1. ENROLLMENT PRIORITY & BOGFW 2015 CCCSFAAA Summer Training

2. Outline Enrollment Priority Flowchart BOGFW Flowchart Examples Appeals Q&A Review questions submitted by colleges

3. ENROLLMENT PRIORITY Flowchart

4. Enrollment Priority – Tiers:1 & 2 CalWorks DSPS EOPS Foster Youth Vets New Students Continuing Students New Students must have completed orientation, assessment and educational plans Any college using priority registration must follow these rules All Tier 1 must have completed orientation, assessment and educational plans

5. Loss of Enrollment Priority Two Possibilities: -100 unit cap -A-Academic & Progress Standards Notification timing: none specified in the regulations

6. Enrollment Priority - Appeals 3 possible circumstances: 1.Extenuating Circumstances 2.Student with disabilities not receiving timely services 3.Significant academic improvement Significant academic improvement defined in regulations as: “achieving no less than the minimum grade point average and program standard” Minimum 2.0 GPA More than 50% unit completion

7. BOGFW Flowchart

8. Loss of BOGFW Two possibilities: -A-Academic Standards -P-Progress Standards Foster Youth exempt: -B-BOGFW -E-Enrollment Priority Regaining Eligibility: 1.Meeting Academic & Progress Standards 2.Successful Appeal 3.Sitting out 2- consecutive terms

9. BOGFW - Appeals 6 possibilities: 1.Extenuating Circumstances 2.Student with disabilities not receiving timely services 3.Significant academic improvement 4.Economic situation 5.Not receiving essential support services 6.Special considerations 3/6 Possibilities apply to both Enrollment Priority and BOGFW

10. BOGFW – Notification and Timing If Fall term ends 12/15/2015, then notification must be before1/15/2015 Student chooses “when” to register Fall 2016 registration in April 2016 BEFORE system determination in June = BOGFW for Fall 2016 and loss for Spring 2017 SYSTEM status on June 5 NOTIFICATION June 15 Registration June 13

11. BOGFW and Enrollment Priority They both share the Academic & Progress Standards If a student fails either, it affects BOTH eligibility for BOGFW and Enrollment Priority

12. BOGFW and Enrollment Priority cont. What’s different? The 100 unit cap for Enrollment Priority The notification timing BOGFW must be done within 30 days from end of term Enrollment Priority has no timing specified in the regulations

13. Implementation: Fall 2016 Notification to students to begin following the spring 2015 term In conjunction with Enrollment Priority Within 30 days of end of Spring 2015 term (more strict than Enrollment Priority regulations) Fully operational for registration for the fall 2016 term Local policies need to be developed and implemented Coordination with Enrollment Priorities and SSSP efforts across campus Districts shall ensure that all board policies and course catalogs reflect the BOGFW eligibility requirements and that appropriate and timely notice is provided to students

14. Implementation-Continued FAO processes and system programming changes needed to conform with regulations Must check eligibility status after each primary term: Fall/Spring (term system) or Fall/Winter/Spring (quarter system) BOGFW loss can affect eligibility status for non-primary terms: Summer (i.e. fall and spring probation could affect summer fee waiver eligibility)

15. Definition of a “Term” (b) For purposes of this section, primary terms are fall and spring semesters for colleges on a semester system and fall, winter, and spring quarters for colleges on a quarter system. Terms shall be considered consecutive on the basis of the student’s enrollment so long as the break in the student’s enrollment does not exceed one primary term.

16. Appeal Process Each College District shall establish written procedures by which a student may appeal the loss of the BOGFW (or loss of Enrollment Priority) The College District can certainly establish an appeal committee that can oversee both the loss of BOGFW and Enrollment Priority Design appeals process and polices to support student success Become familiar with your college’s appeal process You should take into consideration: Timelines Deadlines Appeal committee – who should be part of it? What to include with the notification

17. Automatic Appeals You may also include automatic appeals to your process and changes, some suggestions: Example: Returning students after sitting out 2 primary terms Significant Academic Improvement: Fall 2016 1.95 cumulative GPA Spring 2017 1.79 cumulative GPA Fall 2017 2.3 GPA Automatic appeal granted for Spring 2018

18. Q&A Questions received from colleges

19. Question 1 Question: Are the BOGFW rules finalized? Meaning no changes are expected by Fall 2016 or do we expect some additional changes? Answer: The regulations are final and we don’t anticipate any changes.

20. Question 2 Question: Will the Chancellor’s office send out additional information regarding responsibility of implementation? Admissions and Records or Financial Aid? The A&R director is stating that this should be a Financial Aid responsibility. Information I heard is that this is on the A&R side. Answer: We have been saying that we recommend this be done in A&R. We can’t make A&R do it though. For the student it is better to have one appeal process that handles both Enrollment Priority and Fee Waiver.

21. Question 3 Question: Will there be any templates for Appeals that a school can go by or use? Or is it up to the school to make up? Answer: No, we don’t have a template. You might want to ask the list serve for samples.

22. Question 4 Question: How is the definition of “Significant Academic Improvement” defined? Answer: It should be at a minimum 2.0 GPA and more than 50% unit completion for a term, but you can make it higher than that. If a student has a cumulative GPA or Progress % that is below the standards but he/she does well in a recent term you could grant him/her an appeal.

23. Question 5 Scenario: Student fails Academic Progress for two consecutive terms, but it’s due to prior grades. Those two consecutive semesters they did above 50% completion and 2.0, but because we check on cumulative grades they fail. Can we automatically approve them under “Significant Academic Improvement” or does the student have to initiate the Appeal themselves? Answer: Yes, this is a good example for the previous question. You can automate this process rather than having the student initiate an appeal.

24. Question 6 Question: The BOGFW rules should mirror the scenario, correct? In our college policy, we have 12 units as minimum to take a look at the student’s academic history. Meaning if a student has attempted less than 12 units but has attended multiple semesters, even though the student may have failed and dropped classes, the student would still be eligible for the BOGFW because the student never attempted 12 units. Is this correct? Answer: Yes, the 12 unit minimum applies. You only calculate probation after a student attempts 12 units.

25. Question 7 Question: Consecutive terms. So if we have a student who attends every other primary term the student would not be subject to dismissal because they do not have a FALL/SPRING combo? If a student attends only Spring not Fall, did poorly over a couple of years. They have less than 50% unit completion and/or cumulative GPA below 2.0. The fact that the terms are not consecutive they would not be subject to loss of BOGFW? The reason I ask is that we have students coming back to school all the time. I saw one student, who completed some semesters but left 10 years ago and came back, and completed another semester. Do I look at the latest term to see if it was consecutive or do we go back years ago until we find that FALL/SPRING combo? Answer: Consecutive semesters in this case means any two semesters the student takes; if the student attends fall, doesn’t attend spring, then attends the next fall, the two fall semesters are his/her consecutive primary terms. The student has to “sit out” for at least two semesters to regain eligibility. If the student sits out two semesters he/she still comes back with his/her poor GPA or Progress %, he/she may land again on probation at the end of the first term back.

26. Question 8 Question: There are Six Circumstances for which a student can appeal the loss of the BOGFW. If the committee denies the appeal can we add a 7 th option? For example if an appeal was denied the student would have to take a 4 hour workshop on Academic Progress and then have their BOGFW reinstated. Or even just add an additional option for the appeal process. So if the student did this workshop we could approve it? Answer: You can set your own appeal processes, which can include requiring a workshop as part of the appeal, but not as a separate option on its own. Good idea.

27. Question 9 Question: If the student sits out one year after one failed term, is the student OK to receive BOGFW? Answer: Yes. The student only had one failed term, he/she didn’t have to sit out a year to regain eligibility for the BOGFW.

28. Question 10 Question: If the student registers for Fall 2016 during April, determination of BOGFW loss is done in June and student applies for financial aid in August, does the student loose the BOGFW for Fall? Answer: No. Why? Because the student REGISTERED for Fall in April BEFORE the system determination of BOGFW loss. The timing to apply for financial aid does not bare an impact, registration does.

29. Other CO and the Foundation are collaborating on communication strategies and collateral materials BOGFW tri-fold publication already available (English and Spanish) FADs should develop process and system changes, and communication/notification strategies Part of your College District’s written guidelines for the appeal process FA staff should be fully informed about student support services available Develop process for referring students

30. Ruby Nieto CCCCO Questions? Comments? Thoughts? rnieto@cccco.edu 916.322.4300