Procedure - Continuing Education Accountability Plan

The College has developed an Accountability and Integrity Plan for Workforce Continuing Education (the “Plan”). The Plan reviews the programs provided to ensure that occupational training is relevant to the workforce, responsive to training needs and is responsible for state funds.

The Plan is monitored and reviewed at least once per year and as needed by the Continuing Education Accountability and Integrity Team. Results of the annual review will be shared with the Board at the January Board Meeting. The Board will review and approve the Plan every three (3) years or sooner if revisions are made to the currently approved Plan. The Continuing Education Division will share class visitation reports with the Board each semester (Fall, Spring and Summer).

I. On-Site Visits to Each Class

A. The instructor’s supervisor, or a designated representative as approved in writing by the senior continuing education administrator, will make at least one visit each semester to fifty (50) percent of all off-campus and distance education (defined in C below) continuing education classes (excluding self-supported and community
service classes) and will maintain written documentation for such visits. These visits will be unannounced.

1. Classes which meet twelve (12) hours or less may be excluded from a visit by a college representative.

2. Twenty-five (25) percent of the on-campus classes require visitation and documentation as noted above.

B. The senior continuing education administrator or his/her designee will visit a ten percent (10%) sample of randomly selected off-campus continuing education classes each semester with no pre-notification of these visits and will maintain written documentation of each visit. The designee must be approved in writing by the College President. The registration period will not count as an official visit.

C. An off-campus class is defined as any class not to be held in college owned or leased property or held in a center which is not under the supervision of a resident supervisor or director who is on-site during the entire period the instruction is taking place. A distance education class is defined as a class that is offered through distance education technology (including information highway, Internet, and telecourses) and which does not physically meet on campus for at least half of the time scheduled. For Internet courses for which it is not possible to physically visit the class, visitation should be conducted electronically, using a system that allows the instructor’s supervisor and senior continuing education officers to log on and check the activity in the class. System Office Program Auditors must also have access to this system so that they may do unannounced class visits for these classes as well.

D. For those classes identified as distance education or nontraditional delivery, student attendance in class or in an orientation session, or the submission of a written assignment, examination, or project is the basis for determination of class membership at the ten percent (10%) point of the class.

II. Student Membership Verification

A. Each individual student upon enrollment in any continuing education class will sign the class registration form, roster receipt form or attendance sheet. Any registration or roster receipt forms that, by necessity, have the participants listed by the instructor must include the student’s mark (X) and be counter-signed by the instructor. Continuing Education office personnel will review these forms and check on any problem or questionable situations.

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

1. Evidence of payment of the applicable registration fee by the student. This evidence must link a specific student’s payment to the specific class paid for.

2. In cases where no registration fee is paid electronic certification by the student, such as an electronic signature on an email, will be required for student membership verification in the course.

III. Instructor Verification

A. A random selection of continuing education instructors being paid during a designated month each semester (the month will be designated at random by the Business Office) will come to the Business Office and personally sign for and receive their checks. Exception: Any instructor whose home is fifty (50) or more miles from the main campus may be verified by visual check by the Business Office when filling out initial contracts and other business office paperwork.

B. In instances when the above verification process is not practical, the Business Office will telephone the instructor to verify his/her teaching the course, correctness of address and correctness of social security number.

C. Documentation is kept on file in the Business Office.

IV. Institutional Approval Processes for Conducting a Continuing Education Class

A. The senior continuing education administrator shall be responsible for approving the establishment/offering of all continuing education classes. No class may start without prior approval.

B. All classes will be evaluated by the senior continuing education administrator or his/her designee to ensure that they contain educational objectives consistent with the role and mission of the North Carolina Community College System and the College.

C. The President may further document the validity of continuing education classes. No class may operate without the approval of the President indicated on individual contracts signed by the President or his/her designee.

V. Institutional Responsibility for Accuracy in Reporting Practices in Continuing Education Programs

A. The senior continuing education administrator will report each semester/session’s internal audit results to the Vice President of Instruction during the subsequent semester/session. The Vice President will make internal checks to determine that all classes being offered are legitimate educational experiences and the internal audit procedures are being followed. The Vice President will report this information to the College President and Board.

B. An up-to-date master schedule, including days, times, and locations, will be maintained for all continuing education classes. Directions to all off-campus classes will be on file in the Continuing Education office.

C. The President shall report to the Board the results of each audit report submitted by the state program auditor.

Adopted: September 9, 2019
Legal Citation: 1D SBCCC 300.4(a)(1)-(4)