2025-26 Audit and Reporting Guidelines Format Final- Harsha

ATTENDANCE

C ONCEPTS

 ● State law requires a student to be in attendance for 6 weeks of a course that is 18 weeks in length  ● The state law was written back in the 60’s or 70’s when terms were regularly 18 weeks  ● For calculation of attendance, 1/3 of the any course’s length is equivalent to 6 out of 18 weeks  ● This resulting 1/3 of any course’s length becomes the Attendance Audit Period  ● The CutOff date is the last date of the Attendance Audit Period  ● Community colleges can request reimbursement for ‘attended’ classes  ● Colleges cannot request reimbursement if student is deemed ‘not in attendance’  ● The maximum amount of absences cannot be exceeded on or before the CutOff date of the Attendance Audit Period  ● A student who stops attending prior to CutOff date or exceeds the maximum allowed absences during the Audit Period is deemed ‘not in attendance’  ● If student is absent on the last class day of the Attendance Audit Period and has not exceeded the maximum number of allowed absences, then the Return Period is examined  ● The Return Period is a short period after the CutOff date that is reviewed . To calculate the Return Period (date), add to determine if the CutOff date 1/9 of the course’s length. The student returned must return to class at least once during this return period.  ● During the Return Period absences are NOT counted; just to check if student attended class at least one time

 To calculate the Return date, add to the CutOff date 1/9 of the course’s length and is the equivalent 2 out of 18 weeks 

M ETHOD

METHOD  ● All courses that have regular meeting patterns are to report attendance via the data upload. Note: Courses that meet irregularly (i.e. twice on week 1, none on week 2, once on week 3 and 4, twice on week 5, etc.) will be audited manually.  ● Colleges can expect that at least 20% of the rosters The MCCB monitoring team will be manually reviewed examine 100% course attendance rosters. Colleges must still submit Attendance Rosters immediately after the scripts are validated and deemed accurate. SDV confirmation in eARS. NOTE: 100% Admission or Attendance reviews may become necessary when with systemic noncompliance is evidenced. Attendance rosters must be signed by the instructor of record. The instructors of record are required to certify their own attendance rosters electronically by affixing their electronic signature. If the signature of the instructor of record is electronic, certification is 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.  

Tab 02 – Enrollment Audit and Reporting Guidelines

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Updated 10/01/2023