apdb data element dictionary

SECTION V

DATA ELEMENT

DICTIONARY

(For elements reported on campus transaction files)

The California State University Office of the Chancellor Section VInformation Technology Services – Enterprise Systems

Revision No. 0Academic Planning Data Base Reference Manual

Date Issued: 04/19/10

List of APDB Elements Reported in Campus Transaction FilesAdministrative LevelAppointment SequenceAssigned Time CodeAssigned Time WTUCampus CodeCourse AbbreviationCourse Classification Number (CS Number)Course Level CodeCourse NumberCourse SuffixDepartment CodeDiscipline CodeEnrollment (Section Enrollment Actual)Facility NumberFacility SuffixFaculty NameFaculty Record Type/Appointment Sequence Number Graduate Student EnrollmentGroup Code ControlInstructional Administrative Fraction (IAF)Instructional Faculty Fraction (IFF)Learning ModeLine Sequence Number Non-resident Graduate Student Enrollment (new for CY 2007-2008) Other Support Fraction (OSF)Override WTURange Code (Salary)School CodeSection Begin TimeSection Duration Type Section End TimeSection Meet DaysSection NumberSegment Credit UnitsService Learning IndicatorSocial Security Number (Faculty)Space NumberSpace SuffixSpace TypeTeam Teaching Fraction (TTF)Term CodeTo Be Arranged Hours (TBA)Total Non-resident Student Enrollment (new for CY 2007-2008) The California State University Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



Year

The California State University Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



DED Data Element DefinitionELEMENT NAME Administrative Level

Definition

A code that denotes the organizational level at which a person with an Instructional Administrative Fraction (IAF) is assigned. It also defines the type of work assigned and the term of appointment. Persons with an IAF of 0.0 will be coded zero (0).

Structure

One (1) alphanumeric character.

Values

0 = No administrative duties (default).

1 = Department level, academic year appointment, such as Department Chairs, Associate or Assistant Department Chairs, and Athletic Directors.

2 = Department level, 12-month appointment, such as Department Chairs, Associate or Assistant Department Chairs, and Athletic Directors.

3 = Coordinator of teacher education, all appointment terms, school or department.

4 = School level, Deans and Division Chairs (all appointment terms).

5 = School level, Associate and Assistant Deans.

6 = Campus level, Deans (all appointment terms). This category covers the Dean and above types of an assignment, such as an Associate Vice President or Graduate Dean.

7 = Campus level, other (all appointment terms). This category applies to all other campus level assignments, such as Academic Planner, Associate Dean of Graduate Studies,

The California State University Page 1Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



Coordinator of Evening Sessions, and Production Manager.




DED Data Element Edit/Validation

Data Element Administrative Level

File: Faculty Master File Default Code: Value is a space.Acceptable Codes:

Must be an authorized value as noted above.

Additional Edit: None

Comment: Within a given assignment, a non-zero Instructional Administrative Fraction must be accompanied by a non-

zero Administrative Level and vice versa.

Message:

C-093 ASSIGNMENT 1 ADMIN. LEVEL IS INVALID C-094 ASSIGNMENT 2 ADMIN. LEVEL IS INVALID C-095 ASSIGNMENT 3 ADMIN. LEVEL IS INVALID

File: Faculty Transaction File Message:

C-108 ASSGINMENT 1: IAF IS ZERO, SO ADMIN LEVEL MUST BE ‘0’C-109 ASSGINMENT 2: IAF IS ZERO, SO ADMIN LEVEL MUST BE ‘0’C-110 ASSGINMENT 3: IAF IS ZERO, SO ADMIN LEVEL MUST BE ‘0’




DED Data Element DefinitionELEMENT NAME Appointment Sequence

Definition

A one digit code used to identify a given faculty transaction as either a first, second or third departmental appointment (aka “assignment”). Each faculty person can have from one to three such appointments in a given term.

Structure

One (1) numeric digit.

Values

1 = first faculty departmental appointment, aka “primary department”

2 = second faculty departmental appointment

3 = third faculty departmental appointment





Data Element Appointment Sequence

Default Code: None.

Acceptable Codes: 1, 2 or 3

Additional Edits: None

Comments:

Message:




DED Data Element Definition

ELEMENT NAME Assigned Time Code

Definition

A numeric code used to indicate up to three different types of activities per faculty assignment for which a faculty member can receive workload credit.

Structure

Two (2) numeric digits.

Values

COSAR Table 10 contains the current and complete listing of the valid codes.

11 = Excess Enrollments12 = New Preparations14 = Course or Supervision Overload15 = Nontraditional Instruction16 = In-Service Training for K-12 School Personnel17 = Credit by Examination/Evaluation18 = Instructional Support of Graduate Students21 = Special Instructional Programs22 = Instructional Experimentation or Innovation, or

Instructionally Related Research23 = Instruction-Related Services31 = Student Advisor Responsibilities (Graduate Student

Evaluation, etc.)32 = Instruction-Related Committee Assignments33 = Curricular Planning or Studies34 = Accreditation Responsibilities35 = Instruction-Related Facilities Planning41 = CFA Activities






Values (Continued)INSTRUCTION RELATED ASSIGNED TIME CODES

Activities for which Weighted Teaching Units may be assigned:

Code11. Excess Enrollments

a. For classes with census date enrollment of between 75 and 120 and exceptional workload, a graduate assistant or student assistant may be allocated.

b. For classes with census date enrollment of over 120, a graduate assistant, a student assistant, or an additional 3 WTU may be assigned.

Assignment of graduate assistants is a preferable way of handling such large class loads, but it is recognized that qualified graduate assistants are not always available.

In no case shall a faculty member be granted assigned WTU for more than one class with excess enrollments.

12. New PreparationsA faculty member may be given assigned WTU for preparation of courses never before taught by that particular faculty member, if courses actually taught include two or more such new preparations.

14. Course or Supervision OverloadA faculty member may be given assigned WTU equal to course or supervision overload earned in a prior fiscal year provided that calendar considerations so necessitate and the faculty member has not been present for the full preceding academic year.

15. Non-Traditional InstructionA faculty member may be given assigned WTU for activities involving instruction and evaluation, which include such activities as modularized instruction, self-paced instruction, team teaching/cluster courses, thematic projects, open laboratory, sponsored experimental learning or other community activities, writing adjunct, mediated instruction (involving computers, television, and/or other media devices), and peer instruction. These activities typically do not involve a single instructor




regularly meeting a group of students in an assigned classroom or laboratory setting.






Values (Continued)

16. In-Service Training for K-12 School PersonnelA faculty member may be given assigned WTU for activities involving in-service training for K-12 school personnel. Typically, the activities are provided on the school site using a variety of instructional modes and do not necessarily involve an instructor regularly meeting a group of students in an assigned classroom or laboratory setting on a campus.

17. Credit by Examination/EvaluationA faculty member may be given assigned WTU for activities that give primary emphasis to the evaluation of a student's knowledge and skills rather than upon the instructional process by which the knowledge and skills are acquired. Such activities include:a. Credit by evaluation of prior experiential learning (e.g., based upon

evaluation of a portfolio of materials).b. Credit by examination (where the examination is generated and

evaluated in whole or in part by the campus), including comprehensive and challenge examinations.

The characteristics of evaluation activities that should be treated as part of the regular instructional program involve 1) regularly enrolled students, and 2) a substantial effort on the part of the faculty member to perform any of the following tasks:a. Interview and make a preliminary assessment of the student's

background.b. Counsel the student regarding preparation for the evaluation.c. Selection or preparation of the examination or assistance in

preparation of a student portfolio.d. Evaluation of the portfolio or evaluation of the student response to

the examination.

18. Instructional Support for Graduate StudentsA faculty member may be given assigned WTU for special graduate student testing duties, in particular for conducting comprehensive examinations for master's degree candidates and examinations in fulfillment of foreign language requirements.






Values (Continued)21. Special Instructional Programs

a. A faculty member may be given assigned WTU for participation in a team teaching effort. The total assigned and earned WTU associated with a team-taught course may not exceed the WTU generated by the course multiplied by the number of faculty members teaching the course. In addition, no individual faculty member may be given more WTU, both earned and assigned, than the course generates.

b. A faculty member may be given assigned WTU for program and tape production for instructional television.

c. A faculty member may be given assigned WTU for liaison duties among multiple sections of the same course.

22. Instructional Experimentation, Innovation, or Instructionally Related Researcha. A faculty member may be given assigned time for development and

implementation of experimental programs involving:1. Instructional television2. Computer assisted instruction3. Other innovations in instruction

b. A faculty member may be given assigned time for documented research evaluations which are demonstrably related to the instructional functions and programs of the college.

23. Instruction-Related ServicesA faculty member may be given assigned WTU for his services related to college clinics, study skill centers, farms, art galleries, and other campus institutions and facilities which are ancillary to the instruction program.

31. Advising Responsibilitiesa. A faculty member may be given assigned WTU for carrying an

excessive advising load due to a relatively high proportion of part-time faculty in his department.

b. A faculty member may be given assigned WTU for carrying a greater than normal share of departmental or school advising responsibilities.

c. A faculty member may be given assigned WTU for services as departmental graduate adviser.






Values (Continued)32. Instructon-Relatcd Committee Assignments

a. A faculty member may be given assigned WTU for participation over and above normal levels in such areas as curriculum, personnel, budget, library, audio-visual, and selection committees at the department, school or college level.

b. A faculty member may be given assigned WTU for membership in or liaison to special committees whose activities have significant bearing on the instructional programs of the college, or the CSU system at large.

c. Includes all-university assigned time.

33. Curricular Planning, or Studiesa. A faculty member may be given assigned WTU for special

individual or committee-related curriculum planning, development and redevelopment activities.

b. A faculty member may be given assigned WTU for development of special tests for credit by examination,

34. Accreditation ResponsibilitiesA faculty member may be given assigned WTU for accreditation responsibilities.

35. Instruction-Related Facilities PlanningA faculty member may be given assigned WTU for duties related to planning of instructional facilities.

41. California Faculty Association ActivitiesEach CFA campus Chapter President and each of four CFA statewide officers (President, Vice President, Secretary, Treasurer) shall be granted a reduction in workload, without loss of compensation, of up to three (3) WTU on a semester campus, or four (4) WTU on a quarter campus, per academic term.





Data Element Assigned Time Code

File: Faculty Master File Default Code: 00Acceptable Codes:

See list: 00 is also an acceptable value.

Additional Edit: Within a department assignment, if the Assign Time Code is zero, its corresponding WTU must also be zero. If Assign Time Code is greater than zero, its corresponding WTU must also be greater than zero.

Message:

C-033 ASSIGNMENT 1 - ASSIGN TIME CODE 1 NOT IN COSAR 10 COMMON TABLEC-034 ASSIGNMENT 1 - ASSIGN TIME CODE 2 NOT IN COSAR 10 COMMON TABLE C-035 ASSIGNMENT 1 - ASSIGN TIME CODE 3 NOT IN COSAR 10 COMMON TABLEC-036 ASSIGNMENT 2 - ASSIGN TIME CODE 1 NOT IN COSAR 10 COMMON TABLEC-037 ASSIGNMENT 2 - ASSIGN TIME CODE 2 NOT IN COSAR 10 COMMON TABLEC-038 ASSIGNMENT 2 - ASSIGN TIME CODE 3 NOT IN COSAR 10 COMMON TABLEC-039 ASSIGNMENT 3 - ASSIGN TIME CODE 1 NOT IN COSAR 10 COMMON TABLEC-040 ASSIGNMENT 3 - ASSIGN TIME CODE 2 NOT IN COSAR 10 COMMON TABLEC-041 ASSIGNMENT 3 - ASSIGN TIME CODE 3 NOT IN COSAR 10 COMMON TABLE





ELEMENT NAME Assign Time WTU

Definition

The number of Weighted Teaching Units (WTU) assigned to the faculty member in conjunction with the associated 'Assigned Time Code'.

Structure

Three (3) numeric digits of which one is decimal. The decimal point is implied, not entered. Example: 12.0 is entered as 120.

Values

00.0 thru 12.0





Data Element Assign Time WTU

File: Faculty Master File Default Code: ZeroAcceptable Codes:

Zero thru 12.0

Additional Edit: Within a department assignment, if the Assign Time Code is zero,

its corresponding WTU must be zero. If the Assign Time Code

is greater than zero, its corresponding WTU must also be greater than zero.

Comment: None

Message:

W-042 ASSIGNMENT 1 - ASSIGN TIME WTU 1 INVALID - DEFAULTED TO ZEROW-043 ASSIGNMENT 1 - ASSIGN TIME WTU 2 INVALID - DEFAULTED TO ZEROW-044 ASSIGNMENT 1 - ASSIGN TIME WTU 3 INVALID - DEFAULTED TO ZEROW-045 ASSIGNMENT 2 - ASSIGN TIME WTU 1 INVALID - DEFAULTED TO ZEROW-046 ASSIGNMENT 2 - ASSIGN TIME WTU 2 INVALID - DEFAULTED TO ZEROW-047 ASSIGNMENT 2 - ASSIGN TIME WTU 3 INVALID - DEFAULTED TO ZEROW-048 ASSIGNMENT 3 - ASSIGN TIME WTU 1 INVALID - DEFAULTED TO ZEROW-049 ASSIGNMENT 3 - ASSIGN TIME WTU 2 INVALID - DEFAULTED TO ZEROW-050 ASSIGNMENT 3 - ASSIGN TIME WTU 3 INVALID - DEFAULTED TO ZERO

C-063 ASSIGN TIME WTU (1) IN ASSIGNMENT 1 NOT VALID FOR ASSOCIATED CODEC-064 ASSIGN TME WTU (2) IN ASSIGNMENT 1 NOT VALID FOR ASSOCIATED CODEC-065 ASSIGN TIME WTU (3) IN ASSIGNMENT 1 NOT VALID FOR ASSOCIATED CODEC-066 ASSIGN TME WTU (1) IN ASSIGNMENT 2 NOT VALID FOR ASSOCIATED CODEC-067 ASSIGN TIME WTU (2) IN ASSIGNMENT 2 NOT VALID FOR ASSOCIATED CODEC-068 ASSIGN TIME WTU (3) IN ASSIGNMENT 2 NOT VALID FOR ASSOCIATED CODEC-069 ASSIGN TME WTU (1) IN ASSIGNMENT 3 NOT VALID FOR ASSOCIATED CODEC-070 ASSIGN TIME WTU (2) IN ASSIGNMENT 3 NOT VALID FOR ASSOCIATED CODEC-071 ASSIGN TIME WTU (3) IN ASSIGNMENT 3 NOT VALID FOR ASSOCIATED CODE





ELEMENT NAME Campus Code

Definition

A code is assigned to each entity of the California State University.Structure


ValuesRefer to COSAR Table 1 for the current and complete listing of the valid Campus Codes.

Alpha Order Campus Code Order

Bakersfield 35 Chancellor's Office 01Calexico 66 East Bay 05Chancellor's Office 01 Monterey Bay 06Channel Island 73 Maritime Academy 07Chico 20 Pomona 10Dominguez Hills 55 San Luis Obispo 15Fresno 25 Chico 20Fullerton 50 Fresno 25East Bay 05 Humboldt 30Humboldt 30 Bakersfield 35Long Beach 40 Long Beach 40Los Angeles 45 Los Angeles 45Maritime Academy 07 Fullerton 50Monterey Bay 06 Dominguez Hills 55Moss Landing 94 Sacramento 60Northridge 70 San Bernardino 63Pomona 10 San Diego 65Sacramento 60 Calexico 66San Bernardino 63 San Marcos 68San Diego 65 Northridge 70San Francisco 75 Channel Island 73San Jose 80 San Francisco 75San Luis Obispo 15 San Jose 80San Marcos 68 Sonoma 85Sonoma 85 Stanislaus 90Stanislaus 90 Moss Landing 94





Data Element Campus Code

File: Faculty Transaction File Default Code: NoneAcceptable Codes:

See current list.


Comment: In most APDB jobs, the year/term/campus code values specified by

the user must correspond to an existing section and/or faculty master

file, and must match the year/term/campus code contained in the

header record of the file.

Message:

APD66-023 Invalid year, term or campus code.

File: Faculty Master File Message:

None

File: Section Master File Message:

C-074 FIELD 03 CAMPUS CODE NOT SAME AS PARAMETER CARD

File: Section Transaction File Message:

C-08 INVALID PARAMETER CARD CAMPUS CODE





ELEMENT NAME Course Abbreviation

Definition

A prefix used in conjunction with the Course Number and Course Suffix to identify a course.

Structure

Five (5) alphanumeric characters.

Values

Acceptable values are defined by each campus and often vary among CSU campuses. Embedded and/or trailing blanks are allowed. Value must be left justified.





Data Element Course Abbreviation

File: Section Master File Default Code: NoneAcceptable Codes:

Any non-trivial value consisting of the letters A thru Z and blanks.


Comment: None

Message:

None


None





ELEMENT NAME Course Classification Number (CS Number)

Definition This data element identifies a particular mode of instruction for a resource segment activity.

Structure


Values

Value must correspond to an authorized value in the COSAR Table 12. Latter values are listed below.

Values Corresponding Modes

01 to 04 C1 to C4 (lecture)05 C5 (seminar)06 C6 (seminar/demonstration)07 to 14 C7 to C14 (activity)15 to 16 C15 to C16 (laboratory)17 to 21 C17 to C21 (activity)23 S5 24 S4 25 S3 36 S2 48 S177 C77 (non state supported instructions, e. g. ROTC)78 C78 (non traditional instruction, e. g. examination

or evaluation, 78 modes are state supported)"C" stands for "Classroom""S" stands for "Supervision"

Note: "00" is used to identify a resource segment that operates as an extension of its immediately preceding master segment (CS Number greater than zero). Such "00" segments are commonly referred to as dependents and serve to contain additional information about the master segment, such as a team teaching pair of instructions, or non-continuous (split) meeting hours.





Data Element Course Classification Number (CS Number)

File: Section Master File Default Code: NoneAcceptable Codes: 00 and the authorized two-digit codes found in COSAR table 12.Additional Edit: 1. The first resource segment within any section must have a

valid, non-zero CS Number. 2. Sections which have multiple Master Resource Segments

(CS Number greater than zero), must have these segments in ascending order by CS Number. One or more dependent segments (CS Number = zero) are allowed to follow each master segment.

3. Except for 00, a given CS Number can occur only once within a section.

4. A combination of a classroom CS Number (21 or less) and a supervision CS Number (23, 24, 25, 36, 48) within a given section will generate a "CS Number conflict" error.

Comment: One or more dependent segments (CS Number = 00) are

allowed to follow each Master Resource Segment (CS Number greater than zero). These serve to contain additional information which could not be placed in the master segment itself because of space limitations. For example, when a master segment is team taught, information about the second instructor is specified in a dependent segment. All element

values within the latter which are unchanged from the corresponding

values in the master segment should be set to blanks (zero for numeric elements).

Message:C-051 FIELD 71 CS NUMBER IS INVALID C-094 SCHEDULING BLOCK IS INCOMPATIBLE WITH LEARNING MODEC-103 CS NUMBER IS EITHER DUPLICATED OR NOT IN ASCENDING ORDER

APD78-017 Invalid C/S no. found in section, section key xxxxx segment no. nn C/S no. nn.APD79-017 Invalid C/S no. found in section, section key xxxxx segment no. nn C/S no. nn.

File: Section Transaction File




Message:C-15 ZEROS IN LINE SEQ #,CS #, OR SEGMENT CCU A non-numeric C/S Number is marked with "xx" on the transaction detail report of job APD39.






Values (cont.)CourseClassification Number Description Typical Example and Comments

C-01 Large Lecture Lecture courses in any discipline with more than 50 enrollments.

C-02 Lecture Discussion Lecture courses in any discipline in which class participation is a planned portion of the instructional method.

C-03 Lecture - Composition Business, education, English, and Lecture - Counseling psychology courses in which students

Lecture - Case Study write, are counseled or study law cases.

C-04 Lecture /Recitation Courses in any discipline in which student participation (discussion) is the

primary instructional method.

C-05 Seminar Courses in any discipline using seminar methods of instruction.

C-06 Seminar/Clinical Nursing and psychology courses in clinical Demonstration processes and education courses involving individual testing, such as driver training in a simulator.

C-07 Fine Arts and Science Art, anthropology and science activities.Activities

C-08 Education Workshops Includes methods taught on an activity and Social Science basis in education and subject areas.Activity

C-09 Music Activity Does not result in a major public (large group) performance.

C-10 Music Activity Instrumental or vocal instruction.




(small group)






Values (cont.)

CourseClassification Number Description Typical Example and Comments

C-11 Physical Education and Gym classes or intramural sports if Recreation Activity credit is given.

C-12 Speech, Drama and Classwork in debate, acting and publication; Journalism Activity no public performances involved.

C-13 Technical Activities and Courses involving the use of business and

Laboratories other machines; accounting, geography, foreign languages, home

economics, psychology, library science, photography, engineering, industrial arts, agriculture, mathematics and statistics.

C-14 Remedial Course Courses for students admitted as Activities exceptions only.

C-15 Technical Activities Laboratories in art, foreign languages, home and Laboratories economics, industrial arts, physical

education, speech correction, cartography, audio-visual, mathematics, library science, police science.

C-16 Science Laboratories Laboratories in natural science, life science, psychology, natural resources, agriculture, engineering, meteorology and photography.

C-17 Clinical Practice Nursing, social work.LaboratoriesOff-Campus

C-18 Major Intercollegiate Football, basketball, baseball, track and The California State University Page 26Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



Athletic Sports Activities field, wrestling, swimming, etc.; limited to four sports per year.






Values (cont.)


C-19 Minor Intercollegiate Other sports not listed as Athletics.Athletic Sports Activities

C-20 Performance/Production Production courses in art, drama, Activities journalism, music,

photography, radio-TV, debate; results in a major public performance, showing or distribution.

C-21 Performance/Productuon Major performance groups, such as Activities orchestras, bands, and

choruses.

S-23 Social Work Graduate level social work only. Faculty -

Supervision student contact averages 3 hours per week.

S-24 Practice Teaching Undergraduate - all disciplines. Faculty -

student contact averages 2 hours per week.

S-25 Practice Teaching, Undergraduate - practice teaching and Workstudy, Thesis graduate level public school nursing - Project and all disciplines. Faculty - student contactIndependent Study averages 90 minutes per week.

S-36 Independent Study, Undergraduate - all disciplines. Faculty -

Field Work, Studio student contact averages one hour per Instruction, Supervised week.Activities

S-48 Independent Study, Undergraduate - all disciplines. Faculty




-Studio Instruction, student contact averages 45 minutes

per Supervised Activities week.






Values (cont.)


C-77 Peer-taught Courses, Course which generates no workload ROTC or Non-Workload for faculty but generates FTES for the Instruction which is not campus and is not state supported.state supported

C-78 Non-traditional Course which generates credit by instruction, examination, examination or evaluation or whichor evaluation is taught in modes not described by the

formulas faculty workload is assigned.

All 78 courses are state supported.






Values (cont.)

CourseClassification APDB Faculty Contact Normal Class Size WorkloadNumber C/S No. Hours Per CCU LD UD GD K-Factor

C1 01 1 facility limits (50) - 1.0C2 02 1 40 40 40 1.0C3 03 1 30 30 30 1.0C4 04 1 25 25 25 1.0C5 05 1 20 20 15 1.0C6 06 1 20 10 10 1.0C7 07 2 24 24 24 1.3C8 08 2 30 30 30 1.3C9 09 2 40 40 40 1.3C10 10 2 10 10 10 1.3C11 11 2 30 30 30 1.3C12 12 2 20 20 20 1.3C13 13 2 facility limits (24) - 1.3C14 14 2 15 15 15 1.3C15 15 3 facility limits (24) - 1.5C16 16 3 facility limits (24) - 2.0C17 17 3 8 8 8 2.0C18 18 3(more than 3) 20 20 - 6.0C19 19 3(more than 3) 20 20 -

3.0C20 20 3(more than 3) 20 20 20

3.0C21 21 3(more than 3) 40 40 40

3.0

“Supervision” WTU’s (CS Numbers below) are computed as enrollment times adjusted factor.S1 48 n/a 48 48 48 0.250S2 36 n/a 36 36 36 0.333S3 25 n/a - 25 25 0.500S4 24 n/a 18 18 18 0.667




S5 23 n/a - - 12 1.000

C77 77 zero n/a n/a n/a 0.0C78 78 zero n/a n/a n/a 0.0





ELEMENT NAME Course Level Code

Definition

A code that indicates the academic level of instruction of a particular course.

Structure

One (1) digit.

Values

1 = Lower Division2 = Upper Division3 = Graduate Division





Data Element Course Level Code

File: Section Transaction File Default Code: ZeroAcceptable Codes: 1, 2, or 3


Comment: None

Message:

A non-numeric Course Level Code is marked with an "x" on the transaction detail report of job APD39.


C-132 FIELD 8 COURSE LEVEL INVALID

APD61-032 This Section Record has an invalid Course Level Code of - x - xxxxxxxxxxxxx.





ELEMENT NAME Course Number

Definition

This element is used in conjunction with the Course Abbreviation and Course Suffix to identify a course. If a decimal numbering system is used, this field is the whole number portion of the Course Number.

Structure

Four (4) digits.

Values

Must be in range 0001 thru 9999. Value must be right justified with leading zeros as needed. Acceptable values are defined by each campus according to pre-determined numbering systems which vary among CSU campuses.





Data Element Course Number

File: Section Transaction File Default Code: ZeroAcceptable Codes:

0001 thru 9999


Comment: None

Message:

An invalid Course Number is marked with "xxxx" on the transaction detail report of job APD83.


C-144 COURSE NUMBER IS NOT NUMERIC

APD25-144 Course Number is not numeric.


None





ELEMENT NAME Course Suffix

Definition

This element is used in conjunction with Course Abbreviation and Course Number to identify a course. If a decimal numbering system is used, this field is the fractional part of the Course Number.

Structure

Three (3) alphanumeric characters.

Values

May consist of any combination of the letters A thru Z, of digits 0 thru 9, or blanks. Acceptable values are defined by each campus and often vary among CSU campuses. Value must be left justified.





Data Element Course Suffix

File: Section Master File Default Code: BlanksAcceptable Codes:

See "values" on previous page.


Comment: None

Message:

None


None





ELEMENT NAME Department Code

Definition

A standard code used throughout the CSU which uniquely identifies an academic department.

Structure

Three (3) numeric digits.

Values

All Departments Codes consist of a three (3) digit number. Refer to COSAR Table 9 for a listing of acceptable values. Zero is an acceptable value under certain conditions.

Comment: Sections which are not associated with a specific School or Department should be reported as department 110 (all university). Sections which are associated with a specific School, but not any particular department within that school should be reported as department code 132 (all School). Sections which are associated with a specific College, but not any particular School should be reported as 131 (all College) as the Department Code.





Data Element Department Code

File: Section Master File Default Code: 000Acceptable Codes: Zero or a 3-digit number that exists as a code in COSAR table 9.


Message: C-134 DEPARTMENT CODE NOT IN COSAR TABLE 9

File: Section Transaction File Comment: Blanks are defaulted to zero.Message:

A non-numeric Department Code is marked with "xxx" on thetransaction detail report of job APD39.

File: Faculty Master File Default Code: 000Acceptable Codes: Zero or a 3-digit number that exists as a code in COSAR table 9.

Additional Edit: 1. Department Code cannot be zero in the primary faculty assignment.

2. Within the second (third) faculty assignment, if the school code is

greater than zero, the Department Code cannot be zero and must be validated against COSAR Table 9.

3. If a faculty member does not have a second (third) department

assignment, the Department Code in that assignment must be zero.

4. A given Department Code non-zero value can be found in at most

one assignment.Message:

C-030 DEPARTMENT CODE IN FACULTY ASSIGNMENT 1 IS INVALID OR ZEROC-031 DEPARTMENT CODE IN FACULTY ASSIGNMENT 2 IS INVALID OR ZEROSC-032 DEPARTMENT CODE IN FACULTY ASSIGNMENT 3 IS INVALID OR ZEROSThe California State University Page 40Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



W-062 DUPLICATE SCHOOL AND DEPARTMENT ASSIGNMENTC-073 ASSIGNMENT 2 IS MISSING SCHOOL CODE AND/OR DEPT CODE C-074 ASSIGNMENT 3 IS MISSING SCHOOL CODE AND/OR DEPT CODE





Data Element Department Code

File: Faculty Transaction File Comment: Department code must be a 3-digit non-zero number within the

first assignment, i.e., "F1" transaction.

Message:

APD66-081 Invalid transaction, Rejected - - reason: school and/or dept is zero.APD66-081 Invalid transaction, Rejected - - reason: ssn, school and/or dept

is not numeric.





ELEMENT NAME Discipline Code

Definition

A standard code that is used throughout the California State University System which uniquely identifies a discipline also known as the Higher Education General Information Survey (HEGIS) Code. The term "discipline" refers to a specific academic area of study offered at a particular campus.

Structure

Five (5) digits.

Values

01000 thru 49999 and 99999.

Refer to COSAR Table 6 for a current listing of the HEGIS Discipline Codes and titles.





Data Element Discipline Code

File: Section Master File Default Code: NoneAcceptable Codes: Any five (5) digit value that exists as a HEGIS Discipline Code in

COSAR Table 6.Additional Edit: None

Comment: A discipline that is offered at a particular campus may or may not be

offered as a degreed major.Message:

APD25-135 Discipline Code not in COSAR Table 6.


A non-numeric Discipline Code is marked with "xxxxx" on the transactiondetail report of job APD39.





ELEMENT NAME Enrollment (Section Enrollment Actual)

Definition

The total number of undergraduate and graduate students enrolled for academic credit in a given section as of census date. This figure includes enrollments via offering campus registration process only.

Structure


Values

000 through 999





Data Element Enrollment (Section Enrollment Actual)

File: Section Master File Default Code: ZeroAcceptable Codes:

000 thru 999

Additional Edit: The first resource segment in a (campus) section transaction must

have non-zero enrollment or it will be bypassed from the sectionmaster file.

Comment: None

Message:

APD25-137 Field 19 enrollment is invalid, defaulted to zero.


C-13 SECTION HAS ZERO OR INVALID ENROLLMENT




DED Data Element DefinitionELEMENT NAME Facility Number

Definition

The numerical designation assigned by a campus to a facility. A facility is an independent structural aggregation of related spaces, i.e., a building. When the facility in question is located on the main campus, the reported facility number should be identical to the number assigned to the facility in question by the Space and Facilities Database (SFDB) maintained at the Chancellor’s Office.

Structure

Three (3) digits with leading zeros as necessary. Values

Values 001 thru 899 are the same campus facility designations recorded in the Space and Facility Database (SFDB). Values in this range are used for classes offered through the main campus such that the class meets in a facility located on the main campus.

Values 900 thru 989 are reserved for specific “off campus” facilities which the campus prefers to designate individually. Values in this range are used at the discretion of the campus; however they should be used only for classes offered through the main campus (as opposed to a CSU Approved/Proposed Off-Campus Center).

Value 990 represents any facility located within a CSU Approved/Proposed Off-Campus Center such that the class in question was offered through the Center and was taught at said facility.

Campuses who have multiple CSU “Approved/Proposed Off-Campus Centers” will identify specific (Outreach) Centers by using the Suffix portion of the facility ID. Please reference the Facility Suffix page of the DED for definition and format. The Suffix will identify locations as follows:

Value 991 represents any facility physically external to a CSU Approved/Proposed Off-Campus Center such that the class in question was offered through the Center and was taught at said facility (located external to the Center).





ELEMENT NAME Facility Number (Continued)

Values (Continued)

Value 995 should be used for classes offered through a CSU Approved/Proposed Off-Campus Center that were not scheduled into a specific space or whose space is unknown.

Value 996 should be used for classes offered through a CSU Approved/Proposed Off-Campus Center that do not meet in a contained space, i.e., meet “outdoors.”

Value 997 should be used for classes offered through the main campus that do not meet in a contained space, i.e., meet “outdoors”.

Value 998 should be used for classes offered through the main campus that were not scheduled into a specific space or whose space is unknown.

Value 999 represents a generic “off campus” category for classes offered thru the main campus that meet at a facility external to the main campus.

All classes offered through a CSU Approved/Proposed Off-Campus Center should be reported with a facility number of 990, 991, 995 or 996. For a campus that has a CSU Approved Off-Campus Center, all classes offered through the main campus must be reported with facility numbers 001-899, 900-989, 997, 998 and 999.

A campus which does not have a CSU Approved/Proposed Off-Campus Center should use only facility numbers 900 thru 989, 997, 998 and 999 for reporting classes held at facilities external to the main campus.

A class reported with meeting days of “TBA,” “ARR,” etc. and blank facility and space numbers will have the facility number defaulted to 998 by the C. O. Thus, “TBA,” ”ARR,” etc. classes offered through a CSU Approved/Proposed Off-Campus




Center should always be reported with a facility number of 995 (see above) rather than blanks.

Moss Landing and Calexico are reported as distinct campus entities in APDB, i.e., equivalent to a main campus. Therefore, they should not use the facility designations 990, 991, 995 and 996.





Data Element Facility Number


Three (3) digits as specified. Zero is not valid. Blanks are allowed under special conditions-see

comments below.

Additional Edit: Facility Number must be a numeric value greater than zero when the CS Number is greater than zero and non-trivial meeting days and times are scheduled.

Comments: 1. Local (alphabetic) facility numbers should not be used by a campus for APDB reporting. Only numeric SFDB designated facility numbers should be used.

2. Facility number can be reported as blanks for a dependent resource segment (CS number=00) when the latter meets in the same space as the associated primary segment (CS number greater than 00).

3. A resource segment with an “F” or “S” Learning Mode and a blank Facility Number has the latter defaulted to 998 by the Chancellor’s Office. A segment with an “A” Learning Mode should ordinarily be reported with a blank facility number---‘998’ is defaulted to blanks by the Chancellor’s Office.

4. A resource segment with Facility Number 995, 998 or 999 has its Space Number and Space Suffix defaulted to blanks by the Chancellor’s Office.

5. All Face to Face classes offered by the Off Campus




Center (OCC) and held at the OCC must be reported to the Chancellor’s Office as facility number 990.

Message:

C-052 FIELD 79 FACILITY NO. NOT NUMERIC OR SUFX INVALIDC-096 FIELDS 79,80,81,83 SCHEDULNG BLOCK CONFLICT





ELEMENT NAME Facility Suffix

Definition

A designation used in conjunction with the facility number to uniquely identify a structure of related spaces which are part of a facility, but which are to be considered separately for SFDB reporting purposes. The facility suffix reported by the campus should be identical with the suffix value assigned to the facility in question by the Space and Facilities Database (SFDB) maintained at the Chancellor's Office.

Structure


Values

A thru Z, 0 thru 9 or blank

Note:

When a class is offered through a proposed or authorized “Off-Campus Center”, the specific Center must be identified via the “Facility Suffix” element, in addition to the Facility Number being reported as 990, 991, 995 or 996. The following chart lists off campus centers (as of this manual’s release date) and the Facility Suffix value to be reported for each such center:





ELEMENT NAME Facility Suffix

Note: (contd)

CSU OFF CAMPUS CENTERS RECOGNIZED BY APDB FOR CY 2002-03

Campus Center Facility suffix value* Bakersfield Antelope Valley blank or 1 Fullerton El Toro** blank or 1 Hayward Contra Costa blank or 1 Northridge Ventura blank or 1 San Bernardino Palm Desert** blank or 1 San Diego Brawley blank or 1 San Diego National City** 2 San Diego Miramar 4 San Francisco Downtown Center blank or 1

San Francisco Canada College 2 Stanislaus Stockton blank or 1

* blank can be reported in lieu of “1” ** El Toro was formerly known as Mission Viejo Palm Desert was formerly known as Coachella National City was formerly known as South San Diego * ** Calexico is reported to APDB as a separate campus code (66). Facility Suffix 3 is reserved for Calexico, but is not used in practice. **** All centers listed above have been designated as official off campus centers by the Chancellor’s Office, except for Brawley, Miramar, National City and Antelope Valley ----which have a “proposed” designation.

A campus which has no “Official Off-Campus Center” and no “Proposed Off-Campus Center” OR has only a single such Center, should leave the Facility Suffix blank when reporting facility numbers




990, 991, 995 and 996. A campus with multiple Off-Campus Centers must include a facility suffix of blank, 1, 2, 3, etc. when reporting facility numbers 990, 991, 995 and 996, as per the above chart. The designation of each new off campus center must be submitted by the campus Enrollment Planning and Reporting Office to the Chancellor’s Office for approval and inclusion in APDB.





Data Element Facility Suffix

File: Section Master File Default Code: BlankAcceptable Codes: A thru Z, 1 thru 9 or blank


Comment: 1. Facility Suffix is defaulted to a space when Facility Number is 997 thru 999.

2. For most facilities, the (SFDB) authorized suffix value is a blank.

3. Facility Suffix should be blank for a dependent resource segment (C/S Number = zero) that does not involve a room change, e.g., a class that is team taught. Blanks should also be used for a "To Be Arranged" class.

Message:

C-052 FIELD 79 FACILITY NO. NOT NUMERIC OR SUFX INVALID





ELEMENT NAME Faculty Name

Definition

This data element identifies the name of the faculty member who was assigned to teach the section in question.

Structure

Twenty (20) alphanumeric characters in the format:FMLLLLLLLLLLLLLLLLLL, where:

F = First InitialM = Middle InitialLLLLLLLLLLLLLLLLLL = Last Name (eighteen characters)

Values

Campus defined.

Value must be left justified, with trailing blanks. If the middle initial is not known, enter it as a blank.





Data Element Faculty Name

File: Faculty Master File Default Code: BlankAcceptable Codes: Twenty (20) alphanumeric characters in the format: of

FMLLLLLLLLLLLLLLLLLL as specified.

Additional Edit: The first character (first initial) within Faculty Name cannot be a

blank, i.e., a non-trivial name value is required.

Comment: None

Message:

W-026 FIRST INITIAL OF FACULTY NAME IS BLANK.


None





ELEMENT NAME Faculty Record Type / Appointment Sequence Number

Definition

This data element identifies the particular departmental assignment being reported by a given (campus transmitted) faculty transaction.

Structure

Two (2) alphanumeric characters in the format:R#, where:

R = Record Type (1 character)# = Appointment Sequence Number (1 digit)

Values

Record Type must be capital letter “F” (identifies a Faculty data transaction)

Appointment Sequence Number must be 1, 2 or 3. Latter identifies the transaction as containing information pertaining to the faculty member’s 1st, 2nd or 3rd departmental assignment respectively.





Data Element Faculty Record Type / Appointment Sequence Number

File: Faculty Transaction File Default Code: NoneAcceptable Codes: F1, F2, F3 (two alphanumeric characters)

Additional Edits: 1.For a given year/term/campus code/faculty SSN, there can be no more than ONE “F1” transaction. Same remark applies to the “F2” and “F3” transactions (error C-26)

2. For a given year/term/campus code/faculty SSN, when

an “F2” transaction exists, it must DIFFER from it’s associated “F1” transaction in AT LEAST ONE of the following embedded data element values: School Code, Department Code, Salary Range Code, Administrative Level Code (error C-37). Same remark applies to the “F3” transaction vis a vis it’s “F2” counterpart, and also to the “F3” transaction vis a vis it’s “F1” counterpart

Comment: None

Messages:

APD66-C-26 DUPLICATE F1+F1, F2+F2 OR F3+F3 TRANSACTION PAIR – 2ND MEMBER REJECTED.

APD66-C-37 DUPLICATE DEPARTMENTS IN F1+F2, F2+F3 OR F1+F3 TRANSACTION PAIR – LATTER MEMBER REJECTED.





ELEMENT NAME Graduate Student Enrollment

Definition

The total number of graduate students (see definition, next paragraph) enrolled for academic credit in a given section as of census date. This figure includes enrollments via campus registration process for courses offered by main campus or authorized off campus center(s) only. Enrollment generated via theExtended Education office is not reported to APDB.

For APDB reporting purposes, an enrolled graduate student is defined as one who is currently enrolled in a CSU master’s or joint doctorate program (ERSS Student Level Code is 5 and (ERSS Degree Objective Code is 5, 6, 7 or 8) and (ERSS Student Standing Code is 1, 2, 3, 6, 7 or 8)). This definition includes only students admitted to, or who have advanced to, candidacy in a CSU Master's or Doctoral program.

Structure


Values

000 through 999





Data Element Graduate Student Enrollment

File: Section Transaction File Default Code: NoneAcceptable Codes:

000 thru 999

Additional Edits: 1. Value must be greater than zero for a graduate division course offering (Course Level Code = 3).

2. Value must be less than or equal to (reported) Section Enrollment Actual

Comment: None


Messages:

APD83-W19 Zero Graduate Student Enrollment not allowed when Course Level Code is ‘3’ (graduate)

APD83-C21 Graduate Student Enrollment is greater than reported (total) section enrollment


000 thru 999






ELEMENT NAME Group Code Control (formerly known as Group Code Bypass)

Definition

An element which controls the following three functions:

a) When an instructional segment has Learning Mode “F” or “S”, whether or not it will be bypassed from consideration for “synchronous” group coding.

b) When an instructional segment has Learning Mode “F” and Section Duration Type “C” or “X”, whether or not it will be bypassed from consideration for “traditional” group coding.

c) When an instructional segment has Learning Mode “A”, whether or not it will be evaluated as a possible candidate for “asynchronous” group coding.

Structure

Three (3) alphanumeric characters, left justified.

Values

A01 - A99 = Values in range A01 thru A99 are reported only for Learning Mode “A” (web-based instruction) and only when it is desired to include the instructional segment as part of an “asynchronous” group code ring. Latter will be created only when all candidate segments which are to comprise the ring are all reported with the SAME “Ann” value (where “nn” is a specific number between 01 and 99). See the “comments” section below. The California State University Page 63Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



Blank = Instructional segment will undergo the usual “synchronous” group code processing,

that is, evaluation as possible candidate (in relation to other segments) for inclusion in a “synch” ring, followed by creation of latter, provided necessary criteria are satisfied by all candidate segments. Blank is the default value.





ELEMENT NAME Group Code Control (formerly known as Group Code Bypass)

Values (contd)

B = Instructional segment will be bypassed from “synchronous” group code processing, as outlined in preceding paragraph---this is true regardless of value of Section Duration Type. In addition, value “B” will cause a segment with a Duration Type of “C” or “X” to be bypassed from “traditional” (face to face) group code processing. Value “B” will NOT allow a segment with blank Duration Type to be bypassed from “traditional” group code processing.

N = Equivalent to a blank value (see above)





Data Element Group Code Control (formerly known as Group Code Bypass)

File: Section Master File

Default Code: Blank.

Acceptable Codes: A01 through A99, B, N or blank Must be left justified


Comments: When you want to suppress “synchronous” group coding of an

entire ring, specify “B” in each segment (transaction) that

would otherwise comprise the ring. A similar remark applies to suppression of a “traditional” ring in which each member contains a Section Duration Type of “C”, or in which each has a Section Duration Type of “X”.

The values A01 thru A99 should NOT be interpreted as limiting the maximum number of “asynch” group code rings to 99 for a given term/campus. Rather, these values can and should be reused (starting with A01) for each distinct combination of CS Number and instructor SSN. A01 thru A99 can be thought of as campus assigned “preliminary” group code numbers within each such distinct combination. Final numbers, which are 3 digits, are automatically generated by APDB.

Assigning a value A01 thru A99 to each of a given set of segments does not by itself guarantee that they will be “asynch” group coded---they must also satisfy the definition of an “asynch” group code ring, i.e., same CS Number, instructor SSN, and Learning Mode (“A”). Conversely, a set of segments which satisfies these criteria, but which are reported with a Group Code Control value other than A01 thru A99 will not be group coded.

See the “Section Group Code” DED page for definitions of”asynch”, “synch” and “traditional” group code rings.




Message: W-028 FIELD 89 GROUP CODE CONTROL IS INVALID, DEFAULTED TO

BLANK




DED Data Element DefinitionELEMENT NAME Instructional Administrative Fraction (IAF)

Definition

A data element which indicates the share of a faculty appointment that is supported by instructional administrative funds. Expressed as a decimal fraction of a full-time faculty position (1.000).

Structure

Four (4) numeric digits with an implied decimal point.

Example: A faculty member with a one-fourth time instructional administrative appointment would have an IAF of 0.250 which would be entered as 0250.

Values

0000 to 1000

An invalid value is defaulted to zero by the Faculty Audit.





Data Element Instructional Administrative Fraction (IAF)


Zero thru 1.000 (implied decimal point)

Additional Edit: 1. When a second or third departmental assignment exists, at least one

of the following elements must be non-zero: IFF, IAF or OSF. This

requirement is waived for the primary assignment.

2. Within each non-trivial department assignment, if the IAF is greater than zero and Administrative Level is zero, or vice

versa, an error message is generated.

Comment: IAF is reported directly on the APDB data sent by the campus to the

Chancellor's Office.

Message:

C-084 ASSIGNMENT 1 INSTRUCTIONAL ADMINISTRATIVE FRACTION IS INVALIDC-085 ASSIGNMENT 2 INSTRUCTIONAL ADMINISTRATIVE FRACTION IS INVALIDC-086 ASSIGNMENT 3 INSTRUCTIONAL ADMINISTRATIVE FRACTION IS INVALIDC-101 ASSIGNMENT 1: ADMIN LEVEL’0’ NOT ALLOWED FOR NON-ZERO IAFC-102 ASSIGNMENT 2: ADMIN LEVEL’0’ NOT ALLOWED FOR NON-ZERO IAFC-103 ASSIGNMENT 3: ADMIN LEVEL’0’ NOT ALLOWED FOR NON-ZERO IAFW-106 AT LEAST ONE OF (OSF, ASSIGNMENT 2 IFF, ASSIGNMENT 2 IAF) MUST BE NON-ZEROW-107 AT LEAST ONE OF (OSF, ASSIGNMENT 3 IFF, ASSIGNMENT 3 IAF) MUST BE NON-ZEROC-108 ASSGINMENT 1: IAF IS ZERO, SO ADMIN LEVEL MUST BE ‘0’C-109 ASSGINMENT 2: IAF IS ZERO, SO ADMIN LEVEL MUST BE ‘0C-110 ASSGINMENT 3: IAF IS ZERO, SO ADMIN LEVEL MUST BE ‘0’





ELEMENT NAME Instructional Faculty Fraction (IFF)

Definition

An element that specifies the portion of a faculty appointment supported by instructional funds (see Full Time Equivalent Faculty). The value of this field is not affected by tenure status, i.e., temporary non-tenured faculty member would have an instructional faculty fraction of 1.000 when teaching a full load of classes. An “overage” of 25% over andabove a full time position is allowed under certain conditions as outlined in article 36 (“Additional Employment”) of the 2002 California Faculty Association labor relations contract.

Structure

Four (4) numeric digits of which three are decimal. The decimal point is implied, not entered. Following formula should be used to compute IFF for a given faculty person per term:

Tenured & Tenure Track Faculty

( total Course Credit Units taught + DWTU ) / 12.0

.Non-tenured, Non-TT Faculty

( total Course Credit Units taught + DWTU ) / 15.0

where “DWTU” represents the total Direct Assigned Time WTU (if any) reported for faculty person in question, i.e., reported under Assigned TimeCodes 11, 15, 16, 17 & 18 ONLY.

Values

0.000 to 1.250. An invalid value is defaulted to zero by the Faculty Audit.





Data Element Instructional Faculty Fraction (IFF)


Zero thru 1.250 (implied decimal point)

Additional Edit: 1. When a second or third departmental assignment exists, one of the following elements must be non-zero: IFF, IAF or OSF. This

following elements must be non-zero: IFF, IAF or OSF. This requirement is waived for the primary assignment.

2. A faculty member from whom non-zero IFF was reported, yet who did not teach any sections, is reported with a warning message by the Crossover job. Such IFF is reported under "unassigned faculty positions" on the totals page of the Crossover detail report.

3. When multiple department assignments exist, the total IFF over all assigments must not be greater than 1.250

Comment: IFF is reported directly on the APDB data sent by the campus to the

Chancellor's Office.

Messages:

C-044 FACULTY HAS AN IFF APPOINTMENT (IFF) OF n.nnn, BUT NOT CLASSES: xxxxxx W-076 TOTAL INSTRUCTIONAL FACULTY FRACTION (ALL ASSIGNMENTS) EXCEEDS 1.000W-077 ASSIGNMENT 1 INSTRUCTIONAL FACULTY FRACTION IS GREATER THAN 1.000W-078 ASSIGNMENT 2 INSTRUCTIONAL FACULTY FRACTION IS GREATER THAN 1.000W-079 ASSIGNMENT 3 INSTRUCTIONAL FACULTY FRACTION IS GREATER THAN 1.000C-080 TOTAL INSTRUCTIONAL FACULTY FRACTION (ALL ASSIGNMENTS) EXCEEDS 1.250C-081 ASSIGNMENT 1 INSTRUCTIONAL FACULTY FRACTION IS INVALID, DEFAULTED TO ZEROC-082 ASSIGNMENT 2 INSTRUCTIONAL FACULTY FRACTION IS INVALID, DEFAULTED TO ZERO




C-083 ASSIGNMENT 3 INSTRUCTIONAL FACULTY FRACTION IS INVALID, DEFAULTED TO ZEROW-106 AT LEAST ONE OF (OSF, ASSIGNMENT 2 IFF, ASSIGNMENT 2 IAF) MUST BE NON-ZEROW-107 AT LEAST ONE OF (OSF, ASSIGNMENT 3 IFF, ASSIGNMENT 3 IAF) MUST BE NON-ZERO





ELEMENT NAME Learning Mode

Definition

A six character alpha code that distinguishes the utilization of class space between Face-to-Face, Synchronous and Asynchronous modes. The intent of this code, in conjunction with Space Type, is to help assess the extent to which the use of instructional technology reduces the need for traditional lecture and laboratory space facilities.

Structure

Six (6) alpha characters, left justified with trailing blanks

Values

F = Course section is conducted Face-to-Face, i.e., the students meet with a live instructor in a contained space setting.

A = Course section is not conducted Face-to-Face and does not occur at a regularly scheduled time, but rather is available to the student “24/7”, e.g., self-paced instructional material (or pre-recorded streaming video) delivered via the web. Such a method of instruction is known as “Asynchronous” mode, which is usually received by students at the locale of their choice, i.e., Facility/Space should be reported as blanks; however, sometimes “asynch” instruction isdelivered via a non-capacity SFDB location which contains fixed PCworkstations made available to students on a walk-in basis




S = Course section is not conducted Face-to-Face, but is delivered at a specific time on specific, recurring day(s), e.g., a televised broadcast or a live, real time (web based) streaming video. Such a method of instruction is known as “ Synchronous” mode, and may or may not require that students be present in a specific contained space (see “Examples” starting on 4th page following this one). An additional descriptive code must be appended to the “S” designation when the section broadcast in question is between the main campus and an associated off campus center (or vice versa), or between the main campus and another CSU campus. See following pages for more details.





ELEMENT NAME Learning Mode (continued)

Sn = A “synchronous” section (see definition preceding paragraph) which is offered by the main campus and remotely broadcast to an associated Off Campus Center, i.e., the reported facility number should be 999.

San Diego and San Francisco must report a Learning Mode value which identifies the particular Off Campus Center receiving the “synchronous” broadcast (see table below). NOTE: if 2 or more O.C.C.’s are receiving, concatenate the individual center codes, as illustrated in the examples below.

Campus Receiving O.C.C. Learning Mode

San Diego Brawley S1 San Diego National City (NC) S2 San Diego Calexico S3 San Diego Miramar S4 San Diego Brawley & SSD S12 San Diego Brawley & Calexico S13

San Diego NC & Calexico S23 San Diego Brawley & NC & Calexico S123 San Francisco Downtown Center S1 San Francisco Canada College S2






Sx = A “synchronous” section which is offered by the Off Campus Center and remotely broadcast to the parent main campus, i.e., the reported facility number is 991. Report such a section as Learning Mode = Sx, where “x” is the letter code of the main campus (see table immediately below).

Campus Letter Code Campus Letter Code

Bakersfield H Northridge R Chico E Pomona C Channel Islands O Sacramento N Dominguez Hills M San Bernardino P Fresno F San Diego Q Fullerton L San Francisco S Hayward B San Jose T Humboldt G San Luis Obispo D Long Beach J San Marcos Y Los Angeles K Sonoma U Maritime Academy I Stanislaus

V Monterey Bay X






Sx = A “synchronous” section which is offered by the main campus and

remotely broadcast to another CSU main campus, (such that students at the latter site enroll through the offereing campus ), i.e., the facility number is reported as 999. The offering campus should report such a section as Learning Mode = Sx, where “x” is the letter code of the receiving campus (see table immediately above). NOTE: if 2 or more main campuses are receiving, concatenate the individual campus letter codes, as illustrated in the examples below. Broadcasting Campus Receiving Campus. Learning Mode

Fresno Bakersfield SH 0 Fresno Hayward SB Fresno Stanislaus SV Fresno Bakersfield & Hayward SHB (or SBH) Fresno Bakersfield & Hayward & StanislausSBHV (or SHBV , etc.)






Examples:

Face-to-Face Course Sections:

Most CSU lecture and laboratory courses are offered in contained spaced locations at regularly scheduled days and times, and so would be reported as mode F.

Most independent study courses are mode F; often Meeting Days is reported as “TBA” with a Facility Number of either 998 (TBA), or a contained space with a space type of 3 (non-capacity).

Student Teaching supervision typically is mode F, with Meeting Days reported as “TBA” and Facility Number reported as 999 (off-campus location which reflect supervision at the school site.)

Synchronous Course Sections:

Due to space limitations, a given course may be taught such that enrolled students are required to be assembled in two or more distinct, capacity locations such that instruction is delivered to one or more of these locations via public airwaves, streaming video or other technology mediated transmission. When a class is broadcast on specific day(s) and times to an external body of students from a space in which both the instructor and students are in attendance, then the latter group should be reported as Learning Mode F with an appropriate SFDB facility/space designation, and the former group should be reported as a separate instructional segment (same CS Number) with Learning Mode S. If this former group does not meet in a specific space(s) to receive the broadcast, then the Facility/ Space should be reported as blanks and the Space Type as “3” (non-capacity); otherwise the appropriate facility/space designation should be used.

When a class is broadcast at a specific day(s) and times from a space (e.g. a television studio) with an instructor but no students in attendance, than the reported Learning Mode should be S. When students do not meet in specific space(s) to receive the broadcast, the Facility/Space should be reported as blanks and the Space Type as “3” (non-capacity). When students receive the broadcast in a specific contained space, an appropriate facility/space designation) should be used.The California State University Page 79Office of the Chancellor Section VInformation Technology Services – Enterprise Systems





A regularly scheduled (days/times) class in which students are required to be on-line for discussion purposes should be reported as Learning Mode S with a Facility/Space of blanks and the Space Type as “3” (non-capacity).

A web based streaming video that is available only at specific days and times (e.g., live, real time instruction) should be reported as Learning Mode S. When students receive the broadcast on their personal, purchased/leased laptops or PC’s, Facility/Space should be reported as blanks and the Space Type as “3” (non-capacity). On the other hand, if students are required to receive the streaming video broadcast via fixed (non-portable) PC workstations located in a specific capacity space such as a computer lab, then that specific SFDB facility/space designation and APDB Space Type should be reported.

Asynchronous Course Sections

Web delivered instruction that is available to students “24/7” via their personal laptops or PC’s should be reported as Learning Mode A, with Meeting Days, and Facility/Space set to blanks, and Begin Time, End Time set to zeros (blanks will be defaulted to zeros at the Chancellor’s Office). Learning Mode “A” instruction is usually received by students at the locale of their choice via a personally owned/rented laptop or PC, i.e., Facility/Space should be reported as blanks and Space Type as “3”. However, sometimes “asynch” instruction is delivered via a non-capacity SFDB location which contains fixed PC workstations made available to students on a walk-in basis----in which case the designated SFDB Facility/Space should be reported along with a Space Type of “3” or “4”.

A partially web-based class can contain both a “pure web” instructional component, and a component in which enrolled students meet with a live instructor in a specific, contained space at regularly scheduled days/times. This type of class should be reported as two instructional segments (same or different CS Numbers, depending on the particular class) within a single section: the “pure-web” segment having Learning Mode A, Space Type “3”, and Meeting Days/Times and Facility/Space set to blanks, while the contained space component has Learning Mode F with appropriate, specific designations for Meeting Days/Times, Facility, Space and Space Type.





Data Element Learning Mode

Files: Section Master File Default Code: A non-acceptable code or a blank is defaulted to F at the

Chancellor’s Office.Acceptable Codes: F, S, Sn (n=1 thru 9), Sx (x=valid campus letter code), A or Blank

Additional Edits: Learning mode F requires that Meeting Days, Times, Facility ID and

Space ID all be non-blank, except when Meeting Days is reported as “to be arranged” (“TBA”, “ARR”, etc.) (APD25-096)

When Learning Mode S is reported with Facility/Space set to blanks, then Space Type must be “3”. When this edit fails, Space Type is defaulted to “3” (no error message).

Learning mode S requires that Meeting Days and Times be non-blank. Also, Meeting Days cannot be a “to be arranged” value (APD25-098). Learning Mode A requires that Meeting Days be blanks and Begin

Time/ End Time be blanks or zeros (APD25-100)---when this edit fails, Meeting Days is defaulted to blanks, and the Times are defaulted to zeros. NOTE: a “to be arranged” value for Meeting Days is defaulted to blanks prior to this edit.

Learning Mode A requires that Space Type be “3” or “4”. When this edit fails, Space Type is defaulted to “3” (no error message).

Learning Mode must be F when CS Number is 17 through 21 (error 65W).

Supervision CS Numbers (23,24,25,36,48) should be The California State University Page 82Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



reported as Learning Mode “F”, Space Type “3”, and Meeting Days “TBA”. Occasionally, a supervision course will involve web-based correspondence between instructor and student in lieu of regular (at least bi-weekly) face to face contact; in this case, report Learning Mode as “A” instead of “F”.


Data Element Learning Mode

Do not report a Learning Mode “F” transaction if the class in question meets with a live instructor less frequently than every other week. Instead, report the class as Learning Mode “S” or “A”, depending on the particulars.

A “F,A hybrid learning mode” class has both a face to face (“F”) component and an “asynch” (“A”) component such that all enrolled students are required to participate in both. Report the two components as separate, physically adjacent transactions (“F” followed by “A”) sharing the same Course ID and Section Number, such that the “A” component has zeros in CS Number, SSN, TTF, and Segment Credit Units. The “F” transaction must contain (in Segment Credit Units) the full credit units for the course in question; furthermore, if the days/times of face to face contact are not yet known, , be sure to specify the number of (face to face) “to be arranged” hours per week in the transaction element “TBA Hours”. The Section Audit job will, based on the reported face to face credit units, CS Number, days/times, and a standard CSU weekly (face to face) hours to credit units conversion table, subdivide the originally reported face to face (full) credit units between the “F” and “A” components, and will also post the CS Number reported for the “F” component to the “A” component. This ensures that a separate WTU workload is computed (based on the subdivided credit units) for each component, and that this




separation is retained for subsequent (post Section Audit) APDB jobs and reports.

Comments: None

Message:

W-064 LEARNING MODE IS INVALID, DEFAULTED TO 'F' W-065 INVALID LEARNING MODE FOR CS NUMBER 17 THRU 21,. FORMER DEFAULTED TO FC-066 NO FACE TO FACE DAYS/TIMES OR TBA HRS REPORTED FOR F,A HYBRID

LEARNING MODE—UNABLETO APPORTION UNITSW-067 EXCESSIVE (FACE TO FACE) SCHEDULED WEEKLY HRS WITHIN F,A

MIXED MODE--ASYNCH MODE WAS ASSIGNED ZERO UNITSC-096 FIELDS 79,80,81,83 SCHEDULNG BLOCK CONFLICT C-098 DAYS/TIMES IS INCOMPATIBLE WITH LEARNING MODE 'S' W-100 DAYS/TIMES IS INCOMPATIBLE WITH LEARNING MODE 'A',

DEFAULTED FORMER TO BLANKS/ZEROS





ELEMENT NAME Line Sequence Number

Definition

A two-digit number used to uniquely identify each resource segment within agiven section record.

Structure


Values

01 thru 99

Values are campus defined. Within a given section which contains multiple resource segments, the first segment must have a lower line sequence number than the second, which in turn is lower than that of the third, etc. It is recommended that the campus use a consistent numbering scheme for all sections reported, e.g., 05 for the first resource segment, 10 for the second 15 for the third, etc.





Data Element Line Sequence

Files: Section Master File Default Code: NoneAcceptable Codes: 01 thru 99

Additional Edit: Duplicate Line Sequence Number values (for a given Course ID and Section Number) not allowed.

Comment: None

Messages:

APD37-053 Duplicate line sequence number not allowed for this section ID

APD83-015 Zeros in line seq. no., CS no., or Adj. CCU.

Files: Section Transaction File Message:

A non-numeric Line Sequence number is marked with an “xx” on the transaction detail of job APD39.





ELEMENT NAME Non-resident Graduate Student Enrollment

Definition

The total number of graduate students (see definition, next paragraph) enrolled for academic credit in a given section as of census date, and who were subject to, i.e., paid, the (California) non-resident tuition fee. This figure includes enrollments via campus registration process for courses offered by main campus or authorized off campus center(s) only. Enrollment generated via the Extended Education office is not reported to APDB.

For APDB reporting purposes, an enrolled, non-resident graduate student is defined as one who is currently enrolled in a CSU master’s or joint doctorate program (ERSS Student Level Code is 5 and (ERSS Degree Objective Code is 5, 6, 7 or 8) and (ERSS Student Standing Code is 1, 2, 3, 6, 7 or 8)) and (ERSS Residence Status Code is N or F). This definition includes only students admitted to, or who have advanced to, candidacy in a CSU Master's or Doctoral program.

Structure


Values

000 through 999





Data Element Non-resident Graduate Student Enrollment


000 thru 999


Comment: None


000 thru 999






ELEMENT NAME Other Support Fraction (OSF)

Definition

A data element which indicates the share of a faculty appointment that is supported by state budget funding other than instructional faculty or instructional administration, expressed as a decimal fraction of a full-time faculty position (1.000).

This field should be used to indicate:

1. The full appointment fraction (1.000) of a person who is teaching one or more sections and is being paid from state funds budgeted to accounts other than instruction or instructional administration, or

2. Reimbursed faculty time. For example, a librarian, administrator, or computer center professional who teaches a course that is funded from the total state support budget would have his/her full appointment time recorded as Other Support Fraction (OSF). ROTC, volunteer faculty, and dollar-a-year faculty can be reported with zero OSF.

Structure

Four (4) numeric digits of which three are decimal. The decimal point is implied, not entered. Example: 0.250 is entered as 0250.

Values

0. 000 to 1. 000

An invalid value is defaulted to zero by the Faculty Audit.





Data Element Other Support Fraction (OSF)


Zero thru 1.000 ( implied decimal point)

Additional Edit: When a second or third departmental assignment exists, at least one of the following elements must be non-zero: IFF, IAF or OSF. This

requirement is waived for the primary assignment.

Comment: OSF is reported directly on the APDB faculty data file sent by the

campus to the Chancellor's Office. Effective CY 2000-01, OSF can be reported for second and third department assignments.

Message:

C-051 OTHER SUPPORT FRACTION INVALIDW-106 AT LEAST ONE OF (OSF, ASSIGNMENT 2 IFF, ASSIGNMENT 2 IAF) MUST BE NON-ZEROW-107 AT LEAST ONE OF (OSF, ASSIGNMENT 3 IFF, ASSIGNMENT 3 IAF) MUST BE NON-ZERO




DED Data Element DefinitionELEMENT NAME Override Weighted Teaching Units (WTU)

Definition

When a class instructional segment is taught synchronously or asynchronously, the instructor frequently is, in reality, engaged in either more WTU workload or less WTU workload than would be generated by pure face to face instruction, depending on such factors as class size and frequency of exams. The element “Override Weighted Teaching Units (WTU)” addresses this problem by serving as a vehicle which allows campuses to specify what they consider to be fair value WTU for a particular class segment that is offered via some type of technological interface between instructor and student. Override WTU is reported on the section transaction as a numeric value, which when non-zero, .has relevance for Learning Modes “S” (synchronous) and “A” (asynchronous), but is ignored for mode “F” (face to face). When it is relevant, the Section Audit job posts Override WTU direcly to the element “Weighted Teaching Units”, in lieu of computing the latter via the K-factor formula. This posting process is bypassed when Override WTU is zero, regardless of Learning Mode.

Structure

Three (3) digits with one decimal position. Decimal place is implied rather than entered.

Values

00.0 through 99.9





Data Element Override WTU


Default Code: Defaulted to zero when Learning Mode is “F” and/or value is not numeric.

Acceptable Codes:00.0 through 99.9

Comments: The impact of Override WTU is limited to controlling the value of segment Weighted Teaching Units, and only when Learning Mode is . synchronous or asynchronous. Should a given synchronous segment which is specified with a (non-zero) Override WTU also be “synch”

group coded with one or more other segments, it’s Adjusted WTU

will be computed by the Group Code Audit job in the usual manner,

i.e., Override WTU has no direct impact on this computational process. The latter is based on the largest single WTU found among (class segment) members of the group code ring which is being set; see “Adjusted Weighted Teaching Units” DED page for details. Override WTU can indirectly impact this computational process by forcing the “synch” segment in question to contain the largest

Weighted Teaching Units value to be found among all members of the ring to be.




Message:

W-025 OVERRIDE WTU IS INVALID,DEFAULTED TO ZEROS





ELEMENT NAME Range Code (Salary)

Definition

A code indicating the position classification (salary range) of a faculty member for a given departmental assignment.

Structure

One (1) numeric digit.

Values

0 = Graduate Assistant1 = Teaching Assistant, Lecturer "L" 2 = Instructor, Coaching Assistant, Junior Vocational Instructor,

Lecturer "A"3 = Assistant Professor, Coaching Specialist, Intermediate

Vocational Instructor, Lecturer "B"4 = Associate Professor, Coach, Senior Vocational Instructor,

Lecturer "C"5 = Professor, Head Coach, Principal Vocational Instructor,

Lecturer "D"6 = Administrator (no Instructional Faculty Fraction)7 = Teaching Associate8 = Other (when an invalid value in Salary Range Code is

encountered, other than 0 through 7, that value is defaulted to 8).

Salary Range Codes and Titles are stored in systemwide COSAR Table 32.





Data Element Range Code (Salary)

File: Faculty Master File Default Code: ZeroAcceptable Codes: 0 thru 7 inclusive.


Comment: It is permissible for a faculty member to have more than one Range

Code within a given department. For such faculty, duplicatedepartment assignments can be set up containing distinct

Range Codes.

Message:

APD61-031 Invalid Range Code of x for faculty member - xxx xx xxxx x xxxx.

W-087 ASSIGNMENT 1: INVALID SALARY RANGE CODE, DEFAULTED TO 8W-088 ASSIGNMENT 2: INVALID SALARY RANGE CODE, DEFAULTED TO 8W-089 ASSIGNMENT 3: INVALID SALARY RANGE CODE, DEFAULTED TO 8





ELEMENT NAME School Code

Definition

A standard code for all CSU campuses which uniquely identifies an academic division or school of study at the campus, each of which comprises one or more departments.

Structure


Values

All School Codes consist of a 2-digit number. Refer to COSAR Table 8 for the listing of acceptable values. Zero is an acceptable value under certain conditions (following page).

Comment: Sections which are not associated with a particular School or College should be reported as School Code 83 (all university) or 99 (all College). See comments for Department Code and check COSAR Table 8.





Data Element School Code

File: Section Master File Default Code: 00 (blanks are defaulted to zero).Acceptable Codes: Zeros or a 2-digit number that exists as a code in COSAR Table 8.Additional Edit: None

Message:APD83-136W School Code not in COSAR Table 8.

File: Section Transaction File Comment: 00 (blanks are defaulted to zero).Message:

A non-numeric School Code is marked with “xx” on the transaction detail report of job APD39.

File: Faculty Master File Default Code: 00 (blanks are defaulted to zero).Acceptable Codes:Zeros or a 2-digit number that exists as a code in COSAR Table 8.

Additional Edit: 1. School Code cannot be zero in the primary faculty assignment.

2. Within the second (third) faculty assignment, if the department

code is greater than zero, the School Code cannot be zero and must

validate against COSAR Table 8.3. If a faculty member does not have a second (third)

department assignment, the School Code in that assignment must be

zero.4. A given School Code non-zero value can be found in more

than one assignment only if the corresponding department codes

are distinct, non-equal values.

Comment: NoneThe California State University Page 97Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



Message:

C-027 SCHOOL CODE IN FACULTY ASSIGNMENT 1 IS INVALID OR ZEROC-028 SCHOOL CODE IN FACULTY ASSIGNMENT 2 IS INVALID OR ZEROC-029 SCHOOL CODE IN FACULTY ASSIGNMENT 3 IS INVALID OR ZEROW-062 DUPLICATE SCHOOL AND DEPARTMENT ASSIGNMENTC-073 ASSIGNMENT 2 IS MISSING SCHOOL CODE AND/OR DEPT CODE C-074 ASSIGNMENT 3 IS MISSING SCHOOL CODE AND/OR DEPT CODE




DED Data Element Edit/ValidationData Element School Code

File: Faculty Transaction File Default Code: 00 (blanks are defaulted to zero).Acceptable Codes: Zeros or a 2-digit number that exists as a code in COSAR Table 8.Additional Edit: None

Comment: School Code must be a 2-digit non-zero number within the first assignment, i.e., "F1" Transaction.

Message:

APD66-018 Invalid transaction, rejected--reason: School and/or Dept is zero.APD66-018 Invalid transaction, rejected--reason: SSN, School or Dept is not numeric.





ELEMENT NAME Section Begin Time

Definition

The scheduled starting time of a resource segment activity, denoted in standard 24-hour military time.

Structure

Four (4) numeric digits in format HHMM, where HH = 00 thru 22 (hours)MM= 00 thru 59 (minutes)

Values

Acceptable values are zero, or a value between 0500 and 2200 inclusive.

Example: A section that begins at 1:00 p.m. would be coded as '1300.' A section that begins at 8 a.m. would be coded as '0800.’

NOTE: Sections scheduled to start before 5 a.m. or after 10 p.m. cannot be properly coded in APDB. Examples of such sections might be an astronomy laboratory involving use of a telescope at night, or a field biology lab involving observation of animals active at night.





Data Element Section Begin Time

File: Section Master File Default Code: ZeroAcceptable Codes: 0500 thru 2200, subject to HHMM format requirement and restrictions

previously noted.

Additional Edit: 1. Begin Time must be greater than zero when the CS Number is

greater than zero and non-trivial meeting days and Facility/Space

ID are scheduled. Otherwise, a "scheduling block conflict" error is

generated.

2. When both Begin Time and End Time are greater than zero, the

value of Begin Time must be less than that of End Time.

Comment: 1. Within a dependent segment (CS Number=zero), if Begin Time

and End Time are unchanged from the preceding master segment

(CS Number greater than zero), enter both times as zero.

2. "To Be Arranged" section should always have Begin Time and

End Time specified as zeros.

3. Begin Time is (temporarily) rounded to nearest quarter hour multiple when calculating Weekly Contact Hours.

4. It is possible for a resource segment activity to have both scheduled

hours and "To Be Arranged" hours. For this situation, the

scheduled days and times should be entered in the master segment

(CS Number greater than zero), and the TBA hours should also be

entered in the same segment.The California State University Page 101Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



Message:C-054 FIELD 81 SECTION BEG TIME INVALIDC-086 FIELD 82 END TIME NOT GREATER FIELD 81 BEGIN TIME C-096 FIELDS 79,80,81,83 SCHEDULNG BLOCK CONFLICT


A non-numeric Begin Time is marked with an “xxxx” on the transaction detail of job APD39.





ELEMENT NAME Section Duration Type

Definition

A code that identifies the time duration of a given section relative to the start and end dates of the term in which the section is offered.

Structure


Values

Blank = Section start and end dates coincide with those of the regular term under

which the section is offered. Blank is the default value.

C = Section start and/or end dates are interior to those of the regular term (under which the section is offered), Either the section start date is later than the regular term start date and the section end date matches the regular term end date, OR the section start date matches the regular term start date and the section end date is earlier than the regular term end date OR the section start date is later than the regular term start date and the section end date is earlier then the regular term end date Also known as a “compressed” section.

X = Any section which does NOT satisfy the criteria of either value “blank” or value “C” as outlined above. The duration lies entirely or partially outside the start and end dates of the regular term in which the section is offered. Also known as an “external” section.





Data Element Section Duration Type


Default Code: Blank.

Acceptable Codes: C, X or blank.


Message:

W-031 FIELD 51 SECTION DURATION TYPE IS INVALID, DEFAULTED TO BLANK





ELEMENT NAME Section End Time

Definition The scheduled ending time of a resource segment activity, denoted in standard 24-hour military time.

Structure

Four (4) numeric digits in format HHMM, where HH = 00 thru 22 (hours) MM= 00 thru 59 (minutes)

Values

Acceptable values are zero, or a value between 0500 and 2400 inclusive.

Example: A section scheduled to end at 2:00 p.m. would be coded as '1400'. A section that ends at 9:00 a.m. would be coded as '0900'.

NOTE: Sections scheduled to end between midnight and 5 a. m. cannot be properly coded in APDB. Examples of such sections might be an astronomy laboratory involving use of a telescope at night, or a field biology lab involving observation of animals active at night.





Data Element Section End Time

File: Section Master File Default Code: ZeroAcceptable Codes: 0500 thru 2400, subject to HHMM format requirement and restrictions

previously noted.

Additional Edit: 1. End Time must be greater than zero when the CS Number is greater than zero and non-trivial meeting days and

Facility/Space ID are scheduled.

2. When both Begin Time and End Time are greater than zero, the

value of Begin Time must be less than that of the End Time.

Comment: 1. Within a dependent segment (CS Number=zero), if Begin

Time and End Time are unchanged from the preceding master

segment (CS Number greater than zero), enter both times as zero.

2. "To Be Arranged" section should always have Begin Time and End

Time specified as zeros.

3. End Time is (temporarily) rounded to nearest quarter hour multiple when calculating Weekly Contact Hours.

4. It is possible for a resource segment activity to have both scheduled

hours and "To Be Arranged" hours. For this situation, the

scheduled days and times should be entered in the master segment

(CS Number greater than zero), and the TBA hours should also be

entered in the same segment.Message:The California State University Page 106Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



C-055 FIELD 82 SECTION END TIME INVALIDC-086 FIELD 82 END TIME NOT GREATER FIELD 81 BEGIN TIME


A non-numeric End Time is marked with an “xxxx” on the transaction detail of job APD39.





ELEMENT NAME Section Meet Days

Definition

An abbreviation which denotes the day(s) of the week on which a given resource segment activity is scheduled to meet.

Structure

Five (5) alphanumeric characters.

Values

Refer to the Section Audit Report (job APD37 of the APDB process) for a complete listing of the acceptable values. A partial list is given below:

M = MondayT = TuesdayW = WednesdayTH = ThursdayF = FridayS = SaturdaySU = SundayMWF = Monday, Wednesday, FridayTTH = Tuesday, ThursdayDAILY = Monday through FridayARR = To Be ArrangedTBA = To Be ArrangedTBS = To Be Scheduled





Data Element Section Meet Days

File: Section Master File Default Code: BlanksAcceptable Codes: Must be an authorized abbreviation. A complete listing of authorized

Meeting Days abbreviations can be found on the Section Audit Report.

Additional Edit: 1. Meeting Days must be a non-trivial value other than "To Be

Arranged" when the CS Number is greater than zero and non-

trivial Begin/EndTimes and Facility/Space ID are scheduled. Otherwise, a "scheduling block conflict" error is generated.

2. A master resource segment (CS Number=zero) must contain a

non-blank value for Meeting Days. Otherwise, a "CS number

segment in error" message is generated.

Comment: Within a dependent segment (CS Number=zero), if Meeting Days is

unchanged from the preceding master segment (CS Number greater

than zero), enter it as blanks.

Message:

C-056 FIELD 83 MEETING DAYS IS INVALID C-095 REPORTED CREDIT UNITS OF ZERO NOT ALLOWED FOR THIS SEGMENTC-096 FIELDS 79,80,81,83 SCHEDULNG BLOCK CONFLICT





ELEMENT NAME Section Number

Definition

A number that uniquely identifies each section of a given course. Assigned by each campus according to a campus determined system.

Structure

Two (2) alphanumeric characters

Values

01-99 and A thru Z = Acceptable numeric values defined by each campus.





Data Element Section Number

File: Section Master File Default Code: 00Acceptable Codes: 01

thru 99; and A thru Z .

Comment: It is recommended that, for a given course, section numbers continue to be assigned in the sequence 01, 02, 03, etc. Should the course have more than 99 sections, excess classes should be assigned section numbers consisting of a digit followed by a letter, e.g., 9A, 9B, 9C, etc. However, whenever possible courses should be reported with section numbers 01 through 99.

Additional Edit: Any transaction with an invalid Section Number will defaulted to 00.

Message:

W-070 SECTION NUMBER INVALID, DEFAULTED TO ZERO


A non-numeric section number is marked with an "xx" on the Transaction

detail report of job APD39.


None





ELEMENT NAME Segment Credit Units

Definition

The number of credit units associated with a given mode of instruction Course Classification Number (CS Number).

Structure

Three (3) numeric digits, of which one is a decimal. The decimal point is implied, not entered.

Example: 1.5 is entered as 015

Values

Cannot be greater than 15.0 for a given CS Number.

Notes:• Segment Credit Units are multiplied by a "K-Factor" for each

mode of instruction, to calculate Weighted Teaching Units for a particular Segment (mode of instruction).

• Segment Credit Units are multiplied by (Section) Enrollment, and the result is divided by 15 to determine full-time equivalent students for a particular Segment (mode of instruction).

• If the CS Number is zero, Segment Credit Units is always set to zero.





Data Element Segment Credit Units

File: Section Master File Default Code: Value is three zeros.Acceptable Codes:

00.0 through 15.0


Message:

C-049 FIELD 69 SEGMENT CREDIT UNITS IS INVALID




DED Data Element DefinitionELEMENT NAME Service Learning Indicator

Definition

This data element is used to identify courses designated as "service learning" by a particular CSU campus. In general terms, a service learning course actively involves the student in a community service experience that directly relates to the content area of the course in question. Each CSU campus has a coordinator who implements and maintains policies and procedures for designating particular courses as service learning.

Structure


Values

Blank = Course section is not a ‘service learning’ course

Y = Course section is a ‘service learning’ course

N = Course section is not a ‘service learning’ course





Data Element Service Learning Indicator

Default Code: N. Blank is defaulted to N at the Chancellor’s Office

Acceptable Codes: Y, N or blank


Message:

W-024 FIELD 52 SERVICE LEARNING INDICATOR IS INVALID, DEFAULTED TO 'N'





ELEMENT NAME Social Security Number

Definition

The unique number identification assigned by the Social Security Administration. If the individual has no assigned number, the campus should designate a facsimile Social Security Number using the following scheme:

Code YYCC0NNNN where:

YY = YearCC = Campus Code0 = Numeric ZeroNNNN = Sequential number starting with 0001

Structure

Nine (9) numeric digits.

Values

000000001 through 999999999 without separating dashes.





Data Element Social Security Number

Files: Section Master File Default Code: ZeroAcceptable Codes: Zero thru 999999999

Additional Edit: 1. All SSN's reported on the Section Master file must exist in the

Faculty Master file.

2. Every master resource segment (CS number greater than zero)

must contain a non-zero SSN value.

3. If SSN is zero, then Team Teaching Fraction must also be zero. If

SSN is non-zero, then Team Teaching Fraction must also be non-

zero.

Comment: None

C-059 FIELD 86 FACULTY SOCIAL SECURITY NUMBER INVALID

Files: Faculty Master File Default Code: NoneAcceptable Codes:

000000001 thru 999999999

Comment: None

Message:

APD66-018 Invalid transaction, rejected---reason: SSN, school or dept is not

numeric.





A non-numeric SSN is marked with "xxxxxxxxx" on the transaction detail report of job APD39.(Job APD39) Key = xxxxxxx SSN defaulted to first SEG SSN.(Job APD39) Key = xxxxxxx SSN cannot be zero in first SEG.





ELEMENT NAME Space Number

Definition

A designation that identifies for a specific CS instructional segment, the particular enclosed room where instruction took place. The value reported by the campus must be identical to the (space) number assigned to the room in question by the Space and Facilities Database (SFDB) maintained by the Chancellor's Office

Structure

Four (4) alphanumeric characters.

Values

The vast majority of SFDB authorized space numbers consist of a 4-digit number, right justified, with leading zeros as needed. Trailing blanks are never allowed. A few CSU campuses have authorized space numbers that contain an embedded letter (A thru Z). All values must be such that the concatenation of (reported) Facility Number + Facility Suffix + Space Number + Space Suffix corresponds to a matching entry within the Space and Facilities Database (SFDB) maintained by the Chancellor's Office.





Data Element Space Number

Files: Section Master File Default Code: None

Acceptable Codes: When Facility Number is less than 900, the concatenation of (reported) Facility Number + Facility Suffix + Space Number + Space Suffix is validated against the Space and Facilities Database (SFDB). A failed validation means that the room in question is not recognized by SFDB, and an appropriate error message (C-048) is generated. Blanks are allowed in certain cases - see Comments section below.

Additional Edit: Space Number must be non-blank when the CS Number is greater than zero and non-trivial Meeting Days and Times are scheduled.

Comments: 1. Space Number and Suffix defaulted to spaces when Facility Number is 995, 998 or 999.

2. Space Number should be blank for a dependent resource segment

(CS Number=zero) which does not involve a room change, e.g., a

class that is team taught. Blanks should also be used for a "To Be Arranged" class.

Message:

C- 053 FIELD 80 SPACE NO. NOT NUMERIC OR SUFFIX INVALIDC-096 FIELDS 79,80,81,83 SCHEDULNG BLOCK CONFLICT


None





ELEMENT NAME Space Suffix

Definition

The space suffix allows the campus, at its discretion, to accommodate room remodeling and identify functional areas within a particular enclosed room without modifying the present numbering system. The value reported by the campus must be identical to the (space) suffix assigned to the room in question by the Space and Facilities Database (SFDB) maintained by the Chancellor's Office.

Distinct, intra-room suffix designations can include: Offices, classrooms, laboratories, seminar and conference rooms, libraries, file rooms, storage rooms, special purpose rooms, etc. However, free-standing columns or architectural/structural projections are excluded.

Structure

Two (2) alphanumeric characters.

Values

Any combination of letters A thru Z, or 0 thru 9. Value should be left justified with a trailing blank as needed. Blanks are also a valid value. All values must be such that the concatenation of (reported) Facility Number + Facility Suffix + Space Number + Space Suffix corresponds to a matching entry within the Space and Facilities Database (SFDB) maintained by the Chancellor's Office.





Data Element Space Suffix

File: Section Master File Default Code: Blanks

Acceptable Codes:When Facility Number is less than 900, the concatenation of

(reported) Facility Number + Facility Suffix + Space Number + Space Suffix is validated against the Space and Facilities Database (SFDB). A failed validation means that the room in question is not recognized by SFDB, and an appropriate error message (C-048) is generated.


Comment: 1. Space Suffix is defaulted to blanks whenever Facility Number is 995,

998, or 999.

2. For most spaces, the (SFDB) authorized suffix value is blanks.

3. Space Suffix should be blank for a dependent resource segment

(CS Number=zero) which does not involve a room change, e. g., a

class that is team taught. Blanks should also be used for a "To Be Arranged" class.

Message:

C- 053 FIELD 80 SPACE NO. NOT NUMERIC OR SUFFIX INVALID


None





ELEMENT NAME Space Type

Definition

A code that identifies the type of space, i.e., room, in which a particular course is most appropriately taught.

Structure


Values

0 = Not Applicable1 = Lecture2 = Laboratory3 = Non-Capacity4 = A capacity space, which is configured and furnished in such a

manner as to support classes in all three modes of instruction (lecture, activity and laboratory), and is designated as “Multi-mode instruction”, that is, instruction which typically involves department specific courseware installed on individual student workstations, terminals, or other types of software related equipment or furniture.

• Instructional segments with CS Number 00 should always have a

space type of 0.

• Instructional segments with CS Numbers 01 thru 06 usually are associated with Space Type of 1.

• Instructional segments with CS Numbers 15 thru 16 usually are associated with Space Type of 2 and 4.

• Instructional segments with CS Numbers 17, 23, 24, 25, 36, or 48 usually are associated with a Space Type of 3.

• Space Type 4 is usually associated with instruction reported as CS Numbers 01 thru 16.

• Instructional segments with CS Numbers 06-14, 18-21, 77 or 78 have no The California State University Page 124Office of the Chancellor Section VInformation Technology Services – Enterprise Systems



set Space Type, and the appropriate value must be determined individually by course.





ELEMENT NAME Space Type

Values (contd)

• All “face to face” (Learning Mode=”F” or blank) instructional segments should have their reported Space Type based on the most appropriate, or ideal, type of space for the course in question, rather than the actual space in which instruction was given.

• When a “Asynchronous” (Learning Mode=”A”) instructional segment is such that students receive the instruction at their (informal) locale of choice, rather than a designated space, the Space Type must be reported as “3” (non-capacity). When such a segment meets in a designated, contained space, its Space Type must be determined by the preceding rules.

• When a “remote broadcast” (Learning Mode=”S”) instructional segment is such that students receive the broadcast at their (informal) locale of choice, rather than a designated space, the Space Type must be reported as “3” (non-capacity). When such a segment meets in a designated, contained space, its Space Type must be determined by the preceding rules.

• When a “Asynchronous” (Learning Mode=”A”) instructional segment is such that students receive the instruction at their (informal) locale of choice, rather than a designated space, the Space Type must be reported as “3” (non-capacity). When such a segment meets in a designated, contained space, its Space Type must be determined by the preceding rules.





Data Element Space Type

File: Section Master File Default Code: Zero Acceptable Codes: 1 thru 4.Additional Edit: The Space Type must be 1, 2, 3 or 4 when the CS Number is

greater than zero. The Space Type must be zero when the CS number is equal to zero. An erroneous value is defaulted to zero.

Comment: None

Message:

C-139 INVALID VALUE FOR SPACE TYPE


A Space Type value that is non-numeric is marked with an “X” on the transaction

detail report of job APD39.





ELEMENT NAME Team Teaching Fraction (TTF)

Definition

The Team Teaching Fraction (TTF) is the fraction of the instructional workload within a given course classification, i.e., non-zero CS Number, that is assigned to each faculty member comprising a team teaching group for a given section. The sum of such fractions within a team-taught course classification must total 1.000.

Structure

Four (4) numeric digits of which three are decimals. The decimal point is implied, not entered.

Values

0000 to 1000

Example: 1.000 would be entered as 1000 and indicates that only one faculty member is teaching the section. A faculty member with one-third responsibility for a section would have a TTF of 0333, one-half responsibility would be 0500, etc.





Data Element Team Teaching Fraction (TTF)

File: Section Master File Default Code: ZeroAcceptable Codes: 0000 thru 1000 (3 implied decimal places)

Additional Edit: 1. The total TTF over all resource segments within a given section

cannot exceed 9.999.

2. Within a resource segment, the faculty SSN and TTF must both

either be zero or both must be non-zero. A zero and non-zero combination is not allowed.

3. The total TTF contribution from each master segment (CS Number

greater than zero) and any associated dependent segments (CS

Number = zero) must be 1.000. In other words each distinct course

classification must have a TTF of 1.000.

Comment: None

Message:

C-060 FIELD 87 TEAM TEACHING FRACTION IS INVALID W-083 FIELD 87 TTF MADE 0 BECAUSE FIELD 86 SSN WAS 0W-084 FIELD 87 TTF MADE 1 BECAUSE FIELD 86 SSN NOT 0C-089 TOTAL TTF IS NOT 1.000 FOR A C/S NUMBER W-47 SIZE ERROR OCCURRED ON CALCULATION, XXXXXXX KEY:

XXXXXXXXXXXXXXXX NNNNAPD61-081 This section has a total TTF in excess of 9.999: xxxxxxxxx.

Sub = nn Accum-TTF = nnnn.


A non-numeric TTF is marked with "xxxx" on the transaction detail report of job APD39.





ELEMENT NAME Term Code

Definition

A code which indicates the period for which a report or job-related process is being generated or performed.

Structure

One (1) digit.

Values

1 = Winter Quarter2 = Spring Semester or Quarter3 = Summer Quarter4 = Fall Semester or Quarter





Data Element Term Code

File: Faculty Transaction File Default Code: NoneAcceptable Codes: 1 thru 4


Comment: In most APDB jobs, the year/term/campus code requested by the user

must correspond to an existing section and/or faculty master file,

and must match the year/term/campus code contained in the header

record of that file.Message:

APD66-023 Invalid year, term or campus code.


None


C-073 FIELD 02 TERM NOT SAME AS PARAMETER CARD TERM


C-022 TERM IS INVALID

APD83-007 Invalid term (col. 27).





ELEMENT NAME To Be Arranged Hours (TBA)

Definition

The number of “live instructor” hours per week that have not been formally scheduled for a given resource segment.

Structure

Three (3) numeric digits of which one is a decimal. The decimal point is implied, not entered. Example: 05.0 would be entered as 050.

Values

001 - 999

Blanks are not acceptable values; use zeros when there are no TBA hours.





Data Element To Be Arranged Hours (TBA)

Files: Section Master File Default Code: 000Acceptable Codes: 000 thru 999


Comment: 1. TBA Hours are ordinarily specified only for "To Be Arranged"

resource segments, i.e., Meeting Days equals "ARR" or "TBA.” If

such a segment contains zero TBA hours, the faculty member teaching it will receive no FCH workload credit.

2. It is possible for an instructional mode (CS Number greater than

zero) to have both scheduled class hours and TBA hours. In such a

situation, specify both sets of hours in the master resource segment (CS Number greater than zero).

3. Supervision classes should always be reported with zero TBA

Hours.

4. The number of scheduled hours plus the number of TBA hours should equal the number of weekly contact hoursimplied by the course credit units and the CS Number.

5. Classes having Learning Modes “A” or “S” should always be reported with zero TBA Hours. Non-zero values are defaulted to zero at the Chancellor’s Office.

Message:C-057 FIELD 84 TBA HOURS IS NOT NUMERIC





A non-numeric TBA Hours is marked with “xxx” on the transaction detailreport of job APD39.





ELEMENT NAME Total Non-resident Student Enrollment

Definition

The total number of students enrolled for academic credit in a given section as of census date that were subject to, i.e., paid, the (California) non-resident tuition fee (see next paragraph for formal definition). This figure includes enrollments via campus registration process for courses offered by main campus or authorized off campus center(s) only. Enrollment generated via the Extended Education office is not reported to APDB.

For APDB reporting purposes, a NON-RESIDENT student is defined as having been reported to ERSS (for the term in question) with an (ERSS) Residence Status Code value of N or F. If a given student fails to satisfythis criterion, he/she is classified as a RESIDENT student for APDB reporting purposes.

Structure


Values

000 through 999





Data Element Total Non-resident Student Enrollment


000 thru 999

Additional Edits: 1. Value must be greater than or equal to reported Non-resident Graduate Student Enrollment

2. Value must be less than or equal to Section Enrollment Actual

Comment: None


Messages:

APD83-C-20 Total Non-resident Enrollment is less than Non-resident Graduate Enrollment

APD83-C-22 Total Non-resident Enrollment is greater than total section enrollment


000 thru 999






ELEMENT NAME Year

Definition

The last two digits of the calendar year for which a report or job related process is being generated or performed.

Structure


Values

00 - 99





Data Element Year

Files: Faculty Master File Default Code: NoneAcceptable Codes: 00 thru 99

Comment: In most APDB jobs, the year/term/campus code specified by the user

must correspond to an existing section and/or faculty master file, and

must match the year/term/campus code contained in the header

record of that file.Message:

None

Files: Faculty Transaction File Message:

C-016 YEAR IS INVALID

APD66-023 Invalid Year, Term or Campus Code.

Files: Section Master File Message:

C-072 FIELD 01 YEAR NOT SAME AS PARAMETER CARD YEAR


APD83-006 Invalid Year (col. 25 - 26).




apdb data element dictionary

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