1. Hope Opportunity Jobs ARE YOU LOSING FTE? Wayne Madry Rosallene Massey Subject Matter Expert- Continuing Education

2. Hope Opportunity Jobs 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

3. Hope Opportunity Jobs 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/AuditServicesF unctions.htm Excerpt from Audit Services Function:

4. Hope Opportunity Jobs Objectives  Discuss the College Information System  Advantages  Disadvantages  Discuss Data Input  Discuss Data Output  Are we…  Adjusting?  Losing FTE?

5. Hope Opportunity Jobs College Information System  Its History  Its Intention  Personal Integrity  Personal Attitude  Work  System

6. Hope Opportunity Jobs Data Input – Input equals output? – Forms and appropriate “fields” are completed – Registration Statues are Important Making Corrections Billing STAC

7. Hope Opportunity Jobs Data Output  What you put into the system---is what you get out of it!

8. Hope Opportunity Jobs 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

9. Hope Opportunity Jobs “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

10. Hope Opportunity Jobs “ARE YOU LOSING FTE” Let’s Begin the ICR Process

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

12. Hope Opportunity Jobs Section Offering Information

13. Hope Opportunity Jobs SECTION FINANCIAL INFORMATION

14. Hope Opportunity Jobs GRADING

15. Hope Opportunity Jobs The Mnemonics - CU

16. Hope Opportunity Jobs THE MNEMONICS - CE

17. Hope Opportunity Jobs XXED CE-Detail Edit Screen This 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.

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

19. Hope Opportunity Jobs XXEX Delete CE ICR Record Record ID Required to delete

20. Hope Opportunity Jobs 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.

21. Hope Opportunity Jobs 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

22. Hope Opportunity Jobs 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

23. Hope Opportunity Jobs MANAGERIAL REPORTS

24. Hope Opportunity Jobs Status field will generate with “E” XCLS

25. Hope Opportunity Jobs XCES THIS REPORT GENERATES CLOSE TO ICR OUTPUT

26. Hope Opportunity Jobs DEFAULT to “YES” when placed on ICR

27. Hope Opportunity Jobs 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

28. Hope Opportunity Jobs Discussion – “What are the advantages? – “What are the disadvantages? – “Are there tendencies to overlook FTE?

29. Hope Opportunity Jobs Adjusting?

30. Hope Opportunity Jobs Documentation  Located on the System Office website: http://www.nccommunitycolleges.edu/Progr am_Audit_Services/index.html  Click on Administrative Resources  CHOOSE “Audit Services” from page

31. Hope Opportunity Jobs When it seems you don’t know which way to go — ASK QUESTIONS!!! Are there any?