2025-26 Audit and Reporting Guidelines Format Final- Harsha

Field Type

Field

Start

Field Name

Len

Definition

Valid Choices or Examples

7

Include Hours

39

1 Num Include class credit hours in audit sample

Codes 1 = Request credit hours for reimbursement, that is, these hours may be included in the audit sample. May affect efficiency calculation. 0 = Do not request hours for reimbursement. These hours will not be included in audits, nor will they be reimbursed by the state. Will not affect efficiency calculation. Record will be reported to nSPARC. Note, all attempted hours will be accumulated and matched to appropriate Primary Enrollment credit hour accumulator, regardless of the reimbursement status.

CANNOT BE BLANK

8

Last Day

40

8 Num Last Date that student was actually in class (physically or virtually) within the Audit period

MMDDYYYY If F17=1 in Course file

Attende dAttend e d (LDA)

Can be blank where the condition is that a MSVCC course district and site code are that of a provider institution. Refer to table of district and site codes in eARS.

CAN BE BLANK (under the condition above)

9

Number of Days Absent

48

3 Num Number of Days

0 – 999 If F17=1 in Course file

absent within the Audit period

Can be blank where the condition is that a MSVCC course district and site code are that of a provider institution. Refer to table of district and site codes in eARS.

CAN BE BLANK (under the condition above)

10

Returned

51

1 Char Student attended a class during the Return period

Codes Y = A student who was absent on cutoff date and did return at least once during Return period. N = A student who was absent on cutoff date and did NOT return during Return period. P = A student was Present on cutoff date.

Can be blank where the condition is that a MSVCC course district and site code are that of a provider institution. Refer to table of district and site codes in eARS.

CAN BE BLANK (under the condition above)

11

Student SSN

52

9 Char Student’s Social Security Number

xxxxxxxxx No duplicates allowed

CANNOT BE BLANK

B Tab 04E – Student Schedule File Structure

80

Updated 10/01/2023