Student Enrollment (SN) File

Determining Special Student Status

Each semester, the Office of Institutional Research submits a student enrollment file to the Ohio Department of Higher Education’s Higher Education Information System (HEI). Each student is assigned a special status that identifies how they are enrolled at an institution through the College Credit Plus (CC+) program during the term being reported. Each semester, all students in the ND9955 and ND9956 plan codes need to be assigned a special status code based on the following criteria:

Status D Student (D):

College Credit Plus student who attends a public Ohio secondary school (valid for AU2015 reporting and beyond)

Ohio University reports all ND9956 (Option B) public school students with a status of G.

Status E Student (E):

College Credit Plus student who attends a non-public Ohio secondary school or is home-schooled, and is fully funded (valid for AU2015 reporting and beyond)

Ohio University reports all ND9956 (Option B) non-public and home educated students who are fully funded with a status of E. As an example, a student receives funding for 6 semester hours and is enrolled for 3.

Status F Student (F):

College Credit Plus student who attends a non-public Ohio secondary school or is home- schooled, and is partially funded (valid for AU2015 reporting and beyond)

Ohio University reports all ND9956 (Option B) non-public and home educated students who are partially funded with a status of F. As an example, a student receives funding for 6 semester hours and is enrolled for 9.

Status G Student (G):

College Credit Plus student who elects at the time of enrollment to be responsible for payment of all tuition, costs and fees associated with the course per the conditions of ORC 3365.06. (valid for AU2015 reporting and beyond)

Ohio University reports all ND9955 (Option A) students with a status of G.

External Education Junior High Transcripts

Ohio University does not record a GPA or ranking information for CC+ applicants who are currently in middle school, even if the school provides that information on a grade report or transcript. In these cases, the "Summary Type" field should be left blank. However, it is important to complete the field in the Transcript Summary section labeled "Acad Level" as 8th Grade. Once the value is set to 8th Grade or Pre-8th, the student will no longer appear on the exception report for transcripts issues.

Creating New Textbook Authorization Forms

Textbook authorization forms can be recreated in the case that a student’s external education information changes. Once the External Education record is updated in PeopleSoft, the communication will need to be manually reassigned because CommGen already sees that the communication has been sent to the student. However, this letter is configured a little bit differently because it’s based on the term activation of the student. You can’t use the buttons on the Maintain Application screen to assign this communication.

To reassign the communication, navigate to Campus Community > Communications > Person Communications > Communication Management. On this screen, click on the Add a New Value tab and enter the EMPLID of the student. When the Person Communication screen comes up, here is the information you need to enter:

  • Function: STRM
  • Category: USTRM
  • Context: USTRM
  • Method: L
  • Direction: Outgoing Communication
  • Letter Code: D04
  • Note that you will also need to click on the yellow Variable Data button and enter a career of UGRD and (in this case) a term of 2221.

The above process would then need to be repeated, except the Method would be E and the Letter Code will be D4E. The first step (above) generates a letter, and then repeating it for D4E generates an email.