Kentucky Council on Postsecondary Education

Enrollment - Class (Type 3) Record

  1. CIP Code – Enter the 2-digit CIP code as it should appear on the course inventory file.
  2. CIP 32 Course Categories – To be used only for courses coded CIP 32; leave blank if not a CIP 32. For each course coded CIP 32, assign a code from Table 16. The developmental course field on the Type 3 enrollment file will be edited against this field for consistency of developmental/remedial course reporting.
  3. Course Level – Each course should be assigned only one course level. The course level should be assigned relative to the intended degree of complexity or expected level of student comprehension rather than the student level (or classification) of those enrolled in the course. The course level should be coded based on the following, using the appropriate code from Table 8:
    • Technical Level – Courses designed primarily for the instruction of students in technical programs at technical colleges.
    • Lower Division – Courses designed primarily for the instruction of freshman or sophomore students.
    • Upper Division – Courses designed primarily for the instruction of junior or senior students.
    • Graduate – Courses designed primarily for the instruction of graduate students.

Courses designed to jointly serve two student levels should be assigned the lower of the appropriate codes.

  1. Course Reference Number – Report in columns 59-73 the institutionally-assigned number identifying a specific course, section, and semester.
  2. Courses Taught in Multiple Counties, States, or Countries – For courses taught in more than one county, state, country, or any combination, use the codes from Table 4 or Table 5.
    • Multiple States B99;
    • Multiple Foreign Countries BZZ;
    • Multiple Counties B18; or
    • Other Multiple Sites - BMS.
  3. Course Section Number – Do not report courses with duplicate section. Every section number should be unique for a specific term.
    • This could be a totally different section number, or could be a character or number added to the section number.
      • For example, ACC 601 01 and ACC 601
    • Courses taught simultaneously but at two locations, such as a course taught face-to-face on campus and broadcast to another off-site location, should be treated as two courses with separate section numbers and descriptive information on the Type Three (class) file.
  4. Course Title – Enter the course title currently used for each course offered. Use all capital letters.
  5. Credit Hours: Minimum and Maximum – For a course offered for a fixed number of credit hours, report that number in columns 27-30. If the course is offered for different hours credit (e.g., 1 hour, 2 hours, or 3 hours), report the minimum hours for which it is offered in columns 27-30 and the maximum hours in columns 31-33.
  6. Developmental Course – Report 1, 2, 3, 4, or 0 from Table 16 in column 50 for developmental courses. Leave blank if course is not developmental.
  7. Distance Learning Provider – Report distance learning course providers on the Type 3 record by entering “I” for institutionally provided courses, and “O” if other organizations are providing the reported distance learning course in column 40.
    • In column 41, report the code from Table 6 for the primary mode of delivery for these courses.
    • The off-campus site in columns 47-49 can be left blank for distance learning courses.
  8. Dual Credit – In column 25 indicate whether course is for dual credit; in column 26 indicate whether teacher of record is a high school teacher.
  9. Faculty Employment Status – Full-time, Part-time, Graduate Student.
    • Part-time status is defined as faculty who are less than full time (employed under thirty hours perweek on average) and teach on a per-course-section basis (AAUP).
    • Report FT (Full-Time), PT (Part –Time), or GS (Graduate Student).
    • Leave field blank if High School teacher of Record (column 26) is reported.
  10. Faculty Tenure Status – Report Tenured = T, Tenure-Track = TT, or Non-Tenure Track=NT. Leave field blank if High School teacher of Record (column 26) is reported.
  11. Faculty Title – Report Professor, Associate Professor, Assistant Professor, Lecturer, Instructor, Clinical Supervisor (e.g., supervisor of nurses, student teachers, etc.), Visiting Faculty, or Teaching/Graduate Assistant. Leave field blank if High School Teacher of Record (column 26) is reported.
  12. General Education Courses – For each lower and upper division course that can be used to meet the institution’s general education requirements as defined for the General Education Transfer Policy, enter in columns 132-133 the appropriate code from Table 20 (Gen. 1). For a course meeting the general education requirement in two disciplines, report the additional code in columns 134-135 (Gen.Ed. 2). Leave blank if not a general education course.
  13. High School Teacher of Record – If this field is “Y”, then Faulty Employment, Graduate Student, Faculty Tenure Status, Faculty Tenure Status, and Faculty Title will be blank in columns 146-151.
  14. International Exchange Class – Report a Type Three Record to include all students enrolled in an institution in another country during the current semester in a formal international student exchange program.
    • Report class with Course Prefix and Number of IES 333 (universities) or 235 (KCTCS colleges).
    • Report the code for the foreign country in which the student is enrolled in the course section field, right justified.
    • Report a separate Type Three Record for each foreign country in which students are enrolled.
    • Report each class with one credit hour.
    • Report course level code of 00 for each IES class.
    • Report as off-campus according to their location of enrollment.
  15. KYVC – Report “Y” (Yes) or “N” (No) in column 58 to indicate use of KYVC services.
  16. National Student Exchange Class – Report a Type Three Record to include all students who are enrolled in your institution, but who are attending an institution in another state during the current semester as a participant in the National Student Exchange Program.
    • Reported class with the Course Prefix and Number of NES 333 (universities) or NES 235 (KCTCS colleges).
    • Report the code for the state in which the student is enrolled in the course section field, right justified.
    • Report a separate Type Three Record for each state in which students are Report each class with one credit hour.
    • Report the course level code of 00 for each NES class.
    • Report as off-campus according to their location of enrollment.
  17. Off-Campus Site – For each off-campus course, report the site in which the class is located. In columns 47-49 report the appropriate off-campus site from Table 18. For each new site not contained in Table 18, assign the next available numeric code and submit all required descriptive fields to CPE.
  18. On/Off-Campus Classification – On-campus courses include courses taught on the institution’s main campus. Off-campus courses include all courses taught at a site other than the main campus of the institution, including courses taught at an extended campus.
    • Distance learning courses should be classified according to the location of the in-person component of the class.
    • 100 percent distance learning courses should be reported with a code of 3.
    • A course taught partially at a location classified as on-campus and partially at a location classified as off-campus is to be counted as on-campus only if at least 50 percent of the instruction takes place on-campus.
    • IES 333 (International Exchange Student) and NES 333 (National Exchange Student) are to be reported according to their location of enrollment as above.
  19. Previous Course Prefix – If the course was previously offered with a different course prefix, enter the previous course prefix. Leave blank if no change was made.
  20. Previous Course Number – If the course was previously offered with a different course number, enter the previous course number. Leave blank if no change was made.
  21. Regional Postsecondary Education Center – If a course is taught at one of the six official regional postsecondary education centers or the University Center of the Mountains, report in columns 45–46 the code from Table 17 that corresponds to its location. If not, leave blank.
  22. Semester – Report the year and the appropriate semester for the file being submitted. Each semester has been assigned a number code which is added to the end of the reporting year:
    • 1=summer,
    • 2=fall, or
    • 3=spring.
      • Example – 20232 = Fall
  23. Student Teaching Course – Course must be coded in CIP 13 and be used to fulfill the student teaching requirement for initial certification at either the undergraduate or graduate level. For courses coded CIP 13, enter “Y” (Yes) in column 131 if course is student teaching, otherwise enter “N” (No). If course is not coded CIP 13, leave blank.
  24. Supplemental/Enrichment Course – Report the type of supplemental instruction provided from Table 16 in column 51, using the code between 0 and 9 which corresponds to the college readiness need being addressed. Leave the field blank if no supplemental instruction is offered.

 

Format of Class (Type 3) Record

One record per student per course

Columns Char Format
1 1 Form - 3
2-9 8 Institution Number - FICE Code - see Table 1
10-14 5 Course Prefix- - left justify
15-19 5 Course Number - left justify
20-24 5 BLANK
25 1 Dual Credit Course (Y/N)
26 1 High School Teacher of Record (Y/N)
27-30 4 Credit Hours -Minimum or fixed - numeric, two decimal places, right justify, zero fill
31-33 3 Credit Hours - Maximum or fixed - numeric, two decimal places, right justify, zero fill - leave blank if same as minimum
34 1 1=On-Campus, 2=Off-Campus, 3=100% Distance Learning
35-37 3 BLANK
38-40 3 Number of Students - right justify, zero fill
41 1 Distance Learning Provider - I=Insti- tutional, K=KYCV, N=No, O=Other
42 1 Primary Distance Learning Mode of Delivery - see Table 6
43-44 2 Course Level - right justify, zero fill - see Table 8
45-46 2 Regional Postsecondary Education Centers - see Table 17
47-49 3 Off-Campus Sites - zero fill - Table 18
50 1 Developmental - 1,2,3,4, or 0 - blank fill - see Table 16
51 1 Supplemented Course - 0-9 - see Table 16
52-56 5 College or Department - optional
57 1 BLANK
58 1 KYVC (Y/N)
59-73 15 Institutional Course Reference Num- ber - mandatory
74-78 5 Semester - 1=summer, 2=fall, 3=spring. Example - 20232=Fall 2023
79-80 2 2-Digit CIP Code - see Table 12
81-130 50 Course Title - all caps - left justify
131 1 Student Teaching Course (Y/N) - CIP 13 only, else leave BLANK
132-133 2 General Education Course - Code 1 - see Table 20
134-135 2 General Education Course - Code 2 - see Table 20
136-140 5 Previous Course Prefix - left justify, fill with blanks to the right
141-145 5 Previous Course Number - left justify, fill with blanks to the right
146-147 2 Faculty Employment Status - Full-Time (FT), Part-Time (PT), Graduate Student (GS) - mandatory
148-149 2 Faculty Tenure Status - Tenured (T), Tenure-Track (TT), Non-Tenure Track (NT) - mandatory
150-151 2 Faculty Title - left justify - see Table 25 - mandatory
152-158 7 Section Number - expanded from 5 to 7 positions - right justify

 

Last Updated: 6/12/2024