Wayne Madry 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 If you always think The way you always thought Then you will always get What 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 … Functions.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”

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

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.

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

XXEX Delete 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: gram_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?