DOC ENROLLMENT REPORTING

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DOC ENROLLMENT REPORTING

• June 2004

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Enrollment Reporting Resources

• State Board Policy Manual http//www.sbctc.ctc.edu
  / then go to Resources
• CIS Manuals on SMS on Biographic/Admissions,
  Registration and Course Management and
  website-http//www.cis.ctc.edu/
• CIS Customer Support Help Desk [phone] or
  support_at_cis.ctc.edu

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Process Flow
Course Setup
Student Information
Course coding
Registration
Enrollment reporting
Enrollment reviews
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Course Setup Decisions

• Course requirements
• CIP coding
• Continuous or Sequential
• Method(s) of instruction

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Course Requirements

• Follow local course approval process
• Use SBCTC approved coding
• Follow credit setting rules

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CIP Coding

• Assign detailed code that best fits course
  description
• CIP codes and titles can be found in Table 3 in
  SMS

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Continuous or Sequential

• Continuous enrollment courses are open-entry
  classes permitting students to begin instruction
  at any time during a quarter. Most continuous
  courses must also be coded variable credit.

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Continuous

• What is continuous?
• Open-entry classes permitting students to begin
  instruction at any time during a quarter
• Example- ESL 1 for up to 5 credit class
• Week 1-2 Register student for 5 credits
• Week 3-4 Register student for 4 credits
• Week 5-6 Register student for 3 credits
• Week 7-8 Register student for 2 credits
• Week 9-10 Register student for 1 credits

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Sequential

• Sequential courses are classes where instruction
  begins and ends on specific days within a
  quarter. Enrollments are generally added at the
  beginning of the class.
• Example- ESL 1 for up to 5 credit class
• Week 1-2 Course for 5 credits
• Week 3-4 Course for 4 credits
• Week 5-6 Course for 3 credits
• Week 7-8 Course for 2 credits
• Week 9-10 Course for 1 credits

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Method(s) of Instruction

• Colleges with Department of Corrections contract
  courses must code all of their instruction using
  the 15 to one conversion of hours to credits for
  reporting purposes. This is a ratio negotiated
  in the contract with DOC and has nothing to do
  with the method of instruction used in the
  classroom.

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Course Coding

• Instructional Calendar and Course Dates
• Credit/Credit Equivalent

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Instructional Calendar and Course Dates

• Colleges instructional calendar establishes
  important dates used for enrollment reporting
• Start and end date of class important in
  calculating credit

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Credit/Credit Equivalent

• Credit is recorded on the transcript and is the
  value approved by the college
• Credit equivalent is a value used for reporting
• Based on contact hours of instruction
• College controls how value is calculated

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Student Information

• Student Biographic
• Required data
• Uniformly applied
• Residency
• Do not determine residency for DOC students
• Special code for residency status

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Registration

• Registrar is considered the college official
  responsible for determining, implementing, and
  monitoring the colleges registration procedures,
  and reporting accurate enrollment data.

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Registration

• Date of Registration
• Variable Credit
• Total Credits

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Date of Registration

• Date of registration is the actual day the
  student registers
• Date of registration may be different than date
  of entry into SMS
• Credits varied based upon date of registration

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Variable Credit

• The credit amount for a student is based upon the
  date of registration
• How to vary credit
• Continuous
• Sequential

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Enrollment Reporting

• Colleges are required to develop procedures
  to monitor enrollment activity, and document
  practices
• Census/count date
• What makes a reportable enrollment
• Quarterly reportable enrollment

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Enrollment Census Date

• Census date represents the timeframe within
  which students must register or attend with
  intent to register for a course, in order to
  count for enrollment reporting
• Based-5th instructional day

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What Makes an Enrollment Reportable

• Student is registered before enrollment census
  date
• MIS Finals
• DOC reporting rules
• WABERS vs. DOC

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Quarterly Reportable Enrollment

• Reporting deadlines
• State Board/DOC
• WABERS
• After Finals completed reporting for quarter is
  done
• Student enrollments must be counted and reported
  only for the quarter in which they were
  registered and transcripted

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Enrollment Reviews

• How will the State Board review enrollments
• Data Warehouse
• What happens when issues identified
• Request for more information
• If problem identified the progressive actions
  maybe taken

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Wrap up

• Decision points
• College team
• Written procedures
• Resources

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