ENROLLMENT
PRIORITY & BOGFW
2015 CCCSFAAA
Summer Training
Outline
• Enrollment Priority
• Flowchart
• BOGFW
• Flowchart
• Examples
• Appeals
• Q&A
• Review questions
submitted by colleges
ENROLLMENT PRIORITY
Flowchart
Enrollment Priority – Tiers:1 & 2
CalWorks
DSPS
EOPS
Foster Youth
Vets
All Tier 1 must have
completed
orientation,
assessment and
educational plans
New Students
Continuing Students
New Students must
have completed
orientation,
assessment and
educational plans
Any college using
priority registration
must follow these
rules
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 Circumstances
2. Student with disabilities not
receiving timely services
3. Significant academic improvement
Significant academic improvement
defined in regulations as: “achieving
no less than the minimum grade point
average and program standard”
•
•
Minimum 2.0 GPA
More than 50% unit completion
BOGFW
Flowchart
Loss of BOGFW
Two possibilities:
- Academic Standards
- Progress Standards
Foster Youth
exempt:
- BOGFW
- Enrollment
Priority
Regaining Eligibility:
1. Meeting Academic
& Progress
Standards
2. Successful Appeal
3. Sitting out 2consecutive terms
BOGFW - Appeals
6 possibilities:
1. Extenuating Circumstances
2. Student with disabilities not
receiving timely services
3. Significant academic
improvement
4. Economic situation
5. Not receiving essential
support services
6. Special considerations
3/6 Possibilities apply to both Enrollment
Priority and BOGFW
BOGFW – Notification and Timing
If Fall term ends
12/15/2015, then
notification must be
before1/15/2015
Student chooses
“when” to register
Fall 2016
registration in April
2016 BEFORE
system
determination in
June = BOGFW for
Fall 2016 and loss
for Spring 2017
SYSTEM status on
June 5
NOTIFICATION
June 15
Registration June
13
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&A
Questions 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 7
Question:
Consecutive terms. So if we have a student who attends every other primary term the
student would not be subject to dismissal because they do not have a FALL/SPRING
combo? If a student attends only Spring not Fall, did poorly over a couple of years. They
have less than 50% unit completion and/or cumulative GPA below 2.0. The fact that the
terms are not consecutive they would not be subject to loss of BOGFW? The reason I
ask is that we have students coming back to school all the time. I saw one student, who
completed some semesters but left 10 years ago and came back, and completed another
semester. Do I look at the latest term to see if it was consecutive or do we go back years
ago until we find that FALL/SPRING combo?
Answer:
Consecutive semesters in this case means any two semesters the student takes; if the
student attends fall, doesn’t attend spring, then attends the next fall, the two fall
semesters are his/her consecutive primary terms. The student has to “sit out” for at least
two semesters to regain eligibility. If the student sits out two semesters he/she still
comes back with his/her poor GPA or Progress %, he/she may land again on probation at
the end of the first term back.
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
Ruby Nieto
CCCCO
rnieto@cccco.edu
916.322.4300
• Questions?
• Comments?
• Thoughts?