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ARE YOU LOSING FTE?

ARE YOU LOSING FTE?. Wayne Madry Rosallene Massey Subject Matter Expert- Continuing Education. If you always do What you have always done Then you will always get What you have always got If you want something That you never had Then you need to do something That you have never done

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ARE YOU LOSING FTE?

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  1. ARE YOU LOSING FTE? Wayne Madry Rosallene Massey Subject Matter Expert- Continuing Education

  2. If you always do What you have always done Then you will always get What you have always got If you want something That you never had Then you need to do something That you have never done If you always think The way you always thought Then you will always get What you have always got! AUTHOR UNKNOWN

  3. Excerpt from Audit Services Function: The accuracy of the Institution Class Reports (ICR), which each college submits for all classes delivered and which essentially determines the amount of State funding each college receives, is reviewed both quantitatively and qualitatively … The college is then required to reimburse the State … http://www.nccommunitycolleges.edu/Program_Audit_Services/AuditServicesFunctions.htm

  4. Objectives • Discuss the College Information System • Advantages • Disadvantages • Discuss Data Input • Discuss Data Output • Are we… • Adjusting? • Losing FTE?

  5. College Information System • Its History • Its Intention • Personal Integrity • Personal Attitude • Work • System

  6. Data Input • Input equals output? • Forms and appropriate “fields” are completed • Registration • Statues are Important • Making Corrections • Billing • STAC

  7. Data Output • What you put into the system---is what you get out of it!

  8. Understanding What Must Be Done and Is Going On • Knowledge of Community College Board Directives • Program Coding in the Background • Rounding • .5 or .50 rounds up • .4 or .49 rounds down • Overall Total (Manual calculation) • Human Intervention • Data Entry • Audit • Census Point • Constant Awareness

  9. “Are You Losing FTE?” • NC Administrative Code establishes “go” or “no go” Guidelines • Membership versus Contact Hour • Self-Supporting Courses • Other Course Types • Cost • Parameters involved

  10. Let’s Begin the ICR Process “Are you losing FTE”

  11. Ensure CEU’s are correct. Total Hrs X .10 for Membership 0.00 for Contact Hours Ensure Census Date, if applicable

  12. Section Offering Information

  13. SECTION FINANCIAL INFORMATION

  14. Grading

  15. The Mnemonics - CU

  16. The Mnemonics - CE

  17. XXED CE-Detail Edit Screen This is a screen shot of the XXED screen In order to make corrections to the ICR Report you must use the Record ID assigned by the system when the report is built.

  18. XXEECE ICR Error Correction Screen Enter the record ID of the error record to edit, or A to add a new record.

  19. XXEXDelete CE ICR Record Record ID Required to delete

  20. Errors and Warnings What’s the difference? • Errors - will not allow the file to be built, and must be cleared before file can be generated. • Warnings - will not prevent the file from being generated, but the associated courses may not have been included in the work file.

  21. Errors Some of the most common errors are: • Invalid funding accounting method • No meeting information found in course section • No county specified for building • No building specified for course section • No location code for building • No location type for location • No method of instruction for course section

  22. Warnings The most common warnings are: • No valid students registered for course section • Class needed to be canceled • Students registered after the 10% point • Student did not have any attendance hours • Basic Skills Warning

  23. MANAGERIAL REPORTS

  24. XCLS Status field will generate with “E”

  25. XCES THIS REPORT GENERATES CLOSE TO ICR OUTPUT

  26. DEFAULT to “YES” when placed on ICR

  27. Positive or Negative Impacts Negative • Course setup incorrect • Incorrectly Flagged at CFIN or SFIN • Mismatch CEU vs Contact • Will Report without grading Positive • Checks and Balances • Corrections are allowed • Flags for Identification • Warnings and Errors Report

  28. Discussion • “What are the advantages? • “What are the disadvantages? • “Are there tendencies to overlook FTE?

  29. Adjusting?

  30. Documentation • Located on the System Office website: http://www.nccommunitycolleges.edu/Program_Audit_Services/index.html • Click on Administrative Resources • CHOOSE “Audit Services” from page

  31. When it seems you don’t know which way to go—ASK QUESTIONS!!! Are there any?

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