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<p class="MsoNormal"><span style="font-size:12.0pt">Good afternoon FA community -
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">When we last met on January 24<sup>th</sup>, the repeat topic came up. I wanted to bring to all of our attention a of couple items about repeat coursework.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">First, we’ve updated our QRG in the reference center,
<a href="https://ctclinkreferencecenter.ctclink.us/m/92428/l/1236161-9-2-reviewing-repeat-coursework">
Reviewing Repeat Coursework</a>. Please take a look. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Second, I’m sharing here in case all are not aware, that the agency already has a well-defined repeat policy, which I’ve included below. It lives in two different places; the ctcLink Student FTE Calculation
Overview document and the Policy Manual, wherein the policy is clearly defined and outlined. I believe colleges can leverage these as a framework for a SAP repeat policy for State and Federal funds; make the existing agency repeat policy as the “as strict”
repeat policy for SAP. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><b><span style="font-size:12.0pt">We ask that colleges provide feedback on this topic</span></b><span style="font-size:12.0pt">.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">Is this already a repeat policy for SAP that you’ve incorporated?<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in;mso-list:l1 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt">For colleges who don’t have a clearly defined, or established repeat policy, could you agree to incorporate into your college SAP policy?
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><b><span style="font-size:12.0pt">Please respond to this email with feedback from your college by Wednesday, February 22<sup>nd</sup>.
<o:p></o:p></span></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<b><u><span style="font-family:"Calibri",sans-serif"><a href="https://www.sbctc.edu/colleges-staff/data-services/coding-and-reporting-guidelines">From the Student FTE Calculation Overview Documentation V1.3 (Page 8)</a></span></u></b><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif">Enrollments that are over the Repeat Limit per the SBCTC Policy Manual 5.30.25*
<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif">Students cannot be reported for courses funded with
<b>state dollars</b> if enrolled more than three times for the same course – this is defined as two repeats in addition to the original enrollment. If the enrollment is allowed, a Repeat Code of RFTE should be applied to the student’s enrollment record.
<i>Enrollments with the Repeat Code of RFTE will be excluded from FTES calculations.</i>
<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif">A new field named CTC_FTE_EXCEPT was added to the CTC_STDNT_FTE table in September 2022 and describes why the enrollment did not generate FTES. Below is a listing of the valid values as well as an associated query
to identify the enrollments not generating FTES. More information related to these exceptions is available in the FTES Calculation Exception section of this document. (from page 9)
<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif"> <o:p></o:p></span></p>
<p style="mso-margin-top-alt:7.0pt;margin-right:0in;margin-bottom:7.0pt;margin-left:27.0pt">
<b><span style="font-family:"Calibri",sans-serif;color:#2B3831"><a href="https://www.sbctc.edu/colleges-staff/policies-rules/policy-manual/chapter-5">*5.30.25 Repeat Course Rule</a></span></b><span style="font-family:"Calibri",sans-serif;color:#2B3831"><o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif;color:#404041">Students cannot be reported for courses
<b>funded with state dollars</b> if enrolled more than three times for the same course – this is defined as two repeats in addition to the original enrollment.
<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif;color:#404041">A course applies to the repeat rule if the student receives an evaluative (graded) or non-evaluative (withdraw) symbol for the course as counted per census date rules as posted on the transcript.<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="color:#404041"> <o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<b><span style="font-family:"Calibri",sans-serif;color:#404041">Exceptions to the rule include:</span></b><span style="font-family:"Calibri",sans-serif;color:#404041"><o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="A">
<li class="MsoListParagraph" style="color:#404041;mso-list:l0 level1 lfo1;vertical-align:middle">
<span style="font-size:12.0pt">Extenuating Circumstances — <i>At the discretion of the college,</i> students with extenuating circumstances may receive permission to enroll in a course for a fourth attempt. These extenuating circumstances may include, but not
limited to:<o:p></o:p></span></li><ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:#404041;margin-left:.5in;mso-list:l0 level2 lfo1;vertical-align:middle">
<span style="font-size:12.0pt">medical or military withdraws as defined in state statute<o:p></o:p></span></li><li class="MsoNormal" style="color:#404041;margin-left:.5in;mso-list:l0 level2 lfo1;vertical-align:middle">
<span style="font-size:12.0pt">course required for a certificate or degree with limited or no substitute option<o:p></o:p></span></li><li class="MsoNormal" style="color:#404041;margin-left:.5in;mso-list:l0 level2 lfo1;vertical-align:middle">
<span style="font-size:12.0pt">significant break in enrollment<o:p></o:p></span></li><li class="MsoNormal" style="color:#404041;margin-left:.5in;mso-list:l0 level2 lfo1;vertical-align:middle">
<span style="font-size:12.0pt">grade forgiveness process<o:p></o:p></span></li><li class="MsoNormal" style="color:#404041;margin-left:.5in;mso-list:l0 level2 lfo1;vertical-align:middle">
<span style="font-size:12.0pt">mandated training for employment<o:p></o:p></span></li></ul>
<li class="MsoListParagraph" style="color:#404041;mso-list:l0 level1 lfo1;vertical-align:middle">
<span style="font-size:12.0pt">Variable Credit Courses — A student may enroll in a variable credit course as many times as necessary to complete the entire curriculum and credit value of the course. However, a student may not repeat any portion of a variable
credit course that has already been completed. <o:p></o:p></span></li></ol>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<u><span style="font-family:"Calibri",sans-serif;color:#404041"><o:p><span style="text-decoration:none"> </span></o:p></span></u></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif;color:#404041">Students who retake a previously passed course more than once may become ineligible for federal or state financial aid.
<o:p></o:p></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:27.0pt;margin-bottom:.0001pt">
<span style="font-family:"Calibri",sans-serif;color:#404041">Students who receive veteran benefits may not be certified for, or receive compensation for, repeating a course they have previously passed.<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="mso-line-height-alt:10.55pt;text-autospace:none">Peace be with you,<o:p></o:p></p>
<p class="MsoNormal" style="mso-line-height-alt:10.55pt;text-autospace:none"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764"><o:p> </o:p></span></p>
<p class="MsoNormal" style="mso-line-height-alt:10.55pt;text-autospace:none"><span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764"><o:p> </o:p></span></p>
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Ybarra, MA<o:p></o:p></span></p>
<p class="MsoNormal" style="mso-line-height-alt:10.55pt;text-autospace:none"><span style="font-family:"Franklin Gothic Medium",sans-serif;color:#003764">Associate Director Campus Solutions - Financial Aid</span><span style="font-family:"Franklin Gothic Medium",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">Washington State Board for Community and Technical Colleges<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764">• o: 360-704-1024
</span><span style="font-size:12.0pt;font-family:"Franklin Gothic Book",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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