Mississippi Administrative Code
Title 9 - Education- Mississippi Community College Board
Part 8 - Policies And Procedures Manual
Section 9-8-5 - College Responsibilities
Section 9-8-5-5.1 - Provider College Responsibilities

Universal Citation: MS Code of Rules 9-8-5-5.1

Current through September 24, 2024

1. Enrollment Tool Grades

a. Grades will be recorded (either manually and/or via database import) into the MSVCC Enrollment Tool for shared MSVCC students.

b. Mid-Term Grades: Mid-term grades will be recorded in the Enrollment Tool for MSVCC students enrolled in MSVCC 8-week and 15-week courses. Mid-term grades will be due the Monday following the end of the 4th week for 8-week courses and the Monday following the end of the 8th week for 15-week courses.

c. Final Grades: Final grades will be recorded in the Enrollment Tool for MSVCC students enrolled in an MSVCC course. Final grades will be due the Monday following the end of the final week of the term. (i.e. Final grades will be due the Monday following the end of the 8th week for 8-week courses and the Monday following the 15th week for 15-week courses.)

2. Faculty Credentialing

Each college will provide the necessary documentation certifying each MSVCC instructor's credentials to teach in a given subject area.

a. A completed Credential Certification form should be loaded for each instructor into the Faculty Profile in the Enrollment Tool (APPENDIX I: Faculty Credentials Certification).

b. In addition, a copy of the instructor's transcripts verifying credentials should be loaded into the Faculty Profile in the Enrollment Tool. Note: The instructor's SSN and birth date should be blocked prior to uploading into the Enrollment Tool.

3. Textbooks

The provider college is responsible for selection of textbook. Textbook information for the MSVCC should include Term, District, ISBN (required), Type, Author (required), Title (required), Publisher (required), and Comment.

4. Syllabus

The provider college is responsible for uploading the MSVCC Course Syllabus into the Enrollment. Syllabus information for the MSVCC must include course information, contact information, prerequisites, course description, text and course materials, learning outcomes, instructional techniques, methods of evaluation, grading information, testing information, academic honesty policy, attendance information, and ADA statement. The syllabus must be a PDF and must consist of the following naming convention: (3 digit) District Code + (5 digit) Semester Term + Course ID + Type of file being uploaded. Example: 2062018310178.pdf.

5. Attendance

In accordance with the MCCB Enrollment Audit and Reporting Guidelines, colleges that participate in the MSVCC must ensure compliance with student attendance. A student is considered in attendance for reimbursement purposes if they have not exceeded the maximum number of allowable absences in any given term . (See Board Policy 9.2 for Maximum Number of Allowed Absences Chart). Since the ET serves as the MSVCC information sharing portal, provider colleges must record (manually and/or via database import) MSVCC attendance utilizing the MSVCC Attendance feature within the ET. The provider college is responsible for recording regular attendance so that the host college may access attendance data needed for reimbursement. The Electronic Audit and Reporting System (eARS) links to the ET at the end of the term and creates a small Student Schedule (SS) file download. This download is appended to the host college's SS file by the personnel designated to perform data uploads.

6. Grade Changes

If a grade change is necessary, the instructor must report this grade change to their CELO utilizing the MSVCC Grade Change Form (APPENDIX E: MSVCC Grade Change Form). If the Enrollment Tool grade portal is open (typically 3 days after grade due date), the CELO will enter the appropriate grade change and no further action is necessary. If the Enrollment Tool grade portal is closed, the CELO must email the MSVCC Grade Change Form to the appropriate CELO(s). When requested by the provider, a copy of the MSVCC Grade Change Form will be submitted to the eLearning Technical Support Specialist for revision within the ET.

7. Evaluations

a. Each college should conduct annual evaluations of provided courses.

The MSVCC Core Course Evaluation Guide (APPENDIX F: Core Course Evaluation Guide) should be used as a base for conducting evaluations. Individual colleges can customize their evaluation instruments and processes according to college policies and procedures.

b. To verify quality of courses to host colleges, the CELO must upload an MSVCC Quality Verification letter to participating colleges inside of the Mississippi eLearning Association Canvas course repository for quality verification notice.
i. Letters must be sent annually in October.

ii. These letters should verify quality in courses from the previous Fall, Spring and Summer terms. Ex: in October 2010, letters will verify quality from the previous Fall 2009, Spring 2010, and Summer 2010 terms.

iii. Letter should state the following:

"I have reviewed the evaluations of courses and instructors as a provider of all instructors used by my institution as a member of the MSVCC for the____________, ___________, and ___________ terms. I further certify that the instructors have adequate academic preparation for courses offered, course content matches criteria as stated in the Uniform Course Numbering System in Mississippi Public Community and Junior Colleges, and all courses meet the minimum guidelines set in the MSVCC Core Course Evaluation Guide."

iv. CELOs should verify that letters have been sent.

c. Students will be provided the opportunity to evaluate each MSVCC course in which they are enrolled for fall, spring, and summer semesters. Colleges must notify students once the link to the MSVCC Student Course Evaluation survey is available. (APPENDIX G: MSVCC Student Course Evaluation)
i. In addition, MSVCC students will be provided the opportunity to evaluate Student Services through a link in their MSVCC Student Profile. (APPENDIX H: MSVCC Student Services Survey)

ii. Students should be notified when the surveys become available. Below is a sample notification message:

"Please take a few minutes of your time to complete the student surveys by logging in to your MSVCC Student Profile ( https://sbcjcweb.sbcjc.cc.ms.us/ET/SelfService/Signin.aspx ). You will find a Student Services survey that lets you evaluate services at your local college and a Course Evaluation Survey for each class you are taking. These surveys are very important and provide a way for us to improve the services of the MSVCC. Please complete the surveys before (add due date here)."

Disclaimer: These regulations may not be the most recent version. Mississippi may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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