2025-26 Audit and Reporting Guidelines Format Final- Harsha

This entire process is completed via the Electronic Audit and Reporting System (eARS). Note: Direct access to the Enrollment Tool for MSVCC data is not required.

1. Login to eARS 2. Click on the Pre-Audit (MSVCC) tab 3. View and/or download VCC courses, faculty and students a. Click on the green tabs b. Files can be viewed and/or downloaded to Excel 4. Review for accuracy, that is, each VCC course ID matches the course ID in the college’s SIS (Banner, Colleague, Alliant, etc.). a. Once in agreement the person responsible for VCC should complete the next two steps 5. Click on the eAudit Summary tab 6. Download VCC Student Schedule file a. This file contains only ‘crossed’ students – that is, local students that took courses from other districts b. Save the VCC xxxyyyyts .txt to the computer i. xxx = District ii. yyyy = Year iii. t = Term iv. s = indicates Student Schedule file 7. Create term data files (Primary Enrollment, Course, Student Schedule, and Faculty) a. Extract data from the SIS to create text files i. For the Student Schedule extract traditional and MSVCC courses, i.e., all your students taking your courses ii. To assist getting the grades for your students, download some/all of the extracts provided in the Tables & Views tab b. Use file layouts and definitions as outlined in this manual c. Append the VCC xxxyyyyts .txt to the created Student Schedule file 8. Click on the File Upload & Validation tab a. Upload files in this order: faculty, course, primary enrollment, student schedule b. Validations are performed as each file is uploaded c. If upload fails validation, then click on File View button (in red) on bottom of main screen to view/download error list i. Reload until all errors are cleared. Note: It is necessary to reload a file that loaded successfully b. Check the “I concur our virtual…” checkbox c. Press the “Submit Pre-Audit Data” button

B Tab 04A – File Upload Process and Field Specifications

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Updated 10/01/2023