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ARE YOU LOSING FTE?

Wayne MadryRosallene Massey

Subject Matter Expert- Continuing Education

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If you always doWhat you have always done

Then you will always getWhat you have always got

If you want somethingThat you never had

Then you need to do somethingThat you have never done

If you always thinkThe way you always thought

Then you will always getWhat you have always got!

AUTHOR UNKNOWN

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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

Excerpt from Audit Services Function:

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Objectives Discuss the College Information System

Advantages Disadvantages

Discuss Data Input Discuss Data Output Are we…

Adjusting? Losing FTE?

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College Information System Its History Its Intention Personal Integrity Personal Attitude

Work System

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

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Data Output What you put into the system---is what you get out

of it!

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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

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“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

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“ARE YOU LOSING FTE”Let’s Begin the ICR Process

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Ensure CEU’s are correct.

Total Hrs X .10 for

Membership0.00 for Contact Hours

Ensure Census Date, if applicable

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Section Offering Information

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SECTION FINANCIAL INFORMATION

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GRADING

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The Mnemonics - CU

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THE MNEMONICS - CE

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XXED CE-Detail Edit ScreenThis 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.

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XXEECE ICR Error Correction Screen

Enter the record ID of the error record to edit, or A to add a new record.

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XXEXDelete CE ICR Record

Record ID Required to delete

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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.

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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

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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

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MANAGERIAL REPORTS

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Status field will generate with “E”

XCLS

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XCES

THIS REPORT GENERATES CLOSE TO ICR OUTPUT

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DEFAULT to “YES” when placed on ICR

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Positive or Negative ImpactsNegative

• 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

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Discussion– “What are the advantages?– “What are the disadvantages?– “Are there tendencies to overlook FTE?

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Adjusting?

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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

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When it seems you don’t know which way

to go—ASK QUESTIONS!!!

Are there any?