Preparing for an Audit
The boss just walked in and said "The ISD just called, they are going
to be here next week to audit our FTE report." Quick, what do you do?
No, you can panic later. Let's get down to work.
Remember, we said that doing FTE is a "process". It's a whole
bunch of tasks that you do over a period of time that make an easy and
successful FTE report. Here, we are going to review these various
"tasks" then you can check to make sure that you have done each
one correctly. These are listed more-or-less in the order that they should
- Make sure that your enrollment periods are set-up correctly. The
correct Type, correct beginning date, correct Count Date
and ending date.
- Make sure that your classes are correctly set-up with the correct
meeting days. Be careful of the correct Starting Date, Count Date and
End Date. The Repeats is governed by the Type of
enrollment period. Print out a Class Status report from Menu:5.3. before
you start enrolling students to make sure you have all of your classes
set-up correctly. Be sure that you accurately count the total number of
days that the class will meet. Make sure that the hours per meeting and
particularly the Total Class Hours is correct. This is the basis for
correctly calculating the FTE value for the class.
- Be careful when enrolling your student schedules. Pay particular
attention to the real or actual date the student enrolled or signed-up.
STUREC(c) will default the enrollment date to the current date. If you
are "catching-up" on your data entry and actually create the
record in the computer after the Count Date and don't catch the date
thing, you will not be able to count the student for FTE or on the SRSD
- Stay on top of your attendance. With accurately entered attendance
STUREC(c) will be able to do most of everything else for you.
Audit your students. Before you begin this process, you may want to print
out the Student Worksheet found at Menu:8.2.
Create a Bedsheet Printfile at Menu:8.4.
Go to Menu:8.10.Local Audit Checklist and for PUPils, run reports 1 thru 6.
For PARticipants do the same except you do not need number 2.
Take the stack of paper generated by this effort and a cup of coffee, put
this in the same room with the auditor and politely say "I'll be right
outside if you need me."