Procedure 4.3.1: Continuing Education Accountability and Credibility Procedures
Haywood Community College in accordance with policy of the Board of Trustees and in compliance with the North Carolina State Board of Community Colleges’ Mandated Accountability Criteria, establishes the following procedures:
All courses offered through the Continuing Education Division shall have the prior approval of the Senior Continuing Education Administration and shall be consistent with the mission and goals of the Community College System and Haywood Community College. Approval is granted to run those courses that appear in the North Carolina Community College System Master Course Listing. Any courses that do not appear in the Master Course Listing must be approved in writing by the Senior Continuing Education Administrator and submitted to the North Carolina Community College System seeking addition to the Master Course Listing prior to being offered.
A database of all Continuing Education courses shall be maintained electronically on the College’s central information system and will include day, time, and location.
The instructor’s supervisor or another person designated by the Senior Continuing Education Administrator shall visit at least 50% of off-campus Continuing Education classes and 25% of on-campus classes. Self-supporting, Community Service and classes of twelve (12) hours or less are excluded. Written documentation shall be kept on audit visits showing the date visited, the number of students present, and shall be signed by the person visiting.
The Senior Continuing Education Administrator of another appropriate upper level administrator, approved in writing by the president, shall make selected unannounced visits to a minimum of 10% of off-campus classes. Written documentation shall be kept on audit visits indicating the date visited, the number of students present, and shall be signed by the person visiting.
Classes offered via distance education technology will be visited electronically in the same proportion that other continuing education classes are required to be visited. For internet classes, a system of “visiting” electronically will be set up with each such class that will allow the instructor’s supervisor and senior continuing education officer to log on and check the activity of any class at any time while the class is running. System Office Program Auditors will be given access to “visit” these classes, electronically and unannounced.
At least once per year a representative of the Administrative Services Division shall distribute instructor checks at which time instructors who have not previously done so shall present an I.D. and sign for the check. In special circumstances, if it is deemed unreasonable for an instructor to come to the college, the check will be sent via registered mail with a return receipt.
The Continuing Education Coordinators will be responsible for reviewing all Continuing Education instructor contracts in their respective areas. The coordinators will determine whether students are registered in accordance with the contract, and all documentation has been completed to clear payment to the instructor.
Appropriate forms signed by enrollees (class receipt forms, class registration forms, etc.) must be utilized for all Continuing Education Classes.
A summary report of course visitations will be submitted to the President twice per year.
A report of internal and external audit findings will be reported to the Board of Trustees annually.
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