Mississippi Administrative Code › Title 9 - Education- Mississippi Community College Board › Part 3 - Programs › Chapter 3 - Enrollment Audits › Rule 9-3-3.1 - Enrollment Audits

Current through June 25, 2024
The e-Audit is a web based application designed to assist
				  the MCCB staff in conducting the enrollment audits as required by law. The
				  e-Audit is based on a prior existing manual procedure and is divided into four
				  phases, (1) Pre-Audit Phase, (2) Upload & Validation Phase, (3) Sample
				  Testing Phase, and (4) Follow-up & Evaluation Phase.
A.
Pre-Audit Phase
The public community and junior college's offer online
				  classes through the Mississippi Virtual Community College (MSVCC). The MSVCC
				  system is maintained and operated through the MCCB. Participating college's
				  offer their online classes through the MSVCC. The Pre-Audit Phase is designed
				  to insure that the course identification (id) for each online course in the
				  MSVCC system matches the course id for the same online course in district's
				  student system. Each district must compare the online course ids. If the ids do
				  not match, the Distance Learning Coordinator must change the id in the MSVCC
				  system to match the id in the student system. Once the district confirms that
				  the id's match, the MSVCC file is uploaded as a reference table in the e-Audit
				  application.
B.
Upload & Validation Phase
There are four files that must be uploaded and validated
				  during this phase. The Primary File consists of individual student records
				  which contain fundamental data about each student enrolled in a given district.
				  The Faculty File consists of individual faculty records which contain
				  fundamental data about each faculty who teach for a given district. The Course
				  File consists of individual course records which contain fundamental data about
				  each course taught in a given district. The Student Schedule File consists of
				  individual student schedule records which contain fundamental data about each
				  course that a given student is enrolled for the term. Each file has its own
				  unique file structure and is validated against a set of predefined criteria. As
				  each district completes its upload and validation, a summary enrollment report
				  is e-mailed to the district to confirm that the summary enrollment report
				  reflects what was uploaded. All discrepancies are resolved prior to the next
				  step. After all district's have uploaded and validated their files, the files
				  are finalized by a MCCB enrollment auditor.
C.
Sample Testing
				Phase
The sample testing phase is divided into three steps. The
				  first step consists of creating initial admissions and attendance samples. The
				  admissions sample consists of 10% of all student's listed in the Primary File;
				  and the attendance sample consists of 20% of all the courses listed in the
				  Course File. Both samples are e-mailed to the appropriate district. The
				  district's are required to confirm that each student in the admissions sample
				  meets the admissions requirements as set by the MCCB; the district's are also
				  required to confirm that each student in each course of the attendance sample
				  meets the attendance requirements as set by the law. Confirmation is required
				  within a 4-day period.
The second step consists of creating a second sample. The
				  second admissions sample is 10% of the first admissions sample and the second
				  attendance sample is 20% of the first attendance sample. Both samples are
				  e-mailed to the appropriate district. The district's are required to copy the
				  required admissions and attendance documents and place them on the File
				  Transfer Protocol (ftp) site assigned to their district. The MCCB audit team
				  will examine the documents on the ftp site to ensure they meet the admissions
				  and attendance requirements as set by the law. Documents must be copied to the
				  ftp site within a 3-day period.
The third and final step of this phase consists of creating a
				  third sample. The third admissions sample is created by a statistical model
				  designed to produce the minimum sample size that is representative of the total
				  population (excluding the sample created in the first admissions sample). The
				  third attendance sample consists of 3% of all courses listed in the course file
				  (excluding the sample created in the first attendance sample). Both samples are
				  e-mailed to the respective district. The district is given 30 45 minutes to
				  secure the required documents for each sample. Once the allotted time has
				  elapsed, an audit team member will connect with the district to examine the
				  admissions and attendance documents via a two-way audio/video camera.
During this phase, any student who does not meet the
				  admissions requirements is marked as an exception and will not be counted in
				  the official enrollment report. If a student does not meet the attendance
				  requirements for a given class, the student's total number of hours enrolled
				  will be reduced by the number of hours assigned to the class for which the
				  student did not meet the attendance requirements. When the sample testing phase
				  has been completed, district's are e-mailed all of admissions and attendance
				  exceptions.
D.
Follow-up and Evaluation Phase
The follow-up and evaluation phase consists of visits to
				  randomly selected district's. The purpose of the visits is to provide technical
				  support, maintain an ongoing personal contact with the campuses, and to conduct
				  additional sample testing. All district's will be visited at least once during
				  the academic year. Seven to eight district's will be visited per semester (fall
				  & spring). Additional visits will be conducted for the summer term. The
				  sample testing will consist of a 30% 50% sample test for both admissions and
				  attendance. The sample test may be expanded based on discovered exceptions. If
				  it is necessary to expand the sample testing, it will be expanded to 100%. In
				  such case, all expenses associated with the expanded testing will be charged to
				  the college. Expenses associated with the expanded testing may include current
				  per diem salary rate of the MCCB personnel conducting the expanded testing plus
				  normal daily travel expenses (lodging, meals, mileage, etc.). All exceptions
				  will be deducted from the audited term.
Miss. Code Ann. §
										37-4-3.