15-1466.02. Record keeping requirements for full-time equivalent student enrollment

A. On or before July 21 each year, each community college district shall:

1. Provide a certified report to the auditor general of the number of full-time equivalent students calculated by the district pursuant to section 15-1466.01.

2. Separately calculate and report to the auditor general any full-time equivalent student enrollment where a student is enrolled in a course for both high school and college credit simultaneously.

B. Each community college district shall submit to the auditor general a summary of its full-time equivalent student enrollment accounting policies and procedures, compilation procedures and source records used for calculating full-time equivalent student enrollment.

C. Basic actual full-time equivalent student enrollment shall be counted on the forty-fifth day after the basic actual full-time equivalent student enrollment classes begin for the fall and spring semesters, as published in the college catalogs. Class rosters that reflect enrollment as of the forty-fifth day shall be provided by the registrar s office to each professor or instructor for every class section. The class roster shall indicate the course number, course title, time, instructor name and students enrolled. Each professor or instructor is required to review the class roster and make additions or deletions as necessary. On the forty-fifth day class rosters, each professor or instructor shall indicate as withdrawn each student who has not been attending class, even if the student has not formally withdrawn from the course, and that student shall not be counted for state aid purposes. The official forty-fifth day rosters shall include a manual signature and date or an electronic authorization and date by the professor or instructor and shall include the following certification:

I hereby certify that the information contained in this class roster accurately reflects those students who are enrolled and participating.

Students who have withdrawn or who have been withdrawn from classes as of the forty-fifth day shall not be counted for state aid purposes. A record shall be maintained that identifies student withdrawals by date of withdrawal, as of the forty-fifth day and after the forty-fifth day for the entire semester.

D. Additional short-term and open entry, open exit full-time equivalent student enrollment must be counted as of June 30 of each year. Registration records shall be maintained to support the number of credit hours for additional short-term and open entry, open exit classes in which students are enrolled during the fiscal year. Final grade rosters shall be prepared that present initial enrollees, those students who withdrew from the class and those students who completed the class. The final grade rosters shall include a manual signature or electronic authorization by the professor or instructor and shall be used to support the number of credit hours claimed for full-time equivalent student enrollment. For both additional short-term and open entry, open exit classes, only students who have received a grade by June 30 may be counted as completed for state aid purposes and students with a grade of incomplete shall not be counted.

E. Skill center and adult basic education full-time equivalent student enrollment records shall be maintained to support the actual clock hours attended by students in skill center and adult basic education courses.

F. Those students who are simultaneously enrolled in a course for both high school and college credit and the courses, including section numbers, that the students attend shall be specifically identified in the district s full-time equivalent student enrollment records.

G. The community college district s records used to calculate full-time equivalent student enrollment counts shall be provided to the auditor general in an electronic format prescribed by the auditor general.