FTE Reporting Procedures

Please make sure the following is on each lab card:

1. Student's name.
2. Student ID number.
3. Student's signature.
4. Class name, number, and section.
5. Days and hours student attended.
6. Total of all hours student attended, include fractions of time
   a. On each card, circle the total and initial it.

If a student has withdrawn, we can still count the hours the student attended.

How to prepare the cards for FTE processing

1. Alphabetize the cards by student last name.
2. Record the time as follows:

• Per NCCCS memos 93-259 and 02-128: “Student time in class other than whole hours may be rounded to the nearest one-fourth (1/4) hour. For example, if a student attended a 6:00-9:00 p.m. class from 6:00 to 7:40 p.m., the student would be reported for one hour and forty-five minutes of attendance (rounding to the nearest one-fourth of an hour). If the same student attended from 6:00 to 7:35 p.m., the student would be reported for one and one-half hours of instruction.”
• On the attendance roster, record the total number of hours, with fractions of time. 
  For example:
  110.39=110
  235.5 = 236
  556.67 = 557
• Be sure to indicate any orientation/assessment hours completed by the student.  NOTE:  these orientation/assessment hours can only be counted if the student receives instruction; the instruction must occur in the same semester as the orientation/assessment hours.

• Add all totals to get the total contact hours for the entire class, round off to the nearest whole number and record the grand total beside Contact Hours. Record the total number of students counted beside Total Students Enrolled At Census Date (both are above the students’ names). Staple only one copy of the adding machine tape to the front of the roster on the lower left side.
• For large classes, total each page attaching the adding machine tape to it then run a final tape with only the page totals and attach it to the top roster on the lower left side.
• Wrap the roster around the lab cards with a rubber band so that the class and student information is visible.
• Submit this information to the Compliance & Audit Office, College Administration Bldg. #4.

If a student’s signature is missing from their lab card, please attach a copy of the in-class registration form to the lab card.

• curriculum recording attendance
• additional instructions

Q: What is a non-traditional delivery/distance education class?
A: Refer to Rule 23 of the State Board of Community Colleges Code 1G SBCCC 200.93(e)(1), (Reporting of Student Hours in Membership for Curriculum Classes), which states “Non-traditional delivery classes are defined as those classes which are offered through media such as internet, telecourses, videocassette and other electronic media excluding classes offered via the North Carolina Information Highway.”

Q: How is the census date determined for on-line classes?
A: Refer to NCCCS memo CC04-109, “Clarification of Reporting and Documenting Student Membership Hours for Distance Education Courses and Course Orientation.” As long as the student registers, pays the appropriate tuition and/or fees, and meets attendance requirements (has not withdrawn or dropped prior to or on the 10% date), the student may be counted in membership for budget/FTE reporting purposes.

Q: How do you determine the basis for class membership in non-traditional/distance education classes? 
A: As stated in the State Board of Community Colleges Code 1G SBCCC 200.93(e)(2), “For those classes identified as non-traditional delivery, student attendance in class or in an orientation session, submission of a written assignment or submission of an examination, is the basis for the determination of class membership at the 10 percent point of the class.”

Q: May a distance education student be counted for FTE purposes, if any activity including course orientation occurs before the official start date of the class?
A: No. As stated in NCCCS memo CC04-109, “In order to report student hours in membership for any non-traditional delivery courses, all activities to include ‘course orientation,’ must occur on or after the official start date of the class for which the student is enrolled.” 

Q: How are membership hours calculated for non-traditional delivery/distance education classes?
A: The membership hours are calculated the same as any other traditional class. You must multiply the number of students that you have determined may be counted for membership times the total hours scheduled for the class.

Q: How do you document students’ attendance in a distance education class, and how long must the documentation be retained?
A: Refer to NCCCS memo CC04-109, which explains that “Documentation of class membership in distance education courses should provide a record of student participation similar to that provided by the class attendance documents for traditional delivery classes. This documentation may be maintained electronically, such as a record of emails between students and the instructor, or may be a hard copy, such as an instructor maintained attendance or student contact record. In either case, the documentation must be certified by the instructor or college staff responsible for the course and must be available for audit review.” The audit cycle is typically two years from the current year.

Q: What may I do if I have additional questions or concerns?
A: Several useful resource links are available. They include:

• State Board of Community Colleges Code 
• NCCCS Numbered Memo CC04-109
• NCCCS Numbered Memo CC05-037

You may also contact Richard Redman (richard.redman@cpcc.edu or ext. 6049) or Earonita Strong (earonita.strong@cpcc.edu or ext. 6176) in the Compliance and Audit Office.

Enrollment Verification Assignment Procedures (login required)