Technical Specifications - Uploading Degree Program Data · Certificate 004 - Master's 007 - High School 001 Y Doctorate programs are not funded by Tuition Assistance and cannot be

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Technical Specifications - Uploading Degree Program Data

Schools electing to utilize flat files for uploading data are encouraged to incorporate their technical departments in the generation of these files. Experience has shown that manual file creation greatly increases the chance for error and time-consuming rework.

Before You Begin

You will need the following:

GoArmyEd User Name and password You should be familiar with the following:

Creating an input file as flat-file text (pipe delimited .txt format)

Technical Specifications Uploading Degree Program Data


General Instructions

The following are general instructions for preparing upload files for Degree Program data. All GoArmyEd schools can use the Degree Program upload process to upload new degree plans. LOI Schools can also use the Degree Program upload process to append new data to existing fully-developed and drop down degrees already set-up in GoArmyEd prior to 8 May 2015 (Note: Some of the data fields for existing fully-developed degrees cannot be appended.)

Before reading these instructions you should have watched the training video titled “VIA Degree Program Management Overview” for additional information to ensure you fully understand how your data will be used and steps you should complete before loading Degree Program data.

Overall Process

The primary steps in the file upload process are as follows:

1. Before creating an upload file watch Part 1 and Part 2 of the training video titled “VIA Degree Program Management Overview”

2. Ensure your school profile data is complete and accurate. You can view your school profile data by selecting the “School Profile Management” link on your GoArmyEd Homepage. Validating your School Profile data is recommended because some data on your profile page is used as default data for all of the degree programs you upload.

3. We recommend you add one degree program using the online Degree Program Management option. The link to this option is available on your homepage. Adding one degree using the online process may help you further understand inputs requested using this upload option. (Note: if you enter a degree using the online process, do not include it in your upload file because you may only enter NEW degrees using the upload file or, for LOI schools only, append data elements to existing degrees that were set-up in GoArmyEd prior to 8 May 2015).

4. We recommend you run a report to review any degrees data already loaded into GoArmyEd. To run a report select the Degree Program Upload link, Select to Add a New Value, then select the “Generate Current Degree Text File” button. If you completed step 3 above, this will produce a sample text file for the degree you loaded using the online tool that you can use as an example for the file your school will create to upload other degrees to GoArmyEd.

5. For LOI schools only, running a report of your existing degrees will provide you all degrees that were entered into GoArmyEd on your behalf by SOC or IBM prior to 8 May 2015. Use this report as your starting point for appending missing data about your existing degrees to the degree records.

6. Involve your technical resource to prepare the data file to be uploaded. We strongly suggest that you use an automated process to create the upload file.

7. Navigate to the online file upload page and upload the file.



General Instructions

8. GoArmyEd Portal batch process runs every 30 minutes.

9. An email will be sent to your preferred email address stating the file has been processed.

10. Check for and resolve errors.

Degree Program Upload Action

There are two types of Degree Program files that you can upload in GoArmyEd. The Action dropdown field on the Degree Program Upload page allows you to select whether you are creating new Degree Programs or you are processing a one-time update of fields on your existing degrees (for LOI schools).

The Action dropdown field is a required field, and you must select one of the value below:

- Create new Degrees

- Add new fields to Existing

Pipe-Delimited Text Files

Degree Program files must be text files that are pipe delimited (‘|’). A delimiter separates the data that will go in each field. The pipe is the vertical bar key on your keyboard, often located on the same key as the backslash (\). The following is an example of a pipe delimited text.

Reminder: Schools should ensure they have read this document in its entirety and have reviewed it with their technical staff. The system will not upload partial data if there are any errors in the file. Only files that have no errors will have the degree data submitted via the Degree Program Upload page.

General Rules

The following are general rules for creating data files:

AGS|Active|001|AA|General Studies|Associate of Arts in General Studies (AA-GS)|24.0102

Degree Status

Degree Level

Degree Specialty

Degree Description

Degree Long Description

CIP Code

Degree Title



Data files must not contain tabs.

Hard returns are only used to separate records, or lines of data. Hard returns cannot be used within records.

Special characters in descriptions should be removed. Some examples are html reference tags, tabs and symbols.

Some fields require translate values, for example, for the fields that have drop-down list values on the online page. Only the values listed in the Work Instructions may be used.

You may not use the Degree Program Upload tool to update data you have previously uploaded to the Degree Program Management tool. These edits must be made using the online tool.

Data File Layouts

A chart specifying formatting instructions is provided for every upload data file. The charts for Degree Program data use the same columns, which are as follows:

Field Name: A degree program upload data file must contain the fields listed in the Field Name column, in the order listed.

Field Type/Max Size: Specifies the type and format of the data to include. For example, Char (8) means a character field that is a maximum of eight characters long.

Translates: Contains a list of valid values that may be entered in a field, if applicable. For some fields, the translated values are listed in a separate table in the Reference Information section of this document.

Example: Provides a sample of what the data for that field might look like.

Required: Indicates if the field is required or should be left blank.

File Naming

A file name cannot exceed 64 characters and can be named anything as long as there are no spaces or special characters other than underscores in the file name. Examples include:

campus_Degree_20150401.txt

Reminder: Only pipe-delimited (.txt) files can be processed. Do not upload Excel (.xls), Word (.doc), or Comma Separated Values (.csv) files as they will not be processed.

Number of Files

A school can upload as many files as necessary on a daily basis. The file should not contain duplicate degree titles you have previously uploaded or the file will fail to load. It is recommended you provide a unique name for each file for troubleshooting purposes.



A file may only contain New degree programs. If you wish to edit existing degree program data you must use the online Degree Program Management tool.

Timing

The files will be processed every 30 minutes. Processed files will be moved to the archive folder. Note that files which resulted in errors will be archived as well, so it is important to always check the error report.

Availability of Data

A school can view any of its Degree Programs via an online page by selecting the Degree Program Management link and then using the search criteria under the “Find an Existing Value” tab after a file has been successfully loaded.

File Size

File size cannot exceed 4 megabytes.

Updating Degree Program Data

Update capability is not available through the upload process. Updates to Degree Program data may be made directly through GoArmyEd using the Degree Program Management link and searching for the degree program on the “Find an Existing Value” tab. LOI schools do have the ability to append missing data elements to existing degrees in GoArmyEd that were set-up prior to 8 May 2015, but this is a one-time update process.

Error Processing

File processing results can be viewed through GoArmyEd on the Degree Program Upload page. An email is sent to the school user when the file has been processed.

Schools are responsible for checking the results and resolving any errors. Error messages are user-friendly and self-explanatory.

If there any error rows, the file will be rejected and the applicable errors will be displayed on the page. Schools should correct the error rows and resubmit the entire file.

Reference Information

Degree Program Upload File Layout The table below contains the file layout for a Degree Program data upload file.

Note: If information for a text-required field is not available at your school but required in the file (e.g. Degree Admissions URL), you may indicate “TBD”. This does not apply to fields that require a numerical, Y/N, or a translate value. Please make every effort to provide all required data fields, as these are used to help match Soldiers with your degree programs.



Field Name

Field Type/ Max Size

Translates

Example Required Notes

Degree Title Char(10) AA - AGS Y This is the unique identifier of the degree. It must be unique for each degree you add. If you have degrees with the same name you can use a differentiator such as AA-AGS A, AA-AGS B. This field is not visible to Students.

Degree Status Char(8) Active Inactive

Active N This field indicates the Active/Inactive status of the degree. This field is informational only, as of the current GoArmyEd Release. Activating or inactivating degrees must be made through a GoArmyEd Help Desk case. For LOI schools processing a file to append missing data fields, use this degree status to delete rows with an “inactive” status prior to processing your file.

Degree Level Char(3) 001 - Associate's 002 - Bachelor's 003 - Certificate 004 - Master's 007 - High School

001 Y Doctorate programs are not funded by Tuition Assistance and cannot be listed.

Degree Specialty

Char(8) See Degree Specialty Translates.

AA Y

Degree Description

Char(30) General Studies (AA-GS)

Y This field will be visible to Soldiers and should match as closely as possible the full title of your degree program in your program catalog. Abbreviations may be needed.

Degree Long Description

Char(254) Associate of Arts in General Studies (AA-GS) (AGS)

Y This field will be visible to Soldiers and should match the full title of your degree in your program catalog. Abbreviations should be spelled out.

CIP Code Char(5) or Char(7)

Use Department of Education Standard Classification of Instructional Program (CIP) Codes

24.01 or 24.0102

Y These are codes your school reports to the Department of Education to classify each of your degree programs. Each degree program can have only one CIP code designation. This code will be used by GoArmyEd to relate Soldier Career Goals to your school’s applicable degree programs. Refer to the National Center for Education Statistics to find valid CIP codes and for additional information. https://nces.ed.gov/ipeds/cipcode/search.aspx?y=55.

Academic Organization

Char (10) See Academic Organization Translates

0000000010

Y This is the GoArmyEd identifier for the academic organization within the school that offers this specific degree.

Only Online Char(1) Y – Yes N - No

Y Y Indicates where the class is delivered. Note: If you indicate “Yes” for one or more of these class delivery modes you are certifying that the full degree can be completed via that modality at your school. If for example most of a degree can be completed online but there is a requirement for one required course to be

Only Classroom

Char(1) Y – Yes N - No

Y Y

Combination of Classroom & Online


Y Y

https://nces.ed.gov/ipeds/cipcode/search.aspx?y=55

https://nces.ed.gov/ipeds/cipcode/search.aspx?y=55



completed on campus in a classroom, you should select “No” for the Online Only option. Only Select “Yes” for Combination of Classroom and Online” only if a student may alternate between modalities to complete their degree at the student’s discretion.

Location 1 City Char(30) Fairfax Y (*) (*) At least one Location needs to be provided if any of the ‘Only Classroom’ or ‘Combination of Classroom & Online’ fields is set to ‘Y’.

Location 1 State

Char(6) (2 character state code for USA)

VA Y (*)

Location 1 Zip Code

Char(10) (Zip code for USA locations)

22033 Y (*)

Location 1 Country

Char(3) Country Code USA Y (*) This functionality is available for USA only at the current time.

Location 2 City Char(30) N .

Location 2 State


N

Location 2 Zip Code


N

Location 2 Country

Char(3) Country Code N USA only.

Location 3 City Char(30) N (*) (*) If your school has more than three cities at which this degree may be completed through classroom instruction, enter up to three cities using the data upload file and then use the online Degree Program Management function to edit and add the additional city locations.

Location 3 State


N

Location 3 Zip Code


N

Location 3 Country

Char(3) Country Code N USA only.

Admissions Criteria Type

Char(4) COMP - Competitive OPEN - Open

Y

Admissions Criteria 1

Char(4) See Admissions Criteria Translates.

UGPA Y (*) (*) At least one Admissions Criteria needs to be provided if Admissions Criteria Type is COMP (Competitive).

Minimum Value for Admissions Criteria 1

Number (5.2)

2.5 Y (*)



SAT N


Number (5.2)

2000 N



ACT N


Number (5.2)

18 N (*) (*) If your school has more than three admissions criteria for this degree enter three criteria using the data upload file and then use the online Degree Program



Management function to edit and add the additional admissions criteria.

Degree Deadline Type

Char(4) HARD - Hard Application Deadlines ROLL - Rolling Admissions

Y

Degree Admissions URL

Char (2000)

Y

Minimum Academic Residency Percentage

Number (5.2)

20 Y This field is required, but can be set to 0 or a different value from the value set in the school profile page if this degree has a different residency requirement.

Use School Average Costs


Y Y Select “Yes” for this field if you would like the uploaded Degree to use the Average Semester Hour Costs & Fees entered on your school’s School Profile page. Select “No” if you courses associated with this degree have different average costs than those entered on your School Profile page. Note: If your school uses Quarter or Clock hour, costs must be converted to Semester hours. See the following conversion chart for further assistance: https://sa.goarmyed.com/saprod/sh_conversion.pdf

Average Semester Hour Cost & Fees

Number (5.2)

250 Y (*) (*) This field is used when the School is a Non-Residency School (on the GoArmyEd School Profile page). It is defaulted by the system if the ‘Use School Average Costs’ is set to Y (Yes). It must be entered by the user if the School Profile does not have a value entered for this field OR if average costs for courses associated with this degree are different than the data on your school’s Profile Page. Note: If your school uses Quarter or Clock hour, costs must be converted to Semester hours. See the following conversion chart for further assistance: https://sa.goarmyed.com/saprod/sh_conversion.pdf

Average Semester Hour Cost & Fees – In-State

Number (5.2)

200.50 Y (*) (*) This field is used when the School is a Residency School (on the GoArmyEd School Profile page). It is defaulted by the system if the ‘Use School Average Costs’ is set to Y (Yes). It must be entered by the user if the School Profile does not have a value entered for this field OR if average costs for courses associated with this degree are different than the data on your school’s Profile Page. Note: If your school uses Quarter or Clock hour, costs must be converted to Semester hours. See the following conversion chart for further assistance: https://sa.goarmyed.com/saprod/sh_conversion.pdf

Average Semester Hour Cost & Fees – Out-of-State

Number (5.2)

225.25 Y (*) (*) This field is used when the School is a Residency School (on the GoArmyEd School Profile page).

https://sa.goarmyed.com/saprod/sh_conversion.pdf








It is defaulted by the system if the ‘Use School Average Costs’ is set to Y (Yes). It must be entered by the user if the School Profile does not have a value entered for this field OR if average costs for courses associated with this degree are different than the data on your school’s Profile Page. Note: If your school uses Quarter or Clock hour, costs must be converted to Semester hours. See the following conversion chart for further assistance: https://sa.goarmyed.com/saprod/sh_conversion.pdf

Average Costs for Textbooks per Class

Number (5.2)

N

Maximum number of academic transfer credits awarded

Number (5.2)

Y This field is required, but can be set to 0 or a different value from the value set in the school profile page if this degree has a different maximum number of academic transfer credits it can accept.

Max military/experiential transfer credits awarded

Number (5.2)

Y This field is required, but can be set to 0 or a different value from the value set in the school profile page if this degree has a different maximum number of military/experiential learning credits it can accept.

Amount of credits available based on CLEP scores

Number (5.2)

Y This field is required, but can be set to 0 or a different value from the value set in the school profile page if this degree has a different maximum number of CLEP credits it can accept.

Amount of credits available based on DSST scores

Number (5.2)

Y This field is required, but can be set to 0 or a different value from the value set in the school profile page if this degree has a different maximum number of DSST credits it can accept.

Amount of credits available based on other test scores

Number (5.2)

Y This field signifies the highest possible number of academic credits (in semester hours) a student may earn based on test scores for tests other than CLEP and DSST. If this field has data, the 'Title of Other Tests' field must also be provided.

Title of Other Tests

Char (2000)

Y(*) (*) If this field has data, the ‘Amount of credits available based on other test scores’ field must also be provided.

Military Student Services - Dedicated Veterans Center


Y Y This field signifies whether this student service is or is not available for this specific degree.

Military Student Services - Faculty & Counselors Provided Training on Veteran Needs



Military Student Services - Military/Veteran Counselors



Military Student Services - Streamlined







Processes for Award of Experiential and Military Learning Credit

Military Student Services - Others


Y Y If this field is set to ‘Y’ (Yes), the ‘Student Services - Others Description’ must be provided.

Military Student Services - Others Description

Char (2000)

Disability Services

Y (*) (*) If this field has data, the ‘Student Services - Others’ field should be set to ‘Y’ (Yes).

Number of Class Starts per Year

Number (5.2)

2.5 N

Average Length of Classes in Weeks

Number (5.2)

8 N If your school offers classes with different length formats, use the average length.

Degree Specialty Translate Values Degree Specialty Valid Translate Value

Degree Specialty Description

AA Associate of Arts

AAS Associate of Applied Science

AB Associate in Business

AD All Other Associate Degrees

AS Associate of Science

ASAST AAS in Applied Sci & Technology

BA Bachelor of Arts

BAAS Bachelor of Applied Arts & Sci

BAS Bachelor of Applied Science

BBA Bachelor Business Administration

BHSA Bachelor Health Services Admin

BS Bachelor of Science

BZ All Other Bachelor’s Degrees

CERT Certificate of Completion

CZ All Other Certificate Degrees

EMBA Master Business Administration

MA Master of Arts

MAA Master of Arts in Administration

MBA Master Business Administration

MED Master of Education

MS Master of Science

MSEE Master of Science Elec. Engin.

MZ All Other Master’s Degrees

Academic Organization Translate Values

Academic Organization Valid Translate Value

Academic Organization Description

0000000001 Aeronautical Science

0000000005 Information Technology



0000000006 Legal Studies

0000000007 General/Professional Studies

0000000015 Arts & Humanities

0000000016 Social Sciences

0000000017 Communications

0000000018 Business

0000000019 Allied Hlth, Hlth Care, Nutrit

0000000020 Education

0000000021 Mathematics

0000000022 Natural Sciences

0000000023 Criminal Justice/Security 0000000024 Hospitality

0000000025 Religious Studies

0000000026 General Studies/Liberal Arts

0000000027 Resource Management

0000000010 Career/Industrial Technology

0000000028 Army Career Degree

Admissions Criteria Translate Values Admissions Criteria Valid Translate Value

Admissions Criteria Description

HGPA High School GPA

UGPA Undergraduate GPA

GGPA Graduate GPA

ACT ACT - formerly American College Testing Program or American College Test

SAT SAT - formerly Scholastic Aptitude Test

GMAT Graduate Management Admission Test (GMAT) - (US)

GRE Graduate Record Examination (GRE)

TOEF TOEFL - Test of English as a Foreign Language

OTHR Other-See Admissions URL



Resources and Help

If you have any questions related to this document or file specifications as your campus works to automate the interface file interactions, please create a CRM case using 1) the Question Mark icon at the top of any GoArmyEd page or 2) the "Create/Track Your Helpdesk Case(s)" link on your Homepage.

Troubleshooting

Issue Action

File not read by IBM's batch process

1. Check file format:

Is the file in Excel format rather than a .txt? 2. Check the file name:

Does the file comply with the specifications provided by IBM?

Does the file contain spaces or special characters?

Processed file that encounters errors

1. View error online report to:

Identify and correct errors prior to resubmission

Review training material for further explanation

Create a CRM case using the case type “Degree Program Management” if additional assistance is required

2. Error messages explain file or data issues and provide guidance on required follow-up actions.

Messages beginning with the word “Warning” are for informational purposes and will not necessarily require action on your part

File not processed 1. Check the URL you logged in. Note that we maintain both TEST and PRODUCTION instances. Files loaded to TEST will not automatically move to PRODUCTION.

2. If the file processed but there is no error report and no data in on the online pages, your file is likely in the wrong format. Check delimiters, date formats, and that all fields are present.

Documents

Technical Specifications - Uploading Degree Program Data · Certificate 004 - Master's 007 - High School 001 Y Doctorate programs are not funded by Tuition Assistance and cannot be