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ARE YOU LOSING FTE?. Wayne Madry Rosallene Massey 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
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ARE YOU LOSING FTE? Wayne Madry Rosallene Massey 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
Excerpt from Audit Services Function: 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
Objectives • Discuss the College Information System • Advantages • Disadvantages • Discuss Data Input • Discuss Data Output • Are we… • Adjusting? • Losing FTE?
College Information System • Its History • Its Intention • Personal Integrity • Personal Attitude • Work • System
Data Input • Input equals output? • Forms and appropriate “fields” are completed • Registration • Statues are Important • Making Corrections • Billing • STAC
Data Output • What you put into the system---is what you get out of it!
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
“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
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.
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
XCLS Status field will generate with “E”
XCES THIS REPORT GENERATES CLOSE TO ICR OUTPUT
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 • “What are the advantages? • “What are the disadvantages? • “Are there tendencies to overlook FTE?
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
When it seems you don’t know which way to go—ASK QUESTIONS!!! Are there any?