Repetition and TBA

1. Repetition and TBA Beth Smith, Treasurer, Academic Senate Zerryl Becker, College of the Desert

2. Repetition

3. Repetition Challenges • Repetition is NOT the same as repeatability. • The rules on repetition changed effective July 2009. • Faculty do not understand the rules on repetition. • Officially, the Academic Senate has no position on repetition limits.

4. Repetition Rules • Title 5 requires that each college/district set local policy regarding repetition. 55040 • The District can set local policy that is more strict than Title 5. • The District can also set local policy that is more lenient than Title 5. • The absolute limit is on apportionment.

5. Title 5 – As it Stands Now • There are seven cases where repetition is allowed: • Substandard work ( 55042) • Significant lapse of time ( 55043) • Variable unit open entry/open exit ( 55044) • Extenuating circumstances ( 55045) • Occupational requirements (55253) • Disability ( 56029) • Repeatable courses ( 55041)

6. 55042: Substandard Work • Allows for student to petition to repeat a course previously failed • May repeat twice if first repeat also substandard • D, F, FW, NP and NC are considered non-standard • Disregard prior grade in GPA • Collect apportionment on both repeats • District policy determines whether previous grade and credit are computed in GPA

7. 55043: Lapse of Time • Recency prerequisite • Prior grade may be disregarded

8. 55044: Variable Unit Open Entry • Can repeat segments previously untaken • Cannot repeat beyond this except where allowed by §55040 • For PE courses each enrollment counts as a repeat under §55041

9. 55045: Extenuating Circumstances • Petition must be filed • Previous grade may be disregarded

10. 55253: Work Experience • Courses base hours of work experience into units earned • Repetition limitation is based upon units earned unless college offers more than one course

11. 56029: Disability • Requires district policy/procedure

12. 55041: Repeatable Courses • Mandated training • Content changes with each offering • Activity courses • Enhancement of skills • Active participatory experience • All grades are calculated in the GPA • District has a policy for monitoring repeats that include significant additional learning • Maximum of three semesters

13. 55041: Repeatable Courses (7)(A) Except as provided in subparagraph (B) of this paragraph, where a college establishes several levels of courses which consist of similar educational activities, the repetition limitation in paragraph (6) of this subdivision applies to all levels of courses that involve a similar primary educational activity regardless of whether the repetitions reflect multiple enrollments in a single course or in multiple courses involving the same primary activity. 

14. 55041: Repeatable Courses • In other words: • Beginning Tennis • Intermediate Tennis • Advanced Tennis Are all the same course for repeatability You cannot take Beginning 3 times, Intermediate 3 times, Advanced 3 times

15. 55041: Repeatable Courses (B) Visual or performing arts courses in music, fine arts, theater or dance which are part of a sequence of transfer courses are not subject to subparagraph (A) of this paragraph. 

16. Questions ?

17. TBA

18. TBA Saga - History • TBA rules haven’t really changed – they are just being interpreted and enforced • Memo I: Legal Opinion (October 2008) • Memo II (early 09) • Memo III (June 09)

19. Legal Opinion The entire legal opinion memo is available on the Chancellor’s office web site: http://www.cccco.edu/SystemOffice/Divisions/AcademicAffairs/CreditProgramandCourseApproval/ReferenceMaterials/tabid/412/Default.aspx

20. Conduct of Course a. An instructor meets the minimum qualifications or equivalency and is authorized to teach in the discipline b. Specific instructional activities, including those conducted during TBA hours, expected of all students enrolled in the course are included in the official course outline

21. Conduct of Course c. During TBA hours, there must be some kind of instruction provided (such as course content) and/or activity that is not an activity that should be done independently outside of class time. Pursuant to section 55002(a)(2)(C), students must still be required to study independently outside of class time.

22. Conduct of Course d. A clear description of the course, including the number of TBA hours required, must be published in the official general catalog or addenda thereto AND in the official schedule of classes or addenda thereto.

23. Conduct of Course e. There is a designated location, about which all enrolled students are informed, where the instructional activities will occur. f. Students may demonstrate that they fulfilled their regularly scheduled TBA responsibilities by signing in and out every time they come to the lab or learning assistance center in a manner that documents the days, times, and the number of TBA hours fulfilled.

24. Immediate Supervision a. An instructor who meets minimum qualifications in the discipline being taught is available, in physical proximity and range of communication to provide instruction and ensure the safety of students during the hours by arrangement.

25. Immediate Supervision • If the instructor responsible for the TBA hours is not the primary course instructor, follow-up is required by the primary course instructor (instructor of record) to ensure that students are meeting instructional objectives and fulfilling the TBA requirement. (Note: An instructional aide may assist the instructor in working with students, but a qualified instructor must also be available …

26. Immediate Supervision b. Instructors … may not have any other assigned duty during this instructional activity. As a general rule, faculty (the instructor who meets the minimum qualifications pertaining to the assigned TBA )must be physically present in the classroom or lab or within line-of-sight of the students.

27. Attendance Accounting a. The course outline of record shall specify the number of contact hours for the course as a whole, including contact hours related to TBA. b. There are specific times, of which all enrolled students are informed, when the instructional activities will occur.

28. Highlights of Legal Opinion • There must be a qualified instructor present. • Students must complete TBA hours each week on a scheduled basis. • There must be assignments specific to the TBA hours. Homework expected of lecture hours cannot be completed during TBA hours. • Student hours, together with date and time, must be documented.

29. Issues • Early Childhood Education: TBA hours occur at child care centers off campus where it is not logical to expect an instructor to be present. • Foreign language: One lab is provided for many different languages and it is not logical to expect an instructor for EACH language to be present.

30. Issues • Learning Centers where multiple subjects are available to students, must be staffed by instructors qualified in EACH of those areas. • Homework assistance is NOT acceptable for TBA hours. • ALL students must complete ALL TBA hours. • Students may NOT work on anything other than specific TBA assignments.

31. Follow Up Memo Title 5 language will be developed permitting immediate supervision for students engaged in student teaching activities to be shared by academic personnel of the district and a person at the local child care center … Language will be proposed to permit a foreign language instructor who meets minimum qualifications for any of the foreign languages offered at the college to provide immediate supervision of the foreign language lab.

32. Follow Up Memo If TBA hours are problematic for various reasons including availability of facilities to accommodate the students who need to complete TBA hours or availability of instructors who meet minimum qualifications for the area where TBA hours are scheduled, you might examine the possibility of offering hybrid courses instead of courses with TBA hours. In this way, some of the contact hours could be offered in the classroom and others could be provided online as Distance Education (DE) hours.

33. Follow Up Memo • The official course outline of record must include the number of TBA hours and specific instructional activities/learning outcomes for TBA hours expected of all students enrolled in the course. 2. The TBA hours must provide instruction that is not homework and the student work completed for TBA must be evaluated. In this regard, do not include within TBA hours unsupervised activities such as attendance at plays and concerts. 3. The TBA hours/week required for the course must be included in the published catalog and class schedule.

34. Follow Up Memo 4. The designated location for the TBA hours must be specified in a way that appropriately informs students. 5. All students enrolled in a course with TBA hours must be required to fulfill the hours and other conditions for TBA. Make sure that all student participation is documented. 6. TBA hours may not be claimed for apportionment under the auspices of individual student tutoring.

35. The “final” TBA memo • “regularly scheduled” = students must participate for the required number of TBA hours each week of the primary term for the duration of the course, and documentation must demonstrate weekly student participation. • Early Childhood – Title 5 change proposed • Foreign Language – did not agree that one instructor can cover multiple languages.

36. Curriculum Impact • Course Outline needs to include: • The number of contact hours, including TBA hours • Specific instructional activities for TBA hours • Homework expected of lecture hours cannot be completed during TBA • Instructional Objectives for TBA hours

37. Curriculum Impact If TBA hours are problematic …. you might examine the possibility of offering hybrid courses instead of courses with TBA hours. In this way, some of the contact hours could be offered in the classroom and others could be provided online as Distance Education (DE) hours.

38. Questions ?

39. Additional Reference Materials • http://www.cccco.edu/ChancellorsOffice/Divisions/AcademicAffairs/Title5Guidelines/tabid/1330/Default.aspx • http://www.cccco.edu/SystemOffice/Divisions/AcademicAffairs/CreditProgramandCourseApproval/ReferenceMaterials/tabid/412/Default.aspx

40. Title 5 References 55024 Withdrawal 55030 Definitions 55040 District Policy 55041 Repeatable Courses 55042 Substandard Work 55043 Lapse of Time 55044 Variable Unit 55045 Extenuating Circumstances 55046 Academic Renewal 55253 Work Experience 58050 Claiming Attendance 58161 Repetition 58172 Learning Assistance 56029 Special Classes

41. 55024. Withdrawal. (a) The governing board of a district which decides to provide a withdrawal procedure shall adopt a policy which provides for withdrawal from credit courses consistent with the following: (1) Withdrawal from a course or courses shall be authorized through the last day of the fourteenth week of instruction (or 75 percent of a term, whichever is less). The governing board, however, may establish a final withdrawal date which prohibits withdrawal after a designated point in time between the end of the fourth week of instruction (or 30 percent of a term, whichever is less) and the last day of the fourteenth week of instruction (or 75 percent of a term, whichever is less). The academic record of a student who remains in a course beyond the time allowed by district policy must reflect a symbol as authorized in section 55023 other than a “W.” (2) The governing board may by regulation authorize withdrawal from a course or courses in extenuating circumstances after

42. 55024. Withdrawal. (a) The governing board of a district which decides to provide a withdrawal procedure shall adopt a policy which provides for withdrawal from credit courses consistent with the following: (2) The governing board may by regulation authorize withdrawal from a course or courses in extenuating circumstances after the last day of the fourteenth week (or 75 percent of the term, whichever is less) upon petition of the student or his or her representative and after consultation with the appropriate faculty. Extenuating circumstances are verified cases of accidents, illnesses or other circumstances beyond the control of the student. (3) No notation ( “W” or other) shall be made on the academic record of the student who withdraws during the first four weeks or 30 percent of a term, whichever is less. The governing board may establish a period of time shorter than the first four weeks or 30 percent of a term, during which no notation shall be made.

43. 55024. Withdrawal. (a) The governing board of a district which decides to provide a withdrawal procedure shall adopt a policy which provides for withdrawal from credit courses consistent with the following: (4) Withdrawal between the end of the fourth week (or such time as established by the district) and the last day of the fourteenth week of instruction (or 75 percent of a term, whichever is less) shall be authorized, provided the appropriate faculty is informed. (5) Withdrawal after the end of the fourteenth week (or 75 percent of a term, whichever is less) when the district has authorized such withdrawal in extenuating circumstances, after consultation with appropriate faculty, shall be recorded as a “W.”

44. 55024. Withdrawal. (a) The governing board of a district which decides to provide a withdrawal procedure shall adopt a policy which provides for withdrawal from credit courses consistent with the following: (6) For purposes of withdrawal policies, the term “appropriate faculty” means the instructor of each course section in question or, in the event the instructor cannot be contacted, the department chair or appropriate administrator. (7) The “W” shall not be used in calculating grade point averages, but shall be used in determining probation and dismissal pursuant to article 3 of this subchapter.

45. 55024. Withdrawal. (a) The governing board of a district which decides to provide a withdrawal procedure shall adopt a policy which provides for withdrawal from credit courses consistent with the following: (8) A “W” shall not be assigned, or if assigned shall be removed, from a student's academic record, if a determination is made pursuant to sections 59300 et seq. that the student withdrew from the course due to discriminatory treatment or due to retaliation for alleging discriminatory treatment.

46. 55024. Withdrawal. (a) The governing board of a district which decides to provide a withdrawal procedure shall adopt a policy which provides for withdrawal from credit courses consistent with the following: (9) Effective July 1, 2009, the district policy shall establish the number of times (not to exceed four times) that a student may withdraw and receive a “W” symbol on his or her record for enrollment in the same course. The district policy may permit a student to enroll again in a course after having previously received the authorized number of “W” symbols in the same course in colleges within the district pursuant to section 58161.5, if: (A) apportionment is not claimed, and (B) the chief instructional officer, chief student services officer or other district official designated in the district policy approves such enrollment after review of a petition filed by the student.

47. 55024. Withdrawal. (a) The governing board of a district which decides to provide a withdrawal procedure shall adopt a policy which provides for withdrawal from credit courses consistent with the following: (10) The district policy may provide that a “W” symbol will not be assigned to any student who withdrew from one or more classes, where such withdrawal was necessary due to fire, flood or other extraordinary conditions and the withdrawal is authorized by the district pursuant to section 58509. (11) The district policy shall include provisions for intervention in cases of multiple withdrawals.

48. 55024. Withdrawal. (b) Within the parameters set forth in subdivision (a), criteria for withdrawal and the procedures to accomplish it shall be established by the district governing board and published in college catalogs. (c) A district's responsibilities with respect to enrollment or attendance accounting shall not be modified or superseded in any way by adoption of a withdrawal policy.

49. 55024. Withdrawal. (d) The governing board of a district which decides to provide a withdrawal policy shall also adopt military withdrawal procedures consistent with the following: (1) “Military Withdrawal” occurs when a student who is a member of an active or reserve United States military service receives orders compelling a withdrawal from courses. Upon verification of such orders, a withdrawal symbol may be assigned at any time after the period established by the governing board during which no notation is made for withdrawals. The withdrawal symbol so assigned shall be a “MW.” (2) Military withdrawals shall not be counted in progress probation and dismissal calculations. (3) “MW” shall not be counted for the permitted number of withdrawals. (4) In no case may a military withdrawal result in a student being assigned an “FW” grade.

50. 55030 Definitions • For the purposes of this chapter, the following terms shall have the specified meanings: • “All units attempted” means all units of credit for which the student is enrolled in the current community college of attendance. The governing board of each district shall adopt rules and regulations governing the inclusion or exclusion of units in which a student did not receive a grade or “pass-no pass” or from which the student withdrew in accordance with rules adopted by the district governing board.