CHAPTER 7
REVIEW AND REPORT FUNCTIONS
Wyoming Statute 21-18-202(e)(v)(A) and 21-18-225.
Section 2. Purpose.
This chapter defines the Commission's review and report functions.
Section 3. Reporting Accreditation Studies.
(a)Each community college shall provide to the Commission a copy of any institutional or specialized accreditation study and any subsequent college or accrediting agency follow-up reports required as a condition of initial or continuing accreditation within thirty days (30) of receipt from the accrediting body.
(b)The Commission shall review each district as outlined in W.S. 21-18-202 (e)(iii), and the review shall occur at the same time as the accreditation review by the regional accrediting agency.
(c)Community colleges shall report to the Commission any request for a change in statement of affiliation status that would affect off-campus sites.
(d)Community colleges shall report to the Commission any successful program accreditation by industry and professional groups.
(e)The Commission shall prepare summary reports for distribution to the governor, the legislature, and other interested parties.
(i)The Commission's report will include strengths, concerns, accreditation status, required reports/visits, and accreditation agency's action taken from the regional accreditor's final official accreditation reaffirmation report and from the letter of formal notification status of Higher Learning Commission affiliation.
(f)All reports shall be available for inspection by interested parties at the Commission office.
Section 4. Reporting Financial and Enrollment Audits.
(a)Community college audits shall be accomplished in the manner set forth in W.S.16-4-121.
(b)Community college audits shall include a financial and compliance audit that meets recognized industry standards, the audit requirements of any federal agencies participating in a program of the community college, the reporting requirements of the Department of Audit, and the NACUBO reporting requirements of the Commission.
(c)Each community college shall request their independent auditor to provide audit reports to the community college board of trustees, the Commission, and the Budget Division of the Department of Administration and Information by December 31of each year pursuant to W.S. 16-4-122 and 21-18-204.
(d)By October 1 of every even numbered year, the community colleges shall provide a report of expenditures made for emergency repair, preventive maintenance, and renewal projects funded or partially funded by the contingency reserve account. The listing shall cover the previous biennium and shall be provided in a Commission approved format as shown in its Facilities Handbook.
(e)The community colleges shall submit adopted fiscal year budgets to the Commission by July 31 of each year.
(f)The community colleges shall submit a Biennial Funding Report (BFR) to the Commission by September 1 of each year in the format shown in the Fiscal Handbook. Adjustments made by community college boards to annual budgets, and therefore to the BFR, shall be submitted as soon as possible after adoption by a community college board.
(g)Each community college shall provide to the Commission enrollment data per the schedule in the Data Collection & Reporting Requirements Handbook. These data elements shall be used to create Commission approved publications four times yearly. The draft reports shall be reviewed by the community college prior to presentation to the Commission.
(h)Community college data that pertain to the reporting of full time equivalent student headcounts as well as course level of instruction coding shall be audited by the Commission in accordance with W.S. 21-18-202 (e)(ii). Along with these two core audit topics, additional audit components may be added to further validate the student headcounts that relate to full time equivalency headcount reported by the colleges. These additional audit components, referred to as ancillary audit items, shall be presented to the Commission.
Section 5. Reporting Partnership Outcomes.
(a)Each community college shall annually provide to the Commission the number of partnerships it participated in during the preceding year and a list of major partnership projects completed in the previous academic year on a Commission developed template. The report will include a brief summary for each major partnership to be comprised of, but not limited to, the partnership's goals and objectives as well as performance and outcomes.
(b)The Commission shall compile a summary of partnerships and their outcomes for distribution to the governor, the legislature, and other interested parties.
Section 6. Providing Annual Reports.
(a)The Commission shall maintain appropriate storage of data to fulfill its review and reporting functions. The community colleges shall adhere to the administrative computing practices (data input) outlined in the Commission's common data element dictionary, the Data Collection & Reporting Requirements Handbook. Administrative computing data fields in the community college's ACS not required for Commission data collection may be utilized by the community colleges for their own purposes. Should future reporting requirements require the use of these data fields within the college's ACS, the Data Governance/Institutional Research Council and subject-matter expert functional groups will determine the standard data to be entered into this field. If a community college had previously used the proposed data field to store data that does not meet the standard, it will be necessary for that college to change the data to match the agreed upon standard in order to maintain a common data elements dictionary.
(b)The studies and reports endorsed by statutory language necessitate periodic collection of data elements common to educational research. The Commission's Data Collection & Reporting Requirements Handbook shall specify the timelines for submission of periodically collected data elements. These data elements shall be reviewed annually by the Data Governance/Institutional Research Council with regard to contemporary progress in the educational research field as well as to ensure implemented changes have been disseminated to areas affected and recorded properly.
(c)The Commission shall request data from the community colleges and securely maintain this data in compliance with FERPA. Reports shall be structured so that personal identification of students will not be possible.
Section 7. Reporting on the Achievement of Statewide Priorities
(a)The community colleges shall provide annual reports to the Commission on performance of their individual community college along with measures indicating achievement of statewide interests as specified in the WY Community College Commission Statewide Strategic Plan.
(b)In accordance with W.S. 21-18-202 (e)(v)(A)(B)(C), the Commission shall provide individual and college system annual reports to the legislature and governor on the achievement of statewide priorities as specified in the WY Community College Commission Statewide Strategic Plan.
(i)The Commission and community colleges shall collaborate to define the report formats, methodology and data elements required in preparing the reports along with a reasonable timeline for completion of such reports.
Section 8. Reporting on Capital Construction and Major Maintenance
(a)In accordance with W.S. 21-18-225 (c) through (k), the Commission shall report prioritized construction needs, or subsequent modified construction needs to the State Construction Department.
(b)Community colleges shall submit a prioritized 5-year list of construction needs proposals for the square footage that is aligned with the WY Community College Commission Statewide Strategic Plan to the Commission for inclusion in the report to the State Construction Department by October 1 of each year.
(c)Community colleges shall submit modifications to the prioritized construction needs to the Commission, along with justification and changes to the college's master plan.
(d)The Commission shall provide the prioritized construction list to the State Construction Department no later than November 1 of every year.
(e)The commission shall provide to the State Construction Department the actual gross square footage of college facilities eligible for major maintenance in accordance with Chapter 5, Section 10 of these Commission Rules.