OHIO BOARD OF REGENTS

Edit and Load Specifications

Distance Learning Course Sections (DS) file
Revised February 6, 2003

Edit Rules for each Distance Learning Course Sections (DS) record

A	Run edits 011 and 035
B	If Campus Code does not exist in the Campus Code column of the Institution/Campus codes verification table
	Write Error 001 on edit report file
C	If Year is not numeric or does not begin with “20”
	Write Error 348 on edit report file
D	If Term is not in the Term verification table
	Write Error 082 on edit report file
E	If the Campus Code is in the Institution/Campus code verification table and does not relate to the Institution Code in the current login
	Write Error 040 on edit report file
F	If the Course Identifier is not blank in the first character position and is not in the Distance Learning Course Offerings (DO) table for this institution and year and term
	Write Error 565 on edit report file
G	If the Course Identifier is blank in the first character position
	Write Error 002 on edit report file
H	If the Section Identifier is blank in the first character position
	Write Error 182 on edit report file
I	If the Section Limit is not numeric in all 4 character positions or is not null or is not "None"
	Write Error 575 on edit report file
J	If Web is not “Y” or “N”
	Write Error 259 on edit report file
K	If CD-ROM/CD-DVD is not “Y” or “N”
	Write Error 260 on edit report file
L	If Video Tape is not “Y” or “N”
	Write Error 261 on edit report file
M	If Video Conference is not “Y” or “N”
	Write Error 262 on edit report file
N	If Television Broadcast is not “Y” or “N”
	Write Error 263 on edit report file
O	If Correspondence is not “Y” or “N”
	Write Error 264 on edit report file
P	If Other Method of Delivery is not “Y” or “N”
	Write Error 265 on edit report file
Q	If In-State Fee contains non-numeric data
	Write Error 331 on edit report file
R	If In-District Fee is not null and contains non-numeric data
	Write Error 332 on edit report file
S	If Out of State Fee contains non-numeric data
	Write Error 333 on edit report file
T	If Registration Starts is not numeric in all 8 characters positions or is not null or is not “Anytime”
	Write Error 334 on edit report file
U	If the first 2 characters in Registration Starts are <01 or >12
	Write Error 339 on edit report file
V	If the third and fourth character positions in Registration Starts are <01 and >31
	Write Error 309 on edit report file
W	If the last four characters in Registration Starts do not begin with 20
	Write Error 312 on edit report file
X	If the last four characters in Registration Starts equal a year which has already elapsed
	Write Error 313 on edit report file
Y	If Registration Ends is not numeric in all 8 characters positions or is not null or is not “None”
	Write Error 314 on edit report file
Z	If the first 2 characters in Registration Ends are <01 or >12
	Write Error 318 on edit report file
AA	If the third and fourth character positions in Registration Ends are <01 and >31
	Write Error 319 on edit report file
AB	If the last four characters in Registration Ends do not begin with 20
	Write Error 320 on edit report file
AC	If the last four characters in Registration Ends equal a year which has already elapsed
	Write Error 323 on edit report file
AD	If the date represented by Registration Ends is earlier than the date represented by Registration Starts
	Write Error 324 on edit report file
AE	If Section Starts is not numeric in all 8 character positions or is not null or is not “Anytime”
	Write Error 840 on edit report file
AF	If the first 2 characters in Section Starts are <01 or >12
	Write Error 841 on edit report file
AG	If the third and fourth character positions in Section Starts are <01 and >31
	Write Error 842 on edit report file
AH	If the last four characters in Section Starts do not begin with 20
	Write Error 843 on edit report file
AI	If the last four characters in Section Starts equal a year which has already elapsed
	Write Error 844 on edit report file
AJ	If Section Ends is not numeric in all 8 characters positions or is not null or is not “None”
	Write Error 846 on edit report file
AK	If the first 2 characters in Section Ends are <01 or >12
	Write Error 277 on edit report file
AL	If the third and fourth character positions in Section Ends are <01 and >31
	Write Error 488 on edit report file
AM	If the last four characters in Section Ends do not begin with 20
	Write Error 573 on edit report file
AN	If the last four characters in Section Ends equal a year which has already elapsed
	Write Error 847 on edit report file
AO	If the date represented by Section Ends is earlier than the date represented by Section Starts
	Write Error 442 on edit report file
AP	If Section Open is not “Y” or “N”
	Write Error 325 on edit report file
AQ	If Transition URL begins with “http://”
	Write Error 266 on edit report file
AR	If Site Visit is not “Y” or “N”
	Write Error 267 on edit report file
AS	If Delete Switch is not “Y” or “N”
	Write Error 013 on edit report file
AT	If Method of Communication is null
	Write Error 848 on edit report file
AU	If Frequency of On-site Communication is null
	Write Error 849 on edit report file
AV	If Instructor Name is blank in the first character position or is null
	Write Error 258 on edit report file
AW	If Technical Requirements for Participation is null
	Write Error 577 on edit report file
AX	If Contact Information is null
	Write Error 601 on edit report file
AY	If the Delete Switch is “Y” and there is not a row in the Distance Learning Course Sections (DS) table that matches the Campus, Course Identifier, Section Identifier, year and term
	Write Error 330 on edit report file
AZ	If the Campus Type code in the Institution/Campus table for this institution is “UM,” “UB,” “CC,” “SC” or “TC” and the combination of Course Identifier and Section Identifier does not appear in the course section table for this campus in any previous term
	Write Warning C12 on edit report file
BA	If the course Delete Switch is “N” and the campus, course id, section id, year and term are represented in the database
	Write Warning U06 on edit report file
BB	If there are 2 or more records in the submission with the same Course ID, Section ID, Year, Term, and Delete Switch
	Write Error 867 on edit report file.
BC	Check if the record is fixed width or tilde delimited. If fixed width, count the number of characters in the field. If less than 962,
	Write Error 871 on edit report file.

Report of Errors and Warnings

Edit Code	Edit Text	Display Value
001	The Campus Code is not in the Institution/Campus Codes table	Campus Code
002	Course Identifier is blank or not left justified	Course Identifier
013	The Delete Switch is not Y or N	Delete Switch
040	The Campus code in the input record does not correspond to the login Institution code	Campus Code/Institution Code from Login
082	Term is not in Term verification table	Term
182	Section Identifier is blank or not left justified	Course Identifier/Section Identifier
258	Instructor Name is blank or not left justified	Instructor Name
259	Web is not Y or N	Web
260	CD-ROM is not Y or N	CD-ROM
261	Video Tape is not Y or N	Video Tape
262	Video Conference is not Y or N	Video Conference
263	Television Broadcast is not Y or N	Television Broadcast
264	Correspondence is not Y or N	Correspondence
265	Other Method of Delivery is not Y or N	Other Method of Delivery
266	Transition URL begins with http:\\	Transition URL
267	Site Visit is not Y or N	Site Visit
277	The month indicator in the Section Ends field is <01 or >12	Course ID/Section ID/ first 2 characters of Section Ends
309	The day indicator in the Registration Starts field is <01 or >31	Course ID/Section ID/ characters 3 and 4 in registration starts
312	Invalid year for registration starts	Course ID/Section ID/ characters 5-8 in registration starts
313	The year in registration starts has already elapsed	Course ID/Section ID/ characters 5-8 in registration starts
314	Registration ends is not numeric in all 8 character positions	Course ID/Section ID/ Registration Ends
318	The month indicator in the Registration Ends field is <01 or >12	Course ID/Section ID/ first 2 characters of Registration Ends
319	The day indicator in the Registration Ends field is <01 or >31	Course ID/Section ID/ characters 3 and 4 in registration ends
320	Invalid year for Registration Starts	Course ID/Section ID/characters 5-8 in registration ends
323	Combination of Year and Term have already passed	Course ID/ Year/Term
324	The Registration Ends precedes the Registration Starts date	Course ID/Section ID/ Registration Ends/Registration Starts
325	Section Open is not Y or N	Course ID/Section ID/Section Open Switch
330	The Delete Switch is Y but there is no matching row for this Course ID, Section ID, year and term in the database	Course ID/Section ID/ Delete Switch
331	In State Fee contains non-numeric data	Course ID/Section ID/ In State Fee
332	In District Fee contains non-numeric data	Course ID/Section ID/ In District Fee
333	Out of State Fee contains non-numeric data	Course ID/Section ID/ Out of State Fee
334	Registration Starts is not numeric in all 8 characters positions	Course ID/Section ID/ Registration Starts
339	The month indicator in the Registration Starts field is <01 or >12	Course ID/Section ID/ first 2 characters of Registration starts
348	Year is not numeric or does not begin with number 20	Course Id/Year
442	The Section Ends date precedes the Section Starts date	Section End Date/Section Start Date
488	The day indicator in the Section Ends field is <01 or >31	Course ID/Section ID/ characters 3 and 4 in Section Ends
565	Course Identifier does not match a course reported in an inventory table for this year and term	Course ID/Year/Term
573	Invalid year for Section Ends	Course ID/Section ID/characters 5-8 in Section Ends
575	Section Limit is not numeric in all 4 character positions or is not "None"	Section Limit
577	Technical Requirements for Participation contains no data	Technical Requirements
601	Contact Information contains no data	Contact information
840	Section starts is not numeric in all 8 character positions or is not blank or is not “Anytime”	Course ID/Section ID/ Section Starts
841	The month indicator in the Section Starts field is <01 or >12	Course ID/Section ID/ first 2 characters of Section Starts
842	The day indicator in the Section Starts field is <01 or >31	Course ID/Section ID/ characters 3 and 4 in Section Starts
843	Invalid year for Section Starts	Course ID/Section ID/characters 5-8 in Section Starts
844	Combination of Year and Term have already passed for this section start date	Course ID/ Year/Term
846	Section ends is not numeric in all 8 character positions or is not “None”	Section ends
847	Combination of Year and Term have already passed for this section end date	Course ID/ Year/Term
848	Method of communications contains no data	Method of Communications
849	Frequency of on-site communications contains no data	Frequency of on-site Communication
867	If there are 2 or more records in the submission with the same Course ID, Section ID, Year, Term, and Delete Switch	Course Id/Section Id/Year/Term/Delete Switch
871	The record is fixed-width and does not contain the correct number of columns.	Record identifier
C12	This combination of Course Identifier and Section Identifier has not been submitted in any previous Course Enrollment (CN) file	Campus, Year, Term, Course ID, Section ID
U06	UPDATE: This campus, course id, section id, year and term match a record previously submitted. This record will replace the old	Campus, course id, section id, year, term

Error Messages Specific to the OLN Course Catalog Maintenance Pages

Problem	Solution
Failure: Record Add Failed Database Connection Error	This is a general message signifying that there is a system error. Please try entering your course later.
Failure: Record Add Failed The Selected Year/Term Information is not Available on the System	The academic calendar must be updated for your institution. Please see the information at http://regents.ohio.gov/hei/datasubdoc/general/acadcal.html

Return to OLN Files

http://regents.ohio.gov/hei/oln/dsedit.html
Last updated March 1, 2004

Edit and Load Specifications

Distance Learning Course Sections (DS) file
Revised February 6, 2003

If Year is not numeric or does not begin with “20”

Write Error 348 on edit report file

If Term is not in the Term verification table

Write Error 082 on edit report file

Edit and Load Specifications

Distance Learning Course Sections (DS) file Revised February 6, 2003

If Year is not numeric or does not begin with “20”

Write Error 348 on edit report file

If Term is not in the Term verification table

Write Error 082 on edit report file

Distance Learning Course Sections (DS) file
Revised February 6, 2003