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Audit Process Striving to Be Helpful, Equitable and Legal
Summer Data Conference – June 21-22, 2012 Debra West - Raul Fletes – Joseph Larry – Beverlin Givens
Purpose • Each year the Mississippi legislature passes a
Community and Junior College Appropriation bill o Establishes which students may be counted for state reimbursement o Bill does not change much from year to year
Goals • Partnership to be more effective and efficient • Achieve consistency across all colleges • Achieve 100% efficiency
o That is, full reimbursement based on laws (and formula)
• Not to be dreaded; instead informative o Should be an opportunity for colleges and board to work together o Should be a learning experience for both o Should feel comfortable to exchange ideas
• Do uploads by end of each term • Assist all colleges with any issues related to
residency and attendance
Process Outline • Upload data to system – right after end of term • Schedule audit visits • Perform audits • Resolve issues • Calculate and report term data
o To Finance Division for determining Funding o Distribute to colleges and other agencies
Upload Data • Fall 2011 & Spring 2012 Files
o Continue to use GCR o Data has to be validated, verified and finalized o Have to wait until “ALL” schools have uploaded, verified and finalized
• Generate samples & Schedule visits
• Summer 2012 File and forward o Use eARS
• Pay attention to file layout – as released last year o Each college can upload, verify and finalize individually
• Generate samples & Schedule visits even while other colleges are still uploading data
o Yes, still data has to be validated, verified and finalized • Over time validation will become more accurate
Schedule Visits • Email to colleges requesting time slots
o 3 potential dates
• Normally a 20 day window o Next couple of audits will have shorter time windows
• College picks 3 preferred dates • Date is selected
o Notification emailed to college
• Assemble a team o Based on member availability and experience o Arrange for transportation and sometimes hotels
• Sample lists sent by 9:00 the morning before the visit o Link to sample list is emailed (new link once on eARS)
Audit Visits • Audits typically take 1 to 3 days to complete • Suitable workspace - Quiet place with sufficient seats
for all auditors • One computer per auditor
o Additional wireless access for laptops/iPads
• Access to photocopier • Access to admissions and attendance files • Access to appropriate college personnel, as needed • All requested Admission and Attendance rosters must
be provided at time of arrival
Admission Records • Effective with Fall 2012 Files • Random, representative sample • Prefer electronic records
o If college uses a document imaging system then provide auditors with a read-only access to sample student records
o If college uses traditional paper system then give auditors the folders in alphabetical order (last name)
• Student folders in alphabetical order o Each folder in order with application and transcripts o Proofs of residency when needed
• residency to be addressed at another session
• If a finding is found o 3 business days to clear out findings before becoming exceptions
Admission File Contents • Completed, signed admission application • Official transcripts (guidelines tab-2, p. 6)
o Signed and dated o Faxed not considered official o eScript acceptable if securely transmitted o Not required if student attended your institution 5 yr or more prior and has
not enrolled at any other college • Print your own transcript
…Contents o GED with passing score
• Student brings paper copy from another MS college o Authorized signature is required o College still expected to verify transcript from Oklahoma Scoring o Person doing verifying stamps/signs/initials transcript as verified
• Student does not bring a certificate o College A can securely access Treasure Chest (Oklahoma
Scoring) system and print GED transcripts from college B o Such transcripts requires no signature from GED office o Person doing printing stamps/signs/initials transcript as verified
• Student brings paper copy from another state o Signed certificate must be inside sealed envelope
…Contents • Dual enroll/dual credit students (tab-2, p. 6)
o Letter of recommendation or o College Board approved policy with appropriate documents
• 2 proofs of residency from approved list (tab-2, p. 16) o When a transcript or a physical address shows student might possibly be
resident of another state o Basically, if under 21then use parent’s residency, else student’s o An affidavit is not acceptable o Method for determining residency will be explained on another session
A?endance Records • Effective with Fall 2012 Files • Auditors review 100% of attendance rosters • Prefer electronic records
o If college uses an electronic attendance then provide auditors with a read-only access to attendance rosters
o If college uses traditional paper system then give auditor the rosters alphabetized by course and separated by campus
o May or may not separate by Traditional and Online
• Removal of students is immediate o No time allowed
Roster Contents • Include 8 weeks of recorded attendance
o Absence chart based on instructional term length and number of times a class meets in a week – will be explained on another session
o Rosters must display all students that are/were enrolled in the class as well as those who attempted it and were cutout (by excessive absences, drops, non-attendance, etc)
• Show last day of attendance • Clearly identified number of meetings per week • Clearly identified cut-off date
o Cutout date is based on the start date of each class o 6 weeks after the class begins o Partial first week allowed – will be explained on another session
• Verified and manually signed by each instructor o For electronic format college may use initials and birthdate
Thank You Joseph A. Larry Director of Monitoring Mississippi Community College Board (MCCB) 3825 Ridgewood Road Jackson, Mississippi 39211 jlarry@mccb.edu (601) 432-6443 Office (601) 432-6363 Fax Beverlin Givens Program Specialist for E-Learning/Monitoring Mississippi Community College Board (MCCB) 3825 Ridgewood Road Jackson, Mississippi 39211 bgivens@mccb.edu (601) 432-6454 Office (601) 432-6363 Fax
• Use updated guidelines • Call or email us during the term with
questions o Handled discreetly
o Gives us time to discuss with Attorney General’s office
Raul Fletes Assistant Executive Director for Research and Planning Mississippi Community College Board (MCCB) 3825 Ridgewood Road Jackson, Mississippi 39211 rfletes@mccb.edu (601) 432-6219 Office (601) 432-6363 Fax
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