1. Board of Governors Fee Waiver and FTSSG Program Update August 2016

2. Agenda Fee Waiver Update – CEO Certification forms – Implementation Timeline – Notices – Registration activities – Fee Waiver Eligibility Appeals FTSSG Update – Changes and reporting Default Prevention

3. CEO Certification Forms On June 3, Acting Chancellor Erik Skinner sent a compliance confirmation form and letter on the revisions to the of California Code of Regulations, title 5, section 58621. Sent to document CEO acknowledgment of the requirements All but two districts returned the form

4. Checklist on Certification form District has taken the following actions to comply with the requirements in title 5, section 58621, including: Adopting districtwide policies re: loss of BOG Fee Waiver eligibility. 58621. Loss of Eligibility. (a) (1) Districts shall adopt policies providing that a student who is otherwise eligible for a Board of Governors (BOG) Fee Waiver shall become ineligible if the student is placed on academic or progress probation, as defined in section 55031(a) or (b), or any combination thereof for two consecutive primary terms. http://extranet.cccco.edu/Portals/1/SSSP/FA/Approved%20regs%20Jan%202014.pdf

5. Adopting, displaying and disseminating district policies to ensure students are advised on the student support services available to assist them in maintaining and re-establishing BOGFW eligibility. 58621. Loss of Eligibility. (c) Districts shall adopt, prominently display, and disseminate policies ensuring that students are advised about the student support services available to assist them in maintaining and reestablishing BOG Fee Waiver eligibility. Checklist on Certification form http://extranet.cccco.edu/Portals/1/SSSP/FA/Approved%20regs%20Jan%202014.pdf

6. Checklist on Certification form Providing the required notification of academic and/or progress probation; and/or loss of BOGFW eligibility within 30 days of the end of each primary term, including information on the availability of support services to assist in maintaining or re-establishing eligibility. 58621. Loss of Eligibility. (d) Students placed on academic or progress probation pursuant to section 55031(a) or (b) shall be notified of their status no later than thirty days following the end of the term that resulted in the student being placed on academic or progress probation. This notice shall also advise students about the available student support services to assist them in maintaining eligibility.

7. Pursuant to Section 55523(c) colleges shall ensure that students shall have the opportunity to receive appropriate counseling, assessment, advising, or other education planning services on a timely basis to mitigate potential loss of the fee waiver. 55523. Counseling Advising, and Other Education Planning Services. (c) Colleges are required to notify students who are at risk of losing Board of Governors Fee Waiver eligibility due to being placed on academic or progress probation for two consecutive terms. Pursuant to section 58108, colleges are required to notify students who are at risk of losing enrollment priority due to being placed on academic or progress probation or due to exceeding a unit limit. Checklist on Certification form

8. 55523(c) Counseling Advising, and Other Education Planning Services. Colleges shall ensure that, within a reasonable time of receiving such notice, students shall have the opportunity to receive appropriate counseling, advising, or other education planning services in order to provide students with an opportunity to maintain fee waiver eligibility and enrollment priority. Checklist on Certification form

9. Establishing written procedures for appealing the loss of BOG fee waiver eligibility including the specific appeals provided for in regulations. 58621. Loss of Eligibility. (e) Each community college district shall establish written procedures by which a student may appeal the loss of the BOG Fee Waiver due to extenuating circumstances Districts may allow students who have demonstrated significant academic improvement to retain or appeal the loss of the BOG Fee Waiver. Significant academic improvement is defined as achieving no less than the minimum grade point average and progress standard established in section 55031 (a) and (b). A student who successfully appeals the loss of enrollment priority shall also have BOG Fee Waiver eligibility restored. http://extranet.cccco.edu/Portals/1/SSSP/FA/Approved%20regs%20Jan%202014.pdf Checklist on Certification form

10. Districtwide Policies 58621 - Loss of Eligibility mentions “district” six times. The district responsibility is different than how priority enrollment was handled Board approval of procedures may be required

11. California Education Code Section 76300 76300 (g) (1) The fee requirements of this section shall be waived for any student who meets all of the following requirements: – (A) Meets minimum academic and progress standards adopted by the board of governors, which fulfill the requirements outlined in this paragraph and paragraphs (2) to (5), inclusive. Any minimum academic and progress standards adopted pursuant to this section shall be uniform across all community college districts and campuses.

12. 58621 Loss of Eligibility Affects all students, not just those who have a fee waiver Student must be meeting the fee waiver eligibility criteria to receive a fee waiver A student can “lose” a fee waiver before they ever receive it

13. Grace period The first year in the program was a grace period Starting with the second year, these requirements will be included in the district audit manual (CDAM)

15. Implementation: Fall 2016 First notifications to students were sent following the spring 2015 term stating that the student may lose their fee waiver eligibility – 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 15

16. Implementation-Continued FAO processes and system programming changes to conform to regulations – 100 unit cap only applies to Enrollment Priority – Must check eligibility status after each primary term Can affect eligibility status for non-primary terms (i.e. fall and spring probation could affect summer fee waiver eligibility) 16

17. Notices: Timing and Content Students shall be notified of their status no later than 30 days following the end of the term This notice shall clearly state that two consecutive primary terms of probation will lead to loss of the BOG Fee Waiver until the student is no longer on probation 58621(d) This notice shall also advise students about the available student support services to assist them in maintaining eligibility. Pursuant to Section 55523(c) colleges shall ensure that students shall have the opportunity to receive appropriate counseling, assessment, advising, or other education planning services on a timely basis to mitigate potential loss of the fee waiver.

18. Timing of campus notifications Loss of fee waiver eligibility notifications must be sent within 30 days of the end of the term Loss of eligibility begins with the first registration opportunity after notification 18

19. Where to find citations Ed Code - http://leginfo.legislature.ca.gov/ California Code of Regulations Section 58621 Google “CCR” Divisions > Student Services > Financial Aid > BOG Fee Waiver Program DivisionsStudent ServicesFinancial AidBOG Fee Waiver Program

20. Consecutive Terms? Loss of BOGFW? Loss of Fee Waiver Examples

21. 3 Consecutive Terms? Loss of BOGFW? http://extranet.cccco.edu/Divisions/StudentServices/FinancialAid/BOGFeeWaiverProgram.aspx

22. Various Situations

23. Registration Activities The following are identifiable registration activities considered valid activities for the purpose of BOGFW determination: 1.Enrolled 2.Waitlisted 3.Enrolled at multiple district colleges and waitlisted 4.Dropped by college due to lack of pre-requisites 5.Dropped/cancel course by Faculty 6.Combined classes cancelled 7.Student dropping all classes 8.Reenrolling after either of 4 through 7 above NOTE: If there is no registration activity for the next primary term prior to determination of loss of BOGFW eligibility, then the student loses the BOGFW for the next primary term.

24. Note: Fee Waiver Eligibility is determined term by term A student registering for an entire year of courses does not lock down fee waiver eligibility for the entire year, only the first term. Despite registering for the second term very early, the student would have to have met the eligibility criteria

25. Failing the Standards Do students need to fail both Standards before placing them on probation? The students may fail either one of the Standards and be placed in probation status; in some cases students will fail both Standards. Any combination of two consecutive terms of cumulative GPA below 2.0, and/or cumulative unit completion of not more than 50 percent may result in loss of fee waiver eligibility. 5 CCR § 58621 Loss of Eligibility. (a) (1) Districts shall adopt policies providing that a student who is otherwise eligible for a Board of Governors (BOG) Fee Waiver shall become ineligible if the student is placed on academic or progress probation, as defined in section 55031(a) or (b), or any combination thereof for two consecutive primary terms.

26. Special Fee Waiver Categories Chancellor’s Office staff has been responding to questions regarding the loss of fee waiver eligibility for students receiving a special category fee waiver. Please be aware that students receiving special category fee waivers are not subject to loss of their fee waiver for the reasons described in CCR 58621. For example, the College Tuition Fee Waiver for Veteran Dependents administered through the California Department of Veterans (CalVET) would not be subject to the loss of fee waiver eligibility. Descriptions of the special fee waiver categories are found in Chapter 6 of the Board of Governors Fee waiver manual.

27. 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

28. CCR Section 58621(e) (e) Each community college district shall establish written procedures by which a student may appeal the loss of the BOG Fee Waiver due to extenuating circumstances, or where a student with a disability applied for, but did not receive reasonable accommodation in a timely manner. Extenuating circumstances are verified cases of accidents, illnesses or other circumstances that might include documented changes in the student's economic situation or evidence that the student was unable to obtain essential student support services. Extenuating circumstances also include special consideration of the specific factors associated with Veterans, CalWORKs, EOPS, and DSPS student status.

29. BOGFW - Appeals 6 circumstances: 1.Extenuating Circumstances 2.Student with disabilities not receiving timely services 3.Significant academic improvement 4.Changes to economic situation 5.Not receiving essential support services 6.Special considerations 29

30. Fee Waiver Appeals These three appeal reasons apply to both Enrollment Priority and the BOG Fee Waiver 1.Extenuating Circumstances 2.Student with disabilities not receiving timely services 3.Significant academic improvement 30

31. Fee Waiver Appeals These three appeal reasons apply only to the BOG Fee Waiver 4.Changes to the student’s economic situation 5.Not receiving essential support services 6.Special consideration of factors related to: a.CalWorks b.EOPS c.DSPS d.Veteran Services 31

32. Setting up Automatic Appeals There are some appeals that could be set up to be automatic, some suggestions: Examples: 1.Returning students after sitting out 2 primary terms 2.Significant Academic Improvement: Fall 2016 1.95 cumulative GPA Spring 2017 1.79 cumulative GPA – Fall 2017 2.3 Single term GPA Automatic appeal granted for Spring 2018

33. BOG Fee Waiver Manual Update Changes Loss of fee waiver eligibility VACA Act and CA Residency FTSSG

34. FTSSG UPDATE Full-Time Student Success Grant - FTSSG

35. 2016-17 Funding The 2016-17 Budget Act continued FTSSG funding for the year No implementation funding for 2016-17 – $3,000,000 not budgeted ($41,667)

36. FTSSG Program Description The 2016 Budget Act, continued funding for the FTSSG program FTSSG has the following attributes: Only California Community Colleges are participating. FTSSG is a supplement for full-time Cal Grant B and C recipients Cal Grant C payable starting fall 2016-17

37. Intent of FTSSG Funding 2016-17 $41 million provided to leverage the existing Cal Grant B (36%) and C (110%) programs with supplemental grant funding To support student persistence, retention and success To increase grant aid to community college students to reduce the unmet need gap To strengthen the value of the Cal Grant B and C awards for the most disadvantaged of our students 93% of Call C were full-time

38. FTSSG 2016-17 amounts For a Full-time Cal Grant B student: – $1670 + $600 = $2,270 (36% augmentation) For a Full-time Cal Grant C student: – $547 + $600 = $1,147 (110% augmentation)

39. Definitions Full-time = 12 or more units in a term. Cal Grant B or C full-time recipient = A student already paid full-time for that term (FT or OF payment transaction code)

40. Eligibility Must be enrolled full-time and linked to either the initial or final Cal Grant B or C term award payment with a reported payment code on the CSAC Cal Grant roster of either of the following: – “FT” for full-time attendance and full-time term award payment, or – “OF” for full-time attendance but less than a full-time term award payment

41. Disbursements to Students The term payment is to be paid in full – no multiple disbursements. – Semester: $300 per primary term not to exceed $600 annually – Quarter: $200 per primary term not to exceed $600 annually Full-time attendance uses the same date that the school determines enrollment status for Cal Grant B or C. If a freeze date, then use the same date. If another date, use the same date and enrollment level as for Cal Grant B or C payment. When student qualifies to receive their Cal Grant B or C payment at full-time status, they are then eligible for a FTSSG award payment for the term.

42. Disbursements to Students The term payment is to be paid in full – no multiple disbursements. – Semester: $300 per primary term not to exceed $600 annually – Quarter: $200 per primary term not to exceed $600 annually When a student qualifies to receive their Cal Grant B or C payment at full-time status, they are then eligible for a FTSSG award payment for the term. Funds to campuses for disbursements were made available to colleges via the apportionment process.

43. Disbursements to Students - 2 FTSSG payments can be made: – Simultaneously with Cal Grant B or C, or – Subsequently to Cal Grant B or C, but not – prior to Cal Grant B or C If making multiple Cal Grant Disbursements: If less than full-time at time of Cal Grant B or C disbursement but then adds unit to get to FT, pay FTSSG when FT and CG payment is adjusted to full-time. If full-time at time of Cal Grant B or C disbursement but subsequently drops units, pay FTSSG FTSSG must match a FT Payment Code either at initial or subsequent disbursement for the term

44. Disbursements for student with less than $600 in unmet need Example: Student has $500 unmet need Disburse $300 for the fall term then $200 for the spring $300 is disbursed for fall because uneven term payments are allowed and a students attendance status for subsequent term is undetermined. Pay max term award and adjust in final term when remaining need is less than max award Disbursements to Students - 3

45. Over-payments Over-payment resolution not required provided that a change in enrollment status was made after the term payment if: The FTSSG term payment was made for the full term amount ($300 for semesters and $200 for Quarters); and The student also received a Cal Grant B or C term payment for 12 or more units at the time of disbursement of the FTSSG. Changes to enrollment status in prior terms or subsequent to payment will not affect a student’s payment eligibility. Enrollment drops to less than FT after term payment will not require repayments by students or by schools.

46. Over-awards Need based over-awards must be prevented. Award payments may not exceed unmet need Student might have need for CG payment but not FTSSG Colleges may consider adjusting standardized COA budgets to increase eligibility and to prevent over- awards. Awards payments for other aid (loans, work-study, other rationed and reusable grant aid (ie. FSEOG) should be adjusted to prevent over-awarding.

47. Leftover 2015-16 funds FTSSG funds can still be spent for 2015-16 CSAC’s 2015-16 Cal Grant reporting window closes after September 9, 2016 Any unspent 2015-16 funds can be rolled over for use in 2016- 17. What if…?

48. Help – we ran out of FTSSG money Funds within a multi-college district can be shared or moved to meet districtwide FTSSG disbursement requirements. Funds for single college district campuses (2016-17 to 2015-16 with R1 reimbursement FTSSG 2015-16 final disbursement reporting will require each college within the district to report their recipients and payments. Final reconciliation to be done and closed with R1 allocations (December 2016)

49. Marketing and Awareness A bi-fold FTSSG Brochure is available to campuses In addition, social media channels for the ICAN campaign feature messages Video regarding the FTSSG opportunity and requirements. District/college efforts to communicate with this Cal Grant eligible population would positively support the program.

50. FTSSG Payment Reporting Template A New 2015-16 final reconciliation reporting template is being created by CCCCO IT to assure the data can be quickly and accurately aggregated. (The old template/record layouts will not be accepted). We will notify you when 2015-16 final reconciliation reporting via CFAO-All. (Please note that the old 2015-16 format will not be used for 2016-17) The New 2016-17 reconciliation reporting template is being created by CCCCO IT to assure the data can be quickly and accurately aggregated. (The old template/record layouts will not be accepted). We will notify you when 2016-17 data reporting starts via CFAO-All. (Please note that the old 2015-16 format will not be used for 2016-17)

51. Don’t use last year’s template! Don’t use the old 2015-16 template. We will have a new template for reconciliation and 2016-17 reporting Don’t Use!

52. SSARCC FA Preview New fund source code SFAA funds for implementation New contacts fields and report for submitter and reviewer Transcript field for issues/problems/ questions from reviewer, and responses/changes from submitter Auto email approved or rejected?

53. How to sign up for CFAO all Regular program updates and special notices are sent to each college using the Chancellor’s Office “cfao-all” list. Each district MIS person establishes the names of the district/colleges contacts, or “pointers” for this list. The “pointers” for the financial aid list should include all persons interested in financial aid policy and must include the director or manager of financial aid. If there are staff changes, please contact the MIS office at the district level and ask for a change in “pointers” for the “cfao- all.” Campus financial aid staff may also use this listserve to communicate statewide with the “pointers” or financial aid staff. To post a message, send to cfao-all@cccco.edu.

54. Upcoming Training September 2016 MIS and annual reporting - Webinar September 22 & 26 Role of Curriculum in Institutional Financial Aid Eligibility IEPI - In-person training Nov 6 – 8, 2016 CASFAA Conference - Anaheim November 2016 New directors training - Sacramento Nov 29 - Dec 2 2016 FSA Conference - Atlanta March 2017 All directors at CCCSFAAA Conference

55. DEFAULT PREVENTION TOOL Default Prevention Initiative

56. http://extranet.cccco.edu/Divisions/StudentServices/FinancialAid /FinancialAidPrograms/dpfl.aspx

57. Default prevention tool Excel –macro tool: Defaulter Analysis – Need your NSLDS SCHDREOP file to run it – Dashboard is a snapshot of your cohort and includes the following: Defaulters by age, gender, number of loans, amount of loans, DER, default date and enrollment status Shows breakdown of loan status for the cohort Lists your defaulters in a separate tab in case you want to add school-system data Excel tool: 3 most recent CDRs – View by college, region and system-wide http://extranet.cccco.edu/Divisions/StudentServices/Financial Aid/FinancialAidPrograms/dp.aspx

61. ABC COLLEGE

68. Default Prevention Update New TPS vendor on the recommended list: i3 Will send out announcement and vendor profile handout Still providing 60% reimbursement for the annual cost of USAFunds Borrower Connect FY2013 official rates published in September – If need default assistance/consultant contact us

69. Financial Literacy Update Undergoing marketing research for a theme and logo to launch a social media campaign this fall National OSU wellness survey invite – CO will provide letter of support for all interested colleges and will register them all as a group – If you want to participate, send email to rnieto@cccco.edu 2-day financial literacy training planned for November: Jump$tart train-the-trainer – Need participants to go forward with this training – Contact Ruby Nieto

70. Who ya gonna call? Contact us if you have questions or issues Tim Bonnel916-445-0104tbonnel@cccco.edu Ruby Nieto916-322-4300 rnieto@cccco.edu Bryan Dickason916-323-5952 bdickason@cccco.edu