Maximizing Enrollment Attendance Accounting 101

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Maximizing EnrollmentAttendance Accounting 101

• Presented by the California
• Association of Community College
• Registrars and Admissions Officers
• CACCRAO
• To the CCLC Conference
• Fall 2007

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Presenters

• Sherri Hancock, CACCRAO President-Elect and Dean
  of Enrollment Services, Skyline College
• Elias Regalado, Fiscal Services Unit, California
  Community College Chancellors Office
• Sue Vaughn, CACCRAO President and Director of
  Enrollment Services, Bakersfield College

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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

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Overview of
Attendance Accounting

• Chancellors 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

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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

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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

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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

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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)

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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

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WSCH

• Offered for Credit
• Regularly scheduled
• Example (900 a.m. to 950 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

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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

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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

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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

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Scheduling Classes

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

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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

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Room Utilization ODS Report

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

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New Block Schedule

• Standard Time Blocks
• 25 minutes past hour for 2-day/wk, 3 unit
• 8 to 925, 935 to 11, etc.
• 10 minutes past hour for 1 day/eve./wk, 3 unit
• 6 to 910 pm
• 5 minutes past hour for 4-day/wk, 4 unit
• 7-805, 815-1015
• - 5 minutes past two hours for 2-day/wk, 4 unit
• 815-1020

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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 AR Director
• 320 prepared electronically at each college

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Verifying Data and
Preparing Report (Cont)

• Submitted to District and combined
• AR 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

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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

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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

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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

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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

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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

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Revisions to Title 5

• Limitation on Ws 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)

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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

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How to Contact Us

• Sherri Hancock, hancock_at_smccd.edu, 650.738.4238
• Elias Regalado, eregalad_at_cccco.edu, 916.445.1165
• Sue Vaughn, svaughn_at_bakersfieldcollege.edu,
  661.395.4049