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GTCC
(336) 334-4822
P.O. Box 309
Jamestown, NC 27282
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Frequently Asked Questions
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This page contains answers to common questions handled by our support staff, along with some tips and tricks that we have found useful.
Please note that the answers to these questions could change due to state and local policy changes. Please check the site regularly for updates and changes. Most answers are tagged with the corresponding location or site where with the answer is found, i.e., Administrative Code, Management Manual, State Numbered Memo, etc. If you have additional questions please contact the Auditing Office directly (Carol Butler-2433, or Cheryl Davis-2749.) |
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| FAQ's |
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Can funds donated to the college by a private company be used to generate hours to be reported for budget/FTE?
Can I skip classroom breaks and let my students leave early?
Can I report hours a student works in a Cooperative Work Experience (COE) setting prior to the first day of class for budget/FTE?
Is tuition waived for an out-of-state senior citizen taking a curriculum or continuing education course?
What is the difference in the terms 10% Point and Census Date?
What is the Inclement Weather Documentation Procedure?
I have a student taking two classes that overlap. (Both are continuing education classes.) Does one of the courses have to be totally excluded from being reported for budget/FTE?
I’m confused about the number of weeks I can run a Continuing Education Course. What is the maximum number of weeks the course can be run for budget FTE?
Can funds donated to the college by a private company be used to generate hours to be reported for budget/FTE?
Yes.
"If a company or entity donates funds to a college with no expectation for instruction in return, these funds shall be treated as college funds and may be used to generate budget FTE". 23NCAC 2D.0326(a)(2), Budget/FTE Funding
Can I skip classroom breaks and let my students leave early?
No.
A break schedule will be established for each class each term. The break schedule will comply with the Administrative Code 2D.0323(b)(3) which reads:
"A student membership hour is one hour of scheduled class, shop, or laboratory for which the student is enrolled. A college shall provide a minimum of 50 minutes of instruction for each scheduled hour." In establishing a break schedule, the following factors are to be considered:
1. No more than 10 minutes of break time per hour are allowed.
2. Break schedules should be based upon the instructional needs of the class.
3. The GTCC administration recommends spreading breaks evenly throughout a long class period if the subject permits.
4. The break for the last class hour may be taken at the end of class; however breaks are not to be accumulated and taken at the end for the express purpose of dismissing early.
5. If the instructional format of a course does not lend itself to the scheduling of breaks throughout class time, an approval to take breaks at the end of the class may be granted. Such approvals should be communicated to the college's Auditing Department by the Division Chair or continuing education coordinator.
Excerpts from the Management Manual, and Administrative Code 2D.0323(b)(3)
Can I report hours a student works in a Cooperative Work Experience (COE) setting prior to the first day of class for budget/FTE?
No. Hours may not be reported for budget/FTE until the student is considered to be in class membership. 23NCAC 2D.0323 (b)(2)(A,B, and C) or (c)(2)(A and B) Reporting of Student Hours in Membership for Curriculum Classes.
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Is tuition waived for an out-of-state senior citizen taking a curriculum or continuing education course?
No.
Community colleges shall permit the following persons to attend classes for credit or non-credit purposes without the required payment of tuition; provided, however, that such persons meet admission and other standards deemed appropriate by the educational institution . . . (1) Legal residents of North Carolina who have attained the age of 65. GS 115B-2 Tuition Waiver Authorize
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What is the difference in the terms 10% Point and Census Date?
Each course taught has its own unique 10% point. The 10% point is calculated for an individual course based on its particular schedule by multiplying the total course hours by .10 (10%). The 10% point for a 48-hour class is 4.8 hours. If the class meets for 1 hour 3 times a week the 10% point would be 4.8 hours or the 5th class meeting. To calculate membership hours, which are used to calculate FTE, multiply the total students in membership (registered, attending, not withdrawn or dropped) as of the 10% point by the total course hours to get the total membership hours. Membership hours are the basis for FTE.
The census date sometimes referred to as the generic 10% point is a single date that applies to the college in general. It is based on the 80-day semester for fall and spring and the 50-day term for summer. The census date for fall and spring is always the 8th day of instruction, excluding weekends, and the 5th day for summer, excluding weekends. It is not used in the calculation of FTE. It is used to benchmark college processes such as financial aid and veterans reporting, tuition refunds, printing curriculum rosters, and for running certain reports. A class 10% point and the census date may be the same date.
What is the Inclement Weather Documentation Procedure?
The college has an obligation to deliver the instructional services for which students pay tuition and fees. Therefore, classes that are missed or not held for any reason, including inclement weather, should be rescheduled whenever possible in accordance with the college’s adverse weather policy. If it is not possible to reschedule all class hours missed, the instruction may be made-up by other alternatives, which may include extra assignments, individual conferences, etc. The college must be able to document, during its annual program audit (state audit), how any instructional time that was not rescheduled was made up in order for the class hours to be reported for budget FTE reimbursement. (Note: Instructors compensated on an hourly basis must be paid in accordance with the hours of instruction actually provided. Therefore, if an hourly instructor misses classes due to closure of the college and the actual time is not made up, the amount of compensation and the reported student hours in membership must be adjusted as well.)
Document thoroughly how and when you make up time missed for inclement weather on your attendance forms. If outside assignments are used to make up missed days, you may use the Make Up Assignment Form or prepare a short memo that explains what you did, and how much time it should take to complete the assignment and attach either to your roster. If you extend the class meeting times, make sure it is noted on the attendance forms and add the time to the total at the bottom of the column and note “added 15 minutes to each class” or something similar on the attendance forms. If the added time extends for the remainder of the semester, be sure to change your class times on the top of the form too. Attendance forms for the entire semester (not just the 10% roster) are reviewed to verify total contact hours are met for each class. This is doubly important when verifying time missed for inclement weather. Be sure to submit your attendance forms by the requested due dates. We are counting on you, so we can count for you! System Office Memos CC96-040, CC98-267, CC99-272, and CC00-030
23 NCAC 2c.0210(a) "Each local board of trustees shall adopt and publish personnel policies addressing the following issues: (1) Adverse weather " outlines the policy that should be followed for adverse weather. These guidelines should show the college's obligation to deliver the instructional services for which the students have paid tuition and fees and for which the college will be audited.
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I have a student taking two classes that overlap. (Both are continuing education classes.) Does one of the courses have to be totally excluded from being reported for budget/FTE?
Yes.
The college must count the student as being in membership in only one class. We determine the class in which the student is counted in membership and hours are reported for the entire class if the student is in membership at the 10% point.Exception: If the course(s) involved are Emergency Medical Services, Fire, or Law Enforcement, EMS, FIP or CJC a college may elect to "count the student as being in membership in two or more overlapping classes and deduct the hours which actually overlap." CC98-362, Clarification of Continuing Education Topics
I’m confused about the number of weeks I can run a Continuing Education Course. What is the maximum number of weeks the course can be run for budget FTE?
A registration fee must be charged for each extension class of 21 weeks or less. A registration fee must be charged each 16 weeks for extension classes lasting longer than 21 weeks. 23NCAC 2(D).0203(a)(4).
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