Please check your roster carefully. This is very important! Any changes/corrections to the printed information should be corrected on the hard copy of the roster and reported to your supervisor. These would include:
—class name
—credit hours
—contact hours
—beginning and/or ending date(s) of class
—meeting days
—beginning and/or ending hours of class
—building or room

Write-in the total contact hours in the space provided (top left hand side of the roster). Verify that the hours met each week totals the number of hours required for the class: hours per day times meeting days times 16 weeks equals the total contact hours.

Example: a class meets M, W 10:30am – 12:00 noon =1.5 hrs per class meeting
1.5 + 1.5= 3 hrs per week X 16 weeks=48 total contact hours

Confirm that college holidays, and any other days the college is closed are not listed with attendance and are not counted toward the 10% point.

Confirm the daily hours taught by writing them in on the bottom of the rosters for each day listed. If they do not match time listed, please state why.

Please write in the lecture, lab, clinic, and total hours on the top of the roster (example 3-0-0-3 or 2-2-0-4).

Calculate the 10% point (contact hours X .10). Using daily hours taught, at the bottom of page, add up hours until 10% census calculation is met. DRAW the 10% line on the roster at the end of the 10% period (after the date, and confirm census date listed in upper left-hand section.) Ex: 80 hours X .10 = 8.0 hours needed

There are criteria to include students in the 10% FTE count: Student must register, pay, and attend at least one class prior to or on the 10% date. If the student drops the class before or on the 10% date he or she cannot be included in the FTE count.

Confirm that each student’s attendance is completed through the 10% point according to the following attendance codes:
—Place an “E” on the date where the student first entered the class
—“A”=Absent
—"" (checkmark)=Present
—Please remember… If the student withdrew or dropped, denote “W”
—Blanks are not acceptable to denote attendance for absences or no shows. Rosters with blanks will be returned for correction.
—“/” marks (slash-marks) are not acceptable to denote attendance. Rosters with “/” (slash-marks) will be returned for correction.
—A student isn’t a No Show until they fail to appear up to and including the 10% date.
—Place an “A” for absent up to the 10% point, and then place the “NS” on the 10% date.
—It is mandatory …roster must be signed and dated by the instructor and the instructor's Social Security number must be included.
—It is mandatory …if you write in a student’s name include, Social Security number or Colleague ID number, date of registration, and student’s program code. A printed copy of the Class Roster Display Screen (SROS) is also required.
—Please return the top copy of the roster to the Auditing Office and continue to take roll on the second copy. The second copy must be turned in as your final roster.
—Incomplete rosters, or rosters with conflicting data, will be returned for correction

Co-Operative Education - (COE) Return the roster with orientation date noted and who attended, instructor's name, Social Security number, and no-shows noted. Also note if the student is active or not (Are they working? What was the first day of employment?). Students can only be counted for FTE if they turn in a completed Cooperative Education Workbook to Bill Eversole. Please direct any questions about Co-Ops to him.

Independent Study - (88) There is no 10% Point. Return the roster with instructor name, Social Security number, and no shows noted. These rosters must be returned in order to verify that the attendance is noted correctly. Check marks () are not used for attendance. These classes are contact hour classes, and hours are counted by actual contact with the student. Calculate contact hours for each student and give a grand total on the final roster. Use the following time increments: 15 min. = .25; 30 min. = .5; 45 min. = .75; 60 min. = 1

Excerpts from: State Numbered Memo: CC01-066
In order for colleges to be able to meet the needs of students that have rotating work schedules, flexibility in the class scheduling is appropriate. Colleges should ensure the following steps are followed:

Clearly identify the class as an Alternative Attendance Option class;

1. Each section should reference the other Alternative Attendance Option section in the explanation section of the course contract;
2. The college must maintain close supervision of the instruction and adhere to the same course outline for each of the Alternative Attendance Option sections;
3. For membership hour reporting purposes, student attendance should be marked in the section for which a student is actually registered. When the student misses a class in the originally registered section, but attends the alternate section, the date attended should be clearly noted on the attendance roster for the class in which the student is actually registered;
4. The census date is based on the section for which the student is actually registered; and
5. Colleges must ensure the instructional content of both sections is the same and also be able to address unforeseen circumstances such as inclement weather closings and delays, instructor absences, etc.

College records must reflect exactly what is occurring in each class. The distinction between this type of class (membership hours) and a contact hour class is that in a membership hour class, all students must follow a prescribed schedule, but are given the option to make up missed coursework at an alternately scheduled time.

This is crucial so please understand this State Auditing Rule: If the student doesn’t attend class in the section they are registered in before or on the 10% date, they cannot be included in the FTE count. A good rule of thumb is to require the student to attend at least the first day of class in the section they are actually registered in, or to register into the section they can attend first.

The North Carolina Administrative Code, Title 23, specifies “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% point of the class.”

Recognizing, however, that some distance education classes are not time-defined, but rather operate on a self-paced and/or open-entry/open-exit basis, additional clarification for computing the 10% point is necessary.

Excerpts From State Numbered Memo CC04-109 (Supercedes CC00-184)
For classes which have a specific beginning date, class schedule, and ending date, computation of the 10% point should be based on the actual date at which 10% of the class time occurs. For example, for an information highway class or a telecourse with a fixed schedule, the 10% census point should be calculated in the same manner that it is computed for traditional delivery classes.

For those classes that are self-paced and/or open-entry/open-exit, the 10% point may be based on course content, rather than an arbitrary date. For example, for a class that is offered via the Internet that has an open registration period and/or is self-paced, students counted in membership must have completed at least one assignment or attended a session prior to the point where they have completed 10% of the class content. To utilize this method, the college must clearly designate the particular lesson or class assignment at which the 10% point of the class content occurs. As long as the student meets membership requirements (registration, tuition and/or fee payment, completion of an assignment or lesson) without withdrawing prior to or at the point where the 10% of the class content is delivered, the student may be counted in membership for FTE reporting purposes. Using this method, the date at which the student completed the lesson(s) is not pertinent to determining class membership eligibility. (For more information regarding class membership criteria, see 23NCAC 2D.0323 for curriculum classes or 23NCAC 2D.0324 for continuing education classes.)

These options for computing the 10% census date are intended to give colleges more flexibility in determining how to offer distance education classes. Without having to assign an arbitrary census date to a self-paced or open/entry class, the college may be able to offer more flexible scheduling in some distance education classes. Colleges may decide whether it is more appropriate to base the 10% point on course length (using the 10% date) or on class content; however, the same rules should be applied consistently to similar types of classes.

It is the college’s responsibility to monitor student progress and provide documentation for audit purposes that students counted in membership attended a session or completed an assignment prior to or at the 10% point of the class, regardless of which method is used to determine the 10% census point. It must be clear what method was used to compute the 10% point. 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.

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.

For “general orientation” (tutorials, Help Desk, etc.) to any non-traditional instruction delivery format, hours may be reported for FTE when all registration and attendance requirements for the reporting of students hours in membership are met.

Web Enhanced classes, the 10% point is based on the actual class time and the attendance is kept for that portion of the class just like a traditional class. The online assignments are written in to the right of the printed dates or provide a separate sheet which contains the information.