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<p class="MsoNormal"><span style="color:#222A35">Hello colleagues,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">This communication is intended for:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:#222A35;margin-left:0in;mso-add-space:auto;mso-list:l2 level1 lfo1">
ctcLink College Leaders<o:p></o:p></li><li class="MsoListParagraph" style="color:#222A35;margin-left:0in;mso-add-space:auto;mso-list:l2 level1 lfo1">
Staff who configure and support Academic Advisement Reports (AAR)<o:p></o:p></li><li class="MsoListParagraph" style="color:#222A35;margin-left:0in;mso-add-space:auto;mso-list:l2 level1 lfo1">
Staff who assess student enrollment for Financial Aid eligibility<o:p></o:p></li></ul>
<p class="MsoNormal"><span style="color:#222A35"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">We would like to alert all colleges of an issue with the Academic Advisement Report (AAR) configuration affecting students with multiple active program/plan stacks (at your college) and provide a recommendation
to fix the issue. <b>Colleges that do not allow students to have more than one active program are not impacted by the current issue.</b><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">The issue may produce incorrect AAR course results for:<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:#222A35;mso-list:l4 level1 lfo2;vertical-align:middle">
The <b>Unused Courses requirement</b>, which is used to determine courses not eligible for Financial Aid<o:p></o:p></li><li class="MsoNormal" style="color:#222A35;mso-list:l4 level1 lfo2;vertical-align:middle">
The <b>Graduation requirement</b>, which is used to calculate cumulative Grade Point Average, Academic Residency, and Total Units needed for completion.<o:p></o:p></li></ul>
<p class="MsoNormal"><span style="color:#222A35"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:#2F5597">Financial Aid impact - Unused Courses requirement</span></b><span style="color:#2F5597"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">The Unused Courses requirement is a mandatory configuration for all credentials eligible for Financial Aid. This requirement displays courses on the student's record that do not apply to the credential. The queries
CTC_FA_INELG_COURSEWORK and CTC_FA_INELG_COURSEWORK_2 identify courses that are ineligible for Financial Aid. The information in these queries come directly from the AAR Unused Courses requirement and may return inaccurate results for students with multiple
active programs due to this issue.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:#2F5597">Description of the issue</span></b><span style="color:#2F5597"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">Previously, SBCTC recommended configuring the Unused Courses requirement and the Graduation requirement using a List Recall Mode value of "All Courses Used” (in Academic Requirements > Line Item Detail tab).
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">For students with just one active Program/Plan stack (at your college), the "All Courses Used" option will accurately display the student’s courses. However, the courses may display incorrectly if a student has
more than one active Program/Plan stack (at your college) because the student's second degree listed on the AAR considers courses applied to the first degree as "used" even if not applied to the second degree. <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:#222A35;mso-list:l1 level1 lfo3;vertical-align:middle">
<b>Unused Courses requirement – example of current issue</b>. A student with two active programs is enrolled in BUS 190 for Winter 2024. The student's first program is applying BUS 190 towards the Business Core requirement. The student's second program does
not apply BUS 190 to any requirements because it is not a course option. The Unused Courses requirement for the second program should display BUS 190 but does not because the “All Courses Used” setting is assessing both the first and second program together.<o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-left:.5in;vertical-align:middle"><span style="color:#222A35"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:#2F5597;background:white">New Recommendation for configuring requirements:</span></b><span style="color:#2F5597"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">SBCTC recommends the following configuration for colleges that allow more than one active Program/Plan stack.<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:#222A35;mso-list:l5 level1 lfo4;vertical-align:middle">
Each Academic Plan code will have a unique Unused Courses requirement number. Previously, all Academic Plans shared a single Unused Courses requirement.<o:p></o:p></li><li class="MsoNormal" style="color:#222A35;mso-list:l5 level1 lfo4;vertical-align:middle">
Each Academic Plan code will have a unique Graduation requirement number. Previously, Academic Plans could share a Graduation requirement if the Total Units needed was the same amount.<o:p></o:p></li><li class="MsoNormal" style="color:#222A35;mso-list:l5 level1 lfo4;vertical-align:middle">
A List Recall Mode value of "Used by Requirement Group" (in Academic Requirements > Line Item Detail tab) will replace "All Courses Used." When "Used by Requirement Group" is selected, the Requirement Group number associated with the Academic Plan will be entered.
This will ensure that each degree is assessed separately.<o:p></o:p></li><li class="MsoNormal" style="color:#222A35;mso-list:l5 level1 lfo4;vertical-align:middle">
After updating the Unused Courses requirement configuration, colleges with multiple active programs per student should use the
<b>new</b> Financial Aid query for ineligible coursework <b>QCS_FA_INELG_COURSEWORK_MULTI</b><o:p></o:p></li><li class="MsoNormal" style="color:#222A35;mso-list:l5 level1 lfo4;vertical-align:middle">
The following Quick Reference Guides have been updated with the new recommendation for configuration:<o:p></o:p></li><ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:#222A35;mso-list:l5 level2 lfo4;vertical-align:middle">
<a href="https://ctclinkreferencecenter.ctclink.us/m/79543/l/925002-academic-advisement-example"><span style="color:#033160">Academic Advisement Example</span></a><o:p></o:p></li><li class="MsoNormal" style="color:#222A35;mso-list:l5 level2 lfo4;vertical-align:middle">
<a href="https://ctclinkreferencecenter.ctclink.us/m/79543/l/1647860-degree-boost-query-identify-students-near-completion-but-not-enrolled"><span style="color:#033160">Degree Boost Query (Identify Students Near Completion but Not Enrolled)</span></a><o:p></o:p></li></ul>
</ul>
<p class="MsoNormal"><b><span style="color:#2F5597"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span style="color:#2F5597">Action required for AAR configuration updates:</span></b><span style="color:#2F5597"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">A service desk ticket has been created for each college and assigned to the ctcLink College Leader. This ticket may be reassigned to another person if requested.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">Each college will enter a decision in the ticket
<b>by 5:00pm on Friday, February 2</b>:<o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoNormal" style="color:#222A35;mso-list:l0 level1 lfo5;vertical-align:middle">
Determine if AAR updates to the Unused Courses and Graduation requirements are needed.<o:p></o:p></li><li class="MsoNormal" style="color:#222A35;mso-list:l0 level1 lfo5;vertical-align:middle">
Determine who will perform the updates. <b>CS Core Support is available to update the requirements for your college</b>, or you can decide to complete the updates yourself.<o:p></o:p></li><ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:#222A35;mso-list:l0 level2 lfo5;vertical-align:middle">
If your college decides to have CS Core Support update configuration we will provide a specific timeline for the work, with an estimated finish date of no later than April 30<sup>th</sup>.
<o:p></o:p></li></ul>
</ol>
<p class="MsoNormal"><span style="color:#222A35"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#222A35">CS Core Support will offer two optional
<b>AAR cleanup support sessions</b> for the Unused Courses and Graduation requirements. We will provide an overview of the issue and be available throughout the meeting for hands-on cleanup support for staff as they drop in.<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo6"><b><span style="mso-ligatures:none">AAR Cleanup Support Session 1</span></b><span style="mso-ligatures:none"><br>
Tuesday, February 13, 2024 1:00 pm - 3:00 pm<br>
<span style="color:#2F5597"><a href="https://sbctc.webex.com/sbctc/j.php?MTID=m7951a038a66daf2a0e3b8bc92aabe51f"><span style="color:#2F5597">Join Session</span></a></span><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l3 level1 lfo6"><b><span style="mso-ligatures:none">AAR Cleanup Support Session 2</span></b><span style="mso-ligatures:none"><br>
Wednesday, February 21, 2024 1:00 pm - 3:00 pm<br>
<span style="color:#2F5597"><a href="https://sbctc.webex.com/sbctc/j.php?MTID=m4ecf80d33e3e999085a6e2094d727830"><span style="color:#2F5597">Join Session</span></a></span><o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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</v:shapetype><v:shape id="Picture_x0020_1" o:spid="_x0000_s1026" type="#_x0000_t75" alt="Title: SBCTC logo - Description: Compass " style='position:absolute;margin-left:0;margin-top:0;width:45.1pt;height:84.5pt;z-index:251659264;visibility:visible;mso-wrap-style:square;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:9pt;mso-wrap-distance-top:0;mso-wrap-distance-right:9pt;mso-wrap-distance-bottom:0;mso-position-horizontal:left;mso-position-horizontal-relative:margin;mso-position-vertical:absolute;mso-position-vertical-relative:text;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page'>
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Lara<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:10.55pt;text-autospace:none"><b><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#003764;mso-ligatures:none">Functional Analyst, Campus Solutions (Financial Aid)</span></b><b><span style="font-size:10.0pt;font-family:"Franklin Gothic Book",sans-serif;color:#1F497D;mso-ligatures:none"><o:p></o:p></span></b></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;mso-ligatures:none">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;mso-ligatures:none">1300 Quince Street SE<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;mso-ligatures:none">Olympia, WA 98504-2495<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;mso-ligatures:none"><a href="mailto:jlara@sbctc.edu"><span style="color:#0563C1">jlara@sbctc.edu</span></a>
| o: 360-704-3996<o:p></o:p></span></p>
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