Transcript Maximizing Enrollment Attendance Accounting 101

Maximizing Enrollment
Attendance Accounting 101
Presented by the California
Association of Community College
Registrars and Admissions Officers
CACCRAO
To the CCLC Conference
Fall 2007
Presenters
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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
Agenda
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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
Overview of
Attendance Accounting

Chancellor’s Office Guidance
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Basic Requirements
S.B. 362 Implementation
Title 5, Chapter 6 Revisions
● Two Colleges
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How We Schedule
How We Count Student Attendance
How We Verify and Prepare Report
● Questions as We Go Along
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
Basic Requirements (Cont.)
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The basic conditions or standards for claiming
FTES are provided by Title 5 Section 58050
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Districts are required to establish procedures
and policies that will assure that FTES reported
for State Apportionment purposes meet all
requirements of law
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Documentation requirements have been
developed to promote standardized, accurate
reporting of data, and to facilitate audits of
related community college records
Basic Requirements (Cont.)
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Documentation is based on detailed tabulations
of course sections and appropriate support
records
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The credit or noncredit course meets all
minimum standards, including those related to
course and/or educational program approval
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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
Basic Requirements (Cont.)
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Announcement of course offerings must
be reasonably well publicized and not
limited to a specialized clientele
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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)
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)
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To be eligible for apportionment, the
course must be under immediate
supervision of an academic employee
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
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
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
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
Scheduling Classes
18 week calendar
 Classes at least 50 minutes
 Ten minute passing period
 Coordinate time, place, and class size
using class scheduling program
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
Room Utilization ODS Report
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Two related reports
-Room Characteristics
Classroom type
Equipped with
-Usage by term
Capacity
Actual enrollment
Room Utilization Task Force
New Block Schedule
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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
Verifying Data
and Preparing Report
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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
Verifying Data
and Preparing Report (Cont)
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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
Preparing Report
Census Procedure Courses:
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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
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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
Preparing Report (Cont)
Positive Attendance Courses:
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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
Changes from CCCCO
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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
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
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
n Amount of FTES claimed by districts
n Specific Program and Course Titles
n Number of courses receiving enhanced funding
Revisions to Title 5
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Limitation on “W”s in one course (58161.5)
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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)
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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)
Revisions to Title 5
● Prohibition in enrolling in same credit course
during the same semester or session (§
55007(a))
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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:
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Individualized tutoring pursuant to § 58170
Supplemental learning assistance pursuant to §§
58172 and 58164
How to Contact Us
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Sherri Hancock, [email protected],
650.738.4238
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Elias Regalado, [email protected],
916.445.1165
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Sue Vaughn,
[email protected],
661.395.4049