2025-26 Audit and Reporting Guidelines Format Final- Harsha

S TUDENT S CHEDULE F ILE – R ELATED F IELDS

STUDENT SCHEDULE FILE – RELATED FIELDS  ● Include/Exclude Hours Flag (Field #7)

o ● 1=Request Reimbursement for this student in this class o ● 2= Do NOT Request Reimbursement for this student in this class – student had too many absences, or withdrew prior to the CutOff date, or last day attended was prior to the CutOff date  ● Last Day Attended (LDA) (Field 8) o ● The date of student’s last attendance o ● Withdrawal date implies student was not present; thus, LDA must be prior to drop or withdrawal o ● Can be blank where Where a MSVCC course district and site code are of a provider institution. Refer to table of district and site codes in eARS.  ● Days Absent (Field #9) o ● Number of times student was absent from Start Date to CutOff date o ● Do NOT include absences after CutOff date o ● All absences are counted (excused, late enrollment, time between drop and reinstatement) o Can be blank where a MSVCC course district and site code are of a provider institution. Refer to table of district and site codes in eARS.  ● Returned Flag (Field #10) o ● Y=Student was absent on CufOff date and Returned during Return period o ● N=Student was absent on CufOff date and did NOT Return during Return period o ● P=Student was present on CutOff date o Can be blank where a MSVCC course district and site code are of a provider institution. Refer to table of district and site codes in eARS.  ● V for ONLY MSVCC courses are in Enrollment Tool and have with shared students  ● Online must have a meeting day(s). (Online courses are not in Enrollment Tool and have no shared students) o ● X – To Be Announced (TBA) is not valid by the end of the term Course file o ● Examples:  ● A class that meets TWR mornings, plus T afternoon: TTWR  ● A class that meets MWF mornings, plus M and W afternoon: MMWWF  ● A class that meets TWR mornings, plus W afternoon: TWWR  ● A class that meets MWF mornings, plus W afternoon, plus W evening: MWWWF  ● Electronic Attendance (Field #17) o ● Flag to determine if the SS Student Schedule (SS) file will track student’s attendance for this class o ● 0=No. Paper, or PDF, or access to database as always. Also, if Meeting Days are coded as X o ● 1=Yes. The SS file will track the attendance o ● Current: MTWRFSCVX MTWRFSCV  Add multiple MTWRFSC when a class repeats in a given day 

C OURSE F ILE – R ELATED F IELDS

5 COURSE FILE – RELATED FIELDS  ● 7 Meeting Days (Field #7)

Tab 02 – Enrollment Audit and Reporting Guidelines

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Updated 10/01/2023