What is Enrollment Verification?
Enrollment Verification (EV) is CFCC’s process for checking student enrollment in courses at the start of the semester and is used to calculate a course’s FTE. In face-to-face (in-classroom) courses, this is done simply through taking attendance at a class meeting. However, in online courses student enrollment cannot be checked so easily.
What kinds of courses does this EV activity apply to?
An EV activity is required for all Internet (I) courses and any Hybrid (Y) courses whose first face-to-face session takes place after the census date (the 75% refund date for the students). The census date is different for full- and mini-sessions, so consult the academic calendar for exact dates.
IMPORTANT: If your course has a lab section that has a separate Course ID (e.g. SPA-111: Elementary Spanish I and SPA-181: Spanish Lab 1), then the lab must have its own EV activity. Because students can theoretically take the two courses separately, the rosters for the two courses are distinct.
What is the Census Date?
For most courses, the census date is the date given for 75% refund on the Academic Calendar. Mini-Sessions and Full Semesters have different census dates.
What should an EV activity look like?
An EV activity has three key characteristics, it
- Requires activity from the student: Logging in or emailing the instructor is not enough to count towards EV. Students in online courses must actively participate in the course by producing work.
- Focuses on the subject matter of the course: Generic icebreaker assignments, exchanging contact info, or activities concerning logistics of the course only are not enough to count towards EV–the activity must involve the subject matter of the course.
- Is completed in Blackboard or MyLabPlus: EV activities need to be available to auditors from the System Office. Currently, Blackboard and MyLabPlus are the only platforms that are easily accessible to auditors. This means that even if you are using regular MyLab or another outside site for the rest of the semester, you must complete your EV activity in Blackboard.
Recommendation: In your first communications (email, welcome message, or even in class), point the students to the EV assignment, so that they are aware of it.
- If a student doesn’t complete the EV assignment, but does complete another assignment that meets all of the above features, then that can count as their EV assignment.
- In Hybrid courses, if a student attends a face-to-face session…mark an “E” on the first date the student attends the face-to-face component of the class. In the online component of the class, an “E” should be marked on the day of attendance when the Enrollment Verification activity is submitted by the student. The face-to-face “E” and the online “E” are not required to match. However, the “E” dates in both components must be accurate and consistent with the online statistical data in Blackboard.
Sample Icebreaker Activity
This particular sample activity takes place in a Blackboard discussion board forum.
Forum Title: “Introduction to [Insert Course Title – Semester].”
(ex: Introduction to ACA 111 – FA 12)
Forum Description: In this forum you will post information describing what you hope to learn out of this course. Failure to complete this activity may result in you being Withdrawn from this course as a No-Show.
Please introduce yourself to the class and briefly state what you are hoping to learn in this course. (It may help you to review the course description, the syllabus, the textbook, or to look around the course website.)
Why exactly do I have to do this?
Enrollment Verification is the result of a combination of Federal and State regulations. In 2011, the Federal Government made changes to Title 4 (R2T4) that redefined “academic attendance” and “attendance at an academically-related activity.” Because this directly impacted the way Federal financial aid is distributed, the North Carolina Community College system adopted informal standards during their audits to make sure colleges could produce proof of “academic attendance.” The EV activity standards above were drafted by CFCC in an attempt to meet these informal standards. As of the Fall 2012 semester, the Vice President of Instructional Services, Dr. Mandi Lee, is requiring all online instructors to complete an EV activity that academically engages students with their course material. These activities may be examined during audits.
What if I already have an assignment due before the census date?
If it is in Blackboard and focuses on the subject matter of the course, then . . . great!
Simply add some text making it clear that students must complete it by the given date or be withdrawn as a “No-Show.” The less decisions made for procedural reasons and the more made for instructional reasons the better!