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” Presented by Elias Regalado

2. PRESENTATION AGENDA n Title 5 Changes Impacting Attendance Accounting and Reporting n Other Attendance Accounting & Reporting Issues and Important Reminders n 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

3. Title 5, Chapter 6 – Regulation Review n Status n Two Revision Packages n First package approved by BOG at their July 9-10, 2007 meeting n Includes changes where general consensus had been reached n Notice to System sent July 27, 2007 n BOG Agenda Item includes an index to easily track new, repealed, and relocated sections n New sections effective August 16, 2007 n Second package of proposed additional revisions currently being circulated and may come to the BOG for first reading in January

4. Title 5, Chapter 6 – Regulation Review n Approved Changes Impacting Attendance Accounting & Reporting n L imitation on “W”s in one course (§ 58161.5) n 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 n District would need to look back for “W”s issued in the same course for a student prior to that

5. Title 5, Chapter 6 – Regulation Review n Approved Changes Impacting Attendance Accounting & Reporting (cont.) n Increase in “Repeats” allowed for substandard grades (§§ 55040, 55041, and 58161) n 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) n 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] n 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)

6. Title 5, Chapter 6 – Regulation Review n Approved Changes Impacting Attendance Accounting & Reporting (cont.) n Increase in “Repeats” allowed for substandard grades (§§ 55040, 55041, and 58161) (Cont.) n “Substandard academic work” occurs when grading symbols “D,” “F,” “FW,” “NP” or “NC” has been recorded n Optional, so districts can implement it when and if they wish n Repetitions beyond the limits stated here are permitted, but may not be claimed for apportionment n District may allow the previous grade and credit to be disregarded in computing the student’s GPA each repetition n 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)

7. Title 5, Chapter 6 – Regulation Review n Approved Changes Impacting Attendance Accounting & Reporting (cont.) n Prohibition in enrolling in same credit course during the same semester or session (§ 55007(a)) n Students may not simultaneously enroll in two or more sections of the same credit course during the same term n Students needing additional instruction in the subject matter while enrolled in a course may be referred to: n Individualized tutoring pursuant to § 58170 n Supplemental learning assistance pursuant to §§ 58172 and 58164

8. Title 5, Chapter 6 – Regulation Review n Approved Changes Impacting Attendance Accounting & Reporting (cont.) n Prohibition in enrolling in overlapping courses (§ 55007(b)) n 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: n The student provides a sound justification n Appropriate district official approves the schedule n 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 n Mechanism must be part of official attendance accounting procedures (§ 58030)

9. Title 5, Chapter 6 – Regulation Review n Approved Changes Impacting Attendance Accounting & Reporting (cont.) n Restrictions on courses offered as Independent Study repealed (§ 55230) n Any Credit or Noncredit course that meets applicable academic standards may be offered under Independent Study n Previously, only the following courses could be under Independent Study: n Credit courses transferable to UC or CSU or accepted by the college toward an associate degree; specified nontransferable courses n Noncredit courses offered as Distance Education

10. Title 5, Chapter 6 – Regulation Review n Approved Changes Impacting Attendance Accounting & Reporting (cont.) n Course outlines must indicate the expected number of contact hours for the course as a whole (§ 55002(a)(3)) n “Academic Year” definition clarified to indicate that it does not include summer or other intersessions (§ 55701) n A district may not adopt an academic year that results in less than 32 weeks of instruction during the primary terms (§ 55701)

11. Attendance Accounting Issues n District Attendance Accounting Procedures as Req. by §58030 n Board adopted procedures that will document all: n Course enrollment n Student attendance n and Disenrollment n Procedures GOAL: Accurate and timely attendance and contact hour data reflective of internal controls n Such procedures shall include rules for retention of support documentation to enable independent determination of the accuracy of FTES reported for apportionment purposes

12. Attendance Accounting Issues n District Attendance Accounting Procedures as Req. by § 58030 (cont.) n Should cover other critical attendance accounting areas, including: n Clearing of census rosters (§ 58004) n Simultaneous/Overlapping course attendance (§ 55007) n TBA Contact Hours (To Be Arranged) n Tracking of cancelled classes n Proper scheduling of courses relative to attendance accounting procedures (§ 58003.1) n Contact Hour calculations (§ 58023) n Course repetition (§ 55041, 55041, 55042, ) n Should make special mention of internal controls, including those applicable to information systems n Should be regularly reviewed to assure compliance with all current requirements

13. Attendance Accounting Issues n Affirmative Confirmation of Students “Actively Enrolled” n § 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 n District must drop students that are no longer participating in the course, except if there are extenuating circumstances n “No longer participating” includes, but is not limited to, excessive unexcused absences but must relate to nonattendance

14. Attendance Accounting Issues n Affirmative Confirmation of Students “Actively Enrolled” (cont.) n 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 n District procedures required by § 58004 should provide for this standard n Legal advisory will be prepared addressing this issue

15. Attendance Accounting Issues n Miscellaneous Issues & Reminders n Course scheduling and resulting contact hours claimed for apportionment must be consistent with corresponding course outlines. (§§ 55002; 58050) n Relationship of hours to units must be based on Board approved policy (§§ 55002; 58050) n Independent Study attendance accounting procedure exception for Independent Study Lab Courses (§ 58009)

16. Attendance Accounting Issues n Miscellaneous Issues & Reminders n CCFS-320 “F” (Flex) Factors must be thoroughly reviewed prior to certification (§ 55729) n Local holidays/college closures may impact applicability of attendance accounting procedures, which may result in less apportionment (§ 58003.1) n Be sure to fully report Basic Skills FTES n Emergency Conditions (CCFS-313, § 58146)

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

18. Questions/Comments

19. Contact Information Elias Regalado, Specialist Fiscal Services Unit System Office (916) 445-1165 eregalad@cccco.edu