2025-26 Audit and Reporting Guidelines Format Final- Harsha

Field Type

Field

Field Name

Start

Len

Definition

Valid Choices or Examples

COURSE FILE STRUCTURE Definition

Field Type

Field

Field Name

Start

Len

Valid Choices or Examples

1

Course District

1

5 Num Location where course is taught 5 Num Location where course is taught

District Code + Site Code

1

Course D s rict

1

D s rict Code + Site Code

Refer to table of district and site codes in eARS. If online course, report the district and site code of the provider institution. Refer to table of district and site codes in eARS. If online cours , report the d s rict and site code of the provider ins tution.

CANNOT BE BLANK

CANNOT BE BLANK

2

Term

6

5 Num Semester when course is taught 5 Num S m ster when course is taught

Academic Year Code + Term Code Example: Fall 2014 = 20152 Academic Year Code + Term Code Example: Fall 2014 = 20152

2

Term

6

Academic Year Codes: 2014 = Summer 2013, Fall 2013, Spring 2014 2015 = Summer 2014, Fall 2014, Spring 2015 2016 = Summer 2015, Fall 2015, Spring 2016 Academic Year Codes: 2014 = Summer 2013, Fall 2013, Spring 2014 2015 = Summer 2014, Fall 2014, Spring 2015 2016 = Summer 2015, Fall 2015, Spring 2016

Term Codes: 1 = Summer 2 = Fall 3 = Spring

Term Codes: 1 = Summer 2 = Fall 3 = Spring

Code and report off-schedule courses with the term in which the census date occurred. Code and report intersession courses with the subsequent term. Code and rep rt off-schedule courses wit the term in which the census date occurred. Code and report intersession courses with the subsequent term.

CANNOT BE BLANK

CANNOT BE BLANK

3 Course Identifier 11

11 Char Unique Course Identifier Assigned by the District 11 Char Unique Cours Identifier Assigned by the D s rict

Example: ENG11130001 This format must match exactly (includes justification) the course ID in the Student Schedule file Example: ENG 113 001 This format must match exactly (includes justification) the course ID in the Student Schedule file

3 Cours Identifier 11

CANNOT BE BLANK

CANNOT BE BLANK

4

Course Subject 22

3 Char Course subject field, as identified in the MS Uniform Course Numbering System. 3 Char Cour e subject field, as identified in the MS Uniform Course Numbering System.

Refer to Course Numbering Reference in eARS. First three letters of the course identifier Example: ENG 11130001 = ENG Refer t Course Numbering Refer nce in eARS. First three letters of the cours identifier Example: ENG 113 001 = ENG

4

Course Subject 22

CANNOT BE BLANK

CANNOT BE BLANK

5

Course Number 25

4 Num Four-digit

course id ntification number as identified in the MS Uniform Course Numbering System.

Refer to Course Numbering Reference in eARS. Four digit course number Example: ENG 1113 0001 = 1113 Refer t Course Numbering Refer nce in eARS. Four digit course number Example: ENG 1113 000 = 1113

5

Course Number 25

4 Num Four-digit

course identification number as identified in the MS Uniform Course Numbering System.

CANNOT BE BLANK

CANNOT BE BLANK

6

Cours Section 29

4 Char Four-digit code which identifies the section of each course. 4 Char Four-digit code w ich identifies th secti n of ea h course.

Four-digit section code Example: ENG1113 0001 = 0001 Four-digit section code Example: ENG 113 001 = 0001

6

Course Section 29

CANNOT BE BLANK

CANNOT BE BLANK

Record length: 105 bytes

B Tab 04C – Course File Structure

73

Updated 10/01/2023