California Community Colleges System Office

1. California Community Colleges System Office CACCRAO TITLE 5 WORKSHOPS October 29, 2007 Sacramento, CA November 2, 2007 Burbank, CA �Title 5 Changes Impacting Attendance Accounting & Reporting� Hello and Welcome. What a great turn out. It�s truly a pleasure to be with you today. As you might know, I am the individual at the Chancellor�s Office responsible for Attendance Accounting and Reporting for apportionment purposes, Residency, Academic Calendars, the Basic Skills Supplemental Allocation, and audit compliance reviews related to these areas. Because we�re short of time, I�ll get going with my presentation. My goal today is to update you on how the latest T5 regulation changes impact attendance accounting and reporting as well as provide you with important reminders relative to this area. Hello and Welcome. What a great turn out. It�s truly a pleasure to be with you today. As you might know, I am the individual at the Chancellor�s Office responsible for Attendance Accounting and Reporting for apportionment purposes, Residency, Academic Calendars, the Basic Skills Supplemental Allocation, and audit compliance reviews related to these areas. Because we�re short of time, I�ll get going with my presentation. My goal today is to update you on how the latest T5 regulation changes impact attendance accounting and reporting as well as provide you with important reminders relative to this area.

2. PRESENTATION AGENDA Title 5 Changes Impacting Attendance Accounting and Reporting Other Attendance Accounting & Reporting Issues and Important Reminders System Office Website Overview New System Office website tentatively set to roll-out November 1 * Unless otherwise indicated, all legal citations refer to California Code of Regulations, Title 5 Specifically, the areas that I will review with you today include (READ FROM SLIDE): Please feel free to ask questions as I proceed through the items. However, please know that I will also take questions at the end of the presentation. Unless otherwise indicated, all legal references are to CCR, T5 Also, please note that this presentation will be made available via email to workshop attendees. Just email me if you want a copy of it. I�m pretty sure that this presentation will also be made available via the CACCRAO web sit.Specifically, the areas that I will review with you today include (READ FROM SLIDE): Please feel free to ask questions as I proceed through the items. However, please know that I will also take questions at the end of the presentation. Unless otherwise indicated, all legal references are to CCR, T5 Also, please note that this presentation will be made available via email to workshop attendees. Just email me if you want a copy of it. I�m pretty sure that this presentation will also be made available via the CACCRAO web sit.

3. Title 5, Chapter 6 � Regulation Review Status Two Revision Packages First package approved by BOG at their July 9-10, 2007 meeting Includes changes where general consensus had been reached Notice to System sent July 27, 2007 BOG Agenda Item includes an index to easily track new, repealed, and relocated sections New sections effective August 16, 2007 Second package of proposed additional revisions currently being circulated and may come to the BOG for first reading in January Since you have been provided the status of two regulation change packages, I will skip this slide. When talking about New Title 5 Regulations, note that several sections have been moved or reorganized and that only a few new provisions have been added. Additionally, several things that were previously required for year as administrative guidance in the Student Attendance Accounting Manual, like the overlapping course prohibition, have been added to Title 5 as further affirmation of those policies. Another example is the long-standing interpretation being added to Title 5 concerns an exception for activity courses in visual and performance arts. Based on input from the Consultation Council at its meeting of April 19, it was decided that the regulation package, which is massive, would be divided into two parts for future action by the Board of Governors. This planned approach would allow for changes that needed to be made immediately (e.g., regulations for approval of Stand-alone courses, regulations for SB 361 implementation, including enhanced noncredit funding) and those proposed changes that received general consensus and were not deemed controversial. Part 1 was taken to the Board of Governors for action in July and was approved at that meeting. Package 1 contained the majority of the provisions in the draft package, including provisions that are not considered controversial and that relate to noncredit courses and approval of stand-alone courses. Part 2 of the regulations will consist of the balance of the provisions which require additional time to address comments which have been received on the proposed regulation package and further policy discussion. These part 2 provisions include changes related to student course withdrawal and re-enrollment (55024), acceptance of noncredit courses toward satisfaction of the requirements for an Associate Degree (55064), Adult H.S. Diploma programs (55154), Work-Experience (55254) course repetition, matriculation (55255, 55502, 55523, 55532), limitations on enrollment (58106) Tentatively, this second package of regulations would be taken to the Board of Governors for a first reading in January. You�ll hear more about Part 2 this afternoon Note: It is my understanding that Implementation Guidelines will be provided for most of the major regulation changes that have been made up to this point. So, look for further guidance in the near future. Since you have been provided the status of two regulation change packages, I will skip this slide. When talking about New Title 5 Regulations, note that several sections have been moved or reorganized and that only a few new provisions have been added. Additionally, several things that were previously required for year as administrative guidance in the Student Attendance Accounting Manual, like the overlapping course prohibition, have been added to Title 5 as further affirmation of those policies. Another example is the long-standing interpretation being added to Title 5 concerns an exception for activity courses in visual and performance arts. Based on input from the Consultation Council at its meeting of April 19, it was decided that the regulation package, which is massive, would be divided into two parts for future action by the Board of Governors. This planned approach would allow for changes that needed to be made immediately (e.g., regulations for approval of Stand-alone courses, regulations for SB 361 implementation, including enhanced noncredit funding) and those proposed changes that received general consensus and were not deemed controversial. Part 1 was taken to the Board of Governors for action in July and was approved at that meeting. Package 1 contained the majority of the provisions in the draft package, including provisions that are not considered controversial and that relate to noncredit courses and approval of stand-alone courses. Part 2 of the regulations will consist of the balance of the provisions which require additional time to address comments which have been received on the proposed regulation package and further policy discussion. These part 2 provisions include changes related to student course withdrawal and re-enrollment (55024), acceptance of noncredit courses toward satisfaction of the requirements for an Associate Degree (55064), Adult H.S. Diploma programs (55154), Work-Experience (55254) course repetition, matriculation (55255, 55502, 55523, 55532), limitations on enrollment (58106) Tentatively, this second package of regulations would be taken to the Board of Governors for a first reading in January. You�ll hear more about Part 2 this afternoon Note: It is my understanding that Implementation Guidelines will be provided for most of the major regulation changes that have been made up to this point. So, look for further guidance in the near future.

4. Title 5, Chapter 6 � Regulation Review Approved Changes Impacting Attendance Accounting & Reporting Limitation on �W�s in one course (� 58161.5) District may not claim apportionment for the attendance of a student in a credit course if the �W� symbol has been previously been assigned to that student for that same course on four or more occasions District would need to look back for �W�s issued in the same course for a student prior to that A significant change that was approved by the BOG was that a District may not claim apportionment for the attendance of a student in a credit course if the �W� symbol has been previously been assigned to that student for that same course on four or more occasions. As noted earlier, please note that one of the Second Package issues that remains has to do with limiting the number of times a student could withdraw, receive a �w�, and re-enroll in a course (Section 50024) . The new proposed amendment to section 55024 would add a new subdivision (a)(9) which would generally limit students to receiving no more than four "W"s as a result of withdrawal from the same course. Districts would, however, be allowed to adopt more restrictive policies or to adopt policies permitting additional withdrawals based on a petition from the student demonstrating that the need for withdrawal is due to extenuating circumstances. Aditional repetition would not be eligible for apportionment. This ammendment would be effective July 1, 2009. Extenuating circumstances are verified cases of accidents, illnesses or other circumstances beyond the control of the student. A significant change that was approved by the BOG was that a District may not claim apportionment for the attendance of a student in a credit course if the �W� symbol has been previously been assigned to that student for that same course on four or more occasions. As noted earlier, please note that one of the Second Package issues that remains has to do with limiting the number of times a student could withdraw, receive a �w�, and re-enroll in a course (Section 50024) . The new proposed amendment to section 55024 would add a new subdivision (a)(9) which would generally limit students to receiving no more than four "W"s as a result of withdrawal from the same course. Districts would, however, be allowed to adopt more restrictive policies or to adopt policies permitting additional withdrawals based on a petition from the student demonstrating that the need for withdrawal is due to extenuating circumstances. Aditional repetition would not be eligible for apportionment. This ammendment would be effective July 1, 2009. Extenuating circumstances are verified cases of accidents, illnesses or other circumstances beyond the control of the student.

5. Title 5, Chapter 6 � Regulation Review Approved Changes Impacting Attendance Accounting & Reporting (cont.) Increase in �Repeats� allowed for substandard grades (�� 55040, 55041, and 58161) District may allow a student to repeat a credit course two times in an effort to alleviate substandard academic work (only one repetition previously permitted) District may, upon petition by the student, permit a third repetition of a credit course in which substandard academic work has been recorded, provided the district finds that there are extenuating circumstances (accidents, illness, or other circumstance beyond the control of the student) [THIS REPETITION WOULD NOT BE ELIGIBLE FOR APPORTIONMENT] Two repetition limit also applies where a student is permitted to repeat a credit course by petition where substandard work was NOT recorded pursuant to approved Section 55041(e) (where district finds that there are extenuating circumstances) READ FROM SLIDE�. In addition to these course repetition changes, please be aware that a long standing interpretation concerning some activity courses that are in the visual and performance arts has been incorporated into Title 5. Let me explain, when you have activity courses, the activity courses are limited to the number of times that you can take them and get credit and that the district can get apportionment. And, if the activity courses involve the same primary education activity or different levels of the same educational activity, you have to combine all enrollments in across all of these similar courses for purposes of the four enrollment limitation (the original enrollment and 3 repetitions) . So, using Golf 1 and Golf 2 as an example: Each of those may be an activity course, but if golf 1 and golf 2 are just different levels of the same activity, than the 4 enrollment limit applies to the combined enrollment in both of them. In other words, you can�t take 4 enrollments in each of these two courses. Now, there are some activity courses that are in the visual and performance arts, where, again, the 4 enrollment limit applies, but it does not necessary apply to the similar courses. So, lets say you have Drama 1, Drama 2, and Drama 3, and each of them is determined to be an activity course, the normal rule that would apply is that you can�t take each of them 4 times. However, because of the exception applicable to visual and performance arts courses, in those areas you do not need to combine different levels of the same or similar course so long as those courses are established as part of a sequence of transfer courses. For these activity courses, a student could actually enroll 4 times in each. (It�s not very clear what the term �sequence of transfer courses� means. It�s a current issue with the active Monterey Peninsula review). Activity courses are discussed in sections 55041, 55042 The Academic Affairs Division is currently developing course repetition guidelines that will explain all of the changes to the course repetition regulations, including activity course repetition and repetition of variable unit courses. READ FROM SLIDE�. In addition to these course repetition changes, please be aware that a long standing interpretation concerning some activity courses that are in the visual and performance arts has been incorporated into Title 5. Let me explain, when you have activity courses, the activity courses are limited to the number of times that you can take them and get credit and that the district can get apportionment. And, if the activity courses involve the same primary education activity or different levels of the same educational activity, you have to combine all enrollments in across all of these similar courses for purposes of the four enrollment limitation (the original enrollment and 3 repetitions) . So, using Golf 1 and Golf 2 as an example: Each of those may be an activity course, but if golf 1 and golf 2 are just different levels of the same activity, than the 4 enrollment limit applies to the combined enrollment in both of them. In other words, you can�t take 4 enrollments in each of these two courses. Now, there are some activity courses that are in the visual and performance arts, where, again, the 4 enrollment limit applies, but it does not necessary apply to the similar courses. So, lets say you have Drama 1, Drama 2, and Drama 3, and each of them is determined to be an activity course, the normal rule that would apply is that you can�t take each of them 4 times. However, because of the exception applicable to visual and performance arts courses, in those areas you do not need to combine different levels of the same or similar course so long as those courses are established as part of a sequence of transfer courses. For these activity courses, a student could actually enroll 4 times in each. (It�s not very clear what the term �sequence of transfer courses� means. It�s a current issue with the active Monterey Peninsula review). Activity courses are discussed in sections 55041, 55042 The Academic Affairs Division is currently developing course repetition guidelines that will explain all of the changes to the course repetition regulations, including activity course repetition and repetition of variable unit courses.

6. Title 5, Chapter 6 � Regulation Review Approved Changes Impacting Attendance Accounting & Reporting (cont.) Increase in �Repeats� allowed for substandard grades (�� 55040, 55041, and 58161) (Cont.) �Substandard academic work� occurs when grading symbols �D,� �F,� �FW,� �NP� or �NC� has been recorded Optional, so districts can implement it when and if they wish Repetitions beyond the limits stated here are permitted, but may not be claimed for apportionment District may allow the previous grade and credit to be disregarded in computing the student�s GPA each repetition New repetition rules should be reviewed thoroughly to determine other changes and/or special applications (e.g., Open Entry/Open Entry credit courses, Activity Courses) As will be noted later, please be aware that the Part 2 package (Section 55253) of regulations includes a change the apportionment repetition rules for work experience courses. For these courses, an amendment is proposed to create an exception to the general rule for repetition of activity courses to allow students to take the full number of units of cooperative work experience which would otherwise be allowed. (16 semester or 24 quarter units of work experience) Previously, students were limited to 4 enrollments, regardless of the number of units that each enrollment earned by the student. As will be noted later, please be aware that the Part 2 package (Section 55253) of regulations includes a change the apportionment repetition rules for work experience courses. For these courses, an amendment is proposed to create an exception to the general rule for repetition of activity courses to allow students to take the full number of units of cooperative work experience which would otherwise be allowed. (16 semester or 24 quarter units of work experience) Previously, students were limited to 4 enrollments, regardless of the number of units that each enrollment earned by the student.

7. Title 5, Chapter 6 � Regulation Review Approved Changes Impacting Attendance Accounting & Reporting� (cont.) Prohibition in enrolling in same credit course during the same semester or session (� 55007(a)) Students may not simultaneously enroll in two or more sections of the same credit course during the same term Students needing additional instruction in the subject matter while enrolled in a course may be referred to: Individualized tutoring pursuant to � 58170 Supplemental learning assistance pursuant to �� 58172 and 58164 This applies unless the course length is such that a student may enroll in two or more sections of the course in a term without being enrolled in more than one section at any given time (short term course). This applies unless the course length is such that a student may enroll in two or more sections of the course in a term without being enrolled in more than one section at any given time (short term course).

8. Title 5, Chapter 6 � Regulation Review Approved Changes Impacting Attendance Accounting & Reporting� (cont.) Prohibition in enrolling in overlapping courses (� 55007(b)) Students may not enroll in two or more courses where the meeting times for the courses overlap, unless the district establishes a mechanism for ensuring the following requirements are met: The student provides a sound justification Appropriate district official approves the schedule The college maintains documentation describing the justification and showing that the student made up the hours not attended under the supervision of the instructor of the course during the same week Mechanism must be part of official attendance accounting procedures (� 58030) Read from slide Please note that the prohibition of enrolling in overlapping courses has been part of the Student Accounting Manual for a number of years. FINAL COMMENTS RELATED TO Title 5 changes: The Program and Course Approval Handbook, which is currently under review, will also address these repetition rule changes as well as all of the other changes. You can also learn more about these changes by attending the CCCCIO 2007 Fall Conference, scheduled in Monterey on October 31st through November 2. A session concerning the Title 5 changes has been scheduled. Read from slide Please note that the prohibition of enrolling in overlapping courses has been part of the Student Accounting Manual for a number of years. FINAL COMMENTS RELATED TO Title 5 changes: The Program and Course Approval Handbook, which is currently under review, will also address these repetition rule changes as well as all of the other changes. You can also learn more about these changes by attending the CCCCIO 2007 Fall Conference, scheduled in Monterey on October 31st through November 2. A session concerning the Title 5 changes has been scheduled.

9. Title 5, Chapter 6 � Regulation Review Approved Changes Impacting Attendance Accounting & Reporting� (cont.) Restrictions on courses offered as Independent Study repealed (� 55230) Any Credit or Noncredit course that meets applicable academic standards may be offered under Independent Study Previously, only the following courses could be under Independent Study: Credit courses transferable to UC or CSU or accepted by the college toward an associate degree; specified nontransferable courses Noncredit courses offered as Distance Education READ FROM SLIDE Another notable change is that any credit or noncredit course may be offered under the Independent Study modality (See Section 55232). Previously, independent study courses had to be accepted by the college toward completion of an appropriate educational sequence leading to an associate degree and be be recognized by an institution of the University of California of the California State University upon transfer to that institution. READ FROM SLIDE Another notable change is that any credit or noncredit course may be offered under the Independent Study modality (See Section 55232). Previously, independent study courses had to be accepted by the college toward completion of an appropriate educational sequence leading to an associate degree and be be recognized by an institution of the University of California of the California State University upon transfer to that institution.

10. Title 5, Chapter 6 � Regulation Review Approved Changes Impacting Attendance Accounting & Reporting� (cont.) Course outlines must indicate the expected number of contact hours for the course as a whole (� 55002(a)(3)) �Academic Year� definition clarified to indicate that it does not include summer or other intersessions (� 55701) A district may not adopt an academic year that results in less than 32 weeks of instruction during the primary terms (� 55701) Revised Title 5 Section 55002 requires that the course outline indicate the expected number of contact hours for the course as a whole, not just the weekly hours. Thus, regardless of the academic calendar configuration or session or term length, course scheduling patterns must rusult in contact hours that are supported by the course outline of record. Section 55002(a)(1)(B), continues to require that the course grants units of credit based upon a relationship specified by the governing board between the number of units assigned to the course and the number of lecture and/or laboratory hours or performance criteria specified in the course outline. Section 58060, conditions for claiming apportionment, also continues to require that contact hours claimed for apportionment be consistent with that provided in the course outline of record. So, all of these sections are somewhat tied together for purposes of instruction and apportionment. The course outline of record plays a central role in the curriculum of the California Community Colleges. More than just specifying the required components of the course, the outline of record states the content and level of rigor for which students�across all sections of the course�will be held accountable. As such, when questions arise as to the appropriateness of a college�s course or program offerings, the System Office, CPEC, and others may request copies of the pertinent course outlines for review. Please also note that Title 5 Section 55002.5, which defines the credit hour and speaks to the relationship of hours to units has also been modified. This section is amended to avoid references to specific term lengths and requires that the amount of credit awarded shall be adjusted in proportion to the number of hours of lecture, study, or laboratory work in half-unit increments. A district would be able to adjust the units of credit in increments of less than one haft unit (e.g., quarter units). Again, the contact hours claimed for apportionment must be consistent with the class hours indicated in the course outline of record. The 32 week academic year normally results in two 16 week primary terms or 10.67 week quarters. FINAL COMMENTS RELATED TO Title 5 changes: The Program and Course Approval Handbook, which is currently under review, will also address these repetition rule changes as well as all of the other curriculum changes. Revised Title 5 Section 55002 requires that the course outline indicate the expected number of contact hours for the course as a whole, not just the weekly hours. Thus, regardless of the academic calendar configuration or session or term length, course scheduling patterns must rusult in contact hours that are supported by the course outline of record. Section 55002(a)(1)(B), continues to require that the course grants units of credit based upon a relationship specified by the governing board between the number of units assigned to the course and the number of lecture and/or laboratory hours or performance criteria specified in the course outline. Section 58060, conditions for claiming apportionment, also continues to require that contact hours claimed for apportionment be consistent with that provided in the course outline of record. So, all of these sections are somewhat tied together for purposes of instruction and apportionment. The course outline of record plays a central role in the curriculum of the California Community Colleges. More than just specifying the required components of the course, the outline of record states the content and level of rigor for which students�across all sections of the course�will be held accountable. As such, when questions arise as to the appropriateness of a college�s course or program offerings, the System Office, CPEC, and others may request copies of the pertinent course outlines for review. Please also note that Title 5 Section 55002.5, which defines the credit hour and speaks to the relationship of hours to units has also been modified. This section is amended to avoid references to specific term lengths and requires that the amount of credit awarded shall be adjusted in proportion to the number of hours of lecture, study, or laboratory work in half-unit increments. A district would be able to adjust the units of credit in increments of less than one haft unit (e.g., quarter units). Again, the contact hours claimed for apportionment must be consistent with the class hours indicated in the course outline of record. The 32 week academic year normally results in two 16 week primary terms or 10.67 week quarters. FINAL COMMENTS RELATED TO Title 5 changes: The Program and Course Approval Handbook, which is currently under review, will also address these repetition rule changes as well as all of the other curriculum changes.

11. Attendance Accounting Issues District Attendance Accounting Procedures as Req. by �58030 Board adopted procedures that will document all: Course enrollment Student attendance and Disenrollment Procedures GOAL: Accurate and timely attendance and contact hour data reflective of internal controls Such procedures shall include rules for retention of support documentation to enable independent determination of the accuracy of FTES reported for apportionment purposes When talking about T5 Section 58030 procedures, note that it is important to regularly review and update the procedures not only so that the district doesn�t over claim apportionment, but also so as not to under-claim apportionment. Sometimes changes occur that expand the ability of the college to claim apportionment. For example, the T5 change from a couple of years ago concerning Independent Study Labs, in which you can now count contact hours instead of Units, or the new increase in allowed repetitions to alleviate a substandard grade. Text: When talking about T5 Section 58030 procedures, note that it is important to regularly review and update the procedures not only so that the district doesn�t over claim apportionment, but also so as not to under-claim apportionment. Sometimes changes occur that expand the ability of the college to claim apportionment. For example, the T5 change from a couple of years ago concerning Independent Study Labs, in which you can now count contact hours instead of Units, or the new increase in allowed repetitions to alleviate a substandard grade. Text:

12. Attendance Accounting Issues District Attendance Accounting Procedures as Req. by � 58030 (cont.) Should cover other critical attendance accounting areas, including: Clearing of census rosters (� 58004) Simultaneous/Overlapping course attendance (� 55007) TBA Contact Hours (To Be Arranged) Tracking of cancelled classes Proper scheduling of courses relative to attendance accounting procedures (� 58003.1) Contact Hour calculations (� 58023) Course repetition (� 55041, 55041, 55042, ) Should make special mention of internal controls, including those applicable to information systems Should be regularly reviewed to assure compliance with all current requirements Internal Control Systems As previously noted, district Attendance Accounting Procedures as required by � 58030 shall be structured as to provide for internal controls Internal controls provide reasonable assurance for the reliability of: Attendance and contact hour data Safeguarding of records (physical records as well as information system data files and applications) And compliance with laws and regulations Due to direct relationship to Apportionment eligibility, internal controls in this area are critical If district is subject to a comprehensive audit/review relative to FTES claims, MIS and Admissions and Records Office internal control systems, and possibly others, will be reviewed for student attendance monitoring and accountability Procedures applicable to internal control systems should be as specific as possible, including indicating which group or department head will provide leadership and ongoing oversight These procedures should make special mention of internal controls applicable to information systems Internal control procedures applicable to information systems also ensure that: Data processing diagnostics and errors are noted and resolved Applications and functions are processed according to established schedules and reporting periods File backups are taken at appropriate intervals Recovery procedures for data processing failures are established Actions of computer operators and system administrators are reviewed Primary resources concerning internal controls include the district CBO and the Internal Auditor Internal Control Systems As previously noted, district Attendance Accounting Procedures as required by � 58030 shall be structured as to provide for internal controls Internal controls provide reasonable assurance for the reliability of: Attendance and contact hour data Safeguarding of records (physical records as well as information system data files and applications) And compliance with laws and regulations Due to direct relationship to Apportionment eligibility, internal controls in this area are critical If district is subject to a comprehensive audit/review relative to FTES claims, MIS and Admissions and Records Office internal control systems, and possibly others, will be reviewed for student attendance monitoring and accountability Procedures applicable to internal control systems should be as specific as possible, including indicating which group or department head will provide leadership and ongoing oversight These procedures should make special mention of internal controls applicable to information systems Internal control procedures applicable to information systems also ensure that: Data processing diagnostics and errors are noted and resolved Applications and functions are processed according to established schedules and reporting periods File backups are taken at appropriate intervals Recovery procedures for data processing failures are established Actions of computer operators and system administrators are reviewed Primary resources concerning internal controls include the district CBO and the Internal Auditor

13. Attendance Accounting Issues Affirmative Confirmation of Students �Actively Enrolled� � 58004 requires districts to clear the course rolls of inactive enrollment as of each census day for any student who has been identified as a �no show�, any student who has officially withdrawn from the course, and any student who has been dropped from the course District must drop students that are no longer participating in the course, except if there are extenuating circumstances �No longer participating� includes, but is not limited to, excessive unexcused absences but must relate to nonattendance Note that this is a significant audit issue because census procedure courses generate the bulk of a districts FTES and consequently, its apportionment revenue. Section 426 of the Contracted District Manual tests compliance with this area Note that this is a significant audit issue because census procedure courses generate the bulk of a districts FTES and consequently, its apportionment revenue. Section 426 of the Contracted District Manual tests compliance with this area

14. Attendance Accounting Issues Affirmative Confirmation of Students �Actively Enrolled� (cont.) Districts must have affirmative confirmation of students actively enrolled in census courses as of each census day in order to factually comply with tabulation requirements provided by � 59020 and to properly report FTES for apportionment purposes District procedures required by � 58004 should provide for this standard Legal advisory will be prepared addressing this issue

15. Attendance Accounting Issues Miscellaneous Issues & Reminders Course scheduling and resulting contact hours claimed for apportionment must be consistent with corresponding course outlines. (�� 55002; 58050) Relationship of hours to units must be based on Board approved policy (�� 55002; 58050) Independent Study attendance accounting procedure exception for Independent Study Lab Courses (� 58009) The course outline of record plays a central role in the curriculum of the California Community Colleges. More than just specifying the required components of the course, the outline of record states the content and level of rigor for which students�across all sections of the course�will be held accountable. As such, when questions arise as to the appropriateness of a college�s course or program offerings, the System Office, CPEC, and others may request copies of the pertinent course outlines for review. In fact, last year�s State Controller�s Office Review of specific noncredit courses at a community college, contact hours were recomputed to ensure accuracy and compliance with the corresponding course outlines, as well as with applicable laws. Revised Title 5 Section 55002 requires that the course outline indicate the expected number of contact hours for the course as a whole, not just the weekly hours. Thus, regardless of the academic calendar configuration or session or term length, course scheduling patterns must rusult in contact hours that are supported by the course outline of record. Below is a sample calculation for how FTES for independent study labs would be calculated: 1 UNIT - INDEPENDENT STUDY LAB (SEMESTER LENGTH COURSE): OLD WAY: 1 weekly student contact hour (WSCH) for the value of unit awarded - 1 WSCH x 30 students x 17.5 TLM / 525 = 1.0 FTES NEW WAY: 3 WSCH to represent the contact hours that would have normally been generated had the 1-unit lab course not been on independent study - 3 CH x 30 students x 17.5 TLM / 525 = 3.0 FTES 1 UNIT - INDEPENDENT STUDY LAB (SHORT TERM COURSE): OLD WAY: 1 WSCH for the value of unit awarded - 1 WSCH x 30 students x 17.5 TLM* / 525 = 1.0 FTES NEW WAY: 3 WSCH to represent the contact hours that would have normally been generated had the 1-unit lab course not been on independent study and had actually been conducted during a primary term - 3 WSCH x 30 students x 17.5 TLM* / 525 = 3.0 FTES * T5 Section 58009(d) allows districts to use a course length multiplier that produces the same total weekly student contact hours for the same student effort as would be generated in such courses conducted in the primary terms (In this example, the course length multiplier used is 17.5, even though the shortened term is only 8 weeks in length) The key to short term independent study courses is that you are supposed to calculate the same amount of FTES as would be generated in a Semester length course.The course outline of record plays a central role in the curriculum of the California Community Colleges. More than just specifying the required components of the course, the outline of record states the content and level of rigor for which students�across all sections of the course�will be held accountable. As such, when questions arise as to the appropriateness of a college�s course or program offerings, the System Office, CPEC, and others may request copies of the pertinent course outlines for review. In fact, last year�s State Controller�s Office Review of specific noncredit courses at a community college, contact hours were recomputed to ensure accuracy and compliance with the corresponding course outlines, as well as with applicable laws. Revised Title 5 Section 55002 requires that the course outline indicate the expected number of contact hours for the course as a whole, not just the weekly hours. Thus, regardless of the academic calendar configuration or session or term length, course scheduling patterns must rusult in contact hours that are supported by the course outline of record. Below is a sample calculation for how FTES for independent study labs would be calculated: 1 UNIT - INDEPENDENT STUDY LAB (SEMESTER LENGTH COURSE): OLD WAY: 1 weekly student contact hour (WSCH) for the value of unit awarded - 1 WSCH x 30 students x 17.5 TLM / 525 = 1.0 FTES NEW WAY: 3 WSCH to represent the contact hours that would have normally been generated had the 1-unit lab course not been on independent study - 3 CH x 30 students x 17.5 TLM / 525 = 3.0 FTES 1 UNIT - INDEPENDENT STUDY LAB (SHORT TERM COURSE): OLD WAY: 1 WSCH for the value of unit awarded - 1 WSCH x 30 students x 17.5 TLM* / 525 = 1.0 FTES NEW WAY: 3 WSCH to represent the contact hours that would have normally been generated had the 1-unit lab course not been on independent study and had actually been conducted during a primary term - 3 WSCH x 30 students x 17.5 TLM* / 525 = 3.0 FTES * T5 Section 58009(d) allows districts to use a course length multiplier that produces the same total weekly student contact hours for the same student effort as would be generated in such courses conducted in the primary terms (In this example, the course length multiplier used is 17.5, even though the shortened term is only 8 weeks in length) The key to short term independent study courses is that you are supposed to calculate the same amount of FTES as would be generated in a Semester length course.

16. Attendance Accounting Issues Miscellaneous Issues & Reminders CCFS-320 �F� (Flex) Factors must be thoroughly reviewed prior to certification (� 55729) Local holidays/college closures may impact applicability of attendance accounting procedures, which may result in less apportionment (� 58003.1) Be sure to fully report Basic Skills FTES Emergency Conditions (CCFS-313, � 58146) The CCFS-320 has a part for calculating a colleges �F� Factor for purposes of adjusting FTES to what it would have been had there been no flex release for faculty. It is critical that all reported faculty release hours are compliant with regulation and that you thoroughly review the resulting �F� Factor to confirm that it is within your approved release level. Any error on this page may significantly affect your FTES computations. Holidays (local holidays may impact applicability attendance accounting procedures; legal/mandated holidays (college closure days) must be observed More than ever, reporting accurate Basic Skills FTES is critically important to assure accurate Basic Skills revenue allocations. Questions regarding Basic Skills Courses should be directed to Juan Cruz, Basic Skills and Noncredit Specialist, at 916 327-2987. FTES ALLOWANCES DUE TO EMERGENCY CONDITIONS: Please be aware that Title 5 Section 58146 provides the criteria for Full-Time Equivalent Student (FTES) allowances due to emergency conditions. The intent behind this section is that districts should not lose apportionment eligible FTES as a result of emergency conditions, as defined in the section. In most instances, the only affected FTES would be that generated under the "positive attendance" procedure. FTES from census based courses is only affected in extreme situations (long-term closures). Districts affected by the recent fires would need to submit form CCFS-313 (Attendance Allowance Request and/or Waiver of 175-Day Requirement Because of Emergency Conditions) in applying for an FTES allowance. Also, it is most likely that affected districts do not need to apply for a waiver of the 175-Day requirement (Title 5 Section 58142). However, districts should work with me to confirm that they in fact will not have a problem with the 175-Day requirement. Please contact me for additional information concerning this area. The CCFS-320 has a part for calculating a colleges �F� Factor for purposes of adjusting FTES to what it would have been had there been no flex release for faculty. It is critical that all reported faculty release hours are compliant with regulation and that you thoroughly review the resulting �F� Factor to confirm that it is within your approved release level. Any error on this page may significantly affect your FTES computations. Holidays (local holidays may impact applicability attendance accounting procedures; legal/mandated holidays (college closure days) must be observed More than ever, reporting accurate Basic Skills FTES is critically important to assure accurate Basic Skills revenue allocations. Questions regarding Basic Skills Courses should be directed to Juan Cruz, Basic Skills and Noncredit Specialist, at 916 327-2987. FTES ALLOWANCES DUE TO EMERGENCY CONDITIONS: Please be aware that Title 5 Section 58146 provides the criteria for Full-Time Equivalent Student (FTES) allowances due to emergency conditions. The intent behind this section is that districts should not lose apportionment eligible FTES as a result of emergency conditions, as defined in the section. In most instances, the only affected FTES would be that generated under the "positive attendance" procedure. FTES from census based courses is only affected in extreme situations (long-term closures). Districts affected by the recent fires would need to submit form CCFS-313 (Attendance Allowance Request and/or Waiver of 175-Day Requirement Because of Emergency Conditions) in applying for an FTES allowance. Also, it is most likely that affected districts do not need to apply for a waiver of the 175-Day requirement (Title 5 Section 58142). However, districts should work with me to confirm that they in fact will not have a problem with the 175-Day requirement. Please contact me for additional information concerning this area.

17. Attendance Accounting Issues System 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 Handbooks and Manuals Fiscal/FTES Data Contact Information Mention that our website is being converted to new templates and software. Our Office, like all other State agencies, is being required to make this conversion by the Governors Office. We anticipate this change to occur on November 1, or soon thereafter. There will be a completely new look and feel. So, please be aware that this change is coming. In any event, please be aware that our website provides access to critical information, including access to the latest Title 5 changes that we�re discussing today. Our website is the Primary Source for��.READ from page. Because manuals are only current through the last date of publication, it is critical that the district stay up to date via several other means.� This would include notices of recently promulgated regulations, implementation guidelines for Title 5 changes, and legal advisories/opinions, and other miscellaneous communications sent to districts.� Towards keeping current with the latest Title 5 requirements, please regularly monitor the following web pages: � Legal Affairs Division webpage for Notices and Advisories (including recently promulgated regulations): � Fiscal Services Unit webpage for the Student Attendance Accounting Manual, which includes several direct links to current guidance on several topics that have not yet been incorporated into the SAAM (e.g., updated guidance related to attendance accounting for Distance Education courses, Tutoring and Learning Assistance, and Independent Study Laboratory courses): � Academic Affairs Division Webpage, which includes links to Program and Course Approval Handbook (currently being updated) and guidelines and memorandums that may have attendance accounting ramifications(e.g., S.B. 361 enhanced funding for Noncredit). Mention that our website is being converted to new templates and software. Our Office, like all other State agencies, is being required to make this conversion by the Governors Office. We anticipate this change to occur on November 1, or soon thereafter. There will be a completely new look and feel. So, please be aware that this change is coming. In any event, please be aware that our website provides access to critical information, including access to the latest Title 5 changes that we�re discussing today. Our website is the Primary Source for��.READ from page. Because manuals are only current through the last date of publication, it is critical that the district stay up to date via several other means.� This would include notices of recently promulgated regulations, implementation guidelines for Title 5 changes, and legal advisories/opinions, and other miscellaneous communications sent to districts.� Towards keeping current with the latest Title 5 requirements, please regularly monitor the following web pages: � Legal Affairs Division webpage for Notices and Advisories (including recently promulgated regulations): � Fiscal Services Unit webpage for the Student Attendance Accounting Manual, which includes several direct links to current guidance on several topics that have not yet been incorporated into the SAAM (e.g., updated guidance related to attendance accounting for Distance Education courses, Tutoring and Learning Assistance, and Independent Study Laboratory courses): � Academic Affairs Division Webpage, which includes links to Program and Course Approval Handbook (currently being updated) and guidelines and memorandums that may have attendance accounting ramifications(e.g., S.B. 361 enhanced funding for Noncredit).

18. Questions/Comments Thank you very much for having me here today. Remember be on the lookout for future communication related Title 5 revisions and if you see any issues, please submit your comments and suggestions.Thank you very much for having me here today. Remember be on the lookout for future communication related Title 5 revisions and if you see any issues, please submit your comments and suggestions.

19. Contact Information Elias Regalado, Specialist Fiscal Services Unit System Office (916) 445-1165 eregalad@cccco.edu The new 2006-07 CDAM was just released last Friday. Our website has a link to the manual and to a memo that highlights the major changes, including adding/returning two sections and removing/rotating out two sections from the State compliance requirements. Added: a. Section 431, Gann Limit Calculation; b. Section 434, Scheduled Maintenance. Removed (Rotated Out): a. Section 430, Allocation of Costs � EOPS/DSPS; b. Section 438, Noncredit Courses (Self-Assessment). If Section 430 or 438 are reported as findings in the 2005-06 fiscal year, auditor should follow-up on prior year finding to ensure corrective action implemented by the District. Revised: SB 361 substantially revised Section 424, Required Data Elements and the workload measures within Appendix 33, Schedule of Workload Measures for State General Apportionment. Section 421, Salaries of Classroom Instructors (50 Percent Law) Section 427, Concurrrent Enrollment: Section 432, Enrollment Fees � effective January 1, 2007, enrollment fees reduced to $20 per semester unit ($13 per quarter unit). Section 433, CalWORKS; Section 435, Open Enrollment: Other revisions made to the State compliance requirements include clarification on audit procedures testing and sampling. The new 2006-07 CDAM was just released last Friday. Our website has a link to the manual and to a memo that highlights the major changes, including adding/returning two sections and removing/rotating out two sections from the State compliance requirements. Added: a. Section 431, Gann Limit Calculation; b. Section 434, Scheduled Maintenance. Removed (Rotated Out): a. Section 430, Allocation of Costs � EOPS/DSPS; b. Section 438, Noncredit Courses (Self-Assessment). If Section 430 or 438 are reported as findings in the 2005-06 fiscal year, auditor should follow-up on prior year finding to ensure corrective action implemented by the District. Revised: SB 361 substantially revised Section 424, Required Data Elements and the workload measures within Appendix 33, Schedule of Workload Measures for State General Apportionment. Section 421, Salaries of Classroom Instructors (50 Percent Law) Section 427, Concurrrent Enrollment: Section 432, Enrollment Fees � effective January 1, 2007, enrollment fees reduced to $20 per semester unit ($13 per quarter unit). Section 433, CalWORKS; Section 435, Open Enrollment: Other revisions made to the State compliance requirements include clarification on audit procedures testing and sampling.