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California Community Colleges Chancellor’s Office
Community College Internal Auditors Spring 2009 Conference
Current Activities and Issues
in Attendance Accounting and Reporting
Presented by Elias RegaladoFiscal Services Unit
May 1, 2009
AGENDA
CCFS-320 Background and Current Developments Current Proposed T5 Changes Impacting Attendance
Accounting and Reporting “To Be Arranged” (TBA) Hours Update New Student Attendance Accounting Manual Addendum
for Academic Calendars and Course Scheduling Miscellaneous Issues and Reminders:
– Special Admits– Tutoring– Summer Shift FTES
Questions/Comments
* Unless otherwise indicated, all legal citations refer to California Code of Regulations, Title 5
Apportionment Attendance Report (CCFS-320)
Overview:
Required by Title 5 Section 58003.4
Prepared in accordance with deadlines and instructions prescribed by the Chancellor’s Office
The Chancellor's Office calculates the amount of State General Apportionment funds, based primarily on the number of FTES workload that districts report on the CCFS-320
Basic Definitions
A Contact Hour is…
The basic unit of attendance for computing Full-Time Equivalent Student (FTES)
It is a period of not less than 50 minutes of scheduled instruction and/or evaluation
One FTES is equivalent to 525 contact hours
or 1 student x 15 weekly contact hours x 35 weeks = 525
Basic Definitions (cont.)
FTES is…
Not a headcount
An FTES represents 525 class (contact) hours of student instruction/activity in credit and noncredit courses
Formerly known as “ADA” or Average Daily Attendance
Apportionment Attendance Report (CCFS-320)
Overview (Cont.):
Provides workload measure for Lottery Allocation
Used to determine eligibility for Basic Skills Funding
Dept. of Finance calculates WSCH from contact hour data included in CCFS-320
Requirements for Reporting Course FTES on the CCFS-320
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
Documentation is based on detailed tabulations of course sections and appropriate support records
Computing FTES by Course
Attendance Accounting Procedures (§58003.1)
Weekly Census
Daily Census
Actual Hours of Attendance (Positive Attendance)
Alternative Attendance Accounting Procedure– Credit Indep. Study, WEE, and Certain DE Courses– Noncredit Indep. Study / Noncredit DE Courses
CCFS-320 Reporting Periods
First Period – July 1 thru December 31– Due to Chancellor's Office on January 15
Second Period – July 1 thru April 15– Due to Chancellor's Office on April 20 (NEW)
Annual Report – July 1 thru June 30– Due to Chancellor's Office on July 15
Recal Report – Revisions to Annual Report– Due to Chancellor's Office on November 1
Which Courses are Reported When?
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
Which Courses are Reported When?
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
New CCFS-320 Developments
New due date for 2nd Period CCFS-320:– Changed from April 30 to April 20
New Addendum: AB 540 Headcount Report
New Online CCFS-320 Program to Start 2009-10
Title 5 Changes Impacting Attendance Accounting
Course Withdrawal (§ 55024)– Several clarifications related to faculty notification,
intervention, and Military Withdrawals (MWs) Course Repetition (§ 55040)
– “W” no longer considered a repeat
Repetition to Alleviate a Substandard Grade (§ 55040)– Allows for up to 2 grade alleviation attempts– Additional repeat is permitted if funding is not claimed for
reasons that are not necessarily extenuating TBA and ECE (§ 58055)
– Allows exception for immediate supervision
TBA Update
Major Issues with Legal Advisory and New Guidance
“Immediate Supervision” for foreign language labs and ECE courses
Addressed via T5 Section 58055 for ECE courses Offering foreign language labs as “hybrid” courses
New Interpretation of Regular Scheduling for Purposes of TBA – Precise individual scheduling not necessary
Same amount of hours each week of semester for Weekly Census Courses
Same amount of hours each scheduled day for Daily Census Courses
TBA Update
Major Issues with Legal Advisory and New Guidance
Districts cannot claim TBA hours for Students that have zero documented TBA time
New comprehensive TBA audit compliance item to be introduced with 2010-11 CDAM
New SAAM Addendum for Academic Calendars & Related Topics
• Presented to Consultation Council in August 2008 and released September 2008
• The SAAM Addendum (formerly a Concept Paper) is a joint product of the College Finance and Academic Affairs Divisions of the Chancellor’s Office and was developed collaboratively with CIO leaders
• Focus of the SAAM Addendum is to clarify Title 5 regulations and procedures 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
New SAAM Addendum for Academic Calendars & Related Topics
Developed to Address Potential Problem Areas:• Class schedules do not show passing time
between classes• Significant differences in how districts
schedule multiple hour classes• Course class hours scheduled beyond that
indicated in course outline• A review of contact hours generated by
compressed calendar districts that have approved flex calendar programs seems to indicate that “Flex Time” is not always in-lieu-of classroom instruction
New SAAM Addendum for Academic Calendars & Related Topics
Guidelines included in the SAAM Addendum are currently being applied to the review and approval process for compressed calendar applications
Applications for compressed calendars should be submitted to College Finance and Facilities Planning Division.
New SAAM Addendum for Academic Calendars & Related Topics
Changes in Academic Calendar Configuration – Application Process
Per § 55720, prior to any change in academic calendar configuration, a district shall obtain approval from the Chancellor's 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, Chancellor's Office
Miscellaneous Issues and Reminders
Special Admits – Small Children in College Review– Focused on children “0-12” years of age enrolled in college
and related FTES claims
– Review based on data submitted by districts via COMIS
– Limited contacts to districts claiming over 10 FTES for FY 2007-08
– All contacted districts responded-some justified FTES and others removed FTES from apportionment claims
– Review has not been closed and is ongoing
Miscellaneous Issues and Reminders
Tutoring - Several requirements must be met, including that: – Conducted through a designated learning center
supervised by a person who meets MQ’s under §53415– Tutors are qualified to provide tutoring– Students receiving tutoring are enrolled in a noncredit
course entitled “Supervised Tutoring” (TOP #4930.09)– A counselor or an instructor, on the basis of an identified
learning need, must refer all students seeking tutoring– Students cannot self refer.
– Positive attendance must be used– Refer to §§ 58168, 58170 for additional requirements
Miscellaneous Issues and Reminders
Summer FTES Shift – § 58010 (Reporting Date Procedures) provides the
“Summer FTES Shift” reporting flexibility– Applies only to Summer Daily Census Course in which the
“Census Procedure” (census date) takes place in one fiscal year and the course ends in the next fiscal year (e.g., 2007-08 and 2008-09, respectively)
– Possibility of double reporting if not properly tracked and documented
– Districts must retain accurate records of summer FTES designated for a particular FY
– Possible future audit compliance item related to this area
Chancellor's Office Website
Chancellor's 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 (direct links to T5 and EC)• Handbooks and Manuals• Fiscal/FTES Data• Contact Information
Questions/Comments
Contact Information
Elias Regalado, SpecialistFiscal Services UnitChancellor’s Office
(916) 445-1165eregalad@cccco.edu
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