2025-26 Audit and Reporting Guidelines Format Final- Harsha

STUDENT SCHEDULE FILE STRUCTURE

Field Type

Field

Field Name

Start

Len

Definition

Valid Choices or Examples

1

Student District

1

5 Num Site

74 student’s registration or primary enrollment of

updated 02/27/2025 District Code + Site Code Refer to table of district an sit codes in eARS.

Tab 04D - Faculty File Structure

This field must correspond to the student district code reported in field 1 of the primary enrollment file for this student.

CANNOT BE BLANK

2

Term

6

5 Num Semester when course is taught

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 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.

CANNOT BE BLANK

3

Student Identifier

11

10 Char Unique Student Identifier Assigned by the District

xxxxxxxxxx

CANNOT BE BLANK

4

Course District 21

5 Num Location where course is taught

District Code +Site Code

If MSVCC course with shared students, report the district and site code of the provider institution. Refer to table of district and site codes in eARS.

CANNOT BE BLANK

5 Course Identifier 26

11 Char Unique Course Identifier Assigned by the District

xxxxxxxxxxx

CANNOT BE BLANK

6

Grade

37

2 Char Grade earned

Grade earned by student for this course

Codes: A, B, C, D, F, I, W, WP, WF, AU Right or Left justified

CANNOT BE BLANK