REQUEST FOR DEPARTMENT CODE SET-UP AND HOME/HOST PROCEDURES VI-1
REQUEST FOR DEPARTMENT CODE SET UP Part I. The following process should be used by the colleges to create and/or setup a new division or department code (dept. code) for use in the Colleague course master. TO CREATE A NEW DIVISION AND/OR CHANGE AN EXISTING DEPARTMENT CODE FOR COURSE INPUT INTO COLLEAGUE The following will need to occur: (1) A new department code will need to be requested and created in Colleague based upon the new division name. Colleges will need to provide the Office of Curriculum Management and Office of Workforce Education with the new division name. The department code should include the numerical college code and a four-letter acronym for the division name. Example: 2NASC for Brookhaven Natural Science. (2) Any new course records that require the new division/department code must be input or built into the Colleague Course Master for a future semester prior to the activation of an upcoming term (refer to Term Activation Calendar). A request for a new department code should be made no less than one semester prior to the beginning of the semester the college intends to offer the course(s). The reason for this length of time is better explained in # 5 below. (3) Provide Curriculum Management and Workforce Education with a complete list of subjects/prefixes to be moved to the new division. Subjects cannot be split between departments. Although it is possible to split subjects between departments, you must use caution. If rubrics and course numbers are split between departments, the following areas will be affected: 1) Contract printing, 2) Report accuracy, and 3) tracking subjects/prefixes which are split between departments; unless you remember how you split the subjects between departments. It will make it impossible to track future changes within the system as changes are made to the subjects/prefixes within various departments. NOTE: The college will be accountable and responsible for maintaining and tracking the subjects/prefixes that are split between departments. (4) Provide Curriculum Management and Workforce Education with a complete list of courses by course prefix/number to be moved or relocated to the new division/department code. (5) If you have already built or input sections into the Colleague Course Master prior to this request being made, you will need to go into each section record and manually change the department code. Unfortunately, this information is not automatically pulled into the course record when we make the change in the course record at the district level. NOTE: If you normally request courses to be copied or rolled over from a previous term for use in a new term through DSC/IT, you must go into the course section record and manually make changes by deleting the old dept. code and adding the new dept. code to that section record. This must be done before students are registered for the course or put in the section. Any changes (i.e. start/end date, credit hours, CEUs, dept. code, credit type, academic level or term) made to a section record that has been built where there are students registered in the class will impact students' records. You must also change the students' records by working with the Registrar. Please provide the Registrar with a roster of students and indicate what actually needs to be corrected or changed. Registrars will use the STAC screen to make the corrections or changes. The college will need to decide whether to build new sections or correct the student records. If you make changes or corrections to the contact hours, faculty load/assignment or CIP Code, you do not need to change any student records. VI-2
(6) We cannot remove, cancel or delete the old department code from the course record at the district level. We must allow for class rolls, student grades, etc. to be processed prior to removing the old department code. Please communicate this information to any staff who will be inputting course section records. They must create any new section records using the new and not the old division/department code. This will allow your division to set up course section records per your request. Please be advised that you will need to go into each section record and manually change the department code for any sections you've already built/created. However, you are now able to build any new course section records using the new department code. For example, if math courses have been offered at Mountain View College under the old Science/PE division and students have been graded, we cannot remove, cancel or delete the old department code, 6SCPE, from these course records. We must allow time for student grades, class rolls, etc. to be processed prior to removing the old department code. NOTE: Funding reimbursement is based upon the college location; not the department code. (7) Colleges must remember to use the correct dept. code when setting up course sections if there is more than one dept. code in the course record for your college. VI-3
REQUEST FOR DEPARTMENT CODE SETUP Part II. During the Spring 2003 semester/term, the following process was established for use by the colleges to set up or create WECM courses not currently approved and/or offered as part of a technical program at their college location. Colleges were advised to begin using this new process and the new dept. code below, as they set up course sections. The 14 SCH limitation as defined in the THECB guidelines may have an impact on state reporting. Utilization of these dept. codes will allow the district to monitor whether the colleges are exceeding the maximum 14 SCH limitation required by WECM guidelines. These dept. codes may also be used to acquire data for the anticipated reimbursement report. (See THECB Guidelines-Single Course Delivery for SCH). TO SETUP AND/OR OFFER A WECM COURSE NOT PART OF AN APPROVED TECHNICAL PROGRAM AT YOUR COLLEGE (These dept. codes should not be used when you setup HOME HOST courses.) A new WECM institutional department code will be created and setup in Colleague for each college location as follows: Brookhaven College 2WECM Cedar Valley College 3WECM Eastfield College 4WECM El Centro College 5WECM Mountain View College 6WECM North Lake College 7WECM Richland College 8WECM The following will need to occur: (1) The dept. codes above should be used for all prefix/course numbers regardless of the technical program area or division at each college. Course prefixes/numbers will vary under this dept. code at each college location. (2) Any technical division or department can use this dept. code to setup a course for their college/division. (3) Colleges should use this dept. code if the courses are not offered under the HOME HOST guidelines. (4) Colleges should use this process to setup dual credit courses. For example, if Mountain View College would like to offer a course in the Child Development program area, they would setup this course in Colleague under dept. code 6WECM since they are not currently approved to offer the Child Development program. VI-4
Term Activation Calendar FALL: 1. Activate Term = 1 st of February 2. Admission Application = 1 st of February 3. Section Build = 1 st of February (after Registrar s approve roll dates) If 1 st falls on Monday-Thursday, use actual day If 1 st falls on Friday-Sunday, push to next Monday If 1 st falls on a Holiday, push to next day (follow above criteria) SPRING: 4. Activate Term = 1 ST of May 5. Admission Application = 1 st of May 6. Section Build = 1 st of May (after Registrar s approve roll dates) If 1 st falls on Monday-Thursday, use actual day If 1 st falls on Friday-Sunday, push to next Monday If 1 st falls on a Holiday, push to next day (follow above criteria) SUMMER: 7. Activate Term = 1 st of September 8. Admission Application = 1 st of September 9. Section Build = 1 st of September (after Registrar s approve roll dates) If 1 st falls on Monday-Thursday, use actual day If 1 st falls on Friday-Sunday, push to next Monday If 1 st falls on a Holiday, push to next day (follow above criteria) SOURCE: Excerpt of document prepared by Angie VI-5 Gomez 2/2/04 - Approved by CE and CR
DALLAS COUNTY COMMUNITY COLLEGE DISTRICT GUIDELINES FOR HOME/HOST AND WECM PROCEDURES A. HOME/HOST GENERAL GUIDELINES This plan provides a system whereby occupational programs approved for a college(s) can be offered in other DCCCD college service areas by way of introductory and support course offerings. Advanced courses of a program are typically not offered in this mode. This system better serves citizens in all areas of Dallas County and provides reimbursement incentives to the colleges involved. It expands and strengthens our occupational offerings and lessens competitiveness between colleges within the District. For purposes of this plan, the Home College is the college approved by Coordinating Board (CB) to offer a particular occupational program. The Host College is the college located in the service area where the course is to be taught. The course could be housed on the Host Campus. When special arrangements exist where all courses of a degree are offered home/host at one site for a particular community organization, then no Host services are required and, therefore, no revenue sharing is required. When courses are offered at a high school or other off-campus locations in another college s service area, the Home College will pay all room rental fees incurred. Arrangements for room assignments are made through the Host College. Communication Guidelines 1. An initial exploration of the need to expand specific occupational offerings occurs between the appropriate Presidents, Chief College Instructional Administrator, and Technical/Division Deans. 2. Verbal agreement between Chief College Instructional Administrators regarding course offerings will be followed by written confirmation with copies to the respective Divisions Deans and Presidents. If agreement cannot be reached between the Chief College Instructional Administrators, the Presidents will become involved. 3. The Division Deans will follow appropriate procedures for the scheduling and implementation of courses at Host Colleges or in the Host College service area. 4. The Home College s Division Dean will submit a copy of the home/host schedule for each semester to the DOWE. 5. The Home College Division Dean will notify the campus VPBS about the home/host arrangement for the purpose of transmitting the agreed upon Revenue Sharing to the District Director, Office of Business Services. VI-6
GUIDELINES FOR HOME/HOST AND WECM PROCEDURES PAGE 2 Class Schedules Home/Host courses are listed in the Host Colleges class schedules with annotation as to location and course status. Host Colleges indicate that the total program is not offered at that location; therefore, students must complete the program at the Home College location. Chief College Instructional Administrator (CCIA)will propose Home/Host College course offerings for development of class schedules for a subsequent semester by the following dates: Registration For Spring = September 1st For Summer = December 1st For Fall = February 1st 1. Students should register for their Home/Host course using one of the registration options (in person at their preferred site, through econnect, or Telephone Registration) as appropriate. 2. Student applications may be submitted at any campus site or through the DCCCD online application for admission. Files are maintained in accordance with current DCCCD policies for the Admission/Registrar s Office. 3. Decisions about whether to carry or cancel a class will be made by the Home College upon consultation with the Host College; communication regarding when to cancel will be handled by the respective CCIA s. The Host College must enter cancellation on a course schedule file. 4. All class rolls, attendance verification and certified rolls will be sent to Host College and will have the Host College name on heading. The Home campus may view and/or print a copy of the course enrollment from the RSTR screen. 5. All student drops will be processed using one of the registration options (in person at their preferred site, through econnect, or Telephone Registration) as appropriate. 6. Transcripts, State Reports, Anticipated Reimbursement and Grade Distribution Computer Programs will use Home College as the college offering these sections. 7. Locators, Name and Address Lists, Final grade distribution, and Student Statistics will track students enrolled in these courses as located at the Host College and will be sent to that college. 8. Refunds are to be handled by the Host College. VI-7
GUIDELINES FOR HOME/HOST AND WECM PROCEDURES PAGE 3 Registration (cont d) 9. Within 30 days after the end of the semester, the following items will be sent to the Home College Registrar by the Host College Registrar: a. grade books and class action notices b. permanent class rolls (including instructor drops, as appropriate) c. final grade rolls (including instructor drops, as appropriate) To be retained by the Host College and subject to transmittal for audit purposes are: Home College Guidelines The Home College provides: a. instructor drops (if received after documentation is sent to Home campus) b. grade changes (1) necessary instructors; (may include a Host College instructor) (2) in-service training; (3) instructor supervision; (4) evaluation of instructors; (5) travel-mileage required for an instructor between colleges in accordance with normal District procedures. For budget purposes, the Home College receives credit for a percentage of the CB contact hours generated. In addition, the Home College receives 100% of the income from lab and fees through the district allocation formula. This factor should be given consideration when negotiating contact hour split. Host College Guidelines The Host College: (1) registers students for the Home College; (2) provides on-campus classroom space, when needed and available; (3) provides general administrative support; (4) incorporates Home College courses into Host College schedule; provides textbooks. (The appropriate Division Chair at the Home college orders books from Host College courses through the Home College Bookstore Manager. The Home College Bookstore Managers articulate with their counterparts at the Host Colleges to provide the texts. They also negotiate any buy-backs.) (5) instructional support for courses offered at a Host College (i.e., duplication, test preparation, supplies, and materials). A percentage of the CB contact hour reimbursement for courses housed by the Host College or at an-off-campus site are applied to the budget allocation formula of a Host College in accordance with the DCCCD Home/Host Table of Revenue Sharing or as negotiated using revenue and cost projections as a basis. VI-8
DALLAS COUNTY COMMUNITY COLLEGE DISTRICT TABLE OF REVENUE SHARING If no other revenue sharing is negotiated, the Revenue Sharing defaults to 80/20 split; home is 80% and host is 20%. The following guidelines are suggested contact hour splits. However, the split is negotiable between home and host colleges. A. Courses offered within Host College service area (not on a high school campus.) All Host services provided. HOME 80% / HOST 20% B. Courses housed on-campus providing classroom space with no special equipment requirements. All Host services provided. HOME 65% / HOST 35% C. Courses housed off-campus (high schools, or supervised high school center.) All Host services provided. HOME 65% / HOST 35% D. Courses housed on-campus with special facilities (labs or other requirements.) All Host services provided. Home 50% / HOST 50% B. GUIDELINES FOR WECM COURSES This plan provides a system whereby individual courses contained in the THECB Workforce Education Course Manual (WECM) can be offered by all colleges within the DCCCD (see the limitations cited below). While technical programs will continue to be subject to THECB and SACS requirements, the Texas Higher Education Coordinating Board (effective September 1, 1997) has supported the WECM process as a way for colleges to respond rapidly to local workforce demands on a course-by-course basis by providing a manual of pre-approved courses. For purposes of this plan, each college will be eligible to offer courses from the WECM and will be able to claim 100% of the contact hour reimbursement for both credit and Continuing Education Unit (CEU) courses. For each academic year and within any six-digit CIP code, a college may offer semester credit courses in a program which the college does not currently possess THECB Program Approval if the following conditions are met: 1. Colleges which choose to offer individual WECM courses are not allowed to link separate courses together to form a program without seeking THECB Program Approval. 2. No more than two courses or eight semester credit hours (whichever is greater) is allowed to be offered in any one semester. 3. Courses can be Special Topics or Local Needs but must not be external learning 4. WECM courses must be added, at least as elective credit, to some related program consistent with criteria established by SACS. 5. Faculty teaching WECM courses must meet all THECB and SACS requirements. VI-9
6. No more than 14 semester credit hours (including special topics/ local need courses) may be taught by a college without receiving THECB program approval. Revision based THECB Guidelines 8/9/11 VI-10
EXAMPLE MEMORANDUM TO: FROM: DATE: RE: (VICE PRESIDENT) Joyce Williams District Director Workforce Education and Development (DATE) HOME/HOST AGREEMENT This is a notification that our office has received the Home/Host Agreement for the (PROGRAM NAME) between (COLLEGE) College and (COLLEGE) College. This agreement includes (AWARD NAMES) listed under the approved program offered by the Home location. Only the Home location is approved to award the degree and or certificates; therefore, students must earn at least 25% of the credit hours required for graduation through instruction (not credit-byexamination) by the college of the DCCCD granting the award. The Agreement states that (COLLEGE) college as the Home location and (COLLEGE) College as the Host location have agreed to a (PERCENT %) split of contact hours, cost sharing, and revenues. Our office will process Home/Host Agreements by notifying DSC, Degree Audit, and Curriculum Management Departments of the agreement to activate correct cost sharing, revenue sharing, reimbursement allocations and student degree plans. COLLEAGUE PROCESS FOR SETTING-UP HOME/HOST COURSES DCCCD uses colleague as a course management database for registration. The section screen (SECT) will be used to setup the course. The department code (Depts/Pct) will remain under the authority of the Home location. This is to ensure that program inventory adheres to THECB and SACS Guidelines. The Host location will input specific location identifiers in the Section field (see example 6205 on next page) and the Location field (see example 600 on next page). This is to ensure the tuition and contact hour allocations will be directed correctly between the colleges by DSC and College Business Office locations. Please see the attached example. Should you or your staff have any questions, please contact my office at 214-378-1746. VI-11
HOST COLLEGE HOST COLLEGE HOME COLLEGE VI-12