EARLY ACHIEVERS GRANTSTATE FUNDING
Program Guidelines
2016-2017
Washington State Board for Community and Technical Colleges
1300 Quince Street SE/ PO Box 42495
Olympia, WA 98504-2495
360-704-4359
Revised 2-26-2016
EARLY CHILDHOOD EDUCATION STAFF
WASHINGTON STATE BOARD FOR COMMUNITY AND
TECHNICAL COLLEGES
Kathy Goebel
Policy Associate, Workforce Education
Phone 360-704-4359
Email kgoebel@sbctc.edu
Mason Norman
Workforce Services Coordinator
Phone 360-704-4337
Email mnorman@sbctc.edu
i
2016-2017 EARLY ACHIEVERS GRANT PROGRAM
GUIDELINES
TABLE OF CONTENTS
CHAPTER 1 BACKGROUND AND OVERVIEW ................................................................................................. 1
CHAPTER 2 COLLEGE ALLOCATIONS, FUNDING, AND PROGRAM REQUIREMENTS.........4
PROGRAM REQUIREMENTS ............................................................................................................................................ 5
CHAPTER 3 STUDENT ELIGIBILITY DETERMINATION ............................................................................. 8
STUDENT ELIGIBILITY REQUIREMENTS...................................................................................................................... 8
FINANCIAL AID AND CODING..................................................................................................................................... 9
CHAPTER 4 REFUNDS ................................................................................................................................................... 10
REFUNDS .............................................................................................................................................................................. 10
CHAPTER 5 PROGRAM REPORTING .................................................................................................................... 11
REPORTS ............................................................................................................................................................................... 11
STUDENT PROGRAM COMPLETIONS....................................................................................................................... 11
CHAPTER 6 FREQUENTLY ASKED QUESTIONS .......................................................................................... 12
ii
CHAPTER 1
BACKGROUND AND OVERVIEW
In 2011, the Department of Early Learning (DEL) was awarded federal Race-to-the-Top Early
Learning Challenge grant funds to achieve several goals DEL has been developing with the
assistance of stakeholder groups over the past few years to support the overarching goal of
ensuring the success of Washington’s youngest learners. Goals include:
1. Adoption of the Early Learning Plan in 2010 containing goals, strategies and measures
for an early learning system. This is the framework for all Department of Early Learning
initiatives leading to improved outcomes for children.
2. Refinement of Washington’s Early Learning and Development Benchmarks serving as a
source document informing parents and caregivers about expectations for children’s
development and learning.
3. Expansion of the Washington Kindergarten Inventory of Developing Skills (WaKIDS)
assessment created to measure the impact of early learning interventions and inform
kindergarten instruction.
4. Development of a high-quality, tiered Quality Rating and Improvement System (Early
Achievers) focusing on improving outcomes for children and providing tiered incentives
and high-quality professional development for child care and early learning providers.
Working with the Professional Development Consortium, DEL created a strategic plan for the
professional development system, including defining core competencies for the early care and
education workforce. Recommendations from the work completed by the consortium led to a
statewide implementation plan with four priorities:
•
Adoption of the Washington State Core Competencies for Early Care and Education
Professionals (Core Competencies).
•
Statewide expansion of the Tiered Quality Rating and Improvement System – now called
the Early Achievers program.
•
Development of an integrated professional development registry (MERIT).
•
Implementation of a comprehensive quality assurance process for approving state
trainers.
In the spring of 2011, the Early Childhood Teacher Preparation Council developed a proposal
to increase the number of employed child care providers earning formal early childhood
education certificates and degrees offered through community and technical colleges by creating
and implementing a new financial aid award. Race-to-the-Top funding was identified to support
this financial aid program. The Early Achievers Opportunity Grant (EAG) funds directly
2016-17 Early Achievers Grant GuidelinesPage 1 of 18
Revised 2-26-2016
supported the second priority of the statewide implementation plan – Statewide expansion of
the Tiered Quality Rating and Improvement System and helped increase the number of
professionals earning Early Childhood Education certificates and Associate degrees.
The federal Race-to-the-Top funds expired on December 31, 2015. During the 2014 session of
the Washington State Legislature, state funding was approved to backfill federal funding that
was ending. Beginning January 1st, 2016 the Early Achievers Opportunity Grant program
changed its name to the Early Achievers Grant.
The original proposal also included creating uniform education programs with common course
outcomes, titles and numbering that participating colleges were invited to incorporate into their
Early Childhood Education programs. The Certificate Work Group, comprised of Early
Childhood Education directors and faculty from several community and technical colleges,
created three articulated certificate pathways.
1) State Initial Early Childhood Education Certificate (12 credits).
2) State Short Early Childhood Education Certificates of Specialization (8 additional credits
per certificate).
• General Early Childhood Education
• Infant-Toddler Care,
• School-Age Care,
• Family Child Care
• Administration
3) State Early Childhood Education Certificate (27-32 additional credits)
The work group completed the certificate alignment and common course project in spring,
2012. The Articulation and Transfer Council approved the common courses created by the
work group at their meeting on April 19, 2012. The Instruction Commission approved the
courses at their spring meeting on May 17-18, 2012. Over ninety percent of Washington’s
community and technical colleges have incorporated the state certificates into their Early
Childhood Education programs.
For the grant period from January 1, to June 30, 2016, twenty-two colleges participated in the
Early Achievers Grant program.
College
Bates Technical College
Bellevue College
Big Bend Community College
Centralia College
Clark College
Edmonds Community College
Everett Community College
Grays Harbor College
Green River College
Quarter Program
Started
Winter, 2013
Fall, 2013
Winter, 2016
Fall, 2013
Winter, 2013
Fall, 2013
Fall, 2013
Winter, 2016
Fall 2012
2016-17 Early Achievers Grant GuidelinesPage 2 of 18
Number of
FTES
17 FTES
9 FTES
3 FTES
3 FTES
3 FTES
18 FTES
6 FTES
5 FTES
16 FTES
Revised 2-26-2016
Highline College
Lake Washington Institute of Technology
Lower Columbia College
North Seattle College
Olympic College
Peninsula College
Pierce Colleges (Puyallup & Fort
Steilacoom)
Renton Technical College
College
Skagit Valley College
South Puget Sound Community College
Spokane Falls Community College
Walla Walla Community College
Wenatchee Valley College
Whatcom Community College
Yakima Valley Community College
System
Winter, 2013
Fall, 2013
Winter, 2013
Winter, 2014
Fall, 2012
Fall, 2013
Fall, 2012
4 FTES
5.5 FTES
7 FTES
7 FTES
15 FTES
2 FTES
30 FTES
Fall, 2014
Quarter Program
Started
Fall, 2014
Fall, 2013
Fall, 2013
Fall, 2013
Fall, 2013
Fall, 2013
Fall, 2013
5 FTES
Number of
FTES
4 FTES
15 FTES
10 FTES
13.6 FTES
10 FTES
13 FTES
11 FTES
232.1 FTES
2016-17 Early Achievers Grant GuidelinesPage 3 of 18
Revised 2-26-2016
CHAPTER 2
COLLEGE ALLOCATIONS, FUNDING, AND PROGRAM
REQUIREMENTS
The 2016-17 allocation recommendation assumes the following distribution of funds:
1. Early Achievers Grant (EAG) funds will be distributed to community and technical colleges
that apply and are selected to participate in the financial aid program during the 2016-17
academic year.
2. One FTES is equivalent to 45 credits. For example, a student who enrolls for 18 credits fall
quarter, 13 credits winter quarter and 15 credits spring quarter results in 1.0 FTES. (18
+13+15= 45). The enrollment of several part-time students may be added together to
determine FTES. For example, nine students who enroll in a five credit course would total
45 credits or 1.0 FTES.
3. The EAG funding will be granted to the colleges in whole FTES increments (5, 7, 12, etc.)
not partial FTES increments (3.4, 7.2, 15.7, etc.).
4. Tuition and fees
The Early Achievers Grant covers tuition and mandatory fees for eligible students up to 52
credits for an Early Childhood Education State Certificate. If the student earns a one-year
State Certificate in Early Childhood Education, she or he is then eligible for further Early
Achievers Grant funding to support enrollment in an Early Childhood Education Associate
degree program up to 45 additional credits. The individual college shall determine the cost
of full-time attendance and mandatory fees based on the rate of the institution’s tuition and
mandatory fees.
Example: 45 credits of tuition for 2016-17 is approximately $4,000. The college could also
assess additional mandatory fees, such as lab or technology fees equaling $300. The Early
Achievers Grant funding will cover up to $4,800 for 45 credits or 1 FTES.
5. Textbooks and instructional materials
Each college will receive $1,000 for each FTES funded through the Early Achievers Grant
program to reimburse students for the purchase of required textbooks and other
instructional materials. If needed, these dollars may be moved to the tuition/fees budget
categories. Grant funds may not be used to purchase computers, laptops, scientific
calculators, etc. for students. Grant funds may not be used to purchase paper, notebooks,
pens or other types of supplies.
6. Wrap-around student services
Each college will receive $1,000 for each FTES funded through the Early Achievers Grant
program. The college may use this funding for wrap-around individualized support services
including, but not limited to; student success classes, tutoring, counseling, retention
strategies, and emergency conditions that if resolved will help maintain the student in
2016-17 Early Achievers Grant GuidelinesPage 4 of 18
Revised 2-26-2016
college. If needed, these dollars may be moved to the tuition/fees and books/instructional
materials budget categories.
7. Staff Point-of-Contact
The college will receive $1,500 for every FTES to support an Early Childhood Education
Point-of-Contact. The Point-of-Contact will recruit, advise and support Early Achievers
Grant recipients. The college may utilize this funding for the salary, benefits, goods &
services, and travel for one or more staff performing Point-of-Contact duties (i.e. Early
Achievers Grant Coordinator).
8. Colleges must spend at least $5,800 from this grant per FTES on EAG participants’ tuition,
and required books, fees and instructional materials.
9. The college must apply for the full amount of funds per the following table. For example, if
requesting 10 FTES, the college must apply for exactly $83,000. Please see Fiscal
Guidelines for information on how funds may be budgeted and how funds may be moved
between budget categories.
EAG Funding
1 FTES
2 FTES
3 FTES
4 FTES
5 FTES
6 FTES
10 FTES
15 FTES
Tuition & Fees
$4,800
$9,600
$14,40
0
$19,200
$24,000
$28,800
$48,000
$72,000
$1,000
$2,000
$3,000
$4,000
$5,000
$6,000
$10,000
$15,000
$1,000
$2,000
$3,000
$4,000
$5,000
$6,000
$10,000
$15,000
College Pointof-Contact
$1,500
$3,000
$4,500
$6,000
$7,500
$9,000
$15,000
$22,500
Total
$8,300
$16,60
0
$24,90
0
$33,200
$41,500
$49,800
$83,000
$124,50
0
Required
Books and
Instructional
Materials
Student
Support &
Wrap-Around
Services
10. The Early Achievers Grant - State funds must be expended no later than June 30, 2017.
PROGRAM REQUIREMENTS
•
Early Childhood Education Point-of-Contact
The college will establish an Early Childhood Education Point-of-Contact to advise and
support Early Achievers Grant recipients. College staff identified as the point-of-contact
will:
2016-17 Early Achievers Grant GuidelinesPage 5 of 18
Revised 2-26-2016
o Recruit potential students from family home providers, child care centers, and
Head Start/ECEAP programs.
o Provide accurate information to students about the Department of Early
Learning’s initiatives such as the Early Achievers program-Washington’s quality
rating and improvement system, the Education Matrix, and the Managed
Education and Registry Information Tool (MERIT).
o Provide accurate information about the college’s grant application process,
admission requirements and processes, required financial aid forms, student
placement assessments, registration procedures and services provided to
potential Early Achievers Grant recipients.
o Help students plan their college program and course schedule customized to the
needs of each student.
o Provide information about financial aid, assist students with the required forms,
and coordinate the development of financial aid packages for each student
according to his/her needs.
o Coordinate prior learning assessments and the awarding of credit as requested
by the student.
o Coordinate wrap-around support services such as tutoring, mentoring, study
groups, eLearning workshops, or emergency assistance as needed.
o Track student progress and deploy retention activities as needed.
o Track student completions using transcript reports and assist students as they
submit certificate and degree applications.
o Assist students with any other issues that may arise related to the Early
Achievers Grant program.
o By each due date, complete and submit reports to Mason Norman, Workforce
Services Coordinator, mnorman@sbctc.edu.
•
Funding for an Early Childhood Education State Certificate
The contract with the Department of Early learning sets forth the requirements for Early
Achievers Grant (EAG) funding. A student may receive EAG funding for 52 credits of
eligibility, but for no more than four years from initial receipt of grant funds.
•
Additional funding for an Associate’s Degree
Students who successfully complete a one-year Early Childhood Education State
Certificate are eligible to receive EAG funding for an additional 45 credits for coursework
2016-17 Early Achievers Grant GuidelinesPage 6 of 18
Revised 2-26-2016
required for an Associate’s degree in Early Childhood Education, but for no more than
four years from the receipt of grant funds for the second 45 credits.
•
Military service deployment
Students called up to active military duty are exempt from the continuous four year
enrollment requirement. Colleges should extend the timeframe to exclude the time away
for the military service. However, total enrollment should not exceed four years of
college attendance. This may include required related general education courses in a
program. (See FAQs at the end of this document for more information)
•
Academic requirements
The student must maintain a minimum cumulative 2.0 grade point average and meet the
Early Childhood Education program and colleges’ satisfactory academic progress policies.
If a student's cumulative grade point average falls below 2.0, the student may petition the
college. The college has the authority to establish a probationary period until such time
as the student's grade point average reaches required standards.
•
Eligible Early Childhood Education programs
An EAG eligible education program includes the standardized statewide Early Childhood
Education stackable certificates and degree programs that have been approved by the
State Board for Community and Technical Colleges (see Program Approval Policy and
Forms).
•
Grant recipient priorities
In the event a college has more eligible Early Achievers Grant recipients than available
funds, first priority will be given to eligible students employed in family home care.
Second priority will be given to eligible students employed at Early Achievers child care
facilities and Head Start/ECEAP programs that have been rated. Third priority will be
given to students employed in participating facilities and programs that have not yet been
rated. No more than one-half of the grant recipients from a single college may be
employed in Head Start/ECEAP Programs. Participating colleges will be provided
information about providers who have been rated by the Early Achievers program.
Colleges are encouraged to explore and utilize other financial aid options for eligible
students.
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Revised 2-26-2016
CHAPTER 3
STUDENT ELIGIBILITY DETERMINATION
STUDENT ELIGIBILITY REQUIREMENTS
Eligible Early Achievers Grant (EAG) students must:
• Make a formal application to the program
• Be a Washington State resident student as defined in RCW 28B.15.012.
• Be employed at a child care facility, family home care or Head Start/ECEAP program
that is actively participating in the Department of Early Learning’s Early Achievers
(QRIS) program. The student must work a minimum of 10 hours a week or 40 hours
per month at an eligible child care facility. The student must also have worked at the
facility for a minimum of three (3) months. The Department of Early Learning will
provide the colleges with access to information regarding eligible child care facilities.
The student must provide work history documentation to the college.
• Enroll in an Early Achievers Grant-eligible education program.
• There are no income level eligibility requirements.
To be eligible for Early Achievers Grant (EAG) consideration, the student must NOT:
• Be in unsatisfactory academic progress.
• Owe a repayment to the EAG program.
• Receive funds beyond 52 credits, unless the student has completed a one-year
credential in Early Childhood Education and is continuing her or his enrollment to
pursue an Associate’s degree in Early Childhood Education. Then the student is eligible
for grant funding for an additional 45 credits.
• Have exceeded $1,000 for books and instructional materials.
• Have exceeded the total tuition and fees cost.
Students must complete a formal application for the Early Achievers Grant program. Each
college has the authority to create their Early Achievers Grant application. The application must
include a personal interview, an essay, or written responses to questions and verification of
work history. Colleges should include a release in the application so the student may be
contacted in the future for an exit interview, media contact, Early Achievers Grant satisfaction
survey and/or data tracking purposes.
FINANCIAL AID ELIGIBILITY
Students who meet all eligibility requirements are not required to file a Free Application for
Federal Student Aid (FAFSA) application. However, some students may benefit from additional
student financial aid or aid beyond the Early Achievers Grant program. The intent is for a
student to leverage all eligible funds to decrease his or her loan indebtedness. An eligible
student may receive an Early Achievers Grant, Worker Retraining, Work First, Opportunity
2016-17 Early Achievers Grant GuidelinesPage 8 of 18
Revised 2-26-2016
Grant, Pell Grant, State Need Grant, Work Study, and other forms of state and federal financial
aid.
FINANCIAL AID AND CODING
An eligible student may receive Early Achievers Grant for tuition and mandatory fees up to 52
credits. If the student has completed a one-year certificate in Early Childhood Education, and
meets eligibility requirements, she or he may receive Early Achievers Grant funding for an
additional 45 credits when enrolled in an Associate degree program in Early Childhood
Education. Early Achievers Grant students may receive up to $1,000 for books and other
instructional materials. It is acceptable for a full-time student to receive an award of $333 a
quarter for books and other instructional materials or $250 a quarter if she or he is attending
four quarters (summer). This disbursement may be made directly to the student upon receipt
of documentation the payment made was for eligible costs. If the student attends less than fulltime then the award should be prorated.
Students receiving Early Achievers Grant funds must receive an accepted award status code,
(code 2) in the Financial Aid System (FAM). The financial aid award codes are the financial aid
program codes (FAPC) below without the zero in front.
Early Achievers Grant Financial Aid Program Codes in Legacy System
Award Code FAPC
Description
EAG-Tuition
EA
0EA
(Tuition and Fees)
EAG-Books
EB
0EB
(Books, supplies, etc…)
EAG-Childcare
EC
0EC
(Emergency child care)
EAG-Trans
ED
0ED
Emergency transportation
EAG-Other
E0
0E0
(Tutoring, exams/licensing fees, career services, etc...)
Early Achievers Grant Financial Aid Program Codes in CtcLink System
FA Item Type
Description
Short Description
912000000700
Early Achievers Grant-Tuition
EAGTUITION
912000000710
Early Achievers Grant-Books
EAGBOOKS
912000000720
Early Achievers Grant-Chldcare EAGCHLDCAR
912000000730
Early Achievers Grant-Transp
EAGTRANSP
912000000740
Early Achievers Grant-Other
EAGOTHER
2016-17 Early Achievers Grant GuidelinesPage 9 of 18
Revised 2-26-2016
CHAPTER 4
REFUNDS
REFUNDS
Any student receiving Early Achievers Grant funding who officially or unofficially withdraws will
have funds returned to the Early Achievers Grant institutional account based on the college
refund policy. All Early Achievers Grant funds collected from student refunds may be reawarded to other Early Achievers Grant eligible students if refunds are received in the same
fiscal year as disbursed. Please follow your college’s standard refund policy.
Should the student re-enroll at a later date, those funds surrendered will apply and count
toward the academic year Early Achievers Grant tuition/fees funding maximum.
There typically are no refunds for books/instructional materials that have been purchased.
2016-17 Early Achievers Grant GuidelinesPage 10 of 18
Revised 2-26-2016
CHAPTER 5
PROGRAM REPORTING
REPORTS
The State Board for Community and Technical Colleges (SBCTC) automatically receives a
quarterly report from the data warehouse on students receiving Early Achievers Grants. This
report provides only a small “snap-shot” of the grant data. For students to be included in the
Early Achievers Grant reports, a student must:
1. Have an AWD-CODE matching the FAPC codes in the Financial Aid System (FAM)
2. Have an AWD-STATUS = 2 and an AWD-AMOUNT greater than 0
3. Be enrolled in a college class (in SMIS) during the quarter being reported
4. This data must be entered into the Financial Aid system prior to the quarterly run of
MIS finals.
To collect more narrative data or data not available through the FMS and SMS databases, a
quarterly report will be due on the following schedule. A report template is attached to this
grant application.
• September 30, 2016
• December 30, 2016
• March 31, 2017
• June 30, 2017
The data collected will assist with Department of Early Learning state funding reporting
requirements regarding student participation.
STUDENT PROGRAM COMPLETIONS
As student retention is measured by continued enrollment and/or program completion, it is
essential that all students completing one or more programs be coded with the appropriate exit
code. The most common exit codes for Early Achievers Grant students are as follows:
1 Associate Degree
2 Long Certificate + 90 credits
3 Long Certificate 45-89 credits
4 Short Certificate 20 to 44 credits
9 Short Certificate 1 to 19 credits
The full listing of exit codes can be found under “Completions” on the Guidelines for Reporting
Degrees and Certificates web page or check with your college registrar.
2016-17 Early Achievers Grant GuidelinesPage 11 of 18
Revised 2-26-2016
CHAPTER 6
FREQUENTLY ASKED QUESTIONS
1. What is “Early Achievers”?
Early Achievers is the Department of Early Learning’s (DEL) quality rating and improvement
system (QRIS). It is intended to assist licensed child care providers and other early learning
providers and educators offer high-quality care and provide children with the best possible
start in life. Early Achievers offers child care providers and their employees’ access to
coaching, professional development opportunities and other resources that support highquality child care at no cost to providers or families. The Early Achievers Grant program
offers eligible child care providers and their employees’ financial assistance to enroll in Early
Childhood Education programs offered at community and technical colleges across the
state.
2. Are the 2016-17 Early Achievers Grants competitive?
Yes, the grants are competitive for 2016-17. Applications will be read and scored, and
awards will be made when approved by the SBCTC. The SBCTC hopes to fund as many
community and technical college Early Childhood Education programs as possible within
available funding.
3. Does the student need to be 18 years old to receive the grant?
The student does not need to be 18, but must be matriculated into the college as an adult.
Dual credit students or high school students are not eligible to receive the grant.
4. How can I award the student the $1,000 for required books and instructional
materials?
The Washington Financial Aid Association has determined the average cost of books is
$1,000 a year. Full-time Early Achievers Grant students may receive up to $1,000 an
academic year for required books and instructional materials. It is acceptable for a full-time
student to receive an award of $333 a quarter for required books and instructional
materials or $250 a quarter if they are attending four quarters (summer). If a student
attends less than full-time, then the award must be prorated.
Programs with higher initial quarter books or instructional material costs may adjust the award
accordingly.
This disbursement may be made directly to the student upon receipt of documentation the
payment made was for eligible costs. Colleges must retain receipts or bookstore vouchers
for all purchases of required books and instructional materials.
5. May the college cut a check directly to the student for books and instructional
materials?
As this grant is funded by state funds, we must all be very vigilant about following state
rules, processes, etc. The best thing to do, of course, is for students to purchase books at
the bookstore using vouchers or through some kind of process where your bookstore
sends charges to your department to be paid from the grant. This makes it much easier for
your college to have all required documentation in place, which is needed for audit
2016-17 Early Achievers Grant GuidelinesPage 12 of 18
Revised 2-26-2016
purposes. In rare instances where that isn’t an option, the students must purchase their
books, turn in a receipt, and get reimbursed from the grant.
6. May the program purchase notebooks, binders or folders using student services
funding for orientation materials that are given to students when they enroll in
the program?
State funds may be used for this purpose.
7. If a student meets all eligibility criteria, but works at more than one child care
facility – only one of which is participating in the Early Achievers program – is the
student eligible to receive Early Achievers Grant funding?
If the student works a minimum of 10 hours a week or 40 hours a month at the child care
facility participating in the Early Achievers program or a combination of facilities that are
participating in the Early Achievers program, the student is eligible to receive grant funding.
8. If a student is receiving Washington Scholars funding from Child Care Aware,
may the student also receive Early Achievers Grant funding to pay for any
eligible expenditures that are not covered by the Washington Scholars aid?
We are not allowed to use both funding sources for one student. If the student is
participating in the Washington Scholars program, the student may not also receive Early
Achievers Grant funding for any expenditure. The student must choose which program
best meets his or her needs.
9. What if a student is receiving other types of financial aid such as a Student Need
Grant, Pell Grant, or other type of aid (not Washington Scholars funding – see
question 8)? May the student also receive Early Achievers Grant funding to pay
for any eligible expenditures that are not covered by other aid?
If the student is receiving financial aid other than the Washington Scholars program, the
student may receive funding for expenditures not covered by other forms of financial aid up
to the amount of funding for which the student is qualified to receive. For example, if the
student qualifies for $6,000 of aid and the Pell Grant covers only $5,000, then up to $1,000
of Early Achievers Grant funding can be used. The student must be coded correctly so that
he or she is counted as an Early Achievers Grant recipient and the student must receive the
services of the Early Achievers Grant Point-of-Contact and other support staff described in
the college’s Early Achievers Grant application.
10. If a student is receiving other types of financial aid in addition to Early Achievers
Grant funding, how should I record enrolled credits on the monthly report?
Record all the credits the student is carrying on the report regardless of how the credits
are funded. You do not have to sort the number of credits by the funding source. This is
the way credits are reported for the Opportunity Grant program. The SBCTC understands
that credits may be over-reported in the system because many students receive financial aid
from multiple sources.
11. If a student has completed a 45 credit (or the equivalent of a one-year)
certificate in Early Childhood Education, but it is not the standardized statewide
certificate, may the student receive funding from the Early Achievers Grant to
pursue an Associate degree in Early Childhood Education?
2016-17 Early Achievers Grant GuidelinesPage 13 of 18
Revised 2-26-2016
If a student has already completed a 45 credit certificate in Early Childhood Education,
meets eligibility requirements for employment and is pursuing an Associate’s degree in Early
Childhood Education, he or she may receive Early Achievers Grant funding up to 45 credits.
This applies even if the student has not completed any of the stackable certificates prior to
continuing his or her degree program in Early Childhood Education.
12. If a student is employed by a child care facility participating in the Early
Achievers QRIS program and receives Early Achievers Grant funds to support
his/her enrollment in an Early Childhood Education program, but then becomes
unemployed (laid-off, quits, gets fired), may that student continue to be eligible
for Early Achievers Grant funds?
The intention of the grant is to support child care providers employed at facilities that are
participating in the Early Achievers QRIS program. The employment status of Early Achievers
Grant recipients must be verified annually – at a minimum. If a grant recipient is no longer
employed at an eligible facility, the student may no longer receive Early Achievers Grant
funding. The student may be eligible for other financial aid programs administered through
the college.
13. May a student “stop out” for a quarter or two and still retain an Early Achievers
Grant? (Military/Family/Medical leave)
Yes, students who require medical, maternity or family leave may discontinue their
enrollment for one or more quarters. This is a situation similar to students called up to
active military duty that is described on page 6 under Program Requirements. Students
under these circumstances are exempt from the continuous four year enrollment
requirement, but must meet eligibility requirements when they return. Colleges should
extend the grant timeframe to exclude the time away due to leave. For example if a student
completes four straight academic quarters and then must miss the next two quarters due to
maternity leave, she may then return to school with three years remaining on her grant
eligibility. In other words, she has not “lost” two quarters while she was away.
14. When does a student’s clock start ticking for using the 52 credits of Early
Achievers Grant eligibility?
A student may receive Early Achievers Grant funding for a maximum of 52 credits of
eligibility, but for no more than four years from initial receipt of grant funds. Once a student
has been identified as an Early Achievers Grant student either by receiving grant funds for
tuition, books, instructional materials, or by receiving wrap-around services, the student’s
four years of eligibility begins to diminish. A student will begin to use his or her 52 credits of
eligibility when grant funds have paid for tuition and fees for the student’s first course.
For example, a student whose tuition is being paid by another source may be eligible to
receive Early Achievers Grant funding for books. The student’s 52 credits of eligibility have
not been used, but the student has begun to use his or her four years of eligibility. The
student’s eligible credits will begin to diminish when the Grant has been used to pay for the
tuition and fees (up to 52 credits). Keep in mind that a student may not receive more than
$1,000 for required books and instructional materials.
Another example is a student who is enrolled in four courses required for an Early
Childhood Education credential (5 credits each) per quarter for three quarters (60 credits
total). The college may make the decision to use Early Achievers Grant funds to pay for two
2016-17 Early Achievers Grant GuidelinesPage 14 of 18
Revised 2-26-2016
quarters at 20 credits each (40 credits total) and then 12 credits of the third quarter (52
credits of eligibility used total), or the college may fund 18 credits per quarter for two
quarters and 16 credits the third quarter (for a total of 52) with the student’s additional
credits per quarter being paid by the student or other financial aid/outside source funds.
15. Is there a grant funding waiver regarding student eligibility?
Some colleges are receiving requests from students who already have an Associate’s or
Bachelor’s degree, but must complete a credential in Infant/Toddler, School Age or some
other area to retain their employment. The Department of Early Learning has agreed that
grant funds may be used for this type of training on a case-by-case basis. College staff must
submit a request using the waiver form attached to the grant application.
16. Is there a grant funding waiver regarding the number of credits for which a
student may be funded?
Many students need developmental ed. classes to prepare for college-level courses,
especially math and English. The Department of Early Learning has agreed to extend the
number of credits the grant supports on a case-by-case basis. If a student needs a
developmental course, grant funding may be used to pay for the course. Each course
cannot be repeated more than once. In other words, the grant recipient has two chances
to complete a developmental class. If a student is making good progress toward completing
the one-year certificate, but has used all 52 credits of funding, please submit a request
using the waiver form attached to the grant application.
17. Is there a waiver that allows students to start work on their Associates degree
before completing the State Early Childhood Education 1-year Certificate?
Often students have made good progress towards completing their 1-year State ECE
Certificate, but the final required classes are not available during the following quarter.
College staff may submit a request for permission to allow students to receive grant funding
for courses required for an ECE Associate’s degree even though they have not yet
completed the 1-year certificate. College staff must submit a request using the waiver form
attached to the grant application.
18. I have a student with five credits of Early Achievers Grant eligibility remaining
but the student has not used $1,000 books and supplies. May we reimburse the
student for required books and supplies up to $1,000 if he/she is actually taking a
full-time load?
Yes, if the student’s credit load is full-time, then you may pay full-time books and
instructional materials. Once the student has used up his or her 52 credits of eligibility, then
the student is no longer eligible for textbooks and instructional materials even if four years
has not passed.
19. What if a student has very expensive textbooks and instructional materials the
first quarter but only attends part-time each quarter? Is there flexibility in
prorating the award?
The books and supplies should be prorated if the student attends less than full time, but
book expenditures may be prorated for the year rather than the quarter (this is different
from typical financial aid).
2016-17 Early Achievers Grant GuidelinesPage 15 of 18
Revised 2-26-2016
Example: If you have an Early Achievers Grant student taking seven credits, he or she is
considered a ½ time student. Half-time or 50 percent of the student’s $1,000 books and
instructional materials would be $500 for the year. If the student has higher costs in the
first quarter then you may reimburse up to the $500 the first quarter, but not exceed the
$500 for the total academic year unless the student enrolls in enough courses to be
considered ¾ or full-time in future quarters. Using the example above, if the student enrolls
in courses equal to ¾ - time the second quarter, she or he is eligible for $250 in additional
funding for textbooks and instructional materials ($750 total).
Of course a school may choose to go the traditional route of prorating each quarter – the
example above is just an option.
20. May Early Achievers Grant funds pay for a repeated class?
Yes, you may use Early Achievers Grant (EAG) funds for a repeated a class (even if EAG
paid for it previously), but the repeated class diminishes the students 52 credits of eligibility.
Of course, the student must abide by the college’s Satisfactory Academic Progress policy.
21. What type of Satisfactory Academic Progress (SAP) Policy must my college
implement?
The Early Achievers Grant (EAG) guidelines indicate that a student must maintain a
cumulative 2.0 grade point average. If a student's cumulative grade point average falls below
2.0, the student may petition the college. The college has the authority to establish a
probationary period until such time as the student's grade point average reaches required
standards.
Other than the guidelines above, your college may decide to establish a policy or apply an
existing policy to the Early Achievers Grant. Your college may decide to use the same
policy as traditional financial aid, or your college may allow Early Achievers Grant recipients
to receive funding even if they are on suspension from traditional financial aid. Your Early
Achievers Grant team should decide the process. Make sure you define your policy and
consistently apply it.
22. Will Early Achievers Grant pay for pre-requisites?
The Early Achievers Grant allows a “required related” course to be included in the EAG
funding. If a student is required to take a developmental/remedial class or a pre-requisite in
order to start her or his program, then these types of classes may be included in the
funding. However, the student may only receive 52 credits of funding, including required
related courses, so make sure the student understands this policy and has other funding
sources to finish his or her program.
The risk with funding the pre-requisites is that the student may run out of funding and then
leave the program affecting your college’s retention and completion numbers. Once you
have decided upon your local policy, define it in writing and consistently apply it.
2016-17 Early Achievers Grant GuidelinesPage 16 of 18
Revised 2-26-2016
23. How often may we award emergency funds?
Individual colleges may decide to award emergency funding more than once a year for a
different emergency, or the college may decide to only offer the funding once a year per
student. It is up to the college to make the decision and define its procedures.
An example of awarding emergency funding more than once per year:
A student has a shut off notice for power and brings the documentation to the college.
After reviewing the request, you (or your team) decide the student is eligible and award the
student Early Achievers Grant emergency ‘Other’ (Financial aid program code 0E0) A few
months later the student comes in and her car has broken down and she needs bus fare for
the remainder of the term. After reviewing the student’s request, you may decide to award
the student EAG emergency funds ‘transportation’ (Financial aid program code 0ED) due to
a different emergency situation.
24. How do you calculate a Full Time Equivalent Student (FTES)?
In Washington’s community and technical college system, an FTES is the equivalent of one
student enrolled for 15 community or technical college credits per quarter totaling 45
credits per year.
Examples of 1 Full-time Equivalent:
Student
Marlene
Summer
0
Fall
15
Credits
Winter
15
Student
Yvette
Summer
3
Fall
18
Credits
Winter
12
Spring
12
Total
45
Student
Holly
Connie
Laura
Summer
3
0
0
Fall
7
5
0
Credits
Winter
5
8
2
Spring
5
5
5
Total
20
18
7
45
Credits
Summer
3
8
5
12
0
0
0
Fall
2
12
5
15
3
12
10
Calculating FTES:
Student
Ann
Pat
Jodi
Nancy
Jennifer
Heather
Peggy
2016-17 Early Achievers Grant GuidelinesPage 17 of 18
Spring
15
Total
45
Revised 2-26-2016
Chris
Kim
Jan
Sharene
Glenda
Total
0
0
0
0
0
28
3
7
8
7
15
99
Divide the number of credits by 45 to determine the FTES. (45 credits = 1 FTE)
28 + 99 = 127 / 45 = 2.8 FTES
25. Must potential grant recipients meet poverty guidelines to be eligible for
funding?
For 2016-17 there are no income level eligibility requirements.
26. Are child care providers who work for Head Start, ECEAP or Seasonal Head
Start programs eligible for Early Achievers Grant funding?
Yes, but the Department of Early Learning has set some requirements. Colleges offering
Early Achievers Grants must prioritize a minimum of 50 percent of their awards (Early Ach.
Grants) for licensed family home care and child care centers. No more than 50 percent of
grant funding can be used to support eligible employees at Head Start or ECEAP programs.
Grant recipients must be employed at a facility, including Head Start or ECEAP, that is
participating in the Early Achievers program and students meet eligibility requirements.
27. Will available funding be reallocated later in the year?
Yes. A funding survey will be sent out in January, 2017. Another survey may be sent out
again if there is need.
28. Must the proposed budget exactly match the funding associated with the FTES
and Point-of-Contact?
Yes. Please see the “Total” row on the chart in Chapter 2. Your budget must match the
exact total of # of FTES X $8,300.
29. Is an employee with a work visa eligible for Early Achievers Grant funding?
• Yes, please review RCW 28B.15.012.
A child care provider meeting state residency requirements as outlined in RCW 28B.15.012
is eligible for grant funding if she/he also meets the following criteria:
1. The potential grant recipient is employed at a facility actively participating in the
Department of Early Learning’s Early Achievers (QRIS) program.
2. The employee works a minimum of 10 hours a week or 40 hours a month at an
eligible facility.
3. The employee has worked at an eligible facility for a minimum of three (3)
months.
Keep in mind that students on work visas must pay non-resident tuition. More funding is
needed to support fewer credits. Students paying non-resident tuition will not have enough
Early Achievers Grant funds to complete 47-52 credits for a one-year certificate.
2016-17 Early Achievers Grant GuidelinesPage 18 of 18
Revised 2-26-2016