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ENROLLMENT PRIORITY & BOGFW
2015 CCCSFAAA
Summer Training
Outline• Enrollment Priority
• Flowchart
• BOGFW• Flowchart• Examples• Appeals
• Q&A• Review questions
submitted by colleges
ENROLLMENT PRIORITYFlowchart
Enrollment Priority – Tiers:1 & 2
CalWorksDSPSEOPSFoster YouthVets
New StudentsContinuing 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
Loss of Enrollment Priority
Two Possibilities:- 100 unit cap- Academic & Progress Standards
Notification timing: none specified in the regulations
Enrollment Priority - Appeals
3 possible circumstances:1. Extenuating Circumstances2. Student with disabilities not
receiving timely services3. 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
BOGFWFlowchart
Loss of BOGFW
Two possibilities:- Academic Standards- Progress Standards
Foster Youth exempt:- BOGFW- Enrollment Priority
Regaining Eligibility:1. Meeting Academic
& Progress Standards
2. Successful Appeal3. Sitting out 2-
consecutive terms
BOGFW - Appeals
6 possibilities:1. Extenuating Circumstances2. Student with disabilities not
receiving timely services3. Significant academic
improvement4. Economic situation5. Not receiving essential
support services6. Special considerations 3/6 Possibilities apply to both Enrollment
Priority and BOGFW
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 5NOTIFICATION June 15Registration June 13
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
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
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
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)
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.
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
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
Q&AQuestions received from colleges
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.
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.
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.
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.
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.
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.
Question 7Question:
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.
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 7th 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.
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.
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.
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
