California Community Colleges System Office

1
California Community Colleges System Office

• CACCRAO Annual Conference
• Palm Springs, CA
• Step by Step
• Current Activities and Issues
• in Attendance Accounting and Reporting

Presented by Elias Regalado May 1, 2007
2
Step by Step AGENDA

• S.B. 361 Implementation
• What is S.B. 361?
• Goals
• Major Components
• Current Status
• Addendums to CCFS-320
• Title 5, Chapter 6 (Curriculum and Instruction)
  Regulation Review
• Academic Calendars Related Topics
• Current Activities and Issues
• Unless otherwise indicated, all legal citations
  refer to California Code of Regulations, Title 5

3
S.B. 361 New Funding System

• 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
• New Funding System Goals
• Fairness, Simplicity, and Predictability

4
S.B. 361 New Funding System (cont.)

• Major Components
• Basic Allocation Based on number and size of
  college campuses and centers
• Basic Allocation Base Rates for Single-College
  Districts
• FTES gt 20,000 5,000,000
• 10,000 lt FTES lt 20,000 4,000,000
• FTES lt 10,000 3,000,000
• Basic Allocation Base Rates per College for
  Multi-College districts
• FTES gt 20,000 4,000,000
• 10,000 lt FTES lt 20,000 3,500,000
• FTES lt 10,000 3,000,000

5
S.B. 361 New Funding System

• Major Components (Cont.)
• Basic Allocation (Cont.)
• Basic Allocation Base Rates for Centers
• Approved CPEC centers FTES gt 1,000 1,000,000
• Grandparented Centers
• FTES gt 1,000 1,000,000
• 750 lt FTES lt 1,000 750,000
• 500 lt FTES lt 750 500,000
• 250 lt FTES lt 500 250,000
• 100 lt FTES lt 250 125,000

6
S.B. 361 New Funding System

• Major Components (Cont.)
• Basic Allocation (Cont.)
• Basic Allocation Center Types (two types)
• California Post Education Commission (CPEC)
  Approved having at least 1,000 FTES
• Grandfathered Centers Not meeting current CPEC
  standards as of July 1, 2006, but previously
  approved by CPEC as eligible for state capital
  facilities or in existence as a center prior to
  CPECs establishment.

7
S.B. 361 New Funding System

• Major Components (Cont.)
• Basic Allocation (Cont.)
• Basic Allocation augmentation for Rural Colleges
• Criteria for augmentation of 500,000
• Service area population density less than half
  the statewide average (currently 217
  people/square mile)
• Credit FTES less than 5,000
• Single College District

8
S.B. 361 New Funding System

• Major Components (Cont.)
• Equalized FTES funding rates beginning in
  2006-07
• Credit funding rate is 4,367 - to be adjusted by
  cola in subsequent years
• Noncredit funding rate is 2,626 - to be adjusted
  by cola in subsequent years
• Career Development and College Preparation
  Noncredit may be funded at 3,092 to be
  adjusted by cola in subsequent years

9
S.B. 361 New Funding System

• Major Components (Cont.)
• Career Development and College Preparation (CDCP)
  Noncredit Courses
• 2006-07 30 million is appropriated to fund the
  CDCP Noncredit incremental 466 increase above
  the standard Noncredit rate of 2,626
• If 30 million is not sufficient to fully fund
  available CDCP Noncredit, the CDCP funding will
  be deficited

10
S.B. 361 New Funding System

• Implementation
• On January 16, 2007, BOG adopted two sets of
  emergency regulations to be consistent with
  underlying statute (S.B. 361) and Education Code
• First set made changes in the basic formula for
  the allocation of general apportionment revenue
• Second set dealt with enhanced funding for
  qualified CDCP Noncredit courses
• Emergency regulations In effect for 180 days or 6
  months

11
S.B. 361 New Funding System

• Implementation (Cont.)
• 2006-07 First Principal Apportionment (P1)
  calculated pursuant to the revised funding
  provisions of S.B. 361 as incorporated in
  emergency Title 5 regulations
• Efforts under way to begin development of
  permanent regulations, but are not anticipated to
  be legally effective until early August.
• To bridge the gap between emergency and permanent
  regulations, on March 5, 2007, BOG extended
  emergency regulations to August 31, 2007

12
S.B. 361 New Funding System

• Implementation (Cont.)
• CCFS-320 Addendums
• CDCP Noncredit FTES
• Noncredit Certificate Applications due Feb. 28,
  2007 for purposes of the 06-07 Second Principal
  Apportionment (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

13
S.B. 361 New Funding System

• Implementation (Cont.)
• CCFS-320 Addendums (Cont.)
• CDCP Noncredit FTES (Cont.)
• District Applications Status (P-2)
• Approx. 180 applications approved (24 districts)
• Approx. 1,200 Courses
• Reporting Process
• FTES (Annualized)
• Number of Course Sections (Annualized)
• Data entered at the district level and not
  disaggregated by college
• Data is supplemental information and will be
  considered a subset of the total FTES reported on
  the CCFS-320

14
S.B. 361 New Funding System

• Implementation (Cont.)
• CCFS-320 Addendums
• Center FTES Reporting
• Districts with S.B. 361 Grandparented centers
  certified each centers total Annual FTES, as of
  2005-06 Recal (manual reporting process)
• Based on reported information, Basic Allocation
  funding for CPEC Approved and Grandparented
  Centers started with the 2006-07 First Principal
  Apportionment
• Future Reporting Periods Annual and Recal only
  (web-based reporting process)

15
Title 5, Chapter 6 Regulation Review

• Background
• System Office staff and a subcommittee of the
  Systemwide Advisory Committee on Curriculum
  currently working on a comprehensive review of
  Title 5, Chapter 6, which includes provisions
  related to
• Curriculum standards
• Course and program approval
• Course repetition
• Limit on times a student may withdraw from a
  course
• Field trips and excursions
• Distance Education/Independent Study courses
• Offering courses outside of district boundaries
• Academic Calendars

16
Title 5, Chapter 6 Regulation Review

• Status
• First Draft of proposed revisions sent to
  Districts on March 26, 2007
• Second Draft sent April 9, 2007
• System Office presented draft to Consultation
  Council on April 19, 2007
• Draft includes an index to easily track new,
  repealed, and relocated sections.
• Would go into effect in August if approved by BOG
  in July 2007
• Comments or questions about proposed revisions
  should be submitted to Ralph Black, Assistant
  General Counsel, at
• rblack_at_cccco.edu

17
Title 5, Chapter 6 Regulation Review

• Proposed Changes Impacting Attendance Accounting
  Reporting
• Limitation on Ws in one course ( 55024 and
  58161.5)
• A student shall not be permitted to receive more
  than three (3) W symbols on his or her record
  for enrollment in the same course
• A student who enrolls again in a course after
  already having already received three Ws in the
  same course shall receive a grade or a different
  nonevaluative symbol, unless the student
  withdraws from the course prior to the end of the
  fourth week of instruction or 30 percent of the
  term, whichever is less, or such shorter period
  as established by the district

18
Title 5, Chapter 6 Regulation Review

• Proposed Changes Impacting Attendance Accounting
  Reporting (cont.)
• Limitation on Ws in one course ( 55024 and
  58161.5) (Cont.)
• District may not claim apportionment for the
  attendance of a student in a credit course if the
  W symbol has been previously been assigned to
  that student for that same course on three or
  more occasions
• Would go into effect in August if approved by the
  Board in July, so the first term affected would
  be Fall 2007
• District would need to look back for Ws issued
  in the same course prior to that

19
Title 5, Chapter 6 Regulation Review

• Proposed Changes Impacting Attendance Accounting
  Reporting (cont.)
• Increase in Repeats allowed for substandard
  grades (Proposed 55040, 55041, and 58161)
• District may allow a student to repeat a course
  two times in an effort to alleviate substandard
  academic work (only one repetition currently
  permitted)
• District may, upon petition by the student,
  permit a third repetition of a course in which
  substandard academic work has been recorded,
  provided the district finds that there are
  extenuating circumstances (accidents, illness, or
  other circumstance beyond the control of the
  student) THIS REPETITION WOULD NOT BE ELIGIBLE
  FOR APPORTIONMENT
• This two repetition limit also applies where a
  student is permitted to repeat a course by
  petition where substandard work was NOT recorded
  pursuant to proposed Section 55041(e) (district
  finds that there are extenuating circumstances)

20
Title 5, Chapter 6 Regulation Review

• Proposed Changes Impacting Attendance Accounting
  Reporting (cont.)
• Increase in Repeats allowed for substandard
  grades (Proposed 55040, 55041, and 58161)
  (Cont.)
• Substandard academic work occurs when grading
  symbols D, F, FW, NP or NC has been
  recorded
• Optional, so districts can implement it when and
  if they wish
• Repetitions beyond the limits stated here are
  permitted, but may not be claimed for
  apportionment
• District may allow the previous grade and credit
  to be disregarded in computing the students GPA
  each repetition

21
Title 5, Chapter 6 Regulation Review

• Proposed Changes Impacting Attendance Accounting
  Reporting  (cont.)
• Repetitions for Noncredit courses (Proposed
  58161(i))
• The attendance of a student repeating a Noncredit
  course may be claimed for apportionment if the
  district documents that, during the previous
  enrollment in the course, the student made
  measurable progress toward, but has not yet fully
  achieved, the learning objectives specified for
  the course
• District must maintain such documentation as a
  Class 3 disposable record basic to audit
• A student is considered to have taken or repeated
  a Noncredit course when he or she enrolls in a
  Noncredit course on or after 7/1/07 and completes
  at least 30 of the course hours
• Chancellor is directed to report to BOG by
  1/15/09 on appropriate limitations for Noncredit
  course repetitions

22
Title 5, Chapter 6 Regulation Review

• Proposed Changes Impacting Attendance Accounting
  Reporting  (cont.)
• Prohibition in enrolling in same course during
  the same semester or session (Proposed
  55007(a))
• Students may not simultaneously enroll in two or
  more sections of the same 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

23
Title 5, Chapter 6 Regulation Review

• Proposed Changes Impacting Attendance Accounting
  Reporting  (cont.)
• Prohibition in enrolling in overlapping courses
  (Proposed 55007(b))
• Students may not enroll in two or more courses
  where the meeting times for the courses overlap,
  unless the district establishes a mechanism for
  ensuring the following requirements are met
• The student provides a sound justification
• Appropriate district official approves the
  schedule
• The college maintains documentation describing
  the justification and showing that the student
  made up the hours not attended under the
  supervision of the instructor of the course
  during the same week

24
Academic Calendars Related Topics

• Concept Paper
• The Concept Paper is a joint product of the
  College Finance and Academic Affairs Divisions of
  the System Office and was developed
  collaboratively with CIO leaders
• Objective is to enhance dialog between the System
  Office and the districts on standardization
  strategies 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

25
Academic Calendars Related Topics

• Concept Paper (Cont.)
• The Concept Paper was formally presented by CIO
  leaders at the Joint CIO/CSSO conference of March
  15-17, 2006. The Concept Paper has also been
  presented to Consultation Council and the Fiscal
  Standards and Accountability Committee
• Feedback has been solicited for an expected
  future communication from the System Office to
  formalize any final guidance
• In the interim, and in the interest of a prudent
  and timely review of current compressed calendar
  applications, the guidelines included in the
  concept paper are currently being applied to the
  review and approval process for compressed
  calendar applicants

26
Academic Calendars Related Topics

• Concept Paper (Cont.)
• Going forward, we will continue the development
  of the compressed calendar guidelines internally
• The objective continues to be to clarify
  identified issues and current Title 5
  regulations, and not create new regulations
• Once work is completed, the Academic Senate will
  be provided an opportunity to provide input on
  the finalized guidelines prior to bringing them
  back to the Consultation Council for discussion

27
Academic Calendars Related Topics

• Changes in Academic Calendar Configuration
  Application Process
• Per 55720, prior to any change in academic
  calendar configuration, a district shall obtain
  approval from the System 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, System
  Office

28
Attendance Accounting Issues

• District Attendance Accounting Procedures as Req.
  by 58030
• Board adopted procedures that will document all
• Course enrollment
• Student attendance
• and Disenrollment
• Procedures GOAL Accurate and timely attendance
  and contact hour data reflective of internal
  controls
• Such procedures shall include rules for retention
  of support documentation to enable independent
  determination of the accuracy of FTES reported
  for apportionment purposes

29
Attendance Accounting Issues

• District Attendance Accounting Procedures as Req.
  by 58030 (Cont.)
• Should cover other critical attendance accounting
  areas, including
• Clearing of census rosters
• Overlapping course attendance
• TBA Contact Hours (To Be Arranged)
• Tracking of cancelled classes
• Proper scheduling of courses relative to
  attendance accounting procedures
• Contact Hour calculations
• Course repetition
• Should be regularly reviewed to assure compliance
  with all current requirements

30
Attendance Accounting Issues

• Internal Control Systems
• As previously noted, district Attendance
  Accounting Procedures as required by 58030
  shall be structured as to provide for internal
  controls
• Internal controls provide reasonable assurance
  for the reliability of
• Attendance and contact hour data
• Safeguarding of records (physical records as well
  as information system data files and
  applications)
• And compliance with laws and regulations
• Due to direct relationship to Apportionment
  eligibility, internal controls in this area are
  critical

31
Attendance Accounting Issues

• Internal Control Systems (cont.)
• If district is subject to a comprehensive
  audit/review relative to FTES claims, MIS and
  Admissions and Records Office internal control
  systems, and possibly others, will be reviewed
  for student attendance monitoring and
  accountability
• Procedures applicable to internal control systems
  should be as specific as possible, including
  indicating which group or department head will
  provide leadership and ongoing oversight
• These procedures should make special mention of
  internal controls applicable to information
  systems

32
Attendance Accounting Issues

• Internal Control Systems (cont.)
• Internal control procedures applicable to
  information systems also ensure that
• Data processing diagnostics and errors are noted
  and resolved
• Applications and functions are processed
  according to established schedules and reporting
  periods
• File backups are taken at appropriate intervals
• Recovery procedures for data processing failures
  are established
• Actions of computer operators and system
  administrators are reviewed
• Primary resources concerning internal controls
  include the district CBO and the Internal Auditor

33
Attendance Accounting Issues

• Affirmative Confirmation of Students Actively
  Enrolled
• 58004 requires districts to clear the course
  rolls of inactive enrollment as of each census
  day for any student who has been identified as a
  no show, any student who has officially
  withdrawn from the course, and any student who
  has been dropped from the course
• District must drop students that are no longer
  participating in the course, except if there are
  extenuating circumstances
• No longer participating includes, but is not
  limited to, excessive unexcused absences but must
  relate to nonattendance

34
Attendance Accounting Issues

• Affirmative Confirmation of Students Actively
  Enrolled
• Districts must have affirmative confirmation of
  students actively enrolled in census courses as
  of each census day in order to factually comply
  with tabulation requirements provided by 59020
  and to properly report FTES for apportionment
  purposes
• Legal advisory will be prepared addressing this
  issue

35
Attendance Accounting Issues

• Miscellaneous Issues Reminders
• Course contact hours claimed for apportionment
  must be consistent with corresponding course
  outlines ( 58050)
• Relationship of hours to units must be based on
  Board approved policy ( 55002 58050)
• Independent Study Attendance Accounting procedure
  exception for Independent Study Labs ( 58009)

36
Attendance Accounting Issues

• Miscellaneous Issues Reminders
• CCFS-320 F (Flex) Factors must be thoroughly
  reviewed prior to certification ( 55729)
• Local holidays/college closures may impact
  applicability of attendance accounting
  procedures, which may result in less
  apportionment ( 58003.1)
• Cancelled Census classes should not be claimed
  for apportionment ( 5805058051)
• Be sure to fully report Basic Skills FTES

37
Attendance Accounting Issues

• Miscellaneous Issues Reminders
• 2006-07 Contracted District Audit Manual (CDAM)
  to be released soon
• Emergency Conditions Request (CCFS-313, 58146)
• Timely submission of CCFS-320 is critical to
  apportionment process and State Budget
  development ( 58003.4)
• Feedback on recent CCC Confer training for
  CCFS-320 Addendums

38
Questions/Comments