2025-26 Audit and Reporting Guidelines Format Final- Harsha

Primary Enrollment

Naming scheme: xxxyyyytp.txt

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

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t = Term (1=Summer, 2=Fall, 3=Spring) p = Primary Enrollment

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

 ● Both the file types and the ‘txt’ in the filename must be in lowercase  ● Report one record per student that was still enrolled after drop/add period: o ● That is, students for which a transcript can be generated for this term, even if not requesting reimbursement o ● The ‘Include Student’ field is to request reimbursement for students still in attendance by cutoff date and without excessive absences o ● Record length = 197 bytes. Files with records shorter/longer will be rejected o ● Third file to be uploaded. Will require re-upload if course file is re-uploaded  ● 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

Student Schedule

Naming scheme: xxxyyyyts.txt

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

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t = Term (1=Summer, 2=Fall, 3=Spring) s = Student Schedule

Example for Fall 2012 for Coahoma: 20120132s.txt

Example for Spring 2013 for Copiah: 20220133s.txt

 ● Both the file types and the ‘txt’ in the filename must be in lowercase  ● Report one record per student per class that was still enrolled after drop/add period o ● That is, credit hours that would show in a transcript for this term, even if not requesting reimbursement o ● The ‘Include Hours’ field is to request reimbursement for students still in attendance by cutoff date and without excessive absences in this class o ● Record length = 39 bytes or 51 bytes if including electronic attendance. Files with records shorter/longer will be rejected o ● Last file to be uploaded. Will require re-upload if primary enrollment file is re-uploaded  ● 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  ● Extract from the SIS each course in which a student is enrolled; that is, include any MSVCC classes