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Continuing Education Accountability & Credibility Policy

Approved By and Date:Board of Trustees12-13-2012
 Executive Leadership Team09-19-2012
 ICORE08-29-2012

To insure the accountability and credibility of Continuing Education programs, Stanly Community College will maintain an Internal Audit Plan for insuring the responsible administration of all continuing education courses. The Internal Audit Plan serves as a guide to SCC personnel responsible for various audit checks. This plan will be maintained in full compliance with the requirements of the State Board of Community Colleges.  The President, and/or designee will report to the Stanly Community College Board of Trustees as to the progress and status of this plan.


Continuing Education Accountability & Credibility Procedures

Approved By and Date:Executive Leadership Team09-19-2012
 ICORE08-29-2012
  1. ON-SITE VISITATION

    A.       A course coordinator or designee will visit 50 percent of off-campus and 25 per-cent of on-campus Occupational Extension and Literacy classes at least once during each semester.  Classes which are offered via distance education technology must be visited in the same proportion that other continuing education classes are required to be visited.  Classes which meet 12 hours or less are excluded from the visitation requirement; also excluded are Self-Supporting and Community Service classes. 

    B.       An SCC Vice President or a designated Associate Vice President will visit 10 per cent of off-campus Occupational Extension and Literacy classes each semester with no pre-notification of these visits.  An off-campus class is defined as “any class not held in institutionally owned or leased property or a center under the supervision of a resident supervisor/director who is on-site during the entire period the instruction is taking place therein”.  It may also refer to classes which are offered via distance education.

 

C.         A process allowing the instructor’s supervisor, senior continuing education officer and System Office Program Auditors will be used to check the activity of the class at any time while the class is running.  Visits to classes must be unannounced regardless of whether they are off-campus, on-campus, or offered via distance education technology.  These visits will be documented on the XAIR Datatel Class Visitation Log or On-Site/Off-Site Visitation Form.  Registration periods will not be considered as one of the SCC Vice President ‘s unannounced class visits.

  1. STUDENT MEMBERSHIP VERIFICATION

    A.       When possible and when the class meets physically, initial registration for Occupational Extension and Literacy courses will be conducted by a full-time staff member of the College.  If the initial course registration must be completed by an instructor, a full-time staff member will verify enrollment of that class.  This staff member will make sure that all enrolled students have signed a registration form and/or a roster when required. In the case of a student being unable to sign (e.g. ABE or Compensatory Education), the instructor/full-time staff member may sign, in the student’s presence, for that student but must also sign his/her own name (e.g. John Smith by Mary Doe).

    B.       In situations where the class does not register or meet physically (such as internet or other distance education courses), the following criteria is required for student membership verification:

              1.     Evidence of payment of the applicable registration fee or applicable fee waiver

 

  1. INSTRUCTOR VERIFICATION

    Instructor verification will be accomplished through four methods.  Each new instructor is required to submit a completed and signed I-9 form which includes a photocopy of current driver’s license, original social security card, “green card”, or other documentation appropriate for establishing identity and employment eligibility.  In addition, for each class taught, the instructor is required to complete, sign, and date a course contract, payroll certification, and final enrollment/attendance roster.
     
  2. INSTITUTIONAL APPROVAL PROCESS

    A.       In the Continuing Education area, all courses must receive prior approval through the workflow process resulting in an electronic signature from the Senior Administrator.  A Datatel report will be used to provide course schedules as requested.  Directions to all off-campus classes will be maintained in Datatel.

 

  1. INSTITUTIONAL RESPONSIBILITY FOR ACCURACY

 

A.        The President of Stanly Community College will assign to the Chief Financial Officer the responsibility of insuring the proper implementation and maintenance of this plan for accountability and credibility.  The Chief Financial Officer will report to the President on the progress and status of this plan each semester.


B.         The President and/or designee will report annually to the College’s Board of Trustees as to the progress and status of this plan, which will be documented in Board minutes.