Corporate and Continuing Education Procedures


CPCC is committed to timely and accurate reporting of FTE information. This results in the main source of funding for the college. The record of class form (10% roster) is an official record of the College and is audited annually. The record of class form is primarily used to comply with the North Carolina Administrative Code by:

  • verifying student entrance into class
  • recording student absences
  • verifying student membership hours
  • achieving consistency in record keeping


Procedures

1. Complete the 10% roster as follows:

DO:
  • transfer the entry date(s) and absences from the first roster or class verification record to the 10 % roster
  • use an “E” to indicate the date the student first entered class
  • use a diagonal line (/) to indicate absences
  • draw a bold line down the roster immediately following the 10% date to separate the first 10% of the scheduled classes from the remaining classes and dates
  • use “N/A” on the right side of the program code to indicate that the student has never attended
  • record the total number of students enrolled at the 10% point after the caption “TOTAL STUDENTS ENROLLED AT CENSUS DATE,” which is located in the top, left corner of the roster
  • multiply “TOTAL STUDENTS ENROLLED AT CENSUS DATE” by “TOTAL HRS. SCHEDULED” and record the “MEMBERSHIP HOURS”
  • record the “CONTACT HOURS” for classes operated on a contact hour basis; the previous multiplication step is not required.

DO NOT:
  • use this roster to record grades, tardiness, or other notations
  • use this roster to indicate the student’s presence in class
  • use any other symbol on this roster.


2. Membership hours may be counted for the student who:

  • has enrolled and properly registered
  • has attended one or more classes prior to or on the 10% date of the class, and
  • has not withdrawn or dropped the class prior to or on the 10% date.


3. Membership hours are NOT counted for the student who:

  • has Never Attended (N/A) class
  • has Withdrawn or Dropped the class on or before the 10% date, or
  • has entered the class after the 10% date.


4. If a student does not appear on your roster, you must:

  • verify that the student is registered by asking to see a receipt, checking the student’s schedule on-line, or calling your Corporate and Continuing Education contact
  • include the student ID number and phone number of any student you wish to add to the roster
  • not allow the student who has not registered to remain in the class, and
  • not substitute the student not shown on the roster with another student that does appear on the roster.


5. As a quality control measure, check to ensure the accuracy of the following information:

  • starting date, 10% date, and ending date of the class
  • location and meeting times of the class
  • total hours scheduled
  • class title, and
  • course number and section number (state and CPCC numbers).

ALL discrepancies must be clearly noted on the 10% roster. Documentation to support these discrepancies should accompany the 10% roster.

6. The name of the lead instructor must be listed on the roster. The lead instructor’s legible signature must also be shown on the roster. All contracts / timesheets for all instructors participating in the class must be kept on file for audit purposes.

7. Distribute and continue to complete the 10% roster as follows:

  • give top copy/original to your Corporate and Continuing Education contact
  • continue to keep record of absences on remaining copies
  • send second copy to your Corporate and Continuing Education contact at the end of each term, and
  • keep the third copy for your records.


8. If you add a student's name to the roster after the original 10% roster has been submitted and the student entered prior to the 10% date, it must be added to the original 10% roster.


04/2006