Maximizing Enrollment Attendance Accounting 101

1. Maximizing EnrollmentAttendance Accounting 101 Presented by the California Association of Community College Registrars and Admissions Officers CACCRAO To the CCLC Conference Fall 2007

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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)

9. 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

10. 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 semester Who Counts? • Students actively enrolled before census date • Students who drop prior to or enroll on/after the census date cannot be counted

11. 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

12. 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 Date Note: 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

13. 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

14. Scheduling Classes 18 week calendar • Classes at least 50 minutes • Ten minute passing period • Coordinate time, place, and class size using class scheduling program

15. Scheduling Classes 16 Week Calendar • Two day/weekclasses all at least 85 minutes = 1.7 hours • Ten Minute Passing Periods • Room Utilization Task Force • New Block Schedule

16. Room Utilization ODS Report • Two related reports -Room Characteristics Classroom type Equipped with -Usage by term Capacity Actual enrollment • Room Utilization Task Force

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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 Act 2006-07 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

23. 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

24. 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

25. 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)

26. 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

27. 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