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Nov. 19, 2021

This meeting is being recorded

cccdeco.org

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AGENDA FOR FRIDAY, NOV. 19, 2021

12:00 – 12:10 - Welcome & DECO Updates

12:10 – 12:20 - CCCCO Update – CO Specialist Erin Larson

12:20 - 12:25 - CVC Consortium Update, Wendy Bass, Co-Chair

12:25 – 12:55 - State Authorization and California, Cheryl Dowd,

Senior Director, Policy Innovations

WCET - WICHE Cooperative for Educational Technologies

1:00 - Conclusion

This meeting is being recorded

cccdeco.org

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MEETING ARCHIVES

This meeting is being recorded.
The recording and slides will be archived at CCCDECO.org
Ongoing conversations in the Vision Resource Center under CCC DE Coordinators Org.

cccdeco.org

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Add This Series to Your Calendar

Download the DECO monthly meeting calendar series by opening the link shared in chat, and adding the file. Your browser will download to your Calendar.

cccdeco.org

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JOINING THE DE-ALL LISTSERV

Requests to be added to the DE-ALL list must be submitted to your local college CISO and should follow established local procedures.�
The DE-ALL distribution list is an alias listserv populated by each college.
The CCC Chancellor’s Office has designated one alias identifier for every college.
The college Chief Information System Officer may point their alias identifier to any e-mail address(es) within the college’s domain. The number of people added to the list from each college is a local decision.
Note: This info is available on cccdeco.org

cccdeco.org

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CCC DECO is on the Vision Resource Center

Sign in to Vision Resource Center through your local portal or at visionresourcecenter.cccco.edu

Select the All Communities List under the Communities menu, and find the DE Coordinators community, which features many discussion areas and resource repositories

cccdeco.org

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CCC DECO NEWS & ANNOUNCEMENTS

Executive Board:

Kandace Knudson, President

Joanna Miller, Vice President

Cynthia Dewar, Treasurer

Rhiannon Lares, Web Designer

Katie Datko, Secretary

Jim Julius, PIO

Contact email: deco@cccdeco.org

Website: http://cccdeco.org

Surviving the Pandemic Series

cccdeco.org

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Silver Linings (CCCCO Webinar 11/17)

SB 129 data

Paradigm shifts

DEI+A

DET/CHE (detche.com)

Dec. 1-2 online conference

(no CCC system meeting)

Ungrading? Susan Blum workshop Jan. 22 (cvc.edu)

Know-vember

cccdeco.org

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State Authorization (Today! Really!)

Reciprocity for public & non-profits:

cccdeco.org

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Happy Thanksgiving

cccdeco.org

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California Community Colleges

Chancellor’s Office Update

Erin Larson,

Specialist

Next up:

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Chancellor’s Office Update

Distance Education Coordinators Meeting

November 19, 2021

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Today’s Topics:

Chancellor’s Office Reorganization
Distance Education Title 5 Changes

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Chancellor’s Office Reorganization

Still in transition
Functions of the divisions remain the same

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Chancellor Office

Institutional Supports and Success Office

College Facilities and Finance

Government Relations

Institutional Effectiveness

Equitable Student Learning, Experience and Impact Office

Educational Services and Support

Workforce and Economic Development

Innovation, Data, Evidence, and Analytics Office

Research

MIS

Technology

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Distance Education Title 5 Change: Next Steps

Department of Finance and the Secretary of State review and formally make the changes in the CA Code of Regulations
Check the CCCCO Pending Regulatory Action page for updates
Chancellor’s Office will issue Guidance memos

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Department of Finance and Secretary of State Review

Guidance memos for the new Title 5 sections

Prepare for legislative or regulatory changes

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Section 55200. Definition and Application

Revised the definition of distance education to meet the Federal requirements
Includes specifics about the type of technology
Adds a clarification of what “accessible” means
Cites foundational accessibility references

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Section 55204. Instructor Contact

District governing boards shall ensure:

“…regular and substantive interaction between the instructor(s) and students, (and among students as described in the course outline of record or distance education addendum where applicable), either synchronously or asynchronously…” (part a)
Incorporates the federal definition of “substantive interaction” and “regular interaction” (part b and c)
For asynchronous distance education, instructional time includes activities demonstrating academic engagement (part e)

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Section 55206. Separate Course Approval

Adds the course outline of record as another document where details about distance education courses could be described
Must include how the course design and materials are accessible to every student
Cites foundational accessibility references

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Section 55208. Faculty Selection and Workload

Adds the federal requirement that instructors of distance education courses must meet the qualifications of the accrediting agency.

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Section 55005. Publication of Course Standards

For each course offered, a community college shall make available to students through college publications all of the following facts before they enroll in the course:

(e) Whether the course is offered in a distance education format, and if so, includes the following information:

(1) All online and in-person synchronous meeting days/dates and times

(2) Any required asynchronous in-person activities

(3) Any required technology platforms, devices and applications

(4) Any test or assessment proctoring requirements.

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Erin Larson�elarson@cccco.edu

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Thank you!

www.cccco.edu

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California Virtual Campus Update:

CVC Executive Director Jory Hadsell

Usually Next Up but not today...

Dr. Jory HAdsell leaves CVC to take on a new challenge as Foothill - De Anza Community College District's Interim Vice Chancellor of Technology

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Wendy Bass, Ph.D.

CVC Consortium Co-Chair

DE Coordinator,

LA Pierce College

California Virtual Campus Consortium Update

Next up:

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Exchange – Items of Interest

Home Colleges

Students from 65 Home Colleges can now access cross-enrollment
Phasing out "manual" residency validations through roll-out of updated ContactInfo API (phasing in)

Additional features coming soon:

Financial aid automation
ZTC indicator and search filter
Dual enrollment pilot, including online approval workflows
Feature noncredit on a new landing page
Support for the CBE pilot and platform

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Home College Readiness Workshop

Tuesday, November 30

2 pm – 3 pm

Register at cvc.edu/events

Learn the role of a Home College in cross-enrollment, the steps it takes to become one, and the resources/training opportunities available to student services teams.
Check your college's status at https://cvc.edu/exchange-implementation-board/.

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Leadership Transition

Joe Moreau, current CVC Executive Sponsor (Vice Chancellor, Foothill – De Anza) is retiring in 2022.

Jory Hadsell will serve as Interim CVC Executive Sponsor (Vice Chancellor, Foothill – De Anza) beginning in January.

Recruitment in progress for an Acting Executive Director (January 2022 through December 2022).

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Cheryl Dowd,

Senior Director,

Policy Innovations

WCET - WICHE Cooperative for Educational Technologies

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50+ ways to regulate:

Foundations of state oversight

PRESENTERS

….

Cheryl Dowd, Senior Director, Policy Innovations

California Distance Education Coordinator Meeting | November 19, 2021

This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License

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All California Community Colleges are members of SAN.

WCET | State Authorization Network

SAN Website: https://wcetSAN.wiche.edu

Coordinators:

(the following people manage the SAN membership for the California Community Colleges)

Chermain Harrell: Charrell5@coastline.edu
Rebecca Pang: Rebecca.pang@cerrocoso.edu
Erin Larson: elarson@cccco.edu

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Objectives

WCET | State Authorization Network

Re-examine the state link to the oversight of education�
Consider the intersections of state regulatory agencies in the broad context of postsecondary operations�
Link the role of the state to compliance with federal rules

SAN Benefits available to CA Community Colleges

Who is the State Authorization Network (SAN)�
Website Library of Resources.

Events: Workshops, Webinars, Open Forum

State oversight of postsecondary education

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Postsecondary Foundations

�For any activity of the institution that occurs in another State, it is the institution’s responsibility to be compliant with the laws and regulations of that State. (or country)

WCET | State Authorization Network

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Intersections of State Authority

Institutional approval (authorization, license, certification)

Department of Education/Higher Education

Degree-granting authority; consumer protection

Professional licensing

Respective by state/profession

Standards + enforcement of practice

State registration

Department of Labor/Taxation, Secretary of State/Treasury

Operations; employment; taxation

State Attorney General

Investigation + litigation; disclosure; privacy and protection of data

WCET | State Authorization Network

Bridge – Postsecondary operations are most likely thought of in terms of degree-granting functions in our immediate circle, however that isn’t where oversight and compliance obligations at the state level stop.

The why – State obligation to protect consumers and assure the integrity of educational entities conducting business in their locality.

State Institutional Approval – Higher Education Agency, of which there are many. Degree granting authority; assurance of capacity to operate; procedures which address student consumer protection. Proliferation of distance education has created a complex patchwork of rules and procedures on top of initial authority issued by a state entity. Some institutions may be eligible or manage distance education functions through reciprocity. �

State Program Approval - state professional boards

State Registration – State Secretary of State, Revenue, Treasury(doing business; agent for service of process); Department of Taxation; withhold state income tax for employees (faculty/staff) working from another state and possible digital sales tax implications. Workers Compensation Insurance – Department of Labor or others primarily for employees, but also for Field Placements in Colorado.

Nod to international compliance - I think when we talk about the types of state compliance (tax, worker's compensation, privacy, etc) we could mention that those same issues would apply internationally without needing a whole slide dedicated to international�

Institutions must be aware of :

Education Regulations/Laws
Tax obligations (sales taxes, VAT, DST)
Internet & Telecommunication Regulations
Privacy & Data Security Laws
Consumer Protection Rules

+ Military

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Interstate Agreements

Common terminology: “Compacts” or “reciprocal” agreement(s)
Function as tools to manage the 50-state challenge
Voluntary, state-led solutions
Unique in structure and purpose
Separate from legal approval

Examples

State Authorization Reciprocity Agreements (SARA) �Scope: distance education
National Association of State Directors of Teacher Education and Certification (NASDTEC) �Scope: Educator license mobility
Nonresident Income Tax �Scope: State-by-state, income tax
Tuition reciprocity agreements
Etc.

WCET | State Authorization Network

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Definition of state authorization reciprocity agreement � (34 CFR 600.2)
State Authorization

(34 CFR 600.9(c))

Professional Licensure Notifications

(34 CFR 668.3(a)(5)(v) & 668.43(c))

Contact information for filing complaints.

(34 CFR 668.43(b))

Misrepresentation

(34 CFR 668.71) (34 CFR 668.72)

WCET | State Authorization Network

Federal Regulations tie compliance to participation in Title IV HEA programs.

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34 CFR 600.9(c)

State Authorization of Distance Education

Direct approval by the state; or
Through a state authorization reciprocity agreement.

WCET | State Authorization Network

Defensible Process – Document & to be provided to the Secretary upon request
Determine at time of enrollment; or
Formal receipt of information from the student that the location has changed based on processes at the institution.

Tied to Aid– Eligibility to disburse aid tied to the institution having approvals demonstrated by:

Student Location

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34 CFR 668.43 – Institutional Information

Professional Licensure Notifications – 668.43(a)(5)(v) & 668.43(c)

Regulations address all modalities (includes Face to Face and Online)
Important to understand the type of Educational Program subject �to notifications. (designed/advertised; req’d for employment)
Important to know the information to be provided for public notifications. (All States: meets/does not meet/no determination)
Important to know what and when information is to be provided for direct/individualized notification. (Prospective & Enrolled Students)

WCET | State Authorization Network

FOUR KEY ELEMENTS:

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The State Authorization Network (SAN) empowers its members to successfully resolve postsecondary regulatory compliance challenges.

We provide expert analysis, resources and training to prepare for emerging issues, collaborate on compliance strategies, develop solutions and evaluate their efficacy.

Our members are digital learning and compliance professionals representing 800+ institutions and organizations nationally and across all sectors.

Who we are

@wcet_info #wcetSAN

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wcetsan.wiche.edu

Resources

by topic

Research
Regulation summaries
Handbooks
Talking points
Sample tools
More

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wcetsan.wiche.edu

Resources for those new to the topic

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wcetsan.wiche.edu

Cheryl Dowd, Senior Director, Policy Innovations

(303) 541-0210 | cdowd@wiche.edu

Leigha Fletcher, Administrative Assistant

(303) 541-0211 | lfletcher@wiche.edu

Kathryn Kerensky, Director, Digital Learning Policy & Compliance

(303) 541-0290 | kkerensky@wiche.edu

Rachael Stachowiak, Director, Interstate Policy & Compliance (303) 541-0289 | rstachowiak@wiche.edu

3035 Center Green Drive

Suite 200

Boulder, CO 80301

(303) 541-0210

Contact Us

Note: The information and resources presented are for consideration when an institution wishes to develop a process to manage compliance. The information should not be considered legal advice. Legal questions should be directed to general counsel.

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Final Discussion / �Q & A From the Field

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�

THANKS TO ALL FOR ATTENDING!

Wishing you all good health for you and your campus communities!

�Next meeting: Friday, Dec. 17, 2021

�Complete our meeting topic survey if you have not, and/or send suggestions for meeting topics and guests to �DECO@CCCDECO.ORG or JMILLER@4CD.EDU or jjulius@miracosta.edu ��

CONCLUSION

cccdeco.org