California Community Colleges System Office CACCRAO TITLE 5 WORKSHOPS October 29, 2007 Sacramento, CA November 2, 2007 Burbank, CA “Title 5 Changes Impacting

California Community Colleges System Office

CACCRAO TITLE 5 WORKSHOPSOctober 29, 2007 Sacramento, CA

November 2, 2007 Burbank, CA

“Title 5 Changes Impacting Attendance

Accounting & Reporting”

Presented by Elias Regalado

PRESENTATION AGENDA

Title 5 Changes Impacting Attendance Accounting and Reporting

Other Attendance Accounting & Reporting Issues and Important Reminders

System Office Website Overview– New System Office website tentatively set to roll-out November 1

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

Title 5, Chapter 6 – Regulation Review

Status Two Revision Packages

First package approved by BOG at their July 9-10, 2007 meeting

Includes changes where general consensus had been reached

Notice to System sent July 27, 2007 BOG Agenda Item includes an index to easily track new,

repealed, and relocated sections New sections effective August 16, 2007

Second package of proposed additional revisions currently being circulated and may come to the BOG for first reading in January


Approved Changes Impacting Attendance Accounting & Reporting

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” symbol has been previously been assigned to that student for that same course on four or more occasions

District would need to look back for “W”s issued in the same course for a student prior to that


Approved Changes Impacting Attendance Accounting & Reporting (cont.)

Increase in “Repeats” allowed for substandard grades (§§ 55040, 55041, and 58161)

District may allow a student to repeat a credit course two times in an effort to alleviate substandard academic work (only one repetition previously permitted)

District may, upon petition by the student, permit a third repetition of a credit 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]

Two repetition limit also applies where a student is permitted to repeat a credit course by petition where substandard work was NOT recorded pursuant to approved Section 55041(e) (where district finds that there are extenuating circumstances)



Increase in “Repeats” allowed for substandard grades (§§ 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 student’s GPA each repetition New repetition rules should be reviewed thoroughly to

determine other changes and/or special applications (e.g., Open Entry/Open Entry credit courses, Activity Courses)



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



Prohibition in enrolling in overlapping courses (§ 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

Mechanism must be part of official attendance accounting procedures (§ 58030)



Restrictions on courses offered as Independent Study repealed (§ 55230)

Any Credit or Noncredit course that meets applicable academic standards may be offered under Independent Study

Previously, only the following courses could be under Independent Study:

Credit courses transferable to UC or CSU or accepted by the college toward an associate degree; specified nontransferable courses

Noncredit courses offered as Distance Education



Course outlines must indicate the expected number of contact hours for the course as a whole (§ 55002(a)(3))

“Academic Year” definition clarified to indicate that it does not include summer or other intersessions (§ 55701)

A district may not adopt an academic year that results in less than 32 weeks of instruction during the primary terms (§ 55701)

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

Attendance Accounting Issues District Attendance Accounting

Procedures as Req. by § 58030 (cont.) Should cover other critical attendance accounting areas,

including: Clearing of census rosters (§ 58004) Simultaneous/Overlapping course attendance (§ 55007) TBA Contact Hours (To Be Arranged) Tracking of cancelled classes Proper scheduling of courses relative to attendance

accounting procedures (§ 58003.1) Contact Hour calculations (§ 58023) Course repetition (§ 55041, 55041, 55042, )

Should make special mention of internal controls, including those applicable to information systems

Should be regularly reviewed to assure compliance with all current requirements


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


Affirmative Confirmation of Students “Actively Enrolled” (cont.)

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

District procedures required by § 58004 should provide for this standard

Legal advisory will be prepared addressing this issue


Miscellaneous Issues & Reminders Course scheduling and resulting contact

hours claimed for apportionment must be consistent with corresponding course outlines. (§§ 55002; 58050)

Relationship of hours to units must be based on Board approved policy (§§ 55002; 58050)

Independent Study attendance accounting procedure exception for Independent Study Lab Courses (§ 58009)


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)

Be sure to fully report Basic Skills FTES

Emergency Conditions (CCFS-313, § 58146)


System 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• Handbooks and Manuals• Fiscal/FTES Data• Contact Information

Questions/Comments

Contact Information

Elias Regalado, SpecialistFiscal Services Unit

System Office

(916) [email protected]

Documents

California Community Colleges System Office CACCRAO TITLE 5 WORKSHOPS October 29, 2007 Sacramento, CA November 2, 2007 Burbank, CA “Title 5 Changes Impacting