2025-26 Audit and Reporting Guidelines Format Final- Harsha

TERM FILES

These four term files must be uploaded upon completion of each Summer, Fall or Spring semester via the Electronic Audit Reporting System (eARS). These files are to be uploaded in sequence as outlined below. Files can be reloaded as often as necessary, until files are locked when they are ready to be audited. A fairly extensive validation is performed upon upload. However, a successful upload does not necessarily imply that the files are ready for audit. A secondary verification is performed after the upload which might require the college to reload some or all the files.

Faculty

 ● Naming scheme: xxxyyyytf.txt

xxx = District code (201, 202, etc.) yyyy = Academic year xxx = District code (201, 202, etc.) yyyy = Academic year t = Term (1=Summer, 2=Fall, 3=Spring) f = Faculty

Example for Fall 2012 for Coahoma: 20120132f.txt Example for Spring 2013 for Copiah: 20220133f.txt

 ● Both the file types and the ‘txt’ in the filename must be in lowercase  ● Report one record per faculty member - even if member teaches at multiple sites. o ● Record length = 84 bytes. o ● NOTE: Files with records shorter/longer will be rejected  ● First file in upload process  ● Code and report off-schedule classes/students/enrollments/faculty with the term in which the census date occurred  ● Code and report intersession classes/students/enrollments/faculty with the subsequent term

Course

Naming scheme: xxxyyyytc.txt



xxx = District code (201, 202, etc.) yyyy = Academic year

●

t = Term (1=Summer, 2=Fall, 3=Spring) c = Course

Example for Fall 2012 for Coahoma: 20120132c.txt Example for Spring 2013 for Copiah: 20220133c.txt

 ● Both the file types and the ‘txt’ in the filename must be in lowercase o ● Report one record per class taught – traditional or online. No need to include cancelled/closed courses – no students o ● Record length = 90 bytes. Files with records shorter/longer will be rejected o ● Second file in upload process. Will require re-upload if faculty file is re-uploaded  ● Code and report off-schedule classes/students/enrollments/faculty with the term in which the census