CIO Tool Kit RANDY LAWSON CIO LEADERSHIP INSTITUTE

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CIO Tool Kit RANDY LAWSON CIO LEADERSHIP INSTITUTE MONDAY, OCTOBER 19, 2020 1

CIO Tool Kit RANDY LAWSON CIO LEADERSHIP INSTITUTE MONDAY, OCTOBER 19, 2020 1

Sheri Berger Compton College Presenters Leandra Martin Mission College (Past-President) Brian Sanders Columbia College

Sheri Berger Compton College Presenters Leandra Martin Mission College (Past-President) Brian Sanders Columbia College (Treasurer) 2

Session Overview 1. 2. 3. 4. Thinking Outside the Box Top Drawer Tools Finding

Session Overview 1. 2. 3. 4. Thinking Outside the Box Top Drawer Tools Finding & Using Title 5 & Ed Code Attendance Accounting & Scheduling 5. If time allows… 1. MIS Coding, The Data Element Dictionary, & the SCFF 2. Key sections of Title 5 3

“Thinking Outside the Box” Guidelines & Regulations: Title 5, Ed Code, Student Attendance Accounting

“Thinking Outside the Box” Guidelines & Regulations: Title 5, Ed Code, Student Attendance Accounting Manual Program and Course Approval Handbook Budget – Resource Allocation, Efficiency, and Prioritization College Program or Activity Minimum Qualifications – Credit or Noncredit Faculty Contract & College Organizational Chart Loads Stacked Loads Disciplines Cross-Listing 4

CIOs as Change Agents ASCERTAIN THE LOCUS OF CONTROL EFFECTIVE CIO CHANGE AGENTS …

CIOs as Change Agents ASCERTAIN THE LOCUS OF CONTROL EFFECTIVE CIO CHANGE AGENTS … • Local practice – College or District • Convincingly explain the “Why” • Local policy – College or District • Act collectively alongside the CCCCIO • Accreditation expectations • Maintain “sled dog” determination • Accreditation requirements • State guidelines for practice • Remain patient and trust the process • State regulations • State laws • Federal regulations and/or laws 5

Administrator’s Top Drawer Tools 1. California Education Code 2. Westlaw’s California Code of Regulations

Administrator’s Top Drawer Tools 1. California Education Code 2. Westlaw’s California Code of Regulations – Title 5 3. Student Attendance Accounting Manual 4. Program and Course Approval Handbook 5. Minimum Qualifications for Faculty and Administrators in California Community Colleges 6. Chancellor’s Office Curriculum and Instruction Unit 7. The Course Outline of Record: A Curriculum Reference Guide Revisited – ASCCC, Spring 2017 8. Data Element Dictionary 6

Education Code & Title 5 DR. LEANDRA MARTIN: VICE PRESIDENT OF MISSION COLLEGE 7

Education Code & Title 5 DR. LEANDRA MARTIN: VICE PRESIDENT OF MISSION COLLEGE 7

Hierarchy of California Educational Laws, Codes, Regulations, and Guidance Docs • The Legislature passes

Hierarchy of California Educational Laws, Codes, Regulations, and Guidance Docs • The Legislature passes Laws that become Education Code. • Education Code can only be modified by legislative action. • Title 5 regulations operationalize Education Code. • Title 5 can be modified by the Board of Governors with participatory governance input. • Guidance and Handbooks interpret and instruct on how to meet Title 5 regulations. • Guidance and Handbooks are written and revised by CCCCO staff and participatory governance groups. 8

Case Study: Grade Change Request • A student is displeased with her course grade.

Case Study: Grade Change Request • A student is displeased with her course grade. • She complains to the Dean. • Dean asks the VPI what to do. • VPI says, “Let’s explore what Ed Code and Title 5 have to say about grade changes. ” • Navigational thought: It’s about students and courses. 9

Education Code – CCC § 70900 - § 88933 http: //leginfo. legislature. ca. gov/faces/home.

Education Code – CCC § 70900 - § 88933 http: //leginfo. legislature. ca. gov/faces/home. xhtml UGH! What now? Head down to § 70900 or Division 7! 10

Education Code - Continued It’s about students… 11

Education Code - Continued It’s about students… 11

Education Code - Conclusion EC § 76224 makes it clear that, in the absence

Education Code - Conclusion EC § 76224 makes it clear that, in the absence of mistake, fraud, bad faith, or incompetency, the grade issued by the instructor is final. 12

So what does Title 5 say? 13

So what does Title 5 say? 13

Title 5 – Division 6 – § 50001 -§ 59606 https: //govt. westlaw. com/calregs/Index?

Title 5 – Division 6 – § 50001 -§ 59606 https: //govt. westlaw. com/calregs/Index? transition. Type=Default&context. Data=%28 sc. Default%29 14

5 CCR § 55025 – Spells out the details 15

5 CCR § 55025 – Spells out the details 15

Tools Bookmark these! You’ll use them every week! Education Code: http: //leginfo. legislature. ca.

Tools Bookmark these! You’ll use them every week! Education Code: http: //leginfo. legislature. ca. gov/faces/home. xhtml Title 5: https: //govt. westlaw. com/calregs 16

Other key sections from Title 5 (See text on final slides of this presentation)

Other key sections from Title 5 (See text on final slides of this presentation) ◦ 5 CCR § 53200 Definitions ◦ Definitions of faculty, Academic Senate, academic and professional matters, and consult collegially ◦ 5 CCR § 53021 Recruitment ◦ Recruitment of faculty, staff, and administrators ◦ 5 CCR § 55002 Standards and Criteria for Courses ◦ Degree-Applicable Credit Course ◦ Nondegree-Applicable Credit Course ◦ Noncredit Course ◦ Community Services Offering ◦ 5 CCR § 55002. 5 Credit Hour Definition 17

Title 5 is a VPI’s best friend IF IN DOUBT – LOOK IT UP!

Title 5 is a VPI’s best friend IF IN DOUBT – LOOK IT UP! 18

Attendance Accounting & Scheduling FOR BREVITY – FOCUSED ON METHODS FOR ONLINE COURSES 19

Attendance Accounting & Scheduling FOR BREVITY – FOCUSED ON METHODS FOR ONLINE COURSES 19

Fulltime Equivalent Student Attendance Accounting Methods Section Overview Light gray items will be covered

Fulltime Equivalent Student Attendance Accounting Methods Section Overview Light gray items will be covered in a more lengthy presentation – come back next year for more post-COVID! • Weekly Student Contact Hour • Daily Student Contact Hour • Actual Hours of Attendance (positive attendance) • Independent Study and Work Experience • Noncredit Distance Education 20

Full-time equivalent student (FTES) 1 FTES = 1 student 15 hours per week 2

Full-time equivalent student (FTES) 1 FTES = 1 student 15 hours per week 2 semesters of 17. 5 weeks = 525 weekly student contact hours (WSCH) 21

Attendance Accounting Methods • Weekly Student Contact Hour • Daily Student Contact Hour •

Attendance Accounting Methods • Weekly Student Contact Hour • Daily Student Contact Hour • Actual Hours of Attendance (positive attendance) • Independent Study and Work Experience Education (includes credit or noncredit Distance Education courses) • A. K. A. The Alternative Accounting Procedure • Noncredit Distance Education 22

Attendance Accounting Methods Weekly Student Contact Hour • Primary terms only (fall/spring) • •

Attendance Accounting Methods Weekly Student Contact Hour • Primary terms only (fall/spring) • • • Class is coterminous with primary term Meets regularly every week Same number of hours each week including TBA hours No deduction for holidays (i. e. holidays are “forgiven”) Synchronous online courses may claim weekly apportionment! 23

Attendance Accounting Methods Census Week - WSCH • The week nearest to 20% of

Attendance Accounting Methods Census Week - WSCH • The week nearest to 20% of the number of weeks in the term • Census date is on Monday of census week Except if Monday is a holiday, then census date is the following day 24

Attendance Accounting Methods Term Length Multiplier (TLM) • TLM is the number of weeks

Attendance Accounting Methods Term Length Multiplier (TLM) • TLM is the number of weeks in primary terms with at least three days of instruction plus flexible calendar days for colleges on a compressed calendar • The TLM for each college is set by the Chancellor’s Office based on the college’s academic calendar • Maximum TLM: 17. 5 for semesters • TLMs for 2019 -2020 (CCCCO. edu: search for Attendance Accounting and Residency) Interactive moment: Find your TLM! 25

Attendance Accounting Methods FTES Calculation WSCH INDEPENDENT STUDY & WORK EXP (ALTERNATIVE APPORTIONMENT METHOD)

Attendance Accounting Methods FTES Calculation WSCH INDEPENDENT STUDY & WORK EXP (ALTERNATIVE APPORTIONMENT METHOD) 26

Interactive Moment Determine contact hours per student Scenario – You are offering a 3

Interactive Moment Determine contact hours per student Scenario – You are offering a 3 -unit lecture class whose Course Outline of Record indicates 54 lecture hours plus 108 hours of student work outside of class for a total of 162 student hours. Determine the paid term contact hours per student for each item below. 1. You are in a traditional semester (18 weeks long) 1. 2. Class meets twice times per week for all 18 weeks for 1. 5 hours each. Class meets online for 3 hours per week. 52. 5 2. You are in a compressed semester (16. 2 weeks long) 1. 2. Class meets twice per week for 1. 7 hours each. 55. 1 Class meets online for 3. 4 hours per week. 48. 6 27

Attendance Accounting Methods Noncredit Distance Education Courses 1. Calculate the total number of hours

Attendance Accounting Methods Noncredit Distance Education Courses 1. Calculate the total number of hours involved. 2. Calculate the average census enrollment. • First census: one-fifth in the length of each course • Second census: three-fifths point in the length of each course • Enrollment is counted as the average of these two. 3. Apply the following formula: [(course hours x ave census) ÷ 54] x 17. 5 ÷ 525 Note: The number 54 is a measure equating to a unit of credit similar to that used in credit distance education. The factor of 17. 5 is to be used no matter what length the course. It represents 17. 5 hrs/unit. This is not a term length multiplier. 28

Attendance Accounting Methods FTES Calculation for Noncredit Distance Education - example 29

Attendance Accounting Methods FTES Calculation for Noncredit Distance Education - example 29

Interactive Moment Determine Non-Credit Distance Education Hours per Student Recall: Full-term online credit class

Interactive Moment Determine Non-Credit Distance Education Hours per Student Recall: Full-term online credit class with 54 hours on COR earned 52. 5 hours in a regular semester and 48. 6 hours in a compressed district. Scenario: You offer a noncredit course with 54 contact hours on the COR. 1. Class meets four days a week for 9 weeks for 1. 5 hours each day. Student attends 100% of the time. 2. 3. 54 – Trick question. Class meets online for 9 weeks for 6 hours each week. 17. 5 It’s positive attendance and we didn’t cover that! What if the student also does 54 hours of homework 35 (And there’s actually a trick question outside of class? hiding in that trick question!) 4. What if she also meets for one-on-one meetings for another 9 hours? 37. 9 – and you should feel cheated. We left that part out because it is just TOO obnoxious! 30

What about…? Questions and Answers Explore any scheduling questions from participants if time allows.

What about…? Questions and Answers Explore any scheduling questions from participants if time allows. Examples: • Tuesday lectures plus every third Saturday • Online lecs + in-person labs • Partly online + partly in-person lecs • Synchronous labs + asynchronous lecs 31

Sheri Berger sberger@compton. edu Thank You! Leandra Martin leandra. martin@missioncollege. edu Brian Sanders sandersb@yosemite.

Sheri Berger sberger@compton. edu Thank You! Leandra Martin leandra. martin@missioncollege. edu Brian Sanders sandersb@yosemite. edu 32

If time allows… 33

If time allows… 33

MIS Coding, the PCAH, the Data Element Dictionary, & the SCFF WHAT KIND OF

MIS Coding, the PCAH, the Data Element Dictionary, & the SCFF WHAT KIND OF COURSE OR PROGRAM IS IT? AND DOES IT MATTER? 34

What you don’t know might bite you! Relationship between coding, results, and funding •

What you don’t know might bite you! Relationship between coding, results, and funding • Course and program types are outlined in the PCAH and Title 5 • MIS Codes (E. g. course basic “CB” series) are attached to each course and program • Students take courses and receive grades • Students complete the appropriate courses to earn degrees and certificates • State pays FTES for enrollments • State pays “supplemental allocation” based on student characteristics (MIS Upload) • State pays “success allocation” based on course and program completions and how those are coded 35

Interplay of Codes and Funding Particularly Relevant Codes – and their “Integrity Checks” •

Interplay of Codes and Funding Particularly Relevant Codes – and their “Integrity Checks” • SCFF – Funds district for each student completing 9 or more CTE units in a year • CB 03 – Course TOP Code – Vocational top code drives funding for SWP • CB 09 – Course SAM Code (Note: Programming in COCI is even more restrictive here) • SCFF – Completing transfer-level math and English in a year. Stats for psych? Journalism as comp? • CB 25 – Course General Education Status (Check footer) • CB 04 – Course Credit Status • CB 05 – Course Transfer Status • CB 21 – Course Prior to College Level • How do we know if corequisite remediation is working? • CB 26 – Course Support Course Status • Higher funding for CDCP (Career Development and College Preparation) noncredit offerings. • CB 22 – Course Noncredit Category • CB 03 – Course TOP Code • CB 24 – Course Program Status 36

Appendix TEXT OF KEY SECTIONS OF TITLE 5 CITED EARLIER IN THIS PRESENTATION 37

Appendix TEXT OF KEY SECTIONS OF TITLE 5 CITED EARLIER IN THIS PRESENTATION 37

Key sections from Title 5: 10 + 1 5 CCR § 53200 Definitions “Academic

Key sections from Title 5: 10 + 1 5 CCR § 53200 Definitions “Academic and professional matters” means the following policy development and implementation matters: ◦ ◦ ◦ (1) curriculum, including establishing prerequisites and placing courses within disciplines; (2) degree and certificate requirements; (3) grading policies; (4) educational program development; (5) standards or policies regarding student preparation and success; (6) district and college governance structures, as related to faculty roles; (7) faculty roles and involvement in accreditation processes, including self-study and annual reports; (8) policies for faculty professional development activities; (9) processes for program review; (10) processes for institutional planning and budget development; and (11) other academic and professional matters as are mutually agreed upon between the governing board and the academic senate. 38

Key sections from Title 5 5 CCR § 53200 Definitions ◦ “Consult collegially” means

Key sections from Title 5 5 CCR § 53200 Definitions ◦ “Consult collegially” means that the district governing board shall develop policies on academic and professional matters through either or both of the following methods, according to its own discretion: ◦ (1) relying primarily upon the advice and judgment of the academic senate; or ◦ (2) agreeing that the district governing board, or such representatives as it may designate, and the representatives of the academic senate shall have the obligation to reach mutual agreement by written resolution, regulation, or policy of the governing board effectuating such recommendations. 39

Key sections from Title 5 5 CCR § 53200 Definitions ◦ Faculty ◦ “Faculty”

Key sections from Title 5 5 CCR § 53200 Definitions ◦ Faculty ◦ “Faculty” means those employees of a community college district who are employed in positions that are not designated as supervisory or management for the purposes of Article 5 (commencing with Section 3540) of Chapter 10. 7 of Division 4 of Title 1 of the Government Code, and for which minimum qualifications for hire are specified by the Board of Governors. ◦ Academic Senate ◦ “Academic senate, ” “faculty council, ” and “faculty senate” means an organization formed in accordance with the provisions of this Subchapter whose primary function, as the representative of the faculty, is to make recommendations to the administration of a college and to the governing board of a district with respect to academic and professional matters. For purposes of this Subchapter, reference to the term “academic senate” also constitutes reference to “faculty council” or “faculty senate. ” 40

Key sections from Title 5 5 CCR § 53021 Recruitment • Faculty, Staff &

Key sections from Title 5 5 CCR § 53021 Recruitment • Faculty, Staff & Administrators • “Except as otherwise provided in this section, community college districts shall actively recruit from both within and outside the district work force to attract qualified applicants for all vacancies”. 41

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses.

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses. ◦ (a) Degree-Applicable Credit Course. ◦ (1) Curriculum Committee. ◦ (2) Standards for Approval. ◦ (A) Grading Policy. ◦ (B) Units. ◦ (C) Intensity. ◦ (D) Prerequisites and Corequisites. ◦ (E) Basic Skills Requirements. ◦ (F) Difficulty. ◦ (G) Level. ◦ (3) Course Outline of Record. ◦ (4) Conduct of Course. ◦ (5) Repetition. 42

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses.

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses. (1) Curriculum Committee. The college and/or district curriculum committee recommending the course shall be established by the mutual agreement of the college and/or district administration and the academic senate. The committee shall be either a committee of the academic senate or a committee that includes faculty and is otherwise comprised in a way that is mutually agreeable to the college and/or district administration and the academic senate. 43

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses.

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses. (b) Non degree-Applicable Credit Course. ◦ (1) Types of Courses. Non degree-applicable credit courses are: ◦ (A) Non degree-applicable basic skills courses ◦ (B) courses designed to enable students to succeed in degree-applicable credit courses ◦ (C) precollegiate career technical preparation courses ◦ (D) essential career technical ◦ (2) Standards for Approval ◦ (A) Grading Policy. ◦ (B) Units ◦ (C) Intensity. ◦ (D) Prerequisites and corequisites. ◦ (3) Course Outline of Record. ◦ (4) Conduct of Course. ◦ (5) Repetition. 44

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses (c) Noncredit Course. (1) Standards for Approval. (2) Course Outline of Record. (3) Conduct of Course. (4) Repetition. 45

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses.

Key Sections from Title 5 5 CCR § 55002. Standards and Criteria for Courses. ◦ (d) Community Services Offering. A community services offering must meet the following minimum requirements: ◦ (1) is approved by the district governing board; ◦ (2) is designed for the physical, mental, moral, economic, or civic development of persons enrolled therein; ◦ (3) provides subject matter content, resource materials, and teaching methods which the district governing board deems appropriate for the enrolled students; ◦ (4) is conducted in accordance with a predetermined strategy or plan; ◦ (5) is open to all members of the community willing to pay fees to cover the cost of the offering; and ◦ (6) may not be claimed for apportionment purposes. 46

Key Sections from Title 5 5 CCR § 55002. 5. Credit Hour Definition ◦

Key Sections from Title 5 5 CCR § 55002. 5. Credit Hour Definition ◦ (a) One credit hour of community college work (one unit of credit) shall require a minimum of 48 semester hours of total student work or 33 quarter hours of total student work, which may include inside and/or outside-of-class hours. ◦ (b) A course requiring 96 hours or more of total student work at colleges operating on the semester system or 66 hours or more of total student work at colleges operating on the quarter system shall provide at least 2 units of credit. ◦ (c) Cooperative work experience courses defined in section 55252 shall adhere to the formula for credit hour calculations identified in section 55256. 5. ◦ (d) For programs designated by the governing board as clock hour programs, units of credit shall be awarded in a manner consistent with the provisions of 34 Code of Federal Regulations part 600. 2. ◦ (e) Credit hours for all courses may be awarded in increments of one unit or less. ◦ (f) The governing board of each community college district shall establish policy, consistent with the provisions of this section, 47