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Efficient Scheduling Methods in Academic Environment Overview

Understand the importance of funding accounting methods. Learn scheduling examples and why it's crucial for academic success. Includes information on FTES monetary equivalents, student attendance methods, and practical scheduling formulas.

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Efficient Scheduling Methods in Academic Environment Overview

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  1. SantiagoCanyonCollege SCC Academic Scheduling Institute Funding Accounting Methods 101

  2. Overview • Academic Environment Overview • Funding Accounting Methods • Examples • Why Curriculum/Scheduling is so Important

  3. Academic Calendar • RSCCD uses a compressed Calendar because some old Santa Monica City College study showed that it’s better for the student than a traditional longer 17.5 week semester • The RSCCD Term Length Multiplier (TLM) is 16.6

  4. Course Catalog Hours • The SCC Catalog states the Lecture or Lab hours the student is suppose to receive at the minimum for taking a course section • Typically, 1 unit is equal to 16 Lecture hours or 48 Lab hours • Example: 3 units = 3 x 16 = 48 Lecture hours • Lecture/Lab courses do variations of both • Example: 3 units = 32 Lecture hours, 48 Lab hours • Some subjects like MATH, READ, or EXER follow different unit to catalog hour conversion (e.g. 1 unit = 20 lecture hours) • Catalog Hours is in true time based on 1 hour = 60 minutes • For the most part, the State basis maximum contact hours on a 18 week semester. • Example: 3 units = 3 x 18 = 54 hours

  5. Student Contact Hour • Convoluted method for the State to account for the catalog hours provided per class meeting • 1 contact hour = 50 min. • Accommodates a 10 min. break rule • Except the last class hour • Sample calculation: 11:30AM – 2:00PMMany methods, but I use the following: • 11:30AM - 12:30PM = 1 Contact Hour + 10 minute break • 12:30PM - 01:30PM = 1 Contact Hour + 0 break • 01:30PM – 02:00PM = 30 minutes + 10 minutes from the last hour = 40/50 = 0.8 contact hours • Total = 2.8 contact hours • Don’t worry, there’s lookup tables for this

  6. Full-Time Estimate Student (FTES) • Based on a student doing 525 hours of contact work in two primary semesters • Equivalent to one student with a full load (3 classes, 5 times a week, 17.5 weeks, two semesters) • FTES Monetary Equivalents: • College Credit = $4,564.83 • Noncredit = $ 2,744.96 • Enhanced Noncredit (CDCP) = $3,232.07

  7. Student Attendance Methods • Methods of scheduling for which the State pays the college FTES • Weekly (W) • Daily (D) • Independent Weekly (IW) • Independent Daily (ID) • Positive Attendance (PAC) • Independent Lab Weekly (ILW)

  8. Weekly (W) • Scheduling Restrictions: • Meets full length of the 16 week semester • Meets the same days of the week, each week • Meets the same number of hours, each day • Term Restrictions: • Only primary terms of Fall or Spring • Formula: • FTES = • Semester Contact Hours = (TLM x Weekly Contact) must be greater than catalog hours

  9. Weekly (W) Example • Scheduling Example: • Course: HIST-101 3 units, 48 lecture hours • Section: 10:15AM-11:40AM, MW, 1.7x2 = 3.4 contact hours • Enrollment: 35 active resident students • Formula: • FTES = • 3.76266, round to 2 digits • 3.76 FTES • Same formula as RG540 or EMT, excluding nonresidents

  10. Weekly (W) Scheduling Table • Working on developing Weekly scheduling table that takes the guess work out of calculating breaks and contact hours • Intended to maximize FTES • Promote consistent scheduling for like Catalog hours courses • Based on State’s Student Attendance Accounting Manual (SAAM) http://extranet.cccco.edu/Divisions/FinanceFacilities/FiscalServicesUnit/StudentAttendanceAccountingManual.aspx#Manuals

  11. Daily (D) • Scheduling Restrictions: • Meets for 5 or more days, but not full length of the 16 week semester • Meets the same number of hours the same day, each day • Term Restrictions: • Most sections in Summer term • Short-term sections in Fall or Spring semesters • Formula: • FTES = • Must take number of meetings into account!! • Semester Contact Hours = (Meetings x Daily Contact) must be greater than catalog hours

  12. Daily (D) Example • Scheduling Example: • Course: ASTR-109 3 units, 48 lecture hours • Section: 11AM-2:20PM, MTWTH, 3.6 contact hours, 15 meetings • Enrollment: 35 active resident students • Formula: • FTES = • 3.6 FTES • 54 semester contact hours

  13. Daily (D) • Why meetings make a difference? • 3.5 contact x 15 meetings = 52.5 semester contact hours • 3.5 contact x 16 meetings = 56 semester contact hours • 1.7 contact x 31 meetings = 52.7 semester contact hours • 1.7 contact x 32 meetings = 54.4 semester contact hours • Why contact hour makes a difference? • 3.6 contact x 15 meetings = 54 semester contact hours • 3.6 contact x 16 meetings = 57.6 semester contact hours • 1.8 contact x 31 meetings = 55.8 semester contact hours • 1.8 contact x 32 meetings = 57.6 semester contact hours • Which patterns will maximize FTES and still fall below the Semester Catalog Hours?

  14. Independent Weekly (IW) • Scheduling Restrictions: • Meets full length of the 16 week semester • Meets the same days of the week, each week • Meets the same number of hours, each day • Meets Online or is Work Experience • Term Restrictions: • Only primary terms of Fall or Spring • Formula: • FTES = • Semester Contact Hours = (TLM x Units) must be greater than catalog hours

  15. Independent Daily (ID) • Scheduling Restrictions: • Meets for 5 or more days, but not full length of the 16 week semester • Meets the same number of hours the same day, each day • Meets Online or is Work Experience • Term Restrictions: • Summer term • Short-term sections in Fall or Spring semesters • Formula: (same as IW) • FTES = • Same as IW

  16. Positive Attendance (PAC) • Scheduling Restrictions: • Meets for 4 or fewer days • Open Entry/Open Exit Labs • Irregular Schedule • Longer than term • Apprenticeship • Noncredit • Term Restrictions: • Any term • Formula: • FTES = • Semester Contact Hours = (Hour per Student) must be equal to catalog hours

  17. ‘X’ Funding Accounting Method • ‘X’ is used on sections we cannot collect apportionment for • Examples: • Zero unit sections (SPEC-N60) • Pseudo lab sections (STDY-N95, IDS-N04)

  18. ‘ILW’ Independent Lab Weekly • Scheduling Restrictions: • Meets full length of the 16 week semester • Special hybrid that contains an onsite Lab • So instead of collecting just unit amount of contact (e.g. IW/ID), we are allowed to claim the contact as if it was scheduled onsite. • Term Restrictions: • Only primary terms of Fall or Spring • Formula: • FTES =

  19. ILW Example • Scheduling Example: • Course: CHEM-209 4 units, 48 lecture & 48 lab hours • Section: • LEC 09:00AM-10:25AM, F, = 1.7 contact hours • DINT2 TBA Online = 1.7 contact hours • LAB 10:45AM – 13:55PM, F = 3.4 contact hours • Enrollment: 35 active resident students • Formula: • FTES = • 7.52533 • 7.53 FTES better that 4.42 FTES if use units as contact

  20. Instructional Method Lookup Table

  21. Comparing Accounting Method FTES • Course section for 3 units, 48 catalog hours • 35 resident students enrolled • Daily assumes 16 meetings • Which method maximizes FTES?

  22. Why is Scheduling is so Important? • Section scheduling is the framework for which the State pays the college for the teaching services provided to the student • Due to budget cuts, the State has been pressuring audit firms to be more vigilant and critical • Need clean scheduling data to pass audits • Need to standardize scheduling patterns to promote consistent contact hour scheduling at maximum levels allowed • Example: • 5 unit, 48 lecture, 96 lab hour course scheduled twice a week must each be 10.2 weekly contact hour • Cannot have different lower contact hours (e.g. 9.8) because we will be spending the same to teach the class, but not recovering the maximum FTES • That is a waste of resources

  23. Why Scheduling is so Important? • Cont’d Example: • 2 separate divisions scheduling a 3 unit section twice a week should schedule using the same contact hour • Need consistency • New budget model, colleges are responsible for own budgets • Must have clean schedule to establish a baseline • Must maximize FTES

  24. WSCH Schedule Composition This pivot table created off the RG0540 gives you the WSCH section breakdown to see the composition of your schedule

  25. Thank You! Student Information Support SantiagoCanyonCollege

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