section is offered via the Internet. Otherwise, enter “N.”	Alphabetic 1 Character Column 45
CD-ROM/CD-DVD	Enter “Y” if the course or a portion of the course is offered via CD-ROM/CD-DVD. Otherwise, enter “N.”	Alphabetic 1 Character Column 46
Video Tape	Enter “Y” if the course or a portion of the course if offered via Video Tape. Otherwise, enter “N.”	Alphabetic 1 Character Column 47
Video Conference	Enter “Y” if the course or a portion of the course is offered via Interactive Video. Otherwise, enter “N.”	Alphabetic 1 Character Column 48
Television Broadcast	Enter “Y” if the course or a portion of the course is offered via a television broadcast. Otherwise, enter “N.”	Alphabetic 1 Character Column 49
Correspondence	Enter “Y” if the course or a portion of the course is offered via correspondence. Otherwise, enter “N.”	Alphabetic 1 Character Column 50
Other Method of Delivery	Enter “Y” if the course or a portion of the course is offered via another method. Otherwise, enter “N.”	Alphabetic 1 Character Column 51
In-State Fee	Enter the fee charged to in-state residents.	Numeric 6 characters Columns 52-57
In-District Fee	Enter the fee charged to students residing within the district of the institution. Leave blank if this does not apply.	Numeric 6 characters Columns 58-63
Out of State Fee	Enter the fee charged to students that are not residents of Ohio.	Numeric 6 characters Columns 64-69
Registration Starts	Enter day on which registration starts for the course. Enter date as follows: MMDDYYYY.	Numeric 8 characters Columns 70-77
Registration Ends	Enter day on which registration ends for the course. Enter date as follows: MMDDYYYY.	Numeric 8 characters Columns 78-85
Section Starts	Enter the day on which the course section starts. Enter the date as follows: MMDDYYYY.	Numeric 8 characters Columns 86-93
Section Length	Enter the length of time that the course will last in days.	Numeric 3 characters Columns 94-96
Section Open	Enter “Y” if registration to the course section is open to any person wishing to take the course. Enter “N” if the course section is restricted to students formally admitted to the institution.	Alphabetic 1 character Column 97
Transition URL	Enter the URL that students can use to learn more about the course section. If no such URL exists enter “NA.”	Alphanumeric 128 characters Columns 98-225
Site Visit	Enter “N” if the course does NOT require a visit to the campus. Otherwise, enter “Y.”	Alphabetic 1 Character Column 226
Delete Switch	Enter “Y” if the record is to be deleted from the database. Otherwise, enter “N.”	Alphabetic 1 character Column 227
Comments	Enter any necessary comments. If there are no comments, enter “NA.”	Alphanumeric Up to 100 characters
Method(s) of Communication between Instructors and Students	Enter the intended method(s) of communications between the instructor(s) and the students. If none, enter “NA.”	Alphanumeric Up to 100 characters
Frequency of On-site Communication	Enter the number or number of types of contacts that the student will have on or with the host campus. If none, enter “NA.”	Alphanumeric Up to 100 characters
Instructor Name	Enter the name of the instructor teaching the course. If there is more than one instructor name separate each with a semicolon (;). If the instructor name is not known, enter “NA.”	Alphanumeric Up to 80 characters
Technical Requirements for Participation	Enter the minimum required technical specifications required to participate in the course. If none, enter “NA.”	Alphanumeric Up to 100 characters
Contact Information	Enter the contact information for additional information about the course section. If none, enter “NA.”	Alphanumeric Up to 100 characters

Additional Explanations

Data reporters have two options with this file submission. They can pad out the fields to include the appropriate number of characters (example: if the URL has only 28 characters, it would need to be padded out to 100 characters). The second option is to enter a tilde (~) between each field (example: sectionidentifier~callnumber~sectionlimit). If the field is blank, a space must separate the two tildes (example: sectionidentifier~ ~sectionlimit).

Definitions and Descriptions of Data Fields

Section Identifier: If all sections of a course offering are offered via distance education enter “ALL” as the section identifier.

Web: Courses offered via the Internet, usually requiring minimal or no on-campus visits by the student. If campus visits are required, this information must be listed on the OLN transitional web page.

CD-ROM/CD-DVD: Courses primarily using CD-ROM/CD-DVD. If other delivery methods are also required, please note this information on the OLN transitional web page so that the student is informed. Specify if the CD-ROM is formatted to use with PC Windows, Macintosh or another operating system.

Video Tape: Courses using videotapes as means of delivery. If other delivery methods are also required, please note this information on the OLN transitional web page.

Video Conference: Students shall interact with the instructor and class via live video. This delivery method probably requires a visit to a video site; information on these sites should be listed on the OLN transitional web page if the course section is listed in the OLN catalog.

Television Broadcast: Courses offered on broadcast television. Please specify if there are other delivery method requirements to this course on the OLN transitional web page. If applicable, list the times the broadcast is offered.

Correspondence: A correspondence course.

Other Method of Delivery: If there is a method of delivery for the course or a portion that is not otherwise mentioned, please enter Y and provide an explanation in the comments field below.

Fees: Fee information should be entered as five characters with the last 2 character positions representing cents. Note that the field should be right justified and zero-filled to the left. For instance, a course fee of $123.45 would be entered as “012345”; a course fee of $1,234.56 would be entered as “123456.”

Section Length: The number of days from the scheduled start of the course until its conclusion.

Section Open: Course sections designated as “Open” will be listed in the OLN course catalog. Courses designated as not open will not be listed in the OLN catalog.

Transition URL: The transition URL field contains the web address of the OLN transitional web page. Data entered into this field should follow standard web address format, as in “www.xxxx.xxx/xxxx.” Do not enter “http://” as the first part of the URL. Note that a URL for the course section should be entered here only if there is no URL for the course reported in the Distance Learning Course Offerings (DO) file submission, and there is a URL to describe the course section. If there is a Transition URL reported for the course in the DO file submission for this year and term, or if there is no URL for the course section enter “NA.”

Comments: This is an optional field for containing internal notes. It is never seen by catalog users. If there are no comments enter “NA” in the first 2 character positions. If the user has entered “Other Method of Course Delivery” as a course delivery method then an explanation of that alternative course delivery method should be provided in this field.

Frequency of On-site Communication: This field should be used to denote the type and number of times that a student can expect to have contact with the host campus including the number of times the student may be required to travel to campus for examinations and projects. If no on-site communications occur or if the type and frequency of communications are unknown enter “NA.”

Instructor Name: If there are multiple instructors for a course section each name should be separated with a semi-colon (;). If the instructor is not known, or the name cannot be provided, enter “NA.”

Technical Requirements for Participation: Enter the types of equipment/software/other apparatus necessary to participate in the course. Requirements such as processor, computer operating system, and necessary software should also be noted here. If there are no technical requirements enter “NA.”

Contact Information: Enter the name, address, phone number, email address or other contact information for the person(s) who can provide more information about the course section. If there is no contact information enter “NA.”

Last updated November 26, 2002