GUIDELINES, UPLOADS, VALIDATIONS, verifications

1. GUIDELINES, UPLOADS, VALIDATIONS, verifications Oh MY ! Mississippi Community College Board Summer Data Conference June 4th & 5th, 2014

2. gUIDELINEs • P. 5 – When will the audit occur? • After Secondary Verifications are approved by the college • P. 6 - What will the team require the day of the audit? • Imaged documents batched by campus & alphabetical (last name) • Only appropriate documents in the batch • P. 12 – State Board Policy 9.2 • Academic and Technical students • One less unit than minimum high school units, or GED, or HS, or Occupational Diploma, or Career Certificate, or College Transcript • Career students • One less unit than minimum high school units, or GED, or HS, or Occupational Diploma, or College Transcript, or AtBtest

3. gUIDELINEs • If student does not meet above requirements • Non-degree seeking • Dual Enrollment • Career-Pathway program (ABE + Skills) • P. 13 – Documents in admissions file • Certification of enrollment in Career-Pathway program • P. 14 – GED transcripts from 2014 or later • Electronic Transcripts • Use Adobe Acrobat or Reader (6 and above) • Reveals digital signature • Paper Transcripts • When in doubt email Missy Saxton (msaxton@mccb.edu)

4. gUIDELINEs • P.15 – Students without HS diploma or GED • Dual Enrolled high school • Career-Pathway program • Ability-to-Benefit test certificate • Even without these, student can be admitted in a Career program upon completing AtB test • AtB only Career (Vocational) programs • P. 24 – List of approved residency documents • For students admitted Fall 2013 or after, letters or affidavits from private homeowners, even if notarized, will not suffice as a residency document

5. UPLOADS • Eliminated need to confirm/click the Enrollment Summary • Enrollment Summary is now an optional download • PE accumulators mix curriculum and delivery • Difficult to separate headcount and credit hours • After all four term files are uploaded • An automatic email will be sent to MCCB • MCCB will execute and email the Secondary Verification • Upload as many times as needed until satisfied with quality • Now confirm/click the Secondary Verification • This will lock files and allow MCCB to generate Audit Sample • Will begin negotiation for Audit visit

6. UPLOADS • VCC Student Schedule download much smaller • Only hosted/crossed students • Still require the pre-audit verification • Need to pull grade from your SIS • Use one of the extracts provided (Tables & Views) to construct the keys into your SIS • We are considering the following • Add columns to VCC SS download to include • Subject, Number & Section • You need to remove those columns before append • Could be more work on your part

7. UPLOADS • Faculty file • No changes • One record per faculty member • Pick main location for those who teach at multiple sites • Course file • No changes • One record per class taught – TRADITIONAL OR VCC • Do not include cancelled/closed classes, i.e., no students • Missing courses will generate Schedule file errors

8. UPLOADS • Primary Enrollment file • One record per student enrolled as of drop/add date • Even students for whom you are not requesting reimbursement • Include students that will generate a W in a transcript • Should match the old nSPARC file upload • Credit hour accumulators include all records • Include/exclude flag is to indicate ‘request for reimbursement’ • F1 - Student District: should remain stable from term to term • F9 - Curriculum: Non-award includes all high school students, plus anyone enrolled just to take a few classes • Treated like an ‘academic’ student in regards to reimbursement

9. UPLOADS • F17 - Admission Compliance: some new code values • Value can change from term to term, example a dual enrollment student graduates and returns to the college • Conditional admissions are not reimbursable – set F42 to ‘0’ • F22, F23, F24, etc – accumulators: include all hours • Must match hours listed in Student Schedule file, even those not requested for reimbursement • These are credit hours student enrolled in as of drop/add date • F29 – Prior term GPA: not required • Leave it blank (4 spaces) • F36 – MS High School code: required • Getting requests for reports – be accurate • F38 –High School Graduation Year: not required, but • Getting requests for reports – be accurate

10. UPLOADS • F40 – PELL: added a value • Most ‘eligible’ students receive their money • Some drop early or some other reason do not ‘receive’ their money • F41 – Initial Admission Compliance: some new code values • Required for Fall 2013 and forward • Once set, should not change • F42 – Include/exclude student: for inclusion in audit • 1 indicates a request for reimbursement • 1 indicates student will be sampled and possibly audited • All students (0 or 1) will be reported to nSPARC • ADN students are Academic students • CIP must be converted to academic code – 513800 • Last two digits (00) is for MCCB audit purposes only

11. UPLOADS • Student Schedule file • One record per student per enrolled class as of drop/add date • Even classes for which you are not requesting reimbursement • Include classes that will generate a W in a transcript • Credit hours must match PE accumulators • Include/exclude flag is to indicate ‘request for reimbursement’ • This file ties all four files together • Can/will generate exceptions from other files • Thus errors here might not necessarily imply a problem here

12. UPLOADS • F6 – Grade: additional grade value • Can be right or left justified • F7 – Include/exclude class: for inclusion in audit • 1 indicates a request for reimbursement • 1 indicates student will be sampled and possibly audited • All classes (0 or 1) will be reported to nSPARC

13. validations • When validating VCC courses • Use the MSVCC Reference table download (Tables & Views) • Might have to request MCCB to add courses to VCC Reference • Download to Excel or just search a particular course • Do this early and avoid later reloads

14. validations • Course file • Use the Course Numbering table download (Tables & Views) • Might have to request MCCB to add course(s) to the table • Do this early and avoid later reloads

15. validations • Credit hours do not match • Your course table has 5 hours while UCN has 6 • Sometimes you will need to have a VCC course in the Course file that has no local students, if it has remote students

16. validations • Student Schedule file • Most difficult file to upload • Ties all files together • Some typical errors • Missing courses in the Course file • Missing students in the Primary Enrollment file

17. validations • File relationships

18. validations • PE credit hour accumulator for VCC

19. validations • PE credit hour accumulators for VCC and Academic Traditional

20. verifications • Secondary Verifications • Over 36 worksheets and growing • Distribute to cross-section of accountable personnel • It shows uploaded data and requested (for reimbursement), MSVCC and multiple demographics • Some seem to have problems with Degree Seeking Status • Too few First-Time/First-Year – will affect cohorts ! • Admissions status • Still see multiple college transcripts, yet student appears as HS grad • Residency • Not the same as the ‘state’ shown in address • Can have a MS address, yet still be Out-of-State

21. verifications • Curriculum • Non-degree should include all high school students, pre-GED career pathway (TAACCCT) students (for now), plus a handful that are taking classes without intentions to graduate • High School • Requests for reports of students by high school have increased • Make sure to use appropriate code for Home School • CIP code for ADN must be reported as 513800 • Curriculum must also be reported as Academic • Seat Enrollment and Credit Hours by Course Curriculum • Based on the curriculum of the course • That is, a Career student taking an Academic class • To help you plan course offerings

22. verifications • VCC Cross Students and Seats • Your VCC students taking courses from other colleges as unduplicated headcount and as student-classes by college • To help you plan VCC offerings • Credit hours requested for reimbursement by course curriculum • Excluded hours • Credit hours for which there is no reimbursement • Most exclusion due to attrition/excessive absences • To help you plan retention strategies • Faculty Major and Delivery • To help you plan faculty strategies • Prior year enrollments • Fall-to-Fall, Summer-to-Summer and Spring-to-Spring

23. verifications • After viewing and reviewing secondary verification(s) • Reach a consensus that data is ready for locking • Confirm Secondary Verification • Schedule Audit visit