Transcript 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.

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
“Step by Step” AGENDA
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S.B. 361 Implementation
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What is S.B. 361?
Goals
Major Components
Current Status
Addendums to CCFS-320
Title 5, Chapter 6 (Curriculum and Instruction)
Regulation Review
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Academic Calendars & Related Topics
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Current Activities and Issues
* Unless otherwise indicated, all legal citations refer to California Code of Regulations, Title 5
S.B. 361 – New Funding System
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What is S.B. 361?
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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:
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Fairness, Simplicity, and Predictability
S.B. 361 – New Funding System (cont.)
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Major Components:
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Basic Allocation: Based on number and size of
college campuses and centers
 Basic Allocation Base Rates for Single-College Districts:
 FTES >= 20,000
 10,000 <= FTES < 20,000
 FTES < 10,000
$5,000,000
$4,000,000
$3,000,000
 Basic Allocation Base Rates per College for Multi-College
districts:
 FTES >= 20,000
 10,000 <= FTES < 20,000
 FTES < 10,000
$4,000,000
$3,500,000
$3,000,000
S.B. 361 – New Funding System
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Major Components (Cont.):
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Basic Allocation (Cont.)
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Basic Allocation Base Rates for Centers
 Approved CPEC centers: FTES >= 1,000
 “Grandparented” Centers:
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FTES >= 1,000
750 <= FTES < 1,000
500 <= FTES < 750
250 <= FTES < 500
100 <= FTES < 250
$1,000,000
$750,000
$500,000
$250,000
$125,000
$1,000,000
S.B. 361 – New Funding System
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Major Components (Cont.):
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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 CPEC’s
establishment.
S.B. 361 – New Funding System
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Major Components (Cont.):
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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
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
S.B. 361 – New Funding System
 Major Components (Cont.):
 Career Development and College
Preparation (CDCP) Noncredit Courses
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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
S.B. 361 – New Funding System
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Implementation:
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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
S.B. 361 – New Funding System
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Implementation (Cont.)
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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
S.B. 361 – New Funding System
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Implementation (Cont.)
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CCFS-320 Addendums
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CDCP Noncredit FTES
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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
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Amount of FTES claimed by districts
Specific Program and Course Titles
Number of courses receiving enhanced funding
S.B. 361 – New Funding System
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Implementation (Cont.)
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CCFS-320 Addendums (Cont.)
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CDCP Noncredit FTES (Cont.)
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District Applications Status (P-2):
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Approx. 180 applications approved (24 districts)
Approx. 1,200 Courses
Reporting Process
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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
S.B. 361 – New Funding System
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Implementation (Cont.)
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CCFS-320 Addendums
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Center FTES Reporting
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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 (webbased reporting process)
Title 5, Chapter 6 – Regulation Review
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Background
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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:
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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
Title 5, Chapter 6 – Regulation Review
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Status
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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]
Title 5, Chapter 6 – Regulation Review
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Proposed Changes Impacting
Attendance Accounting & Reporting
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Limitation on “W”s in one course (§§ 55024 and 58161.5)
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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
Title 5, Chapter 6 – Regulation Review
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Proposed Changes Impacting Attendance
Accounting & Reporting (cont.)
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Limitation on “W”s in one course (§§ 55024 and 58161.5)
(Cont.)
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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
Title 5, Chapter 6 – Regulation Review
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Proposed Changes Impacting Attendance
Accounting & Reporting (cont.)
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Increase in “Repeats” allowed for substandard grades (Proposed §§
55040, 55041, and 58161)
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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)
Title 5, Chapter 6 – Regulation Review
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Proposed Changes Impacting
Attendance Accounting & Reporting
(cont.)
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Increase in “Repeats” allowed for substandard grades
(Proposed §§ 55040, 55041, and 58161) (Cont.)
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“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
Title 5, Chapter 6 – Regulation Review
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Proposed Changes Impacting
Attendance Accounting &
Reporting (cont.)
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Repetitions for Noncredit courses (Proposed § 58161(i))
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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
Title 5, Chapter 6 – Regulation Review
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Proposed Changes Impacting Attendance
Accounting & Reporting (cont.)
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Prohibition in enrolling in same course during the same
semester or session (Proposed § 55007(a))
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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:
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Individualized tutoring pursuant to § 58170
Supplemental learning assistance pursuant to §§ 58172
and 58164
Title 5, Chapter 6 – Regulation Review
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Proposed Changes Impacting Attendance
Accounting & Reporting (cont.)
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Prohibition in enrolling in overlapping courses (Proposed §
55007(b))
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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:
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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
Academic Calendars & Related Topics
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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
Academic Calendars & Related Topics
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Concept Paper (Cont.)
• The Concept Paper was formally presented by CIO
leaders at the Joint CIO/CSSO conference of March 1517, 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
Academic Calendars & Related Topics
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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
Academic Calendars & Related Topics
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Changes in Academic Calendar
Configuration – Application Process
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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
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District Attendance Accounting
Procedures as Req. by §58030
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Board adopted procedures that will document all:
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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
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District Attendance Accounting
Procedures as Req. by § 58030
(Cont.)
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Should cover other critical attendance accounting areas,
including:
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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
Attendance Accounting Issues
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Internal Control Systems
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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:
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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
Attendance Accounting Issues
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Internal Control Systems (cont.)
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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
Attendance Accounting Issues
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Internal Control Systems (cont.)
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Internal control procedures applicable to
information systems also ensure that:
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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
Attendance Accounting Issues
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Affirmative Confirmation of Students
“Actively Enrolled”
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§ 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
Attendance Accounting Issues
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Affirmative Confirmation of Students
“Actively Enrolled”
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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
Attendance Accounting Issues
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Miscellaneous Issues & Reminders
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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)
Attendance Accounting Issues
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Miscellaneous Issues & Reminders
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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
Attendance Accounting Issues
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Miscellaneous Issues & Reminders
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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