California Community Colleges System Office

California Community Colleges System Office

CACCRAO Annual ConferencePalm Springs, CA

“Step by Step”Current Activities and Issues in Attendance Accounting and

ReportingPresented by Elias Regalado

May 1, 2007

“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

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

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 >= 20,000 $5,000,000 10,000 <= FTES < 20,000 $4,000,000 FTES < 10,000 $3,000,000

Basic Allocation Base Rates per College for Multi-College districts:

FTES >= 20,000 $4,000,000 10,000 <= FTES < 20,000 $3,500,000 FTES < 10,000 $3,000,000


Major Components (Cont.): Basic Allocation (Cont.)

Basic Allocation Base Rates for Centers Approved CPEC centers: FTES >= 1,000 $1,000,000 “Grandparented” Centers:

FTES >= 1,000 $1,000,000 750 <= FTES < 1,000 $750,000 500 <= FTES < 750 $500,000 250 <= FTES < 500 $250,000 100 <= FTES < 250 $125,000



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 CPEC’s establishment.



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


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


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


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


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


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


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


Implementation (Cont.) CCFS-320 Addendums

Center FTES Reporting

Districts with S.B. 361 Grandparented centers certified each center’s 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)

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


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:

[email protected]


Proposed Changes Impacting Attendance Accounting & Reporting

Limitation on “W”s 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 “W”s 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


Proposed Changes Impacting Attendance Accounting & Reporting (cont.)

Limitation on “W”s 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 “W”s issued in the same course prior to that



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)



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 student’s GPA each repetition



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



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



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


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


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


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


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

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


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


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


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


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


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”

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


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)


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 (§§ 58050;58051)

Be sure to fully report Basic Skills FTES


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

Questions/Comments

Documents

California Community Colleges System Office