2025-26 Audit and Reporting Guidelines Format Final- Harsha

Attendance rosters should be organized by campus/site, alphabetized by course subject, and contain, at minimum:

 ● Course Identifier (matching the Course file identifier)  ● Dates of class meetings (First half of term)  ● Recorded attendance (all absences noted) o ● A student who registers late and misses classes at the start of the term must show those absences o ● All absences are treated as absences – excused or not excused o ● Official school closings, like for tornado or other emergencies are not treated as absences  ● Last date of attendance for the student  ● Certified with the original signature of the instructor of record on a manual roster. If the signature of the instructor of record is electronic, certification is the established by the formatted signature for the instructor of record along with the instructor’s date -of-birth at minimum.

 Colleges must still submit all attendance rosters for the term as soon as the data upload is completed. Attendance Rosters immediately after SDV confirmation in eARS

H OW WILL I KNOW WHICH ADMISSIONS FILES TO PULL FOR MY AUDIT SAMPLE ?

In order for theADMISSIONS FILES FOR AUDIT SAMPLE The colleges toshould pull their Admissions Audit Sample in time for the audit, the representative sample list will be posted online one (1) day prior to the audit start date for an on-site a visit, whether conducted onsite or remotely. The Admissions Audit Sample will be posted online three (3) days one (1) day prior to the audit start date for an off-site (remote) visit. Colleges may access their audit sample by logging into eARS.

W HO WILL NEED TO ASSIST THE AUDIT TEAM AND FOR HOW LONG ?

A representative of the collegeWHO WILL NEED TO ASSIST THE AUDIT TEAM AND FOR HOW LONG College staff should be available to greet the team upon arrival, orient the team to the campus, and direct team members to their designated workspace, when the audit is conducted on site. When the audit is conducted remotely, a representative of the college staff should be available to communicate with the audit team as needed through mutually agreed- upon communication tools (such as email, phone, etc.). The work of the audit team is both time and labor intensive, so the MCCB respectfully requests all non-audit related communication with audit personnel be limited. During the course of the audit (on site or remotely), the lead auditor will notify the college staff of any documentation the audit team needs to eliminate concerns regarding compliance for attendance and/or admissions. The MCCB prefers that documentation be provided during the audit period, so that concerns do not rise to the level of findings; therefore, it is

Tab 02 – Enrollment Audit and Reporting Guidelines

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Updated 10/01/2023