2025-26 Audit and Reporting Guidelines Format Final- Harsha

Mississippi Community College Board

Enrollment Audit and Reporting Guidelines

June 2023

Prepared by: Mississippi Community College Board 2026

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Office of Institutional Research & Effectiveness Division of Accountability 3825 Ridgewood Road Jackson, MS Mississippi 39211 Phone: (601) 432- 6219 6503 Website: http://www.mccb.edu

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2023-2024 Reporting 2025-202 1 6 R,eportjng Calendars - 1

Enrollment Audit and Reporting Guidelines - 2

Definition of Terms and Acronyms - 3

File Upload Process and Field Specifications - 4

State, Territory, and MS County Codes - 5

Classification of Instructional Programs (CIP) Codes - 6

Mississippi High Hi·gh School ACT Codes - 7

District and Site Sit,e Codes - 8

Transfer Institution lnsUtuti on FICE Codes - 9

MS HS Graduation Requirements - 10

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Residency Statutes and Opinions - 11

Recent Legislation - 12

Dual Enrollment/Dual Credit Eligibility - 13

Off-Campus Sites Policy - 14

Guidance on Diploma Mills - 15

Other Reference Tables - 16

Frequently Asked Questions - 17

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TABLE OF CONTENTS

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Residency Statutes and Opinions - 11

Recent Legislation - 12

Dual Enrollment I Dual Credit Eligibility - ·13

Off-Campus Sites Policy - 14

Guidance on Dipl1oma Mills - 15

Frequently Asked Questions - 16

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TABLE OF CONTENTS

2025-262023-24 REPORTING CALENDARS ................................................................................. I OVERVIEW................................................................................................................................... 1 OVERVIEW...................................................................................................................................... 1 AGENCY LEGSLATIVELEGISLATIVE AUTHORITY AND DUTIES ...................................... 2 ACKNOWLEDGEMENTS............................................................................................................ 4 Original Contributors................................................................................................................. 4 2023-2024 Audit Advisory Committee ..................................................................................... 5 GUIDELINES FOR COLLEGES .................................................................................................. 6 WHAT TO EXPECT DURING AN ENROLLMENT AUDIT ..................................................... 7 When will the audit occur? ........................................................................................................ 7 What will the audit team require the day of the audit visit? ...................................................... 8 What admission and attendance documents will the enrollment audit team inspect?................ 8 How will I know which admissions files to pull for my audit sample? ...................................10 Who will need to assist the audit team and for how long? ......................................................10 What happens next?.................................................................................................................11 GUIDELINES FOR AUDITORS ................................................................................................12 ADMISSIONS..............................................................................................................................13 State Board Policy 8.2 .............................................................................................................13 What documents do I look for in an admissions file? ..............................................................14 Can a diploma substitute for an official transcript? .................................................................15 What about High School Equivalency (HSE) transcripts?.......................................................15 How to extract from Diploma Sender? ....................................................................................15 What type of transcript should a home-schooled student present? ..........................................16 What about International Students? .........................................................................................16 What about students without a High School diploma or High School Equivalency (HSE)?...16 ACKNOWLEDGEMENTS............................................................................................................... 4 2025-2026 Audit Advisory Committee ........................................................................................ 4 GUIDELINES FOR COLLEGES ..................................................................................................... 5 WHAT TO EXPECT DURING AN ENROLLMENT AUDIT ........................................................ 6 When will the audit occur ............................................................................................................ 6 Audit team requirements .............................................................................................................. 7 Admission and attendance document requirements ..................................................................... 8 Admissions files for audit sample .............................................................................................. 10 WHO GETS REPORTED FOR FUNDING?................................................................................. 7 WHO GETS REPORTED FOR FUNDING?.................................................................................... 6

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Who will need to assist the audit team and for how long........................................................... 10 Next steps ................................................................................................................................... 11 GUIDELINES FOR AUDITORS ................................................................................................... 12 ADMISSIONS................................................................................................................................. 13 State Board Policy 8.2 ................................................................................................................ 13 Admissions file required documents .......................................................................................... 13 Can a diploma substitute for an official transcript ..................................................................... 15 What about High School Equivalency (HSE) transcripts........................................................... 15 How to verify diplomas in Diploma Sender............................................................................... 15 What type of transcript should a home-schooled student present .............................................. 15 What about International Students ............................................................................................. 16 What about students without a High School diploma or High School Equivalency (HSE) ...... 16 What if there is missing documentation in a student’s admission file or on an attendance roster? 17.. 16 What about MI-BEST students? ..............................................................................................17 What about MI-BEST students .................................................................................................. 16 MIBEST Flowchart Diagram ..................................................................................................1817 RESIDENCY................................................................................................................................19 General Residency Determination ...........................................................................................19 In or Out State Resident - Clarification ...................................................................................19 Residency of Minors - Clarification ........................................................................................19 Residency Exceptions ..............................................................................................................19 Residency DecisionsRESIDENCY ................................................................................................. 18 General Residency Determination.............................................................................................. 18 In or Out State Resident - Clarification ...................................................................................... 18 Residency of Minors - Clarification ........................................................................................... 18 Residency Exceptions................................................................................................................. 18 List Of Approved Residency Documents................................................................................... 20 Residency Decision Trees, Flowchart Diagrams, Notes and Allowances...............................2221 Immigrants, permanent residents or green card holders ..........................................................31 Non-immigrant Visa Holders...................................................................................................31 Undocumented Aliens .............................................................................................................31 List Of Approved Residency Documents ................................................................................31 ATTENDANCE ...........................................................................................................................33 Concepts ..................................................................................................................................33 Method.....................................................................................................................................33 Student Schedule File – Related Fields ...................................................................................34 Course File – Related Fields....................................................................................................34

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Maximum Number Of Absences Allowed Chart.....................................................................35 To Include or Exclude A Student From A Class......................................................................36 Attendance Flowchart ..............................................................................................................36 Immigrants, permanent residents or green card holders............................................................. 30 Non-immigrant Visa Holders ..................................................................................................... 30 Undocumented Aliens ................................................................................................................ 30 ATTENDANCE .............................................................................................................................. 31 Concepts ..................................................................................................................................... 31 Method........................................................................................................................................ 31 Student Schedule File – Related Fields ...................................................................................... 32 Course File – Related Fields ...................................................................................................... 32 Maximum Number Of Absences Allowed Chart ....................................................................... 33 To Include or Exclude A Student From A Class ........................................................................ 33 Attendance Flowchart................................................................................................................. 34 Attendance Flowchart Diagram.................................................................................................. 3735 What about a student who registers a few days late, are the missed classes counted as absences? 38 Online and MSVCC Attendance..............................................................................................38 What about reinstatements? .....................................................................................................38 What about a student who registers a few days late, are the missed classes counted as absences? .................................................................................................................................... 36 Online and MSVCC Attendance ................................................................................................ 36 What about reinstatements?........................................................................................................ 36 What if there is missing documentation in a student’s admission file or on an attendance roster? 38 36 SPECIAL INSTRUCTIONS FOR LEAD AUDITORS...............................................................39 Notes for auditors ....................................................................................................................39 The day of the audit .................................................................................................................39 At the conclusion of the audit ..................................................................................................40 Within 14 working days of the close of the audit ....................................................................40 DEFINITIONS OF TERMS & ACRONYMS .............................................................................41 DEFINITIONS OF TERMS & ACRONYMS ........................................................................... 37 FILE UPLOAD PROCESS AND FILE SPECIFICATIONS .................................................... 4745 FILE UPLOAD PROCESS ........................................................................................................ 4745 TERM FILES ............................................................................................................................. 4947 ANNUAL FILE.......................................................................................................................... 5150 VALIDATIONS ......................................................................................................................... 5251

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Primary Enrollment File Structure ............................................................................................. 5352 Course File Structure.................................................................................................................. 6968 Faculty File Structure ................................................................................................................. 7473 Student Schedule File Structure ................................................................................................. 7775 Graduate File Structure............................................................................................................... 8179 US STATE AND TERRITORY CODES ................................................................................... 8583 MISSISSIPPI COUNTY CODES .............................................................................................. 8684 ACADEMIC CIP CODES AND PATHWAYS......................................................................... 8785 CAREER-TECHNICAL APPROVED CIP CODES AND MIBEST PROGRAMS............... 104102 MISSISSIPPI HIGH SCHOOL ACT CODES......................................................................... 148144 DISTRICT AND SITE CODES............................................................................................... 168162 TRANSFER INSTITUTION FICE CODES............................................................................ 182174 MS TRADITIONAL DIPLOMAWITH ENDORSEMENT OPTIONS ................................... 183 MS TRADITIONAL DIPLOMA WITH ENDORSEMENT OPTIONS................................. 175 RESIDENCY STATUTES AND OPINIONS .......................................................................... 187176 Attorney General Opinion Stonecypher 2007........................................................................ 194 Attorney General Opinion Evans 2007.................................................................................. 198 McKinney-Vento Sample Letter............................................................................................ 200 Attorney General Opinion Stonecypher 2007 ...........................................................................183 Attorney General Opinion Evans 2007 .....................................................................................187 McKinney-Vento Sample Letter................................................................................................189 2015 Federal Dear Colleague Letter in Reference to Homeless Youth ..............................201190 Attorney General Opinion Mayfield 2020 ............................................................................. 207 Attorney General Opinion Mayfield 2020 ................................................................................196 MS Department of Corrections Verification Letter .............................................................208197 RECENT LEGISLATION.......................................................................................................... 209 FY 20242026 Appropriations Senate Bill 3010 ................................................................2092011 198 2015 Federal Dear Colleague Letter in Reference to Ability to Benefit .............................223199 US Department of Education Ability to Benefit MCCB Authorization Letter ...................229205 2011 Dual Enrollment/Dual Credit Senate Bill 2869 ............................................................ 231 2011 Dual Enrollment/Dual Credit Senate Bill 2869................................................................207 DUAL ENROLLMENT/DUAL CREDIT ELIGIBILITY..................................................235211 OFF-CAMPUS SITE POLICY 8.5 .....................................................................................236212 GUIDANCE ON DIPLOMA MILLS ............................ 241GUIDANCE ON DIPLOMA MILLS 218 Making Unaccompanied Homeless Youth Determination form ...................................... 205Form 194

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OTHER REFERENCE TABLES ............................................................................................... 246 FREQUENTLY ASKED QUESTIONS..................................................................................... 250

FREQUENTLY ASKED QUESTIONS....................................................................................224

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2023-2024 AUDIT AND REPORTING CALENDAR

This EXCLUDES all MSVCC Activities

2025-2026 AUDIT AND REPORTING CALENDAR This EXCLUDES all MSVCC Activities

Summer 2025

Summer 2023

Dates

Dates

Activity

Summer 2023 2025 Regular Term First Day of Classes

05/30/ 23 Tue 25 Fri

Summer 2023 2025 eARS Data Upload Window Opens

07/09/ 23 Fri 25 Wed

07/28/ 23 Fri 25 Mon

Summer 2023 2025 Regular Term Last Day of Classes

07/28/ 23 Fri 25 Mon

Summer 2023 2025 Audit Visits Begin

Summer 2023 2025 eARS Data Upload Window Closes

08/18/ 23 Fri 25 Mon

Summer 2023 2025 Audit Visits Finish

09/08/ 23 Fri 25 Mon

Fall 20232025

Dates

Dates

Activity

08/14/ 23 Mon 25 Thu

Fall 2023 2025 Regular Term First Day of Classes

Fall 2023 2025 Preliminary Enrollment (based on 10th Day of Regular Term classes) due to MCCB

08/28/ 23 Mon 25 Thu

11/06/ 23 Mon 25 Thu

Fall 2023 2025 eARS Data Upload Window Opens

Fall 2023 2025 Regular Term Last Day of Classes

12/08/ 23 Fri 25 Mon

Fall 2023 2025 Audit Visits Begin

12/11/ 23 Mon 25 Thu

01/15/ 24 Mon 26 Thu

Fall 2024 2026 eARS Data Upload Window Closes

Fall 2024 2026 Audit Visits Finish

02/05/ 24 Mon 26 Thu

Spring 2026

Spring 2024

Dates

Dates

Activity

01/08/ 24 Mon 26 Thu 01/22/ 24 Mon 26 Thu

Spring 2024 2026 Regular Term First Day of Classes

Spring 2024 2026 Preliminary Enrollment (based on 10th Day of Regular Term classes) due to MCCB

Spring 2024 2026 eARS Data Upload Window Opens

04/01/ 24 Mon 26 Wed

Spring 2024 2026 Regular Term Last Day of Classes

05/ 03/24 Fri 04/26 Mon

05/ 06/24 Mon 07/26 Thu 06/12/ 24 Mon 26 Fri

Spring 2024 2026 Audit Visits Begin

Spring 2024 2026 eARS Data Upload Window Closes

Spring 2024 2026 Audit Visits Finish

07/01/ 24 Mon 26 Wed

20242026 Activity (Proposed)

Dates*

Dates* AY 2024

Activity Statewide Meeting similar to Summer Data/CFTTC Conference, TBD

AY 2024 2026(March 4 & 5)

Statewide Meeting similar to Summer Data /CFTTC Conference , TBD / CFTTC, Beau Rivage Resort -Biloxi, Mississippi

Tab 01 – Reporting Calendars

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Updated 10/01/2023

Audit Advisory Committee Spring Meeting (10-2)

05/ 18/24 Thu 27/26 Mon

Summer 2024 2026 Regular Term First Day of Classes

05/28/ 24 Mon 26 Thu

07/27/26 /24 Fri Mon

Summer 2024 2026 Regular Term Last Day of Classes

Audit Advisory Committee Fall Meeting (10-2)

09/ 19/24 17/26 Thu

Tab 01 – Reporting Calendars

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Updated 10/01/2023

2023-24 MSVCC COMPREHENSIVE CALENDAR

2025-2026 MSVCC COMPREHENSIVE CALENDAR

Summer 2025

Activity

Summer 2023 Activity Semester Dates

Early Registration Begins

04/ 04/23 01/20 25

Part of summer registrationr registration and summer FA reporting MAY03 2023 2025

JUN08- 23 25 JUN04- 23

JUL04

JUL04-25

23 25

5/ 8/2023 12/2 025 5/ 8/2023 12/2 025 5/ 12/2023 16/ 2025 5/ 13/2023 18/ 2025 5/ 14/2023 19/ 2025 5/ 17/2023 22/ 2025 5/ 19/2023 23/ 2025 5/ 24/2023 29/ 2025 5/ 26/2023 30/ 2025 5/ 26/2023 30/ 2025 5/29/2023 6/ 2/2025 ~

5/30/2023 6 /2/2025 5/31/2023 6 /3/2025 6/ 7/2023 11/ 2025 6/ 15/2023 20 /2025 6/ 16/2023 21 /2025 6/ 26/2023 30 /2025 6/ 26/2023 30 /2025 7/ 7/2023 11/ 2025 7/ 14/2023 18 /2025 7/ 21/2023 25 /2025 7/ 21/2023 25 /2025 7/ 24/2023 28 /2025

5/30/2023 6/2/2025

6/ 26/2023 30/2025

Classes Begin/Add-Drop Begins

5/30/2023 6/2/2025

6/ 26/2023 30/2025

Add-Drop Ends

6/ 2/2023 6/2025

6/30/2023 7/4/202 5 7/ 4/2023 9/2025

No shows due to other schools

6/ 6/2023 11/2025

Census Date

6/ 7/2023 12/2025

7/ 5/2023 10/2025

Audit Rosters Open

6/ 11/2023 16/2025

7/ 9/2023 14/2025

ET Surveys on

~

~

Mid-Term Grades Due

Last Day to Withdraw (Different from ET…adjusted here to fall on a Friday)

6/ 16/2023 20/2025

7/ 14/2023 18/2025

6/ 20/2023 25/2025

7/ 18/2023 23/2025

ET Surveys off

6/ 23/2023 27/2025

7/ 21/2023 25/2025

Audit Rosters Close

6/ 23/2023 27/2025

7/ 21/2023 25/2025

Last Day of Classes

6/ 26/2023 30/2025

7/ 24/2023 28/2025

Final Grades Due

Tab 01 – Reporting Calendars

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Updated 10/01/2023

Fall 2023 2025

Activity

Semester Dates

Early Registration Begins

04/ 03/23 01/2025

AUG15- 2023 2025

AUG08- 2023 2025

OCT08- 2023 2025

AUG04- 2023 2025

SEPT04- 2023 2025

OCT04- 2023 2025

NOV04- 2023 2025

Classes Begin/Add-Drop Begins

8/ 21/2023 25/ 2025 8/ 22/2023 26/ 2025

8/ 21/2023 25 /2025 8/ 22/2023 26 /2025 8/30/2023 9/3 /2025 9/ 8/2023 12/ 2025 9/ 9/2023 13/ 2025 9/ 19/2023 23 /2025 9/ 18/2023 22 /2025 9/29/2023 10/ 3/2025 10/ 7/2023 11 /2025 10/ 13/2023 1 7/2025 10/ 13/2023 1 7/2025

10/ 16/2023 20 /2025 10/ 17/2023 21 /2025 10/ 25/2023 29 /2025 11/ 3/2023 7/2 025 11/ 4/2023 8/2 025 11/ 14/2023 18 /2025 11/ 13/2023 17 /2025 11/ 24/2023 28 /2025 12/ 2/2023 6/2 025 12/ 8/2023 12/ 2025 12/ 8/2023 12/ 2025

8/ 21/2023 25/ 2025 8/ 21/2023 25/ 2025 8/ 25/2023 29/ 2025 8/30/2023 9/3 /2025 8/31/2023 9/4 /2025 9/ 4/2023 8/20 25 9/ 8/2023 12/2 025 9/ 13/2023 16/ 2025 9/ 15/2023 19/ 2025 9/ 15/2023 19/ 2025 ~

9/ 18/2023 22/ 2025 9/ 18/2023 22/ 2025 9/ 22/2023 26/ 2025 9/27/2023 10/1 /2025 9/28/2023 10/2 /2025 10/ 2/2023 6/2 025 10/ 6/2023 10/ 2025 10/ 11/2023 14 /2025 10/ 13/2023 17 /2025 10/ 13/2023 17 /2025 ~

10/ 16/2023 20/2 025 10/ 16/2023 20/2 025 10/ 20/2023 24/2 025 10/ 25/2023 29/2 025 10/ 26/2023 30/2 025 10/30/2023 11/3 /2025 11/ 3/2023 7/202 5 11/ 8/2023 11/20 25 11/ 10/2023 14/2 025 11/ 10/2023 14/2 025 ~

11/ 13/2023 17/ 2025 11/ 13/2023 17/ 2025 11/ 17/2023 21/ 2025 11/ 22/2023 26/ 2025 11/ 23/2023 27/ 2025 11/27/2023 12/1 /2025 12/ 1/2023 5/20 25 12/ 6/2023 9/20 25 12/ 8/2023 12/2 025 12/ 8/2023 12/2 025 12/ 11/2023 15/ 2025 ~

Add-Drop Ends

No shows due to other schools 9/ 6/2023 10/2 025

9/ 24/2023 28/ 2025 9/ 25/2023 29/ 2025 10/ 15/2023 1 9/2025 10/ 16/2023 2 0/2025 11/ 3/2023 7/2 025 11/ 19/2023 2 2/2025 12/ 1/2023 5/2 025 12/ 1/2023 5/2 025

Census Date

Audit Rosters Open

ET Surveys on

Mid-Term Grades Due

Last Day to Withdraw (Different from ET…adjusted here to fall on a Friday)

ET Surveys off

Audit Rosters Close

Last Day of Classes

Final Grades Due

12/ 4/2023 8/2 025

10/ 16/2023 2 0/2025

12/ 11/2023 15 /2025

9/ 18/2023 22/ 2025

10/ 16/2023 20 /2025

11/ 13/2023 17/2 025

Tab 01 – Reporting Calendars

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Updated 10/01/2023

Spring 2024 2026

Activity

Semester Dates

Early Registration Begins

10/31/2023 11/04/2025

DEC03 2023 2025

JAN15 2024 2026

JAN08 2024 2026

MAR08 2024 2026

JAN04 2024 2026

FEB04 2024 2026

MAR04 2024 2026

APR04 2024 2026

Classes Begin/Add-Drop Begins

12/ 18/2023 16/ 2025

1/ 16/2024 20/ 2026

1/ 16/2024 20/ 2026

3/ 11/2024 16/ 2026

1/ 16/2024 20/2 026

2/ 12/2024 16/2 026

3/ 11/2024 16/2 026

4/ 8/2024 13/20 26

Add-Drop Ends

12/ 18/2023 16/ 2025

1/ 17/2024 21/ 2026

1/ 17/2024 21/ 2026

3/ 12/2024 17/ 2026

1/ 16/2024 20/2 026

2/ 12/2024 16/2 026

3/ 11/2024 16/2 026

4/ 8/2024 13/20 26

No shows due to other schools

12/ 22/2023 20/ 2025

2/ 1/2024 4/20 26

1/ 25/2024 28/ 2026

3/ 20/2024 25/ 2026

1/ 20/2024 23/2 026

2/ 16/2024 20/2 026

3/ 15/2024 20/2 026

4/ 12/2024 17/2 026

Census Date

12/ 24/2023 22/ 2025

2/ 19/2024 23/ 2026

2/ 3/2024 7/2 026

4/3/ 29/2024 2 026

1/ 24/2024 28/2 026

2/ 21/2024 25/2 026

3/ 20/2024 25/2 026

4/ 17/2024 22/2 026

Audit Rosters Open

12/ 25/2023 23/ 2025

2/ 20/2024 24/ 2026

2/ 4/2024 8/2 026

3/30/2024 4/4/ 2026

1/ 25/2024 29/2 026

2/ 22/2024 26/2 026

3/ 21/2024 26/2 026

4/ 18/2024 23/2 026

ET Surveys on

12/ 28/2023 26/ 2025

3/ 10/2024 15/ 2026

2/ 13/2024 17/ 2026

4/ 9/2024 14/2 026

1/29/2024 2/2/2 026

3/2/ 26/2024 20 26

3/ 25/2024 30/2 026

4/ 22/2024 27/2 026

Mid-Term Grades Due

~

3/ 11/2024 16/ 2026

2/ 12/2024 16/ 2026

4/ 8/2024 13/2 026

~

~

~

~

Last Day to Withdraw (Different from ET…adjusted here to fall on a Friday)

12/ 29/2023 27/ 2025

4/3/ 29/2024 2 026

2/ 23/2024 27/ 2026

4/ 19/2024 24/ 2026

2/ 2/2024 6/202 6

3/ 1/2024 6/202 6

4/3/ 29/2024 20 26

4/26/2024 5/1/2 026

ET Surveys off

1/ 4/2024 1/202 6

4/ 14/2024 18/ 2026

3/ 2/2024 7/2 026

4/27/2024 5/2/ 2026

2/ 7/2024 10/20 26

3/ 6/2024 10/20 26

4/ 3/2024 7/202 6

5/ 1/2024 5/202 6

Audit Rosters Close

1/ 5/2024 3/202 6

4/26/2024 5/1/ 2026

3/ 8/2024 13/ 2026

5/ 3/2024 8/20 26

2/ 9/2024 13/20 26

3/ 8/2024 13/20 26

4/ 5/2024 10/20 26

5/ 3/2024 8/202 6

Last Day of Classes

1/ 5/2024 3/202 6

4/26/2024 5/1/ 2026

3/ 8/2024 13/ 2026

5/ 3/2024 8/20 26

2/ 9/2024 13/20 26

3/ 8/2024 13/20 26

4/ 5/2024 10/20 26

5/ 3/2024 8/202 6

Final Grades Due

1/ 8/2024 6/202 6

5/4/ 29/2024 2 026

3/ 11/2024 16/ 2026

5/ 6/2024 11/2 026

2/ 12/2024 16/2 026

3/ 11/2024 16/2 026

4/ 8/2024 13/20 26

5/ 6/2024 11/20 26

Tab 01 – Reporting Calendars

i v

Updated 10/01/2023

OVERVIEW

OVERVIEW

The Mississippi Community College Board (MCCB) sets forth the guidelines in this manual to assist with admission and enrollment verification functions at the campuses of Mississippi’s fifteen public two year colleges, as well as at the State Board offices. The enrollment audit is a fairly rigorous and intense process, requiring adequate preparation by the colleges and the MCCB staff. This manual seeks to provide all parties with the necessary information needed in preparation for the audit, so that the audit process may be conducted in a manner that is professional and non-threatening, as well as, fair and equitable to all fifteen institutions. The guidelines in this manual will be revisited annually to ensure continued compliance with all applicable state and federal laws and to provide all parties clear guidance with regard to policy and practice. Each year the annualAnnual updates to the manual will be highlighted in yellow. Beginning with the 2020 edition, any mid-year revisions will be highlighted in green. Standard updates to the annual state legislative appropriation’s bills, annual or mid -year Audit Advisory committee membership changes, and the annual refreshes to the reference tables of this manual will not be highlighted each year.

Tab 02 – Enrollment Audit and Reporting Guidelines

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Updated 10/01/2023

37-4-3 State Board for Community and Junior Colleges

37-4-3 STATE BOARD FOR COMMUNITY AND JUNIOR COLLEGES

TITLE 37 - EDUCATION Chapter 4 - State Board for – Mississippi Community and Junior Colleges College Board.

§ 37-4-3. Establishment of board; composition; qualifications, appointment, terms of office and compensation of members; officers; director of state system of public junior and community colleges; general powers and duties of board.

(1) From and after July 1, 1986, there shall be a State Board for Community and Junior Colleges which shall receive and distribute funds appropriated by the Legislature for the use of the public community and junior colleges and funds from federal and other sources that are transmitted through the state governmental organization for use by said colleges. This board shall provide general coordination of the public community and junior colleges, assemble reports and such other duties as may be prescribed by law. (2) The board shall consist of ten (10) members of which none shall be an elected official and none shall be engaged in the educational profession. The Governor shall appoint two (2) members from the First Mississippi Congressional District, one (1) who shall serve an initial term of two (2) years and one (1) who shall serve an initial term of five (5) years; two ( 2) members from the Second Mississippi Congressional District, one (1) who shall serve an initial term of five (5) years and one (1) who shall serve an initial term of three (3) years; and two (2) members from the Third Mississippi Congressional District, one (1) who shall serve an initial term of four (4) years and one (1) who shall serve an initial term of two (2) years; two (2) members from the Fourth Mississippi Congressional District, one (1) who shall serve an initial term of three (3) years and one (1) who shall serve an initial term of four (4) years; and two (2) members from the Fifth Mississippi Congressional District, one (1) who shall serve an initial term of five (5) years and one (1) who shall serve an initial term of two (2) years. All subsequent appointments shall be for a term of six (6) years and continue until their successors are appointed and qualify. An appointment to fill a vacancy which arises for reasons other than by expiration of a term of office shall be for the unexpired term only. No two (2) appointees shall reside in the same junior college district. All members shall be appointed with the advice and consent of the Senate. (3) There shall be a chairman and vice chairman of the board, elected by and from the membership of the board; and the chairman shall be the presiding officer of the board. The board shall adopt rules and regulations governing times and places for meetings and governing the manner of conducting its business. (4) The members of the board shall receive no annual salary , but shall receive per diem compensation as authorized by Section 25-3-69, Mississippi Code of 1972, for each day devoted to the discharge of official board duties and shall be entitled to reimbursement for all actual and necessary expenses incurred in the discharge of their duties, including mileage as authorized by Section 25-3-41, Mississippi Code of 1972. (5) The board shall name a director for the state system of public junior and community colleges, who shall serve at the pleasure of the board. Such director shall be the chief executive officer of the board, give direction to the board staff, carry out the policies set forth by the board, and work with the presidents of the several community and junior colleges to assist them in carrying out the mandates of the several boards of trustees and in functioning within the state system and policies established by the State Board

Tab 02 – Enrollment Audit and Reporting Guidelines

5

Updated 10/01/2023

for Community and Junior Colleges. The State Board for Community and Junior Colleges shall set the salary of the Director of the State System of Community and Junior Colleges. The Legislature shall

Tab 02 – Enrollment Audit and Reporting Guidelines

5

Updated 10/01/2023

(5) provide adequate funds for the State Board for Community and Junior Colleges, its activities and its staff.

(6) The powers and duties of the State Board for Community and Junior Colleges shall be:

(a) To authorize disbursements of state appropriated funds to community and junior colleges through orders in the minutes of the board.

(b) To make studies of the needs of the state as they relate to the mission of the community and junior colleges.

(c) To approve new, changes to and deletions of vocational and technical programs to the various colleges.

Tab 02 – Enrollment Audit and Reporting Guidelines

5

Updated 10/01/2023

(d) To require community and junior colleges to supply such information as the board may request and compile, publish and make available such reports based thereon as the board may deem advisable.

(e) To approve proposed new attendance centers (campus locations) as the local boards of trustees should determine to be in the best interest of the district. Provided, however, that no new community/junior college branch campus shall be approved without an authorizing act of the Legislature. (f) To serve as the state approving agency for federal funds for proposed contracts to borrow money for the purpose of acquiring land, erecting, repairing, etc. dormitories, dwellings or apartments for students and/or faculty, such loans to be paid from revenue produced by such facilities as requested by local boards of trustees.

(g) To approve applications from community and junior colleges for state funds for vocational technical education facilities.

(h) To approve any university branch campus offering lower undergraduate level courses for credit.

(i) To appoint members to the Post-Secondary Educational Assistance Board.

(j) To appoint members to the Authority for Educational Television.

(k) To contract with other boards, commissions, governmental entities, foundations, corporations or individuals for programs, services, grants and awards when such are needed for the operation and development of the state public community and junior college system.

(l) To fix standards for community and junior colleges to qualify for appropriations, and qualifications for community and junior college teachers.

(m) To have sign-off approval on the State Plan for Vocational Education which is developed in cooperation with appropriate units of the State Department of Education.

(n) To approve or disapprove of any proposed inclusion within municipal corporate limits of state owned buildings and grounds of any community college or junior college and to approve or disapprove of land use development, zoning requirements, building codes and delivery of governmental services applicable to state-owned buildings and grounds of any community college or junior college. Any agreement by a local board of trustees of a community college or junior college to annexation of state owned property or other conditions described in this paragraph shall be void unless approved by the board and by the board of supervisors of the county in which the state-owned property is located.

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ACKNOWLEDGEMENTS

The MCCB thanks the following individuals who contributed to the development of these Enrollment Audit Guidelines:

O RIGINAL C ONTRIBUTORS

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Wanda Holmes Director of Admissions & Records/Registrar Coahoma Community College Gwen McCalip Director of Admissions and Records Copiah-Lincoln Community College Faye Morgan Director of Admissions/Registrar East Mississippi Community College Ginger Turner Robbins District Registrar/Director of Admissions and Records Hinds Community College

Don Burnham Director of Admissions and Registrar Holmes Community College

Ashley Hill Director of Women's Housing Jones County Junior College

Jennifer Powell Dean of E-Learning Jones County Junior College

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Buffy Matthews, E-Learning Coordinator Mississippi Gulf Coast Community College

Lynn Tincher-Ladner Director of Institutional Research

Mississippi Gulf Coast Community College

Holly Melvin E-Learning Coordinator Northeast Mississippi Community College

Lynn Gibson Registrar Northeast Mississippi Community College

Phyllis Johnson Director of E-Learning

Northwest Mississippi Community College

ACKNOWLEDGEMENTS

2025-2026 AUDIT ADVISORY COMMITTEE

Dr. Alicia Shows Vice President for Academic Affairs Southwest Mississippi Community College

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2023-2024 A UDIT A DVISORY C OMMITTEE

Dr. Angela Dortch District Director of Admissions & Records/ Registrar Northwest Mississippi Community College

Nekedra Blockett Director of Admissions Coahoma Community College

Bethany Miller

Mandy Hurtt Executive Director of Recruiting and Admissions Meridian Community College Jordan Stephens Director of Admissions, Wesson Campus Copiah-Lincoln Community College

James Gary Dean of Enrollment Management MS Delta Community College

Patrick Lovette Director of Admissions &

Records East Central Community College

Mollie Barger Director of Admissions, Perkinston Campus Mississippi Gulf Coast Community College Danielle Hopson Director of Admissions East Mississippi Community College

Chassie Kelly Danielle Hopson

Director of Admissions East Mississippi Community College

Director of EnrollmentDr. Stephanie Hudson

Associate Vice President of Student Services/Registrar/VA Cert Official Northeast Mississippi Community College

Dr. Kellie Jones Registrar Hinds Community College

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Madison Cummins Director of Admissions and Records Holmes Community College

Deborah Oldham

Director of Admissions/Registrar Meridian Community College James Gary

Dalton Spiers Director of Admissions and Records Pearl River Community College

Dean of Enrollment Management MS Delta Community College Mollie Barger

Director of Admissions, Perkinston Mississippi Gulf Coast Community College Chassie Kelly

Rachel Steele Director of Admissions and

Registrar I tawamba Community College

Director of Enrollment Services/Registrar/VA Cert Official Northeast Mississippi Community College Angela Dortch District Director of Admissions & Records/ Registrar Northwest Mississippi Community College

Kacie Birdsong Registrar Jones College

Tonia L. Seal Director of Admissions and Records Pearl River Community College Dr. Kimberly Henning Vice President of Admissions/Registrar Southwest Mississippi Community College

Kacie Birdsong RegistrarMatthew Calhoun

Southwest Mississippi Community Jones College

Jennifer M. Gibbs CIRE Representative Hinds Community College

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G UIDELINES FOR C OLLEGES

WHO GETS REPORTED FOR FUNDING?

GUIDELINES FOR COLLEGES

WHO GETS REPORTED FOR FUNDING?

Each year the legislature passes a Community and Junior College Appropriation bill, which establishes very specifically which students may be counted for the purposes of state reimbursement. The language in this bill is standard and does not typically change from year to year. FY24’sFY26’s appropriation bill is SB 3010,????, which reads: “Academic, Technical, Career, Associate Degree Nursing and 35 Associate Degree Allied Health funds shall be disbursed on the basis of prior year full-time equivalency (FTE) of hours generated during the summer, fall and spring semesters for each public community and junior college student actually enrolled and in attendance the last day of the sixth week of each semester, or its equivalent, counting only students who reside within the State of Mississippi. However, associate degree nursing students who reside outside the State of Mississippi may be counted for pay purposes.”

WHAT TO EXPECT DURING AN ENROLLMENT AUDIT

W HEN WILL THE AUDIT OCCUR ?

WHAT TO EXPECT DURING AN ENROLLMENT AUDIT

WHEN WILL THE AUDIT OCCUR Depending upon the enrollment size of the institution to be evaluated, the enrollment audit time period will vary. The MCCB has a process to develop an audit schedule that is mutually acceptable to the Agency and its fifteen colleges. The process is as follows:  ● Once an institution has finalized its data upload and has confirmed its Secondary Demographic Verification (SDV) reports, an the colleges must provide MCCB access to Attendance Rosters. An email will be sent by the MCCB staff to the college representative requesting a mutually agreed upon audit visit start date, within fourteen (14) working days after confirming the term’s enrollment data.

 ● The visit start date will be displayed on eARS login page lower center section of the page. See Refer to the graphic below.

 ● The admission sample will become available one (1) day before the scheduled audit start date whether the audit is conducted on site or remotely. The link will be displayed on eARS on the login, also in the center section of the page. See Refer to the graphic below.

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 ● The attendance of the large majority of in classes will be electronically audited through the Student Schedule data upload. This may significantly reduce the manual reviews of class rosters. All courses should be reported electronically; however, manual attendance rosters will be reviewed manually. However, the colleges are still expected to present attendance in PDF format or by allowing secured access to their attendance software systems to validate the scripts.

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W HAT WILL THE

AUDIT TEAM REQUIRE ON THE START DATE OF THE AUDIT VISIT? REQUIREMENTS Within fourteen (14) working days of the college’s final confirmation of its term data, the MCCB will contact the college to initiate scheduling an audit visit. The colleges must provide MCCB access to Attendance Rosters immediately after SDV confirmation in eARS. When the audit is conducted on-site, the audit team should expect: ● To generate an Admissions Audit Sample that is accessible by the college through eARS one  (1) day prior to the scheduled audit start date  ● A suitable workspace at the college for the term of the audit  ● Access to one computer per audit team member, with Internet access o a) Dual-monitor computers preferred o b) Wired or wireless Internet access for auditors who bring their own laptops also (preferred)  ● Access to a printer and copier, if needed  ● Access to relevant admission and attendance documents ( in alphabetical order ) o a) If possible, documents Documents should be in electronic format, such as, PDF, Document Imaging, etc. Electronically formatted documents must mirror in authentication and image quality a level that is equivalent to that of a hard-copy original and/or that of a certified copy of a hard-copy original. hard-copy original. o b) All documents should be grouped (batched) by campus/site and sorted in alphabetical order and contain only appropriate documentation.  ● Access to appropriate college personnel, as needed. When the audit is conducted off-site (remotely), the audit team should expect:  ● To generate an Admissions Audit Sample that is accessible by the college through eARS three (3) days one (1) (1) day prior to the scheduled audit start date  ● Secure remote access to relevant electronic admission and attendance documents ( in alphabetical order )  ● All documents should be grouped (batched) by campus/site, organized and alphabetized.  ● Technical support that sustains secure remote access to relevant admissions and attendance

documents until the completion of the audit period  ● Access to appropriate college personnel, as needed.

W HAT ADMISSION AND ATTENDANCE DOCUMENTS WILL THE ENROLLMENT AUDIT TEAM

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INSPECT ?

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ADMISSION AND ATTENDANCE DOCUMENT REQUIREMENTS To complete the audit, the team will require access to a randomly selected, representative sample of the student admission files and all of the course attendance rosters for the semester being audited. The college’s representative sample of student admissions files and the complete attendance rosters for the audited term must be presented in electronic format, PDF, Document Imaging, etc. for audits conducted remotely and preferred when conducted onsite. All admissions files and attendance rosters must be provided at the beginning of the audit start date whether the audit is conducted onsite or remotely. Attendance rosters must be submitted immediately after SDV confirmation in eARS. Admission files should be in alphabetical order (by last name) and contain, at minimum and preferably in this order:  ● Completed, signed admission applications (an electronic signature showing at minimum the student’s initials and date of birth date are acceptable ); )  ● Official high school transcripts (high school, high school equivalency, home school , or college, or for Ability to Benefit students test scores) on which admission is based. ). NOTE: o ● If a student previously attended your institution (5 years or more prior) and has not subsequently enrolled at another postsecondary institution, your institution’s transcript will satisfy admission requirements . o ● If not accepting credits from proprietary schools, do not base admission on a proprietary school transcript . o If a high school student graduates early (for example, December), but the high school does not certify graduates until the date of the regular class graduation (for example, May), two documents may be accepted in lieu of the final transcript in the interim: (1) a high school transcript showing all completed coursework, plus and (2) a signed letter from the high school stating that the student has met all graduation requirements and stipulating the date graduation will be certified. These two documents will be accepted only during semesters that occur between the early graduation and certification dates. Once a student’s

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