SantiagoCanyonCollege

SCC Academic Scheduling Institute

Funding Accounting Methods 101

Overview

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

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

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

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 – 2:00PM

Many 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

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

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)

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

[(TLM) x (Weekly Contact)] x (Students)525

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

[(16.6) x (3.4)] x (35)525

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

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

[(Meetings) x (Daily Contact)] x (Students)525

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

[(15) x (3.6)] x (35)525

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?

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

[(TLM) x (Units)] x (Students)525

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

[(TLM) x (Units)] x (Students)525

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

(Summary of all hours per student)525

‘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)

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 =

‘ILW’ Independent Lab Weekly

[(TLM) x (Weekly Contact)] x (Students)525

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

[(16.6) x (6.8)] x (35)525

Instructional Method Lookup Table

Comparing Accounting Method FTES Course section for 3 units, 48 catalog hours 35 resident students enrolled Daily assumes 16 meetings

Which method maximizes FTES?

METHOD CONTACT FTES

WEEKLY/ILW 3.4 3.76

IW/ID 3 3.32

PAC 48* 3.2

- - -

DAILY 3.4 3.63

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

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

WSCH Schedule Composition

WSCHSECTION COUNT

1.00 12.00 132.30 133.00 13.40 2754.00 104.30 34.40 34.50 164.60 805.00 15.40 15.50 15.60 536.00 16.40 16.60 296.80 287.00 18.00 19.00 1

10.20 12Grand Total 545

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

Thank You!

SantiagoCanyonCollege

Student Information Support