Enrollment      

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