EARLY ACHIEVERS GRANTSTATE FUNDING
Program Guidelines
2015-2016
Guidelines are in effect beginning winter quarter 2016.
Washington State Board for Community and Technical Colleges
1300 Quince Street SE/ PO Box 42495
Olympia, WA 98504-2495
360-704-4359
Revised 9-18-2015
Early Childhood Education Staff
Washington State Board for Community and Technical Colleges
Kathy Goebel
Policy Associate, Workforce Education
Phone 360-704-4359
Fax 360-704-4418
Email kgoebel@sbctc.edu
Mason Norman
Workforce Services Coordinator
Phone 360-704-4337
Fax 360-704-4418
Email mnorman@sbctc.edu
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2015-2016 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.
The Department of Early Learning has set the following targets for professional development for early
child care providers and educators:
2012 – 15% of the total early child care and education professionals have completed an Associate
degree.
2013 – 20% of the total early child care and education professionals have completed an Associate
degree.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 1 of 17
Revised 9-15-2015
2014 – 25% of the total early child care and education professionals have completed an Associate
degree.
2015 – 30% of the total early child care and education professionals have completed an Associate
degree.
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 Grant (EAG) funds directly supported the second goal – 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 expire on December 31, 2015. The Washington State Legislature
approved state funding to backfill federal funding that is ending. Beginning January 1st, 2016 the Early
Achievers Grant program will change its name to the Early Achievers Grant.
The proposal also included creating uniform education programs with common course numbering that
participating colleges would be 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, have 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 numbering 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 eighty percent of Washington’s community and technical colleges
have incorporated the state certificates into their Early Childhood Education programs.
In 2014-15, twenty-three colleges participated in the Early Achievers Grant program.
College
Bates Technical College
Bellevue College
Centralia College
Clark College
Edmonds Community College
Everett Community College
Green River College
Quarter Program Started
Winter, 2013
Fall, 2013
Fall, 2013
Winter, 2013
Fall, 2013
Fall, 2013
Fall, 2013
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 2 of 17
Number of FTES
30 FTES
15 FTES
FTES
20 FTES
20 FTES
5 FTES
30 FTES
Revised 9-15-2015
Highline College
Lake Washington Institute of Technology
Lower Columbia College
North Seattle College
College
Olympic College
Peninsula College
Pierce Colleges (Puyallup & Fort Steilacoom)
Renton Technical College
Seattle Central College
Skagit Valley College
South Puget Sound 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
Quarter Program Started
Fall, 2012
Fall, 2013
Fall, 2012
Fall, 2014
Fall, 2014
Fall, 2014
Fall, 2013
Fall, 2013
Fall, 2013
Fall, 2013
Fall, 2013
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 3 of 17
20 FTES
15 FTES
20 FTES
5 FTES
Number of FTES
20 FTES
5 FTES
30 FTES
5 FTES
5 FTES
5 FTES
25 FTES
5 FTES
20 FTES
20 FTES
20 FTES
350 FTES
Revised 9-15-2015
CHAPTER 2
COLLEGE ALLOCATIONS, FUNDING, AND PROGRAM
REQUIREMENTS
The 2015-16 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 2015-16 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 2015-16 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 utilize 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 college. If needed, these dollars may be
moved to the tuition/fees and books/instructional materials budget categories.
7. Staff Point-of-Contact
In addition, 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
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 4 of 17
Revised 9-15-2015
for one or more staff performing Point-of-Contact duties (i.e. Early Achievers Grant Coordinator).
The $1,500 may not be used for any other student support expenses and may not be moved to
other budget categories (tuition/fees, books/instructional materials or student wrap-around
services.)
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
Required Books
and
Instructional
Materials
Student Support
& Wrap-Around
Services
$4,800
$9,600
$14,400
$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 Point-ofContact
$1,500
$3,000
$4,500
$6,000
$7,500
$9,000
$15,000
$22,500
Total
$8,300
$16,600
$24,900
$33,200
$41,500
$49,800
$83,000
$124,500
10. The Early Achievers Grant funds must be expended no later than December 31, 2015.
11. The Early Achievers Grant - State funds must be expended no later than June 30, 2016.
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:
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
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 5 of 17
Revised 9-15-2015
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 the Early Achievers Grant
Coordinator, Sally Holloway, shollowa@whatcom.ctc.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 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)
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 6 of 17
Revised 9-15-2015

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 Criteria for Program Approval).

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 Early Achievers child care facilities,
family home care and Head Start/ECEAP programs that have been rated. Second priority will be
given to students employed in participating facilities and programs that have not yet been rated.
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.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 7 of 17
Revised 9-15-2015
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. Include a release
in the application so the student may be contacted in the future either for an exit interview, media
contact, Early Achievers Grant satisfaction survey 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 Grant, Pell Grant, State Need Grant, Work Study, and
other forms of state and federal financial aid.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 8 of 17
Revised 9-15-2015
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 full-time 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
Award Code
FAPC
Description
EA
0EA
EB
0EB
EC
0EC
ED
0ED
E0
0E0
EAG-Tuition
(Tuition and Fees)
EAG-Books
(Books, supplies, etc…)
EAG-Childcare
(Emergency child care)
EAG-Trans
Emergency transportation
EAG-Other
(Tutoring, exams/licensing fees, career services, etc...)
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 9 of 17
Revised 9-15-2015
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 re-awarded 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.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 10 of 17
Revised 9-15-2015
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 monthly
report will be due from July to December 2016 and quarterly reports will be due in March and June.
Colleges’ Points-of-Contact will be sent a report template upon approval of their grant application.
Monthly reports are due on the last business day of the following months.






July 31, 2015
August 31, 2015
September 30, 2015
October 30, 2015
November 30, 2015
December 31, 2015
Quarterly reports will be due on the last business day of the following months
 March 31, 2016
 June 30, 2016
The data collected will assist with Department of Early Learning with Race-to-the-Top grant and 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 Certificate, >= 90 credits
3 Certificate, 45-89 credits
4 Certificate, < 45 credits
The full listing of exit codes can be found under “Completions” on the SBCTC Data Warehouse web page
or check with your college registrar.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 11 of 17
Revised 9-15-2015
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). Early Achievers is Washington’s voluntary program for helping licensed child care providers
and other early learning programs 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 high-quality 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 2015-16 Early Achievers Grants competitive?
Yes, the grants are competitive for 2015-16. 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 federal 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 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.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 12 of 17
Revised 9-15-2015
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, except the services of the college’s Point-of-Contact. 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 9)? 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 regular 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?
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.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 13 of 17
Revised 9-15-2015
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 should 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
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
can make the decision to use Early Achievers Grant funds to pay for two 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 can 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.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 14 of 17
Revised 9-15-2015
15. 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.
16. 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 need to 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 than traditional
aid).
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.
17. 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.
18. 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.
19. 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.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 15 of 17
Revised 9-15-2015
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.
20. 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.
21. 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:
Credits
Student
Marlene
Summer
0
Fall
15
Winter
15
Spring
15
Total
45
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
Calculating FTES:
Credits
Student
Ann
Pat
Jodi
Nancy
Jennifer
Heather
Peggy
Chris
Kim
Jan
Sharene
Summer
3
8
5
12
0
0
0
0
0
0
0
Fall
2
12
5
15
3
12
10
3
7
8
7
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 16 of 17
Revised 9-15-2015
Glenda
Total
0
28
15
99
Divide the number of credits by 45 to determine the FTES. (45 credits = 1 FTE)
28 + 99 = 127 / 45 = 2.8 FTES
22. Must potential grant recipients meet poverty guidelines to be eligible for funding?
For 2015-16 there are no income level eligibility requirements.
23. 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. Opp. 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.
24. Will available funding be reallocated later in the year?
Possibly. This year we received funding from the Department of Early Learning in two separate
increments. We will determine if it will be necessary to redistribute funds once winter quarter is
underway.
25. Must the proposed budget exactly match the funding associated with the FTES and Point-ofContact?
Yes. Please see the “Total” row on the chart in Chapter 2. Your budget must match one of these
funding amounts.
26. Is an employee with a work visa eligible for Early Achievers Grant funding?
Yes, with a work visa, an employee may legally work in this state and is eligible for grant funding if
she/he 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.
Washington State Board for Community and Technical Colleges
2015-16 Early Achievers Grant GuidelinesPage 17 of 17
Revised 9-15-2015