Wayne MadrySubject Matter Expert- Continuing Education

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

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 to ensure that state funds are distributed equitably among the colleges. All program/course set-up, delivery, and documentation are subject to review.  If it is determined that a College's ICR is inconsistent with Community College Laws of North Carolina, the State Board of Community Colleges policies or the North Carolina Community College System Office guidelines, such information is included in the yearly Program Audit Report. The college is then required to reimburse the State …

http://www.nccommunitycolleges.edu/Program_Audit_Services/AuditServicesFunctions.htm

Excerpt from Audit Services Function:

Objectives

Research - ICR Process “Review the entire ICR Process Ensure appropriate “fields” are completed Ensure managerial reports reflects output Ensure Output equals Input (What you put

into the system is what you get out of it!) Discussion - ICR Process

“How many are reporting from CIS?” “How much time is spent on process?” “What can we do to improve the process?”

FTE?

Curriculum and Continuing Education Institutional Class Reporting systems produces full time equivalent (FTE) enrollment data for each institution.

This FTE data form the basis of funding formulas, statistical analysis,

and general curriculum and continuing education class

information needs of the community college system.

Understanding What Must Be Done and Is Going On

Knowledge of NC Administrative Code 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

“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

Let’s Begin the ICR Process

“Are you losing FTE”

Section Offering Information

SECTION FINANCIAL INFORMATION

Grading

The Mnemonics - CU

The Mnemonics - CE

XXED CE-Detail Edit Screen

This is a screen shot of the XXED screen

In order to make corrects to the ICR Report you must use the Record ID assigned by

the system when the report is built.

XXEECE ICR Error Correction Screen

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

XXEXDelete CE ICR Record

Record ID Required to delete

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.

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

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

Status field will generate with “E”

XCLS

XCES

THIS REPORT GENERATES CLOSE TO ICR OUTPUT

DEFAULT to “YES” when placed on ICR

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

Discussion

“How many are reporting from CIS?” “How much time is spent on process?” “What can we do to improve the process “What are the advantages? “What are the disadvantages? “Are there tendencies to overlook

FTE?

Documentation Documentation on Auditing USE “SEARCH” Feature TYPE “ICR” CHOOSE “Audit Function” from page Located on the System Office website:

http://www.nccommunitycolleges.edu/Program_Audit_Services/index.html Click on CIS Documentation – password required (local IT or SO Help Desk)

When it seems you don’t know which way

to go—ASK QUESTIONS!!!

Are there any?