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Matt Filipic Memo Re: Flexibly Scheduled Course Sections Reporting
Guidelines, June 23, 1998
To: UIS and HEI Flexibly Scheduled Course Section Data Reporters, Chief
Instructional Officers, Subsidy Consultation Members, HEI Liaisons, and
HEI Advisory Committee
From: Matt Filipic, Vice Chancellor for Administration
Date: June 23, 1998
Re: Flexibly Scheduled Course Sections Reporting Guidelines
Earlier this year, the Chief Instructional Officers (CIO's) from the
two-year colleges offered suggestions for simplifying and clarifying certain
requirements contained within the Flexibly Scheduled Course Sections:
Policy and Guidelines from May 29, 1994. This spring their recommendations
were presented to the members of the biennial Subsidy Consultation. The
consensus of the consultation was to support a relaxation of requirements
for additional records along the lines of the recommendations of the CIOs.
The purpose of this memo is to describe those changes.
The first change pertains to a reduction of the requirements for the files maintained on your campuses for enrollment audits as described in Section II of the Policy and Guidelines document. Following is a description of the new records retention requirements and the criteria for determining which course sections are subject to this stipulation. These changes are effective immediately.
· Only courses which meet for less than 11 "consecutive" days
are subject to the records retention requirements. For purposes of this
guideline, "consecutive" days refers to those courses in which the last
scheduled class is less than 10 calendar days after the first scheduled
class.
· For those course sections meeting for less than 11 "consecutive"
days and for which there is a regularly scheduled course analog,
the file maintained on your campuses needs to contain only a document certifying
that the course has been approved to be offered on a flexibly scheduled
basis by the chief academic officer or his or her designee.
· For those course sections meeting for less than 11 "consecutive"
days for which there is NOT a regularly scheduled course analog, the file
must contain a document certifying that the course has been approved by
the chief academic officer or his/her designee to be offered for a given
number of credits AND the course description or syllabus which was used
as the basis for approval of the course.
Second, the consultation acknowledged that the decision to limit the records retention requirement to only a subset of flexibly scheduled course sections has implications for enrollment audit purposes. The consultation recommended that the HEI Advisory Committee address this issue. Future communications concerning flexibly scheduled course sections will be forthcoming.
In the meantime, all flexibly scheduled course sections are to continue to be reported in the Flexibly Scheduled Course Sections (FS) file in the Higher Education Information (HEI) system. This will continue to identify those course sections whose census date will be twenty percent of the way through the course rather than at a fixed point in the term calendar. Any campus scheduled for audit will be asked to provide Regents with a list of those flexibly scheduled course sections which met for less than 11 days.
These new guidelines are intended to improve the reporting of flexibly scheduled course sections as well as reduce the records retention burden for you and your staff. If you have any questions about flexibly scheduled course section reporting, please contact Jay Johnson at (614) 728-2902 or at jjohnson@regents.state.oh.us.
http://regents.ohio.gov/hei/datasubdoc/raq/fsraq.html
Last updated September 9, 1998