California Community Colleges Chancellor’s Office

California Community Colleges Chancellor’s Office

CACCRAO Annual Conference 2009

Current Activities and Issues

in Attendance Accounting and Reporting

Presented by Elias RegaladoFiscal Services Unit

May 5, 2009

AGENDA

CCFS-320 Background and Current Developments Current Proposed T5 Changes Impacting Attendance

Accounting and Reporting “To Be Arranged” (TBA) Hours Update New Student Attendance Accounting Manual Addendum for

Academic Calendars and Course Scheduling Miscellaneous Issues and Reminders:

– Special Admits– Tutoring– Summer Shift FTES– FTES Allowances Due to Emergency Conditions

Questions/Comments

* Unless otherwise indicated, all legal citations refer to California Code of Regulations, Title 5

Apportionment Attendance Report (CCFS-320)

Overview:

Required by Title 5 Section 58003.4

Prepared in accordance with deadlines and instructions prescribed by the Chancellor’s Office

The Chancellor's Office calculates the amount of State General Apportionment funds, based primarily on the number of FTES workload that districts report on the CCFS-320

Basic Definitions

A Contact Hour is…

The basic unit of attendance for computing Full-Time Equivalent Student (FTES)

It is a period of not less than 50 minutes of scheduled instruction and/or evaluation

One FTES is equivalent to 525 contact hours

or 1 student x 15 weekly contact hours x 35 weeks = 525

Basic Definitions (cont.)

FTES is…

Not a headcount

An FTES represents 525 class (contact) hours of student instruction/activity in credit and noncredit courses

Formerly known as “ADA” or Average Daily Attendance

Apportionment Attendance Report (CCFS-320)

Overview (Cont.):

Provides workload measure for Lottery Allocation

Used to determine eligibility for Basic Skills Funding

Dept. of Finance calculates WSCH from contact hour data included in CCFS-320

Requirements for Reporting Course FTES on the CCFS-320

The basic conditions or standards for claiming FTES are provided by Title 5 Section 58050

Districts are required to establish procedures and policies that will assure that FTES reported for State Apportionment purposes meet all requirements of law

Documentation requirements have been developed to promote standardized, accurate reporting of data, and to facilitate audits of related community college records

Documentation is based on detailed tabulations of course sections and appropriate support records

Computing FTES by Course

Attendance Accounting Procedures (§58003.1)

Weekly Census

Daily Census

Actual Hours of Attendance (Positive Attendance)

Alternative Attendance Accounting Procedure– Credit Indep. Study, WEE, and Certain DE Courses– Noncredit Indep. Study / Noncredit DE Courses

CCFS-320 Reporting Periods

First Period – July 1 thru December 31– Due to Chancellor's Office on January 15

Second Period – July 1 thru April 15– Due to Chancellor's Office on April 20 (NEW!)

Annual Report – July 1 thru June 30– Due to Chancellor's Office on July 15

Recal Report – Revisions to Annual Report– Due to Chancellor's Office on November 1

Which Courses are Reported When?

Census Procedure Courses: FTES for Primary Term Census Procedure

Courses are reported in the period in which the census procedure is completed, even if the course is not completed by the deadline for reporting

FTES for Summer intersession daily census procedure courses that overlap fiscal years are to be reported in the fiscal year in which the census occurs, OR when the course ends

Which Courses are Reported When?

Positive Attendance Courses:

The FTES for Positive Attendance courses is to be reported in the period in which the course is completed, even if the course overlaps fiscal years

New CCFS-320 Developments

New due date for 2nd Period CCFS-320:– Changed from April 30 to April 20

New Addendum: AB 540 Headcount Report

New Online CCFS-320 Program to Start 2009-10

Title 5 Changes Impacting Attendance Accounting

Course Withdrawal (§ 55024)– Several clarifications related to faculty notification,

intervention, and Military Withdrawals (MWs) Course Repetition (§ 55040)

– “W” no longer considered a repeat

Repetition to Alleviate a Substandard Grade (§ 55040)– Allows for up to 2 grade alleviation attempts– Additional repeat is permitted if funding is not claimed for

reasons that are not necessarily extenuating TBA and ECE (§ 58055)

– Allows exception for immediate supervision

TBA Update

Major Issues with Legal Advisory and New Guidance

“Immediate Supervision” for foreign language labs and ECE courses

Addressed via T5 Section 58055 for ECE courses Offering foreign language labs as “hybrid” courses

New Interpretation of Regular Scheduling for Purposes of TBA – Precise individual scheduling not necessary

Same amount of hours each week of semester for Weekly Census Courses

Same amount of hours each scheduled day for Daily Census Courses

TBA Update

Major Issues with Legal Advisory and New Guidance

Districts cannot claim TBA hours for Students that have zero documented TBA time

New comprehensive TBA audit compliance item to be introduced with 2010-11 CDAM

New SAAM Addendum for Academic Calendars & Related Topics

• Presented to Consultation Council in August 2008 and released September 2008

• The SAAM Addendum (formerly a Concept Paper) is a joint product of the College Finance and Academic Affairs Divisions of the Chancellor’s Office and was developed collaboratively with CIO leaders

• Focus of the SAAM Addendum is to clarify Title 5 regulations and procedures related to course scheduling, flex calendars, and academic calendar compression

• The Concept Paper includes background/historical information, definitions, problem descriptions, possible resolution actions, and a conclusion with expected next steps


Developed to Address Potential Problem Areas:• Class schedules do not show passing time

between classes• Significant differences in how districts

schedule multiple hour classes• Course class hours scheduled beyond that

indicated in course outline• A review of contact hours generated by

compressed calendar districts that have approved flex calendar programs seems to indicate that “Flex Time” is not always in-lieu-of classroom instruction


Guidelines included in the SAAM Addendum are currently being applied to the review and approval process for compressed calendar applications

Applications for compressed calendars should be submitted to College Finance and Facilities Planning Division.


Changes in Academic Calendar Configuration – Application Process

Per § 55720, prior to any change in academic calendar configuration, a district shall obtain approval from the Chancellor's Office

District must demonstrate compliance with 175-Day Rule (§§ 58120 and 58142) and address state aid implications

District must provide educational implications, positive and negative, of the proposed change and other relevant information (studies, surveys, analysis, etc)

Questions regarding Academic Calendar changes should be directed to Elias Regalado, Chancellor's Office

Miscellaneous Issues and Reminders

Special Admits – Small Children in College Review– Focused on children “0-12” years of age enrolled in college

and related FTES claims

– Review based on data submitted by districts via COMIS

– Limited contacts to districts claiming over 10 FTES for FY 2007-08

– All contacted districts responded-some justified FTES and others removed FTES from apportionment claims

– Review has not been closed and is ongoing


Tutoring - Several requirements must be met, including that: – Conducted through a designated learning center

supervised by a person who meets MQ’s under §53415– Tutors are qualified to provide tutoring– Students receiving tutoring are enrolled in a noncredit

course entitled “Supervised Tutoring” (TOP #4930.09)– A counselor or an instructor, on the basis of an identified

learning need, must refer all students seeking tutoring– Students cannot self refer.

– Positive attendance must be used– Refer to §§ 58168, 58170 for additional requirements


Summer FTES Shift – § 58010 (Reporting Date Procedures) provides the

“Summer FTES Shift” reporting flexibility– Applies only to Summer Daily Census Course in which the

“Census Procedure” (census date) takes place in one fiscal year and the course ends in the next fiscal year (e.g., 2007-08 and 2008-09, respectively)

– Possibility of double reporting if not properly tracked and documented

– Districts must retain accurate records of summer FTES designated for a particular FY

– Possible future audit compliance item related to this area


FTES Allowances Due To Emergency Conditions – § 58146 Protects districts from material decreases in FTES

resulting from emergency conditions or other extraordinary situations

– Submission of CCFS-313 required (Attendance Allowance Request and/or Waiver of 175-Day Requirement Because of Emergency Conditions form)

– Most emergency conditions only affect Positive Attendance contact hours

Chancellor's Office Website

Chancellor's Office Web Address:

www.cccco.edu

– Primary Source for:• Board of Governors & Consultation Council

Information• Notices of Recently Promulgated Title 5

Regulations and Implementation Guidelines• Legal Advisories/Opinions• Legal Resources (direct links to T5 and EC)• Handbooks and Manuals• Fiscal/FTES Data• Contact Information

Questions/Comments

Contact Information

Elias Regalado, SpecialistFiscal Services UnitChancellor’s Office

(916) [email protected]

California Community Colleges Chancellor’s Office

Documents

Transcript of California Community Colleges Chancellor’s Office