Section III - CIR Reporting Procedures
Curriculum Inventory Reporting System
CIR
Reporting Procedures and Course Reporting Examples
for System Changes Effective Summer Term Fiscal 2000
This document provides information and examples regarding reporting requirements and data field relationships for various situations. It cannot be an all-inclusive document, since there are many variations in how institutions set up classes. It is intended to be a general reference in illustrating how courses need to be reported to the CIR system.
Definitions
Non-institutional Class Section - Institutions often provide space for other institutions to conduct classroom or laboratory instruction. These non-institutional courses are not offered by the host institution in the schedule of classes, usually are not attended by host institution students, and are not counted by the host institution in Curriculum Inventory. However, the host institution should report the course to CIR in order to claim Room Utilization credit.
Distance Education Delivery Section - Sections reported to record the delivery of Distance Education course content to another institution. This is a section for which the reporting institution does not register the students.
Synchronous Instruction - Instruction that occurs with assigned space and with timing and duration that does not vary among students. (For example, GSAMS courses, and satellite courses which are received at the same time they are televised.)
Asynchronous Instruction - Instruction that occurs without assigned space and with timing and duration that varies among students. (For example, internet courses, video cassette courses, and satellite courses that are not received at the same time they are televised.)
Sending Section - For synchronous distance education courses, the sending section is a section at which the instructor of record is physically located and teaching the course. Used exclusively to identify the presence of the instructor of record.
Receiving Section - Any section of a DE course that receives its course content from another course section (for synchronous courses), or any section of an asynchronous DE course.
Sending Institution - The institution that provides the course content for a DE course.
Receiving Institution - The institution that receives DE course content from another institution.
Distance Education Course (functional definition) - The aggregated grouping of all class sections that receive DE course content from the same source, i.e. from the same sending section or from the same videotaped course, satellite broadcast course, internet course, etc. (Please see the CIR Data Element Dictionary for clarification of factors used to identify a Distance Education Course.)
[ Back to Top]
General Reporting Information
- Each
record of the CIR data file holds information for only one section.
No information for any other section should be included on the record.
- The Institution Code, Fiscal Year, Fiscal Term, and Reporting Code
fields must contain identical values on every record of the data file.
- Each
course ID (course acronym + course number + section number) can
be used only once per reporting term at a single institution.
- If multiple
instructors are being reported for a class section, duplicate records
for the section must be submitted, with only the instructor information
different on each record.
- CIR data
will be reported two times per reporting term. The two reporting periods
will each have a census date and a due date. A class section will only
be reported once per reporting term, either in the Census 1 report or
in the Census 2 report. This will allow reporting of registration in
course sections that begin after the Census 1 date. See the CIR Data
Element Dictionary, elements C140, C200, and C320 for more information.
- Class
sections having zero enrollment should not be reported, with two exceptions:
- Sections being reported to record the delivery of distance education instruction to another institution. (DE Delivery Section)
- Sending sections of a DE course with no enrollment in the sending section.
Please see the examples below for more detail.
- The following
fields will always contain a value regardless of the reporting situation:
- C010 - Institution Code
- C030 - Fiscal Year
- C040 - Fiscal Term
- C050 - Course Acronym
- C060 - Course Number
- C070 - Section Number
- C120 - RUR Linkage Code
- C140 - Number of Students (may have a value of zero for some sections)
- C150 - Assigned Space Contact Hours - Lecture (may have a value of zero for some sections)
- C160 - Assigned Space Contact Hours - Lab/Clinic (may have a value of zero for some sections)
- C170 - Student Credit Hours (may have a value of zero for some sections)
- C180 - Course Week Length
- C190 - Term Starting Date
- C200 - Total Credit Hours (may have a value of zero for some sections)
- C310 - Record Type
- C320 - Reporting Code
- For Distance
Education courses, type - records (C310 - Record Type Code)
will be submitted only by the sending institution of a Distance Education
course. The type - records will identify the following Distance Education
information for the DE course grouping (identified by C260 - Distance
Education Unique Code):
- C230 - Distance Education Code
- C240 - Distance Technology Code
- C250 - Distance Technology Percentage Code
- For Distance
Education courses, only the institution with faculty involved in teaching
a DE course will complete C210 - Faculty Social Security Number and
C220 - Faculty Percent Responsibility in the CIR record for its
section of that course. Reminder: All faculty must be approved to teach
at the reporting institution, i.e., must be in that institution�s file
in the Faculty Information System database.
- Only
the institution that registers students for a course will enter a non-zero
value in fields C140 - Number of Students and C200 - Total Credit
Hours. If both sending and receiving institutions of a DE course
register students for a particular class section, both should report
non-zero values for the section, but only for the students each registers.
All institutions participating in a DE course will enter a non-zero
number in field C170 - Students Credit Hours to indicate the
credit hour "value" of the course.
- All institutions
participating in a specific DE course must use the same Distance
Education Unique Code (C260) in their CIR records for that
course. (NOTE: DE Unique Codes are assigned by the sending institution,
and all receiving sections of a given course will use the same DE Unique
Code.)
- Element
C120 - RUR Linkage Code is used to identify the basic nature
of a course�s facilities impact and enhances the CIR system's linkage
with the RUR data system. This code should be utilized a follows:
- Choose code "A" for reporting courses that are held in assigned space at the reporting institution. Use this code if any portion of the course is held on campus in assigned space.
- Code "B" is used in all cases where it is not possible or is unnecessary to identify the site either on campus or off campus. This would apply for synchronous courses with no specific meeting times, most internships, PE courses that do not meet in buildings, etc.
- Choose code "C" only for reporting non-institutional class sections.
- Code "D" should be used in cases where an off-campus site can be identified and a specific location and time are identified. When code "D" is used, an External Site Code (C280) is required.
- Code "E" should be used only in cases where a site can be identified, but no specific room use is involved (ex. Montana, London, Carthage, or any specific building, in which a class would be held with no specific days, times, rooms, etc.) When the code "E" is used, an External Site Code (C280) is required.
- Codes "A", "C", and "D" involve the use of assigned space and therefore require a non-zero value in field C150 and/or C160 (Assigned Space Contact Hours - Lecture or Lab/Clinic).
- For class sections where part of the class would need to be coded as an "A" and part of the class would need to be coded as either a "D" or an "E" it will be necessary to split the class into two separate sections in order to report the class accurately to CIR. It is imperative that we have the ability to identify when classes are held at on-campus locations and when they are held at off-campus locations, and this is not possible if both situations occur for the same section.
- In order to report class enrollment accurately, any class section that includes several sessions with varying numbers of students per session need to be reported as separate sections. For example, a lecture/lab class with one large lecture session and 3 smaller lab sessions should be broken down into 4 sections. This will allow accurate reporting of enrollment in the lecture session and each of the separate lab sessions.
[ Back to Top ]
CIR Field Reporting Requirements for Various Section Types
| Section Type | ||||||
|---|---|---|---|---|---|---|
| CIR DED Element No. | Field Name & Notes |
Regular On-campus / Off-campus Section |
DE Section, Sending Institution, Registers Students | DE Section, Receiving Institution, Registers Students | DE Delivery Section | Non-institutional Section, either DE or Non-DE |
| C010 | Institution Code | Yes | Yes | Yes | Yes | Yes |
| C011 |
Campus Code --Blank if not applicable |
If applicable | If applicable | If applicable | If applicable | If applicable |
| C020 | Department Code | Yes | Yes | Yes | Yes | Blank |
| C030 | Fiscal Year | Yes | Yes | Yes | Yes | Yes |
| C040 | Fiscal Term | Yes | Yes | Yes | Yes | Yes |
| C050 | Course Acronym | Yes | Yes | Yes | Yes | Yes |
| C060 | Course Number | Yes | Yes | Yes | Yes | Yes |
| C070 | Section Number | Yes | Yes | Yes | Yes | Yes |
| C080 | Course Name | Yes | Yes | Yes | Yes | Blank |
| C090 | CIP Code | Yes | Yes | Yes | Yes | Blank |
| C100 | Instruction Level | Yes | Yes | Yes | Yes | Blank |
| C110 | Type of Instruction | Yes | Yes | Yes | Yes | Blank |
| C120 | RUR Linkage Code | Yes | Yes | Yes | "E" | "C" |
| C130 |
Sponsorship Code --Blank if not applicable |
If applicable | If applicable | If applicable | Blank | Blank |
| C140 | Number of Students | Yes | Yes | Yes | "0" | Yes |
| C150 |
Assigned Space Contact Hours - Lecture -- Zero if not applicable |
If assigned space | If assigned space | If assigned space | "0" | Yes, if lecture |
| C160 |
Assigned Space Contact Hours -Lab/Clinic -- Zero if not applicable |
If assigned space | If assigned space | If assigned space | "0" | Yes, if lab/clinic |
| C170 |
Student Credit Hours -- Zero if variable credit |
Yes | Yes | Yes | Yes | "0" |
| C180 | Course Week Length | Yes | Yes | Yes | Yes | Yes |
| C190 | Term Starting Date | Yes | Yes | Yes | Yes | Yes |
| C200 | Total Credit Hours | Yes | Yes | Yes | "0" | "0" |
| C210 |
Faculty SSN --Blank if not applicable |
Yes | Yes |
If applicable |
If applicable | Blank |
| C220 |
Faculty Percent Responsibility -- Blank if not applicable |
Yes | Yes | If applicable | If applicable | Blank |
| Section Type | |||||||
|---|---|---|---|---|---|---|---|
| CIR DED Element Number |
Field Name and Notes |
Regular On-campus or Off-campus Section. |
DE Section, Sending Institution, Registers Students | DE Section, Receiving Institution, Registers Students | DE Delivery Section | Non-institutional Section, either DE or Non-DE | |
| * | C230 | Distance Education Code | No | Yes | No | Yes | No |
| * | C240 | Distance Technology Code | No | Yes | No | Yes | No |
| * | C250 | Distance Technology Percentage Code | No | Yes | No | Yes | No |
| # | C260 | Distance Education Unique Code | Blank | Yes | Yes | Yes |
Yes, if DE section |
| # | C270 |
DE Sending/Receiving Code - Institution --Blank if NA |
Blank | "SR" | "RR" | "SN" | "RN" if DE section |
| # | C280 |
DE Sending/Receiving Code - Site -- Blank if NA |
Blank | "S" or "R" | "R" | "R" | "R" if DE section |
| C290 |
External Site Code --Blank if NA |
If held off-campus | If held off-campus | If held off-campus | Yes (institution class is sent to) | No | |
| C300 |
Outside Institution Code --Blank if NA |
Blank | Blank | Yes | Blank | Yes | |
| C310 | Record Type Code | Yes | Yes | Yes | Yes | Yes | |
| C320 | Reporting Code | Yes | Yes | Yes | Yes | Yes | |
| C330 | Course Identifier Code | Optional | Optional | Optional | Optional | Optional | |
* - These DE fields will be reported only by the Sending institution of a Distance Education course. They are reported on a type 2 record in the CIR data file.
# - These fields are always blank for non-DE class sections, and should always have values for DE class sections.