•Student
Services
•Instruction
•Administrative Services
Student Services Instruction
Administrative Services
Fall 2009
Student Services
Student Services
Fall 2009
1
Enrollment 101
Step I-application
Step II assessment
Step III orientation
Step IV Education plan
Step V Counseling
Step VI registration
Step VII Student Support Services
/follow-up
Step VIII Matriculation
Fall 2009
Student Services
2
Admissions and Records
• Adds/drops
• Census rosters
• Final grades
Fall 2009
Student Services
3
Counseling
• Assessment/educational plans
• Counseling A
Fall 2009
Student Services
4
Retention and Faculty
• Early alert –advise students of their
progress/evaluate students as early as
possible and often, as appropriate
• Encourage students to contact you before
they drop
• Make referrals
Fall 2009
Student Services
5
Financial Aid
• Refer students for BOGW fee waiver
• Suggest FASFA application
Fall 2009
Student Services
6
Instruction
Instruction
Fall 2009
1
Instruction
• Enrollment Management
– Key elements for success:
•
•
•
•
Fall 2009
Planning
Active participation
Monitoring
Evaluation of processes
Instruction
2
Enrollment Management
It is not…..
– Quick fix to enrollment
problems
– An explanation for
enrollment-related decisions…
– Enhancement to Marketing
the college
But it is……
– College commitment to
strategic planning
– Documented enrollment goals
– A plan that aligns staffing,
services, resources to the
mission of the college
– A data-driven strategy
– A living plan that is constantly
changing as the college needs
change
Lawson, 2009
Fall 2009
Instruction
3
• Guidelines and Mandates
California Community
College Chancellor’s Office
1.
2.
3.
Funding
Capacity
Outcomes
Fall 2009
Instruction
4
The Hierarchy of Regulations
Statute
Title 5 regulations
Local Board policy
Statute: state law—the Education Code
Title 5 (of the California Code of
Regulations): regulations adopted by the
Board of Governors
Local board policy: local implementation
of regulations
Boatright, 2008
Fall 2009
Instruction
5
Participation by whom?
• Everyone within the college
– College structure with representatives from
various units including students.
– Key operational staff and faculty:
• Faculty, dept/division Chairs, front line staff:
counseling, financial aid, admissions, special programs,
deans and/or directors.
– Key operational administrators include
• CIO, CSSO, CBO, CISO, PIO, Researcher
– Essential to identify recommendations for Decision
Fall 2009 Maker(s).
Instruction
6
Components
• College Master Plans; Program Review
• Enrollment data; projection tools; historical
data, established benchmarks…
• Schedule planning
– Fiscal consideration
– Size of schedule
– Allocation of Facilities
– Method of delivery
– Meeting student needs
Fall 2009
Instruction
7
Student Needs
• Maintain updated programs
– Curriculum
• Patterns of offerings based on the demand
• Examine the numbers of course sections,
day/evening/online/in-person/short-term
• Establish a commitment to the core and
awareness of the electives
• Collect and document data for identifying
student needs
Fall 2009
Instruction
8
Terminology
•
•
•
•
•
WCH – weekly contact hour
WSCH- weekly student contact hour
DSCH- daily student contact hour
DCH- daily contact hour
FTES- full time equivalent student (the equivalent of
one student enrolled 15 hours per week for two 17.5 week semesters)
• FTEF –Full time Equivalent Faculty
• WSCH/FTEF – weekly student contact hours per full
equivalent faculty
Fall 2009
Instruction
9
Revenue /Scheduling/Reporting
• Census- a “snapshot in time” at approximately
20% point of course.
• Types of census
– Weekly Census- all full term scheduled courses
– Daily Census - scheduled courses that meet on a regular
basis for at least five days, but less than full term.
– Positive Attendance – actual hours students
attend courses.
– Independent/Work Experience – based on units
rather than contact hours.
Fall 2009
Instruction
10
continue
• Term Length Multiplier (TLM) the number of
weeks of instruction in regular fall/spring
semesters.
– INCLUDES: instructional days, final exams days, approved
flex –days
• Example: WSCH ( WCH x Number of Students) x TLM
525
Mission’s TLM = 16.2
Funding – formula driven for each census type….
 WSCH, DSCH, Positive Attendance, Independent Study and
Alternative Attendance
Fall 2009
Instruction
11
320 Report and Census
• Completed by the District with assistance from
each college and IS staff to State Chancellor’s
Office for funding
• Must report cumulative total of WSCH for
each attendance type and each term of course
offerings
• Reporting cycle: P1 Jan 15th, P2 Apr 30th, P3 Jul 15th, Final Recal
report Nov 1st.
Fall 2009
Instruction
12
Budget: The Big Picture
Administrative Services
Fall 2009
1

Taxes
◦
◦
◦












Property tax
Income tax
Sales tax
Budget Projection and Development at Department of
Finance/LAO and Governor’s Office
Proposition 98 Guarantees
Governor’s Initial Budget Proposal – January 10
Governor/Legislators negotiate
May Revise/District tentative budget
Governor/Legislators negotiate
June 30 deadline
July 1 start of Fiscal Year
District/College budget offices/tentative to final budget
Board of Trustees
September 15 deadline
MC Budget Administrators
Administrative Services
Fall 2009
2








72 CCC Districts
110 Colleges
Conducts annual State Chancellor’s Budget
Workshops (January/August)
Provides expertise and audit services for all CCC
programs and services
50% Law
FON
75/25
320 Report
Administrative Services
Fall 2009
3
Report & Apportionment Cycle

Advance Apportionment
◦ Certified on July 15 (based on prior year P2)
◦ Apportionment allocated for July – January (60%)

First Principal Apportionment (P1)
◦ Estimated annual FTES (July thru December)
◦ Due by January 15
◦ Apportionment allocated for February – May (32%)

Second Principal Apportionment (P2)
◦ Estimated annual FTES (July thru April)
◦ Due by April 15
◦ Apportionment allocated in June (8%)

Final Recalculation (P3)
◦ Annual FTES for prior year due on July 15
◦ Final apportionment for prior year generally completed in December or
January of the current year
Administrative Services
Fall 2009
4

District Services off the top
◦ 87% of budget in salaries and benefits
◦ Fixed Cost Schedule
◦ District Services





Colleges split balance based on FTES
Tentative Budget (Starts July 1)
Final Budget (Adopted by September 15)
09/10 District Budget Summary
District Budget Advisory Committee (DBAC)
Administrative Services
Fall 2009
5

MC Budget Allocation Model
◦ New Monies
 One-time
 On-going
◦ Base Operating Budget

Base Operating Budget
◦ Supplies/Duplicating/Hourly/Equipment Maintenance


College Budget Advisory Council (CBAC)
09/10 Operating Budget Allocation
◦ 75% of base with Augmentation

10/11 Operating Budget Development
◦ Zero-based Budget Model
Administrative Services
Fall 2009
6
Category
FTE
Budget
%
Administrator
9.000
1,402,380
4%
Classified
71.000
5,897,450
18%
FT Faculty
146.000
16,275,265
49%
FY09/10 Mission College Fund 100 Budget Allocation
Non-Personnel
Budget
6%
PT Faculty
7,306,605
22%
Classifed Hrly
Non-Personnel
Budget
194,714
1%
Classifed Hrly
1%
2,053,396
6%
PT Faculty
22%
Total
226.000
Administrator
4%
Administrator
Classified
Classified
18%
Faculty
PT Faculty
33,129,810 100%
Classifed Hrly
Non-Personnel Budget
Faculty
49
%
Administrative Services
Fall 2009
7













Carolyn Kuri
Carol Qazi
Cindy Vinson
Charity Bowles
Curtis Pembrook
Dan Sanidad
Danny Nguyen
Deborah Lefalle
Donna Hale
Harriett Robles
Jeff Cormier
Keith Johnson
Linda Retterath












Mary Ashley
Mina Jahan
My Loi
Myo Myint
Norma Ambriz-Galaviz
Penny Johnson
Peter Anning
Rita Grogan
Rosalyn Chan
Stephanie Kashima
Tim Karas
Worku Negash
Administrative Services
Fall 2009
8




Fund 100 – Unrestricted General Fund
Fund 017 - Entrepreneurial
Fund 120 – Restricted & Categorical Funds
Other Funds
◦
◦
◦
◦
◦
◦
◦
◦
◦
Fund 121 – Health Services
Fund 122 - Parking
Fund 330 – Child Care
Fund 400 – Capital Projects
Fund 591 – Community Education
Fund 595 – Contract Education
Fund 712 – ASB
Fund 732 – Campus Center
Funds 741-754 – Financial Aid
Administrative Services
Fall 2009
9

Funds Doug Masury
responsible for:
◦
◦
◦
◦

Fund
Fund
Fund
Fund
120
330
591
595
Funds Queenie Chan
is responsible for:
◦ Fund 100
◦ Fund 017
◦ Fund 120
◦ Fund 121
◦ Fund 122
◦ Funds 741-754
◦ Fund 400
◦ Fund 712
◦ Fund 732
Administrative Services
Fall 2009
10
Cost Center
Start with:
1-wv
2-mc
3-district
Fund
100
120
595 etc…
Grant Code
017-old fund 17
Activity/Tops Code
Course or program
code
FFF – CCCCCC – AAAA – OOOOO – GGG
3
6
4
5
3
Object Code
Start with:
4 - Revenue
5 - Expense
Administrative Services
Fall 2009
11
Administrative Services
Fall 2009
12
Student Services Questions
Instruction Questions
Budget Questions
Student Services Instruction
Administrative Services
Fall 2009