2025-26 Audit and Reporting Guidelines Format Final- Harsha

FACULTY FILE STRUCTURE

Field Type

Field

Field Name

Start

Len

Definition

Valid Choices or Examples

1

District

1

5 Num Location

instructor’s

District Code + Site Code

Field Type

Field

Field Name

Start

Len

Definition

Valid Choices or Examples

main site

District Code + Site Code Refer to table of district and site codes in eARS. If MSV C cours , report the district and site code of the provider institution. Refer to table of district and site codes in eARS. If MSVCC course, report the district and site code of the provider institution. CANNOT BE BLANK Academic Year Code + Term Code (Example for Fall 2014: 20152) 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 Academic Year Code + Term Code (Example for Fall 2014: 20152) CANNOT BE BLANK

1

District

1

5 Num Location instructor’s main site

2

Term

6

5 Num Semester when course is taught

2

Term

6

5 Num Semester when course is taught

Term Codes: 1 = Su er 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 report off-schedule courses with the term in which the census date occurred. Code and report intersession courses with the subsequent term. CANNOT BE BLANK

3 Faculty Identifier 11

10 Char Unique Faculty Identifier for the District

xxxxxxxxxx

CANNOT BE BLANK

CANNOT BE BLANK

3 4

Faculty Identifier Faculty Last Name

11

10 Char Unique Faculty Identifier for the District 15 Char Faculty Last Name

xxxxxxxxxx

21

Faculty’s Last Name

CANNOT BE BLANK

CANNOT BE BLANK

4 5

Faculty Last Faculty First Name

21

15 Char Faculty Last Name

Faculty’s Last Name

36

15 Char Faculty First Name

Faculty’s First Name

CANNOT BE BLANK

Name

CANNOT BE BLANK

5 6

Faculty First Faculty Middle Name

36

15 Char Faculty First Name 15 Char Faculty Middle Name

Faculty’s First Name

51

Faculty’s Middle Name

CANNOT BE BLANK

Name

CANNOT BE BLANK

6 7

Faculty Faculty Suffix

51

15 Char Faculty Middle Name 5 Char Faculty’s Suffix

Faculty’s Middle Name

66

(Examples: Jr., Sr. III, etc.)

Middle Name

CANNOT BE BLANK CAN BE BLANK

7 Faculty Suffix 66 Faculty SSN 8

5 Char Faculty’s Suffix 9 Char Faculty’s Social Security Number

(Examples: Jr., Sr. III, etc.) xxxxxxxxx

71

CAN BE BLANK

CANNOT BE BLANK

8

Faculty SSN 71

9 Char Faculty’s Social Security Number

xxxxxxxxx

CANNOT BE BLANK

Record length: 84 bytes

B

Tab 04D – Faculty File Structure

74

Updated 10/01/2023

Tab 04D - Faculty File Structure

73

updated 02/27/2025