California Community Colleges
Chancellor’s Office
Community College Internal Auditors
Fall 2010 Conference
Current Activities and Issues
in Attendance Accounting and
Reporting
Presented by Elias Regalado
Fiscal Services Unit
October 8, 2010
AGENDA

CCFS-320 Background and Current Developments
– New Online Program and 2009-10 FTES Reporting Update

T5 Changes Impacting Attendance Accounting
– Course Repetition and Withdrawal Update

Legislation Recently Signed Into Law
– S.B. 1143 (Liu) Student Success and Completion
– A.B. 2297 (Brownly) Nonresident Tuition Fee Levels


Recent Legal Opinions
Miscellaneous Issues and Reminders:
– AB 540 California Supreme Court Case
– Student Residency Determination
– Student Attendance Accounting Manual Update

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 FullTime Equivalent Student (FTES)
It is a period of not less than 50 minutes of
scheduled instruction and/or evaluation (§ 58023)
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 by January 15

Second Period – July 1 thru April 15
– Due to Chancellor's Office by April 20

Annual Report – July 1 thru June 30
– Due to Chancellor's Office by July 15

Recal Report – Revisions to Annual
Report
– Due to Chancellor's Office by November 1
New CCFS-320 Developments

New Online CCFS-320 Program
Started at 2009-10 First Period
– Incorporates addendum reports for AB 540
Student Headcount, Special Admit PE FTES,
Center FTES, and CDCP Noncredit FTES

2009-10 Annual FTES Report
– Credit FTES increased by 13,888 or 1.20%
– Noncredit FTES decreased by 16,826 or 16.32%
– Total FTES decreased by 2,938 or 0.23%

2009-10 Recal Reports Due November 1
Title 5 Changes Impacting
Attendance Accounting

Course Withdrawal and Repetition
– Las regulation changes approved by
the BOG in July 2009 are being
reconsidered
– Current proposal is to limit any
combination of withdrawals and
repetitions to 4
Title 5 Changes Impacting
Attendance Accounting
July 2009 Title 5 Changes Concerning
Course Repetition and Withdrawal:

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 apportionment funding is not
claimed for reasons that are not necessarily extenuating
Legislation Recently Signed Into Law

S.B. 1143 (Liu) – Student Success
and Course Completion
– Originally proposed adding a 2nd census point (at course
completion) to Weekly and Daily Census attendance accounting
procedures. Thought to create a fiscal incentive for colleges to
help degree-seeking students complete their courses and earn
degrees
– However, SB 1143 was completely changed to instead require the
BOG to convene a task force on student success and course
completion
– The task force will convene in January 2011 with
– The BOG is required to report to the Legislature no later than
March 1, 2012
Miscellaneous Issues and Reminders

A.B. 2297 (Brownly) – Nonresident
Tuition Fee Levels
– If the “statewide” rate for the succeeding fiscal year is less than the
current fiscal year, district is able to set the fee level at the greater
of the current or any of the past four-year amounts
– Adds new option to set a fee that is no greater than the average of
the nonresident tuition fees of public community colleges of no
less than 12 comparable states
– Any additional revenue generated by these amendments shall be
used to expand and enhance services to resident students.
– Previously approved AB 947 (ECS 76141) permitted the charging
capital outlay fee to ANY nonresident student – except for “AB
540” students
Recent Legal Opinions

Limitations on Enrollment for Cohorts of
Students per §58106 – 10-07
–
Concluded that if a college decides to limit enrollment
in a course section to a cohort of students, a majority
of the sections of the same course offered in a given
term or session need to be left for open enrollment
–
Students in a cohort must be enrolled in one or more
other courses
Recent Legal Opinions

Apportionment Claims and Enrollment Fees for Remedial
Classes Located on CSU or UC Campuses – 10-06
–
Concluded that a community college may not charge an
enrollment fee for CSU and UC students that are enrolled in the
class because there’s a specific Education Code section that
provides an exemption (Educ. Code §76300(e))
–
Non CSU or UC students enrolled in the class are subject to the
enrollment fee unless they are exempted based on some other
status
–
As fully open classes, the opinion also concluded that FTES
generated by these classes is eligible to be claimed for
apportionment
–
Enrollment in these classes is distinguished from cross-enrollment
programs (Educ. Code §66750), which are not eligible for
apportionment
Recent Legal Opinions

Waiver of Nonresident Tuition Fees for Armed
Forces Members and their Dependents – 10-05
–
Concluded that a new federal law broadened the applicable
situations in which a member of the armed forces and his or
her dependents may be exempted from the nonresident
tuition fee (Title 20 U.S.C. § 1015d)
–
New law provides the tuition benefit for either for being
actively stationed in a state OR being domiciled in a state
–
Where federal law is silent on an issue, state law applies
(Educ. Code §§ 68074, 68075, 68075.5)
Miscellaneous Issues and Reminders

AB 540 Calif. Supreme Court Case
– AB 540 took effect January 1, 2002 (Educ. Code § 68130.5)
– Lawsuit filed in state court in 2005 seeking to invalidate law
– Originally upheld, but in 2008 the California Court of Appeal
reversed that ruling. Determined that AB 540 conflicts with
federal law, including section 1623 of Title 8 of the U.S.C.
– Pending review by the State Supreme Court, AB 540 has
continued to be in effect
– State Supreme Court heard oral arguments on October 5 on
the validity of the AB 540 Law
– Under the State Constitution, justices have 90 days after
hearing arguments to render a decision
Miscellaneous Issues and Reminders

Student Residency Determination
•
EXPANSION
– Review of State Compliance Test 425 –
Residency Determination for Credit Courses
• Expansion of current test, especially for out-of-state
athletes (refer to Fiscal Services Memorandum 10-01
issued March 2010)
– Looking into evidence and proof requirements in
law for residency classifications in light of widely
differing district practices
Miscellaneous Issues and Reminders

Student Attendance Accounting Manual Update
• EXPANSION
– Will commence a joint project with the CA Association of
Community College Registrars and Admissions Officers
(CACCRAO) to update the Student Attendance Accounting
Manual
– Project will include updating or expanding guidance related
to Distance Education, Course Repetition and Withdrawal,
TBA Hours, etc.
– Considering current workload, short staffing, and furloughs,
this will undoubtedly be a long-term project
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, Specialist
Fiscal Services Unit
Chancellor’s Office
(916) 445-1165
eregalad@cccco.edu