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<div class="WordSection1">
<h1><span class="normaltextrun"><span style="font-size:20.0pt;color:#003764">MEMORANDUM<o:p></o:p></span></span></h1>
<p class="MsoNormal">April 24, 2023<o:p></o:p></p>
<p class="MsoNormal"><span class="normaltextrun">TO: </span><span class="tabchar">
</span><span class="normaltextrun">State Board Members</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"> WACTC Presidents</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">FROM:</span><span class="tabchar"> </span><span class="normaltextrun">Grant Rodeheaver, SBCTC Deputy Executive Director/CIO, IT Division</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">RE:</span><span class="tabchar"> </span><span class="normaltextrun"><b>Mitigating Enrollment Fraud – Instructional Practices & Reporting Obligations</b></span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><o:p> </o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun"><i>This memorandum will be forwarded broadly to related councils, commissions, ctcLink governance, and ctcLink support lists.</i></span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">The past three years have presented numerous challenges as staff have continued supporting admissions, enrollment, and general student services throughout the pandemic. The increase in remote course delivery has, unfortunately, contributed
to an increase in external efforts by bad actors to undermine cyber integrity and has led to an increase in fraudulent activity.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">The Washington State Board for Community and Technical Colleges (SBCTC) is committed to fraud detection and prevention while minimizing the potential impact to students and staff. </span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="color:black">SBCTC Student Services, Business Operations, and Information Technology divisions, as well as Instruction Commission leadership, collaborated to develop the guidance and technical measures for fraud mitigation
and prevention as outlined below.</span></span><span class="normaltextrun"><span style="font-family:"Arial",sans-serif;color:black"> </span></span><span class="eop"><span style="color:black"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"><span style="color:black">The attached guidance document outlines the types of fraud currently affecting the system, the role the colleges and SBCTC play in fraud detection and mitigation, and the partnership required to ensure fraud
prevention protocols are not inadvertently harming students.</span></span><span class="eop"><span style="color:black"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h2><span class="normaltextrun"><span style="font-size:13.0pt;font-family:"Arial",sans-serif">Types of Fraud</span></span><span class="eop"><span style="font-size:13.0pt;font-family:"Arial",sans-serif"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h2>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">This memo outlines the types of fraud currently affecting the system, the role the colleges and SBCTC play in fraud detection and mitigation, the partnership required to ensure fraud prevention protocols are not inadvertently harming
students, and instructions for colleges and SBCTC staff.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">As part of the continued effort to characterize fraud, three related but different types of fraudulent activity have been identified:</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h3><span class="normaltextrun"><span style="font-family:"Arial",sans-serif">Admissions application fraud </span></span><span class="eop"><span style="font-family:"Arial",sans-serif"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h3>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">The act of creating a ctcLink account, submitting an application via the Online Admissions Application Portal (OAAP), and completing the application process with the college without the intent to attend college for educational purposes.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h3><span class="normaltextrun"><span style="font-family:"Arial",sans-serif">Enrollment fraud</span></span><span class="eop"><span style="font-family:"Arial",sans-serif"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h3>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">The act of registering for classes without the intent to legitimately attend follows admissions application fraud and can only occur once a college has accepted the admissions application and enabled access to registration.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h3><span class="normaltextrun"><span style="font-family:"Arial",sans-serif">Financial aid fraud</span></span><span class="eop"><span style="font-family:"Arial",sans-serif"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h3>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">Financial aid-related fraud occurs after a college has accepted a fraudulent admissions application, allowed the fraudulent student to register for classes, and begins the process of disbursing local, state, and/or federal financial
aid. </span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h2><span class="normaltextrun"><span style="font-size:13.0pt;font-family:"Arial",sans-serif">Fraud Detection & Mitigation Strategies</span></span><span class="eop"><span style="font-size:13.0pt;font-family:"Arial",sans-serif"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h2>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">Fraud detection relies on colleges for early identification, confirmation, and reporting of non-responsive, non-participating enrolled students. Preventing fraud without setting up additional barriers for real students requires a
student-centered approach that engages the entire community.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun">While there is a decidedly human interface to admissions and financial aid activities, fraud prevention strategies also include technology solutions and processes designed to flag suspicious patterns.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
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<span class="normaltextrun">Addressing both types of fraud will be an ongoing and long-term project for all system stakeholders. In the short-term, colleges are encouraged to take proactive steps to protect themselves, their students, and the entire system. </span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
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<span class="normaltextrun">SBCTC will continue to work with the colleges to develop and refine fraud monitoring processes and reporting.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<h2><span class="normaltextrun"><span style="font-size:13.0pt;font-family:"Arial",sans-serif">Institutional Practices</span></span><span class="eop"><span style="font-size:13.0pt;font-family:"Arial",sans-serif"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></h2>
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<span class="normaltextrun">Fraud reporting resources and detailed instructions can be found at the SBCTC website under
</span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Franklin Gothic Book",sans-serif">ctcLink
Support</span></span></a></span><span class="normaltextrun">.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<ul style="margin-top:0in;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible" type="disc">
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<a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/report-fraud/report-fraud" target="_blank"><span class="normaltextrun">Report Fraud</span></a><span class="normaltextrun">: Reporting Admissions & Financial Aid Fraud</span><span class="eop"> </span><o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level2 lfo3;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/report-fraud/college-role" target="_blank"><span class="normaltextrun">What to Do When a Fraudulent Application is Suspected</span></a><span class="normaltextrun">: Steps to Take When a Fraudulent
Admissions or Financial Aid Application is Suspected</span><span class="eop"> </span><o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level2 lfo3;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/report-fraud/faculty-role" target="_blank"><span class="normaltextrun">Enrollment Fraud Mitigation</span></a><span class="normaltextrun">: Faculty and Staff Share Critical Roles in Enrollment
Fraud Mitigation</span><span class="eop"> </span><o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level2 lfo3;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://www.sbctc.edu/colleges-staff/it-support/erp-support/report-fraud/student-approach" target="_blank"><span class="normaltextrun">Student-Centered Approach</span></a><span class="normaltextrun">: A Student-Centered Approach to Fraud Detection</span><span class="eop"> </span><o:p></o:p></li></ul>
</ul>
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<span class="normaltextrun">For details and requirements for all colleges, refer to:</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<ul style="margin-top:0in;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo6;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;cursor:text;overflow:visible">
<a href="https://ctclinkreferencecenter.ctclink.us/m/79544/l/1664733-reporting-fraudulent-applications-accounts-to-sbctc" target="_blank"><span class="normaltextrun">Reporting Fraudulent Applications and Student Accounts to SBCTC</span></a><span class="normaltextrun">
quick reference guide</span><span class="eop"><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l2 level1 lfo6"><a href="https://www.sbctc.edu/resources/documents/colleges-staff/it-support/erp/mitigating-enrollment-fraud-institutional-practices-reporting-obligations.pdf" target="_blank"><span class="normaltextrun">Mitigating
Enrollment Fraud – Instructional Practices & Reporting Obligations</span></a><span class="normaltextrun"> guidance document</span><span class="eop"> (attached)</span><o:p></o:p></li></ul>
<p class="MsoNormal"><span class="normaltextrun"><o:p> </o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun">Please reach out to </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><a href="mailto:dbundy@sbctc.edu" target="_blank"><span class="normaltextrun"><span style="font-size:11.0pt;font-family:"Franklin Gothic Book",sans-serif">Dani
Bundy</span></span></a></span><span class="normaltextrun">,<b> </b>ctcLink Customer Support Director, if you have questions or feedback.</span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
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Thank you,<o:p></o:p></p>
<p class="MsoNormal">-Grant<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in"><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"> <span style="color:#1F497D"> </span><o:p></o:p></span></p>
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Rodeheaver</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<span style="font-size:12.0pt;font-family:"Franklin Gothic Medium",sans-serif;color:#003764;mso-ligatures:none">Deputy Executive Director / CIO, IT Division</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<span style="font-size:10.0pt;color:#003764;mso-ligatures:none">Washington State Board for Community and Technical Colleges</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
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<span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="mailto:grodeheaver@sbctc.edu">grodeheaver@sbctc.edu</a></span><span style="font-size:10.0pt;color:#003561;mso-ligatures:none">
</span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">• o: 360-704-3939 • c: 360-280-4733</span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:0in"><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://www.sbctc.edu/"><span style="font-size:10.0pt;color:blue">sbctc.edu</span></a></span><span style="font-size:10.0pt;color:#003561;mso-ligatures:none">
</span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">• Twitter:
</span><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://twitter.com/SBCTCWashington"><span style="font-size:10.0pt;color:blue">@SBCTCWashington</span></a></span><span style="font-size:10.0pt;color:#003764;mso-ligatures:none">
• Facebook: </span><span style="font-family:"Calibri",sans-serif;color:#1F497D;mso-ligatures:none"><a href="https://www.facebook.com/wasbctc/"><span style="font-size:10.0pt;color:blue">@WASBCTC</span></a></span><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"> <o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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