TABLE of CONTENTS
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Student Intent Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Student Exit Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Special Enrollment Codes . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Apprenticeship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Tech Prep . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Department of Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Running Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
International Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
WorkFirst . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Worker Retraining . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Course Coding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Funding Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
State Funded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Shared Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Contract Funded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Student Funded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Employment Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
12
Full Time Equivalent Student . . . . . . . . . . . . . . . . . . . . . . . . 13
Quarterly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Annualized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Type/Category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Student Faculty Ratio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1
INTRODUCTION
This document is intended to answer some frequently asked questions regarding
enrollment reporting and coding. Colleges use the Student Management System to
operationally manage enrollments and courses throughout the quarter. Certain
elements of the Student Management System also perform the dual role of identifying
certain types of enrollments or students for reporting purposes. This document is in the
context of enrollment reporting as defined by the SBCTC. It is not all encompassing nor
does it describe the only uses for these data elements. This document is a compilation
of SBCTC Polices, reporting and coding memos, WAC’s, and SBCTC Data Warehouse
documentation.
2
Student Intent Code - Definition: A one-character code representing the student’s
intent for enrolling as coded by the colleges. The SBCTC relies on student intent codes
A, B, F, G, H, J and K.
Colleges may have unique definitions for the remaining codes. The SBCTC uses Kind
of Student and Planned Length of Attendance as a more meaningful way of capturing
the student’s intent. This data element is collected each quarter the student is enrolled.
This is a required data element for State or Contract funding.
Source: Collected from the student at time of Admission and Registration
Examples of Use: Code F is used to determine DLOA Vocational cohorts, which are
also used in Carl Perkins reporting. Intent Code A is used to define a degree-seeking
student for IPEDS reporting.
Valid Codes:
A
Academic Non-Transfer Degree
B
Academic transfer
D
High School Diploma/GED Certificate
E
Developmental (since most students taking developmental
courses are either enrolled for transfer or vocational
preparatory, this is not a very useful category—use
Institutional Intent Category Indicator)
F
Vocational Preparatory (Approved Educational Program Code required)
G
Vocational Preparatory, Applicant (Approved Educational Program Code
required)
H
Vocational Apprentice (Valid Educational Program Code required)
J
Upgrading job skills (Vocational Supplemental) (Valid Educational Program
Code required)
K
Vocational Home and Family Life (Valid Educational Program Code required)
L
General Studies (Non-Degree/Certificate)
W
Community Service (discontinued in 1990)
X
Undecided
Y
None of the above
Z
Not Reported (discontinued in 1990)
History: Prior to Academic Year 1994-95, the Educational Program Code
(PROGRAM_CIP) was not reported in the Warehouse for INTENT = G.
3
Exit Code - Definition: The type of award that the student received. A student may
have multiple awards or exit codes during a particular quarter or year.
Valid codes are:
1
Associate Degrees
Includes but not limited to:
Associate in Arts (AA or DTA Degrees),
Associate in Technical Arts (ATA Degrees)
2
Certificate, >= 90 credits or 1800 hours
3
Certificate, 45-89 credits or 900-1799 hours
4
Certificate, < 45 credits or 900 hours
5* Apprenticeship
6
High School Completion
7** GED Certificate
8
Not used by SBCTC (colleges may use Exit Code 8 for their own purposes to
track records such as Honors, Merits, Multi-Occup, New Chance, Prep For
Training, etc.)
9*** Unique Program Completion or Non-credit occupational training completion
A
Associate of Science – Transfer, Track 1 (AS Degree)
B
Associate of Science – Transfer, Track 2 (AS Degree)
C Associate in Arts – Transfer Non-DTA
D Associate in Arts – Transfer DTA
E
Associate in Elementary Education – DTA
F
Associate in Business – DTA
G Associate in Math Education -- DTA
H Associate in Physics Education -- AS-T Track 2
I
Associate in Chemistry Education -- AS-T Track 1
J
Associate in Biology Education -- AS-T Track 1
K
Associate in Science Education – AS-T Track 1
T
Associate in Applied Science - T (AAS-T Degree)
Z
CTA - 45
*A file is received by SBCTC from L&I containing all Apprenticeship completers. The SSN’s included in
the file are matched to the Data Warehouse and anyone who is found to be enrolled in the system as a
state-supported or contract-funded student during the past 3 years are processed and included in the
Completions table. As of summer quarter 2001-02, the Apprenticeship completers are no longer included
in the data warehouse completions table.
** SBCTC matches the SSN’s from the GED database to the Data Warehouse and anyone who is
enrolled in basic skills courses anytime in the past 2 years is processed and included in the Completions
table. Colleges should not enter GED completers.
*** The intent of Exit Code 9 is to recognize job-specific completions, particularly non-credit certification
courses. Exit Code 9 was created as part of the performance funding initiative specifically related to noncredit instruction. Although its use has expanded, it is not intended to be a catch-all for workforce
completions. Even though a program may be an approved vocationally-oriented course of study with an
EPC, Exit Code 9 is not appropriate for multi-occupational or non-specific completions such as Job Prep,
Prep for Training, New Chance, and so forth.
4
Special Enrollment Codes – Definition: Special codes are used to identify certain
types of enrollments or courses. Many of these codes are used in combination with
other codes to define a type of enrollment or course. For example to be included in the
worker retaining count the Student Work Attend code is used in combination with
student intent codes. If these are not used in the proper combination the student will
not be included the work retraining count.
Apprenticeship: For apprenticeship enrollments to be included in the count each
enrollment must be coded with a 91 fee pay status and be in a state funded class with a
fund source of one. (Technical colleges use fee pay status of D7, D8, or D9.)
Tech Prep




The student must have a Transcript Biographic record. Use screen SM6008 to
enter this information.
Using the screen SM6013, enter the course and grade information with a
SECTION code of "T#P".
Run job SG080R or SG085R to append this record into the Transcripts database.
All student information must be entered by September 10 of each year.
SBCTC staff captures data for all Tech Prep students that were coded in the previous
Fall, Winter, Spring and Summer quarters of each year. This information will be used
for informing the Tech Prep funding formula.
Department of Corrections (DOC): For DOC enrollments to be included in the
count each enrollment must be coded with a time location code of “C” and be in a
contract funded class with a fund source of four.
Running Start: For Running Start enrollments to be included in the count each
enrollment must be coded with a fee pay status of 54 and be in a state funded class
with a fund source of one. (Technical colleges use fee pay status of B6.)
International Contract: For International Contract enrollments to be included in
the count each enrollment must be coded with a fee pay status of 35 and be in a state
funded class with a fund source of one.
Work First: See pages 6, 7, and 8 below.
Worker Retraining: See page 9 below.
5
WorkFirst Coding: 2003-04
1. How to Code Students for Tracking
All WorkFirst students must be designated with a Work Attend code in the 70 series in
order to track them for college performance and system accountability. This coding
must be done in SMS each quarter the student is enrolled by entering the student’s
Work Attend during registration.
Most students will probably remain in the same Work Attend category throughout the
year. However, some students may change Work Attend. For example, an
unemployed TANF student may finish training, get a full-time job, leave the caseload
and return for wage progression as an employed low-income parent attending for wage
progression. In this case, the quarter that the student returns, the Work Attend tracking
code should be changed from 74 to 78 in the quarter the student returns as a lowincome parent. Likewise a student attending for Family Literacy as a final goal (Work
Attend 79) may progress to customized/integrated skills training. The quarter he/she is
moved to the new goal the Work Attend should change to 74.
In addition to the Work Attend, SBCTC uses the student’s age, prior education, race
and ethnicity, family status and gender for accountability reports. These data are all
entered at registration. Any student entering for job placement activity will be measured
for job placement the quarter after exit. That student will no longer be counted in this
activity should he/she re-appear after a one quarter absence.
Please note that SBCTC will no longer be using Work Attend codes 70, 71, 72, or 73.
Work
Attend
Code
Description
74
TANF that is not employed, or employed less than 20 hrs per week and enrolled for
job placement activities, or otherwise referred to customized/integrated skills training
at the time of registration
Low-Income Parent that is not employed, or employed less than 20 hrs per week at
the time of registration and enrolled for job placement activities
TANF registering for High Wage/High Demand Health or IT
TANF that is employed 20 hrs per week or more at registration and enrolling for
wage progression or Part-time/Part-time TANF Work Study enrolled for vocational
skills
Low-Income Parent employed 20 hours per week or more at registration and
enrolling for wage progression
TANF or Low-Income parent attending without immediate job placement goal.
Includes: WorkFirst Family Literacy (may be known locally by other names) as Final
Goal, or enrolled in soft skills while preparing for customized/integrated basic skills.
75
76
77
78
79
6
2. How to Code Colleges’ Activities and WorkFirst Financial Aid
This section describes how to code block grant activity areas and WorkFirst financial
aid. In the block grant, every student who has a Work Attend tracking code can receive
training and services in one or a variety of areas. In fact, we are encouraging colleges
to integrate their basic skills and customized training services. Here are some important
concepts to keep in mind as you read the coding directions:

When coding block grant activity areas (like post-employment training or
integrated basic skills), colleges can usually follow the same procedures they
use for coding any student into any course. However, for customized training,
there are a few additional requirements.

New Chance or Educational Interviewing classes may be offered to students as
agreed to and specified in local plans.

WorkFirst aid is awarded in the financial aid system. WorkFirst Financial Aid for
tuition, fees and books was used in the past almost exclusively for employed
parents. Work Study was used for TANF enrolled in longer vocational skills.
These uses are still allowable. Also in the past colleges used Work Study for
customized training students as well as students in Families That Work. This
may also still occur. In order to receive WorkFirst financial aid, the student must
have a Work Attend tracking code and also be coded for the customized training
activity at registration. Then he/she must also be coded in the financial aid
system, if awarded WorkFirst aid.
Activity
Area
Customized
Job Skills
Training
Coding
Description
Group training funded
through WorkFirst
State or local contract
must be coded Fee
Pay Status 60 or 61
and Fund Source
All customized training outcomes count toward college
performance and system accountability. Most colleges will fund
customized training from the State Block grant. Some colleges
may also have local WorkFirst contracts for customized training.
Code each of these as follows: if the customized training being
offered is funded by the block grant (Fee Pay 60); or if it is
funded by local WorkFirst contract (Fee Pay 61). Each course
must also be funded fund source=4 (contract funded).
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Activity
Area
Coding
Integrated
Basic Skills
Description
Code all customized job skills students that have an integrated
basic skills component at registration like any student enrolled
in ABE, ESL, GED or High School Completion courses.
Once they are coded in SMS, your basic skills department can
pull them into WABERS. In order to be counted as Integrated
basic Skills in WABERS, the student must be in WABERS basic
skills CIP, have a work/employment related goal checked. She
may have other goals checked also for family, education. Also,
check all special programs that pertain such as Family Literacy,
Workplace Literacy, and LEP Pathway.
Assessment
PostEmployment
Services
Work-Based
Learning
(formerly
WorkFirst
Work Study)
New Chance or
Educational
Interviewing
Professional/Technic
al or Basic Skills
Colleges WorkFirst
Work Study
Some students may be referred to you early in the quarter for a
customized training program that will start later. If your local
plan calls for a class to assess and instruct students in
preparatory skills, computer skills, and employability skills while
they wait, colleges have 2 main options for coding this
assessment and preparatory instruction. You code the student
with an EPC 895 (New Chance), or if the course being offered
is Educational Interviewing, code the course CIP 320201. Note
that the student may also have to be coded for Integrated Basic
Skills if ABE, ESL, GED, or HS completion instruction is
provided.
Code all training you provide to working students like you would
code any other student enrolled in college.
Each college already has a FAPC code for on-campus and offcampus WorkFirst Work Study. Use this existing code you
have set up.
(Note: Workbased Learning also may include unpaid work
experience, internships, coops as described in the colleges
general Work-Based Learning Guidelines. These activities if
offered should be coded in the same way for all college
students enrolled in them. They can be used with all lowincome and TANF students)
8
Worker Retraining: To be counted in the SBCTC Worker Retraining reports
students should be coded in the college SMS system as follows and be state funded
and MIS reportable.
All Worker Retraining Students must have a Work Attend code of 80, 81,
82, 83, 84, or 85.
AND ONE OF THE FOLLOWING:
1. Enrolled exclusively in courses with CIP codes in the 32.XXXX or 54.9999 or
98.0002 (Basic Skills or New Chance)
OR
2. Enrolled with the intent of completing a High School Diploma/GED Certificate
with student intent code of “D”.
OR
3. Enrolled as an apprentice with student intent code of “H” which requires a valid
Educational Program Code (EPC) in the system.
OR
4. Enrolled in job preparatory programs with student intent code of “F or G” which
requires a college approved Educational Program Code (EPC).
OR
5. Enrolled in vocational home and family life programs with student intent code of
“K” which requires a valid Educational Program Code (EPC) in the system.
OR
6. Enrolled in job upgrading with student intent code of “J” which requires a valid
Educational Program Code (EPC) in the system.
SUMMARY
Make sure that your worker retaining students (80, 81, 82, 83, 84, or 85) are coded
with student intent of “D, H, F, G, K or J” or enrolled exclusively in Basic Skills or New
Chance. When notifying the registrar to add the worker retaining code of 80, 81, 82, 83,
84, or 85 have them VERIFY the student intent and/or enrollments.
9
Course Coding
Funding Source - Definition: This code determines the funding for the class. The same
fund source may not apply to all students in the class. For example, a running start
student or international contract student may be enrolled in a state supported course,
but those students are reported as contract.
Valid codes:
1. Fully State Funded
2. Partially State Funded, Supplemental
3. Partially State Funded, Shared
4. Grant and Contract Funded
5. Student Funded/Community Service
The combination of the course funding source and student fee pay status determines
the type of enrollment. For example, a running state student is enrolled in a state
funded course (funding source 1) and has a fee pay status of 54. This is a running start
contract enrollment.
State Funded Course
WAC 131-28-021 Definitions. "State-funded course" shall be defined as any course
reported by the college for state funding that is eligible for state funding under chapters
28.15 and 28B.50 RCW, Title 131 WAC and state board policy.
Courses eligible for state funding must meet the following criteria:
1. Courses must be approved through normal local institutional academic
procedures.
2. A course syllabus must be on file that describes a course’s stated objectives and
student outcomes/competencies, course outline/calendar, major assignments,
textbooks and/or instructional materials, bibliography, and student evaluation
criteria.
3. Courses are taught by instructors with appropriate academic background and
training, appointed by the college, whether paid or volunteer, and courses are
officially assigned to that instructor. Instructors must meet the minimum
personnel standards established by the local college.
4. Course titles are descriptive rather than creative.
5. The college controls the evaluation process.
6. The course is open to the public.
10
Shared Funded Course – Courses eligible for partial state funding:
WAC 131-32-020 Charges for courses utilizing shared funding.
(1) For the purpose of this section, the term "shared funding" shall mean funds provided
on the basis of an agreement between a college district and a cooperating agency or
organization for the support of particular courses, classes, or programs that have costs
within current state funding levels and that, in the judgment of the college district board
of trustees, otherwise could not be offered because of inadequate state funding.
(2) College districts that desire to offer services that involve shared funding pursuant to
RCW 28B.50.140(17) shall report such agreements to the state director within ten days
of the execution of the agreement.
(3) Requests for approval of any such agreements shall be accompanied by supporting
cost information in the detail and format prescribed by the state director.
(4) Enrollments generated by courses utilizing shared funding shall be eligible for state
funding support subject to review and approval by the state director, but shall be
discounted to the proportion that the state fund support provided for the services bears
to the direct and indirect costs of the program.
(5) Tuition and fees for such courses, classes, or programs shall be charged consistent
with WAC 131-28-025 and 131-28-026.
Contract Funded Course
WAC 131-28-027 Community and technical college costs and special fees for
contracted educational services.
(1) College districts that choose to offer contractual educational courses or services, as
authorized by RCW 28B.50.140 (16), to private or governmental entities shall establish
a special fee for the service or course to be paid by the entity involved. Such special
fee shall be set forth in the contractual agreement establishing such courses or
services.
(2) Contractual educational courses or services may be offered when a district makes a
determination that it is not reasonably feasible for financial or other reasons, to offer
such courses or services as a part of the regular curriculum. Upon making such
determination, the district may offer such courses or services and shall limit participation
therein to employees, agents, or members of the particular entity.
(3) Any enrollments generated through contracts for educational courses or services
developed shall be excluded from the official state funded enrollment level of the college
so that there will not be any state funding for such courses or services.
11
(4) The special fee charged for any such contractual educational course or service shall
be retained by the college district to defray the cost of such course or service and may
be used for the general operations and maintenance of the college district.
(5) The special fees charged pursuant to this regulation shall be sufficient to offset the
full instructional costs of offering the course or service. Calculation of the full
instructional cost level shall include all direct and indirect costs.
(6) If the instructor for any course performs such services as a paid employee or
personal services contractor of another state agency, the course shall be considered a
contract course subject to the provisions of this section, except when reimbursement
for such services is made to the other agency by the college district.
Student Funded Course
WAC 131-28-021 Definitions. "Student funded course" shall be defined as any
organized instructional activity, typically ungraded, primarily offered for part-time
students, not normally an integral part of any specific study program leading to either an
academic or an occupational degree or certificate, and specifically identified as such by
a community college consistent with the course classification procedures established by
the state board.
WAC 131-28-029 Student funded course fees. For student funded courses, fees
charged to students:
(1) Shall be designated as a special fee, all revenue from which shall be used for the
general operations and maintenance of the college;
(2) Shall be assessed at a rate sufficient to defray the direct and indirect costs of
offering such courses.
Employment Status (ES) - Definition: A one character code indicating the
instructor’s employment status (type of contract) for a specific class.
Valid codes:
1 Full-time (paid on full-time faculty schedule)
2 Moonlight (full-time faculty with additional load)
3 Part-time (paid on part-time faculty schedule)
4 Not used
5 Contracted out (paid by another agency, company, or college with which the college
has a contract which includes some level of funding for teaching effort). There is no
payroll or contract for the instructor.
6 Volunteer (no payroll or contract for the instructor and no contract with outside
agency). Teaching time is volunteered.
12
NOTE: Some colleges code full-time teaching faculty in Summer Quarter as part-time
(3). Some code them as moonlight (2).
Annualized Full Time Equivalent (FTE) Student: A calculation of enrollment
based on total credits or credit equivalents taken by all students for an academic year
(including summer) divided by 45.
Quarterly Full Time Equivalent (FTE) Student: A calculation of enrollment
based on total credits or credit equivalents taken by all students for a quarter divided by
15.
Type of FTE: The SBCTC reports all FTE to the Office of Financial Management and
the legislature on a quarterly basis by funding source. The three funding sources are
state funded (FS1, FS2, & FS3), contract funded (FS4), and student funded (FS5). All
enrollment reporting is considered official once submitted to OFM and cannot be
changed. Within each type of FTE are various sub categories. For example within
State Funded FTE is Worker Retraining and Apprenticeship. Within Contract Funded
FTE is Running Start and International Contract FTE. Some FTE categories may be in
more than one type. For example Basic Skills FTE may be either state funded or
contract funded.
Student Faculty Ratio: The SBCTC calculates student faculty ratio by CIP and
CIP subject cluster. Originally the SBCTC used student faculty ratios as part of the
funding formula. The funding formula no longer exists. The SBCTC now primarily uses
the student faculty ratio in trend analysis. The student FTE uses state funded, running
start, and international contract by CIP and is divided by the faculty FTE in the same
CIP. The faculty FTE is determined by the value entered on the class.
13