Maximizing EnrollmentAttendance Accounting 101

Presented by the California Association of Community CollegeRegistrars and Admissions Officers

CACCRAO To the CCLC Conference

Fall 2007

Presenters

Sherri Hancock, CACCRAO President-Elect and Dean of Enrollment Services, Skyline College

Elias Regalado, Fiscal Services Unit, California Community College Chancellor’s Office

Sue Vaughn, CACCRAO President and Director of Enrollment Services, Bakersfield College

Agenda

Overview –What is Attendance Accounting? Basic Requirements for Attendance

Accounting Scheduling Classes/Computing FTES Verifying Data and Preparing Report Changes from CCCCO How to Contact Us

Overview of Attendance Accounting

Chancellor’s Office Guidance– Basic Requirements– S.B. 362 Implementation– Title 5, Chapter 6 Revisions

● Two Colleges– How We Schedule– How We Count Student Attendance– How We Verify and Prepare Report

● Questions as We Go Along

Basic Requirements

Required by Title 5 Section 58003.4

System Office calculates the amount of

General Apportionment funds, based

primarily on the number of full-time

equivalent student (FTES) workload

that districts report on the CCFS-320

Basic Requirements (Cont.)

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

Basic Requirements (Cont.)

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

The credit or noncredit course meets all minimum standards, including those related to course and/or educational program approval

The district governing board shall adopt fair and equitable policies and procedures for determining who may enroll in affected courses, such as “first-come, first-served basis or utilize other non-evaluative techniques

Basic Requirements (Cont.)

Announcement of course offerings must be reasonably well publicized and not limited to a specialized clientele

In the case of off-campus courses, in most cases, all students must have equal access to the site (see Distance Education exception described in Legal Advisory 05-04 issued 5/10/05)

Basic Requirements (Cont.)

Courses in which the district receives full compensation for direct educational cost from any public or private agency, individual or group of individuals shall not be eligible for apportionment (Contract Education)

To be eligible for apportionment, the course must be under immediate supervision of an academic employee

WSCH

Offered for Credit Regularly scheduled

– Example: (9:00 a.m. to 9:50 a.m. MWF) Coterminous with the Primary Term

Census Date Monday of the 4th week for 18-week semester Monday of the 3rd week for 16-week semesterWho Counts? Students actively enrolled before census date Students who drop prior to or enroll on/after the census

date cannot be counted

Daily Census

Offered for Credit Meets the same number of hours each day that it is scheduled to

meet Shorter or longer than the primary term (not coterminous) Has at least five meetings

Census Date Scheduled meeting day closest to 20% of the scheduled class

meetings

Who counts? Students actively enrolled before census date Students who drop prior to or enroll on/after the census date

cannot be counted

Positive Attendance

Offered for Credit or Noncredit Irregularly scheduled Open Entry/Open Exit Short term credit course that has fewer than five meetings In-service training courses Apprenticeship courses Tutoring courses No Census DateNote: Any course can be on positive attendance basis with

the exception of Independent Study/Work Experience Courses

Who counts?Any student who properly enrolls in a course and who

generates actual hours of attendance

Independent Study/Work Experience

Most Distance Education Courses Work Experience Must use census procedure Count one weekly contact hour for every unit of credit (exception

for Independent Study Laboratory courses)

Census Date If the course is coterminous with the primary term, census date is

that same as for weekly census classes. If the course is not coterminous with the primary term, census

date is the same as for daily census classes.

Who counts?Students actively enrolled before census date Students who drop prior to or enroll on/after the census date

cannot be counted

Scheduling Classes

18 week calendarClasses at least 50 minutesTen minute passing periodCoordinate time, place, and class size

using class scheduling program

Scheduling Classes

Two day/weekclasses all at least 85 minutes = 1.7 hours

Ten Minute Passing PeriodsRoom Utilization Task Force New Block Schedule

16 Week Calendar

Room Utilization ODS Report

Two related reports-Room Characteristics

Classroom typeEquipped with

-Usage by termCapacityActual enrollment

Room Utilization Task Force

New Block Schedule

Standard Time Blocks– 25 minutes past hour for 2-day/wk, 3 unit

8 to 9:25, 9:35 to 11, etc.- 10 minutes past hour for 1 day/eve./wk, 3 unit 6 to 9:10 pm- 5 minutes past hour for 4-day/wk, 4 unit 7-8:05, 8:15-10:15 - 5 minutes past two hours for 2-day/wk, 4 unit 8:15-10:20

Verifying Data and Preparing Report

Report that lists each section by attendance method

WSCH lists hrs/week, times, total hours, and schedule type

Report for each attendance method signed off as accurate by A&R Director

320 prepared electronically at each college

Verifying Data and Preparing Report (Cont)

Submitted to District and combined A&R signs a checklist verifying

-Accounting methods are correct-Census dates have been verified-Faculty and staff have been notified of regulations-Faculty have certified accuracy of attendance and enrollment

Submitted to State

Preparing Report

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

Preparing Report (Cont)

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

Changes from CCCCO

What is S.B. 361?As of 10/1/06 (Urgency Statute), replaced Program Based Funding with a new methodology for the allocation of apportionment revenue beginning with FY 2006-07 (Education Code §§ 84750.5/84760.5)S.B. 361 also resulted in enhanced funding for qualified Noncredit courses (Career Development and College Preparation – CDCP – Noncredit Courses)Categorical programs continue to be funded separately through Annual Budget Act2006-07 First and Second Principal Apportionments (P1 & P2) calculated pursuant to the revised funding provisions of S.B. 361 as incorporated in emergency Title 5 regulations

Goals of Fairness, Simplicity, and Predictability

S.B. 361 (Cont)

Major Components:● Basic Allocation: Based on number and size of

college campuses and centers

● Equalized FTES funding rates beginning in 2006-07 for:

Credit Noncredit Career Development and College Preparation Noncredit FTES

(CDCP Noncredit FTES)

● Permanent regulations adopted by BOG at their July 9-10 Meeting; effective August 16, 2007

S.B. 361 (Cont)

CDCP Noncredit FTES● Noncredit Certificate Applications due Feb. 28, 2007 and

June 1, 2007 for purposes of the 06-07 Apportionment eligibility (Certificate of Completion and Certificate of Competency)

● Necessary for enhanced funding allocation and S.B. 361 reporting requirements

● Certificate and Course data to be submitted annually (March 1) to Legislature and Department of Finance

Amount of FTES claimed by districts Specific Program and Course Titles Number of courses receiving enhanced funding

Revisions to Title 5

Limitation on “W”s in one course (58161.5)– District may not claim apportionment for the

attendance of a student in a credit course if the “W” grade has been assigned for that course on four or more occassions

Increase in “Repeats for Substandard Grades (55040, 55041, 58161) - District may allow a student to repeat a credit course

two times to alleviate substandard academic work - District may allow student to petition for a third repetition if

extenuating circumstances are found (would not be elligible for apportionment funding)

Revisions to Title 5

● Prohibition in enrolling in same credit course during the same semester or session (§ 55007(a))

Students may not simultaneously enroll in two or more sections of the same credit course during the same term

Students needing additional instruction in the subject matter while enrolled in a course may be referred to:

Individualized tutoring pursuant to § 58170 Supplemental learning assistance pursuant to §§

58172 and 58164

How to Contact Us

Sherri Hancock, hancock@smccd.edu, 650.738.4238

Elias Regalado, eregalad@cccco.edu, 916.445.1165

Sue Vaughn, svaughn@bakersfieldcollege.edu, 661.395.4049