HEI/OCAN College Access Program

Data Submissions

Data Submissions Overview1. Create an ASCII text file using the guidelines provided in

the College Access Program Student (CA) File Data Submissions Document.

2. Check file for accuracy and errors. 3. Save file. 4. Log on to the College Access Data Input Site. 5. Click the Submit Data File button. 6. Click the Browse button to search for the created file. 7. Select the file.

Double click the file name or click the file name once and then click the Open button.

8. Click the Submit button. 9. Review submitted data file for accuracy and errors.10. Correct errors, if necessary.11. Request Load of the error free data file.

Accessing the College Access Program Student (CA) File Data

Submissions Document

Visit the Ohio Board of Regents Homepage http://regents.ohio.gov/index.php

Click the HEI System link from the Board of Regents’ menu

Higher Education Information System (HEI) http://regents.ohio.gov/hei/index.php

Bookmark this page!

Click the OCAN link under the Affiliated Data Areas section

HEI/OCAN homepage contains pertinent links.

http://regents.ohio.gov/hei/datasubdoc/ocan/ocanfiles.phpBookmark this page!

Click the College Access Program Student (CA) File link

College Access Program Student (CA) File

College Access Program Student (CA) File

College Access Program Student (CA) File

CA File Format File Description presents the type of information to be collected in the

file.  Submission Schedule indicates how often a particular file is to be

submitted.  Relationship to Other File Submissions describes which files need to

be submitted before and after this file.  Data Fields presents a table with descriptive information about the layout

of input files and contains details about the way input file records are to be reported. 

Field Name identifies the specific data element. The Field Name will be the same in different files when the data element being reported is identical in those files. For example, Student Identifier is a field that appears in many files. 

Field Attributes and Procedures presents the range of possible entries for the field and (when applicable) refers the data reporter to the proper verification table. 

Data Format describes whether the field is alphabetic, alphanumeric, or numeric; it specifies the number of characters in the field; and, it indicates the columns of the input file in which the data are reported. 

Additional Explanations provides further clarification of the reporting requirements associated with the file. In some file descriptions this section is omitted. 

Definitions and Descriptions of Data Elements provides additional definitions and descriptive examples. In some file descriptions this section is omitted. 

Creating a Text File Using the College Access Program Student (CA) File Data Submissions Document

Use the Data Fields section to appropriately format the data file

Correctly formatted CA data fileNote: Invalid Social Security Numbers were used for security purposes

Student Identifier Date of Birth CAP Code High School Code

Graduation Year

Waiver Term

Delete Switch

FERPA Waiver

Correctly ASCII formatted CA data file

After the ASCII text file is created per the College Access Program Student (CA) File Data Submissions Document…Check file for accuracySave fileSubmit file via the College Access

Program Data Input Site

Accessing the College Access Data Input Site

Return to the HEI/OCAN homepage http://regents.ohio.gov/hei/datasubdoc/ocan/ocanfiles.php

Click the College Access Data Input Site link

Click OK after reading the Security Alert prompt

Enter your User Name and Password. Click OK.

College Access Program Data Input SiteThe title will include your four digit CAP Code

Click Submit Data File

Click Browse to retrieve your data file

Select your data file by double clicking the file name or clicking the file name once and

then clicking Open

The title of the selected data file appears in the File window, click

Submit

Submission Confirmation appears containing the new name assigned to your data file. Reference this name to locate your file on

the Data Input Site.

Data File Submission Notification Note the unique file name assigned to the

file Reference the unique file name to view,

load, or delete the file on the Data Input Site

For troubleshooting purposes it is best to NOT delete files containing errors. The files do not interfere with subsequent file submissions and greatly assist in problem solving.

Click the OK button after reading the File Submission Notification.

E-mail Confirmation sent the data reporter

E-mail confirms that the data file is on the College Access Program Data Input Site and ready for review

E-mail contains direct link to the College Access Program Data Input Site

Viewing data files on the College Access Program Data

Input Site

To return to the College Access Program Data Input Site, use the link provided in the

e-mail confirmation or on the HEI/OCAN homepage

After logging onto the Data Input Site, scroll down the page to find the data file.

Continue scrolling, if necessary

Identify the file by the uniquely assigned name. A message located directly below the file indicates if

errors occurred in the data file.Click the View button to review the submitted data file.

After clicking the View button, a snapshot of data file submission with viewing options is provided

Entire File allows the data reporter to view the entire data file submission.Edit Statistics provide the time the edits began and ended, total number of records read, total number of errors or warnings, and number of repeat submissions that occurred in the data file.Primary Edit Results provide detailed information about the errors and warnings that occurred in the file.Quit returns the user to the College Access Program Data Input Site homepage.

Entire File

Entire File allows the data reporter to view the entire data file submission.

Edit Statistics

Edit Statistics provide the time the edits began and ended, total number of records read, total number of errors or warnings, and number of repeat submissions that occurred in the data file.Quit returns the user to the College Access Program Data Input Site homepage.Return directs the data reporter back to the previous screen.

Primary Edits

Primary Edit Results provide detailed information about the errors and warnings that occurred in the file.Quit returns the user to the College Access Program Data Input Site homepage.Return directs the data reporter to the previous screen.

Primary Edits

Gives a total count of each type of error and warning that occurred in the data file along with a sum of the errors and warnings. Error Codes are used for reference. The Edit and Load Specifications contain detailed information about the Error Codes.

Describes the errors and warnings in detail. Shows the erroneous values.

Error Correcting Tips Ensure that the created data file follows

the Data Submissions Document precisely File has correct formatting and codes Data is entered as specified

Ensure file submission is in ASCII text format

Check for typographical errors Review the Edit and Load Specifications

Edit and Load Specifications The edit and load specifications are used to enforce logical

relationships between data elements, tables and files.  Stated simply, data that do not make sense should not be permitted in the database.  Each file collected in HEI has a set of edit and load specifications that alert users to possible anomalies in their data.  The HEI data reporter submits their file to an edit process, where their data elements are compared record by record, field by field, against a set of rules (edits) for each element.  Possible anomalies are presented in an edit report and are listed with the identifying fields in the record. 

In addition, edits are also used to alert reporters to relationships between data elements that are questionable, but perhaps acceptable. 

Reviewing the College Access Program Student (CA) File Edit and

Load Specifications

Return to the HEI/OCAN homepage http://regents.ohio.gov/hei/datasubdoc/ocan/ocanfiles.php Click the Edit and Load Specifications link

College Access Program Student (CA) File Edit and Load Specifications

College Access Program Student (CA) File Edit and Load Specifications

College Access Program Student (CA) File Edit and Load Specifications

Correct errors and resubmit data file via the College Access Program Data Input Site. The message directly below error free data files reads

“Edited”.View the data file’s Primary Edits.

View Primary EditsClick the Quit button to return to the Data Input

Site homepage and request load of data file

Request Load of data file

Final Data Submission Confirmation Data Reporter acknowledges accurate data

submitted to HEI by clicking OK.

After the Load Request of an error free data file is submitted…

1. “Load Requested” message appears directly below the file on the College Access Data Input Site

2. Load request sent to HEI Analyst3. Analyst reviews4. Approved submission loads overnight if received

before 4:00pmi. Files will not be loaded if submitted on state

holidays and weekends5. Data Reporter receives load confirmation e-mail6. “Loaded” message appears directly below the

file on the College Access Data Input Site