Program Review - Data Definitions and Formulas

Enrollment

Definition

First day, census day, end of term, and graded enrollments are reported for each section.

First day is any enrollment at any time on the first day of the class.
Census is every enrollment that was active at the end of the day preceding census day of the class. The census enrollment is used to calculate the full-time equivalent student (FTES) figures reported locally for program review and for reporting FTES to the state Chancellor’s Office.

End of term is every non-drop or non-withdrawl enrollment.

Graded enrollments result in permanent grades are entered on a student’s permanent record.

In some sections, the number of enrollments recorded for FTES purposes will be larger than the number of permanent grade enrollments. The difference is the number of drops on census day counted as an enrollment for FTES purposes but not entered on a student’s permanent record card as a ‘W.’

Successful Retention

Definition

A student is considered successfully retained in a class if the student received a grade of A, B, C, or CR. For a class, discipline, or collegewide, the grades are counted and a successful retention rate is derived. The sum of all the As, Bs, Cs, and CRs is divided by the sum of all the grades assigned, excluding IPs, Is and RDs. (IPs, Is and RDs are not included in the successful retention formula because it is not known whether they will be replaced by a successful grade.)

Successful Retention Formula

As + Bs + Cs + CRs
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As + Bs + Cs + Ds + Fs + CRs + NCs + Ws + MWs

This ratio is multiplied by 100 to get a percentage rate.

Example

There were 30 students enrolled in a section of Biology with 10 receiving a W, 15 an A, and 5 receiving an F. The successful retention rate is 15 (As) divided by the sum of all grades assigned, excluding any IPs, Is or RDs, (15 As plus 5 Fs plus 10 Ws). The successful retention rate is equal to 15 / 30 = 1 / 2 or 50%.

Student Contact Hours

Definition

"The 'class hour' is the basic unit of attendance for computing full-time equivalent student (FTES). It is a period of not less than 50 minutes of scheduled instruction and/or examination. There can be only one "class hour" in each "clock hour," except as provided for multiple class-hour classes. A class scheduled for less than a single 50-minute period is not eligible for apportionment. For purposes of computing full-time equivalent student (FTES), a class hour is commonly referred to as a 'contact hour' or 'Student Contact Hour' (SCH)." (Quoted from the Student Attendance Accounting Manual, downloadable from the Chancellor's Office web site.)

Student Contact Hour Formulas

(1) For regular weekly census classes (except independent study and work experience), WSCH (Weekly Student Contact Hours) is the number of hours scheduled to meet during the week multiplied by the number of students enrolled at census.

(2) For daily census classes (except independent study and work experience), DSCH (Daily Student Contact Hours) is the number of hours scheduled to meet each day multiplied by the number of students enrolled at census.

(3) For positive attendance classes (except independent study and work experience), SCH (Student Contact Hours) is the total hours of actual attendance of all students.

(4) For credit independent study (including distance education) and work experience, SCH (Student Contact Hours) is one student contact hour for each unit of credit enrolled in at census.

Examples

(1) There were 30 students enrolled in a Biology section (a regular weekly census class), on census day. This class met for two lecture hours and one lab hour each week. This section's WSCH is 3 x 30 = 90.

(2) There were 30 students enrolled in an ADM section (a daily census class), on census day. This class met for four hours per day. This section's DSCH is 4 x 30 = 120.

(3) There were 2 students enrolled in a BUS section (a positive attendance class). The first student attended the class for 20 hours and the second student attended for 15 hours. This section's SCH is 20 + 15 = 35.

(4) There were 2 students enrolled in an ARCH 299 section (a work experience class). The first student was enrolled for 4 units at census and the second student was enrolled for 2 units at census. This section's SCH is 4 + 2 = 6.

FTES (Full-time Equivalent Student)

Definition


One FTES is equal to 525 contact hours [15 hours per week (full-time student) x 2 (semesters per year) x 17.5 (weeks per semester)].

FTES is rounded to 2 decimals.

According to Section 58012 in Title 5 of the California Code of Regulations, the rounding is done this way:

"In any computation of full-time equivalent student made under, or necessitated by any provision of law, the full-time equivalent student shall be computed to four decimal places and rounded to two decimal places for the purpose of reporting to the Chancellor's Office.


Whenever any reference is made to a specific whole number of units of full-time equivalent student said number shall include any fraction above said number which is less than one-half of a unit and any fraction of one-half or more of a unit above the next lowest whole number."

For more detail on FTES calculation, go to the Chancellor's Office web site and refer to Chapter 3 of the Student Attendance Accounting Manual on FTES.

FTES Formulas

(1) For regular weekly census classes, multiply the weekly student contact hours by the length of the class in weeks.*
Divide this product by 525 to get the FTES.

*Note: For weekly census procedure courses, the length of the class is 17.5 so as to provide the same level of FTES as would have been generated had the flexible time not been permitted and regularly scheduled instruction had taken place.

(2) For daily census classes, multiply the daily student contact hours by the number of days the class meets throughout the semester.
Divide this product by 525 to get the FTES.

(3) For positive attendance classes, divide the student contact hours by 525 to get the FTES.

(4) For independent study/work experience classes, multiply the student contact hours by the length of the class in weeks.
Divide this product by 525 to get the FTES.

Examples

(1) There was a Biology section (a regular weekly census class) with a WSCH of 90. This section met for 17.5 weeks. The section's FTES is (90 x 17.5) / 525 = 3.

(2) There was an ADM section (a daily census class) with a DSCH of 120. This section met for 5 days. The section's FTES is (120 x 5) / 525 = 1.14.

(3) There was an BUS section (a positive attendance class) with a SCH of 45. The section's FTES is 45 / 525 = .09.

(4) There was a ARCH 299 section (a work experience class) with a SCH of 6. The section's FTES is (6 x 17.5) / 525 = .20.

Cost

Definition

For purposes of program review, "Cost" is defined as restricted (grants and categorical allocations) and unrestricted expenses. These expenses include contract and associate faculty salaries, classified instructional staff salaries, student workers assigned to the discipline, all applicable benefits, supplies, contract services, and equipment. Examples of contract services are equipment repair, travel, and memberships.

Note: Cost figures in departments that contain more than one discipline may be inaccurate at the discipline level. If Fiscal Services does not know to which discipline to assign expenses, the expenses are assigned to the department's default account. As an example, the Social Science department has figures reported for each discipline and figures reported as simply "Social Science". Other departments, such as Letters, have disciplines with no costs associated with them at all. In all cases of multi-discipline departments, we do not know if the cost figures are accurate at the discipline level.