1) What Reporting Period Do I Use?

FAQ’S

1) What reporting period do I use?

You can choose from the three most current Academic years; 2012-1, 2, 3, 2013-1, 2, 3 and 2014-1, 2, 3.

2) Does every course in the discipline have to have the same reporting period?

No, different courses could have different reporting periods even if they belong to the same discipline, but each course has to have the same reporting period College wide.

3) What dates do I use for the personnel expenditures?

For example, if the reporting period is 2013-1, 2, 3, use a date that starts on August 2013 and ends on July 2014. You can be flexible with the starting and ending dates within the reporting period, but you must not have more than 52 weeks of personnel expenditures included.

4) What do I do with the documents that I compiled and with the information used to compute the cost per student?

You must submit the information and the documents through CurricUNET. The documents will be submitted by preparing one or more files and attaching it (them) to each course. The person inputting the information is the "originator" and needs to have access in CurricUNET for this operation. If you don't have access, you must contact the Office of Academic Programs requesting access.

5) What happens after I upload the information in CurricUNET?

First you launch the course. You should also notify the next person in the approval path that there are courses in their queue that need their action. The courses will reach the Business Affairs queue for review once they have moved through the approval path that is listed ahead of Business Affairs. It is very important to notify the next person in the approval path that the courses are in their queue.

6) Do I need to upload the files to each individual course even if they are the same files for all the courses or for a group of courses?

Yes, you need to upload the files to each course individually even if they are the same files. The reason why we must include all the documents under every single course, even if there are redundancies, is because the external auditors may pick any of the courses and each one of them must have complete self-explanatory information.

7) Can I use a "share point" for the information and all the courses could use the "share point"?

No, each course has to be uploaded individually in CurricUNET with its file, even if it is the same file used for other courses. 8) If a course has not been taught in a number of years, do I need to provide any information about the course?

Yes, every course in the Fee Audit List must be addressed. If a course has not been taught in the three most current reporting periods, 2012, 2013, 2014 (1, 2, 3), the information that you need to provide is the same as the information that is required for a new fee request, that is, a projection (including a projection for enrollment), with supporting evidence as to how you arrived at the figures.

9) If the course is going to be deleted, what do I need to do?

You must initiate the deletion process in CurricUNET and follow up with the process making sure that every individual in the approval path takes action. You need to be ready to show the status of the deletion process of the course in case the auditor chooses the course for examination. The course that is being deleted needs to be uploaded in CurricUNET as a Fee Audit and show that it is being deleted.

10) I have a lot of documents, do I need to scan them and upload them in CurricUNET?

Yes, usually there are many documents involved in this process. They need to be uploaded in CurricUNET. There might be more than one way to submit the documents in CurricUNET and the Office of Academic Programs can inform you of the different techniques that could be used. The process of scanning and uploading the documents and entering the information in CurricUNET is very time consuming, therefore, you should allocate sufficient time for this last step.

11) I have expenditures that apply to more than one course, how do I divide them?

You must allocate the cost based on the criteria that you think is appropriate according to the services provided to the students i.e., % based on the # of students in each course compared to the total # of students in all the courses that share the same expenditure, dividing the expenditure by the total number of students and multiplying the cost per student times the students in each course, etc. You are the best person to determine what is appropriate in each situation. Make sure that you disclose as part of your information the criteria that were used for allocating the expenditures.

12) If I am planning to have a fee modification (a fee increase or decrease), do I use the same information and do I do it at the same time?

You can use the same information, but you must enter the information and the documentation twice, once as a Fee Audit in CurricUNET and once as a Fee Modification in CurricUNET. The approval path is much shorter and the requirements are less for the Fee Audit than for the Fee Modification. The approval path for the Fee Modification is longer and requires more information about the course.

It does not have to be at the same time, but if you are planning a fee modification, utilizing the documentation and the computations for the cost per student of the Fee Audit could save you time since you have all the information at hand. If you used the most current academic year as the reporting period for the Fee Audit of the course, there could be a lapse of time of up to a year (preferably less) between the Fee Audit submission and the Fee Modification request. Think of the Manual as a textbook that is updated with new editions to keep abreast of new developments. Also, using the textbook as an example, even the good books need a professor to enhance and explain the material and I will do my best to accomplish the same.