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 AtB test

3. gUIDELINEs P. 13 – Documents in admissions file
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 Missy Saxton

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 will be sent to MCCB
MCCB will execute and 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 Course file No changes
One record per faculty member
Pick main location for those who teach at multiple sites
Course file
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

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 –
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 High School
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
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