2025-26 Audit and Reporting Guidelines Format Final- Harsha

VALIDATIONS AND CLARIFICATIONS

Attendance Fields 8, 9 and 10

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Optional for academic years 2016 and 2017, required thereafter For classes with ‘traditional’ delivery for all class modalities.

Classes from Traditional and MSVCC

• First extract to a text file the traditional and local VCC classes from the SIS • Then append to the text file the Hosted (crossed) VCC classes extracted from eARS • Use one or more of the extracts provided in eARS to help find the grades for the hosted classes • This will tremendously reduce the size of the VCC snapshot o • Now, we will be dealing with tens of records and not hundreds o • Some errors will continue to pop-up, like the SS record with a student taking a course that does not exist at the provider institution (sometimes a result of incorrect course ID’s) o • Dealing with a smaller file should help simplify the debugging process

Include/Exclude Credit Hours

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Report all credit hours student attempted That is ALL hours as of the drop/add date.

ALL hours for which a grade will be issued and posted on a transcript

• The credit hour will be summed up and accumulated to match the Primary Enrollment accumulators, whether or not the college requests reimbursement

Grades for VCC Courses

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The VCC snapshot comes from the Enrollment Tool (ET) The VCC does not always have the latest (correct) grade

• The snapshot will not pull the grades from ET, instead you need to extract from your SIS • The SIS is the database of record when it comes to student grades

Course ID Format

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F5

• This ID must match exactly to the course ID in the Student Schedule file. This includes field justification and case.

Student ID Format

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F3

• This ID must match exactly to the student ID in the Student Schedule file. This includes field justification and case.