Chancellor s Office Annual Reporting Calendar July 7 /1 [EXEC] Flex P ro g ram Rec ertifica tion ( f o r Flex D i st r i ct s ) 7 /1 [FPU] District dead line t o submit: 5 Yea r Capital Ou tla y P la n (5 YCOP ) Final Proj ect Prop osa ls ( FPP ) In itia l P r oject P rop osa ls ( IP P) SPRING/WINTER QUARTER/TERM-END [MIS] 30 days after the end of Spring term Employee Demographic File Student EOPS-CARE File Student VTEA File Student CalWORKs File 7 /14 [F P U ] Status and Encu mbrance Summary o f Capital Ou t la y Pr ojects E xp iring E n d of Fi scal Y ear COLLEGE CALENDAR FISCAL YEAR Calendar File 7 /15 [FS] Ap p o rtion m en t Att en d ance R ep o r t ( C C F S - 320) Fac. C on tact Hou r Ad just. to F T E S (CC FS -320F) ( Flex Ca len d ar D i st. ) Ap p r en tic eship Att en d ance R ep o r t ( C C F S - 321) (n ot e: CC FS -321 submitted to Ap p r en tic eship Coo rd inator i n WE D Di vision ) 7 /15 [SS&SP] Fost er & Kinship Care Education Year-End Rep o r t Up load 7 /29 [SS&SP ] S e lf-r e v i e w R ep o r t Fi n a l E x p en d it u r e R ep o r t 7 /31 [AA] Final Rep ort due f or MESA a n d Middle Colleg e High Sch oo l (MCHS) 7 /31 [WE D ] 4 th Qtr. Yea r -t o - D a t e Exp en d. & Pr og r es s Rep orts (V TE A IB, IC) Q u a r t erly R ep o r t s S B 7 0 S B 7 0 An n u a l R ep o r t 7 /31 [SS&SP ] In t erim Rep ort of E x p en d it u r es Transfer and Articulation Al l o c a ti o n 7 /31 [T R I S ] TT IP Final R ep ort Pr o gram Y ea r Reporting Calendar (Rev. Jan 2013) 1
August SUMMER TERM-END [MIS] 30 days after the end of the Summer term Employee Demographic File Student EOPS-CARE File Student VTEA File Student CalWORKs File 8/1 [EXEC] Expenditure Report Sent to Districts Annual Flexible Calendar Certification Due (Pursuant to Title 5 55730) 8/1 [FS] 8/15 [FS] Quarterly Financial Status Report (311Q) 8/31 [SS&SP] Year-End Reports: CARE Year-End Report (narrative) Expenditure Report, CalWORKs TANF Maintenance Allowance (Certification Form, CCFS-355) 8/31 [WED] VTEA IB Special Project Grants FIRST MONDAY IN AUGUST [MIS] The Last Day to Submit or Resubmit Term-End Data Files for Allocation Purposes. Data Files Must be Received and Ready to Load into the MIS Database by 5:00 p.m. VTEA IC: Final Request/Claim for Funds and Narrative Econ omic Develop men t Gr a n ts: Final Rep ort o f Exp en d itures, Data Collection S yst em Entry and Narrative Summa r y Nu rsing: Final R ep o rt of Exp en d itures, Data Collecti on System Entry and Narrative Summa r y 8 /31 [T R I S ] TT IP Allocation / Fisca l R ep o rt fo r curr en t yea r advance Reporting Calendar (Rev. Jan 2013) 2
September 1-7 8-14 15-21 22-27 28-30 SUMMER TERM-END [MIS] 30 days after the end of Summer term Employee Demographic File Student EOPS-CARE File Student VTEA File Student CalWORKs File 9/1 [MIS] Annual: Program Award File 9/15 [FS] 50% Law, Application for Exemption (CCFS-350A) Prior Year Enrollment Fee Revenue (CCFS-323) 9/30 [AA] Annual Certification for Local Approval of Stand-Alone Credit Courses 9/30 [EXEC] 9/15 [SS&SP] Transfer Center Annual Report End of Year Report: DSPS and State Hospitals Annual Equal Employment Opportunity Expenditure Reports Equal Employment Opportunity Performance Reports 9/30 [SS&SP] EOPS Final Expend. Report, EOPS Book Expenditure Form, CARE Final Report 9/19 [SS&SP] Letters of Intent to Apply for Noncredit Matriculation Funds Due CAN Expenditure Report Foster & Kinship Care Education Program Plan & Budget Osher/CCCSE Annual Report Reporting Calendar (Rev. Jan 2013) 3
October SUMMER TERM-END [MIS] 30 days after the end of Summer term Employee Demographic File Student EOPS-CARE File Student VTEA File Student CalWORKs File 10/1 [FS] 10/10 [AA] 10/15 [FPU] 10/30 [SS&SP] Amended Apportionment Attendance Reports [(CCFS-320) (For Lottery Purposes)] 10/1 [MIS] Annual: Financial Aid File Assessment File 10/1 [SS&SP] COTOP Contract/Data Submission Return to Title IV Spreadsheet Due for Reimbursement of Institutional Payments Basic Skills Allocation Reporting (due from Colleges) 10/10 [FS] Annual Financial & Budget Report (CCFS-311) Gann Limit (CCFS-311) Lottery (CCFS-311) District Quarterly Report Submittal Due Annual Space Inventory is Due From Districts Energy Usage Calculator is Due From Districts 10/15 [FS] Participation Report [Contracts Awarded to Disabled Veteran, Minority, and Women Business Enterprise] 10/15 [SS&SP] BFAP Admin. Allow. Expend. Report (Form #3) and Maintenance of Effort Report Credit/Noncredit Matriculation Final Expenditure Reports Due Year-End Reports: Matric. Plan Updates/Revisions (Ongoing) Due During Month of October 10/31 [SS&SP] PADS/HTCUT/ATPC Grant/Sub- Contract Quarterly Progress Reports Due Year End Reports: Transfer & Articulation 10/31 [WED] First Quarter Year-to-Date Expenditure and Progress Reports Due for Economic Development Grants, Nu rsin g, VTEA IB, and VTEA IC (Allocations) and Tech- Prep Reporting Calendar (Rev. Jan 2013) 4
November 1-7 8-14 15-21 22-27 28-30 11/1 [FS] 11/15 [FS] 11/30 [SS&SP] Final Amendments Apportionment Attendance Report (CCFS-320) (For Recal. Purposes) (CCFS-321 and CCFS-320F) (note: CCFS-321 submitted to Apprenticeship Coordinator in WED Division) Full-Time Faculty Obligation Report (110/FFO) Quarterly Fiscal Status Report (CCFS-311Q) Financial Statements and Audit Report for Auxiliary Organizations Prior Year Recalculation 11/30 [WED] Competitive Grants Released Part -Time Faculty Health Benefits Final Reimbursement Claim (CCFS-360) Part -Time Faculty Office Hours Final Reimbursement Claim (CCFS-365) Part-Time Faculty Compensation (CCFS-367) Estimated CY + Actual PY PTAX + ERAF Revenue (CCFS-329) 11/15 [SS&SP] Hard Copy Prgm. Plan & SSARCC Budget Approval Request Current FY: EOPS CARE CalWORKs & TANF 11/1 [MIS] 11/21 [TRIS] Employee Fall Collection Fall (Starts) Employee Demographic File Employee Assignment File TTIP Fiscal Report/Allocation Recalculation for Prior Year 11/1 [FPU] Instructional Equipment Block Grant Certification 11/1 [WED] Legislative Annual Report on Status of CVU and FSS Programs Reporting Calendar (Rev. Jan 2013) 5
December 12/1 [FPU] Deadline for Submission of SMSR 5-Yr. Plan 12/1 [FS] 50% Law: Findings of the Local Governing Board Regarding Provisions of EC 84362 (CCFS-350B). Follow-up to Form CCFS-350A, due 9/15. 12/1* [MIS] The Last Day to Resubmit Financial Aid Data for Allocation Purposes. Data Files Must be Received and Ready to Load into the MIS Database by 5:00 p.m. (*deadline changes yearly, by CTE) 12/31 [FPU] Statewide Space Inventory (Tabulations are Completed and Distributed Along With Instructions for Future Reporting) 12/31 [FS] Contracted District Audit Report 12/31 [WED] VTEA Consolidated Annual Report (CAR) 12/1 [SS&SP] MIS Final Recon., FA Annual 12/7 [SS&SP] COTOP Annual Load File - Submit to FTB Reporting Calendar (Rev. Jan 2013) 6
January FALL TERM-END [MIS] 30 days after the end of Fall term Student CalWORKs File Student EOPS-CARE File Student VTEA File Employee Demographic File 1/14 [FPU] Status and Expense Summary of Capital Outlay Projects Expiring End of Fiscal Year 1/15 [FPU] District Quarterly Report submittal due 1/15 [FS] First Period Apportionment Attendance Report (CCFS-320) Apprenticeship Attendance Report 1/31 [AA] Progress Report due for MESA and Middle College High School (MCHS) 1/31 [SS&SP] PADS/HTCTU/ATPC Quarterly Progress Reports Due [(CCFS-321) (note: CCFS-321 submitted to Apprenticeship Coordinator in WED Division)] Enrollment Fee Revenue (CCFS-323) Fac. Contact Hour Adjust. to FTES 1/31 [TRIS] TTIP Mid-Year Progress Reports for Grants Active in the Current Year Are Due (CCFS-320F) (Flex Cal. Dist.) 1/15 [SS&SP] COTOP Additions 1/31 [WED] Second Year-to -Date Expenditure and Progress Report (233/CCGC) for All Economic Development Grants VTEA IB, VTEA IC (Allocations), and Tech- Prep Reporting Calendar (Rev. Jan 2013) 7
February 1-6 7-12 13-18 19-24 25-28 FALL TERM-END [MIS] 30 days after the end of Fall term Student CalWORKs File Student EOPS-CARE File Student VTEA File Employee Demographic File 2/1 [FS] Non-Resident Tuition Fee Worksheet 2/1 [SS&SP] EOPS Mid-Year Report Noncredit Matriculation CARE Mid-Year Report 2/15 [FPU] Enrollment Projections Distributed to Districts 2/15 [FS] Quarterly Financial Status Report (CCFS-311Q) 2/15 [SS&SP] Request for Reallocated Funds/ Declaration of Unused Funds: CalWORKs/TANF DSPS Foster & Kinship Care Education Reporting Calendar (Rev. Jan 2013) 8
March 3 /1 [FS] Part -Time Facult y Hea lth B en e f it s Estimated R ei m b u r s e m en t s ( C C FS - 360) Part -Time Facult y Offic e H o u r s Estimat ed R ei m b u r s e m en t s ( C C FS - 365) Up on Req u est Em er g en c y C o n d i ti o n Ad justmen t to A p p o r t i o n m en t ( C C FS - 313) 3/30 [AA] Basic Skills (BS) Develop ment Grant Rep ort 3 /7 [SS] Dec la ration of Un u s ed Fu n d s / Req u est fo r Rea llocation of Un u s ed Fu n d s Rep o rt Du e 3 /7 [WED] Econ omic and Wo rk f orc e Develop men t An n u al R ep o rt Du e to the Legi s lature N u r s i n g An n u a l R ep o r t D u e t o th e Le g i s la t u r e Reporting Calendar (Rev. Jan 2013) 9
April 1-7 8-14 15-21 22-28 29-30 4 /1 [FPU] District Dead line t o Ap p ea l Enro llm en t Pr oj ection s 4 /1 [SS&SP] Financial Aid Legislative Rep o rt 4 /11 [SS&SP ] Last Da y t o Submit or R evi s e M IS Financial Aid D a t a Elem en ts for S F A A / B F A P A l location s 4 /15[F P U ] District Qu art erly R ep o rt Submittal Du e 4 /15 [F S ] Enro llm en t Fee Reven u e ( C C FS - 323) 4 /15 [SS&SP ] Req u est fo r R eallocat ed Fu n d s/dec larati on of Un u sed Fu n d s : CalWOR Ks/ TAN F Pr og r ess R ep o rt on Lo w Transfer Colleg es in Coo rd ination wi th P FE R ep o r t 4 /19 [SS&SP ] BFAP Ad min. Allow. R elease o f Un exp en d ed Fu n d s/req u es t fo r Fu n d s ( Form # 2 ) 4 /28 [SS&SP ] Tit le IIC 3 rd Qu a rter Q u a r t e r l y R ep o r t 4 /30[F P U ] Dead line f or Submissi on of Final Claims for Capital Ou tla y Rev erting Ap p r op riation Pr ojects 4 /30 [WE D ] Th ird Qu art er Yea r -t o - D a t e Exp en d iture and Pro g r ess R ep o r t f o r E c o n o m i c Develop men t Grants, Nu r sing, V TE A IB, V TE A IC ( Allocati on s) Th ird Qu art er Servic e P r o v i d er In f or mation for All E c o n o m i c Develop men t Gr a n t s Last Da y t o Req u est Am en d men ts f o r Econ omic Develop men t Gr a n ts Specia l Proj ects P r o g r a m / Fi s c a l Am en d men t Req u ests D u e 4 /20 [F S ] Ap p o rtion m en t Att en d ance R ep o r t ( C C FS - 320) Fac. C on tact Hou r Ad just. t o F T E S (CC FS -320F) ( Flex Calen d ar D i st. ) Ap p r en tic eship Att en d ance R ep o r t ( C C FS - 321) E s ti m a t ed C Y P T A X & E R A F R ep o r t ( C C F S - 329) Reporting Calendar (Rev. Jan 2013) 10
May 5 /1 [AA] CDCP Legislative R ep o rt on Cou rs es/prog ram FTES 5 /15 [F S ] Qu arterly Financial Status R ep o r t ( C C FS - 3 1 1 Q ) 5 /24 [SS&SP ] Sec on d Principal Ap p o r t i o n m en t 5 /31 [AA] Distance Ed u cation Rep o rts (d u e f r om C o ll e g es) N o ti f i c ati o n o f E x t ernal A u d it o r R et a i n ed/ H i r ed f o r C o n t r a ct ed D i s t ri c t Au d it R ep o r t F l exi b l e C a len d a r C ertific a t i o n s f o r 2 0 1 2-1 2 ( d u e f r o m C o l le g es) 5 /31 [SS&SP ] An n u al Child D ev elop men t Cou rs e Matrix Up d ate Reporting Calendar (Rev. Jan 2013) 11
June 1-7 8-14 15-21 22-27 28-30 SPRING/WINTER QUARTER/TERM-END [MIS] 30 days after the end of Spring term Student CalWORKs File Student EOPS-CARE File Student VTEA File Employee Demographic File COLLEGE CALENDAR FISCAL YEAR Calendar File 6 /1 [FS] Part -Time Facult y Hea lth B en e f it s Estimated R ei m b u r s e m en t s ( C C FS - 360) Part -Time Facult y Offic e H o u r s Estimat ed R ei m b u r s e m en t s ( C C FS - 365) Up on Req u est Em er g en c y C o n d i ti o n Ad justmen t to A p p o r t i o n m en t ( C C FS - 313) 6/30 [AA] Library and Learning Resources Survey due for Current Year 6 /7 [WED] Dead line: Ap p ren tic eship and S u r v e y R ep o r t Reporting Calendar (Rev. Jan 2013) 12