California Community Colleges
Chancellor’s Office
CACCRAO
Annual Conference 2009
Current Activities and Issues
in Attendance Accounting and
Reporting
Presented by Elias Regalado
Fiscal Services Unit
May 5, 2009
AGENDA
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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:
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Special Admits
Tutoring
Summer Shift FTES
FTES Allowances Due to Emergency Conditions
Questions/Comments
* Unless otherwise indicated, all legal citations refer to California Code of Regulations, Title 5
Apportionment Attendance Report
(CCFS-320)
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Overview:
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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…
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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
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…
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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)
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Overview (Cont.):
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Provides workload measure for Lottery Allocation
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Used to determine eligibility for Basic Skills Funding
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Dept. of Finance calculates WSCH from contact hour
data included in CCFS-320
Requirements for Reporting Course
FTES on the CCFS-320
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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)
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Weekly Census
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Daily Census
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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
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First Period – July 1 thru December 31
– Due to Chancellor's Office on January 15
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Second Period – July 1 thru April 15
– Due to Chancellor's Office on April 20 (NEW!)
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Annual Report – July 1 thru June 30
– Due to Chancellor's Office on July 15
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Recal Report – Revisions to Annual
Report
– Due to Chancellor's Office on November 1
Which Courses are Reported When?
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
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:
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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
New CCFS-320 Developments
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New due date for 2nd Period CCFS-320:
– Changed from April 30 to April 20
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New Addendum: AB 540 Headcount
Report
New Online CCFS-320 Program to
Start 2009-10
Title 5 Changes Impacting
Attendance Accounting
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Course Withdrawal (§ 55024)
– Several clarifications related to faculty notification,
intervention, and Military Withdrawals (MWs)
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Course Repetition (§ 55040)
– “W” no longer considered a repeat
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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
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TBA and ECE (§ 58055)
– Allows exception for immediate supervision
TBA Update
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Major Issues with Legal Advisory and
New Guidance
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“Immediate Supervision” for foreign language
labs and ECE courses
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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
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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
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Major Issues with Legal Advisory and
New Guidance
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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
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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-lieuof classroom instruction
New SAAM Addendum for Academic
Calendars & Related Topics
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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
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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
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
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Special Admits – Small Children in
College Review
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Focused on children “0-12” years of age enrolled in college
and related FTES claims
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Review based on data submitted by districts via COMIS
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Limited contacts to districts claiming over 10 FTES for FY
2007-08
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All contacted districts responded-some justified FTES and
others removed FTES from apportionment claims
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Review has not been closed and is ongoing
Miscellaneous Issues and Reminders
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Tutoring - Several requirements
must be met, including that:
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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
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Summer FTES Shift
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§ 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., 200708 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
Miscellaneous Issues and Reminders
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FTES Allowances Due To
Emergency Conditions
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§ 58146 Protects districts from material decreases in FTES
resulting from emergency conditions or other extraordinary
situations
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Submission of CCFS-313 required (Attendance Allowance
Request and/or Waiver of 175-Day Requirement Because
of Emergency Conditions form)
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Most emergency conditions only affect Positive Attendance
contact hours
Chancellor's Office Website
Chancellor's Office Web Address:
www.cccco.edu
– Primary Source for:
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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